Basic Functions An Master Data in Sales and Distribution

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© Copyright 1998 SAP AG. All rights reserved.
No part of this brochure may be reproduced or transmitted in any form or for any purpose without
the express permission of SAP AG. The information contained herein may be changed without
prior notice.
SAP AG further does not warrant the accuracy or completeness of the information, text, graphics,
links, or other items contained within these materials. SAP AG shall not be liable for any special,
indirect, incidental, or consequential damages, including without limitation, lost revenues or lost
profits, which may result from the use of these materials. The information in this documentation is
subject to change without notice and does not represent a commitment on the part of SAP AG for
the future.
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Organizational Structures in Sales and Distribution................................................................... 8
Department and Receiving Point ........................................................................................ 11
Organizational Structures in Accounting .................................................................................. 13
Organizational Structures in Material Management ................................................................. 14
Link to Accounting Structure..................................................................................................... 15
Link to Materials Management Structure.................................................................................. 16
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Working with Customer Master Records.................................................................................. 18
Partners in the Customer Master Record............................................................................ 20
Account Groups................................................................................................................... 22
How the Customer Master Record is Structured ................................................................ 23
Data in the Customer Master Record.................................................................................. 25
Number Assignment for Customer Master Records ........................................................... 27
One-time Customers ........................................................................................................... 28
Creating a Customer Master Record........................................................................................ 30
Changing a Customer Master Record...................................................................................... 34
Displaying a Customer Master Record..................................................................................... 36
Deleting a Customer Master Record ........................................................................................ 38
Blocking a Customer Master Record........................................................................................ 39
Displaying Changes in Customer Master Record .................................................................... 40
Changing an Account Group .................................................................................................... 42
Comparing Customer Master Records..................................................................................... 44
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Using Customer Hierarchy Types ............................................................................................ 46
Building a Customer Hierarchy................................................................................................. 47
Creating a Node for a Customer Hierarchy......................................................................... 49
Assigning a Node Within a Customer Hierarchy................................................................. 50
Assigning a Customer to a Node in a Customer Hierarchy ................................................ 51
Partners Defined as Nodes in a Customer Hierarchy ......................................................... 52
Using Organizational Data in a Customer Hierarchy .......................................................... 53
Using Validity Periods in a Customer Hierarchy ................................................................. 54
Analyzing Errors During Customer Hierarchy Maintenance ............................................... 55
Using a Customer Hierarchy During Sales Order Processing ................................................. 56
Partner Determination for Customer Hierarchy Nodes ....................................................... 57
Displaying the Customer Hierarchy Path in a Sales Order ................................................. 59
Displaying Assignments for a Customer Hierarchy Node ................................................... 60
Customer Hierarchies and Pricing ...................................................................................... 61
Copying Customer Hierarchy Information Between Documents ........................................ 62
Maintaining a Customer Hierarchy ........................................................................................... 63
Adding a New Customer Hierarchy Node ........................................................................... 64
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Changing the Assignment of a Customer Hierarchy Node ................................................. 65

Changing Validity Data in a Customer Hierarchy................................................................ 67
Deleting an Assignment in a Customer Hierarchy .............................................................. 68
Updating a Customer Hierarchy.......................................................................................... 69
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Material Types .......................................................................................................................... 71
Industry Sectors........................................................................................................................ 73
Organizational Structure of the Material Master Record .......................................................... 74
Data Structure of the Material Master Record.......................................................................... 75
Maintenance Status in the Material Master Record ................................................................. 76
Sales and Distribution Screens in the Material Master Record................................................ 77
Grouping Materials ................................................................................................................... 78
Units of Measure and Quantity Specifications.......................................................................... 80
Delivering Plants....................................................................................................................... 82
Item Category Groups .............................................................................................................. 83
Number Assignment for Material Master Records ................................................................... 84
Creating a Material Master Record .......................................................................................... 85
Deleting a Material Master Record........................................................................................... 87
Blocking a Material Master Record (Sales Status)................................................................... 88
Maintaining a Material Master Record...................................................................................... 89
Defining Defaults for a Material Master Record ....................................................................... 90
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Creating Customer-Material Information Records.................................................................... 92
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Creating Item Proposals ........................................................................................................... 94
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Maintaining Free Goods Master Data ...................................................................................... 98
Maintaining Free Goods ......................................................................................................... 100
Free Goods in Sales and Distribution Processing.................................................................. 102
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Creating Master Records for Material Determination............................................................. 108
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Creating Master Records for Material Listing and Exclusion ................................................. 110
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Texts in Master Records......................................................................................................... 112
Texts in Sales and Distribution Documents............................................................................ 113
Document Header Texts ........................................................................................................ 114
Document Item Texts ............................................................................................................. 115
Using Sales Texts................................................................................................................... 116
Copying Sales Texts............................................................................................................... 117
Using Reference Texts ........................................................................................................... 119
Using Standard Texts ............................................................................................................. 121
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Sales processing is based on the following basic structures:
• Every company is structured in a certain way. In order to work with the SAP System
your FRPSDQ\VWUXFWXUH has to be represented in the system. This is done with the
help of various organizational structures.
• In sales and distribution, products are sold or sent to business partners or services are
performed for them. Data about the products and services as well as about the
business partners is the basis for sales processing. Sales processing with the SAP R/3
System requires that the master data has been stored in the system.
In addition to sales and distribution, other departments of the company such as
accounting or materials management access the master data. The material master
data is stored in a specific structure in order to allow access from these different
views.
• The processing of business transactions in sales and distribution is based on the
master data. In the SAP R/3 System, business transaction are stored in the form of
documents. These VDOHVDQGGLVWULEXWLRQGRFXPHQWV are structured according to
certain criteria so that all necessary information in the document is stored in a
systematic way.
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In the SAP R/3 System you can use several structures to represent the legal and organizational
structure of your company. You can structure from the point of view of accounting, materials
management, and sales and distribution. It is possible to combine these structures. The
organizational structures form a framework in which all business transactions can be processed.
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The organization in sales and distribution is represented by the elements sales organization,
distribution channel and division. The following figure graphically displays these organizational
elements.
Client
Sales Organization 2000 3000
Dist. channel 20 10 10
Div. 02 01 02 01 02 01
= Sales area
In sales organization 1000, sales and distribution transactions can be carried out through all
distribution channels and for all divisions. In sales organization 2000, products of both division 01
and division 02 are only sold through distribution channel 10. In sales organization 3000, only
products of division 01 are sold, and only through distribution channel 10.
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The organization in sales and distribution is represented in the system with the help of sales
organizations. Every sales organization stands for a selling unit in the legal sense, being
responsible, for example, for product liability and other recourse claims made by customers.
Regional subdividing of the market can also be carried out with the help of sales organizations.
Each business transaction is processed within a sales organization.
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In order to provide for the market in the best possible way, sales and distribution works with
various distribution channels. These represent a means of distributing goods. For example:
Retail, wholesales, industrial consumption or direct sales represent typical forms of distribution
channels.
Within a sales organization a customer can be supplied through several distribution channels. In
addition, the material master data relevant for sales, such as prices, minimum order quantity,
minimum quantity to be delivered and delivering plant, can differ for each sales organization and
distribution channel.
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In the SAP R/3 System you can define a division-specific sales organization. Product groups, i.e.
divisions, can be defined for a wide-ranging spectrum of products.
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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.
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A sales area is defined as a combination of sales organization, distribution channel and division.
In the above figure, for example, a combination of sales organization 1000, distribution channel
10 and division 01 constitutes a sales area.
Via the sales area it is possible to specify which materials can be sold through a distribution
channel.
Within a sales area you can carry out analyses. For example, the sales within a sales area can
be analyzed. All data relevant for sales can be defined per sales area. For example, you can
define a customer-specific price agreement for each sales area.
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The organization in Sales is represented by the elements sales office, sales group and
salespersons. The following figure displays a sample organization in business development and
sales.
Client
Sales office Boston N. York
Sales 001 002 003 004 005

groupe
Sls pers. Miller White Doug Smith Brown Dob Fish
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Geographical aspects of the organization in business development and sales are defined using
the term sales office. A sales office can be considered as a subsidiary. For example, the branch
in Chicago could be designated as a sales office.
Sales offices are assigned to sales areas. If you enter a sales order for a sales office within a
certain sales area, the sales office must be assigned to that area.
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The staff of a sales office may be subdivided into sales groups. For example, sales groups can
be defined for individual divisions.
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Individual personnel master records are used to manage data about salespersons. You can
assign a sales person to a sales group in the personnel master record. The sales person is
entered in a personnel master record under a personnel number.
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Independent organizational entities, such as shipping points, are responsible for scheduling and
processing deliveries to customers, as well as replenishment deliveries to your own warehouses.
A delivery is always carried out by one shipping point only. The shipping point depends on the
following criteria:
• Delivering plant
• Type of shipping (for example, train, truck)
• Loading equipment necessary
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Shipping points can be subdivided in loading points. For example, ramp 1, ramp 2 and ramp 3
belong to the shipping point )RUZDUGLQJGHSRW.
The following figure displays a possible organization in shipping.
Client
Forwarding Rail
Shipping points Mail depot
depot depot
Ramp Ramp Ramp

Loading pts 1 2 3
Department and Receiving Point [Page 11]
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Departments are subdivisions of a ship-to party. These might be, for example, different
departments in a store, bays in a distribution center, or areas in a manufacturing plant.
Departments are assigned to receiving points, which in turn are assigned to unloading points.
One receiving point may have several departments assigned to it, but each department is
assigned to only one receiving point. By knowing a department, you can therefore also determine
the receiving point and the unloading point.
Using departments and receiving points enables you to more finely specify the final destination
for a shipment or portions of a shipment, thus reducing the time it takes for the goods to become
available for the receiver’s use or sale.
A pallet load of merchandise is delivered to Bay 1 at a department store

(unloading point). The shipment is broken down and delivered to one or more
floors (internal receiving points). From there the packages are delivered to one or
more departments, such as Housewares, Consumer Electronics, Health & Beauty
Aids, or Women’s Dresses.
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• Sales Orders
The receiving point and department are located on the Business Data Detail
Shipment screen, either at the header or item level. If the header contains this
information, this becomes the default for all items, but you can override it for individual
items if you wish. Items in a sales order may have different receiving points and/or
departments.
• Picking lists and delivery notes
You can print the receiving point and department on picking lists and delivery notes. If
this information was included in the sales order, then it will automatically be inserted
in these other documents; otherwise, you can enter it manually. (However, picking
lists and delivery notes are not split by receiving point or department.)
• Billing documents
You can specify that the department and receiving point are to be printed on billing
documents. You can also specify that invoices are to be split by receiving point and
department.
In Customizing for Retail (5HWDLO → CHQWUDOFRRUGLQDWLRQ→6DOHV→6DOHVRUGHUSURFHVVLQJ→
0DLQWDLQSURPRWLRQUHFHLYLQJSRLQWGHWHUPLQDWLRQSHUVDOHVGRFXPHQWW\SH) you can specify for
each type of document whether or not automatic department and receiving point determination is
to be done.
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The department and receiving points are fields in sales orders and delivery notes.
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The system can automatically determine the appropriate department and receiving point for an
article. To enable this you must first of all carry out the following:
• For external customers: Assign merchandise categories in the customer master
• For internal sites (for example, member stores or distribution centers): Assign
merchandise categories in the company master
In either case, you then assign valid departments and receiving points to the customer or site,
and a department to each merchandise category. A merchandise category can only have one
department.
When you enter an article on a sales order, for example, the system checks the merchandise
category to which the article belongs, then checks the merchandise category information for that
site or customer. The system then locates the corresponding department and receiving point for
this article.
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A group can be represented in the system using the terms client and company code. Generally, a
client represents a group, while a company code represents a company in the sense of an
independent accounting unit. Company codes are independent from each other in the legal
sense.
The following figure illustrates how the client is subdivided in company codes.
Client
Company codes 0001 0002 0003
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To monitor the stock of material it is necessary to be able to store in the system the locations at
which materials are kept. You can do this using the terms plant and storage location. A plant can
either be a place of production or a single storage location, or a combination of closely situated
storage locations where stock is kept.
Every plant is assigned to a company code. This ensures that stocks and stock values can be
managed separately in each company.
The following figure illustrates how the client is subdivided in plants and storage locations.
Client
Plants 0001 0002 0003
Storage 0001 0001 0002

locations
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By assigning sales organizations and plants you create a link between company codes and sales
organizations. A plant, though always linked to one company code, can be assigned to different
sales organizations. Within a company code several sales organizations can be active. Business
transactions can also be carried out between different company codes.
The following figure displays possible assignments of company codes, sales organizations and
plants.
Client
Company code 1 Company code 2
Plant 1 Plant 2 Plant 3 Plant 4 Plant 5
Sales Sales Sales

organization 1 organization 2 organization 3
Plants 1, 2 and 3 belong to company code 1. Sales organization 1 uses plants 1 and 2. Sales
organization 2 uses plants 2 and 3. Sales organizations 1 and 2 can make cross-company sales
for goods from plants 4 or 5.
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The plants allowed for sales are determined for each sales organization according to the
distribution channel, so that a sales organization can sell goods from several plants. A plant can
be assigned to different sales organizations. All of these sales organizations can sell from that
plant.
You can differentiate further between the plants belonging to a sales organization from the sales
view using the distribution channel. For certain plants within a sales organization, the distribution
channel "sales from plant" is allowed, but not for others.
The following figure shows an assignment of sales organizations and plants.
Sales organization 1000 sells goods from plants 1000 and 2000. Sales organizations 2000 and
3000 only sell goods from plant 2000 and 3000 respectively.
Sales 1000 2000 3000
organization
Plants 1000 2000 3000
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You create a customer master record for customers with whom your company has business
contacts. This master record contains all data necessary for processing the business
transactions. Maintaining the master data correctly can greatly reduce the work needed to
process transactions. This is because the master data is automatically copied into the
transactions.
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Both the accounting department and the sales and distribution department have access to the
customer master record. In order to avoid data redundancy, the data for both departments is
stored in a common master record.
General data, company code data, and sales and distribution data is stored separately in the
customer master record. Company code data depends on the company code organization. It is
defined individually for each company code. Sales and distribution data depends on the
organization in the sales area. It is defined individually for each sales area. General data is
independent from company code and sales area. It applies to one customer in all company codes
and sales areas.
The following figure displays the structure of a customer master record.
General data
Sales and distribution Company code

data data
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Different data is maintained in each of the three areas:
• General data is maintained for every customer. Such as address, communication, etc.
This data is identifiable only via the customer number, not via the number of the
company code or the sales area. Maintaining the data is possible from both the
accounting view and the sales and distribution view.
• &RPSDQ\FRGHGDWD is only of interest for the accounting department. It includes, for
example, information on insurance or account management. This data applies to only
one company code.
• 6DOHVDQGGLVWULEXWLRQGDWDis only of interest for the sales and distribution
department. It includes, for example, data on pricing or shipping. This data only
applies to one sales area, and therefore is dependent on the sales structure (sales
organization, distribution channel, division).
For further information on processing customer master records:
Partners in the Customer Master Record [Page 20]
Account Groups [Page 22]
How the Customer Master Record is Structured [Page 23]
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Data in the Customer Master Record [Page 25]

Number Assignment for Customer Master Records [Page 27]
One-time Customers [Page 28]
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In sales and distribution there are:
• Business partners
A customer master record must be created for business partners.
• Contact Persons with the Business Partner
Data on contact persons is stored in the customer master record of the respective
business partner. A separate master record for contact persons is not created. A new
number is assigned to each contact person within a customer master record.
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A business partner can be a natural or legal person who is directly involved in a business
transaction with you. The following partner functions are defined in the system:
• Sold-to party
• Ship-to party
• Payer
• Bill-to party
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For the sold-to party, data on sales is necessary (for example, the assignment to a sales office or
to a valid price list).
In most cases, the company which places an order for the delivery of goods or the rendering of
services is at the same time ship-to party, payer and bill-to party. For this reason in the SAP R/3
System the function VROGWRSDUW\ includes all these other functions.
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For the ship-to party only data required for shipping is necessary (for example, unloading point
and goods receiving hours).
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A payer is a company or person who settles the invoices for delivered goods or rendered
services. For the payer data on billing schedules and bank data is necessary.
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For the bill-to party you need the address, data on output and possibly data on electronic
communication.
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In your customer’s company there are always one or more contact persons with whom you are in
contact either by phone, in writing or personally to carry out business transactions. Often, the
information you need about the contact persons is not the same as the information you need
about the customer. The most important data of the contact person is name, telephone number,
and department. Since the contact person is part of the customer’s company, you enter this data
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in the respective customer master record. Thus, you do not need a separate master record for
contact persons.
However, in the standard version of the SAP R/3 System you can only enter the data on the
contact person in the customer master record of the sold-to party, since only contact persons
from this master record are proposed for selection in the sales order.
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The company or person who places an order is often the same company or person who receives
both the goods and the invoice, and also pays. In this case the customer fulfills all predefined
functions. It is also quite common, however, that subsidiaries place orders, and the head office
settles the respective invoices. In this case the partner functions are divided among different
companies.
If a customer fulfills all functions at the same time, only RQH master record is necessary, in which
all data required for these functions is entered. In this case you create a master record for the
sold-to party.
If the functions are divided among different companies, a corresponding number of master
records is needed. In one master record you enter, for example, the address of the sold-to party
for correspondence, in another one the address of the ship-to party for the delivery. Only in the
customer master record of the sold-to party is a link between the individual partners established,
and this is done by entering the customer number of the respective partners.
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When you enter a customer master record for the ship-to party, you need special data for
shipping (for example, the unloading point and goods receiving hours). In this case, data on sales
or billing is not necessary, providing the ship-to party is not the payer and sold-to party at the
same time.
You can limit the screens and fields accessed in the customer master record so that only the
necessary data is entered. You do this using account groups. The function of a customer is
defined by assigning an account group.
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The account group ensures that for the different partner functions of a customer only the
necessary screens and fields are displayed for input. In the standard version of the SAP R/3
System, if you create a customer master record for a ship-to party, for example, an account
group is automatically proposed.
The account group then determines the number for the customer master record. For further
information on number assignments for customer master records, see Number Assignment for
Customer Master Records [Page 27].
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In the standard version of the SAP R/3 System there are account groups for the sold-to party, the
ship-to party, the bill-to party and the payer. You can also use account groups to define all other
combinations (for example, if the ship-to party also pays for the goods). If other combinations
occur in your area, consult your system administrator.
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Data on customers is important for both the accounting department and the sales and distribution
department. In order to avoid data redundancy, accounting data and sales and distribution data is
stored in one master record, the customer master record.
A customer master record can be accessed using three different groups of data, which differ in
the level of detail they offer. A master record has the following structure.
General data
Company code Sales and

data distribution data
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General data does not depend on the company code, or on your company’s organization of sales
and distribution. Data on a customer is the same in both views. This includes, for example, the
customer name, address and telephone number.
However, general data is not limited to the information which is of importance to both
departments. The unloading point, for example, which is regarded as general data, is only
relevant for sales and distribution. However, since it is not based on the sales and distribution
organization of your company and is always unique for this customer, it is not considered part of
the sales and distribution data.
If you edit a customer master record using only the customer number, without specifying a sales
and distribution area or a company code, the system will only display the general data screens.
General data is entered by the department which first creates the customer master record for a
customer. If the sales and distribution department creates the customer master record, it must
also enter the address data. When the accounting department enters accounting data it is then
unnecessary for them to enter the general data also. They can use the display function to access
the general data.
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This data is only of importance to the accounting department. It includes, for example, data on
insurance and account management. Company code data only applies to one company code.
If you edit the customer master record you must specify customer number and company code in
order to access the screens containing company code data.
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This data is only of importance to sales and distribution. It includes data on pricing, delivery
priority and shipping conditions. The data for one customer can differ for each sales area. The
sales area is a combination of sales organization, distribution channel and division.
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Only after entering the sales and distribution data for a customer can you process
sales and distribution transactions for the customer (for example, a sales order).
Also, you can only invoice a business transaction if the data on the payer has
been maintained from the financial accounting view.
If you edit the customer master record you must enter the customer number and the sales area in
order to access screens containing sales and distribution data.
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In the system you can access department-specific data via menus:
• If you want to define customer data for sales you access the customer master record
through the sales and distribution menu (Logistics).
• If you want to enter data for the accounting department, you access the customer
master record through the accounting menu.
• You can use both initial menus to edit the customer data centrally, i.e. from both the
sales view and the accounting view.
In sales and distribution, central maintenance is only provided for the business
partners sold-to party and payer, for which central maintenance is worthwhile.
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A customer master record contains all data needed for business transactions and
correspondence with the customer. This includes address data, shipping data, sales data, and
data for invoice creation.
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The following figure shows the data important for the sales and distribution department.
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6KLSSLQJ sales structure only:
%LOOLQJ - sales organization
2XWSXW - distribution channel
3DUWQHUIXQFWLRQV - division
$FFHVVLQJ6DOHVDQG'LVWULEXWLRQ'DWDLQWKH&XVWRPHU0DVWHU
5HFRUG
You access this data using the sales and distribution menu. Depending on the data groups to be
edited, you enter the data that is listed in the column "Access through".
$FFHVVLQJWKH'DWD*URXSV
7\SHV $FFHVVWKURXJK 'DWDJURXSV
General data Customer number Address

Control data
Marketing
Payment transactions
-XQH
Contact persion
Unloading points
Sales and Distribution data Customer number Address
Sales Organization Control data
Distribution Channel Marketing
Division Payment transactions
Contact persion
Unloading points
Sales
Shipping
Billing
Output
Partner functions
-XQH
1XPEHU$VVLJQPHQWIRU&XVWRPHU0DVWHU5HFRUGV
1XPEHU$VVLJQPHQWIRU&XVWRPHU0DVWHU5HFRUGV
A unique number is assigned to every customer master record. You can use this number to
access the master record again later, or to refer to the customer when carrying out business
transactions.
,QWHUQDODQG([WHUQDO1XPEHU$VVLJQPHQW
The number for the customer master record can either be assigned internally by the system, or
you can define the number yourself. The second method is called external number assignment.
In the case of external number assignment, a number range that allows for alphanumerical
number assignment can be defined.
The account group determines whether internal or external number assignment is allowed for a
customer master record. For account groups 0001 to 0005, for example, only internal number
assignment is allowed in the standard version of the SAP R/3 System.
1XPEHUUDQJH
For every account group a number range is defined from which a serial number is assigned
during internal number assignment. In the case of external number assignment the system
checks whether the customer number entered lies within the defined number range.
A number range can be valid for different account groups. In the standard version of the SAP R/3
System the account groups for sold-to party, ship-to party, payer and bill-to party belong to the
same number range so that the numbers for these master records are assigned consecutively.
You can use the number range to assign, for example, different numbers to the head office and
the branches.
A customer’s number is unique for all sales areas and company codes. If you, for example, have
created a customer master record for a customer in a sales area and create another customer
master record for the same customer in another sales area, the system identifies the number and
does not display the general data from the first master record for maintenance, since the general
data exists already. You can also use the change and display functions to access the general
data of the newly maintained views.
-XQH
2QHWLPH&XVWRPHUV
2QHWLPH&XVWRPHUV
With some customers your company has long-lasting business relationships. You have special
price agreements with these customers and deliveries are given preferential treatment. At the
end of the fiscal year you might honor the reliability of these customers with rebate payments.
With other customers you might have only one contact. In the SAP R/3 System you can
distinguish between:
• Customers
• One-time customers
&XVWRPHU
You create a customer master record for each customer. In the standard version of the SAP R/3
System you can choose between the partner functions sold-to party, ship-to party, bill-to party,
and payer. For further information on partner functions, see "Partners in the Customer Master
Record".
2QHWLPH&XVWRPHU
Customers who only enter into a business transaction with you once are called one-time
customers in the SAP R/3 System. It is not necessary to create a customer master record for
these customers, since there remains no need for this master record after the business
transaction has been carried out, and it would only require unnecessary storage space.
&ROOHFWLYH0DVWHU5HFRUGVIRU2QHWLPH&XVWRPHUV
For one-time customers collective master records are created. A collective master record refers
to a dummy customer and includes only the data that is identical for a certain group of
customers.
You can create, for example, a collective master record for all customers of a certain region. This
master record would include fields such as a name to identify the master record, the language,
the currency and the sales office processing the customer data. If a one-time customer from this
region orders goods from your company you will use the customer number of your collective
master record when processing the sales order. Only in the sales order itself will you enter the
address and all other data not given in the master record.
6FUHHQVDQG)LHOGVIRU2QHWLPH&XVWRPHUV
When you create a customer master record for a one-time customer, theDFFRXQWJURXS CPD
(account group for one-time customers) is automatically proposed. This ensures that the screens
from different areas (sold-to party, ship-to party, bill-to party, payer) relevant for one-time
customers, are accessed. However, only fields which can be identical for all one-time customers
are displayed. For example, all address fields are suppressed, since the master record is
collective for data of several customers.
On the following screens you can enter a limited amount of data in a master record for one-time
customers:
• Address
• Sales
• Shipping
-XQH
2QHWLPH&XVWRPHUV
• Billing document
• Output
The account group can restrict the number of screens accessed in the master record for one-time
customers even further. If only some of the screens and fields for one-time customers are
relevant for your company, ask your system administrator to change the account group CPD or to
set up a new account group.
For further information on creating a customer master record for a one-time customer, see
Creating a Customer Master Record [Page 30].
-XQH
&UHDWLQJD&XVWRPHU0DVWHU5HFRUG
You create a customer master record when you start a business relationship with a new
customer. Customer master records can be created for the following business partners:
• Customer:
− Sold-to party
− Ship-to party
− Payer
− Bill-to party
• One-time customer including all partner functions
&UHDWLQJD&XVWRPHU0DVWHU5HFRUGIRUD&XVWRPHU
Because the customer master record for the sold-to party has the widest scope, this example
describes how to create a customer master record for the sold-to party. When you call the
customer master record initial screen via the menu, select the partner function for the business
partner.
&UHDWLQJD0DVWHU5HFRUGIRUD6ROGWR3DUW\
Use the following steps to create a customer master record for a sold-to party:
1. In the SD Master Data Screen [Ext.] select, %XVLQHVVSDUWQHUV→6ROGWR3DUW\
→&UHDWH→&UHDWH.
You reach the: &UHDWH&XVWRPHU ,QLWLDO6FUHHQ. The account group for the sold-to
party is already proposed on this screen.
2. Enter the following data:
– Sales Organization
– Distribution Channel
– Division
By selecting ([WUDV→6DOHVDUHDV→$OOVDOHVDUHDVyou can find out which
combination of sales organization, distribution channel, and division is possible for the
customer.
Do not change the proposed account group, as this will also change the selected
business partner. Leave the field &XVWRPHU blank, because internal number
assignment is defined for the account group of the sold-to party.
3. Press ENTER.
You reach the &UHDWH&XVWRPHU$GGUHVV screen.
4. Enter the address data. Enter a name in the field 6HDUFKWHUP which will later make it
possible for you to retrieve the customer master record using a matchcode.
5. By pressing ENTER, you will access further data screens for this customer master
record. Enter all necessary data in these screens.
-XQH
Some of the data screens that you process require special data input, or are logically
linked with other screens which you reach using function keys. For further information
on these screens, see Changing a Customer Master Record [Page 34].
6. If you press the ENTER key after having entered data in the last data screen, a dialog
box is displayed in which the system prompts you to save your data.
7. Select <HV and press ENTER to save your customer data.
The following message is displayed at the bottom of the screen:
$FFRXQWFXVWRPHUQXPEHU!FUHDWHGIRU6OV2UJVDOHVRUJDQL]DWLRQ!'LVW&K
GLVWULEXWLRQFKDQQHO!'LYGLYLVLRQ!
&RPPHQWRQWKH0HQX2SWLRQ2WKHU&XVWRPHUV
If you access the initial menu for the customer master record by selecting 2WKHUFXVWRPHUV, the
account group is not proposed. To find the account groups defined in your company, place the
cursor on the field Account group and press the F4 key.
By using menu option ([WUDV→$FFRXQW JURXSLQIR→$FFWJURXSVQXPEHUV you can also find
out
• whether the corresponding account group identifies a one-time customer (one-time
account)
• whether internal or external number assignment is defined for the account group
• which number interval has been defined for the account group
&UHDWLQJD&XVWRPHU0DVWHU5HFRUGIRUD&XVWRPHU&HQWUDOO\
In addition to the sales and distribution data, the accounting data is also important for a payer.
You can therefore create a customer master record centrally for the following partner functions:
• For the payer
• For the sold-to party who, in addition to the other partner functions, also takes on the
function of the payer
&UHDWLQJD&XVWRPHU0DVWHU5HFRUGIRUD3D\HU&HQWUDOO\
Below you will find a description on how to create a master record for a payer centrally. The
procedure is essentially the same for central creation of a customer master record for a sold-to
party.
Proceed as follows:
1. In the SD Master Data Screen [Ext.] select, %XVLQHVVSDUWQHUV→3D\HU→&UHDWH
→&UHDWHFHQWUDOO\.
You reach the &UHDWH&XVWRPHU,QLWLDO6FUHHQ The account group for the payer is
already displayed; it is proposed by the system.
2. Enter the data for the payer and press ENTER.
3. By pressing the ENTER key you access all sales and distribution screens and
accounting screens in the customer master record.
-XQH
Some of the data screens you process require special data input or are logically
linked with other screens which you reach using function keys. For further information
on these screens, see Changing a Customer Master Record [Page 34].
4. If you press the ENTER key after having entered data in the last data screen, a dialog
box is displayed in which the system prompts you to save your data.
You return to the initial screen for creating a customer master record, where you can
see the number of the customer master record created.
5HIHUHQFH
If you create a customer master record centrally, you should also enter the data for FI (e.g.
insurance data and account information) as well as information for automatic payment
transactions. For further information on this accounting data, see the R/3 FI documentation on
accounts receivable accounting.
&UHDWLQJD&XVWRPHU0DVWHU5HFRUGIRU2QHWLPH&XVWRPHUV
Use the following steps to create a customer master record for a one-time customer:
1. In the SD Master Data Screen [Ext.] select, %XVLQHVVSDUWQHUV→2QHWLPHFXVWRPHUV
→&UHDWH.
You reach the &UHDWH&XVWRPHU,QLWLDO6FUHHQ
– Sales Organization
– Distribution Channel
– Division
The account group CPD (one-time account) is proposed. Do not change this account
group. The system automatically assigns an internal number for one-time customers
3. Press ENTER.
You access the address screen of the customer master record. This screen is limited
to those fields which can be identical for different customers.
– in the field 1DPH, a generic term for those customers for whom you are creating a
customer master record (for example, 'DOODVand+RXVWRQ to keep the
customers from these two cities separate)
– a search term which will later help you retrieve the customer master record
– the country
5. Press ENTER to access the various data screens of the customer master record.
Some of the data screens that you process require special data input, or are logically
linked with other screens which you reach using function keys. You will find detailed
information on these screens in “Screens in the Customer Master Record”.
6. Enter all necessary data.
-XQH
7. You can store the master record in each of the customer master record screens by
selecting &XVWRPHU→6DYH
If the master record contains additional required entry fields which you have not yet
filled, you access the corresponding screens, where you save the necessary data by
selecting the menu options Customer→Save.
After saving the data, you return to the initial screen for creating a customer master
record. The following message is displayed at the bottom of the screen: Account
<customer number> created for SlsOrg.<sales organization> DistCh <distribution
channel> Div.<division>
When later creating a sales order for a customer whose data fits to the one-time customer master
record, after entering the customer number, the system automatically branches to an address
screen where you can enter the address, name and other relevant information.
8VLQJD5HIHUHQFHIRU&XVWRPHU0DVWHU5HFRUG&UHDWLRQ
If a customer master record with similar data already exists, you can enter its number in the field
Customer in the reference section of the initial screen, which will reduce the effort required to
create the new master record.
If you enter only the customer number in the reference section, the system will copy only the
general data into the new customer master record. If you also enter data on the sales area, the
sales and distribution data will also be copied. Only data which can be identical for both master
records is copied. For example, address and unloading points are not copied, while country,
language and account group are. You can change all copied data.
If you create a customer master record for a customer for whom a customer master record in
another sales area already exists, the general data will not need to be entered again for the
second master record because it already exists in the system.
0DVWHU'DWD*URXSLQJ
You can specify that customer master records which have been created in a particular sales
organization for a specific distribution channel and division are also valid in other distribution
channels and/or divisions. This means that you only have create master records which you
require in various distribution channels once. This can save you a lot of time and effort.
You can use the same function to edit material master records and prices.
• Master data grouping for distribution channels.
At distribution channel level, you can specify the other distribution channels in which
prices and customer and material master records are also valid.
• Master data grouping for divisions
At division level, you can specify the other divisions in which customer master records
and prices are also valid.
You make the settings in customizing.
-XQH
&KDQJLQJD&XVWRPHU0DVWHU5HFRUG
If data about a customer changes, you must add the corresponding changes in the customer
master record. The sold-to party is used as an example to show how you can change a customer
master record. The procedure is the same for all partner functions.
There are two ways in which you can change a customer master record:
• You can change a customer master record for sales and distribution.
• You can change a customer master record centrally, i.e. simultaneously for sales and
distribution and accounting.
&KDQJLQJD&XVWRPHU0DVWHU5HFRUGIRU6DOHVDQG'LVWULEXWLRQ
Use the following steps to change a customer master record of a sold-to party in sales and
distribution:
→&KDQJH→&KDQJH.
You reach the &KDQJH&XVWRPHU,QLWLDO6FUHHQ
2. Enter the sales area you want to change, as well as the customer number. Select the
views where you want to make changes to the data.
Select ([WUDV→6DOHVDUHDVFXVWRPHU to find out which combinations of sales
organization, distribution channel and division are maintained for the customer.
If you do not enter a sales area, the system displays only the general data.
3. Press ENTER to access the selected screens, one after the other, and carry out the
changes.
By using the function *RWR you can reach every individual screen in the customer
master record. You can go forward and backwards in the sequence defined, or
access certain screens directly. You can also access screens in the customer master
record that you did QRWselect on the initial screen.
4. If you press ENTER after having reached the last screen, a dialog box is displayed in
which you can save your data.
5. Select <HV and press ENTER to save the data.
You return to the data screen &KDQJH&XVWRPHU,QLWLDO6FUHHQ where the following
message is displayed: Changes have been made.
&KDQJLQJD&XVWRPHU0DVWHU5HFRUG&HQWUDOO\
For the sold-to party and the payer, sales and distribution data as well as accounting data is
important. Therefore, you can change the customer master record of the sold-to party and the
payer centrally, i.e. for both views simultaneously.
Below you will find a description of how to change a customer master record centrally for the
sold-to party. The procedure is the same for the payer.
→&KDQJH→&KDQJHFHQWUDOO\.
You reach the &KDQJH&XVWRPHU,QLWLDO6FUHHQ
-XQH
2. Enter a valid company code, sales area, and the number of the customer whose
master record you would like to change centrally. Select the data screen on which you
want to carry out changes.
Select ([WUDV→6DOHVDUHDV→6DOHVDUHDVFXVWRPHU to find out which
combinations of sales organization, distribution channel and division are maintained
for the customer, i.e. which sales areas are valid for this customer.
3. Press ENTER to access the selected screens of the customer master record, which you
can change, one after the other.
You return to the initial screen &KDQJH&XVWRPHU,QLWLDO6FUHHQ where the following
message is displayed in the message line: Changes have been made.
-XQH
'LVSOD\LQJD&XVWRPHU0DVWHU5HFRUG
If you want to display a customer master record, it is not necessary to access all the screens that
you had to when creating it. You can directly access selected information. You can mark the data
screens with the data of interest to you. You can QRWcarry out any changes in the display mode.
By using the function *RWR you can reach every individual screen in the customer master record.
You can go forward and backwards in the sequence defined, or access certain screens directly.
You can also access screens you did QRW select on the initial screen.
3URFHGXUH
To display a customer master record, use the following steps:
→'LVSOD\→'LVSOD\.
You access the screen Display Customer:,QLWLDO6FUHHQ
2. Enter a valid sales area and the number of the sold-to party you want to display.
Select the data screens you would like to see.
3. If you have selected several screens, you access these screens of the customer
master record one after the other by pressing ENTER.
4. If you press ENTER after having reached the last data screen, a dialog box appears in
which you are asked whether you want to end the display of the customer.
5. Select Yes and press ENTER to leave the customer master record.
You return to the initial screen 'LVSOD\&XVWRPHU,QLWLDO6FUHHQ
'LVSOD\LQJ6SHFLDO,QIRUPDWLRQ
If you need special information on a customer master record, such as the name of the user who
created the customer master record, or the sales areas, you can use special display functions.
8VHU:KR&UHDWHG0DVWHU5HFRUG
If you want to display the name of the user who created a customer master record, select ([WUDV
→$GPLQLVWUDWLYHGDWD in the customer master record display mode. The names of the users who
created the customer master record for the accounting department and for the sales and
distribution department are displayed.
6DOHV$UHDV
If you want to display the sales areas for which the customer master records are maintained,
select ([WUDV→6DOHV DUHDV→6DOHVDUHDVFXVWRPHU in the customer master record display
mode. The system displays a dialog box which lists all sales areas for that customer.
%ORFNLQJ
If you want to know whether certain blocks have been set for a customer master record, select
([WUDV→%ORFNLQJGDWD in the customer master record display mode. You access the screen
Display Customer:Blocking Data. This screen shows you whether the customer has been
blocked for the sales and distribution view or whether he has been blocked for specific business
transactions in sales and distribution, such as sales order, delivery or billing in sales and
distribution. Select %DFN to return to the customer master record display mode.
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'HOHWLRQ,QGLFDWRUV
If you want to know whether a customer is marked for deletion, select ([WUDV→'HOHWLRQ
LQGLFDWRUV in the customer master record display mode. You access the screen Display
Customer:'HOHWLRQLQGLFDWRUV. This screen shows which parts of a customer’s data is marked for
deletion. The company code data can be marked for deletion separately from the sales and
distribution data. Select %DFN to return to the customer master record display mode.
7H[WV
Depending on the screen you are on, the system offers different text groups for processing. If you
are on a general data screen, for example, and select ([WUDV→7H[WV in the display mode of
the customer master record, you access the screen Display &XVWRPHU Central Texts. On this
screen all the different general texts are listed. You can display them in more detail by pressing
F2 (Text details). Select %DFN to return to the customer master record display mode.
-XQH
'HOHWLQJD&XVWRPHU0DVWHU5HFRUG
'HOHWLQJD&XVWRPHU0DVWHU5HFRUG
You mark a customer master record for deletion if, for example, you no longer maintain business
relationships with the customer. By using the deletion indicator you mark the customer master
record, so that the corresponding reorganization program later recognizes this master record and
deletes it from the file. The master record is only deleted after all dependent data has been
deleted.
The deletion indicator can be recognized by warning and error messages (for example, when
entering a sales order).
3URFHGXUH
To mark a customer master record of a sold-to party for deletion, use the following steps:
→0DUNIRUGHOHWLRQ.
You reach the 0DUNIRU'HOHWLRQ&XVWRPHU,QLWLDO6FUHHQ
2. Enter the number of the sold-to party that you would like to mark for deletion.
If you specify a sales area, you can mark the customer for deletion for selected sales
areas on the next data screen. If you do not specify a sales area, you can mark the
customer generally for deletion, i.e. for all sales areas, on the next data screen.
3. Press ENTER.
4. Set the deletion indicator.
5. Save the customer master record with 6DYH.
You return to the screen 0DUNIRU'HOHWLRQ&XVWRPHU,QLWLDOVFUHHQ and receive the
message in the message area &KDQJHVKDYHEHHQPDGH.
5HPRYLQJWKH'HOHWLRQ,QGLFDWRULQD&XVWRPHU0DVWHU5HFRUG
You can cancel a block in a customer master record by removing the block indicators. To do this,
proceed exactly as if you wanted to set a deletion indicator. As soon as you reach the data
screen 0DUNIRU 'HOHWLRQ&XVWRPHU,QLWLDO6FUHHQ you can remove the indicator and save the
master record. You receive a message that the changes have been made. The deletion indicator
has been removed.
You can also set a deletion indicator when you are in the customer master record by selecting
([WUDV→'HOHWLRQ LQGLFDWRUV in the customer master record change mode and then entering the
deletion indicator.
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%ORFNLQJD&XVWRPHU0DVWHU5HFRUG
%ORFNLQJD&XVWRPHU0DVWHU5HFRUG
A customer master record can be blocked, for example, when you want to temporarily stop
business relations with a customer.
3URFHGXUH
To block the customer master record of a sold-to party, for example, use the following steps. The
procedure is the same for the other partner functions.
1. In the SD Master Data Screen [Ext.] select, %XVLQHVVSDUWQHUV→ &XVWRPHU
KLHUDUFK\→%ORFN.
You reach the %ORFN8QEORFN&XVWRPHU,QLWLDO6FUHHQ
2. Enter the number of the sold-to party you would like to block.
If you do not specify a sales area, you can set a general block for all sales areas on
the following data screen. If you specify a sales area, you can set the blocks for
selected sales areas.
3. Press ENTER.
You reach the %ORFN8QEORFN&XVWRPHU'HWDLOV screen.
4. Select a sales order block, a delivery block or a billing block or all of them by using the
appropriate keys.
You can use predefined keys to indicate the reasons for block, and to determine the
blocking type. It is possible, for example, to block the processing of credit memo
requests for a particular customer, perhaps until credit difficulties are resolved.
5. Save the changes using 6DYH.
You return to the initial screen %ORFN8QEORFN&XVWRPHU,QLWLDO6FUHHQ where the
following message is displayed: Changes have been made.
8QEORFNLQJ&XVWRPHU0DVWHU5HFRUGV
You can cancel a block in a customer master record by removing the block indicators. First use
the same steps as for blocking, as described above. As soon as you access the data screen
%ORFN8QEORFN&XVWRPHU:Details screen, you can remove the existing block indicator and save
the master record. You receive a message that the changes have been made. The block is
cancelled.
You can also block a customer master record in the customer master record itself by selecting
([WUDV→%ORFNLQJGDWD in the customer master record change mode, and then entering the
appropriate keys on the subsequent screen.
-XQH
'LVSOD\LQJ&KDQJHVLQ&XVWRPHU0DVWHU5HFRUG
You can display all changes which have been made in a customer master record. You can
display changes in the display mode and in the change mode. There are two ways of doing this:
• By using the function 'LVSOD\FKDQJHV in the initial menu.
• By displaying the changes in the customer master record.
'LVSOD\8VLQJWKH,QLWLDO0HQX
'LVSOD\LQJ&KDQJHVWR6DOHVDQG'LVWULEXWLRQ'DWD
To display changes to sales and distribution data in the customer master record for, for example
a sold-to party, proceed as follows:
→'LVSOD\FKDQJHV→'LVSOD\FKDQJHV.
You reach the &XVWRPHU$FFRXQW&KDQJHV,QLWLDO6FUHHQ.
2. Enter the customer number. In addition, you can enter criteria such as the sales area
and the user who made the changes as search terms.
3. Press ENTER.
You reach the screen &XVWRPHU&KDQJHV&KDQJHG)LHOGV screen. The system lists
the changed fields. The following functions are available to you:
– You can display the changes made to a field by placing the cursor on the
corresponding line and selecting (GLW→&KRRVH.
– You can display all changes made to a customer master record by selecting $OO
FKDQJHV. You reach the screen &XVWRPHU&KDQJHV2YHUYLHZ where you see a
list of the changed field entries, including the date, and the old and the new value.
4. Select Back until you return to the initial screen.
'LVSOD\LQJ&KDQJHVWRDOO'DWD
To display changes to all master record data (accounting data and sales and distribution data),
proceed as follows:
→'LVSOD\FKDQJHV→'LVSOD\FHQWUDO.
You reach the &XVWRPHU$FFRXQW&KDQJHV,QLWLDO6FUHHQ.
2. Enter the customer number. In addition, you can enter criteria such as the sales area,
the date from which you want to check for changes, the company code, and the name
of the user who made the changes as search terms.
3. Select ENTER.
You reach the screen &XVWRPHU&KDQJHV&KDQJHG)LHOGV screen. The system lists
the changed fields. You can perform the functions described in the above section.
'LVSOD\LQJ&KDQJHVIRU0XOWLSOH&XVWRPHUV
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You can also use the 'LVSOD\FKDQJHV function to display changes to customer master data for
more than one customer. This is done as follows:
→'LVSOD\FKDQJHV→0XOWLSOHFXVWRPHUV.
You reach the 'LVSOD\RI&XVWRPHU&KDQJHV screen.
2. Enter the range of customer names or numbers which you want to check. In addition,
you can specify search terms such as the date from which you want to check for
changes and the user who made the changes.
3. Specify the data (general, financial accounting, sales and distribution) which you want
to check for changes by marking the appropriate fields. Then enter the corresponding
organizational data as required. You can limit the field group(s) which are to be
checked.
4. Indicate how you want the list to be sorted by entering the appropriate sort method in
the 6RUWLQJ field. If you want the technical names of the fields to be displayed in the
compiled list., mark the 7HFKQLFDOILHOGQDPHV field.
5. Select ENTER.
You reach the &XVWRPHU&KDQJHV&KDQJHG)LHOGV screen. The system lists the
changed fields.
You can search within the list for, for example, records changed on a on a particular
date or for a particular customer by selecting (GLW→)LQG A dialog box appears in
which you can enter a search term which suits your purposes (the creation date or
customer name, for example).
'LVSOD\LQWKH&XVWRPHU0DVWHU5HFRUG
You can also display the changes in the customer master record when you are in the change or
display mode by selecting either (QYLURQPHQW→)LHOGFKDQJHVor (QYLURQPHQW→$FFRXQW
FKDQJHV
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&KDQJLQJDQ$FFRXQW*URXS
If, for example, a customer who has always fulfilled the function of a payer then takes on the role
of a sold-to party, you have to assign the new function to the customer. However, since screen
and field selection in the customer master record are controlled by the account group, you can
only assign the other function by changing the account group.
Changes to the account group and the accompanying partner functions can only
be made from a lower level to a higher level. For example, this means that a sold-
to party cannot be assigned the function of a payer as fields which have already
been maintained for this sold-to party would have to be masked. However, you
can assign the sold-to party function to a payer.
$FFRXQW*URXSV:KLFKFDQEH&KDQJHG
You can change the account group for the following partner functions:
• Ship-to party
• Bill-to party
• Payer
The following topic explains how you change the account group for a payer.
3URFHGXUH
To change the account group of a payer, proceed as follows:
1. In the SD Master Data Screen [Ext.], select %XVLQHVVSDUWQHUV→ 3D\HU→&KDQJH
DFFRXQWJURXS.
You reach the &KDQJH$FFRXQW*URXS screen.
2. Enter the number of the payer whose account group you wish to change and press
ENTER.
You reach the dialog box &RPSDQ\&RGHV6DOHV$UHDVE\&XVWRPHU. It shows you

which company codes and sales areas for this payer you must maintain after you
have changed the account group.
3. Press ENTER.
You reach the &KDQJH$FFRXQW*URXS&XVWRPHU ,QLWLDO6FUHHQ dialog box which
informs you of the account group of the previous partner function. Here, you enter the
account group of the new partner function you wish to assign to the payer.
4. Enter the required account group in the field 1HZDFFRXQWJURXS and press ENTER.
If fields need to be maintained as a result of the new account group, you reach the
dialog box &KDQJH$FFRXQW*URXS&ULWLFDO)LHOG*URXSV in which the field groups
and fields to be maintained are listed.
If the window is not displayed, no fields need to be maintained and you can proceed
to Step 7.
5. Press ENTER.
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You reach the &KDQJH$FFRXQW*URXSdialog box where you can change the account
group if you made an error previously.
6. Check your entry and press ENTER.
You branch to the customer master record where you can maintain the new fields for
the new account group.
If the customer has been created for several company codes/sales areas, master
record maintenance is carried out here for the company code/sales area which was
displayed first in the dialog box &RPSDQ\&RGH6DOHV$UHDVE\&XVWRPHU.
You only branch directly to customer master record maintenance if you have the
authorization to change master records. Otherwise, these fields must be
maintained at a later point in time by someone who has the authorization to do
so.
7. Maintain all the screens in the customer master record which you feel are important.
Maintain all the mandatory fields at least.
9. Select yes and press ENTER to save your data.
You receive a message informing you that the account group of the customer master
being processed has been changed.
10. Press ENTER.
You return to the &KDQJH&XVWRPHU$FFRXQW*URXS ,QLWLDO6FUHHQ and you receive a
message informing you that the changes have been saved.
You have now completed the maintenance of the new fields in the customer master for the first
company code/sales area. If the customer has been created for several company codes/sales
areas, maintain the fields for the remaining company codes/sales areas as well. The company
codes/sales areas for the customer are displayed in the dialog box Company Codes/Sales Areas
by Customer (see Step 3).
It may make sense to block the customer until all the necessary data has been maintained.
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Customer master records are created and maintained in Financial Accounting and in Sales and
Distribution. In some cases, a customer master record may have been created for a customer in
SD but not in FI and vice versa. There is a program which determines which customer records
have been maintained in one of these applications but not in the other.
To perform this function for the sold-to party, for example, proceed as follows:
1. In the SD Master Data Screen [Ext.] select, %XVLQHVVSDUWQHUV→ 6ROGWRSDUW\
→0DVWHUGDWDFRPS.
You reach the selection screen.
2. Enter the range of names or numbers of the customers for whom you want to check
the master records.
3. If you want to create a list of customers for whom master records have been created in
SD but not in FI, specify a sales area in the 'HWDLOVVSHFLILFWR 6DOHVDQG'LVWULEXWLRQ
section of the screen and activate the 1RWLQ), button in the 6HOHFWLRQSDUDPHWHUV
section of the screen.
If you want to create a list of customers for whom master records have been created
in FI but not in SD, specify a company code in the 'HWDLOVVSHFLILFWR)LQDQFLDO
$FFRXQWLQJ section of the screen and activate the 1RWLQ6' button in the 6HOHFWLRQ
SDUDPHWHUV section of the screen.
4. Enter further selection criteria if you want to limit the scope of the search.
5. You can enter a freely definable text in the $GGLWLRQDOKHDGLQJ field. This text is
displayed in the page header of the compiled list.
6. Select 3URJUDP→([HFXWH
Depending on your selection criteria, you obtain a list of customers for which
customer master records exist in SD but not in FI or vice versa.
You can search within the list for, for example, records created on a particular date or
for a particular customer by selecting (GLW→)LQG A dialog box appears in which
you can enter a search term which suits your purposes (the creation date or customer
name, for example).
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The KLHUDUFK\W\SH is used behind the scenes for the following purposes:
• To identify the purpose of a particular hierarchy
• To determine which customer account groups are allowed in a hierarchy
• To determine which organizational data is allowed in a hierarchy
The SAP standard system contains the standard hierarchy type $. You can, however, define
your own additional hierarchy types in SD Customizing.
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A customer hierarchy is a flexible structure consisting of QRGHV. Each node - with the exception
of the uppermost node - refers to another node at a higher level in the hierarchy (known as a
KLJKHUOHYHOQRGH). Nodes that are assigned to higher-level nodes are known as GHSHQGHQW
QRGHV. Creating a customer hierarchy consists of three steps:
1. You create master records for each node that you plan to include in the hierarchy
(some of your master data - customers, for example - already exists).
2. You assign the nodes to each other, gradually building up your hierarchy.
3. You assign your customers to the appropriate nodes.
Typically, you create a hierarchy of nodes starting with the topmost, then creating each level as
you go. Usually, customers are assigned to nodes at the lowest level of the hierarchy. However,
it is also possible to assign customers to nodes at higher levels in the hierarchy. For example, a
particularly large store in a chain of retail outlets may be assigned to a regional office rather than
to a local sales office.
The following figure shows the example from the introductory section, this time
with more detail. Smith Central is the higher-level node for Smith South and Smith
North. Smith North is the higher-level node for Smith Northwest and Smith North-
east etc. The organizational data is usually the same for each individual node in
the hierarchy. However, this data can also vary.
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0001 01 01
Pricing xx
6PLWK 6PLWK
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0001 01 01 0001 01 01
Pricing Pricing xx
xx
Customer
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0001 01 01 0001 01 01
Pricing x Pricing x
Customer Customer
2743 2744
For further information on building customer hierarchies:

Creating a Node for a Customer Hierarchy [Page 49]
Assigning a Node Within a Customer Hierarchy [Page 50]
Assigning a Customer to a Node in a Customer Hierarchy [Page 51]
Partners Defined as Nodes in a Customer Hierarchy [Page 52]
Using Organizational Data in a Customer Hierarchy [Page 53]
Using Validity Periods in a Customer Hierarchy [Page 54]
Analyzing Errors During Customer Hierarchy Maintenance [Page 55]
-XQH
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Because a node may represent an element in the organizational structure of your customer - a
regional buying office, for example - you must be able to store limited, customer-related data for
the node. Therefore, before you can create a hierarchy, you must define each node in the
planned hierarchy as a master record. In terms of creating and maintaining master data for nodes
in a hierarchy, you proceed just as you would with customer master data.
6SHFLDO$FFRXQW*URXS
The kind of information you can store in the master record of a node is controlled through the
FXVWRPHUDFFRXQWJURXS. For the purposes of creating nodes in a hierarchy, a special account
group (0012) has been created. The system automatically proposes this special account group
when you create the master record for a node.
'DWD<RX&DQ(QWHU)RUD1RGH
The master record for a hierarchy node enables you to specify the following mandatory data:
• Organizational data
• Address
The following data can be entered optionally:
• Whether the node is relevant for pricing and rebate processing
• Contact person data
3URFHGXUH
To create the master record for a node, proceed as follows:
1. In the SD Master Data Screen [Ext.] select, %XVLQHVVSDUWQHUV→+LHUDUFK\QRGHV
→&UHDWH.
You reach the initial screen for creating a hierarchy node (you are creating a kind of
customer master record, so the system uses the same screens you see when you
create a customer). The system proposes the account group 0012.
2. Enter your data, but leave the Customer field blank (in the standard version, the
customer number is assigned automatically by the system) and press ENTER.
You reach the screen where you enter name and address data. In addition, you can
enter data in the following screens:
– Control data
– Contact persion
– Billing (indicators for rebates and pricing)
3. Save your work.
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$VVLJQLQJD1RGH:LWKLQD&XVWRPHU+LHUDUFK\
After you create the necessary master records for the nodes in your hierarchy, you can then
incorporate the nodes into the hierarchy by making the actual assignments. For each node, you
can enter the following assignment data:
• Number that identifies the master record of the hierarchy node
• Organizational data
• Validity period data
• Copying routine data
In addition, the system automatically copies the indicators from the node’s master record that
specify whether the node is relevant for pricing or statistics. (In later releases, you will be able to
use customer hierarchies for creating statistical analyses).
3URFHGXUH
To create an assignment in a customer hierarchy, proceed as follows:
KLHUDUFK\→&KDQJH.
You reach the selection screen for customer hierarchies.
2. Enter a customer hierarchy type (the standard version includes only one type: A), a
validity date, and select 3URJUDP→Execute.
The system displays a list of existing customer hierarchies that are valid for the date
you entered.
3. Position your cursor at the top of the screen and select (GLW→$VVLJQ→&UHDWH
DVVLJQPHQW
The system displays the &UHDWH+LHUDUFK\$VVLJQPHQW dialog box. The data in the
upper half of the dialog box defines the node you want to assign. The data in the
lower half specifies the higher-level node.
4. Enter your data.
If you are assigning your node to a higher-level, enter data in the lower half of the
dialog box. If you are assigning an existing customer master record as a node, you
can only assign customers with valid account groups. Valid account groups are
defined in Customizing for Sales.
If you are creating the node at the top of a customer hierarchy, you do not need to
enter data in the lower half of the dialog box.
5. Select &RS\ or press ENTER.
The system creates the assignment and displays it in the customer hierarchy.
6. Repeat the procedure for as many nodes as you need to create.
7. Save your work.
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After you have created the master data for the nodes and assigned the nodes within the
hierarchy, you can assign your customers to the appropriate nodes. You do this in exactly the
same way as when you assign the nodes to each other in the hierarchy. For each assignment,
you the enter the same data as above.
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The customer hierarchies described so far in this documentation consist exclusively of nodes that
are created with the special account group 0012. However, it is also possible to define a partner
as a node.
For example, a node in a hierarchy represents a customer’s regional buying office. It also
happens that you send invoices to this office for payment. In this case, you have an existing
customer master record, already maintained as a ELOOWRSDUW\ partner function. You assign this
customer master record as a node in the customer hierarchy, using the appropriate account
group.
&RQWUROOHG7KURXJK$FFRXQW*URXSV
If you want to define partners as nodes, you can specify in Customizing for Sales which account
groups are valid for a particular hierarchy type and which of these account groups may be
defined as KLJKHUOHYHODFFRXQWJURXSV. For example, you can exclude the possibility of
defining ship-to parties as higher-level nodes, since ship-to parties play no role in pricing.
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8VLQJ2UJDQL]DWLRQDO'DWDLQD&XVWRPHU+LHUDUFK\
When you create or maintain a hierarchy node, you must specify organizational data. Just as with
customer master records, you specify the sales area: sales organization, distribution channel,
and division. As a rule, the organizational data of nodes within a customer hierarchy should be
identical. However, the sales area data may vary. For example, customers maintained for
different divisions may be assigned to the same node. A node is maintained, for example, in the
following sales area:
Verkaufsorganisation 0001
Distribution channel 01
Division 01
You then assign two customers to the above hierarchy node. The first customer is maintained in
the following sales area:
Sales organization 0001
The second customer is maintained in a different sales area:
Sales organization 0001
Division 03
You specify in Customizing for Sales which combinations of sales area data are allowed. When
you assign a customer to a node, the system checks to make sure the combination of sales area
data is valid.
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8VLQJ9DOLGLW\3HULRGVLQD&XVWRPHU+LHUDUFK\
A validity period consists of a YDOLGIURPGDWH and a YDOLGWRGDWH. By specifying validity periods
for hierarchy nodes, you can take into account the fact that customer hierarchies usually change
over time. For example, the corporate structure of a customer may change and you may want to
restructure the customer hierarchy in advance. Or sales through some retail outlets in a customer
hierarchy may develop substantially faster than through others, requiring that you reassign the
top-selling stores within the hierarchy.
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$QDO\]LQJ(UURUV'XULQJ&XVWRPHU+LHUDUFK\
0DLQWHQDQFH
The system informs you if errors occur in customer hierarchy assignments. For example, the
validity period of a particular assignment does not match the validity periods of the surrounding
nodes. If this case, the system highlights the problem node and displays a short error message.
For more information about the nature of the error, you can select (GLW→(UURUDQDO\VLV A
dialog box provides a more detailed description of the error.
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8VLQJD&XVWRPHU+LHUDUFK\'XULQJ6DOHV2UGHU
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Customer hierarchies are used to determine pricing and rebates in sales and billing documents.
When you process a sales order for a customer who is assigned to a customer hierarchy, the
system automatically determines the corresponding KLHUDUFK\SDWK.
+LHUDUFK\3DWKV
The hierarchy path shows the relationship of a customer to the chain of nodes all the way up to
the top level of the hierarchy. The system uses partner determination to build the hierarchy path
in the sales order.
For further information on processing customer hierarchies in sales orders:
Partner Deterimination for Customer Hierarchy Nodes [Page 57]
Displaying the Customer Hierarchy Path in a Sales Order [Page 59]
Displaying Assignments for a Customer Hierarchy Node [Page 60]
Customer Hierarchies and Pricing [Page 61]
Copying Customer Hierarchy Information Between Documents [Page 62]
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During sales order processing, the system automatically determines special partner functions in
the partner data of the document. The system uses these partner functions for the following
purposes:
• To determine the hierarchy path and store it in the document
• To store hierarchy data per item (the pricing of individual items in the order may relate
to different hierarchy nodes)
• To make it possible to display sales orders or invoices by node
In the sales order, the system determines a default partner function (in the standard system, 1A),
based on the hierarchy type. The system then uses partner determination (controlled through
Customizing) to find higher-level partner functions, until it has determined the complete hierarchy
path for the sales order. The standard version of the SAP R/3 System includes four standard
partner functions for this purpose: $'. You can add as many additional partner functions as
you require, up to a maximum of 26 levels.
([DPSOHRI3DUWQHU'HWHUPLQDWLRQ
The following example shows how the system uses partner determination to create the hierarchy
path in a sales order. Customer 2743 in the following customer hierarchy places a sales order.
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Customer
2742 6PLWK 6PLWK
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0001 01 01 0001 01 01
Pricing x Pricing x
Customer Customer
2743 2744
Using partner determination, the system creates the correct hierarchy path by establishing which
higher-level partners apply. The partner function 1A is defined in Customizing as the default
partner function. The customer has the partner function AG (sold-to party). In this example, the
system determines the following hierarchy path and stores it as partner data in the sales order:
-XQH
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3DUWQHUIXQFWLRQ,' 1RGHFXVWRPHU
1C (node - top level) 4711

1B (node - second level) 4713
1A (node - third level) 4714
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You can display the hierarchy path of a sales order in the partner screen at header-level.
To display the hierarchy path in a sales order, proceed as follows:
1. Within the sales order, select +HDGHU→3DUWQHUThe system displays the 3DUWQHU
screen.
2. Select (GLW→'LVSOD\criteria. You can then choose from the following options:
– All partners
– Only customer hierarchy
– Without customer hierarchy
If you choose the second option, the system displays each node in the relevant
hierarchy path and suppresses all other partners.
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In addition to being able to display the hierarchy path for a particular sales order, you can also
display information about a particular node. For example, you can display which customers and
nodes are assigned to the node. When you select this view of a node, the system displays all the
relevant assignments.
3URFHGXUH
To display the assignments of a particular node, proceed as follows:
KLHUDUFK\→&KDQJH.
validity date, and select 3URJUDP →([HFXWH.
you entered.
3. Place your cursor on the node for which you want to display assignments and select
(GLW→+LHUDUFK\QRGHV→$OODVVLJQPHQWV
A dialog box lists all the assignments that belong to the node you selected.
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Customer hierarchies enable you to apply pricing and rebate agreements that are determined at
a higher level than the customer. For each node that you indicate as relevant for pricing, you can
create pricing condition records.
&RQGLWLRQ7\SHV
The standard version of the SAP R/3 System includes the following condition types for creating
condition records in customer hierarchies:
&RQGLWLRQ7\SHV
&RQGLWLRQW\SH 'HVFULSWLRQ
HI01 Percentage discount based on the node

HI02 Absolute discount based on material/node
3ULFLQJLQWKH6DOHV2UGHU
In the standard version, the system determines hierarchy-related pricing in the sales order
(condition types HI01 and HI02) by searching for valid condition records at each level in the
hierarchy path, starting with the lowest level. As soon as the system finds a valid condition
record, it stops the search. If the same kind of condition record (say, a material discount) is
stored at two different levels in the hierarchy, the system takes the first valid record at the lowest
level. In Customizing for Sales, you can specify your own access sequences. By using exclusion
groups, you can, for example, specify that if similar condition records exist at different levels of
the hierarchy, the system takes the most favorable price or discount for the customer (regardless
of which level in the hierarchy the pricing data comes from).
([DPSOHRI3ULFLQJLQ8VH
In the previous example, the customer hierarchy represents the Smith nation-wide buying group.
The central office - Smith Central - is defined as the top node in the hierarchy. The regional
offices of the buying group - Smith South, North, Northwest, and Northeast - are defined as
nodes. During negiotations, you establish a pricing agreement for a particular product line. You
offer a national discount, available for all Smith stores. In addition, you offer a special promotional
discount for Smith North. You create the corresponding pricing condition records for the Smith
Central and Smith North nodes. A subsequent sales order from customer 2742 gets the national
discount. When customers 2743 and 2744 place orders, however, the system determines pricing
by applying the pricing data stored for Smith North.
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The copying of hierarchy information between documents is controlled, as usual, by copying
routines specified in document flow. You can specify, for example, which hierarchy-related data
is copied or redetermined when you copy data from a quotation into a sales order or from a sales
order into an invoice. You create and specify copying routines in Customizing for Sales.
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An important aspect of customer hierarchies is their flexibility. When a customer’s structure
changes in any way, you must be able to respond quickly and change the corresponding
customer hierarchy with the minimum of effort. For example, a customer may reorganize its
structure and move some retail stores from one region to another. Or a customer may merge
several of its area divisions into one new unit. When you move a customer or node from one part
of a hierarchy to another, you automatically carry with it all other subordinate data.
0DLQWDLQLQJ0DVWHU'DWD
You maintain the master data for hierarchy nodes in exactly the same way that you maintain
customer master data. In addition, you can maintain the data for each assignment of a node
within a hierarchy. You can display and maintain both kinds of master data from the main master
data screen in Sales & Distribution. To maintain the assignment of a node, you enter the
hierarchy type and a validity date. The system then displays the hierarchy nodes that meet your
selection criteria. If there is more than one hierarchy, each hierarchy appears as a list of
underlying nodes and customers.
0DLQWHQDQFH)HDWXUHV
Customer hierarchies can be maintained as follows:
• Adding a new node or customer
• Changing the assignment of a node or customer from one node in the hierarchy to
another
• Changing validity data of a node or customer
• Deleting a node or customer from the hierarchy.
For further information on maintaining customer hierarchies:
Adding a New Customer Hierarchy Node [Page 64]
Changing the Assignment of a Customer Hierarchy Node [Page 65]
Changing Validity Data in a Customer Hierarchy [Page 67]
Deleting an Assignment in a Customer Hieararchy [Page 68]
Updating a Customer Hierarchy [Page 69]
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You add a new node or customer to an existing hierarchy by creating an assignment (for
information on this procedure, see "Assigning nodes within a hierarchy"). The system checks that
the assignment and organizational data are valid. The indicators that determine relevance for
pricing and rebate processing are copied automatically from the master record for the node.
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You can make changes in a customer hierarchy to reflect changes in the structure of a
customer’s organization. When you reassign a node or customer within a hierarchy, all
dependent nodes and customer master records are automatically reassigned as well.
5HDVVLJQLQJD&XVWRPHU
To reassign a customer within a customer hierarchy, proceed as follows:
KLHUDUFK\→&KDQJH.
validity date, and select 3URJUDP→([HFXWH.
you entered.
3. Place your cursor on the customer you want to move and select (GLW→+LHUDUFK\
QRGHV→&XW
The system removes the customer from the existing assignment and displays it as a
single node in the overview screen.
4. Place your cursor on the customer and select (GLW→1RGHV→5HDVVLJQ
A dialog box lists all nodes with the same organizational data as the customer you
want to reassign.
5. To select the appropriate node, double-click on the node or place your cursor on it and
select Copy.
The system automatically assigns the customer to the new location.
6. Save your work.
5HDVVLJQLQJD6XE+LHUDUFK\
You can also move an entire sub-hierarchy to another location within a customer hierarchy or
even - if the organizational data allows it - to another hierarchy. To move a sub-hierarchy from
one location to another, proceed as follows:
1. Place your cursor on the highest-level node of the sub-hierarchy and select (GLW→
6XEKLHUDUFK\→&XW
The system removes the sub-hierarchy from the customer hierarchy and displays it as
a separate hierarchy.
2. To reassign the sub-hierarchy to a different location in the original customer hierarchy,
place your cursor on the highest-level node of the removed sub-hierarchy and select
(GLW→6XEKLHUDUFK\→5HDVVLJQ
A dialog box lists all nodes with the same organizational data as the sub-hierarchy
you want to reassign.
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3. To select the appropriate node, double-click on the node or place your cursor on it and
select Copy.
The system automatically makes the new assignment.
4. Save your work.
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When you create or make changes to a hierarchy node, you specify a valid-from date. For
example, a customer advises you that the buying structure of his organization will change,
effective the beginning of next year. You want to restructure the customer hierarchy in advance.
You maintain the hierarchy, changing the assignment of nodes as necessary and entering the
valid-from date that corresponds to the change at the customer. Until that time the existing node
assignments continue to function as before. In addition, you can also specify a valid-to date for a
node. If you leave the valid-to date blank, the system automatically proposes 12/31/9999.
You may want to define a temporary reassignment for a node for which you have
already defined a future change. The following example shows how the system
automatically redetermines the validity period in such a situation. Two assignments
exist for node 4712: a current assignment and an assignment that comes into effect
01/01/1995. The validity periods before the temporary reassignment look like this:
4712→4711(01/01/1993 - 12/31/1994)
4712→5000(01/01/1995 - 12/31/9999)
You now create a third, temporary reassignment: → 4000. The system
automatically redetermines all three validity periods. The resulting validity data
looks like this:
4712→4711(01/01/1993 - 06/30/1994)
4712→4000(07/01/1994 - 12/31/1994)
4712→5000(01/01/1995 - 12/31/9999)
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You can delete assignments in a hierarchy. When you make a deletion, the system reacts
differently, depending on the validity period of the assignment. For example, other assignments
may automatically be changed as a result of the deletion. The following scenarios describe
possible system reactions:
• The valid-from date lies in the past.
The system updates the assignment and sets the valid-to date to yesterday’s date.
• The valid-from date is today’s date or lies in the future.
The system physically deletes the assignment.
• Other assignments exist for the nodes in question with adjoining validity periods.
The system checks whether validity periods of the remaining assignments can be
extended (see following example).
([DPSOHRI'HOHWLRQ
The following assignments exist for the same node (one assignment effective now, the other
later):
4712→4711 (01/01/1993 - 12/31/1994)
4712→5000 (01/01/1995 - 12/31/9999)
If you delete the second assignment on 02/02/1994, the system changes the valid-to date of the
first assignment to 12/31/9999. However, if you delete the second assignment on 02/02/1995, the
system changes the valid-to date of this assignment to 02/01/1995. If you delete the first
assignment on 02/02/1994, the system advises you that a future validity for this assignment
exists.
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If you change data in a customer master record (for example, the pricing indicator) that is already
assigned as part of a customer hierarchy, the system does QRW automatically update the data in
the hierarchy assignments. Instead, when you change or display the hierarchy, the system
displays a message telling you that related data has been changed. You then have the choice
whether or not to update the hierarchy.
If you choose to update the hierarchy, proceed as follows:
1. Within the screen for displaying or changing customer hierarchies, select (GLW→
8SGDWHDWUULEXWHV
The system confirms that all assignment attributes were updated.
2. Save your work.
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Products and services are combined in the SAP R/3 System under the term PDWHULDO. All
information necessary for the management of a material and its stocks, as well as its use, is
maintained in the so-called material master record. This includes, for example, data on
purchasing, on sales and on storage.
Different company areas and SAP modules access the material master records, which therefore
must meet a wide variety of requirements. During sales processing, the system repeatedly
accesses the material master records. It is one of the basic sources of data for sales processing.
The material master record is accessed, for example, in the inquiry, in the quotation and in the
sales order. Data in the material master record is also of great importance for shipping and
billing. However, the data required for shipping, for example, is not the same as that required for
sales or billing.
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Material types in the SAP standard version are, for example, raw materials, trading goods, semi-
finished products, finished products, or services. The material type represents certain features of
materials in the system, and has important control functions: the material type is used, among
other things, to group field selection functions for a material, or to define the screen sequence,
the type of number assignment and number ranges during material master record maintenance.
Depending on the material type, company areas maintain different data screens. This screen
selection applying specifically to an application is called a "view".
The following are examples of possible material types in the SAP standard version:
• Trading Goods
• Non-stock Material
• Services
• Packaging Material
7UDGLQJ*RRGV
Trading goods are movable goods intended for commercial exchange. Examples of trading
goods are market goods, consumption goods and durable goods. Trading goods are always
bought and re-sold by your company. The material master record for trading goods therefore
always contains purchasing data and sales data. Trading goods are managed in the SAP R/3
System using the key HAWA.
1RQVWRFN0DWHULDO
Non-stock material includes materials that are not managed on an inventory basis (for example,
small parts such as nails) though physically in stock. Non-stock materials are managed in the
SAP System using the key NLAG.
6HUYLFHV
Services are represented and managed in the SAP System as materials. Services are immaterial
goods that differ from other goods, particularly in that their production and consumption coincide.
Services are generally regarded as non-transportable and non-stockable. Typical services are
commercial services, transport services, bank and insurance services, goods from cultural
organizations and the mass media, as well as services provided by the public security forces or
the education and health sectors.
Since services cannot be stored, a material master record of this material type does not contain
inventory data or inventory management data. No fields for gross weight, net weight or unit of
weight are included in the basic data for a service, as are for other material types. Services are
managed in the SAP R/3 System with the key DIEN.
3DFNDJLQJ0DWHULDO
This material type includes all materials needed for packaging. For example, boxes or crates.
Packaging materials are managed in the SAP R/3 System with the key VERP.
2WKHU0DWHULDO
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Materials which cannot be assigned to any of the standard material types, can be maintained, as
"Other material". Thus, besides standard material types (trading goods, finished products,
services etc.) you can also create additional material types. When creating such a material, note
that a material type must be entered on the first data screen. For standard material types, this
entry is not necessary because the material type is selected in the menu.
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Industry sectors indicate the assignment of a material to a certain branch of industry (for
example, plant engineering and construction, chemical industry, mechanical engineering, and
pharmaceuticals industry).
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Like the material type, the industry key also has important control functions. It determines, for
example, the selection of data fields on screens or the screen sequence. The subdivision into
different industry sectors is necessary because, for example, a material in the chemical industry,
such as a chemical solution, differs from a material in mechanical engineering in its basic
characteristics.
In the standard version of the SAP R/3 System, the following industry sectors have been defined
for the material master record:
,QGXVWU\6HFWRUVLQWKH6WDQGDUG9HUVLRQRIWKH6$356\VWHP
,QGXVWU\NH\ ,QGXVWU\VHFWRU
A Plant engineering and construction

C Chemical
M Mechanical engineering
P Pharmaceutical
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Each company has a specific structure and a typical organization. This is represented in the SAP
R/3 System as an organizational structure. A certain part of the organizational structure is
relevant for every company area.
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An organizational structure consists of several organizational levels. These are used by different
company areas. The organizational levels VDOHVRUJDQL]DWLRQ and GLVWULEXWLRQFKDQQHO are, for
example, used exclusively by sales and distribution while SODQW and VWRUDJHORFDWLRQ are shared
by sales and distribution and materials management.
The sales and distribution data for a material is managed at the organizational levels FOLHQWSODQW
VDOHVRUJDQL]DWLRQandGLVWULEXWLRQFKDQQHO. Therefore, you have to enter the plant, the sales
organization and the distribution channel for which you want to change a material master record.
If a material which is available both in plant 1 and plant 2 is to be changed in plant

1, enter only that plant number. You then only get the plant data for this material
in plant 1. If you only enter the sales organization and the distribution channel,
then you get the sales-specific data without plant data.
Using the organizational level GLVWULEXWLRQFKDQQHO, you can, for example, sell
materials with different conditions. The prices agreed for distribution channel
ZKROHVDOHWUDGH, for example, are not the same as those for distribution channel
UHWDLOVDOHV.
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All data and information entered for a material is stored in the data structure of the material
master record. For sales and distribution, general data and sales and distribution data in the
material master record are relevant.
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General data in a material master record is identical for every sales organization, plant and
storage location. General data, which is of importance for all departments, is always entered by
the department which creates the first part or view of the master record. General data contains,
for example, the material number that identifies it, the material description, units of measure,
value, weight, volume and divisions.
6DOHVDQG'LVWULEXWLRQ'DWD
Sales and distribution data in a material master record is defined for a specific sales organization
and distribution channel. The delivering plant, the assignment to the sales group, grouping terms
for price agreements and sales texts, for example, are included in sales and distribution data.
The fact that a material is linked to a distribution channel allows the material to be sold with
different conditions through the various distribution channels.
Sales and distribution data is divided into data that depends on the sales organization and data
that depends on the plant:
• Sales organization/distribution channel data
This data includes the delivering plant, the sales unit, the minimum order quantity and
the minimum delivery quantity.
• Plant data
This data applies to a plant and all its storage locations. Examples of plant data are
MRP data, such as the safety stock quantity, the reorder level, or the shipping
processing time.
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Every material master record has a maintenance status that indicates the department-specific
view from which a master record is maintained.
The maintenance status is automatically updated and managed by the system.
As soon as a material master record, is maintained, for example, by sales and

distribution, the indicator in the maintenance status is automatically set to V. If it
is also maintained by purchasing, the system adds E to the maintenance status
indicator. The same material master record can be maintained, for example, by
sales and distribution and by purchasing, but not by accounting. The master
record then would have the maintenance status V and E but not B (accounting).
You can display which departments have QRW\HW maintained a material master
record. For further information on this, see Maintaining a Material Master Record
[Page 89].
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5HFRUG
Four screens in the material master record are relevant for sales and distribution:
• Sales 1
• Sales 2
• Sales/Plant Data
• Texts in Sales and Distribution
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The following overview includes a short description of the individual sales and distribution
screens, and lists the important data fields found on these screens.
6DOHVDQGGLVWULEXWLRQVFUHHQV 'HVFULSWLRQDQGLPSRUWDQWGDWDILHOGV
Sales 1 Basic data and units of measure (e.g. sales units,

order quantities)
Sales 2 Material groupings and tax classification (e.g.
product hierarchy, material pricing group)
Sales/Plant Data Sales and shipping data (e.g. gross weight, loading
group)
Texts in Sales and Distribution Single-line or multi-line texts for sales documents,
in several languages
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Materials can be grouped according to different criteria. This allows for easier management and
better evaluation of materials with similar features. The standard version of the SAP R/3 System
does not provide exact criteria to differentiate between individual groupings. These result from
company-specific applications. The materials can therefore be grouped by the company to meet
their specific demands. The groupings are determined and defined by the system administrator.
Contact him, if you have questions concerning the existing groupings.
In the standard version of the SAP R/3 System the following groupings are possible, for example:
• Material Group
• Material Pricing Group
• Product Hierarchy
0DWHULDO*URXS
Goods with the same features (for example, nails) can be grouped using the field Material group.
Unlike the product hierarchy, the material group does not contain different levels or possible
combinations of goods. You can, however, use the material group to carry out different analysis
functions.
The material group is defined by a nine-digit, alphanumeric key. It is not primarily of importance
for sales and distribution, but is used mainly in materials management.
0DWHULDO3ULFLQJ*URXS
A further option for grouping materials is represented by the material pricing group. This can be
used both for pricing as well as for evaluation and analysis. The material pricing group is defined
by a two-digit, numeric key.
3URGXFW+LHUDUFK\
The product hierarchy is used to group materials by combining different features. It is used for
analyses and pricing. A product hierarchy can consist of up to eighteen characters. Its features
can be combined in various ways. The following figure gives an example of how materials can be
grouped using product hierarchies.
Electrical
appliances Spare parts
Position 1-5
00001 00002
Dry Wet
Position 6-10 appliances appliances ..... .....
00001 00002
Electrical Food Washing Dish-

Position 11-18 stoves processors machines washers ..... ..... .....
00000001 00000002 00000001 00000002
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In this case, a dishwasher can be described by product hierarchy 00010000200000002. This

series of characters states that dishwashers belong to the category electrical DSSOLDQFHV (series
of characters 00001, position 1-5), and also to ZHWDSSOLDQFHV (series of characters 00002,
position 6-10) and, finally, to GLVKZDVKHUV (series of characters 00000002, position 11-18).
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A material can be stored, transported and sold in various units of measure. In the SAP R/3
System, you can therefore define various units of measure which are maintained in the sales and
distribution screens. However, you only need to maintain the fields of the units of measure if they
deviate from the base unit of measure. If no other fields with units of measure are maintained, the
system automatically takes the base unit of measure as a basis for its calculations. You can enter
the following units of measure in the sales and distribution screens:
• Base Unit of Measure
• Alternative Unit of Measure
• Sales Unit
• Delivery Unit
%DVH8QLWRI0HDVXUH
Stocks of a material are managed in the base unit of measure. All quantity movements in other
units of measure are converted automatically by the system into the base unit of measure.
$OWHUQDWLYH8QLWRI0HDVXUH
As soon as units of measures other than the base unit of measure are used in a material master
record, the system prompts you in a dialog box to enter a calculation factor to the base unit of
measure, the so-called alternative unit of measure. The alternative unit of measure does not refer
to an entry field in one of the sales and distribution screens. It is either requested in a dialog box
or entered on a secondary screen, which you can access by pressing F5 (Unit of measure). Several
alternative units of measure can be defined.
If, for example, a product is managed in the base unit of measure "Piece" but is sold in the sales
unit "Box", you must define the conversion factor. The alternative unit of measure can define, for
example, that 1 box of this material contains 12 pieces.
6DOHV8QLW
The unit of measure in which materials are sold is referred to as a sales unit (for example, piece
or bottle). The value you define in the material master record is proposed during business
transactions relevant for sales, such as the sales order. You can replace them with other
alternative units of measure in the sales order.
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The delivery unit refers to the unit in which materials can be delivered. Only exact multiples of the
delivery unit can be delivered. For example, with a delivery unit of 30 bottles, 30, 60 or 90 bottles
can be delivered, but not 100 bottles.
4XDQWLW\6SHFLILFDWLRQV
Two different quantity specifications are used:
• Minimum Order Quantity
• Minimum Delivery Quantity
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The minimum order quantity refers to the minimum quantity the customer must order. A warning
message appears if the minimum order quantity is not reached during order entry. The order can
be entered in spite of the warning message.
0LQLPXP'HOLYHU\4XDQWLW\
The minimum delivery quantity refers to the minimum quantity you must deliver to the customer.
The minimum delivery quantity is automatically checked during delivery processing. A warning
message appears during delivery processing if you enter a delivery quantity lower than the
minimum delivery quantity. The delivery can be created in spite of this warning message.
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The delivering plant refers to the plant from which the goods are to be delivered to the customer,
within a specific sales organization and distribution channel. The plant can be automatically
proposed by the system when processing a sales order, if it has been maintained in one of the
master records. It can be derived from:
• the customer/product info record
• the customer master record of the ship-to party
• the material master record.
The order of priority is as in the list above.
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The item category group determines how a material is processed in the sales order. It defines, for
example, that pricing does not take place for a free of charge item, such as a business gift; or
that inventory management is not carried out for a service. When processing sales and
distribution documents, the system uses the item category group to determine the item category.
The system determines the item category based on the item category group of the material and
the current business transaction, and proposes it in the respective document.
When creating the material types QRQVWRFNPDWHULDO and VHUYLFHV, DIEN is proposed in both
cases for the item category group, because the order processing for both material types is
identical: for example, pricing is carried out for both, but no availability check.
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The material number can either be entered externally by the user, or assigned internally by the
system. Both internal and external number assignment is possible. If you do not enter a material
number when creating a material master record, the system automatically carries out internal
number assignment.
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There are two ways of creating a material master record:
• A new material master record is created with or without reference. It is mainly the
responsibility of materials management to create new material master records in the
system.
• An existing material master record is extended by creating new segments for other
company areas. Thus, a view which has not yet been maintained is added to the
material master record.
This documentation describes the material master record exclusively from the sales view.
Therefore, the following description refers to adding new views to already existing material
master records.
6WHSV
Using the example of trading goods (HAWA), the section below describes how to extend a
material master record. You proceed in the same way for other material types.
1. In the SD Master Data Screen [Ext.] select, 3URGXFWV→ 0DWHULDO→ 7UDGLQJJRRGV
→&UHDWH.
The &UHDWH0DWHULDO,QLWLDO6FUHHQ.
2. Enter the number of the material whose sales and distribution screens you want to
maintain.
3. Press ENTER.
The system issues a message telling you that the industry sector has automatically
been transferred from the master record.
4. Press ENTER.
A dialog box appears from which you can select the views which you want to work
with.
5. Select the sales views you want to maintain.
By selecting views you define an individual screen sequence. If you do not select any
new views you receive a system error message:
Material already maintained for this transaction/event.
6. Press ENTER.
Another dialog box appears in which you specify the organizational level at which you
want to carry out the change.
7. Enter a valid combination of plant, sales organization and distribution channel to define
the organizational level.
8. Press ENTER to reach step by step the data screen you want to edit.
Edit these data screens. You must at least enter data in the required fields.
After you have edited the last data screen, a dialog box appears in which you see the
system message that the editing process will end. Select <HV to save your material
data.
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9. You return to the screen Create Trading Goods:Initial Screen, where the following
system message is displayed:
0DWHULDO0DWHULDOQXPEHU!FUHDWHG
This concludes the processing. You have extended the material master record by
adding new sales views.
Sales prices are determined by conditions. You will find a detailed description of how material
prices and sales prices are calculated in the 6'*XLGHWR3ULFLQJDQG&RQGLWLRQV. In the material
master record you can access the price condition screen by selecting ([WUDV→6DOHV'HWDLOV
→3ULFH in the menu and maintain the material price.
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A material may have to be marked for deletion, if it is no longer offered as a product. If a material
has been marked for deletion, an error message appears during order entry or delivery
processing, which blocks these transactions.
6WHSV
You can mark a material of the material type "trading goods" for deletion by using the following
steps:
1. In the SD Master Data Screen [Ext.] select, 3URGXFWV → 0DWHULDO→ 7UDGLQJJRRGV
→&KDQJH.
You reach the Change Material:,QLWLDO6FUHHQ.
2. In the menu bar, select 0DWHULDO→6HWGHOHWLRQIODJ→,PPHGLDWHO\
You reach the screen )ODJ0DWHULDOIRU'HOHWLRQ,QLWLDO6FUHHQin which you enter the
material, as well as the data on the organizational level.
3. Press ENTER.
You reach another'LVSOD\ screen.
4. In the left column mark the material and the organizational level at which you want to
mark the material for deletion.
5. Press ENTER.
The material is marked for deletion.
A deletion flag cannot be cancelled. However, a material is only deleted during archiving, if all
business transactions depending on it have been concluded.
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If a material has technical defects or is to be discontinued, you can block the material.
If you set a block, orders, deliveries and invoices containing this material cannot be created at all,
or only with a warning message. The system reactions to a blocked material depends on the type
of block set.
6WHSV
You use the same procedure to block all material types. To block trading goods, for example, use
the following steps:
1. In the SD Master Data Screen [Ext.] select, 3URGXFWV→ 0DWHULDO→ 7UDGLQJJRRGV
→&KDQJH.
2. Enter the trading goods you want to block.
3. Press ENTER.
A dialog box appears in which you can select a view.
4. Select view 6DOHV
5. Press ENTER.
Another dialog box appears in which you must define the organizational level.
6. Enter a valid combination of plant, sales organization and distribution channel.
7. Press ENTER.
You reach the Change Material:Sales (1) screen.
8. Enter a blocking reason in the6DOHVVWDWXV field.
9. Press ENTER.
10. Save the data record and return to the initial screen. You receive a message informing
you that the material has been changed.
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0DLQWDLQLQJD0DWHULDO0DVWHU5HFRUG
Since different company areas access a material master record, it can happen that a material
master record already exists for other company areas, but has not yet been maintained for your
area.
You can use the function0DLQWDLQPDWHULDO to add new views to an existing material master
record. In contrast to changing a material master record, you add new views to the data records
when maintaining. The main difference between maintaining a material master record and
creating it, in the sense of adding another view, is that, when maintaining, more selection criteria
are available to you. These selection criteria are not available for the function &KDQJH and
&UHDWH.
The maintenance status tells you which department has already maintained the material master
record. For more information on the maintenance status of a material master record, see
Maintenance Status in the Material Master Record [Page 76].
6WHSV
Use the following steps to maintain a material master record:
1. In the SD Master Data Screen [Ext.] select, 3URGXFWV→ 0DWHULDO→ 0DLQWDLQ
PDWHULDO.
You reach the ([WHQGDEOH0DWYLHZ V ,QLWLDO6FUHHQ on which you can enter various
selection criteria, such as maintenance status, plant, sales organization, etc. The
entries in the fields displayed offer you a flexible way of searching. You can limit the
search by combining criteria and select specifically: you can search for all materials,
for example, which have not yet been maintained from a certain view and belong to a
certain industry sector. You can combine any criteria.
2. Enter the sales organization for whose materials you want to maintain certain views.
3. Select ([HFXWH.
You receive a list of all materials which have not yet been maintained from the view
entered (i.e. sales).
4. Select the material you want to edit, by marking it at the left screen border.
5. Press $FWLRQV→0DLQWDLQPDWHULDOV
You reach the department-specific data screens of the material master record, which
you can now maintain.
6. When you want to exit the material master record, the system prompts you to save the
data.
7. Save your work.
You return to the initial menu where you see the system message
0DWHULDOH[LVWVDQGLVEHLQJH[WHQGHG
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If you want to always work with the same views (for example, the sales screens), at the same
organizational level or within the same industry sector, you do not need to enter all these
specification every time you carry out a transaction in the material master record. You can define
defaults for each user.
6WHSV
If you want to define a certain view selection as a default, you must select a material type such
as trading goods, to reach the data screen in which you define the defaults. Defining defaults
other material types is done in the same way. Proceed as follows:
1. In the SD Master Data Screen [Ext.] select, 3URGXFWV → 0DWHULDO→ 7UDGLQJJRRGV
→&KDQJH.
2. In the menu bar, select 'HIDXOWV.
You see a pull-down menu with the options ,QGXVWU\VHFWRU9LHZVDQG2UJDQL]DWLRQDO
OHYHOV
3. Select the menu option 9LHZV.
A dialog box appears from which you can select the views which you want to work
with.
4. Select your views as required. In addition, mark the field 9LHZVHOHFWLRQ RQO\RQ
UHTXHVW.
5. Press ENTER.
You have now defined a default for view selection. When you edit a material master
record, the dialog box for view selection is no longer displayed and you automatically
access the predefined views.
In the same way, you can suppress the selection of the organizational level or the industry sector
for processing a material master record. The use of defaults speeds up access to material master
records.
&DQFHOOLQJ'HIDXOWV
To cancel a default, repeat the described procedure and delete the check mark in the View
selection only on request field.
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Data on a material defined for one specific customer is stored in the customer-material
information record. This data includes
• the material number used by the customer
• the material description used by the customer
• customer-specific data on deliveries and delivery tolerances
If, for example, one of your customers uses a number for a material, which differs from the
number your company uses to identify it, you can store the material number used by the
customer in the customer-material information record.
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During order entry, items can be entered by specifying the material number used by the
customer. Thus, you can use both material numbers during the order entry, the material number
your company uses or the one defined by the customer, because the system is able to identify
the numbers and to match them.
The data on the delivery and the individual delivery tolerances agreed upon with the customer for
the material in question, can be checked and transferred to the sales order item as well. This can
be defined by the system administrator.
You can also store a text in the customer-material information record. It is copied to the relevant
SD document items during text determination. In Customizing, text category Customer-Material-
Text is intended for this.
For further information on customer-material information, see
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If a customer manages a material with a number that differs from the one your company uses, a
customer-material information record is created.
6WHSV
Use the following steps to create a customer-material information record:
1. In the SD Master Data Screen [Ext.] select, $JUHHPHQWV→ &XVWPDWHULDOLQIR
→ &UHDWH.
You reach the &UHDWH&XVWRPHU0DWHULDO,QIR5HFRUG screen.
2. Enter the customer number, the sales organization and a distribution channel. Thus,
you can specify to which part of your organization the information record applies.
3. Press ENTER.
You reach the &UHDWH&XVWRPHU0DWHULDO,QIR5HFRUG2YHUYLHZ screen
4. Edit the data screen by entering data in the following fields:
– In the field 0DWHULDO enter the number which identifies the material in your
company.
– In the field &XVWRPHUPDWHULDO enter the number that the customer uses to identify
the material.
5. Press ENTER.
The system adds the material description used in your company.
Press Info record details to display the items created, and to enter shipping data, as well
as partial delivery agreements.
6. If you want to maintain a text, select *RWR→ 7H[WVin the 2YHUYLHZ screen
You reach the 7H[W screen, where you can enter your text.
If you want to enter several lines of text, mark the text lines and select (GLW→ 'HWDLOto
get to the SAPscript editor.
8. Save your text after maintaining it in the SAPscript editor. You return to to the 7H[W
screen of the sales information record using *RWR → %DFN.
9. Save the data record.
In the message line, you receive the message that customer-material info record was
saved.
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,WHP3URSRVDOV
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Frequently occurring material combinations and common delivery quantities can be stored in item
proposals. During order entry, an item can be proposed by referring to an item proposal. You can
also access an item proposal using a matchcode. An item proposal can consist of materials of
different material types.
The order entry can be processed more efficiently using item proposals. Item proposals can be
transferred into a sales order document or be selected from a selection list, for example. During
these transactions the current material master record is always taken into account. Items
proposed from an item proposal can always be changed in the sales order.
An item proposal, containing the materials a customer usually orders, can be assigned to that
customer, for example. This item proposal is then automatically proposed during order entry.
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Item proposals are created, if certain material combinations are often ordered and delivered in
certain quantities. When creating item proposals, different materials with proposed quantities can
be entered.
You can also adopt bills of material (e.g., configurable materials) into an item proposal. However,
it is NOT possible to explode, or configure a bill of material in an item proposal. You can only
carry this out when you are copying it into a sales order.
6WHSV
Use the following steps to create an item proposal:
1. In the SD Master Data Screen [Ext.] select, 3URGXFWV→ ,WHPSURSRVDO→&UHDWH.
You reach the&UHDWH,WHP3URSRVDO,QLWLDO6FUHHQ.
2. Edit the data screen by at least entering data in the fields ,WHPSURSRVDOW\SH, 6DOHV
RUJDQL]DWLRQ,'LVWULEXWLRQFKDQQHO and 'LYLVLRQ.
3. Press ENTER.
You reach the &UHDWH,WHP3URSRVDO2YHUYLHZ)DVW(QWU\ screen where you enter
the item proposal.
4. Create the item proposal by entering the materials and the quantities. In the field
Search term, you can define a search term which you can later use to retrieve the item
proposal by using the matchcode.
If you want to create an item proposal for a bill of material, enter the header
material without the component. When the item proposal is transferred to the
sales document, the bill of material is then exploded or configured. Make sure
that an item category is determined in the sales order that allow bill of material
explosion or configuration. This is controlled in Customizing for the item category
in the 6WUXFWXUHVFRSH field.
5. Press ENTER and save the item proposal.
The system saves the item proposal and assigns an item proposal number. You
receive the following system message:
,WHP3URSRVDO,WHPSURSRVDOQXPEHU!ZDVVDYHG
You remain on the same data screen, where you can create another item proposal.
Select %DFN to return to the initial screen.
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Sales and Distribution processing is based on basic functions, which will be described in the
following sections.
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In many sectors of industry it is common to provide products free of charge, or not to charge the
customer for some of the goods sold when a customer purchases certain good.
The following forms of free goods exist:
• ,QFOXVLYH
The customer only pays for a part of the goods required. The rest of the goods are
free. This is called ,QFOXVLYHIUHHJRRGV and means that part of the purchase
quantity is designated as free goods and is not billed.
The material supplied as free goods always has the same unit of measure as the
purchased quantity.
Of ten bottles of wine, two are designated as free goods. If you order ten bottles,
then ten are delivered but you are not billed for two of them. You have received
LQFOXVLYHIUHH JRRGV.
• ([FOXVLYH
The customer pays for the goods ordered and receives additional goods. This is
known as H[FOXVLYHIUHHJRRGV and means that free goods is granted for an
additional quantity to that in the purchase order. More is delivered than was ordered
and the additional quantity is not billed.
The goods delivered as free goods do not have to be the same as material ordered.
When four coffee machines are ordered, the vendor supplies a packet of coffee
as free goods. Therefore, if you order four coffee machines, your receive a free
packet of coffee.
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You create a free goods agreement in the same way as you do a condition. You can set the
requirements governing when free goods are granted at as many levels as required, e.g. at
customer/material level or customer hierarchy/material level. The standard system provides for
customer/material level. The free goods agreement has a validity period. In the free goods
agreement you can save different rules for determining the free goods quantity. You can define a
minimum quantity for the material sold, free goods are only granted for the material sold after this
minimum quantity. The free goods quantity can be defined proportionally to the quantity of the
material sold. Another rule defines the free goods quantity per IXOO unit of the material sold. I.e.,
free goods might be granted only for a certain number of full pallets and not for partially loaded
pallets.
Free goods processing is supported in the sales order for direct sales. When creating the sales
order, the free goods items are created automatically according to free goods agreement. The
free goods are represented as an item. The free goods item refers to the originating item. The
free goods items are relevant for delivery and are copied to the delivery. The free goods item can
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be copied to the billing document. It is possible to have the free goods in the invoice as free of
charge items.
In the sales order and in the billing document, pricing can be carried out for a free goods item. An
automatic discount of 100 percent at the end of pricing ensures that the item is free of charge.
This facilitates representation in the statistics and in the Profit Analysis. The free goods can be
represented there not only as manufacturing costs but also as a special type of sales deduction.
&RQVWUDLQWV
Free goods is currently only supported on a 1:1 basis. This means that an order item can only be
the source of one free goods item. This means that agreements involving relationships such as
’Buy material 1 and get material 2 and material 3 free of charge’ or ’Order material 1 and material
2 together and get material 3 free of charge’ are not supported.
Free goods is not currently supported in combination with material structures (e.g. product
selection, bills of material, variants with BOM explosion).
Free goods is currently only supported for sales orders with document category C (not for
quotations, for example).
Free goods is not currently supported for deliveries without reference to a sales order.
Free goods is not currently supported for make-to-order production, third-party order processing
and scheduling agreements.
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Free goods master data must be maintained before automatic free goods determination can be
carried out. The condition technique is used for free goods in the same way as for pricing.
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The free goods master data has the following features:
• Free goods can be maintained as either inclusive or exclusive.
• You can set the requirements governing when free goods are granted at as many
levels as required, e.g. at customer/material level or customer hierarchy/material level.
Just as in pricing, condition tables are used for this which you can enhance according
to your own requirements.
• You can specify a validity period for the free goods agreement.
• You can specify a minimum quantity for which free goods is to be granted.
• Stages can be defined with regards to the minimum quantities and their dependent
free goods.
• For exclusive free goods, you can define a material other than the material sold to be
granted as free goods.
• You can define different rules for determining the free goods quantity:
− proportional (rule 1)
− related to number of units (rule 2)
− only for whole units (rule 3)
You grant 10 pieces of a material as exclusive free goods for an order of 100
pieces.
A customer orders 150 pieces.
Depending on the rule used, the customer receives the following free goods
quantity:
&DOFXODWLRQUXOH )UHHJRRGVTXDQWLW\
Rule 1 15 pieces
Rule 2 10 pieces
Rule 3 0 pieces
• You can enhance the rules for determining the free goods quantity with your own
routines (Transaction VOFM in menu point )RUPXODV).
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• Delivery controlling
For the delivery you can control whether the free goods are processed independently
or whether they are only copied to the delivery for partial delivery or full delivery.
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0DLQWDLQLQJ)UHH*RRGV
1. In the SD Master Data Screen [Ext.] select, 3ULFLQJ→)UHHJRRGV→&UHDWH.
You reach the data screen &UHDWHIUHHJRRGVGHWHUPLQDWLRQ.
2. Enter data for 6DOHVRUJDQL]DWLRQ'LVWULEXWLRQFKDQQHOand &XVWRPHU.
You maintain master data for inclusive and exclusive free goods in the same
screen. In exclusive free goods, the additional free goods material field is also
available for entry.
You can choose between exclusive and inclusive at any time.
If required, you can switch from a scale quantity for inclusive to exclusive free
goods.
3. Now maintain the following data:
)LHOGGHVFULSWLRQ &RQWHQWV
Material Material, for which free goods is to be

Minimum quantity granted
From Minimum quantity for which free
FGQ goods can be granted
Free goods Quantity of sales material
AQU Quantity unit of free goods material
Rule Quantity of free goods with reference
D to the quantity and quantity unit of the
Additional material sales material
Quantity unit of the free goods
additional quantity
Calculation rule
Delivery controlling
Additional material (only available for entry in exclusive
free goods)
4. If you want to use a scale, select 6FDOHV. If you want to change the default validity
period, select 9DOLGLW\SHULRGV.
5. Save the free goods.
5HVXOW
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The system marks the free goods record as being either inclusive or exclusive.
The system automatically calculates the percentage amount of the free goods with regards to the
quantity. If the sales material and the free goods use different units of measure, then this
calculation is not carried out.
If you create a free goods record with a different material as the exclusive free
goods material, then a bell icon appears at the end of the record in the inclusive
free goods screen. Normally, when you display a list of free goods records, you
can only see the exclusive free goods material if you go to double line display or if
you go tot he exclusive free goods screen for the record. This icon indicates a
different exclusive free goods material in the first list.
If you do not enter an exclusive free goods material, the system automatically uses the sales
material.
You can also branch to free goods maintenance from the pricing conditions
maintenance screen.
If possible, data from the condition record are proposed for the free goods (e.g.
customer number, material number).
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If you grant free goods to a customer, you can implement automatic free goods determination.
The system automatically create a free goods item in the sales order. The item is free of charge.
For inclusive free goods, the main item is automatically reduced by the free goods quantity. For
exclusive free goods, the quantity of the main item remains the same.
You grant 2 pieces of a material as free goods when the customer orders 100
pieces. For inclusive free goods, the two pieces are deducted from the quantity of
the sales material and created as a separate free of charge item. For exclusive
free goods, the customer receives two additional pieces as an additional free of
charge item (see figure below).
3UHUHTXLVLWH
&XVWRPL]LQJ
Free goods determination requires Customizing settings in SD basic functions.
0DVWHU'DWD
Free goods determination requires that the free goods be maintained in the master data.
)HDWXUHV
)UHHJRRGVGHWHUPLQDWLRQLQWKHFXVWRPHURUGHU
The free goods records have a validity period. They are accessed using the pricing date.
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The free goods item is determined automatically by the system, according to the data in the free
goods record. In the standard system, item category TANN is set for free goods items.
You can also enter free goods manually by entering item category TANN as the
item category in double line entry. In this case, however, the system will not
access the master data and the control parameters contained therein.
The system informs you if an order does not reach the minimum quantity specified for free goods.
In Customizing, you can make the system disregard this message or even set it as an
error.(Select: 6DOHVDQG'LVWULEXWLRQ6DOHV6DOHVGRFXPHQWV'HILQHYDULDEOHPHVVDJHVThis
case concerns message V4 160).
You can view a free goods analysis carried out by the system. In the order,
select: (QYLURQPHQW - $QDO\VLV - )UHHJRRGV - 2Q. The system displays the key it
uses to access the free goods master data. It also informs you if free goods is not
possible (e.g. for product selection).
You can change the free goods quantity. The system issues an error message if the free goods
quantity exceeds the quantity of the material ordered.
Other than the quantity, no other data is available for entry in the free goods item.
Subsequent changes to quantities or dates can be made to the main item. This
means that free goods determination is carried out again. This means that
manual changes to the free goods quantity are lost.
)UHHJRRGVLQWKHGHOLYHU\
The free goods are automatically copied to the delivery as relevant for delivery.
No independent free goods determination is supported for the delivery.
Free goods is not currently supported for deliveries without reference to a sales order.
After a partial delivery, you can no longer change quantities and dates. To do this, you must
cancel the item and create it again.
No delivery groups are created.
If partial deliveries are used, you can use the GHOLYHU\FRQWURO field in the free goods record to set
the following:
• Free goods processed fully independently
• Free goods only set if at least part of the material sold is delivered or has already
been delivered (you can find this information in the GHOLYHU\VWDWXV field of the
delivery).
• Free goods is only set if a full delivery is made (you can find this information in the
GHOLYHU\VWDWXV field of the delivery).
• Free goods is only granted if at least part of the material sold is delivered or has
already been delivered and if the material sold is in the current delivery. This is
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because part of the delivery might only be due later on. In this case, the free goods
should only be granted when the sales material is delivered, rather than appearing in
the delivery without the material it applies to. Otherwise, the customer may not
understand the connection between the material ordered and the free goods material.
• Free goods set proportionally for the quantity of the main item.
)UHHJRRGVLQWKHELOOLQJGRFXPHQW
The free goods items are displayed as items free of charge.
,QWHJUDWLRQ
)UHHJRRGVLQ &RQWUROOLQJ (&2-3$)
You have different options for transferring costs in Controlling (CO-PA). This is best explained
using the following three examples:
Example 1:
• Free goods is granted to promote the free material.
• The free goods material is treated independently of the material ordered.
• The cost value is taken as the cost of the free goods material.
%LOOLQJGRFXPHQWLQ6'
0DWHULDO 4XDQWLW\ 3ULFH 'LVFRXQW &RVWSULFH
Main item 10 Stück 100 USD 40 USD

Free goods 1 piece 5 USD
,QGLYLGXDOLWHPVLQ&23$
0DWHULDO 4XDQWLW\ 6DOHVUHYHQXH 6DOHVGHGXFWLRQ &RVWV
Main item 10 pieces 100 USD 40 USD

Free goods 1 Stück 5 USD
This example corresponds with the standard version.

Pricing is not activated for the free goods item category (TANN).
Example 2:
• Free goods is granted to promote the free material.
• The free goods material is treated independently of the material ordered.
• The cost value and the sales deduction is taken as the cost of the free goods
material.
%LOOLQJGRFXPHQWLQ6'
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Free goods 1 piece 20 USD - 20 USD 5 USD

Free goods 1 piece 20 USD - 20 USD 5 USD
To implement this example, you must make the following settings in Customizing (for further
information, see the IMG under: 6DOHVDQG'LVWULEXWLRQ%DVLFIXQFWLRQV)UHHJRRGV):
• You activate pricing for the free goods item category (TANN) using special setting ‘B’.
• You defined a new condition type, which you set in the corresponding pricing
procedure as a 100% discount.
• You assign requirement 55 (free goods) to this condition type - which checks for
indicator ‘B’ in pricing.
Example 3:
• Free goods is granted to promote the material ordered.
• The costs of the free goods are assigned to the material ordered.
• Neither costs nor sales deductions are taken into account for the free goods.
%LOOLQJGRFXPHQWLQ6'
Main item 10 pieces 100 USD 45 USD (40 + 5)

Free goods 1 piece

Free goods 1 piece
You need to make the following settings in Customizing:

Deactivate pricing for item category TANN. This is the standard version setting.
At main item level in copy control for delivery to billing document, you activate transfer of the cost
price from the sub-items to the main item (see the information in the IMG under: 6DOHVDQG
'LVWULEXWLRQ - %DVLFIXQFWLRQV - )UHHJRRGV).
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The three examples given in the previous section for CO-PA, are equally valid for the Sales
Information System.
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Material determination enables the automatic substitution of materials in sales documents during
sales order processing. For example, during the course of a sales promotion, the system can,
during sales order entry, automatically substitute a material that has promotional packaging. A
consumer product may have a special wrapper for, for example, the Christmas season. Using
material determination, the system substitutes the material only during the specified period.
The following graphic illustrates the determination of a promotional product in the sales order.
Material determ. Order

Entered Substituted
material material
IItem Material
4711 M1
10 4711
M1
E.g.: Promotion material
In addition, you can use material determination if you want the system to automatically substitute,
for example:
• customer-specific product numbers with your own material numbers
• International Article Numbers (EANs) with your own material numbers
• discontinued materials with newer models or products
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To create a material determination record, proceed as follows:
1. In the SD Master Data Screen [Ext.] select, 3URGXFWV→ 0DWHULDO'HWHUPLQDWLRQ
→&UHDWH.
The &UHDWH0DWHULDO'HWHUPLQDWLRQ,QLWLDO6FUHHQ.
2. Enter $in the 0DWHULDOGHWHUPLQDWLRQW\SH field.
The standard version of the SAP R/3 system includes only material determination
type $. Depending on the requirements of your organization, your system
administrator may create additional types.
3. Press ENTER.
– Validity period for the master record
– Material entered (the material you want the system to substitute with another)
– Substitute material.
– Optionally, a reason for the substitution (the reason may appear in system
messages during sales order processing)
In the case of International Article Numbers, you must also enter a unit of measure
for the substitute material.
5. Save your master record.
-XQH
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Material listing and exclusion lets you control which materials specific customers may or may not
buy. For example, if you create a listing of products for an individual customer, the customer may
only order products on the list. You can also specify material exclusion for a particular customer.
The customer may not order excluded materials from you.
3DUWQHU)XQFWLRQVLQ0DWHULDO/LVWLQJ
Material listing applies to two partner functions in Sales & Distribution: the VROGWRSDUW\ and the
SD\HU.
In the standard version of the SAP R/3 system, when the sold-to party and payer are different the
system checks material listing as follows:
• If the sold-to party has a material listing, the system checks only this listing (in other
words, it does not check further).
The material listing for a sold-to party can include products that do not appear in
the material listing of the payer (for example, in the case of items that are ordered
only rarely, or as exceptions)
• If the sold-to party has no specific material listing but the payer does, then the system
automatically takes the material listing of the payer into account.
• If no material listing data exists for either the sold-to party or payer, then the customer
may order any material.
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To create a material listing or exclusion record, proceed as follows:
1. In the SD Master Data Screen [Ext.] select, 3URGXFWV→ /LVWLQJH[FOXVLRQ→&UHDWH.
You reach the &UHDWH/LVWLQJ([FOXVLRQ,QLWLDO6FUHHQ.
2. Enter a value in the /LVWH[FOW\SH.
The standard version of the SAP R/3 system includes two material listing/exclusion
types:
– A001 for material listing
– B001 for material exclusion
3. Press ENTER.
The 6HOHFWLRQRI.H\&RPELQDWLRQ window appears. The standard version includes
only one key combination:&XVWRPHUPDWHULDO.
4. Mark the &XVWRPHUPDWHULDO field and press ENTER.
You reach the screen where you create the master data.
5. Enter a customer, validity period, and the materials that you want to list or exclude.
-XQH
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In a business relationship, it is essential that business partners exchange information throughout
the logistics chain. In sales and distribution, this exchange of information is supported by texts in
master records and documents. You can maintain these texts for one particular customer or
define them so that they can be used more flexibly.
Texts can be used in many areas of sales and distribution:
• Sales notes for customers
• Sales texts for materials
• Explanations in order confirmations
• Shipping instructions in deliveries
You can define as many texts as you require (sales texts, shipping texts, internal notes,
supplement texts etc.) in the master records and documents.
You make the settings for all texts in Customizing.
)HDWXUHV
You store the texts which are to serve as information carriers in the system and in the output in
the customer master record, the material master record, and in the sales and distribution
documents. In addition, you have the following processing and control functions at your disposal:
• Texts from the customer masters are proposed from the master records in the sales
and distribution documents, if you have made the appropriate setting.
• Texts can be copied from a reference sales and distribution document into another
sales and distribution document (e.g. from an inquiry into a sales order or from an
order into a delivery).
• The copying of texts can be made dependent on language, if required.
• Copied texts can be changed after the references have been cancelled.
• Standard texts can be included in sales and distribution documents.
See also:
Texts in Master Records [Page 112]
Texts in Sales and Distribution Documents [Page 113]
Header Texts in Sales and Distribution Documents [Page 114]
Item Texts in Sales and Distribution Documents [Page 115]
Using Sales Texts [Page 116]
Copying Sales Texts [Page 117]
Using Reference Texts [Page 119]
Standard Texts [Page 121]
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7H[WVLQ0DVWHU5HFRUGV
The following figure shows some of the texts which are defined for customer and material master
records in the standard version of the SAP R/3 System.
HQWUDOWH[WV RXQWLQJ RQWD W HUVRQ DOHVDQGGLVWULEXWLRQ

Customer sales Accounting texts Partner note Customer sales
Accounting note Dunning texts Directions Shipping
Marketing note Payment Decision-making authority Markings
i i for
. i . . .
. . . .
. . . .
XVWRPHU
R XPHQW
0DWHULDO
Sales text
Purchasing text
.
.
7H[WVE\9LHZ
The processing of texts in the customer master record is dependent on view. You maintain the
text groups relevant for each view by selecting Extras→Texts on the general data, sales and
distribution, the company code, or the contact person screens.
For example, you can enter partner notes for a contact person by branching to the screen
containing the contact person data and selecting Extras→Texts.
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7H[WVLQ6DOHVDQG'LVWULEXWLRQ'RFXPHQWV
The following figure shows some of the texts which can be entered for the various document
types at header and item level in the standard version of the SAP R/3 System. The heading
"Sales document" covers the sales document types inquiry, quotation and order.
DOHVGR XPHQW HOL HU\ LOOLQJGR XPHQW
DOHVKHDGHU HOL HU\KHDGHU LOOLQJKHDGHU

Form header text Form header text Form header text
Header note 1 . Header note 1
Supplementary text . .
Shipping conditions HOL HU\KHDGHU .
Penalty clauses ZLWKRXWUHIHUHQ H LOOLQJLWHP
. Form header text Material sales text
. . Item note
R XPHQW DOHVLWHP . Delivery text
Material sales text HOL HU\LWHP .
Item note Material sales text .
Packing note .
. .
. HOL HU\LWHP
ZLWKRXWUHIHUHQ H
Material sales text
.
.
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'RFXPHQW+HDGHU7H[WV
'RFXPHQW+HDGHU7H[WV
Header texts refer to the entire document and can be found in the document header.
One important header text is the form header text which is automatically copied from the
reference document or the customer master record in the standard version of the SAP R/3
System. It can also be entered manually in the sales and distribution document. As the form
header text appears at the top of all sales and distribution output, you should reserve it for
important information for the business partner.
Another important header text is the supplementary text. It appears, for example, at the bottom of
the order confirmation in the standard version of the SAP R/3 System. Supplementary texts
include contract agreements or liability exclusion clauses, which are to be referred to at the end
of a form.
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'RFXPHQW,WHP7H[WV
Item-specific texts refer to the document items to which they are assigned. You can maintain a
separate text for each document item.
The material sales text is an important item text, as it describes the material in more detail. In the
standard version of the SAP R/3 System, it is copied automatically from a reference document or
a sales and distribution text. As with all item texts, the material sales text can also be entered
directly in the sales and distribution document.
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8VLQJ6DOHV7H[WV
8VLQJ6DOHV7H[WV
In the standard version of the SAP R/3 System, not all document texts are activated when sales
and distribution forms are issued. A large number of texts are solely for internal information
purposes and are not included in the sales and distribution forms. Thus, you can enter packing
information for the shipping department as an item text.
You can specify, which texts are to be used for internal purposes and which are to be used in the
sales and distribution forms. Individual settings are made in Customizing for sales and
distribution in the menu option Layout definition.
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You can enter texts manually in the header and in the individual items of the document in all
phases of sales and distribution processing, or you can copy them automatically from the
preceding documents or master records.
The form header text in the document header and the material sales text for each item is always
copied from the preceding document or a master record. Neither of these texts can therefore be
edited as long as the reference texts exist for them.
You can specify if you want a text to be FRSLHG from a preceding document or from a master
record using access sequences in customizing.
The following figure shows how texts are copied from the master records into a sales document
and how the texts are transferred into a subsequent document when it is created with reference
to another document.
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Header note
Quotation Order Shipping
instructions
Delivery
Sold-to party : C1 Sold-to party : C1 conditions
Customer Sales note Sales note .
.
Item Mat. Item Mat.
10 M1 10 M1
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Material
Material Note on material Note on material sales text
Item note
Packing note
.
.
.
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The standard version of the SAP R/3 System defines that the system uses the following access
sequence to find a reference text for the form header text in the sales and distribution document:
1. If a relevant header text exists in the reference document header, this text is copied
into the header of the sales and distribution reference document. If the header text
exists in several languages, the text is copied in all languages into the sales and
distribution document header.
2. If there is no header text in the reference document, or the document is created
without reference, the system copies the customer sales note from the customer texts
in the customer master record in the language assigned to the sold-to party.
3. If there is no customer sales note in the sold-to party language, the system copies the
customer sales note from the customer sales texts in the customer master record in
the language assigned to the sales organization.
4. If there is no customer sales note in the language assigned to the sales organization,
the system copies the customer sales note from the central sales texts in the
customer master record in the language assigned to the sold-to party.
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5. If there is no customer sales note in the language assigned to the sold-to party, the
system copies the customer sales note from the central sales texts in the customer
master record in the language assigned to the sales organization.
6. If the system is not successful in finding an appropriate text, no header text is entered
in the sales and distribution document.
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As long as the text in a sales and distribution document refers to a reference text (in other words,
has been copied from a master record or a preceding document), it cannot be changed. If you
subsequently change the reference text, the referenced text is automatically changed.
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Using reference texts has the advantage from the point of view of data storage that the
referenced text is not an independent text but simply a reference to the original text in the
database. For this reason, less storage space is required.
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It can also be useful in business to reproduce certain texts in the same form in all the documents
throughout sales and distribution processing. The material sales text, for example, is required in
all sales and distribution documents from the inquiry through to the order right through to the
billing document as it contains the description of the material. You might also want the payment
terms to be included in all the document headers from sales processing right through to billing.
You can store this by customer as a text in the customer master record.In Customizing, you
control copying in documents by text reference.
The following figure shows the text reference in sales and distribution documents.
Sales document 1 Sales document 2
Copying process
Text 1 Text 1
Reference
Text 1
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If you want to change a referenced text, you must first of all cancel the reference to the
corresponding reference text. You do this by unblocking the referenced text. The text is thus
duplicated and becomes an independent text which is no longer affected by changes made to the
reference text and can be overwritten.
You will find further information on unblocking and duplicating texts in Text maintenance in the
Implementation Guide.
The following figure shows the procedures used for duplicating texts.
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Sales document 1 Sales document 2
Copying process
Text 1 Text 2
Text 1
Text 2
In Customizing, you can define for each text whether it should be referenced or duplicated during
copying.
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If you want to use texts more than once, you can enter these texts as standard texts and include
them in the master record or document texts. If you define standard texts, they are included in
the sales and distribution forms when they are issued.
Some standard texts to which you can refer in the sales and distribution documents have been
defined in the standard version of the SAP R/3 System.
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You can use standard texts to give notes to the employee entering an sales and distribution
document regarding the information he should include in specific header or item texts and the
sequence in which he should do it. For example, by including a standard text such as a header
note in the sales document, you can make sure that the employee specifies in the first line
whether the customer has taken advantage of a sales promotion in his purchase order and in the
second line, how (newspaper, radio etc.) he found out about the promotion.
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The standard text above must first of all be created and then included in a text in the customer
master. You can define in Customizing whether this text is automatically proposed from the
customer master record in the header note of the document header when you create a sales
document.
Standard texts can be proposed in the documents at header and item level in the same way from
the material master record.
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To create a standard text, proceed as follows:
1. Select Tools→Word processing→Standard text on the main menu screen.
2. Enter a name for the text to be created in the field Text name, the indicator ST in the
field Text-ID, and the abbreviation for the language in which you want to create the
text in the field Language.
3. Select Create/Change.
You switch to the SAPscript editor. If no standard text has been created with this
name, the following message is displayed: Text <text name> language <language
indicator> is new
4. Enter your text and select Save to save the text.
5. Select Back to return to the Standard Text:,QLWLDO6FUHHQ
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To include an existing standard text in a text in a sales and distribution document using the
menu, proceed as follows:
1. Select Include→Text→Standard in the SAPscript editor .
A dialog boxappears in which you can enter the name of the standard text to be
included. At this point, you can use the search function Find to find the standard text.
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Mark the field Include/Expand if you wish the standard text to appear as text in the
editor and you do not want the SAPscript command syntax to be included. Otherwise,
the standard text can only be read in the print preview or once it has been printed.
2. If you have entered the name of the standard text in the field Text name, press
ENTER.
The system enters the standard text as an include in the editor at the point where the
cursor is positioned.
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You can also include standard texts manually. You use the INCLUDE command with the
following syntax in the SAPscript editor:
/: INCLUDE <SN> OBJECT TEXT ID ST LANGUAGE <SK>
<SN> is the placeholder for the name of the required standard texts and <SK> stands for the
language indicator with which you control the language of the standard text. The line in which you
make these entries must have the formatting key (paragraph format for a command line) in the
format column.
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In Customizing any number of standard texts can be included in the definition of a sales and
distribution forms. The texts then appear in the appropriate place in the form when each output is
issued.
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You will find additional information on the SAPscript editor and on INCLUDEs as well as
examples online in the hypertext system under the text module name STXD_ED. Proceed as
follows:
1. Select Tools→Hypertext→Structures on the main menu screen.
2. Enter the text module name in the Structure field and in the Language field the
abbreviation for the required language.
3. Select Structure→Display.
You reach the Display Structure screen.
4. Place the cursor on the entry that you want to read and select Goto→Document→
Read.
The content of the text module is displayed on the screen.
Select Back to return to the initial screen.
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Basic Functions An Master Data in Sales and Distribution

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Changing the Assignment of a Customer Hierarchy Node ................................................. 65

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