SAP Learning Journey

Understanding Process Steps and Business Roles for Sales Order Processing (J14)

Objectives
After completing this lesson, you will be able to:

After completing this lesson, you will be able to:

  • Define process steps for Sales Order Processing (J14)
  • Identify business role(s) for Sales Order Processing (J14)

Define process steps for Sales Order Processing (J14)

Process Steps for Sales Order Processing (J14), Order Management

Process StepDescription
Maintain / Display Sales Order

The Internal Sales Representative can call the Sales Order Fulfillment Monitor (SOFM) to check the status of sales orders. The user gets an overview of issues around the sales orders and can navigate to documents related to the process flow of the sales order.

Sales Order Fulfillment Monitor(Optional)

You can call the Sales Order Fulfillment Monitor (SOFM) to check the status of sales orders. You get an overview of issues around the sales orders and can navigate to the documents related to the process flow of the sales order.

Process Steps for Sales Order Processing (J14), Processing Existing Debit Memo Requests

Process StepDescription
Create Customer Invoices

The billing clerk creates invoices for services that have been executed. The invoice is printed and can be sent to the customer. A journal entry is created in finance. The entry is then the basis for incoming payments that clear the open items in customer accounts.

Manage Customer Invoices (Optional)

The billing clerk lists the created customer invoices. From this list, invoices can be canceled or posted to accounting. Depending on system configuration, billing documents are either automatically transferred to accounting or blocked for automatic posting and manually released to accounting.

Create Preliminary Billing Document (Optional)

The billing clerk creates preliminary billing documents based on these billing due list items, adjusts view settings and filters to customize your experience.

Process Preliminary Billing Document Approval (Optional)

Only relevant if below conditions are fulfilled:

  • Approval reason(s) is defined and assigned (Define and Assign Approval Reasons in Sell from Stock (BD9) scope item).

  • The Cloud Business Add-In (BADI) that returns an approval reasons is implemented (Implement Cloud BADI in Sell from Stock (BD9) scope item).

  • Total amount of the order is not less than 500.

Approve Preliminary Billing Document

The billing approver makes an approval decision to release the preliminary billing documents.

Approval details like approver and the reason can be checked later in the approval workflow.

Process Steps for Sales Order Processing (J14), Processing Manual Credit Memo Requests

Process StepDescription
Create Manual Credit Memo Request

The Internal Sales Representative creates a manual credit memo request (without reference to any preceding document).

Process Credit Memo Request Approval (Optional)

Only relevant if the following conditions are met:

  • Approval reason(s) is defined and assigned ( Define and Assign Approval Reasons in Credit Memo Processing (1EZ) scope item).

  • The Cloud BADI that returns an approval reasons is implemented (Implement Cloud BADI in Credit Memo Processing (1EZ) scope item).

  • Total amount of the order is not less than 500.

Approve/Reject Credit Memo Request

The billing approver makes approval decision to release or reject the credit memo request.

Create Manual Credit Memo

The billing clerk creates a credit memo for a credit memo request.

Manage Manual Credit Memo (Optional)

The billing clerk changes a credit memo.

Process Steps for Sales Order Processing (J14), Processing Manual Debit Memo Requests

Process StepDescription
Create Manual Debit Memo Request

The Internal Sales Representative creates a manual debit memo request (without reference to any preceding document).

Manage Debit Memo Request (Optional)

The Internal Sales Representative displays, changes and cancels a manual debit memo request.

Create Customer Invoices

The billing clerk creates an invoice for a debit memo request.

Manage Customer Invoices (Optional)

The billing clerk changes a debit memo.

Process Steps for Sales Order Processing (J14), Down Payment (Optional)

Process StepDescription
Create Down Payment Request (Optional)The billing clerk creates a down payment request.
Note

Before proceeding with this step, ensure the prerequisite step has been completed in the Release Customer Project Billing Proposal for Down Payment (Optional) chapter of the Customer Project Management (J11)scope item.

Process Steps for Sales Order Processing (J14), Schedule Jobs

Process StepDescription
Schedule Billing Creation (Optional)

You can define the creation of billing documents according to a schedule.

Schedule Billing Release (Optional)

You can define the release of billing documents according to a schedule.

Schedule Billing Output (Optional)

You can define when and how customer invoices are sent to the customer.

Process Steps for Sales Order Processing (J14), Billing Processing

Process StepDescription
Cancel Billing Document (Optional)

The billing clerk cancels a billing document.

Sales Order Fulfillment Monitor (Optional)

You can call the Sales Order Fulfillment Monitor (SOFM) to check the status of sales orders. You get an overview of issues around the sales orders and can navigate to the documents related to the process flow of the sales order.

Business Role(s) for Sales Order Processing (J14)

Access to business applications is controlled by role-based authorization management. You assign Business Roles to Business Users, and the roles provide access to business tasks. Business Users are defined as employees, contractors, or other individuals that need access to the SAP S/4HANA Cloud system.

How to Find Business Roles for a Scope Item

  1. Navigate to SAP Best Practices for SAP S/4HANA Cloud‎ .
  2. Select your country localization from the Version drop-down list
  3. In the Solution Scope section, expand the relevant scope item group
  4. Select a scope item
  5. Download the test script
  6. Navigate to the Roles section of the test script

A Business Role is assigned to a Business User to grant permission to access applications in SAP S/4HANA Cloud.

One or more Business Catalogs have been assigned to a Business Role. Business Catalogs include access to one or more applications, dashboards, or displays of data.

Administrators can control visibility to the data granted through the catalog by applying General Restrictions to Business Catalogs. By maintaining access restrictions, you can define the subset of all existing business objects a user can view (read) or edit (write) when working with a particular business role.

The Business Catalog defines which access categories are available (Value Help, Read, Write), and for which fields restriction values can be maintained. The fields vary per catalog, as they are based on the fields within the apps in the catalog. The Business Role aggregates restrictions for all Business Catalogs.

Administrators define a restriction based on a supported field (e.g. company code, country, controlling area, etc.). Supported restriction fields vary per Business Catalog, as they are based on the fields within the apps in the catalog. You can restrict data access for the Value Help, Read, and Write separately. Read access always includes Value Help access, and Write access always includes Read access.

How to Identify the Business Catalog(s) mapped to a Business Role and the Fiori application(s) mapped to a Business Catalog:

  1. Log into the SAP S/4HANA Cloud system.
  2. Select the Manage Business Roles application from the Launchpad.
  3. Select a Business Role.
  4. Select the Assigned Business Catalogs tab to view the standard Business Catalogs assigned to the standard Business Role.
  5. Select a Business Catalog.
  6. Select the Catalog Description tab to view the Functional Description, Authorization Criteria, andAssociated Catalogs information.
  7. Select the Applications tab to view the Fiori apps mapped to the Business Catalog.
Note
Please do not edit SAP Standard Business Roles directly. To customize Business Roles, always make a copy of the SAP Standard Business Role or use the option Create From Template in the Maintain Business Roles application.

To apply General Restrictions, an Administrator should first make a copy of the SAP Standard Business Role, or create a new role based on the SAP Standard Business Role Template. For example, if you need to restrict access in the Accounts Payable Accountant Business Role for some users to only Company Code 1710 (United States), and for some users to only Company Code 1010 (Germany), you will create two new Business Roles based on the SAP Standard Accounts Payable Accountant role. You should name the roles accordingly (e.g. Accounts Payable Accountant_1710). In the first business role, you will edit the role and maintain the restriction value(s) for the entire Business Role (i.e. define the Company Code field = 1710). Then, you may edit the individual business catalogs within the role and define the access category (i.e. Value Help, Read, Write) as Restricted. When you create a new Business Role, the Read access is set to Unrestricted and Write access is set to No Access by default. When an access category is Restricted, you must select a specific field value (e.g. Company Code = 1710) or grant unrestricted access. If you leave fields empty within a business catalog, a user will be assigned No Access to the field in the business catalog's granted apps.

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