General presentation

Objective of the application

Develop a new reporting solution for Sales & Distribution data coming from SAP/ERP/PF1 with a first deliverable the ORDER BOOK REPORT (Sold & Pending).

Detail on: Sales Orders, Purchase Orders (transfers), Sales Order Lines, Schedule Lines,Deliveries, Invoices.

Innovation: Process Core Rules integrated to the Order Book Report, generating 2 views:

1. Order Book Business View: Determine for each sales order item when it will BE INVOICED, so determine the best estimation for the billing date                                                                                          → FOCUS: BUSINESS / TOP MANAGEMENT / FINANCE
2. Order Book to Be Issued: Determine for each sales order item when it will be issued, so determine the best estimation when the product will leave the plant                                                                        → FOCUS SUPPLY CHAIN TEAM

Usage information

History

Roles & Access

Roles and access

Two roles were created for OBAS. The first one is the application role and the other one is the role menu.

Authorization objects

The authorization is done regarding the BFC GBU, the legal company and the sales office.

Order book

Sales order book

 Sales Order Book is a presentation in a detailed level of all sales orders placed in SAP/PF1 system, being possible to determine:

• Sales order on going and open
• Sales Orders Shipped Not Billed
• Sales Orders invoiced

The sales order book is defined at most detailed level. That means at the schedule line level. The concept of line is very important to understand how the order book. Each sales document can generate an item, the combination of the document number / item number is a line.

To generate the sales order book the documents line below is used:

• Order line
  • Schedule line
    • Delivery line
    • Billing line

Document line generation:

• Each sales order document can generate n order line.
• Each scheduled line can generate n delivery document.
• Each delivery document can generate n delivery line.
• Each delivery line can generate n billing document.
• Each Billing document can generate n billing line.

Comment: OBAS doesn't use the shipment line. The mandatories informations are at the shipment header level.

Core rules

All the rules used in OBAS were determined by SAP experts.

IMPORTANT:

• The sales order book excludes the order line which has a rejection code.
• The sales order book is defined at the most detailed level (the schedule line).
  
  
• Order line classification: An order line can be in one of the three class:

1. If the country of legal company is diference than the country of plant.
2. If the transportation mode is "SEA" (Export).
3. The others cases

Order line status

• The status of the order line (from SAP) is not used in OBAS.

 It's because in PF1, an order line is with the status "C" (completed). When the deliveries regarding the total confirmed quantity of the order line is planned or issued .

To be invoiced date

The to be invoiced date is used to know when an order line will be billed. This concept is used in the order book for the Open order and the Shipped but not billed part.

Important: the to be invoiced date can be calculated only if the type of sales order will generate a delivery document. That means the credit/debit memo are not included in the Open order and the shipped but not billed part. The returns are not considered in the Open order and shipped but not billed part.

The to be invoiced date is calculated by use the more update document in the document flow.

• More updated document:

1. The shipment document.
2. The delivery document.
3. The sales order document at the schedule line level.
   
   

Regarding the order line classification, the to be invoiced is calculated following the rules below:

• If the order line classification is "1" (the country plant is diference than the ship-to country):

1. If a shipment document exist. To be invoiced date = shipment end date (planned or actual)
2. If a delivery document exist with an actual GI date, but no shipment document. To be invoiced date = the actual GI date + transit time.
3. If a delivery document exist without an actual GI date, but no shipment document. To be invoiced date = the planned GI date + transit time.
4. If the delivery document not exist. To be invoiced date = the scheduled GI date of the order line (at the schedule line level) + transit time.

• If the order line classification is "2" (the transportation mode = "SEA" (Export)):

1. If a shipment document exist. To be invoiced date = shipment start date (planned or actual)
2. If a delivery document exist with an actual GI date, but no shipment document. To be invoiced date = the actual GI date.
3. If a delivery document exist without an actual GI date, but no shipment document. To be invoiced date = the planned GI date.
4. If the delivery document not exist. To be invoiced date = the scheduled GI date of the order line (at the schedule line level).

• If the order line classification is "3" (the others cases):

1. If a shipment document exist. To be invoiced date = shipment completion date (planned or actual)
2. If a delivery document exist with an actual GI date, but no shipment document. To be invoiced date = the actual GI date.
3. If a delivery document exist without an actual GI date, but no shipment document. To be invoiced date = the planned GI date.
4. If the delivery document not exist. To be invoiced date = the scheduled GI date of the order line (at the schedule line level).

WARNING: A shipment document can be created without the shipment dates. If this case appears, the shipment document will be ignored in the determination of the to invoiced date.

To be issued date

The to be issued date is used to know when an order line will be billed. This concept is used in the order book to be issued for the Open order and the Shipped but not billed part.

Important: like the to be invoiced date, the to be issued date can be calculated only if the type of sales ordert will generate a delivery document. That means the credit/debit memo are not included in the Open order and the shipped but not billed part. The returns are not considered in the Open order and shipped but not billed part.

The to be issued date is calculated by use the more update document in the document flow.

• More updated document:

1. The delivery document if the quantity is issued.
2. The shipment document.
3. The delivery document if the quantity is not issued.
4. The sales order document at the schedule line level.
   
   

To calcul the to be issued date we use the rules with the hierarchy below:

1. If a delivery document exist with an actual GI date. to be issued date = the actual GI date.
2. If a shipment document exist, and the delivery is not issued. to be issued date = shipment completion date (planned or actual).
3. If a delivery document exist without an actual GI date. to be issued date = the planned GI date.
4. If the delivery document not exist. to be issued date = the scheduled GI date of the order line (at the schedule line level).

WARNING: A shipment document can be created without the shipment dates. If this case appears, the shipment document will be ignored in the determination of the to issued date.

The rest to be delivered

The rest to be delivered is the quantity which need to be delivered to the customer to complete the requested quantity. The rest to be delivered is defined at the schedule line level. It is used in the Open order part, to determine the to be invoiced/issued quantities and the values. The calculation is done following the rules below:

• If the confirmed quantity = 0.
  • The rest to be delivered = the schedule line quantity - ( the issued quantity + delivery tolerance)
• If the confirmed quantity <> 0.
  • The rest to be delivered = the schedule line confirmed quantity - ( the issued quantity + delivery tolerance)

IMPORTANT: If the rest to be delivered is negatif, the quantity: rest to be delivered is forced to 0.

Links: schedule line; customer - requested quantity - open order - invoiced - billed - confirmed quantity - issued quantity - delivery tolerance.

Open order

Definitions

If a rest to be delivered exist for an order line. The order line is open.

Two cases:

• The order line is open and no delivery is planned.
• The order line is open and a delivery is planned.

Open order without planned delivery

This case appear when an order line was created, but no delivery is yet planned.

Example:

The order line 4268469/20 has no delivery created. This order line is at the beginning of the sales process.

Open order with planned delivery

This case appear when an order line was created, and delivery is planned.

Example:

The order line 4311472/20 has the delivery lines 87743333/10 and 87743333/900001 created.

The delivery is planned but the material is not yet issued. The order line 4311472/20 is open.

Shipped but not billed

Definition

Order line which has a delivery line with an issued quantity but the issued quantity is not yet billed.

Example:

The order line 4357166/10 has the deliveries lines 70367763/10 and 70367763/900001 created.

The material was issued, no billing exist for the delivery. The order line 4357166/10 is shipped not billed.

Billed

Definition

An order line is billed, when a billing line is created with reference document:

• the order line 
• the order line's delivery

Example:

The order line 4204405/10 has a billing document created in reference of the delivery line. The order line is billed.

Master data

List of mater data:

IMPORTANT: The object C_ITM_SD is critical due to it use to generate the order book. 

Data flow

The data flow is based on the LSA method. The data visualization is done on the multiprovider MVSDSO01 (MP: Sales order book).

OBAS data layers:

• Propagation Layer
• Business Layer
• Reporting Layer
• Virtual Layer
• Master Data

The draw below represente the data flow of the multiprovider MVSDS01:

Click on the draw to enlarge.

IMPORTANT: The multiprovider MVSDSO01 (Sales Order Book) is also used by DYNASIS. The order book doesn't use data coming from DYNASIS.

Propagation layer

List of infoproviders used by the Sales order book:

Technical point: We never use the propagation layer for reporting. No SIDs are generated in the propagation layer.

For more detail on the propagation layer, click on this LINK.

Business layer

List of infoproviders used by the Sales order book:

For more detail on the business layer, click on this LINK.

Reporting layer

List of infoproviders used by the Sales order book:

For more detail on the propagation layer, click on this LINK.

Virtual layer

List of infoproviders used by the Sales order book:

IMPORTANT: In the multiprovider MVSDSO01, they are data coming from DYNASIS (CRDYN11 and CRDYN12). These data are not used in the Order book.

For more detail on the propagation layer, click on this LINK.

Master data

List of master data used to generate the Sales order book:

For more detail on the master data layer, click on this LINK.

Data update

Process chain

IMPORTANT: The same process chain is used to update the Sales order and the Historical sales data.

The processes chains below are used to update the multiprovider MVSDSO01 (Sales order book):

• SD - Main Process Chain - UPDATE DATA - (PC_SD_MAIN)
  • SD - Propagation Update (PC_SD_PROPAG)
  • SD - Business Layer (Solvay) (PC_SD_BUSINESS_LAYER)
  • OBAS: Reporting layer (PC_OBAS_REPORTING)

SD - Main Process Chain - UPTDATE DATA - (PC_SD_MAIN)

SD - Propagation Update (PC_SD_PROPAG)

SD - Business Layer (Solvay) (PC_SD_BUSINESS_LAYER)

OBAS: Reporting layer (PC_OBAS_REPORTING)

For more detail click on this LINK.

For detail on the processes chains of the master data, please refer to Concepts and Definitions

IMPORTANT: The sales order book is generated every day from scratch. No historic is done for the sales order book.

Loading frequency

The data is updated every day. The process chain start after the end of TIERS update. 

Perfomance

General perfomance:

Detailed performance:

Reporting

Data selection

Core queries

SNAPSHOT To Be Invoiced

SNAPSHOT To Be Issued

Open order to be invoiced

Open order to be issued

Shipped but no billed to be invoiced

Shipped but no billed to be issued

Billed

Core workbooks

Order book business view To Be Invoice

Order book business view To Be Invoice (consolidated view)

Order book To Be Issued

Purchase order (Transfers) order book

Core rules

Order line status

To be invoiced date

Open order

Definitions

Delivered quantity

Definition

Billed

Definition

Master data

Data flow

Propagation layer

Business layer

Reporting layer

Virtual layer

Master data

Data update

Process chain

Loading frequency

The data is updated every day. The process chain start runed after the end of TIERS update. 

Perfomance

Reporting

Data selection

Core queries

SNAPSHOT PO's transfers To Be Invoiced

Open order

Billed

Core workbooks

Order book PO's transfers To be invoiced

Historical data

Sales order

Sales documents types

Sales order

Delivery

Billing

Sales documents flows

Sales order

Schedule line

Delivery

Shipment

Billing

Master data

Data flow

Propagation layer

Business layer

Reporting layer

Virtual layer

Master data

Data update

Process chain

Loading frequency

The data is updated every day. The process chain start runed after the end of TIERS update. 

Perfomance

Reporting

Data selection

Core queries

Historical data: Sales orders

Historical data: Sales deliveries

Historical data: Sales invoices

Historical data: Sales overview

Detail: Schedule line

Detail: Sales order

Detail: Deliveries

Detail: Invoices

Core workbooks

PO's transfers

Puchase order documents types

Purchase order

Delivery

Billing

Purchase documents flows

Purchase order

Schedule line

Delivery

Shipment

Billing

Master data

Data flow

Propagation layer

Business layer

Reporting layer

Virtual layer

Master data

Data update

Process chain

Loading frequency

The data is updated every day. The process chain start runed after the end of TIERS update. 

Perfomance

Reporting

Data selection

Core queries

Historical data: Po's transfers orders

Historical data: Po's transfers  deliveries

Historical data: Po's transfers  invoices

Detail: Po's transfers  order

Detail: Po's transfers  Deliveries

Detail: Po's transfers  Invoices

Core workbooks

Sales follow-up

OTIF (On Time In Full)

Concepts and definitions

ATP DATES

Available-to-promise (ATP) is a business function that provides a response to customer order enquiries, based on resource availability. It generates available quantities of the requested product, and delivery due dates.

• First ATPs dates, are the first dates received from a schedule line in PF1.
• Last ATPs dates, are the last dates received from a schedule line in PF1.

• The date of the restauration will be the starting date for the calculation of the ATP dates.
• All the ATP dates calculated before this date are loosed.

AGENT COMMISSIONS:

An agent commission is a partner of Solvay. This partner receive a commission for sales. This commission is calculated via a specifics documents types which are generate by a billing document of a sales order. The agent commission is based on two keys figures. The commission base and the commission rate. The value of the commission received by the agent is igual to: the commission rate X the commission base. For more detail click on this LINK.

BILLED:

BILLING GROUP

BILLING LINE

BLOCKS

The sales process can be stop by block(s) on the sales document(s) or document(s) line(s).

If a block exists the sales process is stopped where the block is created (at the document or document level).

Types of blocks:

• Delivery block (Historic).
• Delivery block (Document item)
• Billing block (Document header)
• Billing block (Document item)
• Credit block (Historic)
• Credit block (Dynamic)

For more informations click on this LINK.

CLOSE ORDER

An order is close if the rest to be delivered = 0.

CO (CURRENCY ORIGIN)

it's the currency of the legal company responsible for the order line.

COMMISSIONS

Is a part of the gross sales, it is determined during the pricing. This information provide from the billing document and it is retreived with the subtotal 4.

CONFIRMED QUANTITY

Is the quantity confirmed by the system. In other terms, what quantity the supply chain is able to deliver regarding the customer's requested delivery date. This quantity is defined at the schedule line level on the system. In BW the confirmed quantity is available on the data base, at the schedule line and at the sales  

CONSOLIDATED RATE

Is the percentage of Solvay in a legal company.

IMPORTANTE: The consolidated rate is maintained in the master data of the object C_COMPCDE (Company code). For more detail click on this LINK.

CONSOLIDATION METHOD

It is an financial information to know how the result of a legal company is counted in the overall group result. This characteristic is used to do the exclusion of sold entities.

CP (CURRENCY PROMPT)

CREDIT/DEBIT MEMO

CURRENCY CONVERSION

CUSTOMER

CUSTOMER GBR

CUSTOMER PICK-UP

CUSTOMER SALES VIEW

DELAYED BY ATP

• If the function ATP is available for the sales order.

• And the system is not able to deliver the quantity asked at the requested date by the customer

DELIVERY LINE

A delivery line is the combination of a delivery document and an item.

Example:

70367763/10 and 70367763/900001 are deliveries lines. The important delivery line is 70367763/900001 because is the quantity isn't null.

IMPORTANT: The delivery line with the "zero" quantity must to be in the data base (DSO DBSDSO14 (Global sales deliveries)). It because billing lines can be created regarding this delivery line.

DELIVERY TOLERANCE

DEPARTURE PLANT

The concept of departure plant is used for PO's transfers . The departure plant is the plant where the product is sent.

DESTINATION PLANT

The concept of destination plant is used for PO's transfers part. The destination is the plant where the product is delivered.

DISCOUNT & SURCHARGES

EXTRAPOLATION BY WORKING DAYS

An extrapolation by working days can be applied on the different keys figures. The objective is to be able in a commercial to know the number of working days for the curent month and the number of working days passes until the last update date> The determination of the working days is done at the country's SAP standard calendar calendar.

Applications: In the sales follow-up's workbook, an extrapolation is done on the monthly delivery quantity. The references dates (number of working days for the current month and number of working days passed until the last update) are based on the SAP standard calendar of the plant's country.  

IMPORTANT: The object C_TECHWD is calculated every day. If for a country code a SAP standard calendar exist. For more detail click on this LINK.

FIRST CONFIRMED QUANTITY

The first confirmed quantity is: the first quantity, confirmed for an order line, received in BW during an update.

IMPORTANTE: This quantity is avaible on the master data C_ITM_SD (Sales document item). For more detail click on this LINK.

FIRST CUSTOMER GI DATE

FIRST REQUESTED DATE

FIRST REQUESTED QUANTITY

GBU SHIP-TO ZONES

GROSS SALES

INTRA GBU 

INTRA GROUP

IV DOCUMENTS 

JUMP QUERY

LAST CONFIRMED QUANTITY

LAST CUSTOMER GI DATE

LAST REQUESTED DATE

NET SALES

OBAS AUTHORIZATIONS

OBAS CURRENT MONTH

OPEN ORDER

ORDER BOOK RULES

ORDER LINE

PRICING CONDITION

PRO-FORMAT DOCUMENTS

This kind of billing document is not counted in the sales result by the business. The proformat document is mandatory to be aligned with specifics countries's laws.

SCREAN SHOT

PUQ (PROMPT UNIT QUANTITY)

PURCHASE ORDER LINE (TRANSFERS)

REBATES

REJECTED ORDER

REST TO BE DELIVERED

RESTATED BUSINESS AREA

RESTATED PARTNER BUSINESS AREA

ROUTE

SCHEDULE LINE

A scheduled line is the more detailed level in a sales order. By default each sales order line has only one scheduled line. If the business function ATP is activated for the order line. More than one scheduled line line can be generated. 

SALES REPRESENTATIVE

SHIPMENT TO THE END CUSTOMER

SHIPPED BUT NOT BILLED

SNAPSHOT

TAXES

TO BE INVOICED

TO BE ISSUED

TRANSFERS ORDER

TRANSITE TIME

TRANSPORTATION MODE

UNIT CONVERSION

RETURN

Maintenance

Known bugs

Recurring procedure

Planned Evolution

OBAS interaction

TIERS

SPRINT

APO

DYNASIS

Detail: Schedule line