Sap Sd Billing

SAP SD ECC 5.0 - Billing

10th December, 2007

2

Billing Document Structure

Basic Functions in Billing

Billing Document Type

Copying Control

Billing Processing

Invoice List

The General Billing Interface

Down Payments for Sales Orders

Installment Plans

Retroactive Billing

Billing Plan

Contents

3

Billing Document

Definition : Umbrella term for invoices, credit memos, debit memos, pro forma invoices and cancellation documents.

Use: The billing document is created with reference to a preceding document, in order to create an invoice or a credit memo, for example.

Structure: All billing documents have the same structure. They are made up of a document header and any number of items.

4


Header

Item 1

Item 2

Item 3

Company

Max Smith

Smithsville

J Miller

Richville

5 Units type 0815 Rs 3000

4 Units type 0816 Rs 1000

5


Header : The header contains the general data that is valid for the entire billing

document. This includes:

• Customer number of the payer

• Billing date

• Net value of the entire billing document

• Document currency

• Terms of payment and incoterms

• Partner numbers, such as the identification number of the sold to party

• Pricing Elements

6


Items: The items contain the data relevant for each individual item. This

includes:

• Material number

• Billing quantity

• Net value of the individual item

• Weight and volume

• Number of the reference document for the billing document (for example, the

number of the delivery on which the billing document is based)

• Pricing elements relevant for the individual items

7

Billing Document Screens

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 data

- Detail screens:

- Screens at header level with general data

- Screens at item level with specific data for the item

8

Billing

Billing represents the final processing stage for a business transaction in sales and

distribution. Information on billing is available at every stage of order processing

and delivery processing.

Functions :

• Creation of invoices based on deliveries or services

• Issue credit and debit memos

• Pro forma invoices

• Cancel billing transactions

• Comprehensive pricing functions

• Issuing rebates

• Transfer billing data to financial accounting

9

Basic Functions in Billing

Billing Types

Number range

Match codes

Copying control

Blocking reasons

Displaying lists

Displaying the billing due list

10

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:

• F2 Invoice

• F5 Pro forma invoice for sales order

• F8 Pro forma invoice for delivery

• G2 Credit memo

• L2 Debit memo

• RE Returns

• S1 Cancellation invoice

• S2 Cancellation credit memo

• LR Invoice list

• LG Credit memo list

Billing Types

11

Billing Types

• IV Intercompany billing (invoice)

• IG Intercompany billing (credit memo)

• BV Cash sale

12

Define Billing Types

Number that determines

how documents are to be

numbered by the system. It

indicates which number

range is relevant for a

document type

A classification for the

different types of

documents that you can

process.

13


To block automatic

transfer of the billing

document to accounting,

mark the field

A grouping that allows you

to control certain features

of transaction flow by

sales, shipping and billing

documents

14


Indicates whether the

system stores

information from billing

documents of this type

for the purposes of

statistical analysis

Used to differentiate the

billing documents by

requirements for invoice

printing, billing document

creation and forwarding to FI

15


The document type

classifies accounting

documents.

Indicator that causes

the transaction figures

to be reset for a

document item

16


The indicator controls

which partner functions of

the billing document can

be forwarded to financial

accounting.

Classification that

distinguishes between

invoice list types

17


If this field is set, the

reference billing

document is not settled

and the payment deadline

date for the base billing

document comes after the

billing date for the credit

memo, then field VALDT (

fixed value date) in the

credit memo request is

filled with the payment

deadline date of the

baseline date of the base

billing document.

18


Indicates whether the

billing type is used

exclusively during rebate

processing

Indicates whether

billing documents of

this type are relevant

during rebate

processing

19


Specifies the default

cancellation for this billing

type

Identifies a copying

routine. The routine

checks that certain

requirements are met

when one document is

copied into another

20


The reference number is a

piece of additional

information forwarded from

SD to FI

You can find the

allocation number under

additional information in

the (document) line item

that is forwarded from SD

to FI

21

Specific functions can be defined for each billing document type. This is done using control elements that are specified in tables.

The billing document type controls the following elements:

• The number range for the document number

• The billing type that can be used to cancel the billing document.

• The transfer status of the billing document is

- transferred to financial accounting

- blocked from transfer

- not transferred

• The procedure for account assignment in financial accounting

The allowed output for a business transaction and the procedure for output

• The partner functions allowed at header level

• The partner functions allowed at item level

Billing Type Controls

22

Invoice

Definition:

A sales document used to bill a customer for goods delivery or service.

Deliveries and services which are carried out on the basis of sales orders are

invoiced to the customer.

If no complaints are made about the delivery, the business transaction is

considered complete from the sales point of view.

When you create an invoice, you can refer to an order, a delivery, individual order

or delivery item or even partial quantities within an order item or a delivery item.

If you want to make sure that the goods are sent out before the invoice is created,

you would create an invoice on the basis of the delivery.

If you want to receive money before you send the goods to the customer, you

would create an invoice with reference to a sales order.

When you bill a customer for a service, you would probably refer to the sales order,

since a service is usually based on an order, not a delivery.

23

Billing Type Proposal

In customizing for the item category, you can determine whether billing 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. For example, in delivery-related billing, a standard order ( order type OR) is

invoiced using billing type F2.

24

Delivery-Related Invoices

You can use an invoice to refer to an order and a delivery simultaneously.

For example, you create one invoice for goods ( the carpet) and service

(installation) as long as the requirements for combining the two are met.

25

Order-Related Invoices

If you want to invoice a customer for services rendered, normally you

create an invoice with reference to the sales order because deliveries are not

usually created for services, such as laying a carpet.

26

Cancellation

To cancel a billing document, a cancellation document must be created. 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.

We 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.

We also have the option of canceling individual items in a billing document.

27

Credit and Debit Memos

Credit memo: A sales document created on the basis of a customer complaint.

This reduces receivables in Financial Accounting.

Debit memo: A sales document created on the basis of a customer complaint. This

increases receivables in Financial Accounting.

Use: We need to create credit memos for various reasons (for example, because

of defective goods or because we have overcharged a customer)

Similarly, we may need to create a debit memo, if , for example, we have not

charged the customer enough.

28

Creating a Credit Memo / Debit Memo

Credit and debit memos may be created either with reference to credit or debit memo requests ( sales documents) or directly with reference to a billing document ( if the company does not require a release procedure in the case of complaints)

We can create credit and debit memo requests:

• Without reference to a previous business transaction

• With reference to an order

We 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 responsible 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.

29

Releasing or Rejecting Credit Memo Requests

We 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 reasons for rejection allows you to control whether the item:

• Is copied into the credit memo with a zero value

• Appears in the credit memo at all

Debit memo requests are processed in exactly the same way.

30

Workflow for Credit Memo Requests

Credit memo requests are usually blocked for billing (that is, credit) upon creation

until the employee responsible releases this block.

Within the company, we 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.

31

Invoice Correction Process Flow

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 enquiry).

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 +/- 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.

32

Invoice Correction Process Flow

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).

We can delete the credit and debit memos in pairs ( unchanged pairs of items can

be deleted all at once in this way).

33

Quantity Difference

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.

34

Price Difference

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.

35

Returns

We create return for goods sent back from a dissatisfied customer.

Returns are processed in the same way as credit memo requests.

The credit memo is billed with reference to the order, which means it refers to the

return request document, not to the return delivery.

36

Pro Forma Invoices

Definition:

An invoice that is created on paper for exported goods to provide the

customs authorities with evidence of the cost of the goods.

When you deal in export, you may need to print pro forma invoices. They are used

to give the importer or the responsible authorities in the import country details

about forthcoming shipments.

A pro forma invoice appears exactly the same as a customer invoice. The

difference is that this invoice does not need to be paid. Therefore, the system does

not forward data to Financial Accounting (FI). No statistical data is created on the

basis of pro forma invoices.

You can create as many pro forma invoices as required, since the billing status in

the reference document is not updated.

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.

37

Billing Process

Each billing document requires a reference document ( exception: billing external

transactions). This may be :

• Sales document

• Outbound delivery

• Billing document

When billing explicitly, you must enter the number of the reference document as

the transaction to be billed.

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.

38

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 data- Allocation number- Reference number- Item number assignment

At item value:- Quantity- Pricing

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.

39

Data Flow

Example : Delivery –related billing

Order InvoiceOutbound Delivery

For example:

Payer, Item no.,

Pricing, texts

For example:

ship-to party,

amount, texts

40

Copying Control

Target Billing type Source Delivery Type

F2 LF

F2 LF TAN

Header

Target Source Source

Billing Type Delivery Type Item Category

Item

41

Copying Control

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

42

Copying Control at Item Level

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 document

• Where should the conditions in the billing document be carried over from ( for

example, copying over shipment costs from the shipment cost document)?

Customizing: Billing -> Billing documents->Maintain copying control for

billing documents

43

Copying Requirements

Using requirements in copying control, you can specify how a sales document is to

be billed with regard to requirements.

You define the copying requirements in copying control. Controlling is carried out in

SD Customizing by Billing Billing Documents Maintain copying control for

billing documents, Navigation Header and Item, Field Copying requirement

If you want to define a copying requirement as a data transfer routine, enter this in

filed VBRK/VBRP. In this way, you can determine whether terms of payment are to

be copied from the customer master record instead of the sales document.

With 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.

44

Copying Control

45

Copying Control

46

Copying Control

Identifies a copying routine.

The routine checks that

certain requirements are met

when one document is

copied into another.

47

Copying Control

Identifies a routine that

checks that certain

requirements are met during

the transfer of data from

billing document item fields

during copying

48

Copying Control

Specifies which quantity the system copies

from the source document into the target

billing document.

49

Billing Quantity

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).

This makes it possible, for example, to create an order-related billing document for

quantities already delivered.

50

Billing Quantity Indicator

When you create an invoice for a standard sales order item, for example, the

quantity that the system copies into the invoice is the delivery quantity less the

quantity already invoiced. If you create a pro forma invoice, the system copies in

the order quantity.

Indicator uses:

• A Order-related billing

• B Delivery related billing

• C and D Pro-forma invoices

• E, F and I Third party business transaction

• G and H Batches

• Note: Make sure that control of the amount to be billed is directly related to the

item category billing relevance.

51

Billing Quantity

Billing document Billing quantity

Based on an order Order quantity minus quantity

(e.g. standard order) already billed

Quantity already delivered minus

quantity already billed

Based on a credit Order quantity minus quantity

memo request already billed

Based on a delivery Quantity already delivered minus

(e.g. billing types quantity already billed

F1 and F2)

Pro forma invoice F5 Order quantity

Pro forma invoice F8 Delivery quantity

52

Copying Control

Indicates whether, during copying, the quantity or

value in the target document has a negative effect,

positive effect or no effect at all on the quantity still to

be completed in the source document.

53

Pos./neg. Quantity

Use

The system uses this indicator to determine how the quantity in the source

document is affected. For example, if you create a quotation item for 100 pieces,

copy the quotation into a sales order and create a sales order item for 80 pieces,

the copying has a positive effect on the quotation. In effect, you have added 80

pieces to the quotation quantity that is now considered complete. 20 pieces in the

quotation remain to be completed.

If you do not make an entry in this field, or set indicator 0, the source document is

not blocked, which allows you to create several target documents at once ( for

example when using EDI and frequent contract releases).

While the source document ( such as quotation or quantity contract ) is being

processed, it is blocked. For instance, if you are working on a quantity contract, no

one can create a release order for that contract.

54

Pos./neg. Quantity

In sales documents, for example, you can expect the following results:

• Quotation Sales order : Positive

• Contract Return : Negative

• Sales order Sales order : No effect

In billing documents, for example, you can expect the following results:

• Delivery Invoice : Positive

• Delivery Cancellation : Negative

55

Pricing in the Billing Document

When a sales document is created, the system automatically carries out pricing.

During billing you have the option to copy the prices from the sales document to

the billing document or to have the system carry out pricing again. You can also

trigger pricing manually.

You define the pricing type in copying control.

56

Copying Control

Specifies how the system treats pricing data

when copying documents.

57

Pricing Types

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: Carry out new pricing

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.

E: Copy pricing elements and values unchanged

F: Only used within the program

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.

58

Pricing in the Billing Document

59

Copying Control

Determine pricing exchange rate

60

Pricing Exchange Rate

Options in Pricing Exchange Rate are :

A Copy from sales order

B Price exchange rate = Accounting rate

C Exchange rate determination according to billing date

D Exchange rate determination according to pricing date

E Exchange rate determination according to current date

F Exchange rate determination according to date of services

rendered

61

Copying Control

This field controls from where and in what

sequence the conditions from the reference

documents are copied to the billing

document.

62

Price Source

Price Source Description

Blank Order

A Purchase Order

B Purchase order / delivery

C Not used

D Delivery

E Delivery / order

F Shipment costs

G External

63

Billing Processing

During billing processing, you create, change and delete billing documents.

You can create billing documents:

• With reference to a sales document

• With reference to a delivery order

• With reference to external transactions

You can refer to an entire document, individual items or partial quantities of items.

You can create billing documents in the following ways:

• By having the system process a billing due list automatically as a background

task

• By processing manually from a worklist

• By creating a billing document explicitly

64

Processing Billing Due Lists

You will not usually bill transactions individually. You are far more likely to carry out

periodic collective billing runs ( by goods issue posting, for example).

If you are working with the billing due list, enter the selection criteria ( such as sold-

to party, billing date, and 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.

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.

65

Process Billing Due List

66

Creating Invoices on Specific Dates

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 ( Invoicing

Dates on the Billing document screen).

• When you enter a document, the system copies the next invoice date from the

factory calendar to the appropriate document as the billing document.

• The calendar is client-independent.

67

Billing in the Background

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 8p.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.

68

Background Processing

69

Cancellation of Collective Billing Run

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 Log.

You can then bill the preceding documents for the cancelled billing document

again.

Only users with the correct authorization can cancel collective runs.

In order to cancel the collective billing run, choose :

Billing Information system Billing document Log of collective run

Documents Reverse all.

70

Log of Collective Run

71

Transaction Codes in Billing Document

VF01 Create billing document

VF02 Change billing document

VF03 Display billing document

VF07 Display from archive billing document

VF11 Cancel billing document

VF04 Process billing due list

VF06 Creating background jobs for billing

VFRB Retrobilling

VFX3 Release billing documents for accounting

72

Methods in Billing

The following methods may be used in billing:

• One individual billing document per sales document

• A collective billing document for several sales documents

• Several billing documents for one or more sales documents ( invoice split)

73

Individual Billing Documents

74

Individual Billing Documents

Settings for Individual Billing Documents

Copying control is carried out in SD Customizing via Billing-> Billing Documents -

>Maintain copying control for billing documents, Navigation Item, field:

VBRK/VBRP. In this field you select data transfer routine 3

The number of the reference document is set in field VBRK-ZUKRI.

75

Collective Billing Documents

76

Collective Billing Documents

It is possible to include both order-related and delivery-related items in the same

billing document.

The following prerequisites must be met for collective billing document:

• The header data appearing in the billing document must agree.

• The split conditions specified do not apply.

• The system behaves differently for the functions Billing Due List and Create

Billing Document.

77

Invoice Splits

78

Invoice Split

In customizing for copy control, you can specify requirements for splitting to

prevent sales orders or deliveries being combined into a collective billing

document.

As a rule, the system combines into one billing document all transactions for the

same customer, default billing date and sales organization.

If data from the related reference documents differs in the header fields of the

billing document, the system will automatically split the invoice.

An order contains terms of payment at header as well as item level. These are

stored at header level in the billing document. However, if there are different terms

of payment in the reference documents, an invoice split will always be made.

If data from the related reference documents differs in the item fields of the billing

document the system does not split the invoice.

79

Invoice Split

The order basis is stored at the header level in the order and at item level in the

billing document. The system does not split the invoice. If you require an invoice

split, you must first define the appropriate splitting requirements in Customizing for

copying control.

Copying control depends on the following criteria:

• Reference document type (i.e. type of order, delivery or billing document on

which the sales document is based)

• Billing document type

• Item category in the reference document

80

Item-Dependent Invoice Split

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 that cause a split are displayed in the split analysis.

81

Performing a Split Analysis

You can use split analysis to review why the system has split a billing document. It compares two billing documents and lists the fields which have differing contents.

You can call up the Split analysis function with the following transactions:

Billing document -> Change or display

Billing document -> Billing due list

To display the split analysis for one of these screens, proceed as follows:

Enter the number of the billing document that you wish to compare.

Choose Environment -> Split Analysis

Enter the number of the second billing document which you wish to compare to the first in the dialog box.

Enter the billing document number and choose Continue.

The system displays the split analysis log. It is made up of three parts. The first shows the header partners and header fields which are different in the two documents while the second and third columns show the respective values for these fields.

82

Split Analysis

83

Invoice List

The invoice list lets you create, at specified time intervals or on specific dates, a list

of billing documents (invoices, credit and debit memos) to send to a particular

payer.

The billing documents in the invoice list can be single or collective documents (

collective invoices combine items from more than one delivery).

The standard version of the SAP R/3 system includes two types of invoice lists:

• For invoices and debit memos LR

• For credit memos LG

If you wish you can process invoices, debit memos and credit memos at the same

time. The system automatically creates a separate invoice list for credit memos.

84

Invoice List

Type of invoice list

85

Invoice List

A payer may be the head office of a buying group, which pays all the invoices for

goods that are shipped to individual members.

The group payer takes responsibility for paying the invoice lists and the collecting

payment from the individual members. In return for these services, the group

payer usually earns a factoring discount.

Prerequisites for invoice lists

If you have agreed upon a factoring discount, condition type RL00 ( factoring

discount) must be maintained and if required also the condition type MW15.

An invoice list type must be assigned to each billing type that you want to process

in invoice lists.

Copying requirements must be defined ( for example, the payer, terms of payment

and other fields that must be identical in the documents to be included in the

invoice list).

86

Invoice List

In addition, before you process an invoice list, you must maintain the following

master data.

• A customer calendar must be defined, specifying the time intervals or dates on

which invoice lists are to be created. This factory calendar is to be entered in the

payer customer master record. ( Billing screen, Invoice list schedule 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 to be sent to the customer upon invoice

creation or only when the invoice list has been created).

87

Changing Header and Item Data in Invoice List

You can change some of the header data – for example, the billing date - when you

process the invoice list.

You can change an item – either an individual or collective invoice – and display

document details.

However, you cannot change any data in individual billing documents once they are

part of an invoice list.

88

Creating an Invoice List

To create an invoice list

1) Select the Billing screen

Depending on the number of billing documents that you want to include, you can

choose one of two ways to create the invoice list. You can either

• Select invoice list Create and enter each billing document separately

• Create a list of all billing documents that are relevant for the invoice list. You can

then process the work list for invoice lists.

This procedure shows you how to create the work list.

2) Select Invoice List Edit Work List

3) Enter your selection criteria and press ENTER

The system displays a list of billing documents that meet your selection criteria.

4) Select the billing documents that you want to include in the invoice list and select

Invoice List Save

89


You can also simulate creation of invoice lists via the work list for invoice lists. This

is useful as a test option. The simulation also allows you to carry a split analysis,

which show you why billing documents are written to different invoice lists (e.g. due

to different payers)

Incorrect invoice lists can also be cancelled.

90


91


92

Transaction Codes in Invoice List

VF21 Create invoice list

VF22 Change invoice list

VF23 Display invoice list

VF27 Display from archive invoice list

VF26 Cancel invoice list

VF24 Edit work list for invoice list

93

Customizing for Invoice List

Assign Invoice List Type To Each Billing Type

Maintain Conditions for Invoice Lists

Maintain Output for Invoice Lists

94

Assign Invoice List Type To Each Billing Type

95

Maintain Conditions for Invoice Lists

Create Condition Tables

Maintain access sequences

Maintain pricing procedures

Define condition types

96

Create Condition Tables

97

Maintain Access Sequence

98

Maintain Pricing Procedure

99

Define Condition Types

100

Maintain Output for Invoice Lists

Maintain output condition tables for billing documents


Maintain output determination procedures

Output types

Two new output determination procedures have been created for determining

output in invoice lists:

• V30000 - Invoice list output

• V30001 – Invoice list item output

101

Maintain output condition tables for billing documents

102


103

Maintain output determination procedures

104

Output types

105

General Billing Interface

Using the general billing interface, you can invoice external documents in the SAP

R/3 system ( that is, order 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.

• Specify the remaining fields required for billing either through the data records for

the sequential file or through the R/3 system ( optional fields)

Examples:

Required fields : Customer master, sales organization, …

Optional fields : Material master, price components, …

106

General Billing Interface

External reference numbers can be entered in the interface ( such as external

delivery numbers or external order numbers). When you create a billing document,

the system records document flow using these reference numbers

You may decide to work with a CpD customer master record instead of taking data

(such as an address) from a customer master.

Pricing elements and /or VAT amounts can be transferred. Alternatively, you can

carry out new pricing in billing, entirely or only for taxes.

107

Working with the General Billing Interface

The communication structure of the general billing interface distinguishes the

following fields during the transfer of data from an external system.

Required fields which must be transferred.

Optional fields, which may be transferred, or fields which are determined from

available master data in the system during the billing document run.

108

Extracting Data from an External System

Billing data from an external system must be prepared in a sequential file which

must fulfill the following requirements:

Sequential file structure

Record

1st main record (Billing data)

Data : Indicator A in first position

Structure as of 2nd position analogue communication structure KOMFKGN

1st – nth secondary record (Pricing element)

Data : Indicator B in first position

Structure as of 2nd position analogue communication structure KOMFKGN

The client in the secondary record (MANDT) must correspond to the client in the

main record (MANDT)

109


The document condition record in the secondary record (KNUMV) must correspond

to the document number of reference document in the main record (VGBEL)

The condition item number (KPOSN) must correspond to the item number of the

reference business transaction item in the main record (VGPOS)

Sorting main records in the sequential file according to:

• Sales Organization : VKORG

• Distribution Channel : VTWEG

• Sold to party : KUNAG

• Document number of the reference document: VGBEL

• Item number of the reference item : VGPOS

110


Processing errors:

You can carry out a check run with sample report RVAFSS00 to display faulty

records in the sequential file before final billing. All errors are displayed in error log.

After correcting the faulty records in the sequential file, you must restart the billing

procedure. The system ignores records which have already been billed and

creates billing document for records which have been corrected. Optionally, a list of

new billing documents is presented with the error log.

111

Communication Structures

Use

Sample report RVAFSS00 supplies communication structures XKOMFGN and XKOMFKKO with data from the sequential file and initiates the billing process.

The following fields in the sequential file‟s main record must be maintained.

Field Name Field Length Field Description

MANDT 3 Client

AUART 4 Sales document type

VKORG 4 Sales organization

VTWEG 2 Distribution channel

SPART 2 Division

FKDAT 8 Billing data

KUNAG 10 Sold-to party

WERKS 4 Plant or

LAND1 3 Country key

112


Field Name Field Length Field Description

PSTYV 4 Item category

KWMENG 8 Cumulative order quantity

The following fields do not have to be maintained but it is recommended that you do so as it gives information on document flow.

VGBEL 10 Document no. of the reference document

VGPOS 6 Item number

If you are also transferring pricing elements, you must maintain the following fields in the sequential file‟s secondary record:

Field name Field length Field description

MANDT 3 Client in main record

KNUMV 10 VGBEL in main record

KPOSN 6 VGPOS in main record

KSCHL 4 Condition type

KBETR 6 Condition amount

113


All the fields in both communication structures KOMFKGN and KOMFKKO are

optional. You may fill them with data from the system as necessary during the

billing run ( the payer field, for example).

Once the communication structures have been maintained, the system initiates

billing with function module GN_INVOICE_CREATE

114

Text Transfer

Texts (header and item) can be transferred in the general billing interface.

You can use the test report RVAFSS01 to write text information in a flat file.

The report RVAFSSS00 imports a flat file and completes the interface tables for the

program N_INVOICE_CREATE depending on the record type. This program is

then called up.

Record type Interface table Purpose

A XKOMFKGN Item data

B XKOMFKKO Condition data

C XKOMFKTX Text data

115

Text Transfer

The interface table has the structure XKOMFKTX

Component Component type

MANDT MANDT

VGBEL VGBEL

VGPOS VGPOS

TDOBJECT TDOBJECT

TDID TDID

TDSPRAS SPRAS

TDFORMAT TDFORMAT

TDLINE TDLINE

116

Text Transfer

Texts are only transferred into the billing document if the following are completed:

VGBEL or VGBEL/VGPOS

TDOBJECT ( as a rule TDOBJECT = „VBBK‟ or „VBBP‟)

TDID

If only VGBEL is complete, this is a header text. If VGBEL/VGPOS is complete, this

is an item text.

117

Reading the Material Master

If the NO_MARA field in the main record of the sequential file is marked, the

material master will not be read. In this case, the following additional fields in the

main record must also be maintained.


VRKME 3 Sales unit

WAERK 5 Currency

ARKTX 40 Material-short text

TAXM1 1 Material-tax indicator

118

Customizing

The following parameters should be taken into consideration:

• Billing Document Type

• Use billing document type FX for billing external transactions or create your own.

• Control of Document Flow

• If you wish to take into account secondary records copied to the sequential file,

maintain one of the following pricing types in Customizing under „Copying control

for billing documents‟:

Pricing type Description

D Copy pricing elements unchanged

G Copy pricing elements unchanged, re-determine tax

C Copy manual pricing element unchanged, re-determine all

others

You may also copy a scale quantity (XKOMFGEN-SMENG) from the interface with

pricing type B (new pricing)

119

Customizing

Condition types

Condition types that are transferred into secondary records must be set up so that

the manual value has priority (manual entry = C).

Pricing procedure

To prevent the material master from being read, make sure that no conditions

which initiate reading of the material master are set in the pricing procedure ( for

instance, costs – VPRS).

Copying control

Copy control 013 in copying control for billing documents at item category level

ensures that the customer master block is observed and that records having a

billing quantity of 0 are ignored.

Item category

Item categories used in external business transactions must be relevant for pricing

and billing.

120

Function Module Parameter

Function module GN_INVOICE-CREATE is the main component of the general

billing interface.

The system immediately initiates posting when you enter A and B in import

parameter WITH_POSTING. Among other things, this function module returns

values from the following tables:

Table number Table name

XVBFS Error logs

XVBSS Collective processing number

XVBRK Billing documents

XVBRP Billing items

XKOMV Condition records

121

Processing one-time customers

Use

You must work with a CpD customer master record if customer master data (such

as an address) can not be used.

If you are using a data extract in the billing interface to transfer CpD customer data,

address data must exist in this data extract. Maintain the following fields in the

main record of the sequential file.


Land1 3 Country key

Name1 35 Name 1

PSTLZ 10 Zip code

ORT01 35 City

122


Address data transferred to the file is assigned to the partner functions (except for

SP) described in the following fields.

Field name Partner function – Example

CPD_PARVW1 BP (Bill-to party)

CPD_PARVW2 PY (Payer)

CPD_PARVW3 SH (Ship-to party)

CPD_PARVW4

Exception:

Partner function SP ( Sold-to party) must be a CpD customer and is always

transferred with the transferred CpD address data.

No check is carried out for partner function usage.

123


In addition to required fields, the following fields in table structure KOMFKGN are

available for CpD customer processing.


ANRED 15 Form of address

NAME2 35 Name 2

ORT02 35 District

STRAS 35 Street and house number

REGIO 3 Region

You can add additional fields to table structure SADR in INCLUDE structure

KOMFKZZ if the fields in table structure KOMFKGN are not sufficient for

processing CpD customers.

124


Purpose

Normally, down payment agreements are made for producing and delivering goods

to customers in the capital goods, or plant engineering and construction industries.

Down payments are payments made before completion of the product, with no

interest. They represent short or medium term outside capital procurement and

therefore improve the company‟s liquidity situation.

125


Features

Down payments form part of the agreement with the customer and are saved in the

sales order.

A down payment agreement is created as a deadline in the billing plan. This

enables you to carry on as many down payments as required for different dates.

The date for the down payment yet to be created is specified in the deadline, and

the system uses payment conditions to assign a due date to the down payment,

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.

If a down payment agreement is assigned to one item with a billing plan, the down

payment agreement is contained as a deadline in this billing plan.

Down payment agreement can be used only for order-related billing and not for

delivery-related billing.

126

Customizing for Down Payment Processing

Settings for the billing plan

To activate the billing plan function, maintain the materials, for which you wish to

process down payments, with item category group 0005 (milestone billing). This

gives the item category TAO via item category determination. The item category

TAO calls up the billing plan function.

You need to implement the following activities in the billing plan for down

payments:

• Maintain the deadline type. This determines the billing rule (percentage or value

down payment) for the down payment request.

• The system assigns billing type FAZ ( payment request) defined in the standard

system with billing category P. ( For the billing type FAZ there is the cancellation

billing document type FAS in the system).

• Maintaining deadline proposal. Use down payments that are due for the

proposed deadlines.

127

Maintaining a pricing procedure with the condition type

AZWR

In the standard system, the condition type AZWR is delivered for the down

payment value already provided but which has not been calculated. You must

include this condition type in the relevant pricing procedure before output tax.

Enter condition 2 (item with pricing) and the calculation formula 48 (down payment

clearing value must not be bigger than the item value) for the condition type AZWR.

Before the condition AZWR you can create a subtotal with the base value

calculation formula 2 ( net value). If the condition AZWR is changed manually, you

can get information on the original proposal from the subtotal.

Maintain the printing indicator.

The pricing procedure cannot be marked as a transaction-specific pricing

procedure ( field Spec. proc.)

The condition type AZWR has the calculation type B (fixed amount) and the

condition category E (down payment request / clearing).

128

Maintaining the Billing Document

In the standard system there is the billing type FAZ ( down payment request) and

for canceling the billing type FAS.

Controlling the down payment is done using the billing category P of the billing

type. A billing type becomes a down payment request when the billing category P is

assigned.

You have to maintain blocking reason 02 (complete confirmation missing) for the

billing documents and assign it to billing type FAZ.

Copying control:

Copying requirement 20 must be entered in copying control at item level for the

down payment request. In the standard system the order type OR for copying

control is set up according to the billing type FAZ for the item category TAO.

Copying control 23 must be entered in copying control at item level for down

payment clearing. In the standard system the order OR for copying control is set

up according to the billing type F2 for the item category TAO.

129

Down Payment Request

Billing category is set as P

130

Financial Account Settings for Down Payment

A prerequisite for down payment processing is that the account is assigned to the

underlying sales account. To do this, change the field status settings in

customizing as follows:

Set reconciliation accounts (transaction OBXR)

For the received down payments and down payment requests from the

G/L accounts you have selected, you should assign the field status definition G031.

Maintain accounting configuration (transaction OBXB)

For the down payments (posting key ANZ in the standard system) and the

output tax clearing (posting key MVA in the standard system), you must maintain

the posting key.

You must also carry out a G/L account number assignment for the tax

account.

Maintain the posting key (transaction OB41)

For posting key 19 set the sales order as an optional field.

131

Financial Account Settings for Down Payment

Maintain the field status definition (transaction OB14)

For field status variant 0001, field status group G031, set the sales order

as an optional field.

Assign the company code to the field status variants (transaction OBC5)

132

Down Payment Agreements in the Sales Order

Control for Down Payment Agreement is carried out via the billing rule:

• Billing rule 4 : Down payment for percentage milestone billing

• Billing rule 5: Down payment for value milestone billing,

For percentage milestone billing, the percentage share of the down payment is not

included in the overall calculation of the individual milestone billing documents.

The percentage specified for the down payment is always based on the total sum

of the individual milestone billing documents.

As soon as you take away the billing block and save the sales order, a billing index

is created for the individual dates.

An example is given for down payment processing for the documents in SD.

133

Down Payment Agreements in the Sales Order

134


A down payment request is sent to the customer in time for the deadline. The

request can be generated by the system from the billing due list, or you can enter it

manually. The down payment request is posted as such to Financial Accounting.

Billing type FAZ is used for creating the down payment request.

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.

135


When transferring into FI (financial accounting) a down payment requirement is

created as a noted item in „down payment requirement‟ account in financial

accounting. The account „down payment requirement‟ has no effect on the balance

sheet or the profit and loss account.

You can see the created down payment requests in the document flow for the sales

order.

You can print out the down payment requirement and send it. To print out you do

not need an extra printing program or form. You just use RVADIN01 which is set

up for billing documents in the standard system with the form RVINVOICE01. The

following information is also given for down payment requests:

• „Down payment request‟ appears in the billing header.

• The total is labeled as „payment to be made‟.

• The billing value contains the text „Amount to be paid‟.

136


137


138

Down Payment Processing in SD/FI

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

General Ledger (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.

139

Payments Made

The customer makes the payment. The incoming payment is posted in financial

accounting with reference to the payment request. In this transaction the down

payment request is labeled as cleared. The clearing can also be seen in the sales

order document flow.

The noted items in the customer account which were generated by the down

payment requests become cleared posts.

The payment request is determined by assigning the down payment request to the

sales order item.

If the customer only pays part of the amount required, the down payment request

will be cleared completely nevertheless. Later down payments must therefore be

assigned manually to the sales order and the corresponding sales order item.

You can view the down payments in the open items of accounts receivable under

the special G/L indicator A.

140

Milestone Billing with Down Payment Clearing

The billing plan for the sales order contains billing-relevant deadlines. As soon as

you take away the billing block, you can carry out billing.

In billing those payments already made by the customer should be cleared. This

happens because those payments already made are taken into the billing

document as items to be cleared. They are set as items, after the billing items to

which they refer, in the billing document. When printing ( Report RVADIN01 with

form RVINVOICE01) the customer receives for the down payment items the text

„payments made‟ printed out. The down payment item value corresponds to those

down payments made.

There is no billing. Billing amount – Down payment amount = the remaining

amount to be paid. The customer merely receives the information concerning

which amount he can transport during payment.

141


You can change proposed down payment for clearing manually. The reason for

this can be that part of the down payment should be proposed for further billing.

Calculation formula 48 in the pricing procedure for the condition type AZWR merely

checks that the amount cannot be increased.

The down payments assigned to a billing document for clearing cause the system

to offset all the completed payments against receivables in Financial Accounting

(FI).

The total payment of the final invoice is automatically posted in FI as a receivable,

and the allotted down payments are cleared directly (down payment clearing). The

transaction is finished with the incoming payment posting and the open items are

cleared. Postings made to the relevant general ledger account in Financial

Accounting reduce the down payments left to be cleared.

142


143


In the above example, the system had originally proposed 40,000 (item 11) and

20,000 (item 12). The down payment clearings were then manually reduced. The

customer is then asked to take the down payments ( 30000 + 10000) from the total

amount 60000. For the example there is 20000 left to pay. The remaining down

payments are then processed in the final invoice. ( see next slide)

145


146


147


In the above only those items still open are shown ( those down payments not yet

cleared) due to the overview given by the customer account. That is, both lines

21/1 and 21/2 each with 10000.

The customer is therefore asked to take the 20000 that have not yet been cleared

from the 90000 due and to pay 70000.

148

Installment Plans

Billing doc. 4713

Value: Rs 300

Payment Terms: R001

1st installment : Rs 100

2nd Installment: Rs 100

3rd Installment: Rs 100

Invoice 4713

Total amount Rs 300

1. Install.: due May 1 Rs 100

2. Install. : due June 1 Rs 100

3. Install.: due July 1 Rs 100

Accounting document

Company code: 1000

----------------------------

Customer

1.Inst. Rs 100

2. Inst. Rs 100

3. Inst. Rs 100

Revenues: Rs 300

149

Installment Plans

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.

The installments are defined by the payment terms, which are controlled by the

payment terms key. The following data is to be defined:

• The number of installments

• The payment dates

• The percentage of the billing value

150

Installment Plans

You can store the default payment terms key in the customer master record (on the

Billing Sales Area screen, field : payment terms).

You can overwrite the payment terms key in the sales order header or item ( menu

path Header or Item --> Business Data, field Payment terms)

You can use the payment terms key to print a suitable text on the order

confirmation.

151

Cash on Delivery

Purpose

The customer orders from you. Transportation of the goods is carried out by a

forwarding agency, for example, by post. The goods are delivered to the customer

with an invoice and the customer pays upon delivery.

Prerequisites

Triggering Cash on Delivery

You enter the forwarding agent as the payer in order entry and this ensures that the

forwarding agent is determined as a selection criterion for shipping.

Determining the forwarding agent from the payer can be set in Customizing for

partner determination. If, however, you want to use different determination of the

forwarding agent, e.g. via the sold-to party, then you need to create a new partner

type as forwarding agent for cash on delivery.

152

Cash on Delivery

Standard conditions for pricing

NAPG: Package fee (absolute amount; weight scale, group condition)

The forwarding agent demands this from the goods vendor and reimburses it

upon payment by the customer.

NANG : Cash on delivery fee ( absolute amount; weight scale, group condition)

The forwarding agent demands this from the goods vendor and reimburses it

upon payment by the customer.

NAUE : Bank transfer fee

The post office demands this from the customer upon payment.

Access Sequence:

Access sequence NANA for pricing with the payer in the access.

153

Cash on Delivery

Output

Invoice

Packaging slip

Payment slip

Process Flow

Order Entry

You trigger the cash on delivery transaction by entering the post office as the payer.

When you enter the order, the system then determines the same forwarding agent

from the selection criteria in shipping.

When you change the order, it is not possible to redetermine the forwarding agent

automatically. You must then enter the forwarding agent manually in addition to the

payer.

154

Retroactive Billing

Use

New pricing agreements that you make with your customer may affect billing documents that have already been processed and settled. If a new pricing agreement is effective before the pricing date of the billing documents, you can perform retroactive billing to call up a list of these documents and reevaluate them with the new price. You can then create additional billing documents to settle any differences.

Retroactive billing is a special billing function often used in scheduling agreement processing.

With the retroactive billing function, you can:

• Call up a list of documents affected by price changes

• Trigger the system to create the necessary retroactive billing documents directly from the list

• Create credit or debit memos directly

• Review any errors in a log

• Simulate the retroactive billing process for any document

155

How does Retroactive Billing Work?

The following graphic shows a simple example of retroactive billing.

156


In this example, the system calculates the difference between the net value of the

invoice ($100) and today‟s net value based on the new price ($90). It then creates

a credit memo with the net value of $10 to be credited to the customer.

Primary and Secondary Documents

The system calculates retroactive billing values for primary documents. It can use

secondary documents to help calculate this value.

Invoices are always primary documents.

Other billing documents, such as debit or credit memos can be primary or

secondary documents. This depends on the order reason entered in the billing

document.

157


Primary Documents

Primary documents are :

• Invoices

• Credit memos that refer to returns

• Credit and debit memos in which you have entered the relevant order reason.

You can also assign an order reason to a memo request which then passes it along

to the referenced credit or debit memo.

Secondary documents

Secondary documents are the following documents in which you have entered the

relevant order reason:

• Credit and debit memo requests

• Credit and debit memos

158


The system displays such a document only when it has been created with

reference to the invoice and when the currencies in both documents match.

If you create a credit or debit memo (or memo request) without reference to an

invoice, you will not be able to see in the retroactive billing list if the invoice has

already been billed retroactively.

When you create a credit or debit memo request which is relevant for retroactive

billing as a secondary document, the system will use it to calculate retroactive

billing for the referenced document.

The system does not take into account whether or not a request has been rejected,

partially billed or billed using another pricing procedure. Also, it does not take into

account any changes in the payer, sold-to party, sales organization, billing date or

material.

159

Order Reason in Retroactive Billing

Credit and debit memos and memo requests are not included in the retroactive

billing list. However, you may find it necessary in some cases to designate these

documents as relevant for retroactive billing. You do this by entering the relevant

order reason in the billing document.

Examples of order reasons include price changes, poor quality or ruined material.

Depending on how the order reason you entered is customized, the billing

document becomes relevant for retroactive billing.

160

Prerequisites

To make the credit and debit memos and memo requests relevant for retroactive

billing, you need to assign a order type to the order reason as follows:

• For primary documents, assign type 2

• For secondary documents, assign type 1

• For documents which are not relevant for retroactive billing, do not assign a type

You assign types to order reasons in Customizing for Sales and Distribution

• Sales Sales Documents Sales Document Header Define Order

Reasons

161

Define Order Reasons

162

Features

When you enter an order reason which has been assigned a type in Customizing,

the billing document becomes relevant for retroactive billing as follows:

Primary Document ( order reason is assigned type 2)

• If you enter an order reason with type 2 in a credit or debit memo request, the

system will use this billing document in retroactive billing as a primary document.

• The system will then calculate the retroactive billing amount for this billing

document just as for a standard invoice.

• “Poor quality” would be a typical order reason for this type, for example.

163

Example 1

164

Example 1

In this example, the customer was sent an invoice with a net value of $100. Because 3 pieces were of poor quality, the customer received a credit of $30.

The credit memo (no. 601) would normally not be included in the retroactive billing list. However, the order reason poor quality has been assigned type 2 in customizing, which means that the credit memo is a primary document relevant for retroactive billing. Therefore, the system calculates the difference between the net value ($30) and today‟s net value ($27) and creates a debit memo of $3 on the basis of the credit memo no. 601

Invoices are always primary documents. Therefore the system also calculates the difference between the net value of the invoice ($100) and the today‟s net value ($90) and creates credit memo no.2 602 ($10) on the basis of the invoice.

The credit and debit memos created by the system both have the order reason price too high, which has been assigned type 1 in customizing. Should there be a subsequent retroactive billing run, these billing documents will be relevant for retroactive billing as secondary documents.

165

Example 2

166

Example 2

If you enter an order reason with type 1 in a credit or debit memo or memo request,

the system will use this billing document in retroactive billing as a secondary

document.

“Price difference : price was too high” would be a typical order reason for this type,

for example.

This example continues the process of the previous example.

The credit and debit memos created by the system both have the order reason

price too high, which has been assigned type 1 in customizing. Therefore, they in

turn, become relevant for retroactive billing, but as secondary documents.

As in the first example, the system calculates the difference between the net value

of the invoice ($100) and today‟s net value ($85). It then takes this difference ($15)

and subtracts the net value of the secondary document, credit memo 602 ($10)

and creates credit memo no. 604 ($5) on the basis of the invoice.

167

Example 2

The system carries out the same procedure for credit memo no. 601. It calculates

the difference between the net value of the credit memo ($30) and today‟s net

value ($25.50). It then takes this difference ($4.50) subtracts the net value of the

secondary document, debit memo no. 603 ($3) and creates debit memo no. 605

($1.50) on the basis of credit memo no. 601.

Documents with other order reasons

• Although the system does not take documents with other order reasons into

account, it displays them in the list in another colour.

168

Retroactive Billing List

List containing billing documents relevant for retroactive billing.

• Documents with open values to be processed for price changes

• Documents that refer to these billing documents

• Documents that have already been created and processed for price adjustments.

The retroactive billing list consists of a header and a list.

The Header includes information such as :

• Payer

• Sales Organization

• Currency

• Ordering Party

169


The list consists of two parts:

Actual net value of the invoice (highlighted) i.e. the value that would be determined

for the item if you were to reevaluate the billing document.

A list of

• Billing document items with the original item value i.e. the value that has already

been billed.

• If retroactive billing has already taken place, billing document items created by

the retroactive billing with retroactive billing value i.e. the difference between the

actual and item values, plus/minus values from the relevant credit and debit

memos or memo requests in the list.

• Related document items that are not relevant to retroactive billing for information

purposes

Invoices, debit memos and debit memo requests are shown as positive values.

Credit memos and credit memo requests are shown as negative values,

indicated by a negative sign (-)

170


The system calculates a separate subtotal for each combination of currency, sold-

to party and material.

Note that you cannot directly reject primary documents or set them to complete in

order to remove them from the list. As a workaround, you can create a credit or

debit memo request with reference to the invoice for the retroactive billing

document. Then reject this document. The primary document will still appear in

the list but with an amount of zero. The system displays reasons for rejection in

the retroactive billing list.

The following billing documents or items do not appear in the retroactive billing list.

• Cancelled invoices or items

• Cancellation documents

• Proforma invoices

171


The following points should be noted:

• The system lists credit or debit memo requests with reference to invoices, instead

of credit or debit memos with reference to requests. If this were not the case, the

system would continue processing retroactive billing documents for the invoice

until the requests were actually billed.

• If you create a credit or debit memo (or memo request) without reference to an

invoice, you will not be able to see in the retroactive billing list if the invoice has

already been billed retroactively.

172

Processing Retroactive Billing Lists

The system does not automatically trigger the creation of a retroactive billing list

when you create, change or delete condition records. You must create the list

manually.

In retroactive billing, the system creates debit and credit memos with reference to

invoices only.

For consistent data in the retroactive billing list:

• Create credit and debit memos and memo requests with the same payer, sold-to

party, material and sales organization as the referenced invoice.

• Create credit and debit memo requests with the same currency as the referenced

invoice.

• Be aware that even though you create an overall pricing type for the list, the

system may include billing documents with a different pricing type. The pricing

type you enter for the list may also be different from the pricing type determined

for the credit and debit memos created by the system. Ideally, these two pricing

types should be the same.

173

Processing Retroactive Billing Lists

Make sure that you carefully maintain order reasons in customizing, in sales

documents, and in credit and debit memos for retroactive billing.

Make sure that the condition type PDIF is defined in the pricing procedure which is

used when creating credit or debit memos. The system will always post the

difference with the condition type PDIF.

While you are processing the list, the system blocks it for the client, payer and

sales organization. The system allows other users to call up the list for display, and

even simulate retroactive billing. However, when they try to perform retroactive

billing the system informs them that the list is being processed. To perform

retroactive billing, a user who is already in the list to display or simulate can exit,

and call the list up again, or simply choose Refresh.

174

Procedure for Retroactive Billing

In Billing choose Billing Document Retro-billing

Enter a payer, a sales organization, to and from dates, and pricing type B or C.

The system automatically proposes pricing type C. Besides these entries, you can

also enter a currency, sold-to party, or material to narrow your search.

Choose Enter

• The system creates a list, displaying documents and subtotals for each

combination of currency, sold-to party and material.

If you are working with this function for the first time you must set the billing types

for credit and debit memos and the order reasons for these documents.

Choose Settings Change, enter your data, and choose Save. Although the

system will propose these settings as default in future documents, you can change

them at any time.

175


Enter Payer

Enter sales organization

176


Select the document or documents that you want to bill retroactively and choose

Retro-billing.

Only items with open quantities can be selected. If you cannot select an item, this

means that it has already been processed.

To simulate the retroactive billing function, choose Simulate.

177

Result

The retroactive billing documents that you have selected are divided into two groups.

• Items that require credit memos

• Items that require debit memos

The system processes these groups separately, creating the necessary credit and debit memos for the retroactive billing document.

You can only work with the full retroactive billing amount. It is not possible to process partial amounts.

The system does not carry out a tolerance check on the net value. Also, it does not take into account different value added tax (VAT) amounts for one item. All conditions other than the retroactive billing amount are determined automatically.

The system doe not update the list automatically.

Choose Refresh to update the list. Processing large quantities of documents for retroactive billing may negatively affect system performance. Newly created documents may not be available immediately.

178

Result

The system splits credit and debit memos when:

• There are differences in the plus / minus signs of the items.

• The system creates credit and debit memos with positive amounts.

• The sales areas in the referenced invoices are different.

• The currencies in the referenced invoices are different.

• The sold-to parties in the referenced invoices are different.

• Review any errors that occur by choosing Log.

179

Billing Plan

Purpose

A billing plan is a schedule of individual billing dates for a single item in a sales

document. You can define a billing plan at header level, which is then valid for all

items assigned to it.

Depending on the kind of business process you are carrying out, the system can

automatically propose one of two different types of billing plan: periodic billing or

milestone billing.

180

Billing Plan

Periodic billing means billing a total amount for each individual billing date in the

plan. For example, if you are creating a rental contract, the system can propose a

schedule of monthly rental payments, according to the length and conditions of the

contract.

Milestone billing means distributing the total amount to be billed over multiple billing

dates in the billing plan. For example, you can use a billing plan for billing a make-

to-order item that is assigned to a project in the SAP Project System. When you

enter the project related make-to-order item in the sales order (or assembly order),

the system proposes a billing plan based on milestones defined for networks in the

project. As each milestone is successfully reached, the customer is billed either a

percentage of the project cost or simply a pre-defined amount.

181

Billing Plan

During sales order processing, the system determines from the item category

whether a billing plan is required and, if so which type of plan. The type of billing

plan that is determined at this point is set up in customizing and cannot be changed

in the sales document.

Billing plans for rental contracts and billing plans for project-related milestone billing

have different overview screens so that you can enter data relevant to your

processing. For example, for milestone billing, you must be able to enter data to

identify the individual milestones.

182

Billing Plan Functions

Billing plan processing includes the following functions:

• Automatic creation of billing plan dates

• Pricing

• Billing block

• Billing index

• Billing status

• Billing rule for milestone billing

• Fixed dates in milestone billing

• Document flow

• Creating with reference

• Exchange rate determination

183


Automatic creation of billing plan dates

In customizing for sales, you control how the system automatically creates the

schedule of dates in a billing plan. The system determines the schedule of

individual dates based on general date information, such as the start and end

dates. This general date information is copied either from contract header data or

from proposals in the billing plan type.

184


Pricing

Sales document items are billed as each billing date in the plan becomes due. The

system determines the amount to be billed either from the condition records that

are applicable to the item or from the values that are explicitly entered in the billing

plan for a particular billing date. In milestone billing, for example, you can specify a

percentage to be billed or an actual amount.

Billing block

A billing block can be set for each date in a billing plan. The block prevents

processing for a particular billing date but does not necessarily affect any of the

other dates in the plan. In milestone billing, the system automatically sets a billing

block for each date. This block remains in effect until the project system reports

back that the milestone in the corresponding network has been successfully

completed. At this point the system removes the block.

185


Billing Index

For every billing date in a plan, the system creates and updates a billing index. If a

billing date is blocked for billing, the system copies this information into the index.

Billing Status

The system assigns a billing status to each billing date in the plan. The status

indicates to what extent the billing has been processed for that particular date. After

billing has been carried out successfully, the billing status is automatically set to C.

This prevents a billed date from being billed again.

186


Billing rule for milestone billing

For every date in the milestone billing plan, you can specify a billing rule. The rule

determines how the billing amount for the particular date is calculated. For

example, you can specify whether the billing amount is a percentage of the total

amount or whether it is a fixed amount. The following figure shows an example of

how a billing value can be determined.

187


In addition, you can specify that the amount to be billed is a final settlement that

takes into account billing that has not yet been processed. For example, price

changes may take place after billing dates in the plan have already been

processed. The price differences can be taken into account during final settlement.

Final processing is not automatically proposed in the billing plan by the system; you

must enter it manually during processing.

Fixed dates in milestone billing

• You can control for each date in a billing plan, whether the date is fixed or

whether the system copies the date from the planned or actual milestone dates in

a project.

188


Document Flow

After a particular date in a billing plan is processed for billing, the system updates

the document flow for the corresponding sales document item. The following figure

shows an example of document flow for a billing plan.

189


The document flow for the sales document displays the following data:

• Creation date

• Billing date

• Billed value

Creating with reference

When you define a billing plan type in customizing for sales, you can enter the

number of an existing billing plan to serve as a reference during subsequent billing

plan creation. During sales order processing for items that require billing plans, the

system automatically proposes the reference plan and, if necessary, re-determines

the billing dates (based on the current date rules) for inclusion in the new billing

plan.

190


Exchange rate determination

In the billing plan with partial billing, you can store a certain exchange rate for each

date. The amount billed is the amount determined after using this exchange rate to

convert from the local currency into the document currency.

An exchange rate can also be stored at item level for the sales document (field:

Exchange rate for FI on the billing tab page). This fixed rate is valid for all dates in

the item billing plan for which no rate is specified in the billing plan. If an exchange

rate is entered both for the date in the billing plan and at item level in the exchange

rate field, then the system uses the rate specified for the date during billing.

If no exchange rate is entered for the date or at item level, then the system uses

the exchange rate used for invoice creation and it is forwarded to FI.

191


When using a header billing plan, all billing plans linked to this header billing plan

are automatically updated. If, for example, you enter an exchange rate for the first

date in the header billing plan, this is automatically copied to the corresponding

dates for the item billing plans.

192

How Billing Plans are Controlled

Billing plans are controlled in customizing for sales by the following elements:

• Billing Plan Type

• Date Description

• Date Category

• Proposed Date Category

• Proposed Date

• Assigning billing plan types to sales document items

193


Billing Plan Type

The billing plan type defines the basic control data for the billing plan. For example,

the billing plan contains rules for date determination. These rules determine, for

example, the beginning and end dates for the schedule of billing dates. The billing

plan type also contains a date rule for determining the horizon for the billing plan.

The horizon calculates the last billing date in the billing plan, based on the current

date plus a specified time period( for example, today‟s date plus one year).

The billing plan type is displayed in the sales document but cannot be changed.

194


Date Description

Date descriptions are defined to describe the various purposes for which billing

plans can be used. Depending on the date category you use, the system proposes

a date description for the billing dates in the billing plan. The descriptions are for

information purposes only and do not affect processing.

195


Date Category

The date category defines data for each billing date that appears in the billing plan.

For example, the date category determines the following data:

Billing rule (determines whether the billing date is based on, for example, the

percentage of project completion or a monthly periodic payment for a service

contract, and so on).

Date description (specifies, for example, whether the billing date is for a rental

contract, maintenance contract and so on)

Billing block ( the billing date may be blocked, for example, if a project milestone

has not been confirmed).

Whether the date is fixed or not (in milestone, you may want the system to use the

actual date of the milestone, for example).

Billing type (proposes the type of billing document to be used during billing: invoice,

pro forma and so on).

196


Proposed Date Category

For every billing plan type, you can assign a date category. During sales

processing, the system then automatically proposes the date category and its

corresponding data for each billing date in the plan.

The date category “Final settlement” is not proposed as part of the standard SAP

R/3 system and must be entered manually during processing.

Proposed Date

The date proposal function is used only for milestone billing. This function enables

you to create a standard billing plan as a reference. This reference can be used

during order processing. The dates can be used as the basis for an actual billing

plan and changed if required.

197


Assigning Billing Plan Types to Sales Document Items

Billing plan types are controlled by item category. In customizing for sales, you can

specify that individual item categories are relevant for order-related billing by

means of a billing plan. You can also specify a billing plan type for each item

category.

198

Periodic Billing

Periodic billing can be used, for example, in rental contracts. The billing dates in a

periodic billing plan can be determined from the following sources:

• Control data in the billing plan

• Header data in the rental contract

• Manually entered dates

The following example shows an example of periodic billing.

The following dates are important for billing date determination:

• Start and end dates

• Period (monthly, quarterly, annually)

• Horizon

199

Periodic Billing

200

Periodic Billing

Start and end dates

Start and end dates define the duration of the billing plan and, whenever possible,

are copied from the start and end dates of the corresponding rental contract.

Depending on the configuration of your system, these dates may be indirectly

determined by the system. For example, the contract start date may be

determined automatically as soon as the installation date is entered.

Period (monthly, quarterly, annually)

The periodicity of the billing dates determines the frequency with which the billing

dates are created in the billing plan and, in addition, whether a billing date is

processed for billing on the first or last day of the month.

201

You use this field to activate

automatic creation of credit memo

dates in the billing plan

202

Periodic Billing

Horizon

In case no end date is entered, or the end date lies so far in the future that not all

billing dates can be established, then a rule for determining the horizon can be

entered. The horizon for periodic billing determines the last date of the billing plan.

The horizon is always determined by a rule that uses the current date as a

baseline. If the current date is updated during processing, the system automatically

extends the horizon and the schedule of billing dates into the future.

The determination of dates according to the current horizon must be triggered

manually via the following menu path.

• 1. Select Logistics Sales and Distribution Sales

• 2. Choose Outline agreement Contract Subsequent functions Horizontal

periodic billing

• Report RVFPLAN01 which supports this function can be scheduled to run at

regular intervals.

203

Credit Memo Date in the Billing Plan

Use

After cancellation of a contract, depending upon your agreement with the customer,

settlement periods that have already been billed can be re-credited automatically.

The most important criterion is that if the end date or „to-date‟ is changed, it comes

before the last billed date. It is unimportant whether the end date changed

because of a rule (e.g. contract end date) or whether it was entered manually.

Correction dates are created automatically if the field Corr is activated in the

document billing plan data. Activation of the field can be carried out manually or

automatically via customizing.

Deactivating the field removes the correction dates again.

204


Example

The contract had a duration of four months and all dates were billed. After further

negotiations with the customer, the contract was cancelled on April 15 1998 and it

was agreed that the amount for the remaining period would be credited to the

customer.

As soon as the end date is changed, a corresponding correction date is set.

205


206


The value of a correction date cannot be changed. If you only want to reimburse a

certain amount to the customer, then you can only do this by fixing the end date.

Correction dates which have already been billed can no longer be changed.

The billing dates to which the correction dates refer cannot be cancelled.

207


Prerequisites

You need to make the following settings in Customizing for billing plans:

Billing plan type for periodic billing

In the „Aut.cor.date‟ field, you activate the automatic creation of credit memo dates

in the billing plan.

Date category maintenance

In the billing type field, you maintain the proposal billing type for the credit memo

date in the billing plan.

In the billing block field you maintain a block indicator for credit memo in the billing

plan.

All fields represent a proposal for the billing plan and can be overwritten in the

billing plan.

You can configure authorizations for changing the billing block in the document

(activating and deactivating )using authorization object V_VBAK_AAT

208

Milestone Billing

Milestone billing is typically used for billing projects, such as plant engineering and

construction projects. Such projects include a series of milestones that mark the

completion of different stages of the work. In the SAP R/3 system, milestones are

defined in a network along with planned and actual dates for the completion of

work. The milestones are also assigned to the billing dates in the billing plan. Each

milestone-related billing date is blocked for processing until the Project System

confirms that the milestone is completed.

Delivery relevant order items for which a milestone billing applies are billed on the

basis of the requested delivery quantity and not on the total of the confirmed

quantities.

The following figure shows an example of milestone billing.

209

Milestone Billing

210

Milestone Billing

For each billing date in a milestone billing plan, you can specify whether the billing

date is :

• Fixed

• Always updated with the actual date of the milestone

• Updated with the actual date of the milestone, if the date is earlier than the

planned billing date for the date.

It is also possible to assign milestones to the dates of the billing plan during

milestone billing if no network plan has been opened.

In order to do this you must assign the milestone manually in billing plan

maintenance. To make this assignment, the Fixed date field of the proposed date

category of the billing plan type must not be blank. The additional fixed value of

Fixed date means that you cannot assign it to a milestone. Milestone assignment

is possible for all other values.

211

Milestone Billing

Integration between Sales and the Project System

The connection between the project and the sale document item is made in the

individual schedule lines of the item. Each schedule line can be assigned to a

network in a project.

To display the project-related data for a schedule line, proceed as follows:

• 1. In one of the overview screens of the sales document, select Item

Schedule lines

• 2. Mark the schedule line and select Procurement details.

212

Billing Plans at Header Level

You can define a billing plan at header level which is valid for all items assigned to

it. Data copied to the assigned items cannot be changed in the items.

213

Functions in Header Billing Plans

Automatically attaching item billing plans to the header billing plan

All items with the same billing plan type (controlled by the item category) refer to

the header billing plan. By marking the header billing plan on the item billing plan

screen, you can display the relevant item/ header billing plan assignment. If you

want to define billing plans for specific items, you can remove the assignment and

maintain the item billing plan separately.

You can remove or set an assignment with the assignment indicator. Once an item

has been partially billed, it can be removed from the header but no longer attached

to it.

Copying the header billing plan to item billing plans

You can copy global changes made at header level to item billing plans assigned to

that header. Dates which have already been billed cannot be changed. In periodic

billing, the system carries out pricing, determines billing document value and

determines document status at item level irrespective of the header.

214

Functions in Header Billing Plans

Dynamically determining totals and status at header level

Information displayed in the header billing plan is valid for all items which refer to

that header. In milestone billing, billing document value and status at header level

are determined dynamically from all assigned items. The document value at header

level is the sum of all assigned items.

215

Displays

In the sales order, you can branch to the header billing plan with Header

Contract Billing Plan

The header billing document field in the item billing plan (Item Contract Billing

plan ) indicates whether it has been assigned to a header billing plan.

There are two new fields in the Billing overview screen (Overview Billing)

The Billing relevance field indicates for each item whether the sales order is

relevant for an order related billing document and whether a billing plan exists (

billing relevance „I‟)

The Header billing plan field indicates whether the billing plan refers to the header

billing plan (Header Bill Plan “X”)

216

Header Billing Plans in Milestone Billing

The system copies the basis for the header billing plan from customizing. In

milestone billing, the following functions are carried out at item level:

Determining billing document value on a percentage basis.

Dates at header level are copied from all item billing plans assigned to that header.

When you make changes at header level (e.g. new billing dates or changes to

percentage rates), the related items are automatically changed accordingly. The

system does not allow you to make changes at item level.

Handling milestones

Dates generated in the header billing plan and milestones set in the header billing

plan (Edit Generate dates Manual milestones) are copied to the item billing

plans assigned to that header.

If you want to schedule milestones in an item separately from the header, you must

first remove the item from the header billing plan before milestones can be

assigned to it.

All manually set milestones will be deleted when you reassign this item to the

header billing plan. Header data will once again be valid for the item.

217

Header Billing Plans in Periodic Billing

In periodic billing, the following functions are carried out exclusively at item level:

• Pricing

• Determining status

• Determining date-from and date-to

For this reason, no billing document value or status appear in the header billing

plan.

Changes to validity period

Start and end dates establish the billing validity period and can be determined

automatically using a rule or entered manually. These dates are copied to the item

billing plans. If you change the rule or the manual validity period at header level,

the resulting dates will be copied to the item level.

218

Header Billing Plans in Periodic Billing

To maintain different dates at item level, proceed as follows:

• If you specify a validity period manually in the Date-from and Date-to fields in the

item billing plan, the system deletes the rule and uses the manual dates from

these two fields to determine the relevant billing dates. The dates which the

system determines at item level remain valid even if you make changes to the

header billing dates. If the manual dates from the Date-from and Date-to fields

are deleted, the system will again use the rule in the billing header to determine

billing dates.

219

Customizing for Billing Plan

The following are to be done in customizing:

IMG Sales and Distribution Billing Billing Plan

Define Billing Plan Types

Define Date Descriptions

Define and Assign Date Categories

Maintain Date Proposals for Billing Plan Types

Assign Billing Plan Types to Sales Document Types

Assign Billing Plan Types to Item Categories

Define Rules for Determining Dates

220

Define Billing Plan Types - Periodic Billing

The field In

advance is to be set

if the billing is to be

done in advance

e.g advance rental

Horizon specifies the last date for

periodic billing, up to which dates

should be set. It is always

determined from a rule which can

be entered in the billing plan type.

This field determines whether the

billing dates are automatically

determined or whether they

must be entered manually.

221

Define Billing Plan Types – Milestone Billing

Rule for origin of start date

of billing plan

222

Define Date Description

223

Define Date Descriptions

In this step, you define date descriptions. These are the textual descriptions for the

respective billing dates in the billing plan. The descriptions are used only for

differentiating between the billing dates and have no controlling function.

The date descriptions are entered for the date categories and are then found with

the billing plan dates in the order document and printed.

Example

In the billing plan, the distinction is made for example between billing dates for rent

or maintenance.

Actions

1. Enter an alphanumeric key with a maximum of 4 digits together with a language

ID and textual description for the date description that you want to create.

2. Enter the date description for the date categories for which you want to use the

description.

224


225


226

Assign Date Category Proposal for Billing Plan

227


In this step, you can assign one or more date categories to each billing plan type or

create new date categories.

The date category controls at billing date level,

• Whether the billing date is a fixed date,

• Whether and, if necessary which billing block the billing date has,

• With which billing type the billing date is to be billed,

The billing rule which specifies how the value to be billed for a date is to be

determined. Billing rule 2 of the standard system (Value based milestone billing)

specifies, for example, that the entire invoice value is distributed between the dates

and a part of the total value is billed for each date.

The date category also specifies the description for the billing date.

Since, you can have several date categories for a billing plan type, you must

specify, in a further step, a default date category for each billing plan type.

228


229


230


The date proposal specifies a sequence of dates which can be used during order

processing as a reference for date determination. The date proposal is only

relevant for the billing plan type Milestone billing (periodic billing = blank)

When you create a billing plan with milestone billing, the dates are copied

according to the reference, re-determined on the basis of the current rules, and

placed in the billing plan.

To maintain the date proposal for milestone billing, go to the detail screen of the

date proposal and select the function „Maintain date‟.

231

Assign Billing Plan Types to Sales Document Types

232


233


In this IMG activity, you assign a billing plan type and billing relevance „I‟ (relevant

for order-related billing / billing plan ) to the item categories for which you want to

create a billing plan. This assignment is necessary for creating a billing plan for the

relevant order items.

In the standard system, item category MVN is configured for periodic billing and

item category TAO is configured for milestone billing.

234


235


Enter a calendar ID in this field to

influence the date calculated by

the system during indirect date

determination

236


A baseline date (for example, current date, beginning of contract) forms the basis

of every date determination rule. A period to be defined is added to this baseline

date.

You define the rules for date determination on the basis of the following dates:

• The possible baseline date is predefined by a fixed value range (for example,

current date, beginning of the contract) and cannot be changed.

• You can define the period in any way by specifying a number with a

corresponding time unit.

• If you use a calendar ID to define a rule, the system determines the next possible

workday starting from the baseline date. If you use a calendar ID, you may not

specify a period.

Sap Sd Billing

Documents

Transcript of Sap Sd Billing