In SAP SD, an inquiry is a document that records a customer’s request for information regarding products or services. It’s the initial step in the sales process, often leading to a quotation and, eventually, a sales order.
How to Create an Inquiry in SAP SD: A Beginner’s Guide
Creating an inquiry in SAP SD (Sales and Distribution) is a crucial task for professionals involved in the sales department of an organization that utilizes SAP software. An inquiry is the initial step in the sales process, where a potential customer expresses interest in purchasing products or services. This guide aims to demystify the process of creating, changing, and displaying inquiries, making it accessible for beginners in the field.
What is an Inquiry in SAP SD?
An inquiry in SAP is a document that captures a customer’s interest in products or services without any obligation to purchase. It records the details of what the customer is inquiring about, such as product specifications, quantities, and delivery dates. This document serves as a reference point for generating quotations and, eventually, sales orders if the customer decides to proceed.
Creating an Inquiry in SAP SD (T CODE: VA11 – CREATE)
How to Begin the Inquiry Creation Process
To start creating an inquiry, you’ll need to navigate to the SAP SD module:
- Enter the transaction code VA11 in the SAP command field to open the “Create Inquiry” screen.
- Choose the IN – INQUIRY document type, which classifies the document you are about to create.
- Specify the AFN – STANDARD ITEM category to detail the type of items being inquired about.
Once in the VA11 transaction, you’ll need to input specific information about the customer and the products or services they’re inquiring about. After entering all relevant details, save the document. Note down the inquiry document number for future reference. Each step is crucial as it defines the nature of the inquiry, the customer’s needs, and the items they are interested in.
What are the Key Components in the Quotation Process?
Document Types and Item Categories
- The document type QT – QUOTATION and item category AGN – STANDARD ITEM define the ‘what’ in the quotation process. They determine:
- The structure and requirements of a quotation document.
- How each item within the quotation is handled by the system.
Sales Document Type – Quotation
Important Data Tables
When creating an inquiry, you’ll encounter several tables where data must be accurately entered:
- VBAK – HEADER DATA: This table is for entering data that pertains to the entire inquiry, such as the ‘Sold to party’—the main customer account number.
- VBAP – ITEM DATA: Here, item-specific details are recorded. This includes the ‘Material’ number, which refers to the specific products the customer is inquiring about.
- VBEP – SCHEDULE LINE DATA: This section captures the logistics information, like ‘Confirmed delivery date/quantity’, which indicates when and how much of the product can be delivered.
Each of these tables plays a vital role in ensuring that the inquiry is complete and can be referenced accurately for future sales processes.
Changing an Inquiry (T CODE: VA12 – CHANGE)
If you need to modify any details of an existing inquiry, you can do so by using the VA12 transaction code. This functionality allows you to update or correct information to reflect any changes in the customer’s request or product availability.
Displaying an Inquiry (T CODE: VA13 – DISPLAY)
To view the details of an inquiry without making any changes, use the VA13 transaction code. This is particularly useful for reviewing the terms, conditions, and items inquired about before moving on to the next steps in the sales cycle.
Generating Reports (T CODE: VA15 – LIST OF INQUIRIES)
Lastly, the VA15 transaction code is used to generate reports that list all inquiries. This can be used for analysis, tracking the status of potential sales, and planning future engagements with customers.
By following these steps and understanding the significance of each element within the SAP SD module, beginners can efficiently create inquiries that form the foundation of successful customer relationships and sales transactions.