Big Manual OE Difinitive Version 092017

Joris Ide
SAP Manual: Order Entry

July 2017
JORIS IDE NV
SAP MANUAL: ORDER ENTRY

I CONTENTS
II Introduction .................................................................................................................................................................................................................................................................................. 2
1 SAP Structure ............................................................................................................................................................................................................................................................................ 2
III Sales Proces .................................................................................................................................................................................................................................................................................. 3
1 4 Main Types of Order Items .................................................................................................................................................................................................................................................... 3
2 Local Flow.................................................................................................................................................................................................................................................................................. 3
2.1 Creation (VA01) ................................................................................................................................................................................................................................................................. 4
2.2 Combined Production Orders ......................................................................................................................................................................................................................................... 20
2.3 Sales Order Status ........................................................................................................................................................................................................................................................... 20
2.4 Production Order Status ................................................................................................................................................................................................................................................. 21
3 Usefull Transactions ................................................................................................................................................................................................................................................................ 22
4 General SAP Tips ..................................................................................................................................................................................................................................................................... 27
5 Distinct Products / Exceptional Cases ..................................................................................................................................................................................................................................... 29
5.1 Custom Bending Joris IDe ................................................................................................................................................................................................................................................ 29
5.2 Polyester/Polycarbonate Rooflights and Lexans ............................................................................................................................................................................................................. 31
5.3 Projects ........................................................................................................................................................................................................................................................................... 31
5.4 2nd Choice ........................................................................................................................................................................................................................................................................ 32
5.5 Coils Sales ........................................................................................................................................................................................................................................................................ 33
5.6 Free Articles .................................................................................................................................................................................................................................................................... 34
6 Other Flows ............................................................................................................................................................................................................................................................................. 35
6.1 Over The Counter Sales ................................................................................................................................................................................................................................................... 35
6.2 Direct Intercompany ....................................................................................................................................................................................................................................................... 37
6.3 Indirect Intercompany .................................................................................................................................................................................................................................................... 39
II Introduction / 1 SAP Structure / 2.1 Creation (VA01) Sap Manual: Order Entry
6.4 Third Party Order ............................................................................................................................................................................................................................................................ 43

6.5 Reservation Order ........................................................................................................................................................................................................................................................... 46
6.6 Return Order ................................................................................................................................................................................................................................................................... 47
6.7 Credit Note Request ........................................................................................................................................................................................................................................................ 49
6.8 Debit Note Request ......................................................................................................................................................................................................................................................... 50
6.9 Credit / Debit Note .......................................................................................................................................................................................................................................................... 50
7 Modifications .......................................................................................................................................................................................................................................................................... 51
7.1 Standard and Direct Intercompany Order ...................................................................................................................................................................................................................... 51
7.2 Indirect Intercompany & Third Party Order .................................................................................................................................................................................................................... 51
1
II Introduction / 1 SAP Structure / 2.1 Creation (VA01) Sap Manual: Order Entry
II INTRODUCTION
In this manual we will explain the most important parts of entering sales orders into our SAP system. We will start explaining the standard order in great detail but as we move on from the
basics, each section of the manual will gradually build upon the previous one. We won’t rehash all the basics in every section when they have already been explained before. So if a certain
section is not immediately clear, or when we make statements like “similar to a standard order” or “as explained before”, you might want to go back to a previous section or ask a colleague
for some clarification.
For a first read of the manual, just read it in the order as it is structured. Although it might also be handy to read sections ‘2.1.3. Useful features’, ‘3. Useful transactions’ and ‘4. General SAP
tips’ out of order, since these are some more general things that might make your life a little easier while you’re working with SAP.
1 SAP STRUCTURE
In SAP the Joris Ide Group consists of multiple companies or BU’s, with a code that starts with C followed by 3 identification number (C010; C200; C210; …;C600). Every company is a
separate accounting entity and thus has its own accounting.
Each company has one or more commercial organisations with a code starting with S followed again by 3 numbers (S010: S020; …; S200; …;S600). These are sales entities responsible for the
distribution of our products and delivering various kinds of services to the customers. S400 is a special case used to handle orders for Joris Ide Limited in the UK.
Commercial organisations also consist of one or more plants or divisions with a P-code (P010; P013; …; P200; …;P600). Plants or divisions are places where products are produced and/or
kept on stock.
For each plant there are also one or more expedition points with an L-code (L010; L011; L012; L013; … L200; …;L600). These logistical entities are responsible for all expedition activities.
Group JI group
C200 JI C210 JI C220 JI C240 JI C260 C500 JI C600 JI

C010 JI
BU NV
Bretagne Atlantiq Auvergn Sud- Profinor Nederla DE JI ltd UK
(SBP) ue (CBI) e Ouest d nd Ansbach
S010 JI S020 S210 JI S220 JI S240 JI S260 S600 JI
S030 S200 JI S500 S400 JI
Commercial Org. Zweveze Isometal
Mafer Bretagne
Atlantiq Auvergn Sud- Profinor
SDW
DE
ltd
le l ue e Ouest d Ansbach
P010 P033 P260
P013 P222 JI P500
Division/plant Zweveze
Antwerp
P020 P030 Antwerp P200 P210 P220 P221
Est
P240 P241 Profinor
SDW
P600
le Mafer d
L014 L030 L200 L210 L222 L240 L241 L500
L010 L011 L013 L020 L033 L220 L221 L260 L600
Expedition Point Hille Hero
Akkerstr
Antwerp Manhay
Grâce-
Antwerp
Saint- Bressuir
Lempdes Sorgues
Bignicou Hagetma Saint-
Onnaing
Stadskan
Ansbach
aat Hollogne Caradec e rt u Jory aal
Apart from the above mentioned entities in SAP there are also transport, sales offices and purchase entities.
Transport organizations are the codes that start with a T (T010; T020; …;T200; …;T600). They are the entities that are responsible for transports planning.
The different commercial organizations can also have different sales offices that have a K-code (K010; …;K200; K211; K212; …;K600). These are mainly used to analyze regional sales for
reporting purposes.
Lastly, there are also purchase organizations, with an A-code (A010; A020; …;A200; …;A600). These entities are responsible for purchasing the raw materials, trading goods, intercompany
movements of finished goods and coils, …
2
III Sales Process / 1 4 Main Types of Order Items / 2.1 Creation (VA01) Sap Manual: Order Entry
III SALES PROCESS
1 4 MAIN TYPES OF ORDER ITEMS
The 4 main types of items that are used in sales orders are MTO articles, MTS articles, trading goods and service articles.
MTO or make-to-order articles are produced based on specific customer requests and specifications. We produce only the amount the customer wants and don’t keep stock. For order entry
this means that all characteristics like length, width, color, thickness, … have to specified for the ordered material
MTS or make-to-stock articles are, as the name says, materials that are kept stock, readily available for our customers and produced in batches once the stock levels drop. These are in
essence the same as MTO articles but with fixed characteristics. For order entry this means that you have to find the correct article with the desired fixed characteristics rather than specify
them yourselves.
We also sell several products that we don’t produce ourselves like: screws, fixings and other accessories. These trading goods are bought externally and sometimes kept on stock to resell to
our customers. You can easily recognize all trading goods in SAP because it starts with 004*******.
Lastly there are also service article; these are used to add extra costs to a sales order, like: transport costs, set-up costs, … and their SAP numbers start with 9999999**.
MTO (make-to-order) MTS (make-to-stock) Trading Goods Service Articles
Characteristics (width,
Made based on customer Bulk production + held in Bought outside of the group 4 numbers - ex: 004000036 Extra costs (transport, set- 9 articles - ex: 999999999 =
color, thickness, ...) need to Fixed Characteristics
specifications stock and resold to customers = screw 4.8 * 45 terra up costs, ...) tranport
be specified
There are also some other item types that are used less in order entry. Sometimes we sell non-profiled coils to our customers. Steel or Aluminium coils are easily recognizable in SAP: for 1st
choice materials the number starts with 00100****; 2nd choice coils start with 00110**** and slitted and perforated coils are the 00300**** numbers in SAP.
2 LOCAL FLOW
The local flow is the most common flow in order entry: The material is sold, produced and delivered by the same plant.
The actual order input flow will be discussed below, but contains
3 steps: first the header info, next the items and lastly the price(s). Sales 1. Customer
Order
7. Customer
invoicing
Production 2. Production
Header Items Price

Logistics 3. Transport 4. Delivery 5. Goods Out
• Info relevant for • MTO • MTO

entire Sales Order • MTS • MTS 8. Accounting
6. Accounting
(all items) • Trading Goods • Trading Goods Finance of Goods Out
customer
invoice
• Service Articles • Service Articles
3
III Sales Process / 2 Local Flow / 2.1 Creation (VA01) Sap Manual: Order Entry
2.1 CREATION (VA01)
Go to transaction VA01 and you’ll get the following screen where you can enter the required info into the
designated fields: Field Value Commentary
Order type OR = standard

! Best to check the ZVA05n
Sales Organization* S010 = BU dependent (see structure)
with the customer
reference to see if the Distribution channel* 01 default
order hasn’t been created
Division* 01 default
yet and avoid doubles. !
Sales Office blank
Sales Group blank
*Values can be set as default by user
PRESS ENTER: TO CONFIRM AND PROCEED TO THE NEXT SCREEN
2.1.1 HEADER
= The header contains all the information that is relevant for the entire content of the sales order (SO). Field Value Commentary
Fill in all the fields as described here, some are mandatory and marked like this:
Standard order blank Will be filled in automatically after saving
Sold-to-party Customer nr. Type in or F4 to search (VAT, postalcode, …)
!check email address for the automatic OC!
Ship-to-party - blank - Default: same as customer address
-pop-up - if multiple ship-to’s exist => choose the one
-list or in popup
BE{postal code} - if delivery on site => (see next part)
PO number never use ‘;’ Customer reference
(problem label) Use customer logic
PO date Date of the customer order
-if left blank => date of today
Req. deliv.date Type of date ! Obligatory field ! (important for production
-D = Day & transport) Type date without slashes,
-W = Week points, … or use calendar (always select date
-M = Month even if week or month is requested)
-if RDD is in the past you get a warning
4
DELIVERY ON SITE
Choose one of the many preinstalled Ship-to-Parties, to enter the needed information for an
on-site delivery.
- For Belgian sites we use BE{postal code} Ex. BE8500 for Kortrijk.
- For sites outside of Belgium we use CHANTIERFR, SITEUK, BAUSTELDE, WERFNL, …
depending on the country.
Ship-to-Party Name SITECZ SITE CZECH REPUBLIC
SITEDK SITE DENMARK
BAUSTELAT BAUSTELLE ÖSTERREICH SITEHU SITE HUNGARY
BAUSTELDE BAUSTELLE DEUTSCHLAND SITEIE SITE IRELAND
CHANTIERFR CHANTIER FRANCE SITEIT SITE ITALY
CHANTIERMA CHANTIER MAROC SITENO SITE NORWAY
CHANTIERSN CHANTIER SENEGAL SITEPL SITE POLAND
CHANTIERCH CHANTIER SUISSE SITEPT SITE PORTUGAL
CHANTP221 CHANTIER FR P221 SITEUK SITE UNITED KINGDOM
CHANTIERLU CHANTIER LUXEMBOURG WERFNL WERF NEDERLAND
ENTER
You get the pop-up screen as illustrated here on the right. Start with correctly naming the
site by overwriting the default name and fill in all the other info.
Address and telephone number are very important so that the driver can actually find the site. As is the correct e-mail address so the automatic order confirmations can be sent correctly.
! For deliveries outside of Belgium and France: click on in the address box to open up more options and fill in the ‘transport zone’ by pressing F4 and choosing from the list !
ENTER
CUSTOMER MEMO
If there exists a customer memo it will pop up on the screen. This contains important information which you should always
read first and take action if necessary. FYI: This info is stored in the Masterdata of the customer (XD03 /Sales Area Data:
Menu/Extras/Text / Customer memo).
ENTER
Some relevant data will be filled in automatically now such as: pricing date; payment terms and incoterms. If needed this info
can be overruled. (if you change the incoterms you get a pop up, which you need to confirm or press Enter to continue)
! Watch out when changing the RDD after inputting items. You’ll have to change the date item per item for the existing items !
5
2.1.2 ITEMS
Go to the ‘Fast Data Entry’ tab to input the items. Everything we do is only valid for this specific item on the SO.
2.1.2.1 MTO (Make-To-Order)
ex. article 000000001 - JI 33-250-1000
Material. Fill in the article nr. or search by using F4 if cursor on material field (search ex. *JI*33* )
Searching: we suggest using tab ‘Material by description’ and search using * to split up your search term.
The more you specify, the shorter the list of possible options. (MTO articles will normally have the least
specified descriptions with no color, length,… specified)
! Pay attention to the language; all materials are maintained in 4 different languages (EN; FR; DE; NL).
Order Quantity. Fill in the ordered quantity
ENTER
CHARACTERISTIC VALUE ASSIGNMENT
This is where we specify the characteristics of our MTO article. Depending on the chosen article, different characteristics will be
visible. For the descriptions that are black, the characteristics need to be specified. For the colored ones (green in this case) the
default values are already filled in automatically but can sometimes be overwritten.
The length needs to be typed into the box. All other Values can be either typed or searched in a list with F4.
Char. description Commentary
Logical dependencies are
Length Always in mm. Sometimes restricted
programmed so depending on
Coating Type of material the material and characteristic
Coating type Type of coating for prepainted (if irrelevant NA) you will get different fields to
complete.
Color Choose the relevant color (if irrelevant NA) OR type 0+RAL (09006)
If a certain characteristic is not
Thickness Sales thickness. Printed on external documents
available to select, contact
Reference thickness Relevant thickness for production. For finding the right component Masterdata.
Steel width Choose the relevant steel width of the used component
Sheet-side Painted side
6
As long as not all required characteristics are filled in you can see a
yellow triangle on the bottom. This turns into a green square when
everything is filled in correctly.
To verify the components SAP has found click on ’Result’.

You’ll find the description and material number of the component
sthat will be used for the production of this item. (In this case a coil)
! This only means that the component exists in SAP, but it doesn’t
mean that there is available stock to actually produce. !
If SAP does not find a suitable component you’ll get Z_****, for
example Z_COIL, as you can see below. This can be because either
some characteristics need to be changed to find a component or
because the component doesn’t exist in SAP.
When you try to leave this screen without filling in all the required characteristics you’ll get a pop-up to fill in these characteristics.
If everything is filled in but there is no component found, you get an error message.
When pressing “Yes” you ignore the incomplete configuration and get a pop-up. This incomplete configuration will return when you go to
the incompletion log. (see later + link)
Pressing “No” or “Cancel” and you get a new message signaling which characteristic is
missing.
To return to the previous screen press . Or if you want to
change the characteristics, press and you’ll go back to the

characteristics configuration screen.
7
2.1.2.2 MTS (Make-To-Stock)
ex. 000000139 - - JI 33-250-1000 R8019 4000MM
Material: Search the article like, you did for an MTO (F4) or you can use tab “Stock Materials in sales organization” to only get
stock materials. If you put an X in the “Product attributes 2” field, SAP will only search for MTS articles.
! if you don’t put the X in the “Product attributes 2” field, you’ll get a list of all the MTS and MTO articles. !
Order Quantity: Fill in the order quantity. No need to fill in more.
ENTER
2.1.2.3 Trading Good (resold articles)
ex. 004000034 – ROOF TILE SCREWS 4,8X35 ANTHRACITE
Material: Search for the article like before or search in tab ‘Material by Material group” and fill in the material group
(Z***). You can either type in this material group if you know it by heard or search it in a list using the button.
ex. Z810 for screws.
Unit: For trading goods the unit is not always PC but can also be BOX, … ex. Screws are sold per box.
ENTER
2.1.2.4 Service Goods (Extra costs not linked to a specific article)
ex. 999999999 – TRANSPORT
Material: These 9-articles, 9999999**, are used to add extra costs for transport, set-up costs, …
! If a certain code is not yet open for your division in SAP, you shouldn’t change existing descriptions to suit your needs. Simply contact Masterdata to open the code for you. !
ENTER
8
2.1.3 USEFUL FEATURES
DELETE ITEMS
To delete items before the sales order has been saved/registered

simply select the item(s), by clicking on the box in front of the
item.
Once selected, press the “delete item” button and click “Yes” on the pop-up screen to confirm.
COPY ITEMS
Mostly used for copying MTO items that differ in length, color …
To copy an item based on a previous one, we use the copy function in the “Fast
data entry tab”. We call the item you want to copy the global item and the copies
you make from this item are called the local items. Every characteristic to the
right of column C (Configuration Status) can be changed on the copied local
items.
Take into account these steps/rules when copying items:

- You can copy as much as necessary;
- Copy the item nr. from the item you want to copy (=global item) into the global
item column;
- Ideally copy the material nr. from the global item;
- Fill in the quantities as needed.
- Change characteristics of the new local items if needed. (Most common one is
length …) This can be done in the “Fast Data entry” tab so there is no need to
go to the characteristics for each copied item you want to change.
ENTER
! If you want to copy an item that is already a copy of a previous one, you’ll have to erase the number in the global item column before you can copy this line. !
! Beware that you’ll lose the link, which is important for the inherit function (see later on) !
9
INHERIT FUNCTION
The inherit function consists in copying configuration changes from a global item to local items. This function can be performed from the “Fast data entry” tab. The inherit function
can be used once all your items (global and locals) are configured and one or more values have to be changed for these items. All items referring to a parent item will be updated. This
function can be applied for one or more characteristics at the same time.
3
Here is how this function works. 1
1. Firstly, change the characteristic(s) on the global

item. (here we changed line110 from R9002 to
R7016)
2. Select the global item and click on the “Inherit
characteristics” button .
2
3. In the pop-up, select all characteristics to be
inherited and confirm . You can select multiple characteristics using “ctrl” + “Left click”. 4
4. Then you receive a status on the inheritance performed. Press back and you’ll be taken
back to the order with the characteristics of the local items changed according to the
changes in the global item.
EXCLUDE LINES FROM INHERIT FUNCTION
If you want to exclude certain items from the inherit function simply remove item number in the column ‘global item’. When doing the same
inherit process as before, item 140 won’t change in this case.
10
SPECIAL PACKAGING REQUIREMENTS
For most orders SAP and production will have their own
rules of stacking and packaging the different products in a
sales order. But sometimes a customer wants his product to
be stacked and packed in a certain way because it may be
easier to unpack or use on site. That is what the columns
‘PackDescr’, ‘Paq.No.’ and ‘Packseq’ in the ‘fast data entry’
tab are for.
-PackDescr can be used to name a certain pack (for example

SIDE NORTH, SIDE SOUTH …) but the texts length is limited.
-To combine items in a pack you put a number in the column Paq.No. and all items with the same pack number will be packaged together.
-SAP will stack the packs automatically according so there is no need to use the Packseq. column anymore. But if for whatever reason you want to do this manually, add the sequence of the
items in the column Packseq. Number 1 will be on the bottom, 2 will be put on top, then 3, etc.
Ex. : Here we made 2 packs, 1 for the North and 2 for the East facade. The order of the packs is normally the longest panels on the bottom and the shortest on top of a pack.
! See the specific packaging documentation for all the rules that are in place and should be followed. (ex. difference in length between two stacked products cannot be more than 1.5 M.) !
HEADER TEXT
To add comments or text for the entire sales order, you have to add a
header text.
This is accessed through the menu/Goto/Header/Texts and you’ll get a
multitude of header text options with different purposes. Double click on
one of the ones we use and add the desired text.
-Title Header-text Orderconf.: ex. “Modification”

-Form Header: = Customer memo; as normally registered in the XD02
-Header text on all documents is printed on all external documents
-Header text on Orderconf.: only printed on the order confirmation document. Ex. “awaiting confirmation”
-Header text on delivery: only printed on the delivery note, ex. Info for the forwarder
-Header text on invoice: only on the invoice
-Remark for production: only printed on the production note
! If the text is not meant for the entire order please clearly specify the designated items and products. !
! Please be aware of the language. For production Zwevezele, Dutch production comments are preferred; for production in France, French comments, etc. !
11
ITEM TEXT
Similar to the header text, you can also add text to a single item line by using item texts,
which can be found in the menu/Goto/Item/Texts.
Again double click on the type of text you want to use.
The most commonly used texts are:
-Production memo: preferably use the header text for this

-Item text on delivery note: This text is printed on “the preparation note for stock packs” and
“the preparation note” so it is only printed on documents for internal use. The goal is mainly
to bring up some attention point for the person who charges the material. It is also preferable
to actually put the text in the language of the site who produces/charges the goods.
! If the text is longer than one single line, press enter. If not the text will not be completely printed. !
EXTRA VIEW IN FAST DATA ENTRY
There is a 2nd view available in the “Fast data entry” tab that might be more useful to use when entering orders with a lot of panels, since the
panel characteristics are better displayed. To use the view go to the “Char.display” drop down menu and select it.
You’ll immediately see that values like “Insulation type”, “Insulation thickness”, “coating innerliner”, … are more prominent now than with
the standard view.
12
2.1.4 PRICE
Select the first item, go to . If the price is not automatically filled in, add new conditions at the bottom, with the type, amount and unit of
measure as explained bellow for the different types of articles.
! Once you put in a new condition on the bottom of the conditions tab and pressing enter, SAP will move it to the top!
! The ‘Condition value’ indicates the total amount for the item. Useful to check against the original customer order. !
2.1.4.1 MTO
Condition type: VA05

Amount:
UOM: fill in unit of measure
If multiple items have the same price, you can use ctrl + Y to copy all of the above for as many lines as needed.
You can cycle through the different items using the arrow keys on top.
2.1.4.2 MTS
Identical to MTO articles
2.1.4.3 Trading Goods
Condition type: PN00

Amount:
UOM: fill in unit of measure or check if sales unit SAP fills in is correct.
2.1.4.4 Service Goods
Condition type: ZPR0 (standard filed in)

Amount:
UOM: automatically filled in (check if correct)
! The red circle changes to a green square if the price for the service good(s) is filled in. 
13
ALTERNATIVE
Alternatively to entering all the prices manually through the item detail, you can also enter the prices through the Man Price column in the sales tab of the VA01.
In the standard SAP layout this column is normally located near the very far right in the sales tab. You can find it by scrolling to the right until you encounter it.
You can make your life a lot easier by dragging this column to the front like you can see in the print screen here and saving this layout so it will remain there for
future use.
! You can do save your variant/layout by clicking on the button . You’ll get a pop-up where you can choose a name for your variant and you can indicate whether you want this lay out to
be the standard one to use in your SAP. To finalize, click save and you’re custom layout will be saved. !
14
2.1.5 INCOMPLETION LOG
Go to Menu/edit/Incompletion Log.
The new screen shows all the incomplete items and which value is missing for these
items.
Select all lines and click on “complete data”.
You are automatically taken to the screen and the field where the data is missing and you
can fill it in right away. You can go to the next part that needs completion by clicking on
or if you’re changing the characteristics.
If you go back you see the lines that are not yet completed.
Keep clicking next and filling in the missing data until you get the message “Document is
compete” on the bottom of the screen.
2.1.6 FINALISE + CREDIT CHECK
After you have completed all the prices for all different types of articles
ENTER
A pop-up shows up if there is a credit check. If the credit limit is exceeded no further steps can be executed, and you’ll
have to wait until the credit blick is lifted in order to proceed.
Accept this message and the order will be saved and the order number will appear at the bottom of the screen
15
2.1.7 ATTACHMENTS TO SALES ORDERS
AUTOMATIC ATTACHMENTS
In general we attach documents automatically using the Autostore scanning system

with barcodes. In order to do this, double click on the sold-to-party and go to the
Header Data and onto the tab “Additional data B”.
Put a barcode sticker on the document you want to attach and enter the barcode of
that sticker in the field conveniently named ‘barcode’.
Now all you need to do is scan the document onto Autostore and the attachment will
be linked to the sales order through this barcode.
! For more info on Autostore, please look up the specific documentation. !
16
MANUAL ATTACHMENTS
Go to the VA03 and enter the sales order number to display the sales order.
Click the “services for object” button< and select Create…/Create DMS document.
You get a pop up and have to choose the type ZTD.
Next a second pop-up appears with 2 boxes. The first is for browsing through your files
and select the one you want to add, the second is to add a clear description for the
document, which is important for looking up attachments later on.
If all of the above is correctly done, click to actually attach the document to the sales
order.
SAP shows the following message while saving:

If no other message appears then the document is successfully attached to the sales
order.
DISPLAY ATTACHMENTS
To display all the attachments from a certain sales order, click the same button but go to
“Create…/List of attached DMS documents” and a small screen will open up showing all the manually
attached documents. And if you go to “Create…/Attachment list” you’ll see all the attached
documents that were automatically added through Autostore and all the other document that are
automatically logged by the system.
To open one of the documents, click on the line and press the glasses icon .
SAP will now look up the document on the server and open it with the correct application.
To return to SAP, simply close the application in which the document is opened.
SEARCH ATTACHMENTS – DMS LIST
There is also a more general way too look up attachments and sales orders. Go to
transaction CV04N, type the standard codes ZTDSD and 017 into the two fields on the
second tab sheet, press ENTER and you’ll get a number of fields to search DMS documents.
Fill in the necessary fields to search what you need (customer number; sales organization;
type of document; …) and press execute or F8. You’ll get a list of all the attachments
that correspond to your search terms. To open one: select the line and press the glasses
17
MARK AN ATTACHMENT AS NON SIGNIFICANT
If a customer sends a correction on a drawing or an order, it can

sometimes be useful to mark a previous attachment as non-
significant if it was added manually. This way the attachment will not
be erased so we don’t lose the history but its status will be changed
so we know it’s not the correct one. To do this you have to go to
sales order, select the attachment in question and press .
You’re taken to a new screen where you can change the status of
the attachment by clicking on the edit button ,
Then go to the tabsheet “Document Data” and change the “Document status” from RL (Released) to RJ (Rejected). The green
square will have changed into a red circle and all you have to do now is simply save the document.
! In the DMS list from earlier, you’ll see that the status of the rejected document will also have changed. !
! For Autostore attachments you can’t mark attachments as non-significant. But SAP sorts the documents from oldest to newest. !
18
2.1.8 CREATE WITH REFERENCE
When a customer regularly sends in the same or very

similar orders you don’t have to create the entire order
every time. By using the ”Create with Reference”
function you can create a new order while copying all
the items and details of a preexisting order.
To do this you have to click on
and fill in the order

number you want to copy from, in the box “Order” under the tab “Order”.
Click “copy” to copy the entire order or “Item Selection” to go to a new screen and select only a
few items that you want to copy. You can already change the quantities of the items you want to
copy here. Once you’ve selected everything you want, click “Copy” in the upper left corner and proceed with the order like you would do normally.
! You can only copy orders that have already been delivered. !
! Watch out if too many new orders are a copy of the same sales order, SAP may have performance problems. We advise that you only make about 5 copies of the same order. (just start
copying from the copies after a while) !
We starting to use more and more quotations before projects actually get sold. You can also save yourself some
work by using the create with reference tool to copy the order from the quotation that proceeded the actual order.
This is very similar to copying a sales order, but instead of choosing the tab ‘Order’ and entering the sales order
number, you choose the tab ‘Quotation’ and enter the quotation number. From here everything is the same as for
copying a sales order, you can than either pick and choose items to copy or copy the whole quotation.
19
III Sales Process / 2 Local Flow / 2.2 Combined Production Orders Sap Manual: Order Entry
2.2 COMBINED PRODUCTION ORDERS
Once a sales order is completed and saved, SAP needs to create Profiles and Panels Bending Materials
individual production orders and combined orders for the MTO 1. one sales order 1. the same sales order
items.. 2. one material 2. the same material
SAP will combine as many lines as possible into a single combined 3. made on the same work station made on the same work station
production order (based on programmed rules). 4. the following characteristics are the same: 3. the following characteristics are the same:
Coating, Coating Type, Color, thickness, steel width, Coating, Coating Type, Color, thickness and steel width
! If the items are not combined, they are not visible for the colored side, anti-condense film, perfo and perfo
production planner ! patern
2.3 SALES ORDER STATUS
Any order has one of 7 statuses below. To see or change the status of an
order, click on the “doc. Header detail” button , go to the tab

‘status’, click on the “Obj. status” button.
Here you’ll see the status of the order and you can change it if needed.
Status Description
10 Initial status of an order
20 When an order is deliberately put on-hold. Used when
waiting for answers ,missing data or to finish the order
later on.
30 Status after the order is saved and the items are
combined by SAP.
40 Automatically set by SAP after using ZPP002. But never
done by the user.
50 Waiting for customer agreement.
60 Reservation order
70 Production on demand. Customer needs to call of the
production of his order
20
III Sales Process / 2 Local Flow / 2.4 Production Order Status Sap Manual: Order Entry
2.4 PRODUCTION ORDER S TATUS
Production orders also have different statuses that indicate if it is released, still waiting for components that are out of stock , etc. this is the list with all the statuses.
Status Description Status Description This can be checked on order level in transaction ZTRANS for all combined orders.
CRTD Created MSPT Missing parts
REL Released GMPS Goods movement posted
TECO Technically completed SETC Settlement rule created
PRT Printed DLT Deleted
CNF Confirmed DLFL Deletion flag
DLV Delivered DSPT Dispatched
PRC Pre-costed PCNF Partially confirmed
MACM Material committed
21
III Sales Process / 3 Useful Transactions / 2.4 Production Order Status Sap Manual: Order Entry
3 USEFUL TRANSACTIONS
ZVA05(N) – LIST ORDERS

VA05 ZVA05n
VA05 and ZVA05n all do the same thing: look up Sales orders. Which one you use will depend
on the info you want to search.
By filling in the customer number, the period, … you can look up all orders that suit the
required characteristics.
! Very useful to check if an order has already been put into the system (such as changes,
cancelation, duplicates, …) !
Or to look up sales orders when in contact with the customer.
SM37 – CHECK FOR COMBINED / DECOMBINED JOBS
The transaction SM37 can be used to

see if an order has already been
combined or if a decombine job was
successful.
Just type in *SO-number* in the “Job
Name” field, maybe change the dates
if needed and press Execute or F8.
You’ll get the output whether or not

the combined job is finished, how long it takes/took, etc.
ZPP003 – SEARCH NOT-COMBINED LINES
To know if there are still some lines in certain orders that haven’t been combined yet, you
can use transaction ZPP003.
Simply fill in the necessary information like sales organization, etc … and you’ll get a list of
all the lines that are not combined.
! Best to do this several times a week, to be sure all your orders are combined. !
22
ZPP002 – DELETE COMBINED ORDERS
To make changes to items that are in a combined production order you have to decombine/delete.
! If the production order is created or scheduled you can do this without asking. If it is already released always ask the planner first. !
In order to do this you go to transaction ZPP002, enter the required sales order and execute or F8.
You’ll see all the combined orders for this sales order.
To delete certain combined orders, select the relevant ones and hit .
You’ll get a pop-up which you simply have to accept.
Result: The order is changed to status 40 and the user has time to execute the changes to all items linked to the deleted combined order(s).
! Before saving the changes don’t forget to put the status back on 10. !
ZSD001 – ORDERS ON STATUS 20, 50, 60 & 70
To get a list of all the orders with status 20, 50, 60 & 70 you can use the transaction ZSD001.
This can be used to regularly clean up sales orders that might already be obsolete and thus block components for production or
generate unnecessary material needs.
Simply type in the sales organization (and/or your username), execute (F8) and take action depending on the situation.
There are some different variants in SAP to make this more easy.
Click on the button, press execute (F8) to get a list of all the different variants and choose one.
! To search for orders on status 70, use a different variant !
23
ZRDD – CHANGE RDD FOR COMBINED ORDERS
If an order is already combined you can’t use the ‘fast change’ (see section ‘4. General SAP tips’) to change the RDD of the items in the
VA03.
Luckily there is transaction ZRDD, to do this. Just go to the transaction, type in the sales order, hit execute (F8) and you’ll see all the
lines of the sales order. You can type the new RDD in the designated field and select any or all lines for which you want to change the RDD.
Press (F8) and you’ll get a pop-up message saying the update of the RDD was
successful. Press or Enter to finalize.
! if you want to select multiple lines, hold down the ‘ctrl’ key to selecting the items. !
24
ZCUST01 – CREATE & EXTEND CUSTOMERS
The transaction ZCUST01 is aimed to ease and speed-up the customer creation/extension process.
! Before creating new customers, always check if the customer doesn’t already exists (via XD03) !
CREATE A NEW CUSTOMER
To create a new customer in SAP you’ll have to first choose if it is a Private or Professional customer and fill in some extra information:
- The VAT number. (for a professional customer) Account Group Commentary

- The Company Code, Sales Organization, Account 001 Sold-to party If the customer orders the goods (receives them,
group (see table) and Country Key. pays and gets the invoice)
002 Goods recipient If the customer receives the goods
If it is an entirely new customer you’ll have to select create at
the bottom. 003 Payer If the customer pays for the goods (and gets the
If the customer already exists but you want to use it for a new invoice)
sales organization, you’ll have to select extend. 004 Bill-to party If the customer gets the invoice
! If you use the tick box “Use Predefined Values” and enter the VAT number, some more info will be filled in automatically. !
If everything is filled in, hit execute and a pdf-file will be send to your mailbox.
Open this pdf file you reveived in your mailbox and you’ll see some general info at the top (the
date, username, sales organistation, …). All field marked in red are mandatory fields, so there has
to be a value in these ones.
You’ll see that some fields already contain information, these were filled in automaticlly so you
don’t have to but some can be overwritten.
After you’ve completed all the other red fields and click “Check”. If data is missing, you’ll get a pop-
up with additional info on what you still need to complete.
Complete, hit “submit”. The customer number will be sned in a new email and the customer is
created in SAP.
25
EXTEND AN EXISTING CUSTOMER
When the customer already exists simply enter the VAT number
and tick the “extend” box on the bottom of the screen and
execute, you’ll need to enter the customer number, company code
and sales organization from where you want to take the copy.
If everything is filled in, hit execute and a pdf-file will be send

to your mailbox, similar like explained above but with more filled in automatically.
26
III Sales Process / 4 General SAP Tips / 2.4 Production Order Status Sap Manual: Order Entry
4 GENERAL SAP TIPS
SEARCHING
To search for materials, components, etc .in SAP press F4 or the icon next to a text box .
When you only know part of the description of the material or component you need, you can put
parts between two asterisks *___* to split up you search term. SAP will than look for any description
that contains the parts in between two asterisks.
The order in which you put these search parts is important since SAP will look for a description that
contains the parts in the same order as you put them in.
For example if you want to find an MTS article that is a 33 profile in RAL7016 but you don’t know the thickness or length and you don’t want to go
through the whole list of materials. Simply type in *JI*33*7016* and SAP will then look through all the descriptions and give you a list of all the
ones that contain these three parts in that particular order. (Searching for *33*JI*7016*wouldn’t have yielded any results …)
! The general buildup of the descriptions is “Initials / Product / P / coating type / Rcolor / length…mm / dev.” For more detailed info, see separate documentation !
COPY (PASTE)
Copying single lines of text in SAP is the same as in any other program: select the text and press Ctrl-C.
If you want to copy multiple fields however, you can’t simply select them. You’ll have to first press Ctrl-Y
and you’ll see that your cursor changes into a cross.
Then select the fields you want to copy and actually copy them with Ctrl-C.
To paste, simply select the field you want to paste the content in and press Ctrl-V like you would do normally.
! This is especially interesting for copying prices. !
INSERT NEW ITEMS
SAP automatically numbers the items 10, 20 … so you still have 9 possibilities to insert items in
between. For example, put 25 in the item column before entering a new item and SAP will put
it in between items 20 and 30.
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III Sales Process / 4 General SAP Tips / 2.4 Production Order Status Sap Manual: Order Entry
FAST CHANGE
It is very common that the delivery date on an order still has to be modified after the initial
creation. However when the order is already created and you only change the RDD in the header
of your sales order, the date on the individual lines won’t change with it. Rather than changing
every line manually, there is an easy fix for this.
Select all the lines you want to change, go to Edit/Fast change of … and select what you want to
change. In this case the delivery date.
You’ll get a pop-up, with the header date filled in automatically, but you can change this date
manually if needed. Once, you’ve set your new date, simply press and the date will be
changed on all the selected lines.
! This is basically the same if you want to

change any of the other characteristics
like ‘Reason for rejection’, ‘Delivery block’,
…!
! If the order is already combined, you

can’t change the RDD with ‘fast change’.
You’ll have to use ZRDD in this case. (see earlier in section ‘3. Useful transactions’ ) !
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III Sales Process / 5 Distinct Products / Exceptional Cases / 5.1 Custom Bending Joris Ide Sap Manual: Order Entry
5 DISTINCT PRODUCTS / EXCEPTIONAL C ASES
Apart from our well known profiles, panels and accessories, we also sell some other products to offer a complete building envelope. These products are slightly different to put into the
system compared to our core products and thus require some special attention. We’ll explain the following products: bending pieces which are used to finish a buildings corners, ledges,
etc.; polyester/polycarbonate rooflights and lexans to bring some natural light into a building; projects mainly used for pricing the purlins; 2nd choice articles; coil sales and free articles
which are mostly linked to quality complaints or damages.
5.1 CUSTOM BENDING JORIS IDE
Bending pieces are steel accessories that are mainly used as flashings. Our standard pieces are sold as MTS articles, but customers can
also order custom pieces based on their own design(s), which are slightly different to enter into SAP, similar to MTO articles. 1
In order to enter these custom bending materials, first we need to understand how we distinguish them from each other and how we
need to look at the drawings our customers send in. Apart from the obvious ones like thickness, color, … there are 4 important
characteristics for custom bending pieces:
- unfolded length: This is the length of the piece before it is folded, or if we were to unfold it after bending, including the ends on either
side that are folded over for 15mm if asked by the customer.
- number of bends: This is the number of times we have to fold our piece of metal to get the shape the customer wants, we also count
each 15mm fold at the end as 1 bend.
- radius of the bend(s): If the material needs to be folded it is important that we know the radius with which we need to bend the piece
of steel. Therefore a customer should always include the radius of the corners and if something is not clear from the drawing don’t
2
hesitate to ask more info.
- colored side: The customer should also indicate which side of the bended piece should be the colored side. Again if this is not clear,
don’t hesitate to ask the customer more info.
In the example here we have a bending piece with an unfolded length of 380mm (=15+100+250+15); 1 fold of 90° and 2 end folds; the colored side is the exterior of the bend since the end
are folded inwards. The second bended piece has 2 folds on either side, an unfolded length of 250mm and the color on the upper side.
SAP contains MTO-type articles that use this logic to categorize these articles according to thickness and number of bends. You can look these articles up like you would look up any other
article (ex. Search for *bending* and you’ll get the whole list). But there is also the general logic behind the numbers:
- Most bending articles have four number starting with 31**. (with some exceptions ex. Article 4062 and 8474)
- the last 2 numbers are based on the number of bends
- for bending under 1,50 mm the last 2 numbers are the number of folds (2 folds = 000003102; 0 folds = 000003100; 10 folds = 000003110; etc.)
- for thicker bending of 1,50 and over these last 2 numbers are 11 + the number of folds (2 folds =11+2 =000003113; 0 folds = 000003111 ; 10 folds = 000003121)
So supposing both bending pieces in the example above are in thickness 0.68mm, we have materials 000003103 and 000003102 to enter into the system.
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III Sales Process / 5 Distinct Products / Exceptional Cases / 5.1 Custom Bending Joris Ide Sap Manual: Order Entry
INPUT DIFFERENCES
In essence there is no difference between entering an MTO article and entering a bending article. Once you know the article you
want to enter, based on the thickness and number of bends, you’ll be taken to the “characteristics value assignment” screen as
for a standard MTO article where you’ll be able to enter the characteristics like coating, color, width, … the only difference is
some new characteristics are displayed:
- Number of folds: speaks for itself and is automatically entered based on the chosen article.
- Number of cuts: Doesn’t need to be filled in when no cuts are necessary
- Length of used Flat Sheet: needs to be filled in when produced out of a flatsheet. Otherwise leave it blanc
- Profile type Bending Material: If some bending pieces need to be fitted on top of a profile, this is where you need to fill in the
profile type for this fitting.
There is also a difference when you’ll look at what material SAP will link to this article. This won’t be a coil but a flatsheet if SAP
finds a suitable one or a Z_COIL if no suitable flatsheet has been found.
! It is important to always add the drawing to the order, since production won’t be able to produce anything without it. !
30
III Sales Process / 5 Distinct Products / Exceptional Cases / 5.2 Polyester/Polycarbonate Rooflights and Lexans Sap Manual:
Order Entry
5.2 POLYESTER/POLYCARBONATE ROOFLIGHTS AND LEXANS
To bring more natural light into a building we also have single sheet rooflights that are fitted to our profiles in polyester and in
polycarbonate, one material is clearer and more see-through than the other. We also sell lexans, these are thicker rooflights (20mm)
that are more suited to use together with panels as well as 2 sheeted rooflights, that can be thicker than 20mm.
Entering these into the system is basically the same as entering any other trading goods into the system. We normally sell standard
dimensions that are available on stock so you can easily look up the articles like you would normally do and add it to your sales order
(F4 and searching *rooflight* for example).
Sometimes we also alter our standard dimensions to custom lengths specified by our customers. This is why there is also some MTO
article for rooflights, ex. 000006144, where you can specify the length and cutback in the “characteristics value assignment” screen as
for any other MTO article.
! In some plants rooflights are always put on a pallet so don’t forget to add a pallet cost to the sales order if applicable
(service article 999999907) !
5.3 PROJECTS
Sometimes we sell a bunch of goods, that are meant for one single project, where we don’t
specify a price per article but for the whole project. This is mostly used to price the purlins
for a specific project.
Entering these into SAP is very simple. Use article 999999932 and change the description
“Project” to something suitable for the project. (ex. “Purlins for site …”)
For the pricing condition you have to add condition PN01 and enter a price for the whole
project.
! This is only used for purlins since these work in a different way than the rest of
production. Even if we sell projects with other materials included we don’t use the project prices because we lose traceability that way. !
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III Sales Process / 5 Distinct Products / Exceptional Cases / 5.4 2nd Choice Sap Manual: Order Entry
5.4 2 N D CHOICE
Sometimes we produce products with small quality issues or damages, but if these issues are not to big we can still sell the material as second choice.
SAP has multiple 2nd Choice articles which you can find the same way as for any other product (F4 and search *2ND* for example).
ZPACK2L – 2 ND CHOICE LIST
But in order to find all the material that is available

in second choice, you’ll have to go to the transaction
ZPACK2L and use one of the existing variants .
You’ll get a list with all the packs and batches of

second choice material and you’ll need the batch nr
of each item you want to sell, in order to create the
sales order
! A customer always has to buy a complete pack, so all the batches from a single HU !
INPUT DIFFERENCES
Choose the article you need but don’t forget to enter the batch and storrage location in the sales
tab and do the availability check to make sure the material is reserved for your order by clicking
on .
! since there are not always 2nd choice products availabe, it is sometimes very quickly sold. If you
don’t do the availilty check, SAP will not reserve the material for your order and someone else may run away with it. !
2 ND CHOICE PRODUCTION
! In very exceptional cases we produce 2nd choice material on purpose, for example when we use 2nd choice raw materials to get rid of them.
When this is the case you simply take the 1st choice article, add 2ND choice to the description and change the usage to 2nd choice as in item detail
tab ‘Sales A’ !
32
III Sales Process / 5 Distinct Products / Exceptional Cases / 5.5 Coils Sales Sap Manual: Order Entry
5.5 COILS SALES
Sometimes we not only sell our products to the customer but also coils mainly for customers who make their own accessories.
SEARCH A COIL
To look for the desired article number and batch go to transaction MMBE,
enter the plant for which you want to see the stock, select the ‘Material’
field and press F4 to search a coil the same way you would search for a
normal article. (ex *PE25*7016*1220*055*)
! The logic behind coil descriptions is {coating type} - {color} - {width} x {thickness} !
Select the material you need, press enter and then execute.
You’ll get a list with all the material on stock for the plant you selected per batch. The material on the 4***
locations is stock material. You can contact the purchase department of that plant to check if you can sell it.
! Never propose material on a location starting

with M*** since this is material that is
allocated to a machine or on the location
9999. !
Next you’ll have to choose a batch that is large enough for the desired order.
Let’s say that the customer’s order was made with batch 215671 and we want to send him a coil of the same batch. The only thing we still need to know is how much meters the coil has.
In order to know that we can right-click on the batch or amount of that batch and go to ‘Handling Unit’ in the pop-up menu. This will take you to a new screen which shows you all the coils
of this batch with their number (handling unit or HU), meters, tons, … So we now have all the info. We will take the coil with +-439 meters on it for our customer for our example.
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III Sales Process / 5 Distinct Products / Exceptional Cases / 5.6 Free Articles Sap Manual: Order Entry
INPUT DIFFERENCES
In order to sell a coil you need the material number, the batch number and the meters that are on the coil. If all of this is already known, you don’t have to go through all the previous steps.
Create a standard order like you would do normally. The only difference is that we don’t use the ‘fast data entry’ tab but the ‘item overview’ tab because we have to enter the plant but also
the batch and storage location. Also pay attention that you enter the Quantity in meter (M) and not in tons.
The only other difference is that the price

condition should be ZPR1 and the price per
ton (T).
! Watch out when entering the price that you also change the price unit to tons (T). Otherwise the coil could become very expensive since
SAP puts KG as a standard. !
5.6 FREE ARTICLES
Sometimes we need to send free articles to a customer because of a claim, damages, … In order to do this you have to enter the Item Category (ItCa) ZTAC for MTO articles, TAN for MTS
articles and TANN for trading goods in the sales tab and then enter the article you want. If you send this for a claim or quality issue, don’t forget to put the link to the QM number in the
sales order by clicking the button in the sales order header.
! Always enter the Item Category first and the article afterwards. If you don’t do this you won’t be able to change the Item Category that allows for a free article. !
! We also sell hook bolts with the accompanying nut. But those are 2 separate articles in
SAP and the price for the hook bolt includes the nut. So whenever you sell this hook bolt
(art. 4000242) you need to add a free article for the accompanying nuts (4000813). !
! Idem for the L-profile that goes with the roof plus panels (2000319 - Profil en PVC SEC58 S25- 5 M). !
34
III Sales Process / 6 Other Flows / 6.1 Over The Counter Sales Sap Manual: Order Entry
6 OTHER FLOWS
The local flow we described in point 2 is the most common one for order entry since most orders are sold, produced and delivered by the same plant. There are however some other flows
where seller, producer, etc are not always the same. The simplest are the over the counter sales, where a customer comes in to our showroom and buys some MTS and trading goods to
take home right away. When an order is sold by a certain plant but produced and delivered by another one, this is a direct intercompany order. An order can also be sold and delivered by
one plant and produced in another, this requires the selling plant to acquire/buy the products from the producing plant before selling it and is called an indirect intercompany order.
While intercompany orders are, as the name quite clearly states, orders between 2 companies (the C-entities we explained in the SAP structure part). Intracompany orders are between
different plants within the same company.
Next, we can also sell products that are produced and delivered by a third party. We call these, quite obviously, third party orders. Lastly, there are also reservation order, Call-off orders ,
return order, credit notes and debit notes.
How these flows look like in more detail and in SAP will be explained bellow.
6.1 OVER THE COUNTER SALES
When a customer comes to us to buy our products we call it an over the counter sale. We can only sell MTS articles and trading goods in this particular way. In general we try to limit these
kind of orders to a minimum for tractability reasons.
INPUT DIFFERENCES
When entering an order like this, the first difference already starts when choosing the type of order. Instead of an OR – Ordinary
Order, you have to choose the order type SO – Rush Order in VA01 before proceeding to the actual order entry.
Enter a customer number as you would normally do, if there exists one. If not you will have to create a new customer like we already
explained before.
Entering the rest of the order is the same as for the standard order that we’ve explained before.
However, when saving the order SAP will not only create the order number but also the delivery note (8-number) and it will print
the packing list.
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III Sales Process / 6 Other Flows / 6.1 Over The Counter Sales Sap Manual: Order Entry
OUTGOING DELIVERY
To modify the outgoing delivery, go to transaction VL02N, enter your delivery number (8*******) and press enter.
In the next screen go to the picking tab where you can enter the actual delivered quantities in the ”Picking Qty” column.
Click on the Post Goods Issue button to actually register the outgoing delivery of the goods.
1
The message “Outb.Del.Cash sales …. Has been saved” appears
when the outgoing delivery was registered successfully.
CREATE THE CUSTOMER INVOICE
Go to transaction VF01, enter the delivery number (8*******) into the Document column and press enter.
After saving SAP will create the invoice with a number that starts with a 9 and will print it out.
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III Sales Process / 6 Other Flows / 6.2 Direct Intercompany Sap Manual: Order Entry
6.2 DIRECT INTERCOMPANY
As said before a direct intercompany order is one where an order is sold by a certain
4. Invoice from
BU but produced and delivered by another one. Selling BU ex. C200
1. Order
creation/input
slling plant to
client
The general process of entering a direct intercompany order into SAP is basically the
Producing ex. C010 2. Production
3. Delivery to
5. Interco Invoice
from producer to
same as for a standard order with some minor differences as explained below. BU client
seller
! The general rule is, you can only enter a direct intercompany order if the order is more than 300m² panels or 1000m² profiles. !
INPUT DIFFERENCES
After you have registered the desired RDD you’ll have to choose which plant will produce the goods in the box
“Deliver.Plant”. Here we entered an order for Sales organization S200 but P010 as Delivery plant.
Next you can proceed to fast data entry to the order the items like you’re used to.
Once you have entered all the items, this is the result in the “procurement tab”. There will be P010 for every item since
it is all going to be produced and/or delivered by P010.
If you don’t enter a delivery plant right away, SAP will automatically take the one linked to the chosen sales organization
(here P200). You can change the production plant afterwards in the procurement tab and if you go to the log , you
can see that SAP will delete the previously registered production orders for P200 since we want to produce it in P010.
And in the sales tab you can see the following result. Here you’ll also see the P010 and we also
had to add the storage location 1100 for the trading goods and stock materials.
Now you can add the prices, finalize and save the order, like we normally do.
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III Sales Process / 6 Other Flows / 6.2 Direct Intercompany Sap Manual: Order Entry
REMARKS
When you save the sales order, SAP will generate the production orders and combine them for P010. This means the order is ready for production!
When in doubt regarding the correct articles or characteristics follow these steps:
- Put the order on hold: change the status to status 20 “on hold” and save
- Contact the BU that will produce and deliver the material to control the correct registration in SAP.
- When you get the confirmation of the producing BU, change the status of the order to 10 and save again.
When you save a direct interco sales order and it goes into credit block, SAP will generate planned orders. You don’t need to change these into production orders and they will disappear.
When the sales order is released, SAP will generate new production orders in the producing plant and the original planned order will be deleted.
FRENCH CUSTOMER WITHOUT VAT NR.
When a sales organization outside of Belgium has a direct intercompany order for a private French customer
(without a VAT nr.) for production in Belgium (P010, P020, P030) you need to add some small things in the header to
make sure they get the correct tax rate.
Go to menu/Goto/Header/Billing and add ‘FR’ in the “Tax depart. country” and “Tax dest. country” field in the
“Billing Document” tab.
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III Sales Process / 6 Other Flows / 6.3 Indirect Intercompany Sap Manual: Order Entry
6.3 INDIRECT INTERCOMPANY
To reiterate an indirect intercompany order is one where

2. Purchase order 6. Invoice from
the products are sold and delivered by one plant and Selling BU ex. C200
1. Sales Order
creation/input
(PO) towards
5. Delivery to
client
selling plant to
producer client
produced by another. This requires the selling plant to
acquire/buy the products from the producing plant Producing 7. Interco Invoice
4. Delivery to
ex. C010 3. Production from producer to
through a purchase order (PO) before delivering them to BU seller
seller (for PO)
the end-customer through a sales order.
For indirect intercompany orders the flow is more complicated and contains more steps. You first have to create a sales order, besides some minor differences this is pretty much the same
as a standard order. After the sales order is registered SAP will generate purchase requisitions or planned orders. For MTS articles, trading goods and MTO articles that can only be produced
in one plant will generate a direct purchase requisition while MTO article that can be produced in multiple plants will generate planned orders that need to be changed in to Purchase
Requisitions. Based on these purchase requisitions we create a purchase order to buy the material from the producing plant. Once the material is transferred from to the selling company it
can arrange everything for a delivery to the end-customer.
6.3.1.1 Sales order
DIFFERENCES
For MTO articles you have to also register the division that will produce the
merchandise when configuring the characteristics.
Go to the INTERCO tab in the “Characteristics Value Assignment” and select the
plant that needs to produce the material.
We add the plant like this because we can calculate the cost based on the actual
production costs and because we have an extra control during the creation of the purchase order.
REMARKS
- When copying items, the production plant will also be copied along with the other characteristics.
- Always verify the components like you do normally through the results button .
- Also check the Requisition Type (RqTy) in the procurement tab before entering the price and saving the order. For
MTO, MTS and trading goods this should be KE and left blank for service goods.
Now you can add the prices, finalize and save the order, like we do normally.
! But for an indirect intercompany we are not done here. We still have to create the purchase order to get the material from production plant to the BU who will deliver the material to the
end-customer. !
39
! When a credit block pops up, wait until the order is released and continue afterwards. !
! If the order is in status 20 or 40 wait. !
6.3.1.2 Purchase order
CREATE PURCHASE REQUISITIONS & PLANNED ORDERS
SAP will create purchase requisitions and planned orders multiple times a day during the MRP-run, but you can force SAP to
do it right away as well.
Go to transaction ZMD50, enter the sales order number and execute. This transaction does not generate any visible
message but it will create purchase requisitions for every MTS and 004-article. For MTO articles it depends on the article. ZMD50
For MTO’s that are also possible to produce locally SAP will generate a planned order, for MTO’s that are only produced in the non-local plant, SAP will directly generate a purchase
requisition.
So now the purchase requisitions and/or planned orders have been created. The next step is changing the planned orders for our local MD04
plant into purchase requisitions for the producing plant since we want them to be produced there.
Go to transaction MD04 and look up the article(s) by typing the article number and plant into the designated fields.
You can now search your order in a very long list with all the planned orders and purchase requisitions or search it by pressing ‘ctrl +F’
or going to the menu and press Edit/ Find in the List. Next go to the tab “Find segments”, in the fields titled ‘Customer Segments’ type
the order number and the relevant item number, press enter and you’ll get only the purchase requisitions and planned orders for your
material.
In order to change the planned orders, double click on the planned order and click on the button
.
40
You’ll be taken to a screen containing lots of info which may contain the message that this artcle can also be produced inhouse.
To proceed simply press the save button and you’ll be taken back to the MD04. Once there press refresh and you’ll see that
the Planned order has been changed into a Purchase requisiation with a specific purchase requisition number (16182490 in this
case).
SAP will directly generate a purchase requisition for

articles that can’t be produced. So naturally you’ll see
them directly in the MD04 without having to change
planned orders.
! Manually created purchase requisitions will have an

asterix * next to the PurRqs-number and won’t change
after the next MRP run. This is not the case for
automatically and directly created purchase requisition. !
! We recommand that you write down all the numbers of

the purchase requisitions on your order confirmation. !
! You can also Use transaction MD15 to transfer larger numbers of planned orders into Purchase requisitions. !
! The transaction ME5K and ME5A can be usefull to search and find all the purchase requisitions of one order and check them. !
CREATE PURCHASE ORDER (ME21N)
Now that all the purchase requisitions have been created we still have to
create a purchase order. We’ll be using the purchase requisitions to create 1
the purchase order which in turn is automaticaly linked to the sales order.
2
Go to the transaction ME21n to create a ‘Standard PO’ (=purchase order). It’s
very important to first fill in the vendor and the organisational data. The
vendor will be the producing plant and can be filled in at the top. In the tab
“Org. Data” you have to fill in the Purchasing organisation for the buying
plant ( in this case A200 for P200) and fill in ICB as the standard Purchasing
Group for intercompany orders.
Next you’ll have to enable the document overview column on the left-hand side of the screen if this is not already done by clicking on the button .
You’ll see that the menu on the left will appear and the button itself changes to .
41
Now that the menu is visible, you can search for the purchase requisitions by clicking on the button and selecting ‘Purchase Requisitions’ from the drop down menu.
You’ll be taken to a new screen with multiple search options, the simplest way to search the requisitions you want is by clicking in the icon next to the Purchase requisition number fields
and simply typing or pasting all the purchase requisition numbers in the fields and press execute 2 times to return to the ME21N.
You’ll see all the purchase requisitions in the

Document overview. Simply drag the purchase
requisition to the cart icon . Each
purchase requisition will create a line on the
purchase order, please check these because
SAP can sometimes display errors which will
require you to do some minor changes to the
lines.
! even though everything is filled in

automatically, it is important to always check
the delivery date and quantity as well as the
storage location. !
SAP will show a red circle in front of an item if the error prohibits you from continuing and saving the document. Click
on the circle to get more info on the error.
The yellow triangle shows a warning which means something might be wrong and you should definitely check what it is,
but you can continue and save the order even if you don’t change anything.
After you’ve checked all the items and errors, entered the price(s), delivery date, etc. you can press the save button to save the purchase order.
If everything has been done correctly you’ll get the following message on the bottom of the screen with your PO number and
you’re good to go.
After saving the purchase order and a little time passes (+-30min) SAP will generate production orders and combined production orders in the production plant, P010in this case, and the
production planner can plan the order as if it was a normal one.
! In practice we usually send a copy of the PO via mail to the logistics department of the producing plant (except P010)!
42
III Sales Process / 6 Other Flows / 6.4 IntrAcompany Sap Manual: Order Entry
6.4 INTRACOMPANY
Just like intercompany orders, orders between two companies or BU’s (ex. 4. Invoice
1. Order
Between C200 and C010), we can also have intracompany orders, between two Selling BU ex. S020
creation/input
from selling
DI R EC T
plant to client
sites within a company (ex. S020 and P010, both part of C010).
The basic principles are the same, but since both are part of the same company Producing 3. Delivery to
ex. P010 2. Production
and share their accounts, there are no intercompany invoices between those two. BU client
This in turn leads to some minor changes in how to get things into SAP.
2. Purchase
6. Invoice from
1. Sales Order order (PO) 5. Delivery to
As you can see the flows of both a direct and indirect Selling BU
IN DIR E CT
ex. S020 slling plant to
creation/input towards client
client
producer
intracompany are similar to the intercompany flows,
but they lack the intercompany invoices at the end of
Producing ex. P010 3. Production
4. Delivery to
the flow. BU seller
INPUT DIFFERENCES
For the direct intracompany order the input is exactly the same as for a direct intercompany.
Just enter the required sales organization and delivering plant and all the rest is exactly the same as before. (take the same example as for the direct intercompany but enter S020 and P010
instead of S200 and P010)
For the indirect intracompany order, the input is also very similar to the indirect intercompany.
Again start with entering the correct sales organization and delivering plant (S020 and P010), the rest of the sales order is exactly the the same except that you’ll have some minor changes
to the purchase order so we don’t generate an intercompany invoice.
INTRACOMPANY PURCHASE ORDER
When creating your Purchase order in the ME21N instead of a ‘Standard PO’, you’ll
have to create a ‘Stock transport order’ by selecting this from the dropdown menu.
The rest is exactly the same as for a standard PO, dragging the requisitions, ets. ,
but you won’t have to enter a price for the items and no invoice will be generated.
! If you don’t use the ‘stock transfer order’ but correctly enter the vendor, purchase
organization and receiving plant for the item(s). SAP will tell you to change the
Document Type. But, unlike with the vendor, it’s no problem to change it
afterwards !
43
III Sales Process / 6 Other Flows / 6.5 Third Party Order Sap Manual: Order Entry
6.5 THIRD PARTY ORDER
A third party order is quite obviously an order where the products are produced and delivered by a third party specifically for a customer and not by any of our own plants. Not to be
mistaken for an order with trading goods, where we buy products from third parties to resell them.
6.5.1.1 Sales order
DIFFERENCES
Entering the sale order for a third party order into SAP is basically the same as for a normal sales order.
Before entering the articles go to the sales tab and fill the correct condition in the column ItCa.
For MTO articles it has to be “ZTAS”; for MTS articles and trading goods “TAS”.
For free MTO articles put “Z3CC” or “ Z3CN” for MTS and trading goods.
Also check the procurement tab and check whether the RqTy is KE, if not change it to KE.
For an MTO article where the components do not exist in our plant, please fill in “Z12” so the system doesn’t
search for components in SAP or calculate a production cost. Otherwise it would not be possible to pass a
purchase order.
Enter the price and any needed texts, … , save and the sales order is completed.
6.5.1.2 Purchase order
After the sales order is created, we still need to create the purchase order to the third party in order to take the goods into our system before we can actually sell them.
In order to do this we need to get the purchase requisition number

by going to transaction VA03, entering the sales order number,
going into the item detail and into the tab Schedule lines, where
you’ll find the Purchase requisition number.
This number is the same for all lines since there is only one
purchase requisition number per sales order.
If the order is in credit block, there will be no purchase requisition
number.
44
III Sales Process / 6 Other Flows / 6.5 Third Party Order Sap Manual: Order Entry
Next you can go to the transaction ME53 to display the purchase requisition and check if all the items are there.
If you suppress an item on the sales

order, it will still be visible here but with
a checked box in the column called “D”.
Also be careful when creating the
purchase order, because there you’ll
have to suppress this post manually as
well.
Next go to the ME21N to actually create the purchase order.

Click on the button, select Purchase Requisition in the
drop down menu and you’ll be taken to a new screen. Here
you can type the purchase requisition number in the
corresponding box and tick the box “Open only”, press enter
and you’ll get the purchase requisition. Drag the purchase
requisition to the cart icon .
You’ll stil have to enter some more information to complete

the purchase order, like the price, delivery date, etc. But this is
basically the same as for the indirect interco orders.
Once everything is completed press the save button to

save the purchase order. And you should again get a message
on the bottom of the screen with the PO number.
Contrary to indirect intercompany orders these goods are not produced in house. Therefore it is important to send a copy of the purchase order to the 3th party that is going to produce the
material. If you don’t do this, they don’t know about our order and nothing gets produced.
45
III Sales Process / 6 Other Flows / 6.6 Reservation Order Sap Manual: Order Entry
6.6 RESERVATION ORDER
Sometimes we get orders for which the RDD and quantity is approximately known but the exact details of the order are not sure yet. In order to reserve the needed material for this kind of
demands, we can enter a reservation order into the system.
DIFFERENCES
In general the order input of these kind of orders is very similar to a standard order and a bit
simpler in the beginning since we don’t have any details yet.
You start entering the order like you would do for any other order but for the ‘PO number’
mention ‘RES’ before the customers reference and when entering the articles we don’t specify
the different lengths but enter them all as one article.
To make sure the order does not accidentally get produced we have a simple trick:
Always enter lengths of 30 meters since this is not possible to produce.
Ex. The customer want’s 300meter of profile 33/250/1000 but doesn’t yet know what lengths, so we enter 9.99PC (=10PC) of 30000mm.
Next you need to change the order status to 60,

by going to the header data (double click on sold-
to-party) and click “object status” in the tab
“Status”. In the next screen you can change the
status to status 60, which is the new status for
reservation orders.
When the order details become known later on,

simply add them to the order as new items and
deduct the quantity from the original line you
entered and change the order status back to
status 10.
! If the whole reservation gets ordered the

original line will be 0. If not everything comes to a
detailed order, we will see that there is still an
open amount on the order which will either be
ordered later or deleted if it is not needed anymore. !
46
III Sales Process / 6 Other Flows / 6.7 Return Order Sap Manual: Order Entry
6.7 RETURN ORDER
When a client returns some merchandise to us, it has to be registered in the system through a return order.
INPUT DIFFERENCES
The basics are the same as for a standard order but instead of an OR – Ordinary Order, you have to choose the order type RE – Returns in VA01
before proceeding to the actual order entry. Use the “Create with Reference” button and enter the sales order nummer for which you want to
make a return. Select either the whole order with the “copy” button or the “item selection” to select only a few items that need a return.
In exceptional cases a return order can be created without a reference to the sales order. But in general we would advice to not do this at all for
the tracability and to make sure that there are no input differences with the original sales order.
Ones you’ve copied this, you’ll need to enter the reference to the sales
order in the “PO number” field, add a reason for the return as well and
control the price and pricing condition.
For MTS and trading goods the ItCa changes from TAN to REN for items
with a price and from TANN to RENN for items without a price.
For MTO articles the ItCa changes from TAC to ZREN for items with a
price and from ZTAC to ZRNN for items without a price.
! If an ZRNN item has to have a price above 0, cancel the line and enter
a new line for this item with the ZREN. Do the oposite for a ZREN that
has no price. !
Go to through the incompletion log to make sure al the mandatory

fields are filled in and save the order .
REMARKS
! Service articels (999******) wil be subject of a credit note but can also be added to the return order. !
! Text can be added for supplementary explanations just like on a standard order. !
! When there is a third party linked to the sales order, put TYBE in the procurement tab. !
! A return order’s invoice is always blocked automatically on the header level for verification. ! This invoice block can be surpressed through the transaction V.23 by someone who is
authorised to do this.
47
III Sales Process / 6 Other Flows / 6.7 Return Order Sap Manual: Order Entry
RETURN DELIVERY
The return order alone is not enough to actually take back the goods, a return delivery also has to be created to register the returned goods.
Go to VL01N, enter the shipping point and the return order number, press enter then press save . 84016511
You’ll get a message that the return delivery has been created.
Next, when the material physically arrives on site, go to VL02N. Enter the return delivery number, press enter and press “Post Goods Issue”
to actually register the material in SAP.
! The warehouse manager will decide where the goods go to: free stock, new customer order, scrap, 2 nd choice, … !
The return delivery will prompt the creation of a credit note after deblocking the invoice on the header-level of the return order. (See 6.9)
48
III Sales Process / 6 Other Flows / 6.8 Credit Note Request Sap Manual: Order Entry
6.8 CREDIT NOTE REQUEST
When a client has goods that need to be refunded because of damages, missing packs, … or when the price was not correct on the order, a credit note has to be created.
INPUT DIFFERENCES
Putting a credit note request in to the system is exactly the same as creating a return order. The only
difference is you’ll have to put in the order type CR – Credit Memo Request in the transaction VA01;
you’ll have to always add a QM number in the ‘additional data B’ tab in the item detail and you’ll have
to add an order reason like we did for a return order.
On top of that you’ll always have to check the ‘costing relevant for QM’ because we need to know how
to allocate the costs of this credit note. You can either type this in the QM column or you can set you
cursor in this colum and either press F4 or click on the icon . As you can see you’ll get a list of options
to choose from.
Select 10 for standard cost allocation, 90 for default QM and 19 for a QM without costing relevance.
After creating the credit note request you’ll have to create the actual credit note document as well.
(see 6.9)
REMARKS
! Even though the articles are not physically returned and has no influence on the stock, we still need
to reprise the article numbers in the credit note. !
! If, in exceptional cases, no article on the order corresponds to the one we are making the credit note for, input 999999911 and enter the adequate description. Don’t use any other service
articles if they don’t relate to what needs to be credited. !
! A credit note demand’s invoice is always blocked automatically on the header level for verification. !
49
III Sales Process / 6 Other Flows / 6.9 Debit Note Request Sap Manual: Order Entry
6.9 DEBIT NOTE REQUEST
When you realize the price of one or more items on an order is too low and the invoice has already been send, a debit note has to be created.
INPUT DIFFERENCES
Entering a debit note request in to the system is exactly the same as creating a return order or credit note request. The only difference is the order type has to be DR – Debit Memo Request
in the transaction VA01.
After creating the debit note request, SAP will automatically create an actual debit note / invoice to be send to the customer.
REMARKS
Keep in mind the same remarks as for the credit note.
! However for a debit note request the invoice is not blocked and thus can be immediately invoices. !
6.10 CREDIT NOTE
For a credit note request you don’t realy have to do anything to create the actual credit
note. Once the credit note requests are released, SAP will automatically generate the
documents once or twice per day. However if you absolutely want a credit note fast, you
can force SAP to do this immidiately, as explained below.
Got to the transaction VF01 and enter the return delivery number (84******) or credit
note request number (600*****) into the document field depending on which one you
need to create.
Make sure the “Billing Date”references the actual current month. If not, change it.
Press enter, control the price and save .
! The credit note will be printed immediately and automatically. !
50
III Sales Process / 7 Modifications / 7.1 Standard and Direct Intercompany Order Sap Manual: Order Entry
7 MODIFICATIONS
It is not uncommon that an order gets changed or modified after it is initially entered into SAP. While the essence of changing an order is rather straight forward, this is not necessarily the
case for the actual actions that need to be taken. When nothing has happened with the sales order, we can simply change the sales order in the VA02. But when SAP or colleagues have
already undertaken some actions for this sales order we cannot simply change the sales order since a lot is going on in the background of SAP, like the creation of combined production
orders deliveries, etc. that needs to be undone first.
It is also important to know if it is an indirect intercompany or not, since you also have to take into account the underlying purchase order that needs to be changed.
7.1 STANDARD AND DIRECT INTERCOMPANY ORDER
The simplest case for modifications is a standard order or a direct intercompany order since no underlying purchase order needs to be changed.
For MTS, trading goods and service goods changing the order is very easy. However before changing an order first check if the order is already, picked, delivery, …. If it is already delivered,
you can’t change the order anymore. If it has already been put on delivery, check with the logistics department if they can delete the delivery and you can still make some changes. If nothing
has happened to the order you can proceed to changing the order. Simply go into the order with the transaction VA02 and here you can change these items as you please.
For MTO articles the principles are the same, check if the order is already released, produced, … If it is already produced, unfortunately no changes can be made. If it is already released
please check with the planner if the production note is already gone and it is OK for you to still make changes. If the order is not released for production yet, you can make changes as you
please. However for MTO articles this is not as straight forward as for other articles since MTO articles generate combined production orders, which will have to be deleted/decombined
before any changes can happen to the sales order items.
Deleting combined orders is done using transaction ZPP002 as is already explained in section ‘3 Useful transactions’. Try to be smart about what you choose to decombine.
Ones the combined order is successfully deleted the sales order status will change to status 40, which will allow you to change the items that you decombined.
! After you’ve changed the items, don’t forget to change the order status back to status 10 so SAP can recombine the items in new combined production orders. !
! It is not always necessary to delete all the combined production orders for a change to the sales order. Try to look to be smart about this. For example, if only the number of one item
changes, you can just delete the combined production order for this item, so SAP doesn’t need to redo all the rest. On the other hand, if you have to change the color of one item and it
suddenly fits with other items that are in a different combined production order, you must delete both combined production orders. That way SAP can recombine the change you made with
the other items. !
7.2 INDIRECT INTERCOMPANY & THIRD PARTY ORDER
For indirect intercompany order and third party order, it is important to take into account that there is an underlying purchase requisition and purchase order in SAP to acquire the material.
When you want to change an item, you can follow the same rules as before to change the actual sales order, but with the added task of also changing the purchase order that was generated
for this order.
! for a third party order you can’t use ZPP002, since no production orders are created. !
51
III Sales Process / 7 Modifications / 7.2 Indirect Intercompany & Third Party Order Sap Manual: Order Entry
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Joris Ide

SAP Manual: Order Entry

SAP MANUAL: ORDER ENTRY

6.4 Third Party Order ............................................................................................................................................................................................................................................................ 43

C200 JI C210 JI C220 JI C240 JI C260 C500 JI C600 JI

III SALES PROCESS

1 4 MAIN TYPES OF ORDER ITEMS

MTO (make-to-order) MTS (make-to-stock) Trading Goods Service Articles

Header Items Price

• Info relevant for • MTO • MTO

2.1 CREATION (VA01)

Order type OR = standard

Sales Group blank

*Values can be set as default by user

PRESS ENTER: TO CONFIRM AND PROCEED TO THE NEXT SCREEN

2.1.2.1 MTO (Make-To-Order)

ex. article 000000001 - JI 33-250-1000

CHARACTERISTIC VALUE ASSIGNMENT

Sheet-side Painted side

To verify the components SAP has found click on ’Result’.

To return to the previous screen press . Or if you want to

change the characteristics, press and you’ll go back to the

2.1.2.2 MTS (Make-To-Stock)

ex. 000000139 - - JI 33-250-1000 R8019 4000MM

Order Quantity: Fill in the order quantity. No need to fill in more.

2.1.2.3 Trading Good (resold articles)

ex. 004000034 – ROOF TILE SCREWS 4,8X35 ANTHRACITE

Order Quantity: Fill in the order quantity. No need to fill in more.

2.1.2.4 Service Goods (Extra costs not linked to a specific article)

ex. 999999999 – TRANSPORT

Order Quantity: Fill in the order quantity. No need to fill in more.

2.1.3 USEFUL FEATURES

To delete items before the sales order has been saved/registered

Take into account these steps/rules when copying items:

1. Firstly, change the characteristic(s) on the global

2. Select the global item and click on the “Inherit

EXCLUDE LINES FROM INHERIT FUNCTION

SPECIAL PACKAGING REQUIREMENTS

-PackDescr can be used to name a certain pack (for example

-Title Header-text Orderconf.: ex. “Modification”

-Production memo: preferably use the header text for this

EXTRA VIEW IN FAST DATA ENTRY

Condition type: VA05

Identical to MTO articles

2.1.4.3 Trading Goods

Condition type: PN00

2.1.4.4 Service Goods

Condition type: ZPR0 (standard filed in)

2.1.5 INCOMPLETION LOG

Select all lines and click on “complete data”.

or if you’re changing the characteristics.

compete” on the bottom of the screen.

2.1.6 FINALISE + CREDIT CHECK

2.1.7 ATTACHMENTS TO SALES ORDERS

In general we attach documents automatically using the Autostore scanning system

! For more info on Autostore, please look up the specific documentation. !

SAP shows the following message while saving:

SEARCH ATTACHMENTS – DMS LIST

MARK AN ATTACHMENT AS NON SIGNIFICANT

If a customer sends a correction on a drawing or an order, it can

2.1.8 CREATE WITH REFERENCE

When a customer regularly sends in the same or very

To do this you have to click on