The Incompletion Procedure in SAP is a vital component designed to ensure that all necessary information is captured when creating sales documents. By specifying mandatory fields for each sales document type, the Incompletion Procedure prevents users from saving incomplete documents, thereby maintaining data integrity and streamlining sales processes.

This guide explores the intricacies of the Incompletion Procedure, including its definition, key components, configuration steps, real-world applications, and frequently asked questions to help you effectively manage your sales documentation in SAP.

What is an Incompletion Procedure?

An Incompletion Procedure is a defined process within SAP that specifies which fields must be filled out by users when creating a sales document. If a user attempts to save a sales document without completing these required fields, the system generates an entry in the Incompletion Log. This ensures that all critical information is captured before the document progresses further in the sales cycle. The Incompletion Procedure is customizable, allowing organizations to tailor the requirements based on different sales document types, such as inquiries, quotations, orders, and deliveries.

Key Functions of Incompletion Procedure:

  • Data Validation: Ensures all necessary information is provided before document processing.
  • Error Prevention: Reduces the likelihood of incomplete or inaccurate sales documents.
  • Customization: Allows specific requirements for different sales scenarios.
  • Efficiency: Streamlines the sales process by enforcing data completeness.

Key Components of Incompletion Procedure

Understanding the key components of the Incompletion Procedure is essential for effective implementation and management within SAP. These components work together to enforce data completeness and enhance the overall quality of sales documents.

1 Incompletion Log Definition

The Incompletion Log is configured for each sales document type, outlining which fields are mandatory. This definition ensures that the system checks for these fields before allowing the document to be saved.

  • Transaction Code: OVA2 – Define Incompletion Log

2 Required Fields Configuration

Users specify which fields must be completed for each sales document type. This customization ensures that only relevant information is enforced based on the nature of the sales transaction.

  • SPRO → IMG → Sales and Distribution → Basic Functions → log of incomplete item → Define Incompleteness Procedure → Execute

3 Incompletion Log Types

SAP provides different types of Incompletion Logs to cater to various business scenarios. These types determine how the system evaluates the completeness of sales documents.

  • Standard Incompletion Log: Applies general rules applicable to all documents.
  • Custom Incompletion Log: Allows for tailored rules based on specific business needs.

4 User Interface Integration

The Incompletion Procedure is integrated into the sales document interface, providing real-time feedback to users about missing information. This integration helps users complete all necessary fields before saving or processing the document.

Step-by-Step Guide to Configuring Incompletion Procedure

Configuring the Incompletion Procedure in SAP involves several steps to ensure that all required information is captured for each sales document type. Follow this guide to set up and manage the Incompletion Procedure effectively.

1 Access the Implementation Guide

Begin by accessing the SAP Implementation Guide to navigate to the Incompletion Procedure configuration settings.

  1. Enter Transaction Code: SPRO in the SAP command field and press Enter.
  2. Navigate to IMG: Click on “SAP Reference IMG” to open the Implementation Guide.

2 Define Incompletion Log for Sales Documents

Configure the Incompletion Log for each sales document type to specify required fields.

  1. Path: SPRO → IMG → Sales and Distribution → Basic Functions → log of incomplete item → Define Incompleteness Procedure → Execute
  2. Select Sales Document Type: Choose the relevant sales document type (e.g., Inquiry, Quotation, Order).
  3. Define Required Fields: Specify which fields must be completed for the document to be considered complete.
  4. Save Configuration: Click “Save” to apply the settings.
Incompletion Procedure in SAP: Configuration, T-Codes

3 Customize Incompletion Log Types

Adjust the types of Incompletion Logs based on business requirements to cater to different sales scenarios.

  1. Path: Sales and Distribution → Sales → Sales Documents → Incompletion Log → Define Incompletion Log Types
  2. Select Incompletion Log Type: Choose between standard and custom types.
  3. Configure Settings: Define how the Incompletion Log should evaluate the completeness of sales documents.
  4. Save Configuration: Click “Save” to finalize the settings.

4 Assign Incompletion Log to Sales Document Types

Ensure that the defined Incompletion Logs are correctly assigned to the respective sales document types.

  1. Path: You can use T-Code: VUA2 or SPRO → IMG → Sales and Distribution → Basic Functions → log of incomplete item → Assign Incompleteness procedure.
  2. Select Sales Document Type: Choose the relevant type.
  3. Assign Log Type: Link the appropriate Incompletion Log type to the document.
  4. Save Configuration: Click “Save” to apply the assignments.
Assign Incompletion Log to Sales Document Types

5 Test the Incompletion Log Configuration

After configuration, it’s essential to test the Incompletion Log to ensure it functions as intended.

  1. Create a Test Sales Document: Enter a new sales document without filling out all required fields.
  2. Review Incompletion Log: The system should prompt you with the Incompletion Log, highlighting missing information.
  3. Complete Required Fields: Fill in the necessary fields and verify that the document is marked as complete.
  4. Save the Document: Ensure that the document saves without errors once all required information is provided.

Key SAP Tables for Incompletion Procedure

Understanding the SAP tables associated with the Incompletion Procedure is crucial for managing and troubleshooting configurations. These tables store essential data that underpin the Incompletion Procedure’s functionality.

1 Table VBAK (Sales Document: Header Data)

Purpose: Stores header-level information for sales documents, such as document type, sales organization, and customer data.

Critical Fields:

  • VBELN (Sales Document Number)
  • AUART (Sales Document Type)
  • VKORG (Sales Organization)

Why It Matters: Essential for linking sales documents to their corresponding headers, enabling accurate tracking and management of sales processes.

2 Table VBAP (Sales Document: Item Data)

Purpose: Contains item-level details for sales documents, including material numbers, quantities, and pricing information.

Critical Fields:

  • VBELN (Sales Document Number)
  • POSNR (Item Number)
  • MATNR (Material Number)

Why It Matters: Facilitates detailed management of individual items within a sales document, ensuring that each item meets the required specifications and standards.

3 Table VBUK (Sales Document: Header Status and Administrative Data)

Purpose: Stores status information related to the sales document at the header level, including completion status and processing flags.

Critical Fields:

  • VBELN (Sales Document Number)
  • VBTYP (Sales Document Category)
  • AENAM (Name of Person Who Changed Object)

Why It Matters: Crucial for monitoring the status of sales documents, particularly in determining whether all required information has been provided.

4 Table TVAK (Sales Document: Incompletion Log Requirements)

Purpose: Defines the requirements for the Incompletion Log, specifying which fields are mandatory for each sales document type.

Critical Fields:

  • AUART (Sales Document Type)
  • FIELD (Field Name)
  • REQUIRED (Requirement Indicator)

Why It Matters: Central repository for managing which fields must be completed, ensuring that the Incompletion Log accurately enforces data completeness across different sales document types.

FAQs for SAP Beginners

Q: What is the primary purpose of the Incompletion Procedure in SAP?

A: The primary purpose of the Incompletion Procedure in SAP is to ensure that all mandatory information is captured in sales documents before they are processed further. It helps maintain data integrity, reduces errors, and streamlines the sales process by preventing incomplete documents from being saved or processed.

Q: How do I define which fields are mandatory for a sales document type?

A: To define mandatory fields for a sales document type:

  1. Enter the transaction code OVA2 in the SAP command field and press Enter.
  2. Select the relevant sales document type.
  3. Specify the fields that must be completed for the document to be considered complete.
  4. Save the configuration to enforce these requirements during sales document creation.

Q: Which SAP tables are essential for managing the Incompletion Procedure?

A: Key SAP tables for managing the Incompletion Procedure include:

  • VBAK: Sales Document: Header Data
  • VBAP: Sales Document: Item Data
  • VBUK: Sales Document: Header Status and Administrative Data
  • TVAK: Sales Document: Incompletion Log Requirements

These tables store critical data related to sales documents, their statuses, and the requirements defined for the Incompletion Procedure.

Final Thoughts

Mastering the Incompletion Procedure in SAP is essential for organizations aiming to maintain high data quality and streamline their sales processes. By effectively configuring the Incompletion Procedure, defining mandatory fields tailored to each sales document type, and leveraging the relevant transaction codes and SAP tables, businesses can ensure that all necessary information is captured accurately.