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Author's profile photo Jignesh Mehta

Free Good Sales Order control via Third Party System

Hello All,

In most of the industries there is a concept of issuing Free Goods to prospective Customers. Also whenever new Products are introduced in markets, free samples are given to existing Customers.

We can create Free Good Sales Order in SAP, in standard system Delivery Block is proposed in this Sales Order, which an authorized person can remove & subsequently Delivery / PGI is created.

Now, imagine a scenario where the Authorized person (to remove the Delivery blocks in Free Goods Sales Order) is very busy / travelling & not having access to SAP. Even if he has access to SAP, Sales Managers & Leads generally do not have time to login to SAP system & remove the Delivery blocks in such Free Orders which may be in hundreds every day. Also given these days of Smartphones & Tablet PC’s, it is difficult for Sales Managers to physically login to SAP system from their desktops / Laptops.

To resolve the above issue, we developed a ABAP code & couple of BAPI’s to control Free Good Sales orders.

1.   Whenever a Free Good Order is created, system proposes Delivery Block (via inserting Delivery Block in Sales Document Type)

2.   With help of Basis Team, we removed the Authorization for Activity 43 (Release) for Authorization Object V_VBAK_AAT for ZFRS (Free Goods) Sales Order Types. Due to this, nobody can release the delivery block in Free Goods Sales Order through T-Code VA02. (Except for couple of Master SAP User ID’s

3.   A BAPI was created which fetches that basic Sales Order data like: Sales Document Number, Order Date, Sales Area, Sold-To-Party, Material Number, Description, Sales Unit, Quantity, Value, Plant, etc

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4.   The client’s Third Party application is Lotus Notes & their developers scheduled the Lotus Notes application to call the above BAPI every 30 minutes to fetch the Free Gods Sales Order created in last 30 minutes. Subsequently a workflow is triggered in Lotus Notes & based on total value of the Order the multiple level of approvals are requested. Once the final approval (Accept / Reject) is received in Lotus Notes, it sends the data back to SAP.

5.   To fetch the incoming data from Lotus Notes, another BAPI was created which receives the Sales Order Number & Accept / Reject data.

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6.   If the incoming data is A (Accept) the BAPI removes the Delivery Block in Free Goods Sales Order.

This above development provides freedom to Sales Managers to approve the Free Goods Sales Order while travelling & without login to SAP system.

Thanks,

Jignesh Mehta

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      18 Comments
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      Author's profile photo Former Member
      Former Member

      Hai jiginesh sir ..

      Thank you so much for sharing good document ..

      Author's profile photo Jignesh Mehta
      Jignesh Mehta
      Blog Post Author

      Thank you Venu.

      Nice picture of Rainbow in your avatar.

      Thanks,

      Jignesh Mehta

      Author's profile photo ' MoazzaM '
      ' MoazzaM '

      Jignesh

      This is v ery good approach and really helful for others. I also had once similar requirement and I suggested them to create android app for this which could be install on every android device. But lotus note app and use of BADIs is also useful. Thank you for sharing

      Thank$

      Author's profile photo Jignesh Mehta
      Jignesh Mehta
      Blog Post Author

      Hello Moazzam,

      Thank you.

      Yes. Due to usage of BAPI's the Z-Development in SAP is reduced to a large extent. In the above case the Z-development in SAP is limited to removing Delivery Block in SAP from background.

      All the rest of workflow & approval process is desinged & implemented in Lotus Notes. Also Lotus Notes is available almost all the employees of the client.

      Thanks,

      Jignesh Mehta

      Author's profile photo ' MoazzaM '
      ' MoazzaM '

      True. But in my this company Lotus note is out dated. We are not using Lotus Note anymore and are shifted to sharepoint now. But still lotus note is used in many companies but it depends which legacy system you are using. If you are on lotus note then you can develop app and workflow in it or you can also use PHP or android etc. But methodoly will be same and this document will be helpful in either case.

      Thank$

      Author's profile photo Former Member
      Former Member

      Very Helpful...Many Thanks.

      Best Regards,

      Naresh K.

      Author's profile photo Jignesh Mehta
      Jignesh Mehta
      Blog Post Author

      Thank you Naresh

      Author's profile photo Srinu S
      Srinu S

      Hi Jignesh,

      Very much useful document. Thank you for sharing this requirement and solution.

      thanks,

      Srinu.

      Author's profile photo Jignesh Mehta
      Jignesh Mehta
      Blog Post Author

      Thank you Srinu

      Author's profile photo Former Member
      Former Member

      Thank you Jignesh for sharing this solution 🙂

      Author's profile photo Jignesh Mehta
      Jignesh Mehta
      Blog Post Author

      Thank you Karuna.

      Author's profile photo Suman Sardar
      Suman Sardar

      Nice idea Jignesh sir,We have done some similar development in our organization but in PHP as we don't have Lotus notes.Keep sharing I really learn a lot from your post.

      Thanks,

      Suman$

      Author's profile photo Jignesh Mehta
      Jignesh Mehta
      Blog Post Author

      Thank you Sumun. Kind words from you all keeps me motivated to share document here.

      Thanks,

      Jignesh Mehta

      Author's profile photo TW Typewriter
      TW Typewriter

      Jignesh,

      Very nice! Thanks!

      Worth reading many times!

      Author's profile photo Former Member
      Former Member

      Hi Jignesh thanks for sharing the useful document. 🙂

      Author's profile photo Shiva Vasireddy
      Shiva Vasireddy

      Hi Jignesh,

      This is very Effective.

      Regards

      Siva

      Author's profile photo venu gopal
      venu gopal

      Hi Jiginesh sir,

      Very good presented

      Author's profile photo venu gopal
      venu gopal

      Hi Jignesh sir,

      Well presented.