OTC-07

Control Description

SAP S/4HANA automatically copies key elements of the sales order such as the ship-to party, material, and quantity to the delivery document (for picking) completely and accurately.

Risk

Manual re-entry or discrepancies between sales orders and deliveries could result in shipping incorrect items, wrong quantities, or delivering to the wrong customer, leading to customer disputes and inventory errors

Implementation Details

Copy Control is a system configuration that automatically transfers data from source documents (sales orders) to target documents (delivery documents) without manual intervention.

In SAP, it's configured via T-code VTLA. where you define the mapping between sales order types (e.g., OR, ZEDI) and delivery types (e.g., LF, LR) with corresponding data transfer routines.

The control operates at three levels:
• Header level (general order data), Item level (material, quantity, ship-to party), and Schedule line level (delivery dates).

When configured with standard routine 001 (most common), the system automatically copies critical fields such as ship-to party, material, quantity, plant, and weight from the sales order to the delivery document at the moment the delivery is created, ensuring completeness and accuracy without relying on manual data entry or user intervention.

This prevents errors and data discrepancies by making the delivery document system-derived from the originating sales order, rather than allowing manual creation or alteration.

Test Procedures

Test of Design

1- Identify Sales Document Types : Query SAP table VBAK to identify all sales document types used in the organization during a selected period.

2- Query SAP table TVAK to determine which sales document types are configured to generate delivery documents. (Not all sales document types generate a deliver e.g a credit memo does not while a standard order does)

3 Test Procedure 4: Inspect Copy Control Configuration
• Navigate to Copy Control settings (T-code VTLA) for each sales-to-delivery document type combination.
• Confirm that copy control is configured with standard data transfer routine (e.g., routine 001) to ensure automatic transfer of key fields (ship-to party, material, quantity, plant, weight).
• If a routine other than 001 e.g a custom routine beginning with 9 is mapped inquire with management as to the nuances of that custom routine as it relates how data is copied)

B) Test of Operating Effectiveness

1- Retrieve Historical Sales Order
• Select a recent sales order transaction from the configured sales document types.
• Using T-code VA03, display the complete order details including ship-to party, material, quantity, plant, and weight.

2: Identify Linked Delivery Document
• From the sales order, navigate to Document Flow to identify the corresponding delivery document created.
• Obtain delivery document number and confirm the system-derived relationship.

3: Compare Key Fields

• Display the delivery document using T-code VL03N.
• Compare critical field values between the sales order and delivery document:
Ship-to Party
Material
Delivery Quantity
Plant
Weight

• Verify that all field values match exactly, confirming accurate, complete data transfer