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Background documentation Data From Master Records Locate the document in its SAP Library structure

When you create a sales document without referring to a preceding document, the system copies the following data from the master records:

The following graphic shows some of the data that is either transferred to the sales document or determined in the sales document.

 

This graphic is explained in the accompanying text

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.

Deviating Item and Header Data

A sales document may include items where some of the business data differs from the business data in the header. You can review items where the data varies with the header data by selecting Edit ® Display criteria ® Own business data from the Overview screen. You reach an overview screen that contains only the items for which the data is defined. If you enter general business data for an item which deviates from the data in the document, subsequent changes to the data in the document header have no effect on this item.

Example

The payment terms ZB01 are copied from the document header into the items. You change the payment terms for item 20 to ZB02. If you then change the terms of payment in the header later to ZB03, it will not affect item 20. If you also decided to change the Incoterms in the document header from FOB to EXW this will not affect item 20 either.

Data From Different Business Partners

Sometimes the customer master record specifies different partners for the various partner functions. For example, you may define several ship-to parties for a single sold-to party. In addition, you can define different partners for receiving and paying invoices. Each partner has its own customer master record and, during sales order processing, the system automatically copies data from the customer master record of the relevant partner into the sales order. For example, for each different ship-to party, the system copies the appropriate delivery and shipping data from the customer master record into the document.

The following graphic shows an example in which the sold-to party, ship-to party, and payers are all different. The payment terms are copied from the customer master record of the payer, while the destination address is copied from the customer master record of the ship-to party.

 

This graphic is explained in the accompanying text

Data From the Material Master Record

The system copies data from the material master record and copies it into the individual items. This includes data about weights, delivery priorities, as well as over- and underdelivery rules. You can change this data for each business transaction.

How the System Determines the Delivering Plant

You can enter the delivering plant in the customer master record and in the material master record. A value is proposed for the delivering plant according to the following criteria:

If

the delivering plant is defined in ...

Then the system

proposes the delivering plant from ...

the material master only

the material master

customer master only

the customer master

(if the material has not been maintained for the plant in question)

the material and customer master records

the customer master

(if the material has not been maintained for the plant in question)

the material and customer master records

the material master

(if the material has not been maintained for delivering plant defined in the customer master)

 

Note

The delivering plant is proposed from the customer master record of the ship-to party. Keep this in mind in case the ship-to party is different from the sold-to party.

Data From Customer-Material Information Records

You can determine customer-specific data for the materials in a customer-material information record. For example, you can define the material number and the customer's description for the material as well as specific shipping data, such as delivery priority, and partial delivery specifications.

If you have maintained the customer data in the customer-material information record, you can access material using this customer data rather than having to find the actual material number. To call up the Ordering Party view in the sales document, choose the Ordering party tab page in the overview screen. Here, you can enter the customer material number or a customer description. The system determines the number under which the material is managed.

When you create the information record, the system copies some of this data from the customer master record and the material master record. You can change this data in the information record. If a customer-material information record exists, the data defined there has priority over data in the customer and/or the material master record and is copied accordingly, into the individual items. You can change this data for each transaction.

 

 

 

 

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