Ang En Construction Business 23022006[1]

General

GENERAL Revision Table Document version

-

Changed on

23.02.2006

Changed by

Vdovitchina

Contact person

Seltenhammer

A

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Chapter/ Titles

Notes/ Key words

complete

Translation of the document ANG_de_001.01_A; Anlagengeschäft Dokumentation issued on 15.11.2005 next revision

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General

Table of Contents GENERAL................................................................................................................................2 Revision Table..........................................................................................................................2 Table of Contents .....................................................................................................................3 Table of Figures .......................................................................................................................5 Construction business ..............................................................................................................7 1.

ORGANIZATIONAL STRUCTURES .........................................................................8

2. 2.1. 2.2. 2.3.

MASTER DATA .......................................................................................................10 Customer and Vendor Master Data .......................................................................10 Material Master ......................................................................................................12 Purchasing Info Record, Source List......................................................................15

3.

PROJECT SYSTEM.................................................................................................17

4.

QUOTATION MANAGEMENT.................................................................................18

5.

ORDER MANAGEMENT OVERVIEW .....................................................................22

6. 6.1. 6.2. 6.3.

PRICING ..................................................................................................................23 Pricing in SD ..........................................................................................................23 Access Sequences.................................................................................................24 Purchase Price Calculation ....................................................................................26

7. 7.1. 7.2.

MESSAGE RECORDS ............................................................................................27 General Information on Message Records ............................................................27 Creating Message Records....................................................................................28

8. 8.1. 8.2. 8.3. 8.4. 8.5. 8.6. 8.7. 8.8. 8.9.

CREATING A SALES ORDER ................................................................................30 Item Categories in SD ............................................................................................32 Structuring in SD Orders ........................................................................................35 Creating the Order Header.....................................................................................38 Stock Items ............................................................................................................46 Third Party Item......................................................................................................51 Individual Sales Orders ..........................................................................................52 Creating an Order ..................................................................................................53 Creating a delivery .................................................................................................57 Materials Upload ....................................................................................................60

9. 9.1. 9.1.1. 9.1.2. 9.1.3. 9.2.

BILLING ...................................................................................................................61 Order-Related Billing..............................................................................................61 Clean Down Payment Items...................................................................................63 Creating a Down Payment .....................................................................................65 Final Settlement .....................................................................................................70 Billing Schedules....................................................................................................71

10. 10.1. 10.2.

CREDIT AND DEBIT MEMOS .................................................................................74 Credit Memo...........................................................................................................75 Debit Memos ..........................................................................................................77

11. 11.1.

DIV INVOICES AND CREDIT MEMOS....................................................................78 Creating a DIV Invoice ...........................................................................................79

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General 12.

PRO FORMA INVOICES .........................................................................................82

13. 13.1.

PROCESSING RETURNS .......................................................................................84 Storage Return.......................................................................................................84

14. 14.1. 14.2. 14.3.

LOGISTIC REPORTS ..............................................................................................90 Sales Order Items in a Project ...............................................................................90 SD Orders in a Project ...........................................................................................91 Purchase orders in a Project..................................................................................92

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General

Table of Figures Figure 0-1: Construction business process flowchart...............................................................7 Figure 1-1: Organizational structures in R3..............................................................................8 Figure 1-2: Defining the Sales and Distribution Area ...............................................................8 Figure 1-3: Sample Sales Office ..............................................................................................9 Figure 2-1 Partners in the Customer Master ..........................................................................11 Figure 2-2 Material Master views ...........................................................................................12 Figure 2-3 Levels in Material Master ......................................................................................13 Figure 2-4 Basic data .............................................................................................................13 Figure 2-5 Siemens Data .......................................................................................................14 Figure 2-6 Sales and Distribution ...........................................................................................14 Figure 2-7 Item Category Group ............................................................................................15 Figure 2-8 Structure of Purchasing Info Data.........................................................................16 Figure 4-1: VA21 ....................................................................................................................18 Figure 4-2 Creating a quotation..............................................................................................18 Figure 4-3 Header data VA21 ................................................................................................19 Figure 4-4 Item categories in a quotation...............................................................................20 Figure 4-5 A structured quotation...........................................................................................21 Figure 4-6 Quotation analysis /SIE/SSA_ZVA25 ...................................................................21 Figure 5-1 Order type – item category – schedule line category............................................22 Figure 6-1 Pricing ...................................................................................................................23 Figure 6-2 Determining the pricing procedure........................................................................25 Figure 6-3 Reference price calculation in SD.........................................................................26 Figure 7-2 Creating message records....................................................................................28 Figure 7-3 Creating a message for ZRD1 ..............................................................................28 Figure 7-4 Access sequence on a message type ..................................................................29 Figure 7-5 Creating message records....................................................................................29 Figure 8-1 Processes in logistics............................................................................................30 Figure 8-2 Integration PS-SD .................................................................................................31 Figure 8-3 Item category control feature ................................................................................32 Figure 8-4 Item category group in material master ................................................................32 Figure 8-6 Order structure category I Variant 1......................................................................36 Figure 8-7 Structure Category I - Variant 2 ............................................................................36 Figure 8-8 Structure category Variant 3 .................................................................................37 Figure 8-9 Calling up VA01 ....................................................................................................38 Figure 8-10 VA01 First screens..............................................................................................38 Figure 8-11 Additional screen VA01.......................................................................................39 Figure 8-12 Item overview VA01 ............................................................................................40 Figure 8-13 Credit limit exceedance.......................................................................................40 Figure 8-14 Sales order header – Shipping ...........................................................................41 Figure 8-15 Order header - Invoice ........................................................................................42 Figure 8-16 Order header – Assignment................................................................................43 Figure 8-17 Order header – Partner functions .......................................................................44 Figure 8-18 Order header – Texts..........................................................................................45 Figure 8-19 Processing the stock...........................................................................................46 Figure 8-20 Launching an availability test ..............................................................................47 Figure 8-21 Availability test ....................................................................................................47 Figure 8-22 Item data - Schedules .........................................................................................48 Figure 8-23 Example: Material unavailable ............................................................................48 Figure 8-24 Schedule - Shipping............................................................................................49 Figure 8-25 Calling up export data .........................................................................................49 Figure 8-26 Export data..........................................................................................................50 Figure 8-27 Third party processing ........................................................................................51 AMC e.p@ss

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General Figure 8-28 Individual sales orders ........................................................................................52 Figure 8-29 Creating an order ................................................................................................53 Figure 8-30 Selection variants “BANF to SD order“ ...............................................................54 Figure 8-31 Structure ME21N – creating an order .................................................................54 Figure 8-32 Siemens Data order ............................................................................................55 Figure 8-33 Siemens Data order ............................................................................................55 Figure 8-34 Logistic processes ..............................................................................................57 Figure 8-35 Creating deliveries ..............................................................................................58 Figure 8-36 Delivery overview................................................................................................59 Figure 8-37 Posting goods issue............................................................................................59 Figure 9-1 Sample billing plan – order-related .......................................................................61 Figure 9-2 Print Indicator – sales order ..................................................................................62 Figure 9-3 Clean down payment item ....................................................................................63 Figure 9-4 Down payment item – billing schedule..................................................................64 Figure 9-5 Defining the value of the down payment...............................................................64 Figure 9-6 VF01 Creating a billing document.........................................................................65 Figure 9-7 Item overview in VF01 ..........................................................................................66 Figure 9-8 View document flow ..............................................................................................67 Figure 9-9 Document flow with a down payment ...................................................................67 Figure 9-10 Visualize down payments ...................................................................................68 Figure 9-11 Calling up a list form ...........................................................................................68 Figure 9-12 Down payment list...............................................................................................69 Figure 9-13 Final settlement...................................................................................................70 Figure 9-14 Main item with a sub-item ...................................................................................71 Figure 9-15 Entering prices ....................................................................................................72 Figure 9-16 Specifying the header billing schedule................................................................73 Figure 10-1 Credit and debit memos......................................................................................74 Figure 10-2 Creating a credit memo on a reference ..............................................................75 Figure 10-3 Item selection......................................................................................................76 Figure 10-4 Item selection......................................................................................................76 Figure 10-5 Credit memo request ..........................................................................................77 Figure 11-1 DIV Invoice – Step 1 ...........................................................................................79 Figure 11-2 Entering an order reason ....................................................................................79 Figure 11-3 Defining the DIV cost type ..................................................................................80 Figure 11-4 Billing an order ....................................................................................................81 Figure 11-5 Creating a DIV invoice ........................................................................................81 Figure 11-6 FI Document - DIV invoice ..................................................................................81 Figure 12-1 Creating a pro forma invoice...............................................................................82 Figure 12-2 F8 for deliveries ..................................................................................................83 Figure 12-3 Item overview – Billing document .......................................................................83 Figure 13-1 Return processing...............................................................................................84 Figure 13-2 Creating a returns order......................................................................................85 Figure 13-3 Creating a returns order with reference ..............................................................86 Figure 13-4 Returns order item overview ...............................................................................86 Figure 13-5 Returns delivery ..................................................................................................87 Figure 13-6 MB1B reposting in the unrestricted stock in the warehouse ...............................88 Figure 13-7 MB1B Reposting – creating items.......................................................................88 Figure 14-1 Sales and distribution items on a project ............................................................90 Figure 14-2 CN41 orders in a project .....................................................................................91 Figure 14-3 ME2J Orders on a project ...................................................................................92 Figure 14-4 Schedule monitoring list – initial screen..............................................................93 Figure 14-5 Schedule monitoring list – selecting a project.....................................................93 Figure 14-6 Schedule monitoring result list ............................................................................94 Figure 14-7 Items with delays ................................................................................................94 AMC e.p@ss

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General

Construction business Construction business covers sales and distribution, delivery, as well as assembly and implementation of customer specific assets. When providing a service the standard products, systems, individual products, as well as diverse service output of asset producing areas are designed or configured via specific engineering activities in accordance with the customer requirements. A wide scope of methods and tools of project management is crucial for the appropriate service production. The diversity of the components predetermines the large number of intersections with and dependencies on other transaction types. For instance, when an asset specific individual project is being processed (transaction type Plant Transfers), or a project specific software is being developed (Service Transaction), or the assembly and implementation (Service Transaction), there are activities to be carried out in the corresponding transaction type. The criteria for the transaction type of Construction business are • • • • •

A higher order value Availability of know-how for designing overlapping projects for external and internal services Customer specific processing of complex large scale projects The allocation of sub-orders Multiple payment steps

Unlike the order types in System Transaction, the Transaction order type is related only to scarcely known customers and is characterized by highly specified orders, a high order value and a long project runtime.

concept/ productdesign

sales order/ quotationprocessing

orderentryprocessing

project processing

delivery period-end closing

Figure 0-1: Construction business process flowchart

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Organizational Structures

1. ORGANIZATIONAL STRUCTURES In the beginning we will make a short excursion into the organizational structures in R3 and their use in e.p@ss. Client

Accounting Controlling Sales Dispatch Materials management Purchasing

Cost center Controlling area

Company code

Chart of accounts

Profit center

Plant

Purchasing group

Storage location

Storage bin

Sales organization Shipping point

Loading point

Sales and distribution channel

Sales office Sales area

Purchasing organization

Sales group

Division

Figure 1-1: Organizational structures in R3

The following figure shows a specification of the R3 organizational structures in sales and distribution in e.p@ss:

SALES VERTRIEBSBEREICH AREA • Sales Verkaufsorganisation: organization:

At least oneeine Zumindest for every je Siemens-Geschäftsbereich SiemensBusiness area (verschlüsselt) (encoded)

and distribution • Sales Vertriebsweg: channel:

01.. Own Eigengeschäft business sale Verkauf 02.. Eigengeschäft Own business service Service 03.. Internet Verkauf sale 04.. Internet service Service C1.. Comission business Provisionsgeschäft -Geschäft F1.. ZRG -business I1.. Internes Internal Geschäft business Verkauf sale I2.. Internalbusiness Internes Geschäftservice Service

00in 00 bei sales Vertrieb; and distribution; der production Produktion ‚Product ‚Produktsäulen‘ In the columns‘

Sparte: • Division:

Figure 1-2: Defining the Sales and Distribution Area

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Organizational Structures

Sales Organization always stands for a certain department, and the division is generally not specified. The sales office is defined from a regional point of view and the sales groups in terms of sales representatives.

Wien Graz Klagenfurt Linz Salzburg Bregenz Innsbruck St. Pölten

● Sales office:

● Sales group:

Akquisiteur (3 Digits)

Figure 1-3: Sample Sales Office

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Master Data

2. MASTER DATA Master Data form a significant part of logistics. They are processed in detail in Subproject Master Data. Nevertheless, a short overview would be helpful. The required master data could be subdivided in multiple ways: • • • • • •

Customer Master Data/ Partner/ Contact Person (“Kundenstammdaten / Partner / Ansprechpartner“) Vendors (“Lieferanten“) Products (“Produkte“) Conditions (“Konditionen“) Customer-Material Info (“Kunden-Material-Info“) Purchasing Info Record (“Einkaufsinfosatz“)

2.1. Customer and Vendor Master Data In SAP the Customer Master Data are divided into General Data, Sales Area Data and Company Code Data (“Allgemeine Daten”, “Vertriebsberiech-“, “Buchungskreisdaten”). The General Data are defined centrally and client-specifically and apply for all organizational units within the corresponding client. E.g.: customer address, bank details. The Sales Area Data are relevant for the sales and distribution and apply for the corresponding Sales Area (Sales Organization, Distribution Channel and Division – “Verkaufsorganisation”, “Vertriebsweg”, “Sparte”). Moreover, the sales and distribution area data can exist multiple times for one and the same customer. Each sales area can have and maintain its own particular specification of sales area data for a customer. E.g.: Terms of Payment, Incoterms, Delivering Plant (“Zahlungsbedingungen”, “Incoterms”, “Auslieferungswerk”) The Company Code Data are relevant to accounting and apply for the corresponding Company Code. Company Code Data can also exist multiple times for one and the same customer. In each Company Code there could be stored specific particulars of the Company Code Data. E.g.: Control Account, Account Manager (“Abstimmkonto”, “Kontenführer”). An essential point in subsequent processing are the Partners in the Sales Area Data. Here there are additional e.p@ss functions available.

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Master Data

Sales employee (VE)

Sold-to-partner Ship-to-party

Partner functions

Responsible employee(ZM)

Logistician (ZL)

Contact persons

Payers

Bill- to party

Figure 2-1 Partners in the Customer Master

Beside the already known R3 functions, such as Ordering Party, Bill-to Party, Goods Recipient and Payer, the partners “Responsible employee”, “Logistician“ and “Sales employee” are also of interest here (“zuständige Mitarbeiter“, “Logistiker”, “Vertriebsbeauftragte“). These three new functions are relevant to document issuing, and also partially to order analysis. The Responsible employee is printed out as a billing document agent (and not the billing document creator). He/she is the contact person for accounting for reviewing purposes. The Logistics Personnel is relevant for the delivery and is therefore included in the delivery note. Sales Personnel is relevant when issuing a quotation. The Vendor Master is not as important as the Customer Master, therefore just a few words on it. The data in the Vendor Master Data are divided into three categories: General Data: e.g. vendor’s address and banking details These data are applicable for the entire client. Purchasing data: e.g. vendor’s order currency, Incoterms and control data These data are maintained by the corresponding purchasing organization. Accounting data: e.g. control account number and payment method for the automatic payment transactions. These data are maintained on Company Code level.

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Master Data

2.2. Material Master The Material Master is the central source for retrieving material-specific data. It is used by numerous logistic components in the SAP-R/3 system. As a result of integrating all material data in a single database object, the problem of data redundancy is overcome. The stored data can be used by all areas, such as purchasing, inventory management, material planning, invoice verifications, etc. at the same time. E.g. the data stored in the Material Master are required in the following processes: • •

Purchasing data for order processing Data on inventory management for posting goods movements and inventory processing Accountancy data for material valuation Material planning data for planning material requirements

• •

Since different departments in a business work with the same material and the departments specify different information about the materials, the data in the material master record are sorted by relevance to particular areas. Each area has its own specific view of a Material Master record and is responsible for the maintenance of the corresponding data. The data that are maintained in a specific view can be applicable on various organizational levels.

Purchasing Einkauf

Grunddaten Basic data St

t

A B

Sales & Vertrieb distribution

Materials Disposition planning

Warehouse/Plant Bestände im /Lagerort Werk stocks Financial Buchhaltung Accounting

Work Arbeits scheduling vorbereitung

Material master record

Qualitäts Quality management

Lagerung Storage Warehouse management

Prognose Forecast

Siemens Data

Classification

Figure 2-2 Material Master views

The material master has undergone a significant enhancement by means of an added view, the “Siemens Data” (“Siemens Daten“). Terms such as Product Group, Article Number, etc. can be found here (“Fabrikategruppe“, “Erzeugnisnummer“). AMC e.p@ss

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Master Data

The Material Master has a hierarchical structure just like that of the Customer Master.

Data valid for the entire business: e.g. material number, material description, goods group basic and alternative quantity units ...

Daten, Data valid die within innerhalb oneeines plant:Werks gelten: e.g. purchase z.B. Einkaufsdaten, data, disposition Dispositionsdaten, data, forecast Prognosedaten, data, work scheduling data... Arbeitsvorbereitungsdaten ...

Data valid for one storage location: e.g. storage bin description picking area...

Figure 2-3 Levels in Material Master

The following figures show views that are of interest in Construction business.

Figure 2-4 Basic data

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Master Data In the Basic Data view (“Grunddaten”) the Material Status, Weight (Shipping Processing!) and Goods Group (=ESN) are of importance, although the alternative quantity units are also to be taken into account (e.g. Service Material). (“Mengeneinheiten”).

Figure 2-5 Siemens Data

Product Group and Local Profit Centre are among the most essential pieces of information in the Siemens Data view.

Figure 2-6 Sales and Distribution

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Master Data Delivering Plant (”Auslieferungswerk”), Tax Classification (“Steuerklassifikation“) (relevant for value added tax calculation) and Conditions (“Konditionen”) are to be provided here (List Price PR00 – “Listenpreis PR00”). Item Category Group in Sales Data 2 (“Vertriebsdaten 2”) is essential for the subsequent order processing. Item Category Group takes care for the pre-assignment of the Item Category field in the sales and distribution document, and determines the other allowable item categories that will be accepted by the system.

Figure 2-7 Item Category Group

“NORM“generally controls the Stock Item Category, “BANS“applies for third party orders and „BANC” for processing individual customer orders. In e.p@ss the Material Master is created via a specific transaction, namely /SIE/SSA_MM_Z0FD.

2.3. Purchasing Info Record, Source List In R/3 Purchasing Info Records are generally created on Purchasing Organization / Plant level. The Purchasing Info Record is an important source of information for the buyer. He/she has the opportunity to find out via list displays which vendors offer particular materials or which materials can be obtained from a specific vendor. The following data can be specified and maintained in the info records: • • • •

Current and future prices and conditions (e.g. freight, discounts) Delivery dates (e.g. planned delivery time, tolerances) Vendor data (e.g. contact person) Texts

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Master Data The data in the purchasing info data are assumed as default when creating purchasing documents (e.g. orders and contracts). General Data Allgemeine Daten Data, Vendors Materialdes No....) Vendor Data (Claim (Mahndaten, Materialnr. Lief...) Lieferantendaten Origin Data Ursprungsdaten (Conversion factor ...) Order Unit Bestellmengeneinheit (Umrechnung ...) Internal Infonotizinfo record Administartion data Verwaltungsdaten

Purchase Organization Data Einkaufsorganisationdaten (Delivery time, Minimum quantity)...) Control Steuerung (Lieferzeit, Mindestmenge (Gross proce, Discount, Allowance...) Prices&Conditions Rabatt, Zuschl. ...) Preise & Konditionen(Bruttopreis, (Price history, purchase order statistics Statistic Statistik (Preisentwicklung, Bestellstatistik ...) ...) (info record purchase ...) order text...) Texts Texte (Einkaufsbestelltext

Purchasing EinkaufsEinkaufs Info-Record infosatz

Purchase Organization-Plant Data -/ Werksdaten Einkaufsorganisations

+

time, Minimum quantity) Control Steuerung (Delivery (Lieferzeit, Mindestmenge ...) (Gross proce, Discount, Allowance...) Prices&Conditions Rabatt, Zuschl Preise & Konditionen(Bruttopreis, Statistic (Price history, purchase order statistics Statistik (Preisentwicklung, Bestellstatistik ...) ...) (info record purchase order Texts Texte (Einkaufsbestelltext ...) text...)

Figure 2-8 Structure of Purchasing Info Data

The Purchasing Info Data has a hierarchical structure, the levels being once more the general data, the purchasing organization data and the plant data.

Source List (“Orderbuch”) The term Source List is closely related to Purchasing Info Data. The Source List contains the permitted, preferred and/or blocked sources of supply for a material that is itemized in a plant, which are valid for a given period of time. Each source of supply is defined in the Source List by means of a Source List record (“Orderbuchsatz”). If there is a source list obligation at hand, the material cannot be obtained from a source that is different from those in the Source List. Fixed sources of supply are always to be preferred to the others in the current time span. Within a fixed time span there should be only one fixed source of supply for each material. Materials cannot be purchased from blocked sources of supply. The material planning indicator in the source list specifies the way in which the sources of supply that are defined in the source list are to be taken into account during material planning.

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Project System

3. PROJECT SYSTEM Please, see the e.p@ss-Project System documentation [PJS_en_007.01_-; Project System, Critical Path Method, Settlement Rule and Incoming Orders]

for further information about:

ƒ ƒ ƒ ƒ ƒ

Project System Critical Path Method Project Status Settlement Rule Incoming Orders

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Quotation Management

4. QUOTATION MANAGEMENT The quotations in Construction business are generally complex and multifarious. Therefore an SD input is less reasonable because it could not ensure such a degree of transparency. However, the practice has prevailed to also create the basic data of the project as an SD quotation within the framework of the sale and distribution system. These quotations can be analyzed by the system and later transferred to a receiving system. Ordering Party, Project Identification, Planned Revenue, Planned Costs (hence, the sales and distribution margin), can be entered as basic data along with the deadline for submission of quotations (“Auftraggeber”, “Projektbezeichnung”, “geplanter Erlös”; “Plankosten”). The transaction for creating quotations is called VA21.

Figure 4-1: VA21

Figure 4-2 Creating a quotation

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Quotation Management The quotation type in Construction business is ZAGP. The basic data of the quotation are to be created now: • Purchase order number = Customer’s RFQ number • Order date = Customer’s date of RFQ • Requested delivery date can be a day (T), a calendar month (M), or a calendar week (W)

Figure 4-3 Header data VA21

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Quotation Management The following item categories are available in a quotation: Input

Mat.No.

Item category quotation ZEGU

Item category order ZEAP

HPOS

ZHGU

ZHAU

Mat.No.

ZLG8

ZLAP

Mat.No.

ZLGU

ZLAP

Mat.No.

ZSG0

ZSNP

Mat.No.

ZSG8

ZSAP

Mat.No.

ZSGU

ZSAP

Mat.No.

ZTG

ZTAU

WERT

ZWGU

ZWAP

Description

Logistics/Characteristic

Material item for procurement, delivery and billing Super-items to sub-items as cumulative summary ÆOutline of the billing document value of customer/ internal view Basic material item for procurement, delivery and billing Basic material item for procurement, delivery and billing Basic material item for procurement Basic material item for procurement and billing Basic material item for procurement and billing Basic text item for additional contents Standard item as line item usable for billing

Individual purchase order order and delivery relevant Main item (structuring)

stock item, delivery relevant

stock item, delivery relevant

third-party item, order relevant third-party item, order relevant third-party item, order relevant

value item

Figure 4-4 Item categories in a quotation

By means of these items it is possible to register a detailed quotation. If you only wish to enter the basic data, use the ZWAP item. The business volume is to be entered in condition type PR00 and the planned costs - in condition type ZAKO.

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Quotation Management The following figure shows an example of a structured quotation.

Figure 4-5 A structured quotation

A possible quotation analysis transaction is Transaction /SIE/SSA_SD_ZVA25. The following figure shows an example.

Figure 4-6 Quotation analysis /SIE/SSA_ZVA25

ZAKO column contains the planned costs and Net Value (“Nettowert”) the quotation value. AMC e.p@ss

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Order Management Overview

5. ORDER MANAGEMENT OVERVIEW The logistic quotation processing takes place in module SD. The central transaction is VA01, used for sales order transaction. When registering sales orders, Order Type is a central control parameter for further processing, and on item level such are the Item Category and the Schedule Line Category. Control of business processes in sales & distribution

document

SAP

follow-on document

controlparameter

sales document type

copy control

header

controlparameter

item category

copy control

item

controlparameter

schedule line type

copy control

schedule line

Figure 5-1 Order type – item category – schedule line category

The main order type in Construction business is called ZTSP. This is the order type with which both logistic processing and billing are carried out. Besides there are the ZGSP for credit memo processing and the ZREP for return processing. For special cases there are two more order types for DIV processing, but we will discuss them in detail later. Before we come to logistics, however, we will first have to deal with the pricing and message determination which are required in Construction business.

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Creating a Sales Order

6. PRICING Pricing has a secondary importance in Construction business. What is of interest here is the VAT determination and the list prices of the materials. Purchase price determination is a special topic, since it represents an essential link in purchasing, but we will dwell on it later on.

6.1. Pricing in SD Let us start with a tour through SD pricing.

Pricing conditions conditions

surcharges and discounts

prices z price Preisliste list

z for customer

z list Listenpreis price

z for material

z customer kundenindividuell specific

z to price group

z other - . Sonstig G-prices G -Preise

z to material grouping z to customer/material grouping z to customer/material z to price group/material grouping z other

Figure 6-1 Pricing

In SAP the determination of values on an item in a pricing procedure (both in the header and in the items) occurs in the SD sales order. Within a pricing procedure there are various rows that are interrelated (similar to the rows in an Excel table). E.g. there are individual rows for VAT or for the list price. Each row in SAP has its individual rule unit and is characterized by means of a so called condition type. Condition types can either be entered manually or generated automatically by the system. When the system has to determine the value of a condition type, the so called condition records has to be maintained. Condition records are used to populate with values the condition types in a pricing procedure in an SD order.

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Creating a Sales Order Basically a condition can be structured in two different way, namely with regard to a price or to surcharges/ discounts. Furthermore, conditions can be derived from the value added tax generation. • •

The net price (condition) of a material can be comprised of various price elements. In line with the gross price for the material, the rebates and discounts/ surcharges define the net price. Besides, there are sales taxes that are taken into account as well. As a result the price elements can be divided into the following three areas in terms of pricing: o Prices o Surcharges and discounts o Sales taxes

•

The origin of the three price elements can vary: o A price can originate from a price list; o It may have been negotiated individually with the customer, or o It may merely depend on the material itself.

•

In the same way surcharges and discounts can also be selected only for specific customers or in relation to a material group

6.2. Access Sequences When condition values are to be determined automatically the already mentioned condition records are used. Therefore it is important to know how condition records are structured. If, e.g., the sales price of a specific material is to be found, it is possible to create material specific prices in the system. This means that for a specific material a sales price is to be found. In this case the condition record basically consists of a material number and a price (contents of the condition). Material Æ Price (Condition value) Or a special price may have been agreed upon with a customer, so that although the material as a rule has a set price, a different condition value is to be derived for a special customer number. In this case the customer number is to be saved in the condition record along with the material number. Material + Customer Æ Price (Condition value) Thus you can set various search criteria for fulfilling a condition. A SAP combination of such key terms is labeled a key combination.

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Creating a Sales Order When fulfilling a condition SAP deals with the various key combinations in a specific predefined sequence. In general the search for a condition value is interrupted at the first “strike” in a key combination. In the example above the following access sequence could be set into the system: Key combination Material + Customer Æ Price Key combination material Æ Price

First access: Second access:

Thus the system will first check if there is a price set for a customer and if this is not the case, it will derive the generally valid material price. Summary: In the e.p@ss system each sales order is assigned to a pricing procedure. This pricing procedure consists of (along with header and item levels) condition types (they represent the separate rows in a pricing procedure). A condition type can be assigned an access sequence. The access sequence determines the key combination order in which the system attempts to fill the corresponding condition with a value. The individual data records that can be specified in a key combination are called condition records. Note: Logic in creating a pricing procedure: When determining the pricing procedure a so called document pricing procedure is derived from the sales document type. Along with the organizational data (sales organization, distribution channel, division) it yields the pricing procedure to be assigned (see the following figure).

Pricing: Determination- Pricing Procedure VKORG = 0300

sales document type ZDAF .

VTWEG = 01, ...

sales document type ZDPP .

document pricing procedure E

SPART

condition types

pricing procedure ZVDL01 EK01 costs (statistical)

access sequences

ZPR0 service price

ZPR0

+ +

ZDVS sales margin

ZDVS

ZDLR discount service

ZDLR

+

SKTO cash discount

MWST value-added tax

Figure 6-2 Determining the pricing procedure

Condition records are master data and can be created and maintained via the standard transactions.

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Creating a Sales Order

6.3. Purchase Price Calculation A special topic is the reference price calculation in sales orders. The condition type periodic unit price “VPRS” (“Verrechnungspreis”) is insufficient as a basis for a sales price calculation and is only applicable for stock articles. For items that are relevant for an order the correct source of supply are determined and the correspondent purchasing info record is read. The prices and discounts defined in the purchasing info record are stored in special condition types of the pricing procedure. The following figure shows the value flow from purchasing info record via an SD order to an order.

EINF

SD-Item

Purchase

material - / vendor relationship

pricing SD-Item

pricing purchase order item

conditions:

conditions:

conditions:

ZABB purchase price from EINF ZAB1 discount of gross ZAB2 discount of net ZAB3 surcharge % of net

PB00 purchase price from EINF ZR01 discount of gross ZR00 discount of net ZZ00 surcharge % of net

ZABN purchase order price net of EINF

ZABN purchase order net of EINF

PB00 gross price ZR01 discount of gross ZR00 discount of net ZZ00 surcharge % of net

ZABS purchase order price net new of SD ZASO other procurement costs (f. CALC) Is always transferred to the purchase order; because always in EINF Is only filled at the change of the EINF-conditions

Is only transferred if aggregated in EINF

Figure 6-3 Reference price calculation in SD

Updating the purchase prices from the SD in an order: The order price and a discount (condition types ZABB, ZAB1) are updated in the order. Condition type ZABN contains the net order price of the purchasing info record. The values of the condition types can be changed in the SD order and a new net order price can be entered in condition type ZABS. The changed values will then be reflected in the order instead of the values from the purchase info record. Thus the project prices that have been agreed upon with the vendors can be set directly in the SD order. The system derives all data from the SD order.

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Creating a Sales Order

7. MESSAGE RECORDS 7.1. General Information on Message Records Message determination allows SAP to find and process messages automatically. Messages make it possible to compile the data on sales and distribution documents (quotations, orders, delivery bills, billing documents, etc.) for the system to put out. Output can take numerous shapes, e.g. print-outs, interconnection to other systems or, more specifically, EDI output. Message Type controls the ways in which the output will be produced. Message type also determines if, e.g. an order confirmation is to be printed out or send via EDI. Message types can (just like condition types for pricing) be entered manually or generated automatically. The automatic message determination uses a technique, similar to that of condition determination. Here too a message type is searched for according to defined search criteria in line with set access sequences, and the results are used for a distribution document to be produced. The message record determines which output criteria (e.g. which printer is to be called up) are to be derived. The following table lists the important message types that are provided for logistic processing in e.p@ss.

Sales and distribution document

Message type

Function

Quotation

ZAN1

Quotation print-out

Order

ZAB5

Order confirmation print-out

Delivery bill

ZLD0

Delivery bill print-out

Invoice

ZRD1

Invoice print-out

ZRD2

Electronic invoice dispatch

ZRD3

Invoice copy for the accounting clerk

ZRD4 ZRDE

Printout of a pro forma invoice Printout of an ICB invoice

ZKOP

Order copy for the agent

ZEDI

Electronic order dispatch

ZDRU

Printout of an order

Order

Figure7-1 Message types

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Creating a Sales Order

7.2. Creating Message Records Messages can be created either manually (by entering a message type) or automatically (by determining the message types via the condition technique). If messages are to be determined automatically, the appropriate condition records are required. SAP provides you with a number of transactions for sales and distribution documents that can be used for creating such condition records, as can be seen in the graphic below.

The maintaining of the message type can be accessed via following path in the SAP-tree: Logistik Æ Vertrieb Æ Stammdaten Æ Nachrichten (LogisticsÆSalesÆMaster DataÆMessages)

Figure 7-2 Creating message records

An example of creating a message record for printing out a billing document will be discussed below. Transaction VV31, Creating message record for invoices (“Nachrichtensätze für Fakturen anlegen”)

Figure 7-3 Creating a message for ZRD1

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Creating a Sales Order Just like when creating condition records, with message records you have to enter the message type first as well. In this example we are going to use message type ZRD1 which is used in invoice printing. Press Enter or the Key Combination button (“Schlüsselkombination”) to call up a pop-up screen with all existing key combinations in the access sequence.

Figure 7-4 Access sequence on a message type

This view shows the criteria by which a message type for a billing document printout can be found. Creator and Billing Document Type are relevant, possibly also the billing document printing settings by Sales Organization (independent of billing document type and creator). In the following screen shot the condition record itself is to be created:

Figure 7-5 Creating message records

When printing a billing document the role is always specified as a bill-to party (RE). Medium is 1 (for print output – “Druckausgabe”), for time for printing the billing document (“Zeitpunkt”) enter 4 (to Shipping immediately, at saving the document). The message record has now been created and can be saved. AMC e.p@ss

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Creating a Sales Order

8.

CREATING A SALES ORDER

Starting point The project has been created structurally and has been released, and the planned data for the costs and revenues are already in the CO-PA. The order entry notice is generated. Logistics can take over now. process sales order

release sales order

deliver sales order

closing controlling

invoice sales order

sales order goods return complaints

sales invoice delivery note credit memo

allocate the order (process); clarify the unclear situations with the customer; determine the transaction-/ order type compare with quotation check techn. & commercial project structure (WBS) sales order processing (enter, calculate, schedule,…); control the sales order

sales order processing (release order, order response)

entered sales order

purchase requistion (BANF) reservation production order service order

monitor procurement control the sales order

delivery processing (check product retrieval & create delivery: packing list, picking packing, create shipping documents: shipping notification, delivery note, shipping papers) control the sales order

control sales order planned / actual matching price determination of more- / less services sales order processing or delivery processing (release of billing document)

billing processing (create & send the billing document)

delivery shipping documents

order cost statement

billing document accounting data

send the billing document

Figure 8-1 Processes in logistics

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Creating a Sales Order

The process starts with creating a sales order for which one can deliver and order. In Construction business billing mostly occurs in an individual SD order for more transparency. Often each account assignment WBS element is created with an individual SD order for the sake of more clarity.

process with PS Delivery SDorder

Billing document

Item. 1 Item. 2

revenue

assignment

Project settlement costs

Banf / Purchase order

Goods receipt

Financial statement

Incoming invoice

Figure 8-2 Integration PS-SD

Figure 8-2 shows the central meaning of the project for the logistic processing.

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Creating a Sales Order

8.1. Item Categories in SD Position types are set in accordance with logistic requirements. The following figure shows their essential control features. What all of them have in common is that they have been assigned to a WBS element. Functions of the item type

Separate business data

Completion rule

Assignment of basic functions

Scheduling is allowed

•

Item type

Delivery relevance

• • •

Billing document relevance Pricing

Partner determination Text determination Incompletion …

Object lists

Figure 8-3 Item category control feature

The determination of item categories is controlled by a field in the material master. This item category group takes care for the default values in the item category field in the sales and distribution document and furthermore determines the allowable item categories that the system is to accept when a user changes the default values in the document.

Figure 8-4 Item category group in material master AMC e.p@ss

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Creating a Sales Order The item categories in SD control item processing in the system (e.g. pricing, billing relevance, delivery relevance, etc.) The item categories are automatically determined by the material master in accordance with order type and item category group, but they can be overwritten manually. The item categories themselves have 4 digits, most of them are self documenting in e.p@ss. 1. Position: Always a “Z“for an e.p@ss extension 2. Position: Item property in terms of logistics, but also third party order, warehouse, etc. 3. Position: Controls billing relevance 4. Position: Account assignment relevance, in Construction business WBS elements are almost always assigned a P The following table shows the e.p@ss mechanism for the second digit of the item category in the sales order. Second position Item category

Logistic characteristics

D E/Q

Service item (e.g. training) Individual sales order (material/service)

G H L N S Y W X T M

Group item (Product Group – “FAGR”) = report item Main item (item, superior to the sub-items) Warehouse article Not kept in stock (e.g. supplementary materials, like screws, etc.) Third-party item Third-party item, delivery relevant Value item Net cost item (costs that are not allocated to a customer) Text item (no values) Assembly item, totaled costs and prices from the individual items

Table 8-1 Second position item category

The third position indicates the billing ability. The possible characteristics are as follows: Third position Item category

Invoice Relevance

0 A N R T W

Main item (billing schedule) purchase order-relevant billing Irrelevant to billing Billing the invoice receipt quantity Billing schedule Billing the goods issue quantity

Table 8-2 Item categories in asset business

The fourth position gives information on the assignment of the item, namely • P WBS-element assignment (Asset and Service Transaction) • V VBP-assigned (Product and System Transaction) • U unassigned for text or main items

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Creating a Sales Order

The following table shows the use of essential item categories. input material HPOS

item category ZHAU

HPOS

ZHNU

Mat.No.

ZLAP

Main item for a summarized display for the customer. The values of the sub-items are cumulated on the print of billing document (not in the SDdocument in SAP) Main item for a summarized display. This item category is used for SAGÖ-internal structuring. stock item

Mat.No.

ZSAP

third-party item

Mat.No.

ZEAP

individual purchase order

LEIST

ZDAP

service item

LEIST

ZDNP

service item

WERT TEXT or (without) TEXT or (without) WERT

ZWAP ZTAU

value item text item only

ZTNU

text item only

ZATP

WERT

ZWTP

Mat.No.

ZLWP

Down payment item with billing plan (exact 1 down payment in the item) Value item with billing plan (can consist of more down-/partial payments stock item

Mat.No.

ZEWP

individual purchase order

order- and deliveryrelevant

Mat.No.

ZLNP

stock item

Mat.No.

ZENP

individual purchase order

Mat.No.

ZSNP

third-party item

Mat.No.

ZNNP

not inventory managed item

Mat.No.

ZLOP

returns with credit memo

Mat.No.

ZNOP

returns with credit memo

TEXT or (without)

ZWUP

credit memo with billing reference credit memo with order- or billing reference for purchasing of service items to vendors with individual material purchase order for purchasing of service items to vendors with individual material purchase order creation of delivery notes for third-party items creation of delivery notes for third-items

order-relevant not delivery-relevant order- and deliveryrelevant order-relevant not delivery-relevant not order-relevant not delivery-relevant delivery-relevant not order-relevant (return) delivery-relevant not order-relevant (return) not order-relevant not delivery-relevant not order-relevant not delivery-relevant order-relevant not delivery-relevant

ZGUP Mat.No.

ZQAP

Mat.No

ZQNP

Mat.No.

ZYAP

Mat.No.

ZYNP

description

logistics/ characteristic main item (structuring)

billing-relevance

PS-relevant

Yes

No

main item (structuring)

No

No

delivery-relevant not order-relevant order-relevant not delivery-relevant order- and deliveryrelevant order-relevant not delivery-relevant order-relevant not delivery-relevant not delivery-relevant not order-relevant not delivery-relevant not delivery-relevant

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

No

Yes

Yes Yes

Yes No

No

No

not order-relevant not delivery-relevant

Yes

Yes

not order-relevant not delivery-relevant

Yes

Yes

order-relevant not delivery-relevant

Yes billing of the good issues quantity Yes billing of the good issues quantity No

Yes

No

Yes

No

Yes

No

Yes

Yes (credit memo)

Yes

Yes (credit memo)

Yes

Yes (credit memo)

Yes

Yes (credit memo)

Yes

Yes

Yes

order-relevant not delivery-relevant

No

Yes

order-relevant not-delivery-relevant order-relevant not delivery-relevant

Yes

Yes

No

Yes

Yes

Yes

Figure8-5 Item categories in Construction business

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Creating a Sales Order

8.2. Structuring in SD Orders When structuring a sales order in SAP R/3 it is possible to differentiate among various perspectives on the business processes: • • •

Logistic point of view: which materials and services are to be created for procurement and delivery process purposes Billing point of view: in what way should the billing document reflect service production Reporting point of view: on which levels should deliveries and services and the corresponding accrued expenses in the financial statement (CO-PA, Profitability Analysis) be settled? Unlike in System Transaction here this is based on the WBS elements!

This requirements are met by means of various order structures, which are called order structure categories I, II and III in System Transaction. Only Order Structure Category I is meaningful in Construction business. Order structure is controlled by means of item categories. An item becomes a main item if at creating new items the “higher-level position” column is populated with the item number of the main item.

Order Structure Category I The specifics of Category I are the possibility of an umbrella higher level item with the following features: • Retrieval of the item in the billing document • No logistic relevance • No reporting relevance • The possibility of a group price for the sub-items It is possible to exclude the “normal” logistic items from the billing document when it is issued for the customer. Structure Category I evidence slight variation against the business processes, as they are known from Product Transaction. If the order lacks a higher-level item it will in no way be different from a product transaction order. The HPOS item on the material serves invoice visualization purposes. The HPOS can be defined as multi-level and their number is also freely definable.

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Creating a Sales Order Structure Category I can be created in various variants. customer view

legend

:

-order header: : SD-Auftrag Kopf ZHAU Mpos Fakturapos Hpos billing pos für for Kunden customerZHAU 05 Hpos Faktura value billing ZWAP,ZWTP,ZATP Fagr1/ Zuordnung zu to05 05 Merkmalskomb.1 10 /assignment characteristics comb 1

logist . view

Print of the billing document. Control via print indicator in the item

Reching Billing doc document

WBS1 PSP1

WBS2 PSP2

ZWAP, ZWTP,ZATP Hpos Faktura value billing Fagr2/ Zuordnung zu to05 05 Merkmalskomb.2 20 /assignment characteristics comb.2

Pos 100

Material material / usage / service / Leistung ZLNP,ZENP, ZSNP, ZNNP Kosten costs

WBS2 PSP2

Pos 110

Material material /Verbrauch / usage / service / Leistung ZLNP,ZENP, ZSNP, ZNNP Kosten costs

WBS1 PSP1

Pos 120

material / usage / service Material / Leistung ZLNP,ZENP, ZSNP, ZNNP Kosten costs

WBS2 PSP2

Figure 8-6 Order structure category I Variant 1

In Variant 1 there is a main item on the top which is assigned to the sub-items to be billed. For each billing document-WBS element an item is to be specified. On the customer statement hard copy, however, only the HPOS are printed. Thus a differentiation between customer view and the reporting procedure is achieved (CO-PA). The logistic items can be written in the same order, however, as has already been mentioned, for the sake of clarity they should have their own SD orders. SD-order Auftrag header: Kopf:

customer view

legend: logist . view Hpos as Mpos als structuring Strukturierungshilfe help ZHNU

Mpos as structuring help

ZHNU

Pos 100

ZLNP,ZENP, ZSNP, ZNNP Material / LeistungZLNP,ZENP, material / Verbrauch usage / service costs Kosten

WBS2 PSP2

Pos 110

Material material / Verbrauch usage / service / LeistungZLNP,ZENP, ZSNP, ZNNP Kosten costs

WBS2 PSP2

Pos 120

Material / Leistung ZLNP,ZENP, ZSNP, ZNNP material / Verbrauch usage / service Kosten costs

WBS2 PSP2

Figure 8-7 Structure Category I - Variant 2

In Variant 2 the sales order contains no logistic items that are relevant to billing. Main items of category “ZHNU “have a structuring function and are not invoice-relevant either. Thus the order can be divided into asset parts (external stations, internal assets, etc.), so that they all have the same send-to address.

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Creating a Sales Order Remember: The system generates position categories in line with the position category group of the material master in an order type. In order for the system to be able to set the ZHAU position category, ZHA has to be set in the material master, while for ZHNU there should be a ZHPO. The third variant of Structure Category I is the one with maximal characteristics. legend :

-Auftrag header: Kopf: SD-order

customer viewt logist . view

Billing Rechnung document

Mpos Fakturapos Hpos billing item für for Kunden customer ZHAU 05 Summe totalaus of Pos 10 und 20 Hpos billing value Faktura ZWAP,ZWTP,ZATP Fagr1/ 10 /Zuordnung /assignmentzu to 05 characteristics Merkmalskomb comb.1.1 value billing Hpos Faktura ZWAP,ZWTP, ZATP Fagr2/ 20 /Zuordnung /assignement zuto05 05 characteristics Merkmalskomb comb.2.2

CO -PA view

PSP1 WBS1

Print of the billing document. Control via print indicator in the item

PSP2 WBS2

ZLNP,ZENP, ZSNP, ZNNP

PSP1 WBS1

Pos material Material / usage Verbrauch / service / Leistung ZLNP,ZENP, ZSNP, ZNNP 110 / assignment Zuordnung zu to 10 costs Kosten

PSP2 WBS2

Pos material Material / usage Verbrauch / service / Leistung ZLNP,ZENP, ZSNP, ZNNP Zuordnung zu Kosten 120 / assignment to 20 costs

PSP2 WBS2

Pos Material material / usage Verbrauch / service / Leistung assignmentzu to 10 Kosten costs 100 / Zuordnung

Figure 8-8 Structure category Variant 3

Variant 3 is available for projects with few materials which are only processed in one SD order. It nevertheless requires structuring of the logistic items. For projects with many material items this variant is inappropriate.

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Creating a Sales Order

8.3. Creating the Order Header Finally the current input of the order begins.

Figure 8-9 Calling up VA01

The relevant transaction is VA01 – Creating a Sales Order (“Kundenauftrag anlegen”).

Figure 8-10 VA01 First screens

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Creating a Sales Order The order type that is generally used in Construction business is ZTSP. The organizational data that you provide in the initial screen are transferred to the order header and are then set as default values in all items. You can enter, and if necessary, overwrite the Sales Office and Sales Group via the menu path Goto -> Header -> Sales (Springen -> Kopf -> Verkauf). After acknowledging an e.p@ss enhancement appears – the additional screen of VA01.

Figure 8-11 Additional screen VA01

The fields that are significant for Construction business are: • • •

AE message: AE=N (AE message ensues in module PS) Reference number: Possibly order number from the previous system. This is an additional search option for the sales order number field on header level. Forwarding: A pre-assignment can be entered for the order items here. This is irrelevant for third party orders. The indicator only functions in cases of individual sales orders when the goods have been delivered in-house (for institutional good receipt). This indicator determines whether the goods will be stored in the goods collecting point (“ASST”) or direct Shipping to customer is to ensue.

Note The data provided as additional data are assumed as default values on all items in the order. Later on in the header of the SD document you can also see your entries in Additional Data B.

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Figure 8-12 Item overview VA01

If there are several partners in the customer master that have been assigned the same roles (e.g. good recipient, contact person) the system will list the options. Indicate your selection of a partner and confirm by pressing Enter (or the green tick button) or just double click the partner of your choice. In general the dynamic credit limit check is switched on. In the credit limit check the system compared all payables and open order and delivery values of the customer with the credit limits. Those are provided from the accountancy department and as a whole depend on the customer group (public ordering party, key customer, etc.) If the credit limit is exceeded, there will be a system warning when the order is created.

Figure 8-13 Credit limit exceedance

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In the Shipping tab (“Versand”) the three most interesting fields are: Delivery Block, Complete Delivery and Order Combination (“Liefersperre”, “Komplettlieferung”, “Auftragszusammenführung”).

Figure 8-14 Sales order header – Shipping

The Complete Delivery field makes sure that all item categories that are relevant to delivery are included in a single delivery bill and the Order Combination makes it possible for a total delivery bill to be compiled on several SD orders (when certain criteria are met, e.g. one and the same goods recipient).

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The values of payment terms and the Incoterms that are set by the customer master can be changed in the Billing Document tab (“Faktura”).

Figure 8-15 Order header - Invoice

The Billing Block prevents the creation of billing documents and the Billing Document Date is the default date for the scheduled billing document creation. The Billing Schedule tab (“Fakturaplan”) will be discussed at a later point (Item 14.2.) (13) (14)

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Figure 8-16 Order header – Assignment

In Construction business the option is available to assign an SD order to just a single WBS element. For SD orders with invoice-relevant items the system checks if the WBS element that in entered is indicated as a billing element. For an SD order with logistic items (e.g. Stock Material, Third Party Material) the WBS element has to be an account assignment element. The WBS elements that are specified on header level are automatically inherited from the system by all order items in the order. This does not apply, however, if additional header entries are made at a later point. (15)

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Figure 8-17 Order header – Partner functions

The partner functions are images of the actual parties in the process in R/3. The bill-to party or the goods recipient should coincide with the ordering party. However, in order to make sure that the delivery reaches the correct recipient or that a customer payment is correctly assigned to a sales process the partners of the business should also be available in the system. (16) Contact person for the customer in document printouts: In order to make sure that the correct contact persons from Siemens are printed on documents, please take care of Partner Functions ZM and LO. The ZM is printed out in billing documents and order confirmations and the LO on delivery note. If this function is missing, the name of the document creator will always appear on the documents instead! Address change: If you wish to change the address, double click it. This change will, however, only apply to the current document. Note: The ship-to addresses changes that are made here on header level will not be reflected in the items that have already been created (please change in each item as well)!

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Creating a Sales Order In the Text tab (“Texte”) you can create header texts. Here there is a specific designation system: e.g. sales text designated as “V AnJ-ABJ-LsJ-RgJ“. The V means that this text is to come before the items, the four J’s mean that it is to be printed out in all quotations (“An”), order confirmations (“AB”), delivery notes (“Ls”) and invoices (“Rg”). An N would have meant that the text is not to be printed out in the current document.

Figure 8-18 Order header – Texts

Thus the essential header information in the sales order has been created, so you can move on to the items.

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8.4. Stock Items The materials in this item are stock materials and are stored in the sales and distribution storage.

MM Dispo or manually

Purchase order

SD ME21N

Purchase Bestellung ........... .......... order ...........

Vendor

Sales Order

VA01 Sales Auftrag Order

........... .......... ...........

Delivery ZL01/ MIGO

WE Lager

Warenzug. Stock ........... .......... access ...........

unrestricted -use stock

VL01

Delivery . Liefersch ........... .......... note ...........

Picking + goods issue

VL02

Customer

Figure 8-19 Processing the stock

The order starts on grounds of some requirement, e.g. material planning (storage replenishment). There is no direct connection to a sales order. The recipient storage location is to be specified in the order (e.g. sales and distribution storage, numerical identification). At ordering the goods at first they are received into the blocked stock (BWA 103). Only then can the blocked stock be reposted into the available stock (BWA105). BWA 101 then offers the options of directly placement in storage in the available stock. The goods can be called up from the storage through a sales order and the relevant delivery. The goods issue will be posted in reference to delivery and the goods will be delivered to the customer against a delivery note. The goods issue posting occurs automatically via the freight list at the time of handing the goods over to the carrier (Î Subproject Logistics). Material Item Category Group With stock materials enter the NORM item category group. Thus the system will always find stock item categories, since these are relevant to delivery, but not to ordering. Availability Test By means of the dynamic availability test the system determines the current stock/requirements situation. It informs you on the outward (=requirements) and inward (=stock) stock movements on the material that is available in the corresponding plant. The outward movements can be sales order or bookings, while the inward ones are the purchase orders. The requirements are ordered by the time of their occurrence. In line with this

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Creating a Sales Order situation the system generates a confirmed schedule. It indicates when the material can be delivered to the customer. As soon as the material, schedule and quantity are specified in the overview list, the system will automatically start an availability test, which could also be launched manually once again.

You can initiate the availability check manually by this button

Figure 8-20 Launching an availability test

Availability check with more delivery proposals. You have to decide for one.

One-time delivery to desired delivery date

Full delivery to earliest possible date

Delivery proposal with the possibility to splitt the delivery

Figure 8-21 Availability test

As soon as a material number is specified and confirmed by pressing Enter, the entered material data will be visualized. If an availability test is undertaken and the delivery of an order item is not entirely possible, you might open a different window where you can select among several delivery options. The indicator „Delivery date and quantity are fixed“(”Liefertermin und Menge ist fixiert”) determines whether delivery dates and delivery quantities on the schedule confirmed by the system are to be fixed rigidly.

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Creating a Sales Order You can (e.g. after discussing it with the customer) accept the system offer for a complete delivery or select the scheduling that the system has generated in line with the situation in terms of availability. Click on the tick of the preferred option. You will return to the item overview and on the status bar a message will be displayed: “An availability test is being carried out” (“Verfügbarkeitsprüfung wurde durchgeführt“)

Figure 8-22 Item data - Schedules

As a result from this choice the schedule for this item is visualized (item data – schedule).

Figure 8-23 Example: Material unavailable

Figure 8-22 shows an example where the material is not available. The confirmed schedule is at a later point than the requested delivery date!

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Creating a Sales Order The exact times of the Shipping can be called up in the detailed information on the schedule.

Figure 8-24 Schedule - Shipping

In the Scheduled Shipping register (“Versand zur Einteilung”) a delivery block can be set (or cleared again). Here the dates and times of the goods movements are specified. Export Data An essential enhancement of e.p@ss in SAP R/3 is that export data can be entered in the SD order. When creating the item the system determines the export data from the material master and these can be changed even once they are in the sales order.

Figure 8-25 Calling up export data

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Creating a Sales Order Export data can be called up by pressing the Export button on the Position tab, additional data B (“Zusatzdaten B”).

Figure 8-26 Export data

Non-Stock Material Non-stock materials are a particular case. They are supplied, but not subject to inventory planning. These are materials that have been taken back from customers but are not posted to stock, samples, etc. A delivery can be created via the ZNxP item category, nevertheless no availability test will take place and neither will a goods issue.

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8.5. Third Party Item With third party items there are no good movements in the system. The goods are delivered directly to the customer.

MM

SD Sales Order

BANF

VA01 Auftrag Sales Order

........... .......... ...........

Purchase order

ME21N

Bestellung Purchase ........... .......... order ........... Delivery note Liefersch . Siemens

Vendor Delivery

Delivery . Liefersch Lieferant vendor note

Customer

Figure 8-27 Third party processing

A purchase requisition (BANF) is produced from a sales order. Third party processing is undertaken via item category (ZSxP) in the sales order. The third party order is initiated in reference to the sales order in the BANF, i.e. it is directly related to the sales order. The vendor delivers the good without GR posting and directly to the customer. A delivery note can also be issued depending on the Item Category (item category ZYxP). The BANS Item Category Group of the Material Master directly sets up a third party item category. Purchase Order Scheduling The system carries out a purchase order scheduling for the order-relevant item categories. Depending on the Planned Delivery Time it will determine whether the material can be delivered at the Requested Delivery Time. Purchase Order Scheduling can therefore be compared to the Availability Test with stock materials.

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8.6. Individual Sales Orders The individual sales order is a cross between Stock and Third Party items.

MM

SD

PR

Sales order

VA01

Auftrag Sales order

Purchase order

ME21N Bestellung Purchase ........... .......... order ...........

Vendor

GR storage

Sales order stock

ZL01/ MIGO

........... .......... ...........

Delivery

VL01

Liefersch Delivery . ........... .......... note ...........

Picking + Goods issue

VL02

Warenzug. Goods ........... .......... movement ...........

Customer

Figure 8-28 Individual sales orders

A BANF (purchase requisition) is generated from a sales order. A forward-to indicator is specified in the sales order (e.g. ZW=internal forwarding, ZK=customer Shipping). The order is produced in reference to the sales order. It is directly related to this sales order. The order contains the available storage location (e.g. ZW, ZK). The goods receipt at ordering occurs in the storage inventory (Movement Category BWA 101), but in the individual customer inventory (MTO - “KDE”). Thus the goods are not freely available, but booked for the order instead. If the goods are to be stored in the goods collecting point (“ASST” - “ZK”), the goods receipt ensues in the blocked stock (BWA 103) and then the goods stored in the goods collecting point (“ASST”) are posted to the individual customer inventory (BWA 105). Forwarding depends on the specified forward-to indicator: ZW = immediately forward to the goods recipient at goods receipt (selection date = availability date) (“Selektionsdatum = Bereitstellungsdatum”) Note: For internal sent-to addresses no goods issue posting via the Shipping tool will ensue. ZK = placement in storage in the order bill of exchange (“ASST”) follows at goods receipt, when the availability date is in more than 3 days (forwarding not to take place before delivery date); otherwise immediate forwarding to the goods recipient ensues.

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Creating a Sales Order The corresponding delivery will be created in the sales order and the goods will be called from the storage immediately or on the availability date. The goods issue will be posted in reference to the delivery. A BANC Item Category Group in the Material Master directly sets up a Third Party Item.

8.7. Creating an Order With Individual Sales Order and Third Party Items an order is to be made. This is done by means of the ME21N Order Transaction (“Bestelltransaktion”).

Select the variant BANF to the sales order

Figure 8-29 Creating an order

If necessary, switch to document overview by means of the Document Overview On button (“Belegübersicht ein”). Press the Selection Variants (“Selektionsvariante”) button to choose a variant (“BANF to SD order” – “BANF zu SD-Auftrag“).

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Creating a Sales Order

Execute selection

The last sales order is defaulted or enter the sales order

Figure 8-30 Selection variants “BANF to SD order“

Start the list analysis by pressing the Process button (“Ausführen”) or F8. The determined purchase requisitions will then be visualized.

„ Creating

Vendor

purchase order Structure

Header data

Item overview

Item-details

Figure 8-31 Structure ME21N – creating an order

Creating an Order – Structure - Header data (e.g. Siemens Data, Vendor) - Item overview (e.g. Material, Quantity) - Item details (e.g. Terms, Texts) - Item scheduling (when available)

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Creating a Sales Order For more clarity minimize or maximize the window when necessary by pressing the corresponding button.

Call the tab page. Scroll or overview.

Tab page SiemensData has to be called per purchase order

Figure 8-32 Siemens Data order

The Siemens Data tab (“Siemens-Daten”) is to be opened once for each order before the order can be saved. You can call up the Siemens Data register by means of the arrow keys or the Register Overview button (“Register-Übersicht”). Full delivery, AKZ1/2

GBK, KD-ORG-ID

Figure 8-33 Siemens Data order AMC e.p@ss

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KD ORG ID identifies the sender of the order in the electronic flow. Note: The KD ORG ID can be set as a parameter ID in the individual user data, so that it should be assumed as a default. Full Delivery Indicator: only to be used when all items in the order are delivered at once. The business area identity number (“GBK”) is to be specified in the “GBK” field, unless it is to be generated automatically. The “GBK” is required for A&D parent house orders. Shipping Type: the Shipping type is to be specified (see Selection Button,”Auswahlbutton”). CMNR (“KDNR”) is the final customer number; customer Order Indicator (“KZ”) and Order Date—these fields are derived from the “BANF”. OrgData Header Tab The organizational data contain the Purchasing Organization and the Purchasing Group. They are derived from the User Master and are otherwise completed manually. The Purchasing Group is essential for the order printout, since it specifies the printer. Conditions Item Tab (“Konditionen”) Here are displayed the purchasing prices including discounts that are on the SD order (e.p@ss enhancement; see Chapter 10.3, Reference Price Calculation”) Account Assignment Tab (“Kontierung”) The account assignment also originates from the SD order and all items are always assigned to a WBS element.

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Delivery Address Item Tab (“Anlieferadresse”) The address of an order item for individual customer positions is determined by the system by means of the plant/storage location address (“Werk/Lagerortadresse”). For a third-party item category (“S” – “Strecke”) the Goods Receiver (“Warenempfänger”) will be derived from the SD order and will not be subject to further changes! Should a change be necessary, make it in the SD order. Goods Receipt for an Order (“Wareneingang zur Bestellung”) The goods receipt for an order is posted with Transaction MIGO, either directly by means of Movement Type, or 101, or in a two-step good entry process in the GR Blocked Stock (“BWA 103”) and then from the Blocked Stock into the Free Stock (“BWA 105”).

8.8. Creating a delivery Now the Storage and Individual Customer Items are to be delivered.

Stock

ASST

Forwarding

Stock Bestellung Purchase ........... .......... order ...........

Bestellung Purchase ........... .......... order ...........

Bestellung Purchase ........... .......... order ...........

Bestellung Purchase ........... .......... order ...........

Vendor

Vendor

Vendor

Vendor

Third Party

Goods receipt - Warehouse Stock

Updating KDE

Forwarding

Third Party + LS

Lieferung Delivery

Lieferung Delivery

Lieferung Delivery

Lieferung Delivery

........... .......... ...........

........... .......... ...........

........... .......... ...........

........... .......... ...........

Picking + Goods Issue Customer

Customer

No goods issue Customer

Customer

Figure 8-34 Logistic processes

You can: • Order goods with no reference to an order in line with storage material planning and deliver from storage goods with reference to an order • Order goods with reference to an order in the goods collecting point (“ASST”) and deliver from there • Order goods with reference to an order directly from the forwarding storage location and deliver from there • Deliver goods directly from vendor to customer as in third party transactions

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THE TRANSACTION FOR INDIVIDUAL DELIVERIES IS VL01N, WHILE COLLECTIVE DELIVERY PROCESSING OCCURS IN VL10A.

Enter: shipping point; selection date; sales order

Figure 8-35 Creating deliveries

Selection Date is related to the Material Availability Date in the Sales Order Schedule (see Sales Order: Shipping Dates -> “Availability Date”, “Delivery Date”) (Kundenauftrag: Versanddaten -> “Bereitstellungsdatum“, “Lieferdatum“) Only the order items that correspond to the Selection Date and to Shipping Point are selected (if necessary call up the Shipping Data and make sure). A future date can be entered as a selection date, if necessary.

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Creating a Sales Order

Data-check and saving of delivery

Figure 8-36 Delivery overview

The header and item data from the sales order are reflected in delivery as well. Check and, if necessary, complete the data, e.g. Storage Location. Finally save the delivery by pressing the Save button (“Sichern“).

Posting goods issue

Figure 8-37 Posting goods issue AMC e.p@ss

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Creating a Sales Order

After checking the data you can post the goods issue to delivery by pressing the “Post Goods Issue” button (“Warenausgang buchen“). By means of a goods issue posting the inventory (“freely usable”) is reduced. The GR posting is to be recognized by the “BWA 601” in the Goods Movement display.

8.9. Materials Upload Often it is necessary to insert automatically in a sales order a material list that has been generated in an external system (external configuration, costing tool). For this requirement a transaction exists that can take over the materials with prices and quantities from an Excel sheet (a defined template is required!). Transaction code: VA01.

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Billing

9. BILLING In Construction business billing can be carried out in two ways. It there is a billing schedule that has been negotiated with the customer, it can be reflected in a billing document schedule. However, it is also possible to bill individual material items. This is set by the item category in the SD order.

9.1. Order-Related Billing Here the system bills individually each material item. As a whole this is very similar to Product Transaction; however billing is not carried out in reference to a delivery. Therefore automatic billing is impossible. In addition there is the possibility of structuring the SD order with main items and, above all, of only including these items in the billing document for the customer (cf. Workshop 3, Chapter “Structuring an SD order”) The following figure shows an example of what such an order would look like.

Figure 9-1 Sample billing plan – order-related

The order has two main items of the “ZHAU” item category. The sub-positions are the logistic positions that are also billed in an order-related manner. The billing document values are in the sub-positions and these are assigned to individual billing WBS elements.

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Billing If the customer in the example is only to see the two main items, this is to be set by means of the e.p@ss Print Indicator (“Druckkennzeichens”).

Mark the print relevance Figure 9-2 Print Indicator – sales order

Function of the Print Indicator 1. Normal print 2. Price not printed, only the text and quantity in the item appear 3. Price and quantity not printed, only the text in the item appears 4. Quantity and text not printed, only net value appears (without gross price or discount) 5. Print only net value (without gross price or discount), without text but with quantity 7. Print only net value (without gross price or discount), with both text and quantity 9. The item is not printed In our example we need Print Indicator 9 for the sub-positions. Thus the system will print out only the two main positions, while the values of the sub-positions will be represented as a total. Customer Point of View – Logistics Point of View – Reporting Function The Print Indicator makes it possible for a customer invoice that has been posted in the system to look different from the material view. The main items can be adapted to the order that has been negotiated with the customer. Assigning the individual sub-positions to billing elements in the project makes it is also possible for the reporting tool view to look different. Thus the items that are assigned to one WBS element can also be assigned to both of the main positions.

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Billing

9.1.1.

Clean Down Payment Items

The Clean Down Payment items exist so that this billing form can work with the integrated down payment processing (“reine Anzahlungsposition”). This functionality is also managed by a special item category, the ZATP (Material Item Category Group ZAZ).

TheDer item Positionstyp category forfür Anzahlung down paymentist isZATP ZATP

Select Wählen the Sie material das ANZ forANZ down für Material payments aus! Anzahlungen

Figure 9-3 Clean down payment item

If you create a payment over the Material Down Payment (“Material ANZ”) in a structured order, the ZATP item category (with Billing Schedule) will be derived automatically. Keep in mind that the Down Payment Item in a structured order should not be assigned a higher-level item. If you wish to suppress assignment to a higher-level item, delete the default value UEPOS (higher-level item – “übergeordneten Position”) in Additional Data B before creating the Down Payment Item. Otherwise the new Down Payment Item will be assigned to the corresponding item.

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Billing

Or: Mark the item with down payment and click on item detail. Switch to the tab page Billing plan (Fakturierungsplan) Figure 9-4 Down payment item – billing schedule

The Clean Down Payment Item value is defined in the Billing Schedule Item tab (“Fakturierungsplan“). Figure 13-4 shows how this is done.

Enter the down payment amount here.

The billing block is set here.

Maintain the billing date

Figure 9-5 Defining the value of the down payment

Enter the value in the Billing Schedule Item tab (“Fakturaplan”). The system always sets an automatic billing block that will have to be removed before billing itself. Change the Billing Date to the correct date. AMC e.p@ss

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Billing

9.1.2.

Creating a Down Payment

The billing document is to be created now, starting with the down payment. The standard transaction for this purpose is VF01 – Creating a Billing Document (“Faktura anlegen”). In the initial screen of VF01 specify the SD order number. Also enter the billing document type, which is FAZ for down payments.

Figure 9-6 VF01 Creating a billing document

After acknowledging the first screen of the transaction the item overview of VF01 appears.

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Billing

Figure 9-7 Item overview in VF01

The document can be saved now.

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Billing A down payment can be seen now in the document flow in the SD order.

Figure 9-8 View document flow

The button that is encircled in Figure 9-8 branches to the document flow.

Figure 9-9 Document flow with a down payment

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Billing

In the SD order there is a special report that visualizes the down payments that have been made or collected.

Figure 9-10 Visualize down payments

The report can be called up in the customer order in the Additional Data B tab in the header (“Zusatzdaten B”).

Anzeige der Listform Select the list format: Anzahlungen “Down Payments auswählen und mit display” and confirm Enterby bestätigen Enter

Figure 9-11 Calling up a list form

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Billing In Additional Data B tab call up the ‘Down Payments Display’ list form (“Anzeige der Anzahlungen”).

Figure 9-12 Down payment list

This list form displays the settled (i.e. paid by customers) and payable down payments in the sales order. Siemens Order Analysis (“Siemens Auftragsspiegel”) visualizes the payments on a project that have been payed by the customer.

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Billing

9.1.3.

Final Settlement

A final settlement is to be produced now for the sales order with a clean down payment item. It is done by means of the VF01 Creating a Billing Document (“Faktura anlegen”). Once again, the basis here is the billing order.

Figure 9-13 Final settlement

All billing-relevant items (up to the once, that have already been cleared, e.g. Down Payment Item) are included in the Final Settlement of a project. Figure 13-13, however, shows two more items - the down payment clearing. These items are not created in the original order. The explanation is that for each (partial) billing document that is created in SAP, all effected down payments on the sales order up to the moment are cleared. In this case these are the two down payments. However, only the amount that has actually been paid by the customer is cleared. The amount in Down Payment is irrelevant here. Furthermore, no down payments will be cleared if not settled by the customer!

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Billing

9.2. Billing Schedules The billing schedules in SAP aim at reflecting the payment schedules that have been negotiated with the customers. The time of rendering the accounts can be seen here along with the amount. Furthermore it is specified whether a down payment is concerned, a partial delivery invoice or a final settlement. Billing schedules can be created either in the header or in the items of the SD order. The use of header billing schedules is more common, since they satisfy better the requirements of Construction business. When creating Billing Orders it is once again necessary to structure them, so that the customer view should not necessarily be the same as the display of the reporting view. To this end you may need for instance one main item and a sub-item for each billing element.

Figure 9-14 Main item with a sub-item

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Billing If you wish to create a billing-relevant SD order with a billing schedule, enter as main items the Material “HPOST”. The ZH0U Item Category will be derived automatically and this will determine that the Billing Schedule Register (“Fakturaplan”) is to be set on header level. To this end the Item Category Group “ZHT” has to be set in the Material Master for “HPOST”. Enter the required number of value items for the main item (an item for each billing WBS element), for which you then will have to specify a value. Enter the desired description of the value items as well. The system will save the specified prices in PR00Condition Type.

Figure 9-15 Entering prices

In the next step you have to assign an accounting element to each item, main items not being relevant for assignment, since they are only used to present information to the customer.

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Billing In the next step the billing schedule itself is to be specified.

Invoice date

Enter the absolute or percentage value

Delete the block, when the invoice should be created

Figure 9-16 Specifying the header billing schedule

The system now offers a template, e.g. of a down payment, an invoice for partial delivery, and a final settlement. This template can also be selected from the document, as can be seen in the Template field in Figure 13-16 (“Vorlage“). If the template is not applicable, delete it and create a new one. To this end a few more terms are to be explained in more detail: • Tbez the schedule indication determines whether there is a down payment, an invoice for partial delivery, or a final settlement at hand (0009 for down payment, 0010 for an invoice for partial delivery, 0008 for final settlement) • Ttyp the schedule category determines whether this is a percentile or an absolute payment or an absolute final settlement In the billing plan specify also: The billing date and the schedule for which the billing documents are to be issued (a down payment, an invoice for partial delivery, or a final settlement billing documents) Billing document value: you can enter the amount that is due in line with the schedule either as a percentage (% column – “Spalte %”) or as an absolute value (Billing Document Value column -“Fakturawert”). Press Enter for the system to fill out the other columns correspondingly. Please make sure that the billing block is removed before generating the billing document (Block column, Indicator 02 – “Spalte Sperre“, “Kennzeichen 02”) After all schedules have been specified, billing will be carried out line for line. The down payments work just like in the previous chapter. For each partial billing or final settlement the system attempts to clear the receivables.

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Credit and Debit Memos

10. CREDIT AND DEBIT MEMOS Credit and debit memos are used for corrections of invoices that have already been sent to the customer for a number of reasons, e.g. incorrectly determined prices, grace resolution, etc. It is not to be mistaken with cancellations, in which case the original invoice document is nullified and the corresponding SD order can be billed anew. Usually this is only applicable if the customer has not yet received the invoice.

Sales

Shipping Distribution

Request

Credit memo request

Invoicing Invoice

Credit memo

Debit memo request

Debit memo

Figure 10-1 Credit and debit memos

Credit memos can be created with reference to an existing invoice. This can also occur with debit memos, but another possibility here is to create a new value item with the corresponding value within the original billing plan, which is then to be billed using the standard procedure. In Construction business, however, credit and debit memos can also be created without reference, in which case the paper document will not point to the invoice that is being corrected. In System Transaction it is mandatory to specify a reference, otherwise the value flow will not be processed correctly. Only in special cases (e.g. if the invoice is untraceable) it is possible to create a credit or debit memo without a reference. The SAP credit and debit memo processing requires, firstly, for a credit or a debit memo request to be created. This request is nothing but an SD order that is to be billed normally by means of VF01.

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Credit and Debit Memos

10.1.Credit Memo The order type for the credit memo request (“Gutschriftsanforderung”) is ZGSP.

Credit memo request to the invoice ZGSP

Figure 10-2 Creating a credit memo on a reference

Credit memo requests are created with the VA01 ZGSP order type, the only peculiarity being that one has to press the Create on Reference button in the initial screen (“Anlegen mit Bezug”). The organizational data are to be specified in the usual way.

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Credit and Debit Memos

Figure 10-3 Item selection

If you do not know the number of the origin invoice, you can search for it in the Document Flow of the order or via the match code. Continue editing by pressing the Item Selection button (“Positionsauswahl”). A selection window opens in which you can chose among all items for which there are complaints. Continue by pressing Update (“Übernehmen”) and you will go directly to Credit Memo Request (“Gutschriftsanforderung”), while all items will be updated from the billing document.

Fi gure 10-4 Item selection

In Item Selection one can highlight the required items.

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Credit and Debit Memos

Figure 10-5 Credit memo request

The system takes over all data from the predecessor document. Only the value and the text can be adapted. The credit memo request is always furnished with a billing block. Furthermore an order reason is to be specified (in the Sales tab), otherwise the document will be incomplete. Once the document is complete, billing is carried out via VF01 Creating a Billing Document (“Faktura anlegen”) Influence on Project Planning: It has to be taken into account that a credit memo means a sales cancellation. This has to be reflected in project planning, e.g. with a reduction in sales plans in the case of a credit memo. Otherwise the order inventory will stay larger than zero. As already mentioned, a credit memo is always created with a Billing Block. You can release the credit memo request by removing the Billing Block. If the complaint was not justified, you can enter a reason for rejection for each item. No amount will then be billed for this item. The release of the billing document can be carried out by the responsible sales person. He/she will then have to remove the VA02 billing block. There is a report on SD orders blocked for billing available in the system.

10.2.Debit Memos In terms of processing debit memos are just like credit memos. Firstly an SD document is generated and the debit memo request is created. The order type is ZLZP. This debit memo request contains the items to be debited to the customer, along with values and texts. This SD order is billed as usual. However, it is not always necessary to create an SD order of the abovementioned order type. Instead a new value item can be created in the billing order as well.

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DIV Invoices and Credit Memos

11. DIV INVOICES AND CREDIT MEMOS DIV invoices can be described as sales volume independent invoices, this description comes to the character of this special process very near. In the System and Construction business it is often required to clear the customer but it is not allowed to make turnover. This is controlled by the assigned accountancy rules. E.g.: Within the framework of an SBT project for the purposes of fire protection transaction an online connection is created to the local fire department. Therefore a single payment to the fire department is to be paid. Siemens takes the money from the customer and transfers it further on. This is a tax-relevant process; therefore a sales volume invoice is to be created for the customer. This occurs through DIV Invoice. The system, however, is not to represent this as a turnover. Therefore in respect to our project the DIV invoice stands for no sales volume, but still is a cost entry. Through a special revenue account determination the sales volume account is changed to an expenditure account. Therefore the transaction will be posted to the expenditure account of the customer. Only certain types of accounts can be expenditure accounts. The DIV credit memo is the reversed billing process. This process does not take back a sales volume, but charges costs on the project instead. An example in point is the provision for business partnerships with third parties. Representation in the system The DIV processing is done by means of SD, in a way which is similar to credit and debit memo processing. Thus the creation of an SD order is initiated. Special SD processing order type that are available here are ZDGQ Gutschr.Anf.WEZ with billing document type ZDG (DIV Credit Memo) and the ZDLP Lastschr.Anf.WEZ with billing document type ZDL (DIV Debit Memo).

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DIV Invoices and Credit Memos

11.1.Creating a DIV Invoice Firstly start Transaction VA01, Creating a sales order („Kundenauftrag anlegen“).

Figure 11-1 DIV Invoice – Step 1

Next follow the steps used in order creation, i.e. entering Customer Number, Order Number, etc. in the header. Then the items are to be created. For each of them billable WBS elements, the correct value and the appropriate account assignment are to be specified. Up to this point only the order type was different from that in normal billing. However, just as with credit and debit memos, one has to indicate an order reason here as well.

Figure 11-2 Entering an order reason

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DIV Invoices and Credit Memos In the next step it has to be specified for which Cost Type our project is to be cleared.

Figure 11-3 Defining the DIV cost type

This is done in the Additional Data B (“Zusatzdaten B”) tab by entering a value in the “G/L accounts for DIV invoice” field (“Sachkonto für DIV-RE”). The Matchcode Display shows simultaneously the all VAT indicators on all G/L accounts. After this value has been specified and all items created, the document is complete.

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DIV Invoices and Credit Memos

Figure 11-4 Billing an order

Via Sales Document – Billing (“Verkaufsbeleg - Fakturieren”) you enter the VF01.

Figure 11-5 Creating a DIV invoice

After you save the document, it can be viewed in FI Document.

Figure 11-6 FI Document - DIV invoice

In fact no sales volume has been posted. Instead the project has been cleared for the indicated cost type. This can also be analyzed by means of Order Analysis.

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Pro Forma Invoices

12. PRO FORMA INVOICES In principle pro forma invoices (“Proformarechnungen”) are normal billing documents, but in SAP they are of a special billing document type. This billing document type specifies that the pro forma invoice is not relevant for accountancy. However, in terms of contents, in SAP it will look just like a regular invoice. The pro forma invoice, therefore, is used in export processing, where a document with all delivery-relevant items and the corresponding values is required for customs formalities. Pro forma invoices do not reflect the billing document index of billing-relevant items, i.e. a pro forma invoice can often be created from a single item. In SAP there is a difference between pro forma invoices for deliveries (Billing Document F8) and those for orders (Billing Document F5). The choice between F5 and F8 depends on, whether a sales order or a delivery note serves as a basis, depending on the use of the document.

Figure 12-1 Creating a pro forma invoice

Pro forma invoices are created by means of VF01, Creating a Billing Document.

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Pro Forma Invoices

Figure 12-2 F8 for deliveries

For a delivery-related pro forma invoice enter Billing Document Type F8 and a Delivery Note number.

Figure 12-3 Item overview – Billing document

The system has assumed the items from the Delivery Note. Values and texts can be changed now. In the end the document is to be saved. Just as with a normal invoice, the system will assign a number, which, however, is within a specific interval. Pro Forma Invoices for Orders The approach with orders is similar, however Billing Document type F5 is to be selected and an SD order reference is to be entered.

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Processing Returns

13. PROCESSING RETURNS Processing returns aims at reversing materials issue from customers. This can follow as a result from an over delivery, incorrect delivery or the customer complained about the goods. In Construction business this may mean that only part of the material was used and is therefore to be transported from the building site back to the warehouse. Faulty materials are usually sent directly to the vendor. In Product Transaction there is a special procedure for returns to parent house.

Sales order Auftrag

Retoure Returns

Delivery Lieferung

Invoice Rechnung

Return Retourenanlieferung delivery

Credit memo Gutschrift

Figure 13-1 Return processing

The returns order is created with reference to the original sales order, with which the goods have come to the customer. A return delivery bill is created from it, which, at goods receipt, takes the goods back to the warehouse. A credit memo to the customer may result from this; however, this is not typical for Construction business.

13.1.Storage Return The goods are sent back to storage. This occurs either in reference with an original order or without reference to any order (Order Type: ZREP). Then the customer can either be issued a credit memo (remove the billing block in ZREP document) or a free-of-charge substitute delivery to the customer can follow. In the case of the free-of-charge delivery a free-of-charge item should be inserted in the original order (Item Type in storage: ZLNP). If the original order is not available any more, a new SD order can be created (Order Type: ZTSP).

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Processing Returns Item categories (all with NORM Position Category Group): ZLOP Storage Item Return to Stock Returns ZYOP Storage Item Return to Unrestricted-Use Stock ZY5P Storage Item Return to Unrestricted-Use Stock

Credit-Memo-relevant Credit-Memo-relevant Credit-Memo-irrelevant

The Stock Returns are a quality check stock. These goods are to be examined and if in good condition they will be released for storage. Credit-memo-relevant means that the return items are billing-relevant and at any moment a credit memo can be issued to the customer. In Construction business the credit memo nonrelevant YZ5P, however, is used more frequently. The material is now to be taken back into storage.

Create with reference Order type: ZREP

Figure 13-2 Creating a returns order

If you know the original order, you can create a returns order with reference to it.

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Processing Returns

Figure 13-3 Creating a returns order with reference

Just like with credit memos, you can continue by selecting an item or transferring all items.

Enter order reason (e.g. returns)

Item category: ZYOP

Figure 13-4 Returns order item overview

Here you find the Overview Template of a returns order. With returns orders you are to specify an order reason. (A billing block will be set automatically!) The quantity from the original order is assumed automatically. It can be changed to Returns Quantity (“Retourenmenge“).

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Processing Returns The ZYOP Item Type specifies that at delivery processing the goods are to be posted immediately into the Unrestricted-Use Stock. This is possible, since in this case the goods are originally packed and are not faulty.

Then post the goods receipt

Enter storage location

Figure 13-5 Returns delivery

From the SD order you can jump straight into Delivery Processing by means of “Sales document – Deliver” (“Verkaufsbeleg – Beliefern“). In the Delivery Transaction enter the storage location and the order reason. Pressing the Post Goods Receipt button („Wareneingang buchen“) to post immediately the goods receipt. For ZYxP Item Type the system will only book into the Unrestricted-Use Stock and for ZLxP – in the Stock Returns. Cost Discharge At goods receipt into the Unrestricted-Use Stock SAP carries out a cost discharge of the project (controlled in the order analysis). Stock Returns When using the ZLOP Item Type the goods are received in the blocked stock. Following a technical inspection, they have to be reposted manually into the Unrestricted-Use Stock (with a corresponding cost discharge of the CO Object). (Transaction MB1B)

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Processing Returns

Enter transaction type: 953 Enter Plant

Enter storage location

Figure 13-6 MB1B reposting in the unrestricted stock in the warehouse

The movement type of the transfer to the Unrestricted-Use Stock from the Stock Returns is 953. Enter Plant and Storage Location as well.

Enter sales orderand item -number

Enter material number

Enter quantity

Figure 13-7 MB1B Reposting – creating items

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Processing Returns In this mask the document number of the returns order and the corresponding item number, material number and the amount are to be specified. At posting the good will enter the Unrestricted-Use Stock and a cost discharge of the project will be carried out. You can double-check this with Transaction /SIE/SSA_MMBE (Inventory Report – “Bestandsauskunft”)

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Logistic Reports

14. LOGISTIC REPORTS 14.1.Sales Order Items in a Project This report lists all the items in a project that are included in the sales orders and are assigned to the project.

Figure 14-1 Sales and distribution items on a project

Transaction: S_ALR_87015078 This list displays all SD orders along with their Item Numbers, by assignment to the WBS elements. You can change the list layout, insert further lines and save the list as an Excel file. To this end chose the menu path Report / Export / Save As (“Auswertung Exportieren - Sichern in Datei”). Chose the Spreadsheet (“Tabellenkalkulation“) format.

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Logistic Reports

14.2.SD Orders in a Project This report lists all the sales orders which are assigned to the project.

Figure 14-2 CN41 orders in a project

Transaction: CN41 Now you can view the project structure by billing documents and cost elements, and the individual SD orders with their corresponding items.

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Logistic Reports

14.3.Purchase orders in a Project The next interesting report lists all Purchase orders in a project (“Auflistung aller Bestellungen“).

Figure 14-3 ME2J Orders on a project

Transaction: ME2J Here you can see all the orders in the selected project. By double clicking the document number you can branch into the selected purchase order.

18.4.Schedule Monitoring List Depending on the size of the project a number of material management orders can be used in Construction business. A special report was generated that enables you to obtain a quick overview of the logistic items for which there is a delay from schedule. It will check whether for the delivery or the incoming invoice of the purchase order the confirmed schedule line was kept too for each logistic item. If neither has occurred up to this point, this item will be included in the result list.

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Logistic Reports Transaction /SIE/SSA_SD_TERMIN

Figure 14-4 Schedule monitoring list – initial screen

Since the report can also be used by System Transaction, the decision is to be made if the SD orders are to be selected with or without a project. The first option is to be selected for Construction business.

Figure 14-5 Schedule monitoring list – selecting a project

In the next screen enter the project definition. Here you can also select or exclude given item types. The program can select only one WBS element or a single SD order as well.

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Logistic Reports

Figure 14-6 Schedule monitoring result list

The program shows the result list for those project branches with items for which there is a delay. E.g. branch P.00010.01 does not appear here. The items with delays are indicated in red. By clicking on an element you can enter the next lower level.

Figure 14-7 Items with delays

Here the program will only display individual items. By clicking on an SD order number (SDAuftragsnummer) you can directly go to the schedule line item in the SD order.

End of the Construction Business documentation!

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