EIN 5346 , Logistics Engineering, Spring 2010, Stockholm.cob.csuchico.edu (STO), client 105
Sales Order Processing and Subsequent Functions
Purpose
Business transactions in sales and distribution area are recorded in the R/3 System using sales
documents. The sales order is the central document in sales and distribution. A sales order can
be created on the basis of a preceding inquiry (or quote). During order entry, information about
the customer and the products or services to be delivered is recorded in the document. Various
checks are performed, such as the availability of material and the customer’s credit limit. The
information entered in the sales order is transferred to subsequent documents, which are used to
further process the business transaction. The delivery document is the basis for the shipping
activities. When shipping (good issuing) has been completed, the delivered goods and/or the
services rendered are invoiced during the billing process. The billing data are then forwarded
automatically to Financial Accounting and Profitability Analysis. Finally, the recording of
customer payment would be completed upon receipt of a customer’s check. In this exercise the
organization that you work for will sell a product to a company in Berlin. Keep in mind that all
of the steps in selling and delivering the product, billing, paying for the product and, of course
accounting for all of these activities are parts of this process.
Creating a Sales Order Quotation
Call up the transaction as follows:
Menu Path
Logistics  Sales and Distribution  Sales Quotation 
Create
Transaction Code VA21
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EIN 5346 , Logistics Engineering, Spring 2010, Stockholm.cob.csuchico.edu (STO), client 105
On the Create Quotation: Initial Screen, enter the following data:
Field
Quotation type
QT (Quotation)
Sales Organization
1000
Distribution Channel
10
Division
00
Choose enter
. On the new screen: Create Quotation Overview, enter :
Field
Sold-to Party
1000
Ship-to Party
1000
PO Number
K-BE-2010xxx (use your last three
digits of your userid as the “xxx”)
PO date
today
Valid from
today
Valid to
One month later from today
Req. deliv. date
Today date + three working days
Material
M-02
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EIN 5346 , Logistics Engineering, Spring 2010, Stockholm.cob.csuchico.edu (STO), client 105
Order quantity
Equal to your last two digits of your
userid number. For example, if your
userid is 105-073, then your sales
order quantity is 73.
The purchase order (PO) number establishes a link between the customer's purchase order and
the sales document generated. The PO number can be used to search for the sales document.
Change the plant to 1000 from 1200
Choose enter
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Click on the check mark to confirm if the information: “The default date is not copied into
existing schedule lines” is shown up.
Save your quotation by clicking on ; record the quotation
number below.
Document No:
_____________________
Creating a Sales Order
Call up the transaction as follows:
Menu Path
Logistics  Sales and Distribution  Sales Order  Create
Transaction Code
VA01
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EIN 5346 , Logistics Engineering, Spring 2010, Stockholm.cob.csuchico.edu (STO), client 105
On the Create Sales Order: Initial Screen, enter the following data:
Field
Order type
OR (Standard Order)
Sales Organization
1000
Distribution Channel
10
Division
00
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EIN 5346 , Logistics Engineering, Spring 2010, Stockholm.cob.csuchico.edu (STO), client 105
Click on the button “Create with reference”. On the new screen enter your quotation number
and click on
with copy.
Click on the check mark to confirm if the information: “Reorder point for item 0010 has been
exceeded 60 pc” is shown up.
Select Goto->Header->Condition, and write down the following numbers:
Price ____________________
Net Value _________________________
Output tax Rate _____________ Output Amount _____________________
Cash Discount Rate___________ Cash Discount Amount _____________
Profit Margin ______________________
Save your order by click on . Click on the check mark to confirm if the information:
“Change invoice date: the billing is redetermined” is shown up.
If the goods ordered by the customer are not available on the requested delivery date, the R/3
System branches automatically to an “availability check” screen. Here you can choose one of
the delivery options, for example, Delivery proposal. Make sure the order has met the
validations—there should not be any error messages at the bottom of your sales order screen.
Record your sales order number below.
Document No:
_____________________
(Answer question 1 on the worksheet).
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Display the Sales Order
Menu path: Logistics  Sales and Distribution  Sales Order  Display
Transaction code: VA03
Your sales order number should be the default. Click on the Enter icon
to proceed.
For viewing Header information follow the menu path:
Goto  Header  Conditions
You will see the following screen:
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EIN 5346 , Logistics Engineering, Spring 2010, Stockholm.cob.csuchico.edu (STO), client 105
Please answer question 2 and 3 on the worksheet.
Select the green back arrow icon to exit item pricing and return to the overview screen.
View Item Scheduling: Exit back to the sales tab. Select your line item again and go to the
Menu Path: Goto / Item / Schedule lines:
You will see the following screen:
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Select your item line and click on
button.
Answer question 4 on the worksheet.
The screen above breaks down the item scheduling into 5 dates: the material availability date,
the transportation planning date, the loading date, the goods issue date, and the delivery date.
The requested delivery date can be either the customer’s on-site date or the date the material
leaves the plant. In this example, the request date is the date the customer’s on-site date.
The material availability date is when the material must be in stock to meet the request date.
The transportation planning date is the date the carrier must be called to arrange for the
material to be picked up on the request date.
The loading date is the date the material must be loaded to meet the request date.
The goods issue date is the date the material leaves the plant.
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EIN 5346 , Logistics Engineering, Spring 2010, Stockholm.cob.csuchico.edu (STO), client 105
Sales Order Document Flow
Menu Path: Logistics  Sales and Distribution  Sales  Order  Display
Transaction Code: VA03
Menu Path: Environment  Display document flow
Results of the document flow:
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EIN 5346 , Logistics Engineering, Spring 2010, Stockholm.cob.csuchico.edu (STO), client 105
Create a Delivery for the Sales Order
Overview
As soon as the material availability date or the transportation scheduling date for a schedule line
has arrived, the schedule line becomes due for shipping. The delivery process includes moving
the material from the warehouse to the plant and posting the goods as shipped.
Creating an Individual Delivery
Call up the transaction as follows:
Menu Path
Logistics  Sales and Distribution  Shipping and Transportation->
Outbound Deliver  Create Single Document  With
Reference to Sales Order
Transaction Code
VL01N
On the Create Outbound Delivery with Order Reference screen, enter the following data to ship
the order from the Hamburg plant:
Field
Content
Shipping point
1000
Selection date
Material availability date or the transport planning date of first item
Order
Your sales order number
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EIN 5346 , Logistics Engineering, Spring 2010, Stockholm.cob.csuchico.edu (STO), client 105
Click on
icon.
Save your delivery and record the delivery number.
Delivery no: ______________________
DO NOT EXIT THE PROGRAM!
Create a Transfer Order
Now go to the menu path: Outbound delivery / Change
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Your delivery number will default in the delivery field.
Once the delivery is saved, the transfer order has to be created. A transfer order is used to track
the movement of a material within the warehouse, e.g., move materials from a bin location to
the packing area. Go to the menu path: Subsequent functions/Create transfer order.
If you get the message saying “End of Dialog …”, click on the Yes button.
Enter warehouse number: 010. Adopt pick quantity: 1. Select icon to go to next screen.
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Select the “Generate TO item” button to create the transfer order. Click on the Save
icon
to save your transfer order. Record your transfer order number below:
Transfer Order Number: __________________
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EIN 5346 , Logistics Engineering, Spring 2010, Stockholm.cob.csuchico.edu (STO), client 105
Post the Goods Issue
Once the material is picked, and possibly packed in SAP, the material is ready to be shipped
from the plant. The post goods issue step occurs when the material is completely loaded on the
truck and leaving the plant location.
Menu Path
Logistics  Sales and Distribution  Shipping and Transportation
 Outbound Delivery  Change  Single Document
Transaction Code
VL02N
Click on
Your delivery number will default in the delivery field. If not, enter your delivery number.
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Select your item and click on the Post Goods Issue button.
DO NOT EXIT THIS PROGRAM!
Display the Sales Order Document Flow
To understand the effect of posting goods issue, go to the document flow of the sales order
created in the previous chapter.
Go to: Environment  Document flow
What is the status of the delivery?
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EIN 5346 , Logistics Engineering, Spring 2010, Stockholm.cob.csuchico.edu (STO), client 105
Billing the Sales Order Usage
Billing is a critical activity in Sales and Distribution. When creating an invoice for the
customer, a reference document is utilized, the delivery in this case. Call up the transaction as
follows:
Menu Path
Logistics  Sales and Distribution 
Billing  Billing Document  Create
Transaction Code
VF01
Enter the delivery number, if it has not already been defaulted by the R/3 System.
Choose execute to create the billing document . The system branches to the overview screen
of the billing document.
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EIN 5346 , Logistics Engineering, Spring 2010, Stockholm.cob.csuchico.edu (STO), client 105
On the Invoice (F2) Create: Overview of Billing Items screen, select the billing item, then
choose the option to “Display item details” . You now see the billing, pricing, accounting,
and order data for this item.
Choose the Item partner tab page. On the Invoice (F2) Create: Item Data screen, the various
partners involved in this business transaction can be seen.
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(Answer question 5)
Choose
. Choose
to save the billing document.
Record your billing document no:___________________
(Answer question 6)
The system confirms that the billing document has been saved. The billing document has now
been saved in Sales and Distribution, and the billing data have been automatically updated to
Financial Accounting and Profitability Analysis.
On the Create Billing Document screen, to display these documents, choose Billing
documentDisplay.
On the Display Billing Document screen, choose
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Accounting.
EIN 5346 , Logistics Engineering, Spring 2010, Stockholm.cob.csuchico.edu (STO), client 105
In the dialog, the document type that is required can be called up. Choose the Accounting
document and double click on it will get the following screen.
On the overview screen for the accounting document, the line items with the corresponding
accounts and amounts that have been posted in Financial Accounting can be seen.
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Displaying the Document Flow
Usage
To ensure that all of the information in the logistics chain is fully integrated, the individual sales
and distribution documents build on each other to form a network of interrelated documents.
You can access the document flow from any of the Sales and Distribution documents involved
in the entire business transaction. In this case, you access the document flow from the order.
Call up the transaction as follows:
Menu Path
Logistics  Sales and Distribution  Sales  Order  Display
Transaction Code
VA03
Enter your sales order number, if not already defaulted. Choose
In the Display Standard Order: Overview screen, choose
“Display document flow”.
.
(Icon on top left corner) for
All the documents involved in this business transaction up to now are shown along with the
overall processing status. To call up any of the documents, position the cursor on the relevant
line and choose .
(Answer question 7.)
Choose
until the overview tree appears.
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Checking the Account Receivables
Call up the following transaction as follows:
Menu Path
Accounting  Financial accounting  Accounts receivable  Account
 Display/change line items
Transaction Code
FBL5N
Enter the following data:
Field
Input Data
Customer Account
1050
Company Code
1000
All Items Radio Button
Checked
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EIN 5346 , Logistics Engineering, Spring 2010, Stockholm.cob.csuchico.edu (STO), client 105
Select the execute icon
to display the line item corresponding to your sales order.
Answer question 8.
!! Make sure that you record the document number.
corresponding to the order you entered.
Choose back until the overview tree appears.
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EIN 5346 , Logistics Engineering, Spring 2010, Stockholm.cob.csuchico.edu (STO), client 105
Recording the Customer Payment
Call up the following transaction as follows:
Menu Path
Accounting  Financial accounting  Accounts receivable 
Document Entry Incoming Payment
Transaction Code
F-28
Enter the following data:
Field
Input Data
Document Date
Today’s Date
Posting Date
Today’s Date
Company Code
1000
Currency
EUR
Account
113100
Amount
Check your sales order (with cash discount)
Value Date
Today’s Date
Account (Open Items section)
1050
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Select Process Open Items Button.
At this point you must select which line items the customer is paying for. The system defaults to
all items selected. You can deselect and deactivate all of the invoices, then you select the
invoice you wish to process by clinking on the EUR gross amount in the line item. When the
line is selected it will stay blue in color, if deselected it will be black in color.
Make sure that the difference is zero when you have completed the process.
Choose Document  Simulate from the menu bar to create a simulated ledger entry.
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Observe the proposed journal entry. Select the Save Icon
.
Record your document number below.
Document no: ___________________
Answer question 9 below.
Choose
until the overview tree appears.
Display the Document Flow
1. Call up the following transaction as follows:
Menu Path
Logistics  Sales/Distribution  Shipping and Transportation 
Billing Billing Document  Display
Transaction Code
VF03
2. Select Environment  Display Document Flow from the menu bar.
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Answer question 10.
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