Problem in Cash Sales

[Former Member]

Hello All,

I have configured Cash Sales and made one order also where in the document flow it is showing that all the Delivery , PGI & Invoice transactions are completed whereas against the Cash Sales Order status it is showing " Being Processed" despite that I have done PGI of the entire quantitiy of the material for which the order is raised.Why is this happening?

Moreover after creation of the delivery in the background as & when the sales order is saved , still I have to do PGI separately in VL02N otherwise the system is not allowing me to raise invoice though in case of Cash Sales the process followed is of Order relevant Billing & not Delivery relevant Billing.

Please suggest if I have missed any step in the configuration portion.

Thanks & Regards

Priyanka Mitra

[jpfriends079 · Accepted solution]

The standard sales doc type for Cash Sales is BV.

Check Config

At Sales I cat:

• Billing Relevance: B

Pricing: X

Busi Item

Schline allowed

Wgt/vol relevant

Determine Cost

Check you I cat & schline determination and accordingly your Material master.

At Delv doc type

Order required: X Sales Order Required

Default ord.ty. DL

Sched ItemRequirement 202

Stor.loc.rule MALA

TextDetermProc. 02

At Del I Cat

Bill doc type:

SD document categ. M

Transaction group 7

Statistics

check your config for VTFA (Sales to Invoice for Cash Sales) - check Billing quantity indicator

Process Flow

In the standard system, sales document type BV is saved for cash sales with immediate delivery type BV.

When the sales employee creates a cash sale, the system automatically proposes the current date as the date for delivery and billing. Once the order has been posted, a delivery with type BV is created immediately in the background and the system prints a document that is used as an invoice for the customer.

The invoice papers are controlled with output type RD03, contained in the output determination procedure for order type BV.

If the customer has already received the goods, this delivery should not be relevant for picking. If the customer is to pick the goods up from a warehouse, the delivery should be relevant for picking. If the goods are to be sent, this can be processed by maintaining the delivery in the usual way.

The system automatically creates a resource-related billing index which updates the billing due list. Billing document BV is created as the system processes the billing due list, but an invoice is not printed.

Once the customer has received the goods and is satisfied with them, the transaction is considered to be complete. We recommend that you post goods issue in the background using a program designed specifically for this purpose. You can then bill the transaction.

The cash sale can only be billed if the order quantity is the same as the goods issue quantity. If this is not the case, you need to adjust the cash sale document so that the delivered quantity and the quantity to be billed match.

You use an order-related collective billing process to bill the cash sale, but an invoice is not printed. The sales order number is used as the reference for the accounting document, created in Financial Accounting.

Dealing with Problems and Complaints

If the transaction does not run smoothly, manual intervention is necessary. For example, if the required quantity of goods is not found in the warehouse, you need to adjust the delivery quantity. Equally, if the customer is not prepared to pay the agreed price, because, for example, the goods are scratched, you can change the price in the cash sale document.

In extreme cases, you can delete the entire transaction, starting with the delivery. If the delivery is damaged before it is picked up but after it is paid for and there is no replacement stock, you can initiate a subsequent delivery. If you make changes to the cash sale, you can issue a new cash sale invoice using the repeat printout function.

Thanks & Regards

JP

[Former Member]

Hello All,

Thanks a lot for your suggestions.Now the problem is solved.

[Former Member]

Hello All,

Thanks a lot for your suggestions.Now the problem is solved.

Regards

Priyanka Mitra

[Former Member]

Hi Priyanka,

You process is absolutely correct. There is no eror at all.

In normal sales process (Standard Sales order), we create Billing document with reference to the Delivery Document.

The status of the Delivery document (in the document flow) gets "completed" only when Billing document is created with reference to the Delivery.

Even if you have completed PGI, still the status of the Delivery document remains as "Being Process" in the Document flow.

The status of a Document gets "Completed" only when it is completely referred and a subsequent document is created. PGI is not a subsequent process of Shipping/Delivery, it is one of the activities within Shipping process.

Billing is the subsequent process for Shipping/Delivery, that is why status of Delivery document gets completed only when Billing document is created.

Basically, we have 3 process steps in SD for standard items.

- Sales order processing (in which Inquiry, Quotation & Sales order processing will come)

- Shipping process (during this process we do many sub-activities like, 1st we a Delivery doc, 2nd Picking if required, Packing if required, Transport planning if required and ultimately PGI which completes the Shipping process. Therefore system considers PGI as one of the sub-process within Shipping process and not as the subsequent process. So even if PGI is completed, still status of the Delivery document remains as "Being process" and gets completed when Billing , the subsequent process is done).

- Billing (In this process we create a Billing document with reference to the Delivery document)

Cash Sale process is little special and hence different from Standard sales process.That is why it is also called special business transaction.

In this case whatever customer picks from the store ,you enter an Cash sales order for the same. Here order quantity is the actual Billing quantity.

Here, customer will not wait till you complete your system activities like PGI, Billing etc.

Therefore, setting has been done so that one Invoice copy (Output) should come out when Sales order is saved. The customer pays on the spot and takes the receipt(INVOICE COPY). The actual billing document process is done later.

End of the day, the concerned employee collectively process the Deliveries for PGI the followed by collective Billing for the entire day.

In cash sale,an Order-related Billing Index is generated. That means in the Billing due-list you will find list of Sales orders (not Deliveries) which are due to be Billed.

Hope, your query is cleared.

Regards

Pradyumna

[Former Member]

Hii,

Cash Sales Order status it is showing " Being Processed"

Till you make payment, the sales order will show "Being Prossed"

Make a payment in F-28 with reference to your billing document.

system is not allowing me to raise invoice

Check the field copying requirement - 001 in VTFA

Regards

Senya

[Former Member]

it is showing that all the Delivery , PGI & Invoice transactions are completed whereas against the Cash Sales Order status it is showing " Being Processed"

In VOV7 for Item Category BVN , make completion Rule as B ( Item is completed after full quantity has been referenced)

still I have to do PGI separately in VL02N otherwise the system is not allowing me to raise invoice though in case of Cash Sales the process followed is of Order relevant Billing & not Delivery relevant Billing.

Kindly check in VOV7 if Item category BVN has Billing Relevance is B (Relevant for order-related billing - status acc.to order qty).

Best Regards,

Ankur

[Former Member]

Hi Priyanka

When you create a cash sale in SAP the following things happen:

1. Sales order is not passed through credit check module as cash is the mode of payment

2. System automatically creates the delivery for the cash sales order (based on setting of document type BV in standard SAP)

3. System automatically proposes output type RD03 for cash sales (sort of a cash memo)

4. So once this is done, you can issue the goods to your customer.

The thing to note here is that you still have to do PGI manually after delivering the goods and also do the billing. These are not automated. But of course you can write a code to call the PGI function to post PGI automatically when the delivery is created in background.

So nothing wrong in your approach....Its a standard SAP behaviour.

Indranil

[Former Member]

Hi,

Firstly, for your answer, the status will always be "Being Processed" because this is the standard system behaviour to allow user to add additional line item even after it is delivered and invoiced.

As such, you can try this options:

1. Temporary workaround.. Go to VA02 --> Sales A tab of Line item --> Assign a Rejection Reason --> Save it.

2. Permanent solution to your problem, you may consider implementing SAP Note 1297992.

Thanks.

Rgds.