SAP AG 2007
Basic Sales Process
Additional 附加的 Documents and Functionalities of Sales
Contents:
Sales - A/R
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Model the basic sales process in the system
Use additional functionalities of sales
Use additional documents of sales
At the conclusion of this unit 在這個單元結束 , you will be able to:
Sales – A/R: Unit Objectives
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The company has set customer satisfaction as its top priority 最優先 and wants to streamline 並希望簡化 its processes in sales to make sure that its customer’s demands can be met as quickly as possible.
Sales – A/R: Business Scenario
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Model a basic sales process in SAP Business One
Use the different transactions of Sales - A/R
At the conclusion of this topic 主題 , you will be able to:
Basic Sales Process: Topic Objectives
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Document Flow in Sales (1)
Order
General Ledger總分類帳 (Value)
Quotation Delivery
Warehouse(Quantity) 1.) 2.)
A/R Invoice
3.)
>Quotations, orders, and delivery notes are optional 可選 , >If you do not refer to a delivery note when you post an A/R invoice, the A/R invoice affects your stock.
Under order creation *Available quantity is reduced and *Committed quantity is increased
Under delivery creation * In Stock quantity and the Committed quantity is reduced
Avail = in-stock + ordered -committed
Under invoice creation •In Stock quantity is reduced (if you did not create a delivery note beforehand)
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Document Flow文檔流程 in Sales (2)
All documents, for which you have not created a follow-on document 後續文件 have open status.
Open documents remain open until you have transferred all the items to a follow-on document, or until you manually close or reverse them.
You cannot make any changes to base documents that you have already copied completely to a follow-on document.
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Sales Documents and Their Properties (1)
Delivery Order
Quotation
OrderQuotation
A/R Reserve InvoiceQuotation
XX
A/R Credit Memo
Returns
X(If No Reference to
Delivery)
X(Goods Issue)
XX
X
Quantities Postedin InventoryManagement
Sales Documentfor Correction
Values Postedin GeneralLedger
Reference WhenAdded
Change/Reverse
Sales Document must be Created in the System
A/R InvoiceDeliveryOrderQuotation
1.)
2.)
3.)
4.)
5.)
6.)
(X)
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Sales Documents and Their Properties (2)
2.) A quotation and an order can be changed or cancelled after they have been created.
To disable the possibility to make changes to sales orders: choose Administration System Initialization Document Settings, on the Per Document tab page for the Document Sales Order deselect Allow Changes to Existing Orders.
You can not change deliveries or A/R invoices after they have been added.
3.) If you need to correct a delivery, you have to do that by creating a return. If you need to correct a A/R invoice, you have to do that by creating a A/R credit memo.
5.) When you create a delivery, the goods issue is posted as well. The In Stock quantity is reduced.
When you create an A/R invoice without reference to a delivery, the goods issue is posted. The In Stock quantity is reduced.
6.) Values from both the delivery and the A/R invoice are posted in the general ledger.
The goods issue from both deliveries and A/R invoices (with no reference to 沒有可參考的 a delivery) create journal entries 日記帳分錄
which post to the general ledger. An A/R invoice creates entries for sales revenue and the amount the customer owes.
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Postings記錄 in Sales Process for Inventory Items庫存物品
Purchased Item
Fixed Assets
Inventory Item
Sales Item
100100
Stock Acc.Cost Acc.
Sales Order Delivery A/R Invoice
Revenues AccountSales Revenues – EU
Foreign Revenues Acc.Customer
100100Stock account and cost account are retrieved from the Stock Account field and the Cost Account field on the Inventory tab of the item master record物料 / 產品主記錄 .
Revenues account is retrieved from the Inventory tab of the item master record.
*If the customer is located in the same country, the account from the Revenues Account field is used. *If the customer is located in a European Union (EU) country, the account from the Sales Revenue - EU field is used. If the customer is located in a non-EU foreign country, the account from the Foreign Revenues Account field is used
To create an order, choose Sales – A/R Sales Order. To create a delivery, choose Sales – A/R Delivery. To post an A/R invoice, choose Sales – A/R A/R Invoice.
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Postings in Sales Process for Non-Inventory Items
Purchased Item
Fixed Assets
Inventory Item
Sales Item
Sales Order Delivery A/R Invoice
Revenues AccountSales Revenues – EU
Foreign Revenues Acc.Customer
100100
•When you sell items that you do not manage as inventory items (for example, services that you created as items), the system does not trigger a posting for the delivery. Actually, you can skip the delivery altogether.•The A/R invoice is posted the same way as it is posted for inventory items.
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Sales Process with Picking (1)
OrderQuotation
Open Released Picked
Deliver
Delivery A/R Invoice
List of orders to be released or picked 被釋 shì 放或挑的訂單列表 .
Pick List
2.)
3.)
4.)
Pick Pack Manager
1.)
5.)
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Sales Process with Picking (2)
Choose Inventory Pick and Pack Pick Pack Manager
1.) Status Open: This window displays all the items that are still open. They have not been released, picked or delivered yet. In this window you select the orders and quantities to be released.
Quantity To Release = In Stock – Released – Picked
2.) Status Released 被釋 shì 放 : This window displays all the pick lists in status released.
You can display the data in two views – Detailed and Summary. Quantity Available to Pick = In Stock – Picked
3.) To get the pick list 需要被挑商品列表 , click in the list of the released orders into the orange arrow link next to the pick no. or choose Inventory Pick and Pack Pick List . Enter the picked quantity.
4.) Status Picked: This window displays the items that are already picked but are not delivered yet.
5.) In the list of the picked items choose the Deliver button to create the deliveries. You can create the deliveries also from the open or released list.
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Sales Process with Packing
OrderQuotation Delivery
A/R Invoice
Define Packages
Pick List
Existing PackagesBox
Available ItemsA1000 4 pcs.
Package ContentA1001 2 pcs.>
<
3.)
2.)
1.)
•In SAP Business One, the delivery or A/R invoice may serve as the pack document.
1.) In the delivery choose Goto Packaging or right mouse click to get to the Packages - Setup 封裝 - 設置 window
2.) Existing Packages: Enter the packages that you want to use for packing the items of the delivery.
•You can define Package Types in Administration Setup Inventory Package Types.
•Available Items: Lists items and quantities that you can pack into the packages.
3.) Select the items and enter the quantities that you want to assign to the package selected in the Existing Packages list above. Package Contents: Shows the content of the package that is selected in the Existing Packages list above.
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Describe the additional 附加的 documents and functions used in the sales process
Follow the changes in stock 跟隨庫存的變動during the sales process
Display and evaluate sales analyses
Model sales for one-time customers 一次性客戶
At the conclusion of this topic, you will be able to:
Additional Documents and Functionalities of Sales:Topic Objectives
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Document Generation Wizard
Deliveries to a customer
Summarized A/R Invoice
Invoices need to
be produced
•All deliveries can be placed into one invoice per customer. Once the Document Generation Wizard has run the process, it is irreversible. •Note that the wizard does not handle customers defined as multi-currency 多幣種
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Document Generation Wizard Steps
Document Generation Options
Select Customers
Messages and Alerts 提醒
Save and Execute Options
Summary Report 總結報告
Base Documents
Target Documents
ConsolidationOptions 合併選項
Step 1
Step 2
Step 3
Step 4
Step 5
Step 6
Step 7
Step 8(which base docs to be consolidated to target doc)
(e.g. response to missing data, deviation from credit line)
(summary of target docs per customer, error n warning messages)
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Sales to One-Time一次性 Customers (A/R Invoice + Payment) – (1)
Menu
Administration
Sales
Default Customer for A/R Invoice + Payment
C9999 One-Time Customer
Setup Financials G/L Account Determination
C9999
A00001A00001
Customer
Item No. Item Description
A00002A00002Twin SeaterTwin Seater
Three SeaterThree Seater
......
Michael KramerMichael Kramer
Main 9855Chicago TX 65095
Name
Ship To
Balance Due USD 1303.84AddAdd
A/R Invoice + Payment
Payment Means
Check
Bank Transfer
Credit Card
Cash
USD 1000.00USD 1000.00
USD 303.84USD 303.84
USD 1303.84Balance Due
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Sales to One-Time Customers (A/R Invoice + Payment) – (2)
One-time customer Prerequisites The customer pays the entire amount at once (for example, in a shop). The customer does not need documents such as an order or delivery
note document.
Settings in the System Maintain a representative master record for one-time customers in the
system Administration Setup Financials G/L Account Determination, choose the Sales tab page, then choose Default Customer for A/R Invoice + Payment
The system automatically calls up this customer when you enter the invoice. You cannot change the customer number in the document. You can, however, change the customer's name and address in the fields provided.
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Functions in Sales – A/R
XX
XXXX
XXXX
XXXX
X(X)
XXX
A/R InvoiceDelivery OrderQuotation
Serial Number andBatch Management 批次管理
Display Gross Profit 毛 (2) 利andLast Prices Report
Create DocumentDrafts
Create Activities
Link to Transaction 交易Journal 日誌
Do Credit Limit Check 信用額度檢查
(X)
1.)
2.)
3.)
4.)
5.)
6.)
(choose File Save as Draft)
(Goto New Activity or a right mouse click)
(a right mouse click)
2.) To display the gross profit in a document choose Goto Gross Profit or choose right mouse click.To display the Last Prices Report in a document put the cursor in the price field and choose Goto Last Prices or right mouse-click on the unit price field.
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Alternative Items替代產品 (1)
Sales- or Purchasing Document
A00012A00012
Item No. Description
……
Quantity
5050 01 01
WH
1.)
E4002E4002Vendor/Customer
Alternative Items
B04711B04711
Item No. Remarks
……
Match Factor
100,00 100,00
A00012A00012Item No.
F00771F00771 …… 80,00 80,00
B04711B04711
Item No. Available
25 25
A00012A00012Item No.
F00771F00771 144 144
Alternative Items – Selection Criteria
Match Factor
100,00 100,00
80,00 80,00
01 01 WH
2.)
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Alternative Items (2)
1.) Define alternative items by choosing Inventory Item Management Alternative Items.
Match Factor 類似數 : Higher value represents higher match. In our example, item A00012 has two alternative items – B04711 and
F00771. The matching factor defined for item B04711 is 100 and for item F00771 – 80. If there is no item A00012 in the warehouse, item B04711 can replace it because it has the highest matching factor.
Reverse Link 反向鏈接 : Create a reverse relationship between the alternative item and the original item. This means that both items are defined as alternative items for each other.
2.) To select alternative items while you create documents in sales or purchasing, choose:
Goto Alternative Item or Do a right mouse click in the item line.
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Item Availability Check產品存貨狀況檢查 in Sales Orders
Sales Order
A00001A00001
Item No. Description
……
Quantity
5050 01 01Document
Per Document WH
A1000A1000
Administration System Initialization Document Settings
Sales Order
Activate Automatic Availability Check
Document Settings
Item No.
Warehouse
Item Availability Check
0101
Quantity Ordered 50 Pair = 100 pieces50 Pair = 100 pieces
Quantity Available 28 pieces28 pieces
Select Action:
Continue
Change To Available Quantity
Display Quantities in Other Warehouses
Display Alternative Items
Delete Row
If Order Quantity
>Quantity Available
1.)
2.)
3.)If automatic availability check for sales orders is not activated, get to the Item Availability Check window by choosing Goto Item Availability Check or with a right mouse click in the item line.
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Returns
Order Delivery
Returns
Quotation
5050
Stock AccountCost Account
50
Cost Account
50
Sales Returns
General Ledger 總帳(Value)
Warehouse(Quantity)
•For legal reasons, you cannot change or delete deliveries and customer invoices that have already been entered in the system.
•Manage the inventory of the damaged goods separately from the undamaged goods, ----- define a special warehouse for the damaged goods and enter this warehouse in the return document
Sales returns account and the cost account are retrieved from the Sales Returns field and the Cost Account field on the Inventory tab of the item master record
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5050
Stock Acc.Cost Acc.
Credit Memo貸項憑單
Sales Order
General Ledger(Value)
Warehouse(Quantity)
DeliveryQuotation
A/R Credit Memo
A/R Invoice
SalesRevenuesCustomer
100100
100
Customer
100
Revenues Acc.
50
Cost Acc. Stock Acc.
50
•IF customer returns items that do not refer to a specific delivery, post this quantity directly to the warehouse without referencing a preceding document.
•A/R credit memo with reference to the returns delivery ensures that system credits the values to the customer
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A/R Reserve Invoice預留發票 (do not change the warehouse stock)
Order
Accounting(Value)
Quotation A/R ReserveInvoice
Warehouse(Quantity) 1.)
Delivery
2.) 3.)
The Available quantity is reduced by the sales order quantity
The Available quantity is reduced if you did not create a sales order beforehand
If with reference to the A/R reserve invoice. This reduces the In Stock quantity
A/R reserve invoices create value-based postings.
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Stock Changes庫存變化 in Sales
Quotation
Order + -Delivery for order - -Separate delivery (w/oreference to order) - -
A/R Invoice for delivery
Separate A/R Invoice (w/o reference to delivery) - -
Returns + +A/R Credit memo + +
Sal
es /
AR
Model Report: Inventory Status
In Stock - Committed + Ordered = AvailableTransaction
A/R Reserve Invoice for Order
Pick List
A/R Reserve Invoice (w/o reference to order)
Delivery for A/R Reserve Invoice
+ -
- -
Choose Inventory Inventory Reports Inventory Status
Available = In Stock” - “Committed” + “Ordered”
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Link Sales Order to Purchase Order (1)
Contents Accounting
Purchase Orders
Logistics
Sales Order
Add/UpdateAdd/Update
Purchase Order Confirmation
>>>>>>
>>>>
Item No.
A00001BP Code WH Qty Price
A00002
Item
A00001Card Code WH Qty Price
A00003S1000
S1011 01
01150
200
100 S1000 01 100299189
155
189A00003 150 299
Data from Sales Order
Data for Purchase Order
Move All Items
Move Only Selected Items
Move Only Selected Items
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Link Sales Order to Purchase Order (2)
Select the checkbox of the Purchase Orders field on the Logistics tap of the sales order to automatically create purchase orders for the items of the sales order
For purchase order that contains more than one warehouse, the system will prompt you to create child purchase orders.
SAP Business One creates separate child purchase orders for each warehouse.
Initial Setting: Administration -> System Initialization ->Document Settings , Per Document tab page. Choose Purchase Order and select Split PO.
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Drop Ship直接發運 (1)
Sales Order
A00001A00001
Item No. Description
……
Quantity
2020 0202
AddAdd
Menu
Setup
Batches
Inventory
Warehouses
Drop Ship
General0202WH
WH
Purchase Order Confirmation
A00001A00001 …… 2020
Administration
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Drop Ship (2)
In the drop ship process the stock does not arrive and exit from the company. The company serves only as an agent and receives a commission on the process.
Choose Administration Setup Inventory Warehouses. Select the checkbox of the field Drop Ship to define the warehouse as a drop ship warehouse.
When adding a sales order you can choose the drop ship warehouse in the item line.
After adding the sales order the Purchase Order Confirmation window will open only for the lines where the drop ship warehouse was chosen.
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Sales Analyses銷售分析 in SAP Business One
Examples
What are the sales figures 銷售額 per customer? Which customer is the most profitable 有利可圖的 ?
Which product is most successful? Which is the most profitable? How are the sales figures distributed among the quarters?
Which products does a certain customer prefer?
How successful is our sales staff? How well does a particular sales employee sell one item in comparison to another one? How are the sales figures per employee and item distributed over the entire year?
Customers Items Sales employees A combination of the above
Sales analyses provide information on sales according to the following criteria:
To quickly identify weak points in your sales and product portfolio
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Open Items List開放項目列表
Open Sales Quotations
Open Sales Orders
Open Deliveries
Open …
Open Items List:Sales - A/R Sales Reports Open Items List
SAP AG 2007
Model the basic sales process in the system
Use additional functionalities of sales
Use additional documents of sales
You are now able to:
Sales/AR: Unit Summary