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Contends 1. Creation of Inquiry

2. Creation of Quotation

3. Lost offer record maintenance

4. Creation of Sales Order – Trade Customer

5. Creation of Sales Order – Non-Trade Customer

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Business Process: Creation of Inquiry

Overview Trigger: A new Inquiry is created only when the authorized person at Depot receives an Inquiry from an existing or new Non Trade Customer. Business Process Description: This document describes the procedure required for creating an Inquiry What you should know

Inquiries shall only be created for Non Trade Customers Inquiries for supply of Material from Depot or Manufacturing Plant shall be created at the Depot

itself. Once the Customer finally agrees on a quoted Price and Conditions, only then the Sales Order shall be created. In case the Customer disagrees on certain issues and you need to revise your Quotation, then you will have to create a new Quotation with respect to the earlier Quotation. In case of supply of Material from Plant, the Depot, which has prepared the Inquiry and Quotation, passes on the relevant information to the plant and the Manufacturing Plant prepares the Sales Order on the System.

The Inquiry can be received from a Customer in a written form or on telephone or verbally in a meeting. It is the responsibility of the concerned person to extract and enter all details as required by our system

Sales promoter details shall be entered at inquiry level only. If the order is direct it shall be clearly mentioned at this level only since no change can be possible at a later date.

The Inquiry Number is an externally generated 10 digit number e.g. I145200003. The nomenclature is as follows: I is for Inquiry 1452 4-digit depot code

00002 Last 5 digits for the Inquiry Number in running serial specific to a depot

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Procedural Steps

Access transaction by: Via Menus Logistics → Sales/Distribution → Sales→Inquiry→Create

Via Transaction Code VA11

On screen “Create Inquiry: Initial Screen”, enter information in the fields as specified in the table below:

Field Name Description R/O/C User Action and Values Comments Inquiry Type Field that identifies the type of Inquiry R Enter “ZGIN” for Standard Inquiry for all

Grey Cement Customers ‘ZGIN’ for grey cement. ‘ZRIN’ for RMC.

Sales Organization

Represents the Zone to which the Customer operates

R Enter Sales Organization as “1040”

Distribution Channel

Means of getting a product to the customer

R Enter “10” for Depot Sale Enter “20” for Factory Sale

Division Represents the group of products being sold i.e. broadly Cement, RMC and Concrete

R Enter “10” for Grey Cement

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Sales Office Represents the Depot which is selling the Material to the Customer

O Enter the depot which is entering the Inquiry

Press enter for Next screen.

(Note: On above table, in column “R/O/C; R = Required, O = Optional, and C = Conditional)

Press Enter key to go to next screen. On screen “Create Inquiry for Grey Cem: Overview”, enter the information specified in the fields in the table below:

Field Name Description R/O/C User Action and Values Comments

Sold-to-Party Customer Code of Customer who is inquring for the material. R

Enter the Sold-to party’s Customer Code or use dropdown options and selection criteria to find the number.

Ship-to party Party who receives the material. O Do not enter if the consignee is the same as the sold-to party

PO Number Customer’s reference number. C Enter customer’s letter ref. Or tel. reference

PO Date Date of Customer’s letter/phone. C Enter date of customer reference

Req. Delivery Date

Date on which the Customer requires delivery R Enter the Requested Delivery Date. Usually defaults

to today’s date

Valid From Date from which the Inquiry is Valid O Enter the Validity Start date

Valid To Expiry Date for Inquiry O Enter the Last Date for Inquiry

Delivering Plant

Plant/Depot which will dispatch Material to the customer R Enter the Depot/Plant code from where the

Customer has requested delivery

Material Material Code of material requested by Customer C Enter the relevant Material Code

Order Quantity Quantity of material the Customer has Inquired for R Enter quantity that the Customer has inquired

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(Note: On above table, in column “R/O/C; R = Required, O = Optional, and C = Conditional) Perform the actions mentioned below in case applicable In case there is a Sales Promoter involved for the transaction then perform this action. On screen “Create Inquiry for Grey Cem Inquiry No: Header Data”, click on the “Purchase order data” Tab and enter the information specified in the fields in the table below:

Field Name Description R/O/C User Action and Values Comments

Purchase Order Type

In case a Sales Promoter is involved for the transaction, then go to Go To Header Purchase Order Data Purchase Order Type

R Enter “ZWTP”

(Note: On above table, in column “R/O/C; R = Required, O = Optional, and C = Conditional) Perform the actions mentioned below in case applicable In case there is a Sales Promoter or any other Partner Function involved for the transaction then perform this action. On screen “Create Inquiry for Grey Cem Inquiry No: Header Data”, click on the “Partners” Tab and enter the information specified in the fields in the table below:

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Field Name Description R/O/C User Action and Values Comments

Partner

In case there are any more Business Partner functions attached to the Transaction then select them on this screen

C Go To Header Partners Select the correct Partner Function and then Enter the Partner’s Code

(Note: On above table, in column “R/O/C; R = Required, O = Optional, and C = Conditional) Go back to main screen by pressing back button and press Ctrl S to save the Inquiry

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Inquiry No I145100002 saved and can be seen at the bottom of the New Inquiry screen with a green Indicator. Quotation can be created with reference to this Inquiry.

The transaction is complete.

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Business Process: Creation of Quotation Overview Trigger: An Inquiry is received from a Customer Business Process Description: This document describes the procedure required for creating the Quotation for a Customer. What you should know

Quotation shall only be created for Non Trade Customers Quotation shall only be created with reference to an Inquiry Quotation for supply of Material from Depot or Manufacturing Plant shall be created at the Depot

itself. Once the Customer finally agrees on a quoted Price and Conditions, only then the Sales Order shall be created. In case the Customer disagrees on certain issues and you need to revise your Quotation, then you will have to create a new Quotation with respect to the earlier Quotation. In case of supply of Material from Plant, the Depot which has prepared the Inquiry and Quotation, passes on the relevant information to the plant and the Manufacturing Plant prepares the Sales Order on the System.

In case a new price for the same Inquiry has to be given then a quotation can be made with reference to a Quotation

The Sales Promoter cannot be changed at Quotation from the one mentioned in the Inquiry Schedule lines represent the delivery schedules requested by the Customer and same can be

entered in the Quotation. It will be copied to Sales Order. Please do not forget to mention any Business Partner Functions e.g. Transporter in the appropriate

screen The Quotation Number is an externally generated 10 digit number e.g. Q145200003.

The nomenclature is as follows: Q is for Quotation 1453 4-digit depot code

00004 Last 5 digits for the Quotation Number in running serial specific to a depot

Procedural Steps

Access transaction by: Via Menus Logistics → Sales/Distribution → Sales→Quotation→Create

Via Transaction Code VA21

In the following example that has been illustrated, please note that we are creating a Quotation for Non Trade Customer.

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On screen “Create Quotation: Initial Screen”, enter information in the fields as specified in the table below:

Field Name Description R/O/C User Action and Values Comments Quotation Type

Field that identifies the type of Quotation

R Enter “ZGQT” for Standard Quotation

Sales Organization

Represents the Zone to which the Customer operates

R Enter Sales Organization “1040”

Distribution Channel

Means of getting a product to the customer

R Enter “10” for Depot Sale Enter “20” for Factory Sale

Division Represents the group of products being sold i.e. broadly Cement, RMC and Concrete

R Enter “10” for Grey Cement

Sales Office Represents the Depot which is selling the Material to the Customer

O Enter the depot which is entering the Quotation

Press enter for Next screen.

(Note: On above table, in column “R/O/C; R = Required, O = Optional, and C = Conditional)

Once you have filled in the relevant information in the fields, you will have to create the Quotation with reference to the Inquiry. For doing that the process is explained below

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The following screen shows how to create Quotation with reference to Inquiry:

After navigating through the mentioned Menu Path, you reach the following screen.

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On screen “Create Quotation: Initial Screen”, enter information in the fields as specified in the table below:

Enter the Inquiry Number here. Please note that in case you are creating the Quotation immediately after Inquiry, the system picks up the Inquiry Number by default, otherwise you have to find the Inquiry number through match codes i.e. selection options Press Copy Button to go to next screen.

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On screen “Create Quot for Grey Cem: Overview”, enter information in the fields as specified in the table below :

Please note that the some fields have been copied from the Inquiry with whose reference we created the Quotation. You need to fill in the following as required for each transaction.

Field Name Description R/O/C User Action and Values Comments Delivering Plant

The Manufacturing Plant/Depot which shall be supplying the Material

R

Enter the delivering plant Code at Item level only incase you have not decided in Inquiry before. Pl note that before creating the Inquiry it will be definitely known that whether a Manufacturing Plant is supplying Material or a Depot is doing that. The only thing to be entered in the above case is which Manufacturing Plant we have created the Quotation for Division 20

Payment Terms

Payment terms for the sale transactions

R Enter the relevant payment terms only incase you have not mentioned in the Inquiry before. It can be selected thru dropdown list and search criteria.

In case you happen to change the payment terms during the data entry always press new pricing button to ensure that the price is calculated properly

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Incoterms On what terms material will be Supplied

R Enter the relevant Incoterms only incase you have not mentioned in the Inquiry before It can be Ex-Depot/Ex-Factory/ FOR options can be selected thru drop down list.

Note: In case you have changed the default Delivering Plant, then you need to change the shipping point also at the item level. The menu path to do is:

Access transaction by: Via Menus Goto → Item → Shipping

Change the Shipping point as per the new delivering plant. In case at this point the Customer who had earlier his own transporter to pick up the material now wants Grasim to arrange the transporter, then you need to change the Shipping Condition. Observe the screen for the navigation path:

After going through this navigation path you will come to the following screen.

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On screen “Create Quot for Grey Cem Q145100004: Header Data”, enter information in the fields as specified in the table below:

You can change the Shipping Condition from the earlier “03” (Customer paid Freight) to “01” (Freight paid by Grasim) here

Press back button to go back to Overview screen. You will now have to introduce the new partner i.e. Transporter in the partner function screen as seen in Inquiry. The steps are explained as follows.

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Enter partner functions Go To→Header→Partners and select the transporter agent as shown in the screen below for calculation of secondary freight:

We come across cases where the customer requests delivery at a location different from his

location. In such cases, you have to change the “Ship-to Party” by entering the new ship-to party code in the Ship-to Party field.

If the Ship-to code is same but only address needs a change, then double click on the ship-to party code and you will reach a screen (as shown above) wherein you can enter the complete address of the place where the delivery is required.

Press back button to go back to Overview screen.

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You will have to enter the Tax Classification under which the Customer shall transact this particular time. For that you need to mention the Alternative Tax Classification Type. This is especially relevant when the Customer seeks certain concession on the Sales Tax amount and submits relevant forms for that, you will have to change the Tax Classification of the Customer. On screen “Create Quot for Grey Cem Q145100004: Overview”, observe the navigation path.

Please note that the Alt Tax Classification Type is to be mentioned at Inquiry level in case it is known. We have dealt with it in this Chapter just for explanation purpose. After going through the navigation you will arrive at the following screen On screen “Create Quot for Grey Cem Q145100004: Header Data”, enter information in the fields as specified in the table below:

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We have changed the Alt Tax Classific to “4” (Karnataka State Semi Govt.) from “1” (LST General) which means that the System will now calculate the new Price after taking the new Tax into consideration.

Press back button to go back to Overview screen. In case you need to go in changing any field that will lead to change in Price calculation then you need to go to Pricing screen and press New Pricing Button. Observe the following on the screen:

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Select the material for which you have changed parameters like Payment Terms or Incoterms. Click here to select Item Click on “Item Conditions” Icon to go to next screen. On screen “Create Quot for Grey Cem Q145100004: Item Data” observe the following:

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Please note that on this screen and in this particular field, you need to enter the Price that you are offering to the Customer. The Price determination has to be entered in strict accordance with the Authority Guidelines. You may enter the new price here (ZNTP) and after entering the price, press enter key. In case you want to change the Price, delete the price entered or do new pricing. Click “Update” button and then select “Carryout new pricing” to enable the system to calculate the new price and accommodate the changes that have been made in case you have changes parameters that have an effect on how the System calculates the Price. Examples of these parameters are Incoterms, Alt Tax Classification Type. These have been mentioned in earlier points On the same screen “Create Quot for Grey Cem Q145100004: Item Data” observe the following. The screen gives you an indicative NCR:

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Please note that we have scrolled down the same screen. You can clearly see the NCR calculations.

Press back button to go back to Overview screen.

On screen “Create Quot for Grey Cem Q145100004: Overview”, follow the given Menu Path to check for any data that has not been entered in the Quotation and is prerequisite for the Quotation to be saved.

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After following the given menu path you will receive a message below the screen mentioning which data needs to be entered or mentioning that the Quotation is complete. Please enter the data as required by the System.

On screen “Create Quot for Grey Cem Q145100004: Incompletion Log”, complete the data required by the System so that the Quotation can be saved.

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Select the field by clicking here After selecting the field Press “Compete data” key. This will take you to the relevant screen where you can enter the data. Alternatively you can select all fields and go on entering data one screen after another.

After filling in all the data, press Ctrl S or Save Button to save the Quotation. On screen “Create Quot for Grey Cem: Overview”, observe that the Quotation you created has been saved.

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Please note the system message mentioning that the Quotation has been saved. The transaction is now complete.

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Business Process: Creation of Sales Order for a Trade Customer Overview Trigger: The authorized person at Depot gets a Purchase Order from the Trade Customer. Business Process Description: This document describes the procedure required for creating the Sales Order for a Trade Customer. What you should know:

Sales Orders for supply of Material from Depot or Factory will be created at Depot.

The Sales Order No is a 10 digit number e.g. S145200003. The nomenclature is as follows: S is for Quotation 1454 4-digit depot code

00003 Last 5 digits for the Sales Order Number in running serial specific to a Depot

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Procedural Steps

Access transaction by: Via Menus Logistics → Sales and Distribution → Sales → Order → Create Via Transaction Code VA01

On screen “Create Sales Order: Initial Screen”, enter information in the fields as specified in the table below:

Field

name Description R/O/C User Action and Values Comments

Order Type Field that identifies the type of sales order

R Enter “ZGOR” for Depot Sale OR Enter “ZGO2” for Factory Sale.

Sales Organization

Independent unit that is responsible for sales processing of a product or product line

R Enter Sales Organization “1040”.

Distribution Means of getting a product to the R Enter “10” for Depot Sale.

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Channel customer OR Enter “20” for Factory Sale.

Division Group of products or services R Enter Division “10” Sales Office Physical location responsible for sales

certain products or services within a given geographical area

R Enter the depot code of the depot

Sales Group Group of sales people that are responsible for a special area of processing of a group of products or services within a specific sales office.

O Not required to be filled

Press ENTER key Alternately, click on the green check mark icon

(Note: On above table, in column “R/O/C; R = Required, O = Optional, and C = Conditional) On screen “Create Order: Initial Screen”, follow the given menu path to create Sales Order with respect to Quotation: Access transaction by: Via Menus Sales Document → Create with reference Enter the Quotation number and click on “Copy” button to pick up the respective details from quotation automatically. Else, the system automatically brings up the following screen:

Field Name Description R/O/C User Action and Values Comments

Sold-to-Party Customer who is ordering the goods R Enter the Sold-to party’s customer number or use matchcodes to find the number.

Ship-to party Consignee code O Do not enter if the consignee is the same as the ship-to party. If the Ship-to party is different from the Sold-to party, then enter the ship-to party code.

P.O. No. Customer’s Purchase Order O

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Number Req. Deliv. Date

Date customer requires delivery R Enter the Requested Delivery Date. Usually defaults to today’s date

Delivering plant

Plant (depot) which is the dispatch theGoods to the customer

R Enter the depot code from which dispatch is to be done

Incoterms Commercial conditions of sale R EXD – Ex depot sale; EXR – Ex railhead; FRD – FOR depot

Order Quantity

Amount of material the customer is ordering

R Enter quantity being ordered.

Press ENTER key Alternatively, click ongreen check mark

Press Goto Header Billing After you follow the given Menu Path you come the following screen.

Field Name Description R/O/C User Action and Values Comments Alt. Tax classification

Tax type for the sales order O Enter the relevant tax classification from the drop down e.g. 1 – LST General etc

Normally, for all trade customers, it will be “1” (LST-General)

Press the ‘Partners’ Tab.

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On the screen “Create Std Order Grey Depot: Header Data”, Partners Tab enter the information specified in the fields in the table below

Field Name Description R/O/C User Action and Values Comments Partner function

Partner function for partner O Make a new entry ‘Transporter’

Partner Number

Select the transporter from the drop down vendors list

O Use matchcodes for city, search term or transporter name

Partner Number

Ship-to party address to be entered if the address is different from the Sol-to party

O Double click on the “Ship-to party code” and this takes you to a blank screen. There enter the full delivery address and press back button.

This is required only if the delivery address is different from the Sold-to party address.

Go back to the main screen

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On the screen “Create Std Order Grey Depot: Overview”, enter the information specified in the fields in the table below

Field Name Description R/O/C User Action and Values Comments Material Code for the material to be supplied R Select from the drop down according to the

delivering plant

Quantity Quantity of goods ordered by the customer

R Enter the quantity in Metric tons

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If there are multiple schedule lines, double click on the material, and you will get the screen as shown below:

Press the schedule lines tab. On the screen “Create Std Order Grey Depot: Item Data”, enter the information specified in the fields in the table below

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By default the entire order qty will be due for the delivery date given in the overview screen. You can however give staggered delivery schedule for the order quantity.

Field Name Description R/O/C User Action and Values Comments Delivery date Date on which the schedule line is

due for dlivery O Enter the date

Order quantity The quantity due for that date O Enter the quantity

In this screen press Conditions tab.

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On the screen “Create Std Order Grey Depot: Item Data”, check the contents of pricing and check the NCR by scrolling down:

Press Green arrow to go back to overview screen.

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On the “Create Std Order Grey: Overview” screen, press the ‘floppy’ icon for saving the document

“Save” icon

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Check the number of the saved document on the screen that comes next.

Saved sales order number The transaction is complete.

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Business Process: Creation of Sales Order with reference to a Quotation (Non-Trade customer) Overview Trigger: The authorized person at Depot/Plant gets a Purchase Order from the Customer with reference to a Quotation. This scenario applies for all Non Trade Orders. The authorized person at Depot gets a Purchase Order from the Customer without reference to a Quotation. This scenario applies for all Trade Orders. Business Process Description: This document describes the procedure required for creating the Sales Order for a Customer. What you should know:

Sales Orders for supply of Material from Depot will be created at Depot and Sales Orders for supply of Material from Manufacturing Plants shall be created at Manufacturing Plants.

Inquiries and Quotations for supply of Material from Depot or Manufacturing Plant shall be created at the Depot itself. Once the Customer finally agrees on a quoted Price and Conditions, only then the Sales Order shall be created. In case the Customer disagrees on certain issues and you need to revise your Quotation, then you will have to create a new Quotation with respect to the earlier Quotation. In case of supply of Material from Plant, the Depot, which has prepared the Inquiry and Quotation, passes on the relevant information to the plant and the Manufacturing Plant prepares the Sales Order on the System.

In case the Sales Order is generated from the Factory, then the System generates the Sales Order No.

In case the Sales Order is generated from the Depot, then you need to follow these guidelines. The Sales Order No (Depot Sales) shall be 10 digit number e.g. S145200003. The nomenclature is as follows: S is for Sales Order 1455 4-digit depot code

00003 Last 5 digits for the Sales Order Number in running serial specific to a Depot

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Procedural Steps

Access transaction by: Via Menus Logistics → Sales/Distribution → Sales → Order → Create Via Transaction Code VA01

In the following example that has been illustrated, please note that we are creating a Sales Order for Non Trade Customer and the Sales Order is being created with respect to a Quotation.

On screen “Create Sales Order: Initial Screen”, enter information in the fields as specified in the table below:

Field Name Description R/O/C User Action and Values Comments Order Type Field that identifies the type of sales order R Enter “ZGOR” for Depot Order

Enter “ZGO2” for Factory Order.

Sales Independent unit that is responsible for sales R Enter Sales Organization “1040”.

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Organization processing of a product or product line Distribution Channel

Means of getting a product to the customer R Enter “10” for Depot Sale. OR Enter “20” for Factory Sale.

Division Group of products or services R Enter Division “10” Sales Office Physical location responsible for sales certain prod

services within a given geographical area R Enter the depot code of the depot

Sales Group Group of sales people that are responsible for a sparea of processing of a group of products or services within a specific sales office.

O Not required to be filled

(Note: On above table, in column “R/O/C; R = Required, O = Optional, and C = Conditional)

Press Enter key or Button to go to next screen. On the screen “Create Order: Initial Screen”, follow the given menu path to create Sales Order with respect to Quotation:

After you follow the given Menu Path you come the following screen.

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On screen “Create Sales Order: Initial Screen”, enter the Quotation No with reference to which you are creating the Sales Order:

Please enter the Quotation Number with respect to which we are creating the Sales Order. Press Copy Button to go to next screen.

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On screen “Create Std Order Grey Depot S145109649: Overview”, enter the information in the fields shown below:

Also please note that all fields have been copied from the Quotation.

Field Name Description R/O/C User Action and Values Comments

As you can see on the screen itself that the Sold-to-Party, Ship-to-Party, PO Number & Date, Material, Quantity, Supplying Plant, Requested Delivery Date, Payment Terms and Incoterms have been copied from the Quotation. Please check for the following on the other screens.

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On screen “Create Std Order Grey Depot S145109649: Overview”, follow the Menu Path as given to go to Header Shipping screen:

After following the given Menu path you reach the following screen.

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On screen “Create Std Order Grey Depot S145109649: Header Data”, observe that the Shipping Condition has been copied from the Master Data and not from the Quotation:

In case there is difference in the Shipping Condition mentioned in the Customer Master and the Quotation, change the Shipping Condition to what has been mentioned in the Quotation. Press on the Billing tab to go to Billing screen.

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On screen “Create Std Order Grey Depot S145109649: Header Data”, observe the following as displayed below:

Please note that the Alt tax Classification has been correctly copied from the Quotation.

Press on Partners tab to go to next screen.

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On screen “Create Std Order Grey Depot S145109649: Overview”, observe the following information as displayed below:

Please note that the Partners have been copied from the Quotation.

Please press Purchase Order Data tab to go to next screen.

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On screen “Create Std Order Grey Depot S145100053: Header Data”, observe the following information as displayed on the screen below:

Please note that the Purchase Order Type “ZWTP” has been copied from the Quotation.

Press back button to go back to Overview screen.

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On screen “Create Std order Grey Depot S145109649: Overview” take the following menu path to get the Pricing screen:

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On the screen “Create Std order Grey Depot S145109649: Item Data” observe the following information displayed below:

Please note that the Price “ZNTP” has been copied from the Quotation. You are not supposed to change the price on this screen. In case the price needs to be revised, you need to create another Quotation and then a Sales Order with respect to that Quotation. Please scroll down the screen to observe the NCR calculation.

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On screen “Create Std order Grey Depot : Item Data” observe the following information displayed:

Please note that the NCRs have been calculated. Also note that the NCR calculation has been copied from the Quotation.

Press back button to go back to Overview screen.

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On screen “Create Std order Grey Depot : S145109649” observe the information displayed below:

Please note that this message has come after checking the Incompletion log. The Menu path for that is Edit Incompletion Log Once you have ensured that the Sales Order is complete in all respects, press Ctrl S

or press Save Button to save the Sales Order.

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On screen “Create Std order Grey Depot: Overview” observe the information displayed below:

Please note that the Sales Order has been saved and the System has given a message to that effect. The transaction is now complete.

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Business Process: Creation of Sales Order for delivery of material from another depot

Overview

Trigger: A delivery from another Depot directly to Customer shall be created on the Decision of the Depot Incharge. Business Process Description: This document describes the outline of the procedure required for performing this Business Process. What you should know:

This document just contains the Procedure Map explaining the Process. Procedural Steps In the following example illustrated below, we are taking an example where Depot 1451 wants material to be supplied from Depot 1452.

Documents Document No Created by Inquiry (for Non Trade only) I145100006 1451 Quotation (for Non Trade only) Q145101168 1451 Sales Order S145109650 1451 Delivery 8452000710 1452 Invoice 9452200218 1452

o Depot 1451 shall have to mention the supplying plant as 1452 at the

Inquiry/Quotation/Sales Order stage. An example of Sales Order is displayed below.

o Please note that the Outstanding will reflect in Depot 1451 only.

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On screen “Create Sales Order: Initial Screen”, observe the information displayed on the screen:

Please note that we are creating Sales Order for Bangalore Depot as indicated in the Sales Office field.

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On screen “Create Std Order Grey Cement: Overview”, observe the information displayed on the screen:

Please note that we have entered in the Delivering Plant field 1452 as supplying Plant instead of 1451 in normal depot dispatches. All other procedures for creation of sales order will be the same as mentioned under creation of sales order. The transaction is now complete.