Sales Document Attachments

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Having document attachments in your webstore is a great way to enhance your customers experience.

Sana Commerce Cloud supports two types of attachments for sales documents:

• Attachments which customers can add to the sales documents during the checkout process.

• Attachments which sales managers can add to different sales documents in SAP S/4HANA and show them in the webstore.

Sales Document Attachments Added by Sales Managers in SAP S/4HANA

In SAP S/4HANA you can attach different files to the sales documents. You can add attachments to all types of sales documents – orders, quotations, invoices, return receipts, credit notes and shipments. Files added to the sales documents in SAP S/4HANA are shown on the sales document details pages in the Sana webstore.

If you need to provide your business customers with some additional documentation, for example a waybill or a copy of some extra documents, they can be attached to the corresponding sales document in SAP S/4HANA and shown on the sales document details page in the Sana web store.

Set Up User Permissions

The SAP S/4HANA user must have the necessary permissions to be able to add attachments. If you can't add attachments in SAP S/4HANA, please ask the SAP S/4HANA administrator to give you the necessary permissions.

If the SAP S/4HANA user has the required permissions to add attachments, then the button Services for Object will be available in the sales document master data.

To manage the user in SAP S/4HANA, use the transaction code SU01. The parameter SD_SWU_ACTIVE must be added to the user on the Parameters tab to allow the user to add attachments in SAP S/4HANA.

Add an Attachment to a Sales Document in SAP S/4HANA

Step 1: Open the sales document.

Step 2: Click on the Services for Object button and then: Create > Create Attachment. Find the necessary file and add it to the sales document.

By clicking Attachment list, you can see the list of all attachments added to the sales document. You can open the attachment list only when at least one attachment has been added to the sales document. In the Service: Attachment list window, you can also add and remove attachments.

Sales Document Attachments Added by Customers During Checkout

Some business owners can provide their customers with customization services. For example, you are selling t-shirts in your webstore and you can personalize any t-shirt at the customer’s request. In this case, the possibility to upload files during checkout can come in handy, since a customer can create the custom t-shirt design and upload the file with the design during checkout, instead of contacting you via email or other means of communication.

Having the file upload in the checkout takes the interaction between you and your customers to the next level and improves user experience for shoppers.

A file added to the sales document by a customer during the checkout process is shown on the sales document details page in the Sana webstore.

When a customer adds a file to the sales document, this file is stored in the file system of Sana Commerce Cloud. Also, the URL to the attachment is saved to the sales document attachment list in SAP S/4HANA.

You can find all files attached to the sales documents at the following location in File manager: Root > Documents > sales document attachments. Each folder inside the sales document folder corresponds to a specific sales document by its ID.

Enable and Disable Sales Order Attachments

You can change the visibility of the Attachments area in the Sana webstore using the checkout header fields in Sana Admin.

In Sana Admin click: Setup > Ordering > Checkout header fields. Edit the Attachments field. The Attachments field is available on the Checkout header fields tab in Sana Admin by default and you cannot remove it. But you can hide this field if you don't want your webstore customers to be able to add attachments to sales documents. You can also set the accepted file types, maximum file name length, maximum file size, etc.

Sales Document Attachments in SAP

The link to the attachment added by a customer during checkout is saved to the sales document in SAP S/4HANA. To see the attachment link saved to the sales order, open the necessary sales order. Click on the Services for Object button and then click Attachment list.

Manage Sales Document Attachments Visibility

In SAP S/4HANA you can choose which sales document attachments you want to show in your Sana webstore. You can show or hide files attached to the sales orders and quotations, return orders, delivery and billing documents.

In the Attachment Overview Sana app, you can see the attachments that sales managers add to different sales documents in SAP S/4HANA and the attachments that customers add to the sales documents during the checkout process.

Step 1: Open the Attachment Overview Sana app in the SAP Fiori Launchpad.

Step 2: Select your webstore.

Then, depending on which document attachments you need to see, open one of the following tabs: Sales Order Attachments, Delivery Attachments or Billing Attachments. Return order, sales order and sales quotation attachments are shown on the Sales Order Attachments tab.

In the Sales Order Attachments table, you can see the list of documents and files attached to them. You can see the document number, type, attachment name, file format, document date and their visibility.

Filters

Expand Filter Options. You can use filters to narrow search results and show only those sales document attachments that you need.

You can filter attachments by customer, sales document number and sales document creation date. You can also filter document attachments by their visibility. You can choose whether you want to see only those sales document attachments which are visible in webstore (Visible) or only invisible (Invisible).

You can reset all filters you have applied using the Refresh Data button.

Step 3: If you enable the Visibility option, in the Sales Order Attachments table, then your sales document attachments will be shown on the sales document pages in the Sana webstore.

Use More actions to manage visibility of material attachments in the Sana webstore.

• If you select the option Enable visibility for all, you can make all document attachments visible in the Sana webstore at once.

• If you select the option Disable visibility for all, you can make all document attachments invisible in the Sana webstore at once.

• If you select Enable visibility for range, you can make document attachments within a certain range visible.

• If you select Disable visibility for range, you can make document attachments within a certain range invisible.