How to Create SAP SD Sales Order

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how to create sap sd sales orderIn this SAP SD tutorial, we will talk about sales orders in SAP Sales and Distribution. You will learn what SAP SD sales orders are used for and how to create them. We will provide screenshots and guidance that are relevant for this process.

Sales Orders in SAP SD

Previously, a customer might have inquired for the product which you have maintained in the inquiry or might have asked for a quotation (which is valid for a particular time period) or have opted for a long term contract either quantity or value.

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Creation of a sales order is the first step in SAP SD for capturing of the actual sales. This means that customer has agreed to the price which you have offered during the inquiry and quotation phase(s).

In SAP SD, a sales order can be created either with or without reference to:

  • Quotation, provided it is within the validity period
  • Contracts, value & quantity, provided the same are within validity the dates or the value or quantity has not exceeded from the contract terms

How to Create SAP SD Sales Order

SAP’s main screen once you have logged on to SAP:

SAP ERP Easy Access
SAP ERP Easy Access

In SAP, in order to reach to a particular transaction, you have the following options:

  • Either enter the T-Code (transaction code) directly in the transaction bar in the SAP screen
SAP Transaction Bar
SAP Transaction Bar
  • Or navigate through the ‘Navigation Tree’
SAP Menu Tree
SAP Menu Tree

The following is the illustration on how to fetch sales order window/screen:

  • Enter VA01 in Transaction Command Field for creating Sales Order or
Enter VA01 Transaction
Enter VA01 Transaction
  • Navigate through ‘Tree’
VA01 Transaction for Creation of Quotation in SAP Menu
VA01 Transaction for Creation of Quotation in SAP Menu

Once you have entered the Sales Order: Creation Initial screen, you have to select relevant Order Type. Each order type has its own functionality and viewing based on the configuration done at the SAP backend.

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Select Relevant Order Types:

Create Sales Order – Initial Screen
Create Sales Order – Initial Screen

Please note, any field having a ‘tick mark’ means its mandatory and it has to be populated else system would not allow you to proceed further.

In order to opt for a required Order type, either press F4 on the respective field and it will show all LoVs (List of Values).

List with Sales Order Types
List with Sales Order Types

Select the relevant Order type to proceed to the next step.

Create a Standard Sales Order with Type "OR"
Create a Standard Sales Order with Type “OR”

Populate Sales Area with your relevant Sales Organization, Distribution Channel, and Division.

Fill in Sales Area Data
Fill in Sales Area Data

Hint: if you populate your relevant Sales Organization, Distribution Channel and Division first and then opt for the relevant Order type, only Sales Document types relevant for the selected Sales Organization, Distribution Channel and Division will be displayed in LoV.

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If you want to create Sales Order with reference to a Quotation or a Contract, press: button.

Create Sales Order with Reference
Create Sales Order with Reference

Once it is pressed, select the relevant tab.

Create with Reference - Options
Create with Reference – Options

Enter the document number and either , if there are multiple items in the referencing document and you want to select a particular item which should be copied in the sales order or select directly. In our case, we are going to Create Sales Order directly. Press Enter to continue and enter in the Sales Order screen. Once you press Enter, you will enter into the sales order screen.

Master Data Involved when Creating Sales Order

The following master data is involved when creating a sales order. This master data fetches relevant information and populates the relevant fields accordingly:

Customer Master Data

  • Name of the customer
  • Address
  • Location
  • Taxation details
  • Geographical location according to company’s sales geographical structure
  • Shipping details
  • Billing details as in terms of payment
  • Partners associated with the customer, i.e. ship-to party, bill-to party, payer, etc.

Material Master Data

  • Material description
  • Unit of measure (Stock Keeping Unit – SKU)
  • Transportation group
  • Loading group (fork lifter, manual handling etc)
  • Taxation information

Customer Material Info Records

  • Used to maintain customer relevant SKU codes which are mapped with the Company’s code

Condition Master (Pricing)

  • Base price of the product or special price for a particular customer
  • Discount(s) on the product or special discount offered to one customer
  • Freight
  • Taxes

Output Master

  • The process of communication with customer once the sales order is created via printout of the sales order which is sent to customer by post, fax or email.

Partners Involved in Creation of Sales Order

  • Sold-To Party: the entity that inquired the goods
  • Ship-To Party: to whom goods are be delivered to
  • Bill-To Party: the entity that is responsible to receive the bill
  • Payer: the entity responsible for the payment

Entering the Customer – Sold-To and Ship-To

Create Standard SAP Order
Create Standard SAP Order

You can see Sold-to Party and Ship-to Party fields at the top left of the screen just below Standard Order field. One Sold-to Party can have multiple Ship-To Parties. If there are many Ship-To parties associated with one Sold-to Party, a dialog box will pop up in the order screen. You need to select the relevant Ship-to Party which the Sold-to Party has instructed you to ship the products at.

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Press F4 or button on the Sold-to Party field to search for your relevant Sold-to Party. You can search by Search Term maintained in the customer master data or also by Name. To remain specific with your search, enter relevant Sales Organization, so that only customers maintained in your sales organization will be displayed.

Search for Customer (Sold-To Party)
Search for Customer (Sold-To Party)

Hint: You can use asterisk to be more specific in your search and press Enter to get output of your search.

Search Results
Search Results

Double click on the required customer line in order to select that customer.

Sold-To Party Populated into the Sales Order
Sold-To Party Populated into the Sales Order

Press Enter once you have selected the Sold-to Party, so that the SAP system can accept the customer and proceed with the sales order creation.

Select Ship-To Part for Sales Order
Select Ship-To Part for Sales Order

Since this customer has two Ship-to Parties, a dialog box is popped up to select the relevant one which your customer, Sold-to, has instructed. Double click on the required one and the same will be selected.

Sold-To Party and Ship-To Party were Selected
Sold-To Party and Ship-To Party were Selected

If there’s only one Ship-to Party, once you press Enter, Ship-to Party will be automatically populated.

SAP SD Sales Order Screen Interface

This part is called header of the sales order:

SAP SD Sales Order Header
SAP SD Sales Order Header

This part is called overview of the sales order:

SAP SD Sales Order Overview
SAP SD Sales Order Overview

This is called the line item part of the Sales Order where Materials to be sold are maintained.

Line Items in SAP Sales Order
Line Items in SAP Sales Order

Add Materials to SAP Sales Order

Use F4 to search for the material the same way we did for the customer and repeat the same process for entering multiple line items (if required).

Search for Materials
Search for Materials
Select Materials to be Added to Sales Order
Select Materials to be Added to Sales Order

Double click on the desired material to select.

Material Number was Added to Sales Order
Material Number was Added to Sales Order

Enter quantity, if you press Enter after selecting the material, without entering the Quantity, the system will prompt.

Enter Quantity Warning
Enter Quantity Warning

Incompletion Log for SAP Sales Orders

Go to Edit > Incompletion Log to see if the sales order created is complete.

Open Incompletion Log
Open Incompletion Log

If the document is complete, the system will prompt the relevant message accordingly .

Our Sales Order is Complete (No Mandatory Information is Missing)
Our Sales Order is Complete (No Mandatory Information is Missing)

Sales Order Interface – Header

Press button to view header details in the sales order.

Display Document Header Details
Display Document Header Details

Here you can see the relevant sales data:

  • User who created this sales order
  • Sales Organization, Distribution Channel and Division information
  • Sales Office
  • Sales Group
  • Date on which the document is created
  • Document Currency
  • Customer Group
  • Price list
  • Sales District

Press tab to see the partners which the customer is having:

SAP Sales Order Header Partners
SAP Sales Order Header Partners

Press to know the current status of the order:

SAP SD Sales Order Status
SAP SD Sales Order Status

Press to go back to the main sales order screen.

Sales Order Interface – Item

If you want to see the pricing of the individual material, select that line item and press this conditions button :

Item Conditions Button
Item Conditions Button

Here, you can see the pricing of the selected product:

Sales Order Item Pricing Details
Sales Order Item Pricing Details

Press to view finished goods material’s details:

Detailed Information about a Material
Detailed Information about a Material

Press to see if this material is confirmed and available to be delivered on the required date of delivery.

Schedule Lines in Sales Order
Schedule Lines in Sales Order

Press to go back to main sales order screen.

The Main Sales Order Screen
The Main Sales Order Screen

Save Sales Order

Once you have created the Sales order and satisfied with entering the information, press to save the sales order. Once you press Save, if the customer’s credit limit is exceeded, a pop will be displayed.

Credit Limit Check for Customer
Credit Limit Check for Customer

If the customer is a cash customer or if the credit customer has no outstanding this pop-up window of credit check will not be displayed and sales order will be saved directly. Press on the dialog box to continue and the order will be saved by generating a unique sales order number.

Sales Order was Successfully Saved
Sales Order was Successfully Saved

Did you like this tutorial? Have any questions or comments? We would love to hear your feedback in the comments section below. It’d be a big help for us, and hopefully it’s something we can address for you in improvement of our free SAP SD tutorials.

Navigation Links

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Go to previous lesson: How to Create SAP SD Contract

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Page last updated by Cleo Isco on

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