ROW Cortina Sales Report - BR070

ROW Cortina Sales Report: VA01

Version History

Related Documents

Example file with Sales Report -sold copies 

Example file with Sales Report – unsold copies 

TABLE OF CONTENTS

• Functional Description 
• Functional Specification 
• 2nd Part: Processing of credit note for unsold copies 
• In Use For 
• Contacts 

Functional Description 

This account 3000510953 is the only consignment account in ROW Southern Europe.  

On a monthly basis (sent over by Elena Oriani) we receive  via mail the Sales Report (file name – SPRINGER SALES REPORT), which contains sold copies (should be invoiced) and returned copies (should be credited).   

As soon as you receive this email, please switch to TradeBooksSOEU as quickly as possible. 

This task is divided in at least two steps: 1st level activity for the order entry of Sales Report and 2nd level activity for checking the completeness of the sales report and availability check and subsequent booking of the missing quantities via IT and release. Straive should only mind the 1st part of this document. 

On Freshdesk, it should be categorised as follows: 

Group: Trade_Books_ROW 

BPID: 3000510953 

Query Type: Order 

Sub- Type: Consignment 

Functional Specification 

1st Part: Order Entry for sold copies 

The source of information for the order input is the PDF spreadsheet of the Sales Report, which will be provided to Straive by SNCS HD through a Special Task e-mail. See below the contacts and model of this e-mail (which will be sent by 2^nd Level SNCS): 

This is an example of the email:  

After receiving this email, Straive must reply acknowledging the receipt of the e-mail to everyone in copy and start with processing as follow:  

Open SAP-MPS and proceed to input the order according to the steps below:

Transaction: VA01, choose YH12 (BK: Consign. Issue) 

• Sales Organization: 0293 / Distribution Chanel: 01 / Division: 01 

In the order screen, please input in the header: 

• Sold-to Party: 3000510953 
• Ship-to Party: will be automatically populated, but the correct one is (3001136573).  
• PO Date: unless instructed otherwise in the Special Task e-mail, insert the date of when the order is being input.  
• PO Number: Sales Report monthXX/yearYY (as specified in the email text or subject) 

In the PDF document (sales statement) you’ll find the relevant ISBN and quantity of each item sold. Please mind the quantities on the column “COPIES”, if the quantity shown is 0 (zero), this line must be ignored (no need to add it to the order’s entry). 

Still on the “Sales” tab, type in the ISBNs and their respective quantities informed in the PDF document now on MPS. ISBNs must be added to the field “ID Code” and the quantity must be added to the field “Order Quantity”, see below: 

Now scroll down on the “Sales” tab and if it’s not already selected, choose J (yes) on the InvoiceSplit field. 

Go to the “Header Details” to “Shipping” and untick “Order Combination”  

After that go to the Tab Order Data > Your Reference and please enter Freshdesk Ticket ID in this field.  

Once these steps on the “Header” are finished, go back to the initial screen of the order, in the “Sales” tab and set: 

• Delivery block: “CS order block” and  
• Billing block: “CS billig block”  

Click “Enter”, save the order by clicking the floppy disk icon or typing Ctrl+S in your keyboard and keep its number, which will appear at the bottom of the page if everything’s successful. 

After the order has been processed, please report back to TradeBookSOEU as Exception (please put order number in the add note).  If you still need to complete part 2 (creation of the credit note for returned copies), wait with the forwarding and report both steps back. 

2nd Part: Processing of credit note for unsold copies 

You can find the titles to be credited in the PDF document, they are marked in green and have a minus sign, see below: 

Open SAP-MPS and proceed to input the order according to the steps below:

Transaction: VA01, choose YH13 (BK: Consign. Returns) 

• Sales Organization: 0293 / Distribution Chanel: 01 / Division: 01 

In the order screen, please input in the header: 

• Sold-to Party: 3000510953 
• Ship-to Party: will be automatically populated, but the correct one is (3001136573).  
• PO Date: unless instructed otherwise in the Special Task e-mail, insert the date of when the order is being input.  
• PO Number: Sales Report monthXX/yearYY (as specified in the email text or subject) 

In the PDF document (sales statement) you’ll find the relevant ISBN and quantity of each item unsold - they are marked in green and have a minus sign, as per example.  

Please mind the quantities marked green on the column “COPIES”, if the quantity shown is 0 (zero), this line must be ignored (no need to add it to the order’s entry). 

Still on the “Sales” tab, type in the ISBNs and their respective quantities informed in the PDF document now on MPS. ISBNs must be added to the field “ID Code” and the quantity must be added to the field “Order Quantity”, see below: 

Now scroll down on the “Sales” tab and if it’s not already selected so, choose J (yes) on the InvoiceSplit field.  

Go to the “Header Data” to “Shipping” and untick “Order Combination”  

After that go to the Tab Order Data > Your Reference and please enter Freshdesk Ticket ID in this field.  

Once these steps on the “Header” are finished, go back to the initial screen of the order, in the “Sales” tab and set: 

• Delivery block: “CS order block” and  
• Billing block: “CS billig block”  

Click “Enter”, save the order by clicking the floppy disk icon or typing Ctrl+S in your keyboard and keep its number, which will appear at the bottom of the page if everything’s successful. 

After the order has been processed, please report back to TradeBookSOEU as Exception (please put consig. returns number in the add note).  

Contacts 

For questions or feedback please send an e-mail to Kerstin Meißner