SAP Knowledge Base Article - Public

1435056 - How to determine 'Employee Responsible' in a Sales Order


The employee responsible determined in the sales order XYZ (XYZ represents the ID of the respective sales order) is not the one expected.


SAP Business ByDesign

Reproducing the Issue

  1. Go to work center Sales Orders.
  2. Go to View Sales Orders.
  3. Edit the sales order XYZ.

The employee responsible is not determined as expected.


The employee responsible is determined according to the following rules:

  • Rule #1 Responsibility for Account

Direct responsibility to an Account can be defined.
All direct responsibilities overrule the responsibilities maintained in the Application & User Management.

  • Rule #2  Responsibility to Determine Employee Responsible - Sales

The Responsibility to Determine Employee Responsible - Sales work category defines the responsibility of an employee from sales perspective. This role represents mainly the revenue responsibility for a sales document. The person must not necessarily be the same person who creates the sales document or coordinates the order fulfillment process.

The system uses parameter values to classify business documents, determine responsibility, and distribute accordingly. The parameters used in the Responsibility to Determine Employee Responsible - Sales work category are as follows: Company, Country, State, Ciry, ZIP Code and ABC Classification.

It is also possible to activate additionally the usage of the ABC Classification via fine tuning.

Prerequisites: Employees and service agents to be used in this work category must be assigned to a sales unit or must work for a sales unit.

  • Rule #3 Logged on User

If no rule is set up the user logged on is used by default as the employee responsible sales.


How to maintain Rule #1 Responsibility for Account:

  1. Go to Work Center Account Management.
  2. Go to View Accounts.
  3. Select an Account and choose Edit > Contacts.
  4. On the Contact tab and select Relationships and Responsibilities.
  5. In the Responsibilities section:
  • Add Employee Responsible - Sales as Party Role.
  • Select an Employee ID.
  • Tick Direct Responsibility.
  1. Save

All direct responsibilities overrule the responsibilities maintained  in the application & user management.

How to maintain Rule #2  Resp. to Determine Employee Responsible - Sales

  1. Go to Work Center Application and User Management.
  2. Go to View Task Distribution > Employee Work Distribution.
  3. Go to Business Area: Sales and Marketing > Employee Responsible for Sales.

You can define work distribution rules by selecting the ID of User Responsible and the valid from and to date. 
Then you can select the rule details: Company, Country, Region, City, ZIP Code.

Use Case: Employee EFG (EFG representing the ID of an employee) has to be the employee responsible for all sales order with an account with country US.

  • Maintain a new rule in Work Distribution for the employee EFG
  • In the rule details choose the Country United State and Save.

How to define responsibility criteria for the selected responsibility category:

  1. Go to Work Center Business Configuration.
  2. Go to View Activity List.
  3. Select fine tuning activity > Criteria to Determine Responsibilities for Sales.
  4. Select criteria to Determine Employee.

How to change the determination logic:

  1. Go to Work Center Business Configuration.
  2. Go to View Activity List.
  3. Select fine tuning activity > Involved Parties for Sales Orders.
  4. Select the party role > Maintain Determination.

You can activate or deactivate determination steps for your party role.

Please Note:

If you do not use any rules for the work category Employee Responsible for Sales we would recommend to uncheck the Step 20 -> Responsibility “Employee Responsible for Sales”.

See Also

You can find more information on the Party Role Determination in a Sales Document in the following blog in the SAP Business ByDesign Community forum:


KBA , AP-SLO , Sales Order Processing , How To


SAP Business ByDesign all versions