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SAP REVIEW QUESTIONS AND ANSWERS

GENERAL/ORGANIZATIONAL UNITS/MASTER DATA 1. A. 2. A. What is a client in an R3 System? The Highest Level element of all organizational units is the client. The client can be an enterprise group with several subsidiaries. Name the relevant organizational units in SD and explain how they are used? An enterprise is structured in SAP system according to business functions that must correspond to the functionality assigned to the organizational units. Business Enterprise FI/ Sales Cost Acctg Prodn / Distrn Invt. Mgt Organizational units Client Company code Sales org. Controlling Area. Plant 1 / Plant 2 Distn Chnl. Storage locations.

Company Code: It is a unit included in a balance sheet of a legally independent enterprise. It is the central organizational element of Financial Accounting. Controlling Area: The Business Unit where Cost accounting is carried out. For the purpose of Company wide cost accounting, once controlling area can handle cost accounting for several company codes in one enterprise. Sales Organization: It is the central organizational element that controls the terms of sale to the customer. Distribution Channel: It is the element that describes through what channel goods and /or services will be distributed to the customer. Plant: In the context of Production Planning and Control the Plant is the central organizational unit. It is a place of production or simply a collection of several locations of material stocks in close physical proximity. Storage Location: It is a storage area comprising of warehouse in close proximity. Material stocks can be differentiated within one plant according to the storage location of inventory management. What is the company code in R/3 system?

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Company Code: It is a unit included in a balance sheet of a legally independent enterprise. It is the central organizational element of Financial Accounting. Does SD master data have to be maintained at company code level? Data records that remain in the database for a long period of time are called master data. Eg: Creditors, Vendors, Materials, Accounts etc. SD master data can be assigned to Company Code and Sales Area. What is a sales organization in the R/3 System? Sales Organization: It is the central organizational element that controls the terms of sale to the customer. Explain a distribution channel in the R/3 System? Distribution Channel: It is the element that describes through what channel goods and /or services will be distributed to the customer. Which organizational units combine to make up a sales area? The Sales Organization, Distribution Channel and Division. What does the material type control? Key that assigns the material to a group of materials such as raw Materials, operating supplies or trading goods. The material type defines certain attributes of the material and has important control functions. * When creating a material master record, the material type determines * Whether the material number is assigned internally or externally * From which number range interval the material number comes Which screens are displayed? * The order in which screens are displayed * Which department-specific data is displayed for the user to enter. What is determined by specifying an industry sector? Key that specifies the branch of industry to which the material is assigned. When you create a material master record, the industry sector you specify determines * Which screens appear and in what order * Which industry-specific fields appear on the individual screens Explain the concept of views in a material master record?

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The material master is grouped into several views, Basic Data, Sales organisation data, Sales General / Plant Data, Purchasing, Foriegn trade data, Purchasing data, Accounting data etc. Basic data is relevant for all areas. It is valid for all organisational units within a client. Sales: Sales organisation data is relevant for sales and distribution. It is valid for the respective sales organisation and distribution channel. The sales plant data is also relevant for sales and distribution. Valid for the respective delivering plant. Which material master view is valid for all clients? Basic data is relevant for all areas. It is valid for all organisational units within a client. To sell a material, which views do you have to maintain in the master data? Basic data, Sales org1, Sales org2, Sales General / plant, Foreign Trade Export, Sales Text. What do the partner functions do in the customer master record? Defines the rights and responsibilities of each partner in a business transaction. Examples of partner functions in Sales and Distribution: Sold-to party, Ship-to party, Bill-to party, Payer. Examples of partner functions (roles) in Materials Management: Ordering address, Supplier of goods, Invoicing party, Different payee Examples of partner functions in Service Management: Ordering party, Bill-to party, Ship-to party, Person responsible.

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Which organizational units do you have to enter when creating a sales order? Do you have to maintain the customer or material master records for all of these units? They are Sales organization, Distribution channel, Division. Yes the master records have to be maintained at the Customer and Material masters. We have 4 sales area and 2 company codes. The customer can buy from both sales areas. How many customer numbers would this customer have? One. What is an Account Group?

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When you create a master record for a business partner, you must enter an account group. The account group determines: Which screens and fields are necessary for entering master data Whether you can or must make an entry in these fields How master record numbers are assigned (externally by you or internally by the system) and the number range from which they are assigned Which partner functions are valid? Whether the business partner is a one-time customer or one-time vendor. What additional influences our field selection for the customer master? The field status you define Into which fields you have to enter data when creating the customer master record of an account group Into which fields you can enter data Which fields should not be displayed by the SAP System? You define with the field status, for example, that the sales tax indicator is not suppressed. Bear in mind that a screen is not displayed when you maintain a customer master record if you have suppressed all of the fields contained in it. You can define the field status to be dependent on either account group or transaction. You do not have to make entries for text determination, partner determination and other sales data at this point. You maintain these fields later when you set the defaults for the individual functions

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SALES
1. A. What does the sales document type control? The sales document types represent the different business transactions in Sales and perform a central controlling function for the entire sales order process. The definition and configuration of sales document types can be divided into three parts: 1. Definition of the sales document types for itself (for example, standard order OR) 2. Definition of additional sales document functions (for example, number ranges) 3. Configurations for general sales and distribution functions (for Example, pricing) How is a sales document structured? A sales document is grouped into three levels: header, item and schedule line. Data is distributed on these levels as follows. Sales document header: The data in the document header is valid for the entire document. This includes, for example, customer-related data. Sales document items: Each item in the sales document contains its own data. This includes, for example, data about the material and quantities ordered. Each sales document can have several items, while individual items can be controlled differently. Examples include material item, service item, free-of-charge item or text item. Item schedule lines: Schedule lines contain delivery quantities and delivery dates. They belong uniquely to an item. Every item that has a subsequent outbound delivery in the sales and distribution process must have at least a schedule line. The item can have several schedule lines, for example when the quantity ordered is to be delivered in several partial deliveries at different times.

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How can you differentiate between individual sales document types? Sales activities and promotions are documents for sales support in pre-sales. Sales documents are documents that are entered during pre-sales and sales order processing. Inquiries, quotations, contracts, scheduling agreements and standard orders are examples of sales document types. Outbound deliveries, transfer orders and shipments are documents in shipping processing. The goods issue document contains changes involving stock and is the basis for the relevant accounting documents. The billing document is a document in billing and is the basis for the relevant accounting documents.

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What does the sales item category control? The item category controls what the item does in the sales document and in any later processing for that business transaction. The essential characteristics of an item category decide: Whether business data in the item can be different to that of the document header Whether pricing applies to the item Whether and how an item is billed Whether the item refers to an item or whether it is just a text item Which incompletion log is used to check the item data What is a rush order? The sales order of the type rush order is for immediate delivery, for this the immediate delivery switch and delivery type DF is configured. When rush order is saved the system creates automatic delivery. Once picking and PGI are done the billing due list gets updated and invoice can be printed and sent to the customer. What are cash sales? In the sales document type for cash sales, the immediate delivery switch and delivery type BV is configured. When cash order is saved the system creates automatic delivery and prints a document that can be given to the customer as an invoice. Order related billing due list of billing type BV is updated, and the billing document can be created the system doesnt print invoices during billing.

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How do you distinguish a quantity contract? A contract is an outline agreement between the company and the customer that is valid for a certain time period. The contract does not contain any schedule lines, delivery quantities, or delivery dates. The release orders are created after the contract has been mutually agreed upon, which contains schedule lines and can be processed same as that of the Standard order. How do you use a scheduling agreement? A scheduling agreement is an outline agreement between the company and the customer that is valid for a certain time period. The scheduling agreement contains fixed delivery dates for schedule lines, and quantities. Once the scheduling agreement is due for delivery, you can create the delivery as normal or by using delivery due list. Which functions enable you to copy data from one document to another in SD? In copying control you determine which document types can be copied to another document type. Examples of this show how you can create a: Sales document type from a sales doc. type e.g. Standard order (OR) <- quotation (QT) You determine the details of the copying procedure in copying control. What is an incompletion procedure used for? An incompletion log is a list of all the data essential to your company in a sales document that has not yet been entered in the system. In customizing for sales document types, the incomplete message field allows you to control whether incomplete sales document can be saved or not. How are complaints processed in SD? Through Consignment pick ups for Consignment sale, and settling the disputed invoices through credit request note and credit and debit memos. How can you display preceding and subsequent documents for a certain document? Through Document flow of the document.

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PRICING
1. A. What should you do if R/3 standard pricing doesn't meet your requirements? Create new pricing procedures by copying a similar pricing procedure. - Specify a key with up to 6 characters and a description. - For a procedure, specify the condition types in the sequence of their usage. Maintain the lines of the pricing procedure Afterwards define the customer determination procedures for determining the procedure Define the document pricing procedures for determining the procedure Assign the procedure to the sales document types and billing types. To determine the procedure, define the allowed combinations of: - Sales area - Customer determination procedure - Document pricing procedure - Pricing procedure What should you remember if you define your own condition type? Create new condition types by copying a similar conditions type and changing it according to your requirements. One reason for creating a new condition type is you may require a calculation rule for a discount, which is not available in the standard system. Specify an alphanumeric key, which can have up to 4 digits, and a textual description. Specify an access sequence for the condition types. You do not need to specify an access sequence for header conditions. Maintain the detail screen of the condition type. You can also assign a reference condition type if the condition Types you are working with are similar. Then you will only have to maintain condition records for the reference condition type. In addition, you can define the upper and lower limits for the value of a condition at condition type level. This way, you limit the amounts or the scale values in the corresponding condition records. What is a condition table? Condition table is the combination of fields for which you can create condition records. What is a condition record? Data record that stores conditions or condition supplements. What is an access sequence?

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The access sequence is a search strategy which the SAP System uses to search for condition records valid for a condition type. What is a pricing procedure and how is it determined? Defines the conditions which are permitted for a particular document and the sequence in which the system takes these conditions into account during pricing. First, the relevant pricing procedure is determined based on the sales area, customer, and sales document type. The system reads the condition type of the first step. It determines the assigned access sequence for this condition type. The system reads the access sequence. The sequence of condition tables represents the search strategy for finding the relevant condition record. Each condition table represents one access, which can be made, or a condition record with the specified key. The system searches for valid condition records with the key specified by the condition table (accesses). If the first access does not find a valid condition record, then the system searches for the next access using the next condition table. Once the system finds a valid condition record for an access, it reads the condition record and copies the value that corresponds to the scale into the sales document. The whole process is repeated for each condition type until the system has finished the entire pricing procedure.

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What is particular about header conditions? These are known as header conditions and are valid for all items. These header conditions are automatically distributed among the items based on net value. The basis for distributing the header conditions can be changed in the pricing procedure by selecting the appropriate routine (e.g. weight, volumes) in the AltCBV (alternative formula for condition base value) field. What are group conditions? Conditions, which can be used to determine a scale, value based on more than one item in a document.

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What do you know about manual pricing changes?

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The prices, surcharges, and discounts determined automatically by the system can be changed manually and are then marked as such. In the condition records, you can specify limits within which a manual change can be made (for example, making a discount which could only be changed within the range of 1% to 3%) As well as being determined automatically, conditions can also be entered manually in the sales document. They are marked as having been entered manually. You can change or create conditions on the condition screen. You can prevent one condition type from being changed manually by making the appropriate settings in customizing. How are statistical conditions flagged? In the standard pricing procedure (RVA001) statistical conditions like cost (VPRS), cash discount (SKTO) are marked with statistical indicator, This indicator causes a surchage or discount to be set in the document statistically (that is, without altering the value). What are condition supplements? Group several conditions together in a condition supplement procedure if you want these conditions to be accessed together during pricing. Condition records can be created with reference to an existing condition? Yes. To create price changes you must create a new condition record? Not necessary the same conditions can be used with change price function. Condition records can be created by copying an existing condition record? Yes

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Copy rules control the copying of condition records?

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The copy function allows you to copy the data in an existing condition record to a large number of new condition records to reduce the time required for maintenance. The existing condition record contains a condition type and a condition table which are referred to as the source condition type and source condition table in the copying rule. In the copying rules, you make the possible assignments of source condition tables and source condition types to target condition tables and target condition types. Your organization has its own pricing condition types and linked to their own condition tables. They would like to maintain the records from a central area. How can they accomplish this? Condition maintenance has been provided with a new maintenance interface for Release 4.6A. The new interface allows mass maintenance of conditions based on characteristics (e.g. for the customers). This means that condition records can now be maintained across all condition types and condition tables. You will, for example, be able to display and maintain the material prices as well as the discounts and surcharges for a customer in one step. You can also call up the previous maintenance transaction for conditions by choosing Select using condition type. The new condition maintenance function can be configured using area menus. The standard area menu for condition maintenance is COND_AV. A user-specific area menu can be assigned by choosing the menu option Environment -> Assignment Area Menu. These user-specific area menus can be created using transaction SE43, e.g. by copying the user menu COND_AV, and adapted to meet specific requirements.

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We need to provide a customer with prices for a select group of materials. What tool does SAP provide us to accomplish this? The net price list offers the option of creating price information for a customer on a selected quantity of materials. The net prices are determined by simulating a billing document. Using the ABAP list viewer is a simple way of creating customerspecific display variants. All fields in the VBRP table are available for this purpose

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How can we create a condition record that we will not be used in the pricing determination but be able to be used for planning purposes in CO-PA? We can use the statistical conditions like VPRS, SKTO, which can be used in price determimation statistically for planning purposes in CO-PA. What is the purpose of a group condition? Condition, which can be used to determine a scale, value based on more than one item in a document. The system groups the items using either the condition key for the appropriate condition record or a separately defined condition key. You can define a condition type as a group condition. If the same condition occurs in different document items, the item values are added up and the result used as the basis for determining the scale level. If the condition type is entered at header level, the value is apportioned among the items. In Customizing you can set a condition type to be a group condition. The condition base value (e.g. weight) is then calculated as the sum of the individual items within one group. For group conditions with varying keys, item quantities are accumulated for scale point determination purposes but the rate for each item is taken from its individual condition record. Contro data : Entry for condition type Group condition : X Unit of measure for accumulation, e.g. pieces GrKey Number: 1, 2 or 3 (see explanation below) Complete document: All quantities with the same condition type are accumulated. For all condition types: All quantities are accumulated which belong to condition type routine 2. Material pricing group: All quantities with the same condition type and material-pricing group are accumulated.

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How can SAP handle multiply levels of a customer or product hierarchy in one condition record. Hierarchy accesses optimize pricing for hierarchy data structures, such as the product hierarchy. To define the condition table key for hierarchies like this, you might have to include partial quantities for a pre-defined quantity of characteristics. Without hierarchy accesses, you would need to create a condition table for each combination and assign all the accesses to these tables in an access sequence. This requires a lot of maintenance and will reduce system performance. The sequence of the accesses will also be fixed. This is particularly disadvantageous for hierarchy data such as product or customer hierarchies. The functions in hierarchy accesses enable you to solve these problems by using a single access to a condition table. In condition record maintenance, when you create the access sequence for using this condition table at field level, you have to define whether each field is a fixed component of the key or whether it is an optional field. Priorities are assigned to the optional fields. During pricing, the system sorts the records found with this access according to priority and displays the record with the highest priority. Hierarchy accesses also provide clearer and easier master data maintenance because the different condition records for a condition type are created together in the quick entry screen for maintaining conditions.

Shipping 1. A. 2. A. Which organizational units are important for shipping goods? Delivering plant with assigned storage location, Shipping point. Name the functions in the shipping process. Shipping processing in Sales and Distribution begins when you create the delivery document. The delivery document controls, supports and monitors all sub processes of shipping processing, such as (Optional) picking and confirming (transfer orders), (Optional) packing, (Optional) planning and monitoring of transport (shipment document) and Posting goods issue (goods issue documents). When you create a delivery document, data is copied from the sales order, such as materials and confirmed quantities. When you create a transfer order, data is copied from the outbound delivery to the transfer order for processing by the warehouse management. The transfer order is essential for controlling the movement of goods within your warehouse. The transfer order is based on a simple principle: where you are taking goods from and to, within your warehouse. There is a source location and a destination location for every transfer order. Posting the goods issue can change the quality as well as the value of the stock. Changes based on a quantity basis are made on the relevant balance sheet accounts and stock change accounts in financial accounting. 3. A. What conditions must be met before you can combine several sales order items in one delivery? To combine them successfully, the orders must all have the same characteristics that are essential for the shipping process, for example: shipping point Due date Ship-to address What must you do if you want to pack the materials that are to be delivered? Shipping materials are materials used for packing or transporting goods (packaging materials). In order to store packing information for an outbound delivery in the system, you must first specify a shipping material. You must create material master records for the different shipping materials. You can use material type VERP for these

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materials in the standard system. You define special data such as packing weight and volume permitted for each shipping material in the material master. You can activate these fields for each material type. 5. A. What is a shipping point. What factors are important when it is determined? A shipping point is an independent organizational unit at a fixed location that processes and monitors outbound deliveries as well as goods issue. The shipping point is directly under the client level. An outbound delivery is processed from a single shipping point. The responsible shipping point is determined in the order at item level. A shipping point can process the outbound deliveries of several plants. This is only useful if the plants are located in the same general vicinity. Several shipping points can be assigned to one plant. They may, however, have different loading equipment or different processing times. A shipping point is determined for each order item. The system automatically proposes a shipping point that you can change within given limits. The shipping point depends on the following criteria: The delivering plant that is determined for each order item (from the customer-material info record, the ship-to party record, or the material master record) The shipping requirements (for example, express) contained in the Shipping Conditions field The required loading equipment contained in the Loading Group field in the material master The shipping condition is proposed from the sales document type if a shipping condition has been assigned to it. If not, the shipping condition is proposed from the master record of the sold-to party. An outbound delivery is always processed by one shipping point. You cannot change the shipping point in the outbound delivery. When an order is processed for delivery by the shipping point, the system only copies into the outbound delivery those order items that are defined for this shipping point. Order items with different shipping points are therefore not copied into the same outbound delivery 6. What is a transportation planning point? Which organizational units is it assigned to?

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The transportation planning point is the central point within the company that plans, processes, and monitors shipments. It can be a location or a group of people responsible for processing. Each shipment is created and processed by a single transportation planning point. Transportation planning points process shipments. They are assigned to one company code and are not linked to the other organizational units.

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Before you can deliver an order, what prerequisites do you have to meet? Schedule lines contain delivery quantities and delivery dates. They belong uniquely to an item. Every item that has a subsequent outbound delivery in the sales and distribution process must have at least a schedule line. The item can have several schedule lines, for example when the quantity ordered is to be delivered in several partial deliveries at different times. What do you know about picking deliveries? Picking is the process of preparing goods for delivery to the customer with special attention paid to dates, quantity, and quality. You specify for each delivery item category whether it is relevant for picking What do you trigger by posting goods issue in the R/3 System? Posting goods issue for an outbound delivery completes shipping activities. Goods issue reduces warehouse stock posts the value change to the stock accounts in inventory accounting reduces delivery requirements enters status information in the outbound delivery is stored in the document flow creates a work list for billing What is delivery scheduling? As part of the normal sale process, you want the system to determine automatically the point at which your customer received the goods they had ordered. To do this you activate the delivery scheduling and availability check functions. These functions are not necessary for credit memo requests. How is the item category for a delivery created?

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When you copy an order item to a delivery, the system copies the item category of the order item to the delivery item. If an order item category or the schedule line assigned to it is relevant for delivery, the same item category is defined for the delivery process. What controls the delivery item category? The item category is controlled by the delivery type, item category group of Material master, Usage of the item and the item category of the higher-level item. What does a delivery type control? The delivery item category controls how delivery items are handled and processed during the shipping process. The control elements available provide a high degree of automatic determination and checking. Specifically it controls: Item relevance for picking Check for over delivery Picking location identification Texts Availability check Check minimum delivery quantity Automatic batch determination Relevant for proof of delivery Packing control What does a delivery item category control? The delivery type controls the entire delivery. You see the delivery type in the delivery header. The delivery types take into account the various business transactions in delivery processing. Specifically it controls: Number assignment Partner determination Delivery split by warehouse number Texts Reference to order Route determination Relevance for Shipment / Transportation processing Output

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How are items categories in the delivery determined?

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When we copy an order item to a delivery, the system copies the item category of the order item to the delivery item. If an order item category or the schedule line assigned to it is relevant for delivery, the same item category is defined for the delivery process. The system cannot copy item categories for orderindependent items in the delivery (for example, packing material) or for deliveries without reference to an order (delivery type LO). For such items the system determines the delivery item category by: Delivery type Item category group ( from the Material Master) Usage Additional usages are set internally for some functions, such as: PACK for generating packing items CHSP for a batch split PSEL for product selection For the delivery items resulting from these functions, the system can determine a different item category.

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When determining the delivery date what scheduling is taken into account to arrive at the delivery date? The system performs backward scheduling in the order. If the result is a date in the past, the system automatically performs forward scheduling, which requires the confirmation of a new requested delivery date. The same happens if the material is not available by the material availability date. When you create an outbound delivery you can carry out forward scheduling again. This is generally done when the material availability date determined in the order falls in the past by the time you create the outbound delivery (delay when creating the order). You can specify for each delivery type whether scheduling should be redetermined. Scheduling takes into account the following times: Transit time (Time required in order to ship a delivery to the shipto party) Loading time: Time required for loading the goods Pick/pack time: Time required for picking, packing, and so on Transportation lead time: Time required for organizing the transportation

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When does the system switch to forward scheduling to determine the delivery date? When the system performs a backward scheduling and the result is a date in the past then it switches to forward scheduling. If you are not using the transportation component and your organization wants to maintain the shipping related conditions (ie postal charges) what tools are available in SAP?

Transportation 1. A. What is a route? The route specifies the itinerary of a shipment and defines other factors, such as the means of transport and the transportation service agent. A route can consist of stages. A stage can be a leg, a load transfer point, or a border-crossing point. You must define the start and end points of the legs as well as the load transfer points and the border-crossing points as transportation connection points. What factors influence the automatic route determination? Route determination is carried out in the order item and depends on: The country and the departure zone of the shipping point (assigned in Customizing) The shipping condition defined in the sales document type or entered in the sold-to party The transportation group assigned to the material The country and the transportation zone of the ship-to party (assigned in the customer master) How can you create a shipment? You can create shipments manually using the Create shipment function. You can select deliveries due for shipping using different selection criteria and create the documents manually. You can also use a planning proposal. This is a pre-defined profile according to whose rules, deliveries are automatically combined into shipments and completed with data. The system can also create shipments automatically. To do this, you use a collective processing run that is executed online or in batch mode. The system creates one or more shipment documents according to different processing rules. If the shipments are created and optimized by an external transportation planning system, you can link to this system with an interface. What does transportation planning do? A transportation chain supports the shipment of inbound or outbound deliveries for which several modes of transport are to be used. This means that the deliveries are involved in various subsequent shipments. A transportation chain has the following characteristics: One or more deliveries are involved in several shipments. There are one or more points of departure and one or more destinations. Various modes of transport can be used.

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Several shipment documents are created: preliminary legs, main leg, and subsequent legs. Special shipment types are available for this in the system 5. A. What is particular about the shipment cost document? The shipment cost document consists of the following sections: Shipment cost header The shipment cost header contains general information on the entire document. Status, reference, and administrative information is provided. As far as the status information is concerned, the statuses are cumulated statuses that are derived from the individual items. Shipment cost item The items contain general data for shipment cost calculation and settlement, such as service agent, pricing and settlement date, tax amount and tax base amount, and organizational data such as company code, plant, and purchasing organization. Each item has its own status for the shipment cost calculation, account assignment and transfer functions. Shipment cost sub-item Shipment costs are calculated at shipment cost sub-item level. The calculation result is also recorded at this level. What prerequisite must be met before the shipment costs can be settled? The Shipment cost types and item categories are important control elements of the shipment cost document; they contain several control characteristics for the shipment cost document. The shipment cost type controls the document at the header level, for instance: Number ranges Status requirements of the shipment document for creating a shipment cost document The item category contains: Parameters for shipment cost calculation, such as partner functions, date rules, and item procedure groups Parameters for shipment cost settlement, such as settlement relevance, account assignment category, cost distribution, and origin of CO assignments The calculation base determines the origin of the data that is used during pricing as a basis for the condition type. It also determines which information is available for determining the prices. For all calculation bases, the information from the shipment header and possibly the shipment stage and the shipment cost item is available. The calculation base also defines how the scale bases such as gross weight, net weight, and volume are calculated. If you use the delivery item as the calculation base, for example, information from the delivery header and the delivery items is available, but not from the shipping units. Weights and volumes only refer to the delivery item.

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The condition type controls which calculation base is used for calculation. When the shipment costs are calculated, the system determines the shipment cost sub-items from the different calculation bases of the condition types included in a pricing procedure. The calculation itself is then carried out for each sub-item 7. A. How can you transfer shipment costs to Financial Accounting? Transfer to Financial Accounting to establish accruals requires the entry and acceptance of services performed. The corresponding sheet is automatically created by the system during transfer. Each service entry sheet is based on an external service order. So that the costs can be transferred to Financial Accounting and thus settled, the system must determine a valid service order. This external service order must have been created in Purchasing. You can create the service order monthly for the service agent. Important criteria for the service order include service agent, purchasing organization, purchasing group, plant, and item category.

Billing 1. A. 2. A. Which business transactions can be billed in the SAP R/3 System? Orders and deliveries. How do you decide which data should be copied from the reference documents to the billing document? The system administrator can define how data is transferred in the billing process in the copying control table. Controls are determined for: the header (target: billing type, source: sales document type) the item (target: billing type, source: sales document type, item category) The following controls are found at header level: Reference document: which documents may be used as reference for billing? Determination of foreign trade data, allocation numbers, reference numbers, and item numbers The following controls are found at item level: Billing quantity: which quantity should be invoiced - the order or delivery quantity? Pricing and exchange rate Should pricing, for example, be carried out again or should prices from the order be copied over, and at what exchange rate? Updating the quantity and value in the reference document Where should the conditions in the billing document be carried over (for example, copying over shipment costs from the shipment cost document)? Which data is updated when you create a billing document? Document flow of the preceeding documents is updated, Accounting document is generated and the FI transaction is completed. In the standard system, account determination is dependent on certain factors. What are they? The sales revenue accounts are created in FI, in order to receive certain evaluations and to be able to carry out reconciliation with the Profitability Analysis. For this reason you can set different criteria for account determination of the relevant accounts. The following criteria are defined in the standard system: Chart of accounts Sales organization Account assignment group for payer (this allows you to divide customers into different groups, e.g. domestic and overseas customers)

3. A.

4. A.

Account assignment group for materials (this allows you to divide materials into different groups, e.g. services and retail goods) Account key (account keys are assigned to the condition types in the pricing procedures, this allows conditions such as freight conditions to posted to special freight revenue accounts). You must ensure that the configurations you make for account assignment match the configurations in FI and CO. 5. A. What is particular about pricing in Billing At the time of billing, the following possible pricing types may be set for the items: A: The pricing elements are copied from the reference document and updated according to a scale. B: Pricing is carried out again. C: The manual pricing elements are copied, and pricing is carried out again for the others. D: The pricing elements are copied unchanged from the reference document. G: The pricing elements are copied unchanged from the reference document. The tax conditions are re-determined. H: The pricing elements are copied unchanged from the reference document. The freight is re-determined. The system administrator can assign a pricing type or define new ones for each billing type and item category combination. The system administrator can also define how the rate is determined. What is the billing date and where is it determined? You can process invoices periodically. All deliveries due for billing on a certain date can be combined into one collective invoice. To do this, you must first: maintain individual billing dates in the factory calendar using special rules enter the factory calendar in the customer master record of the payer (Billing schedule on the billing screen) When you create a document, the system copies the next invoice date from the factory calendar to the appropriate document as the billing date. Note: The calendar is client independent. What should you remember when processing the billing worklist? If you are working with the billing due list, enter the selection criteria, for example, sold-to party, billing date, destination

6. A.

7. A.

country. The system uses the selection criteria as a basis for combining the transactions to be billed. When selecting, you can also decide whether the billing due list should only contain documents that are order-related, deliveryrelated, or both. 8. A. What is a rebate agreement? What are the prerequisites for rebate processing? It is an agreement between the business and the customer. This takes the form of a special discount paid retroactively to the customer. This discount is based on the sales volume for the customer over a specific time period. The rebate is only relevant if the customer purchases the required sales volume. How do you define rebate agreements and how is the rebate amount calculated? As defined above. A rebate agreement usually consists of a number of individual agreements in the form of condition records. A rebate agreement number uniquely identifies a rebate agreement and the condition records it contains. The rebate agreement includes general information and terms that apply to all the condition records it contains. For example, the method of payment and the rebate recipient you specify for a rebate agreement will apply to all the condition records you create within the agreement

9. A.

10.

Credit and debit memos are created in the R/3 standard system with reference to which document types? A. You can create credit and debit memo requests: Without reference to a previous business transaction With reference to an order With reference to a billing document 11. A. 12. A. Which data can you change in the billing document once it has been transferred to Financial Accounting? Output Data. What is a billing plan in the R/3 System? When processing an order, instead of storing a single billing date, you can store a detailed billing plan with several billing dates in the sales document at item level. A billing transaction can be blocked by setting a billing block in what documents and at what level. Sales Order at the header and item level.

13. A.

14. A. 15. A.

SAP provides a tool to perform collective billing, What documents can be created using this tool? By processing billing due list. When you create a down payment invoice does the system create an accounting document and if it does what type of document? The down payment request (SD) is automatically posted in Financial Accounting (FI) as a down payment request (posted as a noted item). The item has special G/L indicator F, which ensures that posting is statistical. Posting is made to a different reconciliation account, which allows you to differentiate down payment requests from other receivables. What is account determination based upon? The sales revenue accounts are created in FI, in order to receive certain evaluations and to be able to carry out reconciliation with the Profitability Analysis. For this reason you can set different criteria for account determination of the relevant accounts. The following criteria are defined in the standard system: Chart of accounts Sales organization Account assignment group for payer (this allows you to divide customers into different groups, e.g. domestic and overseas customers) Account assignment group for materials (this allows you to divide materials into different groups, e.g. services and retail goods) Account key (account keys are assigned to the condition types in the pricing procedures, this allows conditions such as freight conditions to posted to special freight revenue accounts). You must ensure that the configurations you make for account assignment match the configurations in FI and CO.

16. A.

17. A.

What does a billing document update in CO-PA? Order processing is the focal point of SD activities and contains three principle stages: Order entry, delivery with goods issue, and billing.

In costing-based profitability analysis, data is transferred to CO-PA as soon as an order is entered. The system generates a line item with a profitability analysis document for each sales order item. In the same way, the billing data are also transferred online. The system generates a line item for each billing item. In account-based profitability analysis, data is transferred to COPA when it is posted to FI from SD. This means that when the financial accounting documents are generated for goods issue and in billing, the system creates line items in CO-PA and transfers the data to the accounting valuation base. Data is not transferred when a sales order is entered because nothing is posted to FI at that stage.

Credit Management 1. A. What do we use Credit Management for in the SAP System? An independent function for credit/risk management is available in the SAP system alongside Financial Accounting and Sales and Distribution to minimize credit risk when delivering goods or providing services. With the credit management function, you can define how a customer is to be handled in terms of credit and set the system to respect these credit procedures in related business transactions At what organizational level does the credit limit check take place? A. The total of the limits at the level of the credit control area must not exceed the total limit for all credit control areas. The credit limits at the control area level are checked during sales order processing. You have four ways of determining a credit control area: Company code Sales area (sales organization, distribution channel, division) The sales areas can be assigned to a credit control area in Customizing (Enterprise Structure Assignment Sales and Distribution Assign sales area to credit control area). Customer master (payers sales area segment) User exit EXIT_SAPFV45K_001 You can use this user exit to derive the credit control area from all the fields in the sales order header. What is a risk category? Risk Category enables the credit manager to classify customers according to commercial risk. Along with the document type, the risk category helps to determine which kind of credit check the system automatically carries out. For example, you may want to carry out stringent checks at order receipt for high risk customers, but waive a credit check for customers with a very strong payment history.

2.

3. A.

4. A.

You can use Customizing to control which business transactions should be blocked if the credit limit is exceeded. Which are they? You can prevent the creation of the confirmed quantity for a delivery, but transfer of requirements takes place anyway. With the Customizing we can block the following business transactions related to an Outbound Delivery: Output determination Picking Packing Goods Issue The subsequent functions related to an Order can also be blocked thru customizing: Output determination (Order confirmation note) Transfer of requirements / Availability check (Confirmed qty / purchase requisition) Shipping (worklist shipping) Copying control for Delivery (delivery)

5. A.

What can be assigned to a credit control area? The credit control area is an organizational unit that specifies and controls the credit limit for a customer. Depending on your company requirements, receivables can be managed using a central or a decentralized credit policy. With a decentralized credit policy, each company code can determine its own credit data for its customers. A sales organization is assigned to only one company code. A business transaction is assigned to only one credit control area. In a centralized organization, company codes are combined into one credit control area for Credit Management. In this way, you can carry out Credit Management for the customer across company codes. As of Release 4.0, additional criteria can influence determination of the credit control area. Determination is carried out in the following sequence: User exit (EXIT_SAPFV45K_001) Sales area segment from payer master record (Credit control area field in the Billing view) Sales area Company code for the sales organization Determination via the company code corresponds to the functionality previously available. This form of assignment is still set as the standard. Only header data from the sales order is considered for the user exit.

A change to the credit control area is only allowed if no subsequent documents exist. 6. A. Where can you manage currencies for credit management? If the credit control area includes company codes with a local currency that differs from that of the credit control area, then the receivables are recalculated in the currency of the credit control area. Any open order, delivery or billing values are also recalculated in the credit control area currency. When does the system carry out credit checks? Use the system settings to specify when you would like to carry out a credit control check. You could, for example, require that checks be carried out only during sales order processing. Subsequent functions in Sales and Shipping cannot be carried out as long as the relevant document is blocked by a credit check. A check carried out at goods issue can no longer block the transaction, as goods issue is the final function in Shipping. If a credit check is carried out during goods issue and the transaction exceeds the credit limit, it is not posted for delivery. The system issues an error message. The credit control area, the risk category of the customer, and the business transaction all influence the type and scope of automatic credit checking. Credit groups combine different business processes that are to be treated in the same with regards to the credit check. These credit groups are assigned to the sales document types and the delivery document types, for which a credit limit check is to be carried out. You determine for each item category, whether an item of that item category is included in the credit functions (check and update of open credit values). The Active receivables field must be activated for item categories that are to be taken into account during the credit check. You can also call a check from the control table for automatic credit control. This check can be programmed in a user exit. For further information see the online Implementation Guide: Sales and Distribution System modifications User exits User exits for credit checks and risk management. There you will find a list of programs in which you have to define checks that deviate from standard settings.

7. A.

8.

What is the impact of credit checking on the sales document if the customer is over their credit limit?

A.

If the customer is over their credit limit the subsequent sales and shipping process can be blocked. Provided that an order is blocked due to credit check subsequent functions like printing of order, confirmation for creating of delivery can be blocked. If delivery is blocked due to credit check then printing and picking are not possible. The standard version contains predefined requirements which confirm the credit status of a Sales and Distribution document. If the document is blocked, these requirements are not met. Requirements are used to prevent subsequent functions from being carried out for blocked orders or deliveries (see the next slide). You must first make the appropriate settings for each condition and related subsequent function in Customizing. Make sure that the block indicator set in a checking rule for automatic credit control is only activated when a corresponding requirement confirms this indicator in the document as well. This allows you to determine which subsequent functions are to be allowed or prevented within your company when a document is blocked. Note: You can prevent the creation of the confirmed quantity for a delivery, but transfer of requirements takes place anyway. This is because it is assumed that in most cases a delivery will be made at some point in the future.

Cross-Functional Techniques 1. A. A. 2. A. What do you know about texts in the business process? check take place? The system does the availablility check for the plant at the item level. Where is the availability check controlled? On the Sales and Distribution tab page in the material master you can: enter in Gen./Plant in the availability check field, which and/or what type of availability check should be carried out for this material during order processing. There are also various tables in Customizing, on which the availability check is also dependent. What can you do if there are not enough available goods? The material can be delivered partially if the customer agrees upon, or through availability check other plants can be checked for stocks of same material. What is a requirement class used for? Communication between sales and distribution and procurement is carried out via requirements. The transfer of requirements type can influence the availability check. The employee responsible for materials planning receives information about sales orders in the system and the quantities that SD needs in order to deliver these orders. The material for the order can come from in-house production or external procurement. If there is insufficient material available, purchase orders can be made via materials planning. What is an Account Group? When you create a master record for a business partner, you must enter an account group. The account group determines: Which screens and fields are necessary for entering master data Whether you can or must make an entry in these fields How master record numbers are assigned (externally by you or internally by the system) and the number range from which they are assigned Which partner functions are valid? Whether the business partner is a one-time customer or one-time vendor.

3. A. 4. A.

5. A.

6. A.

What role does the account group play for the customer master record and what does it control? Account group helps in determining whether data field is displayed, maintenance is mandatory or optional, the number ranges, partners & text of the customer master. In the third party business transaction the Vendor delivers the Goods. In consignment stock processing goods are delivered to the customer but remains the property of the customer until they are actually used. What are the most important influencing factors for selecting fields when you maintain customer and material records? Account group of Customer and Material type, and Industry type for the material.

7. A.

Logistics Information System 1. A. What is the Logistics Information System for? It is for Reports and analysis., evaluation & planning. The Logistics Information System allows you not only to evaluate actual data, but also to create planning data. The information systems provide an easy-to-use planning functions that are also supported by a forecasting function The Logistics Information System (LIS) is made up of the following information systems: Sales Information System Purchasing Information System Inventory Controlling Shop Floor Information System Plant Maintenance Information System Quality Management Information System Retail Information System (RIS) Transport Information System (TIS) 2. A. Where does the data in the Sales Information System come from? The following data from the sales and distribution processes update the information structures: Sales documents (for example: orders, returns, requests for quotation, quotations) Deliveries Billing documents (debit memos, credit memos, cancellations) The data flows from the document structure to the information structures.

3.

What are standard analyses for?

A.

Standard Analyses: In the standard system, the following standard analyses are available in the Sales Information System: Customer A customer analysis is always useful if you want to access data directly from the customer statistics. Direct access via customer is possible and is not dependent on the sales organization. Material This analysis should be used if you want to access specific statistical data that is directly linked to a material. You can use this analysis to answer questions such as: What quantity of a particular material was sold? Sales Organization This analysis makes it possible for you to view data from the perspective of sales organization. Shipping Point The shipping point analysis is based on data that has been updated from the creation of the delivery note. You can use this analysis to answer questions such as: Who delivers in what way (freight forwarding) and to where (route)? Sales Employee This analysis enables direct access via the sales employee. You can use this analysis to answer questions such as: What sales volume has specific sales employee achieved with regard to a specific customer? You can use the information from this analysis as the basis for a commission settlement. Sales Office This analysis enables direct access via the sales office. You can use this analysis to answer questions such as: What sales volume has a certain sales group achieved in a certain division? Variant Configuration This analysis enables you to evaluate data for configurable materials. In the case of the configurable material car, for instance, you can analyze the following questions: How many cars with the color red were sold? How high is the number of incoming orders for cars with a particular engine power? In order to ensure that data is updated consistently and with a high level of performance, you need to observe certain special features during the statistics update. Exception Analysis In the exception analysis, you can display Exceptions, which you have defined using the Early Warning System. The exception analysis acts as a filter; this means, only the exceptional situations are displayed. The exceptional situations can be highlighted in color. When is an info structure updated?

4.

A.

Data analysis in the Sales Information System is based on statistical data that has been updated from Sales and Distribution to the information structures Events: Sales information system The following data from the sales and distribution processes update the information structures: Sales documents (for example: orders, returns, requests for quotation, quotations) Deliveries Billing documents (debit memos, credit memos, cancellations) The data flows from the document structure to the information structures What is an update analysis for? Updating in the Sales Information System Currencies Currency amounts are always updated in the statistics currency. The statistics currency is assigned to the sales organization. Thus, SIS allows you to analyze and compare the data of several sales organizations that do not belong to the same company code and could therefore have differing local currencies. You specify the statistics currency of a sales organization in Customizing for Sales and Distribution. Quantities Quantities are updated in the base unit of measure. The base unit of measure is the unit of measure in which the system manages the material stocks. It is specified in the material master record. Weights and Volumes Weights are updated in kg, volumes in dm3. Cancellations If a sales event is reversed (that is, canceled) the statistics are automatically adjusted to reflect this change. Returns/credit memos Returns and credit memos are updated in their own fields

5. A.

6.

When should statistical data be restructured?

A.

When there are missing or incorrect settings in customizing (statistics and update groups).You create or change info structures or updates after your system goes live. Updating of statistical data can take place in two ways: As a synchronous update (U1)(Immediate start, i.e., when an event takes place that triggers an update)As an asynchronous update (U2)(Delayed start, i.e., updating is slightly delayed after an event that triggers an update). Availablity check takes place at Order & Delivery level. It is controlled at Req. Class, SCHEDULE LINE CAT., item Categoery & MRP type. Back order processing can be initiated. Req. Class is used for to controlling Availablity Check. Account Group controls the amount of data and the respose of customer master records. functions. Account group helps in determining whether data field is displayed , maintenance is mandatory or optional, the number ranges , partners & text of the customer master. In the third party business transaction the Vendor delivers the Goods. In consignment stock processing goods are delivered to the customer but remains the property of the customer until they are actually used. An invoice is not created until the customer withdraws the goods from the consignment Stock. The customer has the right to return the goods up until that point. Credit Management is used for Specifying Companies Credit Policy & how a customer is to be handled in terms of credit and set the system to respect these credit procedures in related business transactions. Risk category is the risk associated with the payment guarantee forms for the receivables. Order, Delivery & Goods Issue business transactions should be blocked if the credit limit

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