Video 1: Sales Document
Let's start our business process. It starts with sales going there. We have to remind that sales is based on sales documents. Here. We have some sales documents and the most commonly used sales document as a sales order. This is what I'm going to show you. A sales order has a customer and the header part of the order and has the material items in the items of the order. And for each item, there is at least one requested delivery date, but it could be multiple requested delivery dates. Now, if you have a customer that constantly buys certain materials from you and this customer wants to negotiate a better price with you. You could use contracts as a sales document, a contract is a quantity or a value based contract with a validity period. So for example, it runs until the end of the year for that period. And for the materials mentioned in that items, you negotiate prices and conditions that will not be changed until end of the validity period. This is guaranteed. And usually if your customer buys. Big amounts, big quantities of material. The prices are much better than the standard prices to get something out of the contract. Your customer will place a contract release order with you. So you'll still have sales orders, but this sales orders are based on the contract and pull prices and conditions from here. And the third kind of sales documents that we have is the scheduling agreement for the scheduling agreement. It's basically. Uh, the same, like a contract, you have a validity period. You have fixed prices and conditions for that validity period. And for the materials that are mentioned in the items, but here you don't have to place. Contract release orders. You simply maintain a delivery schedule and this delivery schedule can be updated by your customer constantly. So SAP has some interfaces to connect to other systems. So your customer may update that delivery schedule on a weekly base or even on a daily base. This is how you negotiated that scheduling agreement with your customer. So we have. Three kinds of sales documents. We have sales orders, contracts, scheduling agreements. As for the sales orders, we have multiple processes assigned to sales orders. The sales order that I'm going to show you here will be a standard sales order that features standard items. A standard item always is sold from stock. So you have that material on stock and deliver it from stock. If you don't have it on stock, you can purchase it. Excuse me, this one, purchase it, or you can produce it doesn't matter. It gets into your stock and then it will be delivered from stock. It may be that you have certain items that you're regularly do not have on stock. So you buy that items only if a customer buys these items from you, that would be a purchasing item. You usually don't have it. If a customer wants to have it, you buy it, purchase order, you get it on stock. You deliver from stock. Even better, you never have that item on stock. That would be a third party item. Your customer buys that item from you. You buy that item at your vendor and you ask your vendor to deliver it directly to the customer. That would be a third party item. And then for some special industries, Or for some special products you have, it's not enough to only sell the product. You have to install the product, or you have to assemble that product at the customer side. So there is some service assigned to that product. So a service order.
Video 2: Sales Processes in SAP
We are a backup SAP system and we want to enter a sales order. Sales order has the transaction code Z V eight zero one. I entered that and then we can go there. This is the entry screen. The first screen of a sales order, some fields are predefined because in my user, I set up defaults for organizational data. So I don't have to enter that, but I have to enter the audit type. The audit type for a standard order is all are very simple. And then clicking enter system continues. Now I see the screen where I can enter the audit data. And the upper level, this is about the header data down here. We have the items, meaning the materials that the customer wants to get with this order. And in between we can set defaults for all items. Like the requested delivery date is defaulted with 1st of October. And so we see 1st of October for all of these dates, if I change that and change that for all of the items, but first of all, let's take care of the header data. The soldier two-party is my customer. You remember customer may have different customer functions, so a customer may be assault to party or ship to party, a bill to party a payer, and what you have here. The system only asks for the soldier to party. In our case, it's a customer within number 1000, the one we have looked at asphalt, the ship to party. We don't have to enter that. And I want to show you what one feature that if the system does not know which of a possible list of these ship, two parties to take, it will show me the list. And I have to pick one. I want to show you that, um, the purchase order number. This is a reference. So we can find that sales order, if the customer asks for us, it's a feud with no other meaning than being a reference to find that usually you enter the purchase order number of the customer's purchase order, because from the point of view of the customer, this is purchasing. From point of view of us it's sales. So I entered a fantasy purchase order, number one, two, three, four, or five, something like that, and fine here in that requested delivery date. Of course I can override that. And so I can enter, for example, 10 10, 19. I don't have to fill out the complete date with all the dots. And the 2000 in front of 19 system knows exactly what I mean. If I enter a six digit date, this is the German date format. So we have day 10 month, 10, and year 19. I should probably have changed that upfront, but I haven't. Okay. So, uh, I hit enter. Now the system should check all that information and ask quote, what is missing click enter and what happens is that the system finds out for this customer. We have fall. S, uh, ship to parties for that soul to party before ship to parties. The other partner found chance like for voting agent like sales employee, like payer, like bill to party. We only have one. So the system doesn't have to ask it already knows in this example, let's assume the customer wants to get that to build a field. So I double click on that item and it is taken now. Customer has read the customer, mastered the system, not the customer. The system has read the customer master data. And so it could feel the payment terms and the Inco terms, which are the delivery, um, terms. Okay. Let's continue with the material. I want to enter the material N K 100, which is also a pump very similar to the material we have looked at before. But this is specially made for a training recession's here as well. I use that and let's again, assume the customer wants to have to have that. Okay. After entering that or while entering that, that's interesting. You see a list of possible entries. This is what I have already entered to that field. In the last month, the system shows me a list of entries, so it can pick one here. It's not very helpful. It was quantity fields, but it could be helpful with the field, like material, like a field like that, where I see the list of all the materials I've entered. I don't want to enter something here. Just wanted to show you that. So now what they've actually entered. So two party purchase on a number of requested delivery date. We have selected not entered is shipped to party. We have entered a material number quantity. Yep. That's what we've entered. Okay. So now if I click enter, the system should find out about all the other missing values that it needs to create. Yeah, more than a click to enter from the system came up with a name of that material. It came up with a price for that material. So it founded on some prices. It came up with a plant where to deliver that from, and some other details that you do not see in the list display. There are detailed screens behind that. And to one of these detailed screens, I want to go. No. Why? Because. I see the price. And this is obviously the price for one of these pumps, 1,145 euros. Why Europe? Because it's mentioned here, um, up here at the header level, I see the total price, which is 2,299 dot 95, which is not plausible because I've two pumps, two times, 1000, 145. It's not $2,299 and 95. What happened to you? Let's find that out. Um, if you want to check anything of that values, any of that, uh, fields, you have bucked him stone here and with all the buttons you have most over information. And here I have a button item conditions. The price is a condition that the system found out. And I want to check that I go there and doing that. And now I see. That price finding process in detail. So, first of all, the system found out that one of the pumps cost 1,145 euros. Then it found out that we have negotiated a customer discount with this customer two dot 5%. So we can pull 57, 25 from the price. Okay. Then we have negotiated freight costs for that. 12 Euro cents per kilogram. Um, value added tax comes to it. A cash discount is pulled from it. So all that is visible here. And finally, which very interesting we have the costs of the product. This is the valuation price. Remember Matejka master where we looked up, the finance view, valuation price of the material. So we know exactly our profit margin. It's a very simple profit margin. It's the direct costs, a guard against the direct revenue that we have here. Um, but still we have some calculator and we know, well, if you're lucky we earn some money with that, but now we know why the price is not exactly what we expected because we have discounts. We have surcharges, we have, um, Uh, we have cash discounts and so on and so on. Okay. Coming back to where I came from, I used the back button and then I'm back to the oldest screen. So we want to have that order. It's not yet saved and we have to save it up here. It's a safe button. It always looks like that. Very old diskette type of, um, well, um, of, of Dodger carrier. And critique that after a while the system comes back and gives me a sales order number down here and can see the sales order. Well, it's not actually necessary to write that down, but in many companies, they still do that to have a piece of paper and write down that number for us.
Video 3: Availability to Promise Check in SAP
Remember in our process, we've seen destined availability check to the sales order. We have seen nothing about that. Let's go there and look at the availability check and back to SAP. I will change my sales order again, using transaction code. . I get here. And since I have not left the system, um, after creating the creation of the sales order, the system still remembers the number. I didn't have to enter it. It was already here by the way, talking about transaction codes, we created that sales order with transaction code V a zero one. We change it with VA zero two, and there's a third transaction code V a Z O three to only display it. Then you can only display it cannot change it. Why is that? Because you can authorize many people to look at something, but you can authorize only some of these, uh, to create or to change something. Therefore SAP uses different transaction codes for these different global functions. Create change, display. Okay. There's a order. I opened that order again and it looks exactly the same way it did before. Obviously we had no issues with the availability check because the system didn't give us any message. And that is typical for SAP. SAP will not give you any messages. It will simply continue if SAP is okay with what you did here, let's assume the quantity that the customer asked for was not two, but was 20. And let's assume the date the customer wanted to have. That was not the 10th of October, but it was the 1st of October. So I've changed that. And now I click enter and availability check should check that situation. And well enough, there are problems because of that problems. We come to this screen, we are on the screen availability control. It belongs to the sales order. And now we have to take a decision because the system says we cannot do that. Customer wants to have 20 pieces at 1st of October. Okay. So what can we do? We can send seven at 1st of October. Here's the second date. That second date means this is where we have to start with our delivery process. Meaning we have to get hold of that material. Latest 26th of September. Okay. German date format again. Um, Well, so we have three different options that the system gives us. We can send seven to the customer at the date. The customer wanted to have it, but that's all I would click this button if the customer, um, decides to get what he can get and skip the rest. The next would be if the customer wants to have a full delivery of all 20, we can do that, but we can do that only at the 10th of October for that we have to get hold of the material at the 7th of October, and obviously the replenishment time for the missing material. It's long enough to make it until then. So if the customer says, well, no, I need 20 of that. And if it's later, it's later, okay. Then we decide for this bottom and continue with that. And the third button, it's very interesting. If the customer says I need 20, but I need them as soon as possible, we can go with sending seven. At the 1st of October and the missing 13 at the 10th of October, then I would use this button.