Function of Sales Document Type in SAPWhat Is the Purpose of Using a Sales Document Type in SAP?In the SAP Sales and Distribution (SD) module, the sales document type plays a crucial role in defining how a sales transaction is processed. From standard sales orders like type "OR" to quotations, each document type configures the system’s behavior and processing logic. Whether it's a simple sales order or a complex contract, SAP uses sales document types to streamline transaction handling, compliance, and automation.Top 11 Functionalities of a Sales Document Type in SAP1. Document CategoryPurpose: Classifies different types of documents that can be processed in the Sales and Distribution system.Examples: A – Inquiry, B – Quotation, C – Sales Order The document category controls how the system stores and tracks each sales document. 2. Sales Document BlockFunction: Determines whether a specific sales document type can be processed.Blocked Type: Prevents creation of new documents. Existing Docs: Can still be modified or displayed. Ideal for temporary restrictions during audits or policy changes. 3. Number Range Assignment (Internal & External)Definition: Assigns specific number ranges for identifying sales documents.Internal Assignment: SAP system generates the number. External Assignment: User manually enters the number. Path: SPRO > Sales and Distribution > Sales > Sales Documents > Sales Document Header > Define Number Ranges for Sales Document 4. Item Number Increment
5. Sub-Item Number Increment
6. Reference MandatoryPurpose: Determines whether a reference document is required for sales document creation.Also specifies the type of reference document (e.g., quotation, contract). 7. Item DivisionFunction: Allows item-level division determination from the material master.Checked: Uses material’s division. Unchecked: Uses header-level division for all items. 8. Check DivisionControls the system's response when item-level and header-level divisions differ.Benefit: Ensures division-based validation (e.g., customer or regional restrictions). 9. Read Info RecordWhen enabled, the system reads the customer-material info record.Advantage: Pulls specific data based on the customer-material relationship for pricing and descriptions. 10. Check PO NumberUse: Checks whether the customer PO number has already been used in another sales document.Prevents: Duplicate orders based on the same PO number. 11. Credit Limit CheckCritical Function: Triggers credit checks during order processing.Ensures customers do not exceed their allowed credit limit. Can be automated to block or warn based on configuration. Frequently Asked Questions (FAQs)Q1: What is a sales document type in SAP?It's a configuration setting that defines how sales transactions like orders or quotations are processed in SAP SD. Q2: What is the use of document category in SAP sales documents? It categorizes documents (inquiry, quotation, etc.) and defines how they are stored and processed. Q3: Can we block a sales document type in SAP? Yes, using the Sales Document Block feature, you can restrict the creation of new documents while retaining access to existing ones. Q4: How does SAP assign document numbers? SAP assigns them based on internal or external number range configuration set in SPRO. Q5: Why is a credit limit check important in sales orders? It ensures financial discipline by preventing customers from placing orders beyond their allowed credit. Q6: What does 'Read Info Record' do in sales documents? It enables SAP to consider customer-specific material info during order processing. Goto:
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