Working in the IT-department, your role is to make it as easy as possible for colleagues to fill in all the necessary information on documents.
For example, when selling to governmental organizations, it’s mandatory to include their reference number on your sales invoice, otherwise they won’t pay it. Another example: when a customer returns an item, management wants to know the reason for the return.
By making these fields mandatory on the relevant documents, you help ensure that important information isn’t forgotten, preventing unnecessary administrative work and costs.
Let’s take a look at how you can easily set this up!
Go to Release Setup List.
On the page that opens, create a new line by clicking + New in the top menu.
Select the Table where you would like to make a field mandatory. Looking at the example of the reference number of the customer, this should be mandatory for Sales documents, so select 36 (Sales Header).
Next, choose a Document Type. In this example, we would like to add it for all types of Sales documents. You will have to add each type, one by one. Let’s start with Order.
Select a Testfield No. by clicking on the three dots in the field. For this example, select 11 (Your Reference).
As this field is only mandatory for some customers, click on No under Filter exist.
On the Filter Page that opens, click on the top + Filter.
Select the field Sell-to Customer No., fill in the relevant Customer Numbers and click OK.
Repeat steps 1 to 8 for each Document Type to make the Your Reference field mandatory on all Sales documents.
Continuing with the example of the reason for customer returns, click on + New again to create a new line.
This time, for Table select 37 (Sales Line).
Select Return Order as the Document Type.
Select 6608 (Return Reason Code) for Testfield No. to make this field mandatory for each Item Line in a Sales Return Order.
Now, let’s create a Sales Return Order to see what happens when we forget to fill in either of these fields. Go to Sales Return Orders.
Click on + New in the top menu, and, in the window that opens, fill out a Customer Name for which the Your Reference field is mandatory, as well as other relevant fields. Leave the Your Reference field empty for now.
Select an Item in the Lines FastTab and fill the necessary fields. Leave the Return Reason Code field empty for now.
In the top menu, under Home, click on Release. A notification pops up to remind you about filling the Your Reference field.
Close the notification by clicking OK and fill in the Your Reference field.
Try to Release the document again to get another notification this time reminding you to fill the Return Reason Code field.
Close the notification by clicking OK and fill in the Return Reason Code for each Item Line.
Now, you can Release the document as all mandatory fields are filled.
Now, you can make it easier for your colleagues to remember to fill in mandatory fields. While these examples focused on Sales documents, the same approach can be applied to Purchase, Transfer, Transport, Route Allocation, Quality, and Customer Inventory documents. This helps to prevent unnecessary administrative work and costs across all these processes!
