SAP R/3 function group for easier invoice writing
deliveries and packages - rates and extra charges
information and contact over
Target of this function
In the forwarding department during invoice writing the freight costs shall be calculated
automatically, which arise for this delivery until it will reach the goods receiver.
The freight charges can include rates, extra charges, price reduction or insurances and they
have to be configurate free and variable and valid for every case, every country, every region and
every dispatch type. The program package has to have anyhow to the really calculating
an administration program as well as a simulation program and also an overview over all
founded rates. The way or path to the result has to show in an understandable and easy way
and the calculation tool has to adjust to the SAP standards and reproduce them as similar
as possible.
Further a cost comparison is included to check simultaneuos several carriers who serve the
same route and you can use the result for lists and other evaluations.
But centre of interest for this program is the simple and very easy maintenance of the involved tables.
The whole logic and structure of the keys of the freight zones and their switch over to the access
keys are designed in
a kind, that as much as possible can again join to a group. Therefore the expenditure in
time, costs and maintenance can be minimized, the clearness can be kept and the master data
keep in manageable size and won't form a too complex building.
Requirements
If you like to use the freight calculation module, you need the SAP R/3 system. Special
installed modules or program packages are not necessary, because the freight costs function
use only common master data tables plus 2 extra generated. Which master data tables are included you can get
in appendix B. More technical information you can get under appendix C.
Preparation / customizing
Before the calculation can be start at all, there have to make some settings in the customizing.
Essentially it concerns only the pricing and also even there not all functions have to be
completly build up. In this documentation we fall back to the standard pricing of the freight
calculation, but certainly you can use every other section as well.
picture 1.1.1 - Entrance path for the customizing (transaction /nspro)
Condition type
First ALL condition types have to be created and maintained, which can appear in all shipping
agent constellations. In this example all conditions beginning with charges: in the name /
description, are assigned to the freight calculation, the others are made for others applications,
but can be used as well.
picture 1.1.2 - Create a condition type
If creating or changing a condition (double click on the condition type) you can set
parameters to the choosed condition.
picture 1.1.3 - Changing a condition. Parameterism
The calculation tool checks and navigate only on 2 parameters.
the first is the condition class and it is of central meaning and importance.
If in that a B = prices is configurated, then only rates are considered for the
value determination. If an E is configurated, then the system uses for comparison
the calculated rate up to this moment for the actual rate type (interesting in case of
proportional formulas). In all other cases the system looks for extra charges.
The difference if rate or charge is done the the key type in the data table for rates.
The second point is the improper use of the field value in the section
changes which can be made.
If it is checked, the calculation is switched from the gros weight to the net price of all
positions of the invoice. This is meaningful if you like to use high value insurance of the delivery.
Calculation procedures
After all conditions are build up, when follows the concatenation of the single conditions
to a calculation procedure or scheme. First the diagram or the processing of the procedure
has to be create and titled.
picture 1.2.1 - Create a calculation procedure
By marking the procedure and double click on cpntrol data the system will
direct you to the concatenation of the condition types.
The sequence of the conditions, when is used which, is important, if proportional extra charges or
reduction shall be calculate, because they relate to the actual, up to this moment calculated sum.
The from/to staggering is not be regarded ! For fixed prices and values, which are based on formulas
and the weight, the sequence in inrelevant.
Mandatory flag: if the flag is checked, the condition is mandatory in the calculation,
that means that it has to be founded a value for this condition type. If no value can
be found, the system sets an error, except an condition requirements is given to the rate.
Important is, that the condition was found, insignificant, if the requirement will give
a rate or not.
Requirement of a condition: if a requirement is set to the condition in the scheme or
procedure, then this requirement is processed during the pass through of the calculation.
In case that a requirement is set direct in the rate or charge, this requirement is
processed, because she is more specified.
In contrast to the SAP standard the requirement is programmed inside the calculation
function group as a function, but as normal ABAP code.
The kind of programming has the advantage that it is possible
to use already calculated variables or internal tables without reading another time.
As in SAP too, the function finishes in the name by the requirement.
Example: Requirement 901 will search for and call function function group_KOBED_901.
Administration program
The administration program to the calculation tool allows the mainteance to all 4 tables,
which are ecessary for the direct use in the calculation. The possibilities of the functions
are in all 4 screens the same. All functions like create, maintain, change, copy or delete
are integrated. Changes inside the master data keep on temporary stock as long as it is not saved.
Only at the point of saving all changes will transferred on physical disk.
On jumpojng on another table screen or when you like to leave the program without saving
the system will remember and ask, if you like to save your changings or not.
Back to the beginning and make a new selection or filter other words and expressions
for the display mode.
Jumping inside the tables
Setting and connecting freight zones. The interface or first table between the SD document
and the calculation. With the values out of the SD documents the freight zone will searched,
which will fulfil the pattern.
Switching from the founded freight zone to the internal rate keys. The detected freight
zone is only the base for the further processing and the keys used there. The keys are hold,
which are responsable to get the rates and charges and another key for the general data,
with which parameters the calculation has to be done.
Jump to the general dates of the calculation. Here you can define, with which parameters
the tool has to work, like units of measurement or currencies, as well as the maximum values
for weight, length, width and height. For airfreight deliveries also the special factors
and forms of IATA regulation will deposit here.
Rates and charges. All values are guarded here.
Due to the fact that the calculation is based on finding more than only one tariff zone , you have to
pay attention then create the data base, that a difference is inside the record key. Therefore the
field postal code can be used when appending an index to the postal code itself.
Background for multiple results on one route or relation are for example if you like to get rates
on cargo flight connections. The airline or carrier flies to several destinations in the country,
where you like to ship your freight, but doesn't fly every day and there can be a price difference
for each airport. The starting point and basic fields to detect the right tariff zone are the same
(shipper here airline, shipping type or conditions here airfreight, country and postal code), but
you like to start several different calculations.
Data interface inside the administration program
Additionally the administration offer to upload and download the master data for the freight
calculation from external files. While upload the SAP ddic-tables you have the choice
between a xls-file (Excel) or a txt-file (normal text, fixed structure).
The building of the external file, which field has to be placed at which position in the
structure, are fixed prescribed (see appendix A).
The data file names, from where had to be read, are variable and can be tipped into while
enter the system on the selection screen. You have the possibility to read the data from
a file system (platform, xls and txt) or get by FTP (only txt). The upload destroy the
whole existing data archive.
Note: Changing data and files by FTP is done the another universal developped function
group of BJH Software and so not only fixed and programmed for the caluculation tool.
Upload and download are done in the general administration screen by pushbutton in the task line
above the regular work, as shown inside the picture below. These pushbutton are active in
all maintenance screens and will interrupt all chenagings immediately, also the question
save changings will not appear. There is no necessary, if the data are destroyed and
lost and overwritten in the next instance.
2.2 - Upload and download data. Start off inside the administration screen
Simulation program
Testing program for the calculation. With this program you can enter all necessary data manual
or you can fetch the necessary data out of a SD document, where you only have to give
the invoice number. In this case the fill up of the necessary data are fetched from the
SD documents like delivery and handling units. The SD type is an export parameter.
In standard the invoice is defined, because a collective shipment (join several deliveries
together) is not configurated unter the module SD. The freight costs calculation tool
is independant to modules !
3.1 - First screen for the simulation program
To make the enter of data more easier, already some preselections are given as pushbuttons.
Click them and the hidden data will appear. Certainly a changing of this values is possible.
After starting the program will run in the function group of the calculation and give back
after leaving the result, detailed in a single overview over all conditions and also the
parameters, which you have entered at the beginning. Additionally also the values of the
founded paths and records are shown as well as the upper limit inside of the selected item of the rates and charge table.
So a very easy checkup can be made and errors shall be detected and explained very fast,
why a package can not be calculated. If a rate is connected with a requirement and this
requirement is false while checked, the rate will nevertheless saved as null set.
But in this case the display isn't fitted with the green point, a yellow triangle is painted.
Only in error case a red led shows you an interrupt and the finish of the calculation,
but the program decide the stop point, when go back. Intension was to collect as much
information as possible.
3.2 - Result of the simulation
Interpretation of the result
In the example in the frame all data are shown, which have be entered at the beginning.
Further all dates and keys the calculation tool have found. The shipment is a delivery
to Japon, forwarding agent is registrated by the number 234685 and validated as Lufthansa.
The system has detected the freight zone Lufthansa flight to Narita (airport of Tokio - Japon),
rates and charges are calculated by the freight tariff of Lufthansa Japon, but the general
data like customizing and maximum ranges will done by switched to the Lufthansa freight key.
The light green line is the total sum in Euro, because at the beginning the amount was desired
to show in Euro, even though the rates for airfreight are configurated in the general data
in US-Dollars. Behind that the freight weight (volume or gross weight), added over all
positions. The light yellow lines symbolize the facts of every packages or handling unit,
first the freight weight, the flag B = gross weight or V = volume, then the gross weight
and dimensions of the package. The system converts between the single length and
weight units.
A little bit indent all rates and charges are shown with its condition type, the value and
the currency as well as which rate table record has been selected. To the condition
Zoll a requirement is configurated, but this was not true. In the example the
requirement is true, if the delivery has to be shipped to China or Hong-Kong.
In case of an error a red light is blinked up as warning. The system decides at which point
it will interrupt its work, at which point it will be impossible to collect more information.
The procedure is first to check all shipment datas, if successful all keys will be searched
to determine the freight zone and its switches. If this can also pass without error, all
packages are checked on correctness, like if the handling units are not to heavy or to long.
If still no problems have caused, the rates and charges will be calculated.
3.3 Error while prechecking.
The data are the same as in the first running, only the packages have been changed a
little bit. The shipment data were perfect and impeccable, the freight zone could be
determined, package 1 has no objection. At package 2 were is a problem with the weight
(maximum permissable weight is exceeded, 150kg are allowed) and for package 3 no height
is given. To the head data only the first error is transmitted.
Comparison in forwarding business
Forwarding departments need for a cost-effective shipping for their goods the comparison
of the freight costs of several carriers and shippers, who serve the desired line or dispath to
the desired country / destination. Also it can be of interest, how great is the price difference
in normal or express shipping. For both possibilities the simulation program and the calculation
tool offer the solution: if you as the export manager or sales assistent enter in the fields
forwarding agent and / or shipping type a question mark, these fields are excluded
when the calculation software will create its keys to search the tariff zones for the
relation from the transportation planning point to the final destination. Every founded shipping agent
and / or its shipping types are calculated single and the results are saved in blocks.
So you have the best overview about the results which you can use in your statistics
and find the ideal way for your transport.
3.4 Result of a calculation comparison for a shipping to Japan
All options for a shipping from Germany to Japan shall be evaluated simultaneously. The result shows all
couriers and carriers which the system found in the example database. UPS (plus 10% fuel extra charge,
KRSN = kerosene) as well as DHL plus the 2 Lufthansa Flash connections to Tokyo and Osaka.
The most cost-effective carrier for our package of 8,8 kg is displayed in the top summary, but the yellow
triangle shows that more than one carrier are detected and calculated by the software.
Appendix A
Data structure for the freight zones
- Transportation planning point
- forwarding agent / supplier master data
- Shipping type or conditions
- Country key
- from postal code
- to postal code
- freight zone
Data structure for switching the key
- freight zone
- key customizing, general data
- key for rates
- Zone inside the rates
- key for charges, related to the delivery
- key for charges, related to every package
Data structure general data and parameters
own developped table, the fields of this table won't be publicated
Data structure for the rates
own developped table, the fields of this table won't be publicated
Appendix B
| DDIC tables, which are used inside the calculation | |
| ADRC | Addresses (central address administration) |
| KNA1 | General Data in Customer Master |
| LFA1 | Vendor Master (General Section) |
| LIKP | SD Document: Delivery Header Data |
| T005 | Countries |
| T006 | Units of Measurement |
| T173 | Routes: Mode of Transport for Each Shipping Type |
| T681V | Conditions: Usages |
| T681Z | Conditions: Dependent Data for Application/Usage |
| T683 | Pricing procedures |
| T683S | Pricing Procedure: Data |
| T685 | Conditions: Types |
| TCURC | Currency Codes |
| TTDS | Organizational Unit: Transportation Scheduling Point |
| TVFPTZ | Tariff Zone Assignment for Postal Code Area |
| TVFTZ | Tariff Zones for Shipment Costs |
| TVFTZT | Description of Tariff Zone for Shipment Costs |
| TVSB | Shipping Conditions |
| VBFA | Sales Document Flow |
| VBPA | Sales Document: Partner |
| VBRK | Billing: Header Data |
| VEKP | Handling Unit - Header Table |
Appendix C
| Use and technical information | |
| State | program package is for sale and ready to use |
| Sales protection | no, prgram is free marketable |
| Client restriction | none |
| Module restriction | none |
| focussed modules | SD (sales and distribution) LE (logistic execution) |
| Use | pricing, comparison |
| Development Environment | SAP R/3 version 4.6c |
| Client extensions | coding of the requirements, if needed |
| package involves | administration program simulation program function freight costs, parameters transferred function freight costs, based on SD document functions for requirements |
The program is for general use and can be implementated in every SAP system without great efforts or man power. The function is not only programmed on demand for a client. Open source, easy to adjust.
Contact, Information, presentation
You like to get some more information about the freight costs calculation tool or even like
to use it inside your company, embedded inside your SAP configuration and environment,
I like to invite you not to hesitate to get in contact with me.
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