SAP Basics: Entering a Sales Order
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 screenshot below shows the box where you can enter commands (1), the Favorites list (2) and the User Menu (3).
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).
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.
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.
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.