Hi ,
In essence, copy control is a built in mechanism which enables DATA TRANSFER from one document to another document. To create the documents with reference to preceding documents “copy controls” must be defined.
Use Copying control technique is useful where the multiple entries of the same data is required at various stages of sales transactions
 Where the same entries are required with unique changes in the maintenance of data (E.g.: condition records)
 To ensure the data is consistent through out the document flow in the entire transaction.
 To Reduce the risk of manual entries there by reducing the manual errors at the time of document processing
 Copy control is used by the system to determine what doc types, item categories & schedule line categories (the three tier sales doc type) can be copied in to each other or referenced. This includes all three tier of data allowed into & from delivery documents and / or billing documents.
Purpose:
In S&D following are some of the Common scenarios where we use copy control.
• Scenario A: (Standard Sales order) Quotation, Sales Order Delivery, Invoice
o (Sales)  (Sales)  (Delivery)  (Billing)
This will need the copying rules set up to enable a sales document type to be copied into another sales document type i.e. Quotation à Sales Order , a sales document type is to be copied into a delivery i.e. Sales order à Delivery and lastly a delivery to be copied into billing document i.e. Delivery à Invoice.
• Scenario B: (Return Process)
o Invoice Return Sales Order Return Delivery Credit for Returns  (Billing)  (Sales)  (Delivery)  (Billing)
• Scenario C: (Credit Memo Process)
Invoice Credit Memo Request Credit Memo (Billing) (Sales)(Billing)
Challenges
• How to copy only relevant data to the subsequent documents
• How to ensure the copy of important business data such as, pricing, exchange rate, invoiced quantities etc with updates
Points To Remember Before Configuring Copying Rules:
• Copy Controls are maintained for SD documents at Header, Item, Schedule lines (only for Sales documents) and for Condition Records
• You should first check whether the copying rules in the standard SAP R/3 system suit your requirements
• If you want to define new rules, the following requirements apply:
- If the condition tables differ from the source condition record and the target condition record then only one field may be different in the condition tables, the condition tables must have the same number of fields
- For different condition types of the source condition record and target condition record, the condition types must have the same calculation type, scale basis, condition class and plus/minus sign.
• You define a new copying rule by assigning the allowed source condition tables and target condition tables to each other. In this way, you can assign several target condition tables to one source condition table
• You characterize one of them as an automatic default. You also decide whether the validity date of the source record is defaulted in the target records. Furthermore, you assign an appropriate selection report which allows you to create a large number of condition records according to certain selection criteria.
• Define the allowed source condition types and target condition types. The system uses this allocation to check whether you are allowed to copy the selected condition types.
In copying control at header level, you define which source document types may be copied into which target document types. The system will not allow you to create a sales document that references another sales document if the relevant
Sales document types are not contained in copying control.
The details screen for a selected "Target document type / Source document type” will have following details:
• Copying requirements – It is a routine which checks whether certain requirements are met when one document is copied into another
• Data transfer routines - are in control of copying header data from source documents to target documents like Partner information.
• Information on whether item numbers are copied to be the target document.
• “Complete reference" Indicator – This indicator allows the system to copy only the whole source document into the target document, and issues system messages later if someone tries to change the order quantity or delete an item.
Identifies the item category of the item to be copied from the source document into the target document.
The details screen for a selected item category will have following info.
• Copying requirements
• Data transfer routines
• Controls how the completed quantity of the item in the source document is affected by the copying action.
• Controls whether the quantity value copied from source document to target document may be lesser or more.
• Update document flow: Specifies whether the system updates the document flow when a document is copied.
The pricing type controls which condition types are redetermined or which are copied unchanged (however, the items are always revaluated). Using this field you can control copying of pricing condition from one source document to target document. Following are some of the Pricing type:
'A' à (Copy price components and redetermine scales)
'B' à (Complete new pricing):
Exception: Condition types which are not determined via condition technique (for example, condition type 'VPRS' or condition types which are determined using formulas are not redetermined even if you do not change them manually.
'C' à (Copy manual pricing elements and redetermine the others):
'D' à (Copy pricing elements unchanged): As in pricing type 'A' but the prices are fixed (no scales are read). Condition base value and value are redetermined.
'E' à (Adopt price components and fix values): As in pricing type 'D' but neither condition base value nor value are redetermined
'G' à (Copy pricing elements unchanged and redetermine taxes)
1. Copy Controls Customizing - Sales Document
IMGà Sales & Distribution àSales à Maintain Copy control for sales documents
T. Code: VTAA
Source Target
QT (header) OR (header)
QT (item cat: AGN) (item cat: AGNN) OR (item cat: TAN) (item cat: TANN)
QT (schedule BN) OR (schedule: CP/ CK / PN)
2. Copy Controls Customizing - Delivery Document:
IMGà Sales & Distribution àDelivery à Maintain Copy control for Delivery documents
T. Code: VTLA
3. Copy Controls Customizing - Billing Document:
IMGà Sales & Distribution àBilling à Maintain Copy control for Billing documents
T. Code: VTFA
Hope this would serve your purpose.
Reward points if helpful
Vamsi P.
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