Printing an order in SAP
Printing a hard copy of an existing order in SAP ERP / R/3 can be a bit of a process. There is no easy "Print" button that you can just click on that will send an order summary to the printer. While printing from the SAP VA02 screen is not difficult, there are a few steps involved. We'll walk through them below.
First, go to the VA02 (Change Order) Screen. Type VA02 in the window in the upper left corner of the screen if you're in the User Menu (or /NVA02 if you're in any other screen), and press Enter. Type an SAP order number into the text box next to where it says "Order" and hit Enter. Click through any pop ups. Your SAP order will now appear on your screen in change mode.
To print the order, take your cursor to the top of the screen and click on Extras. Go down the menu that appears and click on "Output". Click on the arrow to the right and click "Header" and then "Edit".
You will now see the output screen. If you want to print an order confirmation, click on an empty field under the Output column. A box should appear to the right of the empty field. Click the box, and a menu should appear. Choose the Order Confirmation option. In the case pictured below, you can also just type BA00 in the text box to automatically choose Order Confirmation, but this can vary depending on how your enterprise uses SAP.
Under the Medium column, choose what kind of output you want from the drop-down menu. You can choose Fax, E-mail, or in this case, Print Output.
Click on the Further Data button (above the Partner column). This will take you to a screen with a drop-down menu labeled "Requested Processing". On the drop-down, choose Send Immediately (when saving the application). Click the green back button near the top middle of the screen to go back to the output screen.
Once you're back on the Output screen, click on the Communication Method button. In the screen that follows, enter the printer name or number in the box next to where it says "Logical destination". In "Number of messages", enter the quantity of printouts you want. Click on the green back button on the top middle of the screen. Click it again to get to the main Change Order screen and then save the order by clicking on the floppy disk icon. The order confirmation should then come out of the printer which you chose in the Communication Method screen,
Pulling up a list of sales orders in SAP
To look at a particular account's list of orders, go to the VA05 screen. This will bring up the List of Sales Orders screen. Enter the customer's account number (or sold-to number), in the box next to where it says "Sold-To Party". If you want to change the account type to show orders by Ship-to Party instead, click on where it says Partner Function and change the account type. You can change the date range of the orders you want to look at in the boxes to the right of where it says "Document Date". Use the radio buttons below that to choose whether you want to look at all orders, open orders or just orders entered by you.
You can use the boxes under the "Sold-to Party" box to show orders for a particular item ("Material") or a particular purchase order number ("Purchase Order no.").
Once you've filled out all relevant fields, hit Enter. A few moments later, a listing of orders will appear. They may or may not appear in some kind of order, depending on what your default settings are. Use the small icons above the order list (right above where it says "List of Sales Orders" in larger size) to add or remove columns to the list, or to sort the list by date, "created by", PO number or dollar amount, among others. You can sort in ascending or descending order.
You can also click on List at the top of the screen, and then click on "Save", and then "File" to export the list to an Excel spreadsheet or some other type of document.
In the next "SAP Basics" article, we will go over how to cut a purchase order in SAP and how to look at a billing document.