SAP ECC 6.0 EhP3
August 2008
English
Credit Memo Processing
(204)
Business Process Documentation
SAP AG
Dietmar-Hopp-Allee 16
69190 Walldorf
Germany
SAP Best Practices
Credit Memo Processing (204): BPD
Copyright
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SAP Best Practices
Credit Memo Processing (204): BPD
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Credit Memo Processing (204): BPD
Contents
1
Purpose .....................................................................................................................................5
2
Prerequisites..............................................................................................................................5
2.1
Master Data and Organizational Data ................................................................................5
2.2
Business Conditions ...........................................................................................................7
2.3
Roles ..................................................................................................................................7
3
Process Overview Table ...........................................................................................................7
4
Business Processes ..................................................................................................................8
4.1
Sales Order Entry ...............................................................................................................8
4.2
Removing Billing Block .................................................................................................... 10
4.3
Billing ............................................................................................................................... 12
5
Follow-Up Processes ............................................................................................................. 13
6
Appendix................................................................................................................................. 14
6.1
Reversal of Process Steps .............................................................................................. 14
6.2
SAP ERP Reports ........................................................................................................... 15
6.3
Used Forms ..................................................................................................................... 15
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Credit Memo Processing (204): BPD
Credit Memo Processing
1
Purpose
The Credit Memo process is used to apply a credit to a customer account once you have
determined that a customer has been overcharged as a result of a pricing or sales tax rate error.
An Invoice Correction Request is then created with the amount to be credited, and placed on a
billing block for review. It must then be released to become billing relevant, and appear on the
billing due list. The periodic billing process creates a credit memo to be sent to the customer, and
posts an accounting document.
2
Prerequisites
2.1 Master Data and Organizational Data
SAP Best Practices Standard Values
Essential master and organizational data was created in your ERP system in the implementation
phase, such as the data that reflects the organizational structure of your company and master
data that suits its operational focus, for example, master data for materials, vendors, and
customers.
This master data usually consists of standardized SAP Best Practices default values, and
enables you to go through the process steps of this scenario.
Additional Master Data (Default Values)
You can test the scenario with other SAP Best Practices default values that have the
same characteristics.
Check your SAP ECC system to find out which other material master data exists.
Using Your Own Master Data
You can also use customized values for any material or organizational data for which
you have created master data. For more information about how to create master
data, see the Master Data Procedures documentation.
Use the following master data in the process steps described in this document:
Master /
Org. data
Value
Master / Org. data details
Comments
Material
H11
Trading Good for Reg.
Trading (MRP planning)
See sections Business Conditions
and Preliminary Steps
no Serial no.; no batch
Material
© SAP AG
H12
Trading Good for Reg.
Trading (reorder point
planning)
See sections Business Conditions
and Preliminary Steps
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SAP Best Practices
Master /
Org. data
Value
Credit Memo Processing (204): BPD
Master / Org. data details
Comments
no Serial no.; no batch
Material
Material
Material
Material
Material
H20
H21
H22
F29
F126
Trading Good for Reg.
Trading (reorder point
planning)
Only use if you have activated the
building block Serial Number
Management (126).
with serial numbers, no
batch
See the sections Business
Conditions and Preliminary Steps.
Trading Good for Reg.
Trading (reorder point
planning)
Only use if you have activated the
building block Batch Management
(117).
no Serial no.; batch
controlled (Exp. Date)
See sections Business Conditions
and Preliminary Steps.
Trading Good for Reg.
Trading (reorder point
planning)
Only use if you have activated the
building block Batch Management
(117).
no Serial no.; batch
controlled (FIFO
strategy)
See sections Business Conditions
and Preliminary Steps.
Finished Good MTS for
Process Industry (PD
planning)
Only use if you have activated the
building block Batch Management
(117).
no Serial no.; with batch
(Exp. Date)
See sections Business Conditions
and Preliminary Steps.
Finished Good MTS for
Discrete Industry (PD
planning)
Only use if you have activated the
building block Serial Number
Management (126).
with Serial no.; with / w/o
batch (FIFO strategy)
See sections Business Conditions
and Preliminary Steps.
You can test the scenario using
another domestic customer
Sold-to
party
100000
Domestic Customer 00
Ship-to
Party
100000
Domestic Customer 00
Payer
100000
Domestic Customer 00
Plant
1000(1100)
Storage
Location
1030/
1040(1130/
1140)
Shipping
Point
1000(1100)
Sales
organizatio
n
1000
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SAP Best Practices
Master /
Org. data
Value
Distribution
channel
10
Division
10
Credit Memo Processing (204): BPD
Master / Org. data details
Comments
2.2 Business Conditions
The business process described in this Business Process Procedure is part of a bigger chain of
integrated business processes or scenarios. As a consequence, you must have completed the
following processes and fulfilled the following business conditions before you can start going
through this scenario:
Business condition
Scenario
You have completed all relevant steps described in
the Business Process Procedure Prereq. Process
Steps (154).
Prereq. Process Steps (154)
To run through this scenario, you must already have
sold some goods.
Sales Order Processing: sale from
stock (109)
2.3 Roles
3
Business Role
Details
Activity
Sales Administration
SAP_BPR_SALESPERSON-S
Sales Order Entry
Sales Billing
SAP_BPR_SALESPERSON-S2
Billing
Accounts Receivable
Manager
SAP_BPR_AR_CLERK-K
Remove Billing Block
Employee
(Professional User)
SAP_BPR_EMPLOYEE-S
Assignment of this role is
only necessary if you
want to print the invoice
via the system icon Print
Invoice.
Automatic printing is
possible without
assignment of this role.
Process Overview Table
Process step
Sales Order
© SAP AG
External
process
reference
Business
condition
Business
role
Transaction
code
Expected
results
Request for
Sales
VA01
Order saved,
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Process step
Credit Memo Processing (204): BPD
External
process
reference
Business
condition
Business
role
Entry
customer
credit, result
of over-charge
on invoice
Administration
Remove Billing
Block
Request
approved
Accounts
Receivable
Manager
V23
Block removed
Billing
Documents
and postings
required
Sales Billing
VF04
Posting to
customer
account
Outgoing
Payment
Accounts
Receivable
(157)
Closing
Operations
Sales:
Period End
Closing
Operations
(203)
4
Transaction
code
Expected
results
billing block
auto assigned
to Sales Order
Business Processes
4.1 Sales Order Entry
Use
The customer will receive a credit for incorrect charges.
Procedure
Option 1: SAP Graphical User Interface (SAP GUI)
1. Access the transaction choosing one of the following navigation options:
SAP ECC menu
Logistics  Sales and Distribution  Sales  Order 
Create
Transaction code
VA01
2. On the Create Sales Order: Initial Screen, make the following entries:
Field name
User action and values
Order Type
RK
3. Choose Create with reference.
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4. Enter the billing document number and choose Copy.
The sales document is automatically created by copying lines from the original
invoice. For every line in the invoice, two lines are created in the sales document:

The first one cannot be modified and reports the total amount of the original
invoice line with same quantity and opposite sign in the value.

The second one can be modified and reports the total amount of the original
invoice with same quantity and same value.
Given that we are correcting the amount of an invoice line that was wrong in its
original line, the user will specify the correct amount in the second of the two lines. In
this way the total correction amount will be correctly calculated as the difference
between the first line (reporting the old wrong value) and the second line (reporting
the new correct value).
5.
On the Sales tab page, enter an order reason, for example Damaged in transit, then choose
Item Conditions.
6. Change the amount of second line(s) using condition PR00 (CnTy). Select the item and
choose Item conditions. In the Amount for the Pricing condition PR00 field change the
amount.
If you want to change the header text on the invoice that will be created later in the
process, choose Goto  Header  Texts. Select Header Note 1, enter note text (for
example, Reason for Debit Memo) and choose save. If you want to change the item
text, mark an item and choose Goto  Item  Texts from the menu. Choose
Material Sales Text, enter the item text and choose save.
7. Choose Save.
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
1. Access the transaction choosing one of the following navigation options:
Business role
Sales Administration
(SAP_BPR_SALESPERSON-S)
Business role menu
Sales  Sales Orders  Create Sales Order
2. On the Create Sales Order: Initial Screen, make the following entries:
Field name
User action and values
Order Type
RK
3. Choose Create with reference.
4. Enter the billing document number and then choose Item selection.
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Credit Memo Processing (204): BPD
5. On the Create with Reference screen, choose the items to be referenced and choose Copy.
If batch management is implemented you have two items in the billing document (if
the relevant settings for batch cumulating are not implemented, see note 77414).
Select the item that has a quantity.
The sales document is automatically created by copying lines from the original
invoice. For every line in the invoice, two lines are created in the sales document:

The first one cannot be modified and reports the total amount of the original
invoice line with same quantity and opposite sign in the value.

The second one can be modified and reports the total amount of the original
invoice with same quantity and same value.
Given that we are correcting the amount of an invoice line that was wrong in its
original line, the user will specify the correct amount in the second of the two lines. In
this way the total correction amount will be correctly calculated as the difference
between the first line (reporting the old wrong value) and the second line (reporting
the new correct value).
6. Enter an order reason (for example, Damaged in transit).
7. Choose the second item.
8. Choose Item Details.
9. On the Conditions tab page, adjust the amount for condition PR00 (CnTy).
If you want to change the header text on the invoice that will be created later in the
process, choose More  Goto  Header  Texts. Select Header Note 1, enter note
text (for example, Reason for Debit Memo) and choose save. If you want to change
the item text, mark an item and choose More  Goto  Item  Texts from the
menu. Select Material Sales Text, enter the item text and choose save.
10. Choose Save.
Result
The order is saved and a billing block is assigned to the credit memo.
4.2 Removing Billing Block
Use
The sales order entry procedure assigned a billing block to the credit memo. In this activity, you
remove the billing block.
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Credit Memo Processing (204): BPD
Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu
Logistics  Sales and Distribution  Sales  Information
System  Worklists  Sales Documents Blocked for
Billing
Transaction code
V23
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business role
Accounts Receivable Manager
(SAP_BPR_AR_CLERK-K)
Business role menu
Accounts Receivable  Billing  Sales Documents
Blocked for Billing
2. On the screen, make the following entries:
Field name
Description
User action and values
Comment
Billing block
header
Sales
organization
<Sales Organization>
Distribution
channel
<Distribution Channel>
Division
<Division>
Entered on
<beginning date>
Entered on to
<ending date>
3. Choose Execute.
The system may issue the information message, Execute selection report
SDSPESTA first. Confirm this message.
4. On the next screen, select the document, and then choose Edit Sales Doc.
5. On the Change Invoice Correction Request 6xxxxxxx: Overview screen, in the Billing Block
dropdown menu, select the blank entry to remove the billing block.
6. Choose Save.
Result
The billing block is removed.
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4.3 Billing
Use
In this activity you generate a billing document and credit the customer’s account.
Procedure
Option 1: SAP Graphical User Interface (SAP GUI)
1. Access the transaction choosing one of the following navigation options:
SAP ECC menu
Logistics  Sales and Distribution  Billing  Billing
Document  Process Billing Due List
Transaction code
VF04
2. On the screen, enter the relevant search criteria and in the Documents to be selected area,
choose Order-Related.
3. Choose Display Bill List.
4. Select the row with the sales order and choose Individual Billing Document.
5. Choose Save.
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
1. Access the transaction choosing one of the following navigation options:
Business role
Sales Billing
(SAP_BPR_SALESPERSON-S2)
Business role menu
Sales  Billing  Create Billing Document
2. On the Create Billing Document screen, choose Billing due list.
3. On the initial screen, enter the relevant search criteria and in the Documents to be selected
area, choose Order- related and uncheck Delivery-related.
4. Choose Display Bill List.
5. Select the row with the sales order and choose Individual Billing Document.
6. Choose Save.
Result
The Credit Memo is printed.
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Credit Memo Processing (204): BPD
The printout of the credit memo is executed automatically and immediately (see
settings in transaction VV33 for Output Type RD00 and defaults in user settings in
transaction SU01).
You can also start the printout manually:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu
Logistics  Sales and distribution  Billing  Billing
document  Display
Transaction code
VF03 Display Billing Document
1.
Go to transaction VF03, in the screen Display Billing Document: From the menu choose
Billing document  Issue Output to
2.
Mark the line with the message type RD00
3.
Choose Print.
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business role
Sales Billing
(SAP_BPR_SALESPERSON-S2)
Business role menu
Sales  Billing
1.
Choose All Billing Documents tab page (refresh the current query if necessary).
2.
Mark your billing document.
3.
Choose Print Invoices.
5 Follow-Up Processes
You have finished all activities that are part of the business process described in this document.
To accomplish subsequent activities of this business process, carry out the process steps
described in one or more of the following scenarios, using the master data from this document.
Accounts Receivable (157)
Use
In this activity you post the outgoing payment.
Procedure
Complete all activities described in the Business Process Procedure of the scenario: Accounts
Receivable (157) (Chapters “Post Payment using Automatic Payments Program” or “Outgoing
Payments - manually”) using the master data from this document.
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Sales: Period End Closing Operations (203) (optional)
Use
This scenario describes the collection of periodic activities such as day ending activities or legal
requirements like Intrastat and Extrastat reporting.
Procedure
Complete all activities described in the Business Process Procedure of the scenario: Sales:
Period End Closing Operations (203) (Chapters “Review Sales Documents blocked for billing”,
“Review Billing Due List”, “Review Log of collective invoice creation” and “Review List Blocked
(for accounting) Billing Documents”) using the master data from this document.
6
Appendix
6.1 Reversal of Process Steps
In the following section, you can find the most common reversal steps, which you can take to
reverse some of the activities described in this document.
Sales Order Entry
Transaction code ( SAP GUI)
VA01
Reversal:
Delete Sales Document
Transaction code ( SAP GUI)
VA02
Business role
Sales Administration
Business role menu
Sales Sales Orders Change Sales Order
Comment
Select menu Sales Document → Delete.
Remove Billing Block
Transaction code ( SAP GUI)
V23
Reversal:
Re-assign Billing Block
Transaction code ( SAP GUI)
VA02
Business role
Sales Administration
Business role menu
Sales Sales Orders Change Sales Order
Comment
Billing
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Transaction code ( SAP GUI)
VF04
Reversal:
Cancel Billing document
Transaction code ( SAP GUI)
VF11
Business role
Sales Billing
Business role menu
Sales  Billing  Change Billing Document
Comment
Go to transaction VF11, enter the relevant billing document
number, press Enter and save your result. An invoice
cancellation document has been created balancing the
original invoice.
6.2 SAP ERP Reports
Use
The table below lists the reports that you can use to obtain additional information on this business
process.
You can find detailed descriptions of the individual reports in the following BPP
documents, which provide a comprehensive compilation of all important reports:

Financial Accounting: SAP ERP Reports for Accounting (221)

Logistics Processes: SAP ERP Reports for Logistics (222)
Note that the descriptions of some reports that are an indispensable part of the process flow may
be located directly in the section where they belong.
Reports
Report title
Transaction
code
Comment
List of Sales Orders
VA05
A list of all selected sales orders is
displayed.
List Billing Documents
VF05
A list of all selected billing documents is
displayed.
6.3 Used Forms
Common Form
Name
Form Type
Used in Process Step
Output
Type
Technical name
Sales Invoice
Smartforms
Billing
RD00
YBAA_SDINV
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