Sales Document Types

Structure of a sales document: The entire data in the sales document lies at 3 levels. They are header data,
item data and schedule line data.

Header Level (Table VBAK) : Any information which is applicable for the entire document is called header data.
For example, sold-to-party, ship-to-party, document currency, shipping conditions, unloading point, sales office,
sales group, Inco terms, payment terms etc.

Item data (VBAP): Still each item in the document will be having its own related information called item data.
For example, material code, description, order quantity, unit of measure, plant, weight, ship-to party etc. Even
though the data is copied from header to item, if required it can be changed at item level. But those are specific
to that particular line item only for which they have been made.

Schedule line data (VBEP) : It always gives the information about the delivery dates and corresponding
confirmed qualities. Depending on the availability of the material, each item in the sales document will have one
or more schedule line.

Origin of data into sales document: During the sales document processing the system automatically retrieves the
data at all the 3 levels in the following way.

1. Header level: At this level the system retrieves the data from customer master record. When we enter
sold-to-party in the sales document then the system go to the corresponding master data of that sold-
to-party and check whether all the partners are same or they differ. If all the partners are same, the
system retrieves the entire data from the sold-to-party record itself. If the partners differ, the system
retrieves the different details from different master records. For example, certain details like sales
area, sales office, sales group, currency, shipping conditions etc. will be copied from sold-to-party record,
certain details like unloading point, receiving point etc will be copied from ship-to-party record and
certain other details like Inco terms, payment terms etc will be copied from payer record.

2. Item level: At this level the system determines the data in different ways as described below. Certain
information like material description, unit of measure, weight, material group etc. will be determined from
the corresponding material master record and certain other details like payment terms, Inco terms,
unloading point etc are copied from header data. The pricing information of the material will be
determined from conditions master data.

For each item the system determines the plant from one of the following master records by searching in
the sequence in which they are specified.

Customer material information record.

Customer master record.

Material master record.

3. Schedule line level: At this level the system proposes the delivery dates and the corresponding confirmed
dates and the corresponding quantities by checking the availability of the material and also by considering
different lead times.
Question:- From where Item determine plant in sales order ?

Answer:- System determines the plant from following master records by searching in the sequence in which they
are specified.

Customer material information record.

Customer master record.

Material master record.

Question:- From where the incoterms(Buisness data) are copied for the sales order ?

Answer: From ship to party.

Note: We can have business data (VBKD) which can exist both at header level as well as item level this header
business data applies to all the items on the sales order. You can change the incoterms at header level and the
change will apply to all the items. You can also change the incoterms for one of the order items. This change
applies only to that item. So we have item business data. The header business data no longer applies to that item.
Future changes to the header incoterms do not apply to the order item incoterms.

Basics of sales order process

A sales order is a contractual agreement between a sales organization and a customer (Sold-to Party) for the
supply of services or products over a specific period of time and in certain quantities.

A sales order gets the master data from the customer master record and the material master record for a
specific sales area. This data is manipulated into context according to the sales document type, item category,
and schedule line category.

The sales order can be created with a reference to a preceding document (for example, a quotation), in which
case the data from the preceding document is copied into the new document.

For example :- Data from quotation copied into the sales document and similarly data from sales order copied
into the delivery doc and data from delivery document copied into the billing document.

Note : Integration with other modules can happen throughout the process. For example, an interface with
warehouse management could happen during the delivery processing.

Number ranges
Each document is numbered in sap system , it is used to assign a number to master data such as customer master
data , material master data , sales document etc.

There are two types of number range

Internal The system automatically proposes the number range and the next available number to be used.

External The system allows the user to specify a number that has not already been used and is within the
number range for the object.

Menu Path SAP Customizing Implementation Guide | Sales and Distribution | Master Data | Item Proposal |
Define Number Ranges for Item Proposals [OVZA] or [VN01] etc.
Define number range with a large interval so it can be shared by numerous document types, so that it can
number many document types.

Number ranges are manually transported through clients (for example, a development environment or the quality
or production environment.)

Note: When transporting the number range interval, the intervals you have in the client you are exporting into
will be deleted first, then the number range and assigned status will be created in the new client.

For example: In client 001 you have a number range from 0000001 to 9999999. The current number is 000084.
In client 002, you have the same number range, but the current number is 0003429. These represent records in
the database. Now you transport from 001 to 002. Your new starting number is 0000084 in client 002. When you
try and save the record, the system assigns 0000085 to the document. But document 0000085 already exists in
the database. The transaction terminates with an error and the data is not saved.

Question :- Why to create number range individually in each client rather than transporting ?

Answer: Because if you transport the number ranges, you could cause a problem with duplicate entries in the
database. If this situation happens, the SAP program will abort and the data will not be saved.

Item proposal (Product Proposal).

An item proposal is a list of materials and order quantities that are regularly ordered together by a customer.
They are sales-areaspecific and can be referenced when creating the sales order. Each time a sales order is
created and the item proposal referenced, the system automatically copies the item proposal from which to
select materials and quantities. This can greatly speed up order entry time by the sales people.

Menu Path SAP Customizing Implementation Guide | Sales and Distribution | Master Data | Item Proposal |
Define Item Proposal Types [VOV8]

A bill of material (BOM) is a record linked to a material that details the individual components that make up the
material. For example, a computer may have a BOM that consists of screen, keyboard, and processor. When you
enter the computer material in the order, SAP will explode the BOM and enter the individual items instead.

Question: What is the difference between item proposal and dynamic item proposal ?

Answer: In item proposal when u enter the details in the sales document you have to click on propose items to
get the list the customer regularly purchases.
While in dynamic product proposal once you specify the sold to party and press enter , system automatically
gives you the list of the materials the customer regularly purchases.

Question: What is the difference between item proposal and BOM ?

Answer:

Question: Can we define bill of material in item proposal?

Answer: Yes , we can define but it is NOT possible to explode, or configure a bill of material in an item proposal.
You can only carry this out when you are copying it into a sales order. If you want to create an item proposal for
a bill of material, enter the header material without the component. When the item proposal is transferred to
the sales document, the bill of material is then exploded or configured. Make sure that an item category is
determined in the sales order that allow bill of material explosion or configuration. This is controlled in
Customizing for the item category in the Structure scope field.

Controlling the data in the sales document:

The data that existsat all the 3 levels in thesales document has to be controlled as per the business
requirements of the client. For this we have the following controlling parameters in the sales document.

1. Sales document type: The data at header level is controlled by sales document type.

2. Item category: In a sales document we can process different items like standard items, third party items,
BOM items etc. Depending on the item the data at item level has to be changed. For this we have the controlling
parameter item category.

3. Schedule line category: The data at schedule line level which provides the information about the delivery
dates and the corresponding confirmed quantities is controlled by schedule line category.

SALES DOCUMENT TYPES

In a business process we have different sales transactions like inquiries, quotation, sales order, returns order,
agreement etc. Each sales transaction has its own purpose and usage. For example, the sales transaction
quotation is not relevant for shipping and billing whereas the other sales transaction sales order is relevant for
both shipping and billing.

For each sales transaction we create a corresponding sales document in the SAP system. While creating the
sales document we have to specify the sales transaction for which that sales document is created. This is
controlled by sales document type which is the representation of sales transactions in the SAP system. Each
sales document is processed by using a sales document type which helps the system in further processing of that
document. The no. of sales document types that we need to define depends on the business requirements of the
client.

MENU Path: SPRO sales and distribution-> sales-> sales documents sales document header-> define sales
document type.

Example-> Inquiry(IN) , Quotation(QT) ,Sales order(OR) , Cash sales(CS), Rush order(RS), Returns(RE) , Credit
memo request(CR) , Debit memo request(DR), Scheduling agreement(DS).

Functionality of sales document type:

1. Document category: Specifies the classification for different types of documents that we process in
sales and distribution system. i.e., the document category specifies whether that document is
representing inquiry or quotation or sales order or returns order etc. The document category determine
show the system stores and keeps a track of the document data.
Example:
* A for inquiry.
* B for quotation.
 * C for order.

2. Sales document block: By using field we can block a sales document type, so that the users cannot
process the sales process by using that document type. If a sales document type is blocked, we cannot create
new sales document of that document type. But those documents that have been already created before setting
the block can be changed or displayed.

Number Systems

1. Number range internal/external assignment: Specifies the no. ranges that either the system (if it is
internal) or the user (if it is external) uses forgiving nos for sales documents when they are saved.
Defining no. ranges for sales documents:
Path:SPRO salesand distribution sales sales documents sales document header define no. ranges for sales
documents.
Select the button change interval and create the required the no. ranges.
2. Item no. increment: Specifies the value by which the item nos in the sales document increases when the
system automatically generates item nos for the materials. If required the user can manually enter item
no. for the material in the sales document.
3. Sub-item increment: Specifies the value by which the sub-item no. is incremented in the sales document.
If we leave this field blank, the sub item no. willbe incremented by a value by which the main item no. is
incremented.

General Control

1. Reference mandatory: Specifies whether the sales document must be created with reference to
another document. If it has to be created with reference, we shall also specify with reference to
which document it has to be created.
2. Item division: If we check this field, the division at item level in the sales document will be determined
from the corresponding material master record. Otherwise the division entered at header level will be
copied by default to all the items in the document.
3. Check division: Specifies whether the system reacts with message or warning or error message if the
division at item level in sales document differs from the division at header level. If the business
requirement is to restrict selected customers from placing orders from certain divisions, we shall get
error in the sales document if the item division deviates from header division.
4. Probability: Specifies the percentage of order quantity that can be transferred to inventory
management for material requirements planning. If required we can maintain different order
probabilities for different customers in the corresponding customer master data on the sales tab page
under the sales area data view. Document probability is mainly used for quotations and orders.
 Customers who place quotations may place a fixed order 80 percent of the time. This means that the
quote document probability is 80 percent.
5. Read info. Record: When we enter the customer material no.in the sales document, the system
automatically determines the original material no. For this we have to check this field in the definition
of the corresponding sales document type.
6. Material entry type: useful for sales from catalogue- retail/internet sales. Through this field u can
control how u r going to enter the material in the sales order. if u put blank u can be able to enter
material number in the sales order.
If u enter A u will need to enter material order no. and product catalog determination u will not be
able to enter material no. in particular sales order.
If u enter B u will be able to enter material no. and product catalog determination in sales order.

7. Check credit limit: Specifies whether the system carries out the credit limit check during the sales
document processing. It is not required to carry out the credit limit check for certain sales document
type like IN, QT , RE , CS. But it is always a best practice to carry out a credit limit check for the
sales document types like OR and RO.
8. Credit group: Specifies which transaction has to be blocked for processing if the credit limits are
exceeded . The standard credit group to block the sales order if the credit limits are exceeded is 01.
The document credit group enables you to combine different sales document types for the purposes of
credit management.
9. Output application: The application specifies for which transactions the output has to be issued for all
the sales transactions the output application is V1.
10. Check purchase order no.: Specifies how the system reacts if the PO no. entered in a sales document
already exists for another document.
Note: If multiple documents have same PO no. the system reacts with a warning message or no
message. If the requirement is to get error message, this enhancement is to be done by the ABAPER
by using user exits.
11. Enter PO Number: Enter PO no.: If we check this field, the sales document no. will be automatically
determined as PO no. if that sales document is saved without PO no.
12. Commitment date: Key that controls how the commitment quantities should be calculated per sales
document type.

You can set the following calculation rules:

A: Consider agreed delivery time

Here, all required schedule lines are committed for the date that lies at the agreed distance from the
delivery time, according to the date on which the order was placed. If the customer requests a later
date, this can be confirmed. The confirmation does not affect the calculation. If you do not enter a
delivery time, the system does not calculate a committed quantity.
 B: First confirmation date
The committed quantity is calculated according to the first confirmed quantities. If a delivery time
exists for the item, the system takes it into account, as in calculation rule A, and confirms the earlier
date. The commitment date is recalculated if the material, quantity, first date, or delivery time change.
The quantities confirmed then are valid once the document has been saved.

C: First confirmation date

Rule C is the same as calculation rule B but for new items. If you save a document again but the system
can confirm more for the customer, the more favorable situation will be saved as the commitment. As in
rule B, the commitment date will be recalculated if changes are made to the material, quantity, requested
delivery date, or delivery time.

No entry
Commitment dates are not calculated or displayed

13. Screen sequence group: Specifies which are to be displayed during the sales document processing .The
screen sequence group is a standard value given by SAP which controls the set of information that has
to be displayed while creating the sales document.

Example:

AG for inquiry and quotation.

AU for sales order.

RE for returns.

14. Incompletion procedure: The incompletion procedure specifies which fields are mandatory in the sales
document.
15. Transaction group: Specifies a grouping that allows you to control certain characteristics of a
transaction according to sales document types. The transaction group controls which sales document
types shall be processed with which transaction codes.

Example:

0 for orders. 1for inquiry. 2 for quotation. If a sales document type has the transaction group
0,it shall be processed with the transaction code VA01, if the transaction group is 1 it shall be
processed with VA11, if the transaction group is 2 it shall be processed with VA21 etc.

Note: The transaction group that you enter in table T180 (Next screen processing), must agree with
the group that you enter in table TVAK (sales document types). If you leave the field blank in table
TVAK, then the system does not check the transaction group.
16. Document pricing procedure: It enables the system to automatically determine a corresponding pricing
procedure depending on the document type during sales document processing.

17. Display Range: The display range determines what items in the sales order are displayedfor example,
all items or only header items for a BOM.
18. F-code for overview screen: The function code for overview screens is the function code that
determines what data and layout you see in the sales orderfor example, item overview or item detail.
19. Qutation message : If you want to receive a message informing you that open quotations exist when
you create a sales document. Depending on the indicator you select, the system searches for open
quotations in the sales document either at the header level for the customer or at item level for the
material.

The following indicators must be set:

No indicator: do not check

A: check at header level

B: check at item level

C: check at header level and copy if unique

D: check at item level and copy if unique

E: check at header level and branch directly to selection list

F: check at item level and branch directly to selection list

Indicator C & D If there is exactly one reference document at item or header level, this is copied
directly into the sales document you are about to create.

Indicator E & F If there are several reference documents at item or header level, the system does not
call up a dialog box but instead branches directly into a selection list containing the reference
documents, where you can choose the required document. If there is only one reference document, it is
copied directly as above.

20. Outline agreement message : Set an indicator here if you want to receive a message informing you of
open contracts when you create a sales document.
You can set a supplementary indicator here if you would like to refer to additional contracts when you
create the document.
Example:
 Indicator 'A'
In addition to the contracts the system has found, it also selects all the contracts in which the sold-to
party is stored as a partner authorized to release.
Indicator 'B'
In addition to the contracts the system has found, it also selects all the contracts in which the sold-to
party is authorized to release according to the customer hierarchy.

Regardless of the indicator you choose, the system searches for contracts at header level using the customer.

21. Status profile : It is used to assign status profile to the particular document type. It is also assigned
at Item level.
22. Message master contract: Field which check for existing master contract during contract creation.

Set indicator A in this field if you want this check to be performed for a contract of this sales
document type. When you create a contract, a dialog box appears if master contracts exist for the
sold-to party you enter. You can branch from the dialog box to a list of the master contracts. You can
then select a suitable master contract to link your contract to.

Set indicator B if, when the check determines only one suitable master contract exists, you want this
master contract to be copied.

Set indicator C if you want to branch directly the list of suitable contracts after the check has been
performed.

23. Product attribute messages : With product attribute messages, the system can error or warn to check
manually entered products for the attributes to see if the Ship To party accepts them. In the case of
automatic material entry, such as material determination, this check is ignored.
24. Incomplete message: With the incomplete messages indicator blank, the system will inform you at the
time of saving that the document is incomplete. However, you will still be able to save the document.
25. Alternative sales document types: Alternative sales document type that can be selected during
document processing. During sales document processing you can switch to one of the sales document
types specified here.
Only the document types that have passed these checks can be used as alternative document types.
For example : the sale document must not be blocked , no indicator should be set , setting in item
division field must agree.
 26. Delivery type : It indicates that this document type is relevant for delivery, and the delivery type to
be used for automatic processing is LF.

Note: It is not required to specify anyshipping data for certain sales documents like IN, QT.

27. Delivery block: Here we can specify the reason for which the sales document has to be blocked for
delivery. Whatever the reason that we specify here, this will be automatically propose for the field
delivery block while creating the sales document.

Depending on the requirements we can define our own delivery blocking reasons. For this go to;
Path: SPRO logistics-execution shipping deliveries define reasons for blocking in shipping deliveries:
blocking reasons/criteria.

28. Immediate delivery: Specifies whether the system shall automatically creates delivery the moment we
save the sales document (as in the case of CS and RO) or we have to create the delivery separately (as
in the case of OR). The delivery is not completed and the picking, packing (if relevant), and goods issue
must still be carried out.
29. Shipping conditions: The shipping conditions are proposed by the customer master record. Should an
entry have existed in this field, this entry would have taken precedence and overwritten those found
on the customer master record. The shipping condition value is used to determine the shipping point.

Note: While creating the rush orders the goods must be deliver immediately to all the customers. So
for all the customers in rush order the shipping conditions must be same i.e. immediately.

Question: If we maintain shipping condition in customer master and sales doc type which shipping condition will
be given precedence .

Answer: Shipping condition maintained in the sales doc type will take precedence .

30. Delivery related /order related billing : Here we need to specify the corresponding billing type. So
that the system automatically determines the billing types while creating the billing document either
with to order or delivery. For example, F2 is thebilling type for creatinginvoice with reference to
order or delivery.
31. Billing block: There is no automatic posting of a billing block on the sales order. It may be necessary,
however, to have a billing block for credit notes, This means that the order cannot be billed until the
billing block is removed. Using a billing block is a safety feature.