Customer Master



Master Data

Master Data: It is the data which is stored centrally and used in day to day transactions wherever it is required.

Advantages of Master Data:-
  • It will save the time of end users.
  • It will avoid manual mistakes.
→ End users are responsible to create Master Data.
→ In SAP SD 4 types of Master Data.
  1. Customer Master.
  2. Material Master.
  3. Customer Material Info Record.
  4. Condition Master.
1. Customer Master: It is the data of the customer which is stored centrally and used in day to day transactions wherever it is required.
eg: his name, address, bank details, terms and conditions etc.

2. Material Master: It is the data of the product which is stored centrally and used in day to day transactions wherever it is required.
eg: specification of the product.

3. CMIR: Customer Material Info Record. If Customers are placing orders with their own material codes then by using CMIR we will assign customer material with our material code.
→ Then while creating sales order if user enters customer material code, then system automatically determines our material code.

4. Condition Master: It is the data of the price which is stored centrally and used in the day to day transactions, whenever it i required.
* We also called it as Pricing Master.

⇒ Consultant role in Master Data:
  1. Consultant has to give training to core users on creating Master Data.
  2. Any new entries in Customer Master will be defined by Consultants.
→ In real time they will give authorization to one or two users to create Customer Master.

↪ Customer Master is further classified into three screens.
  1. General Data.
  2. Company Data.
  3. Sales Area Data.
A. General Data is further classified into 7 TAB Pages.
  1. Address
  2. Control Data.
  3. Payment transactions.
  4. Marketing.
  5. Unloading Points.
  6. Export Data.
  7. Contact Person.
→ Control Data & Payment transactions is responsible by FI.

B. Company Data is further classified into 4 TAB Pages.
  1. Account Management.
  2. Payment Transactions.
  3. Correspondence
  4. Insurance.
→ FI person is responsible to maintain company code data.

C. Sales Area Data is further classified into 4 TAB Pages.
  1. Sales
  2. Shipping
  3. Billing Document.
  4. Partner Functions.
→ SD Person is responsible to maintain Sales Area Data.

T-Code for Customer Master:
                                      Create                          Change                        Display
Centrally                        XD01                           XD02                          XD03
Company code View      FD01                           FD02                           FD03
Sales View                     VD01                           VD02                          VD03

Creating Customer Master Complete:
→ Enter XD01.





→ Maintain name and address of the customer as below.

 → FI Part.

 → We can maintain based on requirement of the client.
 → We can maintain unloading point, calendar and unloading hours here.
 → If custmer is from other country.

 → FI part, we maintain for practice purpose.
 → In OBY2 enter as below and click on execute. You get warning message press Enter and then save it. It take some time. In this step system copying G/L accounts from standard 1000.
 → Now continue by entering as below.

 → Don't check Relevant for POD.
 → If Taxes or not showing go to Tcode OVK1→ New Enteries → Country(IN)→ Seq(1) → Condition(MWST) then ENTER and Save it.
 → In partner function system will show number after creating customer. We can see in change mode of customer. XD02.
 → Save it. System will generate a number for customer.



Fields in Customer Master:-

1. General Data:

  1. Address: Address tab consists of customer name, Address and communication details. 
  2. Transportation data: This field is one of the specification to determine route into sales document.
  3. Control data: FI person is responsible to maintain control data. Control data tab consists of tax related information of the customer.
  4. Payment Transactions: This tab consist of Customer bank details and Payment card details.        - FI Consultant is responsible to maintain this TAB.
  5. Marketing tab: SD Consultant is responsible to maintain Marketing tab.
    • Nelson ID: This field specifies market survey regions. Any Company if they are launching new products, they do market survey in specific regions.
    • So with the help of Nelson ID field, we track all the customer who are located in market survey regions, and send samples to those customers.
  • Defining Nelson ID:
         Path: SPRO → Sales & Distribution → Master Data → Business Partners → Customers → Marketing → Define Nelson ID.
 → Go to New Entries and Maintain Entries.

Shortcut to define New Entries:
  • Place the cursor in the field, and press F4. Click on Customizing and continue without specifying project.
  • The purpose of Nelson ID is it will help to track the customer who are located in market survey regions.

    •  Customer Classification: Grouping of the customers based on their sales turnover.
    • The Purpose of the Customer Classification is 
      1. Discounts
      2. Analysis
Path: SPRO → Sales & Distribution → Master Data → Business Partners → Customers → Marketing → Define Customer Classification.
→  Go to New Entries and Maintain entries.
    • Industry: Classifying the customer based on the industry they belongs to. The Purpose of this field is.
      1. Analysis.
      2. Discounts.
    • Industry Code 1: Its a sub classification of Industry.
    • Regional Market: Classifying the customers location into A class, B Class & C Class. The purpose of regional market is analysis. Regional Market field is a manual enter either A/B/C.
    • Annual Sales: In this field we will maintain last year sales of the Customer. The purpose of this field is Comparison.
        6. Unloading Points: It is a physical location, where we unload the goods at customer place. Unloading we have customers calendar and goods receiving hours. This will help to plan the deliveries.

        7. Export Data: If the customer is located in foreign country, then we maintain export data.
        8. Contact Person: Contact person is the employee of the customer responsible for various activities. In contact person we mention name, department, position, function, home address, visiting hours.

2. Company Code Data:
  
        1. Reconciliation Account: It is a G/L Account which will help to cumulate the total outstanding of the customers.   (G/L Means General Ledger).
        → For the Customer A/C system determine G/L Account from Reconciliation Account.
        →When You create Invoice system Generates Accounting document and the accounting entry is 
                                          Customer A/C Debit
                                                       To
                                           Revenue A/C Credit.
       
        2. Payment Transaction:
    • Terms of Payment: It is an agreement between company and the customer for the number of days given to make the payment.
    • Payment history record: If you check this, then whenever payment is done, it will be updated into credit management.                                                                                           - FI Person is responsible to maintain data.
3. Sales Area Data:

       1. Sales Tab:
    • Sales District: It is a sub classification of Sales office.
    • If Management wants to generate sales reports below to the sales office level, then that will be defined as sales district.
Path: SPRO  → Sales & Distribution  → Master Data → Business Partners → Customers
→ Sales → Define Sales District.
→ Go to New Entries and Maintain Sales District.
    • Sales Office: It is a physical location where group of people work together to perform sales.
    • Sales Group: Group of people within a sales office working for different activities.
    • Customer Group: Grouping of the customers who will share the same attributes.
    • ABC Class: Classifying the customers into A Class, B Class & C Class by considering the turnover, payment history and bulkiness and behavior.
    • The Purpose of this field is for Priority. It is a Manual field, you have to enter either A, B or C.
    • Currency: This field we maintain customer currency. If Customer currency and company code currency is different then while creating sales order, delivery & Invoice.
    • System will display the values in customer currency. But while creating accounting document system will convert the values from customer currency to company code currency based on exchange rates.
    • FI person is responsible to maintain exchange rates. The Tcode to maintain exchange is OC41. The standard exchange rate type is M.
    • Switch off rounding: Rounding means converting the decimals to the neatest number. If you check this, then system will not perform rounding for the quantity decimals.
    • Order Probability: This field specifies that after placing the order what is the chance that customer will stick to that. This field will help to plan the delivery.
    • Item Proposal: Listing of the material which customers regularly orders, and calling that list while creating sales order. which will save the time of end users.
    • Exchange Rate type: We use this if you have agreement with the customers to have a fixed exchange rate, which will be valid throughout the month.
    • To maintain this exchange rate we have to use different exchange rate, other than M. Because M fluctuates everyday and assign that exchange rate type in customer master.
    • PP (Product Proposal) Customer Procedure: This field controls whether to go for cross selling or product proposal.
      • Cross Selling: Selling additional product along with the main product.
      • Product Proposal: Automatic process of determining item proposal into sales document.
      • Here A means product proposal and B means cross selling.
    • Price Group: Grouping of customer who will share the same pricing attributes. Price group will help to maintain discounts. Price group will help to simply for the maintenance of discounts.
    • Customer Pricing procedure: This field is one of the specification to determine pricing procedure into sales document.
    • Price list: Grouping of the customer who will share the same base price. Price list will be used to maintain base price. Price list will help to simply for the maintenance of base price.
    • Customer Statistics Group: This field controls whether to update customer sales data into LIS or not. (LIS - Logistics Information System) It is management reporting tool.
          2. Shipping Tab:
    • Order Combination: This field is prerequisite to combine multiple orders into single delivery. If you want to combine multiple orders into single delivery then we have to check this option.
    • Delivery Priority: Classifying the customers into high, medium and low delivery priority. This field will help to process back order and rescheduling.
      • Backorders: Whenever high delivery priority customer places order and if stock is not available, then we go back to the open orders of low delivery priority customers and cancel the confirmations and assign it to high delivery priority customers order.
      • Rescheduling: Automatic process of doing back orders.
    • Shipping Condition: Shipping Condition is one of the specification to determine shipping point into sales document.
    • Delivering Plant: If you maintain plant here, then that will be determined into sales document. The criteria to determine plant into sales document is
      1. CMIR.
      2. Customer Master.
      3. Material Master.
    • Relevant for POD: If you check this then system will not allow to create invoice until you receive Acknowledgement from customer.
      • Tcode to receive acknowledgement is VLPOD.
    • POD time frame: If customer fails to send the acknowledgement within the POD time frame, then system will not allow to create Invoice.
    • Complete delivery required by law: If you check this then system will not allow to do partial deliveries and system will not allow to partial quantities.
    • Partial delivery for Item: This field controls whether to allow partial delivery or not and it also controls how many maximum partial deliveries to be allowed.
      • Blank means Maximum 9 partial deliveries.
      • D means unlimited partial deliveries.
      • C Means complete delivery ( Only One).
    • Unlimited Tolerance: If you check this then system will allow to increase, decrease the quantities in delivery document without any limitation.
    • Under delivery Tolerance: If you maintain this then system will allow to decrease the quantities in delivery document up to that percentage. If the percentage exceeds then system will give warning message.
    • Over Delivery Tolerance: If you maintain this then system will allow to increase the quantities in delivery document up to that percentage. If the percentage exceeds then system will give warning or error message.
      3. Billing Document:
    • Rebate: This field is one of the prerequisite to process rebate for customers.
    • Invoicing Dates: If customers requirement is invoice to be raised only on a specific date of every month, for all the dispatches made during that particular month. Then we use this field Invoicing Dates.
    • Invoicing List Dates: 
      • Invoicing List: Consolidating multiple invoices into one to send it to payer is called as Invoicing list.
      • Tcode for Create 'Invoice List' in VF21 or VF24.
    • Invoicing list dates: This field specifies on which date you want to consolidate multiple invoices into one. The configuration for invoicing list dates is same as invoicing dates.
    • Incoterms: It is an international commercial terms which is an agreement between shipper and receiver for the successful completion of deliveries.
    • Incoterms specifies who is responsible for Freight charges and Insurance etc. I.e. whether company is responsible or customer is responsible.
      • CIF - Customer is responsible.
      • FOD - Company is responsible.
    •  Terms of Payment: It is an agreement between company and the customers for the number of days given to make the payment, we also called it as credit period or payment terms.
Path: SPRO → Sales and Distribution → Master Data → Business Partners → Customers → Billing document → Defining terms of payment.



→ Select Payment terms and click on details.


      • Baseline Date: It is the date from which system starts calculating payment terms.
      • Generally Invoice date will be taken as base line date.
    • Payment Guarantee Procedure: We maintain this for foreign customers. If you maintain this, then system will not allow to create delivery until you receive payment guarantee from the customer. The Payment guarantee means letter of credit, Bank guarantee.
    • Account Assignment Group: This field is one of the specification to determine revenue G/L account.
    • When you create Invoice, System generates accounting document. Accounting entry is Customer A/C Debit to Revenue A/C Credit.
    • For the customer customer A/C system determines G/L account from reconciliation account and the for the revenue A/C system determines based on Account Assignment Group.
      • 01 for Domestic Revenues.
      • 02 for Foreign Revenues.
    • Tax Classification: This field controls whether the customer is liable for tax or not.
      • If the customer is liable to tax '1'.
      • If the customer is not liable '0'.
      4. Partner Functions: In SAP the customers are divided into 4 partner functions.
    1. SP (Sold to Party)
    2. SH (Ship to Party)
    3. PY (Payer)
    4. BP (Bill to Party)
    • Sold to Party: SP is a customer who will place order.
    • Ship to Party: SH is a customer who will receive the goods.
    • Payer: Payer is the customer who will maintain the payment.
    • Bill to Party: BP is a customer who will receive the invoice (Bill).
Note: The length of Customer Number maximum is 10 digits.
Tcode in Customer Master:
XD04 - Tracking the change in customer master.
XD05 - Blocking or Unblocking the customer (we block customers if customers are not making payment.
XD06 - Customer Flag for Deletion.
XD07 - Changing the customer from one account group to another account group.
Tables in Customer Master:
    • General Data      -   KNA1.
    • Company Code  -   KNB1.
    • Sales Area Data  -  KNVV.
    • Partner functions-  KNVP.
    • Tax Classification- KNVI
    • Field Name of Customer is KUNNR.
  • To see the data in tables SE16N.
  • To see the technical names of the fields and tables is SE11.
Question from Customer Master:
  1. What is the table name for customer master sales data?
  2. What is the table name for Tax classification?
  3. What is the table name for partner functions?
  4. What happens if I check relevant for POD?
  5. Tcode to receive Acknowledgement?
  6. What is the purpose of POD time frame?
  7. What is the purpose of customer pricing procedure?
  8. What happens if Payment guarantee is maintained?
  9. What is the purpose of transportation zone?
  10. What is Item proposal?
  11. What is the purpose of Exchange rate type M?
  12. Tcode for Exchange rate?
  13. What is the standard exchange rate type?
  14. What is the purpose of Invoicing Dates?
  15. What is Invoicing List?
  16. How many partial deliveries we can make?
  17. Criteria to determine plant into Sales document?
  18. What is the purpose of delivery priority?
  19. What is Backorder process?
  20. What is the Purpose of shipping condition?
  21. What is the purpose of reconciliation account?
  22. What is the purpose of Account assignment group?

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