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Transcript of SCM650 - Cross-Functional Customizing SD.pdf
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SCM650Cross-Functional Customizing in
Sales and Distribution
mySAP ERP Sales and Services
Date
Training Center
Instructors
Education Website
Participant HandbookCourse Version: 2006 / Q2
Course Duration: 3 Days
Material Number: 50078123
An SAP course - use it to learn, reference it for work
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Copyright
Copyright 2006 SAP AG. All rights reserved.
No part of this publication may be reproduced or transmitted in any form or for any purpose without
the express permission of SAP AG. Additionally this publication and its contents are provided solely
for your use, this publication and its contents may not be rented, transferred or sold without the express
permission of SAP AG. The information contained herein may be changed without prior notice.
Some software products marketed by SAP AG and its distributors contain proprietary software
components of other software vendors.
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Disclaimer
THESE MATERIALS ARE PROVIDED BY SAP ON AN "AS IS" BASIS, AND SAP EXPRESSLY
DISCLAIMS ANY AND ALL WARRANTIES, EXPRESS OR APPLIED, INCLUDING WITHOUT
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About This Handbook
This handbook is intended to complement the instructor-led presentation of this
course, and serve as a source of reference. It is not suitable for self-study.
Typographic Conventions
American English is the standard used in this handbook. The following typographic
conventions are also used.
Type Style Description
Example text Words or characters that appear on the screen. These
include field names, screen titles, pushbuttons as well as
menu names, paths, and options.
Also used for cross-references to other documentation
both internal (in this documentation) and external (in
other locations, such as SAPNet).
Example text Emphasized words or phrases in body text, titles of
graphics, and tables
EXAMPLE TEXT Names of elements in the system. These include report
names, program names, transaction codes, table names,
and individual key words of a programming language,
when surrounded by body text, for example SELECT
and INCLUDE.
Example text Screen output. This includes file and directory namesand their paths, messages, names of variables and
parameters, and passages of the source text of a program.
Example text Exact user entry. These are words and characters thatyou enter in the system exactly as they appear in the
documentation.
Variable user entry. Pointed brackets indicate that youreplace these words and characters with appropriate
entries.
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About This Handbook SCM650
Icons in Body Text
The following icons are used in this handbook.
Icon Meaning
For more information, tips, or background
Note or further explanation of previous point
Exception or caution
Procedures
Indicates that the item is displayed in the instructors
presentation.
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Contents
Course Overview ...... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii
Course Goals.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .vii
Course Objectives .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .vii
Unit 1: Understanding Organizational Structures ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
Understanding Organizational Structures .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
Unit 2: Copying Control .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Copying Control. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Unit 3: Text Control .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Text Control. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Unit 4: Output .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Output Determination .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Output Processing .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .102
Unit 5: System Modifications ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .121
Basics of System Modification ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .123
Adapting Lists ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .149
Adapting the User Interface .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .161
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Contents
SCM650
vi
2006SAPAG.Allrightsreserved.
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Course Overview
This training course deals with complex Customizing settings that apply across all
the functions in the Sales and Distribution area and that frequently cross over into
the area of system modification.
Target Audience
This course is intended for the following audiences:
Members of the project team who work with all aspects of Customizing for
Sales and Distribution.
Course Prerequisites
Required Knowledge
SCM600
and at least one of the following training courses: SCM605, SCM610 or SCM615
Course Goals
This course will prepare you to:
Make settings that require knowledge of cross-application Customizing
functions, to map Sales and Distribution (SD) requirements in the SAP system.
Course Objectives
After completing this course, you will be able to:
understand complex relationships when mapping organizational structures
adapt copying control
configure text control
implement output control
explain the options for system modification in any release
modify the interface for transactions and master data in Sales and Distribution
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Course Overview SCM650
SAP Software Component Information
The information in this course pertains to the following SAP Software Components
and releases:
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Unit 1Understanding Organizational
Structures
Unit Overview
This unit provides a compact, deeper understanding of the organizational structure
in Sales and Distribution, to enable the participants to make the correct decisions
when creating the organizational model.
Unit Objectives
After completing this unit, you will be able to:
describe the main organizational elements in SD and their relationships to one
another
create organizational elements and use them to build organizational structures
define shared master data to reduce the effort required for creating and
maintaining master data
make Customizing settings that affect the use of organizational elements
Unit Contents
Lesson: Understanding Organizational Structures .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
Exercise 1: Defining Organizational Structures .. . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Exercise 2: Understanding Organizational Structures... . . . . . . . . . . . . . . . . . . . 17
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Unit 1: Understanding Organizational Structures SCM650
Lesson: Understanding Organizational Structures
Lesson Overview
An overview of the significance of organizational structures in Sales and Distribution
is provided as a reminder, to avoid unnecessary errors in this first, important step
in the implementation project.
Lesson Objectives
After completing this lesson, you will be able to:
describe the main organizational elements in SD and their relationships to one
another
create organizational elements and use them to build organizational structures
define shared master data to reduce the effort required for creating and
maintaining master data
make Customizing settings that affect the use of organizational elements
Business Example
An essential step in implementing an SAP system is representing the structure of your
company in the system.
Before creating the SD organizational structures, you have to decide how much master
data will need to be maintained.
As this will have a far-reaching effect on the productive system, you must consider the
different ways of defining shared data.
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SCM650 Lesson: Understanding Organizational Structures
Sales Organization
Figure 1: Sales Organization
A sales organization is the organizational element in Logistics that represents the
company structure according to its sales and distribution requirements.
A sales organization is the business unit that is legally responsible for product liability
and rights of recourse, and has an address.
You can define your own master data within a sales organization. A sales organization
can therefore have its own customer and material master data as well as its own
conditions and pricing.
A sales organization is the highest summing level (after the client) for sales and
distribution statistics, with its own statistics currency.
You must create at least one sales organization in your SAP system.
A sales organization is assigned to only one company code.
You can use the sales organization as a selection criterion for listing all sales
documents as well as for creating delivery and billing worklists.
You can define how the output is printed for sales and billing documents differently
for each sales organization.
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Unit 1: Understanding Organizational Structures SCM650
Figure 2: Distribution Channels
A distribution channel reflects the means by which your products or services reach
your customers.
You can assign a distribution channel to one or more sales organizations.
You can assign one or more plants to a distribution channel.
Within the distribution channel, you can define your own customer or material master
data as well as conditions and pricing.
You can create master data for a model distribution channel that can then be used in
other distribution channels. To do this, you also have to assign the model distribution
channel to the other channels.
You can define your own sales document types for a distribution channel.
You can determine sales offices for a distribution channel.
All the items in a sales document belong to one distribution channel. The entire sales
document is therefore created for a distribution channel.
The items in a delivery can belong to different distribution channels.
All the items in a billing document belong to one distribution channel.
You can use the distribution channel as a selection criterion for creating lists.
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SCM650 Lesson: Understanding Organizational Structures
Figure 3: Division
You assign a division to one or more sales organizations.
You assign a division to one or more distribution channels.
A material always belongs to one specific division. You enter the division in Sales
and Distribution screen 1 in the material master record.
Within the division, you can define your own master data for the customer as well as
conditions and pricing.
You can also create shared customer master data as well as conditions using a model
division which are then valid for several divisions.
You can define sales offices for a division.
You can determine that all the items in a sales document belong to the same division
for each sales document type.
The items in a delivery or billing document can belong to different divisions.
You can use the division as a selection criterion for listing sales documents and
creating a delivery worklist.
You can define different ways of printing the output based on the sales documents
for each division.
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Unit 1: Understanding Organizational Structures SCM650
Figure 4: Division and Business Area Account Assignment
Figure 5: Sales Area
The sales area is a combination of a particular sales organization, distribution channel
and division.
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SCM650 Lesson: Understanding Organizational Structures
Within customer master data there are views with data that is specific to the sales area.
The sales documents are assigned to a sales area.
Hint: A simple organizational structure often has more advantages than
a complex structure.
For example, the user can gain a clearer overview of master data maintenance
or order entry.
Figure 6: Optional Organizational Elements in SD
Sales office:
An organizational unit that is responsible for sales and distribution within a
geographical area.
A sales office establishes contacts between the company and the regional market.
You can assign a sales office to one or more sales areas
A sales office can be subdivided into several sales groups.
Sales group:
An organizational unit that carries out sales and is responsible for the sales
process internally.
You can assign a sales group to one or more sales offices.
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Unit 1: Understanding Organizational Structures SCM650
Salespersons:
A sales group consists of a certain number of salespersons. A salesperson is
assigned to a sales office and group in the sales employee master record.
You can carry out sales analyses for different levels of the organizational structure
using the Sales Information System.
Figure 7: Shared Master Data Concept
Shared master data minimizes the effort required to create and maintain master data.
You can specify which sales areas can use the shared master data in Customizing.
At sales organization/distribution channel level, you can define which distribution
channel should be used for accessing the condition records and which should be used
for accessing customer and material master data.
At sales organization/division level, you can define which division should be used
for accessing condition records and which should be used for accessing the customer
master data.
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SCM650 Lesson: Understanding Organizational Structures
Figure 8: Shared Master Data - Example
In the above example, settings have been made in Customizing so that the sales area
data (1000, 10, 01) for the customer master and the sales area data (1000, 10) for the
material master can also be used as shared master data for the following sales areas:
1000 10 01
1000 10 02
1000 12 01
1000 12 02
In this example, the condition records are not shared, enabling you to create different
pricing structures for each organizational unit.
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Unit 1: Understanding Organizational Structures SCM650
Figure 9: Shared Master Data - Limits
It is not possible to define shared master data for all sales organizations. Improper
use of the sales organization when mapping the organization here, for example, as
a level for mapping the distribution channel, would have serious consequences, as
you would not be able to use the shared master data functions at this level. Under
certain circumstances this would then lead to an increase in the number of SD views
that need maintaining in the master data.
Figure 10: Shared Master Data and SIS
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SCM650 Lesson: Understanding Organizational Structures
Even if you are using the shared master data function, the specific organizational data
transferred to the Sales Information System (SIS) comes from the sales, delivery
and billing documents.
This allows detailed reporting for all organizational structures while minimizing the
amount of master data that needs to be created and maintained.
Figure 11: Cross-Divisional Sales Documents
If you want the division at item level to be proposed from the material master record
for the item, the Item Division field must be selected in Customizing for the sales
document type.
If you select this field, the system proposes the division from the material master
record for the item. If you leave the field blank, the division in the sales document
header applies to all the items.
You may have to take account of the effect of this setting in the SIS update rules by
defining the source field you require for the division.
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Unit 1: Understanding Organizational Structures SCM650
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SCM650 Lesson: Understanding Organizational Structures
Exercise 1: Defining OrganizationalStructures
Exercise Objectives
After completing this exercise, you will be able to:
extend and organizational structure in Sales and Distribution
Business Example
To improve the evaluation of sales and distribution statistics, the management of
your company has decide to add a distribution channel to sales organization 1000 to
make the subdivisions more exact.
It is your job to set up this distribution channel in the SAP system.
Task:
1. Define the new distribution channel for your activity group according to the
following table, using the description VTWEG Group ##:
Group number Distribution
channel
Group number Distribution
channel
01 D1 11 E1
02 D2 12 E2
03 D3 13 E3
04 D4 14 E4
05 D5 15 E5
06 D6 16 E6
07 D7 17 E7
08 D8 18 E8
09 D9 19 E9
10 D0 20 E0
2. Assign your new distribution channel to sales organization 1000.
Continued on next page
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Unit 1: Understanding Organizational Structures SCM650
3. Set up two new sales areas:
Sales organization: 1000
Distribution channel: See table
Divisions: 00 and 02
4. Maintain the business area account assignment for your sales areas by assigning
rule 1 Business area account assignment from plant/division to them.
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SCM650 Lesson: Understanding Organizational Structures
Solution 1: Defining OrganizationalStructures
Task:
1. Define the new distribution channel for your activity group according to the
following table, using the description VTWEG Group ##:
Group number Distribution
channel
Group number Distribution
channel
01 D1 11 E1
02 D2 12 E2
03 D3 13 E3
04 D4 14 E4
05 D5 15 E5
06 D6 16 E6
07 D7 17 E7
08 D8 18 E8
09 D9 19 E9
10 D0 20 E0
a) Menu path: Tools! Customizing! IMG! Execute Project! Display
SAP Reference IMG! Enterprise Structure! Definition! Sales and
Distribution! Define, copy, delete, check distribution channel
Choose Define distribution channel.
Choose New Entries.
Continued on next page
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Unit 1: Understanding Organizational Structures SCM650
2. Assign your new distribution channel to sales organization 1000.
a) Menu path: Display SAP Reference IMG! Enterprise Structure!
Assignment! Sales and Distribution! Assign distribution channel to
sales organization
Select sales organization 1000 and choose Assign.
Select your new distribution channel and choose Copy.
Choose Save.
3. Set up two new sales areas:
Sales organization: 1000
Distribution channel: See table
Divisions: 00 and 02
a) Display SAP Reference IMG! Enterprise Structure! Assignment!
Sales and Distribution! Set up sales area
Select sales organization 1000 and choose Assign.
Select your new distribution channel and choose Copy.
Now select your new distribution channel and choose Assign.
Select the divisions 00 and 02 and choose Copy.
Choose Save.
4. Maintain the business area account assignment for your sales areas by assigning
rule 1 Business area account assignment from plant/division to them.
a) Menu path: Display SAP Reference IMG! Enterprise Structure
! Assignment! Sales and Distribution! Business Area Account
Assignment! Define Rules By Sales Area
Locate the entry for sales organization 1000 and your distribution channel
D# or E#.
Enter rule 1 in both the sales areas.
Choose Save.
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SCM650 Lesson: Understanding Organizational Structures
Exercise 2: Understanding OrganizationalStructures
Exercise Objectives
After completing this exercise, you will be able to:
define shared master data
Business Example
To reduce the workload required for creating and maintaining data, your new sales
area should use the data from sales area 1000,12,00. It is your job to create the
necessary prerequisites in Customizing.
Task:
1. Define distribution channel 12 as the shared (common) distribution channel for
conditions and customer/material master data for your distribution channel.
2. Now try to create a new standard order for the following purchase order in your
new sales area (1000, D# or E#, 00).
FAX
Customer: T-S50A##
PO number: ##-2-2
Req. delivery date: In one week
Material: T-AS1##
Quantity: 10
How does the system respond?
______________________________________________________
3. You still have to assign the permitted sales document types to your sales area.
You should copy existing agreements for sales organization 1000 and
distribution channel 10.
Continued on next page
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Unit 1: Understanding Organizational Structures SCM650
In Customizing for sales document types, configure the system so that the
settings for distribution channel 10 are used for assigning the sales document
types to the sales areas for distribution channel D# or E#.
4. Copy the pricing determination procedure for sales area (1000,10,00) to your
sales area (1000, D# or E#, 00).
5. Repeat exercise 2.
Create the new sales order.
Display the condition record for condition PR00 in the condition screen.
For which distribution channel has the condition record been created?
___________________________________________________
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SCM650 Lesson: Understanding Organizational Structures
Solution 2: Understanding OrganizationalStructures
Task:
1. Define distribution channel 12 as the shared (common) distribution channel for
conditions and customer/material master data for your distribution channel.
a) Menu path: Display SAP Reference IMG! Sales and Distribution!
Master Data! Define Common Distribution Channels
Locate the entry for sales organization 1000 and your distribution channel
D# or E#.
Enter 12 in the DCh-Conds and DCh-Cust/Mt fields.
Choose Save.
2. Now try to create a new standard order for the following purchase order in your
new sales area (1000, D# or E#, 00).
FAX
Customer: T-S50A##
PO number: ##-2-2
Req. delivery date: In one week
Material: T-AS1##
Quantity: 10
How does the system respond?
______________________________________________________
a) Create a standard order:
Menu path: Logistics! Sales and Distribution! Sales! Order!
Create
Chose order type Standard order and enter the data for your sales area.
b) With the following error message: Order type OR is not defined for sales
area 1000 (D# or E#) 00.
Continued on next page
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Unit 1: Understanding Organizational Structures SCM650
3. You still have to assign the permitted sales document types to your sales area.
You should copy existing agreements for sales organization 1000 and
distribution channel 10.
In Customizing for sales document types, configure the system so that the
settings for distribution channel 10 are used for assigning the sales document
types to the sales areas for distribution channel D# or E#.
a) Menu path: Display SAP Reference IMG! Sales and Distribution!
Sales! Sales Documents! Sales Document Header! Assign Sales Area
to Sales Document Types
Choose Combine distribution channels:
Locate the entry for sales organization 1000 and your new distribution
channel D# or E#.
Enter 10 in the RefDistCh field.
Choose Save.
4. Copy the pricing determination procedure for sales area (1000,10,00) to your
sales area (1000, D# or E#, 00).
a) Menu path: Display SAP Reference IMG! Sales and Distribution!
Basic Functions! Pricing! Pricing Control! Define and Assign
Pricing Procedures
Choose Define Pricing Procedure Determination.
Place your cursor on sales area (1000,10,00)
Select the entry for document procedure A and customer procedure
1 and choose Copy As.
Overwrite the distribution channel with your new distribution channel.
5. Repeat exercise 2.
Create the new sales order.
Display the condition record for condition PR00 in the condition screen.
For which distribution channel has the condition record been created?
Continued on next page
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SCM650 Lesson: Understanding Organizational Structures
___________________________________________________
a) Menu path:
Select the item and choose Conditions Item.
Select the line PR00 in the condition screen for the item and choose Master
data condition record.
The condition record is created for distribution channel 12.
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Unit 1: Understanding Organizational Structures SCM650
Lesson Summary
You should now be able to:
describe the main organizational elements in SD and their relationships to one
another
create organizational elements and use them to build organizational structures
define shared master data to reduce the effort required for creating and
maintaining master data
make Customizing settings that affect the use of organizational elements
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SCM650 Unit Summary
Unit Summary
You should now be able to:
describe the main organizational elements in SD and their relationships to one
another
create organizational elements and use them to build organizational structures
define shared master data to reduce the effort required for creating and
maintaining master data
make Customizing settings that affect the use of organizational elements
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UnitSummary
SCM650
24
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Unit 2Copying Control
Unit Overview
This unit deals with making copying control settings to meet special requirements. To
do this, you will need to create a customer-specific data transfer routine, for example.
Unit Objectives
After completing this unit, you will be able to:
modify copying control to meet special requirements
Unit Contents
Lesson: Copying Control.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Exercise 3: Sales Document - Header ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Exercise 4: Sales Document - Item .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
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Unit 2: Copying Control SCM650
Lesson: Copying Control
Lesson Overview
Lesson Objectives
After completing this lesson, you will be able to:
modify copying control to meet special requirements
Business Example
SD business processes are reflected by the flow of documents in the system.
You can use copying control to define the requirements and options when transferring
data from a reference document to its subsequent document.
When creating customer-specific sales document types in particular, you can use the
copying control assigned to that sales document type to determine which functions
should be available.
Figure 12: Document Flow
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SCM650 Lesson: Copying Control
A business process is composed of individual process steps that are recorded as
documents. Data is copied from the preceding to the subsequent document in the
process. This process chain is captured in the document flow.
The document flow is updated at full document level. If the Update Document
Flow indicator is set in copying control, the document flow is updated for individual
items too.
You can branch from the document flow into the document display screen.
You can also display additional data about the status of a document listed in the
document flow.
Example:
Order - delivery status
Delivery - picking status
Billing document - billing document status
Figure 13: Creating with Reference (1)
You can create sales documents with reference to documents that were created
previously.
You can enter a different requested delivery date for all the items in the new document.
In addition you can call up a selection screen for the referenced document.
In this way you can transfer individual items and partial quantities from the reference
document into the new document.
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Unit 2: Copying Control SCM650
Figure 14: Creating with Reference (2)
The items and quantities that you select in the selection screen are copied to the new
document.
Before the data is copied, the system can check whether certain requirements have
been met. Examples of these requirements are:
Do the reference document and copied document have the same sold-to party?
Was the item being copied rejected ?
Have the items being copied already been referenced ?
Has the validity period of the reference document been exceeded ?
Hint: You cannot copy incomplete sales documents.
You can control which data should be copied when referencing, such as header data,
partner data or conditions.
The Create with Reference function is available on the initial entry screen as well as
during document entry so that you could, for example, combine several quotations for
one customer in one sales order.
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SCM650 Lesson: Copying Control
Figure 15: Copying Control - Overview
The copying control tables are an important element in Customizing for your SAP
system.
These tables control many of the functions that are executed when you create
a document that references a preceding document.
There are copying control tables for sales, delivery and billing documents.
There are control tables for all levels of the sales document.
Example:
There are three levels for copying control for sales documents:
Header
Item
Schedule line
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Unit 2: Copying Control SCM650
Figure 16: Copying Requirements
Before data is copied from the reference document to the target document, certain
requirements must be met.
These requirements are contained in ABAP/4 routines and selected in the copying
control tables using their ID number.
You can use transaction VOFM to create customer-specific routines by copying
existing routines and modifying them accordingly.
You can find transaction VOFM in the Implementation Guide under the following
path:
Sales and Distribution! System Modifications! Routines! Define Copying
Requirements
Once the copying requirements are satisfied, the specified data transfer routines are
executed.
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SCM650 Lesson: Copying Control
Figure 17: Copying Control - Header Level
In copying control at header level, you define which source document types may be
copied into which target document types.
The system will not allow you to create a sales document that references another sales
document if the relevant sales document types are not contained in copying control.
The details screen for a selected Target document type / Source document type
pair contains:
Copying requirements
Data transfer routines
The agreement on whether or not item numbers are copied to the target document
The Full reference agreement (that is; the system only copies the whole source
document into the target document, and issues system messages later if someone
tries to change the order quantity or delete an item)
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Unit 2: Copying Control SCM650
Figure 18: Copying Control - Item Level (1)
In copying control, the item level controls are defined for each item category for every
Target document type / Source document type pairing.
The details screen for an item category contains:
Copying requirements
Data transfer routines
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SCM650 Lesson: Copying Control
and includes the following important entries:
Quantity/value pos/neg:
Controls how the completed quantity in the item in the source document is
affected by the copying action.
Copy quantity:
Determines the quantity that is copied to the target document
(for example, blank = best possible quantity = open order quantity for sales
document type SP).
Pricing type:
Specifies how pricing data should be handled when copying.
Update document flow:
Specifies whether the system updates the document flow when a document is
copied.
Figure 19: Copying Control - Item Level (2)
The item category determination rules also apply when you create sales documents
with reference.
If an item category has been set manually in the source document, you must fill the
Default Item Category field so that the corresponding item category is activated
in the target document.
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Unit 2: Copying Control SCM650
Figure 20: Updating the Reference Status
You can control when an item from the reference document is complete:
An item is complete as soon as it is referenced.
In the above example, the inquiry is completely referenced even if only a partial
quantity has been copied to the quotation.
An item is only completed once the full quantity has been copied into a
subsequent document.
The quotation item is only partially referenced in the above example. This
means that it is possible to enter several orders from this item until the quantity
is completely used up.
You can make these settings in Customizing when controlling the item categories.
If an item is rejected, it is given "not referenced/completed" status in the
reference document.
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SCM650 Lesson: Copying Control
Exercise 3: Sales Document - Header
Exercise Objectives
After completing this exercise, you will be able to:
set your own requirements at header level when copying from sales document
to sales document.
Business Example
In your company, you often create a quotation for a certain customer, but the actual
sales order for this quotation is issued to a sold-to party with a different customer
number.
Check your SAP system and, if necessary, configure it so that you are allowed to
create orders with reference to a quotation for different customers. If the customer is
the same for the quotation and sales order, the system should copy the purchase order
data in the quotation to the sales order.
Task 1:
First, test order creation with reference to a quotation.
1. Create a quotation with quotation type QT based on the following customer
inquiry.
The quotation should be valid until the end of the following month.
FAX Inquiry
Customer: T-S50A##
Clerk: Mr. Miller
Inquiry Number: ##-1-1.1
Req. delivery date: In one week
Material: T-AS3##
Quantity: 10
(Motorcycle 1200 cm3)
2. Enter a net price (PN00) of 12,000 euro per piece and enter the name of the
employee who responded to the inquiry in the purchase order data.
Continued on next page
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Unit 2: Copying Control SCM650
3. Save the quotation and note the quotation number.
_______________________________________________________
4. The customer's branch places an order with reference to the quotation from
activity 1-1.1.
Try to create an order with your order type ZA## with reference to this quotation.
FAX
Customer: T-S50B##
Inquiry Number: ##-1-1.4
Req. delivery date: In one week
Material: T-AS3##
Quantity: 6
5. How does the system respond?
_______________________________________________________
Task 2:
Configure your order type ZA## in copying control so that you are allowed to create
orders with reference to quotations for different customers, and so that the purchase
order data is also copied from the quotation to the order.
1. In copying controls from sales document type QT to ZA##, assign copying
requirement 002 to your order type ZA##.
2. Assign the data transfer routine 951 (created by the instructor) to your order type.
This means that the system also copies purchase order data.
3. Now test the new configuration for order type ZA## by repeating activity 1-4.
4. Save the order and note the order number.
________________________________________________________
5. Look at the quotation you created earlier. Check the status in the header data
and note the reference status.
________________________________________________________
6. Customer T-S50A## also places an order with reference to the quotation from
activity 1-1.1 (purchase order number ##-1-1).
Continued on next page
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SCM650 Lesson: Copying Control
FAX
Customer: T-S50A##
Inquiry Number: ##-1-2.6
Req. delivery date: In one week
Material: T-AS3##
Quantity: 4
7. Create the order and look at the purchase order data.
8. Save the order and note the order number.
________________________________________________________
9. Look at the quotation you created earlier. Check the status in the header data
and note the overall status.
________________________________________________________
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Unit 2: Copying Control SCM650
Solution 3: Sales Document - Header
Task 1:
First, test order creation with reference to a quotation.
1. Create a quotation with quotation type QT based on the following customer
inquiry.
The quotation should be valid until the end of the following month.
FAX Inquiry
Customer: T-S50A##
Clerk: Mr. Miller
Inquiry Number: ##-1-1.1
Req. delivery date: In one week
Material: T-AS3##
Quantity: 10
(Motorcycle 1200 cm3)
a) Create order:
Menu path:
Logistics! Sales and Distribution! Sales! Quotation! Create
Choose quotation type QT and enter your data.
Continued on next page
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SCM650 Lesson: Copying Control
2. Enter a net price (PN00) of 12,000 euro per piece and enter the name of the
employee who responded to the inquiry in the purchase order data.
a) Menu path:
Select the item and choose Conditions Item.
Choose Add line in the lower part of the screen.
After entering the corresponding data, choose Enter to activate the
condition.
Return to the main screen.
Choose the Display details for document header pushbutton in the upper
right-hand part of the screen.
Choose the Purchase data tab page.
Enter your data.
3. Save the quotation and note the quotation number.
_______________________________________________________
a)
4. The customer's branch places an order with reference to the quotation from
activity 1-1.1.
Try to create an order with your order type ZA## with reference to this quotation.
FAX
Customer: T-S50B##
Inquiry Number: ##-1-1.4
Continued on next page
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FAX
Req. delivery date: In one week
Material: T-AS3##
Quantity: 6
a) Create order:
Menu path:
Logistics! Sales and Distribution! Sales! Order! Create
Choose order type ZA## and enter the sales area data.
Enter Customer 2 with the number T-S50B## as the sold-to party in the
order header.
Choose: Sales Document! Create with reference.
Choose the Quotation tab page.
Enter the quotation number or look for your quotation using the purchase
order number ##-1-1.1
5. How does the system respond?
_______________________________________________________
a) The system outputs the error message: Sold-to parties are different.
Continued on next page
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SCM650 Lesson: Copying Control
Task 2:
Configure your order type ZA## in copying control so that you are allowed to create
orders with reference to quotations for different customers, and so that the purchase
order data is also copied from the quotation to the order.
1. In copying controls from sales document type QT to ZA##, assign copying
requirement 002 to your order type ZA##.
a) Set copying requirement 002:
Menu path:
Tools ! Customizing! IMG! Execute Project ! Display SAP
Reference IMG! Sales and Distribution! Sales! Maintain Copy
Control for Sales Documents
Choose Copying Control: Sales Document to Sales Document.
Choose: Table View! Display -> Change
Select Target: ZA##, Source: QT
Choose Detail (magnifying glass).
Enter routine 2 in the Copying requirements field.
2. Assign the data transfer routine 951 (created by the instructor) to your order type.
This means that the system also copies purchase order data.
a) Set data transport routine 951:
Menu path:
See solution to 2-1
Enter routine 951 in the VBAK field.
Save your entries.
Continued on next page
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3. Now test the new configuration for order type ZA## by repeating activity 1-4.
a) Menu path:
Logistics! Sales and Distribution! Sales! Order! Create
Choose order type ZA## and enter the sales area data.
Enter Customer 2 with the number T-S50B## as the sold-to party in the
order header.
Choose: Sales Document! Create with reference
Choose the Quotation tab page.
Enter the quotation number or look for your quotation using the purchase
order number ##-1-1.1
Choose Item selection.
Reduce the quantity to the required value and choose Copy.
4. Save the order and note the order number.
________________________________________________________
a)
5. Look at the quotation you created earlier. Check the status in the header data
and note the reference status.
________________________________________________________
a) Reference status: partly referenced
Menu path:
Logistics! Sales and Distribution! Sales! Quotation! Display
Choose Display details for document header.
Choose the Status tab page.
6. Customer T-S50A## also places an order with reference to the quotation from
activity 1-1.1 (purchase order number ##-1-1).
FAX
Customer: T-S50A##
Inquiry Number: ##-1-2.6
Continued on next page
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SCM650 Lesson: Copying Control
FAX
Req. delivery date: In one week
Material: T-AS3##
Quantity: 4
a)
7. Create the order and look at the purchase order data.
a) The name of the purchaser was taken from the quotation.
8. Save the order and note the order number.
________________________________________________________
a)
9. Look at the quotation you created earlier. Check the status in the header data
and note the overall status.
________________________________________________________
a) Overall status: completed.
Menu path:
Logistics! Sales and Distribution! Sales! Quotation! Display
Choose Display details for document header.
Choose the Status tab page.
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Unit 2: Copying Control SCM650
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SCM650 Lesson: Copying Control
Exercise 4: Sales Document - Item
Exercise Objectives
After completing this exercise, you will be able to:
set your own requirements at item level when copying from sales document to
sales document.
Business Example
The marketing department has requested a sample quotation sales document type
for special promotions, which the individual sales offices can use as a template when
they create quotations for selected customers. This will make the process of creating
quotations more efficient.
Task 1:
Create a new sales document type sample quotation group ##, which can be used as
a template for creating quotations.
1. Create quotation type ZQ## by copying quotation type ZAG.
2. Enter a sample quotation ZQ## for sales area 1000,12,00 for the following
material.
Sample Quotation
Customer: OTC-650
PO number: Sample quotation ##
Valid to: End of the following month
Req. delivery date: Default value
Material: T-AS3##
Quantity: 1
Promotional discount: 30 % (KA00)
3. Save the sample quotation and note the quotation number.
_______________________________________________________
Continued on next page
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Unit 2: Copying Control SCM650
Task 2:
Customer 1 belongs to a selected group of customers that should receive a special
quotation based on the sample quotation.
1. Create a quotation with quotation type QT with reference to the sample quotation
created in activity 3-3.
Quotation
Customer: T-S50A##
PO number: Sample quotation ##
Req. delivery date: In one week
Material: T-AS3##
Quantity: 1
2. On the conditions screen check whether the promotional discount has been
correctly copied from the sample quotation.
Save the quotation and note the quotation number.
_______________________________________________________
3. Look at the sample quotation that you created previously. Check the status in
the header data and note the overall status and the reference status.
______________________________________________________
Task 3:
1. In a final test, try to create an order with reference to the sample quotation. Is
it possible?
_____________________________________________________________
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SCM650 Lesson: Copying Control
Solution 4: Sales Document - Item
Task 1:
Create a new sales document type sample quotation group ##, which can be used as
a template for creating quotations.
1. Create quotation type ZQ## by copying quotation type ZAG.
a) Menu path:
Tools ! Customizing! IMG! Execute Project ! Display SAP
Reference IMG! Sales and Distribution! Sales! Sales Documents!
Sales Document Header! Define Sales Document Types
Place your cursor on sales document type ZAG.
Select the table entry.
Choose Copy As.
Overwrite ZAG with ZQ## in the Sales Document Type field.
Respond to the system query Is the entry also relevant for copying
control with YES.
Save your entries.
2. Enter a sample quotation ZQ## for sales area 1000,12,00 for the following
material.
Sample Quotation
Customer: OTC-650
PO number: Sample quotation ##
Valid to: End of the following month
Req. delivery date: Default value
Continued on next page
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Unit 2: Copying Control SCM650
Material: T-AS3##
Quantity: 1
Promotional discount: 30 % (KA00)
a) Create sample quotation:
Menu path:
Logistics! Sales and Distribution! Sales! Quotation! Create
Choose quotation type ZQ## and enter your data.
Promotional discount:
Select the item and choose Conditions Item.
Choose Add line in the lower part of the screen.
Choose condition type KA00 and enter 30 in the Amount field.
Return to the main screen.
3. Save the sample quotation and note the quotation number.
_______________________________________________________
a)
Task 2:
Customer 1 belongs to a selected group of customers that should receive a special
quotation based on the sample quotation.
1. Create a quotation with quotation type QT with reference to the sample quotation
created in activity 3-3.
Quotation
Customer: T-S50A##
PO number: Sample quotation ##
Continued on next page
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SCM650 Lesson: Copying Control
Req. delivery date: In one week
Material: T-AS3##
Quantity: 1
a) Create documents with reference:
Menu path:
Logistics! Sales and Distribution! Sales! Quotation! Create
Chose quotation type QT and enter the sales area data.
Enter Customer 1 with the number T-S50A## as the sold-to party in the
order header.
Choose: Sales Document! Create with reference
Choose the Quotation tab page.
Enter the quotation number of the sample quotation, or search for it using
purchase order number sample quotation ##.
Choose Copy.
2. On the conditions screen check whether the promotional discount has been
correctly copied from the sample quotation.
Save the quotation and note the quotation number.
_______________________________________________________
a)
3. Look at the sample quotation that you created previously. Check the status in
the header data and note the overall status and the reference status.
______________________________________________________
a)
Overall status: Open
Reference status: Not referenced
Menu path:
Choose Display details for document header.
Choose the Status tab page.
Continued on next page
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Unit 2: Copying Control SCM650
Task 3:
1. In a final test, try to create an order with reference to the sample quotation. Is
it possible?
_____________________________________________________________
a) Copying from sales document ZQ## to OR is not supported (because the
copying control does not contain an entry Target OR - Source ZQ##).
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SCM650 Lesson: Copying Control
Lesson Summary
You should now be able to:
modify copying control to meet special requirements
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Unit Summary SCM650
Unit Summary
You should now be able to:
modify copying control to meet special requirements
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Unit 3Text Control
Unit Overview
This unit describes the text control options. The participants will also see how
user exits are employed to realize requirements that cannot be met using standard
Customizing for tables.
Unit Objectives
After completing this unit, you will be able to:
Identify the source of texts in Sales and Distribution
Describe the criteria which influence how texts are determined
Define and assign text types in Customizing
Edit texts manually in the sales document
Unit Contents
Lesson: Text Control.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Exercise 5: Texts in the Sales and Distribution Process .. . . . . . . . . . . . . . . . . . 67
Exercise 6: Configuring Text Control. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Exercise 7: Referencing and Copying Texts ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
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Unit 3: Text Control SCM650
Lesson: Text Control
Lesson Overview
This lesson describes the basic principles of text control in Sales and Distribution.
Particular emphasis is placed on text determination in sales documents.
Lesson Objectives
After completing this lesson, you will be able to:
Identify the source of texts in Sales and Distribution
Describe the criteria which influence how texts are determined
Define and assign text types in Customizing
Edit texts manually in the sales document
Business Example
Texts are stored in the SAP system with a link to different objects.
During order entry, the system uses a configurable logic to access the saved texts and
copy them to the document. You can also edit the texts manually or add new texts.
You may need new text types in order to implement customer-specific requirements.
These new text types also have to be linked to document processing.
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SCM650 Lesson: Text Control
Figure 21: Texts
Texts are stored in various objects in documents in the SAP system, such as the
customer master record, the material master record, the customer-material-info record
and in all documents.
The customer master record contains central texts, texts specific to Accounting and to
Sales and Distribution as well as texts for contact persons. You can define different
text types for each of these areas.
Example of sales-specific text types:
Sales note, marketing note, shipping specification, etc.
The material master record contains a purchase order text and a sales text.
Documents contain texts at header and item level.
You can enter texts in several different languages.
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Unit 3: Text Control SCM650
Figure 22: Texts in Business Processes
Texts can be stored in the master data and copied from master data into sales and
distribution documents.
Texts can also be copied from a reference document to another sales and distribution
document,
for example, from a quotation to an order, or from an order to a delivery document.
Texts can be copied in a specific language.
You can determine the conditions under which texts are to be copied, for example,
whether the text is copied from the customer master record or from a preceding
document.
You can also copy a standard text into a sales document (for example, Christmas
greetings).
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SCM650 Lesson: Text Control
Figure 23: Text Control Overview (Sales Documents)
Text control is used to determine texts automatically when you create a text object.
You can define different text determination procedures for each text object (for
example, the sales document header or the central texts for a customer).
The text determination procedures contain all the text types that can be maintained for
a text object.
Each characteristic in a text object must be assigned to one of the defined procedures.
This means that when you create a customer master record, the system uses the text
determination procedure that has been assigned to that customer's account group. Or,
in sales order entry, the text determination procedure is assigned to the sales document
header that was assigned to the sales document type.
You can define an access sequence for every text type in the text determination
procedure for documents. This sequence contains the search strategy used by the
system to find the required text.
You can also define specific controls for each text type, such as including a text type
in the incompleteness log.
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Unit 3: Text Control SCM650
Figure 24: Text Control (1) - Text Type
A text type is created for a specific text object.
A large number of text types are delivered with the SAP system. In addition to these
text types, you can create customer-specific text types.
Figure 25: Text Control (2) - Access Sequence
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SCM650 Lesson: Text Control
An access sequence consists of individual access steps. You use the access sequence
to determine the search strategy the system uses to try to find a text automatically.
Every access step contains a specified text object as the text source for the access.
You can also specify conditions for each access step to limit the search to:
Specific partner functions
Specific languages
Any other conditions that you can define yourself
If you set up a new access sequence or change existing ones, you need to generate the
access steps in order to activate the new access sequence or the changes.
Figure 26: Text Control (3) - Permitted Text Objects
Every access step contains a specified text object as the text source for the access.
The text objects that can be used in the SD module are specified in the allowed values
shown above.
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Unit 3: Text Control SCM650
Figure 27: Text Control (4) - Text Determination Procedure
Text types are included in a text determination procedure. The text determination
procedures contain all the text types that can be maintained for a text object.
The attributes of the text determination procedure vary for customer or document
text objects.
You can determine whether the text should be copied or referenced.
For document text determination procedures you can also specify whether:
A text should be mandatory (incompleteness log)
The text should be determined automatically
Whether the text should be displayed in a text window (popup) when it is
transferred to the document.
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SCM650 Lesson: Text Control
Figure 28: Text Control (5) - Procedure Assignment
Each attribute of a text object must then be assigned to one of the defined text
determination procedures.
This means that when you create a customer master record, the system uses the text
determination procedure that has been assigned to that customer's account group.
During order entry, the system assigns the procedure that belongs to the sales
document type to the sales document header and the procedure that belongs to the item
category to the document items.
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Unit 3: Text Control SCM650
Figure 29: Text Control (6) - Analysis
You can use an analysis function for text control in the screens for maintaining sales
documents.
Menu path:
Goto! Header (or item)! Texts
Choose Log
From the analysis function you can go directly to the Implementation Guide to
configure the text control.
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SCM650 Lesson: Text Control
Figure 30: Using Texts as Reference
For each text type in a text determination procedure, you can determine whether the
text adopted is copied (duplicated) or referenced from the source document (template).
Using a text as a reference has the following consequences:
As long as the text in sales document 2 refers to the text in sales document 1,
it cannot be changed.
If the text in sales document 1 is changed, the text in sales document 2 will
be changed too.
If the text in sales document 2 is changed, it is copied automatically. Any changes
to the text in sales document 1 will no longer affect the text in sales document 2.
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Unit 3: Text Control SCM650
Figure 31: Copying Texts
For each text type in a text determination procedure, you can determine whether the
text adopted is copied (duplicated) or referenced from the source document (template).
Copying the text has the following consequences:
The duplicated text can be changed in the document.
If the text is changed in sales document 1, it does not affect sales document 2.
Copying texts requires more memory than referencing texts from a source document.
You should therefore only choose to copy a text if copying is a functional necessary.
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SCM650 Lesson: Text Control
Figure 32: Text Source Preceding Document in the Billing Document
The text source for text objects VBBK (sales and distribution header texts) and VBBP
(sales and distribution item texts) can be selected in the configuration for the billing
type.
If Text Delivery is switched off, the corresponding texts are taken from the order.
If Text Delivery is switched on, the corresponding texts are taken from the outbound
delivery.
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Unit 3: Text Control SCM650
Figure 33: Customer-Specific Data Transfer Routine for Texts
Data transfer routines for texts are also created using transaction VOFM.
In this case, the namespace for customer-specific routines (2-digit key) is between
50 and 99.
You can find the descriptions of available data structures in the sample routines 1
and 2, which are delivered as standard.
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SCM650 Lesson: Text Control
Exercise 5: Texts in the Sales andDistribution Process
Exercise Objectives
After completing this exercise, you will be able to:
Identify the source of texts in Sales and Distribution
Business Example
An employee from a sales office has created an order and printed the order
confirmation. Here, he finds an additional text about his material that he did not enter.
He would like to know from the system administrator why the text has appeared in
the document.
Task:
1. Search for the order in quest