The Structure of a Sales Order in SAP is pivotal for managing customer transactions with precision and efficiency. It is organized into three distinct levels—Header Data, Item Level Data, and Schedule Line Data—each playing a critical role in capturing comprehensive customer and order details. This structured approach not only streamlines the order processing workflow but also ensures accurate tracking of master data, individual product specifications, and delivery scheduling.
The entire information in the Sales Order lies at three levels: Header Data, Item Level Data, and Schedule Line Data. In addition, business data (table VBKD) may be included at either the header or item level.
Structure of a Sales Order in SAP
1 Header Data
This level is responsible for master data such as the customer material master, as well as sales area and organization data. The Sales Order header usually contains customer-related information such as payment terms, customer ID, customer number, name, and shipping information. This header information is recorded based on the sale done to a particular customer and applies to all line items in the order.
Viewing Header Data:
- In the sales document overview screen, select the icon “Display Document Header Details”.
- Alternatively, in the overview screen from the main menu, choose Go to → Header → Select the required view.
The following table summarizes the key aspects of Header Data:
| Aspect | Details |
|---|---|
| Master Data | Customer material master, sales area, and organization data. |
| Customer Specific Data | Payment terms, customer ID, customer number, name, and shipping information. |
| Commonality | Header data applies to all line items in the sales order. |
| Viewing Method | “Display Document Header Details” icon or via Main Menu: Go to → Header → Select the required view. |
2 Item Level Data
This level is responsible for material item data such as item quantity and material master data. Although the general data entered at the header level is copied by default to all items, each line item in the document also has its own specific related information—known as Item Data.
Key Points:
- Individual Information: Each item has its own material code, description, order quantity, unit of measure, plant, price, etc.
- Modification: While header data is initially copied to all items, it can be modified at the item level. Changes made at this level apply only to the specific line item.
- Line Items Listing: The items (e.g., M01, M02, M03, etc.) reflect the customer’s specific needs along with the requested quantity.
- Interface Navigation:
- To access the Sales Order Line Item detail screen, double-click the relevant line item row.
- The detail screen includes several tabs (Shipping, Billing Document, Payment Cards, Accounting, Conditions, Account Assignments, and Partners).
- For additional details not immediately visible, click the arrow on the extreme right of the tabs to view the remaining options.
The table below outlines the Item Level Data:
| Item Level Aspect | Description |
|---|---|
| Material Data | Includes material code, description, order quantity, unit of measure, plant, and price. |
| Line Items | Items are listed (e.g., M01, M02, M03) with their respective quantities as per customer requests. |
| Data Modification | Header data is copied to items but can be modified individually if required. |
| Detailed View Access | Double-click the line item row to see detailed information; additional tabs can be accessed via the arrow for further details. |
3 Schedule Line Data
This level handles delivery-related information including delivery dates and delivery quantities. For each line item, a Schedule Line is created, depicting the delivery schedule, available units, and dates of delivery.
Key Points:
- Schedule Details:
- For example, if a customer requests item M01 on 1st April 2010 in a quantity of 10, the Schedule Line section will reflect the delivery date and the confirmed available quantity.
- The SAP system determines the delivery availability by calculating the quantity that can be delivered on the requested date and scheduling an alternative date (Forward Scheduling) for any remaining quantity.
- Screen Details:
- The Schedule Line screen typically displays columns such as Item, Material, Order Quantity, and Description.
- To view detailed Schedule Line information, click on the particular line item and then select the schedule line button at the bottom of the screen. This reveals details such as delivery dates and confirmed quantities.
- You can verify whether the requested quantity on a specific date is confirmed by comparing the Order Quantity on the upper screen with the Confirmed Quantity in the Schedule Line details. If the ordered quantity isn’t fully confirmed for the requested date, the additional scheduled date for the remaining quantity is shown.
- Viewing Method:
- To see the Schedule Line Data of an item, first access the corresponding item data and then select View Schedule Lines.
The following table provides an overview of the Schedule Line Data:
| Schedule Line Aspect | Description |
|---|---|
| Delivery Dates | Specifies the scheduled delivery dates for each line item. |
| Delivery Quantities | Indicates the quantity available for delivery on each date. |
| Example Scenario | Item M01 requested on 1st April 2010 in a quantity of 10; the screen reflects the requested date, confirmed quantity, and any additional scheduled date. |
| Availability Check | Compare the Order Quantity (upper screen) with the Confirmed Quantity (Schedule Line details) to ensure full confirmation; otherwise, a later date is provided. |
| Viewing Details | Access by clicking on the item row and then on the schedule line button to view detailed delivery information. |
Additional Business Data (Table VBKD)
Business data, such as Inco terms, can exist at either the header or item level. For example, Inco terms are copied from the ship-to party master data into the sales order header business data. By default, these Inco terms apply to all items, although they can be modified at the header level to affect the entire order.
| Business Data Aspect | Description |
|---|---|
| Inco Terms | Copied from the ship-to party master data into the sales order header; applies to all items by default. |
| Modification | Inco terms can be changed at the header level, and such changes will apply to all items within the sales order. |
This structured approach maintains the full content while making it easier to read and reference.