Sales Document Types Configuration

Document Type Configuration

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Concept

A document type represents a type of transaction in the system. For example, a Contract Transaction is represented in the system using a document type CT. Similarly a quotation to a customer is created in the system using a document type QT. The reason why different document types are used to represent different transactions is because, each transaction behaves in a different way from another. A quotation behaves differently from a Standard Order. Some examples are shown below.

Quotation ( QT )

  • Does not require Credit Check to be performed.
  • No Deliveries required directly for a quotation unless converted to an order.
  • Not relevant for billing.

Standard Order ( OR )

  • Relevant for Deliveries and billing
  • Relevant for Credit Check
  • Different fields are required compared to a quotation ( For example, quote validity dates not required )
  • Generates material requirements to be passed on to MRP, whereas a quote does not.

The document type QT controls the characteristics of the quotation document type. Also, if there are slight modifications required, a copy of QT can be made – like ZQT – and used. For example, when creating a quotation in a particular company, if credit checks needs to be performed that particular feature can be enabled.

Configuration

The transaction code to configure a document type is [VOV8] or use the menu path [SPRO -> Sales and Distribution -> Sales Documents -> Sales Document Header -> Define Sales Document Types ]

When creating new entries, as usual always try to choose an entry close to your required document type and copy it. For example, if you want to create a quotation with different characteristics, its always better to create the new document type as a copy of QT. That way all the item category determination, schedule like determination etc are already done for you – unless you create new item categories.

List of Document Types

Let’s go through some of the controls inside a document type say OR ( which is the document type for a standard order ) . Not all controls are relevant , but we will try to cover the most important ones. Select the document type OR and click on the magnifying glass or double click on OR to learn more.

Select OR Sales Document Type

The controls are segregated into multiple sections.

  1. Number Ranges
  2. General Control
  3. Transaction Flow
  4. Scheduling Agreement
  5. Shipping
  6. Billing
  7. Requested Delivery Date
  8. Contract
  9. Availability Check

As you can see, not all these sections are relevant for all types of documents. For example, the Scheduling Agreement or the Contract Sections are not relevant for OR document type.

Before going into the controls in the different sections, there are some basic controls

Basic Controls

The sales document category signifies at a broad level which type of sales document this document type belongs to. These are hard coded and cannot be changed. The only document categories possible are

  • Inquiry
  • Quotation
  • Order
  • Item Proposal
  • Scheduling Agreement
  • Scheduling Agreement with External Service
  • Contract
  • Returns
  • Order without Charge
  • Credit Memo Request
  • Debit Memo Request
  • Independent Requirements plan
  • Master Contract

Now if you need to create a new document type that resembles a Returns document, you would have to select the document category as H – which stands for Returns. Because, the way a standard order behaves from a return is very different. And the document category controls how it behaves.

Also a sales document can be blocked. An example is a scenario where a new promotion document type has been created in 2000 and the business process has changed since 2005 that requires the company to not use promotions any more. In order to force the order entry personnel not to use that document type, the sales document can be blocked as shown in the picture below.

Block Sales Order from Processing

Now, let’s explore the sections

Number Ranges

Number Ranges

The Number Range Internal Assignment is used to mention the number range that is to be used when creating a sales document of this type. Transaction code [VN01] is used to define those number ranges. Each of the documents created in the system need to have a unique number. This is defined using the number ranges. Read more about Number Ranges here.

Number Range Section

For example, the number range 01 in this case starts from 0000000001 to 0000199999. And the current number is 12919

Number Range

So, when the next document of type OR is created, the number would start with 12920.

Similarly, if external number ranges are used, the number ranges assigned to 02 would be used.

Item Number Increment

This is the auto increment that is to be used when creating line items in the sales order. When a sales order of type OR is created the line items that are automatically generated would start with 10 and go in increments of 10 there after.

Line Item Increment

Sub-item Increment

If new items need to be entered in between ( Say for example, between 10 and 20 ), then that item will have to start with atleast 10 + 1 = 11.

Sub Item Increment

General Control

General Control

 

Reference Mandatory

Sales documents can be created with reference to other sales documents or other billing documents. Read more about this in Document Flow. This field signifies if a reference is mandatory. For example a release order can only be created with reference to a contract. Similarly if your business dictates that a sales order cannot be created without reference to a quotation, you can configure it here. The possible values are

  • With reference to inquiry
  • With reference to Quotation
  • With reference to Sales Order
  • Scheduling Agreement Reference
  • With reference to Quantity Contract
  • With reference to Billing Document

Check Division

When creating a sales order you can enter the sales organization, distribution channel and division. However, it is possible that you enter materials belonging to different divisions in the sales order. You can configure the system to either allow or disallow materials from different divisions be entered in the sales order.

No Value

Allows materials of a different division at the line item level compared to the header level division

Error/ Dialog

This option will force the system to respond with either an error or a warning when a different division is entered.

Probability

This field is rarely used and if used is used mostly in inquiries and quotations which are not actual sales.

Credit Limit Check

There are different types of credit management that can be used in SAP SD. Read more about SAP Credit Management here. This field signifies what kind of credit check need to be used for this kind of sales document.

Credit Group

This field is almost always set to 01 for all sales documents. Read more about SAP Credit Management to learn more about Credit Group.

Output Application

For standard sales document types, this is set to V1. Shipping documents have this field as V2, billing documents as V3 etc.

Read Info record

This field needs to be checked if this document type needs to use the Customer Material Info Record ( CMIR ) . Read more about Customer Material Info Record here.

Check Purchase Order Number

When the incoming Customer PO contains a duplicate PO number or if the order entry personnel is creating a duplicate sales order ( with the same PO number ), this field can be used to force a check for a pre-existing Purchase Order Number for that customer. There are only 2 options in this field. A blank means no check. ‘A’ implies to do a duplicate check on existing PO numbers. Let’s set it to ‘A’ for order type OR and see the difference.

  • Create a sales order with PO # = “Bulk Order 123” for customer 1400.

Create Sales order with Po Number

  • Let’s create another order for the same customer with the same PO #. This time the system would issue a warning message saying that the purchase order number “Bulk Order 123” already exists. This is a way of preventing duplicate POs from being entered in the system.

Duplicate PO Number Warning

Enter PO Number

This check box is used to copy the Sales Order Number into the PO Number field. This could be used when there is no Actual PO # from the customer but a number needs to be entered in the PO Number field. To test this, just create a sales order and without entering a PO Number save the sales order. Reopen the sales order and you will find the PO Number field will be filled with the Sales Order Number automatically.

Transaction Flow

Transaction Flow

Document Pricing Procedure

This field along with the customer pricing procedure determines the Pricing Procedure. Read more on Pricing in SAP here.

Status Profile

Sales Documents have different statuses at the header level and item level. There are a set of pre-defined Statuses that SAP uses. Also, you can define custom defined Statuses and define sequences in which they go. Read more about Status Profile here.

Alternate Sales Document Type

During order creation, you can change the document type on the fly. This again is a rarely used feature and is tricky to use as well because of the constraints imposed on this feature. When creating a sales transaction, we mention the document type upfront and SAP takes us to the right screen. However, inside the sales order screen it is possible to change the sales order type by just clicking on the radio button.

Change the order type during order creation

You can select the order type ( highlighted in orange above ) and if the constraints are fulfilled, the order type can be changed. The configuration for the same is to have ZOR and ZTA as the alternative document types in the

Incomplete Messages

This field allows the user to save the order irrespective of the messages in the incompletion log. Use this feature when you want to force the user to not save the order without completing all the necessary items as specified in the incompletion log of the sales document header and item. Read more about Incompletion log here.

Quotation Messages

When creating sales orders, if there are outstanding quotations for the customer for this material, you can configure the system to react differently based on the different options that are configured. The possible options are self-explanatory.

A / B Check at Header / Item level

C / D Check at header / item level and copy if unique. This option is useful, if there is only 1 matching quotation that you just want to be copied into the sales order.

E / F Check at Header / Item Level and branch directly to selection list. This option is useful if there are multiple quotations and you want the list of multiple quotations to be shown to the user creating the order.

As an example, let’s set this field to E ( which checks for matches at the header level ) and try to create 2 quotations 20000036 and 20000037 for the customer 1400.

Now if we create a sales order for the same customer 1400, irrespective of the line items, the list of open quotations are displayed.

Display Open quotations at the header level

however, if the option was set to F, this message would not have been shown until the line items entered in the sales order matched the line items in the open quotations.

Shipping

This section controls the delivery parameters.

Shipping section of sales order configuration

Delivery Type

This field contains the delivery document type that is used when a delivery is created for the sales order. The standard delivery LF is used when creating a delivery document for the sales document of type OR.

Immediate Delivery

Consider the case of a rush order ( As soon as the order is created, the delivery needs to be created ). Again, there are 2 cases here. Creation of the immediate delivery if stock is available and confirmed and creation of the delivery irrespective of the stock situation. Rush order follows the first example. As you can see in the screenshot below, as soon as the rush order is created and saved, the delivery is automatically created ( Subject to availability )

Immediate delivery notification

Exercises

Question 1 : A rush Order is a transaction that is used in business when the nightly delivery batch process needs to be bypassed and a delivery needs to be created as soon as the order is created.

Based on this description, create a new order type in SAP that suits this business scenario and give the order type.

Question 2 : A cash sale is a transaction that is used in business when the cash is paid upfront instead of the standard payment terms. The delivery of the goods is also taken immediately. In order to accomodate this, the standard system proposed date for delivery should not be pushed out like a standard order, but needs to be the same day as the order is being taken.

Based on this description, create a new order type in SAP that suits this business scenario and give the order type.

Question 3 :

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0 thoughts on “Sales Document Types Configuration

  1. justin says:

    hi Siva

    new rush order zrj1 (Justin rush order is created ).
    but could you please check what I have done is correct . Thanks

    cash sale order zcso(cash sale or Justin)

    thanks

    Like

  2. bhanu says:

    1. New Sales Document Type Order Created – ZBNO with Line Item no. generation with an increment of 15 . order no 14438 generated with order type ZBNO.

    2. New Sales Document Rush Order Type – ZBRO created and an Order 14439 created .. Material M-01 was not available in plant 1000 hence plant changed to 1200 to facilitate the rush order customer 1400. Order Delivered.

    Like

  3. Mrunal says:

    1.Created document type ZMRO based on rushed order doc type RO. Order 14445 with delivery doc 80016666 created.

    2.Doc type ZCSM created copied from type ‘CS’. Order 14446 created. System did not create a delivery.

    Like

  4. SYED SHAH says:

    ZSYE Rush Order created
    Oreder # 14949 created delivery created 80016881

    ZCS Cash Sales document created
    14841 order saved no delivery created
    also order # 14950 created w/delivery 80016882

    Like

  5. Radha Krishna says:

    Created Document type ZROV (copied rush order)
    Creaded order # 135003 using ZROV
    It immediately creates a delivery order 80016282

    cash sale order 135005 created which automatically creates delivery doc 80016284

    Like

  6. Armando says:

    Ans 1: Created Doc type: ZAR copied from SAP Standard: RO type of Doc
    Ans 2: Created Doc type: ZARM copied from SAP Standard: CS type of Doc, Unckeck Proposed Delivery Date.
    ZARM created: 135065, Authom Delivery: 80016311

    Like

  7. Muthu says:

    1)SO 135094 has been saved (delivery 80016329 created)
    Inv # 90038124 created.
    2)Type ZMCS created.Order 135118 has been saved (delivery 80016341 created)

    Like

  8. Larry Cabral says:

    Question 1 : A rush Order is a transaction that is used in business when the nightly delivery batch process needs to be bypassed and a delivery needs to be created as soon as the order is created.

    Based on this description, create a new order type in SAP that suits this business scenario and give the order type.

    I created a copy of the “RO” (rush order) sales document. ZROL contains all of the original attributes of the RO rush order. Key among those is the value “A” in the immediate delivery flag to force the creation of the delivery for all line items as soon as the order is saved.

    Question 2 : A cash sale is a transaction that is used in business when the cash is paid upfront instead of the standard payment terms. The delivery of the goods is also taken immediately. In order to accomodate this, the standard system proposed date for delivery should not be pushed out like a standard order, but needs to be the same day as the order is being taken.

    Based on this description, create a new order type in SAP that suits this business scenario and give the order type.

    I created a copy of the “CS” (cash sales) order document. ZCSL contains all of the original attributes of the original CS document type. Key flags are: “X” in the immediate delivery flag to force immediate delivery for all items with available quantity, a check mark in the purposed delivery date field so the system will purpose the current date as the delivery date, and BV (cash sale) as the billing type in the delivery related billing field and the BV in the order related billing fields.

    Like

  9. Rajesh says:

    Siva, Rush order type: ZZRO and cash order type: RRCS areated.

    The key is the the immediate delivery X in immediate delivery in Rush order as well as Cash sales.

    But when rush order and cash sales order created it said an message pricing prodedure is not defined….
    Regards,
    rajesh

    Like

  10. Raghava says:

    Created Rush order – ZRU, major differences observed w.r.t standard order are – immediate delivery set to A, shipping conditions set to immediate.
    Created Cash Sales order – ZCSO, major differences w.r.t OR are – immediate delivery set to A, Delivery type is set to Cash Sale (BV) whereas in OR/RO it is LF.

    Like

  11. Mital Shah says:

    Hi Siva,

    Following direction to “define sales documents type” link need to change in above example.

    Configuration

    The transaction code to configure a document type is [VOV8] or use the menu path [SPRO -> Sales and Distribution -> Sales Documents -> Sales Document Header -> Define Sales Document Types ]

    Please add one more field “sales” between “Sales and Distribution” and “sales Documents”

    Thank,
    Mital

    Like

  12. Mital Shah says:

    Question 1: A rush Order is a transaction that is used in business when the nightly delivery batch process needs to be bypassed and a delivery needs to be created as soon as the order is created.
    Based on this description, create a new order type in SAP that suits this business scenario and give the order type.
    Answer: Go to VOV8, created sales Rush order type ZRO9 and notice that in shipping section- set field “Immediate delivery” is checked than go to VA01 create an order# 25581 with sales order type YORM and save it. Same time delivery created 80016662.

    Question 2: A cash sale is a transaction that is used in business when the cash is paid upfront instead of the standard payment terms. The delivery of the goods is also taken immediately. In order to accommodate this, the standard system proposed date for delivery should not be pushed out like a standard order, but needs to be the same day as the order is being taken.
    Based on this description, create a new order type in SAP that suits this business scenario and give the order type.
    Answer: GO to VOV8, Crated sales cah order type ZCS9 noticed some changes in shipping section changed value in “Delivery type” to cash sale, “shipping condition” field also set to immediately and Scheduling Agreement section set Corr. Delivery type to BV(Cash sale) than created order 25586 and save it. Same time delivery created 80016665 for this order. No billing generated for this order.

    Like

  13. Murali says:

    Siva,

    I have created ZROM as the doc type for rush order. I am not able to place an order and it is giving an error “Order type ‘ZROM’ has not been defined in Sales area ” I am not sure what error I am doing. Can you please let me know the mistake. Appreciate your feedback.

    Like

  14. Ronaldo says:

    Question 1 : A rush Order is a transaction that is used in business when the nightly delivery batch process needs to be bypassed and a delivery needs to be created as soon as the order is created.

    Based on this description, create a new order type in SAP that suits this business scenario and give the order type.

    I created a copy of the “RO” (rush order) sales document. “YO” contains all of the original attributes of the RO rush order. Key among those is the value “X” in the immediate delivery flag to force the creation of the delivery for all line items as soon as the order is saved.

    Question 2 : A cash sale is a transaction that is used in business when the cash is paid upfront instead of the standard payment terms. The delivery of the goods is also taken immediately. In order to acomodate this, the standard system proposed date for delivery should not be pushed out like a standard order, but needs to be the same day as the order is being taken.

    Based on this description, create a new order type in SAP that suits this business scenario and give the order type.

    I created a copy of the “CS” (cash sales) order document. “YCS” contains all of the original attributes of the original CS document type. Key flags are: “X” in the immediate delivery flag to force immediate delivery for all items with available quantity, a check mark in the purposed delivery date field so the system will purpose the current date as the delivery date, and BV (cash sale) as the billing type in the delivery related billing field and the BV in the order related billing fields.

    Like

    • magnatrain says:

      Did you mean ZIL ? Just wanted to make sure you didn’t create IL – We have discussed in detail why we should NOT start new doc types that don’t start with a Z or Y. Please let me know if you want to discuss this again.

      Like

  15. Hidayat says:

    Hi All

    I have a requirement in which i need to restrict one sales order per inquiry. current state process is based on single inquiry, user is able to make multiple sales order. which is causing an audit issue. Could anyone help me out in this case?

    Like

  16. free trade coffee says:

    Hi there! I know this is somewhat off topic but I was wondering if you knew where I could
    locate a captcha plugin for my comment form?
    I’m using the same blog platform as yours and I’m having trouble finding one?

    Thanks a lot!

    Like

  17. SATYA says:

    when i am trying to generate billing document in cash sale transaction, i got the error “No billing document were generated”.
    Please can any one help regarding this.

    Thanks
    satya

    Like

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