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

 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

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

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 combinason of the document number and the 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.

• The order book excludes the order line which has a rejection code.
• The 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 igual "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.

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 cristal 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:

Propagation layer

List of infoproviders:

Business layer

Reporting layer

Virtual layer

Master data

Data update

Process chain

Loading frequency

Perfomance

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

Billing

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

Perfomance

Reporting

Data selection

Core queries

Core workbooks

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

Perfomance

Reporting

Data selection

Core queries

Core workbooks

Loading frequency

Average performance

Record Keeping

Sales follow-up

OTIF

Concepts and definitions

ATP 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: 

BILLED:

BILLING GROUP

BILLING LINE

BLOCK

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

A commission is part of the price, determined durring the pricing. This information provide from the billing document and it is retreived with the subtotal 4.

CONFIRMED QUANTITY

It is the quantity for which the system is able to do the delivery to the customer at the asked date.

CONSOLIDATED RATE

It is the percentage of Solvay in a legal company.

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

DEFERED BY ATP

DELIVERY LINE

DELIVERY TOLERANCE

DEPARTURE PLANT

DESTINATION PLANT

DISCOUNT & SURCHARGES

EXTRAPOLATION BY WORKING DAYS

FIRST CONFIRMED QUANTITY

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

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