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Sales Document Structure

The document describes the structure and data sources of sales documents in SAP. Sales documents have a header and items structure, with items optionally divided into schedule lines. Header data applies to the whole document, while item and schedule line data applies to specific items or deliveries. When creating a sales document, the system populates data from master records for customers, materials and system determinations, or copies data from preceding documents like quotations or orders. This maintains consistency across related sales documents and interfaces with key master data.

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Shashi Rayappagari
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726 views

Sales Document Structure

The document describes the structure and data sources of sales documents in SAP. Sales documents have a header and items structure, with items optionally divided into schedule lines. Header data applies to the whole document, while item and schedule line data applies to specific items or deliveries. When creating a sales document, the system populates data from master records for customers, materials and system determinations, or copies data from preceding documents like quotations or orders. This maintains consistency across related sales documents and interfaces with key master data.

Uploaded by

Shashi Rayappagari
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Structure of the sales documents

We use different sales document types to map different sales processes


like Inquiry, quotation, sales order etc.

Document Type - Sales document

All these sales documents share same structure [however some


exceptions]

They are made up of a document header and any number of items. The
items can in turn be divided into any number of schedule lines. The
following graphic shows the structure of a sales document:

Header data

The general data that is valid for the entire document is recorded in the
document header. For example,

 Number of the sold-to party

 Number of the ship-to party and the payer

 Document currency and exchange rate

 Pricing elements for the entire document

 Delivery date
Item data

Whereas data in the document header applies to all items in the


document, some data applies only to specific items. This data is stored
at item level and includes the:

 Material number

 Quantity

 Number of the ship-to party and the payer (an alternative ship-to
party or payer can be defined for a particular item)

 Plant and storage location specifications

 Pricing elements for the individual items

Schedule line data

An item consists of one or more schedule lines. The schedule line


contains all the data that is needed for a delivery. For example, a
customer orders 20 units of a particular material which you enter as one
item in the sales order. However, you can only deliver 10 pieces now
and the remaining 10 pieces next month so you need to schedule two
deliveries. The data for these deliveries (dates, confirmed quantities) are
stored in two separate schedule lines. In sales documents where
delivery data is not relevant, for example, contracts, credit and debit
memo requests, the system does not create any schedule lines.

Data recorded in the schedule lines includes the:

 Schedule line quantity

 Delivery date

 Confirmed quantity
Origin of Data in Sales Documents

When you create a sales document, the system proposes much of the
data from the following sources:

Data from Master Records

Data Determined by the System

Data from Preceding Documents

Data from Master Records

When you create a sales document without referring to a preceding


document, the system copies the following data from the master records:

 Data about the sold-to party and other partners (for example, ship-
to party or payer) from the customer master records

 Item data from the material master record

 Data from any relevant customer-material information records

The following graphic shows some of the data that is either transferred
to the sales document or determined in the sales document.
Data from the Customer Master Record

Among other things, the name of the sold-to party as well as agreements
for complete deliveries and order combinations are copied from the
customer master record into the document. You can change this data for
each transaction.

The document contains data that can be entered in the header and in
the items. The header data here normally applies to the items as well.
For example, payment terms, Incoterms, partner functions, and the
delivering plant are copied from the customer master records of the
business partner into the document and the items. You can change the
data in each item.

Data from the Material Master Record

The system copies data from the material master record and copies it
into the individual items. Data from material master includes the
description, Division, Weights, sales Units, Default plant, different
material groups applicable

Data From system determinations

Such data are determined either due to Configuration [IMG settings or


due to Programs] some examples

a) Pricing procedure [IMG configuration]


b) Plant @Item level [Program]
c) Shipping point @item level [ IMG Config]
d) Conditions at the item level [IMG configuration]
e) Batch determination [IMG configuration]

Data from Preceding Documents

If you create a sales document with reference to a proceeding


document, the system copies nearly all the data from the preceding
document.

The data in the preceding document originally comes from the customer
and material master records. Because the data is copied from the
preceding documents into the sales document, any changes that have
been made to the master data records since the preceding document
was created are not included in the sales document.
Customer and material master data

Quotation

Sales Order
All the data at Header and Item copied from
Quotation

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