3.4 Pre-Sales Processing: Inquiries, Quotations, and Document Validity

Pre-Sales Processing: Inquiries, Quotations, and Document Validity

Quick Summary: Pre-sales processing captures prospective customer demand before formal sales order execution. Non-binding Inquiries (document type IN) record customer requests for information, while Quotations (document type QT) present binding commitments regarding price, quantity, and delivery timelines. Pre-sales documents transfer data into subsequent sales orders through copy control (transaction VTAA), which enforces validity dates, updates document flow in table VBFA, and completes items based on predefined completion rules.

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Pre-Sales Document Types: Inquiries (IN) vs. Quotations (QT)

In standard SAP S/4HANA Sales, pre-sales management is conducted through two primary business documents: Inquiries and Quotations. Although both originate during the upstream sales cycle, their commercial, legal, and system implications differ substantially.

Inquiries (Document Type IN)

An Inquiry (transaction VA11 to create, VA12 to change, VA13 to display) represents an informal, non-binding request from a prospective or established customer for product pricing, material availability, or technical feasibility.

• SD Document Category: Configured as A (Inquiry) in transaction VOV8.
• Commercial Obligation: None. The vendor is under no legal obligation to supply materials at the indicated price.
• Inventory Impact: Inquiries do not trigger transfer of requirements (MRP), do not create inventory reservations, and do not execute an ATP check that reserves warehouse stock.
• Sales Probability: A probability percentage can be set in the sales document type (for example, a low value such as 30%) for pipeline forecasting.

Quotations (Document Type QT)

A Quotation (transaction VA21 to create, VA22 to change, VA23 to display) is a formal, legally binding commercial commitment provided to the customer. When a quotation is issued, the enterprise guarantees that it will deliver specified quantities at specified net prices within a designated timeframe.

• SD Document Category: Configured as B (Quotation) in transaction VOV8.
• Commercial Obligation: Binding upon the seller until the validity expiration date.
• Inventory Impact: Can be configured to pass requirements to MRP or perform availability checks, alerting production planners of impending demand.
• Sales Probability: Usually given a higher probability percentage than an inquiry (for example, 70%) for pipeline reporting.

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Document Validity Dates and Document Tracking

Every pre-sales document incorporates validity date controls at the header level to manage commercial exposure:

• Valid From Date (VBAK-ANGDT): The date upon which the pricing terms and commercial conditions become active.
• Valid To Date (VBAK-BNDDT): The binding expiration date. Beyond this date, the vendor is no longer obligated to honor quoted prices or delivery promises.

Validity Date Determination

In transaction VOV8, administrators can configure default validity proposals for quotations:

• Quotation Validity Period in Days: Automatically sets the Valid To date by adding a designated number of days (for example, 30 days) to the document creation date.
• Proposed Valid From Date: Defaults to the current system date or requested delivery date.

System Reaction to Expired Quotations

When a sales representative attempts to create a standard sales order with reference to a quotation whose Valid To date has passed:

• The copy control requirement routine evaluates the date against sy-datum (current system date).
• By default, the system issues a warning message informing the user that the quotation has expired.
• Organizations can configure custom copy requirements to issue a hard error, blocking order entry until a sales manager formally extends the quotation validity date in transaction VA22.

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Alternative Items in Quotations

In complex industrial sales, customers frequently request quotations featuring multiple product options. For example, a customer may evaluate a premium pump model alongside a standard economy alternative. If both lines were treated as standard items, the quotation net value would be artificially inflated, distorting financial pipeline reporting.

Configuration and Handling of Alternative Items

1. Alternative Item Field (VBAP-GRPOS): When entering the quotation in transaction VA21, the operator enters the number of the main item in the Alternative for item field of the second item (for example, item 20 is an alternative for item 10).
2. Item Category Determination: Entering an alternative item sets the item usage ALTN, so item category determination finds a dedicated alternative item category (in the standard quotation, AGNN instead of AGN).
3. Net Value Exclusion: The alternative item category is configured so that its value does not add to the net value of the quotation.
4. Downstream Selection: When the sales order is created with reference to the quotation, the user copies the option the customer chose. The unselected item is usually given a reason for rejection so it does not stay open.

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Copy Control in Pre-Sales (Transaction VTAA)

Copy control governs how data transfers from a source sales document to a target sales document. For pre-sales workflows, copy control is configured in transaction VTAA (Sales Document to Sales Document):

• Inquiry (IN) to Quotation (QT)
• Quotation (QT) to Sales Order (OR)

Copy Control Hierarchy (Transaction VTAA):
├── Header Level (Target Doc Type <-- Source Doc Type)
│   ├── Copying Requirements (e.g., Routine 001)
│   ├── Data Transfer Routines (General, Partner, Business Data)
│   └── Complete Reference Flag
└── Item Level (Target Item Category <-- Source Item Category)
    ├── Copying Requirements (item-level routines)
    ├── Data Transfer Routines (Item Data)
    ├── Pricing Type (e.g., 'A', 'B', 'C', 'D', 'G')
    └── Update Document Flow Flag

1. Copying Requirements

Copying requirements are ABAP routines that validate business rules before allowing document referencing. For example:

• Header requirement 001 (Header - same customer): Checks that the source and target documents have the same sold-to party.
• Item-level requirements: Check, for example, whether the source item has already been rejected or fully referenced, and whether the validity period of the source document has been exceeded.

2. Data Transfer Routines

Data transfer routines determine which specific table fields map from the source to the target:

• General Data Routine: Copies administrative attributes and baseline text headers.
• Partner Routine: Governs whether partner functions (Sold-to, Ship-to, Bill-to, Payer) are copied directly from the predecessor document or redetermined from customer master records.
• Business Data Routine: Manages payment terms, incoterms, and currency exchange parameters.

3. Pricing Type in Copy Control

The Pricing Type parameter dictates how condition records are calculated in the target sales order:

• A: Copies all pricing condition elements and recalculates scale prices based on the new target quantity.
• B: Carries out a completely new pricing calculation from current master records, discarding manual discounts from the quotation.
• C: Copies manual pricing elements (such as negotiated manual discounts) and redetermines all other condition types from active condition tables.
• D: Copies all pricing elements unchanged from the source document, preserving quoted prices exactly.
• G: Copies pricing elements unchanged and redetermines taxes.
• H: Copies pricing elements unchanged and redetermines freight.

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Completion Rules and Reference Status

To prevent customers from repeatedly ordering against a quotation beyond its agreed quantity, SAP enforces completion rules configured on the item category (field TVAP-ERLRE):

Standard Completion Rules

• Rule Blank (' '): Not subject to completion. The item can be referenced indefinitely without tracking remaining volume.
• Rule A: Item is completed with the first reference. Regardless of whether the customer orders 1 unit or the full 100 units, the quotation item is marked 100% completed immediately upon creation of the first subsequent document.
• Rule B: Item is completed after the full quantity has been referenced. If a customer quotes 100 units and places a sales order for 40 units, the quotation item status remains 'Partially Referenced' (with 60 units open). Once subsequent orders consume the remaining 60 units, the item status switches to 'Completely Referenced' (Completed).
• Rule C: Item is completed after the full target quantity has been referenced (quantity contracts).
• Rule E: Item is completed after the full target value has been referenced (value contracts).

Document Reference Status Fields

The overall reference status is visible in the status tab of the document:

• A = Not referenced
• B = Partially referenced
• C = Completely referenced

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Document Flow Lifecycle and Table VBFA

Every time a document references another in SAP S/4HANA Sales, the system updates the Document Flow table: VBFA. The document flow maintains an auditable, chronological link connecting every transaction in the Order-to-Cash (O2C) cycle.

Structure of Table VBFA

Table VBFA stores relationship records containing:

• VBELV — Predecessor document number
• POSNV — Predecessor item number
• VBELN — Successor document number
• POSNN — Successor item number
• VBTYP_N — Successor document category
• RFMNG — Referenced quantity in base unit of measure
• MEINS — Base unit of measure

Step-by-Step Lifecycle Walkthrough

1. Inquiry Creation (IN 10000010): Operator records customer inquiry for 100 units of Material M-01. Table VBAK records document category A. Status is Open.
2. Quotation Generation (QT 20000050): Created with reference to Inquiry 10000010 via transaction VA21. Table VBFA writes a link: Predecessor 10000010 -> Successor 20000050. The inquiry status shifts to Completed.
3. Sales Order Creation (OR 30000120): Customer issues a purchase order for 60 units. Order 30000120 is created with reference to Quotation 20000050. Table VBFA records Predecessor 20000050 -> Successor 30000120 (RFMNG = 60). Quotation 20000050 item status shifts to 'Partially Referenced' (40 units remain open).
4. Subsequent Order (OR 30000125): Customer orders remaining 40 units. VBFA adds another link. Quotation 20000050 shifts to 'Completely Referenced' (Completed).
5. Outbound Delivery & Billing: Downstream deliveries (table LIKP) and invoices (table VBRK) add successive records to VBFA, completing the auditable chain.