5/17/2019

Global Trade Management

Generated on: 2019-05-17

SAP ERP | 6.06.22

PUBLIC

Warning

This document has been generated from the SAP Help Portal and is an incomplete version of the official SAP product
documentation. The information included in custom documentation may not re ect the arrangement of topics in the SAP Help
Portal, and may be missing important aspects and/or correlations to other topics. For this reason, it is not for productive use.

For more information, please visit the SAP Help Portal.

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Trading Expenses
Use
The Trading Expense function in SAP Global Trade enables you to handle various kinds of costs and commissions incurred by a
trading business. There are various types of expenses in the trading environment, all of which are realized at different times and
posted to different accounts, and these are often not synchronized with the main ow of a trading contract.

Trading companies must control trading-related expenses, such as freight, loading charges, storage costs, insurance, customs
duty and commission efficiently. It is important to accurately assess costs, including purchasing costs and all trading charges
associated with the trading contract.

Logistics Process

The above gure describes the relationship between the trading contract process and the trading expense process.

The new process ow gives you more exibility in maintaining expenses data. In trading contract processing, you can maintain
planned expenses, which are treated as pricing conditions in the contract pricing schema. You can reference them when you
post expenses in other processes. When logistics documents are being processed you can post expenses to a speci c account.
The vendor billing document is used for posting expenses. It has an additional function that enables you to post expenses to
both Accounts Payable and Accounts Receivable.

Implementation Considerations

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Since planned expenses are included in contract pricing, you must ensure that the contract pricing schema is customized
properly. If you process trading contracts using the Trading Execution Workbench (TEW), you can also use it to process expenses.
For more information see:

Trading Contract

Planned Expenses in the Trading Contract

Use
You can maintain a planned expense value in a trading contract. This value is included in the contract price calculation.

Process
There are two possibilities to maintain planned expenses in a contract.

Key Combination

When you enter expenses using the Planned Expenses with Settlement screen, you select four parameters to determine the
condition type. The entered data can be displayed and referenced when you post the expenses to the account. It may be useful
for processing such things as commissions and logistics expenses since these are xed after the corresponding logistics process
is nally completed. For more information about the procedure, see Entering Planned Expenses with the New Screen .

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You also can use planned expenses only as an element of contract pricing. In this case, you cannot see these values during other
logistics processes. In the maintenance screen, Planned Expenses , you directly select the expense type and maintain the
planned value. This may be useful for processing any discount or surcharge, since these are seldom in uenced by the logistics
process. For more information about the procedure, see Entering Planned Expenses .

Incoterms are automatically copied from the trading contract or its follow-in documents to agency documents, which are
created as expense documents. A manual entry or change of Incoterms in the agency documents is also supported. By
activating Incoterms in agency documents, you can calculate freight cost expenses based on Incoterms by using the standard
condition technique.

Result
In each case, the system automatically transfers the planned value to the contract pricing schema. You can then see the whole
planned pro tability of a contract.

Expense Posting
Use
You can post a cost to a separate account at the time of logistic document processing or after a logistic process processing.
This expense process is independent of the logistic process but corresponds to a target logistic document.

You can also post an expense to an AP account or a provisional account before the AP is xed. If it is a provisional account
posting, you need to settle the expenses when the actual value is con rmed. For example, you want to post the freight to your
inventory account at the time of goods receipt, but you have not received the nal invoice from your forwarder. You can post the
freight to “Inventory/Accrual” at the time of goods receipt and settle the Accrual when you receive the invoice to “Accrual/AP”.

Process
The following sample chart describes the process of posting purchasing expenses:

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Posting Purchasing Expenses

In Trading Contract, you maintain expenses that are not posted to accounting before you create a Vendor Billing Document to
execute the posting. You can choose to post the expense at the time of logistic document processing or post the expense at a
different time. Cancellation causes a reversal of the original Vendor Billing Document. For expense posting in a provisional
account, you need to settle that provisional account at a later time. Any differences are allocated accordingly. If you have
activated Incoterms in Customizing for the Vendor Billing Document, you can use Incoterms to calculate freight cost expenses
based on Incoterms by using the standard condition technique.

If you are completing the expense posting at the time of the logistic document process, you can simply choose the Global Trade
tab. For other ways of expense posting, also refer to:

Posting Expenses in TEW

Posting Expenses in EWB

Unplanned Expenses
Use
During trading contract processing, you can post expenses without referencing any planned data. To post expenses to Accounts
Payable, a vendor billing document is created.

Process
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Unplanned Expenses Process

The vendor billing document is used for processing unplanned expenses. After the trading contract is released, unplanned
expenses can be created. Both sales and purchasing expenses can be posted.

Entering Planned Expenses

Use
This procedure describes how to enter planned expenses in the trading contract. You can maintain the planned expenses until
the contract is completed. In the following case, you cannot copy the entered value when you post the expenses to the account.

Procedure
Case 1: Entering planned expenses when creating a new contract

1. Choose Logistics Global Trade Trading Contract Create.

2. In the contract maintenance screen, choose: Goto Expenses Planned Expenses , or choose Expenses to reach the
screen.

3. There are three options for entering expenses: Planned Expenses, Planned Expenses with Settlement, or Unplanned
Costs. In this case, choose Planned Expenses.

4. To create a new entry, choose Create. Choose the expense type from the dialog box.

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5. Select the condition type from those shown in the next screen.

6. Enter the planned values in the elds provided in the subsequent screen.

7. To return to the contract maintenance screen, choose Back .

Case 2: Changing a planned expense in an existing contract

1. Choose Logistics Global Trade Trading Contract Change.

2. Choose Expenses ( Ctrl + F11 ) and select Planned Expenses.

3. Modify the values, or select Create to enter a new condition type.

4. Select the condition type groups from those shown in the next screen.

5. To adopt the new condition value, choose New Calculation of Sales Price.

6. To con rm the data changes, choose Save.

Result
The entered value is transferred to the contract pricing schema. You can see this value in the contract pricing screen.

Entering Planned Expenses with the New

Screen
Use
This procedure describes how to enter planned expenses in a trading contract. You can maintain planned expenses until the
contract is completed. This data can be referenced when you post expenses to the account.

Procedure
Case 1: Entering expenses when creating a new contract

1. Choose Global Trade Trading Contract Create. .

2. In the contract maintenance screen, choose: Goto Expenses Planned Expenses with Settlement , or click the Expenses
button and enter header line expenses.

3. There are three options for entering expenses:

Planned

Unplanned

Planned Expenses with Settlement

4. In this case, choose Planned Expenses with Settlement.

5. To create an expense, select the following parameters:

Expense class group

Expense class

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Accounting type

Posting type

6. Click Enter and the system nds the corresponding condition type.

7. Enter the planned expense values.

8. To return to the contract maintenance screen, choose Back.

Case 2: Changing an existing contract

1. Choose Global Trade Trading Contract Change.

2. Choose Expenses ( Ctrl + F11 ) to go directly to the expense maintenance screen.

3. On the Planned Expenses with Settlement screen, change the value or add an additional expense condition by selecting
the following:

Expense class group

Expense class

Accounting type

Posting type

4. Click Enter and the system nds the corresponding condition type.

5. Enter the planned expense values.

6. To adopt the new expense value, choose New Calculation Sales Price.

7. To con rm the data changes, choose Save.

Result
The entered value is transferred to the contract pricing schema. You can see the value in the item pricing screen.

Posting Expenses in TEW

Use
This procedure describes how to create an expense document (Vendor Billing Document) when using the Trading Execution
Workbench (TEW) to process goods movements, such as Inbound Delivery or Outbound Delivery.

Procedure
1. From the SAP Easy Access menu, choose Logistics SAP Global Trade Management Trading Execution
Workbench Execute .

2. In Task, choose Expense as step and Create as mode.

3. Select the source document to which you want to link or allocate the expense. The document can be a trading contract, a
purchase or sales order, or an inbound or outbound delivery.

4. Specify your search criteria and search for the target document. The system displays all target documents that match
your criteria.

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5. Choose your target source document and select Execute .

6. The Expense Creation screen is displayed. If there are planned expenses in the Trading contract, you can copy the
expense. Before selecting Copy , you can also select the posting type, for example, Provisional. Alternatively, you can
create a new expense by selecting the appropriate parameters.

Partner data and tax code is mandatory in the creation of the expense.

7. You can x the value at the expense creation or in the vendor billing document detail.

8. Save the document.

Result
The vendor billing document for posting the expenses is created and the accounting document is generated. If you have posted
to a provisional (accrual) account, a further step to settle the accrual account is required.

For more information on how to process the expense settlement see:

Clearing Provisional Expenses in EWB

Clearing Provisional Expenses

Use
This procedure describes how to settle provisional expenses using the TEW.

Procedure
1. Choose Logistics Global Trade Trading Execution Workbench Execute .

2. In Task, choose a step for expenses settlement.

3. After de ning Source Document selection criteria choose Start Selection.

4. The document list is displayed under the source data selection eld. Choose a line from the header list.

5. Go to the screen for expenses settlement.

6. The provisional data is displayed in the upper row. To copy this data, select the line and choose Account.

7. You can change the posting date, tax code, net value and exchange rate if necessary.

8. To display the corresponding vendor billing document, choose VbilDoc.

9. Save the document.

Result
The system creates the vendor billing document for clearing the provisional account. The corresponding accounting document is
also created and posted in Financial Accounting.

Expenses Settlements Without TEW

With this function, you can enter expenses and process them further if the Trading Execution Workbench (TEW) is not activated.

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You edit the Trading Execution Workbench type when you enter the trading contract at organizational data level. As a result, you
enter the expense documents in the trading contract and can also create and settle these in the follow-on documents.

Note
Note that not all functions of the TEW are available.

Condition-Contract-Independent Expenses
Settlement
Use
This function enables you, independently of the condition contracts, to settle expenses occurred in a sales-side process with a
vendor using vendor billing documents. Mapping of the data from the customer settlement to the vendor billing document is
done by way of a mapping tool. You can switch off the mapping tool with a BAdI so that the data is mapped in the classical way.

Activities
In Customizing, activate the expenses settlement for the conditions that you wish to settle using the vendor billing document.
Also specify which condition types from the calculation schema of the customer settlement are to be mapped to the calculation
schema of the vendor billing document.

Posting Expenses in EWB

Use
This procedure describes how to maintain provisional expenses when using the Trading Expense Workbench (EWB) in connection
with a logistic document, such as Inbound Delivery or Outbound Delivery.

Procedure
1. From the SAP Easy Access menu choose Logistics Global Trade Management Trading Contract Environment Trading
Expense Workbench .

2. Specify your selection criteria and search your target document. The search result displays all Trading Contracts that
match the criteria.

3. Select the target Trading Contract. Either:

Choose Create Expense, which allows you to create an expense document to the Trading Contract directly.

Or choose Follow-on Document List, which leads you to the document ow tree if one exists.

4. In the document ow tree screen, select your target document, which can be a Trading Contract or an Inbound Delivery
or an Outbound Delivery.

5. Select the target document and choose Create Expense. The expense creation screen is displayed. Copy the planned
expenses from the Trading Contract, or create a new expense by selecting the expense class group, expense class,
accounting type and posting type.

6. Save the document.

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Result
The expense document (vendor billing document) is created for the target document.

If you have posted a provisional account, a settlement document is required to clear the provisional account.

See also: Clearing Provisional Expense using EWB

Clearing Provisional Expenses in EWB

Use
This procedure describes how to settle provisional expenses using the Expense Workbench (EWB)

Procedure
1. From the SAP Easy Access menu, choose Logistics Global Trade Management Trading Contract Environment Trading
Expense Workbench .

2. Specify your selection criteria and search for your target document. The search result displays all Trading Contracts that
match the criteria.

3. Select the Trading Contract, and choose Expense Document list . The system displays all the expense documents
created for the corresponding Trading Contract.

4. Select the target expense document and choose Settlement .

5. A vendor billing document is displayed. Con rm and x the value.

6. Save the document.

Result
The system creates the vendor billing document for clearing the provisional account. The corresponding accounting document is
also created and posted.

Executing Collective Accrual Processing

Prerequisites
You have made the settings in Customizing for SAP Global Trade Management under:

Activate Components

Expenses Enhancements Using Business Add-Ins BAdI: Enhancements to Main Level of Display in Expense Workbench

Expenses Enhancements Using Business Add-Ins BAdI: Enhancements to Accrual Processing in Expense Workbench

The planned conditions have not yet been accrued.

The planned conditions have the posting type Provisional for Payables or Provisional for Receivables.

Context
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To create a single Vendor Billing Document (VBD) for common planned conditions in the Trading Contract (TC), and a single VBD
for each dissimilar planned condition.

Procedure
1. On the SAP Easy Access screen, choose Logistics SAP Global Trade Management Trading
Contract Environment Trading Expense Workbench to select your TCs.

2. Select the checkboxes Choose Expense Status and Expenses Not Accrued and choose Execute.

The Trading Contract List screen is displayed.

3. Select the documents for collective accrual processing. You can make a multiple selection.

4. Choose Extras Accrual Processing Collective Accrual Processing

Example
Trading Contract A has the planned conditions PC1 and PC2.

Trading Contract B has the planned conditions PC1 and PC3.

In collective accrual processing the system creates one single VBD for the common planned conditions and one singe VBD for
each of the different planned conditions in the trading contracts so in this scenario it creates the following VBDs:

VBD1 for planned condition PC1 for Trading Contract A and Trading Contract B

VBD2 for planned condition PC2 for Trading Contract A

VBD3 for planned condition PC3 for Trading Contract B

Next Steps
Executing Single Accrual Processing

Expense Status

Entering Planned Expenses

Executing Single Accrual Processing

Prerequisites
You have made the settings in Customizing for SAP Global Trade Management under:

Activate Components

Expenses Enhancements Using Business Add-Ins BAdI: Enhancements to Main Level of Display in Expense Workbench

Expenses Enhancements Using Business Add-Ins BAdI: Enhancements to Accrual Processing in Expense Workbench

The planned conditions have not yet been accrued.

The planned conditions have the posting type Provisional for Payables or Provisional for Receivables.

Context
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To create a single Vendor Billing Document (VBD) for planned conditions of a Trading Contract (TC).

Procedure
1. On the SAP Easy Access screen, choose Logistics SAP Global Trade Management Trading
Contract Environment Trading Expense Workbench to select your TCs.

2. Select the checkboxes Choose Expense Status and Expenses Not Accrued and choose Execute.

The Trading Contract List screen is displayed.

3. Select the documents for single accrual processing. You can make a multiple selection.

4. Choose Extras Accrual Processing Single Accrual Processing .

Example
Trading Contract A has the planned conditions PC1 and PC2.

Trading Contract B has the planned conditions PC1 and PC3.

In single accrual processing the system creates one VBD for each planned condition in the trading contracts so in this scenario
it creates the following VBDs:

VBD1 for planned condition PC1 for Trading Contract A

VBD2 for planned condition PC2 for Trading Contract A

VBD3 for planned condition PC1 for Trading Contract B

VBD4 for planned condition PC3 for Trading Contract B

Next Steps
Executing Collective Accrual Processing

Expense Status

Entering Planned Expenses

Filtering Documents by Expense Status

Procedure
1. On the SAP Easy Access screen, choose Logistics SAP Global Trade Management Trading Contract Environment
Trading Expense Workbench .

2. Specify your selection criteria for your target document, including the required Expense Status.

Caution
You must select the Choose Expense Status checkbox to activate this ltration. If this checkbox is not selected, the
system ignores any subsequent entries in the Expense Status dialog. For more information, see Expense Status.

The search result displays all Trading Contracts that match the criteria.

Results

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You can select multiple documents for subsequent processing from the Trading Contract List. For more information, see:

Executing Collective Accrual Processing

Executing Single Accrual Processing

Expense Status
Use
In the Trading Expense Workbench (EWB), you can use the Expense Status as a lter criteria for selecting documents.

Prerequisites
To make the Expense Status visible on the EWB screen, you have made the settings in Customizing for SAP Global Trade
Management under:

Activate Components

Expenses Enhancements Using Business Add-Ins BAdI: Enhancements to Main Level of Display in Expense Workbench

Expenses Enhancements Using Business Add-Ins BAdI: Enhancements to Accrual Processing in Expense Workbench

Features
Expenses Not Accrued

Restricts the selection of trading contracts (or its follow-on documents) to those with planned conditions that are not accrued.

Note
Only planned expenses that are assigned the posting type Provisional for Payables or Provisional for Receivables are
considered relevant for accrual processing.

 Example
The following table displays sample trading contracts and how the system handles them when you select the selection
criteria Expenses Not Accrued.

Planned Expenses Posting Type Accrued? Included in resulting Trading

Contract List?

Yes Provisional for Payables OR No Yes

Provisional for Receivables

Yes Provisional for Payables OR Yes No

Provisional for Receivables

Yes Payables or Receivables No No

No Not Applicable (n.a) n.a No

Expenses Not Settled

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Restricts the selection of trading contracts (or its follow-on documents) to those that already have accrual documents or
vendor billing documents created against them, or to those that have not yet been settled.

Note
Only planned expenses that are assigned the posting type Provisional for Payables or Provisional for Receivables are
considered relevant for settlement processing.

 Example
The following table displays sample trading contracts and how the system handles them when you select the selection
criteria Expenses Not Settled.

Vendor Billing Document Type Attached Settlement Required? Included in resulting Trading Contract
List?

Provisional for Payables OR Provisional for No Yes

Receivables

Payables or Receivables No No

No Vendor Billing Document No No

Trading Expense Workbench (EWB)

Use
You can use Trading Expense Workbench (EWB) from ERP 6.0 (EhP2).

Prerequisites
To use the full functions of EWB, you must deactivate Trade Execution Workbench (TEW).

If TEW is activated, accounting release can only be used from EWB to avoid data inconsistency.

Features
EWB provides you with full access to expense functions (expense document creation/change/cancellation/settlement and
accounting release).

You can access Trading Expense Workbench by entering transaction code WB2_EWB.

Example
If you want to use EWB full functions under TEW activation, use the following:

BAdI: WB2_ADDITIONAL_DATA

Method: SET_TEW_DISABLED.

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