ArtsAutosBooksBusinessEducationEntertainmentFamilyFashionFoodGamesGenderHealthHolidaysHomeHubPagesPersonal FinancePetsPoliticsReligionSportsTechnologyTravel

SAP Basics: Entering a Sales Order

Updated on June 20, 2014

The "SAP Basics" series focuses on the basics of using SAP in sales, order entry and customer service. This article covers the basics of SAP in a sales/order entry environment and how to enter a sales order.

SAP ERP (also known as SAP R/3) is business planning/operations software made by German company SAP. It is widely used by organizations all over the world, and includes functionality for sales, operations, financial transactions and human resources, among other areas.

The first step to using SAP to enter an order is to log in. Open your SAP Logon. In many cases, it can be reached (on a Windows PC) by pulling up the Start Menu, going to All Programs and looking for the SAP FrontEnd folder. Drill down in that folder to "SAP Logon" or something similarand click on that line. The SAP Logon screen should appear on your desktop. Double click on whatever menu option your enterprise has chosen for your department or position. On the following screen, enter your username and password and hit Enter. You will then see the SAP main menu/user menu, with favorite transactions at the top, and the user menu with all the other transactions below it. To add a transaction to favorites, highlight one from the user menu, then at the top of the screen, choose "Favorites", and then "Add". The transaction will then appear under the "Favorites" folder.

The SAP Logon
The SAP Logon
The login screen
The login screen

The screenshot below shows the box where you can enter commands (1), the Favorites list (2) and the User Menu (3).

The user menu.
The user menu.

SAP ERP is very customizable, and most businesses will have SAP screens/transactions that others do not. Proprietary screens of that type usually have names that start with "Z" or "ZZ". SAP transaction/screen names are typically at least three characters in length. You can get to an SAP screen by clicking on its name/ description in the main SAP menu, or by entering the name directly into the blank box at the top left of most SAP screens. When entering an SAP screen name into the box, you only have to enter the letters in the name (for example, to go to screen VA01 from the main menu, just type VA01 in the box and hit enter). To get to a screen from any other screen other than the menu,type "/N(screen name)" in the box at the top left of the screen. For example,to go to VA01 from the VA05 screen, you can type "/NVA01".

Entering a Sales Order

The VA01 screen is where you would enter sales orders. Once there, enter the transaction code for the order type you want to enter. For a standard order, it will usually be "OR" or "ZOR", while for a return, it's normally "RE" or "ZRE". The Sales Organization, Distribution Channel, Division, Sales Office and Sales Group fields would be determined by your enterprise, and will likely already be populated with default values.If they aren't filled out and you're not sure what they should be, check with your supervisor or systems administrator. If copying or referencing an existing order, click the "Create with Reference" option near the top,below where it says "Create Sales Order: Initial Screen" and type the order number you're copying. Once all fields are filled, hit Enter. You will now be in the main order screen ("Create Standard Order: Overview", in most cases).

The initial order entry screen (VA01)
The initial order entry screen (VA01)
VA01 order screen.
VA01 order screen.

Go to the "Sold-To Party" field and enter the customer's account number, and hit enter. A menu may appear showing different "Bill-To" and "Ship-To" addresses that fall under the particular "Sold-To" being used. Choose the appropriate one or enter the numbers manually, hitting Enter after each entry. Type a customer-provided purchase order number in the "PO Number" field. Proceed to populate other fields such as: delivery date (date the order will ship), the Delivery Plant (what facility it will ship from), the Material being ordered and the quantity (this last one goes under the "Order Qty" column to the right of "Material"). Once you input Material numbers, a description of the item should appear under the "Description" column.

Click on the magnifying glass icon to look at a series of tabs, which will contain other fields you may need to look at or alter.

Scroll through the tabs to add or alter any pertinent information.
Scroll through the tabs to add or alter any pertinent information.

Go through the tabs to verify that all information is correct. You can change or alter the Bill-To, Ship-to and other criteria in the "Partners" tab. You can go into the "Texts" tab to add information such as shipping instructions, notes on pricing, data you want to see appear on the packing list and others. Once you're done entering all order information, click on the floppy disk icon near the top of the screen to save the order. The system will then issue a message at the bottom of the screen with an order number.

Saving an order.
Saving an order.

In future lessons, we'll go over how to look at/change orders, how to enter a purchase order and how to print an order.


    0 of 8192 characters used
    Post Comment

    No comments yet.


    This website uses cookies

    As a user in the EEA, your approval is needed on a few things. To provide a better website experience, uses cookies (and other similar technologies) and may collect, process, and share personal data. Please choose which areas of our service you consent to our doing so.

    For more information on managing or withdrawing consents and how we handle data, visit our Privacy Policy at:

    Show Details
    HubPages Device IDThis is used to identify particular browsers or devices when the access the service, and is used for security reasons.
    LoginThis is necessary to sign in to the HubPages Service.
    Google RecaptchaThis is used to prevent bots and spam. (Privacy Policy)
    AkismetThis is used to detect comment spam. (Privacy Policy)
    HubPages Google AnalyticsThis is used to provide data on traffic to our website, all personally identifyable data is anonymized. (Privacy Policy)
    HubPages Traffic PixelThis is used to collect data on traffic to articles and other pages on our site. Unless you are signed in to a HubPages account, all personally identifiable information is anonymized.
    Amazon Web ServicesThis is a cloud services platform that we used to host our service. (Privacy Policy)
    CloudflareThis is a cloud CDN service that we use to efficiently deliver files required for our service to operate such as javascript, cascading style sheets, images, and videos. (Privacy Policy)
    Google Hosted LibrariesJavascript software libraries such as jQuery are loaded at endpoints on the or domains, for performance and efficiency reasons. (Privacy Policy)
    Google Custom SearchThis is feature allows you to search the site. (Privacy Policy)
    Google MapsSome articles have Google Maps embedded in them. (Privacy Policy)
    Google ChartsThis is used to display charts and graphs on articles and the author center. (Privacy Policy)
    Google AdSense Host APIThis service allows you to sign up for or associate a Google AdSense account with HubPages, so that you can earn money from ads on your articles. No data is shared unless you engage with this feature. (Privacy Policy)
    Google YouTubeSome articles have YouTube videos embedded in them. (Privacy Policy)
    VimeoSome articles have Vimeo videos embedded in them. (Privacy Policy)
    PaypalThis is used for a registered author who enrolls in the HubPages Earnings program and requests to be paid via PayPal. No data is shared with Paypal unless you engage with this feature. (Privacy Policy)
    Facebook LoginYou can use this to streamline signing up for, or signing in to your Hubpages account. No data is shared with Facebook unless you engage with this feature. (Privacy Policy)
    MavenThis supports the Maven widget and search functionality. (Privacy Policy)
    Google AdSenseThis is an ad network. (Privacy Policy)
    Google DoubleClickGoogle provides ad serving technology and runs an ad network. (Privacy Policy)
    Index ExchangeThis is an ad network. (Privacy Policy)
    SovrnThis is an ad network. (Privacy Policy)
    Facebook AdsThis is an ad network. (Privacy Policy)
    Amazon Unified Ad MarketplaceThis is an ad network. (Privacy Policy)
    AppNexusThis is an ad network. (Privacy Policy)
    OpenxThis is an ad network. (Privacy Policy)
    Rubicon ProjectThis is an ad network. (Privacy Policy)
    TripleLiftThis is an ad network. (Privacy Policy)
    Say MediaWe partner with Say Media to deliver ad campaigns on our sites. (Privacy Policy)
    Remarketing PixelsWe may use remarketing pixels from advertising networks such as Google AdWords, Bing Ads, and Facebook in order to advertise the HubPages Service to people that have visited our sites.
    Conversion Tracking PixelsWe may use conversion tracking pixels from advertising networks such as Google AdWords, Bing Ads, and Facebook in order to identify when an advertisement has successfully resulted in the desired action, such as signing up for the HubPages Service or publishing an article on the HubPages Service.
    Author Google AnalyticsThis is used to provide traffic data and reports to the authors of articles on the HubPages Service. (Privacy Policy)
    ComscoreComScore is a media measurement and analytics company providing marketing data and analytics to enterprises, media and advertising agencies, and publishers. Non-consent will result in ComScore only processing obfuscated personal data. (Privacy Policy)
    Amazon Tracking PixelSome articles display amazon products as part of the Amazon Affiliate program, this pixel provides traffic statistics for those products (Privacy Policy)