Determination Rules for Different Fields in Sales Order, Delivery and Billing Documents

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Determination Rules for Different Fields in Sales Order, Delivery and Billing Documents

Applies to: SAP R/3 4.7 including mySAP ERP SD 2004.

For more information, visit the Enterprise Resource Planning homepage.

Summary The content of the paper mainly deals with SD determination rule i.e. about the important fields that get populated in the sales order, delivery document and billing document .It provides a detailed insight about the parameters which are part of the determination rules.

Author: Swetha Telkar

Company: WIPRO Technologies

Created on: 06 February 2009

Author Bio Swetha has 2 years experience in SAP. Her core competency is SD. She has worked on 24/7 support projects. She is currently working in Wipro Technologies

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Table of Contents Overview.............................................................................................................................................................3 Determination of fields in Sales order.................................................................................................................3

Sales Area Determination ...............................................................................................................................3 Ship-to-Party Determination............................................................................................................................3 Pricing Procedure Determination ....................................................................................................................3 Payment Terms and Incoterms Determination ...............................................................................................4 Item Category Determination ..........................................................................................................................4 Schedule Line Category Determination ..........................................................................................................6 Plant Determination.........................................................................................................................................6

Shipping Point Determination .............................................................................................................................7 Route Determination .......................................................................................................................................9 Batch Determination......................................................................................................................................10 Required Delivery Date .................................................................................................................................10 Requirement Type.........................................................................................................................................10 Output Determination ....................................................................................................................................12

Delivery Document and Billing Document ........................................................................................................14 Determination of Delivery Document and Billing Document .........................................................................14 Determination of ‘Picking Location’ in Delivery Document ...........................................................................14 Account Determination..................................................................................................................................17

Related Content................................................................................................................................................19 Disclaimer and Liability Notice..........................................................................................................................20



Overview When we create a sales order we just enter the Order type, Sold-to-party, the material and the order quantity and rest of the information like pricing procedure, shipping point, route are populated automatically.

For each field, we have parameters and we have several parameters put together to form a determination rule. Like for example, for the determination of a shipping point, the parameters are shipping conditions, loading group and supplying plant. These three put together form determination rule for a shipping point.

Also, we will have a look at few important aspects of billing document and delivery document like account determination and picking location determination and also how delivery document and billing document are determined.

Determination of fields in Sales order

Sales Area Determination

The moment we enter the sales order type and the sold-to-party, the sales area is automatically determined, the system actually checks the sales areas to which the customer is extended and pops up a screen if the customer is extended to too many sales areas allowing us to choose the right sales organization and it automatically determines if it’s extended to only one sales area.

Ship-to-Party Determination

When we enter sold-to-party the system checks for the partners available for that sold-to-party and if there are multiple ship-to-parties available, again system offers a pop up with all the available options for ship-to-party.

Pricing Procedure Determination

Pricing procedure is dependent on three factors:

a) Sales Area

b) Customer Pricing procedure (From Customer Master (VD03 Sales Area Data Sales Cust. Pr. Pro.))

c) Document pricing procedure (From Sales document type (VOV8))



For the combination of three factors above mentioned , we maintain pricing procedure in VOK0 and when we enter the sales order type sold-to-party, the sales area is determined as mentioned above and then the pricing procedure.

Path to the above transaction from IMG

Payment Terms and Incoterms Determination

The payment terns and the incoterms maintained in the Sales order are directly copied into the sales order [From Customer Master (VD03 Sales Area Data Billing document Incoterms and Terms of payment)]

Item Category Determination

Item Category determination depends on the following four factors

a) Sales order type

b) Item Category Group [From the Material Master (MM03 Sales: sales org.2 Item Category Group)]

c) Item Usage

d) Higher Level Item Category (It is relevant for Bill of Materials and Free Goods where we have sub-item under the main item and the item category of the sub-item depends on the item category of the main item).



For the above mentioned four factors, the item category has to be maintained in the DflItC which is Default item category. Apart from the default Item Category, we can also maintain MlItCa as shown in the first row, which when maintained here will show up in the F4 help in the item category field in the sales order, so that we can change it in the sales order if required.




Schedule Line Category Determination

Schedule line Category is determined based on Item Category and MRP Type. For a particular combination of Item Category/MRP type we have a proposed Schedule line. Apart from this we also have the option of maintaining few other Schedule lines Categories (Manual schedule line categories) when maintained, gives us the option of changing it manually in the sales order.

Path to the above transaction from IMG.

Plant Determination

Plant is determined in the following sequence

a) The system will first look if there is any specific plant maintained in Customer Material Info Record [CMIR – It is a record where a record specific to customer and material is maintained. If we have Customer ‘X’ and a material ‘Y’ and for this combination if we maintain a supplying plant ‘Z’ in the record, whenever a sales order is created with this combination of X and Y, Z will be determined as supplying plant (VD53)].



b) If there is no CMIR existing, the system will look for delivering plant from the Customer master (VD03 Sales Area Data Shipping Delivering plant).

c) If there is no CMIR and Delivering plant maintained in the Customer Master, then the plant is picked from the Material Master (MM03 Sales: sales org1 Delivering plant).

Shipping Point Determination Shipping point is determined based on the following factors

a) Shipping conditions from the Customer Master (VD03 Sales Area Data Shipping Shipping Conditions).

b) Loading group from the Material Master (MM03 Sales: general/plant loading group).



c) Supplying plant

For the combination of above mentioned factors we maintain the shipping point.

The shipping point that will be determined in the sales order will be PrShP as shown in the screen shot, however we can maintain 11 shipping point , that can be entered manually (that will be shown in the dropdown of the sipping point in the sales order).




Route Determination

Route Determination depends on the following factors

a) Departure Zone for the shipping point.

b) Shipping conditions [From Customer Master (VD03 Sales Area Data Sales Shipping Conditions)]

c) Transportation Zone [(From Customer Master (VD03 Sales Area Data Shipping Shipping conditions)]

d) Transportation Group [(From Material Master (VD03 Sales: general/plant

Trans. Grp)]

For the combination of the four factors mentioned, a route will be maintained in table TROLZ.



Batch Determination

Batch is determined only for the materials which are batched managed.

Pre-requisites for Batch Determination

a) The check box Batch management field of the material master Sales: general/Plant is activated.

b) The condition record should be maintained using the transaction VCH1 for the Customer and the material combination (most preferred).

When the material is entered in the sales order, it will automatically pick the batch (when the inventory is entered into the system, it is entered with batch, the same batch is copied into the sales order).

Required Delivery Date

Required delivery date is calculated based on the number of lead days maintained in the order type (transaction VOV8) and the system proposes only when Propose deliv.date is checked as shown in the below screen shot.

If the lead time in days is mentioned as 2 days, then system adds 2 days to the current date and proposes the delivery date.

Requirement Type

There are two ways in which Requirement type is determined:

1) Depending on the Planning strategy group

2) Depending on the Item category and MRP type.

a) The strategy group for the material is determined in relation to plant and MRP group.



Based on this Strategy group, the requirement type is determined.

If there is some data missing as per logic (a) for example: MRP group is not maintained, there is no strategy group maintained for the combination of plant and MRP group, and then logic (b) comes into picture.

b) Here the requirement type is determined based on the Item category and MRP type.

For a unique combination of Item category and MRP type , a requirement type is maintained and this gets populated in the sales order.



Path to the above transaction from IMG:

Output Determination

Output in any document is determined based on the Output determination procedure. This procedure is assigned to a different sales order types.

Path to the above transaction



When a sales order is executed, the output determination procedure is determined and this determination procedure consists of different condition types (also called as output types) and based on requirements (hard coded data that decides the relevant outputs), the condition types are determined.

From the above screen shot the Output determination procedure is V10000 and the BA00, ESYM, ZA00 are all part of the procedure and depending on the requirement (22, 2) the outputs are determined.



Delivery Document and Billing Document

Determination of Delivery Document and Billing Document

Determination of delivery document happens from the sales document type setting maintained in transaction VOV8. For a particular type of sales document, we maintain the relevant delivery document and billing document.

Let us consider the standard order type OR, for this sales document type we have maintained delivery type as LF (standard) and billing type as F2 (standard)

Determination of ‘Picking Location’ in Delivery Document

There are three ways in which a picking location can de entered in the delivery document.

a) Enter the picking location directly in the delivery document.

b) When storage location is entered manually in the sales order, the same will get copied into the delivery document.

c) Automatic determination of storage location

There are three rules MALA, MARE and RETA which are used in automatic determination. MALA is more extensively used.

The rule has to be first assigned to the delivery type.



Path to the transaction:

Also the rule has to be assigned to the delivery document type



Path to the above transaction:

MALA rule says that based on the shipping point, plant and the storage condition the storage location is determined.

Plant and shipping point are copied into the delivery document from the sales order.

Storage condition is copied from the Material master [From Material Master (MM03 Plant data/stor 1 Storage condition)].

For this combination of shipping point/ plant / storage condition, the storage location is maintained.



Path to the above transaction.

Account Determination

Account determination happens based on the following:

a) Chart of accounts

Business decides the chart of accounts whether to have one chart of account through out the business or different for different company codes.

b) Sales organization

Sales org. comes from the billing document itself.

c) Account assignment group from Customer Master

[From Customer Master (VD03 Sales Area Data Billing document Account assgmt group]

d) Account assignment group from Material Master

e) Account Key

There are different account keys to post different type of values. These are maintained in the pricing procedure and when the pricing is executed in billing and when the billing document is saved, system will search the corresponding G/L account based on the account key.



We have different keys for posting Price (ERL), discount (ERS), freight (ERF) and tax (MWS)

For the combination of above mentioned values we maintain a G/L account and this is determined when billing is created.

The transaction to maintain this is VKOA

This can be maintained at five levels starting from more specific to generic.

For the first option 001 we can maintain G/L account for the combination of all five parameters (Chart of accounts and sales org being common in all).

From 002 to 005 we have each parameter missing. In 002, we don’t have Material grp, where as in 003 we have Customer grp missing.



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Implementing SAP R/3 Sales & Distribution by Glynn c. William

TASD40 Sales & Distribution (Siemens Material)


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