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Function documentationEntry of ERP Sales Documents in SAP CRM

 

You can use this function to create and change sales documents, such as ERP quotations, ERP sales orders, and ERP quantity contracts, directly in SAP ERP, without leaving SAP CRM.

You carry out your pre-sales activities such as Opportunity Management and Activity Management in SAP CRM, and then, for example, process a rush order in SAP ERP without exiting SAP CRM.

This function is of particular use to sales employees who work mainly in SAP CRM and only occasionally or not at all in SAP ERP, and therefore do not require the full range of functions offered by SAP ERP Quotation and Order Management. For example, sales assistants can use this function to create simple sales orders.

Prerequisites

You can directly create and change an ERP sales document in SAP CRM once you have carried out the following:

  • You are using SAP CRM.

  • You are using SAP ERP for your Quotation and Order Management.

  • You have assigned the relevant ERP sales documents to a profile in Customizing for SAP CRM under Start of the navigation path Customer Relationship Management Next navigation step Transactions Next navigation step Settings for Sales Transactions Next navigation step Define Profiles for ERP Sales Transactions End of the navigation path.

  • You have defined an RFC destination in Customizing for SAP CRM under Start of the navigation path Customer Relationship Management Next navigation step CRM Middleware and Related Components Next navigation step Communication Setup Next navigation step Define RFC Destinations End of the navigation path.

  • You have defined cross-system copy control of transaction types in Customizing for SAP CRM under Start of the navigation path Transactions Next navigation step Settings for ERP Transactions Maintained via CRM Next navigation step Cross-System Copy Control for Opportunities and ERP Transactions End of the navigation path.

  • If you want to use payment cards in ERP sales orders in SAP CRM, you have made settings in Customizing for SAP ERP under Start of the navigation path Sales and Distribution Next navigation step Billing Next navigation step Payment Cards End of the navigation path.

Note Note

For more detailed prerequisites, see the configuration documentation for the Lead-to-Cash scenario in Solution Manager.

End of the note.

Features

When you maintain an ERP sales document using SAP CRM, the system enters data directly in SAP ERP. This means that you can decide yourself which system you use to process the sales order.

Creating ERP Sales Documents

Sales representatives can create and maintain ERP sales documents by entering and processing the required data, such as sold-to party, ordered products and quantities.

If the full range of the features offered by Quotation and Order Management in SAP ERP is required, an employee who mainly uses SAP ERP can continue processing in SAP ERP. He or she takes on the sales document, and takes care of its completion and the processing of the follow-up transactions in SAP ERP.

When you create ERP sales documents, the entered sold-to party in the selected sales organization may have multiple partners valid for a specific partner function. For this reason, you can specify that the system should prompt you to choose the required business partner during ERP sales document maintenance. You specify this in Customizing for CRM, by choosing Start of the navigation path Transactions Next navigation step Settings for ERP Transactions Maintained via SAP CRM Next navigation step Define Profiles for ERP Sales Transactions End of the navigation path and selecting the Partner Msgscheckbox.

The system defaults the main partner as defined in the customer master data in SAP ERP. If no main partner is set, the first available partner is the default. If you do not select the Partner Msgs checkbox, these default values are simply taken over in the sales document.

To use this function, you must activate the business function Sales and Service (CRM_SLS_SRV_1).

Determination of business partners during ERP sales order creation in SAP CRM

You can also specify that you want the system to display all open ERP quotations or contracts when you create an ERP sales order in SAP CRM. This gives you the option of referring to a preceding ERP quotation or contract with your ERP sales order.

You specify whether you want to use this feature in the above Customizing activity, by selecting the OpenDocs checkbox.

Provided you have selected the OpenDocs checkbox, and depending on which settings you have made in Customizing for SAP ERP, by choosing Start of the navigation path Sales and Distribution Next navigation step Sales Next navigation step Sales Documents Next navigation step Sales Document Header Next navigation step Define Sales Document Types End of the navigation path, the following cases can arise:

  • A dialog box appears, displaying more than one open ERP sales document. You can then select one for reference in the ERP sales order.

    You can do this if you have chosen “B”, “F”, or “D” in the ERP Customizing.

  • The system determines only one open ERP sales document. Provided that you have set the above SAP ERP Customizing entry to “D”, the system automatically assigns the open ERP sales document to the ERP sales order and you receive a message to inform you of this assignment.

  • No open ERP sales documents are determined by the system. This is because you have either not activated this function in the above Customizing activity or because no open ERP sales documents were found.

To use this function, you must activate the business function Sales and Service (CRM_SLS_SRV_1).

Creating ERP Quotations and Sales Orders as Follow-Up Transactions from a CRM Opportunity

The sales representative or sales assistant has determined a potential sales opportunity, and has therefore created an opportunity. If the customer then requests a quotation, the sales employee can immediately create an ERP quotation. To do so, the sales employee opens the opportunity that he or she created earlier, and creates the ERP quotation as a follow-up transaction from the opportunity.

When you do so, the following data is copied to SAP ERP:

  • Business partners

  • Sales organization

    Note that the CRM sales organization for the ERP sales document is displayed in SAP CRM, and not the ERP sales organization.

  • Distribution channel

  • Division

  • Sales office

  • Sales group

  • Product configuration

  • Items

  • Product

  • Quantity

  • Notes

  • Unit

You can only display the following fields:

  • Product

  • Product ID

  • Transfer

  • Item number

You can navigate to the ERP sales document using the transaction history in the CRM follow-up activity.

Offering Alternative Items In ERP Quotations

In addition to the item requested by the customer, the sales employee can also offer an alternative item in the ERP quotation. In order to offer the alternative item, when the sales employee copies the standard item and the alternative item from the opportunity to the ERP quotation, the sales employee must make sure that the alternative item comes directly after (by item number) the standard item in the list of items.

Creating a CRM Follow-Up Activity from an ERP Sales Document

You can create a follow-up activity in CRM from an ERP sales document. You can then navigate to the ERP sales document via the transaction history of the CRM follow-up activity. The system shows the CRM follow-up activity in the following:

  • Transaction history of ERP sales orders, quotations, and quantity contracts

  • Document flow shown in SAP ERP (transactions VA02, VA22, and VA42)

Creating Attachments

You can attach files (for example, PDFs, e-mails, images, and spreadsheets), URLs, and notes to the header of supported ERP sales documents in SAP CRM (that is, sales orders, quotations, and quantity contracts).

Entering Payment Card Details in ERP Sales Orders

You can use payment cards in ERP sales orders in SAP CRM. For more information, see the following:

  • For information about payment card processing in ERP sales orders, see SAP Library for SAP ERP on SAP Help Portal at http://help.sap.com/eccInformation published on SAP site. Choose a release and then Application Help. In SAP Library, choose Start of the navigation path SAP ERP Central Component Next navigation step Logistics Next navigation step Sales and Distribution (SD) Next navigation step Payment Card Processing (SD-BIL-IV) End of the navigation path.

  • For information about payment card security, see SAP Note 1786043Information published on SAP site.

Correcting Errors

The system handles errors according to SAP ERP rules. This means that if errors occur, you cannot save the sales order. You can only continue processing the sales order after the errors have been corrected.

Activities

Certain restrictions apply to this function. Therefore, it should only be used by sales employees who work at least occasionally in SAP ERP. For more information, see SAP Note 1236015Information published on SAP site.

Example

You create an ERP quotation in SAP ERP as a follow-up transaction for an opportunity in SAP CRM. The system sends data directly from SAP CRM to the follow-up transaction in SAP ERP.