Contents: Sales Process Handling Issues in Sales – A/R Sales - A/R

In this unit, you will: Master the basic steps of the sales process Understand the consequences of each step on inventory and accounting Handle issues that arise within delivery and billing Sales - A/R: Purpose

The company has set customer satisfaction as its top priority and wants to streamline its processes in sales to make sure that its customer’s demands can be met as quickly as possible. When problems arise for the customer, you can quickly solve the issues by using documents such as Returns and Credit Memos. Sales - A/R: Business Example

Sales Process: Unit Overview Diagram Sales - A/R Topic 1: Sales Process Topic 2: Handling Issues in Sales

Sales Process Sales OrderDeliveryIncoming Payment A/R Invoice System Configuration Purchasing Warehouse management Production Inbound logistics Outbound logistics Marketing & Sales Service Financial controlling Master data

Key Data in the Sales Process: Business Partners Common structure for all business partners used in sales and purchasing Business partners used in the sales process: Leads Customers Defaults are set at the company level for business partner details such as: Currency Payment terms Credit Limit Price list

Leads and Customers Leads Use on pre-sales documents or sales orders Not on deliveries or invoices Customers Use on any sales document Convert leads to customers when they buy

Key Data in the Sales Process: Items Items represent products to be sold Item information is stored in the item master record You can type item codes directly into a sales document rows or search for items by description or other item attributes

Using Price Lists in the Sales Process Price List Customer Master Record Sales Documents Price List Basics: 10 default price lists are provided. Items are linked to every price list. Assign a price list to each customer. The assigned price list defaults into a sales document automatically.

Sales Order Our customer orders 5 laptops We enter customer, items, and quantities in the sales order The system determines the price automatically A manual discount for 1% is entered in the order The customer is also eligible for an early payment discount of 2%

Item Availability Check in Sales Orders Sales Order A00001 Item No. Description … Quantity WH Item Availability Check Select Action: Continue Change To Available Quantity Display Quantities in Other Warehouses Display Alternative Items Delete Row If Order Quantity > Quantity Available Document Per Document Administration  System Initialization  Document Settings Sales Order Activate Automatic Availability Check Document Settings 1.) 2.) 3.) Item No. Warehouse Quantity Ordered Available Quantity A Pair = 100 pcs Requested Due Date pieces Earliest Available Display Available-to-Promise Report

Delivery We ship 5 laptops to the customer The quantity of 5 laptops is removed from inventory The inventory account is credited for item cost The cost of goods sold account is debited

A/R Invoice We bill our customer for the 5 laptops The total includes the 1% manual discount The due date is based on the customer’s payment terms A journal entry is created to record: a credit to revenue a debit to the customer account

Incoming Payment The customer pays the invoice on time for the 5 laptops The total includes the 1% manual discount and the early payment discount of 2% A journal entry is created to record: debits to our house bank account and discount accounts a credit to the customer account

Sales to One-Time Customers (A/R Invoice + Payment) Menu Administration Sales Default Customer for A/R Invoice + Payment C9999One-Time Customer Setup  Financials  G/L Account Determination C9999 A00001 Customer Item No. Item Description A00002 Twin Seater Three Seater... Michael Kramer Main 9855 Chicago TX Name Ship To Balance Due USD Add A/R Invoice + Payment Payment Means Check Bank Transfer Credit Card Cash USD USD USD Balance Due

Postings in Sales Process for Inventory Items Purchased Item Fixed Assets Inventory Item Sales Item 100 Stock Acc.Cost Acc. Sales OrderDeliveryA/R Invoice Revenues Account Sales Revenues – EU Foreign Revenues Acc. Customer 100

General Ledger (Value) Warehouse (Quantity) Document Flow in Sales 1 23 Sales OrderDeliveryA/R Invoice

Sales Documents and Their Properties Delivery Order Quotation Order Quotation A/R Reserve Invoice Quotation A/R Credit Memo Returns (If No Reference to Delivery) (Goods Issue) Quantities Posted in Inventory Management Sales Document for Correction Values Posted in General Ledger Reference When Added Change/Reverse Sales Document must be Created in the System DeliveryOrderQuotation 1) 2) 3) 4) 5) 6) Posts committed quantity A/R Invoice

Stock Changes in Sales Model Report: Inventory Status Quotation Order +- Delivery for order -- Separate delivery (w/o reference to order) -- A/R Invoice for delivery Separate A/R Invoice (w/o reference to delivery) - - Returns ++ A/R Credit memo ++ Sales / AR In Stock-Committed+Ordered=Available Transaction A/R Reserve Invoice for Order Pick List A/R Reserve Invoice (w/o reference to order) Delivery for A/R Reserve Invoice Indicates increase in quantity - Indicates decrease in quantity

Functions in Sales – A/R A/R InvoiceDeliveryOrderQuotation Serial Number and Batch Management Gross Profit and Last Prices Report Create Document Drafts Activities Link to Transaction Journal Credit Limit Check 1.) 2.) 3.) 4.) 5.) 6.)

Document Generation Wizard Deliveries to a customer Summarized A/R Invoice Invoices need to be produced

Sales Analyses in SAP Business One Examples What are the sales figures per customer? Which customer is the most profitable? Which product is most successful? Which is the most profitable? How are the sales figures distributed among the quarters? Which products does a certain customer prefer? How successful is our sales staff? How well does a particular sales employee sell one item in comparison to another one? How are the sales figures per employee and item distributed over the entire year? Sales analyses provide information on sales by: Customers Items Sales employees A combination of the above

Open Items List Open Items List: Open Sales Quotations Open Sales Orders Open Deliveries Open …

Sales Process: Topic Summary Key points from the Sales Process topic: The four main steps in the sales process are: Sales Order Delivery A/R Invoice Incoming Payment Each sales document has a different effect on inventory and/or accounting. Key master data used in sales: business partner and items Key reports in sales process: open items list and sales analysis

Exercises for the Sales Process

Handling Issues in Sales: Unit Overview Diagram Sales – A/R Topic 1: Sales Process Topic 2: Handling Issues in Sales

Returns 50 Stock AccountCost Account Delivery Warehouse (Quantity) General Ledger (Value) 50 Cost Account 50 Sales Returns

Credit Memo 50 Stock Acc.Cost Acc. Sales Revenues Customer 100 Warehouse (Quantity) General Ledger (Value) 100 Customer 100 Revenues Acc. 50 Cost Acc. Stock Acc. 50

Negative rows on marketing documents Make corrections directly in a marketing document without a credit memo Negative rows can be added to: Delivery A/R Invoice Returns A/R Credit Memo Example: customers can get a credit for returning packaging while ordering more items.

Troubleshooting Issues in Sales: Topic Summary Key points from this topic: If no A/R invoice has been created, use a Return document to receive items from a customer. When correcting a problem after the A/R invoice has been created, use an A/R credit memo. Negative rows can be added to marketing documents.

Exercises for Troubleshooting Issues in Sales

Sales – A/R: Unit Summary You should now be able to: Complete the basic steps of the sales process Understand the consequences of each step on inventory and accounting Handle issues that arise with in delivery and billing