Document Types in SAP – I
Concept
A document type represents a type of transaction in the system. For example, a Contract Transaction is represented in the system using a document type CT. Similarly a quotation to a customer is created in the system using a document type QT. The reason why different documents are used to represent different transactions is because, each transaction behaves in a different way from another. A quotation behaves differently from a Standard Order. Some examples are shown below.
Quotation (QT)
-Does not require Credit Check to be performed.
-No Deliveries required directly for a quotation unless converted to an order.
-Not relevant for billing.
Standard Order (OR)
-Relevant for Deliveries and billing
-Relevant for Credit Check
-Different fields are required compared to a quotation (For example, quote validity dates not required)
-Generates material requirements to be passed on to MRP, whereas a quote does not.
The document QT controls the characteristics of the quotation. Also, if there are slight modifications required, a copy of QT can be made – like ZQT – and used. For example, when creating a quotation in a particular company, if credit checks needs to be performed that particular feature can be enabled.
Configuration
The transaction code to configure a document is [VOV8] or use the menu path [SPRO – Sales and Distribution – Sales Documents – Sales Document Header – Define Sales Document Types ] When creating new entries, as usual always try to choose an entry close to your required element and copy it. For example, if you want to create a quotation with different characteristics, its always better to create the new document as a copy of QT. That way all the item category determination, schedule like determination etc are already done for you – unless you create new item categories.
Let’s go through some of the controls inside a document say OR (which is the type for a standard order). Not all controls are relevant, but we will try to cover the most important ones. Select the type ‘OR’ and click on the magnifying glass or double click on OR to learn more.
The controls are segregated into multiple sections.
- Number Ranges
- General Control
- Transaction Flow
- Scheduling Agreement
- Shipping
- Billing
- Requested Delivery Date
- Contract
- Availability Check
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