How to get Open Sales Orders? What are different exclusions?

[former_member1240068]

I am using VBAK, VBAP, VBFA, VBUK, VBUP tables to create Open Sales order report ( which are sold to customers not samples, free of charge etc). The numbers are coming way too high than expectation. I am considering Standard order from VBAK. From VBAP, i am filtering "Rejection reason" as empty, Returns are empty, Hence I am considering only those which are not returned from customers. From VBAP, FKREL- Relevant for billing has 3 values in my database- A, B and M. I have also filtered Completed delivery is not 'X". from VBFA, I am using movement type for delivery and subsequent delivery item as "J". From VBUK and VBUP, i am taking Overall rejection status, item rejection status, Overall Delivery status ( I am excl "C"), Overall Item delivery status (Excl "C"), Overall Status and Overall Item status.

After doing this i am getting huge data of open Sales order with following details. Please help to identify exclusions to get accurate open Sales Order data. I need to identify Sales order items which we need to deliver to customers but yet not done:-

1. In my database, VBAP, FKREL- Relevant for billing has 3 values in my database- A, B and M. Do i need to exclude any? are A,B and M all should be considered or any of "A", "B" ,"M" is not relevant for billing?

2. I have already excluded "C" from Overall delivery status and Item delivery status. Hence, they have "A", "B" and blanks in database.

3. Overall Rejection status has values of "A" and "B" in database. Item rejection status only one value of "A". do i need to exclude/delete records from database?

4.Overall Status has "A", "B" and "C" values. Overall Item status has "A", "B", "C" and blanks values. The combination of Overall Status and Overall item status in database are following:- "AA", "BA","BB","BC", "B(Blank)", "CC". Is there any records of deleted based on Overall status and Overall item status? I can see delivery status have A, B or Blanks. but, Overall status and over all item status have "C".

Please advise on Question, 1,3,4. Please also advise if i need to add any other field from any other table and exclude sales order based on some conditions. Please also provide conditions. The purpose is to get consolidated revenue generating Open Sales order which are not delivered or customer picked up ans we have obligation.

[Lakshmipathi]

If your requirement is to get open sale order, you can straight away get from table VBBE where you have OMENG field as Open quantity

[former_member1240068]

Can you please advise me straight on Question 1, 3 and 4?

[priyankasah]

Hi ,

As i read your question and tried to understand your approach.Based on the question asked in 1,3 & 4 provided the ans

following question 1 : billing relevance filed only suggest how you want to bill the customer whether delivery will be there or not or direct billing need to processed only after the order confirmation so need to do anything.

following question 3 :rejection status only play role when all qty are getting processed with ref to previous doc or not . then it should comes in picture and delivery if is next step so no use to check the status

following que 4 :overall status : excluding c is required as it suggest that items delivered complete .

[michael_piesche]

a) General questions you should ask yourself

• What is your expectation of orders compared to the number of orders you actually get? Is that just a gut feeling? Or do you have actual numbers that you can compare against?
• Are you aware of all org.units and sales order procecces in your company and their sale models and what the document flow looks like? (e.g. delivery- vs. order-related billing, sales vs. returns)

b) Tackling the problem by limiting the scope

From those records you currently receive, evaluate what distinct sales document types (AUART) and what distinct Sales Units (VKORG, VTWEG) these come from.

Then filter the data you currently receive and analyze those records to find the differences based on the varying status attributes (VBUK) or document flow (VBFA) or looking at the transactions for sales order (VA03), deliveries (VL03N) and invoices (VF03).

Filter by:

1. Limit the data by selecting only a range of documents created within a restricted time frame (ERDAT)
2. Chose Sales Document Types (AUART) that you are already familar with in your company
   For those you are not familar with and which data doesnt make sense to you, you will have to include the business or the functional/technical consultants who implemented these processes

Compare the limited records with standard transactions:

• VA05 / VA05N - Open Sales Orders
• VL06G - Open Deliveries
• FBL5N - Open Invoices which are not cleared (select radio button as open items)
• VL10C - Order Items Due for Delivery

You will soon find out, what records are not included in the standard reports and why they are included in your report. From then you have to decide whether this is valid or an error in your selection method (by analyzing status attributes in VBUK, looking at document flow in VBFA or looking at the transactions for sales order, deliveries and invoices).

You might also find out, that the data in the different documents might not be correctly updated all the time, due to possible bugs/features in custom processes, and you will have look for further tables and records to eliminate those 'unreliable' attributes.

[former_member1240068]

Thanks for answering this. Please reply me on Question 1,3, and 4? Also, from material master MBEW/MSEG, Inventory uses Base unit or Sales unit? Similarly, from VBAP/VBAK, Sales order uses Sales Unit or Base Unit? If Inventory or material master tables like MSEG/MARC etc uses Base Unit and VBAK?VBAP Uses Sales unit, Please provide forula to convert Sales Order Quantity to Inventory Finished goods quantity or vice versa? DO i need to use Numerator denominator?

[Abinathsiva]

Hi,

All this details with document reference is available in VBFA by comparing VBTYP_N filter accroding to the requirement.

 SELECT * FROM vbfa INTO TABLE it_vbfa FOR ALL ENTRIES IN it_vbap WHERE vbelv = it_vbap-vbeln AND ( vbtyp_n = 'J' OR vbtyp_n = 'M' ).

[former_member1240068]

Thanks for answering this. Please reply me on Question 1,3, and 4? Also, from material master MBEW/MSEG, Inventory uses Base unit or Sales unit? Similarly, from VBAP/VBAK, Sales order uses Sales Unit or Base Unit? If Inventory or material master tables like MSEG/MARC etc uses Base Unit and VBAK?VBAP Uses Sales unit, Please provide forula to convert Sales Order Quantity to Inventory Finished goods quantity or vice versa? DO i need to use Numerator denominator?