RWD Info Pak Template - sapinfo-new.leeds.ac.uksapinfo.leeds.ac.uk/content/va21/wi/word/VA21wi.doc · Web viewNot completing those results in an incomplete or incorrect costing. Error

Title: Kirkstall Sales Quotation ProcessCategory 1 : Production PlanningCategory 2 : Sales Clerk

Work Instruction

Kirkstall Sales Quotation Process VA21

PurposeUse this procedure to create a sales quotation for an external customer. The Sales Quotation presents the customer with a legally binding offer for delivering a product or providing a service within certain fixed conditions such as Dates, Price, Delivery conditions etc.

TriggerPerform this procedure when a customer has made an Inquiry about certain product(s) or service(s). This Inquiry may relate to the Price of the products, the service levels, the availability, the delivery conditions etc. The Inquiry is therefore a request from a customer to provide him with a Sales Quotation.

PrerequisitesAt least one of the prerequisites must be met before a Sales Quotation is created/issued.

An Inquiry from a regular customer. A regular Ship-to customer should have a master record within the University of Leeds SAP Customer database.

An Inquiry from a One-Time Customer. One-time customers are required to provide full postal address details.

Menu PathUse the following menu path to begin this transaction:

Select Logistics Sales & Distribution Sales Quotation Create to go to the Create Quotation: Initial screen.

Transaction CodeVA21

Additional Information

The “Incompletion Log” can be used to quickly maintain the mandatory header details. Follow the menu path Edit Incompletion Log Ctrl + F8

One-Time Customers – The Quick Address Functionality can be used to quickly populate the address of the Ship-to customer.

Filename: document.docReference: VA21_AV

Version: PreliminaryLast Modified: 1/15/2004 1:55 AM

Work InstructionPage 1 / 25


Procedure

1. Start the transaction using the menu path or transaction code to go to the Sales Quotation: Initial Screen.

Create Quotation: Initial Screen

2. As required, complete/review the following fields:

Field Name R/O/C Description

Quotation Type R Enter the Quotation Type.

Always: ZQT

Sales Organisation R Enter the Sales Organisation.Always: UNIV – University Sales

Distribution Channel R Enter the Distribution Channel.

Always: 01 – Direct Sales

Division R Enter the Division.

Always: 01 – General Debtors

Sales office O Description of the Sales office.

Always: PD01





3. Click on to go to the Create Kirkstall Quotation: Overview screen. Alternatively, press “Enter/Return” on the keyboard.

Create Kirkstall Quotation: Overview



Sold-to party R Enter the Sold-to party.

Always : 815901 for external customers

Ship-to party R Enter the Ship-to party.

Example: 801351.Always : 890000 for One-time customers

PO Number R Enter the PO Number.

Example: PO No. 1233

PO Date O Enter the PO Date.

Example: 09.01.2004

One-Time customers are customers from whom you don’t expect any repeat orders. Customers likely to place repeat orders are to be set up as regular customers with Master records within the SAP system.





Use the drill down to search for a customer master record. The account group for external customers is ZDEB.

The Ship-to party for One-time customers is always 890000.

Ship-to party (Document header)







Quick Addr: O Enter the Quick Addr:.

The name of the road can also be used as search criteria. SAP searches and displays all near matches with a percentage factor indicating the closeness to the name. In this example, the post code has been used.

Example: LS117LD

This step is not required for regular Ship-to customers. The above screens appear only if the customer is a One-Time Customer as indicated by the use of the Ship-to Party 890000 number.





Ship-to party ( Document header )

5.1 Click on .





Quick Address for R/3 World

5.2 Click on and highlight the selection to select the address.

Quick Address for R/3 World

5.3 Click on to copy the address.





Ship-to party (Document header)

5.4 As required, complete/review the following fields:


Name R Enter the Name.

Example: Mr. Joe Bloggs






Street/House number R Enter the Street/House number.

Needs to be maintained if the quick address functionality has not been used.

Example: Barkly Road

Street/House number R Enter the Street/House number.

Needs to be maintained if the Quick Address functionality has not been used.

Example: 148

Postal code/City R Enter the Postal code/City.

Needs to be maintained if the Quick Address functionality has not been used.

Example: LS11 7LD / Leeds

5.5 Click on to return to the Create Kirkstall Item Overview Screen.


6. Click on to complete the Header Data.





Create Kirkstall Quotation: Header Data



Version R Enter the Version

Example: B81N001

Verify: Check to see if the field Sales Office has been maintained with value PD01. If not, please maintain now.

The validity of the Quote can be restricted by maintaining the field Quotation Valid to.

8. Click on to return to the Create Kirkstall Item Overview screen.






9. Perform one of the following:

If Go To

You wish to create a Sales Quotation with Reference to other sales documents

Step 10

You wish to create a Sales Quotation without Reference Step 20

10. Select Sales documentCreate with Reference.





Create with Reference

If creating with reference to another quotation, select the Quotation tab and maintain the SAP Quotation number.

10.1 If creating with reference to a Sales Order, Click on and maintain the Order number as performed in this example.





Create with Reference

The Search criteria can also be used to locate the appropriate Order no. Use to access the search screens for Order numbers.

11. Click .






If required: to review or amend the Variant Configuration Characteristics, Click on .

Ensure traffic light is “Go” before exiting the Variant Configuration. Click to return to the Quotation: Overview screen.

12. Click against the line item and highlight it to select the Line item.

13. Select ExtrasCosting or use Ctrl+F7.

If more than 1 line item exits, this step should be performed for each of the line items.

If any changes have been made to the Variant Configuration Characteristics, repeat this step for the particular line item.





Sales Order Costing

14. Click on to save the costing.

Update Parameters

15. Click on .





Information

16. Click on to this Information message.


17. To complete the Pricing for the line item, select the line item and click on .

Click on beside each line item and highlight it to select individual line items.

If there is more than one line item, perform this step for each of the line items.





Create Kirkstall Quotation: Item Data

For an explanation of the various Condition types please see Step 29.

18. Click on to return to the Create Kirkstall Overview screen.






19. Click on to save the Sales Quotation.

20. Create a Kirkstall Sales Quotation without reference to other sales documents.








Material R Enter the Material.

Example: 80000060

SU R Enter the Sales Unit.

Example: EA

Description R Enter the Description.

Example: Banner Booklet

Order Quantity R Enter the Order Quantity.

Example: 100

22. To Maintain Variant Configuration – Characteristics: press “Enter/Return” on the keyboard or

click on . The characteristics are grouped under various tabs. Variant Configuration is important for costing of the Quote.

For “Price Listed” materials, the Variant configuration information is derived from the Material Master. Amend only if essential.





Create Kirkstall Quotation: Characteristic Value Assignment

23. As required, complete/review the required Variant Configuration Characteristics:


Booking in Number O Enter the Booking in Number

Example: 12345

Select the various tabs to view the characteristics.

Some of the Variant Configuration characteristics have dependent characteristics associated with them. Press “Enter/Return” on the keyboard after entering each of the required characteristic.

The lists the possible value for the characteristic.

Some of the characteristics are “Entry Required or Mandatory”. Not completing those results in an incomplete or incorrect costing. Error messages are issued by SAP pointing to the incomplete characteristics.





To quickly maintain the missing characteristics, double click the traffic light . The characteristics are presented in sequence.

Ensure the traffic light is “Go” before exiting the Variant Configuration.

24. Click on on completion of the Variant Configuration, to return to the Create Kirkstall Overview screen.


25. Click on against the line item to select it.

26. Select ExtrasCosting to perform Costing for the line item - or use Ctrl+F7.





Sales Order Costing

“Price Listed” Items do require costing and hence even if no changes have been made to the Variant Configuration characteristics, it is essential that this step be performed.

If there are more than one “Price Listed” items, perform this step for each of the line items.

27. Click on to save the costing.

Update Parameters





28. Click on on the information message to return to the Create Kirkstall Quotation: Overview screen.


29. Select the line item and click on to display Pricing of the line item.





Create Kirkstall Quotation: Item Data


Condition Type

Notes

EK01 Actual Costs: This condition type derives its values for actual cost from the costing sheet. If a configurable material has been used in the sales quote, it is essential that the costing step be performed.

ZPRO Price based on costing – This condition type automatically defaults as 100%. It is used to “mark-up” the actuals.

ZP03 Freight – This condition type automatically defaults as 3.50 GBP and can be amended to a desired value.

ZDIF Rounding Adjustment – This condition type is used to round the condition value to the nearest integer

ZP04 Authors Corrections – This condition type is used to add extra costs in cases where there has been a correction to the design. This condition type is mainly used for “Price Listed” items only.

ZP06 Type Set/ Amend -

ZRUN Run on Price & Quantity -

31. Click to return to the Create Kirkstall Quotation: Overview screen.






32. Click on to save the Sales Quotation.

If any of the Mandatory Header fields are left incomplete, the Incompletion Log screen appears. The values for the listed fields can be maintained by selecting them and

clicking on .

The system displays the message, "Sales Quotation 2xxxxxxx Created."

33. You have completed this transaction.

ResultYou have successfully created a Sales Quotation.

CommentsThis document presents only the basic minimum requirement towards creation of a Sales Quotation. Usage of many of the other fields within the Header Details and Item Details makes clearer the Sales Quote.





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RWD Info Pak Template - sapinfo-new.leeds.ac.uksapinfo.leeds.ac.uk/content/va21/wi/word/VA21wi.doc · Web viewNot completing those results in an incomplete or incorrect costing. Error