Copy Control in Sales in SAP SD

Copy Control in SAP SD is a functionality that allows the system to automatically copy data from one sales document to another during the sales order process. It helps in streamlining sales processes such as converting quotations to sales orders or sales orders to delivery documents. Copy control determines which data gets copied, which fields can be modified, and how the flow from one document to the next should be handled.

What is Copy Control?

Copy Control is used to define how one sales document type can copy data to another sales document type. This functionality is essential in processes like:

  • Creating a Sales Order from a Quotation
  • Creating a Delivery from a Sales Order
  • Creating an Invoice from a Delivery or Sales Order
  • Creating a Credit Memo from a Billing Document

Copy Control ensures that the necessary data, such as customer, material, pricing, and delivery conditions, is transferred between related documents.

Steps to Configure Copy Control in SAP SD

Let’s walk through a real-world example of configuring Copy Control for creating a Sales Order from a Quotation in SAP SD. We will use document types "QT" for Quotation and "OR" for Sales Order.

Step 1: Access Copy Control Configuration

  1. Transaction Code: To begin configuring copy control, use the transaction code VTAA for sales order to quotation copy control or VTAF for quotation to sales order copy control.
  2. Sales Document Types: In the Copy Control screen, you will need to enter the source and target document types. For example:
    • Source Document Type: "QT" (Quotation)
    • Target Document Type: "OR" (Sales Order)
  3. Click "Enter" to proceed.

Step 2: Define Copy Control Rules

Once you are in the Copy Control configuration screen, you will define the rules for copying data from the source document (Quotation) to the target document (Sales Order).

  1. Copy Control Rules: In the next screen, you will see a list of copy control rules, including:
    • Item Level: This defines whether the system should copy item details like quantity, material, or pricing.
    • Header Level: This defines whether the system should copy header-level details, such as customer, payment terms, and delivery date.
    • Account Assignment: This rule defines if the account assignment data should be copied.
    • Pricing: Defines whether pricing should be copied or recalculated.
  2. Select the rule that best fits your requirements. For example, choose "Copy item" for copying item-level data like materials and quantities.
  3. Determine Copy Control for Specific Fields: For each field, you can specify if it should be copied directly from the source document, modified, or left blank.
  4. Click "Save" to store the copy control configuration.

Step 3: Testing the Copy Control Configuration

After setting up the copy control, you can test it by creating a Sales Order from a Quotation. Follow these steps:

  1. Create a Quotation: Use transaction code VA21 to create a Quotation (document type "QT"). Enter customer and material information and save the Quotation.
  2. Create a Sales Order: Use transaction code VA01 to create a Sales Order (document type "OR"). In the sales order creation screen, choose the option to copy data from the Quotation.
  3. Copy Data: The system will automatically copy the relevant data from the Quotation to the Sales Order based on the copy control configuration, such as material, quantity, and pricing.
  4. Verify the Data: Check the Sales Order to ensure that the correct information has been copied from the Quotation. For example, verify customer details, item quantities, and prices.
  5. Once you confirm that the data is correctly copied, click "Save" to complete the Sales Order creation.

Step 4: Adjust Copy Control for Other Document Types

You can adjust the copy control for other document types, such as:

  • Creating a Delivery from a Sales Order using transaction code VTLA.
  • Creating a Billing Document from a Delivery using transaction code VTAF.
  • Creating a Credit Memo from an Invoice using transaction code VTFL.

For each of these processes, you will define how data should be copied between documents. For example, when copying data from a Sales Order to a Delivery, the system will automatically copy delivery dates, shipping points, and materials based on the copy control configuration.

Real-World Example of Copy Control

Let’s consider a real-world example of how copy control works in a business process:

  • Quotation to Sales Order: A customer "C1001" requests a quotation for 10 laptops. The sales team creates a Quotation using document type "QT". The customer accepts the quotation, and a Sales Order is created using document type "OR". Copy control ensures that details such as material, quantity, and pricing are copied from the Quotation to the Sales Order.
  • Sales Order to Delivery: Once the Sales Order is processed, the next step is to create a Delivery document. The system automatically copies relevant information like shipping point and delivery date from the Sales Order to the Delivery document.
  • Delivery to Billing Document: After the delivery is completed, the system generates an Invoice (Billing Document) based on the Sales Order or Delivery document. Copy control ensures that billing details, such as payment terms and amounts, are transferred to the Billing Document.

Conclusion

Copy Control in SAP SD plays a critical role in automating the transfer of data between different sales documents, ensuring that the right information is copied to each document type. By configuring copy control rules, businesses can improve efficiency, reduce manual data entry, and streamline the order-to-cash process. This tutorial has provided a step-by-step guide on how to configure and use copy control in SAP SD with real-world examples, helping you understand how to set up and apply this feature effectively in your SAP system.




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