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LO150 Lesson: Shipping: Complaint Processing

Exercise 28: Shipping–Complaint

Processing

Exercise Objectives

Aftercompletingthisexercise, youwillbeableto:

• Process a return delivery

Business Example

A customer calls to complain that a headlight they received from your

companyisdamaged. Inthepast,youhaveissuedcredittothecustomer

andhavenotrequestedthereturnoftheheadlight. Sincethisappearsto

beareoccuringproblemyouaskthecustomertosendtheheadlightback

for your inspection.

Task 1

At a later date the customerreports that anotherheadlightis defective.

This time you want them to send the headlight back so that you can

examineitand seewhatiscausing thedamage. Thecustomeragreesto

send the headlight back and be credited with the amount paid. Carry

out returns processing.

1. Create(RE)areturnsordertypewithreferencetothestandardorder

fromthepreviouslessonandreturnoneofthePCsontheorder.

Hint: Purchase order number: 9-111## (use F4 to search

for the order number)

2. EnterReturnsastheorderreasonontheOverviewSalestabpage.

3. Savethereturnandrecordthedocumentnumber.

Task 2

ProcesstheinbounddeliveryandgoodsreceiptfortheReturnsSalesOrder.

Hint: Use shipping point Z0##.

1. Createthereturndeliveryfortheheadlightthathasbeensentback.

2. Post goods receipt and record the document number for returns

delivery.

Continued on next page

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Unit8: SalesandDistribution: ComplaintProcessing LO150

___________________________________

Hint: Post goods receipt while in the transaction Create /

changedelivery. ChoosePostGoodsReceipt(pushbutton).

3. Check the stock overview for the headlightT-AS1##in plant 1000

to makesurethattheheadlightthatwassentbackhasbeenplaced

with other returned stock.

Task 3

Thereturnsarecheckedandapprovedbytheemployeeresponsible.

1. Approvethereturnforcredityissuebyremovingthebillingblockin

the Returns Sales Order.

Task 4

Afterthereturnhasbeenapproved,itcanbebilled(creditmemocreated)

andaccountingdocumentsforpostingtothecutomersA/Raccountcan

be generated.

1. Executebillingandcreateacreditmemoforthereturns.

Hint: Tocreatecreditmemos, usethesametransactionthat

youwoulduseforcreatingbillingdocuments.

2. Savethecreditmemoforreturnsandrecordthedocumentnumber.

__________________________________________

Task 5

QuestionsonReturnsandCreditMemoProcessing

1. Do you have to create a return with reference to a sales order or a

billing document?

2. Whywouldyoucreateareturnwithreferencetoasalesorder?

3. Whydoyouneedtoenteranorderreasonforreturns?

4. Beforeacreditmemocanbecreatedthroughbilling,youmayrequire

approval for the return document. Which field would allow you

to do this?

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LO150 Lesson: Shipping: Complaint Processing

Solution 28: Shipping–Complaint

Processing

Task 1

At a later date the customerreports that anotherheadlightis defective.

This time you want them to send the headlight back so that you can

examineitand seewhatiscausing thedamage. Thecustomeragreesto

send the headlight back and be credited with the amount paid. Carry

out returns processing.

1. Create(RE)areturnsordertypewithreferencetothestandardorder

fromthepreviouslessonandreturnoneofthePCsontheorder.

Hint: Purchase order number: 9-111## (use F4 to search

for the order number)

→ → → →

a) Logistics Salesanddistribution Sales Order Create.

b) Order type Returns (RE)

c) Choose Create with reference.

d) ChoosetheOrdertabpageandentertheordernumber.

e) Choose Selection List.

f) Change the open quantity to 1 unit.

g) Enter past the messages.

h) Choose Copy.

2. EnterReturnsastheorderreasonontheOverviewSalestabpage.

a) Choose theOverviewSalestabpageand enter Returnsinthe

order reason field.

3. Savethereturnandrecordthedocumentnumber.

a) Choose Save.

Thedocumentnumberisassignedbythesystem.

Task 2

ProcesstheinbounddeliveryandgoodsreceiptfortheReturnsSalesOrder.

Hint: Use shipping point Z0##.

Continued on next page

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Unit8: SalesandDistribution: ComplaintProcessing LO150

1. Createthereturndeliveryfortheheadlightthathasbeensentback.

→ → →

a) Logistics Salesanddistribution Shippingandtransportation

→ → →

Outbounddelivery Create Singledocument Withreference

to a sales order

b) EnterthereturnsnumberintheOrderfield.

2. Post goods receipt and record the document number for returns

delivery.

___________________________________

Hint: Post goods receipt while in the transaction Create /

changedelivery. ChoosePostGoodsReceipt(pushbutton).

a) ChoosePostGoodsReceiptwhileinthecreatetransaction.

Thedocumentnumberisassignedbythesystem.

3. Check the stock overview for the headlightT-AS1##in plant 1000

to makesurethattheheadlightthatwassentbackhasbeenplaced

with other returned stock.

→ → →

a) Logistics Materials management Inventory management

→ →

Environment Stock Stock overview.

b) Chooseplant1000. Thereis1unitinthereturnsstock.

c) DoubleclickontheQty. andlookfortheReturnsAmount.

Task 3

Thereturnsarecheckedandapprovedbytheemployeeresponsible.

1. Approvethereturnforcredityissuebyremovingthebillingblockin

the Returns Sales Order.

→ → → →

a) Logistics Salesanddistribution Sales Order Change.

b) ChoosetheOverviewSalestabpageandselecttheentryBlank

fromtheBillingblock fieldusingtheF4help.

Task 4

Afterthereturnhasbeenapproved,itcanbebilled(creditmemocreated)

andaccountingdocumentsforpostingtothecutomersA/Raccountcan

be generated.

Continued on next page

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LO150 Lesson: Shipping: Complaint Processing

1. Executebillingandcreateacreditmemoforthereturns.

Hint: To createcreditmemos, usethesametransactionthat

youwoulduseforcreatingbillingdocuments.

→ → →

a) Logistics Sales and distribution Billing Billing document

→

Create.

2. Savethecreditmemoforreturnsandrecordthedocumentnumber.

__________________________________________

a) Choose Save.

Thedocumentnumberisassignedbythesystem.

Task 5

QuestionsonReturnsandCreditMemoProcessing

1. Do you have to create a return with reference to a sales order or a

billing document?

a) No. Itispossibletocreateareturndocumentwithoutreference

to another document.

2. Whywouldyoucreateareturnwithreferencetoasalesorder?

a) Ifyourefertoasalesorderwhencreatingareturn, thesystem

receivesallrequiredinformation–suchascustomerdata,material

data,quantityandprices–fromtheoriginaldocument.

3. Whydoyouneedtoenteranorderreasonforreturns?

a) You enter the order reason so you can evaluate how many

complaintshavebeencreatedandforwhatreasons.

4. Beforeacreditmemocanbecreatedthroughbilling,youmayrequire

approval for the return document. Which field would allow you

to do this?

a) ThiscanbedoneusingtheBillingblockfield. Abillingblockis

putonthereturn;thispreventsimmediateorautomaticbilling.

After the return has been approved, the billing block can be

removed and billing can begin. It is also possible to remove

theapprovalstepifyourbusinessdoesnotrequireit. Youcan

remove the billing block by changing the setting forthe sales

documenttype(RE)ReturnsinCustomizing.

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Unit8: SalesandDistribution: ComplaintProcessing LO150

Lesson Summary

You should now be able to:

• Process a returns request sales order, returns delivery and credit

memo

Related Information

• http://help.sap.com

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LO150 Lesson: Billing – Complaint Processing

Lesson: Billing – Complaint Processing

Lesson Overview

In the normal course of business, invoices may go out incorrectly. In

this lesson, you will learn how to create a document to correct any

discrepancies with the invoice.

Lesson Objectives

Aftercompleting this lesson, youwillbeable to:

• Processaninvoicecorrectionrequestsalesorderandcreditmemo

• Cancel a billing document

Business Example

A customer contacts you after receipt of their invoice due to incorrect

pricing;quantitybillednotthesameasthequantitydelivered. Youmust

ensure that the correct amount is credited or debited to the customers

account. Youneed to create an invoice correctionrequestto correctany

problemsthatoccurredatinvoicetime. Youmayprintthiscreditordebit

memoandsendittothecustomer,oryoumayjustupdateyourfinancial

records. Before a credit memo or debit memo is issued, approval from

an authorized person is required.

Figure 120: Processing Invoice Corrections

You canusethe invoice correction to carryout correctionsto quantities

or values that have already been invoiced to the customer. An invoice

correctionrequestisalwayscreatedwithreferencetotheincorrectbilling

document.

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Unit8: SalesandDistribution: ComplaintProcessing LO150

Thecustomerreceivesadocument,whichliststhefollowing: theoriginal

quantityandprice;thecorrectquantityandprice;andtheamountcredited

to or debited from the customer account.

Figure 121: Invoice Correction Procedure

A credit memo item and a debit memo item are created in the invoice

correctionrequestforeveryitemintheincorrectbillingdocument. Atthe

startofprocessing,thenetvalueofthedocumentiszero. Inthedocument,

allcreditmemoitemsarelistedbeforealldebitmemoitems.

Changes canalsobecarried outonthedebitmemoitems. The credited

netvaluesresultinadifferencebetweenthe credit memo items and the

debit memo items.

Creditmemoanddebitmemoitemsarealwaysdeletedinpairs. Youcan

deleteallitempairsthathave notbeen changed.

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LO150 Lesson: Billing – Complaint Processing

Figure 122: Cancelling a Billing Document

Cancellingabillingdocumentmaybenecessaryifthepaymentconditions

or a payer’s address has changed.

Anindividualbillingdocument(cancellationbillingdocument)andanew

accounting document are created. This sets back all postings from the

incorrectbillingdocumentbypostingeverypostinglineagain.

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Unit8: SalesandDistribution: ComplaintProcessing LO150

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LO150 Lesson: Billing – Complaint Processing

Exercise 29: Billing–Complaint Processing

Exercise Objectives

Aftercompletingthisexercise, youwillbeableto:

• Process an Invoice correction request

• Cancel a billing document

Business Example

Acustomerwillcontactyouafterreceiptoftheirinvoiceduetoincorrect

pricing. You must ensure that the correct amount is credited to the

customersaccount. Youwillneedtocreateaninvoicecorrectionrequest

tocorrecttheincorrectinvoice. Beforethecreditmemoordebitmemois

issued,approvalfromanauthorizedpersonisrequired.

Task 1

Invoice Correction

Note: A customer reports that the price on the invoice they

receivedwasnotthepricegiventothemattimeoforderentry. You

haveagreedtosendthecustomeracorrectedinvoice.

1. Create an Invoice correction request (RK) with reference to the

originalinvoicethatwascreatedfromthepreviouslesson.

Hint: Displaysalesorderrelatedtopurchaseordernumber:

9–111##. Look at the document flow to obtain the billing

document number to use.

2. EnterPriceastheorderreasonontheSales(tabpage).

3. Select the line item.

Select Display item detail.

4. Savetheinvoicecorrectionrequestandrecordthedocumentnumber.

________________________________________

Task 2

Note: The invoice correction request is checked and approved

by the employee responsible.

1. Approvetheinvoicecorrectionrequestbyremovingthebillingblock.

Continued on next page

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Unit8: SalesandDistribution: ComplaintProcessing LO150

Task 3

Note: Afterthe invoice correctionrequesthasbeen approved, it

canbebilled(creditmemocreated)andaccountingdocumentsfor

postingtothecustomersA/Raccountcanbegenerated.

1. Createacreditmemofortheinvoicecorrectionrequest.

Hint: Tocreatecreditmemos, usethesametransactionthat

youwoulduseforcreatingbillingdocuments.

2. Savethecredit memoforinvoicecorrectionrequest andrecordthe

document number.

Task 4

Cancel an invoice.

1. Cancelthecreditmemoyoucreatedfortheinvoicecorrectionrequest.

2. Viewthedocumentflowofthecancelledcreditmemo.

Task 5 Questions on Invoice correction request

Invoice correction request.

1. Whichdocumentwouldyoucreateiftherewasadifferenceinprice

or quantity in the billing document?

2. Canyou also createaninvoicecorrection request withreferenceto

a sales order?

3. Why do you need to enter an order reason for invoice correction

request?

4. Beforeacreditmemocanbecreatedthroughbilling,youmayrequire

approvalfortheinvoicecorrectionrequest. Whichfieldwouldallow

you to do this?

5. Afteryouhavecreatedabillingdocument,youseethatthepayer’s

address has changed. How do you change the address and start

billing again?

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LO150 Lesson: Billing – Complaint Processing

Solution 29: Billing–Complaint Processing

Task 1

Invoice Correction

Note: A customer reports that the price on the invoice they

receivedwasnotthepricegiventothemattimeoforderentry. You

haveagreedtosendthecustomeracorrectedinvoice.

1. Create an Invoice correction request (RK) with reference to the

originalinvoicethatwascreatedfromthepreviouslesson.

Hint: Displaysalesorderrelatedtopurchaseordernumber:

9–111##. Look at the document flow to obtain the billing

document number to use.

→

a) Displaytheoriginalsalesorder: Logistics SalesandDistribution

→ → →

Sales Order Display. F4search. Displaydocflow.

→ → → →

b) Logistics Salesanddistribution Sales Order Create.

c) Ordertype: (RK) Invoice correction request

d) SelectEnter.Createwithreferencedialogboxwillappear.

e) Enter the billing document number.

f) Choose Copy. Enterpast the messages.

2. EnterPriceastheorderreasonontheSales(tabpage).

a) Choose the Overview Sales tab page and enter Price in the

order reason field.

3. Select the line item.

Select Display item detail.

a) Choose the Condition tabpage and reduce theprice by 2 UNI

(PR00).

4. Savetheinvoicecorrectionrequestandrecordthedocumentnumber.

________________________________________

a) Choose Save.

Thedocumentnumberisassignedbythesystem.

Task 2

Note: The invoice correction request is checked and approved

by the employee responsible.

Continued on next page

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Unit8: SalesandDistribution: ComplaintProcessing LO150

1. Approvetheinvoicecorrectionrequestbyremovingthebillingblock.

→ → → →

a) Logistics Salesanddistribution Sales Order Change.

b) Choose theSalestabpage and select the entry Blank from the

Billing block field using the F4 help.

Task 3

Note: Afterthe invoice correctionrequesthasbeen approved, it

canbebilled(creditmemocreated)andaccountingdocumentsfor

postingtothecustomersA/Raccountcanbegenerated.

1. Createacreditmemofortheinvoicecorrectionrequest.

Hint: Tocreatecreditmemos, usethesametransactionthat

youwoulduseforcreatingbillingdocuments.

→ → →

a) Logistics Salesand distribution Billing Billing document

→

Create.

2. Savethecredit memoforinvoicecorrectionrequest andrecordthe

document number.

a) Choose Save.

Thedocumentnumberisassignedbythesystem.

Task 4

Cancel an invoice.

1. Cancelthecreditmemoyoucreatedfortheinvoicecorrectionrequest.

→ → → →

a) Logistics SalesandDistribution Billing Billingdocument

Cancel.

2. Viewthedocumentflowofthecancelledcreditmemo.

→ → →

a) Logistics SalesandDistribution Billing BillingDocument

→

Display.

Task 5 Questions on Invoice correction request

Invoice correction request.

1. Whichdocumentwouldyoucreateiftherewasadifferenceinprice

or quantity in the billing document?

a) Aninvoicecorrectionrequestisusedtocarryoutcorrectionsin

billingdocumentsreferringtoquantitiesorvalues.

Continued on next page

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LO150 Lesson: Billing – Complaint Processing

2. Can youalso createaninvoicecorrectionrequest withreferenceto

a sales order?

a) No. An invoice correction request is always created with

reference to a billing document.

3. Why do you need to enter an order reason for invoice correction

request?

a) Youentertheorderreasoninordertobeabletoevaluatehow

manycomplaintshavebeencreatedandforwhatreasons.

4. Beforeacreditmemocanbecreatedthroughbilling,youmayrequire

approvalfortheinvoicecorrectionrequest. Whichfieldwouldallow

you to do this?

a) ThiscanbedoneusingtheBillingblockfield. Abillingblockis

put ontheinvoicecorrect request; thispreventsimmediateor

automaticbilling. AftertheRKhasbeenapproved,thebilling

blockcanberemovedandbillingcanbegin. Itisalsopossible

to removethe approvalstepif yourbusinessdoesnotrequire

it. You can remove the billing block by changing the setting

for the sales document type Invoice correction request (RK)

in Customizing.

5. Afteryouhavecreatedabillingdocument,youseethatthepayer’s

address has changed. How do you change the address and start

billing again?

a) You cancancel abilling document, then change the customer

masterdatatoreflectthenewaddressanthenbillagain.

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Unit8: SalesandDistribution: ComplaintProcessing LO150

Lesson Summary

You should now be able to:

• Processaninvoicecorrectionrequestsalesorderandcreditmemo

• Cancel a billing document

Related Information

• http://help.sap.com

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LO150 Unit Summary

Unit Summary

You should now be able to:

• Processacreditmemorequestandcreditmemo

• Process a returns request sales order, returns delivery and credit

memo

• Processaninvoicecorrectionrequestsalesorderandcreditmemo

• Cancel a billing document

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Unit Summary LO150

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LO150 Test Your Knowledge

Test Your Knowledge

1. The document types used for complaint processing

are: creditmemorequest(G2)creditmemorequest(G2),

debitmemorequest(L2)debitmemorequest(L2),

returns(RE)returns(RE),

andinvoicecorrectionrequest(RK)invoicecorrectionrequest(RK).

Fillintheblankstocompletethesentence.

2. InthestandardR/3system,abillingblockisautomaticallyassigned

to the document and the order reason (reason for adjustment) is

required.

Determinewhetherthisstatementistrueorfalse.

True

False

3. Beforeacreditmemocanbecreated,thereisanapprovalprocessin

theR/3System. Thisiscarriedoutbyassigningadefault:

Choosethecorrectanswer(s).

A Billing block

B Delivery block

C Reason for rejection

4. Instead of issuing a credit memo for returned

goods you could replace the product using a

subsequentdeliveryfreeofchargesubsequentdeliveryfreeofcharge

document type.

Fillintheblankstocompletethesentence.

5. Youcancreatereturnswithreferencetoasalesdocumentorabilling

document.

Determinewhetherthisstatementistrueorfalse.

True

False

6. The Invoice correct request document creates a

credititemcredititemand debititemdebititem for each

item in the incorrect billing document.

Fillintheblankstocompletethesentence.

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TestYourKnowledge LO150

7. In the standard R/3 System, it is mandatory to create an RK with

reference to a billing document.

Determinewhetherthisstatementistrueorfalse.

True

False

8. After an invoice is cancelled, the order or delivery is immediately

eligible for rebilling.

Determinewhetherthisstatementistrueorfalse.

True

False

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LO150 Test Your Knowledge

Answers

1. Thedocumenttypesusedforcomplaintprocessingare: creditmemo

request (G2) , debit memo request (L2), returns (RE), andinvoice

correction request (RK).

Answer: creditmemorequest(G2),debitmemorequest(L2),returns

(RE), invoice correction request (RK)

2. InthestandardR/3system,abillingblockisautomaticallyassigned

to the document and the order reason (reason for adjustment) is

required.

Answer: True

3. Beforeacreditmemocanbecreated,thereisanapprovalprocessin

theR/3System. Thisiscarriedoutbyassigningadefault:

Answer: A

4. Insteadofissuingacreditmemoforreturnedgoodsyoucouldreplace

theproductusingasubsequentdeliveryfreeofchargedocumenttype.

Answer: subsequentdelivery freeof charge

5. Youcancreatereturnswithreferencetoasalesdocumentorabilling

document.

Answer: True

6. TheInvoicecorrectrequestdocumentcreatesacredititemanddebit

itemforeachitemintheincorrectbillingdocument.

Answer: credit item , debit item

7. In the standard R/3 System, it is mandatory to create an RK with

reference to a billing document.

Answer: True

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TestYourKnowledge LO150

8. After an invoice is cancelled, the order or delivery is immediately

eligible for rebilling.

Answer: True

Ifyouweretorunthebillingduelistimmediately,aninvoicewould

be created. So, it is important to either immediately correct the

problemoreditthesalesordertoapplythebillingblockattheheader

or line item to prevent rebilling.

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Unit 9

Sales and Distribution: Transportation

Unit Overview

Thisunitwillprovideanexplanationonhowdeliveriesaretransportedon

aconsolidated"shipment"documentandhowthecostsoftheshipment

are billed using the "shipmentcost" document.

Unit Objectives

Aftercompletingthisunit, youwillbe able to:

• Describe the process flow for transporting a delivery in Sales and

Distribution.

• Namethe documentsused intransportation

Unit Contents

Transportation ...................................................................422

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Unit9: SalesandDistribution: Transportation LO150

Lesson: Transportation

Lesson Overview

Thislessonwillprovideanoverviewofthetransportationfunctionality

in Sales and Distribution.

Lesson Objectives

Aftercompletingthislesson, youwillbeableto:

• Describe the process flow for transporting a delivery in Sales and

Distribution.

• Name thedocumentsused intransportation

Business Example

Inordertoreduceshippingcosts,youwillconsolidateyourdeliveriesonto

asfewcarriersaspossibleforanygivenroute. Youwillalsodistributethe

costs of the transportation back to the individual deliveries for billing

purposes. TodosoyouwillusethetransportationfunctionalityinSales

and Distribution

Shipments

Figure 123: Process Flow of a Shipment

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LO150 Lesson: Transportation

Theshipmentdocumentisusedtoprocessdeliveriesfortransportation

planning and execution. You can use it to combine deliveries with the

sametransportationrequirements,suchasforwardingagent,destination,

route or means of transport.

Normally, ashipmentdocumentiscreatedfordeliveriesbeforethepost

goods issue has been completed.

Shipment processing is an optional part of the Sales and Distribution

processing cycle.

Figure 124: Creating Shipment Documents

ThesystemusestheCreateshipmentfunctiontodeterminethedeliveries

duefortransportationandcreatestheshipmentsrequired.

Theindividualdeliveriescanbeassignedtotheshipmentsmanuallyora

planningprofilecanbeusedtoselectdeliveriesautomatically.

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Unit9: SalesandDistribution: Transportation LO150

Packing Shipments

Figure 125: Loading and Packing Shipments

At the time of shipment, items that were not already packed in the

deliverycan bepacked inshipping unitsusingshipping materials. The

functionalityusedhereisbasicallythesameasforloadinginthedelivery.

However,unlikeadelivery,itemsandconditionscannotbegeneratedor

entered manually for inventory management and billing (for example,

packing materials).

Packeditemsareassignedtotherequiredmeansoftransport(e.g.,trucks).

Shippingunitsfromthedeliveryarecopiedandcannolongerbechanged.

Packingintheshipmentcanbecarriedoutforseveraldeliveriesusingthe

same shipping unit.

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LO150 Lesson: Transportation

Shipment Costs

Figure 126: Distributing Transportation Costs Across Deliveries

Youcaninvoicethecustomerfortransportationcostsassociatedwiththe

shipment. These costs can be settled with the forwarding agent at the

same time.

Shipmentcostsappearasaseparatelineitemonthebillingdocument.

Thesettlementofshipmentcostsfortheshipmentisoptional.

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Unit9: SalesandDistribution: Transportation LO150

Lesson Summary

You should now be able to:

• Describe the process flow for transporting a delivery in Sales and

Distribution.

• Name thedocumentsused intransportation

Related Information

• TheSAPtrainingclassesLO140andLO611coverthetransportation

process in further detail.

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LO150 Unit Summary

Unit Summary

You should now be able to:

• Describe the process flow for transporting a delivery in Sales and

Distribution.

• Namethe documentsused intransportation

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Unit Summary LO150

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LO150 Test Your Knowledge

Test Your Knowledge

1. Can you pack (load) several items from different deliveries into a

single container for a shipment?

2. Ifyouhaveashipmentthatismadeupofmultiplecustomerswith

varyingamountsoffreightweight,isitpossibletoallocatethecosts

tothecustomersbasedontheirshareoftheweight?

3. The shipmentshipment and the shipmentcostsshipmentcosts

documentsareusedfortransportationprocessinginR/3.

Fillintheblankstocompletethesentence.

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TestYourKnowledge LO150

Answers

1. Can you pack (load) several items from different deliveries into a

single container for a shipment?

Answer: Youcanspecifywhichitemsaretobeloadedtogetherintoa

containerintheshipmentdocument. Youcanloaditemsfordifferent

deliveries together into one container.

2. Ifyouhaveashipmentthatismadeupofmultiplecustomerswith

varyingamountsoffreightweight,isitpossibletoallocatethecosts

tothecustomersbasedontheirshareoftheweight?

Answer: Yes,usingtheshipmentcostdocumentyoucouldallocate

the costs accordingly.

3. The shipment and the shipment costs documents are used for

transportation processing in R/3.

Answer: shipment, shipment costs

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Unit 10

Sales and Distribution: Reporting and

Analysis

Unit Overview

Inthisunityouwillbeintroducedtomanyofthestandardonlinereports

andreportingtoolsthatareavailableintheR/3System. Youwillbecome

familiarwithDataWarehouseconceptsandtheSalesInformationSystem

(SIS).

Unit Objectives

Aftercompletingthisunit, youwillbe able to:

• DescribethereportingandanalysistoolsintheSAPR/3System

• Use list processing to locate transaction information and organize

tasks

• Analyze SD information using the tools available in the Sales

Information System (SIS)

• Explain information structures

Unit Contents

List and Reports.................................................................432

Exercise 30: Lists and Reports ...............................................439

Sales Information System......................................................445

Exercise 31: Sales and Distribution– Reporting............................453

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Unit10: SalesandDistribution: ReportingandAnalysis LO150

Lesson: List and Reports

Lesson Overview

Listsareavailableforeachstepofthecustomerordermanagementcycle.

Inthislesson,youwillbecomefamiliarwithonlineliststhatareavailable

and the sources of this information.

Lesson Objectives

Aftercompletingthislesson, youwillbeableto:

• DescribethereportingandanalysistoolsintheSAPR/3System

• Use list processing to locate transaction information and organize

tasks

Business Example

Inordertoensureefficientday-to-dayoperations,youneedtimelydetailed

information. Youneedtocreateandmodifyonlinereportstomeetyour

business requirements.

Figure 127: Sources of SD Information

TheSalesInformationSystem(SIS)belongstoSalesandDistribution. With

SIS,youcancompressdatafromsalesdocumentstoobtaininformation

which that help you make strategic business decisions. SIS contains

standard analyses as well as flexible analyses to help you evaluate

statistical data.

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LO150 Lesson: List and Reports

SAPprovideslistfunctionstocreateworklistsinsales,delivery,picking,

and billing.

TheLogisticsInformationLibrary allowsyouto integratestandard and

flexible analyses along with your own reports. You can structure and

enhancetheLogisticsInformationLibraryasyourequire.

Ifthestandardreportsdonotfulfillyourrequirements,youcanuseABAP

queriestoextractinformationfromthedatabaseintoareport.

Figure 128: Lists and Reports

The R/3 System provides lists to support the entire customer order

management cycle.

Lists fall into two categories:

• Online lists display sales, delivery, or billing documents for a

customer,amaterial,oracombinationofboth.

Other online lists display documents with a certain status that

requiresactionfromsomeone(forinstance,alldocumentsblockedfor

delivery).

• WorklistsallowyoutoselectcertaintasksinSalesandDistribution

for processing. You select the tasks according to your area

of responsibility and various selection criteria (such as date,

organizational element, or customer).

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Unit10: SalesandDistribution: ReportingandAnalysis LO150

Figure 129: Sales Orders List

Enter the information you want to use to restrict the options on the

Selection screen. The R/3 System then displays a list of the relevant

documents.

You can edit the list further by:

• Using filter, sort and sum upfunctions

• Addingordeletingadditionalfields(columns)

From the list, you can also:

• Displayorchangeasalesorderandreturntothelist

• Displaystatusinformation(overallstatus, deliverystatus, etc.) for

each document

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LO150 Lesson: List and Reports

Figure 130: Documents with a Specific Status

You can display document lists using the date and additionalselection

criteria. You can display:

• Lists of the inquiries or quotations that are to be processed by a

specified point in time

• Listsofallsalesordersthatstillhavetobedelivered

• Listsof the incomplete sales and distribution documents in which

importantinformationforthesubsequentprocessstepsismissing

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Figure 131: Processing Worklists

The R/3 System provides tools that you can use to process various

worklists.

In the firststep, youuse specificcriteria (forinstance, date, responsible

organizationalunit,etc.) fromalldocumentsforprocessing. Bydoingthis,

youcanorganizetheworklisttomeetyourbusinessrequirements.

In the second step, the R/3 System processes this worklist. Tasks from

various reference documents can be grouped together appropriately

and multiple tasks from a previous document can be split into several

documents.

The Delivery Due List and Billing Due List are just two examples of

worklists.

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LO150 Lesson: List and Reports

Figure 132: Document Flow

Thedocumentflowisanotheronlinelistfunction. Itdisplaysthehistory

of related documents.

Documentflowtrackstheprogressofasalesorderinordertorespondto

customerinquiries. Itshowsalldocumentsassociatedwiththesalesorder.

Youcanselectadocumenttodisplayitandthenreturntothedocument

flow.

Youcanalsodisplaythestatusoftheentiredocumentandofeachlineitem.

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Figure 133: Sources of Information in the R/3 System

TheSAP Open Information Warehouse allows youto view data from a

variety of business perspectives.

Decisionmakerscancarryoutmultilevelanalysesondataspecifictoone

application or a variety of applications.

TheLogisticsInformationSystem(LIS)isusedtoreviewandanalyzekey

figuresthroughouttheentireLogisticsareaintheR/3System.

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LO150 Lesson: List and Reports

Exercise 30: Lists and Reports

Exercise Objectives

Aftercompletingthisexercise, youwillbeableto:

• useSDanalysistoolsandadjustthemtoyourrequirements

• useliststoorganizeinformationoncurrentbusinessprocesses

Business Example

Companiestodaymustensurethatallphasesofsalesordermanagement

areefficientandeffective. Todothis,theyrequireinstantaccesstolistsand

onlinereportingforcustomerservice, shipping, andinvoiceprocessing

activities. Theyalsouseliststofindimportantinformationif,forexample,

theydo notknowtheactualdocumentnumber.

Each department has specific lists they use; examples include: lists of

salesordersreadyfordeliverycreation,listsofoutbounddeliveriesready

forpickingandshipping,listsofshippedoutbounddeliveriesreadyfor

billing,andlistsofblockeddocumentsrequiringspecialattention.

Companiesmustalso answercustomerquestionsregardingquotations,

orders, deliveries and billing documents. They must have immediate

accesstoallaspectsofcustomeractivityandmustbeabletodrilldownto

the actual document.

As a project team member for IDES AG, you will ensure that the

R/3 System can provide the lists and online reports to support these

requirements.

Task 1 Online list reporting

TheSalesandDistributiondepartmentsrequirereportingforthecurrent

SDprocessesonamonthlybasisatdocumentlevel.

1. CheckwhetherthereareanyordersforthematerialT-AS1##forthe

currentandthepastmonth. Usethe"ListofSalesOrders"todothis.

2. BranchtoanorderandentertheemployeeMelanieMayer(personnel

number1701)asasalesrepresentative. Returntolist.

Task 2 Create a variant for an online list

Process the list you executed in the last step according to your

management’s requirements.

1. Sortthelistinascendingorderbasedonsold-topartynumbers.

Continued on next page

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2. Restrict the list to standard orders (OR).

3. Determinethenetvaluethathasbeenobtainedforthismaterialin

the given period of time.

4. MovetheDocumentcolumntotheleftendofthelistanddeletethe

Purch. ord. column from the list.

5. Includetheinformationonorderquantity,plant,andshippingpoint

at the end of the ListsColumn Headings.

6. Display subtotals for eachsold-to party.

7. Optimize the column width.

8. Saveyourprocessed list as auser-specificdisplay variantwith the

name LO150-##order list ##.

9. Setyourdisplay variantasthe initialvariant.

10. Returntothelistoforders. Sendacopyofthelisttoyourinstructor

andacopytoyourself. Andaddashortnotetoit.

11. CallupthelistusingyourvariantandmaterialT-AS2##.

Task 3 Questions on lists and reports

1. Listexamplesoftypesofstandardonlinelistsorreports.

2. Whenwouldyouusetheonlinereportingfunctionsandwhenwould

youusetheSalesInformationSystemreports?

3. Whenyouprocessanddisplaylists,whataresomeofthekeyfeatures

available while editing?

4. Nametwotypesofworklistsyougeneratedinthiscourse.

5. What is a display variant?

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LO150 Lesson: List and Reports

Solution 30: Lists and Reports

Task 1 Online list reporting

TheSalesandDistributiondepartmentsrequirereportingforthecurrent

SDprocessesonamonthlybasisatdocumentlevel.

1. CheckwhetherthereareanyordersforthematerialT-AS1##forthe

currentandthepastmonth. Usethe"ListofSalesOrders"todothis.

→ → → →

a) Logistics SalesandDistribution Sales Informationsystem

→

Orders List of Sales Orders

b) Enter Material: T-AS1##

c) Choose: All Orders.

d) Choose: Enter

2. BranchtoanorderandentertheemployeeMelanieMayer(personnel

number1701)asasalesrepresentative. Returntolist.

a) Select the order.

b) ChooseDisplaydocument headerdetails.

c) Choose the Partners tab page.

d) Partnerfunction: Sales representative

e) Personnel number: 1701

Task 2 Create a variant for an online list

Process the list you executed in the last step according to your

management’s requirements.

1. Sortthelistinascendingorderbasedonsold-topartynumbers.

a) Select the Sold-to party column.

b) Choose Sort in ascending order.

2. Restrictthe list to standard orders (OR).

a) Select the SalesDocTy column.

b) Choose Set Filter.

c) Sales document type: OR

3. Determine thenetvaluethathasbeenobtainedforthismaterialin

the given period of time.

a) Select the Net value column.

b) Choose Display sum.

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4. MovetheDocumentcolumntotheleftendofthelistanddeletethe

Purch. ord. column from the list.

a) ChooseCurrenticoninapplicationtoolbar.

b) Select the Columns tab

c) Select the Purch. ord. entry.

d) Usetheup/downarrowstomovethecolumnheadings.

e) Select transfer Enter.

5. Includetheinformationonorderquantity,plant,andshippingpoint

at the end of the ListsColumn Headings.

a) ChooseCurrenticononapplicationtoolbar.

b) Select Columns tab

c) SelectItemthenusetheleft/rightarrowicontoaddorremove.

d) Choose transfer Enter.

6. Display subtotals for eachsold-to party.

a) Select the Sold-to party column.

b) Choose Subtotal.

7. Optimize the column width.

→ →

a) Settings Columns Optimize width.

8. Saveyourprocessed list as auser-specificdisplay variantwith the

name LO150-##order list ##.

→ →

a) ChooseSettings Displayvariant Administration.

b) Select the User-specific field.

c) Save

9. Setyourdisplay variantasthe initialvariant.

→ →

a) ChooseSettings Displayvariant Administration.

Choose yourvariant by selecting the column Default Setting.

A checkmark should appear.

b) Choose Save.

10. Returntothelistoforders. Sendacopyofthelisttoyourinstructor

andacopytoyourself. Andaddashortnotetoit.

→ →

a) Choose List Save Office.

11. CallupthelistusingyourvariantandmaterialT-AS2##.

→ → → →

a) Logistics SalesandDistribution Sales Informationsystem

→

Orders List of Sales Orders.

Thelistiscalledwithyourdisplay variant.

Continued on next page

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LO150 Lesson: List and Reports

Task 3 Questions on lists and reports

1. Listexamplesoftypesofstandardonlinelistsorreports.

a) Listoforders,quotations,inquiries,outbounddeliveries,billing

documents, lists of incomplete documents, lists of blocked

documents,

2. Whenwouldyouusetheonlinereportingfunctionsandwhenwould

youusetheSalesInformationSystem reports?

a) Online reporting functions show you lists of transactions to

enableyouto accessthedocumentsorprocessthedocuments

further. Youusetheselistsinyourday-to-dayprocessing.

The Sales Information System allows you to analyze results

across several business transactions. You can, for example,

comparedatafordifferentperiodsandkeyfigures. Management

usestheSIStogeneratedetailedreports. Thisdatacanbeused

forfurtherplanninganddevelopmentofneworimprovedsales

strategies.

3. Whenyouprocessanddisplaylists,whataresomeofthekeyfeatures

available while editing?

a) Youcanfilter(restrict),sort,total,andsubtotaldata. Youcanalso

add and delete fields on a list.

4. Nametwotypesofworklistsyougeneratedinthiscourse.

a) Deliveryduelist(collectiveprocess)andbillingduelist

5. What is a display variant?

a) Adisplayvariantisavariationofareportthatiseitherdelivered

with the R/3 System or that you ?created and saved. Each

variantwouldcontaindifferentfieldsthatwouldcontainyour

defaultdataeverytimeyoucallupthereport.

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Lesson Summary

You should now be able to:

• DescribethereportingandanalysistoolsintheSAPR/3System

• Use list processing to locate transaction information and organize

tasks

Related Information

• http://help.sap.com

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LO150 Lesson: Sales Information System

Lesson: Sales Information System

Lesson Overview

Inthislessonyouwillgainabaselinelevelof DataWarehouseconcepts

andhowinformationstructuresthatarepartoftheDataWarehouseare

organized. Youwillanalyzedatainthe SalesInformation Systemusing

various analysis tools.

Lesson Objectives

Aftercompleting this lesson, youwillbeable to:

• Analyze SD information using the tools available in the Sales

Information System (SIS)

• Explain information structures

Business Example

In order for companies to stay competitive, they must have up-to-date

informationabouttheirenterprise. WithSAPinformationsystems,quick

andaccuratedecisionscanbemadetoensurethattheenterpriseremains

successful. The informations systems were designed with the decision

maker in mind.

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Logistics Information System

Figure 134: Logistics Information System

A seriesof application-specificinformationsystemsareavailableinLIS

whichhaveastandardizedinterfaceandsimilarbasicfunctionality.

ThefollowinginformationsystemsareavailableinLogistics:

• SIS: Sales Information System

• PURCHIS:Purchasing InformationSystem

• INVCO: Inventory Controlling

• TIS: Transportation Information System

• FIS: Shop Floor Information System

• QMIS:QualityManagementInformationSystem

• PMIS:PlantMaintenanceInformationSystem

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LO150 Lesson: Sales Information System

Data Warehouse Concepts

Figure 135: Data Warehouse Concepts

WhileyouareusingthetransactionsintheLogisticsapplications,theLIS

updatesrelevantinformation. Youcanalsoupdateinformationfromother

systems in the LIS.

The LISaggregates and stores this information in the Data Warehouse.

Datacanbeaggregatedonaqualitativeaswellasonaquantitativebasis:

• Quantitativereductionbyaggregatingonperiodlevel

• Qualitativereductionbyselectingspecifickeyfigures

YoucanthenusethetoolsintheSIStoanalyzethisaggregatedinformation.

Theaggregationleadstoanimprovementoftheresponsetimesandthe

quality of the resulting reports.

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