Sales & distribution training overview

An Overview on Sales & Distribution

 Enterprise Structure
 Master Data
 Pre sales activity
 Sales activity
 Business Scenarios
 Special Business Scenarios
 Customer complains
 Scenario wise test scripts
 Evaluation

Sales & Distribution
- Organizational Structures -

Baseball
Division
BB
Softball
Division
SB
Direct
Distribution Channel
DI
Baseball
Division
BB
Softball
Division
SB
Wholesale
WH
Baseball
Division
BB
Softball
Division
SB
Retail
RE
Domestic Sales
Sales Organization
So00
Baseball
Division
BB
Cricket
Division
SB
Wholesale
WH
Europe
Sales Organization
EURO
Baseball
Division
BB
Wholesale
WH
Asia Pacific
Sales Organization
APAC
Pastime Corporation
Company Code
CC00
Client
860

 Sells and distributes products, negotiates terms
of sales and is responsible for these business
transactions
 Critical organization element to the definition
of business markets
 A business transaction is linked to one Sales
Organization

 Identifies how products and services reach the
customer
 Can be assigned to one or more Sales
Organizations

 Often times used to define product line
distribution
 Organization level to which customer specific
information and requirements are maintained
— e.g. pricing, partial delivery
 Assigned to one or more Sales Organizations

 Organizational element comprised of:
 Sales Organization
 Distribution Channel
 Division
 Will be used to link together the organizational
aspects of sales to customers
 Used for statistical analysis

Domestic Sales
Sales Organization
SO00
Direct
DI
Wholesale
WH
Retail
RE
Baseball
Division
BB
Softball
Division
SB
Baseball
Division
BB
Softball
Division
SB
Baseball
Division
BB
Softball
Division
SB

 Typically defines a territory or market area
 Linked to one or more Sales Areas
 Optional organization structure

Domestic
Sales Area
Western
Sales Office
Eastern
Sales Office

 Sales Group
 Sub-division of a sales office, territory or market

 Sales Person
 Defined in HR — Personnel Admin.
 Specifically defines an individual rather than a
position (sales rep.) in sales processing

Domestic
Sales Area
Western
Sales Office
Eastern
Sales Office
Southwest
Sales Group
Northwest
Sales Group
Sales
Person
Sales
Person
Sales
Person
Southeast
Sales Group
Northeast
Sales Group
Sales
Person
Sales
Person

 Enterprise Structure
FICO SD MM
LEpp
 Company
 Company code
 Credit control area
 Business area
 Sales organization
 Distribution channel
 Division
 Sales office
 Sales group
 Purchase Org
 Storage
location
 Shipping point
 Loading point
 Plant
 Division

Document
Organizational Units in Sales and Distribution
RR//33
ll Company codeCompany code
ll Sales AreaSales Area
 Sales organizationSales organization
 DistributionDistribution channelchannel
 DivisionDivision
ll SitePlant
ll Storage locationStorage location
ll shipping pointShipping point

 The client is the highest entity of a SAP-System
 The client is in commercial, organizational,
and technical in terms, a self-contained unit in
an R/3 System with separate master records
and its own set of tables.

 The company code is a self-balancing unit
inside a client
 A client can include several company codes.
 A client can e.g. be a organisation within a
company or a subsidiary.
 Accounting data and valuation data will be
stored on company code level.

 Sales Organization
 Distribution Channel
 Division
 Sales office
 Sales Group

 The sales organisation divides an enterprise in the
demand of the sales.
 The sales organisation is responsible for the sales
of materials and services.
 The sales organisation is divided in distribution
channels and divisions.
 Each sales organisation has its own entry range.
 One sales organisation can be attached to different
factories.

 The way products reach to the customer
Ex ,wholesales ,Retails ,direct sales .
Represents a product line
The group of product will make one division
for example : motorcycles, spare parts, service

 A plant is an organisational unit to subdivide
an enterprise according to production,
procurement, maintenance, and materials
planning aspects.
 A plant is a place where either materials are
produced or goods and services provided.
 To this data, which are storded on plant level,
there are also MRP-Data, Work Plans and
BOM‘s.

 The purchasing organisation is responsible for
the provision of materials and services.
 The purchasing organisation negotiates with
the provider such as vendors
 The following types of purchasing
organisations are possible:
 There is only one single purchasing organisation
responsible for the whole enterprise .
 Each entry range has its own purchasing
organisation.
 Each factory has its own purchasing organisation

 Every storage location belongs to one plant.
 A storage location aallowing the differentiation of
material stocks within a plant.
 Physical inventory takes place at storage location
level.
 A storage area that can be defined for a warehouse
in the
 Warehouse Management (WM) system and can be
subdivided in:
 Storage Number
 Storage Type
 Storage Place

January 2007 (v1.0) The Rushmore Group, LLC 27
Client 410
Company Code
C100
Plant P100 Plant P101
Sales Area
Sales Org
S100
Distribution
Channel (RE)
Division
(01)

2 Retail trade
2 Motorcycles 3 Computers 3 Computers
5 Internet
2 Cologne
1 Pumps
1 Wholesale trade
2 Motorcycles
1
2
2
1
2
3
1
5
3
2
1
2
2
1 Munich
1
1
Sales Organization
Distribution
Channel
Division
Sales Area
Sales area : Combination of sales organization, distribution channel & Division .

 Material data
The material data contains all necessary
information for the administration of the
materials.
 Customer- Master data
Here all data are filed which are necessary
for the business relations to the customer.
 Vendor- Master data
Here all data are filed which are necessary
for the business relations to the vendor

30
Customer Master Data
Material Master Data
Cust/Mat Info Record
Output Master Data
Condition Master Data

 Customer Master
 Contains all of the information
necessary for processing
orders, deliveries, invoices
and customer payment
 Every customer MUST have a
master record
 Customer Master Data is
created by Sales Area
 Sales Organization
 Distribution Channel
 Division
31

32
• The customer master
information is divided
into 3 areas:
– General Data
– Company Code Data
– Sales Area Data

33
Company Code 102
Company Code 101
Company Code 100
Client 410
Sales Org. 101
Sales Org. 100
General Information relevant for the entire organization:
Name
Address
Communication
Company Code specific information:
Acc. Mgmt
Payment
Bank
Sales Area specific information:
Sales Office
Currency

Ship-to Party
Bill-to Party
Payer
Other
Sold-to Party
Partner
Function
Master Data: Customer Master

 Material Master
 Contains all the information a
company needs to manage
about a material
 It is used by most
components within the SAP
system
 Sales and Distribution
 Materials Management
 Production
 Plant Maintenance
 Accounting/Controlling
 Quality Management
 Material master data is stored
in functional segments called
Views
35

36
Material Master
Basic Data
Sales Data
Controlling Data
Forecasting Data
Purchasing Data
Mat. Plan. Data
Accounting Data
Storage Data
Quality Data

 Data on a material defined
for a specific customer is
stored in a Customer
material info record.
 Info Records contain:
 customer-specific material
number
 customer-specific material
description
 customer-specific data on
deliveries and delivery tolerances
 You can also maintain default
text to appear on sales orders
for that customer
37

 Condition master data
includes:
 Prices
 Surcharges
 Discounts
 Freights
 Taxes
 You can define the condition
master to be dependent on
various data:
 Material specific
 Customer specific
 Conditions can be dependent on
any document field
38

 Output is information
that is sent to the
customer using various
media, such as:
 E-mail
 Mail
 EDI
 Fax
 XML
 Output examples:
 Quotation
 Confirmation
 Invoice
39

41
Sales Order
Entry
Post Goods
Issue
Invoice
Customer
Pick
Materials
Receipt of
Customer Payment
Pack
Materials
Check
Availability
Pre-sales
Activities

42
Pre-Sales
Activity
Sales Order Delivery Billing
General
Ledger
Accounts
Accounts
Receivable

Documents in SD
This slide represents the relationship between the processes in sales order
processing in the SAP System. The sequence from top to bottom represents the
order of events in the sales process.
Sales Processes

 An inquiry is a customer’s request to a
company for information or quotation in
respect to their products or services without
obligation to purchase.
 How much will it cost
 Material/Service availability
 May contain specific quantities and dates
 The inquiry is maintained in the system and a
quotation is created to address questions for
the potential customer.
44

 The quotation presents
the customer with a
legally binding offer to
deliver specific products
or a selection of a certain
amount of products in a
specified timeframe at a
pre-defined price.
45

 Sales order processing can originate from a variety of
documents and activities
 Customer contacts us for order: phone, internet, email
 Existing Contract
 Quotations
 The electronic document that is created should contain
the following basic information:
 Customer Information
 Material/service and quantity
 Pricing (conditions)
 Specific delivery dates and quantities
 Shipping information
 Billing Information
46

 When an order is created the you must enter a
requested delivery date for the order or each
line item.
 The system will then determine a delivery
timeline, this will be used when determining
our material availability, or ATP (Availablity to
Promise) date.
 The system will determine this date using
forward and backward scheduling rules you
have defined.
47

48
Requested
Delv. Date
Goods
IssueLoading
Material
Availability
Order
Date
Transp.
Sched.
Transit
Time
(2 days)
Loading
Time
(1 day)
Pick & Pack
Time
(2 days)
Transp.
Sched.
Time
(1 day)
2nd 3rd 4th 5th 6th1st

 During the creation of the sales order the system must
determine the shipping point from which the material will
be shipped and the route the material will take to get from
your warehouse to your customers location.
 A shipping point is determined for each line item within
the order.
 The route determination will is used to define the transit
time of the material that we used in scheduling.
49

 Availability Check
 Determines the material
availability date
 Considers all inward and
outward inventory
movements
 Proposes 3 methods of
delivery
 One-time delivery
 Complete delivery
 Delayed proposal
 Rules are created by YOU
50

 The system displays pricing information for all sales
documents on the pricing screens at both the header
and the line item level.
 Header pricing is valid for the whole order it is the cumulitive
of all line items within the order
 Line item pricing is for each specific material.
 The system will automatically search for price,
discounts, surcharges, calculate taxes and freight. You
have the ability to manually manipulate the pricing at
both the header and line item level within the sales
order by entering a condition type and amount.
 Taxes and freight can be set-up so we can’t manually enter.
51

 Allows your company to manage its credit exposure and risk for
each customer by specifying credit limits.
 During the sales order process the system will alert the sales rep
about the customers credit situation that arises, if necessary the
system can be configured to block orders and deliveries.
52

53
Order
Combination
Sales Order 1
Sales Order 2
Sales Order 3
Delivery 8…12
Partial
Delivery
Sales Order 4
Delivery 8…13
Delivery 8…14
Delivery 8…15
Complete
Delivery
Sales Order 5
Delivery 8…16

54
 Initiates the delivery process
 Control mechanism for the process
 Changes to delivery are allowable - products, quantities
 Integrated with the Material Management (MM) and
Finance (FI) modules
Picking
Packing
Loading
Post Goods Issue
Delivery
Note
Each step in
the delivery
process
updates the
delivery
note status

 Quantities based on delivery note
 Assigned date when picking should begin
 Automated storage location assignment
 Supports serial number/lot number tracking
and batch management
 Integrated with Warehouse Management (WM)
55

 Identifies which packaging is to be used for
specified products (customer preference and
UCC-128 considerations)
 Identifies and updates accounts associated with
returnable packaging
 Tracks the packed product by container
 Insures weight/volume restrictions are
enforced
 All packed items are assigned to the required
means of transportation
56

 Event that indicates the legal change in
ownership of the products
 Reduces inventory and enters Cost of Goods
Sold
 Automatically updates the General Ledger
(G/L) accounts
 Ends the shipping process and updates the
status of the shipping documents
57

 The billing document is created by coping data
from the sales order and/or delivery
document.
 Order-based billing
 Delivery-based billing
 The billing process is used to generate the
customer invoice.
 It will update the customer’s credit status.
58

 The billing document will
automatically create a
debit posting to your
customer sub-ledger
account and credit your
revenue account.
 It is at this point that the
sales process is passed over
to Financial Accounting to
await payment.
59

60
Collective
Invoicing
Delivery based
Invoicing
Delivery 8…34
Delivery 8…33
Order 14
Order 9
Delivery 8…56
Invoice 9…68
Order 6
Delivery 8…20
Delivery 8…21
Invoice 9…45
Invoice 9…46
Split
Invoicing
Order 32 Delivery 8…86
Invoice 9…92
Invoice 9…91

 Payment is the final step in the sales order process,
this step is managed by the Financial Accounting
department.
 Final payment includes:
 Posting payments against invoices.
 Reconciling differences between payment and invoice.
 Payment will create a posting clearing the liability in
the A/R account and decreasing your bank account.
61

 The document flow and
order status feature
allows you to find the
status of an order at any
point in time. The SAP
updates the order status
every time a change is
made to any document
created in the customer
order management cycle
(Order-to-Cash).
62

 SPRO-Front end to back end (User to
configuration screen)
 /N-back to sap-easy access
 /O-Open a new window
 SPRO/IMG-To enter configuration screen

 Create Material Data  Transactionscode: MM01
 Change Material Data  Transactionscode: MM02
 Display Material Data  Transactionscode: MM03
 ...........................................................................................................
 Create Customer Data  Transactionscode: XD01
 Change Customer Data  Transactionscode: XD02
 Display Customer Data  Transactionscode: XD03
 ......................................................................................................
 Create Vendor Data  Transactionscode: XK01
 Change Vendor Data  Transactionscode: XK02
 Display Vendor Data  Transactionscode: XK03

 Create condition master  Transactionscode:VK11
 Change condition master  Transactionscode: VK12
 Display condition master  Transactionscode: VK13
 ....................................................................................................
 Create customer material inforecord VD51
 Change customer material inforecordVD52
 Display customer material inforecord VD53
 ..........................................................................................................
 Create Out put condition master  VV11
 Change Out put condition master VV12
 Display Out put condition master VV13

T-codes
Inquiry Quotation Order Delivery Billing
VA11 –Create inquiry , va12 change inquiry , VA13 display inquiry
VA21 -Create Quotation ,VA22 -Change Quotation, va23 display quotation
VA41 -Create Contract, VA42 Change contract , VA43 Display contract.
VA01 -Create Sales Order ,VA02 - Change Sales Order ,VA03 -Display Sales
Order,VA05 –Blocking /unblocking sales order
Delivery
VL01N –Create delivery ,VL02n –change/PGI ,VL03N –display
VL04 - Collective processing of delivery
Billing 
VF01-Create Billing Document,VF02-Change Billing Document
VF04-Maintain Billing Due List VF03-Display Billing Document
VF11-Cancel Billing Document

Sales & distribution training overview

Sales & distribution training overview

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