Sales document types

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.