Manual SA.030. Order process via PortaL

Transcription

1 Manual SA.030 Order process via PortaL Writer: Daniëlle van Dommelen Owner: Femke Hoffman State: Done Version: 1.0 Date: File: SA.030_Order Process via portal Version Date Descriptions for the changes Writer Initial version Daniëlle van Dommelen

2 Index Logon. 3 Create order. 4 Open order 12 Change order 14 Display order 18 Customer. 22 Sales history.. 25 Invoice.. 27 Service notification 28 Customer prices.. 29 Contact.. 31 Tips and trick Order types Order from car stock Return order (credit note) and margin Searching a customer.. 32 Searching a product (active only). 33 Customer agreed price after you put the order in the system 33 Change transport (shipping) costs.. 33 Delete lines.. 33 Problems with the language English.. 33

3 LOGON VIA PORTAL Type User ID and Password In case you Logon with the radio button marked 'On the road', Schippers confidential information will not be displayed. To see also Schippers confidential information on the screen, like purchase prices and sales margin, logon with the radio button marked 'Office'. and press the button 'logon'. To change your password, fill in your current password and press the button Change Password. Fill in your new password and press on Log On. Name Description M/O/D User User code M Example: dvdommel Password Password of user M Language Standard: English M Logon mode Standard: On the road M You can change to Office After Login you can directly create a new order At the top bar you will see your logon information (name and logon mode).

4 CREATE ORDER On the first screen you can see this is a process of 5 steps and this is the first step. STEP 1 In this first step you have to make a selection. The fields that are starred are mandatory. The Company Code will be prefilled with Company Name. When you are authorized for more than one company code you ll get a dropdown menu. Select the block under order type and make your selection or type it in the field. Hit the tab button on your keyboard and you will go to Customer, fill in the customer number or press F4 or the button to select one in the same way as via the function Customer Details. After you press you will get the following screen: When you don t know the exact description you can use: * When you put the * at the end of the description, SAP search everything what starts with the description you filled in. When you put * before the description and at the end, SAP search everything what has that description in the name. Example: Searching for Daniëlle van Dommelen When you type: Domm*, I ll get a list with all names that starts with Domm. When you type: *Domm*, I ll get a list with all names that have Domm in the name. When you only put a * at the end, SAP won t find van Dommelen. Because SAP doesn t search what s before the description.

5 Name Description M/O/D Company Code Company Name M Your Company. Depending on your authorization. Order type Choose the right order type: Standard sales order, Rush order, JIT Deliveries or M Customer Reference Order Returns Customer number; Sold-toparty Sales document number of order related to this new one When the selection fields are filled press STEP2 M You can search via your sales group, sales organization, customer name etc. The orders you see depends on your authorization. Everything will be copied from this order reference order. (You can use this one by return of a complete order) The customer details are displayed in this second step. In case of an one-time delivery address, you can change the address of the Ship-To Customer (just by typing over the text in the white fields). When it concerns an one-time invoice address, the Invoice Address can be changed only when you have a customer number which you are authorized to. Via the button you can search and select the matching code and the name and address data will automatically be changed on the screen. The fields that are starred are mandatory.

6 Name Description M/O/D Ship To Customer Ship To party of the customer M Can be different if the goods need to be delivered to another address. Street/House number Address from the customer M One-time changes can be made. Postal code/ City Address from the customer M One-time changes can be made. Bill To Customer Bill To part of the customer M Can be different if the goods need to be paid by another partner. If you want to go back to the previous step to select another customer, press Back. Press Next button to go to next step, where you can start entering the Sales Order. STEP 3 In this step you can enter de details on order header level. Name Description M/O/D Use car. Stor. Loc Mark the button, when you delivered article from your car stock O Via the button you can select your storage location Complete dlv. Mark the button O When you mark the button the order will be send to the customer when all the articles are on stock Order Reason Delivery block Mandatory in case of a Return order. Put on a delivery block, when the goods may not be sent. O/M Via the button you can select a reason. O Via the button you can select one. Billing block Put on a billing block, when the order may not be billed yet. O Via the button you can select one.

7 Requested delivery date PO number Automatically filled with next working date after today. Reference number of the customer (for example: purchase order) M O Change to the desired date Optional, only has to be filled if the customer has a reference number Fix Date & Qty. Check with JIT (just in time ) orders. D exists Needs to be delivered at this date. Payment terms Standard from customer data. M Example SD08, SDPF Customer type Classification customer D A, B, C or D customer Header Note Text on order header level O Possible to fill in text Delivery Text Text for the outbound delivery O Possible to fill in text Billing Text Text printed on the invoice O Possible to fill in text Press Next button to go to next step, where you can start entering the Order items. STEP4 In the step 4 you can enter de details on order item level. Press the button New Item button to create a new order line for every item you want to order. Position your cursor on the empty line and fill in the material number and order quantity and press enter. Automatically a static credit check will be performed. When limit exceeded, a note will show up at the top on the left. The order will be blocked. Send an to sales or finance to unblock the order.

8 Name Description M/O/D Position Order line number D Generated when new item line created Material Item which will be ordered M You can search for item numbers or just fill in the item number. Description Material Description D Order quantity The amount which is ordered M Req. Dlv. Date Requested delivery date M Initially taken over from the requested date from the Order header. When you choose for order type JIT (just in time delivery), you can give each line another date Sales unit Unit of measure material M Example: PC or KG Net price Customer price per item D Includes discount Net value Customer price net value D Includes freight costs (Total price position) First Delivery Date First date to be delivered D Plant Fill in a plant. D Will be automatically filled with From Lommel: B020 In case of auto delivery there will be filled in the plant of the company the car storage location is in. Storage location Fill in a storage location D From Lommel: B001 In case of auto delivery, the storage location is filled in which you choose in step 3 Mark on line to see the automatically generated order item details to the left of the screen. Here you can see the availability or the material and price information.

9 The intercompany price is confidential information and will not be displayed when you have logged on in "on the road" mode. Name Description M/O/D Position Type Order Item category D TAN = Standard Item ATP quantity Available quantity item D Left screen item details Price Scales Price Scales D Left screen item details Intercompany price 1 Purchase price D Left screen item details Last Ordered Last date ordered D Left screen item details Last Price Last Order Price D Left screen item details VAT Output tax D Left screen item details Track&trace number Reference number Post order D Left screen item details company for example (DPD, TNT etc.) Delivery Outbound delivery number D Left screen item details Press the Analysis button to see how you get the customer price. Name Description M/O/D Pricelist Price Pricelist Price item D Left screen Analysis button Sales agreed price Customer discount Price agreed with customer Standard customer discount D As entered via function Customer Prices. Action price Action postal code or action representative Order position Price Order position price item D Left screen Analysis button Output Tax Output tax item D Left screen Analysis button Last order Price Last order price D Left screen Analysis button Total excl. VAT Total net value of all lines D Is displayed above the header of the order lines. Transport costs Total freight costs D Above header order lines. The Total sales Difference Intercompany and D Above header order lines. margin 2 customer price 1 Confidential info only visible when logon mode is "Office" 2 Confidential info only visible when logon mode is "Office"

10 Press Item Details button to go back to the item details. Press the Long text button to enter text on item level. Name Description M/O/D Item note Sales item text O Via button Longtext Delivery text Material sales text O Via button Longtext Purchase text Purchase text (for example O Via button Longtext colour and range numbers eartags) Billing text Billing position text O Via button Longtext Mark a line and press delete, if you want to delete an item. You can delete until you have one line. When you have only one line you must "delete" the line with a rejection reason and click on next to save the order. Press next to continue to the next step.

11 A pop-up will be displayed which asks the order can be saved or not. The last step 5 shows the overview of the order entered and displays a message the sales order is created and the document number the system did assign to it. STEP5 You find the order number at the top (on the left).

12 OPEN ORDERS When you go to the tab open orders you will get the following screen: To see your open orders press one of those three buttons: Standard you see the most recent order at te top: The list is sorted in descending order of Sales Document number. Click on order. to sort on ascending You can sort every column by clicking after the small line in the name of the column: When you press you will get an extra line. For example, when you type in column ship-to the customer number and press enter, you ll get all orders of this customer:

13 At the top there are several tab pages which give an overview of the functions that are available via this portal. The tab page Open Orders is marked. When you mark another tab page, you will switch to another function. Depending on your screen resolution, you will see the icons at the right of these tab pages in order to go to the tab pages that are not on the screen. Click on the button to do this. When you press on the button, then a pop-up will appear where you see all the functions listed. Click on one, to go to it at once. You can scroll to see more info about the order lines via the scrollbar at the bottom of the screen. You can scroll to see the next screen to see more orders via the scrollbar at the right of the screen. When you click on a Sales Doc in the left column, you will switch to the function Display Order. When you click on the customer number in the column Ship-to party, you will switch to the function Customer Details.

14 CHANGE ORDER Press the tab page Change Order. With this function you can change an existing sales order. On the first screen you can see this is a process of 5 steps and this is the first step. STEP 1 In this first step you type the sales order document number. Press PF4 or click the button to search the order from a list. Press Next button to go to next step. Name Description M/O/D Order number Sales order document M number See also the chapter DISPLAY ORDER to how to search an order

15 STEP 2 The customer details are displayed in this second step. If wanted they can be changed. Make sure there are no documents made already. In that case you will see next message at the top left corner. The fields that are starred are mandatory. If you want to go back to the previous step to select another customer, press back or use the bread crumbs. Press Next button to go to next step, where you can change the Sales Order header details.

16 STEP 3 In the step 3 you can change the details on order header level. If you want to go back to the previous step to select another customer, press Back or use the bread crumbs. Press Next button to go to next step, where you can change the Order items. STEP 4 In the step 4 you can enter de details on order item level. If you want to go back to the previous step, press back or use the bread crumbs. Press to save your changes or go out of the order if you want to cancel the change. A pop-up will be displayed which asks the order changes can be saved or not.

17 STEP 5 The last step 5 shows the overview of the changed order. At the top it displays a message the sales order changes are saved.

18 DISPLAY ORDER Press the tab page Display Order. With this function you can display an existing sales order. On the first screen you can see this is a process of 5 steps and this is the first step. STEP 1 In this first screen, fill in the document number of the sales order you want to display. Click the button to search the order from a list. Next pop-up comes up, where you can specify some more selection details. With the Reset button you can blank them out. Press the button Start Search to see the selection list. Select the order you want to see and click on the OK button. Press to continue

19 STEP 2 The customer details are displayed in this second step. If you want to go back to the previous step to select another customer, press Back. Press Next button to go to next step, where you can display the Sales Order header details. STEP 3 In the step 3 you can see the details on order header level.

20 If you want to go back to the previous step press Back If you want to select another sales order click on step 1. Press Next button to go to next step, where you can display the Order items. STEP 4 In step 4 you can see the details on order item level. Mark a line to see the automatically generated order item details to the left of the screen. Press the Analysis button to see more info. Press Item Details button to go back to the item details. Press the Long text button to see the text on item level. Click on Back button or on a previous step number if you want to go back. Press next to continue to next step.

21 STEP 5 The last step 5 shows the overview of the sales order. Name Description M/O/D/ Confirmed Qty Ordered quantity D Delivered qty Items which are delivered jet D Req. Del. Date Requested delivery date D 1 st. delivery date First delivery date which is possible D Click on Back button or on a previous step number if you want to go back. Click the button Display Order to display a sales order again.

22 CUSTOMER DETAILS Press the tab page Customer Details. With this function you can display customer information. On the first screen you see a selection part at the top and a details part at the bottom. On the selection screen type the customer number if you already know it and press enter Press the button to look at the details of this customer. Press the button if you want wipe out the selection details. Click on the search button to select the customer from a list. The white fields are changeable, after you made your changes press Field Description M/O/D Attention Customer Fill in the customer number M Or search with button Sales organization Fill in your Sales organization M Sales Office Sector D Will appear after you press enter Sales Group Representative D Will appear after you press enter Distribution Channel via SAP, web shop or portal D Standard 10 Division D Standard 01 After you press on, the customer header information will be displayed. Click on tab Details 1 to see more.

23 Field Description M/O/D Attention Sales group Name Sales representative D = description Sales Group Freight cost Freight costs value D Transport costs Credit limit Credit limit customer D Blocked Customer block marked D Delete Customer marked for deletion D Delivery date Delivery date D Last delivery date Discount % Discount percentage D Valid from Valid from D UBN no UBN number D Company number HgLvCust Customer Hierarchy D Purchasing Association Customer class Customer type / classification D For ABC analysis Industry industry from the customer D Branch code Contacts Customer contacts O How you may contact the customer Customer text 1 & 2 Customer text D For address information press the 1 st tab: Partner roles The white fields are changeable, after you made your changes press Field Description M/O/D Attention Terms of payment Terms of payment D For example SD08 for 8 days payment. VAT Reg. No. Vat number from the customer D Press the 3 rd tab, specifications, for livestock information

24 Press the 4 th tab for the contact persons of this customer. At the last tab you find the delivery address Press the button Press the button to make the updates effective. if you want wipe out the selection details and find a new customer.

25 SALES HISTORY Press the tab page Sales History tab. With this function you can look into your sales history. On the first screen you can make a selection at the top part of the screen. On the selection screen fill in the Sales Organization and the Document date from which and up to which, orders must be selected. Specify more selection details to limit your search. Click button to start the search. Field Description M/O/D Attention Material Item which will be ordered O You can search for item numbers or just fill in the item number. Customer Customer number; Sold-toparty O You can search via your sales group, sales organization, distribution channel, division, customer name etc. Sales Organization Your Sales company M Example GB00, EU00, EX00, DE00 Sales Group Your sales group O Sales order Sales order O PO number Reference number of the customer (for example: purchase order) Document Date Document date sales order M Must be >= date specified to Document date order from M Must be =< date specified Order status All statuses or only those not M Mark one radio button yet completed Sales margin Total sales margin D Of the period you select with document date Total value Total sales value D Of the period you select with document date Sales margin (%) Percentage margin of the sales value D Of the period you select with document date O

26 The following screen will be showed: More lines are displayed per sales document with more doc line items. Go to the right with the scroll bar to see more details per order line. Press on document number to switch to document details. Press on customer number to switch to customer details. Press to see the header information (selection criteria and margin) The list is sorted in descending order. Click on to sort on ascending order. When you press you will get an extra line. For example, when you type in column ship-to the customer number and press enter, you ll get all orders of this customer:

27 INVOICE Press the tab page Invoice. With this function you can search invoices related to your sales orders. On the first screen you can make a selection. On the selection screen fill in the Sales Organization and the Document date from which and up to which, invoices must be selected. Also fill the Material or the Payer. Specify more selection details to limit your search. Click to start the search. Field Description M/O/D Attention Material Material ordered. O You can search for item numbers or just fill in the item number. Payer Pay-to-party of the customer orders. O You can search via your sales group, sales organization, distribution channel, division, customer name etc. Sales Organization Your Sales company M Example GB00, EU00, EX00, DE00 Sales Group Your sales group O Sales Document Sales order doc. number O Billing Document Billing document number O Document Date Document date invoice from M Must be >= date specified to Document date invoice to M Must be =< date specified Order status You will see the following screen: All statuses or only those not yet completed M Mark one radio button More lines are displayed per sales billing document with more doc line items. Go to the right with the scroll bar to see more details per order line. Click on a Bill.Doc to see the PDF of the Billing document as it can be printed in the language of your Sales Organization.

28 When you press on the billing document number you will get a pop up with a copy of the invoice: You can save or print this copy with the button you find at the top on the left. Press to see the header information (selection criteria) SERVICE NOTIFICATION Press the tab page Service Notification. With this function you enter a service notification. On the screen presented you can enter a service notification for ASB (service in Bladel).

29 When you have specified what service is needed for a certain material and customer, press The system sends the service notification and shows the number in a message at the top of the screen. Name Description M/O/D Customer Customer which needs service M Type or search via button Reported by Your user code D Your Company Material Item which has needs service M Type or search via button Serial Number Serial number of material O Customer PO Reference customer PO number O Description Enter short or large description M Or fill both ObjectPartCode Object Part Code - two fields M Select from list via button Damage Code Description of damage - two fields M Select from list via button Sales area Sales office, distribution channel M Example NL and division Sales Office Sector M Example VARI Sales Group Your Sales Group M Example 106 CUSTOMER PRICES Press the tab page Customer Prices. With this function you enter a customer price (sale agreed price) for a material. On the first screen you enter your company code and customer code. Press to see previously entered Sales agreed prices for this customer.

30 Press the button to create a new line where you can enter a new Sales agreed price. Enter the material, the Sale price you agreed with the customer and fill the quantity Per with 1. Press enter to validate and the description of the material will be displayed. Specify the date from which this price should be valid. If needed you can delete the Sale agreed price again by marking the line and press button Delete Item. Press to save the customer prices

31 Name Description M/O/D Material Item which will be ordered M You can search for item numbers or just fill in the item number. Description Material Description D Price Sales agreed price M Includes discount Currency Price currency D EUR Per Quantity per M Fill with 1 Unit Unit of measure material D Example: PC Valid from Valid to CONTACT Fill in the date from which this price is valid for new orders Fill in the date until which this price is valid. M Will be automatically filled with today's date M Defaults to Press the tab page Contact. With this function you can contact the Sales Office with remarks you have about your sales business. Press the button Clear to wipe out your entries or modifications. Press the button Send to send the contact mail. Name Description M/O/D User Your user code D Name Your user name O Change if needed Telephone Telephone number you can be O reached Subject Subject the is about M Select one from list Other subject Other subject not in the list O/M Type your own remarks when you selected 'Other' Remarks Describe what your remarks are O

32 TIPS AND TRICKS Order types Rush order = SO (rush order) Standard order = OR (normal order) Return = ZRE (for credit note to customer and taking products back on your stock) JIT Deliveries = ZKF (just in time deliveries one order with different delivery dates) Order from car stock Choose order type: Standard order Check the box use car stor. Loc in step 3: Return order (credit note) and margin When you make a credit note with a return order. Please notice that the margin you see looks positive (because there is not an in front of the total value), but it s negative margin (by choosing return it s obviously for SAP that s the margin/price is negative so it s doesn t need a minus in front of the total value). Searching a customer After you press you will get the following screen: When you don t know the exact description you can use: * When you put the * at the end of the description, SAP search everything what starts with the description you filled in. When you put * before the description and at the end, SAP search everything what has that description in the name. Example: Searching for Daniëlle van Dommelen When you type: Domm*, I ll get a list with all names that starts with Domm. When you type: *Domm*, I ll get a list with all names that have Domm in the name. When you only put a * at the end, SAP won t find van Dommelen. Because SAP doesn t search what s before the description.

33 Searching a product (active only) To exclude invalid article, make sure you choose for (active only) Example: Searching for MS Silverdust, productnumber When you type: 25099*, I ll get a list with all products that starts with When you type: *silver*, I ll get a list with all products that have silver in the name. When you only put a * at the end, SAP won t find MS Silverdust. Because SAP doesn t search what s before the description. Customer agreed price after you put the order in the system When you forgot to fill in a sales agreed price before you put the order in the system. You can open another screen en fill in the customer price, then go back to the order and change the quantity with one up, press enter and change the quantity back to the original value. The system makes an update, so you will see SAP took the sales agreed price. Change transport (shipping) costs When you would like to change the transport costs you must first save the order and then go to change order. You will see that the field is white and you can change the amount. Delete lines You have two ways to delete a line in the order. You can do it with the button or fill in a reason for rejection When you delete a line with reason for rejection you can always find back what there was before. When you delete a line with the delete button, you never find back that there was something before. So the best way is to delete lines with a reason for rejection. Note; You can delete with the button until you have one line. When you have only one line you must "delete" the line with a rejection reason and click on next to save the order Problems with the language English When you don t understand English very well, you can installed Google chrome. This program will translate the words to a languages you prefer. Note; Support of the head office is in English and we re not sure the translation of Google chrome is correct