Explaining Sales Order Handling

Objectives

After completing this lesson, you will be able to:

  • Explain the most important features of an SAP sales order
  • Name the enhancements of SAP S/4HANA for fashion and vertical business which can be used in a sales order
  • Describe the basic features of the available to promise check ATP
  • Name preceding and successor documents of sales orders
  • Explain the sales document overview feature

Sales Order Handling

Position of the Topic in the Complete Training Scenario

The figure illustrates the position of sales order handling in the complete process flow.

Scenario

Sales orders are the central documents to record demand of wholesale customers in order to allow for procurement, customer delivery and billing.

In SAP S/4HANA for fashion and vertical business you will record seasonal demand e.g. the actual collections of sport shoes in all required color and size variants.

In SAP S/4HANA for fashion and vertical business you need all sales related fashion master data to be available in the sales order.

The sales order might be created manually by a sales representative, in the call center, or it might be received via an interface directly from customers, a B2B or a B2C platform.

B2B = Business to Business. Selling bulk quantities to wholesale customers

B2C = Business to Consumer. Selling to individuals. Typically small quantities.

Sales orders in SAP can be used for a variety of business cases.

Sales orders have been enhanced for Fashion and Vertical Business in order to support the usage of fashion-specific master data and special functionality

Transaction VA01 is the main transaction to create sales orders.

Customizing for sales orders can be found primarily in IMGSales and DistributionSalesSales Documents and then by

Sales Document Header

Sales Document Item and

Schedule lines

Enhancements of SAP S/4HANA for fashion and vertical business for a Sales Order

Sales order in SAP S/4HANA for fashion and vertical business are created and maintained using the standard transactions VA01, VA02.

The cancellation date can be set as default and will be copied to all items created thereafter.

Use: the customer will not accept deliveries after this date.

Therefore ATP can display a warning message if the cancellation date breach is set in customizing: IMGSales and DistributionSalesSales DocumentsSales Document HeaderMaintain Sales Document Types per Sales Area for Fashion Management.

Mass changes to the cancellation date are possible in transaction MASS.

Customer Grouping Fields (not displayed above)

SAP S/4HANA for fashion and vertical business enables additional customer grouping fields (grouping fields 6 to 10) which can be freely used and which are copied into the sale order.

Customer grouping fields are visible in the sales order: GotoHeaderAdditional data A.

Requirement Segment can be entered (defaulted) for materials which are using segmentation.

Up to three characteristics are entered automatically in the corresponding fields. Each characteristic has a technical value and a description.

Basic Features of the Available to Promise Check ATP

The availability overview enables you to see the ATP situation for all the variants of a generic material in a defined plant. You cannot change the ATP overview data in the document.

You can switch between a line display with supply information or a matrix overview (without supply information).

The ATP stock overview feature has to be activated in: IMGSales and DistributionSalesSales DocumentsSales Document HeaderMaintain Sales Document Types per Sales Area for Fashion Management.

Here the Display ATP overview flag has to be set.

The Fix Quantity/Date checkbox in the ATP Control screen indicates whether you want to fix the delivery dates and quantities that are confirmed after an availability check for the item.

You use this field if you cannot confirm the delivery date or quantity that the customer initially requests.

If the customer accepts the delivery and quantity confirmed by the system, mark the field. The system then passes on MRP requirements so that the confirmed date and quantity can be met.

Note:

If you leave the field blank, the delivery date and confirmed quantity are not fixed. If you are able to expedite either the manufacture or purchase of goods, you may be able to deliver the goods closer to the customer's original request (and sooner than the date the system confirmed).

Note:

Activation of re-ATP in spite of fixed dates is activated in IMGSales and DistributionSalesSales DocumentsSales Document HeaderMaintain Sales Document Types per Sales Area for Fashion Management.

Preceding and Successor Documents of Sales Orders

The figure shows the place in which the unconfirmed quantity is displayed,

Use

When a sales order item is entered, the system fills the Unconfirmed Quantity field at runtime. This is determined by checking the requested order quantity against the available quantity. The balance quantity is displayed in the Unconfirmed Quantity field.

Features

Once ATP confirms the available quantity in the schedule lines for the item, the remaining order quantity that cannot be confirmed is automatically entered in the new field. This field is available in the schedule line screen of the document. Whenever ATP is run again or when the item order quantity changes, this new field value is adjusted according to the updated ATP results.

In standard SAP S/4HANA, you can reject sales order items, for example if the confirmed delivery date is not acceptable or the required quantity is not available.

You can reject partial quantity of an order item when you try changing the order item in the sales order. To reject partial quantity of an order item, you can enter a rejection code for the schedule line of the order item with a confirmed quantity. When you enter the rejection code for a confirmed schedule line, the system copies the following values from the schedule line to create new sub-item:

Relevant configuration

Sales document: IMGSales and DistributionSalesSales DocumentsSales Document HeaderMaintain Sales Document Types per Sales Area for Fashion Management.

Reason for rejection: IMGSales and DistributionSalesSales DocumentsSales Document ItemMaintain Rejection Codes for Fashion Management.

The figure shows the price calculation per item. To set this up, choose GotoItemConditions.

Having an overall view of pricing conditions for your products helps you make informed business decisions quickly. Using this function, you can view the aggregated or detailed list of pricing conditions for all variants entered under a generic material within the individual sales order document and fashion contracts.

You have to select a generic material in the "all items" part of the screen and press the button "Material Price Analysis". (To be found in the very right of the screen)

Note
This functionality is not available in other sales documents.

The Sales Document Overview Feature

You get to the document overview by following the path: GotoFashion-SpecificDocument Overview.

All the details of a sales document can be seen on a single tab in the document. You can view the data associated with these levels: Header level, Item level and Schedule line level

The overview is available in Sales Order and Fashion Contract, and is available in all the different modes within the document (Create, Change and Display).

Features:

You can view a variety of data associated with the sales document.

  • All the subsequent document data such as the Delivered Quantity and Billed Quantity.
  • Fashion-specific data like Seasons and VAS Details associated with the document items.
  • Supply Assignment (ARun) relevant data for all the relevant items.
  • Confirmation rates of all items.
  • Fulfillment Rates of all items.
  • Different status at header level and for all items in the sales document.
  • Different types of quantities of all Items in the sales document.
  • All the above data is separated into different sections in a single tab, based on which you can decide on which data you want to view.

Output is information that is sent to the customer using various media, such as mail, EDI, or fax.

Examples include: the printout of a quotation or an order confirmation, order confirmations using EDI, or invoices by fax.

As with pricing, output determination takes place using the condition technique.

Output can be sent for various sales and distribution documents (order, delivery, billing document).

In the output master data, you define the transmission medium, the time, and the partner function for an output type.

Output types include, for example: quotation, order confirmation, invoice.

Partner functions include, for example: sold-to party, ship-to party, and bill-to party.

Transmission media include, for example: printer, telex, fax, mail, EDI.

Times at which output is sent include: immediately when saving, or by using a standard program (RSNAST00) that is run regularly.

The layout of an output is defined by a form. The form is assigned to an output type.

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