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Shipping and Billing

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Video 1: Delivery Creation in SAP
Our customer is waiting for the delivery. And since we have confirmed the production of the, of the pump, we can go to creation of the delivery here. First of all, let's talk about the delivery of the system. We are at chapter eight, shipping and billing, and going down here, we can see the slide with a sequence of things to do, to finish our sales process. First of all, uh, we are working at a shipping point where the delivery starts and people working at the shipping point, usually do not know which orders are to be delivered today. So they need some kind of report in order to find out about what is to be delivered today. Once they know that they create the deliveries for the orders to be delivered today. And the delivery itself is a document in SAP. That for example, is responsible for printing out delivery papers and so on. And on the other hand, it's something like, um, like, uh, how for whatever you have to do during deliveries. So it's simply a frame in that frame. You carry out your picking, meaning you go to your stock and take out what you want to deliver. You handle your packing, where you wrap whatever you have or put in boxes or put in containers. Also, it's not a required step. You can also send material directly without pack them because you produce them already packed. So this is not required, but it's optional here. And finally you post a goods issue and then your finished goods are gone. They are on the road or they are at the customer already, depending when you exactly post that after you have posted goods issues, um, the, the products are not longer in your possession that do not belong, uh, belong to your stock. And so you can create a bill, which is the last step that we have here. That's go to SAP and simply do that in the SAP system. I've already opened the menu. You have lots of reports for the shipping point to look for, to be delivered all this. All that reports starts with V L 10. And then that may be a ledger like VL 10 for sales orders. We attend eight C four sales order items, uh, for sales order schedule lines for purchase orders by what you deliver purchase orders, by the way. Well, because you have a sense contracting purchase order, and you have to send some, some items to your vendor, so that. The vendor finished this items that could happen and everything else that is possible. You'll find here also all that VL 10 transaction are similar in itself. So the list looks identical. Only the selection screen is different. So we simply pick one that, um, that can select sales orders. And that would be this one, for example. Okay. I'm working at the shipping 100. That's correct. I have to enter the delivery creation date, the system defaults today and tomorrow, since in our test system, this is too short because our customer order may only be delivered well further down the line and future. So I enter, let's say I am to 1211 for that. Now also, and not only want to enter the shipping point and the delivery and creation date. I also want to enter the material so I can select my material, which is the MK 100 material that is. And if I carry out that report, the system searches for. Sales orders to be delivered and finds exactly this one sales order. That's mine. Okay. Uh, in real life situation, you would find more, you would possibly probably find dozens or hundreds of sales orders to be delivered. And then you can check on all of that and create the delivery documents in the background. Since we only have one delivery document, we could as well do that in dialogue. So we see what we do. I preferred that if this is a small number, I do that system opens the transaction that I can handle that transaction. First of all, I see this is my material, and this is obviously the quantity I'm going to deliver. This is oral pump very well. Um, if you remember that, going back to the, to the screen after. Uh, while creating the delivery, not, not after, but while creating the delivery, we can carry out the picking and then we can carry out the packing and then we post the goods issue. So let's do that. And this sequence for picking, we have a tap here we go to that pap chap we see here is the quantity to be delivered, and that's a picked quantity. It's an open field. I can simply enter two after I've picked that. Picking means I go to the warehouse, I take that out. I took two pumps out and put it to the delivery area. And now I have picked that too well. It's very, very easy. If your storage location is not handled by warehouse, if your storage location is handled by way house management, that field would be great out and you could not enter anything. In that case, you had to go to subsequent functions and create a transfer order. You see as great out here. I can't do that. Because the storage location is not warehouse handled creation of a transfer order means that the forklift driver gets a note, what to peak, where to pick and where to deliver that. And after the forklift driver had done that, the forklift driver would confirm that transfer order. And with this, the pig quantity would show up here automatically much easier than our case, because we don't have that. Okay. Um, now next step was packaging here. We have the tiny button that says pack. I click that button. Get to this screen down here. I see the yet unpicked material, partial quantity two to be picked total quantity two. Nothing is yet picked good once that is, um, Oh, no, it's picked well, but it's not packed once. This is packed, you would see the created handling units up here. The handling unit is a piece packed at that can be handled. It gets a handling unit number. Well, if I had maintained packaging rewards for that material, I could simply click automatic packaging and that would work in our case. We don't have that rules here. So we have to manually pack that product. Um, at least we have to set up that, um, that material in the material master with the packaging material group, the packaging material group tells the system which packaging materials are allowed. And then I can manually pick one out of those. I go to that button pack. I click that button. The system asked me, do you want to search for a lot of packaging material? Of course, I want to do that. And here I have the list of allowed packaging material materials. Let's assume that shall be packed into a wooden crate for pumps domestic that's. Okay. Our customer is in Germany and in our country here, a double-click that, what happens is that down here, the partial quantity is only one. The total quantity is two and here I have a handling unit. That handling unit obviously, uh, carries one pump. The other pump is still to be packed. I couldn't do that again. A highlight. There's a search for a lot packaging materials. Uh, now I use, well the same books again. no, no material is to be packed anymore. I have two handling units with individual numbers, as you see. And, um, here we have all the answers information, the total weight of the unit, the loading weight, the chair, weight of the box, only the allowed loading weight of that. Fine. Okay. So we have that allowed loading weight is more than twice the loading weight that we have here. So why didn't it put two pumps in one box because of volume restrictions probably. If you set up packaging materials, you have to enter weight, uh, weight limits, and volumes that are available in that crate. So that's fine. We have created two packaging materials. Again, this is not required. If your material is already packed or if you can deliver it unpacked like bulk material or something like that or liquid or so then that's fine. You don't have to pack it while you deliver that. Okay. I go back to the main screen of the delivery document after having picked and having pack that I can post the goods issue. Let's see whether that works looks good because it takes some time goods issue is something to do for the system that I log. The system comes back. With good news. Yes. Delivery has been saved. It would not have been saved if something goes wrong and definitely refresh that report where I started. That should be gone. Let's see. Yep. It's gone. Okay. So our, um, customer order is done and it is delivered fine. That was all. No, I'm going to create the bill.

Video 2: Creating Billing Document in SAP
Finally it's about some money. We can charge our customer. Let's go to creation of the billing document SAP. Here we are transaction to create a billing document is V F zero one. I go there. I have to enter my delivery document number because building is always done with assignment to delivery. Um, there may be audit types that allow to, uh, to charge that audit directly so I can build the audit directly, but the standard audit type, like the, Oh, our order type that we have here is usually built by using the billing, uh, the, the delivery document as a reference. So this is what we do here. I hit enter system reads the delivery document. This is one item to be built that surprise all the fields are great out. I cannot do much here. Well, actually, I could do some, if I would go to the details of that item and here I could go to conditions that I find some open fields, but this is about customization. How I handle that. I could completely fall beach to do anything here, or I could open that more than it is. All right now. So in the standard system, I could override the price. I could take out discounts or enhanced discounts or change the freight costs or whatever, but I don't want to do that. I simply want to save that document. Now my saving the document, the system wants to create the accounting document, the open item on the, um, account receivable right away. In this case that may not happen because we are at October 23rd and the customer expects that bill only after mid of November, because we have delivered too early to pull their process through. We have done that one step after the other. And so that may be too early. If the system may tell us not to, um, um, to build the customer right now so we can create the billing document. But not the accounting document. Let's see what happens. I saved that. And while enough document a saved no accounting document generated because it is too early. Well, if you want to check on the situation that we have here, we can use transaction code V. F X three, even view it as a three as the last digit. It is, um, uh, transaction to handle something. Um, here I can see, um, which sales organization I want to check. I want to check for billing documents created by me. That's default created on like today. That's completely. Okay. So I will find my billing document, but it could use the same sales report, uh, for example, at the end of the day, to check for everything that went wrong in billing. Okay. Here. It's about my document. I check that. Oh, there's more. No, there's a lot of stuff done here. So. It pulls up all the old documents. Also, I have to find my document. If I go to the end of the screen here, I see today's document and today's document. Um, we can check that. First of all, for this document, we can see the notes that were taken here. No notes were taken here. Okay. Um, and can I see anything else? It's an accounting block. Okay. So this is not an error. It's a block done by purpose in my thinking is it's about, and I try to build that guide too early. What do we have here? We have the letter a in here, and that says billing document blocked for forwarding to finance. So finance document is not great. Well, I do not see a real reason isn't for that in this list, but I'm sure, um, the system does that because it's too early. Okay. I cannot release that. Anyway. If I want to charge the customer right now, I highlight that. And then I go to the green flag release to accounting. This is how I can handle that. I do that. Police check the notes in the lock. Okay. Document has been saved. Well, enough technical data is out of interest for me, but obviously now I have a billing document. Let's get out of here and let's check that. How can we check that? For example, if I go to the sales order, VA zero two, or VSL three, it doesn't matter. This is my sales order. I get in here. I get the message. Consider subsequent documents that are more than enough of those, like the delivery and all the other documents here. And from here, I can go to the document flow, uh, display the document flow. Takes awhile. That's a slow system. Well, that takes longer than I expected that to take, but no, we are here. I have the standard audit. I have credit to delivery for that in that delivery. We have a picking request. If that storage location would have been handled by warehouse management, that would be the transfer order number. So. It is only, um, American date format, 2019, 10 23. We have created two handling units. We have prayed a goods issue. We have created an invoice and now I have to apologize. I've created an invoice without you looking at that because something went wrong with the. With a recording tool. And then I have canceled that invoice because I wanted you to see how to create an invoice. So I have an invoice, I have a cancellation, and then I've done the invoice that, you know, that was created without and financial document. And so I took to the last projection that V F X three. And at least that now we have an accounting document. Of course, that is not cleared because our customer has not yet paid, but this is completely okay. So I know everything is there. We have charged or a customer and that's fine.