1508411 - Changed Master Data Are Not Taken Over Dynamically In Existing Sales Documents And New Documents Created As A Follow-Up

Why are changed master data (such as e.g. the business partner address data, Product Master Data or changes in Org Management) not taken over dynamically by the system:

• in existing sales documents,
• in new sales documents created as a follow-up document,
• in new sales documents created as a copy of an existing document?

SAP Business ByDesign

In existing sales document:

1. Go to Sales Orders work center.
2. Under the Common Tasks section, select New Sales Order hyperlink.
3. Insert account XYZ (XYZ represents the identification of an account).
4. Account XYZ has the ship-to address ABC (ABC represents the detailed ship-to address of the account).
5. Insert all the other respective details.
6. Save the sales order HIJ (HIJ represents the identification of the sales order that was just created).

1. Go to Account Management work center.
2. Go to Accounts view.
3. Select account XYZ.
4. Click in Edit button.
5. Select Addresses from the drop-down list.
6. Change the ship-to address from ABC to EFG (EFG represents the new detailed ship-to address of the account).
7. Click in Save button.

1. Go to Sales Orders work center.
2. Go to Sales Orders view.
3. Search for HIJ. 
4. Click in Edit button. 

Account XYZ still has the ship-to address ABC.

 
In new sales document created as a follow-up document or copy of an existing document:

1. Go to Marketing work center.
2. Go to Leads view.
3. Click in New button and select New Leads. 
4. Insert account XYZ.
5. Enter all other respective details such as Description and Qualification.
6. Save the lead KLM (KLM represents the identification of the lead that was just created).
7. Click the Hand Over button to hand over the lead to New Business.

1. Go to Account Management work center.
2. Go to Accounts view.
3. Select account XYZ.
4. Click in Edit button.
5. Change the name to XYZ-ABC.
6. Click in Save button.

1. Go to New Business work center.
2. Go to Leads view.
3. Select lead KLM.
4. Click in Follow-Up button and select Opportunity option.

In the new Opportunity the Account name is displayed as XYZ. Therefore the changes in the account master data have not been taken over.

When creating a new document via the Follow-Up or the Copy functionality, the system will copy all details including the master data (Account Master Data, Product Master Data, Pricing Data and Organizational Data) from the corresponding base document.

The change of the master data such as addresses/name etc. is not dynamically updated by the system because in some cases it is necessary to keep the old data for existing sales documents or sales documents which are based on existing sales documents.

Therefore, the change has to be triggered manually in the sales document if required. Due to the same reason, also price changes needs also to be updated manually with Customer Quotes or Sales Orders.

For the Bill-To Party and the Seller Party address there are scoping questions available to enable the system to redetermine the address from the master data/organizational data:

• Do you want to redetermine the address of the Bill-To Party from the master data at the time of invoice creation?
  Instead of defaulting the Bill-To address from the corresponding predecessor document, the system will default the address from the master data at the time of customer invoice and project invoice request creation.

• Do you want to redetermine the address of the Seller Party from the master data at the time of invoice creation? (available with Release 2411)
  Instead of defaulting the Seller Party address from the corresponding predecessor document, the system will default the address from the master data at the time of customer invoice creation.

This is the standard system behavior.

To trigger the changes in the master data in sales documents, the user has to remove the master data (e.g. the Business Partner) and enter it again in the sales document. 

Please note: 

• For the bill-to address the user has the option to redetermine the address of the Bill-To Party at the time of invoice creation by activating the following scoping question in the project scope in the Business Configuration: "Do you want to redetermine the address of the Bill-To party from the master data at the time of invoice creation?"
• For Customer Invoices created as a copy, removing the master data (e.g. the business partner Account) and enter it again in the invoice will not trigger the changes in the master data. The user will have to perform those changes (e.g. Payment Terms) manually in the Invoice.
• With Release 2411, instead of defaulting the Seller Party address from the corresponding predecessor document, the system will default the address from the master data at the time of customer invoice creation if you activate the scoping question: Do you want to redetermine the address of the Seller Party from the master data at the time of invoice creation?
• With Release 2508, we have also introduced a scoping question for the Invoicing Unit Party Address. Instead of defaulting the Invoicing Unit Party address from the corresponding predecessor document, the system will default the address from the master data at the time of customer invoice creation if you activate the scoping question: Do you want to redetermine the address of the Invoicing Unit Party from the master data at the time of invoice creation?
• With Release 2511, you have the option to redetermine the address of the Payer Party and/or the Buyer Party at the time of invoice creation by activating the scoping questions: 
  Do you want to redetermine the address of the Payer Party from the master data at the time of invoice creation?
  Do you want to redetermine the address of the Buyer Party from the master data at the time of invoice creation?

1. Go to Business Configuration work center.
2. Go to Implementation Projects view.
3. Select the implementation project.
4. Click in Open Project Scope button.
5. Navigate to Questions tab.
6. Expand the Path: Sales -> Customer Invoicing -> Miscellaneous Invoicing. 
7. In the Group Miscellaneous Invoicing you can find the questions and can activate them as per your requirement: 
   Do you want to redetermine the address of the Seller Party from the master data at the time of invoice creation?
   Do you want to redetermine the address of the Bill-To Party from the master data at the time of invoice creation?
   Do you want to redetermine the address of the Invoicing Unit Party from the master data at the time of invoice creation?
   Do you want to redetermine the address of the Payer Party from the master data at the time of invoice creation?
   Do you want to redetermine the address of the Buyer Party from the master data at the time of invoice creation?

Second note: when re-entering the master data, please press Enter in the keyboard. When user erases the field and add the same ID, the system may not appear to accept the value because the field doesn't recognize the ID. However if the document is saved, no error will be triggered. That happens because in the backend the system actually recognizes that there is no change (if ID is the same). 

• Help Portal: Create a Project Invoice Request for a Customer Project

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