VA02 - Change Sales Order

Use these steps to change a sales order (or billing request; both are "sales documents") for a cost reimbursable project.

1. Get started (SAP menu path, fast path)
2. Change sales order: initial screen
3. Change project order: overview
4. Change project order: header data (including Payer)
5. Change project order: item data
6. Save changes

Notes: Re Sales Orders: To enter the primary sponsor's grant or contract number so that it will be printed on the bills for Statement of Expenditure (Form X015), see step 3.

To change the customer number on a sales order, you need to assign the sales order to an "inactive" WBS element (see step 5), and then create a new sales order with correct customer number.

Re Billing Requests: This transaction is the only way to modify a billing request after the billing block has been removed (for example, to Reject all line items). For billing requests that are blocked, you should use V.23.

1. Get Started

• SAP menu path

  Role ZSBM=>Cost Reimbursable=>Sales Orders=> VA02 - Change Sales Order

• SAP Fast Path

  At the Command Line, enter: /nVA02

2. Change Sales Order: initial screen

• Enter order number:
  

  

  Order (Enter sales order number; range is 1 - 4999999)

  Notes: To display/change an unblocked billing request, enter its 8-digit number (70000000 - 79999999). Click here to Reject all Line Items. For billing requests that are blocked, you should use V.23.

• or ENTER

  If you enter a valid sales order number, the Change Project: Overview screen displays, as shown below.

3. Change Project Order: overview

You must enter the primary sponsor's grant or contract number on the Sales Order overview screen (above) under Purch.order no. to enable the primary sponsor's grant or contract number to print on bills for Statement of Expenditure (Form X015). To view a sample screen, click here.

You can display information about all billing requests for a sales order. To do so, select Environment -> Display document flow from the Change Project Order screen (shown here in steps 3 - 5).

4. Change Project Order: header data

To change header data,

1. On Change Project Order: overview screen, click on Item box of first line item (or put cursor in one of its fields; see above),

   

2. From menu bar, select GoTo >> Header then select an option, for example Sales.

   The Change Project Order: Header Data screen displays, as shown below. On the sample screen, the Sales tab is open.

   

3. Type over data to make changes.

   For example, select the Partners tab, as shown below.

   To change payer, type over Partner column for Payer row. (The Sold-to field cannot be changed, and Ship-to and Bill-to fields are not used.) When you click on Save, the line item fields are changed automatically to match the header fields.

   

4. To return to Overview screen, select GoTo >> Overview from menu bar.
   

5. Change Project Order: item data

To change item data, for example account assignment,

1. On Change Project Order: overview screen, click on Item box of first line item (or put cursor in one of its fields; see above),

   

2. From menu bar, select GoTo >> Item then select an option, for example Account assignment.

   The Change Project Order: Item Data screen displays, as shown below. On the sample screen, the account assignment tab is open.

3. Type over data to make changes.

   Note: To inactivate the sales order (for example, if customer number is incorrect), assign WBS element of 9988800 or 9998800.

4. To return to Overview screen, select GoTo >> Overview from menu bar.

6. Save changes

• Click on to save changes.

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