sap ag 2007 basic sales process additional 附加的 documents and functionalities of sales...

SAP AG 2007

Basic Sales Process

Additional 附加的 Documents and Functionalities of Sales

Contents:

Sales - A/R

SAP AG 2007

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

SAP AG 2007

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


……

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


……

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