MODULE SALES & DISTRIBUTION

END USER TRAINING MANUAL

Table of Contents
1.1 Create Customer Master Record ............................................................................................................... 4
1.1.1 Creating Business Partner .................................................................................................................. 4
1.2 Pre-Sales Order Processing ....................................................................................................................... 7
1.2.1 Process Flow for Export Sales ............................................................................................................ 7
1.2.1.1 Step 1: Creating a Quotation ...................................................................................................... 7
............................................................................................................................................................ 10
1.2.1.2 Step 2: Creating a Contract with reference ............................................................................... 10
1.2.1.3 Step 3: Creating a Sales Order with reference ........................................................................... 12
1.2.1.4 Step 4: Creating Outbound Delivery with order reference ......................................................... 14
1.2.1.5 Step 5: Post Goods Issue (PGI) .................................................................................................. 15
1.2.1.6 Step 6: Create Billing Document ............................................................................................... 15
1.2.1.7 Step 7: Change Billing Document ............................................................................................. 16
1.2.2 Process Flow for Local Commercial Sales ......................................................................................... 16
1.2.2.1 Step 1: Creating a Contract ...................................................................................................... 16
1.2.2.2 Step 2: Splitting the Contract Quantity .................................................................................... 18
1.2.2.3 Step 3: DO Printing ................................................................................................................... 20
1.2.2.5 Step 5: Creating Outbound Delivery with order reference ......................................................... 21
1.2.2.6 Step 6: Creating Shipment ........................................................................................................ 22
1.2.2.7 Step 7: Transaction ZSHIP for Fleet Information (Vela, Packing Plant & Weighbridge) .............. 23
1.2.2.8 Step 08: Post Goods Issue (PGI) ................................................................................................ 26
1.2.2.09 Step 09: Create Billing Document ........................................................................................... 26
1.2.2.10 Step 10: Change Billing Document ......................................................................................... 27
1.2.3 Process Flow for Local Institutional Sales ........................................................................................ 27
1.2.3.1 Step 1: Creating a Contract ...................................................................................................... 27
1.2.3.2 Step 2: Splitting the Contract Quantity .................................................................................... 29
1.2.3.4 Step 4: Line Switching .............................................................................................................. 31
1.2.3.5 Step 5: Creating Outbound Delivery with order reference ......................................................... 32
1.2.3.6 Step 6: Creating Shipment ........................................................................................................ 32
1.2.3.7 Step 7: Transaction ZSHIP for Fleet Information (Vela, Packing Plant & Weighbridge) .............. 33
1.2.3.8 Step 08: Post Goods Issue (PGI) ................................................................................................ 38
1.2.3.9 Step 09: Create Billing Document ............................................................................................. 38
1.2.3.10 Step 10: Change Billing Document ......................................................................................... 38
1.3 Sales Reversal/Diversion Procedure .............................................................................................................................. 39
1.4 Reports.................................................................................................................................................................................. 41
1.1 Create Customer Master Record
The customer master data contains the information about business transaction and how
transactions are recorded and executed by the system. A Master contains the information about
the customers that an organization uses to do business with them.

1.1.1 Creating Business Partner

To create a customer master data, you need to execute Transaction Code BP.

Select Business Partner from Upper left corner and select create option.

Now choose the role in which you want to create the Business partner (In our case FI & SD
Customer).
The customer master data has the following key sections:
General Data
Company Code Data
Sales & Distribution
Credit Segment Data and
Relationships

On the General Data screen, fill in the required fields such Title, Name, Address on different tabs
Address, Address Over view, Identification, Payments Terms etc.
Field Name Purpose
General Data
Title
Name Unique customer name
Street House No Customers address and physical location of customer
Country Customers Country of operations
Search Term To search customer name
Country Define Country
Customer Telephone Number Customers contact number
Customer Fax Number Customers facsimile number
Customer Mobile Number Customers mobile number
Customer Email Customers email address
CNIC Customers Computerized National Identity Card Number
NTN Customers National Tax Number
Now select the Company Code screen and provide fields like company code, Reconciliation Account
etc. on the Customer: Account Management tab and Payment Terms on the Customer: Payment
Transactions tab.

Field Name Purpose

Company Code Data
Reconciliation Account Reconciliation account in G/L that is updated on postings for invoice
Terms of Payment Key for defining payment terms
Payment Methods Mode of payment in which customer pays

Now select the Sales & Distribution screen and provide fields like Sales Org., Distribution Channel,
and Division etc. on the Sales Area section and fill in the details on tabs such as Order, Shipping,
and Billing etc.

Field Name Purpose

Sales & Distribution Area
Delivering Plant Location from where the stock is issued to the customer
Rebate Whether the customer is relevant for rebate
Sales District A geographical sales district
Sales Office Define the zone for the customer
Sales Group Sub part of Sales Office
Customer Group Whether customer belongs to distributor, dealer etc sector.
Currency Define Currency for Sales Order Processing
Terms of Payment Key for defining payment terms
Output Tax Classification Identification for customers tax liability
Apart from the above mentioned fields, there are other standard fields maintained in the customer
master for recording and maintaining additional details for any customer. However, while creating
customer master; if the mandatory fields are not filled with the relevant data then the system will
prompt the user with appropriate alert messages.
Next is to click on the Save icon at the top and you will get a confirmation that the Business
Partner has been created.

1.2 Pre-Sales Order Processing

Pre-sales activities are classified as activities that take place before a product is sold to the
customer.
Below listed are the different scenarios relating to Export, Local Commercial Sales & Local
institutional Sales.

1.2.1 Process Flow for Export Sales

1.2.1.1 Step 1: Creating a Quotation

A quotation is a legal document to the customer for delivery of goods and services. While creating
a Quotation in SAP, the system automatically determines the following and hence reduces the
chances of human error.

Standard Pricing
Shipping Point
Delivering Plant

Different T-Codes
VA21 Create Quotation
VA22 Change Quotation
VA23 Display/Search Quotation
Execute Transaction code VA21 in order to create a Quotation. Enter the Sales Organization,
Distribution Channel, and Division and then you can enter the Quotation Type ZEPI (Export
Proforma Invoice) and save the record.

A new window will open. Enter the following details:

Enter Partner Function, Sold-To-Party, Ship-To-Party

Enter Purchase Order #
Enter Valid from and Valid to Date
Enter Material & Quantity of material

Now double click on the item to provide details pertaining to Shipping, Billing Documents and add
condition types by selecting the condition tabs for the Net price to be calculated accordingly.
Now select the Header Section and traverse to the Proforma Invoice tab and provide the relevant
details to get the print out of the Proforma Invoice for approval and to be sent to the customer. If
the mandatory fields are not filled with the relevant data then the system will prompt the user
with appropriate alert messages.

After this, click save. A Message will be displayed that Quotation has been saved. If the mandatory
fields are not filled with the relevant data then the system will prompt the user with appropriate
alert messages.
1.2.1.2 Step 2: Creating a Contract with reference
Contracts are customer agreements that display when sales materials are sold within a certain time
period. The customer contracts can be created for a certain quantity of a material.

Different T-Codes
VA41 Create Contract
VA42 Change Contract
VA43 Display/Search Contract

Execute transaction code VA41 to create contract. Enter the Sales Organization, Distribution
Channel, and Division and then you can enter the Contract Type ZQCE (Export Contract) and click
Create with reference button on the upper left corner of the screen.

A new window will open, then enter the Quotation number and click Copy. It will fetch all the
details from that Quotation document.
The user will enter following information in the contract creation screen:

Customer purchase order number for this document (optional)

Validity period in the Valid from and Valid to fields
Target quantities for the materials. (The target quantity is the projected total quantity for
the material in the contract)

(1) Target Quantity could

be altered as per the
requirement
The user will then save the contract and system will assign an internally generated number to it. User
can get the print out of the Contract and it can be sent to the customer. If the mandatory fields are
not filled with the relevant data then the system will prompt the user with appropriate alert
messages.

1.2.1.3 Step 3: Creating a Sales Order with reference

A Sales order is a request made by a customer to the company for delivery of some defined
quantity of goods or a service in a specific time period.
Different T-Codes
VA01 Create Sales Order
VA02 Change Sales Order
VA03 Display/Search Sales Order

Execute transaction code VA01 to create Sales Order. Enter the Sales Organization, Distribution
Channel, and Division and then you can enter the Order Type ZEXP (Export Order) and click Create
with reference button on the upper left corner of the screen.
Once you click on Create with Reference, a new window will open. Enter the Contract number and
click on Copy all the required information for sales order creation will be copied from the preceding
document.

You will have the option to change the quantity in the sales order screen or add additional material
other than mentioned in the preceding sales document.

The user then save the sales order an internal number will be assigned to the sales order. If the
mandatory fields are not filled with the relevant data then the system will prompt the user with
appropriate alert messages.

Option for Rejection of Sales Order exists where you can enter a reason for rejection for one or
more items. These items are then not copied into the subsequent documents. If you reject an item
in a sales document, the system automatically cancels any materials planning requirements (MRP)
previously generated for the item. User will have following options available while rejecting a sales
order
Rejecting all items
Rejecting Individual Items
Rejecting individual item with different reasons of rejection
1.2.1.4 Step 4: Creating Outbound Delivery with order reference
Execute transaction VL01N and provide the fields below listed:

Shipping point
Selection date and

In the header data section user can alter the delivery quantity as well as has to define the storage location
on the picking tab.
The user will then save the transaction and system will assign an internally generated Outbound
Delivery number.

1.2.1.5 Step 5: Post Goods Issue (PGI)

Execute transaction VL02N and provide the Outbound delivery No and press the Post Goods Issue Button
and save the transaction. Once the button is pressed the option is disabled upon re-querying the record.

1.2.1.6 Step 6: Create Billing Document

Execute transaction code VF01 and provide the fields below listed:
 Billing Type
Billing date
Sales Document No

1.2.1.7 Step 7: Change Billing Document

Execute transaction code VF02 and provide the billing Document No and press search button. Once the
record has been fetched press the Release to Accounting (Shift+F4) and exit the transaction.

1.2.2 Process Flow for Local Commercial Sales

1.2.2.1 Step 1: Creating a Contract

Contracts are customer agreements that display when sales materials are sold within a certain time
period. The customer contracts can be created for a certain quantity of a material.
Different T-Codes
VA41 Create Contract
VA42 Change Contract
VA43 Display/Search Contract
Execute transaction code VA41 to create contract. Enter the Sales Organization, Distribution
Channel, and Division and then you can enter the Contract Type ZQCC (Commercial Contract) and
save.

The user will enter following information in the contract creation screen:

Sold-to-party & ship-to-party fields

Customer purchase order number for this document (optional)
Validity period in the Valid from and Valid to fields
Material
Target quantities for the materials. (The target quantity is the projected total quantity for
the material in the contract)

Now select the Header Data, details pertaining to Shipping, Billing Documents and condition types
will be pre-populated based on the master data and auto calculated Net price will be displayed.
The user will then save the contract and system will assign an internally generated number to it. User
can get the print out of the Contract and it can be sent to the customer. If the mandatory fields are
not filled with the relevant data then the system will prompt the user with appropriate alert
messages.

1.2.2.2 Step 2: Splitting the Contract Quantity

Execute truncation code ZQST Quantity Splitting Tool in order to make denominations of the contract
quantity. On the ZQST screen, enter the contract number required to split and press the splitter button

The user would be allowed to input the quantity to split as well as the no. of order in which the quantity is
to be splitted and save the transaction.
Now select the List Splitted Orders option to view the splitted Contract. Provide the report parameters such
as Contract number and execute. The Splitting Tool will break the contact quantity in to orders with
quantity breakup as specified earlier.
1.2.2.3 Step 3: DO Printing
Execute Transaction ZSD_DO_PRINT in order to Print DO(s) by providing the sales document no(s) as input
for the generation of DO Print.
Select the output device and select the print preview option to display the DO.

1.2.2.4 Step 4: Line Switching

Execute transaction code ZSD_CHANGE_SO_FG in order to input/change sales order production line. New
window will open, input the Sales Order number and press the details button.
Now select the production line from the drop down, press the check button to validate the line and save the
transaction.

1.2.2.5 Step 5: Creating Outbound Delivery with order reference

Execute transaction VL01N and provide the fields below listed:

Shipping point
Selection date and
Sales Document Number

In the header data section user can alter the delivery quantity as well as has to define the storage location
on the picking tab.
The user will then save the transaction and system will assign an internally generated Outbound
Delivery number.

1.2.2.6 Step 6: Creating Shipment

Execute transaction code VT01N and input the below listed fields:

Transport planning point

Shipment type (In our case Local Shipment)

Press the Select Deliveries button, a new window will be opened. Provide the Outbound Delivery number
generated in the preceding step and execute. The screen will list done the shipment & delivery details.

The user will then save the transaction and system will assign an internally generated Shipment
number.
1.2.2.7 Step 7: Transaction ZSHIP for Fleet Information (Vela, Packing Plant &
Weighbridge)
Execute transaction code ZSHIP and input the Shipment No generated in the preceding step. User
can edit the shipment order by pressing the edit button and provide the relevant details such as
Forwarding Agent, Shipment Route etc. The edit button is also enabled if any changes are required

Step 01 Assign Vehicle to Vela: Select create button and press the Generate Token No and generate
the Token No. Fill the necessary details such as Trip No, Driver Name, Bilty No, Bilty date, Vehicle
No, Vehicle Capacity & Packer etc. and press save button. After the record has been saved the edit
button is enabled if any changes are required whereas print option also exists for the Print out of
Vela.
Step 02 Record Initial Weight: Select create button and on the Initial Weight section select the
First WB No. and press Get Initial Weight button. The weight will be fetched from the load cell in
Kgs and MT(s). Press the save button to record the initial weight. After saving record the edit
button is enabled if any changes are required whereas print option also exists for the Print out of
First Weight.

Step 03 Report to Packing: Select create button and press the Generate Packing Sequence to report
the vehicle to packing plant and save the record.
Step 04 Execute Packing: Select create button and provide the stacking details of the total
shipment quantity and press save to complete the packing details. After saving record the edit
button is enabled if any changes are required whereas print option also exists for the Print out of
Tally Sheet with stacking details.

Step 05 Record Final Weight: Select create button and on the Final Weight section select the
Second WB No. and press Get Final Weight button. The weight will be fetched from the load cell in
Kgs and MT(s) and subtracting from the initial weight the Net weight of the shipment would be
displayed. Press the save button to record the final weight. The edit button is enabled if any
changes are required whereas print option also exists for the Print out of Second Weight.
Step 06 Gate-Out Acknowledgement:
Select the create option and view the details whereas the print option is available to print the
Gate-Out Acknowledgement (Weighment Slip).

1.2.2.8 Step 08: Post Goods Issue (PGI)

Execute transaction VL02N and provide Sales Document Number. Press the Post Goods Issue Button and
save the transaction. Once the button is pressed the option is disabled upon requiring the record.

1.2.2.09 Step 09: Create Billing Document

Execute transaction code VF01 and provide the fields below listed and save.

Billing Type
Billing date
1.2.2.10 Step 10: Change Billing Document
Execute transaction code VF02 and provide the billing Document No and press search button. Once the
record has been fetched press the Release to Accounting (Shift+F4) and exit the transaction.

1.2.3 Process Flow for Local Institutional Sales

1.2.3.1 Step 1: Creating a Contract

Contracts are customer agreements that display when sales materials are sold within a certain time
period. The customer contracts can be created for a certain quantity of a material.
Different T-Codes
VA41 Create Contract
VA42 Change Contract
VA43 Display/Search Contract

Execute transaction code VA41 to create contract. Enter the Sales Organization, Distribution
Channel, and Division and then you can enter the Contract Type ZQCI (Institution Contract) and
save.
The user will enter following information in the contract creation screen:

Sold-to-party & ship-to-party fields

Customer purchase order number for this document (optional)
Validity period in the Valid from and Valid to fields
Material
Target quantities for the materials. (The target quantity is the projected total quantity for
the material in the contract)

Now select the Header Data, details pertaining to Shipping, Billing Documents and condition types
will be pre-populated based on the master data and auto calculated Net price will be displayed.
The user will then save the contract and system will assign an internally generated number to it. User
can get the print out of the Contract and it can be sent to the customer. If the mandatory fields are
not filled with the relevant data then the system will prompt the user with appropriate alert
messages.

1.2.3.2 Step 2: Splitting the Contract Quantity

Execute truncation code ZQST Quantity Splitting Tool in order to make denominations of the contract
quantity. On the ZQST screen, enter the contract number required to split and press the splitter button
The user would be allowed to input the quantity to split as well as the no. of order in which the quantity is
to be splitted and save the transaction. Now select the List Splitted Orders option to view the splitted
Contract. Provide the report parameters such as Contract number and execute. The Splitting Tool will break
the contact quantity in to orders with quantity breakup as specified earlier.

1.2.3.3 Step 3: DO Printing

Execute Transaction ZSD_DO_PRINT in order to Print DO(s) by providing the sales document no as input.
Select the output device and select the print preview option to display the DO.
1.2.3.4 Step 4: Line Switching
Execute transaction code ZSD_CHANGE_SO_FG in order to input/change sales order production line. New
window will open, input the Sales Order number and press the details button. Now select the production
line from the drop down, press the check button to validate the line and save the transaction.
1.2.3.5 Step 5: Creating Outbound Delivery with order reference
Execute transaction VL01N and provide the below listed:

Shipping point
Selection date and
Sales Document Number

In the header data section user can alter the delivery quantity as well as defines the storage location on the
picking tab. The user will then save the transaction and system will assign an internally generated
Outbound Delivery number.

1.2.3.6 Step 6: Creating Shipment

Execute transaction code VT01N and input the below listed fields:

Transport planning point

Shipment type (In our case Local Shipment)
Press the Select Deliveries button, a new window will be opened. Provide the Outbound Delivery number
generated in the preceding step and execute. The screen will list done the shipment & delivery details. The
user will then save the transaction and system will assign an internally generated Shipment number.

1.2.3.7 Step 7: Transaction ZSHIP for Fleet Information (Vela, Packing Plant &
Weighbridge)
Execute transaction code ZSHIP and input the Shipment No generated in the preceding step. User
can edit the shipment order by pressing the edit button and provide the relevant details such as
Forwarding Agent, Shipment Route etc. After saving the record the edit button is also enabled if
any changes are required.
Step 01 Assign Vehicle to Vela: Select create button and press Generate Token No in order to
generate the Token No. Fill the necessary details such as Trip No, Driver Name, Bilty No, Bilty date,
Vehicle No, Vehicle Capacity & Packer etc. and press save. After saving the record the edit button is
enabled if any changes are required whereas print option also exists for the Print out of Vela.
Step 02 Record Initial Weight: Select create button and on the Initial Weight section select the
First WB No. and press Get Initial Weight button. The weight will be fetched from the load cell in
Kgs and MT(s). Press the save button to record the initial weight. The edit button is enabled if any
changes are required whereas print option also exists for the Print out of First Weight.
Step 03 Report to Packing: Select create button and press the Generate Packing Sequence to report
the vehicle to packing plant and save the record.

Step 04 Execute Packing: Select create button and provide the stacking details of the total
shipment quantity and press save to complete the stacking. After saving the record edit button is
enabled if any changes are required whereas print option also exists for the Print out of Tally Sheet
with stacking details.
Step 05 Record Final Weight: Select create button and on the Final Weight section select the
Second WB No. and press Get Final Weight button. The weight will be fetched from the load cell in
Kgs and MT(s) and subtracting from the initial weight the Net weight of the shipment would be
displayed. Press the save button to record the final weight. The edit button is enabled if any
changes are required whereas print option also exists for the Print out of Second Weight.

Step 06 Gate-Out Acknowledgement:

Select the create option and view the details whereas the print option is available to print the
Gate-Out Acknowledgement (Weighment Slip).
1.2.3.8 Step 08: Post Goods Issue (PGI)
Execute transaction VL02N and provide outbound delivery no and Press Post Goods Issue Button. Once the
button is pressed the option is disabled upon requiring the record.

1.2.3.9 Step 09: Create Billing Document

Execute transaction code VF01 and provide the fields below listed and save the transaction:

Billing Type
Billing date

1.2.3.10 Step 10: Change Billing Document

Execute transaction code VF02 and provide the billing Document No and press search button. Once the
record has been fetched press the Release to Accounting (Shift+F4) and exit the transaction.
1.3 Sales Reversal/Diversion Procedure
In case consignee / sold to party / ship to party has refused to receive the good / delivery,
reversal/diversion process is initiated. User will cancel the invoice, reverse the goods movement and
close the sales order by assigning the appropriate reason of rejection.

Step 01: Create Return Order

Execute transition VA01 and select the Order Type ZRES (Return Order) and press enter

A new window will open, Enter field Sold-to-party and press enter. The system then prompt the user to
enter the Order reason.

On the Item details section, select the item and the quantity to be returned/diverted as well as provide
incoterms on the Billing Document tab and save.
Step 02: Create Outbound Delivery
Execute transaction VL01N, and provide the Shipping point & Return order no and press enter.

A new window will open, provide the storage location on the picking tab and press the Post Good
Receipt button and save the record.

Step 03: Create Billing Document

Execute transaction VF01 and provide the Return order no and press execute.

A new window will open view the details and press save.
Step 04: Change Billing Document
Execute transaction VF02 and press the Business Item button. A new window will open, view the
details and press save.

1.4 Reports
Execute Transaction code SAP1 to list all the standard reports in one place.