In case of billing document, sometimes we may require such information like purchases order number, sales document number, delivery number etc. This can be achieved by using copy control. In this article we will see how copy control feature of SAP can be leveraged. In this example we will try and set it to purchase order number of sales document. By default, SAP populates this as the current billing document number.
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About Copy Controls in SAP
Copy control is mechanism to transfer data from a preceding document to a subsequent one. It can be set up at any of the following levels.
- Header
- Item
- Schedule line
For example, if you consider ship to number in Sales document which gets transferred to delivery document, this is an example of copy control at header level. However, in some cases simply copying of data may not suffice and it may need some calculation. This is achieved by defining a routine.
Following are some relevant transaction codes for defining copy control.
| SNo | Preceding Document | Subsequent Document | Transaction Code | SPRO Path |
|---|---|---|---|---|
| 1 | Sales Document | Sales Document | VTAA | Sales and Distribution -> Sales -> Maintain Copy Control for Sales Document |
| 2 | Sales Document | Delivery | VTLA | Sales and Distribution -> Shipping -> Specify Copy Control for Deliveries |
| 3 | Delivery | Billing | VTFL | Sales and Distribution -> Billing -> Maintain copy control for billing |
Copying requirements in SAP
When a document is being referenced, it checks first for any copying requirement which can been set. For example a Quote cannot be converted into an order if it is already rejected by the customer. Another example is when the Quote’s validity date is already in the past. More detailed copying requirements such as the one shown below checks on customer number, sales area, validity date and currency.
To be able to view the source code of the requirement, select the copy control and press on F5. This would bring up the ABAP editor.
How to set up copy controls in billing documents
The example we will look into today, is a header copy control. Below is the step by step process to get the purchase order details at the invoice level. As explained earlier, the idea is to copy purchase order number (VBAK-BSTNK) into reference field of Invoice document. The example uses SAP standard document types, that is, OR for order, LF for delivery and F2 for invoice.
Step 1
In the SD Master Data Screen enter tcode SPRO (SAP Project Reference Object).
Step 2
Navigate to the following path Sales and Distribution -> Billing -> Billing documents and click on execute icon of Maintain copying control for billing documents.
Step 3
Double click on copying control: delivery document to billing document.
Step 4
In the below screen select tgt column as F2 and source column as LF as shown in below screen and double click on it.
Step 5
Select the desire option value from drop down of reference number. In the below screen I have chosen purchase order (PO) number as mentioned in our example and save it.
Now, we have to create an order to check the reference number. For this, I have created an order with the PO number “TestProduct2”.
After creating the order, we have to complete the delivery and invoice part. To check the reference number, we need to go to invoice header data and check the details. Below is the screenshot for the same.
By following the above steps, you can set reference field for billing Invoice. We sincerely hope that this was useful and any comment of feedback will be very helpful.