How to Create a Delivery in SAP VL01N

Access the SAP Easy Access screen

Log in to SAP to reach the SAP Easy Access screen. Confirm you see the main navigation tree, including the Favorites and SAP menu sections.

Review the existing sales order

Open your existing sales order before creating the delivery. In this example, the order contains:

• Sales Order Number: 1
• Sold-To Party: 237 (36 Health Express / 32930 Brier Ct. / Livonia MI 48152)
• Ship-To Party: 237 (same as above)
• PO Number: PO-122029
• PO Date: 08/15/2020
• Net Value: 12,540.00 USD
• Item 10: Material 36F110, Order Quantity 100 CS, Description 36 NRG-B
• Item 20: Material 36F110, Order Quantity 10 CS, Description 36 NRG-B

Review all item details, delivery dates, and payment terms before proceeding.

Create a delivery in SAP VL01N using menu navigation

With the sales order open, you can start delivery creation from the top menu. Select the relevant option, for example Sales Document > Deliver. This takes you directly into the delivery transaction (VL01N).

Create a delivery in SAP VL01N using the transaction code

Alternatively, from the SAP Easy Access screen, enter the transaction code VL01N in the command field and press Enter. This opens the delivery creation screen directly.

Enter delivery creation details

In the Outbound Delivery Create: Overview screen, enter the required details:

• Shipping Point: 237 (36 Health Express / 32930 Brier Ct. / Livonia MI 48152)
• Document Date: 08/15/2020
• Planned GI Date: 08/15/2020
• Total Weight: 7,200 LB
• Material: 36F110
• Delivery Quantity: 100 CS
• Description: 36 NRG-B

Confirm all item and delivery details are correct before continuing.

Save or exit delivery processing

If you attempt to exit delivery processing before saving, a dialog appears asking: "System will exit processing. Do you want to save your data?" You can choose Yes to save, No to exit without saving, or Cancel to return to the delivery screen.

Note: If only one item appears in the delivery screen (for example, only item 10 is shown), verify the sales order and item availability before continuing.

Troubleshoot missing items caused by schedule line dates

If not all sales order items appear during delivery creation, check the schedule line delivery dates for each item in the sales order. Review the "First date" or "Req. deliv. date" for each item — in this example, Item 10 has a delivery date of 08/15/2020, while Item 20 has 08/20/2020. Only items with a delivery date matching the delivery creation date will appear. To include all items, adjust the schedule line dates so they match the intended delivery date.

Confirm both items appear in delivery creation

After correcting the schedule line dates, return to the delivery creation screen and verify that both items (Item 10 and Item 20) now appear in the delivery item list.

Adjust delivery quantities for partial delivery

In the Outbound Delivery Create: Overview screen, you can change the delivery quantity for each item to allow a partial delivery. In this example, the delivery quantity for Item 20 is changed from 10 CS to 5 CS by updating the "Deliv. Qty" field.

Save the delivery document

After adjusting quantities, click the Save icon (diskette) to save the delivery. Note the generated delivery number for reference in the next steps.

Open the delivery for picking

To proceed with goods issue, enter transaction code VL02N in the command field and press Enter. This opens the Change Outbound Delivery screen. Enter your delivery number and continue. Go to the Picking tab, select the appropriate storage location for each item (for example, 36EPT), and confirm the picked quantity matches the delivery quantity.

Enter picked quantities and review delivery tabs

In the Change Outbound Delivery: Overview screen, enter the actual picked quantities for each item under the "Picked Qty" column — in this example, 100 CS for Item 10 and 5 CS for Item 20. Ensure the picked quantities match what is physically picked for shipment.

The delivery screen offers several tabs you can review:

• Picking: Confirms picked quantities and status.
• Loading: Shows loading details and planned loading times.
• Transport: Displays transportation planning and shipment details.
• Status Overview: Provides a summary of the delivery status.
• Goods Movement Data: Shows planned and actual goods movement dates.

Confirm that the "OvrPickStatus" field shows Fully picked after entering the picked quantities.

Review header details (optional)

Click the hat icon to view or edit header-level information for the delivery. You can review or update fields such as:

• Transportation Planning Date: 08/15/2020
• Loading Date: 08/15/2020
• Planned GI (Goods Issue) Date: 08/15/2020
• Shipping Point: 36SP (36 Truck Loading Dock)
• Route: MI001 (Zones 7, 8 & 9)
• Incoterms: FOB, Receiving Dock

Make any necessary changes, then return to the main delivery screen.

Post the goods issue

Once all details are confirmed and picked quantities are entered, click the Post Goods Issue button at the top of the screen. This completes the delivery process and records the goods issue in SAP. A confirmation message appears indicating the goods issue has been posted.

Verify delivery status in the sales order

Open the SAP Easy Access screen and enter transaction code VA03 in the command field, then press Enter to display the sales order.

In the Display Standard Order: Overview screen, review the status flow. Confirm that Delivery Created, Picking Created, and Goods Issue Posted statuses are visible, and check that the order quantities, prices, and delivery dates are correct.

Proceed to invoice creation

After posting the goods issue, return to the SAP Easy Access screen and enter transaction code VF01 in the command field to begin invoice creation for the delivery.

Note: Always ensure all data is accurate before posting the goods issue and proceeding to invoicing. This ensures correct inventory and financial records in SAP.

Open the Create Billing Document screen

Navigate to the Create Billing Document screen. In the "Docs to be processed" section, enter the sales order document number (for example, 80000000) in the Document field. This screen lets you process sales orders directly for billing, even if there is no delivery number.

Display billing items

Press Enter after entering the document number. The system displays the Invoice (F2) Create: Overview of Billing Items screen. Review the billing items, including:

• Invoice number: 5000000001
• Payer: 237
• Billing Date: 08/15/2020
• Item details such as Description (36 NRG-B), Billed Quantity (100 CS and 5 CS), Net Value, Material, and Cost.

Check header details

Navigate to the header details by selecting the appropriate tab. Review the Billing Invoice (F2) Create: Header data screen, which includes:

• Billing Date: 08/15/2020
• Company Code: 36FS
• Reference: PO-122029
• Document Currency: USD
• Assignment, Payment Method, Dunning Area, and other accounting data
• Posting Status: Error in Accounting Interface
• Price data, Customer group, Agreement, and Terms of Payment

Review pricing conditions

Switch to the Conditions tab to view pricing elements. Confirm the pricing details, such as:

• Net: 11,970.00 USD
• Tax: 0.00
• Pricing elements such as Gross, Discount Amount, Rebate Basis, Net Value for Item, Total, Cash Discount, and Cost
• Gross and Net Value for Item both show 11,970.00 USD; Cost is 25,704.00 USD

Save the invoice

Save the invoice by clicking the save icon or using the appropriate menu option. The system confirms that the document (for example, 90000000) has been saved.

Release the billing document to accounting

Go to transaction VF02 to change the billing document. Enter the billing document number (for example, 90000000) in the Billing document field, then click Release to Accounting (or use the shortcut Shift+F4). The system processes the release and confirms whether the document has already been passed to accounting.

Display the sales order and check status

Open the sales order in display mode using transaction VA03. Review the Display Standard Order: Overview screen, which shows:

• Sold-To Party and Ship-To Party: 36 Health Express
• PO Number: PO-122029
• PO Date: 08/15/2020
• Item overview with materials, order quantities, and descriptions

View the document flow

Access the Document Flow to see the complete process chain, including Inquiry, Quotation, Standard Order, Outbound Delivery, Picking Request, Goods Issue, Invoice, and Accounting Document. Statuses such as "Completed," "FI doc. generated," and "Not cleared" are displayed for each document.

Review item details in the sales order overview

Open the Display Standard Order: Overview screen and locate the "All items" section at the bottom. Review the following details for each item:

• Item 10: Material 36F110, Order Quantity 100 CS, Description 36 NRG-B
• Item 20: Material 36F110, Order Quantity 10 CS, Description 36 NRG-B

Note the Sold-To Party and Ship-To Party (237 36 Health Express), PO Number (PO-122029), PO Date (08/15/2020), and Net Value (12,540.00 USD).

Check the status overview for fully delivered and billed items

Navigate to the Status Overview for the sales order. For Item 10 (36 NRG-B, 100 CS), verify:

• Delivery status: 100.000 CS Delivered
• Goods issue status: 100.000 CS Issued
• Billing status: 100.000 CS Billed

All statuses should show as completed, fully delivered, fully invoiced, and with nothing rejected.

Check the status overview for partially delivered and billed items

In the same Status Overview screen, select Item 20 (36 NRG-B, 10 CS). Review:

• Delivery status: 5.000 CS Delivered, 5.000 CS open
• Goods issue status: 5.000 CS Issued, 5.000 CS open
• Billing status: 5.000 CS Billed, 5.000 CS open
• Confirmation status: 10.000 CS confirmed

The item is partially delivered and partially billed, with 5 CS still open for delivery and billing.

Verify detailed status for partially delivered items

Confirm the detailed breakdown for partially delivered items: "Partially delivered" status, 5 CS delivered with 5 CS open, 5 CS issued with 5 CS open, 5 CS billed with 5 CS open, all items confirmed, nothing rejected, and complete item data. This breakdown helps you track the progress of each item in the sales order.

Return to the SAP Easy Access menu

Exit the status overview to return to the SAP Easy Access menu. Enter vf03 in the command field at the top to prepare to display a billing document. The menu displays your favorites and the SAP menu structure.

Access the billing document and review billed quantities

Open the billing document (for example, Invoice 9000000000) in display mode. Review the Overview of Billing Items screen:

• Item 10: 36 NRG-B, Billed Quantity 100 CS, Net Value 11,400.00, Cost 24,480.00
• Item 20: 36 NRG-B, Billed Quantity 5 CS, Net Value 570.00, Cost 1,224.00

The Environment menu is open, showing options such as "List Billing Documents" and "Display document flow."

Show output options for the invoice

Navigate to the Change Output screen for the invoice. In the "Output" section, click the possible entries button for output type. The "Possible Entries: List of allowed output" window appears, displaying output types such as:

• RD00 Invoice
• MAIL Mail
• ESR0 Text not maintained
• RD02 Invoice VDA
• Additional export and shipping document types

This allows you to select the appropriate output type for the invoice.

Configure print parameters for invoice output

On the Change Output screen for Invoice 9000000000, review and set the following fields under "Printing information":

• Logical destination: LOCL (local printer)
• SAP cover page: Do Not Print
• Recipient: FS-36
• Department: Leave as is or enter as required
• Cover Page Text: Access Type for Print Parameter and Proposal
• Authorization: Leave as is or enter as required
• Storage Mode: 1 Print only
• Print immediately: Check this box if you want the invoice to print as soon as it is processed
• Release after output: Check this box if you want the output released after printing

Ensure the "Maintain print parameters" box is checked at the bottom of the screen.

Preview the invoice output

After configuring print parameters, initiate the print preview to see how the invoice will appear when printed. The "Print Preview of LOCL Page 00001 of 00001" screen displays:

• Doc. No./Date: 9000000000 / 08/15/2020
• Delivery Note No./Date: 8000000000 / 08/15/2020
• Order No./Date: 1 / 08/15/2020
• Reference No./Date: PO-122029 / 08/15/2020
• Customer: 237
• Currency: USD
• Invoice Amount: 11,970.00
• Payment conditions, delivery terms, gross and net weight, and itemized invoice details (material, quantity, price, value)

Use this preview to verify all invoice data before finalizing output.

Review an enhanced invoice layout with logo and formatting

If you use SAP Smart Forms or custom ABAP programming, you can preview an enhanced invoice layout. The print preview displays the SAP logo and company branding (for example, "SAP enjoy"), the company address (36 Health Express, 32930 Brier Ct., LIVONIA MI 48152, USA), a prominent "Invoice" heading, and the same document and payment information as in the standard preview. This layout can include logos, grid lines, and other formatting for a professional appearance.

Verify output processing status

Return to the Change Billing Document screen for Invoice 9000000000. In the "Output output" window, review the output processing status:

• Message type: RD00 (Invoice)
• Name: Invoice
• Created on: 08/15/2020
• Created at: 01:40:40
• Process status: 0
• Transmission Medium: 1

Use the Print Options button to adjust or reprocess output if necessary, and confirm that the output has been generated and processed as expected.