Lesson 2 of 6
Incompletion
10 min
An order can be saved with data missing. SAP lets this happen on purpose, because a sales rep may not have every detail when the customer calls. The incompletion log records what is missing, and configuration decides which follow-on steps the gap blocks. An incomplete order is not an error; an incomplete order nobody notices is.
How incompletion works
Configuration assigns incompletion procedures to the header (by order type), items (by item category), schedule lines and partners. Each procedure lists fields that must be filled and, for each field, a status group that says what the gap blocks: for example delivery, billing, or both. When Maria saves, SAP checks the fields and records any gaps in the log.
- ProcedureFleet order type requires the customer reference and the incoterms location
- Gap on saveMaria saves without the incoterms location
- Incompletion logThe field is listed; the order's completeness status shows incomplete
- Status groupThe field's status group blocks delivery
- EffectThe order never reaches the delivery due list until the field is filled
Seeing and completing the log
When an order is incomplete on save, SAP shows a message and offers to edit the missing data or save anyway. In VA01/VA02 the log is under Edit > Incompletion Log; double-clicking a line takes you to the field. In the launchpad, the order shows an incompleteness indicator and the missing data can be completed from the order. The completeness status on the header and item tells you whether gaps remain. For lists of incomplete orders, the SAP GUI report V.02 and the sales order fulfillment monitoring apps both help.
| Missing field (Contoso examples) | Level | Typical block | Who fills it |
|---|---|---|---|
| Customer reference (PO number) | Header | Delivery and billing | Inside sales |
| Incoterms location | Header | Delivery | Inside sales |
| Plant | Item | Delivery | Inside sales, after checking master data |
| Net price (no condition record found) | Item | Billing | Pricing team creates the condition record; sales re-prices |
| Ship-to address detail | Partner | Delivery | Master data team |
Incompletion examples. Your procedures decide which fields and blocks apply.
Notice the last two rows. Some gaps are not order entry mistakes but master data gaps: a missing price record or an incomplete address. Completing them on the order fixes one order; fixing the master data fixes every future order. A key user should always ask which kind of gap it is.
- Is the missing field something the customer or rep should provide for this order only?Yes → fill it on the order · No → next question
- Is the gap caused by missing master data, such as a price record or plant?Yes → fix the master data, then update the order · No → next question
- Is the field required by mistake for this order type?Yes → raise it with the functional team; do not fill it with junk · No → escalate to the key user
Statuses after completion
When the last gap is closed, the completeness status changes and the blocked functions open: the order appears in the delivery due list on its date, or billing can proceed. Testers should check that change explicitly, because an incompletion procedure that blocks the wrong function is itself a defect.
| Status | Before | After |
|---|---|---|
| Header completeness | Incomplete | Complete |
| Delivery-relevant | Blocked by incompletion | Open for delivery on the material availability date |
| In delivery due list for shipping point 1710 | No | Yes, on its date |
| Billing | Not yet relevant (nothing delivered) | Not yet relevant (nothing delivered) |
What would you do?
Shipping reports that a large fleet order did not appear in the delivery due list. The order has confirmed schedule lines and no blocks are visible on the header. What should Maria check first?
- Incompletion procedures list required fields per header, item, schedule line and partner.
- Status groups decide what each gap blocks: delivery, billing or both.
- Use Edit > Incompletion Log (VA01/VA02) or the app's indicator; V.02 lists incomplete orders.
- Distinguish order-only gaps from master data gaps, and fix the source.
- Never fill required fields with junk; test that statuses change when the order is completed.
Check your understanding · not graded
Lesson check
1. What does an incompletion log list?
2. What decides whether a missing field blocks delivery, billing or both?
3. An item is incomplete because no price was found. What is the best fix?
4. Which SAP GUI report lists incomplete sales documents?