Sales Order to Invoice Process

Process overview:

This process begins from creation of Sales Order and follow-up till
Delivery and PGI till Invoice creation and accounting documents
validations and create a Return order w.r.f to Sales order and create
a Return Delivery, PGR and Create Credit Note for Return Order.

Process flow
 Create Sales order :- VA01
 Create Delivery :- VL01N
 Create Transfer Order :- LT03
 Post Goods Issue :- VL02N
 Create Billing :- VF01
 Validate Accounting Docs :- VF03
 Create Return Order w.r.t to Order :- VA01
 Create Return Delivery and PGR :- VL01N
 Create Credit Note for Return Order :- VF01
 Validate Accounting Doc :- VF03

Sales area is responsible for execution of sales process on the terms

agreed in the Quote or Order.

NOTE# Return order created w.r.t to Invoice

Prerequisite:

Following master data is required

1. Customer master data.
2. Material master data.
3. Pricing condition records.

Note# Create Sales order, Delivery and Billing

process are already explained in the document
“Order_To_Invoice_Process_001”.
Return Order Create – VA01

Go to T-Code ‘VA01-Create Return Order’

Enter Order type, Sales Organization, Distribution Channel & Division

and click

Click on
Check Sold-to party or Ship-to party and PO number as customer
reference and press enter or click

Check Material no and Order quantity and Plant, Pricing info

automatically determined as seen above.
Choose the Order Reason and hit enter

In main menu follow Menu path: Goto  Header  Sales or click

on icon

Check Header data on all the tabs.

Check Sales area data, Document currency and Pricing date

Next click on tab ‘Shipping’
Check Shipping Condition and total Weight/Volume

Click on tab ‘Billing’

Check Incoterms, Payment terms which are copied from Customer

master. Company code is determined automatically.

Click on tab ‘Partners’

Check the Partners and details are correct.

Similarly other relevant tabs of Header data to be checked and

changed if required.
In main menu follow Menu path: Goto  Overview or icon
Next to check on Item data select item and follow Menu path:
Goto  Item  Sales A or click on icon

Change the Qty or take off the materials which are not return. In this
case we I am returning only line item number “10”.
Notice that Item Category is “ZREN”

Check the Item data screen is displayed as under:

Click on tab ‘Shipping’

Check Plant, Shipping point and Weight/Vol of item.

Click on tab ‘Billing Document’

Incoterms and Payment terms and date of Billing date etc.. header
data is copied on to items.

Click on tab ‘Conditions’

Pricing conditions are determined here and some condition type can
be entered manually if required. Check if pricing amount is correct.

Click on tab ‘Schedule Lines’

Notice That Returns we can do at the same day…

Similarly data can be checked and maintained on other tabs like Text
and Partners as required.

Next In main menu follow Menu path: Goto  Overview or icon

Next follow Menu path: Edit  Incompletion Log to check

completeness of document

Following message is displayed at corner of screen

Click on following message is displayed

Create Return Delivery– VL01N

Definition:

A Delivery is a core shipping document and triggers all activities in

Logistics execution menu like picking and packing etc.

Shipping details to customer are stored in delivery document.

Prerequisite:

Sales Order to be used as reference having confirmed schedule line

for delivery.

Got to T-Code “VL01N – Create With Reference to Sales Order “

Enter Shipping Point, Selection date, Order No and click

And Enter the Shipping point and Sales Order number.

Click

Following delivery creation screen is displayed

Data from Sales order header and item is copied on to delivery here.
Main partner for Delivery is ‘Ship-to Party’ and delivery is created for
individual Shipping points.

In main menu follow Menu path: Goto  Header  Processing

Check Header data on all the tabs.

Check Dates for processing and document status, which gets updated
on various stages of processing on delivery.

Click on Administration tab

Check the Shipping point, Sales org and other details.

Click on tab ‘Partners’

Check the Partners and details are correct.

Next In main menu follow Menu path: Goto  Overview or icon

Go to “Picking” Tab

Note: The Ovrllpickstatus and OverallWMStatus is blank which

means we don’t need to do any TO

Click on button in delivery transaction.

Change Return Order– VA02

Take of the Credit block from the Return Order.

Go to VA02 “Change Sales order”

Enter Return Order number and hit enter

Fallowing screen will be displayed

Keep the Billing block “Empty” and hit enter and save the sales order.
Create Billing Document– VF01

Definition:

A Billing document is legal document given by company to customer

for goods or services provided. It contains the terms and conditions
agreed between two parties along with details on items and prices
along with taxes.

The Sales area is responsible for creating and sending the Billing
document on the terms agreed.

Prerequisite:

Sales Order or Delivery used for reference to create Billing document

Create Billing Document

Go to T-Code “VF01 – Create Billing Document”

Enter Document for reference, either Sales Order or Delivery number
and click

Here we will use Return Order Number as reference document.

Following screen is displayed

Here to Check Header data follow Menu path: Goto  Header 

Header
Data applying to entire document is displayed here. Most fields are
not modifiable as they are copied from source document.

Header data is available in tabular format and can be checked by

clicking on various tabs:

Click on to go back to Overview screen.

Click on following message is displayed

Return Document creation is complete.

Validate Accounting Document– VF03

Go to T-Code:- VF03 “Display Billing Document”

Enter Billing Document number
And Click on Tab

We can able to see the listed financial documents which are posted
after the invoice created and released to accounting.
Double click on each financial document to check in detailed

Here we can able to see account postings as per the Posting keys
and G/L account etc.

We can see the complete document flow by clicking the icon

Complete document flow