Sales and distribution

Sales and Distribution V1201 Page 2 At the completion of this workshop you will be able to: Understand the Master data associated with the Sales and Distribution process Understand the

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Sales and Distribution

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Sales and Distribution (V1201) Page 2

At the completion of this workshop you will be able to:

Understand the Master data associated with the Sales and Distribution process

Understand the Organisational Units involved in the Sales and Distribution

Describe the Business Process for sales order processing in the SAP ERP system

Create a customer order

Trigger delivery of the sales order

Pick and post goods issue

Ship Goods

Invoice Customer

Understand the role of the Document Flow

Scenario

A customer contacts your company for a quote for bikes you sell Shortly after issuing the

quote a Purchase Order arrives from the Customer for the Material You will then create a

Sales Order and commence the Delivery process Once the goods have been issued you will

then Invoice the Customer Once the Customer sends payment you will commence the

Accounts Receivable process

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Organisational Units

Defining your organizational structure in SAP System is an important step It requires

thorough analysis of how your organization wants to run your business The Organisational structure in SAP is made of organisational units

Some Organizational Units are common to many processes in the SAP system These are

Client, Company Code and Plant The Sales and Distribution module uses some

organizational units that are unique to the sales and distribution processes These include; Sales Organisation, Distribution Channel, Division and Shipping Point

 Company Code – is an independent accounting unit Balance sheets and Profit & Loss

Statements, required by law, are created at the Company Code level

 Sales Organisation – is an organisational unit within logistics, which structures the company according to its sales requirements A Sales Organisation is responsible for

the Sale and Distribution of goods and services Each business transaction is processed

within a Sales Organisation It is responsible for distributing goods and services,

negotiating conditions of a sale It is the level to which you sum up sales figures for reporting and analysis

The Sales Organisation must be specified in all sales documents It is therefore

relevant for all basic functions of SD (such as pricing, availability, etc.)

 Distribution Channel - represents the channel through which sold materials or services reach Customers Typical Distribution Channels include wholesale, retail and direct

sales

Within a Sales Organisation a Customer can be supplied through several Distribution Channels In addition, the Material Master data relevant for sales, such as prices,

minimum order quantity, minimum quantity to be delivered and delivering Plant, can

differ for each Sales Organisation and Distribution Channel

 Division - used to represent a product line In Sales and Distribution, the Division

allows you to make customer-specific agreements such as: partial deliveries, pricing

agreements, special payment terms At least one Division must be defined in the SD

module

 Sales Area - a specific combination of Sales Organisation, Distribution Channel, and Division

 Plant - a manufacturing facility, distribution center, or office A location that stores

inventory or renders services

 Storage location - allows the differentiation of material stocks within a plant

 Warehouse - organizational divisions of a plant for the purpose of maintaining materials

that are stored in different places

 Shipping point - a fixed location that carries out shipping activities Each delivery is

processed by only one shipping point

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The organizational units involved in the scenario are displayed below:

Delivery Structure of GBI

US00 Global Bike Inc

BI Bikes

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Master Data in Sales and Distribution

The Master Data that is used in Sales and Distribution include:

Data on customers is important for both the accounting department and the sales and

distribution department In order to avoid data redundancy, accounting data and sales and

distribution data is stored in one master record, the customer master record

The customer master groups data into categories: general data, sales area data, and

company code data It includes all data needed for business transactions and correspondence with the customer This includes address data, shipping data, sales data, and data for invoice creation

Customer Master Data

Relevant for SD and Accounting Valid for all organisational units

General Data

Sales Area Data

Relevant for SD

Valid for all Sales organisation,

Distribution channel and Division

Relevant Accounting Valid for Company code

Company Code Data

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SD 1: Display Customer Master Record

Exercise Use the SAP Easy Access Menu to display a customer

Task Global Bike Inc has numerous customers both in the US and in Germany Display one customer for the US (Philly Bikes) and one for Germany (NeckaRad)

In order to display a Customer , follow the SAP Easy Access menu path:

Logistics ► Sales and Distribution ► Master Data ► Business Partner ► Customer

► Display

1 Double-click to start this transaction

On the next screen, the SAP system expects you to enter search criteria such as the

customer, the company and sales area data You can use the SAP ad-hoc help to have the system explain particular fields on the screen

2 Press F1 in Customer field to display the Help for this field

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According to the SAP definition, in the Customer field, SAP expects you to put in the unique key identifying the customer master record

3 Click of the Help window to close the window

As you do not know any customer number in the GBI company, you need to find them

4 Click in the Customer field to move the cursor to this field

5 Click to display search dialog box

Tabs allow you to specify different search criteria Values in the text boxes are used to filter the search On the Customers (by company code) tab, you may enter any information you know about the customer you are looking for In our case, in the Search term field, enter

the three-digit number (###) that was given to you by your instructor

Note: Every time the curriculum material requests you to type in ###, please enter the three-digit number assigned to you for this class As each student has its own set of data, this number is used to distinguish between individual data sets Please remember that all participants are working in the same GBI company and if not setting their search criteria as requested could see all master data (as in a real company) As for customer master records,

if you would like to see once all 1000 copies of each customer, you can leave the Search term field blank

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6 Type ### in the Search term field

7 Click the Company Code field to move the cursor to this field

8 Press F4 to display the Search screen

9 Double-click Global Bike Inc in Dallas to select this company

Notice that the Company Code now appears in the Company Code field

10 Click or press <ENTER> to accept the entries and perform the search

This will produce the following screen Remember that the customer numbers could be different on your result screen

11 Double Click Philly Bikes to select it

The search result window will close, and the customer number for your number (###) of the Philly Bikes will be entered in the Customer field In addition, the system will

automatically fill in the Company Code field with US00 Again, note that your customer

number might be different than the one in the screen below

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12 Click or press <ENTER> to display the Customer Master record stored for Philly Bikes

The following screen appears

On this screen, you can see the General Data of your Philly Bikes customer In SAP, this

means all information of this customer that is relevant to the entire GBI concern (US and Germany) such as global name and address You can click on the other tabs to see other global data stored for Philly Bikes

You can display only the US-specific data;

13 Click button on the Application Toolbar to move to this screen

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Note that the Company Code number (US00) has been added to the screen Data such as Reconciliation account or Sort key are Company Code specific data and different values could be entered for other Company Codes, e.g DE00 (Germany)

You now want to display the details for the customer, NeckaRad in Germany

14 Click to return to the Customer Display: Initial Screen

15 Click the Customer field to move the cursor to this field

17 Type Neck* in the Name field

Using a wild card will display all Customers with a name starting with Neck As the

Customer you are looking for is located in Germany you need to remove US00 from the Company Code field if it appears Replace it with DE00

Change the Maximum No of Hits to 1000

18 Press <ENTER> to accept the values and perform the search

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A list of customers satisfying your search criteria appear on screen

19 Double-click NeckaRad with the Customer Number 20### to select it

The list of Customers disappears and the Customer details after transferred to the

Customer Display screen

20 Click to display the Customer Details

What is the region for this Customer?

21 Click to return to the SAP Easy Access Menu

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Material Master

You are already familiar with the Material Master and the data that is stored from a

production planning and materials management view In Sales and distribution the

material master is grouped into several views: Basic data, sales and distribution data,

purchasing data, and various further data for engineering/design, accounting, costing,

warehouse management, and so on

Basic data is relevant for all areas and is valid for all organizational units within a client Sales: sales organization data is relevant for sales and distribution It is valid for the

respective sales organization and the distribution channel

Sales: plant data is also relevant for sales and distribution It is valid for the respective

delivering plant

There is additional data for several other areas This is valid for various organizational units

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Display a Material Master record

The Display Material (Initial Screen) appears You need to insert the Material Number

for your Deluxe Touring Bike (Black) in the Material field

3 Click to display the various search options

5 Type Deluxe* in the Material description field

6 Type *### in the Material field where ### is your logon id

7 Click or press <ENTER> to accept the entries and perform the search

A list of Materials appear which match your search criteria

8 Double Click Deluxe Touring Bike (Black) to select it and transfer its details

9 Press <ENTER> to continue

Exercise Use the SAP Easy Access Menu to display a Material

Task Global Bike Inc has numerous Materials both in the US and in Germany Display the Material - Deluxe Touring Bike (Black)

Follow the SAP Easy Access menu path:

Logistics ► Materials Management ► Material Master ► Material

► Display

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The Select Views screen appears

10 Click Basic Data 1 and Sales Org Data 1 to select these views

11 Click to continue

The Sales data could be different for different Organisational Units (Plant, Sales

Organisation, or Distribution Channel Therefore you need to specify which Organisational Units you want to display the Deluxe Touring Bike (Black) details

12 Type DL00 in the Plant field

13 Type UE00 (US East Wholesale) in the Sales Org field

14 Type WH (wholesale) in the Distr Channel field

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Notice that the Organisational Unit information is displayed as this information is

Organisational Unit dependent

Condition Master

A company usually sells a material or service at different price conditions for different channel distributions For example, it gives more discounts for same material or service that sold through wholesale channel than through retail channel (it’s because the minimal order quantity for wholesale channel is usually much bigger than retail channel) The Condition Master defines the prices, surcharges and discounts, freights, and taxes for a Material This

can be dependent on other data

17 Click to display the various Conditions for this Material

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Notice that the Price (CnTy) for this Material is USD3,000 and this is based on the

variables Sales Organisation (SOrg.), Distribution Channel (DChl) and Material

(DXTR1000)

Customer Material Information

The Customer-Material Information (master data) is used to record data for a combination of certain Customers and Materials It stores default data when a customer orders a certain material You can use the Customer-Material Information record to

maintain the following data:

 Cross-reference from your Customer's Material number to your Material number and the customer's material description For example if the customer’s product code on an purchase order for a bike is ABC123 it can be matched to your product code for the same bike in the SAP system

 Specific shipping information for this Customer and Material (such as delivery tolerances, specifying if the Customer accepts partial deliveries, or the default delivering plant)

Output Master

The Output Master is information that is sent to the Customer using various media, such as

mail, EDI, or fax Examples include: the printout of a quotation or an order confirmation, order confirmations using EDI, or invoices by fax The output can be sent for various sales and distribution documents (order, delivery, billing document)

In the output master data, you define the transmission medium, the time, and the partner function for an output type

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You start the sales order process by creating a new customer (The Bike Zone) in Orlando Then, you receive an inquiry which you will process into a quotation Once the quotation is accepted by the customer you create a sales order referencing the quotation As you will have enough bikes in stock, you deliver the products sold to your customer, create an

invoice and receive the payment

The graphic below displays the complete process (17 tasks)

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Task Create a new customer

Short Description Use the SAP Easy Access Menu to create a new Customer (The Bike

Zone)

In this case study, we will create the master data for a new Customer Two types of

Customer data are stored about a Customer – Sales data and Accounting data The Customer Master data is created in three groups, or views – General, Accounting, and Sales Customers can be created centrally, meaning that all views are generated

concurrently, or responsibility can be distributed so that different personnel in the accounting and sales areas are responsible for creating and maintaining the data in their respective views For this exercise, central creation will be used to enter all of the needed data to define a new customer

To create a new customer, follow the menu path:

Logistics ► Sales and Distribution ► Master Data ► Business Partner ► Customer

► Create

1 Double Click to move to the Create Customer: Initial Screen

2 Select Sold-to Party for the Account group

3 Type US00 (Global Bike Inc) in Company code

4 Type UE00 (US East) in Sales Organisation

5 Type WH (Wholesale) in Distribution Channel

6 Type BI (Bikes) for Division

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7 Click to accept the entries

The Create Customer: General Data screen appears

8 Type or Select the following data:

9 Click the button on the Application Toolbar to move to this

screen

10 Type 110000 for the Recon account (reconciliation account)

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11 Type 001 in the Sort key field

12 Click the tab to move to this screen

13 Type 0001 (Pay immediately) in the Terms of Payment field

14 Click the button on the Application Toolbar to move to this screen This screen enables you to enter data relevant to the Sales Organisations and Distribution Channels of your company Data that is stored in this area includes, for

example, data on order processing, shipping, and billing

15 Type the following information:

Sales order Currency: USD

Pricing/Statistics Cust Pric Proc.: 1 (standard)

Cust Stats Grp: 1 (“A” material)

17 Type the following data:

Shipping Delivery Priority 02 (Normal Item)

Shipping Condition 01 (Standard) Delivery Plant MI00 (Miami) Order Combination 

Partial deliveries Max.part.deliveries: 3

19 Type the following information:

Delivery and payment terms

Incoterms FOB (Free on Board) and Origin Shipping Dock Terms of Payments 0001 (Payable immediately due net)

Accounting Acct assigmt group 01 (Domestic Revenues)

Taxes Tax Classification 0 for all 3 tax categories (Tax exempt)

20 Click to save the data and record the customer number of the new customer

Message

21 The SAP system will create the master record for the new customer and assign the

customer a unique customer number Click cancel icon to return to the SAP Easy Access screen

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Task Create a contact person for a customer

Short Description Use the SAP Easy Access Menu to create a contact person

Now that we have created the master data for our new customer, The Bike Zone, we can

create the master data for a contact person A contact person is an employee/representative of the new customer’s company The contact person defines a specific person to communicate with when dealing with The Bike Zone

To create a contact person, follow the menu path:

Logistics ► Sales and Distribution ► Master Data ► Business Partner ► Contact Person ► Create

If your customer number is not entered by default, then search for your new customer

as follows, else press <Enter>

1 Click of the Customer field to display the search screen

2 Type ### in the Search Term field

3 Click when your customer number is entered

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4 Type the following:

VIP: 1 (Management)

Department: 0002 (Purchasing)

Function: 02 (Head of Purchasing)

Call frequency: 0002 (Weekly)

Person

Last name: Your Name First name: Your Name

5 Click to save your Contact

Your contact person will be given a unique number

Message

6 Click on the exit icon to return to the SAP Easy Access screen

Task Change a customer

Short Description Use the SAP Easy Access Menu to change a customer

Now that we have a contact person created for The Bike Zone, we need to assign that person

as a business partner within the customer master In addition, a sales person is assigned responsibility for communicating and working with this customer through the contact person

To create a new customer, follow the menu path:

Logistics ► Sales and Distribution ► Master Data ► Business Partner ► Customer ► Change ► Sales and Distribution

The Change Customer Initial screen appears with your Customer details

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If the customer number is not entered by default, search for it using the F4 help and the

search term ### (your number)

Make sure that following values are entered:

UE00 for Sales Organization,

WH is entered for Distribution Channel,

and BI for Division

1 Press <ENTER> to accept the values and display your Customer

2 Click on the Sales Area Data screen,

3 Type CP (Contact Person) in the first column under Ship-to party

4 Press <TAB> to move to the Number field

5 Click to display the search screen

6 Type your Customer Number if it is not already displayed

7 Press <ENTER> to commence the search

The Contact Person you just created is displayed Ensure the record is selected

8 Click to transfer the value

9 Click to save the changes

10 Click the cancel icon to return to the SAP Easy Access screen

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Sales Order Processing

Effective sales order processing connects all activity to customer demand in a series of

integrated processes The SAP System application component Sales and Distribution makes this sales order processing possible The steps in a sales process are then reproduced by electronic documents that are linked to each other

The SAP sales and distribution process begins with establishing and maintaining customer relationships, and ends with invoicing for delivery of goods or service provided to the

customer Posting the customer incoming payments is part of the SAP System application component Financial Accounting

Pre Sales Activities The Customer Order Management cycle can begin with Pre-Sales Activities

These activities evolve around the establishing and maintaining customer

relationships Typical Pre Sales Activities include:

 Creating and tracking customer contacts

Shippi

ng Shipping

Billing

Invoice

Payment

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Create Customer Enquiry

Task Create a customer inquiry

Short Description Use the SAP Easy Access Menu to create a customer inquiry

Now we will enter an inquiry from our new customer, The Bike Zone An inquiry is a

customer’s request to be provided with a quotation or sales information without obligation An inquiry can relate to materials or services, conditions, and if necessary delivery dates

Inquiry Details

Customer The Bike Zone

Materials Quantity

Deluxe Touring Bike (black) 5

Professional Touring Bike (black) 2

Required Delivery Date: 1 month from today’s date

To create an inquiry, follow the menu path:

Logistics ► Sales and Distribution ► Sales ► Inquiry ► Create

This will produce the following screen

Your Organisational details should be transferred automatically If not you will need to enter them

1 Type IN in the Inquiry Type field

2 Click to continue

The Create Inquiry: Overview screen appears You need to enter the Customer number for

the Bike Zone

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3 Click Sold-to party field to select it

4 Click to display the Search screen

5 Type ### in the Search term field

6 Type Orlando in the City field

7 Click to perform the search

8 Double click The Bike Zone to transfer its values

You now need to complete the remaining Inquiry details

9 Type ### in the PO Number field

10 Type today’s date in the PO date field

11 Type today’s date in the Valid from date field

12 Type a date one month from today in the Valid to date field

The Bike Zone wants a quote on two products – the Deluxe Touring Bike (black) and the Professional Touring Bike (black)

13 Click the Material field to move the cursor

14 Click the search icon

15 Click the Sales material by description tab

16 Type the following:

Sales Organization UE00, Distribution Channel WH Material *###

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17 Click to list of bicycles

18 Double Click Deluxe Touring Bike (black) to select it

19 Type 5 in the Order Quantity field

20 Repeat for the Professional Touring Bike (black)

21 Type 2 in the Order Quantity

22 Click to determine the price for this order

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The total price for these 7 bikes to The Bike Zone is 21,400.00, which is given by the Net value The Expect.ord.val (6,420.00) is a calculated value which takes the Net value of the order and multiplies it by the probability of having an Inquiry from this customer turn into an

actual order To change this probability:

23 Click the scroll icon to get to the Order probability column (two columns right of the Net value column)

The Order Probability of 30% is the default value that was set for GBI for Inquiry

documents The expected order value is then 0.30 x 21,400.00 = 6,420.00 We can change

the Order Probability for an Inquiry, which makes sense as different customer inquiries

would have different probabilities of becoming an actual sales order

24 Change Order probability from 30 to 75 (%) for each Material

25 Click to update the Inquiry

Notice the new Expect.ord.val of 16,050.00

26 Click to save the Inquiry

Your Inquiry will be given a unique number Record the system message:

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Message

27 Click to return to the SAP Easy Access screen

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Create a Customer Quotation

Task Create a customer quotation

Short Description Use the SAP Easy Access Menu to create a customer quotation

Following the customer’s inquiry, a sales quotation is created A quotation presents the customer with a legally binding offer for delivering the requested product or services with certain fixed conditions such as time and price constraints

The Bike Zone would like a firm quote for the items in the inquiry created before We can do this easily by copying the details from the inquiry into the new quotation To do this, follow the menu path:

Logistics ► Sales and Distribution ► Sales ► Quotation ► Create

The Create Quotation: Initial Screen appears Your Organisational details should be

transferred automatically If not you will need to enter them:

Organizational Data

Sales organization: UE00 (US East)

Distribution channel: WH (Wholesale)

1 Type QT in the Quotation Type field

As you already created an Inquiry for this customer much of the details you require for the Quotation already exist in the system You can create a Quotation with Reference to

another document

2 Click on the Application Toolbar

The following screen appears

Tiêu đề	Sales and Distribution
Trường học	University of [Your School Name]
Chuyên ngành	Sales and Distribution
Thể loại	Lecture Note

Định dạng
Số trang	60
Dung lượng	1,45 MB