Essential SAP SD Reports

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Essential SAP SD ReportsWelcome to the tutorial on the essential SAP SD reports. Reporting in SAP helps business users to extract information they need and present it in a way that is easy to understand and utilize. This tutorial is part of our free SAP SD course.

There are lot of different features and tools to help you meet your individual reporting and analysis requirements. There are two main objectives to use the standard SAP SD reports:

  1. The more you know the standard SAP SD reports and their features, the more requirements from your business perspective you can fit in with the standard reports. Hence, you don’t have to develop the customized reports.
  2. Even if you are going to create customized reports, knowledge of the limitations of the standard SAP SD reports will be valuable for you and your developers in creating customized reports.

In general, we can divide standard SAP SD reports into four categories:

  • lists
  • work lists
  • analyses
  • display documents

In this tutorial, we’re going to explain about each category of SAP SD reports with some examples from standard transactions that will be useful for your daily work.

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Lists

We can consider list as a standard SAP SD report; there is a selection screen where you can specify your requirement.

List of Sales Orders Report

You can use transaction code VA05 for a list of specific sales orders that are created between certain date ranges. Here is how to use this report:

1. Enter the document type (for this example, I’m using “ZSO1”)

2. Enter the (from) date in the first window in the “Created On” field (e.g.: 01.08.2017)

3. Enter the (to) date in the second window in the “Created On” field (e.g.: 31.08.2017)

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4. You can leave the other fields blank (“Persons responsible”, “Created By” and “Organizational Data”). By doing this you execute the list to contain sales order matching any sales area and any documents created from any users.

5. Click on the execute button or press F8 button on the keyboard.

Initial Selection Screen (Transaction Code VA05)
Initial Selection Screen (Transaction Code VA05)
List Sales Order Within Certain Time Period

You can summarize the total of the net value for all the sales order by clicking on the (Total) button.

The Total of Net Value Item
The Total of Net Value Item

Move the Sold-To Party as the first column and click on the (Subtotals) button. Now, you will have a neat list grouped by customers and their net values.

The List is Neater When We Group Necessary Fields
The List is Neater When We Group Necessary Fields

List of Billing Documents Report

Another essential list report that you can utilize is transaction VF05 to show billing documents. Here is how to use it:

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1. You can enter either the Payer code or Material code.

2. Enter from-to date in the first and second window of “billing docs from-to” field.

3. Select the “All billing docs” in the selection criteria.

4. You can restrict by defining specific sales area in “Organizational Data” screen. For this example, we are not going to restrict anything, so we will skip it.

5. Press the (Enter) button.

Initial Selection Screen (T-code VF05)
Initial Selection Screen (T-code VF05)

Now, you will have a list of billing documents that match your criteria of a certain payer within a certain period of time. The look and feel for this list is similar with the list of sales order (and any other SAP standard report list) with particular fields title (for example, you will not have Billing Status in VA05; vice versa, you will not see Sales Order Creation Date in VF05).

List of All Billing Documents for Particular Customer (Payer) Within Certain Period of Time
List of All Billing Documents for Particular Customer (Payer) Within Certain Period of Time

Other List Reports

There are various standard list reports in SAP SD module that you can use for different purposes. The table below mentions the most common ones with brief descriptions.

Transaction Code Description
VA45 / VA45N List of Sales Contract
VA55N Item Proposal – List by Material
VD59 List Customer – Material info
VB(8 List of Rebate Agreements
VB35 Promotion List
VB25 List of Sales Deals
V.03 Incomplete Inquiries
VA25 / VA25N Quotation List
V.00 Incomplete SD Documents
V.06 List of Incomplete Contracts
VA15N Inquiries List
V.04 Incomplete Quotations
V_UC Incomplete Outbound Deliveries
VF25 List of Invoice List

Work Lists

While list reports are used for display purpose only, the work list reports allow you to process the documents that are displayed on your screen.

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The initial step for work list reports is similar to the list reports. First, you enter specific selection criteria in different fields and execute the report by pressing F8 button. It will display all the matching sales orders, delivery documents, or billing documents in the list. Then, you select the documents you want to further process (e.g.: process posting goods issue, or release credit block, or create billing documents).

This is useful for someone who is working with hundreds of deliveries and billing transactions daily because they can process multiple documents in a short time.

Sales Order Due for Deliveries Report

You can use transaction VL10A for creating delivery documents from sales orders that are due on certain dates. Here is how to use it:

  1. Restrict the shipping point (for example I enter shipping point “1001”) and enter from-date and to-date in the windows of “Delivery Creation Date” field.
  2. Leave “CalcRuleDefltDlvCrDt” field blank.
  3. Leave all the other parameters blank (from tab “General Data” to “User Role”). By doing this, you are going to list the sales order within certain range of date from a certain shipping point that you can convert to delivery documents at once.
Initial Screen of Transaction VL10A
Initial Screen of Transaction VL10A

This work list will show which sales orders are late for delivery by giving red traffic light. Now, select one of the documents and click on the “Background” button. The system will automatically run the outbound delivery creation in background and will give you the new outbound delivery number.

List of Sales Orders Due for Shipping
A Delivery Document is Created

Now, select one of the Sales Order documents, but this time click on the “Dialog” button. This transaction allows you to proceed the document manually by calling VL02N to process the selected document.

The Dialog Button Will Bring You to Transaction VL02N
The Dialog Button Will Bring You to Transaction VL02N

Release Credit Block Report

Other work list repot that you can utilize is releasing credit block based on the list of documents (either sales orders or delivery documents) with transaction VKM4. Here is how to do this:

1. Specify the Credit Control Area (for this example, I’m using “PC01”)

2. Enter the Overall Credit Status with value of “B” (Credit check was executed, document not OK).

3. Check or uncheck the range of doc (depends on your business requirement; I only check the deliveries)

4. Execute and the list will contain all the outbound delivery documents blocked due to credit limit or overdue items.

Initial Screen of VKM4
Initial Screen of VKM4

Select one of the documents and click on the button. Make sure the intended document will get a green flag indicator.

List Documents That You Can Select to Release
List Documents That You Can Select to Release

Now, click “Save” button. The system will notify you that the document has been released.

The Released Document(s) Will Have a Green Flag Indicator
The Released Document(s) Will Have a Green Flag Indicator
It Will Notify You That the Document(s) Successfully Been Released
It Will Notify You That the Document(s) Successfully Been Released

Other Work List Reports

Beside the other two that I have mentioned above, there are several work lists that you can try as listed in the table below.

Transaction Code Description
VL10B Stock Transfer Orders Due to deliveries
VL10G Documents due for delivery
VL06G List of Outbound Deliveries for Goods Issue
VF04 Process Billing Due List
VFX3 List of Blocked Billing Documents
VF31 Output from Billing Documents

Analyses Reports

Analysis reports are available in most of SD transactions which carry different functionalities. You will find them to be useful during error handling.

Pricing Analysis

You can utilize the pricing analyses from sales or billing documents. If, for example, a business user complains about an allegedly wrong price in a sales order, you can use the price analysis to identify the root problem. It can be an incorrect condition record, wrong access sequence, or wrong pricing procedure. Here is how to use it:

1. Go to one of your sales orders and go to tab “Conditions” on the item level.

2. Click on the “Analysis” button.

Open One of Your Sales Order and Go to Item Then Click on The Analysis Button
Open One of Your Sales Order and Go to Item Then Click on The Analysis Button

3. At the left side, you will find the pricing procedure with various item and the condition types that carry values. You can drill down to different subfolders that have different access sequences. Within the subfolders you will find the condition records.

4. At the right side, you will see the details for each folder / subfolder. It will also tell you whether a condition record is found or missing.

Left side: Pricing Procedure and Condition Types With Their Access Sequences. Right Side: The Access Sequence Details That Carry Different Values.
Left side: Pricing Procedure and Condition Types With Their Access Sequences. Right Side: The Access Sequence Details That Carry Different Values.

Revenue and Reconciliation Account Determination Analysis

For every billing document posted to accounting, there are two determination processes that come to play. Those account determination analyses will tell you whether the proper G/L account has been determined as it was supposed to be. Here is how to use them:

1. Run the transaction VF03 and enter the billing document number

2. Go to “Environment -> Account determination analysis” as shown below.

3. Select “Revenue accounts”.

There are Different Analyses for Account Determination Process

4. You will find the revenue account procedure at the left side with subfolder(s) that carry item conditions while at the right side the access details for the found (or missing) condition record are shown.

The Revenue Analysis Account Determination Screen
The Revenue Analysis Account Determination Screen

5. Now, go back to the initial screen of VF03. This time select “Reconciliation accounts”.

6. As you can see, the analysis carried out for this account determination is similar with his brother, revenue account. At the left side is the reconciliation account determination procedure with its subfolders that carry condition record while the right side shows the access details for each condition type that is found / missing.

The Reconciliation Account Determination Screen
The Reconciliation Account Determination Screen

Other Analysis Report

There are other analyses reports you may perform. They include:

  • output determination analysis
  • output processing analysis
  • incompleteness analysis
  • invoice split analysis
  • and so on.

Display Documents Reports

Most of the SD documents can be opened in display mode. These individual documents in display (or change mode to some extend) carry different functionalities which can be considered as report as well:

1. Document Flow

You can use this functionality to track the subsequent document(s) that is created or check whether the previous document exists. You can perform this at the header or item levels.

You will Find the Document Flow Button in Most SD Transactions
You will Find the Document Flow Button in Most SD Transactions
Document Flow with Previous and Subsequent Documents
Document Flow with Previous and Subsequent Documents

2. Accounting Documents

If you click on the “Accounting” button, it will display financial accounting (FI) related documents. Double click for each document for details.

Accounting Documents Related to a Billing Document
Accounting Documents Related to a Billing Document

3. Stock Overview Report

This transaction is not directly related to Sales and Distribution module, but you should know it to perform basic stock checking for a material within a storage location in a plant.

To use this report, start MMBE transaction, enter the material, and click “Execute” button.

Transaction MMBE Initial Screen
Transaction MMBE Initial Screen
A Stock Overview for Specific Material Within a Storage Location in a Plant
A Stock Overview for Specific Material Within a Storage Location in a Plant

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.

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