Sales Order Processing for Prospect

1. Sales Order Processing for Prospect SAP Best Practices

2. Purpose, Benefits, and Key Process Steps • Purpose • This scenario describes the process of creating a sales order without having a customer master record for the prospect available at the beginning of the order process (create sales order with dummy customer) • Benefits • Sales order processing without the customer’s account number • Sales Order entry with material determination • Key Process Steps • Create sales order w/o having the customer’s account number • Create customer master record • Assign customer account number • Pick and ship items • Post goods issue • Billing • Create Excise Invoice

3. Required SAP Applications and Company Roles • Required SAP Applications • Enhancement package 5 for SAP ERP 6.0 • Key process flows covered • Sales Administrator • Warehouse Clerk • Billing Administrator • Excise Clerk

4. Detailed Process Description • Sales Order Processing for Prospect • In this scenario, you process sales order documents without having a customer master record for the propect available at the beginning of the order process. • A dummy customer is used when your sales order processors need to investigate an order for a prospect. The sales order can be saved but remains incomplete until a valid customer account number has been entered in the sales order. This function is particularly useful for companies that take phone orders. For example, a prospect calls and requests pricing and information on a catalog item. The order processor can build the entire order without needing an account number until the end. Then, your sales employee can ask the prospect for the data needed to create the customer master record (“Dear Madam/dear Sir, thank you for your order. To fulfill it, we now need some additional information from you. Please let me know your name, adress, …”). Once the customer’s account number has been created, it can be assigned to the sales order and replace the dummy customer entry. Then create Billing and Excise Invoice.

5. Detailed Process Description • Sales Order Processing for Prospect • In this scenario, you process sales order documents without having a customer master record for the propect available at the beginning of the order process. • A dummy customer is used when your sales order processors need to investigate an order for a prospect. The sales order can be saved but remains incomplete until a valid customer account number has been entered in the sales order. This function is particularly useful for companies that take phone orders. For example, a prospect calls and requests pricing and information on a catalog item. The order processor can build the entire order without needing an account number until the end. Then, your sales employee can ask the prospect for the data needed to create the customer master record (“Dear Madam/dear Sir, thank you for your order. To fulfill it, we now need some additional information from you. Please let me know your name, adress, …”). Once the customer’s account number has been created, it can be assigned to the sales order and replace the dummy customer entry. After post GI, generate EI, last step is creating Billing.

6. Process Flow Diagram Sales Order Processing for Prospect : Manufactory Event Daily Shipment Work list, enough Inventory new Customer Needs to Buy Product Customer Order Confirmation Delivery Note Bill of Lading Sales Administra- tor Sales Order Entry with dummy customer Change Sales Order Warehouse Clerk Pick List Delivery Due List Check Batches / Assign Serial Number (optional) Goods Issue Billing Administrator Billing Excise Clerk Excise Invoice Accounts Receivable Accountant Create Customer Master (155.18) (Optional) Sales: Period End Closing Operations (203) Accounts Receivable (157) End Process

7. Process Flow Diagram Sales Order Processing for Prospect : Depot Event Daily Shipment Work list, enough Inventory new Customer Needs to Buy Product Customer Order Confirmation Delivery Note Bill of Lading Sales Administra- tor Sales Order Entry with dummy customer Change Sales Order Warehouse Clerk Pick List Delivery Due List Check Batches / Assign Serial Number (optional) Goods Issue Billing Administrator Billing Excise Clerk Excise Invoice Accounts Receivable Accountant Create Customer Master (155.18) (Optional) Sales: Period End Closing Operations (203) Accounts Receivable (157) End Process

8. Diagram Connection Legend <Function> Hardcopy / Document External to SAP Financial Actuals Business Activity / Event Budget Planning Unit Process Manual Process Process Reference Existing Version / Data Sub-Process Reference Process Decision System Pass/Fail Decision