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.
1
Agenda
Topics:
I. Overview
II. Processing Individual Billing Documents
III. Processing Billing Due List
IV. References
2
I.
3
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
4
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.
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II.
6
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
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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.
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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.
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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
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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 it’s 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.
14
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 document—issued for the entire open order.
• For an outbound delivery—issued for just the material on a specific delivery.
Note: Data from Proforma invoices is not transferred to Accounting.
15
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 user’s designated printer.
17
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:
VF03—Display Billing Document
VF31—Issue 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?
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III. Processing Billing Due List
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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 today’s 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.
35
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.
37
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
51
Sales 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
0005999999
0014999999
0024999999
0034999999
0044999999
0054999999
0064999999
0065000000
0066000000
0070000000
0075000000
0080000000
0065999999
0069999999
0074999999
0079999999
0083999999
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)
Consignment Returns (KR)
0090000000
0090999999
0095000000
0096000000
0084000000
0095999999
0099999999
0084999999
Delivery Document Types
Billing Document
Types
Credit Memo (G2)
Debit Memo Request (DR)
Debit Memo (L2)
Outbound Delivery (LF)
Outbound Delivery Consignment (ZX)
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)