Sales Order Process

Sales Organization • A sales organization is responsible for negotiating sales conditions and distributing goods and services. • Top organizational level to which you sum sales figures. • There must be at least one sales organization defined • A sales organization is assigned to only one company code. • More than one sales organization can be assigned to a company code. © 2008 by SAP AG. All rights reserved.

Sales Organization Distribution Channel Wholesale Retail Direct Distribution Channel • A Distribution Channel is the way sales materials reach the customer. • A distribution channel can be assigned (serve) to more than one sales organization. • Distribution Channels allow for different conditions such as minimum order quantities and pricing. © 2008 by SAP AG. All rights reserved.

Sales Organization Divisions Product Line 1 Product Line 2 Product Line 3 Division • Divisions are used to present product lines. • At least one division must be defined. • Divisions can be assigned to more than one sales organization. • Divisions restrict access to materials, so care should be exercised in defining divisions. © 2008 by SAP AG. All rights reserved.

Sales Organization 1 Distribution Channel 1 Distribution Channel 2 Division 1 Division 2 Division 1 Sales Area • A Sales Area is a valid combination of Sales organization, Distribution Channel and Division. • Customer Master Data and Sales Documents are linked to sales areas. • Simple organizational structures are usually preferred to complex ones. © 2008 by SAP AG. All rights reserved.

Shipping Point • A shipping point is a fixed location that carries out shipping activities. It may be a loading dock, a mail room or a shipping department. • One plant can have multiple shipping points. • A shipping point can serve multiple plants. • Lead times for determining delivery dates are associated with shipping points. © 2008 by SAP AG. All rights reserved.

Pre-Sales Activities • Includes Sales Support and Pre-sales Documents. • Sales Support • Allows for tracking of customer contacts • Includes management of sales visits, phone calls, letters and direct mailings. • Mailing lists can be generated based on specific customer characteristics. • Basically an Integrated Customer Relationship Management (CRM) system. • Pre-sales docuiments include inquiries and quotes. • Inquiries document customer requests for information (“how much is . . .”, “is the product in stock . . .”) • Quotes are binding documents to a customer offering a specific quantity of material at a specific price if accepted within a specific period. • Both Inquiries and Quotes can be used as a starting point to create a customer order. © 2008 by SAP AG. All rights reserved.

Sales Order Processing • Customers place orders with a customer service representative who create a document* with information on: • Customer • Material Ordered - material and quantity • Pricing conditions for each item • Schedule lines - delivery dates and quantities • Delivery Information • Billing information • Information is pulled from master data on customers and materials to minimize data entry errors. *Electronic Capture of a Business Event © 2008 by SAP AG. All rights reserved.

Inventory Sourcing • Inventory Sourcing determines: • If a product is available (availability check). • How the product will be supplied: • From stock on hand. • From production or purchase orders that should be available. • From make-to-order production. • Shipped from an external supplier. • Shipped from another plant or warehouse. © 2008 by SAP AG. All rights reserved.

Delivery • Delivery activities include: • Creating delivery documents • Creating transfer orders for material picking • Provide packing information (if required) • Goods issue (updating accounting and inventory data) © 2008 by SAP AG. All rights reserved.

Billing • A Billing Document is created by copying information for the sales order and delivery document into the billing document which is used to create the invoice. • Billing Documents automatically debit the customer’s accounts receivable account and credit the revenue account. • Postings may also be made to other accounts. © 2008 by SAP AG. All rights reserved.

Payment • Payment is the final step in the customer order management cycle. • Final payment includes: • Posting payments against invoices. • Reconciling differences, if necessary. • The Cycle may not always go as planned • material not in stock • defective material returned for credit, etc. • SAP has procedures to deal with these possibilities. © 2008 by SAP AG. All rights reserved.

Pre-Sales Pre-Sales Contact Inventory Sourcing Sales Order Processing Billing Delivery/ Transportation Inventory Sourcing Delivery/ Transportation Billing Sales Order Processing Inquiry Scheduling agreement Contract Quotation Production Planning Production Planning Order Materials Management Materials Management Sales Information System Sales Information System Delivery Goods issue Transfer Order Shipment Invoice Payment/ Accounting Payment/ Accounting Material Stock Account Accounts Receivable Order Management Process © 2008 by SAP AG. All rights reserved.

Delivery Invoice Order Accounting Document Flow of a Sales Order Order 900 . Delivery 50000672 . . WMS transfer order 100000828 . . GD goods issue: delivery 40000184 . . Invoice 90000376 . . . Accounting document 100000269 Document Flow • The sales order management process consists of a chain of steps. Each step in the process causes the creation of a document which can be used to track the progress of the sales order. All changes to documents (sales orders, delivery, etc.) creates a document to keep track of the changes. © 2008 by SAP AG. All rights reserved.

Customer Master Material Master Pricing Master Customer Master Material Master Pricing Master Master Data • Master Data is centrally stored (shared across application modules) and is processed to eliminate data redundancy. • When creating business transactions (like a sales order) the ERP system copies information from master data. • Three kinds of master data are critical to sales order processing: • Customer - Shared with FI/CO • Material - Shared with MM and PP • Pricing © 2008 by SAP AG. All rights reserved.

Customer Master Sold-to party 2540-00 Item Material Quantity 1 1400-500-00 30 2 1400-100-00 20 Material Master Creating an Order • When a sales order is created in ERP, data is copied from: • Customer Master • Material Master • Condition Records for Pricing • Tables in Configuration for shipping point and route. • Data can also be copied from an inquiry or quote. © 2008 by SAP AG. All rights reserved.

SP 1 SP 2 SP 3 Plant Shipping Point Route Customer Shipping Point and Route • The Shipping Point is the logical or physical location where deliveries are created and managed (see Organizational Elements). • The Route is the path that the delivery follows from the plant to the customer site. • Delivery dates are determined based on lead times associated with the shipping point (picking and packing time) and route (transportation lead times and transit times) © 2008 by SAP AG. All rights reserved.

Requested Delivery Date Material Availability Date Transportation Planning Date Goods issue date Loading Date Order Date Transit Time Loading Time The ERP system uses the longer of these two times in calculating delivery scheduling. Pick Pack and Stage Transportation Lead Time Stock Available: Backward Scheduling © 2008 by SAP AG. All rights reserved.

Confirmed Delivery Date New Material Availability Date Transportation Planning Date Goods issue date Loading Date Order Date Transit Time Loading Time The confirmed delivery date is derived by the ERP system using forward scheduling based on the new material availability date Pick Pack and Stage Transportation Lead Time Stock Unavailable: Forward Scheduling © 2008 by SAP AG. All rights reserved.

Complete Delivery Delivery Sales Order Partial Delivery Delivery Sales Order Delivery Delivery Order Combination Sales Order Delivery Sales Order Delivery • A delivery can be created for each sales order. • Sales orders may split into multiple deliveries (availability). • A delivery may combine a number of sales orders for efficiency. • Combined sales orders must have something in common like shipping point, delivery processing date, ship-to party or route. © 2008 by SAP AG. All rights reserved.

Invoice Split Invoice Delivery Sales Order Invoice Separate Invoice per delivery Sales Order Invoice Delivery Invoice Delivery Collective Invoice Delivery Sales Order Delivery Invoice Delivery Sales Order Billing • Invoice splits can be used to bill for different items like materials and services. • Collective invoices can be used to consolidate deliveries onto one invoice to minimize paperwork. © 2008 by SAP AG. All rights reserved.

Invoice 1 Acme Corp. 4325 Pay to $ Dollars First National Bank 2132 123123 54545 345 34 Invoice 2 Invoice 3 Invoice 4 Posting Payments • Customers may send one cheque to cover multiple invoices. They may also send cheques for less than the full amount due. SAP allows for partial payments to be applied to invoices. • Payment posting is performed by the accounts receivable department. © 2008 by SAP AG. All rights reserved.

Sales Order Process