Customer Order Process- United States Example

v4.6

Scenario: The following is the topic scenario: IDES manages customer orders from initial request for product to the receipt and posting of customer payment as part of the Customer Order Management cycle. To begin the cycle IDES typically takes customer orders over the phone. These orders contain customer and product information, pricing data, delivery schedules, and destinations. Customer service representative use this information to report prices and delivery dates to the customer before they confirm an order. They also use this information to answer customer questions and resolve problems. Following order entry, IDES schedules and organizes customer orders for optimal delivery. They pick the product (noting any discrepancies from the ordered quantity) and print the shipping documents. when IDES releases the deliveries to the customer, the SAP R/3 System automatically updates the inventory quantities and stock values in the general ledger. After IDES delivers the product, billing generates an invoice which automatically creates the corresponding general ledger posting. Billing clerk can group customer deliveries on one invoice or create individual invoices, depending on the customer's requirements. The accounting department periodically reviews the customer's open items and posts payments against customer invoices. Complete the following exercises to ensure that the current configuration of the SAP R'3 System supports IDES's business requirements.

The Customer Order Process has several main steps:

Creating a Sales Order
Creating the Delivery
Billing the Customer
Customer Payment

The process of creating a sales order depends on two master records:

Customer Master
Material Master

Create a Sales Order

MENU PATH

Logistics>Sales/distribution>Sales>Order>Create

Enter the following data:

Create Sales Order Initial Screen

Field Name	Input Data
Order type	RO
Sales Organization	3000
Distribution Channel
Division

Select Enter Icon to continue.

Create Rush Order Overview

Sales Tab

Field Name	Input Data
Sold to party	Use the customer number you created in the previous exercise.Or follow the instructions given in class
Purchase Order number	PO1-5-XX
Purchase Order date	Today's date
Req. Delivery Date	Today's date
Material	p-103
Quantity	1

Note that the payment terms and the Incoterms default from the customer master record.

Select the save icon to complete this transaction.

Document the sales order number in the space provided below.

_________________

Because this was a Rush Order the system also prepares the delivery document, record it below.

__________________

CHANGING THE DELIVERY DOCUMENT TO REFLECT ACTUAL DELIVERY OF THE GOODS

MENU PATH

Logistics>Sales/distribution>Shipping and Transportation > Outbound Shipment> Change > Single document

Field Name	Input Data
Outbound Delivery	Enter the delivery number from the rush order you placed above

Select the enter icon.

Select the Picking Tab.

Verify the picked quantity

Select the Post Goods Issue button to inform the system that the goods have left the dock.

CREATE THE INVOICE

MENU PATH

Logistics>Sales/distribution>Shipping and transportation> Billing> Billing document>Create

Enter your shipping document number if it has not defaulted

Select the EXECUTE button

Record the NET VALUE _________________________________-

Select the Save Icon to complete this transaction.

Record the system generated DOCUMENT NUMBER __________________________

Display document flow;

MENU PATH

Logistics>Sales/distribution>Shipping and transportation> Billing>Billing document>Display>Environment>Document flow

Record the ACCOUNTING DOCUMENT and STATUS_______________________________

CHECKING THE ACCOUNTS RECEIVABLE

Menu Path

Accounting> Financial accounting> Accounts receivable> Account> Display/change line items

Field Name	Input Data
Customer account	Your account number used in the sales exercise above
Company Code	3000
All Items radio button	checked

Select the execute icon

You should see the line item corresponding to your sales example above.

RECORDING THE CUSTOMER PAYMENT.

Post payment to the invoice that was created above. Record the payment document number.

MENU PATH

Accounting>Financial accounting>Accounts receivable>Document entry>Incoming payment

Enter the following data:

Field Name	Input Data
Document Date	Today's date
Company Code	3000
Currency/rate
Bank data Account	113100
Amount	Net amount from invoice above. NOTE: You will have to figure out how much discount the customer would deduct from the payment.
Value Date	Today's date
(Open items)Account	Use the customer number entered above

Select Process Open Items Button

Processing Open items Standard Tab

At this point you must select which line items the customer is paying for. You turn on and off each line items by using the icons to activate them below the line items.

Make sure that the difference is zero when you have completed the process.

MENU PATH

Document> Simulate

Observe the Journal entry that is proposed.

Select the Save Icon.

Display the Document Flow again and this time record the status of the accounting document.

MENU PATH

Logistics>Sales/distribution>Shipping and transportation> Billing>Billing document>Display>Environment>Document Flow

Accounting Department Status _______________________________________

Check the open and closed items in accounts receivable

MENU PATH

Accounting> Financial accounting> accounts receivable> account> Display/change line items

Enter your customer name, company code and check the all items radio button

Select the execute icon

You should be able to see which line items have been closed.