It is a document which consists of
the sales related information.
Structure of sales document:
The structure of sales document
will be divided in to 3 parts
1. Header
data (VBAK)
2. Item
data(VBAP)
3. Schedule
line data(VBEP)
Header data:
It
is the data which applies to all the line items in the sales document.
1. Customer
master
2. Control
data (organizational unit)
3. Some
part of configuration data
Header data will be control by
sales document type
The table for header data is VBAK
Item data:
It
is the data which applies to a particular line item in the sales document
It is the data which is specified to
particular line item in the sales document.(Material quantity, material group,
weight, price etc)
The source of the item data is :
1. Material
master
2. CMIR
(Customer Material Info Record)
3. Condition
master
4. Some
part of configuration data
Item data will be control by item
category
The table for item data is VBAP
Each line item will have its own
data
Schedule line category:
It
is the data which consist of delivery dates and confirm quantity information. in
schedule line data system perform in the back ground. Delivery scheduling and
availability check.
Source of schedule line data is
Only
configuration data
Schedule line data will be control
be schedule line category
The table for schedule line data is
VBEP
Business data VBKD:
Business
data is the data which copies in to sales document from sales, shipping,
billing tabs of customer master business data is the data for sales shipping
and billing tabs .
Sales document partner data VBAP
Sales document header status VBUK
Sales document item status VBUP
Document flow VBFA
Sales document pricing table KONV
Schedule
line data in the background considers pick pack time loading time RLT etc. and
proposes the delivery dates based on delivery scheduling availability check.
Business
data is the data from sales shipping and billing tab in customer master which
copies into sales document.
process/
transaction
|
document
type
|
T
code
|
|
1
|
Inquiry
|
IN
|
VA11
|
2
|
Quotation
|
QT
|
VA21
|
3
|
Returns
|
RE
|
VA01
|
4
|
Cash
sales
|
CS
|
VA01
|
5
|
Order
|
OR
|
VA01
|
6
|
Rush
Order
|
RO
|
VA01
|
7
|
Credit
memo request
|
CR
|
VA01
|
8
|
Debit
memo request
|
DR
|
VA01
|
9
|
Free
of charge
|
FD
|
VA01
|
10
|
Sub
sequent Delivery
|
SDF
|
VA01
|
11
|
Invoice
correction request
|
RK
|
VA01
|
12
|
Quotation
contract
|
QC
|
VA41
|
13
|
Value
contract general
|
WK1
|
VA41
|
14
|
value
contract material specific
|
WK2
|
VA41
|
15
|
Scheduling
agreement
|
DS
|
VA31
|
16
|
Consignment
fill up
|
CF
|
VA01
|
17
|
Consignment
issue
|
CI
|
VA01
|
18
|
Consignment
returns
|
CONR
|
VA01
|
19
|
Consignment
pickup
|
CP
|
VA01
|
20
|
Master
contract
|
GK
|
VA41
|
Inquiry:
It
is a sales document we crate in sap whenever customer inquiry about the
products likes specifications and price etc.
It is an internal document which we
create if any customer inquiry about the product the inquiry may be physically walking
or by phone or mail etc.
Inquiry document consist of
customer details, material details and quantity details.it will be used to
track the customers who are interested in your product and it will also help
for reporting purpose
The t code to create inquiry is
VA11
Quotation:
A
quotation is a response to inquiry i.e. whenever customer inquiry about the
product we give quotation to the customer. We prepare a quotation and send it
to the customers.
Quotation document consist of the
customer details, product details, quantity details, price details, terms and
condition and validity period.
It customer is satisfies with the
quotation then he will place the order to company with reference to quotation.
The t code to create Quotation is VA21.
Sales order:
Sales
order is a legal document for supplying the goods to customers. Or Sales order
is an agreement between company and customer for supplying the goods. In SAP we
create order with reference to quotation the t code to create sales order is
VA01. The Document type for Sales order is OR.
Returns:
Generally
customer returns the goods to the below reasons
1. Damaged
goods
2. Defective
goods
3. Expired
goods
After dispatching goods to the
customer if customer found any damage or defective or expired goods then
customer will inform the sale to company and company will send the employee to
customer place to cross check the damage or defective or expired return note
which consists of original invoice number, material details and quantity
details and also sign of customer and the employee. After that employee will
submit the return note to company basing on return note we create return order
in SAP.
Return order is created with
reference to original invoice. Then customer returns the goods then we create
return delivery with reference to return order. After return delivery we create
return invoice with reference to return order.
Credit memo request:
We
use credit memo request process, if you want to deduct the amount from
customer’s outstanding
The below scenario we do credit
memo request.
1. If the goods are totally damaged
which are not in a position to be taken back
2. User mistakenly over charge the
previous invoice.
3. If the cost is more to take the
goods back or to take back the return goods the transportation cost is more
than the product cost.
4. Secondary sales promotional
activities.
Whenever
customer finds totally damaged goods customer will inform to company, company
will send an employee to cross check the damaged goods. After cross checking he
will prepare credit note and submit it to the company. Then we create credit
memo request in SAP.
Credit memo request can be created
with reference to invoice and then we do credit memo.
When you do create credit memo the
amount will be deducted from customer outstanding.
In case of over charged and
secondary sales promotions also user will prepare credit memo request every
moth.
Debit memo request:
We
use debit memo request if you want to add some amount to customer’s
outstanding..
The below scenarios we do debit
memo request
1. User
mistakenly under charged the previous invoice
2. Interest
charges(In case of payment delays means if customer is not making the payment
on time then we charge interest to customer)
3. If
customer does not return the free goods in case of return process
Debit memo request can be created
with reference to invoice and then we do debit memo
Invoice correction request:
We
use invoice correction request if there is any correction required in previous
invoice. By using invoice correction request we can either deduct the amount
from customer outstanding or add the amount to customer outstanding
We use invoice correction request
mostly for user mistakes. Invoice correction request is an alternative option
to CR or DR. invoice correction request
should be always created with reference to invoice. Whatever we deduct or add
the amount you will have the billing type as G2 only.
Cash sales:
Cash
sales are a counter sales paying the cash at counter and taking the goods along
with the customer. In cash sales process customer walk in to outlet and pick
the material then go to the counter pay the cash and take the bill and take the
goods along with him and leave the counter.
When
a customer comes the counter person will just create the cash sales order and
in the order itself they take invoice copy and give it to the customer and in
the background system creats delivery automatically. At the end of the day or
when the counter is free the person will process PGI and invoice
Rush order:
Rush
order is a immediate delivery order we use this process if the customer is
asking delivery immediately. Rush order is a express delivery order.
Free of charge:
Sending
samples to the customer without charging anything we use this if you want to
send samples to the customers.
Subsequent delivery free of charge:
We
also call it as replacement whenever customer returns the goods instead of
deducting the amount form customer outstanding we replace the same quantity of
goods to customer without changing. It is the process of replacing the
quantities to customer without charging. If we want to replace the goods to
customers then we don’t create return invoice in return order process. Because
we don’t want to deduct the amount from customer outstanding. SDF should create
always with reference to return order.
Quantity contract:
It
is an agreement between company and customer for supplying the goods of a
particular quantity with in a specific validity period.
A
contract should have mutual benefits of both the parties here benefit to
company is assured sales and benefit to customer is discount/ low price.
Value contract general:
It
is an agreement between company and customer for supplying the goods of a
particular value with in a specific validity period. Value contract general is
not specific to one material it is for group of material
Value contract material specific:
It
is an agreement between company and customer for supplying the goods of a
particular value with in a specific validity period and with a specific
material. Value contract material specific to particular material or specific
to one material.
Scheduling agreement:
It
is an agreement between company and customer for supplying the goods of a
particular quantity with in a specific validity period with predefined delivery
dates
Master contract:
Grouping
of all the contracts of a particular customer in to one contract called master
contract.
Consignment fill-up:
Consignment fill up is dumping
the stock at customer place without raising invoice or without transferring
ownership. Delivering the goods at customer place without charging and keeping
owner ship with the company.
Whenever we do
delivery in Consignment fill up
1.
The stock will be reduced from unrestricted
stock and will be added to special stock i.e. Consignment stock
2.
No inventory accounting document generates.
Consignment issue:
If our customer sold the goods
to their customers from the Consignment stock then we do Consignment issue
process if our customer sold the goods to their customer then our customer will
inform the same to company then we raise invoice to our customer.
When we do
delivery in consignment issue effect
1.
Stock will be reduced from Consignment stock.
2.
Inventory accounting document generate
accounting entry cost of goods sold account debit to inventory account credit.
Consignment Returns:
If end user returns the
consignment goods to our customer then we do Consignment return process.
Whenever end customer returns our customer will inform the same to company then
we do consignment returns.
Whenever we do
return delivery in consignment returns.
1.
The stock will be added to consignment stock
2.
Inventory accounting document generates the
accounting entry inventory account debit to cost of goods sold account credit.
Consignment pickup:
If our customer is asking to
take the consignment stock then we do consignment pick up process.
When we do
Consignment pick up
1.
The stock will be reduced from consignment stock
and will be added to unrestricted stock
2.
No inventory accounting document is generated.
