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EHP7 for SAP ERP

6.0
September 2013
English

Batch Recall (122)


Business Process Documentation

SAP AG
Dietmar-Hopp-Allee 16
69190 Walldorf
Germany
SAP Best Practices Batch Recall (122): BPD

Copyright

2013 SAP AG or an SAP affiliate company. All rights reserved.

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Icons

Icon Meaning
Caution

Example

Note

Recommendation

Syntax

External Process

Business Process Alternative/Decision Choice

Typographic Conventions

Type Style Description


Example text Words or characters that appear on the screen. These include field
names, screen titles, pushbuttons as well as menu names, paths and
options.
Cross-references to other documentation.
Example text Emphasized words or phrases in body text, titles of graphics and tables.
EXAMPLE TEXT Names of elements in the system. These include report names,
program names, transaction codes, table names, and individual key
words of a programming language, when surrounded by body text, for
example, SELECT and INCLUDE.
Example text Screen output. This includes file and directory names and their paths,
messages, source code, names of variables and parameters as well as
names of installation, upgrade and database tools.
EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the
ENTER key.

Example text Exact user entry. These are words or characters that you enter in the
system exactly as they appear in the documentation.
<Example text> Variable user entry. Pointed brackets indicate that you replace these
words and characters with appropriate entries.

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Contents

1 Purpose.................................................................................................................................. 5
2 Prerequisites.......................................................................................................................... 5
2.1 Master Data and Organizational Data.............................................................................5
2.2 Business Conditions........................................................................................................ 7
2.3 Roles............................................................................................................................... 7
3 Process Overview Table......................................................................................................... 8
4 Process Steps........................................................................................................................ 9
4.1 Direct Mailing Creating Basic Data...............................................................................9
4.2 Generating Follow-up Sales Activities...........................................................................13
4.3 Processing Follow-Up Sales Activities...........................................................................14
4.4 Return Order................................................................................................................. 15
4.5 Creating Return Delivery...............................................................................................17
4.6 Assigning Batches......................................................................................................... 18
4.7 Assigning Serial Number (Optional)..............................................................................19
4.8 Posting Goods Receipt.................................................................................................. 20
4.9 Releasing Return Order for Billing.................................................................................21
4.10 Billing......................................................................................................................... 22
4.11 Releasing Billing Documents for Accounting..............................................................24
4.12 Excise JV for Manufacturing Plant (Optional)............................................................25
4.13 Excise JV for Depot (Optional)...................................................................................26
5 Follow-up Processes............................................................................................................ 28
6 Appendix.............................................................................................................................. 30
6.1 Reversal of Process Steps............................................................................................ 30
6.2 SAP ERP Reports......................................................................................................... 33
6.3 Used Forms................................................................................................................... 34
6.4 Frequently Asked Questions..........................................................................................35

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Batch Recall
1 Purpose
In this scenario, a defect batch is identified and must be recalled from customers and prospects
who have received the batch.

A program is executed to identify all customers who received a defect batch. The user then
chooses the addresses of the appropriate contact persons, and the system prints a standard
letter to each customer to inform them of the recall. The subsequent activities for each customer
are stored in the system. Return deliveries are also entered and documented, if necessary.

To ensure that you contact all customers affected by a defect batch, you must identify if
subsequent batches are affected by the defect batch. For this purpose, you can use the standard
system function Batch where-used list that is described in detail in the standard SAP ERP
documentation. This scenario recalls a batch from a finished product or wholesale product.
Therefore you can simply find all customers who received these products. However, a vendor
could report that a raw, semi-finished, trading, or other material used in your production, does not
meet quality standards. In this case, you must determine which finished or trading materials were
produced with these defect batches.

2 Prerequisites
2.1 Master Data and Organizational Data
SAP Best Practices Standard Values

Essential master and organizational data was created in your ERP system in the implementation
phase, such as the data that reflects the organizational structure of your company and master
data that suits its operational focus, for example, master data for materials, vendors, and
customers.

This master data usually consists of standardized SAP Best Practices default values, and
enables you to go through the process steps of this scenario.

Additional Master Data (Default Values)

You can test the scenario with other SAP Best Practices default values that have the
same characteristics.

Check your SAP ECC system to find out which other material master data exists.

Using Your Own Master Data

You can also use customized values for any material or organizational data for which
you have created master data. For more information on how to create master data,
see the Master Data Procedures documentation.

Use the following master data in the process steps described in this document:

Master / Value Master / Org. data details Comments


Org. data

Material H21 Trading Good for Reg. Only use if you have activated the

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Master / Value Master / Org. data details Comments


Org. data

Trading (reorder point building block Batch Management


planning) (117).

no Serial no.; batch See sections Business Conditions


controlled (Exp. Date) and Preliminary Steps.

Material H22 Trading Good for Reg. Only use if you have activated the
Trading (reorder point building block Batch Management
planning) (117).

no Serial no.; batch See sections Business Conditions


controlled (FIFO and Preliminary Steps.
strategy)

Material F29 Finished Good MTS for Only use if you have activated the
Process Industry (PD building block Batch Management
planning) (117).

no Serial no.; with batch See sections Business Conditions


(Exp. Date) and Preliminary Steps.

Material F126 Finished Good MTS for Only use if you have activated the
Discrete Industry (PD building block Batch Management
planning) (117).

with Serial no.; with Only use if you have activated the
batch (FIFO strategy) building block Serial Number
Management (126).

See sections Business Conditions


and Preliminary Steps.

Sold-to 100003 Customer domestic 03 You can test the scenario using
party another domestic customer.

Ship-to 100003 Customer domestic 03


party

Payer 100003 Customer domestic 03

Plant 1000

Plant 1100 Depot

Storage 1030/ 1040


Location

Storage 1130 / 1140


Location

Shipping 1000
Point

Shipping 1100
Point

Sales 1000
organizatio

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Master / Value Master / Org. data details Comments


Org. data

Distribution 10
channel

Division 10

2.2 Business Conditions


The business process described in this Business Process Documentation is part of a bigger
chain of integrated business processes or scenarios. As a consequence, you must have
completed the following processes and fulfilled the following business conditions before you can
start going through this scenario:

Business condition Scenario

You have completed all relevant steps described in Prerequisite Process Steps (154)
the Business Process Documentation Prerequisite.
Process Steps (154).

To run through this scenario, you must already have Sales Order Processing: Sale from
sold some goods (with batch). Stock (109)

2.3 Roles
Use
The following roles must have been installed to test this scenario in the SAP NetWeaver
Business Client (NWBC). The roles in this Business Process Documentation must be assigned
to the user or users testing this scenario. You do not need these roles if you are not using the
NWBC interface, but the standard SAP GUI.

Prerequisites
The business roles have been assigned to the user who is testing this scenario.

Business role Technical name Process step

Employee SAP_NBPR_EMPLOYEE_S Assignment of this role is


(Professional necessary for basic functionality.
User)

Sales SAP_NBPR_SALESPERSON_S Direct Mailing creating basic


Administrator data, Processing follow-up sales
activities, Returns, Release return
order to billing

IT Administrator SAP_NBPR_IT_ADMIN_S Generate Follow-up sales


(Professional activities
User)

Warehouse SAP_NBPR_WAREHOUSECLERK_S Shipping: Return delivery,


Clerk Booking returns to unrestricted or
blocked or QI stock

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Business role Technical name Process step

Billing SAP_NBPR_BILLING_S Billing


Administrator

Sales SAP_NBPR_SALESPERSON_S Release Return Order for Billing


Administrator

Accounts SAP_NBPR_AR_CLERK_M Release Billing Documents for


Receivable Accounting
Manager

Excise Clerk SAP_NBPR_IN_EXCISECLERK_S Create Excise Invoice

3 Process Overview Table


Process step External Business Business Trans- Expected
process condition role action results
reference code

Sales Order See Batch Customer The customer


Processing: building managed got and paid
Sale from stock block 109 material Service Batches,
have been which have to
sold be recalled

Direct Mailing It is Sales VC01N_M Address-list of


creating basic necessary to Administrato customers, who
data recall the r received the
batch of a special batch is
material created

Generate Selection of IT SA38 Letter to the


Follow-up sales customers, Administrato customers and
activities who r a follow-up-
received the (Professional activities have
batch is User) been created.
available.

Processing A follow-up Sales VC01N Action


follow-up sales sales-activity Administrato according to
activities for each r the follow-up
customer sales-activity
exists. had been
performed and
documented.

Return Order Customer Sales VC01N According to


will send Administrato the follow-up
material r sales activity a
back return-order
was created

Create Return A return- Warehouse VL01N Goods have


Delivery order exists Clerk been sent back
and inspection
lot was created
automatically

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Process step External Business Business Trans- Expected


process condition role action results
reference code

Assign Batches Material is Warehouse VL02N Batch numbers


batch Clerk are assigned to
controlled the materials

Assign Serial Warehouse VL02N Serial numbers


Number Clerk are assigned to
the materials

Post Goods Warehouse VL06O The goods


Receipt Clerk / receipt is
Warehouse posted.
Manager

Release return The returned Sales V23 Billing block in


order to billing batch is Administrato return-order
unusable r was removed.
and you
have to
return the
money.

Billing Unblocked Billing VF01 Billing


items for Administrato document was
billing exist r created
in order.

Release Billing Accounts VFX3 Billing


Documents for Receivable document
Accounting Manager posted in FI/CO

Excise JV for Excise clerk J1IH Additional


Manufacturing excise posted
Plant (Optional)

Excise JV for Excise clerk J1IG Additional


Depot excise posted
(Optional)

Outgoing Accounts Open items Customer


payment Receivabl for received his
e (157) outgoing money.
payments
exist.

Closing Sales:
Operations Period
End
Closing
Operation
s (203)

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4 Process Steps
4.1 Direct Mailing Creating Basic Data
Use
In this sales activity, an employee is assigned as a contact person to the task. An address list is
created with the customers and prospective customers who received the defect batch. A letter is
also written/copied into the sales activity. This letter is printed automatically in subsequent steps.

Prerequisites
The required master data (for example, articles, prices, customers and addresses, contact
persons, batches) must be maintained in the system.

The article and batch numbers of the article to be recalled must be known. The batches have to
be delivered and billed.

Procedure
1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics Sales and Distribution Sales Support Sales
promotions Edit

Transaction code VC01N_M

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

Business role Sales Administrator

(SAP_NBPR_SALESPERSON_S)

Business role menu Sales Sales Support Edit Mailing

2. On the Description tab page, make the following entries:

Field name Description User action and Comment


values

Direct mailing: 0111 Batch Recall

Type

Comment Direct mailing / Batch Enter the batch to be recalled for


<X> <X>.

Reason 006 Batch Recall

Status Being edited

Follow-up action: 0112 Recall Follow- Value provided automatically


Sales activity Up Act

Follow-up action <Current date> Enter todays date


on
Do not choose Enter, otherwise
you might not be able to enter

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the next entries.

Organizational <Sales
unit: Sales Org. organization>

Distr. Channel <Distribution


Channel>

Division <Division>

Sold-to party For example,


1000XXX

Contact persons: #999301 Contact person has to be


Employee maintained.
respons.

3. On the Texts tab page, double-click Correspondence.

Field name Description User action and Comment


values

Correspondence Dear Sir or Enter a standard letter text


Text field Madam, (variable) containing
reference(s) to recalled batches.
Once you have entered the text,
click on Create.

4. Return to the Description tab page and choose Create immediat. (first pushbutton in the
Address List section) to create an address list.

5. In the Create Address List dialog box, make the following entries; then choose Cont.:

Field name Description User action and values Comment

Description Recall / batch X Name for address list


(variable)

Report SDCAS_RECALL Name of Report

The report creates an address list of customers, which are concerned by the batch recall.

6. Make the following settings on the Address Selection Batch Recall screen (settings are
variable based on your particular needs):

Field name Description User action and Comment


values

Sales <Sales Value not changeable


Organization organization>

Distribution <Distribution
Channel Channel>

Division <Division>

Customer <Customer Optional


Number>

Sold-to-party Sort criteria for print Select Value provided


processing automatically

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Field name Description User action and Comment


values

Material number <Material Deliveries with these


number> materials and its
batches must already
exist.

Batch Batch number used in <Batch For demo purposes, a


deliveries number> search can be
performed (F4) to find
an existing batch. You
can use the Pick-up list
for batch where used
list (SAP GUI:
transaction mb5c;
NWBC: Sales
Additional Information v
Pick-Up List) to find
delivered batches.

7. Choose Execute (F8). Note: If no addresses were found, ensure that the material and batch
were actually delivered. If no deliveries exist, no addresses can be determined.

8. Choose Display addresses (this will call up the selected addresses). Here it would be
possible to change / add the selected addresses.

9. Select all addresses from list ((NWBC: More ) Edit List Select all) and go back.

10. Choose Release and change the status.

Field name Description User action and values Comment

Status Status of sales activity Set the status to Released. (previously: being
edited)

in upper right-hand
section

11. Save the document.

12. Choose Back to return to the SAP Easy Access screen (SAP GUI)

Or

Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).

Result
A complete direct mailing campaign with a valid address list for batch recall is available in the
system.

If you save the sales activity document at some point during editing and wish to
return to the document, you can retrieve it as follows:

1. Choose (NWBC: More) Direct mailing Get choose the Sales Activity /
Mailing by Short Description tab page and make the following entries:

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Field name Description User action and Comment


values

Sales activity type 0111 Batch recall

SD document Number of the follow-up <Sales activity Optional


sales activity document number>

2. Choose Enter and double-click on the appropriate document.

The direct mailing campaign should contain an output message for the further
process.

You can check this via the menu Goto Output or within NWBC via More Goto
Output.

You should have an output type MABC with transmission medium 1 Print output and
language EN. When you select the line with output type MABC and you choose
Further data, you will see the dispatch time 1 Send with periodically scheduled job.

4.2 Generating Follow-up Sales Activities


Use
After the mailing campaign has been defined, the letters and follow-up activities are generated.

Prerequisites
The mailing campaign is completed and contains an output message of the type MABC for
further processing.

Procedure
1. Access the transaction choosing one of the following navigation options:

SAP Graphical User Interface (SAP GUI)

SAP ECC menu System Services Reporting

Transaction code SA38

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

Business role IT Administrator (Professional User) (SAP_NBPR_IT_ADMIN_S)

Business role menu IT Administration Administration ABAP Workbench


ABAP Reporting

2. Enter program RSNAST00 and choose Execute.

3. Enter the required data.

Field name Description User action and Comment


values

Output application K1 Sales activities

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Field name Description User action and Comment


values

Output type MABC Batch Recall

Printer default LOCL Or another Printer


assigned to the system.

4. Choose Execute.

5. If the Output Processing analysis dialog box is displayed, choose Continue.

6. In the Information dialog box, you will see the Status of Output (X Outputs Processed, X
Successful). Choose Continue.

7. Choose Back to return to the SAP Easy Access screen (SAP GUI)

Or

Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).

Result
In your direct mailing you can see the created follow-up sales activities by using the following
menu path: (NWBC: More) Goto Document flow.

The follow-up sales activity of type 0112 was created. The sales activity status of the source
document (of type 0111) was set to Completed. The address list was deleted.

The letters for your customer have been printed.

4.3 Processing Follow-Up Sales Activities


Prerequisites
A follow-up sales activity of type 0112 was generated for each customer after the source sales
activity 0111 was released and the standard letters for batch recall were printed.

Use
Further control of the batch recall for the individual customers is carried out via this follow-up
sales activity. The customers response and the other measures can be documented here (for
example, returns delivery, goods already sold). After the individual cases have been clarified and
the transaction completed, the sales activity can be set to Completed.

In the following scenario, a returns delivery is entered for a follow-up sales activity.

Procedure
1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics Sales and Distribution Sales Support Sales
activities Edit

Transaction code VC01N

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

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Business role Sales Administrator

(SAP_NBPR_SALESPERSON_S)

Business role menu Sales Sales Support Edit Sales Activity

2. On the menu choose (NWBC: More) Sales activity Get.

3. Enter the required data on the Sales activities tab page.

Field name Description User action and Comment


values

Sales activity type 0112 Recall control

Sales activity no. Number of the <Sales activity Optional document


follow-up sales document number> can be selected from a
activity list

4. Choose Enter and then double-click the appropriate document.

5. On the Description tab page, enter the following values:

Field name Description User action and values Comment

Reason 006 Batch Recall

Initiator Us

Status Being edited

Outcome 007 Batch Returns

Outcome Analysis 007 Recall with


Returns

6. On the Partner part which is on the right up corner of the screen, enter the following values:

Field name Description User action and Comment


values

Employee respons. #999301 This is an employee that was


installed by this building block.

Contact person <variable> If not automatic, select a contact


person.

7. On the Texts tab page, double-click Preparation.

Field name Description User action and values Comment

Preparation text field Returns delivery expected Enter text (variable)

8. Return to the Description tab page and save.

9. Choose Back to return to the SAP Easy Access screen (SAP GUI)

Or

Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).

Result

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The follow-up sales activity of type 0112 was edited. A returns delivery is anticipated, and the
activity has a status, Being edited.

4.4 Return Order


Use
As part of batch recall, returns can be entered directly from the sales activity. This establishes a
content-based relationship between the sales activities and the return deliveries. The individual
activities, as such, can be better understood and monitored.

When the operation is completed, the sales activity can be set to Completed.

Procedure
The follow-up sales activity is the basis for entering returns. As an alternative to the procedure
described here, you can also enter the returns directly when processing the sales activity before
saving in the previous step. If you have already saved the sales activity, proceed with this next
section.

1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics Sales and Distribution Sales Support Sales
activities Edit

Transaction code VC01N

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

Business role Sales Administrator

(SAP_NBPR_SALESPERSON_S)

Business role menu Sales Sales Support Edit Sales Activity

2. From the menu choose (NWBC: More) Sales activity Get.

3. Enter the required data.

Field name Description User action and values Comment

Sales activity type 0112 Recall control

SD document <Sales activity Number of the follow-up


document number> sales activity

4. Choose Enter and double-click the entry found.

5. From the menu choose (NWBC: More) Follow-up actions Returns. A return is created
from the sales activity.

6. The default data, for example, sold-to party and terms of payment, is now copied to the
returns order. Enter the additional data that is required on the Create Returns: Overview
screen.

Field name Description User action and values Comment

PO Number For example, Recall

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Field name Description User action and values Comment

Control

Order reason YB1 Return from Recall

Material <Material number> Enter the material you


are using in the process.

Order quantity Enter a quantity. variable

Plnt <Plant> 1000 for manufacturing


plant

1100 for depot

7. Choose Enter.

8. Choose Display item details. Select the Shipping tab page and enter a Storage Location for
returns (for example, 1060 in plant 1000, or 1160 in depot 1100)

9. Save the document. After the returns document is saved, you return automatically to the sales
activity. Note the Return Sales Order Number.

10.Set the Status to Completed, and save the document.

11. Choose Back to return to the SAP Easy Access screen (SAP GUI)

Or

Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).

Result
The system contains a return order for returning x pcs. of the recalled article.

4.5 Creating Return Delivery


Use
In this step you create the return delivery.

Procedure
1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics Sales and Distribution Sales Order


Subsequent functions Outbound Delivery

Transaction code VL01N

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

Business role Warehouse Clerk

(SAP_NBPR_WAREHOUSECLERK_S)

Business role menu Warehouse Management Shipping Outbound

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Delivery Create Delivery

2. Make the following entries:

Field name Description User action and values Comment

Shipping point <Shipping point>

Selection date <Todays date>

Order <Order number from


previous step>

3. Choose Enter.

4. Choose Save (If the message Document is incomplete: You can not save the delivery
appears confirm the warning message with Enter. The message will only appear if serial
number controlled materials are involved. Serial number assignment will be done separately
within one of the following steps).

5. Choose Back to return to the SAP Easy Access screen (SAP GUI)

Or

Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).

Result
A return delivery is created.

4.6 Assigning Batches


Use
In this activity you assign batches to the relevant delivery items.

Procedure
1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics Sales and Distribution Shipping and


Transportation Outbound Delivery Change Single
Document

Transaction code VL02N

2. On the Change Outbound Delivery screen, enter the outbound delivery number, and choose
Enter.

3. On the Picking overview, enter the returned batch number for the materials to which you
need to assign batches.

4. Choose Save (If the message Document is incomplete: You can not save the delivery
appears confirm the warning message with Enter. The message will only appear if serial
number controlled materials are involved. Serial number assignment will be done separately
within one of the following steps).

5. Choose Back to return to the SAP Easy Access screen (SAP GUI).

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Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

Business role Warehouse Clerk

(SAP_NBPR_WAREHOUSECLERK_S)

Business role menu Warehouse Management Shipping Outbound


Delivery Change Delivery

1. Enter your delivery and choose Enter.

2. On the Picking overview, enter the batch number for the materials to which you need to
assign batches.

3. Choose Save (If the message Document is incomplete: You can not save the delivery
appear confirm the warning message with Enter. The message will only appear if serial
number controlled materials are involved. Serial number assignment will be done separately
within one of the following steps).

4. Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).

Result
Batch numbers are assigned to the delivery items.

4.7 Assigning Serial Number (Optional)


Use
In this activity you assign serial numbers to the materials.

This step is to be used if Serial Number Management is activated.

Procedure
1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics Sales and Distribution Shipping and


Transportation Outbound Delivery Change Single
Document

Transaction code VL02N

2. On the Change Outbound Delivery screen, enter the delivery number, and choose Enter.

3. Select the material to which you need to assign a serial number and choose Item Details.

4. On the Returns Delivery XXX Change: Item Details screen, choose Extras Serial
Numbers.

5. In the Maintain Serial Numbers dialog box, select the serial number from the input help.
Make sure that the serial number comes from the batch determined in step 4.6 in case the
material is batch controlled (for example, F126). For testing purposes you can alternatively
choose Create serial number automatically in case the exact serial number for the batch
assigned in the previous step is not known.

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6. Save your delivery.

7. Choose Back to return to the SAP Easy Access screen (SAP GUI).

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

Business role Warehouse Clerk

(SAP_NBPR_WAREHOUSECLERK_S)

Business role menu Warehouse Management Shipping Outbound


Delivery Change Delivery

8. Enter your number and choose Enter.

9. On the Returns Delivery XXX Change: Overview screen, select the material to which you
need to assign a serial number and choose Item Details.

10. On the Returns Delivery XXX Change: Item Details screen, choose More Extras
Serial Numbers.

11. In the Maintain Serial Numbers dialog box, select the serial number from the input help.
Make sure that the serial number comes from the batch determined in step 4.6 in case the
material is batch controlled (for example, F126). For testing purposes you can alternatively
choose Create serial number automatically in case the exact serial number for the batch
assigned in the previous step is not known.

12. Save your delivery.

13. Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).

Result
Serial numbers are assigned to the materials.

4.8 Posting Goods Receipt


Use
In this step the goods receipt will be posted.

No accounting and controlling documents are generated, because this is a transfer into the stock
type return which is none valuated. Further transfer postings will valuate the quantity if
applicable.

Procedure
1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics Logistics Execution Outbound Process


Goods Issue for Outbound Delivery Outbound Delivery
Lists and Logs Outbound Delivery Monitor

Transaction code VL06O

2. Choose For Goods Issue.

3. Make the following entries:

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Field name Description User action and values Comment

Shipping Point <Shipping point>

4. Choose Execute (F8).

5. Select the relevant delivery.

6. Choose Post Goods Issue. (Choose todays date in the dialog box.)

7. Choose Back to return to the SAP Easy Access screen (SAP GUI).

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

Business role Warehouse Manager


(SAP_NBPR_WAREHOUSEMANAGER_M)

Business role menu Warehouse Management Shipping Outbound Delivery

1. Select the Due for Post Goods Issue tab page.

2. Expand Display Quick Criteria Maintenance, make the following entry and choose Apply:

Field name Description User action and values Comment

Shipping point <Shipping point>

3. Select your delivery and choose Goods issue.

4. The system issues the message Delivery <delivery number> was posted as a goods issue

5. Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).

Result
The goods receipt for the return delivery has been posted.

The return storage location is not relevant for MRP and ATP (Available to Promise).
This means that the returned quantity will not be available for other customer orders.
A transfer posting from the return storage location into the standard storage location
must be processed in order to make the goods available.

4.9 Releasing Return Order for Billing


Use
The return order has been set up for manual release. This is done in order to add a check of the
credit memo to ensure that the entries are correct.

Procedure
1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics Sales and Distribution Sales Information


System Worklists Sales Documents Blocked for

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Billing

Transaction code V23

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

Business role Sales Administrator

(SAP_NBPR_SALESPERSON_S)

Business role menu Sales Billing Sales Documents Blocked for Billing

2. On the initial screen, make the following entries:

Field name Description User action and values Comment

Sales <Sales organization>


organization

Distribution <Distribution channel>


channel

Division <Division>

Entered on <Beginning of date


range>

Entered on to <Ending of date range>

3. Choose Execute.

The system may issue the information message, Execute selection report
SDSPESTA first. Confirm this message.

4. On the next screen, select the document, and then choose Edit sales doc. (Confirm system
messages with ENTER).

5. On the Change Returns 6xxxxxxx : Overview screen, in the Billing block dropdown, select
the blank entry to remove the billing block.

6. Choose Save.

7. Choose Back to return to the SAP Easy Access screen (SAP GUI)

Or

Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).

Result
The billing block is removed.

4.10 Billing
Prerequisites
The billing block in the return order is deleted.

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Procedure
1. Access the transaction choosing the following navigation option:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics Sales and Distribution Billing Billing


Document Process Billing Due List

Transaction code VF04

2. Enter the relevant search criteria, deselect the Delivery-related flag and select the Order-
related flag. Choose DisplayBillList (F8).

3. Select a row with the sales document you want to bill and choose Individual billing
document.

4. Choose Save.

5. Choose Back to return to the SAP Easy Access screen (SAP GUI).

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

1. Access the transaction choosing the following navigation option:

Business role Billing Administrator

(SAP_NBPR_BILLING_S)

Business role menu Sales Billing

2. On the Billing screen, choose Billing Due List tab page (refresh the current query if
necessary).

3. Enter the relevant search criteria; select the Order-Related flag. Choose Apply.

4. Mark the lines with the sales documents you want to bill then choose Billing in Background.

5. The system will provide you with a list of the created billing documents.

6. Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).

Result
A billing document has been created

The printout of the invoice is executed automatically and immediately (see settings
in SAP GUI transaction VV33 for Output Type RD00 and defaults in your user
settings in transaction SU3).

You also have the possibility to start the printout manually:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics Sales and distribution Billing Billing document
Display

Transaction code VF03

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1. Go to transaction VF03. On the Display Billing Document screen, choose Billing


document Issue Output to from the menu.

2. Select the line with message type RD00.

3. Choose Print.

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

Business role Billing Administrator

(SAP_NBPR_BILLING_S)

Business role menu Sales Billing Change Billing Document

1. Enter the billing document number.

2. Choose More Billing document Issue Output To.

3. Select the relevant output and choose Print.

4.11 Releasing Billing Documents for Accounting


Use
The billing document for return order has been set up for manual release. This is done in order to
add a check of the billing document to ensure that the entries are correct before posting the
accounting documents.

Procedure
1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics Sales and Distribution Billing Billing Document
Blocked Billing Docs

Transaction code VFX3

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

Business role Accounts Receivable Manager

(SAP_NBPR_AR_CLERK_M)

Business role menu Accounts Receivable Posting Billing Release Blocked


Billing Documents for Accounting

2. On the Release Billing Documents for Accounting screen, make the following entries:

Field name Description User action and values Comment

Sales Organization <Sales Organization>

Created On <Start Date>

Created to <End Date.>

Accounting Block

3. Choose Execute (F8).

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4. Select the billing document and choose Release to Accounting (Shift+F6).

5. Choose Save.

6. Choose Back to return to the SAP Easy Access screen (SAP GUI)

Or

Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).

Result
The corresponding documents were generated for financial accounting and profitability analysis.

Financial postings:

Material Debited Accounts Credited Accounts Cost Element / CO Object

Trading Good 31111100 Sal-Dom- 23203110 Dbtr-Dom 23203110


(HAWA) Dir-TG

32530001 ED clctd
on sal

16622121 CST
pybl-BP 21

Finished Good 31111100 Sal-Dom- 23203110 Dbtr-Dom 23203110


(FERT) Dir-TG

32530001 ED clctd
on sal

16622121 CST
pybl-BP 21

4.12 Excise JV for Manufacturing Plant (Optional)


Use
This step is only carry out in manufacturing plant (1000). In this process you post the excise JV
to write off the excise credit availed during goods return.

Procedure
1. Access the activity choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu SAP Easy Access India Localization Menu (J1ILN) Indirect
Taxes Excise JV Create

Transaction code J1IH

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

Business role Excise Clerk

(SAP_NBPR_IN_EXCISECLERK_S)

Business role menu CIN Create Excise JV

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2. On the Excise JV- Main Menu screen, choose from (NWBC: More) Excise JV Create
with ref to Exc Inv Diff exc ,and make the following entries:

Field name Description User action and values Comment

Document <Enter the billing document Invoice document


Number number > number

Document Year <Year>

Company Code 1000

Plant 1000

Excise Group 21 for plant 1000 51 for depot 1100

Subtransaction -
Type

3. On the Modvat Account Selection sub-screen, choose RG23A.

4. Choose Enter.

5. On the Create Excise JV - Details wrt exc inv XXXXXXXX for diff exc po screen, choose
Details. And make the following entries:

Field name Description User action and values Comment

Material <material no.>

Quantity < Quantity >

Unit <Unit of Measure> For example: NOS

BED Amount <Value> Tax value for condition


type JEXP

ECS Amount <Value> Tax value for condition


type JECS

SECess <Value> Tax value for condition


amount type JHCS

6. Choose Save.

7. Choose Enter twice to confirm the pop-up screens.

8. Choose Back to return to the SAP Easy Access screen (SAP GUI)

Or

Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).

Result
The Excise JV has been posted to write off the excise credit availed for Credit Memo.

4.13 Excise JV for Depot (Optional)


Use

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This step is only carry out in Depot (1100). In this process you post the excise JV to write off the
excise credit availed during goods return.

Prerequisites
Material document is created.

Procedure
1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Indian Localization Menu (J1ILN) Indirect Taxes Procurement
Excise Invoice For Depot Create/ Change/ Display

Transaction code J1IG

Option 2: SAP Net Weaver Business Client (SAP NWBC) via Business Role

Business role Excise Clerk

(SAP_NBPR_IN_EXCISECLERK_S-S)

Business role menu CIN RG23D register receipt at depot

2. On the Excise invoice at Depot screen, choose Capture.

3. On the Capture excise invoice at depot screen, make the following entries:

Field name Description User action and values Comment

Reference

Excise Group Excise Group Enter the Depot Excise


Group, for example:51

Purchase Order Purchase Order Grayed out

Material Document Material Document Enter the material


document number

Fiscal Year Fiscal Year Defaulted

4. Choose Details. The line items in the material document will be displayed.

5. On the Capture excise invoice at depot screen, select each line item and choose More
documents and make the following entries.

Field name Description User action and values Comment

Int.Doc No. Internal document Leave Blank System generates


Number a number after
SAVE.

Year Year <Year>

Excise Excise invoice Enter the Excise Invoice


Invoice number created

Exc.Inv.No. Excise Invoice Number Defaulted by the system

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Exc.Inv.Date Excise Invoice Date Enter the excise invoice date If entered in the
earlier screen
System Defaults it

Item Line item in the Line item in Material Defaulted


document

Chapter Id Chapter ID of the Default value from system Defaulted


material

Challan Qty Challan Qty Enter Qty User Entry

Excise UOM Excise UOM Default value from system Defaulted

REcv.UOM REcv.UOM Default value from system Defaulted

Excise Base Excise Base Enter the Excise Base: User Entry

BED % Basic Excise Duty Enter BED, for example:8% User Entry

ECS % Education Cess Enter ECS ,for example:2% User Entry

SECess % Secondary Education Enter TAX% or SECess %: User Entry


Cess for example:1%
(Tax1%)

RG23A SNo. RG23A serial no. Enter RG23A serial no. For User Entry
example: 10002

Choose Additional Data button to store any additional information pertaining to this transaction

Any information can be added or deleted using ADDITION/DELETE ROW icon

If any warning message appears, you can ignore this message.

6. Then choose Back (F3) and check the cumulated values of BED/ECS/SECess

7. Then post or save the document.

8. Choose Back to return to the SAP Easy Access screen (SAP GUI)

Or

Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).

Result
Depot Excise Invoice (RG23D Entry) is posted.

5 Follow-up Processes
You have finished all activities that are part of the business process described in this document.

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To accomplish subsequent activities of this business process, carry out the process steps
described in one or more of the following scenarios, using the master data from this document.

Accounts Receivable (157)


Use
In this activity you post the outgoing payment.

Procedure
Complete all activities described in the Business Process Documentation of the scenario
Accounts Receivable (157) (Chapters Post Payment using Automatic Payments Program or
Outgoing Payments - manually) using the master data from this document.

Return to Vendor (136) (Optional)


Use
In this activity, you dispose of the inventory by returning to the vendor. Do not process any other
activities in this document after running the external process.

Procedure
Complete all activities described in the Business Process Documentation of the scenario: Return
to Vendor (136) using the master data from this document.

Stock Handling: Scrap and Blocked Stock (131) (Optional)


Use
In this activity the returned material can be blocked or scrapped.

Procedure
Complete all activities described in the Business Process Documentation of the scenario: Stock
Handling: Scrap and Blocked Stock (131) using the master data from this document.

Rework Processing (Stock-Manufactured Material) (151)


(Optional)
Use
This process focuses on rework activities and material postings after production execution for the
original material (including goods receipt of the product) with an additional rework production
order.

Procedure
Complete all activities described in the Business Process Documentation of the scenario:
Rework Processing (Stock-Manufactured Material) (151) using the master data from this
document.

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Sales: Period End Closing Operations (203) (Optional)


Use
This scenario describes the collection of periodic activities such as day ending activities or legal
requirements like Intrastat and Extrastat reporting.

Procedure
Complete all activities described in the Business Process Documentation of the scenario Sales:
Period End Closing Operations (203) (Chapters Review Incomplete Sales Orders, Review
Incomplete SD Documents (deliveries) and Review List Blocked (for accounting) Billing
Documents) using the master data from this document.

6 Appendix
6.1 Reversal of Process Steps
In the following section, you can find the most common reversal steps, which you can take to
reverse some of the activities described in this document.

Direct Mailing creating basic data

Transaction code (SAP GUI) VC01N_M

Reversal: Delete direct mailing

Transaction code (SAP GUI) VC01N_M

Business role Sales Administrator

(SAP_NBPR_SALESPERSON_S)

Business role menu Sales Sales Support Edit Mailing

Comment Use Get to select the right direct mailing and Delete.

Generate Follow-up sales activities

SA38
Transaction code (SAP GUI)
RSNAST00

Reversal: Delete following-up sales activity

Transaction code (SAP GUI) VC01N

Business role Sales Administrator

(SAP_NBPR_SALESPERSON_S)

Business role menu Sales Sales Support Edit Sales Activity

Comment Use Get to select the right sales activity and Delete

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Create Return Order

Transaction code (SAP GUI) VC01N

Reversal: Delete return order

Transaction code (SAP GUI) VA02

Business role Sales Administrator

(SAP_NBPR_SALESPERSON_S)

Business role menu Sales Complaints Change Complaint

Comment Choose the menu Sales Document Delete.

Create Return Delivery and Post GR

Transaction code (SAP GUI) VL01N

Reversal: Delete Delivery

Transaction code (SAP GUI) VL02N

Business role Warehouse Clerk

(SAP_NBPR_WAREHOUSECLERK_S)

Business role menu Warehouse Management Shipping Outbound


Delivery Change Delivery

Comment Enter the Outbound delivery number and choose Enter.

Choose the menu Outbound Delete.

Assign Batches

Transaction code (SAP GUI) VL02N

Reversal: Edit Batch Number

Transaction code (SAP GUI) VL02N

Business role Warehouse Clerk

(SAP_NBPR_WAREHOUSECLERK_S)

Business role menu Warehouse Management Shipping Outbound


Delivery Change Delivery

Comment Delete the batch number.

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Assign Serial Number

Transaction code (SAP GUI) VL02N

Reversal: Edit Serial Number

Transaction code (SAP GUI) VL02N

Business role Warehouse Clerk

(SAP_NBPR_WAREHOUSECLERK_S)

Business role menu Warehouse Management Shipping Outbound


Delivery Change Delivery

Comment Choose Extras Serial Numbers, then delete the serial


number

Post Goods Issue

Transaction code (SAP GUI) VL06O

Reversal: Reverse Goods Issue

Transaction code (SAP GUI) VL09

Business role Warehouse Clerk

(SAP_NBPR_WAREHOUSECLERK_S)

Business role menu Warehouse Management Shipping Outbound


Delivery Cancel Goods Issue for Delivery Note

Comment Enter the outbound delivery number, and then choose


Execute.

Remove Billing Block

Transaction code (SAP GUI) V23

Reversal: Re-assign Billing Block

Transaction code (SAP GUI) VA02

Business role Sales Administrator

(SAP_NBPR_SALESPERSON_S)

Business role menu Sales Complaints

Comment Mark your return order and choose Change.

Re-assign billing block in Change Sales document


screen.

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Billing

Transaction code (SAP GUI) VF04

Reversal: Cancel Billing document

Transaction code (SAP GUI) VF11

Business role Billing Administrator

(SAP_NBPR_BILLING_S)

Business role menu Billing Billing Cancel Billing Document

Comment Go to transaction VF11, enter the relevant billing


document number, choose Enter and save your result. An
invoice cancellation document has been created
balancing the original invoice.

6.2 SAP ERP Reports


Use
The table below lists the reports that you can use to obtain additional information on this
business process.

You can find detailed descriptions of the individual reports in the following BPD
documents, which provide a comprehensive compilation of all important reports:

Financial Accounting: SAP ERP Reports for Accounting (221)

Logistics Processes: SAP ERP Reports for Logistics (222)

Note that the descriptions of some reports that are an indispensable part of the process flow may
be located directly in the section where they belong.

Reports
Report title Transactio Business role Business role Comment
n code (NWBC) menu (NWBC)
(SAP GUI)

Sales Support VC05 Sales Manager Sales Sales List of Sales


Monitor (SAP_NBPR_S Performance Activities
ALESPERSON Sales Sales
_M) Support Monitor

Outbound VL06O Warehouse Warehouse Overview of


Delivery Manager Management workloads
Monitor (SAP_NBPR_ Warehouse
WAREHOUSE Monitoring
MANAGER_M) Monitor Outbound
Delivery Process
Outbound Delivery
Monitor

Material MB51 Purchaser Purchasing Sequence of stored

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Report title Transactio Business role Business role Comment


n code (NWBC) menu (NWBC)
(SAP GUI)

Documents (SAP_NBPR_P Goods Movement documents


URCHASER_S and Stocks
) Material
Documents
Material Doc. List

Stock Overview MMBE Warehouse Warehouse Very detailed


Manager Management overview for one
(SAP_NBPR_ Inventory Control material
WAREHOUSE Stock Overview
MANAGER_M)

Warehouse MB52 Warehouse Warehouse Overview for more


Stock Manager Management materials
(SAP_NBPR_ Inventory Control
WAREHOUSE Environment
MANAGER_M) List of Warehouse
Stocks on Hand

6.3 Used Forms


Use
In some of the activities of this business process, forms were used. The table below provides
details on these forms.

Common form Form type Used in process step Output Technical name
name type

Sales Activity Batch SAPscript Generate follow-up MABC YB_SD-CAS-


Recall sales activities MAIL

Delivery Note Smart Shipping: returns LD00 YBIN_SDDLN


Form delivery

Sales Invoice Smart Create billing RD00 YBIN_SDINV


Form

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6.4 Frequently Asked Questions


Questions Answers

Is it possible to choose another type of follow- Yes, there are several kinds of follow-up
up activity? activities you can choose from. You can also
easily create your own. You then just have to
assign this activity in the transaction Define
Sales Activity Types.

Is it possible to issue the output to another Yes. You just need to configure the output
output type? processing. There you can choose and define
the necessary parameters.

How can I schedule the program to create You can create a Job in transaction SM37.
and print letters to run at a specific time and
date?

How do you manage the quality of incoming The movement of material allow recording of
goods? stock status one of them being quality stock
status which exempts the stock quantity
from MRP.Detailed quality results require SAP
Quality Management module.

Can I control who has authorization to Yes. Through profiles and authorizations
release documents to billing? assigned to those profiles. Then you assign
the profile to the employees that are allowed
to perform that task.

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