0 - Billing

10th December, 2007


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


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.


Billing Document Structure


Company Max Smith Smithsville

Item 1 J Miller Richville Item 2 5 Units type 0815 4 Units type 0816 Item 3 Rs 3000 Rs 1000


such as the identification number of the sold to party • Pricing Elements 5 .Billing Document Structure 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.

Billing Document Structure 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 6 .

Detail screens: .Screens at header level with general data .Overview screens: .Overviews with header and item data .Billing Document Screens The data in the billing document can be displayed on different screens.Screens at item level with specific data for the item 7 . These screens are divided up as follows: .

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 8 .

Basic Functions in Billing Billing Types Number range Match codes Copying control Blocking reasons Displaying lists Displaying the billing due list 9 .

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 10 . The billing types are used to cover the full range of business transactions during billing processing.Billing Types The billing type controls the whole billing document.

Billing Types • IV • IG • BV  Intercompany billing (invoice)  Intercompany billing (credit memo)  Cash sale 11 .

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.

mark the field A grouping that allows you to control certain features of transaction flow by sales.Define Billing Types To block automatic transfer of the billing document to accounting. shipping and billing documents 13 .

Define Billing Types 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 14 .

Indicator that causes the transaction figures to be reset for a document item 15 .Define Billing Types The document type classifies accounting documents.

Define Billing Types The indicator controls which partner functions of the billing document can be forwarded to financial accounting. Classification that distinguishes between invoice list types 16 .

Define Billing Types If this field is set. 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. 17 . 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.

Define Billing Types Indicates whether the billing type is used exclusively during rebate processing Indicates whether billing documents of this type are relevant during rebate processing 18 .

The routine checks that certain requirements are met when one document is copied into another 19 .Define Billing Types Specifies the default cancellation for this billing type Identifies a copying routine.

Define Billing Types 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 20 .

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.transferred to financial accounting .blocked from transfer . This is done using control elements that are specified in tables.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 21 . • The transfer status of the billing document is .Billing Type Controls Specific functions can be defined for each billing document type.

22 . you would create an invoice on the basis of the delivery. Deliveries and services which are carried out on the basis of sales orders are invoiced to the customer. you would create an invoice with reference to a sales order. If you want to make sure that the goods are sent out before the invoice is created. When you bill a customer for a service. If you want to receive money before you send the goods to the customer. since a service is usually based on an order. When you create an invoice. individual order or delivery item or even partial quantities within an order item or a delivery item. If no complaints are made about the delivery. a delivery. you would probably refer to the sales order.Invoice Definition: A sales document used to bill a customer for goods delivery or service. the business transaction is considered complete from the sales point of view. not a delivery. you can refer to an order.

in delivery-related billing.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. For example. 23 . The system proposes a relevant billing type from the underlying sales document type. a standard order ( order type OR) is invoiced using billing type F2.

you create one invoice for goods ( the carpet) and service (installation) as long as the requirements for combining the two are met.Delivery-Related Invoices You can use an invoice to refer to an order and a delivery simultaneously. 24 . For example.

normally you create an invoice with reference to the sales order because deliveries are not usually created for services. 25 .Order-Related Invoices If you want to invoice a customer for services rendered. such as laying a carpet.

the delivery for the cancelled invoice) can now be billed again. assignment number and reference number) are stored per billing type directly in the cancellation area of the screen. Credit memos can be cancelled with billing document type S2 in the standard system. 26 . The system copies data from the reference document into the cancellation and offsets the entry in Accounting. We do not need to make an entry in copying control for cancellations. We also have the option of canceling individual items in a billing document. The reference document of the billing document (for example.Cancellation To cancel a billing document. The parameters to be changed ( for example. a cancellation document must be created.

Debit memo: A sales document created on the basis of a customer complaint.Credit and Debit Memos Credit memo: A sales document created on the basis of a customer complaint. Use: We need to create credit memos for various reasons (for example. 27 . because of defective goods or because we have overcharged a customer) Similarly. This increases receivables in Financial Accounting. This reduces receivables in Financial Accounting. if . we may need to create a debit memo. we have not charged the customer enough. for example.

28 . • Reject items in the credit or debit memo request and enter a reason for rejection. The employee responsible can decide the amount or quantity to be credited or debited. The employee responsible can: • Release the credit or debit memo request after review.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.

29 .Releasing or Rejecting Credit Memo Requests We can release a credit memo request or return by removing the billing block. The value of these items will not be copied into the billing document. If the complaint has not yet been justified you can enter a reason for rejection for each item. 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.

then it can be released automatically by the system. credit) upon creation until the employee responsible releases this block. 30 . 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. If the value of the credit memo request is below a certain minimum limit. release. or process the credit memo request. 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.Workflow for Credit Memo Requests Credit memo requests are usually blocked for billing (that is.

The invoice correction request must be created with reference to the corresponding billing document ( no reference to order or enquiry). The difference created represents the final full amount to be credited. credit is granted fully for the incorrect billing item while it is simultaneously debited ( automatically created as a debit memo item).Invoice Correction Process Flow The invoice correction request represents a combination of credit and debit memo requests. the items are automatically duplicated ( this means that for every item in the billing document. a second item is created). followed by all debit memo items. When creating an invoice correction request. 31 . The reference to the corresponding billing document is created when you specify the preceding document and the preceding item.values. First all credit memo items are listed. On the one side. The resulting item categories must have +/.

32 . new pricing. The corresponding debit memo item.Invoice Correction Process Flow The credit memo item cannot be changed. can be updated according to new characteristics ( e. 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).g. however.

If other item pairs arise from the relevant billing document and these item pairs are unchanged.Quantity Difference Quantity difference is used when a customer complaint is being processed due to a certain amount of damaged or sub-standard goods. using the Delete unchanged items function. they can be deleted in one step. 33 . The system corrects the quantity to be billed via the debit memo item.

Price Difference Price difference is used when a customer complaint is being processed for incorrect pricing of goods. 34 . A correction of the pricing elements must be carried out in the debit memo.

Returns are processed in the same way as credit memo requests. not to the return delivery. The credit memo is billed with reference to the order. which means it refers to the return request document.Returns We create return for goods sent back from a dissatisfied customer. 35 .

In copying control. A pro forma invoice appears exactly the same as a customer invoice. 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. the system does not forward data to Financial Accounting (FI)./ neg. the field Quantity / value pos. They are used to give the importer or the responsible authorities in the import country details about forthcoming shipments. you may need to print pro forma invoices. No statistical data is created on the basis of pro forma invoices. 36 . When you deal in export. Therefore. The difference is that this invoice does not need to be paid.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. You can create as many pro forma invoices as required. since the billing status in the reference document is not updated.

This may be : • Sales document • Outbound delivery • Billing document When billing explicitly. 37 . the quantities to be billed. the prices. You must always refer to an existing document when creating a billing document.Billing Process Each billing document requires a reference document ( exception: billing external transactions). For delivery-based billing. you must enter the number of the reference document as the transaction to be billed. however. Data will then be copied from the reference document to the billing document. are taken from the underlying order. The reference document is displayed as the source at header level in the copying control table. for example can be taken from the delivery.

Quantity . For example.Item number assignment At item value: .Data Flow You can. 38 .Reference number . partners) • Copying control: the control options are as follows: At header level: .Allocation number .Pricing You can also use data transfer routines to influence the data flow to meet your individual requirements.Foreign trade data . This is done using: • Billing types ( for example. for texts. to a certain extent influence the data flow from reference documents to billing documents. terms of payment can be copied from the customer master instead of the preceding sales document.

Data Flow
Example : Delivery –related billing For example: Payer, Item no., Pricing, texts


Outbound Delivery


For example: ship-to party, amount, texts

Copying Control
Target Billing type Source Delivery Type




Target Billing Type

Source Delivery Type

Source Item Category






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


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


you can specify how a sales document is to be billed with regard to requirements.Copying Requirements Using requirements in copying control. You can define your own requirements using transaction VOFM. You define the copying requirements in copying control. Field Copying requirement If you want to define a copying requirement as a data transfer routine. for example. 43 . you can determine whether terms of payment are to be copied from the customer master record instead of the sales document. Controlling is carried out in SD Customizing by Billing  Billing Documents  Maintain copying control for billing documents. specify whether goods issue has to be posted before billing can be carried out. In this way. enter this in filed VBRK/VBRP. With requirements in copying control you can. Navigation Header and Item.

Copying Control 44 .

Copying Control 45 .

The routine checks that certain requirements are met when one document is copied into another.Copying Control Identifies a copying routine. 46 .

Copying Control Identifies a routine that checks that certain requirements are met during the transfer of data from billing document item fields during copying 47 .

Copying Control Specifies which quantity the system copies from the source document into the target billing document. 48 .

49 . to create an order-related billing document for quantities already delivered. for example.Billing Quantity Delivery and order quantities are referenced in billing. This makes it possible. You can also take into account the quantity already billed ( depending on the area for which the relevant billing type is used).

If you create a pro forma invoice. the quantity that the system copies into the invoice is the delivery quantity less the quantity already invoiced. for example. 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. the system copies in the order quantity.Billing Quantity Indicator When you create an invoice for a standard sales order item. 50 .

g. billing types F1 and F2) Pro forma invoice F5 Pro forma invoice F8 Order quantity minus quantity already billed Quantity already delivered minus quantity already billed Order quantity Delivery quantity 51 .g.Billing Quantity Billing document Based on an order (e. standard order) Billing quantity Order quantity minus quantity already billed Quantity already delivered minus quantity already billed Based on a credit memo request Based on a delivery (e.

52 . the quantity or value in the target document has a negative effect. during copying. positive effect or no effect at all on the quantity still to be completed in the source document.Copying Control Indicates whether.

no one can create a release order for that contract. the copying has a positive effect on the quotation. which allows you to create several target documents at once ( for example when using EDI and frequent contract releases). In effect./neg. or set indicator 0. 20 pieces in the quotation remain to be completed. 53 . you have added 80 pieces to the quotation quantity that is now considered complete. For example. Quantity Use The system uses this indicator to determine how the quantity in the source document is affected. If you do not make an entry in this field. if you are working on a quantity contract. 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.Pos. the source document is not blocked. While the source document ( such as quotation or quantity contract ) is being processed. For instance. it is blocked.

for example. Quantity In sales documents. for example./neg. you can expect the following results: • Quotation  Sales order : Positive • Contract  Return : Negative • Sales order  Sales order : No effect In billing documents. you can expect the following results: • Delivery  Invoice : Positive • Delivery  Cancellation : Negative 54 .Pos.

You can also trigger pricing manually. the system automatically carries out pricing.Pricing in the Billing Document When a sales document is created. 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 define the pricing type in copying control. 55 .

56 .Copying Control Specifies how the system treats pricing data when copying documents.

B: Carry out new pricing C: The manual pricing elements are copied. and pricing is carried out again for the others. The tax conditions are re-determined. D: The pricing elements are copied unchanged from the reference document. The freight is re-determined. 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.Pricing Types At the time of billing. 57 . E: Copy pricing elements and values unchanged F: Only used within the program G: The pricing elements are copied unchanged from the reference document. H: The pricing elements are copied unchanged from the reference document.

Pricing in the Billing Document 58 .

Copying Control Determine pricing exchange rate 59 .

Pricing Exchange Rate Options in Pricing Exchange Rate are :  Copy from sales order  Price exchange rate = Accounting rate  Exchange rate determination according to billing date  Exchange rate determination according to pricing date  Exchange rate determination according to current date  Exchange rate determination according to date of services A B C D E F rendered 60 .

Copying Control This field controls from where and in what sequence the conditions from the reference documents are copied to the billing document. 61 .

Price Source Price Source Blank  A B C D E F G Description Order        Purchase Order Purchase order / delivery Not used Delivery Delivery / order Shipment costs External 62 .

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. 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 63 .Billing Processing During billing processing. you create. change and delete billing documents. individual items or partial quantities of items.

you can display the log to determine which billing documents were created from a billing due list and whether any errors occurred. The system uses the selection criteria as a basis for combining the transactions to be billed.Processing Billing Due Lists You will not usually bill transactions individually. When selecting. The system displays the billing documents without saving the documents. You can process the billing due list in simulation mode. enter the selection criteria ( such as soldto party. 64 . Transactions containing errors are indicated with the corresponding processing status. delivery-related. You are far more likely to carry out periodic collective billing runs ( by goods issue posting. billing date. and destination country). you can also decide whether the billing due list should only contain documents that are order-related. If you are working with the billing due list. or both. After saving. for example).

Process Billing Due List 65 .

To do this. • The calendar is client-independent. All deliveries due for billing on a certain date can be combined into one collective invoice. 66 . 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.Creating Invoices on Specific Dates You can process invoices periodically. the system copies the next invoice date from the factory calendar to the appropriate document as the billing document.

In this way. SAP recommends that you do not select these options in the selection screen.Billing in the Background You may decide to create invoices using a background job because it is practical and efficient. 67 . This will improve performance considerably.) • At a specific time ( for example.m. you can make better use of your hardware by operating more than one processor.m. If you do not require a log or a detailed list.) The system can divide the billing due list into multiple background jobs and start them simultaneously. every Monday at 2 a. June 19 at 8p. You can run the background job automatically in the following ways: • Periodically ( for example.

Background Processing 68 .

This cancels all the billing documents in a collective run. Only users with the correct authorization can cancel collective runs.Cancellation of Collective Billing Run The system contains functions to enable you to cancel the collective billing run. choose : Billing  Information system  Billing document  Log of collective run  Documents  Reverse all. 69 . The cancelled billing documents are combined under a collective processing number in collective processing type S and can be displayed under billing document  Log. In order to cancel the collective billing run. You can then bill the preceding documents for the cancelled billing document again.

Log of Collective Run 70 .

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 71 .

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) 72 .

Individual Billing Documents 73 .

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. field: VBRK/VBRP. In this field you select data transfer routine 3 The number of the reference document is set in field VBRK-ZUKRI. 74 . Navigation Item.

Collective Billing Documents 75 .

76 . • The system behaves differently for the functions Billing Due List and Create Billing Document.Collective Billing Documents It is possible to include both order-related and delivery-related items in the same billing document. • The split conditions specified do not apply. The following prerequisites must be met for collective billing document: • The header data appearing in the billing document must agree.

Invoice Splits 77 .

If data from the related reference documents differs in the header fields of the billing document. the system will automatically split the invoice. an invoice split will always be made. These are stored at header level in the billing document. if there are different terms of payment in the reference documents. An order contains terms of payment at header as well as item level. the system combines into one billing document all transactions for the same customer. 78 . you can specify requirements for splitting to prevent sales orders or deliveries being combined into a collective billing document. As a rule. default billing date and sales organization.Invoice Split In customizing for copy control. However. If data from the related reference documents differs in the item fields of the billing document the system does not split the invoice.

delivery or billing document on which the sales document is based) • Billing document type • Item category in the reference document 79 . Copying control depends on the following criteria: • Reference document type (i. you must first define the appropriate splitting requirements in Customizing for copying control. If you require an invoice split. type of order.e.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.

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

The system displays the split analysis log. Choose Environment -> Split Analysis Enter the number of the second billing document which you wish to compare to the first in the dialog box. 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. Enter the billing document number and choose Continue. 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. It is made up of three parts.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. proceed as follows: Enter the number of the billing document that you wish to compare. 81 .

Split Analysis 82 .

debit memos and credit memos at the same time. 83 .Invoice List The invoice list lets you create. The system automatically creates a separate invoice list for credit memos. The billing documents in the invoice list can be single or collective documents ( collective invoices combine items from more than one delivery). a list of billing documents (invoices. at specified time intervals or on specific dates. credit and debit memos) to send to a particular payer. 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.

Invoice List Type of invoice list 84 .

In return for these services. which pays all the invoices for goods that are shipped to individual members. An invoice list type must be assigned to each billing type that you want to process in invoice lists. The group payer takes responsibility for paying the invoice lists and the collecting payment from the individual members. the payer. condition type RL00 ( factoring discount) must be maintained and if required also the condition type MW15. terms of payment and other fields that must be identical in the documents to be included in the invoice list). 85 . Copying requirements must be defined ( for example.Invoice List A payer may be the head office of a buying group. Prerequisites for invoice lists If you have agreed upon a factoring discount. the group payer usually earns a factoring discount.

Invoice List In addition. specifying the time intervals or dates on which invoice lists are to be created. 86 . Invoice list schedule field) • Maintain condition records for condition type RL00 for the payer. you must maintain the following master data. This factory calendar is to be entered in the payer customer master record. ( Billing screen. • Create output condition records for condition types LR00 and RD01. • A customer calendar must be defined. ( 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). before you process an invoice list.

Changing Header and Item Data in Invoice List You can change some of the header data – for example. 87 .when you process the invoice list. you cannot change any data in individual billing documents once they are part of an invoice list. the billing date . You can change an item – either an individual or collective invoice – and display document details. However.

You can then process the work list for invoice lists. 4) Select the billing documents that you want to include in the invoice list and select Invoice List  Save 88 . 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. This procedure shows you how to create the work 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.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.

g. The simulation also allows you to carry a split analysis. due to different payers) Incorrect invoice lists can also be cancelled.Creating an Invoice List You can also simulate creation of invoice lists via the work list for invoice lists. 89 . This is useful as a test option. which show you why billing documents are written to different invoice lists (e.

Creating an Invoice List 90 .

Creating an Invoice List 91 .

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 92 .

Customizing for Invoice List Assign Invoice List Type To Each Billing Type Maintain Conditions for Invoice Lists Maintain Output for Invoice Lists 93 .

Assign Invoice List Type To Each Billing Type 94 .

Maintain Conditions for Invoice Lists Create Condition Tables Maintain access sequences Maintain pricing procedures Define condition types 95 .

Create Condition Tables 96 .

Maintain Access Sequence 97 .

Maintain Pricing Procedure 98 .

Define Condition Types 99 .

Maintain Output for Invoice Lists Maintain output condition tables for billing documents Maintain access sequences 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 100 .

Maintain output condition tables for billing documents 101 .

Maintain access sequences 102 .

Maintain output determination procedures 103 .

Output types 104 .

you can invoice external documents in the SAP R/3 system ( that is.General Billing Interface Using the general billing interface. sales organization. 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. order and deliveries not created in the R/3 system). … 105 . • 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. … Optional fields : Material master. price components. To do this.

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.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. Alternatively. 106 . entirely or only for taxes. Pricing elements and /or VAT amounts can be transferred. you can carry out new pricing in billing.

Required fields which must be transferred. Optional fields. 107 . or fields which are determined from available master data in the system during the billing document run. which may be transferred.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.

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) 108 .

Extracting Data from an External System 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 109 .

The system ignores records which have already been billed and creates billing document for records which have been corrected.Extracting Data from an External System Processing errors: You can carry out a check run with sample report RVAFSS00 to display faulty records in the sequential file before final billing. Optionally. a list of new billing documents is presented with the error log. you must restart the billing procedure. 110 . After correcting the faulty records in the sequential file. All errors are displayed in error log.

Communication Structures Use Sample report RVAFSS00 supplies communication structures XKOMFGN and XKOMFKKO with data from the sequential file and initiates the billing process. 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 111 . The following fields in the sequential file‟s main record must be maintained.

Communication Structures 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. 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 112 . VGBEL 10 Document no.

Communication Structures All the fields in both communication structures KOMFKGN and KOMFKKO are optional. the system initiates billing with function module GN_INVOICE_CREATE 113 . for example). You may fill them with data from the system as necessary during the billing run ( the payer field. Once the communication structures have been maintained.

The report RVAFSSS00 imports a flat file and completes the interface tables for the program N_INVOICE_CREATE depending on the record type.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. Record type Interface table Purpose A  XKOMFKGN  Item data B  XKOMFKKO  Condition data C  XKOMFKTX  Text data 114 . This program is then called up.

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 115 .

116 . this is a header text.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. If VGBEL/VGPOS is complete. this is an item text.

the material master will not be read.Reading the Material Master If the NO_MARA field in the main record of the sequential file is marked. the following additional fields in the main record must also be maintained. In this case. Field name Field length Field description VRKME  3  Sales unit WAERK  5  Currency ARKTX  40  Material-short text TAXM1  1  Material-tax indicator 117 .

• Control of Document Flow • If you wish to take into account secondary records copied to the sequential file. re-determine all others You may also copy a scale quantity (XKOMFGEN-SMENG) from the interface with pricing type B (new pricing) 118 . re-determine tax C  Copy manual pricing element unchanged.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. 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.

Item category Item categories used in external business transactions must be relevant for pricing and billing. 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. 119 . 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.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). costs – VPRS).

Among other things. The system immediately initiates posting when you enter A and B in import parameter WITH_POSTING. 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 120 .Function Module Parameter Function module GN_INVOICE-CREATE is the main component of the general billing interface.

If you are using a data extract in the billing interface to transfer CpD customer data. Field name Field length Field description Land1  3  Country key Name1  35  Name 1 PSTLZ  10  Zip code ORT01  35  City 121 . Maintain the following fields in the main record of the sequential file. address data must exist in this data extract.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.

Processing one-time customers Address data transferred to the file is assigned to the partner functions (except for SP) described in the following fields. No check is carried out for partner function usage. 122 . 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.

Field name Field length Field description 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.Processing one-time customers In addition to required fields. the following fields in table structure KOMFKGN are available for CpD customer processing. 123 .

They represent short or medium term outside capital procurement and therefore improve the company‟s liquidity situation. Down payments are payments made before completion of the product. or plant engineering and construction industries. down payment agreements are made for producing and delivering goods to customers in the capital goods. 124 .Down Payments for Sales Orders Purpose Normally. with no interest.

and the system uses payment conditions to assign a due date to the down payment. The date for the down payment yet to be created is specified in the deadline. A down payment agreement is created as a deadline in the billing plan.Down Payments for Sales Orders Features Down payments form part of the agreement with the customer and are saved in the sales order. Down payment agreement can be used only for order-related billing and not for delivery-related billing. 125 . If a down payment agreement is assigned to one item with a billing plan. The value of the agreed down payment can be entered either as a fixed amount or as a percentage of the value of the item. This enables you to carry on as many down payments as required for different dates. the down payment agreement is contained as a deadline in this billing plan.

with item category group 0005 (milestone billing).Customizing for Down Payment Processing Settings for the billing plan To activate the billing plan function. maintain the materials. Use down payments that are due for the proposed deadlines. The item category TAO calls up the billing plan function. 126 . for which you wish to process down payments. You need to implement the following activities in the billing plan for down payments: • Maintain the deadline type. ( For the billing type FAZ there is the cancellation billing document type FAS in the system). • Maintaining deadline proposal. This gives the item category TAO via item category determination. • The system assigns billing type FAZ ( payment request) defined in the standard system with billing category P. This determines the billing rule (percentage or value down payment) for the down payment request.

If the condition AZWR is changed manually. You must include this condition type in the relevant pricing procedure before output tax. you can get information on the original proposal from the subtotal. Before the condition AZWR you can create a subtotal with the base value calculation formula 2 ( net value).) The condition type AZWR has the calculation type B (fixed amount) and the condition category E (down payment request / clearing). The pricing procedure cannot be marked as a transaction-specific pricing procedure ( field Spec. 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. Maintain the printing indicator. 127 . the condition type AZWR is delivered for the down payment value already provided but which has not been calculated.Maintaining a pricing procedure with the condition type AZWR In the standard system. proc.

128 . In the standard system the order OR for copying control is set up according to the billing type F2 for the item category TAO. A billing type becomes a down payment request when the billing category P is assigned. Copying control: Copying requirement 20 must be entered in copying control at item level for the down payment request. Copying control 23 must be entered in copying control at item level for down payment clearing. You have to maintain blocking reason 02 (complete confirmation missing) for the billing documents and assign it to billing type FAZ. 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.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.

Down Payment Request Billing category is set as P 129 .

Maintain the posting key (transaction OB41) For posting key 19 set the sales order as an optional field. 130 . you should assign the field status definition G031. 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. 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 also carry out a G/L account number assignment for the tax account.Financial Account Settings for Down Payment A prerequisite for down payment processing is that the account is assigned to the underlying sales account. you must maintain the posting key.

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

a billing index is created for the individual dates. For percentage milestone billing. As soon as you take away the billing block and save the sales order. the percentage share of the down payment is not included in the overall calculation of the individual milestone billing documents.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. 132 . The percentage specified for the down payment is always based on the total sum of the individual milestone billing documents. An example is given for down payment processing for the documents in SD.

Down Payment Agreements in the Sales Order 133 .

Down Payment Request
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.


Down Payment Request
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‟.


Down Payment Request


Down Payment Request


The item has special General Ledger (G/L) indicator F. which ensures that posting is statistical. the down payments are deducted from the special reconciliation account and entered in the standard reconciliation account. The item has special G/L indicator A. The down payments for clearing then appear as open items for the customer and reduce the total of receivables. When processing partial / final invoices. which allows you to differentiate down payment requests from other receivables.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). Posting is made to a different reconciliation account. the incoming payment is assigned to the down payment request. The down paid amount is also account assigned for the sales order. When posting an incoming payment for a down payment. 138 . Within FI. the down payments made are transferred as down payments to be cleared.

Later down payments must therefore be assigned manually to the sales order and the corresponding sales order item. In this transaction the down payment request is labeled as cleared.Payments Made The customer makes the payment. The incoming payment is posted in financial accounting with reference to the payment request. The clearing can also be seen in the sales order document flow. You can view the down payments in the open items of accounts receivable under the special G/L indicator A. 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. 139 .

As soon as you take away the billing block. The customer merely receives the information concerning which amount he can transport during payment.Milestone Billing with Down Payment Clearing The billing plan for the sales order contains billing-relevant deadlines. in the billing document. In billing those payments already made by the customer should be cleared. Billing amount – Down payment amount = the remaining amount to be paid. after the billing items to which they refer. This happens because those payments already made are taken into the billing document as items to be cleared. you can carry out billing. There is no billing. The down payment item value corresponds to those down payments made. 140 . They are set as items. When printing ( Report RVADIN01 with form RVINVOICE01) the customer receives for the down payment items the text „payments made‟ printed out.

The total payment of the final invoice is automatically posted in FI as a receivable. Postings made to the relevant general ledger account in Financial Accounting reduce the down payments left to be cleared. 141 .Milestone Billing with Down Payment Clearing 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. and the allotted down payments are cleared directly (down payment clearing). 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 transaction is finished with the incoming payment posting and the open items are cleared. Calculation formula 48 in the pricing procedure for the condition type AZWR merely checks that the amount cannot be increased.

Milestone Billing with Down Payment Clearing 142 .

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 system had originally proposed 40. The down payment clearings were then manually reduced. ( see next slide) 143 .000 (item 12).000 (item 11) and 20. The remaining down payments are then processed in the final invoice.Milestone Billing with Down Payment Clearing In the above example.

144 .

Milestone Billing with Down Payment Clearing 145 .

Milestone Billing with Down Payment Clearing 146 .

both lines 21/1 and 21/2 each with 10000. 147 .Milestone Billing with Down Payment Clearing 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. The customer is therefore asked to take the 20000 that have not yet been cleared from the 90000 due and to pay 70000.

: due May 1 Rs 100 2.Inst. Inst.: due July 1 Rs 100 Revenues: Rs 300 148 .Installment Plans Billing doc. Rs 100 3. Rs 100 Invoice 4713 Total amount Rs 300 1. : due June 1 Rs 100 3. Install. Install. Inst. Rs 100 2. Install. 4713 Value: Rs 300 Payment Terms: R001 1st installment : Rs 100 2nd Installment: Rs 100 3rd Installment: Rs 100 Accounting document Company code: 1000 ---------------------------Customer 1.

Only one billing document is created for all of the installment payments.Installment Plans An installment plan allows the customer to pay in installments. The installments are defined by the payment terms. which are controlled by the payment terms key. 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 following data is to be defined: • The number of installments • The payment dates • The percentage of the billing value 149 .

You can overwrite the payment terms key in the sales order header or item ( menu path Header or Item --> Business Data. 150 . field : payment terms). field Payment terms) You can use the payment terms key to print a suitable text on the order confirmation.Installment Plans You can store the default payment terms key in the customer master record (on the Billing Sales Area screen.

If. via the sold-to party. e. 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. however. The goods are delivered to the customer with an invoice and the customer pays upon delivery. by post.g. you want to use different determination of the forwarding agent. then you need to create a new partner type as forwarding agent for cash on delivery. Determining the forwarding agent from the payer can be set in Customizing for partner determination. 151 .Cash on Delivery Purpose The customer orders from you. for example. Transportation of the goods is carried out by a forwarding agency.

group condition) The forwarding agent demands this from the goods vendor and reimburses it upon payment by the customer. weight scale. 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. NAUE : Bank transfer fee The post office demands this from the customer upon payment.Cash on Delivery Standard conditions for pricing NAPG: Package fee (absolute amount. Access Sequence: Access sequence NANA for pricing with the payer in the access. 152 .

You must then enter the forwarding agent manually in addition to the payer.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. When you change the order. it is not possible to redetermine the forwarding agent automatically. 153 . the system then determines the same forwarding agent from the selection criteria in shipping.

You can then create additional billing documents to settle any differences. you can perform retroactive billing to call up a list of these documents and reevaluate them with the new price. 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 154 . If a new pricing agreement is effective before the pricing date of the billing documents. Retroactive billing is a special billing function often used in scheduling agreement processing. With the retroactive billing function.Retroactive Billing Use New pricing agreements that you make with your customer may affect billing documents that have already been processed and settled.

How does Retroactive Billing Work? The following graphic shows a simple example of retroactive billing. 155 .

It then creates a credit memo with the net value of $10 to be credited to the customer.How does Retroactive Billing Work? In this example. Primary and Secondary Documents The system calculates retroactive billing values for primary documents. It can use secondary documents to help calculate this value. Other billing documents. This depends on the order reason entered in the billing document. 156 . such as debit or credit memos can be primary or secondary documents. Invoices are always primary documents. the system calculates the difference between the net value of the invoice ($100) and today‟s net value based on the new price ($90).

You can also assign an order reason to a memo request which then passes it along to the referenced credit or debit memo.How does Retroactive Billing Work? 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. 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 157 .

How does Retroactive Billing Work? 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. it does not take into account any changes in the payer. partially billed or billed using another pricing procedure. the system will use it to calculate retroactive billing for the referenced document. sales organization. 158 . you will not be able to see in the retroactive billing list if the invoice has already been billed retroactively. If you create a credit or debit memo (or memo request) without reference to an invoice. sold-to party. Also. billing date or material. When you create a credit or debit memo request which is relevant for retroactive billing as a secondary document. The system does not take into account whether or not a request has been rejected.

You do this by entering the relevant order reason in the billing document. you may find it necessary in some cases to designate these documents as relevant for retroactive billing. poor quality or ruined material. the billing document becomes relevant for retroactive billing. Depending on how the order reason you entered is customized. Examples of order reasons include price changes. 159 . However.Order Reason in Retroactive Billing Credit and debit memos and memo requests are not included in the retroactive billing list.

you need to assign a order type to the order reason as follows: • For primary documents. assign type 1 • For documents which are not relevant for retroactive billing. assign type 2 • For secondary documents. 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 160 .Prerequisites To make the credit and debit memos and memo requests relevant for retroactive billing.

Define Order Reasons 161 .

the system will use this billing document in retroactive billing as a primary document. • “Poor quality” would be a typical order reason for this type. • The system will then calculate the retroactive billing amount for this billing document just as for a standard invoice. 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. 162 . for example.Features When you enter an order reason which has been assigned a type in Customizing.

Example 1 163 .

The credit memo (no. The credit and debit memos created by the system both have the order reason price too high.Example 1 In this example. Therefore. these billing documents will be relevant for retroactive billing as secondary documents. Because 3 pieces were of poor quality. the customer received a credit of $30. 164 . 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. 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. the customer was sent an invoice with a net value of $100. 601 Invoices are always primary documents. However.2 602 ($10) on the basis of the invoice. the order reason poor quality has been assigned type 2 in customizing. 601) would normally not be included in the retroactive billing list. Should there be a subsequent retroactive billing run. which has been assigned type 1 in customizing. which means that the credit memo is a primary document relevant for retroactive billing.

Example 2 165 .

166 . which has been assigned type 1 in customizing. It then takes this difference ($15) and subtracts the net value of the secondary document.Example 2 If you enter an order reason with type 1 in a credit or debit memo or memo request. Therefore. but as secondary documents. “Price difference : price was too high” would be a typical order reason for this type. This example continues the process of the previous example. 604 ($5) on the basis of the invoice. the system calculates the difference between the net value of the invoice ($100) and today‟s net value ($85). As in the first example. for example. become relevant for retroactive billing. credit memo 602 ($10) and creates credit memo no. they in turn. the system will use this billing document in retroactive billing as a secondary document. The credit and debit memos created by the system both have the order reason price too high.

it displays them in the list in another colour. Documents with other order reasons • Although the system does not take documents with other order reasons into account. 601.50). 167 . 603 ($3) and creates debit memo no.Example 2 The system carries out the same procedure for credit memo no. 601.50) on the basis of credit memo no. It then takes this difference ($4.50) subtracts the net value of the secondary document. 605 ($1. It calculates the difference between the net value of the credit memo ($30) and today‟s net value ($25. debit memo no.

The retroactive billing list consists of a header and a list. • 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.Retroactive Billing List List containing billing documents relevant for retroactive billing. The Header includes information such as : • Payer • Sales Organization • Currency • Ordering Party 168 .

debit memos and debit memo requests are shown as positive values. Credit memos and credit memo requests are shown as negative values.e.e. the value that has already been billed. indicated by a negative sign (-) 169 . billing document items created by the retroactive billing with retroactive billing value i. the value that would be determined for the item if you were to reevaluate the billing document. the difference between the actual and item values.e. • If retroactive billing has already taken place.Retroactive Billing List The list consists of two parts: Actual net value of the invoice (highlighted) i. plus/minus values from the relevant credit and debit memos or memo requests in the list. A list of • Billing document items with the original item value i. • Related document items that are not relevant to retroactive billing for information purposes Invoices.

The system displays reasons for rejection in the retroactive billing list. soldto party and material. The following billing documents or items do not appear in the retroactive billing list. As a workaround. • Cancelled invoices or items • Cancellation documents • Proforma invoices 170 . Note that you cannot directly reject primary documents or set them to complete in order to remove them from the list.Retroactive Billing List The system calculates a separate subtotal for each combination of currency. you can create a credit or debit memo request with reference to the invoice for the retroactive billing document. The primary document will still appear in the list but with an amount of zero. Then reject this document.

If this were not the case. 171 . instead of credit or debit memos with reference to requests.Retroactive Billing List The following points should be noted: • The system lists credit or debit memo requests with reference to invoices. 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.

the system creates debit and credit memos with reference to invoices only. • Be aware that even though you create an overall pricing type for the list. 172 .Processing Retroactive Billing Lists The system does not automatically trigger the creation of a retroactive billing list when you create. For consistent data in the retroactive billing list: • Create credit and debit memos and memo requests with the same payer. Ideally. these two pricing types should be the same. sold-to party. change or delete condition records. material and sales organization as the referenced invoice. In retroactive billing. the system may include billing documents with a different pricing type. You must create the list manually. • Create credit and debit memo requests with the same currency as the referenced invoice. 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.

The system allows other users to call up the list for display. 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. 173 . in sales documents. the system blocks it for the client. or simply choose Refresh. payer and sales organization. To perform retroactive billing. when they try to perform retroactive billing the system informs them that the list is being processed. However.Processing Retroactive Billing Lists Make sure that you carefully maintain order reasons in customizing. a user who is already in the list to display or simulate can exit. and call the list up again. and even simulate retroactive billing. The system will always post the difference with the condition type PDIF. While you are processing the list.

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.


Procedure for Retroactive Billing

Enter Payer Enter sales organization


Procedure for Retroactive Billing
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.


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.


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. Review any errors that occur by choosing Log. The currencies in the referenced invoices are different. The sold-to parties in the referenced invoices are different. • • • • • • 178 . The sales areas in the referenced invoices are different.

You can define a billing plan at header level. Depending on the kind of business process you are carrying out. 179 .Billing Plan Purpose A billing plan is a schedule of individual billing dates for a single item in a sales document. the system can automatically propose one of two different types of billing plan: periodic billing or milestone billing. which is then valid for all items assigned to it.

For example. When you enter the project related make-to-order item in the sales order (or assembly order). 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. you can use a billing plan for billing a maketo-order item that is assigned to a project in the SAP Project System. if you are creating a rental contract. the system proposes a billing plan based on milestones defined for networks in the project. 180 . the customer is billed either a percentage of the project cost or simply a pre-defined amount. As each milestone is successfully reached.Billing Plan Periodic billing means billing a total amount for each individual billing date in the plan. For example.

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. the system determines from the item category whether a billing plan is required and. for milestone billing.Billing Plan During sales order processing. The type of billing plan that is determined at this point is set up in customizing and cannot be changed in the sales document. if so which type of plan. 181 . For example. you must be able to enter data to identify the individual milestones.

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 • • • • • • • • • • 182 .

The system determines the schedule of individual dates based on general date information.Billing Plan Functions 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. This general date information is copied either from contract header data or from proposals in the billing plan type. such as the start and end dates. 183 .

Billing block A billing block can be set for each date in a billing plan. At this point the system removes the block. you can specify a percentage to be billed or an actual amount. The block prevents processing for a particular billing date but does not necessarily affect any of the other dates in the plan. the system automatically sets a billing block for each date.Billing Plan Functions 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. 184 . for example. This block remains in effect until the project system reports back that the milestone in the corresponding network has been successfully completed. In milestone billing.

Billing Plan Functions Billing Index For every billing date in a plan. Billing Status The system assigns a billing status to each billing date in the plan. If a billing date is blocked for billing. The status indicates to what extent the billing has been processed for that particular date. the system copies this information into the index. 185 . the billing status is automatically set to C. This prevents a billed date from being billed again. After billing has been carried out successfully. the system creates and updates a billing index.

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.Billing Plan Functions Billing rule for milestone billing For every date in the milestone billing plan. The rule determines how the billing amount for the particular date is calculated. you can specify a billing rule. For example. 186 .

Billing Plan Functions
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.


Billing Plan Functions
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.


Billing Plan Functions
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.


Billing Plan Functions
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.


all billing plans linked to this header billing plan are automatically updated. If.Billing Plan Functions When using a header billing plan. 191 . you enter an exchange rate for the first date in the header billing plan. for example. this is automatically copied to the corresponding dates for the item billing plans.

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 192 .

For example. These rules determine. The billing plan type is displayed in the sales document but cannot be changed.How Billing Plans are Controlled 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. today‟s date plus one year). 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. based on the current date plus a specified time period( for example. The horizon calculates the last billing date in the billing plan. 193 .

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.How Billing Plans are Controlled Date Description Date descriptions are defined to describe the various purposes for which billing plans can be used. 194 .

if a project milestone has not been confirmed). maintenance contract and so on) Billing block ( the billing date may be blocked. Whether the date is fixed or not (in milestone. Billing type (proposes the type of billing document to be used during billing: invoice. for example. for example. 195 . whether the billing date is for a rental contract.How Billing Plans are Controlled Date Category The date category defines data for each billing date that appears in the billing plan. pro forma and so on). you may want the system to use the actual date of the milestone. the percentage of project completion or a monthly periodic payment for a service contract. for example. and so on). for example). For example. the date category determines the following data: Billing rule (determines whether the billing date is based on. Date description (specifies.

How Billing Plans are Controlled Proposed Date Category For every billing plan type. the system then automatically proposes the date category and its corresponding data for each billing date in the plan. The dates can be used as the basis for an actual billing plan and changed if required. This reference can be used during order processing. The date category “Final settlement” is not proposed as part of the standard SAP R/3 system and must be entered manually during processing. you can assign a date category. 196 . Proposed Date The date proposal function is used only for milestone billing. During sales processing. This function enables you to create a standard billing plan as a reference.

In customizing for sales. you can specify that individual item categories are relevant for order-related billing by means of a billing plan. 197 .How Billing Plans are Controlled Assigning Billing Plan Types to Sales Document Items Billing plan types are controlled by item category. You can also specify a billing plan type for each item category.

Periodic Billing Periodic billing can be used. quarterly. The following dates are important for billing date determination: • Start and end dates • Period (monthly. for example. 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. annually) • Horizon 198 . in rental contracts.

Periodic Billing 199 .

Periodic Billing Start and end dates Start and end dates define the duration of the billing plan and. Depending on the configuration of your system. the contract start date may be determined automatically as soon as the installation date is entered. these dates may be indirectly determined by the system. annually) The periodicity of the billing dates determines the frequency with which the billing dates are created in the billing plan and. Period (monthly. in addition. 200 . whether a billing date is processed for billing on the first or last day of the month. whenever possible. For example. are copied from the start and end dates of the corresponding rental contract. quarterly.

You use this field to activate automatic creation of credit memo dates in the billing plan 201 .

then a rule for determining the horizon can be entered. 202 . the system automatically extends the horizon and the schedule of billing dates into the future.Periodic Billing Horizon In case no end date is entered. • 1. If the current date is updated during processing. The horizon for periodic billing determines the last date of the billing plan. or the end date lies so far in the future that not all billing dates can be established. The horizon is always determined by a rule that uses the current date as a baseline. Choose Outline agreement  Contract  Subsequent functions  Horizontal periodic billing • Report RVFPLAN01 which supports this function can be scheduled to run at regular intervals. Select Logistics  Sales and Distribution  Sales • 2. The determination of dates according to the current horizon must be triggered manually via the following menu path.

settlement periods that have already been billed can be re-credited automatically. It is unimportant whether the end date changed because of a rule (e. depending upon your agreement with the customer. Correction dates are created automatically if the field Corr is activated in the document billing plan data. Deactivating the field removes the correction dates again. contract end date) or whether it was entered manually. The most important criterion is that if the end date or „to-date‟ is changed. 203 . it comes before the last billed date.g.Credit Memo Date in the Billing Plan Use After cancellation of a contract. Activation of the field can be carried out manually or automatically via customizing.

204 . After further negotiations with the customer. a corresponding correction date is set. As soon as the end date is changed. 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.Credit Memo Date in the Billing Plan Example The contract had a duration of four months and all dates were billed.

Credit Memo Date in the Billing Plan 205 .

The billing dates to which the correction dates refer cannot be cancelled. If you only want to reimburse a certain amount to the customer. then you can only do this by fixing the end date. 206 . Correction dates which have already been billed can no longer be changed.Credit Memo Date in the Billing Plan The value of a correction date cannot be changed.

date‟ field.cor. You can configure authorizations for changing the billing block in the document (activating and deactivating )using authorization object V_VBAK_AAT 207 . you activate the automatic creation of credit memo dates in the billing plan.Credit Memo Date in the Billing Plan Prerequisites You need to make the following settings in Customizing for billing plans: Billing plan type for periodic billing In the „Aut. 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 maintain the proposal billing type for the credit memo date in the billing plan. Date category maintenance In the billing type field.

The following figure shows an example of milestone billing. Each milestone-related billing date is blocked for processing until the Project System confirms that the milestone is completed. In the SAP R/3 system. milestones are defined in a network along with planned and actual dates for the completion of work.Milestone Billing Milestone billing is typically used for billing projects. 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. 208 . Such projects include a series of milestones that mark the completion of different stages of the work. such as plant engineering and construction projects. The milestones are also assigned to the billing dates in the billing plan.

Milestone Billing 209 .

Milestone Billing For each billing date in a milestone billing plan. if the date is earlier than the planned billing date for the date. 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. 210 . To make this assignment. Milestone assignment is possible for all other values. the Fixed date field of the proposed date category of the billing plan type must not be blank. It is also possible to assign milestones to the dates of the billing plan during milestone billing if no network plan has been opened. The additional fixed value of Fixed date means that you cannot assign it to a milestone. In order to do this you must assign the milestone manually in billing plan maintenance.

Each schedule line can be assigned to a network in a project. select Item  Schedule lines • 2. proceed as follows: • 1. In one of the overview screens of the sales document. To display the project-related data for a schedule line. Mark the schedule line and select Procurement details.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. 211 .

212 . Data copied to the assigned items cannot be changed in the items.Billing Plans at Header Level You can define a billing plan at header level which is valid for all items assigned to it.

By marking the header billing plan on the item billing plan screen. Once an item has been partially billed. it can be removed from the header but no longer attached to it. Dates which have already been billed cannot be changed. determines billing document value and determines document status at item level irrespective of the header. 213 . you can remove the assignment and maintain the item billing plan separately. In periodic billing.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. you can display the relevant item/ header billing plan assignment. You can remove or set an assignment with the assignment indicator. 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. If you want to define billing plans for specific items. the system carries out pricing.

billing document value and status at header level are determined dynamically from all assigned items.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. The document value at header level is the sum of all assigned items. 214 .

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”) 215 .Displays In the sales order.

When you make changes at header level (e. the following functions are carried out at item level: Determining billing document value on a percentage basis.g. If you want to schedule milestones in an item separately from the header. new billing dates or changes to percentage rates). Dates at header level are copied from all item billing plans assigned to that header. 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. you must first remove the item from the header billing plan before milestones can be assigned to it. Header data will once again be valid for the item. In milestone billing. the related items are automatically changed accordingly. The system does not allow you to make changes at item level.Header Billing Plans in Milestone Billing The system copies the basis for the header billing plan from customizing. All manually set milestones will be deleted when you reassign this item to the header billing plan. 216 .

the following functions are carried out exclusively at item level: • Pricing • Determining status • Determining date-from and date-to For this reason. If you change the rule or the manual validity period at header level. the resulting dates will be copied to the item level. no billing document value or status appear in the header billing plan. These dates are copied to the item billing plans. Changes to validity period Start and end dates establish the billing validity period and can be determined automatically using a rule or entered manually. 217 .Header Billing Plans in Periodic Billing In periodic billing.

Header Billing Plans in Periodic Billing To maintain different dates at item level. 218 . If the manual dates from the Date-from and Date-to fields are deleted. proceed as follows: • If you specify a validity period manually in the Date-from and Date-to fields in the item billing plan. The dates which the system determines at item level remain valid even if you make changes to the header billing dates. the system will again use the rule in the billing header to determine billing dates. the system deletes the rule and uses the manual dates from these two fields to determine the relevant billing dates.

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 219 .

g advance rental 220 . The field In advance is to be set if the billing is to be done in advance e. This field determines whether the billing dates are automatically determined or whether they must be entered manually.Define Billing Plan Types . up to which dates should be set. It is always determined from a rule which can be entered in the billing plan type.Periodic Billing Horizon specifies the last date for periodic billing.

Define Billing Plan Types – Milestone Billing Rule for origin of start date of billing plan 221 .

Define Date Description 222 .

The date descriptions are entered for the date categories and are then found with the billing plan dates in the order document and printed. Enter the date description for the date categories for which you want to use the description. 223 . The descriptions are used only for differentiating between the billing dates and have no controlling function. 2. you define date descriptions. These are the textual descriptions for the respective billing dates in the billing plan. Example In the billing plan. the distinction is made for example between billing dates for rent or maintenance.Define Date Descriptions In this step. 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.

Define and Assign Date Categories 224 .

Define and Assign Date Categories 225 .

Assign Date Category Proposal for Billing Plan 226 .

in a further step. • 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. that the entire invoice value is distributed between the dates and a part of the total value is billed for each date. you can have several date categories for a billing plan type. The date category controls at billing date level. if necessary which billing block the billing date has. • Whether and. Billing rule 2 of the standard system (Value based milestone billing) specifies. you must specify.Define and Assign Date Categories In this step. a default date category for each billing plan type. • Whether the billing date is a fixed date. for example. The date category also specifies the description for the billing date. you can assign one or more date categories to each billing plan type or create new date categories. 227 . Since.

Maintain Date Proposals for Billing Plan Types 228 .

Maintain Date Proposals for Billing Plan Types 229 .

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.Maintain Date Proposals for Billing Plan Types The date proposal specifies a sequence of dates which can be used during order processing as a reference for date determination. go to the detail screen of the date proposal and select the function „Maintain date‟. To maintain the date proposal for milestone billing. 230 . and placed in the billing plan. the dates are copied according to the reference. re-determined on the basis of the current rules.

Assign Billing Plan Types to Sales Document Types 231 .

Assign Billing Plan Types to Item Categories 232 .

233 .Assign Billing Plan Types to Item Categories In this IMG activity. 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. 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.

Define Rules for Determining Dates 234 .

Define Rules for Determining Dates Enter a calendar ID in this field to influence the date calculated by the system during indirect date determination 235 .

• You can define the period in any way by specifying a number with a corresponding time unit. beginning of contract) forms the basis of every date determination rule. current date. A period to be defined is added to this baseline date. • If you use a calendar ID to define a rule. the system determines the next possible workday starting from the baseline date. you may not specify a period. beginning of the contract) and cannot be changed. 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. 236 . If you use a calendar ID.Define Rules for Determining Dates A baseline date (for example. current date.

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