Billing

<Site>

Right Solution, Right Time, Right Price

Business Process Workshop

The objectives of the Billing workshop is to:
Provide an overview of the Billing Business Processes
Demonstrate how SAP will be used to manage these processes.

Agenda
Topics:
I. Overview
II. Processing Individual Billing Documents
III. Processing Billing Due List
IV. References

I.

Overview

Billing Documents
Billing document is a generic term for invoices, credit memos, debit memos,
proforma invoices, and cancellation documents.
A billing document is made up of a header, which contains data that applies to the
whole document, and of any number of items.
An accounting document records changes in values in a company code arising
from accounting transactions. They consist of one or more line items (postings)
each of which represents an individual transaction posted to an account.
When posting an accounting document, the system updates the transaction figures
in the accounts the document is posted to.
Billing Document (Invoice)
List of Accounting
Documents for Invoice

Billing Documents
The Billing Document represents the final function in the SD order
process chain.
Billing documents can be issued through deliveries, sales orders,
credit memos, and debit memos.

II.

Processing Individual
Billing Documents

Types of Billing Documents

In SAP, there are a variety of different billing documents that can be
generated. Most billing documents will originate from outbound deliveries.
However other types can be created off an order. For example, credit memos
never have deliveries; therefore the billing document is generated from the
order as a credit memo request.
SAP Code
F2
F5
F8
G2
L2
FV
ZF2
RE

Billing Document Description

Invoice that references a delivery note.
Proforma Invoice for an order.
Proforma Invoice for a outbound delivery.
Credit Memo
Debit Memo
Invoice Contract - Service
Customer Property Invoice
Credit for Returns

Creating a Billing Document

Invoices will typically be created using the Billing Due List which
creates invoices in bulk that are due for billing. (See section III).

However, an individual billing

document can be created in VF01
following the menu path:
Logistics, Sales and Distribution,
Billing, Billing Document, Create.

Creating a Billing Document

Enter the document to
be billed and hit enter.
The billing type will
automatically default
from the type of
document entered.

If creating FD Related party invoices or Proforma invoices, you must designate that
first in the billing type before entering the document number.

Creating a Billing Document

The next screen will show you what is on the reference document that you
entered. The example below, the reference document originated from a
delivery document. The material on the delivery will be invoiced once the
save icon is clicked.

Save Icon

10

Review the
document to
check pricing,
taxes, freight,etc.
are correct. Then
click on the save
icon to complete
the invoice.

Creating a Billing Document

Once the system is finished processing
the invoice, it will move to this screen.
At the bottom will be a notice that your
invoice and its corresponding number
have been saved.

NOTE: The billing document is not

complete until the corresponding
accounting documents have been
generated.

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Displaying a Billing Document

Follow the menu path Logistics, Sales and
Distribution, Billing, Billing Document,
Display. Double click.

Enter the billing

document number.

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Displaying a Billing Document

The invoice
lines will be
displayed.

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Displaying a Billing Document

While in the invoice, you can view
the accounting documents by
clicking on the accounting button.

A list of the accounting documents

associated with the invoice will be
displayed. Double click on a specific
document to view it.

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Proforma Invoices
A proforma invoice is an invoice that is generated before the shipment is made.
Often the proforma invoice is used by our customers to obtain importation
license when shipping overseas.
There are two methods by which a proforma invoice is generated:
For an entire sales documentissued for the entire open order.
For an outbound deliveryissued for just the material on a specific delivery.
Note: Data from Proforma invoices is not transferred to Accounting.

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Creating a Proforma Invoice from a Sales Document

From the drop down
menu, choose the
billing type
Proforma for
Order.

Enter the sales order

document number.
Hit enter.

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Creating a Proforma Invoice from a Sales Document

The material on the
order will be listed.
To finish processing
your proforma
invoice, click on the
Save icon.

Once the invoice has been generated,

the document number will appear at
the bottom of the screen.
The document will automatically
print to the users designated printer.
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Creating a Proforma Invoice from a Delivery

From the drop down menu,
choose the billing type Pro
Forma Inv f Dlv.
The material on the
delivery will be listed.
To finish processing your
proforma invoice, click on
the Save icon.
The document number
will appear at the bottom
of the screen. The
document will
automatically print.

18

Printing a Billing Document

When a billing document is created, it automatically prints at the designated
printer of the user. However if another print out is required, output can be
generated.
Printing any type of sales document in SAP is referred to as output.
You can generate output for Billing documents in several locations:
VF03Display Billing Document
VF31Issue Billing Documents

19

Review
Where are the majority of invoices going to be
generated?
What is a proforma invoice?
What are the two ways a proforma invoice can be
generated?

27

III. Processing Billing Due List

30

Billing Due List

The Billing Due List is a list of sales documents that are ready to be processed.
Example: All deliveries and orders that have been processed for the day (i.e.
post goods have been issued) will be invoiced when the Billing Due list is
processed.
Note: Billing date will be the same day as the day the post goods was issued for
deliveries. The billing dates on credit and debit memos will be updated by the
approver.
The list can be created using different selection criteria such as sold-to party,
shipping point, etc. Also, you can decide whether the billing list should include
just delivery-related documents, order-related, or both.
The billing due list can be run in background as a batch job at a specific time of
the day. However, <Client> will not use this functionality at 9/00
implementation.
If during processing any problems or errors arise, you view the billing log to
determine which billing documents were created from the billing due list and
whether any errors occurred.
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Processing the Billing Due List

While individual billing documents are created by Sales, the Billing Due List will
be processed by Finance. All deliveries, credit memos, debit memos, billings,
returns, etc. are processed through the Billing Due List daily.

Follow the menu path:

Logistics
Sales & Distribution,
Billing,
Billing Document,
Process Billing
Due List

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Processing the Billing Due List

The Billing Due List is
generated based on the
criteria you enter.
The billing date will
default to todays date.
Delivery-related
documents will also
default.

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Processing the Billing Due List

Below is an explanation of the different criteria by which the
Billing Due List can be generated. These are optional filters.

Field Name
Billing date from/to
Billing type

SD document

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Description
Range of billing due dates to be
selected
Identifier for the types of billing
documents that require different
processing by the system
Number of the reference document

Field Name
Destination country
Sort Criterion

Order-related

Sales Organization

Organization responsible for the sale of Deliveries

certain products

Distribution channel

The w ay product and services reach a Request for rebate

customer

Division

Grouping of a materials

Shipping Point

A Physical location from w here material No docs w ith billing

is shipped
blocks

Sold-to party

Number of the sold-to party

Intercompany billing

Description
Identifier for the country of the ship-to
party
Sort term that determines how the
documents are sorted w hen the
system creates the billing documents
Flag that determines if the system
should select sales documents that
have not been invoiced
Flag that determines if the system
should select deliveries documents that
have not been invoiced
Flag that determines if the system
should select rebate sales documents
that have not been invoiced
Flag that determines if the system
should select intercompany
transactions that have not been
invoiced
Flag that determines if the system
should select sales documents that
have been blocked for billing

Processing the Billing Due List

Once all of the pertinent
criteria has been
entered, click on the
Execute DisplayBillList
to process the list.

Both order-related and

Delivery-related documents
should be checked when
running the daily list.
Note: <Client> will not utilize
rebate-related and intercompany
billing functions here.

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Processing the Billing Due List

The next screen will display all of the documents ready to be billed that fit the
criteria given. All the lines are automatically highlighted for billing. To
unselect them, you can use the Deselect all button.

Deselect All

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Processing the Billing Due List

Highlight the documents that you would like to bill by clicking on the lines. If you are
only billing one document, click on the Individual Billing Document. If you are
selecting more than one document, carefully highlight the desired documents to be billed.
Then click on the Collective Billing document button.

At the bottom of the screen, the system will indicate what sales
document it is currently processing.
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Processing the Billing Due List

Log Display Icon

To see the a log of what

billing document
numbers were generated
and if any errors
occurred, click on the
log icon. (This can also
be accessed from the
drop down menu by
following the path Edit,
Log).

The condensed log will

be displayed. To see
more detail, click on the
Documents button.

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Processing the Billing Due List

The Billing
document number
will be displayed.

Clicking on
Disp. Doc.
button would
show each
billing
document detail
individually.

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Processing the Billing Due List

Clicking on the
Document flow
button would show a
list of all the sales
document associated
with each billing
document.

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Errors when Processing the Billing

Due List
If an error occurred while
processing a sales document, it
would show as an error on the
Processing log.

The unprocessed document can be

accessed by clicking on Display
Doc..

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Processing the Billing Due List

While in the document, click on
Edit, then Log.

The error log will be displayed

with the specific problem on the
sales document.

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Review
Who will processes the Billing Due List?

Where can the results of the Billing due list be viewed ?

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IV. References

50

SD Document Ranges and Types

From Number To Number

Sales Document

Types

Delivery Document Types

Billing Document

Types

0000000001 0004999999 Consignment Fill-up (KB)

Consignment Issue (KE)
Free of Charge Delivery (FD)
Subsequent Delivery Free of Charge (SD)
Rush Order (SO)
Standard Order (OR)
Customer Property Repair (ZCPR)

0005000000
0010000000
0020000000
0030000000
0040000000
0050000000
0060000000

0065000000
0066000000
0070000000
0075000000
0080000000

0005999999
0014999999
0024999999
0034999999
0044999999
0054999999
0064999999

Third Party Order (ZTA)

Inquiry (IN)
Quotation (QT)
Scheduling Agreement (DS)
Quantity Contract (CQ)
Service Contract (WV)
Credit Memo Request (CR)
Returns (RE)
Returns Exchange (ZE)
Returns Customer Property (ZE1)
Consignment Pick-up (KA)
0065999999 Consignment Returns (KR)
0069999999
0074999999 Debit Memo Request (DR)
0079999999
0083999999

Credit Memo (G2)

Debit Memo (L2)
Outbound Delivery (LF)
Outbound Delivery Consignment (ZX)

0090000000 0090999999

0095000000 0095999999
0096000000 0099999999
0084000000 0084999999

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Invoice (F2)
Invoice Contract Service (FV)
Credit for Returns (RE)
Customer Property Invoice (ZF2)
Pro Forma for Order (F5)
Customer Property Repair (ZC)
Rush Outbound Delivery (ZF)
Returns Delivery (LR)
Returns Exchange (ZR)