In SAP, an Access Sequence is a key concept used primarily in pricing, output determination, and other determination processes within modules like SAP Sales and Distribution (SD), Material Management (MM), and Warehouse Management (WM). It serves as a search strategy to determine the most relevant condition record for a specific process.
What is an Access Sequence?
An Access Sequence is a sequence of steps that the SAP system follows to search for a valid condition record. Each step involves checking a specific condition table, which contains data combinations such as Material and Customer, Material Group, or Plant and Vendor. The system uses the first valid record it finds to determine the result.
Key Components of an Access Sequence
- Condition Tables: These tables store the condition records (e.g., price, discount, tax rate). Each table is defined with specific fields such as Material, Customer, or Sales Organization.
- Sequence of Searches: The order in which the condition tables are checked.
- Condition Records: Actual values (e.g., prices, discounts) maintained for the fields in the condition tables.
How Access Sequence Works
- The SAP system starts with the first condition table in the sequence.
- It checks whether a valid condition record exists for the given combination of keys (e.g., Customer and Material).
- If a condition record is found, the system uses that record and stops searching further.
- If no record is found, the system moves to the next condition table in the sequence.
- The process continues until a valid condition record is found or all condition tables are checked.
Example of Access Sequence in Pricing
Consider a scenario where a company determines the selling price for a material based on different criteria. The access sequence could be as follows:
| Step | Condition Table | Search Criteria |
|---|---|---|
| 1 | Customer/Material | Searches for a price based on both customer and material. |
| 2 | Material Group/Customer | Searches for a price based on material group and customer. |
| 3 | Material Price List | Searches for a price based only on the material. |
| 4 | General Price | Searches for a general price without any specific combination. |
In this case:
- If a specific price is maintained for a customer and material (Step 1), the system uses it.
- If not, it moves to Step 2 and so on, until a valid price is found.
Steps to Configure an Access Sequence
- Transaction Code: Use transaction V/07 for configuring an access sequence.
- Define Access Sequence:
- Enter the name and description of the access sequence.
- Assign the condition tables and define the sequence of searches.
- Maintain Field Assignments:
- Specify which fields from the condition tables will be used for the search.
- Save and Activate:
- Save the configuration and ensure it is linked to the relevant condition type.
Applications of Access Sequence in SAP
- Pricing (SD): Determine prices, discounts, and surcharges.
- Output Determination: Decide which output type (e.g., invoice, delivery note) is used based on the conditions.
- Tax Determination (FI): Calculate taxes based on country, tax code, or other criteria.
- Material Determination: Determine substitute materials during the sales process.
- Vendor Evaluation (MM): Rank vendors based on predefined criteria.
Benefits of Access Sequence
- Flexibility: Allows for customized search strategies to meet business needs.
- Efficiency: Reduces manual intervention by automating the selection of condition records.
- Scalability: Can accommodate complex business scenarios with multiple condition tables and fields.
- Consistency: Ensures uniform application of rules across transactions.
Conclusion
An Access Sequence is a powerful tool in SAP that ensures the correct condition record is selected based on predefined criteria. By following a systematic sequence of searches, it allows organizations to automate pricing, tax calculation, output determination, and more. Proper configuration and understanding of access sequences can significantly enhance the efficiency and accuracy of SAP processes.