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REQUIREMENTS
Ticket description: I need a white paper to describe standard SAP best practices to handle carrier
service procurement.
Currently, we have outline agreements with Carriers describing various routes and related
services. We release service PO's against these contracts and assign the services used for a
particular shipment in the PO. Once the loads are delivered, we enter service entry sheets for
each PO which can be a time consuming process.
Hence, propose how to best manage procurement of carrier services which will allow us to
manage our shipments as well as ease our invoice handling procedures (preferably automated
invoice receipt.)
CONFIGURATION
Note: Repeat this process for all the service agents to be assigned for the tariff zone NY.
For example: Service agent – 60060
Click on ‘New Entries’ and assign A009 for the sequence number 10 and save the changes.
To view the details of the item categories, select the item category and click on details, then you
will be displayed the below screen.
Maintain the field values as showed in the above screen. Repeat this step for other shipment cost
types.
Shipment Cost Type 1100
Shipment Cost Type 1200
Shipment Cost Type 1300
Shipment Cost Type 1400
Shipment Cost Type 1600
Shipment Cost Type 1700
Click on ‘Define pricing procedure determination for shipment costs’ as shown above screen.
Select the Cliffstar standard Transportation planning point 1000 and click on the node ‘Determine
pricing procedure’
Click on ‘New Entries’ and maintain the below values
Item determination procedure group – 0001
Service agent procedure group – 0002
Shipping type procedure group – 0001
Pricing Procedure – ZDFC01
Save the changes.
Note: Pricing procedure determination is a onetime maintenance. It is recommended to maintain
only if there is a change in the above four key fields.
According to the requirement select the fields ‘Country of departure’ and ‘Departure Zone’. On the
right hand side select the field ‘Country of departure’ from the field catalog. By hitting page down
more fields will be displayed. Select the field ‘Country of departure’ and double click on the field
then that field will be appeared under the selected fields. Similarly follow the same process to
select the ‘Departure Zone’. Please find as displayed below ‘with validity period’ to be checked
and ‘with release status’ to be unchecked. Once the desired fields are selected hit the red icon as
highlighted. This will generate a new table 921.
5.2.3 Define Access Sequence
SAP Menu SPRO Logistics Execution Transportation Shipment Costs
Pricing Pricing Control Define Access Sequences
Transaction
code
Click on ‘New entries’ which is on the top left of the screen to maintain a new access sequence.
Name the new access sequence ZF22 with the description ‘Fuel Access Seq’ and hit enter.
Then select the ‘Access sequence – ZF22’ and click on the node ‘Accesses’. Enter the access
number as 10 and table number as 921 and hit enter
Select the access (Access number – 10) and just double click on the node ‘Fields’ so that all the
fields will be activated for the table assigned.
Save and exit.
5.2.4 Define Condition Types
SAP Menu SPRO Logistics Execution Transportation Shipment Costs
Pricing Pricing Control Define Condition types
Transaction
code
Select the condition type FB00 and click on copy. Name the new condition type as ZFSC with the
description ‘Add Fuel’. Assign the newly created Access sequence ZF22 to the condition type
ZFSC as displayed in the below screen and save changes.
Select the Cliffstar standard pricing procedure ‘ZDFC01’ and double click on the node ‘Control
data’ so that all the pricing condition types assigned to the pricing procedure ZDFC01 will be
displayed.
Assign the condition type ZFSC under the step number 120 and maintain the values as shown
above.
Note: If this condition type ZFSC is to be used in other pricing procedures, the above step needs
to be repeated and assign to the respective pricing procedure.
5.2.6 Define Pricing Procedure determination for
Shipment costs
Note: Pricing procedure determination is a onetime maintenance. It is recommended to maintain
only if there is a change in the below four key fields.
Item determination procedure group – 0001
Service agent procedure group – 0002
Shipping type procedure group – 0001
Pricing Procedure – ZDFC01
Else you can skip this step.
5.2.7 Condition Records maintenance
SAP Menu Logistics Logistics Execution Master Data Transportation
Shipment Costs Prices Create
Transaction
code
TK11
Enter the condition ZFSC and hit enter.
Maintain pricing conditions for the ‘Country of departure’ under various ‘Departure Zones’. This
amount will be copied into the shipment cost document for the respective departure based on the
condition records maintenance.
Note: The amount which is been displaying on the above screen is only for testing purpose.
Maintain the amount how the business recommends.
5.3.1 Configure new Pricing Condition Type ZLUM – Auto
Lumper
5.3.2 Create a new condition table
SAP Menu SPRO Logistics Execution Transportation Shipment Costs
Pricing Pricing Control Define Price Dependencies
(Condition Tables)
Transaction
code
T_56
Select ‘Create condition tables’ to create a new condition table. Name the new condition table as
954 and hit enter.
According to the requirement select the fields ‘Shipping Point/Receiving Point’ and ‘Ship-To
Party’. On the right hand side select the field ‘Shipping Point/Receiving Point’ from the field
catalog. By hitting page down more fields will be displayed. Select the field ‘Shipping
Point/Receiving Point’ and double click on the field then that field will be appeared under the
selected fields. Similarly follow the same process to select the ‘Ship-To Party’. Please find as
displayed below ‘with validity period’ to be checked and ‘with release status’ to be unchecked.
Once the desired fields are selected hit the red icon as highlighted. This will generate a new table
954.
5.3.3 Define Access Sequence
SAP Menu SPRO Logistics Execution Transportation Shipment Costs
Pricing Pricing Control Define Access Sequences
Transaction
code
Click on ‘New entries’ which is on the top left of the screen to maintain a new access sequence.
Name the new access sequence ZF13 with the description ‘Lumper customer Acc seq.’ and hit
enter.
Then select the ‘Access sequence – ZF13’ and click on the node ‘Accesses’. Enter the access
number as 10 and table number as 954 and hit enter
Select the access (Access number – 10) and just double click on the node ‘Fields’ so that all the
fields will be activated for the table assigned.
Save and exit.
5.3.4 Define Condition Types
SAP Menu SPRO Logistics Execution Transportation Shipment Costs
Pricing Pricing Control Define Condition types
Transaction
code
Select the condition type FB00 and click on copy. Name the new condition type as ZLUM with the
description ‘Lumper’. Assign the newly created Access sequence ZF13 to the condition type
ZLUM as displayed in the below screen and save changes. Make the necessary changes to the
condition type as shown below.
5.3.5 Define and Assign Pricing Procedure
SAP Menu SPRO Logistics Execution Transportation Shipment Costs
Pricing Pricing Control Define and Assign pricing
Procedures
Transaction code
Select the Cliffstar special pricing procedure ‘ZDFC02’ and double click on the node ‘Control data’
so that all the pricing condition types assigned to the pricing procedure ZDFC02 will be displayed.
Assign the condition type ZLMP under the step number 100 and maintain the values as shown
above.
Note: If this condition type ZLMP is to be used in other pricing procedures, the above step needs
to be repeated and assign condition type to the respective pricing procedure.
5.4.4 Define Pricing Procedure determination for
Shipment costs
Note: Pricing procedure determination is a onetime maintenance. It is recommended to maintain
only if there is a change in the below four key fields.
Item determination procedure group – 0002
Service agent procedure group – 0002
Shipping type procedure group – 0001
Pricing Procedure – ZDFC02
Else you can skip this step.
5.4.5 Condition Records maintenance
Since this is manual condition type, condition records are not required to maintain.
5.5.1 Configure new Pricing Condition Type ZDET –
Customer Detention
5.5.2 Define Condition Types
SAP Menu SPRO Logistics Execution Transportation Shipment Costs
Pricing Pricing Control Define Condition types
Transaction code
Select the condition type FB00 and click on copy. Name the new condition type as ZDET with the
description ‘Customer Detention’. As business recommends, ZDET condition type to be given
manually it is not required to maintain Access sequence.
5.5.3 Define and Assign Pricing Procedure
SAP Menu SPRO Logistics Execution Transportation Shipment Costs
Pricing Pricing Control Define and Assign pricing
Procedures
Transaction code
Click on ‘Define pricing procedure determination for shipment costs’ as shown above screen.
Select the Cliffstar standard Transportation planning point 1000 and click on the node ‘Determine
pricing procedure’
Click on ‘New Entries’ and maintain the below values
Note: Pricing procedure determination is a onetime maintenance. It is recommended to maintain
only if there is a change in the below four key fields.
Item determination procedure group – 0003
Service agent procedure group – 0002
Shipping type procedure group – 0001
Pricing Procedure – ZDFC03
Else you can skip this step.
Select the Cliffstar special pricing procedure ‘ZDFC05’ and double click on the node ‘Control data’
so that all the pricing condition types assigned to the pricing procedure ZDFC05 will be displayed.
Assign the condition type ZLAY under the step number 120 and maintain the values as shown
above.
Note: If condition type ZLAY is to be used in other pricing procedures, the above step needs to be
repeated and assign the condition type to the respective pricing procedure.
5.7.4 Define Pricing Procedure determination for
Shipment Costs
SAP Menu SPRO Logistics Execution Transportation Shipment Costs
Pricing Pricing Control Define and Assign pricing
Procedures
Transaction code
Click on ‘Define pricing procedure determination for shipment costs’ as shown above screen.
Select the Cliffstar standard Transportation planning point 1000 and click on the node ‘Determine
pricing procedure’
Click on ‘New Entries’ and maintain the below values
Note: Pricing procedure determination is a onetime maintenance. It is recommended to maintain
only if there is a change in the below four key fields.
Item determination procedure group – 0005
Service agent procedure group – 0002
Shipping type procedure group – 0001
Pricing Procedure – ZDFC05
Else you can skip this step.
5.7.5 Condition Records maintenance
Since this is manual condition type, condition records are not required to maintain.
Click on ‘Define pricing procedure determination for shipment costs’ as shown above screen.
Select the Cliffstar standard Transportation planning point 1000 and click on the node ‘Determine
pricing procedure’
Click on ‘New Entries’ and maintain the below values
Note: Pricing procedure determination is a onetime maintenance. It is recommended to maintain
only if there is a change in the below four key fields.
Item determination procedure group – 0006
Service agent procedure group – 0002
Shipping type procedure group – 0001
Pricing Procedure – ZDFC06
Else you can skip this step.
5.8.5 Condition Records maintenance
Since this is manual condition type, condition records are not required to maintain.
5.9.1 Configure new Pricing Condition Type ZUNP –
Unplanned Interplant
5.9.2 Define Condition Types
SAP Menu SPRO Logistics Execution Transportation Shipment Costs
Pricing Pricing Control Define Condition types
Transaction code
Select the condition type FB00 and click on copy. Name the new condition type as ZUNP with the
description ‘Unplanned Interplant’. As business recommends, ZUNP condition type to be given
manually it is not required to maintain Access sequence.
Enter the ‘Service agent number’ and ‘Overall transportation status’ and execute the list.
After execution list of shipment documents will be displayed. Select the shipment documents for
which you wish to create a shipment cost document and execute. Then the Shipment cost
document will be created in the background. After execution a ‘log’ will be displayed, this gives
the details of the shipment cost document.
Click on ‘New item’ which is on the bottom of the screen. Then a screen will pop-up asking for the
‘Ref. item no.’ and ‘Item category’. Select the reference item no. as ‘0000 – Header Related Item’.
Then select the appropriate item category to maintain the values. List of item categories will be
displayed by hitting F4 at item category field.
As per the business requirement user has an option to enter number of item categories as line
items.
Note: It is not possible to enter the same item category which has already been maintained in the
shipment cost document.
To maintain the price for the item category which is newly entered, select the item and double
click on it.
Under ‘Conditions’ tab, enter the condition type ‘ZDET – Customer Detention’. Since ZDET is a
manual condition type, amount for the condition type ZDET has to be entered manually. Save the
changes.
After the above changes made, Shipment cost document # 1233 would appear as below.
10.2.1 GL Account Assignment and Cost Center
Determination
To view the GL Account number and Cost center determined for the line item, select the line and
double click on the line item. Then click on the icon which is highlighted on the below screen.
After clicking the ‘Account Assignment’ icon a new screen will be displayed which gives the
details to which GL Account number and Cost center are determined for the respective item
category.
Repeat the same process to view the details of the GL Account and Cost center determined for
the other item categories if maintained. GL Account 53100 and Cost center 125 are determined
for the item category 0003.
Enter the details as shown on the above screen and execute the list. It is recommended to create
a variant for the transaction VI12 and save the variant. While execution select the created variant
and execute. With the help of variant field values are not required to enter manually. By selecting
the appropriate variant field values will be automatically copied into the list. If required edit the
field values and execute the list.
Below screen will be displayed after execution. Select the Shipment cost document and execute
as highlighted on the below screen.
After execution a ‘log’ will be displayed. Log contains the below details.
10.3.2 Efects after completion of Shipment Cost
Document.
The completion of the shipment cost document has the following effects:
A purchase order has been created.
A service entry sheet has been created with reference to the purchase order.
The acceptance of performed services has been posted.
An accounting document for the accruals has been generated.
Further subsequent FI documents have been created.
Some of the documents mentioned above can be checked by using the document flow.
10.3.3 Checking the Shipment Cost Settlement Status
To view the status of the Shipment cost document
SAP Menu Easy Access Logistics Execution Transportation Shipment
Costs Display
Transaction
code VI03
From the above screen please find the ‘Transferred’ status changed from A to C which is ‘Fully
transferred’.
10.3.4 Checking the other Generated Documents for
Shipment Cost Settlement
To view the other generated documents for Shipment cost document
SAP Menu Easy Access Logistics Execution Transportation Shipment
Costs Display
Transaction
code VI03
To view the details of the particular line item Select the line item and double click on it. Under
‘Service procurement’ tab system generated purchasing document number and service entry
sheet number will be displayed.
Repeat the same process for to view the details of the purchasing document and service entry
sheet for other line item.
10.3.5 Accounting Documents Generated
SAP Menu Easy Access Logistics Execution Transportation Shipment
Costs Display
Transaction
code VI03
Go to the display mode of the shipment cost document and choose ‘Document flow’.
Double click on ‘Service acceptance’ line. The displayed material document has been created to
post a service goods receipt.
Then choose ‘Accounting Documents’. The pop-up window shows the number of created
accounting and controlling documents. Check the accounting documents by double clicking the
document number.
After entering the values in the above fields and execute the report. Then the below screen will be
displayed.
This screen is only to view the details. Please do not make any changes.
Under ‘Basic Data’ enter the same amount in the ‘Amount’ field which is been displaying in the
‘Balance’ field at the top of the screen.
After amount entered then click on the ‘Simulate’ icon which is highlighted on the top of the above
screen.
Click on the ‘Post’ icon which is on the left bottom of the pop-up screen.
Then the invoice will be created and save the document.