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Order to Cash (O2C) - TRF Limitedintranet.trf.co.in/pdf/sales/Annual Rate Contract.pdf · Order to...

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S AP Upgrade, Rejuvenation & Expansion Order to Cash (O2C) O2C1.1 ! "# End User Training Manual for SAP SD – Sales and Distribution Process Name: Annual Rate Contract Process No: TRF/O2C/1.1 Control Copy No: TRF/O2C/1.1/ $%& $ Doc Version Description Prepared by Date Reviewed by Approved by 00 Original Srinivas T &Srinivas S 24.12.2009 Rajiv K Shukla & Gautam Kumar
Transcript

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Order to Cash (O2C)���

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End User Training Manual

for

SAP SD – Sales and Distribution

Process Name: Annual Rate Contract

Process No: TRF/O2C/1.1

Control Copy No: TRF/O2C/1.1/

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Doc Version Description Prepared by Date Reviewed by Approved by 00 Original Srinivas T

&Srinivas S 24.12.2009 Rajiv K Shukla &

Gautam Kumar

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Page 2 of 26

Introduction

Enterprise Order to Cash process in TRF has the following business processes.

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For each of the above processes, a separate End User Training Manuals is available This document covers sl. No. 6 of the above list, that is Annual Rate Contract process..

This End User Training manual on Annual Rate Contract Process consists of the

following sequence of sub-processes as listed under the contents heading (next page)

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���������CONTRACT (ARC) PROCESS ............................................................................................. 4�

Explanation of Quantity contract ........................................................................................ 4�TRF SALES ORDER PROCESS FOR ANNUAL CONTRACT RATE: ................................... 5�Creation of Quantity Contract in SAP.VA41 .......................................................................... 6�Changing the contract VA42 ............................................................................................... 16�Displaying the contract VA43 .............................................................................................. 19�List of seeing all the contracts VA45 ................................................................................... 21�TRF- SPARES SALES ORDER PROCESS ........................................................................ 23�Creation of Spares Sales Order .......................................................................................... 24�

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Numerous business relationships relate to contracts or agreements with customers

And the represented business, based upon material, price, and quantity over a fixed period

of time. Contracts facilitate planning on behalf of the business and guarantee a fixed price

Agreement with the customer .In SAP the term “contracts” is represented as quantity

contracts, value contracts, service contracts.

Let’s discuss about, what is Quantity Contract.

Quantity Contract: The quantity contract is a contract that happens after the quotation but

before an order.

Quantity contracts are used mainly to limit the quantity the customer can buy and to offer

special pricing. Generally, quantity contracts are used when the demand for a material is

greater than the available supply, and the business has to implement measures to limit the

supplied quantity evenly between its customer base.

The SAP standard sales document type for quantity contracts is KM or CQ -Tcode-VOV8.

Note: The quantity contract does not transfer requirements. This means that:

• It does not create a requirement for stock within the plant and subsequently there is no

confirmation of stock within the plant for the contract.

• It does not require production to make the stock to satisfy the contract.

• It does not require material management to purchase the stock to satisfy the contract (If it

is a trading good).

The requirement is placed on the plant when the release order is created with reference to

the quantity contract. The contract itself has no schedule lines. It does have a validity date.

The contract allows the customer to have a special price per material for a limited quantity.

This quantity decreases each time an order is made by the stock ordered.

Once the contract validity date expires or the customer has purchased the full quota of stock,

the contract expires, and a new one must be created.

Quantity contracts have no schedule lines or specific delivery dates, as they are not

delivered. An order from a contract is called a release order; the delivery is done from the

For example, a contract is made with a quantity of 1,000 items. Then each order the

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Customer places with reference to this contract will decrease the available quantity of this

Contract. So if the customer places an order for 100 units, the open contract quantity

becomes 900 units.

Note that this only applies if you have set the Update Document Flow checkbox as enabled

on the item category in the copy control rules. If this is not set, the customer can

Order as much as he would like, without regard to the contract quantity being updated.

Quantity contracts can be used to limit the customer’s purchasing; you can block the

standard order type for a customer and so force him to use an order type that must be

created with reference to a quantity contract. Thus, this customer is limited to only ordering

1,000 items.

A quantity contract has validity periods and can have cancellation rules.

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Sales order will be created with reference to quotation or inquiry.

Prerequisite

Master data should exist before creation of sales order for project. Customer master data

For required sales area & company code, customer excise details. Material master data.

Customer Purchase order number, letter of intent, Go ahead letter as per the customer

detailed requirement/delivered quantity basis sales order will be released and processed for

manufacturing.

Transaction Code-VA41

Users create Annual Rate Contract.

This order will be created W.R.T Quotation.

As per the customer detailed requirement /delivered quantity basis sales order will be

released and processed.

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Following data will be copied from quotation while creating scheduling agreement

Customer Number, Material Number, quantity, Commercial value against each material

number

Users will enter respective delivery dates and quantities for the contract upon saving system

will issue internal number by successful checking of incompletion log.

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Enter the tcode-VA41 in command tool bar

Next press enter

Command tool bar

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Screen appears as

Enter Contract type-EA01-Annual.Contr.Inc. (E)(TRF-SBU) and requires Sales Area Data.

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After entering above details press enter, screen appears as below,

Input values for sold to party, PO number, and Material Number

Next press save

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Screen displays showing all the incomplete logs.

Note: To save the document enter all the incomplete things, by highlighting missing data and

click complete data. It will take you to the respective field.

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After entering the entire missing data click save screen appears as Annual contract inc

(E) 1220000004 has been saved.

Select Missing Data One by one

After selecting missing data click on complete data

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This completes creation of contract.

Contract number 1220000004

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Note: Creation of sales order w.r.t to contract

Use the Tcode-VA01 in the command tool bar

Next screen appears as

Click on create with reference

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Next screen appears as

Enter contract number created 1220000004 and click copy button at bottom of the screen

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Screen appears with incomplete logs, enter all the missing data and save the document

After showing status as, document is complete press save

Save

Message showing document complete after entering all the incomplete data.

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Next delivery and billing should be processed with reference to this sales order number.

Delivery process and Billing will be discussed below.

Order number 1210000067 created with reference to contract

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�#��$��$��#����������� �!%�We will see how to change the Contract if any changes required

Use the tcode-VA42 in the command tool bar, press enter

Next screen appears as

Enter the contract number to Be changed, next press

enter screen appears

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Now do the changes, based on your requirement and click save.

Next screen displays with the same document number 1220000004.

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Use the tcode-VA43 in the command tool bar and press enter, screen displays as below

Enter the contract number to be displayed

and click enter next screen displays as

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How to see, list of contracts with respect to Sold-to party, material,

Note: Open contracts, all contracts, my contracts (These are the selection criteria’s)

Next screen appears as

List of all Contracts with respect to Material, and selection criteria as Open Contracts

Enter material number which you want to see and press enter

Enter material number

Selection criteria as Open Contracts

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Screen appears as

Like the above procedure we can view for sold-to party also.

Or we can also view exclusive of Sold-to party and Material. By only selecting open

Contracts, or All Contracts, or My Contracts

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This process describes how we handle the Spares Sales to our customers.

Spares sales will be identified with different sales order document type, by these changes

following things are going to happen, they are separate identification & number range given

to track spares sales documents.

Spares revenue will hit to different revenues accounts.

Reporting will be available through different sales areas.

Prerequisite

Customer and Materials has to be extended to spare sales area.

Document flow

Sales Order �Delivery � Billing (commercial Invoice, Excise Invoice) �A/R.

Sales Order Process: Sales Document Type is (EP01Spares Inc. (E)).T CODE- VA01.

Delivery process- T Code- VL01N

Picking & PGI Process: maintain the picking quantity and press the Enter.

Select the PGI tab in menu bar, press the enter for create outbound delivery.

Invoice Process: T Code – VF01.maintain the Billing Type & Date enter and save .

The Invoice Document.Billing Type- (Spares Invoice -E)/ F2. Go to change mode select the

flag button for release to accounting.

Excise Invoice process (excise invoice (E)): T code- J1IIN.

Here, maintain the from billing Tab and enter required fields and press enter and save.

Note: Material type for Spare sales in TRF is Spare Parts

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Enter the Tcode-Va01 in command tool bar, Next screen appears as

Enter Sale organization, Distribution Channel, Division

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In Sales order, we have to maintain required fields, such as Sold to Party, PO number,

Material, Quantity and enter all incomplete missing as explained above for scrap sales. Next

screen appears as

After document status shows complete click

save

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Next screen appears as

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Sales order for spares process created with number 1009


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