Process Flow Sales
and distribution
Pre-sales activities (inquiry, quotation)
Inquiry
When a Customer asks or
requests information Request for Quotation (RFQ) document about the products or
services he needs, the sales personnel can input that request creating an
Inquiry document. An Inquiry is an internal document that records the
information about request from prospective customer for internal use only. In
an inquiry, we record some information such as: which customer that request
information, what products or services customer needs, how many products or
services customer needs, we can created standard inquiry with transition code
VA11
Document type IN
Quotation
a Quotation is a document that
contains information about the offering to the customer, such as which customer
that been offered, what and how many products or services that been offered to
the customer, how much the price of the products or services, when the delivery
date of the products or services, how the term of payment that been offered to
the customer, the validity date of the offering, etc. A Quotation can be
created by referring to the Inquiry document (if any) or not, depends on the
business scenario defined. We can create Quotation with “VA21” t-code.
Document type QT
Sales
Order processing
After we send the quotation to the customers, they
will do their purchasing procedure to determine from where they will purchase
the products or services. If needed, they may negotiate with us about our
quotation in terms of price, terms of payment, delivery date, or something
else. We may send an updated quotation based on the negotiation. If they decide
to purchase the material or service from us, they will send us a Purchase Order
(PO). Then we create a Sales Order (SO) that refers to the Quotation sent to
the customers before. We can put the customer’s PO number in our SO.
SO must contain the information of:
Customer
Materials or services sold to the customer
Quantity of materials or services
Pricing condition of materials or services
Delivery dates
Shipping processing, such as the incoterms, etc.
Billing processing, such as terms of payment, etc.
Inventory Sourcing
To fulfil the products requirement from an SO at the required date, we can obtain them by one of these options:
- External procurement from vendor
- Internal
production order
Delivery/ Shipping
Once the products are available at stock, then we can start shipping
activities by creating an outbound delivery document Delivery Order. A Delivery
can be created by referring to an Sales order. We can create pick /pack /loading (optional)
We can post the Goods Issue that refers to a DO with “VL02N” t-code.
Billing
The customer will receive the products at the delivery date promised in
SO document.
The finance department will generate a billing document and send an invoice form to the customer. The invoice will request the customer to pay the products we have sent at the price condition and terms of payment we have agreed in SO document.
We can create Billing document with “VF01” t-code.
The finance department will generate a billing document and send an invoice form to the customer. The invoice will request the customer to pay the products we have sent at the price condition and terms of payment we have agreed in SO document.
We can create Billing document with “VF01” t-code.
Sales documents you create are individual documents but they can also
form part of a chain of inter-related documents.
The entire chain of documents – the inquiry, the quotation, the sales
order, the delivery, the invoice, creates a document flow or history Inquiry
and quotation management in the Sales Information System.
