Order to Cash Processing in SAP S/4HANA

Transcription

1 UNIT 10 Order to Cash Processing in SAP S/4HANA Lesson 1 Describing the Order to Cash Business Process 633 Lesson 2 Describing the Master Data Used in Sales and Distribution 635 Exercise 56: Check Material Master Record for Sales 637 Lesson 3 Creating a Customer Master Record 641 Exercise 57: Create a Customer Master Data Record 643 Lesson 4 Creating a Condition Record 649 Exercise 58: Create a Condition Record 651 Lesson 5 Processing a Sales Order 655 Exercise 59: Create a Quotation and a Sales Order 663 Exercise 60: Create a Sales Order with Reference to a Quotation 667 Exercise 61: Check and Solve Sales Order Fulfillment Issues 671 Exercise 62: Review the Sales Order 675 Lesson 6 Processing a Delivery Document 679 Exercise 63: Create a Delivery Document 687 Lesson 7 Processing a Customer Invoice 693 Exercise 64: Create a Customer Invoice 699 Exercise 65: Run a CO-PA Report 703 Copyright. All rights reserved. 631

2 Unit 10: Order to Cash Processing in SAP S/4HANA UNIT OBJECTIVES Describe the order to cash business process Describe the master data used in sales and distribution Create a customer master record Create a condition record Process a sales order Process a delivery document Process a customer invoice Evaluate CO-PA 632 Copyright. All rights reserved.

3 Unit 10 Lesson Describing the Order to Cash Business Process LESSON OBJECTIVES After completing this lesson, you will be able to: Describe the order to cash business process The Order to Cash Business Process Figure 296: Overview of Sales and Distribution Process A sales order is an electronic document that captures and records your customer's request for goods or services. The sales order contains all or the information required to process the customer's request throughout the whole process cycle. Shipping processing in Sales and Distribution begins when you create the delivery document. Creating a delivery document includes copying information from the sales order, such as the materials and quantities, to the delivery document. The delivery document controls, supports, and monitors numerous subprocesses for shipping processing, such as the following: Picking Posting the goods issue Copyright. All rights reserved. 633

4 Unit 10: Order to Cash Processing in SAP S/4HANA The posting of the goods issue can bring about a change based on a quantity basis, as well as on a value basis in stock. Changes based on a value basis are made on the relevant balance sheet accounts in financial accounting. Creating a billing document includes copying information from the sales order and the delivery document onto the billing document. As a result, delivery items and order items (for example, services) can be models for the billing document. The billing document is the sales and distribution document that acts as the basis for creating invoices. The billing document also serves as a data source for financial accounting to help you to monitor and process customer payments. When you create a billing document, the G/L accounts are normally determined automatically and the relevant data is posted. The incoming payment closes the Sales and Distribution Process. It is part of the Financial Accounting application module. LESSON SUMMARY You should now be able to: Describe the order to cash business process 634 Copyright. All rights reserved.

5 Unit 10 Lesson Describing the Master Data Used in Sales and Distribution LESSON OBJECTIVES After completing this lesson, you will be able to: Describe the master data used in sales and distribution Material Master Data Record Figure 297: Material Master The material master comprises the following areas: basic data, sales and distribution data, purchasing data, various further data for engineering and design, accounting, costing, warehouse management, and so on. The basic data is relevant for all areas. It is valid for all organizational units within a client. The sales organization data is relevant for sales and distribution. It is valid for the respective sales organization and the distribution channel. The sales: plant data is also relevant for sales and distribution. It is valid for the respective delivering plant. Copyright. All rights reserved. 635

6 Unit 10: Order to Cash Processing in SAP S/4HANA Additional data relevant for different organizational units is available for various other areas. 636 Copyright. All rights reserved.

7 Unit 10 Exercise Check Material Master Record for Sales Business Example You want to sell some bikes to your customer Bikes & More in Stuttgart. Therefore, you have have to check if the relevant sales views and data for the material T-F1## is maintained. Note that, in this exercise, when the values include ##, replace ## with the number your instructor assigned to you. 1. Start the Display Material app from your TS410 group in the SAP Fiori Launchpad 2. Check the Material Master Record for the material T-F1##. Check whether the Basic Data 1, Sales: Sales Org. Data 1 and 2 and Sales: General/Plant Data views are maintained in the relevant organizational units. Use the following information: Field Value Material T-F1## Plant 1010 Sales Organization 1010 Distribution Channel 10 Which Delivering Plant, Item Category group, and Loading group are defined? Copyright. All rights reserved. 637

8 Unit 10 Solution Check Material Master Record for Sales Business Example You want to sell some bikes to your customer Bikes & More in Stuttgart. Therefore, you have have to check if the relevant sales views and data for the material T-F1## is maintained. Note that, in this exercise, when the values include ##, replace ## with the number your instructor assigned to you. 1. Start the Display Material app from your TS410 group in the SAP Fiori Launchpad a) Choose the Display Material tile in your TS410 group on the SAP Fiori Launchpad to start the app. 2. Check the Material Master Record for the material T-F1##. Check whether the Basic Data 1, Sales: Sales Org. Data 1 and 2 and Sales: General/Plant Data views are maintained in the relevant organizational units. Use the following information: Field Value Material T-F1## Plant 1010 Sales Organization 1010 Distribution Channel 10 Which Delivering Plant, Item Category group, and Loading group are defined? a) Enter the Material, T-F1##. b) Select the Basic Data 1, Sales: Sales Org. Data 1 and 2 and Sales: General/Plant Data views. c) Enter the values provided in the table for Plant, Sales Organization, and Distribution Channel. d) To see which Delivering Plant is defined, choose the Sales: Sales org. 21 button. 638 Copyright. All rights reserved.

9 Lesson: Describing the Master Data Used in Sales and Distribution e) To see which Item Category group is defined, choose the Sales: Sales org. 2 button. f) To see which Loading group is defined, choose the Sales: General/Plant Data button. g) Leave the screen. Copyright. All rights reserved. 639

10 Unit 10: Order to Cash Processing in SAP S/4HANA LESSON SUMMARY You should now be able to: Describe the master data used in sales and distribution 640 Copyright. All rights reserved.

11 Unit 10 Lesson Creating a Customer Master Record LESSON OBJECTIVES After completing this lesson, you will be able to: Create a customer master record Customer Master Data Figure 298: Business Partner and Assigned Roles The Business Partner is created and different roles are assigned depending on the usage of the BP. The different roles are still assigned to the organizational levels like company code and purchase organization (see later). Via the Vendor-/Customer- Integration (VCI) a vendor master record and customer master record are created in the background The Business Partner is created and the roles necessary for the usage of the BP are assigned. The different roles are created on certain organizational levels. The FI Customer role, which is necessary to use the BP in FI based Sales postings, is assigned to the company code, so the data in this role can be maintained differently in each company code. In the general role of the business partner (BP), the BP name and address is entered. The general role data is relevant for sales and distribution and for accounting. To avoid data redundancy, it is stored centrally (client-specific). It is valid for all organizational units within a client. Copyright. All rights reserved. 641

12 Unit 10: Order to Cash Processing in SAP S/4HANA The customer role data is relevant for sales and distribution. It is valid for the respective sales area (sales organization, distribution channel, division). It includes all data necessary for processing orders, deliveries, invoices, and customer payments. The FI customer role data is relevant for accounting. It is valid for the respective company code. In the role FI Customer (BP used as a Customerin FI), you enter the Reconciliation Account in General Ledger. You can decide to either maintain many roles at once, or to add roles later, whenever you need them. 642 Copyright. All rights reserved.

13 Unit 10 Exercise Create a Customer Master Data Record Business Example As new customers are identified, the new customer information must be entered into the system. The Business Partner record stores all customer information necessary to fulfill the order cycle. You want to sell some bikes (material T-F1##) to your new customer Bikes & More in Stuttgart. Therefore, you have to maintain company code data and sales area data in the relevant organizational areas for this customer in the system. Because the Business Partner exists in general, you only had to add the missing roles. Note that, in this exercise, when the values include ##, replace ## with the number your instructor assigned to you. This exercise requires the Vendor T-BP## that you created the exercise, Create a Vendor Master Record. 1. Start the Maintain Business Partner app from your TS410 group in the SAP Fiori Launchpad. 2. Maintain the Company Code Data for business partner T-BP## using the following information: Field Business Partner BP Role Value T-BP## FI Customer Company Code 1010 Reconciliation Account Maintain Sales Area Data for Business partner T-BP##, using the following information: Field BP Role Value Customer Sales Organization 1010 Distribution Channel 10 Division 00 Sales District DE0002 (Southern Germany) Copyright. All rights reserved. 643

14 Unit 10: Order to Cash Processing in SAP S/4HANA Field Currency Price Group Value EUR C1 (Regular Buyer) Customer Pricing Procedure 01 (Procedure 01) Delivering Plant 1010 Shipping Conditions Incoterms 01 (Standard) EXW Inco. Location1 Plant 1 Terms of Payment Account Assignment Group Tax Classification 0001 (Pay immediately w/o deduction) 01 (Domestic Revenues) 1 (Liable for Taxes) 4. Maintain Sales Area Data for Business partner T-BP##. Check that the mandatory partner functions have been filled automatically. Write the values in the following table: Partner Function Sold-To Party Bill-To Party Payer Ship-to Party Number 644 Copyright. All rights reserved.

15 Unit 10 Solution Create a Customer Master Data Record Business Example As new customers are identified, the new customer information must be entered into the system. The Business Partner record stores all customer information necessary to fulfill the order cycle. You want to sell some bikes (material T-F1##) to your new customer Bikes & More in Stuttgart. Therefore, you have to maintain company code data and sales area data in the relevant organizational areas for this customer in the system. Because the Business Partner exists in general, you only had to add the missing roles. Note that, in this exercise, when the values include ##, replace ## with the number your instructor assigned to you. This exercise requires the Vendor T-BP## that you created the exercise, Create a Vendor Master Record. 1. Start the Maintain Business Partner app from your TS410 group in the SAP Fiori Launchpad. a) Choose the corresponding tile in your TS410 group on the SAP Fiori Launchpad to start the app. 2. Maintain the Company Code Data for business partner T-BP## using the following information: Field Business Partner BP Role Value T-BP## FI Customer Company Code 1010 Reconciliation Account a) Enter the Business Partner T-BP##. b) Switch to Change mode by using the respective button. c) In the Change in BP Role field, choose the FI Customer value. d) Choose Company Code at the top of the screen. e) Enter the Company Code Copyright. All rights reserved. 645

16 Unit 10: Order to Cash Processing in SAP S/4HANA f) On the Customer: Account Management tab, enter the Reconciliation Account Hint: If you cannot enter a Reconciliation Account because the field is grey, click thecompany Codes button and select Customer for the company Code g) Save your entries, but do not leave the screen. 3. Maintain Sales Area Data for Business partner T-BP##, using the following information: Field BP Role Value Customer Sales Organization 1010 Distribution Channel 10 Division 00 Sales District Currency Price Group DE0002 (Southern Germany) EUR C1 (Regular Buyer) Customer Pricing Procedure 01 (Procedure 01) Delivering Plant 1010 Shipping Conditions Incoterms 01 (Standard) EXW Inco. Location1 Plant 1 Terms of Payment Account Assignment Group Tax Classification 0001 (Pay immediately w/o deduction) 01 (Domestic Revenues) 1 (Liable for Taxes) a) In the Change in BP role field, choose the value Customer. b) Choose Sales and Distribution at the top of the screen. c) Enter the values provided in the table for Sales Organization, Distribution Channel, and Division. d) Confirm your entries by pressing Enter. 646 Copyright. All rights reserved.

17 Lesson: Creating a Customer Master Record e) On the Orders tab, enter the values provided in the table for the Sales District, Currency, Price Group, and Customer Pricing Procedure fields. f) On the Shipping tab, enter the values provided in the table for the Delivering Plant and Shipping Conditions. g) On the Billing tab, enter the values provided in the table for Incoterms, Inco. Location1, Terms of Payment, Account Assignment Group, and Tax Classification. Note that you might have to scroll to access the entries. h) Save your entries. 4. Maintain Sales Area Data for Business partner T-BP##. Check that the mandatory partner functions have been filled automatically. Write the values in the following table: Partner Function Sold-To Party Bill-To Party Payer Ship-to Party Number a) On the Partner Functions tab page, in the Customer Data of your new business partner (T- BP##), check the values for the partner functions and write them in the table. Copyright. All rights reserved. 647

18 Unit 10: Order to Cash Processing in SAP S/4HANA LESSON SUMMARY You should now be able to: Create a customer master record 648 Copyright. All rights reserved.

19 Unit 10 Lesson Creating a Condition Record LESSON OBJECTIVES After completing this lesson, you will be able to: Create a condition record Condition Records Figure 299: Condition Master Data The condition master data includes prices, surcharges, and discounts, freights, and taxes. You can define condition master data (condition records) to be dependent on various data. You can, for example, maintain a material price customer-specifically or define a discount to be dependent on the customer and the material pricing group. In Customizing, you can control the data on which prices, surcharges, and discounts, freights, or taxes can be dependent. (You can define conditions to be dependent on any document fields). Frequently occurring cases have already been set in the standard system. Copyright. All rights reserved. 649

20 Unit 10: Order to Cash Processing in SAP S/4HANA 650 Copyright. All rights reserved.

21 Unit 10 Exercise Create a Condition Record Business Example Your customer may negotiate special pricing or discounts with you. These special deals are maintained in the SAP S/4HANA Enterprise Management System as conditions. You want to create a customer material specific price for your new customer T-BP## and the Bike T-F11##. Note that, in this exercise, when the values include ##, replace ## with the number your instructor assigned to you. 1. Using the Set Material Prices app, maintain the Price Data for the customer T-BP## using the following information: Field Condition Type Value PPR0 Sales Organization 1010 Distribution Channel 10 Customer Material Valid On Amount T-BP## T-F1## Today 444 Euro Copyright. All rights reserved. 651

22 Unit 10 Solution Create a Condition Record Business Example Your customer may negotiate special pricing or discounts with you. These special deals are maintained in the SAP S/4HANA Enterprise Management System as conditions. You want to create a customer material specific price for your new customer T-BP## and the Bike T-F11##. Note that, in this exercise, when the values include ##, replace ## with the number your instructor assigned to you. 1. Using the Set Material Prices app, maintain the Price Data for the customer T-BP## using the following information: Field Condition Type Value PPR0 Sales Organization 1010 Distribution Channel 10 Customer Material Valid On Amount T-BP## T-F1## Today 444 Euro a) Choose the Set Material Prices from your TS410 group in the SAP Fiori Launchpad. b) Enter Condition Type PPR0 and press Enter. c) In the dialog box, select Customer and Material with Release status. d) On the Screen Change Price (PPR0): Selection screen enter the values provided in the table for the Sales Organization, Distribution Channel, Customer, Material, and Valid On fields. e) Click the Execute button on the top of the screen. f) On the Change Price Condition (PPR0): Overview screen, enter Material T-F1## and press Enter. 652 Copyright. All rights reserved.

23 Lesson: Creating a Condition Record g) Maintain the price by entering 444 in the Amount field. h) Save your entries. Copyright. All rights reserved. 653

24 Unit 10: Order to Cash Processing in SAP S/4HANA LESSON SUMMARY You should now be able to: Create a condition record 654 Copyright. All rights reserved.

25 Unit 10 Lesson Processing a Sales Order LESSON OBJECTIVES After completing this lesson, you will be able to: Process a sales order Sales Order Processing Figure 300: Sales Order Processing Transactions are application programs that execute business processes in the SAP system, such as creating a sales order, posting an incoming payment, or approving a leave request. A document is a data record that is generated when a transaction is carried out. It reproduces a business event in the system. Output is information that is sent to the customer via various media, such as mail, EDI, or fax, for example, the printout of an order confirmation. When creating an order for a customer, you must consider transport agreements, delivery, and payment conditions, and so on, with business partners. To avoid re-entering this information each time for every activity related to these business partners, relevant data for the activity from Copyright. All rights reserved. 655

26 Unit 10: Order to Cash Processing in SAP S/4HANA the master record of the business partner is simply copied. In the same way, the material master record stores information. This concept is valid for processing data for each master record included in the activity. When performing each transaction, applicable organizational elements must be assigned. Assignments to the enterprise structure in the document are generated in addition to the information stored for the customer and material. Sales Document Structure Figure 301: Sales Document Structure A sales document is grouped into three levels: header, item, and schedule line. Data is distributed on these levels as follows: Sales document header The data in the document header is valid for the entire document. This includes, for example, customer-related data. Sales document items Each item in the sales document contains its own data. This includes, for example, data about the material and quantities ordered. Each sales document can have several items, while individual items can be controlled differently. Examples include material item, service item, free-of-charge item, or text item. Item schedule lines Schedule lines contain delivery quantities and delivery dates. They belong uniquely to an item. Every item that has a subsequent outbound delivery in the sales and distribution process must have at least a schedule line. The item can have several schedule lines, for example when the quantity ordered is to be delivered in several partial deliveries at different times. 656 Copyright. All rights reserved.

27 Lesson: Processing a Sales Order To process the sales documents efficiently, the data can be displayed and processed in different views. The views are grouped into overview, header, and item screens. A new sales document is entered on an overview screen. Sales Order Processing Figure 302: Sales Order Processing When an order is processed, the system can run various function to accelerate and assist the order processing. Copyright. All rights reserved. 657

28 Unit 10: Order to Cash Processing in SAP S/4HANA Partners Figure 303: Partners You store the partner functions for the customer master in the customer master sales area data. During sales order processing, they are copied as default values into the documents. For sales order processing, you need the mandatory partner functions sold-to party, ship-to party, payer, and bill-to party. In the course of processing a sales order, they can differ from each other or can be identical. The functions are as follows: Sold-to party: places the order Ship-to party: receives goods or services Bill-to party: receives the invoice for goods or services Payer: is responsible for paying the invoice Other partner functions, such as contact person or forwarding agent, are not required for sales order processing. 658 Copyright. All rights reserved.

29 Lesson: Processing a Sales Order Partners in the Sales Process Figure 304: Partners in the Sales Process You can maintain partner relationships both in sales documents and in the master data. Partner relationships are usually already defined in the business partner record. These are proposed automatically in the document header when you create a sales document. Providing Customizing permits it, you can change or supplement these relationships manually by going to the partner screen and changing the function assignment. You decide whether several partners can be assigned to one partner function in the business partner record in Customizing. If multiple partners are maintained with the same function, a selection list appears containing these partners when you then enter a sales order. In the sales documents, the system has been configured so that only one partner can be assigned to each partner function. The only exception is for outline agreements (partner functions AA and AW). You can also define partners at item level in the sales documents. You can determine which partner functions have to be entered (mandatory functions). You can prohibit anyone from changing a partner that has already been entered (You can indicate that the sold-to party cannot be changed in the sales document for example). It is also possible to enter or change the address of a partner such as the ship-to party manually. This change does not affect the master record. Copyright. All rights reserved. 659

30 Unit 10: Order to Cash Processing in SAP S/4HANA Pricing in Sales Orders Figure 305: Pricing in Sales Orders Prices, surcharges, discounts, freight, and taxes (conditions) for a business transaction can be found automatically using the automatic pricing function (condition technique). You can also change these conditions manually. Availability Check in the Sales Order Figure 306: Availability Check in the Sales Order 660 Copyright. All rights reserved.

31 Lesson: Processing a Sales Order When you enter a sales order, you can only confirm the delivery of the goods for the required delivery date if the goods are available for all the necessary processing activities, which take place before delivery. On the Sales and Distribution tab page in the material master you can, in Gen./Plant, in the Availability Check field, enter which or what type of availability check should be carried out for this material during order processing. There are also various tables in Customizing, on which the availability check is also dependent. From the availability control screen, you can access the Available to Promise (ATP) quantities, the scope of check for determining available quantity, and the other plants that may have the material available. Incompletion Log Figure 307: Incompletion Log Each sales and distribution document contains data required for the document and for further processing. The system determines which fields are displayed in the incompletion log when the user does not fill them during sales order processing. The incompletion log will be displayed automatically when you save your entries. You can also call it by choosing Edit Incompletion log. In Customizing, you can decide which fields should be part of the incompletion log. The incompletion log functions are available in the sales order and in the delivery. Copyright. All rights reserved. 661

32 Unit 10: Order to Cash Processing in SAP S/4HANA Output Figure 308: Output Output is information that is sent to the customer via various media, such as mail, EDI, or fax. Examples include the printout of a quotation or an order confirmation, order confirmations via 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, and so on). In the output master data, you define the transmission medium, the time, and the partner function for an output type. Output types include quotations, order confirmations, and invoices. Partner functions include sold-to parties, ship-to parties, and bill-to parties. Transmission media include printers, telex, fax, mail, and EDI. Output can be sent, for example, as soon as data is saved, or by means of a standard program that is run regularly (RSNAST00). The layout of an output is defined by a form in SAPscript, Smartform, or PDF. The form is assigned to an output type. 662 Copyright. All rights reserved.

33 Unit 10 Exercise Create a Quotation and a Sales Order Business Example Your customer T-BP## Bike & More request 10 bikes T-F1##. You want to make him a quotation with special conditions. Note that, in this exercise, when the values include ##, replace ## with the number your instructor assigned to you. 1. Create a quotation using the Create Quotation app from your group TS410 group and using the following information: Field Quotation Type Value QT Sales Organization 1010 Distribution Channel 10 Division 00 Sold-To party Valid To Material T-BP## End of next month T-F1## Order Quantity 10 Payment Terms 0003 Price (PPR0) 399 Euro Write down the quotation number. Quotation number: Copyright. All rights reserved. 663

34 Unit 10 Solution Create a Quotation and a Sales Order Business Example Your customer T-BP## Bike & More request 10 bikes T-F1##. You want to make him a quotation with special conditions. Note that, in this exercise, when the values include ##, replace ## with the number your instructor assigned to you. 1. Create a quotation using the Create Quotation app from your group TS410 group and using the following information: Field Quotation Type Value QT Sales Organization 1010 Distribution Channel 10 Division 00 Sold-To party Valid To Material T-BP## End of next month T-F1## Order Quantity 10 Payment Terms 0003 Price (PPR0) 399 Euro Write down the quotation number. Quotation number: a) Choose the Create Quotation app from your TS410 group on the SAP Fiori Launchpad. b) On the Create Quotation: Initial Screen, enter the Quotation Type and the relevant organizational data as provided in the table. c) Press Enter. 664 Copyright. All rights reserved.

35 Lesson: Processing a Sales Order d) On the Create Quotation: Overview screen, enter the values provided in the table for the Sold-To Party, Valid To date, Material, and Ordered Quantity. e) Press Enter. f) Click the Sales button and change the Payment Terms to 0003 within 14 days 3& cash discount, within 20 days 2& cash discount and within 30 days Due net. g) Select the item 10 and click the Display Item Details icon. h) Click the Conditions button and change the Price (PPR0) to 399 Euro. i) Save the Quotation. The Quotation number is displayed on the bottom of the screen. j) Write down the Quotation number in the space provided. Copyright. All rights reserved. 665

36 Unit 10: Order to Cash Processing in SAP S/4HANA 666 Copyright. All rights reserved.

37 Unit 10 Exercise Create a Sales Order with Reference to a Quotation Business Example The Quotation you created in exercise before convinced your customer. He orders the bikes. Therefore, you have to create a sales order with reference to the quotation. You do not enter a PO Number, so the Sales Order will be saved as incomplete. Note that, in this exercise, when the values include ##, replace ## with the number your instructor assigned to you. This exercise uses the quotation number from the exercise, Create a Quotation. 1. Start the Create Sales Order app from your TS410 group in the SAP Fiori Launchpad. 2. Create a Sales Order with reference to a quotation using the following information: Field Order Type Value OR Sales Organization 1010 Distribution Channel 10 Division 00 Sold-To party Material T-BP## T-F1## Order Quantity 10 Payment Terms 0003 Item Detail 10 Shipping Tab Storage Location 101S Write down the Sales Order Number. Sales Order Number: Copyright. All rights reserved. 667

38 Unit 10 Solution Create a Sales Order with Reference to a Quotation Business Example The Quotation you created in exercise before convinced your customer. He orders the bikes. Therefore, you have to create a sales order with reference to the quotation. You do not enter a PO Number, so the Sales Order will be saved as incomplete. Note that, in this exercise, when the values include ##, replace ## with the number your instructor assigned to you. This exercise uses the quotation number from the exercise, Create a Quotation. 1. Start the Create Sales Order app from your TS410 group in the SAP Fiori Launchpad. a) Choose the corresponding tile in your TS410 group on the SAP Fiori Launchpad to start the app. 2. Create a Sales Order with reference to a quotation using the following information: Field Order Type Value OR Sales Organization 1010 Distribution Channel 10 Division 00 Sold-To party Material T-BP## T-F1## Order Quantity 10 Payment Terms 0003 Item Detail 10 Shipping Tab Storage Location 101S a) On the Create Sales Order: Initial Screen, enter the Order Type and the relevant organizational data as provided in the table. b) To reference to the Quotation, choose the Create with Reference button. 668 Copyright. All rights reserved.

39 Lesson: Processing a Sales Order c) In the Create with Reference dialog box, enter the Quotation Number from the previous exercise, Create a Quotation, and choose the Copy button. d) Press Enter. e) Confirm the message: Enter Customer Reference by pressing Enter. f) Save the Sales Order. g) In the Save Incomplete Document dialog box, choose Save. h) Write down the Sales Order Number. The Sales Order number is displayed on the bottom of the screen Hint: Normally, you enter a PO-number in the order. Here, you don't, because we want to create an incomplete order, which is important for next exercise. There, we want to check and solve Sales Order Fulfillment Issues. Write down the Sales Order Number. Sales Order Number: Copyright. All rights reserved. 669

40 Unit 10: Order to Cash Processing in SAP S/4HANA 670 Copyright. All rights reserved.

41 Unit 10 Exercise Check and Solve Sales Order Fulfillment Issues Business Example You want to check issues in the Sales Order Fulfillment process with the Sales Order Fulfillment Cockpit. You will find the Sales Order that you created in the exercise before and saved without a PO number. You complete your Sales Order to enable the further distribution process. Note that, in this exercise, when the values include ##, replace ## with the number your instructor assigned to you. This exercise uses the Sales Order created in the exercise, Create a Sales Order with Reference to a Quotation. 1. Start the Sales Order Fulfillment Issues app from your TS410 group in the SAP Fiori Launchpad. 2. How many issues exist in total in Sales Organization 1010 Dom. Sales Org DE? Total number of issues in sales Organization 1010 Dom. Sales Org DE: 3. How many issues exist in total for your Customer T-BP##? Total number of issues for Customer T-BP##: 4. Check the issues for your Customer and resolve any issues. 5. How many issues exits now in total for your Customer T-BP##? Total number of issues for Customer T-BP##: Copyright. All rights reserved. 671

42 Unit 10 Solution Check and Solve Sales Order Fulfillment Issues Business Example You want to check issues in the Sales Order Fulfillment process with the Sales Order Fulfillment Cockpit. You will find the Sales Order that you created in the exercise before and saved without a PO number. You complete your Sales Order to enable the further distribution process. Note that, in this exercise, when the values include ##, replace ## with the number your instructor assigned to you. This exercise uses the Sales Order created in the exercise, Create a Sales Order with Reference to a Quotation. 1. Start the Sales Order Fulfillment Issues app from your TS410 group in the SAP Fiori Launchpad. a) To start the Sales Order Fulfillment Issues app, choose the corresponding tile in your TS410 group on the SAP Fiori Launchpad. Be sure that you choose the Sales Order Fulfillment Issues (Analyse Issues ) app, and not the Sales Order Fulfillment Issues (Resolve Issues) app. 2. How many issues exist in total in Sales Organization 1010 Dom. Sales Org DE? a) On the Sales Order Fulfillment Issue Screen, you see the number of issues in the Top 10 Sales Organizations. b) Note the number of issues in Sales Organization 1010 Dom. Sales Org. Total number of issues in sales Organization 1010 Dom. Sales Org DE: 3. How many issues exist in total for your Customer T-BP##? a) On the Sales Order Fulfillment Issue Screen, select Customer in the select list on the left. For a clear view, choose Tabular view (small icon on the right top of the screen). b) Note the number of issues for Customer T-BP##. Total number of issues for Customer T-BP##: 4. Check the issues for your Customer and resolve any issues. a) Select your Customer T-BP## and choose Open. b) Choose Resolve Sales Order Issues. 672 Copyright. All rights reserved.

43 Lesson: Processing a Sales Order Your Sales Order from the previous exercise, Create a Sales Order with Reference to a Quotation, will be listed. c) Click the arrow on the right to open the screen issues details. d) Choose Open and select Sales Order. e) On the Display Standard Order * Overview screen, from the Menu, choose Sales Order Edit. f) On the Change Standard Order * Overview screen, from the Menu, choose Edit Incompletion Log. Hint: Confirm the Enter Customer Reference message by pressing Enter. g) Choose the Complete Data button on the top. h) Fill in the PO number ##-Sales Order in the Display Standard Order * Header Data screen. i) Choose Back. j) Save the Order Change. 5. How many issues exits now in total for your Customer T-BP##? Total number of issues for Customer T-BP##: a) Go back to the Sales Order Fulfillment Tab of your Browser. b) Refresh the Issue Detail screen. There a no issues for your Customer. Copyright. All rights reserved. 673

44 Unit 10: Order to Cash Processing in SAP S/4HANA 674 Copyright. All rights reserved.

45 Unit 10 Exercise Review the Sales Order Business Example You want to check the Sales Order that you created in the previous exercise, Check and Solve Sales Order Fulfillment Issues. Note that, in this exercise, when the values include ##, replace ## with the number your instructor assigned to you. This exercise uses the Sales Order created in the exercise, Check and Solve Sales Order Fulfillment Issues. 1. Start the Manage Sales Order app from your TS410 group in the SAP Fiori Launchpad. 2. What is the Shipping Condition of the Sales Order? You find the Shipping Condition in the Header Data of the Shipping tab. Shipping Condition: 3. From which Plant will the Bikes be delivered, and what is the Shipping Point? You find the (Delivery) Plant and the Shipping Point on the Shipping of Item Data tab. (Delivery) Plant: Shipping Point: 4. What is the delivery date and what quantity is confirmed? You find the Delivery Date and the Confirmed Quantity in the Schedule Line(s) of the order Item. Delivery Date: Confirmed Quantity: 5. What is the Total Processing status and the Delivery status of the order? Total Processing Status: Delivery Status: 6. View the Document flow of the order. Copyright. All rights reserved. 675

46 Unit 10 Solution Review the Sales Order Business Example You want to check the Sales Order that you created in the previous exercise, Check and Solve Sales Order Fulfillment Issues. Note that, in this exercise, when the values include ##, replace ## with the number your instructor assigned to you. This exercise uses the Sales Order created in the exercise, Check and Solve Sales Order Fulfillment Issues. 1. Start the Manage Sales Order app from your TS410 group in the SAP Fiori Launchpad. a) To start the Manage Sales Order app, choose the corresponding tile in your TS410 group on the SAP Fiori Launchpad. 2. What is the Shipping Condition of the Sales Order? You find the Shipping Condition in the Header Data of the Shipping tab. a) On the selection screen, enter the Business Partner T-BP## and choose Go. Click the sales order and choose Display Sales Order. b) On the Display Standard Order: Initial Screen, enter the Order number from the exercise, Check and Solve Sales Order Fulfillment Issues, and press Enter. c) On the Display Standard Order * Overview screen, choose the Display Header Data icon. d) On the Display Standard Order * Header screen, choose the Shipping button. e) Note the Shipping Condition. f) Choose Back to return to the Display Standard Order * Overview screen Shipping Condition: 3. From which Plant will the Bikes be delivered, and what is the Shipping Point? You find the (Delivery) Plant and the Shipping Point on the Shipping of Item Data tab. a) On the Display Standard Order * Overview screen, select Item 10 and choose the Display Item Details icon. b) On the Display Standard Order * Item Data screen, choose the Shipping button. c) Note the (Delivery) Plant and the Shipping Point. d) Choose Back to return to the Display Standard Order * Overview screen 676 Copyright. All rights reserved.

47 Lesson: Processing a Sales Order (Delivery) Plant: Shipping Point: 4. What is the delivery date and what quantity is confirmed? You find the Delivery Date and the Confirmed Quantity in the Schedule Line(s) of the order Item. a) On the Display Standard Order * Overview screen, select Item 10 and choose the Schedule Lines for Item icon. You are now on the Display Standard Order * Item Data screen, and can see the Schedule Line(s) b) Note the Delivery Date and the Confirmed Quantity. c) Choose Back to return to the Display Standard Order * Overview screen Delivery Date: Confirmed Quantity: 5. What is the Total Processing status and the Delivery status of the order? a) On the Display Standard Order * Overview screen, choose the Status Overview button. b) On the Sales order: Status Overview screen, expand the current header status and note the relevant status. c) Note the Total Processing and the Delivery status. The Total Processing status is Open. The Delivery status is Not delivered. Delivery Status: d) Choose Back to return to the Display Standard Order * Overview screen Total Processing Status: Delivery Status: 6. View the Document flow of the order. a) On the Display Standard Order * Overview screen place the cursor in a header field (for example, Sold-To party) and choose the Display document flow button. You see the document flow on header level for your order. You see that your order is based on your quotation. Copyright. All rights reserved. 677

48 Unit 10: Order to Cash Processing in SAP S/4HANA LESSON SUMMARY You should now be able to: Process a sales order 678 Copyright. All rights reserved.

49 Unit 10 Lesson Processing a Delivery Document LESSON OBJECTIVES After completing this lesson, you will be able to: Process a delivery document Processing a Delivery Document Figure 309: The Shipping Process You trigger shipping activities by creating deliveries. The responsible organizational unit for creating deliveries is the shipping point. The shipping point is the highest-level organizational unit of shipping that controls your shipping activities. Each outbound delivery is processed by one shipping point. The shipping point can be a loading ramp, a mail depot, or a rail depot. It can also be, for example, a group of employees responsible (only) for organizing urgent deliveries. You assign a shipping point at plant level. A shipping point is a physical place and should be near the delivering plant. More than one shipping point can be assigned to a plant. You can also assign several shipping points to a plant. This can also be appropriate for plants in physical proximity. Copyright. All rights reserved. 679

50 Unit 10: Order to Cash Processing in SAP S/4HANA The responsible shipping point is determined for each order item. The system automatically proposes a shipping point that you can change within given limits. The shipping point cannot be changed in the outbound delivery. When an order is processed for delivery by the shipping point, the system only copies into the outbound delivery those order items that are defined for this shipping point. Order items with different shipping points are therefore not copied into the same outbound delivery. Shipping Processing Figure 310: Shipping Processing 680 Copyright. All rights reserved.

51 Lesson: Processing a Delivery Document Delivery Document Structure Figure 311: Structure of Delivery Document A delivery document is grouped into two levels: header and item. The data is distributed across these levels as follows: Delivery document header The data for the document header is valid for the entire document. This includes, for example, data for the ship-to party and schedules for shipping processing. Delivery document item Each item in the delivery document contains its own data. This includes data about the material, quantities, and weights as well as stock information. Each delivery document can have several items. The items can be controlled differently. Examples include material item, free-of-charge item, or text item. The delivery document does not contain schedule lines. Each schedule line in the sales document can become an item in the delivery document. To process delivery documents efficiently, the data can be read and processed in different views. The views are grouped into overview, header, and item screens. Copyright. All rights reserved. 681

52 Unit 10: Order to Cash Processing in SAP S/4HANA Prerequisites for Delivering an Order Figure 312: PrerequisitesforDeliveringanOrder Before an order can be delivered, it needs a ship-to party, a plant, and a shipping line. In addition, the schedule line needs a confirmed quantity and the order must be due. 682 Copyright. All rights reserved.

53 Lesson: Processing a Delivery Document Options for Creating Outbound Deliveries Figure 313: Options for Creating Outbound Deliveries You can create an outbound delivery manually, with or without reference to a particular order. If you use collective processing (delivery list), you can deliver goods for all types of shipping documents. In this case, the system creates multiple outbound deliveries automatically. This can take place online or in the background (overnight, for instance). Copyright. All rights reserved. 683

54 Unit 10: Order to Cash Processing in SAP S/4HANA Picking Process Figure 314: Picking Outbound Deliveries Picking is the process of preparing or providing goods for delivery to the customer with special attention paid to dates, quantity, and quality. Picking often takes place using the printout of a picking list. In the standard configuration of the system, the prerequisite for posting goods issue is that picking-relevant items are completely picked. This means that the delivery quantity and the pick quantity in the outbound delivery must be the same. 684 Copyright. All rights reserved.

55 Lesson: Processing a Delivery Document Collective Processing in Picking Figure 315: Collective Processing in Picking You can introduce picking via collective processing. To do this, you select a work list from all the outbound deliveries ready for picking and edit the relevant deliveries. Copyright. All rights reserved. 685

56 Unit 10: Order to Cash Processing in SAP S/4HANA Goods Issue Processing Figure 316: Post Goods Issue When you post goods issue, the system automatically performs the following tasks: Updates the quantities in inventory management by creating a material document and delivery requirements in materials planning Updates the value change in the balance sheet accounts for inventory accounting by creating an accounting document, which decreases inventory valuation (the postings from the relevant accounting document are based on the cost of the material) Generates additional documents for accounting, for example, for controlling Generates the billing due list Updates the status in all relevant sales documents 686 Copyright. All rights reserved.

57 Unit 10 Exercise Create a Delivery Document Business Example To trigger and proceed shipping process, you have to create a Delivery for your Sales Order. After you created the delivery document, you pick the item and post the goods issue. Note that, in this exercise, when the values include ##, replace ## with the number your instructor assigned to you. 1. Create the outbound delivery with reference to the sales order for shipping point 1010 and your Ship-To Party T-BP##. Write down the document number of the delivery: Document Number: 2. Check the status of the order again. What is the Total processing status, the Delivery status and the Billing status of the Sales order? Total processing status: Billing status: Delivery status: 3. View the Document flow of the order and check the (overall) status of your delivery. What is the status of your delivery? 4. Pick the materials via EWM and the Warehouse Management Monitor. Therefore, create a Warehouse Task and confirm the picking. 5. Choose the Confirm Warehouse Task app and confirm your warehouse task. 6. Post goods issue by the Maintain Outbound Delivery. 7. Check the status of your delivery using the Outbound Delivery app and the following information. Field Value Shipping Point 1010 Picking Date Planned GI Date Overall Status All All GI Posted Copyright. All rights reserved. 687

58 Unit 10: Order to Cash Processing in SAP S/4HANA Field Ship-To Party Value T-BP## What is the Picking status of your delivery? What is the GI status of your delivery? 688 Copyright. All rights reserved.

59 Unit 10 Solution Create a Delivery Document Business Example To trigger and proceed shipping process, you have to create a Delivery for your Sales Order. After you created the delivery document, you pick the item and post the goods issue. Note that, in this exercise, when the values include ##, replace ## with the number your instructor assigned to you. 1. Create the outbound delivery with reference to the sales order for shipping point 1010 and your Ship-To Party T-BP##. a) Start the Create Outbound Deliveries app, by choosing the corresponding tile in your TS410 group on the SAP Fiori Launchpad. b) In the Shipping Point field, enter 1010 and, in the Ship-To Party field, enter T-BP##. c) To see a list of sales documents corresponding to your selection, choose Go. d) Select your sales order and choose Create Deliveries at the bottom of the screen. e) To navigate the log, choose Display Log. f) Choose the Deliveries category. You find the document number of the created outbound delivery in the log. Write down the document number of the delivery: Document Number: 2. Check the status of the order again. What is the Total processing status, the Delivery status and the Billing status of the Sales order? a) To start the Manage Sales Order app, choose the corresponding tile in your TS410 group on the SAP Fiori Launchpad. b) On the Selection Screen, enter T-BP## as the Business Partner and choose Go. Click the Sales Order number and choose Display Sales Order. c) On the On the Display Sales Order: Overview Screen,, choose Status Overview. d) On the Sales Order: Status Overview Screen, expand the current header status and note the relevant status. e) Choose the Back button to return to the Display Standard Order *: Overview Screen. Copyright. All rights reserved. 689

60 Unit 10: Order to Cash Processing in SAP S/4HANA Total processing status: Billing status: Delivery status: 3. View the Document flow of the order and check the (overall) status of your delivery. What is the status of your delivery? a) On the Display Standard Order *: Overview Screen, place your cursor in a header field (for example, Sold-To party) and choose the Display Document Flow button. You see the document flow on header level for your order. Your order is based on your quotation and you see the delivery based on your sales order. The status of the delivery is Open. 4. Pick the materials via EWM and the Warehouse Management Monitor. Therefore, create a Warehouse Task and confirm the picking. a) In the launchpad, choose the Warehouse Management Monitor app. When prompted, enter Warehouse number 1010 and Monitor SAP and choose Execute. b) Choose Outbound Documents and double click Outbound Delivery Order. c) On the selection screen, in the Ship-to field, enter Business Partner T-BP and choose Execute. d) Double click your Outbound Deliver Order Number. e) Choose More Outbound Delivery Order Follow on Functions Warehouse Task. f) In the Create Warehouse Task, choose Create and save. g) Go back to the launchpad. 5. Choose the Confirm Warehouse Task app and confirm your warehouse task. a) On the Launchpad, choose the Confirm Warehouse Task app. b) Change to find Warehouse Task and enter your Warehouse Task number. c) Select your Warehouse Task, choose Confirm, and save. 6. Post goods issue by the Maintain Outbound Delivery. a) In the launchpad, choose the Maintain Outbound delivery Order app. b) Select your outbound delivery document and choose Post goods issue. 7. Check the status of your delivery using the Outbound Delivery app and the following information. Field Value Shipping Point 1010 Picking Date Planned GI Date All All 690 Copyright. All rights reserved.

61 Lesson: Processing a Delivery Document Field Overall Status Ship-To Party Value GI Posted T-BP## a) Choose the Outbound Delivery app in your Order Fulfillment group on the SAP Fiori Launchpad. b) On the Outbound Delivery Screen, enter the relevant data as provided in the table and choose Go. On the Outbound Delivery Screen, your delivery is listed and you find the relevant status information. What is the Picking status of your delivery? What is the GI status of your delivery? Copyright. All rights reserved. 691

62 Unit 10: Order to Cash Processing in SAP S/4HANA LESSON SUMMARY You should now be able to: Process a delivery document 692 Copyright. All rights reserved.

63 Unit 10 Lesson Processing a Customer Invoice LESSON OBJECTIVES After completing this lesson, you will be able to: Process a customer invoice Evaluate CO-PA Processing a Customer Invoice Billing Supports The process of billing supports the following: Creating invoices for products and services Creating credit and debit memos Canceling previously posted billing documents Transferring billing document data to accounting automatically When you create a billing document, data is copied from the sales order and the delivery document to the billing document. Delivery items as well as order items (for example, services) can be references for the billing document. The billing document serves several important functions: It is the sales and distribution document that helps you to generate invoices. The billing document serves as a data source for financial accounting (FI) to help you to monitor and process customer payments. When you create a billing document, the G/L accounts will normally be updated automatically. During this process, the System system carries out the following tasks: Debit posting on the customer receivables account Credit posting on the revenue account Copyright. All rights reserved. 693

64 Unit 10: Order to Cash Processing in SAP S/4HANA Billing Processing Figure 317: Billing Processing Creating a Billing Document Figure 318: Creating a Billing Document 694 Copyright. All rights reserved.

65 Lesson: Processing a Customer Invoice You can create an invoice for a single delivery or sales order. The system can also combine a number of outbound deliveries in one billing document if they have the same characteristics, such as the following: Payer Billing date Destination country The system can create invoices either on-line or as a background job to be executed during offpeak hours. Billing Document Structure Figure 319: Billing Document Structure A billing document is grouped into two levels: header and item. The data is distributed across these levels accordingly, as follows: Billing document header The data for the document header is valid for the entire document. This includes, for example, data about the payer and billing date. Billing document item Each item in the billing document contains its own data. This includes, for example, details about the material, billing quantities, and net values for the items. Each billing document can have several items. To ensure that the billing documents are processed efficiently, the data can be read and processed in different views. The views are grouped into overview, header, and item screens. Copyright. All rights reserved. 695

66 Unit 10: Order to Cash Processing in SAP S/4HANA Effects of Billing Document Figure 320: Effects of Billing Document When you save the billing document, the system automatically generates all the required documents for accounting. In accounting, the System carries out a debit posting on the customer receivables account and a credit posting on the revenue account. The accounting document contains all the completed postings in financial accounting that refer back to pricing in Sales anddistribution, for example, the receivable on the customer account or the obtained net sales and taxes on the relevant G/L accounts. When you save the billing document, further documents for accounting can be automatically generated by the system, for example, for the components Controlling (CO), profitability analysis, market segment analysis (CO-PA) or consolidation (FI-LC). When the billing document is posted, the following also occurs: The status in all related sales, delivery, and billing documents, is updated The sales statistics in the sales information system are updated The customer credit account is updated 696 Copyright. All rights reserved.

67 Lesson: Processing a Customer Invoice Document Flow Figure 321: Document Flow The documents within a sales and distribution process are linked to each other via the document flow. This enables you to access the history and current status of your sales and distribution processes at any time. You can display the document flow as a list with the linked documents. Depending on the document from which you call up the list, all the relevant preceding and subsequent documents are displayed. From this list, you can display the relevant documents or call up status overviews for the documents. This provides a quick overview of the progress of your sales processes at any time and can be used to answer customer questions quickly and reliably. Copyright. All rights reserved. 697