Sales Document Types & Controls – Q&A
1. Explain configuration steps required to create sales document types
Go to T-code VOV8 or path: SPRO → Sales & Distribution → Sales → Sales Documents → Sales Document Header → Define Sales Document Types. Copy a standard type (e.g., OR) to a custom type (e.g., ZOR).
2. Sales document type information is stored in which table?
Table VBAK – Field AUART stores the sales document type.
3. How to differentiate between document types?
By document type code (OR, RE, CR), control parameters in VOV8, transaction group, and usage in business process.
4. Functionality of sales document type block?
Delivery block: stops delivery creation. Billing block: stops billing. Used for approvals or quality checks.
5. T-code to create number ranges?
VN01 – Maintain number ranges for sales documents.
6. Explain item no increment & sub item no increment.
Item no increment: gap between main items (10, 20, 30). Sub item increment: numbering for sub-items (10.1, 10.2).
7. Explain Reference Mandatory; Check Division; Item Division.
Reference Mandatory: requires source document. Check Division: ensures header and item divisions match. Item Division: compares header vs. item level division.
8. Probability field use?
In quotations and inquiries to show conversion likelihood (0–100%) for sales forecasting.
9. Quotation Messages?
Allows the system to display a list of open quotations to the creator for possible reference.
10. Config to display open quotations?
Set the Quotation Message flag in VOV8 and maintain copy control from quotation to order in VTAA.
11. How to display parent and child items in a sales document?
Use higher-level item category (VBAP-UEPOS) in item category determination and activate Display Range with UALL – All Items.
12. How to restrict creation of sales order if data is missing?
Set incompletion messages in sales document type controls.
13. How does the system pick the default delivery date when delivery is created?
Based on schedule line category determination and confirmed delivery date from ATP check.
14. Explain Info Record; Check Purchase Order; Enter PO.
Info Record: holds customer–material info. Check Purchase Order: ensures PO exists before order creation. Enter PO: if PO is not maintained, system copies sales document number in PO field.
15. Shipping conditions will be copied from where?
From the sales document type or customer master (sales area data), if maintained there.
16. For which business processes do we copy shipping conditions from sales document type?
For Cash Sales & Rush Orders.
17. Immediate Delivery field functionality?
Automatically creates delivery upon saving the order (e.g., Cash Sales).
18. Example of delivery block use?
In a ZOR order type, set delivery block “QA” to prevent delivery until quality approval.
19. Difference between order-related and delivery-related billing?
Order-related: invoice from order without delivery. Delivery-related: invoice after goods issue from delivery.
20. Intercompany Billing meaning?
Billing between two company codes within the same group when goods are delivered from one company’s plant to another company’s customer.
21. Billing block use and example?
Blocks billing until approvals are completed. Used for credit memo requests or contract approvals.
22. Explain Requested Delivery Date; Pricing Date; Proposed Valid from Date.
Requested Delivery Date: customer’s desired delivery date. Pricing Date: date used for price determination. Proposed Valid from Date: validity start date for quotation/contract.
23. Document types for returns, credit memos, debit memos?
Returns: RE, Credit Memo Request: CR, Debit Memo Request: DR, Standard Order: OR, Cash Sale: CS/BV, Inquiry: IN, Quotation: QT.
24. Sales document type information stored at what level?
Header level (VBAK-AUART).
25. Path for creation of sales document type?
SPRO → Sales & Distribution → Sales → Sales Documents → Sales Document Header → Define Sales Document Types.
26. Document Pricing Procedure functionality?
Determines pricing procedure along with Sales Area & Customer Pricing Procedure. Controls pricing rules at document level.
27. How a Sales Document Type affects the sales process?
Determines delivery type, billing type, credit checks, pricing relevance, whether reference is mandatory, and billing type (order/delivery related).
28. Display Preceding Document functionality?
Determines if preceding document info is displayed in the item data on the Sales and Distribution tab.
29. F code for Overview Screen functionality?
Determines which overview screen is shown during sales order processing after entering initial data.
30. How to restrict a Sales Document Type for a specific Sales Area?
In VOV8, maintain allowed Sales Areas by specifying Sales Org, Distribution Channel, and Division. The type will only work for that Sales Area.