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ASAP Implementation Methodology

BUSINESS PROCESS DESIGN


SALES PROCESS INDIA

PROJECT IDENTIFICATION
Project Name

CPI Project Number

SAP ERP & CRM Implementation Project

XXXXXXXXXXXXX

Customer Name

Customer Number

XXXXXXXXXX

NNNNNNNNN

SAP Project Manager

Customer Project Manager

Mr. Aditya Pandey

XXXX

DOCUMENT IDENTIFICATION
Author

Document Location (repository/path/name)

XXXXX

Solution Manager

Version

Status

Date (DD-MMM-YYYY)

Document Classification

0.1

Final

27-03-2014

Confidential

REVISION HISTORY
Version

Date

Description

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ASAP Implementation Methodology

REVIEW AND APPROVAL

XXXX
India Project Manager

Date (YYYY-MM-DD)

Mr.YYYYYY
SAP Project Manager

Date (YYYY-MM-DD)

Mr.ZZZZZZZZZZZZ
India Business Process Owner

Date (YYYY-MM-DD)

Mr. SSSSSSSS
India Business Process Owner

Copyright 2011 SAP AG. All rights reserved

Date (YYYY-MM-DD)

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ASAP Implementation Methodology


TABLE OF CONTENT
1.

PROCESS DESCRIPTION................................................................................................................... 5
1.1

Business Process Requirements...................................................................................................5

Sales Processing: Drop Shipment Process..............................................................................................6


Master Data Requirements:..................................................................................................................... 6
Document Type and Number range.........................................................................................................7
Sale order Type........................................................................................................................................ 7
Delivery type............................................................................................................................................ 7
Billing Type.............................................................................................................................................. 7
The following figure shows the delivery document types created from the sales document types and the
billing document types created from the delivery document types...........................................................7
Sales, Delivery & Billing type................................................................................................................... 7

2.

1.2

Business Process Diagrams........................................................................................................10

1.3

Process Step Detailed Requirements & Solution.........................................................................12

1.4

Locations Where this Business Process is Performed.................................................................13

1.5

Operational Decisions or Logic within the Process......................................................................13

1.6

SOX & Legal Considerations and Company-Specific Policies.....................................................13

1.7

Reference to Key Process Changes and Process KPIs..............................................................13

1.8

Integration Points......................................................................................................................... 13

1.9

Potential Future Process Improvements......................................................................................14

FUNCTIONAL SOLUTION DESIGN..................................................................................................14

SCENARIO-1 ALLOCATE FINISHED GOODS AVAILABLE FROM FINISHED GOODS STOCK............14

3.

2.1

Organization Structure Considerations........................................................................................15

2.2

Master Data Considerations (including all relevant data relationships)........................................16

2.3

System Configuration Considerations..........................................................................................16

TECHNICAL/DEVELOPMENT RELATED ITEMS..............................................................................18


3.1

Workflow...................................................................................................................................... 18

3.2

Reporting (operational and analytical).........................................................................................19

3.3

Interfaces..................................................................................................................................... 19

3.4

Data Conversion / Historical Data................................................................................................19

3.5

Enhancements............................................................................................................................. 20

3.6

Output (e.g. Forms)..................................................................................................................... 20


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ASAP Implementation Methodology


3.7

Modifications................................................................................................................................ 21

3.8

SOA/Composition........................................................................................................................ 21

3.9

Third Party Solution..................................................................................................................... 21

4.

AUTHORIZATION.............................................................................................................................. 21

5.

ORGANIZATIONAL CHANGE RELATED ITEMS..............................................................................23

6.

7.

5.1

Change Impact Summary............................................................................................................ 23

5.2

Training Requirements................................................................................................................. 23

SELF-SERVICES............................................................................................................................... 23
6.1

Employee Self-Services (ESS)....................................................................................................23

6.2

Manager Self-Services (MSS).....................................................................................................23

QUESTIONNAIRE.............................................................................................................................. 23

APPENDIX................................................................................................................................................ 24
Reversal of Process Steps..................................................................................................................... 24

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ASAP Implementation Methodology

1. Process Description
1.1 Business Process Requirements
The ABCD vendor Sales process is required in the system by business, the ABCD production is entered
manually in the ABCD location (The ABCD stocks treated as Non-Valuated stocks). The ABCD sales are
treated as in transit sales process which happens against the E1 form. The PO is raised from the
Samarlakota plant in between they receive the order from the customer the vendor move the goods to the
customer location with E1 form. The customer is invoiced with C form 0 taxes. This process is used to avoid
the double taxation.
In the current system the stocks are taken into the Samarlakota plant and sending the goods to the
customer. The current requierement is the goods should not come to the plant in the system. Goods are
removed to the customer from the vendor place.
Reporting requirements, profitability analysis of the ABCD Materials and E1 assessment reports from the
system.
The excise duties are not involved in this process the taxes are exempted under the C form issuance with
tax rate 0.
The material liability lies with vendor the material ownership transferred to the Ship to once the goods moved
from the vendor location to customer.
.
Benefits :
Tracking of the entire cycle from the sales order to vendor payment , PO item prices are loaded to the Materials .
Easy to anlasis the profitability of the ABCD E1 sales materials and E1 assesment report can be generated from the
system.

Key Process Steps :


Create sales order
Automatic Purchase requistion
Generate the Purchase order
Logical GRN
Post Vendor Invoice
Post the customer Invoice with refference to sales order

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ASAP Implementation Methodology


Required SAP Applications: Enhancement package 5 for SAP ERP 6.0

Enterprise Roles involved in process flows :


Sales Administrator
Warehouse Clerk
Billing Administrator

Sales Processing: Drop Shipment Process


This scenario describes the entire process sequence for a standard sales process (Drop Shipment) with a customer.
The business process encompasses all steps from creating an order to the clearing of a customer account and vendor
account.
The process starts with the creation of a customer's sales order. Depending on the customer and the material, various
special events take place during the order entry, such as customer/material pricing, insertion of applicable discounts
and checking the customers credit history and generating the automatic purchase requisition to create the Purchase
orders on ABCD vendors.
Once the Purchase order is created the Turnover discount is added in the purchase order to hide material price to the
customer when steeling the vendor after the discount value is settled to the vendor the actual cost is loaded to the
materials.
This scenario consists of the following steps:
A sales order is entered with Tax category C form with 0 Taxes
A automatic Purchase requisition is created in the system
The Purchase requisition is copied to the Purchased order and Purchase order is created
The Vendor Invoice is posted in the system
The Customer invoice is created in the system.
In this scenario there is no taxes are charged to the customers.

Master Data Requirements:

All the ABCD materials are maintained as Third party items the separate material codes are maintained based on
vendor specifications the source list is checked in the material master and the source list is maintained.
The Item category BANS -Third-party item is maintained in the Materials the pricing procedure ZIN001 is used to
calculate the Prices in the ABCD sales documents. The Materials are treated as Third party materials .

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ASAP Implementation Methodology

Document Type and Number range


In SAP R/3, each process is described by using different document types. Each document generated will
have specific number assigned to it. The following are the sales order; outbound delivery and billing document
types defined in SAP for ABCD and the SAP system number ranges assigned. All document numbers are
internally assigned by the system.

Sale order Type


Sales Order Type
ZOR
ZSW
ZEX

Description
Retailer -Tiles
Sanitary ware
Export Orders

Number Range
1000000001
1999999999
1000000001
1999999999
3000000001
3999999999

Delivery type
Delivery Type
Desc
OB Delivery

SAP Doc type

Number range

From

To

ZLFA

8000000000

9999999999

SAP Doc type


ZMRB

Number range
3

From
ABCD Specific
Numbers

To

Billing Type
Billing Type Desc
Invoice

The following figure shows the delivery document types created from the sales document types and the billing
document types created from the delivery document types

Sales, Delivery & Billing type


Sale Doc type
Delivery Type

Billing

ZOR

ZMRB

ZLFA
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ASAP Implementation Methodology


ZSR

ZLFA

ZMRB

Pricing Conditions Types:


The Pricing Element to be created and populated at the time of Sale Order Creation as shown below:

PR00
ZFRT
K007
ZADP

Standard price (Populated Automatically in SO)


Freight ( Entered Manually/ Automatically)
Customer Discounts % (Entered Manually/ Automatically)
Additional prices

Any Manual Changes in Sale order will trigger Work Flow Approval ie changes in any Pricing Condition, Incoterm,
payment Terms etc.

*Please refer Pricing Procedure Blue Print for Details


Proposed Packaging Material type:
For certain customer, business wants to enter the Proposed Packaging Material Type instruction at the time of Sale
order and same will instruction will be available to Warehouse Clerk at the time of Packaging the material for eg Special
packaging of material for European customer.

Loading detail and loading instruction


Loading Slip will contain all the loading instruction at the time of Loading of goods for eg Number of Pallets, truck
Number, Driver License etc

Master data Details


System will populate the Customer and Material data information in sale order. All master data will be uploaded in
system as per SAP template.

Box/ Pallet
Number of Boxes/ Pallet per Deliver line item as per batch will be picked by system automatically at the time of creation
of outbound delivery, depend on the packaging instruction maintained in system .

Incoterm
Below Mentioned Incoterm will be created and maintained in Customer Master in SAP.

EXWORKS / EXFACTORY
FOB (Onboard upto local sea port)
C&F (Upto destination sea port)
CIF (Upto destination sea port including insurance)

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ASAP Implementation Methodology

DDU (Door to Door Delivery but Duty Unpaid)


DDP (Door to Door Delivery including Duty Paid)

Payment terms
Below Mentioned Payment will be created and maintained in Customer Master in SAP.

100% cash in Advance


Irrevocable confirmed Letter of Credit- at sight/ 30days/ 60days/ 90days/ 120days- from bill of lading date
Irrevocable confirmed Bank Guarantee- 30days/ 60days/ 90days/ 120days- from bill of lading date
Cash against Document through Bank.
Documents acceptance through bank-30days/ 60days/ 90days/ 120days- from bill of lading date
50% cash before production and balance 50% cash before loading
Postdated cheque- 30days/ 60days/ 90days/ 120days- from bill of lading date
Open Credit- against credit insurance cover-30days/ 45days/ 60days/ 90days/ 120days- from bill of lading
date

Material reservation
The Materials are reserved to the sales orders the stocks are treated as a special stocks in the
system.

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ASAP Implementation Methodology


1.2 Business Process Diagrams

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ASAP Implementation Methodology

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1.3 Process Step Detailed Requirements & Solution


Process
Step

External
Process
Reference

Set Credit
Limit

Credit
Management

Sales
Quotation
(optional)
Sales
Order Entry

Sales
Quotation
(Optional)

Review
Blocked
Sales
Orders
Purchase
requisition

Credit
Management

Business
Condition

Transaction
Code

Expected
Results

Credit Limit
for Customer
xxxx has
been set.

Customer
request
for
material

Sales
Administrator

VA01

Sales order
is released.

Auto
Generated

ME52N

Purchased
Order

Materials
Management

Release
Purchase
Order
release
Logical
Good
receipt
Note
Post the
Vendor
Invoice
Create
customer
invoicw
Billing

Business
Role

ME21N

ME29N

Material
shipped
invoice

Copyright 2011 SAP AG. All rights reserved

Warehouse
Clerk

MIGO

FI Team

MIRO

FI team

VF01

Billing
Administrator

VF04

To view the
PR it cant
changeable
PR are
converted to
Purchase
orders
The Release
Authority will
release PO
To book the
consumption
of the
Materials
Posting the
Vendor
invoice
Create the
Customer
Invoice and
post the
invoice
Billing is
carried out.

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Process
Step

External
Process
Reference

Sales:
Period End
Closing
Operations
Closing the
Open
Purchase
order for
Part
quantitys

Sales: Period
End Closing
Operations

Business
Condition

Business
Role

Transaction
Code

Expected
Results

MM : Period
End closing
operations

1.4 Locations Where this Business Process is Performed

Location name
Location

Country

Number of Users

ABCD Sales Office

India

10

Point of Contact

1.5 Operational Decisions or Logic within the Process


Refer to the Enhancement Section- 3.5

1.6 SOX & Legal Considerations and Company-Specific Policies


As per Company Policy

1.7 Reference to Key Process Changes and Process KPIs


N/a

1.8 Integration Points

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Integration Points
ID

Integration Point

SAP Component

Data Element

Credit Master
Management

FICO

Credit Master

Vendor Invoice
posting

FICO

Posting the Vendor


Invoice into the
accounts

Customer Invoice
posting

FICO

Posting the
customer invoice

Creating the PO

MM

Create the
Purchase order

Post the GRN

MM

Post the logical


GRN to book the
third party accounts

Material Master
Management

MM

Material Master

Contacts

1.9 Potential Future Process Improvements


N/a

2. Functional Solution Design


Scenario-1 Allocate finished goods available from
Finished goods stock

Sales Order will be created in ERP by sales team

System will Run the credit check, if credit limit not available then block Sale Order

System will create the Automatic Purchase requisition.

The ABCD location is created as Virtual location Non-valuated plant.

All the stocks are updated manually in the Virtual location

After doing the invoice the stocks should reduce from the ABCD plant (This is not a standard
functionality) this development is treated as change request.
The standard workflow is used to release the sales order the Workflow is WS90000005ZSD_SO_WF
E1 Sales report is not part of the standard report it is a development.

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2.1 Organization Structure Considerations


Sales Organizations
The sales organization is an organizational unit within logistics, that structures the company according to its
sales requirements.

Sales Organizations are assigned to one Company Code


Sales Organization is the selling unit in the legal sense with responsibility for:
o Product liability and rights of recourse
o Distribution of goods and services
o Sales conditions and contract negotiations

Distribution Channel
The distribution channel represents the channel through which salable materials or services reach
customers. Typical distribution channels include wholesale, retail and direct sales.

Distribution Channel is used when processes like order entry are totally different
Distribution Channel enables differences in Customer, Material, and Pricing master data
Distribution Channel promotes segregation of duties
Distribution Channel facilitates reporting (example, Inter Company for assigning revenue in CO-PA)

Division
In the SAP System you can define a division-specific sales organization. Product groups, i.e. divisions, can
be defined for a wide-ranging spectrum of products.
For every division you can make customer-specific agreements on, for example, partial deliveries, pricing
and terms of payment. Within a division you can carry out statistical analyses or set up separate marketing
procedures

Division groups products or services


Division represents a product line
Division is assigned to a material

Sales Area
SD is organized according to sales organization, distribution channel and division

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Sales Area is any configured combination of the organizational units Sales Organization, Distribution
Channel, and Division
All sales document processing is for a Sales Area

Shipping Point
Shipping points are defined in the SD organizational master data setup. They are the top level of the
organization in shipping. Deliveries are always initiated from exactly one shipping point. A shipping point is
assigned one or more plants and can be subdivided into several loading points.
Shipping points are independent organizational units that are linked to a plant and represent the point of
departure or receipt of materials. A plant may have many shipping points. A delivery is created from one
shipping point only

2.2 Master Data Considerations (including all relevant data relationships)


Essential master was created in ERP system in the implementation phase, master data that suits its
operational focus, for example, master data for materials, vendors, and customers.
This master data usually consists of standardized SAP Best Practices default values, and enables you to go
through the process steps of this scenario.
Essential Master Data Consideration for Return Processes are :

Sales Area
Customer Master

Material Master
Pricing Master

2.3 System Configuration Considerations

Standard Order Document types should be configured to address the customer requirements
Availability check needs to be activated in customizing for accurate stock determination during the order entry
Automatic price and discount should be proposed during the order entry via customizing. Should be able to
modify certain prices during the order entry
Free Goods functionality needs to be configured for giving goods free along with main order

Below are the Configured Consideration for this Blue Print Process

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Core Configuration

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ID
1

Description

Define Billing Type

Assign Billing Type to Sale Order Type

Assign Sale Area to Sale Document


Type

Define Item Category

Assign item Category

Define Schedule Line Category

Assign Schedule Line

Copying Control Sales DocumentDelivery Type

10

Define Delivery item Category

11

Copying Control Delivery document to


Billing Document

12

Assign Requirement Types

Define Standard Doc type

Copyright 2011 SAP AG. All rights reserved

IMG Activity
Sales and Distribution
Sales Sales Documents
Sales Document Header
Define Sales Document Types
Sales and Distribution
Billing Billing Documents
Define Billing Types
Sales and Distribution
Sales Sales Documents
Sales Document Header
Define Sales Document Types
Sales and Distribution
Sales Sales Documents
Sales Document Header
Assign Sales Area to Sales
Document Types
Sales and Distribution
Sales Sales Documents
Sales Document Item
Define Item Categories
Sales and Distribution
Sales Sales Documents
Sales Document Item
Assign Item Categories
Sales and Distribution
Sales Sales Documents
Schedule Lines Define
Schedule Line Categories
Sales and Distribution
Sales Sales Documents
Schedule Lines Assign
Schedule Line Categories
Logistics Execution
Shipping Copying Control
Specify Copy Control for
Deliveries
Logistics Execution
Shipping Deliveries
Define Item Categories for
Deliveries
Sales and Distribution
Billing Billing Documents
Maintain Copying Control for
Billing Documents Copying
Control: Delivery Document to
Billing Document
Logistics Execution
Shipping Basic Shipping
Functions Availability Check
and Transfer of Requirements
Transfer of Requirements

Owner

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13

Assign Incompletion Procedure to


Standard Document Type

14

Assign Output Determination


Procedure (Billing Doc)

15

Assign Output Determination


Procedure (Sales Doc)

16

Create Candition Record BA00

17

Create Condition Record RD00

Determination of
Requirements Using
Transaction
Sales and Distribution
Basic Functions Log of
Incomplete Items Assign
Incompleteness Procedures
Sales and Distribution
Basic Functions Output
Control Output
Determination Output
Determination Using Condition
the Technique Maintain
Output Determination for
Billing Documents Assign
Output Determination
Procedures
Sales and Distribution
Basic Functions Output
Control Output
Determination Output
Determination Using Condition
the Technique Maintain
Output Determination for
Sales Documents Assign
Output Determination
Procedures
Logistics Sales and
Distribution Master Data
Output Sales Document
Create
Logistics Sales and
Distribution Master Data
Output Billing Document
Create

3. Technical/Development Related Items


3.1 Workflow
Work Flow need to set if there is any change/ Addition in the Pricing Condition, Incoterm & Payment term. Hierarchy of
Work Flow Approval needs to be decided with the ABCD Business User.
The Workflow Object WS90000005- ZSD_SO_WF this workflow could tweak for the India requirements.

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3.2 Reporting (operational and analytical)


Standard SAP Reports are available as shown Below, if required will create Customized Report as per the
Requirement.

List of Sales
Orders

VA05

Sales Manager
(SAP_NBPR_SALESPERSONM)

List Billing
Documents

VF05

Sales Manager
(SAP_NBPR_SALESPERSONM)

Orders within
Time Period

SDO1

Sales Manager
(SAP_NBPR_SALESPERSONM)

Incomplete
SD
Documents

V.02

Sales Manager
(SAP_NBPR_SALESPERSONM)

List of open
purchase
orders and
PRs

ME2
N

Procurement Team
SAP_MM_PUR_BUYER

Sales Sales
Orders
Reports List
of Sales
Orders
Sales Sales
Orders
Reports List
Billing
Documents
Sales Sales
Orders
Reports
Orders within
time period
Sales Sales
Orders
Reports List
of Incomplete
Sales Orders

A list of all
selected sales
orders is
displayed.
A list of all
selected billing
documents is
displayed.
A list of sales
orders within a
specific time
period
A list of all
incomplete
documents on
the basis of the
specified
selection criteria
is displayed.
A list of open
POs and open
PRs

3.3 Interfaces
N/a

3.4 Data Conversion / Historical Data


ABCD Business needs to draw a strategy on Open Sales Order moving from their current Orion System to SAP at the
Time of Final preparation for Go Live. ABCD Business Team needs to do the Cleansing Process of Open Sales Order
and try to move Minimum Sales Order to SAP.

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3.5 Enhancements
Below are the Must field Requirement from Sales, if the Fields are not available in material Master or in SAP Standard
Sales Order then the fields need to be Customized
1
2
3

Correct item code


Size
Quantity in m2/pc/rm/set/Box
Grade (A Grade B grade or C grade )
Custom Field addition in Sale Order

Size
Scheme
code
33x50RB
Plant wise number series the Z table has been maintained with combination of sales area and plant with
number range intervals .

Custom Field addition in Outbound delivery- Warehouse will enter the detail manually in system and same
below information will be printed on the Loading Slip.

Truck Number

Container Number

Driver License

xxxxxxx

xxxxxxxxxxxxxxxxxx

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Material Reservation
Standard functionality of Material reservation will be enhanced and below fields will be added in the standard
functionality.
Date: From ______ To ________

3.6 Output (e.g. Forms)


Below mentioned Forms need to develop as per the ABCD Requirement

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Common form name Form type Used in process step Output Type Technical name

Order Confirmation SmartForm Sales Order Entry

BA00

YBUS_SDORC

Sales Invoice

RD00

YBUS_SDINV

SmartForm Billing

3.7 Modifications
N/a

3.8 SOA/Composition
N/a

3.8.1

Business Domain

3.8.2

Process Component

3.8.3

Service Model

3.8.4

Service Operation Candidate

3.9 Third Party Solution


N/a

4. Authorization
Authorizations
ID

Authorization

Data Objects
(TA code)

Reason

Employee
(Professional User)

SAP_NBPR_EMPLOYEE_S

Assignment of
this role is
necessary for
basic
functionality.

Sales Administrator

SAP_NBPR_SALESPERSON_S

Sales Order Entry

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# of employees

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Warehouse Clerk

SAP_NBPR_WAREHOUSECLERK_S

Delivery Creation
Picking (optional)
Picking (optional)
Assign Serial
Numbers
Post Goods Issue

Billing Administrator

SAP_NBPR_BILLING_S

Billing

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1. Organizational Change Related Items


1.1 Change Impact Summary
There will be change in Role and Authorization for ABCD Employee. Specific Roles will be created and
assign to Individual person with in ABCD.

4.1 Training Requirements


Following below are the Training Requirement for Business users.

Customer Master Data Maintenance


Material Master Data Maintenance
Pricing Master Data Maintenance.
Sales order creation
Delivery creation
Billing Document creation.

2. Self-Services
2.1 Employee Self-Services (ESS)
N/a

2.2 Manager Self-Services (MSS)


N/a

3. Questionnaire

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Appendix
Reversal of Process Steps
In the following section, you can find the most common reversal steps that you can take to reverse some of
the activities described in this document.

Sales Order Entry

Transaction code
( SAP GUI)
Reversal:
Transaction code
( SAP GUI)
Business role
Business role menu
Comment

VA01
Delete Sales Document
VA02
Sales Administrator
(SAP_NBPR_SALESPERSON_S)
Sales Sales Orders Sales Order Processing
Change Sales Order
Select menu Sales Document > Delete

PR Change

Transaction code ( SAP GUI)


Reversal:
Transaction code ( SAP GUI)
Business role

ME52N
Change Purchase Requisition
ME52N
Procurement team
( )

Business role menu


Comment

Billing

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Transaction
code ( SAP
GUI)
Reversal:
Transaction
code ( SAP
GUI)
Business role
Business role
menu
Comment

VF04
Cancel Billing document
VF11
Billing Administrator
(SAP_NBPR_BILLING_S)
Sales Billing Change Billing Document

Go to transaction VF11, enter the relevant billing document


number, choose Enter, and save your result. An invoice
cancellation document has been created balancing the original
invoice.

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