LO615 - Billing

LO615 BillingLO615

Release 630 06.08.2003

LO615 Billing.................................................................................................................................................................0-1

Copyright....................................................................................................................................................................0-2

Sales and Distribution............................................................................................................................................0-3

Course Prerequisites...............................................................................................................................................0-4

Target Group..........................................................................................................................................................0-5

Course Overview........................................................................................................................................................1-1

Course Goals..........................................................................................................................................................1-2

Course Objectives...................................................................................................................................................1-3

Table of Contents...................................................................................................................................................1-4

Course Overview Diagram.....................................................................................................................................1-5

Main Business Scenario.........................................................................................................................................1-6

Introduction................................................................................................................................................................2-1

Introduction: Unit objectives..................................................................................................................................2-2

Introduction: Course Overview Diagram...............................................................................................................2-3

Introduction: Business scenario..............................................................................................................................2-4

Integration of the Billing Document in the SD Process Chain...............................................................................2-5

Billing Document Structure....................................................................................................................................2-6

Billing Document Screens......................................................................................................................................2-7

Introduction: Conclusion........................................................................................................................................2-8

Exercise Data and exercises for the unit.................................................................................................................2-9

Solutions to ‘Introduction’ Unit...........................................................................................................................2-17

Billing Overview........................................................................................................................................................3-1

Billing Overview: Unit objectives..........................................................................................................................3-2

Billing Overview: Course Overview Diagram.......................................................................................................3-3

Billing Overview: Business scenario......................................................................................................................3-4

Customizing - How to Proceed..............................................................................................................................3-5

Assigning Sales Organizations and Plants.............................................................................................................3-6

Organization in Accounting...................................................................................................................................3-7

Billing Overview: Unit Summary..........................................................................................................................3-8

Controlling the Billing Process..................................................................................................................................4-1

Controlling the Billing Process: Unit objectives....................................................................................................4-2

Controlling the Billing Process: Course Overview Diagram.................................................................................4-3

Controlling the Billing Process: Business scenario................................................................................................4-4

Billing Types..........................................................................................................................................................4-5

Billing Type Controls.............................................................................................................................................4-6

Billing Type Proposal.............................................................................................................................................4-7

Delivery-Related Invoices......................................................................................................................................4-8

Order-Related Invoices...........................................................................................................................................4-9

Controlling the Billing Process: Unit Summary...................................................................................................4-10

-.............................................................................................................................................................................4-11

Solutions to ‘Controlling the Billing Process’ Unit.............................................................................................4-13

Special Billing Types.................................................................................................................................................5-1

Special Billing Types: Unit objectives...................................................................................................................5-2

Special Billing Types: Course Overview Diagram................................................................................................5-3

Special Billing Types: Business scenario...............................................................................................................5-4

Cancellation............................................................................................................................................................5-5

Credit and Debit Memos........................................................................................................................................5-6

Releasing or Rejecting Credit Memo Requests......................................................................................................5-7

Workflow for Credit Memo Requests....................................................................................................................5-8

Invoice Correction Process Flow...........................................................................................................................5-9

Quantity Difference..............................................................................................................................................5-10

Price Difference....................................................................................................................................................5-11

Returns..................................................................................................................................................................5-12

Pro Forma Invoices..............................................................................................................................................5-13

Cash Sale..............................................................................................................................................................5-14

Special Billing Types: Unit Summary..................................................................................................................5-15

Übungen zum Kapitel...........................................................................................................................................5-16

Solutions for ‘Special Billing Types’ Unit...................................................................................................................5-19

Pricing in the Billing Document.................................................................................................................................6-1

Data Flow in Billing: Unit Objectives....................................................................................................................6-2

Data Flow in Billing: Course Overview Diagram..................................................................................................6-3

Data Flow in Billing: Business Scenario................................................................................................................6-4

The Billing Process................................................................................................................................................6-5

Reference document...............................................................................................................................................6-6

Data Flow...............................................................................................................................................................6-7

Copying Control.....................................................................................................................................................6-8

Copying Requirements...........................................................................................................................................6-9

Billing Quantity....................................................................................................................................................6-10

Pricing Overview..................................................................................................................................................6-11

Pricing in the Billing Document...........................................................................................................................6-12

Data Flow in Billing: Conclusion.........................................................................................................................6-13

Exercises for ‘Data Flow in Billing’ Unit............................................................................................................6-14

Solutions to ‘Data Flow in Billing’ Unit..............................................................................................................6-16

Creating billing documents.........................................................................................................................................7-1

Creating Billing Documents: Unit objectives.........................................................................................................7-2

Creating Billing Documents: Course Overview Diagram......................................................................................7-3

Creating Billing Documents: Business scenario....................................................................................................7-4

Billing On Request.................................................................................................................................................7-5

Processing Billing Due Lists..................................................................................................................................7-6

Creating Invoices on Specific Dates.......................................................................................................................7-7

Billing in the Background......................................................................................................................................7-8

Cancellation of Collective Billing Run..................................................................................................................7-9

General Billing Interface......................................................................................................................................7-10

Creating Billing Documents: Unit Summary.......................................................................................................7-11


Solutions to ‘Creating Billing Documents’ Unit..........................................................................................................7-14

Types of settlements...................................................................................................................................................8-1

Types of Settlements: Unit objectives....................................................................................................................8-2

Types of Settlements: Course Overview Diagram.................................................................................................8-3

Types of Settlements: Business scenario................................................................................................................8-4

Collective Billing Document..................................................................................................................................8-5

Automatic Invoice Split..........................................................................................................................................8-6

Item-Dependent Invoice Split.................................................................................................................................8-7

Individual Billing Documents................................................................................................................................8-8

Invoice list..............................................................................................................................................................8-9

Types of Settlements: Unit Summary...................................................................................................................8-10


Solutions to ‘Types of Settlement’ Unit...............................................................................................................8-14

Special Business Transactions....................................................................................................................................9-1

Special Business Transactions: Unit objectives.....................................................................................................9-2

Special Business Transactions: Course Overview Diagram..................................................................................9-3

Special Business Transactions: Business scenario.................................................................................................9-4

Billing Plan.............................................................................................................................................................9-5

Periodic Billing.......................................................................................................................................................9-6

Milestone Billing....................................................................................................................................................9-7

Billing Plan with Link to Milestone Billing...........................................................................................................9-8

Billing Rule: Determining Billing Value...............................................................................................................9-9

Customizing for Billing Plans..............................................................................................................................9-10

Down Payment Processing in SD / FI..................................................................................................................9-11

Down Payment Agreements in the Sales Order...................................................................................................9-12

Down Payment Request.......................................................................................................................................9-13

Incoming Payment for Down Payment................................................................................................................9-14

Partial Invoice - Full Settlement...........................................................................................................................9-15

Partial Invoice - Proportional Settlement.............................................................................................................9-16

Installment Plans..................................................................................................................................................9-17

Special Business Transactions: Conclusion.........................................................................................................9-18


Solutions to ‘Special Business Transactions’ Unit...............................................................................................9-23

Account determination.............................................................................................................................................10-1

Account Determination: Unit objectives..............................................................................................................10-2

Account Determination: Course Overview Diagram...........................................................................................10-3

Account Determination: Business scenario..........................................................................................................10-4

Using Account Determination..............................................................................................................................10-5

Account Assignment Criteria in Billing...............................................................................................................10-6

Sales Account Determination...............................................................................................................................10-7

Business Areas.....................................................................................................................................................10-8

Determining the Business Area............................................................................................................................10-9

Account Determination: Unit Summary.............................................................................................................10-10

Exercises for Account Determination Unit.............................................................................................................................................................................10-11

Solutions to ‘Account Determination’ Unit...............................................................................................................10-13

SD/FI interface.........................................................................................................................................................11-1

SD/FI Interface: Unit objectives...........................................................................................................................11-2

SD/FI Interface: Course Overview Diagram........................................................................................................11-3

SD/FI Interface: Business scenario......................................................................................................................11-4

Link to Financial Accounting...............................................................................................................................11-5

Posting Block.......................................................................................................................................................11-6

Reference Numbers and Allocation Numbers......................................................................................................11-7

Reference Numbers in Invoice Lists....................................................................................................................11-8

Transaction-Related Document Types.................................................................................................................11-9

Head Office and Branches..................................................................................................................................11-10

Negative Postings...............................................................................................................................................11-11

Value Dated Credit Memos................................................................................................................................11-12

SD/FI Interface: Unit Summary.........................................................................................................................11-13

Exercises.............................................................................................................................................................11-14

Solutions to ‘Special Features of the SD/FI Interface’ Unit...............................................................................11-17

Conclusion................................................................................................................................................................12-1

Course Objectives.................................................................................................................................................12-2

Recommended Follow-up Courses......................................................................................................................12-3

Recommended Follow-up Activities....................................................................................................................12-4

Appendix..................................................................................................................................................................13-1

Roles for Billing in SD.........................................................................................................................................13-2

Standard Roles for Billing in SD..........................................................................................................................13-3

Frequently used menu paths in this course...........................................................................................................13-4

Table Structure: Billing document.......................................................................................................................17-8

Table Structure: Invoice Lists..............................................................................................................................17-9

Basic Accounting Principles...............................................................................................................................17-10

Double-Entry Accounting..................................................................................................................................17-11

Account Types - Balance Sheet Accounts..........................................................................................................17-12

Account Types - P&L Accounts........................................................................................................................17-13

SD Example........................................................................................................................................................17-14

SD Example: Postings........................................................................................................................................17-15

MM Example......................................................................................................................................................17-16

MM Example: Postings......................................................................................................................................17-17

Integration SD/CO-PA.......................................................................................................................................17-18

Integration SD/CO-PA: Unit objectives.........................................................................................................17-19

Integration SD/CO-PA: Course Overview Diagram......................................................................................17-20

Integration SD/CO-PA: Business scenario.....................................................................................................17-21

Profitability Report in CO-PA........................................................................................................................17-22

Objective of Profitability Analysis.................................................................................................................17-23

Organizational Units in CO............................................................................................................................17-24

Profitability Segments....................................................................................................................................17-25

Profitability Analysis Procedure.....................................................................................................................17-26

Data Transfer Times.......................................................................................................................................17-27




Characteristics and Key Figures.....................................................................................................................17-31

Transferring Data from SD to CO-PA...........................................................................................................17-32

Integration SD/CO-PA: Unit Summary.........................................................................................................17-33

0

SAP AG 1999

LO615 Billing

LO615LO615

BillingBilling SAP AG

R/3 System Release 4.6C August 2000 Material number 50041369

0.2

SAP AG 2002

Copyright 2002 SAP AG. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice.

Copyright

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components of other software vendors. Microsoft®, WINDOWS®, NT®, EXCEL®, Word®, PowerPoint®, and SQL Server® are registered

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OS/390®, and OS/400® are registered trademarks of IBM Corporation. ORACLE® is a registered trademark of ORACLE Corporation. INFORMIX®-OnLine for SAP and INFORMIX® Dynamic ServerTM are registered trademarks

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world. All other products mentioned are trademarks or registered trademarks of their respective companies.

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Sales and Distribution

Level 2

Credit and ReceivablesRisk Management

LO645 2 days

Level 3

Cross ApplicationBusiness Processesin SD and MM

LO925 2 days

@LO605b

Cross Selling

@LO605a

Dynamic Product Proposal

Processes in Sales and Distribution

LO150 5 days

Foreign Trade

LO640 3 days

LO620 3 days

Pricing in SD

LO615 2 days

Billing

LO611 3 days

Transportation

LO610 2 days

Delivery Processes

LO605 5 days

Sales

LO650 3 days

Cross FunctionalCustomizing in SD

@@1,5 h

@@1,5 h

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Course Prerequisites

LO150 - Processes in SD

LO605 - Sales (recommended)

Basic understanding of the relationship between Financial Accounting and Sales and Distribution

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Target Group

Participants:

Members of the project team responsible for billing

Members of the project team responsible for the interface between SD and FI

Duration:

2 days

Notes to user The training materials are not teach-yourself programs. They complement the course instructor's

explanations. There is space on the sheets for you to write down additional information. There may not be enough time during the course for you to complete all of the exercises. The exercises

provide additional examples to be worked during the course. However, participants can also use them after the course to reinforce what they have learned.

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SAP AG 1999

Course Overview

Course Goals

Course Objectives

Table of Contents

Course Overview Diagram

Main Business Scenario

Contents:

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Course Goals

This course will enable you to:

apply the billing functionality within the SD module of the R/3 System,

adapt the R/3 system to your company-specific requirements for billing,

understand the role of the interface between billing in SD and accounts receivable in FI.

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Course Objectives

At the conclusion of this course, you will be able to:

describe the integration of billing within the SD process chain and the transfer of data to FI,

carry out the Customizing configurations for your company-specific billing requirements.

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Table of Contents

Unit 8 Types of settlements

Unit 9 Special business transactions

Unit 10 Account determination

Unit 11 SD/FI interface

Unit 12 Conclusion

Unit 1 Course overview

Unit 2 Introduction

Unit 3 Billing overview

Unit 4 Controlling the billing process

Unit 5 Special billing types

Unit 6 Data flow in billing

Unit 7 Creating billing documents

Preface

Appendix

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Course Overview Diagram

Order Outbounddelivery

Billing document

FI document

Sales and distribution Accounting

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Main Business Scenario

Once your company has taken orders from customers and delivered on them, you will then want to invoice customers for the services provided.

The resulting receivables, sales revenues, sales deductions, and taxes are automatically posted to the relevant accounts in Financial Accounting.

You will also want to ensure that Controlling - in particular Profitability Analysis - receives all the information it requires from SD business processes.

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Introduction

Contents:

Integration of the billing document in the SD process chain

Billing Document Structure

Billing Document Screens and Information

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Introduction: Unit objectives

At the conclusion of this unit, you will be able to

describe the integration of the billing document within the SD process chain,

describe the transfer of data from SD to Financial Accounting,

describe the structure of a billing document,

access the different information contained in the billing document.

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Introduction: Course Overview Diagram

Order Outbounddelivery

Billing document

FI document


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Introduction: Business scenario

A customer orders goods from you. Once the goods have been delivered the customer is then billed; the accounting document is created automatically in Financial Accounting.

Your sales representatives are interested in various types of information in the billing document. You can find this information in different screens and views.

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Integration of the Billing Document in the SD Process Chain

• Billing orders and deliveries• Updating the document flow• Creating documents in Financial Accounting• Updating billing status• Updating the Sales Info System• Updating the credit account• Forwarding data to Profitability Analysis

The billing document represents the final function in the SD process chain. The billing document has different effects on various areas of the R/3 System. An important part of billing is the interface to Financial Accounting. This allows documents to be

created automatically in Financial Accounting and Controlling when you create billing documents.

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Billing Document Structure

Header

Item 1

Item 2

Item 3

CompanyMax SmithSmithsville

J. MillerRichville

5 Units type 0815 $ 3000

4 Units type 0816 $ 1000

1 Unit type 0817 $ 5,000.00

Amount payable $ 9,000.00

All billing documents have the same structure. They are made up of the header and any number of items. The header contains the general data that is valid for the entire billing document. This includes:

Customer number of the payerBilling dateNet value of the entire billing document

The items contain the data relevant for each individual item. This includes:Material numberBilling quantityNet value of the individual items

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Billing Document Screens

OverviewsOverviews ItemItemHeaderHeader

Billing plan

Configuration

Purchase order data

Document flow

Foreign trade data

texts

Conditions

Partners

Details

Financial Accounting

Billing document items

Details

Partners

Conditions

Output

Texts

Foreign trade data

Payment cards

The data in the billing document can be displayed on different screens. These screens are divided up as follows:

Overview screens:Overviews with header and item dataDetail screens:Screens at header level with general dataScreens at item level with specific data for the items

The graphical user interface of the programs for processing billing documents has been ergonomically improved as of Release 4.6B. Tab pages at header and item level and the use of flexible tables are an important part of these improvements.

You can branch directly to the tab page you want by selecting the menu entry Goto in the Overview screen to switch between the Overview, Header, and Item screens.

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Introduction: Conclusion

You are now able to

describe the integration of the billing document within the SD process chain,

describe the transfer of data from SD to Financial Accounting,

describe the structure of a billing document,

access the different information contained in the billing document.

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2.9Exercise Data and exercises for the unit “Introduction”

Key to the symbols used in the exercises and solutions

Exercises

Solutions

Unit objectives

Business scenario

Tips & tricks

Warning or attention

Preliminary Remark:

Data has been prepared for each group participating in the exercises. The following applies to all lists:

Description

## ## (your group number)

You can display customer master records as follows:

1. Logistics Sales and Distribution Master data

2. Business partners Customer Display Complete

3. F4, input help, search help: A or by entering the customer number directly

You can display material master records as follows:

1. Logistics Sales and Distribution Master data

2. Products Material Other material Display

3. F4, input help, search help: A or by entering the material number directly

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Customer Master Records

Customer Search term Customer number

Customer 1 ##LO615-1 T-S66A##

Customer 2 ##LO615-2 T-S66B##

Customer 3 ##LO615-3 T-S66C##

Customer 4 ##LO615-4 T-S66D##

Customer 5 ##LO615-5 T-S66E##

Customer 6 ##LO615-6 T-S66F##

The customer master records have been created in the following sales area:

Sales organization: 1000

Distribution channel: 10

Division: 00

Material Master Records

Material Old material number Material number

Material 1 ##LO615-1 T-ASA##

Material 2 ##LO615-2 T-ASB##

Material 3 ##LO615-3 T-ASC##

Material 4 ##LO615-4 T-ASD##

Material 5 ##LO615-5 T-ZS2##

Material 6 ##LO615-6 T-FS2##

Prices for these materials have already been maintained. Stock has also been posted.

The material master records are created for the following organizational level:

Plant: 1200

Sales organization: 1000

Distribution channel: 10

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The following is a list of all the documents already entered in the training system.

Documents

Unit Task Doc.type PO number Created

Introduction 1-1 OR ##LO615-A3 X

LF X

F2 X

Controlling the Billing Process

1-1 OR ##LO615-A1 X

LF X

F2

Special billing types 1-1 OR ##LO615-A2 X

LF X

F2 X

G2 (order) X

G2 (billing document)

2-1 OR ##LO615-A4 X

LF X

F2 X

RK

G2 (billing document)

4-1 BV (order) ##LO615-BV

LF

BV (billing document)

Data flow billing document

1-1 OR ##LO615-A5 X

LF X

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F1

1-2 ZA## ##LO615-ZA20

LF

ZF##

Creating billing documents

1-1 OR ##LO615-A6 X

OR ##LO615-A7 X

OR ##LO615-A8 X

LF 3X

F2

1-2 OR ##LO615-MR

LF

F2

Types of settlements 1-1 OR ##LO615-A9 X

OR ##LO615-A10 X

LF 2X

F1

F1

Special business transactions

1-1 WV ##LO615-PF

F2

2-1 OR ##LO615-AZ

AZ

F2

Account determination 1-1 OR ##LO615-KO

LF

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F2

SD/FI interface 1-1 ZA## ##LO615-BS

LF

ZF##

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Data used in the exercises

Data Data in the training system

Data in the IDES system

Company code 1000 1000

Sales organization 1000 1000

Distribution channel 10 or 14 10 or 14

Division 00 00

Shipping point 1200 1200

Plant 1200 1200

Customer T-S66A## 2141

T-S66B## 2141

T-S66C## 2141

T-S66D## 2141

T-S66E## 1171

T-S66F## 1280

Materials T-ASA## M-06

T-ASB## M-07

T-ASC## M-08

T-ASD## M-09

T-ZS2## REPAIR_SERVICE

T-FS2## E-1002

Note:

The transaction data created for the exercises (orders, deliveries, billing documents) has not been created in your IDES system.

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Exercises

Unit: Introduction

Topic: Billing Document Screens and Information

At the end of these exercises, you will be able to:

Locate various information found in billing documents.

Access an automatically-generated accounting document.

You are a sales representative in your company and you are to provide the head of your department with information regarding an automatically-generated invoice for a certain customer.

1-1 The head of your department would like specific information about the standard order (OR) billing document with purchase order number ##LO615-A3. This order has already been entered in the system.

1-1-1 Determine the invoice number using the order document flow.

___________________________________________________________

1-1-2 Which delivery served as a reference for creating this billing document (hint: check the billing item)?

___________________________________________________________

1-1-3 Check the accounting status of the billing document (hint: check the billing header).

___________________________________________________________

1-1-4 What are the terms of payment agreed with the customer?

___________________________________________________________

1-1-5 What is the price of the material in the first item?

___________________________________________________________

1-1-6 What division does the material in the first item belong to?

___________________________________________________________

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1-2 Your superior is also interested in accounting document information.

1-2-1 Describe how to access the accounting document directly from the billing document.

__________________________________________________________

1-2-2 Look at the overall processing status in the document flow. What status is noted here and why?

__________________________________________________________

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2.10Solutions to ‘Introduction’ Unit

Solutions

Unit: Introduction

Topic: Billing Document Screens and Information

1-1 Information on the billing document for the standard order (OR) with the purchase order number ##LO615-A3.

1-1-1 Determining the billing document number using the order document flow.

Logistics Sales and Distribution Sales Order Display

Choose F4-Help (information on possible input values) at order and use search help: Sales document according to customer PO number, to select the order using the PO number

Select the corresponding document and branch to the document flow via Environment Document flow

Place the cursor on the billing document and select Display document

1-1-2 Which delivery served as a reference for creating this billing document?

Select an item and choose Goto Item Item details, tab page Item details, screen area Billing data, field Reference doc.

1-1-3 Check the accounting status of the billing document.

Select Goto Header Header, tab page Header:screen area Accounting data, field Posting Status: POSTING DOCUMENT HAS BEEN CREATED

1-1-4 What are the terms of payment agreed with the customer?

Goto Header Header, tab page Header:screen area Price data, field Payment terms

1-1-5 What is the price of the material in the first item?

Select the first item and choose Goto Item Item conditions, tab page Conditions, Price: UNI 1680

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1-1-6 What division does the material in the first item belong to?

Select the first item and choose Goto Item Item details, tab page Item details, screen area Billing data, field Division: 07 (=High Tech)

1-2 Information in the accounting document

1-2-1 Describe how to access the accounting document directly from the billing document.

In the billing document choose Goto Accounting overview and double click on the Accounting document

1-2-2 Look at the overall processing status in the document flow. What status is noted here and why?

Go back to the billing document and choose Environment Display document flow:

Invoice Overall processing status: COMPLETED,The overall processing status for the billing document is “completed” because the accounting document has already been created.

Accounting document Overall processing status: NOT CLEARED, The overall processing status of the accounting document is set to “not cleared” because an incoming payment has not been created for this receivable.

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Billing Overview

Contents:

Organizational units in SD

Organizational units in FI relevant to the SD-FI interface

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Billing Overview: Unit objectives


describe the relevant organizational structures in SD and FI,

explain the assignment of these organizational units to one another.

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Billing Overview: Course Overview Diagram

Order Outbound delivery

Billing document

FI document


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Billing Overview: Business scenario

The project team has to make changes at various points in Customizing in order to represent company-specific modifications.

The first step is to examine the necessaryorganisational units in Sales and Distribution and Financial Accounting.

Then you can make Customizing settings for the definitions and assignments.

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Customizing - How to Proceed

Define organizational units

Allocation of organizational units

In the first step, you define your own organizational structure in the relevant data views. In the next step you assign the various organizational units to each other. Set up your organizational structure carefully and consistently, making sure that you take into account all

the areas of your company. Try to set up your organizational structure as efficiently as possible. This will avoid extra work when

maintaining master data, for example. You have several evaluation options.

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Assigning Sales Organizations and Plants

Client

Company code 1 Company code 2

Sales org. 2Sales org. 1 Sales organization 3

Plant 1 Plant 2 Plant 3 Plant 5 Plant 4

The company code represents an independent company in the legal sense, for which a complete set of accounts can be drawn up for purposes of external reporting.

Sales organizations and plants are assigned uniquely to one company code. For each sales organization, the system determines allowed plants on the basis of the distribution

channel, so that a sales organization can sell goods from more than one plant. A plant can also be assigned to several sales organizations. All of these sales organizations can sell from this plant.

In the sales order, the system automatically creates a delivering plant on the basis of a priority rule. A sales organization can also sell products supplied by a plant which is assigned to a different company

code (inter-company sales processing). By making the plant dependent on the distribution channel, you can differentiate further between plants

within a sales organization from a sales view. The distribution channel Direct sales, for example, may be allowed for certain plants in a sales organization but not for others.

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Organization in Accounting

Businessarea 1

Businessarea 2

Businessarea 3

Businessarea 4

Company code 1

Business area 1

BusinessBusinessarea 3area 3

Company code 2 Company code 3

Business area 2

Business area 1

Business area 2

Chart of accounts Chart of accountsClient

Each company code in the SAP R/3 System uses general ledger accounts from exactly one chart of accounts. General ledger accounts within a chart of accounts are unique. You can name the chart of accounts to meet your specific requirements.

In Financial Accounting, the business transactions are created, saved, processed and posted at company code level. You can create several company codes for each client, in order to carry out accounting for several independent companies. There must always be at least one company code.

Because a unique assignment is made between sales organization and company code, the company code is automatically determined when you enter the relevant sales organization in the sales order.

The business area represents an organizational unit for which you can carry out internal reporting. A company code may be divided into multiple business areas. A business area may also be shared by several company codes. For this reason, business areas must have the same description in all company codes.

Defining a business area is optional. They can be used to prepare balance sheets and profit and loss statements not only for company codes, but also for other internal areas (for example, division-related).

The relevant business area is determined for each order item according to defined rules.

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3.8

SAP AG 1999

Billing Overview: Unit Summary

You are now able to

describe the relevant organizational structures in SD and FI,

explain the assignment of these organizational units to one another.

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4

SAP AG 1999

Controlling the Billing Process

Contents:

Billing Type Controls

Invoices

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4.2

SAP AG 1999

Controlling the Billing Process: Unit objectives


describe different business transactions in the context of billing and billing types,

demonstrate the importance of the item category within billing.

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4.3

SAP AG 1999

Controlling the Billing Process: Course Overview Diagram


Billing document

FI document


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4.4

SAP AG 1999

Controlling the Billing Process: Business scenario

Within your company, some transactions are billed with reference to an order, while others are billed with reference to a delivery.

You also want to set up a separate billing type to represent your trade fair sales, for which the numbers are taken from a special number range interval. This new billing type should be the default when billing trade fair orders.

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4.5

SAP AG 1999

Billing Types

Billing typeBilling type

Cash saleCash salePro forma Pro forma

invoiceinvoice

InvoiceInvoice

External External transactionstransactions

InvoiceInvoicelistlist

Credit/debitCredit/debitmemomemo

Debit memo Debit memo

ReturnsReturns

Intercompany Intercompany billingbilling

CancellationCancellation

The billing type controls the whole billing document. The billing types are used to cover the full range of business transactions during billing processing. The following is a list of billing types in the SAP R/3 system:

F2 InvoiceF8 Pro forma invoiceG2 Credit memoL2 Debit memoRE ReturnsS1 Cancellation invoiceS2 Cancellation credit memoLR Invoice listLG Credit memo listIV Intercompany billing (invoice)IG Intercompany billing (credit memo)BV Cash sale

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4.6

SAP AG 1999

Posting Posting blockblock

PartnersPartnersNumber Number

assignmentassignment

Cancellation Cancellation billing typebilling type

Invoice list Invoice list typetype

Account Account determinationdetermination

TextsTexts

OutputOutput

RebatesRebates

Special features Special features of the of the FI interfaceFI interface

Billing Type Controls

Billing typeBilling type

You can create new billing types or redefine existing ones in the standard R/3 System to meet the requirements of your company installation.

Many of the control parameters in the billing type influence further processing in Financial Accounting (posting block, account determination).

As of Release 4.0, new fields have been included in the billing type, representing special features of the SD/FI interface, such as document type, negative posting, branch/head office and value dated credit memos (see the unit on Special Features of the SD/FI Interface).

As of Release 4.6B, you can use the report SDCHECKVOFA to check various settings within billing types for accuracy and consistency.(Note: This report does not perform a complete check of all settings. You can find information about it in the relevant report documentation).

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4.7

SAP AG 1999

Billing Type Proposal

* A: delivery-relatedB: order-related

Item category: TAN

Relevance for billing: A *

Standard order(Sales document type: OR)

Matl

4711

Qty 10 pcPrice

10 USD

Item cat.

TAN

Sales document type: OR

Deliv-rel. billing type: F2

Ord-rel. billing type: F1

In Customizing for the item category, you can determine whether billling is to be carried out with reference to a delivery or an order.

The system proposes a relevant billing type from the underlying sales document type.Example:In delivery-related billing, a standard order (order type OR) is invoiced using billing type F2.

You can change the proposed value when creating billing documents by entering the required billing type in Default data.

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4.8

SAP AG 1999

Delivery-Related Invoices

InvoiceOrder Outbound delivery

Invoice

InvoiceOrder

Item 10 order-related

Item 20 delivery-related

Outbound delivery

Outbound delivery

You can reference either an order or a delivery when creating an invoice. If you want to ensure that goods have already been shipped before an invoice is created, create an

invoice with reference to a delivery..Example:Delivering a carpet

You can use an invoice to refer to an order and a delivery simultaneously.Example:You can create one invoice for goods (the carpet) and service (laying the carpet), as long as the corresponding requirements for combining the two are met (see the unit on Types of Settlements).

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4.9

SAP AG 1999

Order-Related Invoices

InvoiceOrder

InvoiceOrder

InvoiceOrder

Item 10 order-related

Item 20 delivery-related

Outbound delivery

Outbound delivery

If you want to invoice a customer for services rendered, you would normally create an invoice with reference to the sales order, because deliveries are not usually created for services.

Example:Laying a carpet

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4.10

SAP AG 1999

Controlling the Billing Process: Unit Summary

You are now able to

describe different business transactions in the context of billing and billing types,

demonstrate the importance of the item category within billing.

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4.11

Exercises

Unit: Controlling the Billing Process

Topic: Billing Type Controls


Define how item categories and billing are interrelated

Set up and organize a new billing type

You are to create the billing document for a completed delivery. It is also your job to set up a new billing type for billing trade fair orders at your company. This new billing type should be the default when billing trade fair orders.

1-1 Display the document flow for the order with purchase order number ##LO615-A1. Note the delivery number.

1-1-1 Create an invoice for this delivery.

________________________________________________________

1-1-2 Display the invoice. What billing type is it?

________________________________________________________

1-1-3 What type of document is the sales order that began this process?

________________________________________________________

1-1-4 Go back to the billing document and determine which item category is determined for the items and also note how items of this nature are billed?

________________________________________________________

1-1-5 Look up these aspects in Customizing and note how they are related.

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1-2 Now configure a trade fair invoice, which currently exists, with the following data:

1-2-1 Call up the trade fair billing type ZF## provided for you in the system.

1-2-2 Numbers assigned to trade fair invoices should fall between 70000000 and 74999999.

1-2-3 The new trade fair billing type should be the default when trade fair orders with the sales document type ZA## are billed (where order- and delivery-related items are included in the billing).Assign this default in Customizing.

Now check your Customizing settings by taking your trade fair order through a whole SD process: Trade fair## order (ZA##), customer T-S66A##, and material T-ASA## (5 pieces), purchase order number: Lo615-ZF##.

(Additional information: For the creation of the delivery, choose the shipping point: 1200 and create the transport order under Subsequent functions Create transfer order with the warehouse number: 012, Process: Background; adopt pick. quantity: 2)

The system should automatically use your trade fair order type Trade fair## billing document (ZF##) and your invoice should begin with 7000... .

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4.12Solutions to ‘Controlling the Billing Process’ Unit

Solutions

Unit: Controlling the Billing Process

Topic: Billing Type Controls

1-1 Display the document flow for the order with the purchase order number ##LO615-A1. Note the delivery number.

1-1-1 Create an invoice for this delivery.

Logistics Sales and Distribution Billing Billing Document Create:Enter the delivery number as the document to be billed and choose Execute. Save the document.

1-1-2 What billing type is it?

Logistics Sales and Distribution Billing Billing document Display,title bar Invoice no., Billing type F2

1-1-3 What type of document is the sales order that began this process?

Environment Display document flow, display the Standard Order,Goto Header Sales, tab page Sales, field Order type: Standard Order (OR)

1-1-4 Go back to the billing document and determine which item category is determined for the items and also note how items of this nature are billed?

Select an item and choose the icon Display item details, field Item category: Normal item (TAN)

In the standard system, item category TAN is used for stock material items. These are billed with reference to the delivery.

1-1-5 Look up these aspects in Customizing and note how they are related.

Tools AcceleratedSAP Customizing Edit project, choose SAP Reference IMG:

Sales and Distribution Sales Sales Documents Sales Document Item Define Item Categories, choose item category TAN, Detail screen for TAN, screen area Business data, field Relev. for billing: A (= relevant for delivery-related billing)

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Sales and Distribution Sales Sales Documents Sales Document Header Define Sales Document Types, choose Sales Document Type OR, detail screen for OR screen area Billing field Dlv-rel. billing type F2

1-2 Now configure a trade fair invoice, which currently exists, with the following data:

1-2-1 Call up the trade fair billing type ZF##.

Customizing:Sales and Distribution Billing Billing documents Define billing types Choose the detail screen for billing type ZF##.

1-2-2 Assigning numbers to trade fair invoices (number range 70000000 to 74999999).

Customizing:Sales and Distribution Billing Billing Documents Define Number Range For Billing Documents choose Display intervals:Interval 15 uses the number range specified.

Now assign interval 15 to your trade fair billing type ZF##.

Sales and Distribution Billing Billing documents Define billing types Choose the detail screen for billing type ZF##,Field: No. range int. assgt: 15

1-2-3 The trade fair billing type should be the default when trade fair orders with the sales document type ZA## are billedAssign this default in Customizing.

Customizing:Sales and Distribution Sales Sales Documents Sales Document Header Define Sales Document Types:Detail screen for sales document type ZA##: Enter your trade fair billing type ZF ## as the default in screen area Billing and the fields Dlv-rel. billing type and Order-rel. bill. type

Application:

Logistics Sales and Distribution Sales Order Create:Order type: ZA## (Trade fair##-Sales order)

Shipping and Transportation Outbound delivery Create Single document With reference to customer orderShipping point: 1200

Under Create outbound delivery choose Subsequent function Create transport order and select Confirm to save the deliveryWarehouse number: 012Process: BackgroundAdopt pick.quantity: 2 (so GI is posted immediately)

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Logistics Sales and Distribution BillingBilling document Create:

Billing type ZF## should automatically be selected, and your billing document should begin with 7000...

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5

SAP AG 1999

Special Billing Types

Contents:

Cancellation

Credit and Debit Memos

Invoice correction requests

Returns

Pro Forma Invoices

Cash Sale

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5.2

SAP AG 1999

Special Billing Types: Unit objectives


explain the process flow and methods of control for various business transactions within the context of billing.

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5.3

SAP AG 1999

Special Billing Types: Course Overview Diagram


Proforma invoice

FI document


Credit memo

Cash Sale

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5.4

SAP AG 1999

Special Billing Types: Business scenario

Every now and then one of your customers complains about the goods they have been sent.Naturally, you want to give the customer a credit memo.

In exceptional cases, bills have to be cancelled due to incorrect entries.

You must be able to create pro forma invoices for your foreign trade transactions.

You also make over-the-counter sales, which means that the customer pays immediately and takes the goods away with them.

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5.5

SAP AG 1999

Cancellation

Correct price

Reset billingstatus

Order Customer account

100

Customer account

80

Incorrect price

Invoice

Invoice

Customer account

100

Cancellation

Outbound delivery

1.1.

2.2.

To cancel a billing document, you must create a cancellation document. The system copies data from the reference document into the cancellation and offsets the entry in Accounting.

The reference document of the billing document (for example, the delivery for the cancelled invoice) can now be billed again.

Credit memos can be cancelled with billing document type S2 in the standard system. You do not need to make an entry in copying control for cancellations. The parameters to be changed

(for example, assignment number and reference number) are stored per billing type directly in the Cancellation area of the screen.

As of Release 4.0B, You also have the option of canceling individual items in a billing document. Note:

As of Release 3.0E, when you select cancellation, you branch to an overview screen containing the original billing document as well as the cancellation. Before updating, you can compare both documents in order to avoid any discrepancies during cancellation.During the update, the system also attempts to complete the billing document and the cancellation billing document, provided that forwarding of data to FI has not yet been carried out. In this way, the complete process remains within SD and data does not need to be forwarded to FI.

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5.6

SAP AG 1999

Credit and Debit Memos

Credit memo

Debit memo

Billing document

Outbound delivery

Order

Credit memo request

Debit memo request

Chemical Factory

OKOK

Customer

Goods are damagedGoods are damaged

Release

Release

You can create credit and debit memos either with reference to credit or debit memo requests (sales documents), or - if your company does not require a release procedure in the case complaints - directly with reference to a billing document (as of Release 4.5).

You can create credit and debit memo requests:without reference to a previous business transaction with reference to an orderwith reference to a billing document

You can control in Customizing whether the system is to set a billing block automatically for a credit or debit memo request. The employee responsible can

- release the credit or debit memo request after review. The employee can decide the amount or quantity to be credited or debited.- reject items in the credit or debit memo request and enter a reason for rejection.

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5.7

SAP AG 1999

Releasing or Rejecting Credit Memo Requests

Credit memo

Item

10

20

Material

M1

M2

Qty

100

200

Reason for rej.

10

Credit memo request

Item

10

20

UNI 1000

UNI 0

Value

You can release a credit memo request or return by removing the billing block. If the complaint has not yet been justified you can enter a reason for rejection for each item.

The value of these items will not be copied into the billing document. Using the reason for rejection allows you to control whether the item

- is copied into the credit memo with a zero value (see above)- appears in the credit memo at all

Debit memo requests are processed in exactly the same way.

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5.8

SAP AG 1999

Workflow for Credit Memo Requests

Billingblock

Credit memorequest

xx

Billingblock

xx

Value: UNI 1,000

Value: UNI 20,000

Mr. Miller

Ms Smith

Reject ?Release ?Process ?

Credit memo requests are usually blocked for billing (that is, credit) upon creation until the employee responsible releases this block.

Within your company, you can make the definition of the point at which the check is carried out and the employee responsible dependent upon the value of the credit memo request.

If the value of the credit memo request is below a certain minimum limit, then it can be released automatically by the system.

The workflow within the framework of credit memo processing now guarantees that the employee responsible is automatically determined and informed when a credit memo request is created, depending on the value involved.

The employee responsible can either reject, release, or process the credit memo request.

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5.9

SAP AG 1999

Invoice Correction Process Flow

Credit memo

Billing item 1

Billing item 2

Billing document

Item 10

Item 20

No. 4711

Invoice correctionrequest

Credit memo 4711 10

Credit memo 4711 20

Debit memo 4711 10

Debit memo 4711 20

DOC ITEM

The invoice correction request represents a combination of credit and debit memo requests. On the one side, credit is granted fully for the incorrect billing item while it is simultaneously debited

(automatically created as a debit memo item). The difference created represents the final full amount to be credited.

The invoice correction request must be created with reference to the corresponding billing document (no reference to order or inquiry).

When creating an invoice correction request, the items are automatically duplicated (this means that for every item in the billing document, a second item is created). The resulting item categories must have opposite +/- values.

First all credit memo items are listed, followed by all debit memo items. The reference to the corresponding billing document is created when you specify the preceding document and the preceding item.

The credit memo item cannot be changed. The corresponding debit memo item, however, can be updated according to new characteristics (e.g. new pricing, change in quantity).

You can delete the credit and debit memos in pairs (unchanged pairs of items can be deleted all at once in this way).

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5.10

SAP AG 1999

Quantity Difference

Billing document

Diskette10 pc UNI 30

Invoice correction request

Diskette credit memo item

Diskette debit memo item

10 pc at UNI 3 -UNI 308 -UNI 24

Net value UNI 6

10 pc at UNI 3 UNI 30

X

Quantity difference is used when a customer complaint is being processed due to a certain amount of damaged or sub-standard goods.

The system corrects the quantity to be billed via the debit memo item. If other item pairs arise from the relevant billing document and these item pairs are unchanged, they can

be deleted in one step, using the Delete unchanged items function.

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5.11

SAP AG 1999

Price Difference

Billing document

Diskette10 pc UNI 30

Invoice correctionrequest

Diskette credit memo item

Diskette debit memo item

10 pc at UNI 3 - UNI 30UNI 2 - UNI 20

Net value UNI 10

10 pc at UNI 3 UNI 30

X

Price difference is used when a customer complaint is being processed for incorrect pricing of goods. A correction of the pricing elements must be carried out in the debit memo.

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5.12

SAP AG 1999

Returns

Outbound delivery

Returns delivery

Invoice

Credit memoReturns

Order

You create a return for goods sent back from a dissatisfied customer. Returns are processed in the same way as credit memo requests. Note:

The credit memo is billed with reference to the order, which means it refers to the return request document, not to the return delivery.

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5.13

SAP AG 1999

Pro formainvoice (F5)


Billing document

Pro formainvoice (F8)

Pro Forma Invoices

Billing types for pro forma invoices are available for export transactions. You can create pro forma invoices with reference to orders or deliveries. You do not need to post goods

issue before creating a delivery-related pro forma invoice. You can create as many pro forma invoices as required, since the billing status in the reference document

is not updated. Data from pro forma invoices is not transferred to Accounting. Note:

In copying control, the field Quantity/value pos./neg. is not available for entry in order to avoid the possibility of a pro forma invoice updating the quantity that has already been billed in the reference document.

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5.14

SAP AG 1999

Cash Sale

Created automatically

Created through standard processing

Invoice

Billing doc. 9000 0071Billing doc. type: CSPayer: C1

Delivery 8000 0397Delivery type: CSShip-to party: C1

Item Matl Qty10 M1 20 pc20 M4 10 pc

Order 2319Order type: CSSold-to party: C1



For cash sales, payment is made when the goods are ordered. The invoice is also printed at this time. The SAP R/3 system offers a cash sale transaction for business transactions of this type.

Cash sales have the following characteristics: The order and the delivery are created in one step, although you receive a document for each. Goods issue is posted at a later time as a separate transaction so the customer does not have to wait.

Order type CS is used for cash sales. It has its own output type RD03 which allows you to print an invoice (receipt) from the order.

The actual billing document can be created later after goods issue has been posted. To do this, use billing document type CS. Type CS is configured as follows:

order-related billingno output determination, as this has already been carried out in the orderno new price determination, as the pricing should not differ from the printed invoiceposting in FI is made to a cash settlement account, not to the customerbilling type SV is used for cancellations in cash sales

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5.15

SAP AG 1999

Special Billing Types: Unit Summary

explain the process flow and methods of control for various business transactions within the context of billing.

You are now able to

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5.16Übungen zum Kapitel "Spezielle Fakturaarten"Exercises

Unit: Special Billing Types

Topic: Invoice Correction


Carry out an invoice correction process flow as a form of complaint processing.

Your customer T-S66A## files a complaint about the price being to high for the first item in the invoice for their purchase order number ##LO615-A4. Since you failed to consider the special agreement made with this customer, you agree that the complaint is valid. The credit memo amount should be calculated automatically.

1-1 Determining the invoice number:

1-1-1 Create an invoice correction request with reference to this invoice.

1-1-2 How many items were created as a result and why?

_________________________________________________________

1-1-3 Reduce the price of the first debit memo item by 10 UNI per piece. What is the net value of the document after this change?

1-1-4 Delete the items that have not been changed and enter an order reason.

1-1-5 Create a credit memo for the invoice correction request.

1-1-6 What feature in copying control for invoice correction requests allows both a debit and memo item to appear in the document? Check these settings in Customizing.

_________________________________________________________

_________________________________________________________

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Exercises


Topic: Cash Sale


Demonstrate the process of over-the-counter sales using the cash sales billing type

Customer T-S66A## purchases a screen from you (material number: T-ASA##), picks it up immediately, and pays the invoice.

2-1 Process the above sale using the cash sales billing type.

2-1-1 Create an order with the order type CS. The cash sale takes place in sales organization 1000, distribution channel 10 and division 00. Customer T-S66A## orders one piece of the material T-ASA## under the purchase order number ##LO615-CS.

2-1-2 What message does the system display after you save the order?

___________________________________________________________

2-1-3 Display the invoice document for your customer on the screen.

2-1-4 There is one more step that you must do to create the actual invoice in the system. What step is it?

___________________________________________________________

2-1-5 Execute this step as well as the necessary preceding steps (posting goods issue) and check the results in the document flow.

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ExercisesOptional:


Topic: Credit Memos


Carry out credit memo processing as a form of complaint processing.

Customer T-S66A## files a complaint about 2 pieces of material T-ASA## that were damaged in transit. As a sales representative, you accept this complaint and create a credit memo. You have agreed that the customer will dispose of the damaged goods.

3-1 List all open credit memo requests for customer T-S66A##.

3-1-1 Release the first credit memo request.

3-1-2 Create a credit memo for this credit memo request.

3-1-3 Check the results in the document flow.

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5.17Solutions for ‘Special Billing Types’ Unit"

Solutions


Topic: Invoice Correction

1-1 Determining the invoice number:

Logistics Sales and Distribution Sales Order Display, choose input help F4 for the order search help: Sales document according to customer PO number and enter the purchase order number ##LO615-A4, Environment Display document flow

1-1-1 Create an invoice correction request with reference to this invoice.

Logistics Sales and Distribution Sales Order Create:Choose order type Invoice correction request (RK)Enter the billing number determined above as the reference document and choose Copy.

1-1-2 How many items have been created as a result and why?

The invoice correction request contains six items. A credit memo and a debit memo are created in the invoice correction request for each of the three items in the reference billing document.

1-1-3 Reduce the price of the first debit memo item by 10 UNI per piece. What is the net value of the document after this change?

Select the debit memo item from the first item in the billing document(item number 40) and Go To Item Conditions:Change the price per piece to 1,670 UNI.

=> current value to be credited after this change:100 UNI (see field: Net value)

1-1-4 Delete the items that have not been changed and enter an order reason.

Choose the button Delete unchanged items.

In the Sales tab page, enter an order reason, for example, Price difference: price was too high and save the invoice correction request.

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1-1-5 Creating the credit memo for the invoice correction request.

First you need to remove the billing block in the invoice correction request under Logistics Sales and Distribution Sales Order Change, tab page: Sales, remove the billing block by selecting the blank field entry in the field Billing Block and save your changes.

Logistics Sales and Distribution Billing Billing Document Create:Enter the number of the invoice correction request as the document to be billed.

1-1-6 What feature in copying control for invoice correction requests allows both a debit and memo item to appear in the document? Check these settings in Customizing.

Customizing: Sales and Distribution Sales Maintain Copy Control for Sales Documents Copying Control: Billing Document to Sales Document

Choose F2 as Source and RK as Target, click on Item in the dialog structure area, choose the item category TAN, choose Details:

=>you can find another item category proposal and another pricing type for invoice correction procedures in the copying control. These entries form the basis for the debit memo items which are created in the invoice correction request.

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Solutions


Topic: Cash Sale

2-1 Process the above sale using the cash sales billing type.

2-1-1 Creating an order with the order type cash sale CS.

Logistics Sales and Distribution Sales Order Create:Choose order type Cash sale (CS).

2-1-2 What message does the system display after you save the order?

“Cash Sale ... has been saved (delivery ... created)”

A delivery was also created at the same time as the order.

2-1-3 Display the invoice document for your customer on the screen.

Logistics Sales and Distribution Sales Order Display, enter the order number of the cash sale document you have just created,Follow the path Sales document Output, a dialog box Issue output: Message type RD03Invoice Cash Sale appears. Choose the button Print preview to display the document

2-1-4 There is one more step that you must do to create the actual invoice in the system. What step is it?

Perform post goods issue of the delivery document and then create the invoice using the Create billing document transaction

2-1-5 Carry out this step.

Logistics Sales and Distribution Shipping and Transportation Post Goods Issue Outb.Delivery Single Doc.

Outbound delivery: Enter document number

Pushbutton: Post goods issue

Logistics Sales and Distribution Billing Billing document CreateIn Billing, enter the order number as the document.

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SolutionsOptional:


Topic: Credit Memos

3-1 List all open credit memo requests for customer T-S66A##.

Logistics Sales and Distribution Sales Information system Worklists Sales Documents Blocked for Billing, You can make a selection using your customer T-S66A## as the sold-to party and Sales organization 1000. The field Entered by: should be empty.Choose execute. The system displays a list of all sales documents blocked for billing.

3-1-1 Release the first credit memo request.

Choose the pushbutton: Edit sales doc..Remove the Billing block 08 (Check credit memo), by selecting the blank field entry, and save your changes.

3-1-2 Create a credit memo for this credit memo request.

Logistics Sales and Distribution Billing Billing Document Create:Enter the number of the above credit memo request as the document to be billed and create the credit memo.

3-1-3 Check the results in the document flow.

Logistics Sales and Distribution Sales Order Display,Enter the credit memo request number and choose Environment Display document flow

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6

SAP AG 1999

Pricing in the Billing Document

Contents:

Reference document

Data flow

Copying control

Copying requirements

Billing quantity

Pricing in the billing document

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6.2

SAP AG 1999

Data Flow in Billing: Unit Objectives


name the documents that can form the basis of the billing document,

describe the way the process chain is portrayed via the document flow,

demonstrate the different sources for the data in the billing document,

name the requirements that must be met in order for billing to be carried out,

describe the different control parameters within the framework of copying control.

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6.3

SAP AG 1999

Data Flow in Billing: Course Overview Diagram


Billing document

FI document


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6.4

SAP AG 1999

Data Flow in Billing: Business Scenario

Your sales employees need a quick and clear way of calling up information on the process chain and the status of individual documents.

When invoicing trade fair transactions, you want to copy over prices from the order, whereas freight should be redetermined.

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6.5

SAP AG 1999

The Billing Process

ShippingSales Billing

Invoice


Invoice 100-

100-

Accounting

100-

100-

10-

10-

Cancellation Invoice

100-

100-

Order Invoice

Credit memo request

Credit memo

Each billing document requires a reference document (exception: billing external transactions). This may be:

Sales documentOutbound deliveryBilling document

When billing explicitly, you must enter the number of the reference document as the transaction to be billed.

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6.6

SAP AG 1999

Reference document

Sales document or delivery

Credit memo request/billing doc.

Debit memo request/billing doc.

Returns document

Invoice correction request

Sales document or delivery

Billing document

Credit memo

Billing documents

External transaction

Delivery

Rebate request

Invoice

Credit memo

Debit memo

Returns credit memo

Credit memo

Pro forma invoice

Cancellation invoice

Cancellation credit memo

Invoice list

Billing doc. external transaction

Intercompany billing

Rebate credit memo

Reference documentBilling document

You must always refer to an existing document when creating a billing document. Data will then be copied from the reference document to the billing document.

For delivery-based billing, the quantities to be billed, for example, can be taken from the delivery; the prices, however are taken from the underlying order.

The reference document is displayed as the source at header level in the copying control table.

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For example:Payeritem numberPricingtexts

For example:ship-to partyAmounttexts

Example: Delivery-related billing


Invoice

Document flow

Data flow

Data Flow

You can, to a certain extent, influence the data flow from reference documents to billing documents. This is done using: billing types (for example, for texts, partners) copying control; the control options are as follows:

At header level:Foreign trade dataAllocation numberReference numberItem number assignment

At item level:QuantityPricing

You can also use data transfer routines to influence the data flow to meet your individual requirements. For example, terms of payment can be copied from the customer master instead of the preceding sales document.

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Copying Control

F2

F2

LF

LF TAN

TargetBilling type

SourceDelivery type

TargetBilling type

SourceDelivery type

SourceItem category

Header

Item

The system administrator can define how data is transferred in the billing process in the copying control table. Controls are determined for:

the header (target: billing type, source: sales document type)the item (target: billing type, source: sales document type, item category)

The following controls are found at header level:Reference document: which documents may be used as reference for billing?determination of foreign trade data, allocation numbers, reference numbers, and item numbers

The following controls are found at item level:Billing quantity: which quantity should be invoiced - the order or delivery quantity?Pricing and exchange rate Should pricing, for example, be carried out again or should prices from the order be copied over, and at what exchange rate? Updating the quantity and value in the reference documentWhere should the conditions in the billing document be carried over from (for example, copying over shipment costs from the shipment cost document)?

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Copying Requirements

Sales document

Material: 4711

Quantity: 10

Billing status?Billing block?Goods issue?Completion?

Billing status?Billing block?

Billing document

Material: 4711

Quantity: 10

.

.

.

.

.

.

.

.

You can specify the requirements for billing a sales document under requirements in copying control. You can determine copying requirements for:

the headeritems

With the requirements in copying control you can, for example, specify whether goods issue has to be posted before billing can be carried out.

You can define your own requirements using transaction VOFM.

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Billing Quantity

Order quantity minus quantity already billed

Quantity already delivered minus quantity already billed

Order quantity minus quantity already billed

Quantity already delivered minus quantity already billed

Order quantity

Delivery quantity

Based on an order (e.g. standard order)

Based on a credit memo request

Based on a delivery (e.g. billing types F1 and F2)

Pro forma invoice F5

Pro forma invoice F8

Billing quantityBilling document

Delivery and order quantities are referenced in billing. You can also take into account the quantity already billed (depending on the area for which the relevant billing type is used). The above examples have been defined in the standard version.

This makes it possible, for example, to create an order-related billing document for quantities already delivered.

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Pricing Overview

Pricing procedure

1. Price XXX1

2. Discount 1 XXX2

3. Discount 2 XXX3

Condition type: XXX1

Access sequence: XXX1

Records for condition type XXX1

No valid record exists Valid record exists

Access sequence: XXX1

1. Customer / material 2. Price list / currency / material 3. Material

Scale

doc

Item 10 120 pc

XXX1 Price UNI 99XXX2 Discount - 1XXX3 Discount 2 %

UNI 100 from 1 pcUNI 99 from 100 pcUNI 98 from 200 pc

The system determines a pricing procedure based on document information (document determination procedure from the transaction type, customer determination procedure from the customer master, and the sales area).

Individual condition types are stored in this pricing procedure in a corresponding sequence. These condition types define the different elements in pricing, such as prices, special offer discounts, and freight surcharges.

An access sequence is stored for every condition type. This defines the search strategy the system utilizes when searching for valid condition records.

For each access, the key fields are filled with the document data so that the system can search for available condition records in the condition file.

These condition records can be created using scales. When determining a suitable, valid condition record, the scale is read with the number of pieces or the

value from the item, and the corresponding price/discount is set in the document. The procedure described above is carried out for every single condition type contained in the pricing

procedure.

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SAP AG 1999

Pricing in the Billing Document

Invoice A

M1 10 pc10 x 9.50Manual discount

Invoice B

M1 10 pc10 x 10.50Discount 2 %

Invoice CM1 10 pc10 x 10.50Discount 2 %Manual discount

Invoice D/G/H

M1 10 pc10 x 9.00Manual discount

Delivery

M1 10 pcM1 20 pc20 x 9.00Manual discount

Time

MarchJanuary

From 1 pc 11.0010 pc 10.5020 pc 10.00

From50.00 1 %

100.00 2 %

From 1 pc 10.0010 pc 9.5020 pc 9.00

DiscountPrice: Matl M1 Price: Matl M1

OrderOutbound delivery

At the time of billing, the following possible pricing types may be set for the items:A: The pricing elements are copied from the reference document and updated according to a scale.B: Pricing is carried out again.C: The manual pricing elements are copied, and pricing is carried out again for the others.D: The pricing elements are copied unchanged from the reference document.G: The pricing elements are copied unchanged from the reference document. The tax conditions are

re-determined.H: The pricing elements are copied unchanged from the reference document. The freight is re-

determined. The system administrator can assign a pricing type or define new ones for each billing type and item

category combination. The system administrator can also define how the rate is determined.

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SAP AG 1999

Data Flow in Billing: Conclusion

name the documents that can form the basis of the billing document,

describe the way the process chain is portrayed via the document flow,

demonstrate the different sources for the data in the billing document,

name the requirements that must be met in order for billing to be carried out,

describe the different control parameters within the framework of copying control.

You are now able to

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6.14Exercises for ‘Data Flow in Billing’ UnitExercises

Unit: Data Flow in Billing

Topic: Copying Control


Describe important copying control parameters

Normally, you bill your orders using billing type F2, which takes prices, surcharges, and discounts directly from the order. According to a customer agreement, however, completely new pricing is to take place when the order is billed.In addition, when your trade fair orders are billed, you want to make sure that the order prices are transferred but that shipment costs are recalculated.

1-1 Bill a previously-created delivery.

1-1-1 Bill the delivery for the order with the purchase order number ##LO615-A5 (hint: choose Execute, not Save).Which billing type is used?

__________________________________________________________

1-1-2 What price is set for the article (material price excluding discounts)?

__________________________________________________________

1-1-3 In this particular case, you want to bill with billing type F1. What should you do? Carry out the necessary steps.

__________________________________________________________

1-1-4 What price is used for the material now?Save the invoice.

__________________________________________________________

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1-2 Freight conditions are to be redetermined when trade fair orders are billed.

1-2-1 First, create a trade fair order (order type ZA##) in sales organization 1000, distribution channel 10 and division 00 for customer T-S66D## and one piece of material T-ASA##. The purchase order number is ##LO615-ZA20. Note the final price that was calculated.Create the delivery and carry out picking and posting for the goods issue in one step under Subsequent function Create transport order with warehouse number:012, Process: Background; adopt pick. quantity: 2.

1-2-2 Define for the item type TAN of the delivery type LF, that, in keeping with your trade fair billing type ZF##, prices are to be transferred from the order, but that freight costs are to be recalculated.

1-2-3 Note down the Incoterms (parts 1 and 2) in the customer master for customer T-S66D## .__________________________________________________________.

1-2-4 Create a freight condition record (condition type KF00) in Incoterms parts 1 and 2 for your customer T-S66D## (UNI 10 per kg).(Path: Logistics Sales and Distribution Master data Conditions Select using condition type Create Condition type: KF00, choose the button Key combination: Incoterms parts 1+2)

1-2-5 Analyze the result of the setting above by billing the trade fair delivery. What final price is given?

__________________________________________________________

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6.15Solutions to ‘Data Flow in Billing’ Unit

Solutions

Unit: Data Flow in Billing

Topic: Copying Control

1-1 Bill a previously-created delivery.

1-1-1 Bill the delivery for the order with the purchase order number ##LO615-A5. Which billing type is used?

Logistics Sales and Distribution Billing Billing Document Create:Enter the delivery to be billed and chose Execute => it is billed using billing type Invoice (F2)

1-1-2 What material price is set?

Select the item and choose button: Item Pricing Condtn=> Price PR00: 1.680.-

1-1-3 Billing with billing type invoice (F1)

In the initial screen for creating billing documents, choose Default data, then enter in the field: Billing type F1 (Invoice).

1-1-4 What price is used? Save the invoice.

Price PR00: 1.700.-

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1-2 Freight conditions are to be redetermined when trade fair orders are billed.

1-2-1 Create a trade fair order trade fair##-order (order type ZA##). The purchase order number is ##LO615-ZA20. Note the final price that was calculated.

Logistics Sales and Distribution Sales Order Create:Order type: ZA## (Trade fair##-Sales order)



1-2-2 Defining new pricing for freight conditions in copy control from delivery type LF to trade fair billing type (ZF##) for item type TAN.

Customizing:Sales and Distribution Billing Billing documents Maintain copying control for billing documents Copying control: Delivery to billing document If necessary click on Change/Display From source LF to target ZF## Item Detail screen for TAN:Set the pricing type to H

1-2-3 Note down the Incoterms (parts 1+2) in the customer master for customer T-S66D## Logistics Sales and Distribution Master data Business partners Customer Display Sales and DistributionCustomer: T-S66D## -Sales area (1000/10/00) – Confirm entryselect Sales area data – tab page: Billing documentIncoterms: CFR, Incoterms part 2: ## (= your group number)

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1-2-4 Create a freight condition record in Incoterms parts 1 and 2 for your customer T-S66D## (UNI 10 per kg).

Logistics Sales and Distribution Master data Conditions Selection using Condition type CreateCondition type: KF00, choose the button Key combination Incoterms parts 1+2

Enter the following data:Incoterms: CFR, Incoterms 2: ## (= your group number), Amount: 10; Unit: UNI, per:1, UoM: KGConfirm your entries using the Enter key and choose save.

1-2-5 Check the results to see what final price was determined.

Logistics Sales and Distribution Billing Billing document Create

Your changes in copying control caused the freight surcharge to be raised to UNI 10- per KG (condition type KF00).

Billing type ZF## is used for billing of trade fair orders with order type ZA##, because you have already specified this trade fair billing type as the default in a previous exercise.

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7

SAP AG 1999

Creating billing documents

Contents:

Billing On Request

Processing Billing Due Lists

Billing in the Background

Cancellation of Collective Billing Run

General Billing Interface

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7.2

SAP AG 1999

Creating Billing Documents: Unit objectives


explain the different options for creating billing documents,

explain the significance of the billing due list for creating billing documents in collective runs,

demonstrate the option for displaying invoice creation on certain dates,

describe how to cancel a collective billing run.

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7.3

SAP AG 1999

Creating Billing Documents:Course Overview Diagram


Billing document 05.31

FI document




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7.4

SAP AG 1999

Creating Billing Documents: Business scenario

Invoices for your customers are normally created once a day.

It is possible for you to bill each month's transactions that are relevant for billing at the end of the month, should the customer request this.

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SAP AG 1999

Billing On Request

Delivery 3Invoice

InvoiceDelivery 2

Delivery 1

Contract 1Contract 2Contract 3

Contract 1Contract 2Contract 3

You can specify explicitly which transactions are to be billed by entering the document numbers manually (order number and/or delivery note number, depending on whether you want to carry out order-related, or delivery-related billing).

If a billing document cannot be created, due to a billing block, for example, the system will issue an error log.

As of Release 4.5, you can also select individual items or partial quantities of items to be billed when billing deliveries or orders. To do this you have to choose the Item selection function in billing.Note:In delivery-related billing, you can only change the item quantities for item categories that have billing relevance K.

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Sold-to party: C1 to: May 15

Log

Date Sold-to party

doc

May 12

May 12

May 14

May 15

May 17

C1

C1

C2

C1

C1

1

2

3

4

5

Date Sold-to party

doc

May 12

May 12

May 15

C1

C1

C1

1

2

4

Invoice

Invoice

11 22

You will not usually bill transactions individually. You are far more likely to carry out periodic collective billing runs (collectively by goods issue posting, for example).

If you are working with the billing due list, enter the selection criteria, for example, sold-to party, billing date, destination country. The system uses the selection criteria as a basis for combining the transactions to be billed.

When selecting, you can also decide whether the billing due list should only contain documents that are order-related, delivery-related, or both.

The graphic above displays a case in which creation of billing documents is restricted to those documents that were delivered before May 15 for sold-to party C1. Based on this selection, the system creates the billing due list and creates billing documents on the basis of this list.

After saving, you can display the log to determine which billing documents were created from a billing due list and whether any errors occurred.

You can process the billing due list in simulation mode. The system displays the billing documents without saving the documents. Transactions containing errors are indicated with the corresponding processing status.

As of Release 4.5, further selection data (sales document number, distribution channel, division, and shipping point) and new ways of processing are available when processing the billing due list. The information provided in the error log has also been extended.

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Creating Invoices on Specific Dates

.

.

.15...

31

.

.

.15...

30

.

.

.15...

31

May June July

Invoice dates

InvoiceMay 15

Transaction billed

Delivery 1

Delivery 2

Delivery 3

Delivery 4

May 15

May 15

May 31

May 31

Delivery 1May 15

Delivery 2 May 15

Collective processing

to May 15

to May 15

Delivery 3May 17

Delivery 4May 20

Delivery 2May 15

Delivery 1May 12

You can process invoices periodically. All deliveries due for billing on a certain date can be combined into one collective invoice.

To do this, you must first: maintain individual billing dates in the factory calendar using special rules enter the factory calendar in the customer master record of the payer (Billing schedule on the billing

screen) When you create a document, the system copies the next invoice date from the factory calendar to the

appropriate document as the billing date. Note:

The calendar is client independent.

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Billing in the Background

Log

Billing doc.

Billing doc.

Sales organization 1000Start background job onMonday at 2 am 02:00

Zzzz...

Wednesday, 10 am

Monday, 2 am

Billing due listBilling due list

You may decide to create invoices using a background job because it is practical and efficient. You can run the background job automatically in the following ways:

periodically (for example, every Monday at 2 a.m.)at a specific time (for example, June 19 at 8 p.m.)

The system can divide the billing due list into multiple background jobs and start them simultaneously. In this way, you can make better use of your hardware by operating more than one processor.

If you do not require a log or a detailed list, SAP recommends that you do not select these options in the selection screen. This will improve performance considerably.

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Cancellation of Collective Billing Run

Billing due list

Date Sold-to party Document

08/09 High Tech 80005199

08/09 High Tech 80005202

08/09 High Tech 80005234

11/09 High Tech 80005255

Collective processing 1000000633

Billing doc. 90005203

Item 1Item 2Item 3

Billing doc. 90005204

Item 1

Collective Billing

Document

Collective processing log

Group no. Sales doc. Billing date

1000000633 90005203 08/091000000633 90005204 11/09

Billing due list

Date Sold-to party Document

08/09 High Tech 80005199

08/09 High Tech 80005202

08/09 High Tech 80005234

11/09 High Tech 80005255

Cancel all

As of release 4.5 the system contains functions to enable you to cancel the collective billing run. This cancels all the billing documents in a collective run. The cancelled billing documents are combined

under a collective processing number in collective processing type S and can be displayed under billing document à Log.

You can then bill the preceding documents for the cancelled billing document again. Only users with the correct authorization can cancel collective runs. Note:

In order to cancel the collective billing run, choose Billing -> Information system -> Billing document -> Log of Collective Run -> Documents -> Reverse all.

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SAP AG 1999

General Billing Interface

Hospital 1

Hospital 2

Order

Software ABC

Order

Software XYZ

Billing document

Billing department

MaterialMaterial PricingPricing

SAP

Using the general billing interface, you can invoice external documents in the SAP R/3 System (that is, orders and deliveries not created in the R/3 system).

To do this, you must first: prepare the data in a sequential file of specified format specify a minimum number of required fields to be filled from the data records the remaining fields required for billing are either specified via the data records for the sequential file

or they are determined in the R/3 System (optional fields) Examples:

Required fields: Customer master, sales organization, ...Optional fields: Material master, price components, ...

External reference numbers can be entered in the interface (such as external delivery numbers or external order numbers).

You can find detailed information about the usage and structure of the general billing interface in the General Billing Interface unit of the online help.

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7.11

SAP AG 1999

Creating Billing Documents: Unit Summary

You are now able to

explain the different options for creating billing documents,

explain the significance of the billing due list for creating billing documents in collective runs,

demonstrate the option for displaying invoice creation on certain dates,

describe how to cancel a collective billing run.

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7.12Übungen zum Kapitel "Erstellungsformen"

Exercises

Unit: Creating billing documents

Topic: Options for Creating Billing Documents


Carry out the billing process in collective processing

Describe how to create billing documents for certain dates

In order to filter out documents yet to be billed in the billing process, your company normally uses collective processing specified by selection criteria rather than processing each bill individually. For some customers, you have agreed to hold all invoices for the month and send them at the end of that month.

1-1 Display the billing due list for customer T-S66B##. It is billed relative to deliveries (delivery date from the beginning of last month)

1-1-1 What is the billing date that is set for the three deliveries in the billing due list?

__________________________________________________________

1-1-2 Create the billing documents for this list.

1-1-3 Give the number(s) of the billing documents you have created.

__________________________________________________________

1-2 Now you want to create billing documents for the end of the month for customer T-S66B##.

1-2-1 Change the master data for customer T-S66B## in sales area 1000/10/00 so that all future invoices will be created at the end of the current month.

1-2-2 Customer T-S66B## now orders 2 pieces of material T-ASB##. Create the relevant standard order. The purchase order number is ##LO615-MR.

1-2-3 Create the delivery for this order and also carry out picking and goods issue posting. Use shipping point 1200, warehouse number 012.

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1-2-4 Display the billing due list for customer T-S66B##. It is billed relative to delivery (hint: Billing date from start to end of the month). What date is set for the delivery you just created?

__________________________________________________________

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7.13Solutions to ‘Creating Billing Documents’ Unit"

Solutions

Unit: Creating billing documents

Topic: Options for Creating Billing Documents

1-1 Display billing due list for customer T-S66B##.

1-1-1 What is the billing date that is set for the three deliveries in the billing due list?

Logistics Sales and Distribution Billing Billing document Processing Billing due listsBilling date from: First day of last month to: Current dateSold-to party: T-S66B##Field Select delivery-relatedPushbutton DisplayBillList

=> the billing date is the same as the first day of the course

1-1-2 Create the billing documents for this list.

Choose the Save pushbutton in the billing due list display screen

1-1-3 Give the number(s) of the billing documents you have created.

Select the billing run you have created and choose Documents to display the individual billing documents.

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1-2 Creating billing documents for the end of the month for customer T-S66B##.

1-2-1 Change the master data for customer T-S66B##.

Logistics Sales and Distribution Master data Business partners Customer Change Sales and Distribution Customer T-S66B## and Sales area (1000/10/00). Confirm your entries.Choose Sales area data tab page Billing document Enter the AM calendar in the Invoicing Dates field. for monthly settlement. Save your entries.

1-2-2 Customer T-S66B## now orders 2 pieces of material T-ASB##. Create the relevant standard order. The purchase order number is ##LO615-MR.

Logistics Sales and Distribution Sales Order Create:Order type: Standard order

1-2-3 Create the delivery for this order and also carry out picking and goods issue posting. Use shipping point 1200, warehouse number 012.



1-2-4 Billing due list for customer T-S66B##. What date is set for the delivery you just created?

Logistics Sales and distribution Billing Billing document Processing Billing due lists

Billing date to: End of the monthSold-to party: Customer T-S66B##Select field Delivery-related, Pushbutton DisplayBillList

=> the billing date is set at the end of the month

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8

SAP AG 1999

Types of settlements

Contents:

Collective Billing Document

Invoice split

Individual Billing Documents

Invoice list

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8.2

SAP AG 1999

Types of Settlements: Unit objectives


explain the different types of settlement,

give the reasons for using an invoice split,

make the required settings for using invoice lists.

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8.3

SAP AG 1999

Types of Settlements: Course Overview Diagram

Order Billing document

FI document


Item 1

Item 2

Outbound delivery

Outbound delivery

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SAP AG 1999

Types of Settlements: Business scenario

One of your customers would like to receive all transactions to be billed that belong together in a single invoice.

Another of your customers requests that you send a separate invoice for each transaction to be billed.

The members of a purchasing group should each receive an invoice. The head office, which is responsible for settling invoices, wants to be able to see all of the invoices in an invoice list.

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SAP AG 1999

Collective Billing Document

Invoice

Order

OrderOutb. delivery

Order

Outb. delivery

Outb. delivery

Outb. delivery

As a rule, the system attempts to combine all compatible transactions into a single billing document. In the SAP R/3 System, it is possible to include both order-related and delivery-related items in the same

billing document.

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Automatic Invoice Split

Ship-to party: C1

Order Outbound delivery Invoice

Payer: C1Terms of payment:ZB01

Item Matl Qty10 M1 10 pc

Payer: C1Terms of payment:ZB02


Sold-to party: C1Terms of payment:ZB02


Sold-to party: C1Terms of payment:ZB01


Item Matl Qty10 M1 10 St20 M2 20 St

If the header partners or data in the header fields are not identical, the system will automatically perform an invoice split.

All header partners and header fields in the billing document can cause an invoice split! Example:

Terms of payment in the two orders are different (see above).

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SAP AG 1999

Item-Dependent Invoice Split

Ship-to party: C1

Payer: C1

Sold-to party: C1

Order Outbound delivery Invoice

Item Matl Mat.Grp10 M1 0120 M2 02

Item Matl Mat.Grp10 M1 0120 M2 02

Item Matl Mat.Grp10 M2 02

Payer: C1

Item Matl Mat.Grp10 M1 01

The system administrator can also define additional split requirements in Customizing for copying control to prevent the system from combining sales documents in a billing document.

Example: Separation based on material group or profit center. Field VBRK-ZUKRI is used in the billing header to store these additional split criteria. Fields, which cause a split, are displayed in the split analysis.

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SAP AG 1999

Individual Billing Documents


Invoice


Invoice

You can set the system to create one billing document for each sales document. To do this, select data transfer routine 3 in Customizing for copying control (the number of the reference

document is set in field VBRK-ZUKRI).

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8.9

SAP AG 1999

Invoice list

Factoring discount payer 1

- 1%

Factoring discount payer 1

- 1%

Billing doc. 1Billing doc. 1

Customer 1 Payer 1

UNI 1000

Customer 1 Payer 1

UNI 1000


Customer 2 Payer 1

UNI 1000

Customer 2 Payer 1

UNI 1000


Customer 3 Payer 1

UNI 1000

Customer 3 Payer 1

UNI 1000

Invoice list

Bill. doc. 1 UNI 1,000Bill. doc. 2 UNI 1,000Bill. doc. 3 UNI 1,000

UNI 3,000Factoringdiscount UNI 30

Invoice lists contain various billing documents (invoices, credit and debit memos) and can be sent to a payer on specified days or at certain intervals.

The system administrator has to maintain the following data in Customizing for Sales and Distribution: If you have agreed upon a factoring discount, maintain condition type RL00 (factoring discount) as

well as condition type MW15. Each billing type to be included in an invoice list must be assigned an invoice list type. The SAP R/3

standard version includes two invoice list types: LR for invoices and debit memos, LG for credit memos

You also need to maintain the following master data: Define a factory calendar, which specifies when invoice lists are to be created. Enter this factory

calendar in the payer customer master record (Billing screen, Invoice list sched. field). Maintain condition records for condition type RL00 for the payer. Create output condition records for condition types LR00 and RD01

(you can determine whether invoice papers are sent to the customer upon invoice creation or only when the invoice list has been created).

As of Release 4.5 you are able to cancel invoice lists. In the case of factoring discounts, a corresponding cancellation document is created for FI.

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8.10

SAP AG 1999

Types of Settlements: Unit Summary

explain the different types of settlement,

give the reasons for using an invoice split,

make the required settings for using invoice lists.

You are now able to

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8.11Übungen zum Kapitel "Abrechnungsformen"

Exercises

Unit: Types of settlements

Topic: Invoice Combination


Explain the criteria that lead to an invoice combination

Related orders and deliveries should generally be integrated into one billing document at your company. This practice can drastically reduce the amount of invoices created.

1-1 Display the billing due list for customer T-S66C##. It is billed relative to deliveries. Enter the billing type Invoice (F1) in Settings Default data. Select it with a billing date from the start of this month.

1-1-1 Execute the billing process in the simulation mode. ( Do not save your work!!!)

1-1-2 How many invoices were created and why?

__________________________________________________________

1-1-3 Where are the item number assignment and the corresponding increments generated from?

__________________________________________________________

1-1-4 Do not save your work!!! Go back into the billing due list and note the number of the second delivery.

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Exercises


Topic: Invoice split


Describe the criteria that trigger an invoice split

Create one billing document per delivery

Sometimes you need to manually change terms of payment in the order, depending on your agreement with your customer. You want to analyze the effects that changes of this nature have on billing. In trade fair billing, you also want to guarantee that an individual billing document is created for each delivery.

2-1 Display the document flow for the delivery mentioned in the above activity.

2-1-1 Change the terms of payment in the order that correspond to this delivery to ZB02 (purchase order number: ##LO615-A10).

2-1-2 Display the billing due list for customer T-S66C## again. (Billing date: From beginning of this month). Enter the billing type Invoice (F1) in Settings Default data. Execute the billing process in the simulation mode. How many invoices are created? What are the split criteria?

____________________________________________________________

2-1-3 Save the invoices.

2-2 For trade fair billing (billing type ZF##), you want to guarantee that an individual billing document is created for each delivery.

2-2-1 How should you go about doing this? Carry out this step in Customizing (hint: delivery type LF, billing type ZF## and item category TAN).

____________________________________________________________

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8.12Solutions to ‘Types of Settlement’ Unit

Solutions


Topic: Invoice Combination

1-1 Billing due list for customer T-S66C##.

Logistics Sales and distribution Billing Billing document Processing Billing due lists:Settings Default data. Choose Invoice (F1) in Default data, Billing type

Sold-to party: Customer T-S66C##Field Select delivery-relatedPushbutton DisplayBillList

1-1-1 Execute the billing process in the simulation mode. Do not save your work!!!

Select Simulation

1-1-2 How many invoices were created and why?

One invoice with 4 items was created, because the resulting header data in the billing document is identical for both deliveries and can therefore be combined.

1-1-3 Where are the item number assignment and the corresponding increments generated from?

Customizing:Sales and Distribution Billing Billing documents Define billing types Define Billing Types:Detail screen for billing type used Billing type F1 Invoice:

Field Item no. increment

=> Because no value is entered here, increment 1 is used

1-1-4 Do not save your work!!! Go back into the billing due list and note the number of the second delivery.

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Solutions


Topic: Invoice split

2-1 Display the document flow for the delivery mentioned in the above activity.

2-1-1 Change the terms of payment in the order that correspond to this delivery to ZB02 (purchase order number: ##LO615-A10).

Logistics Sales and Distribution Sales Order Change:

Change the payment terms to ZB02 and save the order.

2-1-2 Display the billing due list for customer T-S66C## again. How many invoices have been created? What are the split criteria?

Logistics Sales and Distribution Billing Billing document Billing due listSettings Default data: Billing type Invoice (F1)

Sold-to party: Customer T-S66C##Field Select delivery-relatedChoose DisplayBillList

Choose the Simulation=> two billing documents would be created

Select both billing documents and choose the split analysis=> due to different terms of payment in the orders, it would not be possible to combine them into one billing document

2-1-3 Save the invoices.

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2-2 For trade fair billing (billing type ZF##), you want to guarantee that an individual billing document is created for each delivery.

2-2-1 How should you go about doing this? Carry this out in Customizing.

The number of the reference document must be copied into the billing document header so that an invoice split can be made due to different delivery numbers. This can be done by entering the number of the reference document in field VBRK-ZUKRI.

Customizing:Sales and Distribution Billing Billing documents Maintain copying control for billing documents Copying control: Delivery to billing document If necessary click on Change/Display From source LF to target ZF## Item Detail screen for TAN:

Enter routine 3 (= single invoice) in the field: Data VBRK/VBRP

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9

SAP AG 1999

Special Business Transactions

Contents:

Billing plans

Down payment processing

Installment plans

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9.2

SAP AG 1999

Special Business Transactions: Unit objectives


carry out a business process with milestone billing and partial billing,

describe the process for down payments processing in SD and FI,

describe the process for installment payments.

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9.3

SAP AG 1999

Special Business Transactions: Course Overview Diagram

Sales doc. FI document


Rent

01.31. UNI 100

02.28. UNI 100

03.31. UNI 100

Billing doc. 01.31

Billing doc.02.28

Billing doc.03.31

Rent

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9.4

SAP AG 1999

Special Business Transactions: Business scenario

Some customers have rented a product from you, for example, a computer. You have agreed that the customer will automatically be invoiced for the agreed rental price each month.

Your company has received a contract for a large project. A down payment for this project is due.Individual partial amounts should also be billed in the course of the project.

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9.5

SAP AG 1999

Billing Plan

Periodic billingRental contractFixed periodTotal amount

Billing plan types

Milestone billingPlant engineering and constructionPartial amountsFinal settlement

When processing an order, instead of storing a single billing date, you can store a detailed billing plan with several billing dates in the sales document at item level.

As of Release 3.0E, You can also define a billing plan at header level, which is then valid for all items assigned to it. These header billing plans are assigned to sales document types.

Periodic billing is often used for rental and service agreements, in order to bill the full amount periodically at certain dates.

Milestone billing is often used in plant engineering and construction, in order to spread billing of the full amount over several dates within a billing plan.

Depending on the business transaction you are processing, the system will automatically propose one of the two billing plan types.

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9.6

SAP AG 1999

Periodic Billing

Billing date Description Value Billing status

April 30 Rental contract UNI 10 CMay 31 UNI 100 June 30 UNI 100 July 31 UNI 100

Billing plan 100Billing plan 100

Item 10 copier UNI 100

Sales order 4712Sales order 4712

Start: April 30 End:Period: Monthly Horizon: 4 periods Billing date: Month end

DatesDates

Periodic adjustment of dates up to horizonPeriodic adjustment of dates up to horizon

August 31 UNI 100

Contract dataInstallation dataEnd of contract

Contract dataInstallation dataEnd of contract

Periodic billing can be used, for example, for transactions involving rental contracts. The contract data stored in the system can then be used as the basis for creating the billing plan. The start and end dates define the duration of the billing plan. If possible, they are taken from the

contract data. You may decide not to set an end date (if the duration is unlimited). In this case, new dates can be extended to the horizon (the horizon specifies the number of settlement periods that are set in the billing plan).

You can create new dates either directly in the billing plan, or using the report RVFPLA01. You should schedule the report to run at regular intervals, since new dates are not formed automatically when individual settlement periods are billed.

You can use the billing dates to determine when and how often billing is carried out, for example, on the first day or the last day of every month.

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9.7

SAP AG 1999

Milestone Billing

StatusBilling plan Billing block Bill. type

F21. April 10 10% UNI 10,000on completion of contract

C billed

2. May 10 60% UNI 60,000at assembly

3. June 10 20% UNI 20,000at purchase

4. July 10 10% UNI 10,000 final invoice

x

x

Sales order 4711

UNI 120,000 10 turbines UNI 100,000 20 pumps UNI 20,000

During milestone billing, the total value to be billed is distributed among the individual dates according to certain rules.

You can enter as many dates per billing plan as you require. Billing plan dates can be blocked for billing. Changes that occur (for example, to the amounts) after certain milestone billing documents have been

created are distributed among the remaining billing plan dates. The amount remaining to be retro-billed for the billing documents already created is included in the final invoice.

The system creates an entry in the billing index for each billing date. This means that you will find an entry in the billing index for this milestone billing at the time of the billing date specified. In this case, billing is carried out as order-related.

When you create a billing document, the system updates the status of the billing plan dates. Dates that have already been billed can no longer be changed in the billing plan. You can display existing billing documents using the document flow.

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9.8

SAP AG 1999

Billing Plan with Link to Milestone Billing

Milestone Planned Actual

Network/ActionsProject

Sales order 4711

Item 10 Turbine UNI 100,000

Billing plan

Billing date

January 10 May 01June 01July 01August 01

Description

ContractAssemblyInstallationApprovalFinal invoice

%

1030302010

Value

UNI 10,000 UNI 30,000 UNI 30,000 UNI 20,000 UNI 10,000

Billingblock

-xxx--

Mile-stone

xxxxx

Billingstatus

C

Assembly May 01 March 15March 15

Start-up June 01

Approval July 01

A typical example of milestone billing is the billing of projects in plant engineering and construction. Such projects often include a series of milestones, which represent the completion of various stages of a project.

In the SAP R/3 System, milestones are stored in a network along with planned and actual project data. Milestones are assigned to the billing plan dates and blocked for billing until the milestone is confirmed as completed..

In a milestone billing plan, you can now control whether a billing date is: a fixed date always needs to be updated with the actual date of the milestone is updated with the actual date of the milestone, if production is completed before the planned billing

date

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9.9

SAP AG 1999

Billing Rule: Determining Billing Value

Net value * (%) of billing plan = billing value

Item 10: Turbine

PR00KA00 - 10 %FR00 + 10 kg

UNI 100,000 - UNI 10,000 + UNI 500

UNI 90,500 Net value

A billing rule can be created for each billing plan date. This rule determines how the value to be billed on a particular date is determined.

This allows you to define, for example, whether a fixed amount or a percentage of the total amount is to be billed.

The system can also determine whether the amount to be billed counts as a final invoice for which as yet unbilled dates must also be taken into account.

Within pricing, condition records are created for special condition types, for which (when dealing with rental costs, for example) monthly prices can be defined. This allows the value to be billed month by month.

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9.10

SAP AG 1999

Customizing for Billing Plans

Procedure for setting up billing plans:

Date description Date category

Rule for date determination

Date proposal Billing plan type

Assignmentof a billing plan:at header level

at item level Item categorywith billing relevance I

Billing plan type

Sales doc. type Billing plan type

The billing plan type is determined from the document item category and the relevance for billing (billing relevance I means relevant for order-related billing - billing plan).

Date descriptions represent the text description for the corresponding billing dates in the billing plan, for example, 0003 for contract completion, 0005 for assembly. They are of no importance for control purposes.

The date categories defined have a control function at billing date level. For example, they determine which billing rule is used to settle the date, whether the billing date is a fixed date and whether a billing block is set for this date.

Date rules are needed in the billing plan, in order to define the start date and the end date, as well as to determine the corresponding billing dates (e.g. two days before the end of the month).

The foundation of every date determination rule is a basis date to which a defined period is added. Differentiation of periodic billing and milestone billing with the relevant controlling parameters is

carried out via the billing plan type. The date proposal is used exclusively for milestone billing. It determines a sequence of dates that are

used as the reference for date determination during order processing..

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9.11

SAP AG 1999

Down Payment Processing in SD / FI

SD FI

SD sales orderwith down payment

SD billing doc.Down payment request

Down payment request

Incoming payment Down payment request

Settle down paymentagainst receivable

SD billing doc.partial/final invoice

Down payments are usually arranged with the customer when dealing with plant engineering and construction or capital goods.

Down payments are already created in the SD sales order. At the corresponding due date, a down payment request (SD billing document) is sent to the customer. The down payment request (SD) is automatically posted in Financial Accounting (FI) as a down

payment request (posted as a noted item). The item has special G/L indicator F, which ensures that posting is statistical. Posting is made to a different reconciliation account, which allows you to differentiate down payment requests from other receivables.

When posting an incoming payment for a down payment, the incoming payment is assigned to the down payment request. The down paid amount is also account assigned for the sales order. The item has special G/L indicator A.

When processing partial/final invoices, the down payments made are transferred as down payments to be cleared. Within FI, the down payments are deducted from the special reconciliation account and entered in the standard reconciliation account. The down payments for clearing then appear as open items for the customer and reduce the total of receivables.

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9.12

SAP AG 1999

Down Payment Agreements in the Sales Order

Sales order

Turbine UNI 30,000

Billing plan

Date % Amount Down pymnt

JAN 1 10% UNI 3,000 XAPR 1 40% UNI 12,000MAY 1 60% UNI 18,000

Down payment processing is carried out utilizing the billing plan functionality. One or more down payment agreements can be stored as a date in a billing plan. The value of the agreed down payment can be entered either as a fixed amount or as a percentage of the

value of the item. Control is carried out via the billing rule:

Billing rule 4: Down payment for percentage milestone billing Billing rule 5: Down payment for value-related milestone billing

The down payment agreement can be assigned directly to an item, or it can be defined as valid for all items in the order.

Note:The special condition type AZWR is used for down payment items in sales documents, rather than the usual condition type PR00. Condition category e and calculation rule B (fixed amount) are assigned to condition type AZWR. When condition type AZWR is determined, all the other condition types are set to inactive.

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9.13

SAP AG 1999

Down Payment Request

Bill. doc. (down payment request)

Turbine UNI 3,000

Billing type FAZ

Sales order


JAN 1 10% UNI 3,000 X


Customer UNI 3,000

SD FI

As soon as the billing date (in the billing plan) for the down payment has been reached, the system creates a down payment invoice and sends it to the customer. Billing type FAZ is used for creating the down payment request.

This down payment request can be created as follows: automatically via billing due list processing in a collective run, or explicitly by specifying the order number via the transaction Create billing document.

Tax is determined and displayed automatically when the down payment request is created. The down payment request in FI is created automatically from the down payment request in SD. You can view the down payment requests created in SD and FI via the document flow in the sales order.

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9.14

SAP AG 1999

Incoming Payment for Down Payment


Customer UNI 3,000

FI

Incoming payment for down payment

Customer UNI 3,000

SHK: A

OP:

Customer UNI 3,000

Add down payment

When a down payment request is settled, the special G/L indicator A displays the incoming payment in FI as a down payment by posting.

You can select an incoming payment from the open requests and choose the Create down payment button to assign it to a process.

You can view the down payments in the open items of accounts receivable under the special G/L indicator A.

The down payment request is correspondingly set to "cleared" in the document flow of the SD order.

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9.15

SAP AG 1999

Partial Invoice - Full Settlement

Sales order


APR 1 40% UNI 12,000

Partial settlement

Turbines 40% UNI 12,000

Down pymnt made UNI 3,000Down pymnt to be settled UNI 3,000

Part. inv. UNI 12,000 to be settled UNI 3,000

Reconciliation account 140000

to be settled UNI 3,000 Down UNI 3,000pymnt made


SD FI

For partial and final invoices, the down payments made are transferred to the billing documents as down payments for clearing.

When the invoice is being printed, the down payment amount due for clearing is displayed and can be deducted from the receivables. In other words, clearing is carried out automatically during invoice printing.

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9.16

SAP AG 1999

Partial Invoice - Proportional Settlement

Sales order


APR 1 40% UNI 12,000

Partial settlement

Turbines 40% UNI 12,000

Down pymnt made UNI 3,000Down pymnt to be settled UNI 1,200

SD FI

to be settled UNI 1,200

to be settled UNI 1,200

Part. inv. UNI 12,000


Down UNI 3,000pymnt made


During partial invoicing, the amount of the down payment to be cleared can be changed (by changing the amount for condition type AZWR on the pricing screen for the item).

In this case, the maximum amount for clearing is the amount received as down payments minus the down payments already cleared.

During final invoicing, all as yet uncleared down payments are taken into account.

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9.17

SAP AG 1999

Installment Plans

Accounting documentCompany code: 1000

Customer

1. inst. UNI 1002 inst. UNI 1003 inst. UNI 100

Revenues

Invoice 4713

°°Total amount UNI 300 1. inst.: due May 1 UNI 1002. inst.: due June 1 UNI 1003. inst.: due July 1 UNI 100

Billing doc. 4713

Value: UNI 300

Payment terms: R0011st installment: UNI 100 2nd installment: UNI 100 3rd installment: UNI 100

UNI 300

An installment plan allows the customer to pay in installments. Only one billing document is created for all of the installment payments. The printed invoice is created on the basis of this billing document and includes a list of individual payment dates and exact amounts.

Each installment payment creates an accounts receivable line item posting in FI. You must define installment payment terms in Customizing. For installment payment terms, you must specify the number and amount of the installment in

percentage and payment terms for each installment payment. When you post an invoice with installment payment terms, the system will generate the appropriate number of postings in the accounting document based on these specifications.

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9.18

SAP AG 1999

Special Business Transactions: Conclusion

You are now able to

carry out a business process with milestone billing and partial billing,

describe the process for down payments processing in SD and FI,

describe the process for installment payments.

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9.19Übungen zum Kapitel "Besondere Geschäftsvorfälle"

Exercises

Unit: Special Business Transactions

Topic: Billing plans


Explain how to use periodic billing plans and configure settings for them

Some customers have concluded maintenance contracts for computers with your company. You charge these customers an agreed amount each month.

1-1 Create a maintenance contract for customer T-S66E##.

1-1-1 Use contract type Service and Maintenance (SC) in sales area sales organization 1000, distribution channel 14 and division 00. (Hint: Logistics Sales and Distribution Sales Contract Create.)This service is offered for material T-ZS2## (purchase order number: ##LO615-PF). The target quantity is 1.

1-1-2 Go to the billing plan appointments. Determine the calculation rule for the relevant pricing condition record within a settlement period.

____________________________________________________________

1-1-3 Bill the first settlement period (billing date should be set to the last day of the month).

1-1-4 Display the service order you created. What billing status does the first settlement period have now?

____________________________________________________________

1-1-5 Periodic billing items and milestone billing items are organized depending on a certain criterion. Name this criterion?

____________________________________________________________

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1-1-6 Which criterion determines the method of control for the settlement period level? What control parameters are defined here?Follow these settings in Customizing.

____________________________________________________________

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Exercises


Topic: Down Payments


Explain the down payment process that takes place between SD and FI

Your company normally requires a down payment on complex machinery. The customer’s down payment is to be figured into future billing documents.

2-1 Create a standard order (OR) for customer T-S66F## (sales organization 1000, distribution channel 10 and division 00). Dieser Kunde bestellt einen Aufzug (Materialnummer: T-FS2##). The purchase order number is ##LO615-AZ.

2-1-1 Go to the billing plan and look at the down payment amount and when it should be paid. Note also the billing dates and the amount to be billed for each date.

____________________________________________________________

____________________________________________________________

2-1-2 Create an invoice for the down payment request (hint: use a selection date that falls after the down payment due date but before the first partial invoice date). What billing type is used?

____________________________________________________________

2-1-3 The customer paid the down payment that was figured into the invoice. Post the payment.Path: Accounting Financial accounting Accounts receivable Document Entry Down payment Down payment:Use the special G/L indicator A and bank account 113100. Choose the Requests button to assign the down payment to the down payment invoice above.

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2-1-4 Now execute the milestone billing process for the first settlement period (hint: first remove the billing block for the corresponding settlement deadline that has been defined in the billing plan. When creating the billing document, choose a date that falls after the first but before the second partial billing period). The entire down payment amount that was already paid should be calculated into the invoice.

2-1-5 How could you arrange for the down payment to be only partially calculated into the first partial invoice?

__________________________________________________________

2-1-6 Check the document flow for this order.

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9.20Solutions to ‘Special Business Transactions’ Unit

Solutions


Topic: Billing plans

1-1 Create a maintenance contract for customer T-S66E##.

1-1-1

Logistics Sales and Distribution Sales Contract Create

Contract type Service and Maintenance (WV)

1-1-2 Go to the billing plan appointments. Determine the calculation type for the relevant pricing condition record within a settlement period.

Select the item and choose the button: Billing plan

Select a settlement period and choose the Conditions pushbutton=> the price for the service to be provided is determined using condition type PPSV

Select condition type PPSV and go to the detail screen=> Calculation type: M (=Quantity-dependent – monthly price)

1-1-3 Bill the first settlement period (billing date should be set to the last day of the month).

Logistics Sales and distribution Billing Billing document Processing Billing due lists:

Billing date to: End of the monthSold-to party: Customer T-S66E##Field: Select order-relatedPushbutton DisplayBillList

Save

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1-1-4 Display the service order you created. What billing status does the first settlement period have now?

Logistics Sales and Distribution Sales Contract Display

Select the item and branch to the billing plan=> Status of the first settlement period is at C (= completely processed)

1-1-5 Periodic billing items and milestone billing items are organized depending on a certain criterion. Name this criterion?

The item category determines whether the item is assigned to a periodic or milestone billing plan.

For example, item category Maintenance contract item (WVN) is assigned to billing plan type 02 (= periodic billing). Item category Milestone billing (TAO), however, is assigned to billing plan type 01 (= milestone billing).

1-1-6 Which criterion determines the method of control for the settlement period level? What control parameters are defined here?.

The date category is the relevant criterion for controlling at the settlement period level. This is where control parameters such as the billing rule, use of the billing block and default billing type can be set.

Customizing:Sales and Distribution Billing Billing plan Define and assign date categories Maintain date category for billing plan type

Select the entry for billing plan type 02 and date category 01 and take a look at the control parameters set here.

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Solutions


Topic: Down Payments

2-1 Create a standard order (OR) for customer T-S66F## (sales organization 1000, distribution channel 10 and division 00). This customer orders an elevator (material number: T-FS2##). The purchase order number is ##LO615-AZ.

2-1-1 Go to the billing plan.

Select the item and choose Goto Item Billing plan

2-1-2 Create an invoice for the down payment request.

Logistics Sales and Distribution Billing Billing document Create

Enter the order number above and choose the Selection date pushbutton to restrict the dates as described above.

=> Billing type FAZ is used for billing the down payment request

2-1-3 The customer paid the down payment that was figured into the invoice. Post the payment.Accounting Financial accounting Accounts receivable Document entry Down payment Down payment

Document date: Current dateCustomer account: T-S66F##Special G/L indicator: ABank account: 113100Amount: Down payment amount + VAT/Sales taxChoose Requests

Select the down payment requests in the list and choose Create down payments. Save.

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2-1-4 Now execute the milestone billing process for the first settlement period

See 2-1-2

=> Two items appear in the billing document:The amount from the first partial billing document and the down payments made by the customer that still need to be settled

2-1-5 How could you arrange for the down payment to be only partially calculated into the first partial invoice?

Condition type AZWR is used especially for down payment processing. If you only want to carry out partial settlement, you can select the down payment item to be settled in the billing document, branch to the pricing screen, and change the value of condition type AZWR.

2-1-6 Check the document flow for this order.

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10

SAP AG 1999

Account determination

Contents:

Areas for account determination

Account assignment criteria

Account assignment process flow

Using business areas

Business area determination

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10.2

SAP AG 1999

Account Determination: Unit objectives

describe the different areas in which account determination is used,

describe the account assignment process,

explain the use and determination of business areas.


(C) SAP AG LO615 2

10.3

SAP AG 1999

Account Determination: Course Overview Diagram

Order Outb. deliv. Billing doc.


Price UNI 1,000

Disc. UNI 150

FI document

Sls rev. UNI 1,000

Sales UNI 150deduction

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10.4

SAP AG 1999

Account Determination: Business scenario

When an invoice is created, sales revenues, sales deductions, and taxes should automatically be posted to the relevant accounts in Financial Accounting.

For the purposes of your company-specific reporting, business areas are defined, for example, by individual sales divisions.

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10.5

SAP AG 1999

Using Account Determination

Account determination

G/L accountssales revenue

sales deductions

Reconciliation accounts

G/L accountsPayment cards

G/L accountsCash settlement

You will need to determine the accounts to be posted in several different areas: G/L accounts for posting sales revenue, sales deductions, and VAT are to be determined automatically

when data is transferred from the billing document to FI. When processing cash sales, a G/L account must be set in the document for cash settlement (no posting

to customer account). As of Release 4.0, a reconciliation account can be determined that differs from the account that is

located in the payer master record. When using payment cards, you also need to post to differing G/L accounts.

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10.6

SAP AG 1999

Account Assignment Criteria in Billing

Billing documentBilling document

Chart of accounts

Sales organization

Acc. assign. grp. cust.

Acc. assign. grp. matl

Account key Pricing procedure

Price UNI 100 ERLDiscount UNI 10 ERS

Pricing procedure

Price UNI 100 ERLDiscount UNI 10 ERS: : :

Company codeCompany code

Payer master recordPayer master record

Material master recordMaterial master record

AssignmentCriteria in the

standard system

AccountAccountAccount key

ERL = Sales revenueERS = Sales reduction

Account key

ERL = Sales revenueERS = Sales reduction: :

The sales revenue accounts are created in FI, in order to receive certain evaluations and to be able to carry out reconciliation with the Profitability Analysis.

For this reason you can set different criteria for account determination of the relevant accounts. The following criteria are defined in the standard system: Chart of accounts Sales organization Account assignment group for payer

(this allows you to divide customers into different groups, e.g. domestic and overseas customers) Account assignment group for materials

(this allows you to divide materials into different groups, e.g. services and retail goods) Account key

(account keys are assigned to the condition types in the pricing procedures, this allows conditions such as freight conditions to posted to special freight revenue accounts).

You must ensure that the configurations you make for account assignment match the configurations in FI and CO.

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10.7

SAP AG 1999

Sales Account Determination

Records for condition type KOFI

No valid record exists Valid record exists

Acct determination proc.

Access sequence: KOFI

1. Sales organization Customer Material Accountacc. group acc. group key

2. Sales organization Customer Accountacc. group key

3. Sales organization Material Accountacc. group key

4. Sales organization Account key

5. Sales organization

Billing document

Item 10 10 pc

Price UNI 1,000Disc. 10% UNI 100

Sales deduction

100

Account

Sales deduction

KOFI00 Acct determination

Condition type KOFI

Access sequence: KOFI

Account determination is carried out using the condition technique. Depending upon the billing type, an account determination procedure is assigned for G/L accounts. This determination procedure contains one or more condition types to which an access sequence is

assigned. This access sequence is composed of individual accesses in the form of condition tables. The condition tables contain the fields and/or field combinations upon which sales revenue

determination depends. The key fields are filled with document data, so that the system can search for a corresponding G/L

account for the relevant combination. If an access determines a G/L account, then it is set in the accounting document and the search is

terminated. Note:

The account for posting VAT is not determined in SD account determination. The relevant assignment is stored in FI Customizing.

(Path: Financial accounting -> Financial Accounting Global Settings -> Tax on Sales/Purchases -> Posting -> Define Tax Accounts).

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10.8

SAP AG 1999

Business Areas

UNI 100

UNI 400

UNI 50

UNI 500

Business area 1

Business area 2

Business area 3

Business area 4

Sales revenue account

Businessarea 1

Businessarea 2

Businessarea 3

Businessarea 4

Company code 1

A company code represents an independent accounting unit. The balance sheet and the profit and loss statement required by law are created at this level.

A business area can report financial information across several company codes with regard to specific fields of activity (for example, division-related).

Business area balance sheets and profit and loss statements can only be used for internal reporting. G/L accounts can be posted by business area. The business area has no fixed assignment in Customizing; it is determined per order item according to

certain rules.

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10.9

SAP AG 1999

Determining the Business Area

Rule 1 Plant/Item div.:Rule 1 Plant/Item div.: 10001000 1010 0707 Business area 7000Business area 7000

Rule 2 Sales area:Rule 2 Sales area: 10001000 1010 0202 Business area 8000Business area 8000

Rule 3Rule 3 SOrgSOrg././DistChDistCh./Item div.:./Item div.: 10001000 1010 0707 Business area 9000Business area 9000

Sales areaSales org. DistCh, Div.

Bus. area

R 1

R 2

R 3

1000 10 01 7000

8000

Plant

1000

1000

1000 10 03 1000

ItemDivision

07 9000

07

07

Item 10 Bus. area 7000

FI document

Item 20 Bus. area ...

Rule?

Sales area(Sales org., DistCh., Div.)

Sales document

1000 10 02

You can specify the rules you want to use for determining the business area for each sales area. Three rules are available (this cannot be extended):

Business area assignment by plant and item division. Business area assignment by sales area. Business area assignment by sales organization, distribution channel, and item division.

This can lead to different business areas being determined for several items within the same order. As of Release 4.0, the system will automatically create several accounts receivable posting lines for the relevant business areas when this occurs.

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10.10

SAP AG 1999

Account Determination: Unit Summary

You are now able to

describe the different areas in which account determination is used,

describe the account assignment process,

explain the use and determination of business areas.

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10.11Exercises for Account Determination Unit "

Exercises

Unit: Account determination

Topic: Account determination


Describe the criteria for account determination

Carry out the procedure for account determination

You want to improve account determination at your company for agreements in FI. Some of your customers are affiliated companies. In the future, you want sales revenue from these customers to be posted to a special account for sales revenue from affiliated companies. Create a new account assignment group for customers in order to differentiate between your normal customers and your affiliated company customers.

1-1 Your customer T-S66C## is one of your affiliated companies. The sales revenues that you receive from this customer are to be posted to account 802000 in the future.

1-1-1 In Customizing, save group 80+## as a new account assignment group for customers

1-1-2 Change the account group for customer T-S66C## in the customer master record to 80+##, in order to create the required differentiation.

1-2 Display the accounting document for the billing document that you have already analyzed in the unit ‘Introduction’, that is, the billing document for the standard order with the purchase order number ##Lo615-A3. Which account have the sales revenues been posted to up to now?

________________________________________________________________

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1-3 In the future, the sales revenue of affiliated companies is to be posted to account 802000.

1-3-1 First check which account key is assigned to the condition type PR00 in the pricing procedure RVAA01 which you are using. Write it down.

__________________________________________________________

1-3-2 When the following combination occurs - sales organization 1000, account assignment group of the customer is 80+##, account assignment group of the material is 01, and the account key described above - posting should be made to account 802000.In which condition table do you need to make an entry?Hint:Up to now, GLL account assignment has been made by key fields previously defined during account determination (sales organization, account assignment group customer, account assignment group material, account key).

__________________________________________________________

1-3-3 Carry this out in Customizing.(Note: Application V, condition type KOFI and chart of accounts INT)

1-3-4 Have a look at the result of your work by creating and billing a standard order (OR) for your customer T-S66C##, material T-ASA## (1 piece), purchase order number: ##LO615-KO. Carry out all the necessary steps (creating outbound delivery, posting picking and goods issue). Analyze the posting in FI by viewing the accounting document.

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10.12Solutions to ‘Account Determination’ Unit"

Solutions

Unit: Account determination

Topic: Account determination

1-1 Your customer T-S66C## is one of your affiliated companies. The sales revenues that you receive from this customer are to be posted to account 802000 in the future.

1-1-1 In Customizing, save group 80+## as a new account assignment group for customers

Customizing:Sales and Distribution Basic Functions Account Assignment/Costing Revenue account determination Check master data relevant for account assignment Customers Account assignment groups

Enter account assignment group 80+## as a new entryDescription Revenues group ##

Example for group 13Entry: Account assignment group customer: 93 (80+13), Description: Revenues group 13)

1-1-2 Change the account group for customer T-S66C## in the customer master record to 80+##, in order to create the required differentiation.

Logistics Sales and Distribution Master data Business partners Customer Change Sales and Distribution

Customer T-S66C## (Sales area: 1000/10/00) – confirm your entries Sales area data– tab page: Choose Billing document.

Enter your newly created account assignment group in the Account assignment group field

1-2 Which account have the sales revenues been posted to up to now?

Logistics Sales and Distribution Billing Billing document Display, Pushbutton Accounting and choose the accounting document=> all sales revenues have so far been posted to account 800002

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1-3 In the future, the sales revenue of affiliated companies is to be posted to account 802000.

1-3-1 Checking the account key for condition type PR00 in the pricing procedure RVAA01 used.

Customizing:Sales and Distribution Basic Functions Account Assignment/Costing Revenue account determination Define and assign account keys Assign account keys

Click on the standard pricing procedure RVAA01=> condition type PR00 is assigned to account key ERL

1-3-2 In which condition table do you need to make an entry?

Customizing:Sales and Distribution Basic Functions Account Assignment/Costing Revenue account determination Define access sequences and account determination types Maintain access sequences for account determination

Display the accesses for the access sequence KOFI and the selected key fields.

You must maintain this entry for condition table 001, which contains the key fields for sales organization, account assignment group, material and account key.

1-3-3 Carry this out in Customizing.(Note: Application V, condition type KOFI and chart of accounts INT)

Customizing:Sales and Distribution Basic Functions Account assignment/Costing Revenue account determination Assign G/L accounts:

Select table 001 and make a new entry:Application: VCond.type: KOFIChart of accounts: INTSales organization: 1000Customer account assignment group: 80+##Material account assignment group: 01Account key: ERLG/L account: 802000

1-3-4 Analyze the posting in FI by viewing the accounting document.

The sales revenues should now be posted to the account 802000. In the billing document, you can find more detailed information on the account determination by choosing Environment Acc.determ.analysis Revenue accounts.

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11

SAP AG 1999

SD/FI interface

Posting Block

Transfer of fields from SD to FI

Central office/branch relationship

Negative posting

Value dated credit memo

Contents:

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11.2

SAP AG 1999

SD/FI Interface: Unit objectives

explain how to prevent the system from automatically generating accounting documents,

describe different SD to FI transfer fields (for example, for clearing),

explain how partners are transferred from SD in terms of the relationship between the head office and the branch offices,

outline how the parameters Negative Posting and Value Dated Credit Memos affect the billing type.


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11.3

SAP AG 1999

SD/FI Interface: Course Overview Diagram


Billing document


90001234

FI document

Reference:90001234

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11.4

SAP AG 1999

SD/FI Interface: Business scenario

In some cases, an additional check of the invoice should be carried out before data is transferred to FI.

Specific information for FI with regard to assigning and differentiating transactions should also be transferred within Accounting.

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11.5

SAP AG 1999

Link to Financial Accounting

Billing document Accounting doc.

CustomerUNI 100

Sales org.: 1000

Distr. channel: 10

Division: 00

Value: UNI 100

Company code: 1000

RevenuesUNI 100

The system sends billing data in invoices, credit memos, and debit memos to Financial Accounting and posts them to the correct accounts.

The following data can be changed before an accounting document is created: Billing date Pricing Account determination Output determination data

Once the billing document has been released to accounts, you can only change output data.

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11.6

SAP AG 1999

Posting Block



X Posting block

Accounting

Accounting

Release

Normally, the system automatically transfers accounting-related data to Financial Accounting. However, you might not want the data to be transferred automatically for certain billing types. In that

case you can set a posting block for the billing type concerned. The system will then generate the accounting documents only after you have released the billing

documents. This allows you to generate SD billing documents first, then print out the billing documents and finally,

transfer them to Financial Accounting. In this way you can improve system performance, for example. Note:

The system either generates all or none of the accounting documents. This means that if the posting block is active, or errors have occurred during account determination, the system will not create CO documents. The accounting documents will not be created until you have de-activated the block or corrected the error.

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11.7

SAP AG 1999

Reference Numbers and Allocation Numbers

Outbound delivery

Billing documentAccounting document (FI)

Reference number

Customer line item

Allocation number

Sales order

Sales order number Purchase order number

Delivery number External delivery number

Billing document number

Allocation number Reference number

You can automatically fill the Reference number and Allocation number fields in the accounting document with numbers from SD documents.

The reference number is in the header of the accounting document and is used for clearing. The allocation number is in the customer line item and is used for sorting line numbers. In Customizing for copying control in billing, you can define which numbers will be copied as reference

or allocation numbers: A - Purchase order number B - Sales order number C - Delivery number D - External delivery number E - Billing document number F - External delivery number if available, otherwise delivery number

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11.8

SAP AG 1999

Reference Numbers in Invoice Lists

Before the invoice list

After the invoice list

UNI 1000 UNI 1000 UNI 1000

AAA

900000019000000290000003

900000019000000290000003

010101

Open itemsDunning blockRef. no.Bill. doc. no.Posting key

UNI 1000UNI 1000UNI 1000UNI -30

----

90000004900000049000000490000004

90000001900000029000000390000004

01010111

Open itemsDunning blockRef. no.Bill. doc. no.Posting key

You must first create billing documents and post them to Financial Accounting before you combine them into an invoice list. The number that was saved as a reference number in copying control is then transferred to FI.

When the invoice list is created, the reference number from the invoice list overwrites the reference numbers from the individual billing documents.

This enables you to post incoming payments with the invoice list number.

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11.9

SAP AG 1999

Transaction-Related Document Types

Doc. type DR

Doc. type DG

Doc. type NN

FI

SDF2

SDG2

SDDR

You can differentiate between documents in Financial Accounting by using the document type. This is stored in the document header.

As of Release 4.0, you are able to carry out differentiated evaluations in Financial Accounting and control differentiated number assignments, by using the Document type field within the billing document type configuration. This enables you to transfer the document type for each different billing type.

If there is no information in this field, the system will continue to transfer the document type RV to Financial Accounting across the FI/CO interface.

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11.10

SAP AG 1999

Head Office and Branches

FIdoc

SDBilling document

SDBilling document

SDBilling document

FIdoc

FIdoc

Branch/head officefield= blank

Branch/head officefield= B

Branch/head officefield= A

KUNNR: PayerFILKD: Sold-to party

KUNNR: Sold-to party

KUNNR: Payer

Open items:Payer

Open items:Sold-to party

Open items:Payer

When maintaining master data, you can represent the relationship between the head office and its branches.

You can either represent this relationship with the partner functions in SD, or with the Head office field in the accounting segment of the customer master record.

Up until now, you had to maintain the accounting segment completely for this function for both customers. If accounting data was missing for the branch, the system could create billing documents for the branch but could not transfer them to Accounting.

The partner functions in SD vary enormously according to customer requirements. For example, the sold-to party can also function as the ship-to party.

Customers therefore asked whether it would be possible not to have to maintain the accounting segment if the branch of a company acted as the sold-to party and therefore, as a pure SD customer.

You can use the Head office/branch field in the billing type to control which partner functions in the billing document should be transferred to Financial Accounting. The characteristics of this field then decide whether the sold-to party or the payer should be entered in the KUNNR (customer number) field in the billing header.

If you leave this field blank, the system will ignore any relationship stored in the FI Head office field. For all the other settings, the relationship stored in FI has priority over the relationship described by the SD partner functions.

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11.11

SAP AG 1999

Negative Postings

Customer account

Bill. doc. UNI 10,000

Credit memo/Cancel. - UNI 10,000

Total 0 Total 0Negative posting field: X

SDF2F2

SDG2/S1G2/S1

In the SAP standard system, cancellations and credit memos are posted on the opposite side of the account than posting receivables to the customer.

In the totals line for the account, "sales" have been recorded on both account sides. The total is greater than zero but nothing has been sold.

Customers requested that credit memos and cancellations could be posted on the same side as receivables. This allows the account to have a zero balance. The totals line in the account can also be zero, in other words, a sale does not take place.

If you wish to do this, you must activate the Negative postings field for the billing types for credit memos and cancellations.

The system transfers this information to Financial Accounting across the FI-CO interface. This setting only changes the display of open items. It has no effect on the processes in FI. Note that negative posting only takes place in Financial Accounting if permitted by the company code.

(This is controlled in table 001.)

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11.12

SAP AG 1999

Value Dated Credit Memos

Period 5 Period 6

G2Billing date

June 25

F2Billing date

May 20

G2Billing date

May 20

Current dateMay 17

Current dateJune 25

Previously, when creating credit memo requests with reference to a billing document, the billing dates (= baseline date for payment) for the two billing documents were different. This made it impossible to reconcile the receivables and payables.

As of Release 4.0, the period for the billing document baseline payment date can be used as the basis for value dating the credit memo.

Controlling processing of credit memo value dating is carried out via the Value dated credit memo field in billing types.

If this indicator is blank, then the procedure continues as usual, that is, the credit memo is due immediately on the billing date. The baseline date for payment is the same as the billing date in the credit memo. The payables are reconciled in the next payment run in Financial Accounting.

If the Value dated credit memo field is set in the billing type, then the referenced billing document is not reconciled if the baseline payment date for the originating billing document comes after the billing date in the credit memo: then the field VALDT (value date) in the credit memo request is filled with the baseline payment date from the originating billing document.

If the baseline date for payment comes before the current billing date in the credit memo, however, then the billing date is not copied.

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11.13

SAP AG 1999

SD/FI Interface: Unit Summary

explain how to prevent the system from automatically generating accounting documents,

describe different SD to FI transfer fields (for example, for clearing),

explain how partners are transferred from SD in terms of the relationship between the head office and the branch offices,

outline how the parameters Negative Posting and Value Dated Credit Memos affect the billing type.

You are now able to

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11.14Exercises

Unit: Special Features of the SD / FI Interface

Topic: Posting Block


Explain the effects of setting a posting block

The terms of payment in the trade fair billing documents you created are to be checked before the documents are sent to financial accounting. Therefore, you want to make sure trade fair billing documents are individually released rather than automatically transferred into FI.

1-1 Trade fair billing documents should not be forwarded to financial accounting immediately after they are created.

1-1-1 Set the parameters for your trade fair billing type ZF## that are necessary to achieve the desired result.

1-1-2 Have a look at the result of your work by creating and billing a trade fair ZA##- order (customer: T-S66A##, material:T-ASA## (1 piece), purchase order number: ##LO615-BS). Carry out all the necessary steps (creating outbound delivery, picking, and goods issue). What message appears when you save the billing document?

___________________________________________________________

1-1-3 After you have checked the terms of payment, what step must you take to create the accounting documents?There are two ways to carry out this step. Name both options.

___________________________________________________________

___________________________________________________________

1-1-4 Now execute this step in one of the two ways you listed above in order to create the accounting documents.

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Exercises


Topic: Transfer of fields from SD to FI


Explain the meaning and settings options for transfer fields from SD into FI

Your customers normally provide their order number when they pay for their trade fair orders. To guarantee quick assignment in FI, this order number is to be forwarded to FI. You also want to sort the individual items in FI by billing document number.

2-1 In the first step, see which numbers from SD have already been set in the accounting document upon billing of their trade fair orders.

2-1-1 Display an accounting document for a trade fair billing document that has already been created. Which of the two numbers are transferred and at what level are they found?

_________________________________________________________

_________________________________________________________

2-1-2 Which numbers from SD are used to fill these fields?

_________________________________________________________

2-1-3 Where in Customizing is this setting made?Go there.

_________________________________________________________

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2-2 In the future, you want to transfer other information when processing trade fair orders.

2-2-1 Configure the system so that sales order numbers are transferred when billing is carried out for your trade fair orders with reference to deliveries.

2-2-2 Use the option for sorting individual items by the billing document number from SD.

2-2-3 Check your settings by creating a full trade fair transaction with billing (trade fair## order, (order type ZA##), customer: T-S66A##, 1 piece of material:T-ASA## (1 piece), purchase order number: ##LO615-Ref). Branch to the accounting document to find the relevant information.

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11.15Solutions to ‘Special Features of the SD/FI Interface’ Unit

Solutions


Topic: Posting Block

1-1 Trade fair billing documents should not be forwarded to financial accounting immediately after they are created.

1-1-1 Map this requirement.

Customizing:Sales and Distribution Billing Billing documents Define billing types

Select your trade fair billing type ZF## and set the posting block

1-1-2 Test the results. What message appears when you save the billing document?

Document (billing number) saved (accounting documents not created)

1-1-3 There are two ways to carry out this step. Name both options.

One way is to call the billing document explicitly in the change mode and start transfer to Financial Accounting by clicking on the pushbutton ReleasetoAccounting.

The other way is to transfer blocked billing documents collectively.

1-1-4 Now execute this step in one of the two ways you listed above in order to create the accounting documents.

Transfer blocked billing documents collectively:

Logistics Sales and Distribution Billing Billing document Blocked billing docs

Sales organization: 1000Created by: LO615-##Incomplete due to: Posting Block

=> the billing documents created above should appear in the list=> Select the billing document and choose pushbutton Release billing docs

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Solutions


Topic: Transfer of fields from SD to FI

2-1 In the first step, see which numbers from SD have already been set in the accounting document upon billing of their trade fair orders.

2-1-1 Which of the two numbers are transferred and at what level are they found?

The reference number and the assignment number are both transferred to FI. The reference number is found at header level and is used during clearing, the allocation number is saved at item level and is used for sorting line items.

2-1-2 Which numbers from SD are used to fill these fields?

Reference number: Filled with the purchase numberAllocation number: Filled with the delivery number (by double-clicking on the customer posting line)

2-1-3 Where in Customizing is this setting made?Go there.

Customizing:Sales and Distribution Billing Billing documents Maintain copying control for billing documents Copying control: Delivery to Billing document From source LF to target ZF##:

Header level Fields Reference number and allocation number

(C) SAP AG LO615 18

2-2 In future, you want to transfer other information when processing trade fair orders.

2-2-1 Configure the system so that sales order numbers are transferred when billing is carried out for your trade fair orders with reference to deliveries.

In the field Reference number in copying control, enter B (= sales order number)

2-2-2 Use the option for sorting individual items by the billing document number from SD.

In the field Allocation number in copying control, enter E (= current billing document number)

2-2-3 Check your settings by creating a full trade fair transaction with billing (trade fair## order, (order type: ZA##), customer: T-S66A##, material: T-ASA##, purchase order number: ##LO615-Ref). Branch to the accounting document to find the relevant information.

Field Reference number should now contain the order number and field Allocation number should contain the billing document number.

Caution: The accounting block for the trade fair order is still active.

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12

SAP AG 1999

Conclusion


Billing document

FI document


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12.2

SAP AG 1999

Course Objectives

You are now able to

describe the integration of billing within the SD process chain and the transfer of data to FI,

carry out the Customizing configurations for your company-specific billing requirements.

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12.3

SAP AG 1999

Recommended Follow-up Courses

LO620 Pricing in SD

LO650 Cross Functional Customizing in SD

LO925 Cross Application Business Processes in SD and MM

LO645 Credit and Receivables Risk Management

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12.4

SAP AG 1999

Recommended Follow-up Activities

Go through the exercises using IDES data or your own data.

Read on-line documentation

Read IMG documentation

Read release notes

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13

SAP AG 1999

Appendix

Roles for billing in SD

Menu paths

Table structure

Basic accounting principles

Integration SD/CO-PA

Contents:

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13.2

SAP AG 1999

Roles for Billing in SD

SAP SAP Easy Easy AccessAccess

Other menu Create menu Assign users Documentation

T20(1) (400) iwdf4042 INS

Menu Edit Favorites Extras System Help

Favorites

Role SAP_LO_SD_BILLING_PROCESSING

Billing processing

Process Billing Due List

Create Billing Document

Change Billing Document

List Billing Documents

Display Billing Document

Output from Billing Documents

Display Billing Documents from Archive

Set Billing Date

Retro-billing

Change Accounting Indicator in LI

Conversion

Release documents for billing

Release Orders for Billing

Sales Documents Blocked for Billing

A role is a logically related group of transactions. These transactions represent the functional scope typically required by a user in his/her work.

Activity groups (user roles) are set up using the Profile Generator to enable users of the SAP System to work with user-specific and workstation-specific menus.

Activity groups are also used to assign authorizations to users for the activities contained in the menus. As of Release 4.6, the standard system contains predefined activity groups (user roles) for all application areas.

In the above example, you can see the role SAP_LO_SD_BILLING_PROCESSING with the transactions that have been assigned to it. This role is included in the standard system.

This role groups together all the functions that are available for billing in Sales processing. It covers creating and changing billing documents, releasing blocked billing documents, list functions for billing documents, output from billing documents and retro-billing.

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13.3

SAP AG 1999

Standard Roles for Billing in SD

SAP_LO_SD_BILLING_PROCESSINGBilling processing online

SAP_LO_SD_BILLING_DISPLAYDisplay billing documents

SAP_LO_SD_BILLING_BATCHProcess billing by batch

SAP_LO_SD_BLOCKED_BILLING_DOCRelease blocked billing documents

This slide shows you an overview of the roles available for billing in Sales in the standard system. Each role contains the main transactions for carrying out the process described.

(C) SAP AG LO615 3

13.4Frequently used menu paths in this course

14Task 15menu path16 17

Master Data Display sold-to party Logistics Sales and Distribution Master data Business partners Customer Display Sales and Distributions

Display material Logistics Sales and distribution Master data Products Material Other material Display

Display condition records (prices, surcharges and discounts)

Logistics Sales and distribution Master data Conditions Prices, Discounts/surcharges, Freight, Taxes orLogistics Sales and distribution Master data Select using condition type

Order processing Order Create/Change/Display

Logistics Sales and distribution Sales Order Create/Change/Display

Outline agreements Contract Create/Change/Display

Logistics Sales and distribution Sales Contract Create/Change/Display

Shipping processing Delivery Create/Change/Display

Logistics Sales and distribution Shipping and Transportation Outbound Delivery Single document Create/Change/Display

Create transfer order Logistics Sales and distribution Shipping and Transportation Picking Create Transfer order Single document

Post goods issue Logistics Sales and Distribution Shipping and Transportation Post Goods Issue Outb.Delivery Single Doc.

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Billing processing Billing document Create/Change/Display

Logistics Sales and distribution Billing Billing document Create/Change/ Display

Cancel billing document Logistics Sales and distribution Billing Billing document Cancel


Logistics Sales and distribution Billing Billing document Processing Billing due lists

Billing in the background Logistics Sales and distribution Billing Billing document Background Processing

Display list of billing documents created

Logistics Sales and distribution Billing Information System Billing document List billing documents

Display list of blocked billing documents

Logistics Sales and Distribution Billing Billing document Blocked billing docs

Display accounting documents

Logistics Sales and distribution Billing Billing document Display Button: Accounting

Create/Change/Display invoice list

Logistics Sales and distribution Billing Invoice list Create/ Change/Display

Process invoice worklist Logistics Sales and distribution Billing Invoice List Worklist for invoice lists

Financial accounting Display customer line items Logistics Sales and Distribution Billing Environment Accounts Receivable

OrAccounting Financial accounting Accounts receivable Account Display/Change line items

Incoming payment for down payment request

Accounting Financial accounting Accounts receivable Document entry Down payment Down payment

(C) SAP AG LO615 5

17.2.2Customizing

17.2.3Initial Tools AcceleratedSAP Customizing Edit project SAP Refererence IMG

Organizational units Defining organizational units in SD and FI

Enterprise structure Definition Financial Accounting/Sales and Distribution

Assigning organizational units in SD and FI

Enterprise structure Allocation Financial Accounting/Sales and Distribution

Sales Defining sales document types

Sales and Distribution Sales Sales documents Sales document header Define sales document types

Defining item categories Sales and Distribution Sales Sales documents Sales document item Define item categories

Copying control for sales documents

Sales and Distribution Sales Maintain copy control for sales documents

17.2.4Billing Defining billing types Sales and Distribution Billing Billing documents Define billing types

Defining number ranges for billing documents

Sales and Distribution Billing Billing documents Define number range for billing documents

Copying control for billing documents

Sales and Distribution Billing Billing documents Maintain copying control for billing documents

Setting up billing plans Sales and Distribution Billing Billing plan.....

SD Basic functions Setting up pricing Sales and Distribution Basic Functions Pricing Pricing Control

Setting up account determination

Sales and Distribution Basic Functions Account assignment/Costing Revenue account determination ...

(C) SAP AG LO615 6

Financial Accounting Defining terms of payment Financial Accounting Accounts Receivable and Accounts Payable Business Transactions Outgoing Invoices/Credit Memos Maintain terms of payment

Controlling Activating profitability analysis

Controlling Profitability Analysis Flows of Actual Values Activate Profitability Analysis

Assigning quantities and value fields

Controlling Profitability Analysis Flow of Actual Values Transfer of Billing Documents Assign value/quantity fields

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17.3

SAP AG 1999

Table Structure: Billing document

Table Structure: Billing document

STXLSTXLSADRSADR

VBFAVBFA

EIPOEIPO

VBUKVBUK

VBRKVBRK

EIKPEIKP

VBRPVBRP

VBPAVBPA NASTNAST STXHSTXH

KONVKONVFPLAFPLTFPLAFPLT

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17.4

SAP AG 1999

Table Structure: Invoice Lists

STXLSTXLSADRSADR

VBFAVBFA

VBUKVBUK

VBRKVBRK

VBRLVBRL

VBPAVBPA NASTNAST STXHSTXH

KONVKONV

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17.5

SAP AG 1999

Basic Accounting Principles

Double-Entry Accounting

Balance sheet accounts

P&L accounts

SD Example

MM Example

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17.6

SAP AG 1999

Double-Entry Accounting

Account name

CreditDebit

• Each business transaction is posted to at least two different accounts

• Debit postings always appear on the left hand side of a T account• Credit postings always appear on the right hand side of a T account

• Total debit postings = Total credit postings

The basic principle of double-entry accounting is that every business transaction is posted to at least two different accounts, and is therefore posted at least twice. In the most simple cases, only two accounts are affected.

The most important thing to remember in this context is Debit to Credit. This means that you should post a transaction to the debit side in one account, but to the credit side in

another. Basic principle:

The total for debit postings is always the same as the total for credit postings, regardless of the number of accounts affected.

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17.7

SAP AG 1999

Account Types - Balance Sheet Accounts

Property accounts

Additions are entered on the debit side

Disposals are entered on the credit side

Examples: Stock, cash, bank, receivables

Capital and debtor accounts

Additions are entered on the credit side

Disposals are entered on the debit side

Examples: Payables

Business transactions are posted to accounts (= invoices kept on two sides, in which movements are registered).

In a double entry accounting system it is possible to separate the accounts into different types of basic accounts, which themselves are divided into two partial accounts: Balance sheet accounts (property accounts and capital and debtor accounts), to which stocks and

changes to these stocks are posted. P&L accounts (expense/cost accounts and revenue/sales accounts), to which transactions affecting net

income are posted. The following basic equation applies to the structure of all accounts:

Opening balance + addition - disposal = closing balance However, the basic accounts above differ in which side the opening balance, addition, disposal and

closing balance are posted to.

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17.8

SAP AG 1999

Account Types - P&L Accounts

Revenue accounts

Additions are entered on the credit side

Disposals are entered on the debit side

Example: Sales revenue

Expense accounts

Additions are entered on the debit side

Disposals are entered on the credit side

Example: Cost of materials, price difference

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SAP AG 1999

SD Example

Sales order 10 pieces at $ 12 per piece

Goods issue: 10 pieces delivered, standard price $ 10 per piece

Invoice: 10 pieces at $ 12 per piece

Incoming payment: $ 120

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SAP AG 1999

SD Example: Postings

Goods issue:Material usage

(Expenses)

100

Stock(Assets)

100

Sales revenue (Revenues)

120

Receivables(Assets)

120

Invoice:

Incoming payment:Receivables

(Assets)

120

Bank(Assets)

120

In the example of an SD business transaction, an accounting document is created at the point of goods issue and/or invoice creation.

At the point of goods issue, the goods physically leave the warehouse. This results in a stock-related and value-related posting. This means that the stock is reduced and the materials used increased. The posting is therefore called "Materials used to stock".

At the point of billing, receivables are accumulated by the customer, and additions are posted to sales revenues (posting record: Receivables to sales revenues).

If the incoming payment is made in FI, the receivables are reduced again and the amount of the cash inflow is posted to a bank account (posting record: Bank to receivables).

Posting output tax has been ignored for the purposes of this simplified example.

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SAP AG 1999

MM Example

Purchase order: 10 pieces at $ 10 per piece

Goods receipt: 10 pieces received, standard price $ 10 per piece

Invoice: 10 pieces at $ 10 per piece

Payment: $ 100

VendorVendor

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SAP AG 1999

MM Example: Postings

Goods receipt:Stock

(Assets)

100

GR/IR clearing account

100

GR/IR clearing account

100

CreditorsPayable

100

Invoice:

Bank(Assets)

100

CreditorsPayable

100

Payment:

In the example of an MM business transaction, an addition to stock occurs at the point of goods receipt. The clearing entry is made against a special goods receipt/invoice receipt clearing account (stock to GR/IR clearing account).

Provided that standard prices are used for valuation, it may be necessary to post to a price difference account the amount of the difference between costs for purchasing and valuation.

At the point of invoice creation, the GR/IR account is credited and payables accumulated by the relevant creditor (GR/IR clearing account to creditors).

The payables are reconciled in the payment run, and a disposal is is entered in the bank account (payables to bank).

Posting the tax due has been ignored for the purposes of this simplified example.

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SAP AG 1999

Integration SD/CO-PA

Objectives and purposes of profitability analysis in Controlling (CO-PA)

Organizational Units in CO

Profitability Analysis Procedure

Transfer of information from SD to CO-PA

Contents:

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SAP AG 1999

Integration SD/CO-PA: Unit objectives

explain the purpose of CO-PA,

understand why the profitability segment is the central element in CO-PA,

recognize the differences between costing-based and account-based profitability analysis,

list the times when data is transferred,

interpret characteristics and indicators as well as their transfer from SD.


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SAP AG 1999

Integration SD/CO-PA: Course Overview Diagram


Billingdocument

Sales and distribution Controlling

PR00 = 1000

K007 = -100

Profitabilityreport

Sales rev. 1000

Discount -150K005 = - 50

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Integration SD/CO-PA: Business scenario

The Controlling department would like to analyze the individual market segments of your company.

For this analysis, data is tranferred from SD to profitability analysis (PA).

The different condition types in SD are collected for the various evaluations in CO-PA and transferred as characteristic and value fields.

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SAP AG 1999

Profitability Report in CO-PA

Sales quantity

Revenues

Outgoing freight

Outgoing packaging

Gross revenue

Customer discount

Quantity discount

Other sales deductions

Net revenue

Variable revenue

Contribution margin I

Data fromData fromSDSD

2000 pieces

UNI 400,000

UNI 2,500

UNI 400

UNI 402,900

UNI 10,000

UNI 6,000

UNI 15,000

UNI 371,900

UNI 150,000

UNI 221,900

Key figures Actual

Contribution margin accounting 07/200x

Division 01 PumpsRegion 77 Southeast

.

.

....

CO-PA = Profitability analysis, and is part of Controlling A profitability report identifies the profit for a certain market segment during a certain time period. Data such as sales quantity, revenue, shipment and packaging costs, discounts and other sales deductions

are transferred from SD. This means that SD sends data to profitability analysis. After deducting various costs, the analysis calculates different profits, such as the contribution margin.

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SAP AG 1999

Objective of Profitability Analysis

CO-PA aims to determine the success of market segments:

CO-PACO-PACO-PACO-PA

SD businessSD

SD businessSD

Marketsegment

Key sales figuresRevenue, discounts...

Description:Customer, product,distribution channel,division ...

Company Market

Every company needs to analyze its profits. For an extensive analysis, you need to describe and evaluate business transactions from a market-

oriented viewpoint. Profitability analysis allows you to implement different profitability analyses because it examines the

profitability of individual partial markets or market segments. You can define the market segments to match your requirements. They are identified by characteristics

such as customer, product, division, sales organization, distribution channel, and so on. The system determines important sales figures for each segment and uses them to calculate the profits. Using the screens in the Information System (=drill-down reporting), you can analyze data and generate

lists and reports. The evaluations and analyses may form the basis for any future decisions in various areas in the

company.

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SAP AG 1999

Organizational Units in CO

Controlling area

Controlling area

A AA

Operating concern Market-oriented

Controlling area(s)Costing-oriented

Company code(s) Balance sheet-oriented

Sales organization(s) Sales-oriented

Controlling uses special organizational units for its evaluations. The first level is the operating concern. This represents the marketing side of the company and describes

the sales market in a uniform manner within an operating concern. The operating concern can be subdivided into different partial markets / market segments.

An operating concern includes one or more controlling areas. The controlling area is a cost-oriented organizational element used to represent a closed system for cost

accounting purposes. The controlling area includes one or more company codes. When transferring data from SD to CO the system finds the relevant operating concern by following the

assignment sequence Sales organization Company code Controlling area operating concern. Example: Sales organization 'South Germany' is assigned to company code 'Germany'. This, in turn, is

assigned to the controlling area 'Europe' that belongs to the operating concern 'Europe'. In this way the 'Europe' market is subdivided into separate market segments.

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Profitability Segments

Operating concern

Profitability segment

CostsRevenuesQuantities...


Motorcycles

South

east

Re

tail

Division

Regio

nDis

trib

uti

on

ch

an

ne

l

Evaluations are carried out by comparing costs and revenues and take place within an operating concern at the level of profitability segments. A profit is calculated for each profitability segment.

Profitability segments are partial markets / market segments in the operating concern that are uniquely identified with classifying characteristics.

The above example concerns the profile for "motorcycles, southeast region, distribution channel retail". This means that profit is calculated for selling motorcycles at retail in the southeastern region.

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SAP AG 1999

Profitability Analysis Procedure

Costing-based Account-based

Data is transferred when it iscreated

immediate

current data

transfer to value andquantity fields

Data is transferred when it isposted to Financial Accounting

at the same time as FI

corresponds to FI

transfer at account level

There are two procedures for profitability analysis: costing-based and account-based. Both procedures can be used in parallel. However, before drill-down reporting you must set it to either

costing-based or account-based.

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SAP AG 1999

Data Transfer Times

SDSD

Order

Outbound deliveryGoods issue

Billing doc.

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SAP AG 1999

Data Transfer Times

Costing-based

COCO--PAPA

Lineitems

Lineitems

SDSD

Order


Billing doc.

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SAP AG 1999

Data Transfer Times

Account-based

FIFI

A BXX XX

C DYY YY

Accountingdocuments

SDSD

Order


Billing doc.

Costing-based

COCO--PAPA

Lineitems

Lineitems

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SAP AG 1999

Data Transfer Times

COCO--PAPAFIFI

Lineitems

Lineitems

SDSD

Order


Billing doc.

Costing-based

COCO--PAPA

Lineitems

Lineitems

Account-based

A BXX XX

C DYY YY

Accountingdocuments

Order processing is the focal point of SD activities and contains three principle stages: Order entry, delivery with goods issue, and billing.

In costing-based profitability analysis, data is transferred to CO-PA as soon as an order is entered. The system generates a line item with a profitability analysis document for each sales order item. In the same way, the billing data are also transferred online. The system generates a line item for each billing item.

In account-based profitability analysis, data is transferred to CO-PA when it is posted to FI from SD. This means that when the financial accounting documents are generated for goods issue and in billing, the system creates line items in CO-PA and transfers the data to the accounting valuation base. Data is not transferred when a sales order is entered because nothing is posted to FI at that stage.

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SAP AG 1999

Characteristics and Key Figures


Motorcycles

South

east

Ret

ail

Profitability segment:

Characteristics and Values

Evaluation terms:What is being evaluated?

SD:Sales document

Key Figures

Evaluation sizes:What should be determined?

Costing-based:Value fields

Account-based:G/L accounts

SD:Sales document

FI:Accounting doc.

CO-PA calculates the profit for a certain profitability segment by transferring data from SD. The profitability segment is defined by certain characteristics and characteristic values and these

determine what should be evaluated.Example: an evaluation is made for the profitability segment "motorcycles, retail, southeast region".These characteristic values can be freely defined. They are taken from the header or the item in the sales document.

The real evaluation of profitability segments takes place using key figures (evaluation sizes).In costing-based profitability analysis, the key figures are the quantity and value fields such as price, quantity, discount, and weight. This data comes from SD documents.In account-based profitability segments, the evaluation takes place in account groupings. The data is taken from the relevant accounting documents in FI.

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SAP AG 1999

Transferring Data from SD to CO-PA

SDdoc

Customer

Product

Represent.

Sales org.

C1

P1

V1

1000

Price

Cust. discount

Quantity

Weight

UNI 1000

UNI 20

5 pc

15 kg

Customer

Product

Represent.

Sales org.

Sales area

SBU

C1

P1

V1

1000

VG501

77

Revenue

Sales deduct.

Quantity

Weight

UNI 1000

UNI 20

5 pc

15 kg

Transfer

Derivecharac-teristics

Assignment

Characteristics

Quantity and value fields

Header and item data

Different kinds of data are stored at header and item level in the SD document. Some of this data can be used as characteristics; such as customer, sales organization, distribution

channel or division. Other characteristics can also be derived from data not contained in the document, for example, strategic

business units. Other data in the SD document is assigned to the quantity and value fields. For example, the price is

assigned to the value field for "Revenue", discounts are assigned to the value field for "Sales deductions", and the sales quantity is assigned to the quantity field for "Quantity".

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SAP AG 1999

Integration SD/CO-PA: Unit Summary

explain the purpose of CO-PA,

understand why the profitability segment is the central element in CO-PA,

recognize the differences between costing-based and account-based profitability analysis,

list the times when data is transferred,

interpret characteristics and indicators as well as their transfer from SD.

You are now able to

(C) SAP AG LO615 33

LO615 - Billing

Documents

Transcript of LO615 - Billing