- SAP Managed Tags:
Start From SAP S/4HANA Cloud 2402.1, by importing data of preceding documents, you can create sales orders with reference to sales quotations or sales contracts. The referenced data can be header data, item data, or both.
The following table lists the fields used for document reference. You can download the import template and add relevant fields to your sales order data sheet.
| Data Level | Field | Description | Used For |
| Header | Reference document (HEADER.REFERENCESDDOCUMENT) | Document number of the preceding document | Header reference |
| Item | Reference document (ITEM.REFERENCESDDOCUMENT) | Document number of the preceding document | Item reference |
| Item | Reference item (ITEM.REFERENCESDDOCUMENTITEM) | Item number of the preceding document | Item reference |
Excel Template:
1.1 Only Header Reference
Example: You create a sales order with reference to sales quotation 10060. The sales order header references the sales quotation, whereas the two items are created without reference.
| Sales Order (Temporary ID) | Reference Document (for Header) | Item (Temporary ID) | Reference Document (for Item) | Reference Item |
| 1001 | 10060 | 01 | ||
| 1001 | 10060 | 02 |
Result:
| Document Number | Item | Reference Document (Preceding Document) | Reference Item(Item of Preceding Document) |
| 0030001001 | 10060 | ||
| 0030001001 | 10 | ||
| 0030001001 | 20 |
1.2 Same Document Referenced on Header and Item Level
Example: You create a sales order with reference to sales quotation 10060. The sales order header references the sales quotation. The first item references item 10 of the sales quotation, whereas the second item is created without reference.
| Sales Order (Temporary ID) | Reference Document (for Header) | Item (Temporary ID) | Reference Document (for Item) | Reference Item |
| 1002 | 10060 | 01 | 10 | |
| 1002 | 10060 | 02 |
Result:
| Document Number | Item | Reference Document (Preceding Document) | Reference Item(Item of Preceding Document) |
| 0030001002 | 10060 | ||
| 0030001002 | 10 | 10060 | 10 |
| 0030001002 | 20 |
1.3 Different Documents Referenced on Header and Item Level
Example: You create a sales order with reference to sales quotations 10060 and 10070. The sales order header references sales quotation 10060. The first item references item 10 of sales quotation 10070, whereas the second item is created without reference.
| Sales Order (Temporary ID) | Reference Document (for Header) | Item (Temporary ID) | Reference Document (for Item) | Reference Item |
| 1003 | 10060 | 01 | 10070 | 10 |
| 1003 | 10060 | 02 |
Result:
| Document Number | Item | Reference Document (Preceding Document) | Reference Item (Item of Preceding Document) |
| 0030001003 | 10060 | ||
| 0030001003 | 10 | 10070 | 10 |
| 0030001003 | 20 |
1.4 Only Item Reference
Example: You create a sales order with reference to sales quotation 10060. The sales order header is created without reference. The first item references item 10 of sales quotation 10060, whereas the second item is created without reference.
| Sales Order (Temporary ID) | Reference Document (for Header) | Item (Temporary ID) | Reference Document (for Item) | Reference Item |
| 1004 | 01 | 10060 | 10 | |
| 1004 | 02 |
Result:
| Document Number | Item | Reference Document (Preceding Document) | Reference Item (Preceding Document Item) |
| 0060001004 | |||
| 0060001004 | 10 | 10060 | 10 |
| 0060001004 | 20 |
2. Data Entry Instructions
Due to document reference, you can leave the fields marked in blue empty and must specify the fields marked in yellow.
2.1 Header fields
With header reference, you can leave the sales area (sales organization, distribution channel, division) and sold-to party empty. The system ignores these fields in your file and copies them from the preceding document.
The following table compares how you can enter header data for creation with or without reference.
| Reference or Not | Credit Memo Request (Temporary ID) | Credit Memo Request Type | Sales Organization | Distribution Channel | Division | Sold-to Party | Reference Document (for Header) |
| Without reference | 1001 | CR | 1010 | 10 | 00 | 5001 | |
| With header reference | 1002 | CR | 200001 |
2.2 Item fields
With item reference, you can leave the product-related fields (product, customer material, and GTIN (EAN/UPC)) and the requested quantity empty. The system ignores the product and GTIN in your file and copies these fields from the preceding item. If needed, you can specify the customer material and requested quantity.
If you do not specify a quantity, the system behavior regarding the requested quantity varies with the document type of the preceding document:
- When a sales quotation or quantity contract is referenced, the system copies the open quantity of the preceding item as the requested quantity during order creation.
- When a value contract is referenced, the system leaves the requested quantity empty during order creation.
The following table compares how you can enter item data for creation with or without reference.
| Reference or Not | Item (Temporary ID) | Product | Customer Material | GTIN (EAN/UPC) | Target Quantity | Reference Document (for Item) | Reference Item |
| Without reference | 01 | TG11 | 1 | ||||
| With item reference (no quantity specified) | 02 | 20001 | 10 | ||||
| With item reference (quantity specified) | 03 | 5 | 20001 | 20 |
Useful links:
