SAP Sales Order Process: Creating an Inquiry and Sales Order for West Hills Athletic Club , Study notes of Accounting

Download SAP Sales Order Process: Creating an Inquiry and Sales Order for West Hills Athletic Club and more Study notes Accounting in PDF only on Docsity! Transaction Testing 5: Sales Order Process TT5.1 Create an Inquiry An inquiry is a non-binding price quotation to a customer. We will create an inquiry for ## West Hills Athletic Club. To do this, follow the menu path: Logistics Sales and Distribution Sales Inquiry Create which will bring up the following screen: Enter the information shown above, and the following screen will appear: TT5 - 1 Enter IN for Inquiry Type Enter ##FS for Sales organization Enter DI for Distribution Channel Enter SB for Division Then click on the enter icon Transaction Testing 5: Sales Order Process Enter the information shown above, click on the enter icon ( ), select the first row and click on the item conditions icon ( ) and the following screen will appear: TT5 - 2 Search for ## West Hills Athletic Club Enter Purch. order no. WH1## Enter today’s date for Valid from Enter the date a month from today’s date for Valid to Search for ## NRG-A bars Enter a quantity of 5 Enter CS for SU (sales unit) Click on the enter icon, select the first line, then click on the item conditions icon ( ) Transaction Testing 5: Sales Order Process Note the quantity of ## NRG-A bars available (which you produced in TT4) and the storage location where they are currently located. Click on the back icon ( ), then click on the save icon ( ) to save the inquiry. Click on the exit icon ( ) to return to the SAP Easy Access screen. TT5.2 Create a Sales Order from an Inquiry To create a sales order from the inquiry we just created, follow the menu path: Logistics Sales and Distribution Sales Order Create which will bring up the following screen: TT5 - 5 This screen shows that number of cases that are currently available to sell and where they are located (storage location 300) Transaction Testing 5: Sales Order Process Enter the information shown above, then click on the Create with reference ( ) icon and the following screen will appear: TT5 - 6 Enter OR for Order Type Enter ##FS for Sales organization Enter DI for Distribution channel Enter SB for Division Then click on the Create with reference icon Click on the Inquiry tab, then click on the search icon to search for your customer. Transaction Testing 5: Sales Order Process Make sure you have selected the inquiry tab, and then click on the search icon ( ) to bring up the following pop-up window: To search for the inquiry, make sure SP is entered for the Partner function (sold-to party) and ##FS is entered for the Sales organization, then click on the enter icon ( ) and search results similar to the following should appear: TT5 - 7 Make sure SP (sold-to party) is entered under the Partner function and ##FS is entered for the Sales organization, then click on the enter icon Transaction Testing 5: Sales Order Process The order number should be entered automatically. Enter ##SP for shipping point, then click on the enter icon ( ) to bring up the following screen: TT5 - 10 Enter ##SP for Shipping Point Order number should be entered automatically—if not, search for it. Click on the enter icon Click on the save icon to create the delivery Transaction Testing 5: Sales Order Process As we are happy with all of the default values, we can click on the save icon ( ) to create the delivery. You should get a message like the following: Click on the back icon ( ) to return to the SAP Easy Access screen. Stock/Requirements List To see the current inventory position for our snack bars, we can use the Stock/Requirements list. The stock requirements list shows the current inventory level, any outstanding sales orders as well as any planned production orders. The stock/requirements list is very handy, and it is usually a good idea to keep a session open so that you can easily view the Stock/Requirements list without having to leave a session. First, we need to create another session for the Stock/requirements list. To do this, follow the pull-down menu path: SystemCreate Session This will create a new session. To view the new session, look for it on the task bar at the bottom of the screen and click on it. When you are in the new session, you need to find the Stock/Requirements list. There are many different menu paths that will get you there. One of the menu paths is: Logistics Production MRP Evaluation Stock/Requirements List which will bring up the following screen: TT5 - 11 Transaction Testing 5: Sales Order Process Enter your material and plant, then click on the enter icon ( ), which will bring up the Stock/ Requirements list: TT5 - 12 Enter ##F100 for material and ##PT for Plant, then click on the enter icon Note the current level of on-hand material and your delivery (Delvry). Click on the Details icon for the delivery line Transaction Testing 5: Sales Order Process Clicking on the Display document icon ( ) will display the original inquiry that started the sales-order process: The ability to link to any document in the sales process via the document flow is a powerful tool. If a customer calls with a question regarding their sales order, the customer service representative can quickly find any document related to the sales order once they have found one. Use the back icon ( ) repeatedly to return to the Stock/Requirements list. TT5.4 Picking the order With the delivery created, the order can be picked, packed and shipped. The SAP R/3 system has many capabilities to schedule these processes; however, we will not consider those in this exercise. In a highly automated warehouse, the picking of the order may be recorded in the SAP system using bar code scanning. For our exercise, we will manually enter the quantity picked. To do this, follow the menu path: Logistics Sales and Distribution Shipping and Transportation Outbound Delivery Change Single Document which will bring up the following screen: TT5 - 15 Transaction Testing 5: Sales Order Process Your delivery number should automatically be entered. If not, find it by searching. Click on the enter icon ( ) to bring up the following screen: This screen allows you to enter a different pick quantity than what was in the order in case the inventory in the warehouse does not match the inventory level shown in the system. Of course, the idea with an integrated information system like SAP is to have 100% accurate, real-time inventory information, but mistakes in entering and recording inventory transactions do occur. TT5 - 16 Click on the Picking tab, then Enter 300 for SLoc (Storage location) and 5 for Pick quantity, then click on the save icon. Transaction Testing 5: Sales Order Process We will assume that the inventory is accurate and the order can be completed, so enter 5 for Pick quantity and 300 for SLoc (Storage location), then click on the save icon ( ). You should get a message like the following at the bottom of the page: Switch to the other session, which should still be showing the Stock/Requirements list. Click on the refresh icon ( ) to see if picking the order has changed anything: In case you haven’t noticed, the Stock/Requirements list has changed very little. The delivery line now shows that the material is coming from storage location 300. While we have picked the cases of snack bars off of the warehouse shelf in preparation for shipping, according to the SAP system they still belong to Fitter Snacker. In the next section, we will post the goods issue, which will signify that the snack bars now belong to West Hills Athletic Club and “have left the building.” TT5.5 Post Goods Issue In the SAP logistics terminology, we receive goods into inventory and issue goods from inventory to the production floor or to the customer. In the accounting world, we record business transactions by posting them to an account. Thus, when we post the goods issue, we record the change in stock level and financial position of the company as a result of sending the goods on their way. To post the goods issue, follow the menu path: TT5 - 17 Delivery is being taken from storage location 300 Transaction Testing 5: Sales Order Process Compare this document flow to the previous status. The outbound delivery status is now Being processed, and the picking request an the goods issue are both complete. Click on the back icon ( ) until you are back at the SAP Easy Access screen. By now, your menus are probably pretty unwieldy because of the number of paths that have been expanded. To make the menus easier to use, click on the SAP Menu icon ( ) to restore you menus to their original configuration. TT5.6 Invoice the Customer Perhaps as important as delivering the customer’s order on time an in good condition is properly billing the customer for their purchase. If we don’t invoice the customer, we aren’t likely to be paid. Thus, it is important to be able to determine which customers still need to be billed. WE can use the Billing Due List to see all of the customers that need to be invoiced. To create the Billing Due List, follow the menu path: Logistics Sales and Distribution Billing Billing Document Maintain Billing Due List which will produce the following screen: TT5 - 20 Transaction Testing 5: Sales Order Process Enter the information shown above, then click on DisplayBillList icon ( ), which will produce the following screen: TT5 - 21 Enter today’s date in the Billing date to field. Enter a date a week in the past in the Billing date from field. Enter ##FS for Sales organization Check both Order-related and Delivery- related check boxes. Transaction Testing 5: Sales Order Process There should only be one item on the list. Select it, and then click on the icon Collective billing document ( ). It won’t appear that much has happened, but invoice will be created. To confirm this, use the exit icon ( ) to return to the SAP Easy Access screen. Follow the menu path: Logistics Sales and Distribution Shipping and Transportation Outbound Delivery Display which will produce the following screen: Your delivery document number should be entered automatically. Follow the pull-down menu path: EnvironmentDocument Flow which will produce the updated Document Flow: TT5 - 22 Click on block at end of line to select, and then click on Collective billing document document Transaction Testing 5: Sales Order Process Make sure the information shown above is entered, then click on the search icon for Account under Open item selection: Enter ## for search term, then click on the enter icon ( ), which will bring up a list of your customers: TT5 - 25 Enter ## for Search term, then click on the enter icon Transaction Testing 5: Sales Order Process After selecting ## West Hills Athletic Club, click on the Process open items icon ( ): TT5 - 26 Double-click on West Hills Athletic Club line to select it Transaction Testing 5: Sales Order Process The SAP system may or may not automatically assign the payment to the accounts payable item. If not, Double-click on the USD Gross amount, and the system will assign the entire payment to the invoice. Your screen should look like the following if the amount is correctly assigned: Click on the save icon ( ) to post the payment. TT5 - 27 Check to see if amount of payment has been assigned to the accounts receivable document. If not, double-click on the USD Gross amount