"SAP S4HANA SD"

Essential SAP SD Reports

Essential SAP SD Reports
the essential SAP SD reports. Reporting in SAP helps business users to extract
information they need and present it in a way that is easy to understand and utilize. This
tutorial is part of our free SAP SD course.

There are lot of different features and tools to help you meet your individual reporting
and analysis requirements. There are two main objectives to use the standard SAP SD
reports:

1. The more you know the standard SAP SD reports and their features, the
more requirements from your business perspective you can fit in with the
standard reports. Hence, you don’t have to develop the customized reports.
2. Even if you are going to create customized reports, knowledge of the
limitations of the standard SAP SD reports will be valuable for you and your
developers in creating customized reports.

In general, we can divide standard SAP SD reports into four categories:

• lists
• work lists
• analyses
• display documents

In this tutorial, we’re going to explain about each category of SAP SD reports with some
examples from standard transactions that will be useful for your daily work.

Lists
We can consider list as a standard SAP SD report; there is a selection screen where
you can specify your requirement.

List of Sales Orders Report

You can use transaction code VA05 for a list of specific sales orders that are created
between certain date ranges. Here is how to use this report:

1. Enter the document type (for this example, I’m using “ZSO1”)

2. Enter the (from) date in the first window in the “Created On” field (e.g.: 01.08.2017)
3. Enter the (to) date in the second window in the “Created On” field (e.g.: 31.08.2017)

4. You can leave the other fields blank (“Persons responsible”, “Created By” and
“Organizational Data”). By doing this you execute the list to contain sales
order matching any sales area and any documents created from any users.

5. Click on the execute button or press F8 button on the keyboard.

Initial Selection Screen (Transaction Code VA05)

List Sales Order Within Certain Time Period
You can summarize the total of the net value for all the sales order by clicking on
the (Total) button.

The Total of Net Value Item

Move the Sold-To Party as the first column and click on the (Subtotals) button.
Now, you will have a neat list grouped by customers and their net values.
The List is Neater When We Group Necessary Fields

List of Billing Documents Report

Another essential list report that you can utilize is transaction VF05 to show billing
documents. Here is how to use it:

1. You can enter either the Payer code or Material code.

2. Enter from-to date in the first and second window of “billing docs from-to” field.

3. Select the “All billing docs” in the selection criteria.

4. You can restrict by defining specific sales area in “Organizational Data” screen. For
this example, we are not going to restrict anything, so we will skip it.

5. Press the (Enter) button.

Initial Selection Screen (T-code VF05)
Now, you will have a list of billing documents that match your criteria of a certain payer
within a certain period of time. The look and feel for this list is similar with the list of
sales order (and any other SAP standard report list) with particular fields title (for
example, you will not have Billing Status in VA05; vice versa, you will not see Sales
Order Creation Date in VF05).

List of All Billing Documents for Particular Customer (Payer) Within Certain Period of Time

Other List Reports

There are various standard list reports in SAP SD module that you can use for different
purposes. The table below mentions the most common ones with brief descriptions.

Transaction Code Description

VA45 / VA45N List of Sales Contract

VA55N Item Proposal – List by Material

VD59 List Customer – Material info

VB(8 List of Rebate Agreements

VB35 Promotion List

VB25 List of Sales Deals

V.03 Incomplete Inquiries

VA25 / VA25N Quotation List

V.00 Incomplete SD Documents

V.06 List of Incomplete Contracts

VA15N Inquiries List

 V.04 Incomplete Quotations

V_UC Incomplete Outbound Deliveries

VF25 List of Invoice List

Work Lists
While list reports are used for display purpose only, the work list reports allow you to
process the documents that are displayed on your screen.

The initial step for work list reports is similar to the list reports. First, you enter specific
selection criteria in different fields and execute the report by pressing F8 button. It will
display all the matching sales orders, delivery documents, or billing documents in the
list. Then, you select the documents you want to further process (e.g.: process posting
goods issue, or release credit block, or create billing documents).

This is useful for someone who is working with hundreds of deliveries and billing
transactions daily because they can process multiple documents in a short time.

Sales Order Due for Deliveries Report

You can use transaction VL10A for creating delivery documents from sales orders that
are due on certain dates. Here is how to use it:

1. Restrict the shipping point (for example I enter shipping point “1001”) and
enter from-date and to-date in the windows of “Delivery Creation Date” field.
2. Leave “CalcRuleDefltDlvCrDt” field blank.
3. Leave all the other parameters blank (from tab “General Data” to “User
Role”). By doing this, you are going to list the sales order within certain range
of date from a certain shipping point that you can convert to delivery
documents at once.
Initial Screen of Transaction VL10A
This work list will show which sales orders are late for delivery by giving red traffic light.
Now, select one of the documents and click on the “Background” button. The system
will automatically run the outbound delivery creation in background and will give you the
new outbound delivery number.

List of Sales Orders Due for Shipping

A Delivery Document is Created
Now, select one of the Sales Order documents, but this time click on the “Dialog”
button. This transaction allows you to proceed the document manually by
calling VL02N to process the selected document.

The Dialog Button Will Bring You to Transaction VL02N

Release Credit Block Report

Other work list repot that you can utilize is releasing credit block based on the list of
documents (either sales orders or delivery documents) with transaction VKM4. Here is
how to do this:

1. Specify the Credit Control Area (for this example, I’m using “PC01”)
2. Enter the Overall Credit Status with value of “B” (Credit check was executed,
document not OK).

3. Check or uncheck the range of doc (depends on your business requirement; I only
check the deliveries)

4. Execute and the list will contain all the outbound delivery documents blocked due to
credit limit or overdue items.

Initial Screen of VKM4

Select one of the documents and click on the button. Make sure the intended
document will get a green flag indicator.

List Documents That You Can Select to Release

Now, click “Save” button. The system will notify you that the document has been
released.
The Released Document(s) Will Have a Green Flag Indicator

It Will Notify You That the Document(s) Successfully Been Released

Other Work List Reports

Beside the other two that I have mentioned above, there are several work lists that you
can try as listed in the table below.

Transaction Code Description

VL10B Stock Transfer Orders Due to deliveries

VL10G Documents due for delivery

VL06G List of Outbound Deliveries for Goods Issue

VF04 Process Billing Due List

VFX3 List of Blocked Billing Documents

 VF31 Output from Billing Documents

Analyses Reports
Analysis reports are available in most of SD transactions which carry different
functionalities. You will find them to be useful during error handling.

Pricing Analysis

You can utilize the pricing analyses from sales or billing documents. If, for example, a
business user complains about an allegedly wrong price in a sales order, you can use
the price analysis to identify the root problem. It can be an incorrect condition record,
wrong access sequence, or wrong pricing procedure. Here is how to use it:

1. Go to one of your sales orders and go to tab “Conditions” on the item level.

2. Click on the “Analysis” button.

Open One of Your Sales Order and Go to Item Then Click on The Analysis Button
3. At the left side, you will find the pricing procedure with various item and the condition
types that carry values. You can drill down to different subfolders that have different
access sequences. Within the subfolders you will find the condition records.

4. At the right side, you will see the details for each folder / subfolder. It will also tell you
whether a condition record is found or missing.

Left side: Pricing Procedure and Condition Types With Their Access Sequences. Right Side: The
Access Sequence Details That Carry Different Values.

Revenue and Reconciliation Account Determination Analysis

For every billing document posted to accounting, there are two determination processes
that come to play. Those account determination analyses will tell you whether the
proper G/L account has been determined as it was supposed to be. Here is how to use
them:

1. Run the transaction VF03 and enter the billing document number

2. Go to “Environment -> Account determination analysis” as shown below.

3. Select “Revenue accounts”.

There are Different Analyses for Account Determination Process
4. You will find the revenue account procedure at the left side with subfolder(s) that
carry item conditions while at the right side the access details for the found (or missing)
condition record are shown.

The Revenue Analysis Account Determination Screen

5. Now, go back to the initial screen of VF03. This time select “Reconciliation accounts”.
6. As you can see, the analysis carried out for this account determination is similar with
his brother, revenue account. At the left side is the reconciliation account determination
procedure with its subfolders that carry condition record while the right side shows the
access details for each condition type that is found / missing.

The Reconciliation Account Determination Screen

Other Analysis Report

There are other analyses reports you may perform. They include:

• output determination analysis

• output processing analysis
• incompleteness analysis
• invoice split analysis
• and so on.

Display Documents Reports

Most of the SD documents can be opened in display mode. These individual documents
in display (or change mode to some extend) carry different functionalities which can be
considered as report as well:
1. Document Flow

You can use this functionality to track the subsequent document(s) that is created or
check whether the previous document exists. You can perform this at the header or item
levels.

You will Find the Document Flow Button in Most SD Transactions

Document Flow with Previous and Subsequent Documents

2. Accounting Documents
If you click on the “Accounting” button, it will display financial accounting (FI) related
documents. Double click for each document for details.

Accounting Documents Related to a Billing Document

3. Stock Overview Report

This transaction is not directly related to Sales and Distribution module, but you should
know it to perform basic stock checking for a material within a storage location in a
plant.

To use this report, start MMBE transaction, enter the material, and click “Execute”
button.
Transaction MMBE Initial Screen
A Stock Overview for Specific Material Within a Storage Location in a Plant
—

SAP Sales Information System

SAP Sales Information System uses the data of transactions in sales and distribution. It
also uses various master data across the modules like customer, vendor, employee,
and so on. We can utilize SAP Sales Information System as a decision-making tool in
regard to sales trends and market development. To build a robust SIS, you will use info
structures. Info structure will consume performance of SAP server, means it will affect
the overall performance of your SAP ERP system, hence you need extra awareness by
constantly monitoring the info structures; especially the ones that will burden the
system.

In this tutorial, we are going to learn how to activate standard analysis report and move
to flexible analysis while reviewing different tools we can use to optimize these
analyses. We are going to see how to check the consistency of info structures, the soul
of SIS. SAP Sales Information System is the next level of reporting when reporting
requirements cannot be met by the standard SAP SD reports.

Before we go into details, let’s get familiar with common terminologies that you will find.

Info structure

A short from Information Structure. It is a table of fields containing data from operative
transactions that are exclusively used for analytics. SAP has its standard info structures
ranging from S001 to S500.

Characteristics

Characteristics are fields used to specify or limit the aggregated data by certain range
that will be read during execution. Common characteristics which are often used include
Sales Organization, Distribution Channel, or Sales Office.

Key Figures

Key figures are fields that store specific values related to the characteristics like sales
volume or sales order quantity.
Period Unit

A reference that will determine in which time basis the data should be updated (daily,
weekly, monthly, or any period.

Standard Analysis

There are several standard analyses we can use; these analyses are based on
individual info structures. Info structures are constantly updated in real time.

Customer Analysis

Customer analysis use info structure S001 for analyzing sales orders, deliveries,
invoices, credit/debit memo, and returns. The selection criteria consists of sales area,
material code range, and date range.

The table below lists some of the customer analysis that you can try.

Transaction Description

MC+I SIS: Customer Credit Memos – selection

MC+A SIS: Customer Return

MC+E SIS: Customer, Sales – selection

MC(A SIS: Incoming Orders – selection

MCTA SIS: Customer Analysis – selection

For this example, let’s call the transaction MCTA. Enter the selection parameter and
click button.

Initial Screen of MCTA

Initial Screen of MCTA

MCTA Result

MCTA Result

Sales Organization Analysis

These analyses based on the info structure S003, with sales district, customer, and
material as the key fields added to the sales area elements. Here is a list of sales
organization analyses available in the standard system.

Transaction Description

MC+Y SIS: Sales Org. Returns, Selection

MC(I SIS: Sales Org. Incoming Orders, Selection

MC+6 SIS: Sales Org. Credit Memos, Selection

MC+2 SIS: Sales Org. Invoiced Sales, Selection

For this example, let’s call the transaction MC(I. Enter the selection parameters and
click button.
Initial Screen of MC(I

Initial Screen of MC(I

MC(I Result

MC(I Result

Material Analysis

Material analysis use info structures S004. The table below lists all the material analysis

Transaction Description

MC+U SIS: Material Credit Memos, Selection

MC+MSIS: Material Returns, Selection

MC+Q SIS: Material, Sales – Selection

MC(E SIS: Material, Incoming Orders – Selection

MCTC SIS: Sales Org. Analysis – selection

For example, let’s call the transaction MCTC. Enter the selection parameters and click
button.

Initial Screen of MCTC

Initial Screen of MCTC

MCTCI Result
MCTCI Result

Shipping Point Analysis

The shipping point analyses as listed in the table below use the info structure S005. The
key fields for these analyses are Shipping Point / Receiving Point, Route, Forwarding
Agent, and Destination Country.

Transaction Description

MC(U SIS: Shipping Point Deliveries Selection

MC-0 SIS: Shipping Point Returns, Selection

MCTK SIS: Shipping Point Analysis Selection

For this example, let’s call the transaction MCTK. Enter the selection criteria and click
button.

Initial Screen of MCTK

Initial Screen of MCTK

MCTK Result

MCTK Result

Sales Employee Analysis

Sales employee analysis use info structure S006. Beside the sales area elements, the
additional key fields are sold-to party, material, and sales employee.
Transaction Description

MC-U SIS: Employee – Credit Memos, Selection

MC-M SIS: Employee – Returns, Selection

MC-Q SIS: Employee – Sales, Selection

MC(Q SIS: Employee, Incoming Orders Selection

MCTI SIS: Sales Employee Analysis Selection

Sales Employee Analysis

For this example, let’s call the transaction MCTI. Enter the selection criteria and click
button.

Initial Screen of MCTI

Initial Screen of MCTI

MCTI Result

MCTI Result

Flexible Analysis

In order to meet your business requirements, you may need to customize the analysis.
This approach called flexible analysis in SAP. There are two activities you need to
create the flexible analysis: (1) create customized info structures and (2) create
customized analysis which access the structure itself.
Create Customized Info Structures

If you decided to create customized analysis because the standard analysis doesn’t
meet business requirements, then you first need to create the info structures.

Here are the steps you should follow:

1. Call the transaction MCS7.

Create a new evaluation structure and give it a description.

Click on the “DD table ref…” button.

Creating New Evaluation Structure

Creating New Evaluation Structure

2. Enter the reference table. It’s always a good practice to use the standard SAP table
beforehand.

Referencing Table VBRK

Referencing Table VBRK

3. Click on the button and select the characteristic(s). When you finish, click on the
button. The system will ask you for the confirmation of selection you made, agree and
click “Copy”.
Select and Copy the Characteristics Given

Select and Copy the Characteristics Given

Confirm Characteristics Sequence

Confirm Characteristics Sequence

4. Now, do the same process for adding the key figures.

Click on the Key Figures button

Perform the selection

Click the copy + close button

Finish the process by click copy button

Select and Copy the Key Figures

Select and Copy the Key Figures

Key Figures to be Confirmed

Key Figures to be Confirmed

5. Once you finish with all the selections, proceed to performing generation of the
evaluation structure as shown by the figure below.

Characteristics and Key Figures that Should be Generated

Characteristics and Key Figures that Should be Generated

6. The system will ask you whether you want to create a transport request for this
modification or not. If you want to use this structure in the QA or Production systems,
click yes; otherwise you could skip it.

A dialog Screen for Transport Request Confirmation

A dialog Screen for Transport Request Confirmation

7. Once saved, you can update and display the structure by calling transactions MCS8
and MCS9 respectively.

Evaluation Structure was Generated and Saved

Evaluation Structure was Generated and Saved

Create Customized Analysis

Using our custom info structure, we will create the customized analysis built around it.

1. Call transaction MCSA.

Enter the evaluation structure

Enter the evaluation key and its description

Press Enter

Enter Evaluation Structure, Name the Evaluation Key and Description

Enter Evaluation Structure, Name the Evaluation Key and Description

2. Now we are going to define the characteristics.

Click on the “Characteristics” button

Select the necessary selection list

Click the “Copy + Close” button

Confirm the selection list again by clicking the “Copy” button

An Example of Defining Characteristics

An Example of Defining Characteristics

Characteristics Confirmation Window

Characteristics Confirmation Window

3. Repeat the same steps for the key figures. After you click the “Copy” button, your
screen will be similar to the one shown on the figure below.

Evaluation Definition

Evaluation Definition

4. To control behavior of each characteristic on the analysis screen, do the following:

Click on one of the characteristics and then click on the button

A new dialog box will pop out and you can make selection based on your requirements
Customize the screen based on your business requirement

Select One Option from Selection List

Select One Option from Selection List

5. You can go further in customization here by adding simple math operation(s).

Click on the key figures and click

Give the formula a new name and enter the math operation

For this example, we use gross value calculation

Insert Your Formula Here and Click Copy Afterwards

Insert Your Formula Here and Click Copy Afterwards

6. If you’ve done it correctly, the final result will be as shown below. Click on the button.

Save New Evaluation

Save New Evaluation

Execute Flexible Analysis

1. Call the transaction MCSG. Enter your evaluation structure along with the evaluation
code. Press button.

Execute Evaluation – Initial Screen

Execute Evaluation – Initial Screen

2. The analysis selection list will be displayed. You can filter your selection here. Click
on the to execute the evaluation.

Execute Evaluation – Selection Screen

Execute Evaluation – Selection Screen

3. The result will be similar as shown on the figure below. The characteristics and the
key figures you designed prior will be reflected on this screen.

The Final Product of Your Customized SIS Analysis

The Final Product of Your Customized SIS Analysis

SAP Sales Information System Checks

Sometimes, you will find cases where SAP Sales Information System is not properly
updated. You can run the standard transaction MCVCHECK01 which checks
consistency of assignment of update group(s).

SIS Check - Initial Screen

SIS Check – Initial Screen

The Program will Check Assignments at Header and Item Levels

The Program will Check Assignments at Header and Item Levels

You have to select whether you want to run the check at the header or item levels. The
reason is that the system will perform different checks as shown in the table below.
Header Level Item Level

All document types without an update group assigned to them All document types
without an update group assigned to them

All customers with customer statistics group field empty All customers with
customer statistics group field empty

Combinations of document type and customer for which the system is unable to
determine an update group All item categories without an update group assigned

All materials with material statistic group field blank

The combination of above for which the system is unable to determine update group