SAP

Sales Order Data

This article contains the description of the Sana specific sales data which is filled in by a customer in the Sana web store during the checkout process.

While placing an order in the Sana web store a customer can select delivery method, payment method, apply a discount code, add reference number and comments. All this information is stored in the sales order in SAP.

The Sana specific sales order data can be seen in the sales order header in SAP, on the Sana tab.

Sales order data	Description
General
Webshop ID	The ID of the Sana web store from which the order was placed.
Sana Order No	The ID of the order which was placed from the Sana web store when connection between the web store and the ERP system was lost. In this case when connection is back and the order is sent to SAP, it will be checked by this ID not to create the order duplicate.
Authorization Status	The status of the order after authorization. The order can be approved or declined. If the order does not require confirmation from the authorizer, its status is set to NotNeeded. For more information, see "Shop Account Roles".
Shop Account E-Mail	Customer's shop account e-mail from Sana Admin.
Shipment Method Name	The name of the delivery method selected by a customer in the Sana web store while placing an order. The shipping cost coming from the web store is stored in the pricing elements of the sales order header, on the Conditions tab. The shipping cost is available with the condition type configured in the Pricing Calculation table, in the Pricing & Payments area of the webstore settings. For more information, see "Pricing Calculation".
Admin User Email	Applies to: Sana 9.3.4 The e-mail address of a web store administrator. If a customer faces some difficulties in the checkout process, a customer service representative can impersonate the customer and place the order for him or her. If a customer service representative impersonates a customer and places an order in the Sana web store, then the e-mail address of the web store administrator will be recorded into the sales order. Using this field, a sales manager in SAP can easily differentiate sales orders placed by the customer and customer service representative. For more information, see "Shop Accounts".
Pickup Location Id	Some delivery services support pickup locations, for example Transsmart  and Consignor . If a customer places an order in the Sana webstore and selects a shipping carrier which supports pickup locations, he or she can select a pickup location instead of the shipping address. In this case, the ID and address of the selected pickup location will be stored in these fields.
Pickup Location Address
Payment
Payment Method Name	The name of the payment method selected by a customer in the Sana web store while placing an order. On the Billing Document tab in the Terms of Payment field an existing payment term key in SAP is stored. This payment term key matches a certain payment type, for example on account or online payment, used in the Sana web store. Payment types used in Sana are mapped to the existing in SAP payment terms in the B2B Customer Payment Mapping table, in the Pricing & Payments area of the webstore settings. For more information, see "B2B Customer Payment Mapping". The payment cost coming from the Sana web store is stored in the pricing elements of the sales order header, on the Conditions tab. The payment cost is available with the condition type configured in the Pricing Calculation table, in the Pricing & Payments area of the webstore settings. For more information, see "Pricing Calculations".
Payment Method Status	The status of the payment method.    Applies to: Sana 9.3.5 When customers pay their orders online in the Sana webstore through a payment service provider using their credit or debit card, the payment status of the order is automatically updated in SAP, but in some cases a sales manager needs to change the status of the payment manually. Below see one of the possible scenarios in which it is necessary to change the payment status manually. If a customer pays the order online in the Sana web store and he or she does not finalize the payment and closes the Web browser or tab, the sales order will remain in the ERP system with the payment status "New". Also, order payment can fail for some reasons. This leads to accumulation of the unfinished orders in SAP. If a customer has encountered the issue with paying the order, the customer or the customer service representative can contact each other to solve the payment issue. One of the solutions can be paying the order using another payment method, for example bank transfer. Then, the merchant can go to his or her payment system and check whether he or she received funds on his or her bank account from the customer. If payment is confirmed, then the sales manager in SAP can change the payment status of the order manually and continue processing the order. The name of the SAP user who manually changed the payment status is recorded in the Manually Changed by field.
Manually Changed by
Payment Transaction Id	The unique payment transaction ID.
Promotion/Coupon
Quote Promotable	This option is applicable only to the sales quotations. The Quote Promotable checkbox indicates whether a customer can convert a quotation into an order from the order detail page in the Sana web store. If this checkbox is selected a customer can convert a quotation into an order directly in the Sana web store. For more information, see "General Webstore Settings".
Discount Code	The discount code and name coming from the Sana web store. This is not the discount managed in SAP, but the one created in Sana Admin. The discount amount coming from the Sana web store is stored in the pricing elements of the sales order header, on the Conditions tab. The discount amount is available with the condition type configured in the Pricing Calculation table, in the Pricing & Payments area of the webstore settings. For more information, see "Pricing Calculations".
Discount Name

 

Reference no, requested delivery date and comments in Sana

When a customer places an order in the Sana web store, a customer can enter the reference number, comments and requested delivery date on the Order overview step. This information is automatically saved with the sales order to the ERP system.

A webstore administrator can show and hide the fields Reference no., Comments and Requested delivery date. To do this, in Sana Admin click: Setup > Ordering & checkout > Ordering. You can show and hide these fields per customer type: B2C, B2B and sales agents.

Reference number in SAP

The reference number is stored in the sales order data in SAP, in the PO Number field.

Comments in SAP

The Comments field is limited with 2048 characters. The order comments are stored in the sales order header texts in SAP.

To record sales order comments into the appropriate sales order header text field, the Comments node type should be mapped to the correct sales order header text. For more information, see "Sales Order Text Mapping".

Requested delivery date in SAP

The requested delivery date is stored in the sales order data in SAP, on the Sales tab, in the Req. deliv. date field.

There are several scenarios for calculating requested delivery date of a sales order - it can be a delivery date specified by a customer while placing an order, the current date of the order, or SAP can calculate the possible delivery date based on the current date of the sales order + delivery lead date specified in SAP. Below you can read how to set up delivery lead date in SAP.

Set up delivery lead date

Delivery lead date is used to calculate the possible delivery date of an order for a customer.

Step 1: Call the transaction code SM30. It opens the window Maintain Table Views.

Step 2: In the Table/View field, enter /sanaecom/deldat and click Maintain.

Step 3: In the Delivery Date Lead Time Configuration table create a new entry.

In the Webstore ID field enter the identifier of your webstore. If you have several webstores, you can set up delivery lead date per webstore.

In the Number field enter the number of days to calculate the possible delivery date of an order for a customer. It takes the date when the order has been created + the number of days specified in this field.

For example, the order has been created on November, 5th and the delivery lead date specified in the Number field is 10, then the requested delivery date is November, 15th.

Below you can read about different scenarios for calculating requested delivery date of a sales order:

• If a customer specifies the requested delivery date on the last checkout step, this date will be saved to the sales order data in SAP.
• If a customer doesn't specify the requested delivery date on the last checkout step, Sana will check if the delivery lead date is set for a webstore in SAP.
• • If there is the delivery lead date, Sana will calculate the requested delivery date based on the date when the order has been created + delivery lead date specified in the Number field.
  • If there is no delivery lead date, the current sales order date will be saved as the requested delivery date in the sales order data in SAP.
• If delivery date is disabled in Sana Admin and is not shown to customers in the webstore, Sana will check if the delivery lead date is set for a webstore in SAP.
• • If there is the delivery lead date, Sana will calculate the requested delivery date based on the date when the order has been created + delivery lead date specified in the Number field.
  • If there is no delivery lead date, the current sales order date will be saved as the requested delivery date in the sales order data in SAP.