Title: Sales Order Milestone Billing
Category 1 : Sales
Category 2 : Sales Clerk
Work Instruction
Sales Order Milestone Billing
VA01
Purpose
Use this procedure to create a sales order which is to be invoiced using a milestone billing plan.
Trigger
Perform this procedure when a new project has been created and the invoicing details are
known such that the sales order and invoicing dates and amounts may be entered.
Unlike standard sales orders, fixed amount (milestone) sales orders may be entered
and saved without order amounts being entered. In this case the order should be
changed at a later date and amounts entered prior to invoicing.
Prerequisites

Customer to which the sales order pertains should exist in SAP.

WBS element to which the sales revenue is assigned must exist.

If milestones are to be copied then these must have already been assigned to the WBS.
Menu Path
Use the following menu path to begin this transaction:

Select Logistics  Sales and Distribution  Sales  Order  Create to go to the
Create Sales Order: Initial Screen.
Transaction Code
VA01
Additional Information
For more information on creating standard sales orders and credit notes see the Help
documentation for VA01 “Create a Sales Order” and “Incompletion logs”.
Filename: 106760682
Reference: VA01
Version: Preliminary
Last Modified: 3/8/2016 1:17 PM
Work Instruction
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Title: Sales Order Milestone Billing
Category 1 : Sales
Category 2 : Sales Clerk
Procedure
1.
Start the transaction using the menu path or transaction code.
Create Sales Order: Initial Screen
2.
As required, complete/review the following fields:
Field Name
Order Type
R/O/C
R
Description
Enter an Order Type.
Example:
ZRG
The order type must be one which relates to fixed
amount (milestone) billing in order for the billing plan
screen to appear.
Sales office
R
Enter a Sales office.
Example:
QC01
The sales office determines where invoices for the
sales order will be printed.
Filename: 106760682
Reference: VA01
Version: Preliminary
Last Modified: 3/8/2016 1:17 PM
Work Instruction
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Title: Sales Order Milestone Billing
Category 1 : Sales
Category 2 : Sales Clerk
3.
Click on
.
Create RG Standard Order: Overview
4.
As required, complete/review the following fields:
Field Name
Sold-to party
R/O/C
R
Description
The Sold-to party is the customer number of the business
partner to whom the sale is being made.
Example:
Purch.order no.
R
808805
This is the PO number supplied by the customer.
Example:
12345678
If one is not available a customer contact name
should be entered. If nothing is available enter “.”
PO date
R
Example:
Material
R
The code representing the goods or services being sold.
Order quantity
Filename: 106760682
Reference: VA01
R
01.10.2003
Example:
2000010
Example:
1
Version: Preliminary
Last Modified: 3/8/2016 1:17 PM
Work Instruction
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Title: Sales Order Milestone Billing
Category 1 : Sales
Category 2 : Sales Clerk
Field Name
Rate
R/O/C
R
Description
The overall value of the sales order.
Example:
8000
Unlike standard sales orders, the rate field may be left
blank if the value of the order is unknown at order
creation time. If a value is entered here then the total
of the billing plan values is verified against this value
and a warning issued if a difference is found.
It is important that a value is entered in the rate field
prior to invoices being raised in order that a value is
entered in the invoice. The invoice value is taken from
the value entered in the billing plan but without a value
in this field an invoice value will not be populated.
WBS element
R
WBS to which the sales line item revenue is to be posted.
Example:
Billing block status
C
RG.MJW3.000001
This field displays the blocking status for the item.
If the item is unblocked it may still have one or more
billing dates blocked. In this instance this field will
show as “Not blocked”.
Billing block
O
The sales order item may be blocked for billing at item level.
Billing block
C
If a billing date is blocked for this item then the billing block
code is displayed in this field.
5.
Click on
6.
Click on
to go Header Data.
Filename: 106760682
Reference: VA01
.to go the Header > Partners tab.
Version: Preliminary
Last Modified: 3/8/2016 1:17 PM
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Title: Sales Order Milestone Billing
Category 1 : Sales
Category 2 : Sales Clerk
Create RG Standard Order: Header Data
7.
As required, complete/review the following fields:
Field Name
Sales employee
R/O/C
R
Description
The personnel number of the person responsible for
processing the sales order.
Example:
48593
For fixed amount (milestone) sales orders, the Sales
employee field may be used as a selection criteria
when running the Billing Due List (mass production of
invoices with dates due in related billing plans).
8.
Click on
Filename: 106760682
Reference: VA01
.to go the Header > Billing plan tab.
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Title: Sales Order Milestone Billing
Category 1 : Sales
Category 2 : Sales Clerk
Selection Criteria
9.
Perform one of the following:
If
Go To
You want to create a billing plan using WBS milestones
Step 10
You want to create a billing plan manually
Step 15
Under certain circumstances the Selection Criteria dialogue box (shown above) does
not appear and you are taken directly to the billing plan screen. If you wish to create a
billing plan using WBS milestones then click on
step 12.
then proceed to
10.
Click on the radio button next to WBS element and enter the code for the WBS element.
11.
Click on
.
Filename: 106760682
Reference: VA01
Version: Preliminary
Last Modified: 3/8/2016 1:17 PM
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Title: Sales Order Milestone Billing
Category 1 : Sales
Category 2 : Sales Clerk
Milestone Selection
12.
Click on
to select all of the milestones or click on the field to the extreme left of the
milestone to select individually.
When milestones are selected the line is highlighted. To toggle between selected and
deselected, simply click on the field to the extreme left of the line. If milestones have
been previously copied into the sales order then they will appear highlighted already.
13.
Click on
Filename: 106760682
Reference: VA01
to transfer the selected milestone data into the sales order billing plan.
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Last Modified: 3/8/2016 1:17 PM
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Title: Sales Order Milestone Billing
Category 1 : Sales
Category 2 : Sales Clerk
Create RG Standard Order: Header Data
14.
Go to Step 18.
15.
Click on
16.
As required, complete/review the following fields:
to cancel the Selection Criteria pop-up dialogue box if it appears.
Field Name
R/O/C
R
Billing date
Description
This is the invoice date.
Example:
17.
Click on
01.09.2003
or press Enter.
Once a date is entered in the Billing date you may press enter and the system will
default in values for most of the fields in the remainder of the billing plan. The defaults
may be amended as detailed below.
Instead of entering the billing dates manually you may choose to copy from a reference
billing plan by entering a billing plan number in the “Reference” field (use the dropdown search facility if the number is not known). The dates in the billing plan copied
Filename: 106760682
Reference: VA01
Version: Preliminary
Last Modified: 3/8/2016 1:17 PM
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Title: Sales Order Milestone Billing
Category 1 : Sales
Category 2 : Sales Clerk
from the reference may be changed manually or adjusted together by entering a date in
the “Start date” field.
18.
As required, complete/review the following fields:
Field Name
Billing date
R/O/C
R
Description
This is the invoice date.
Example:
01.09.2003
Billing dates connected to milestones are updated
automatically when the date is changed in the
milestone.
DtDs
O
%
O
Date Description. This is a pre-defined code and description
to aid the identification of what the billing date relates to.
Example:
If the billing item is to be calculated as a percentage of the
sales order amount.
Example:
Bill.value
O
O
10
If the billing item is to be an actual amount then this is entered
here.
Example:
Block
CS: Contract Signature
250
If a blocking indicator is present then the billing item will be
prevented from being invoiced.
Example:
50
For milestone billing most billing items are defaulted
to blocked. Billing items linked to milestones are
automatically unblocked when the milestone is
marked as complete. The block may be removed
manually here. The block may only be replaced
manually if the milestone is not marked as complete.
For billing items which are not linked to a milestone,
the block may be removed/replaced at will.
BR
R
Billing Rule. This determines whether the billing item amount
is a percentage or a value.
Example:
1 for % based; 2 for value based.
The initial setting for this field is defaulted by the
system but may be changed as required.
BillSt
R
Billing Status. This field displays the current status of the
billing item. The status is not modifiable by the user.
Milestone no.
O
If the billing item is linked to a milestone then the milestone
number is displayed in this field. The milestone number field
is not modifiable by the user directly.
Filename: 106760682
Reference: VA01
Version: Preliminary
Last Modified: 3/8/2016 1:17 PM
Work Instruction
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Title: Sales Order Milestone Billing
Category 1 : Sales
Category 2 : Sales Clerk
Field Name
R/O/C
R
Fix
Description
This field determines whether the billing item date is updated
from changes to milestone dates or not.
Example:
0 for date not copied from milestone.
1 for date always copied from milestone.
The initial setting for this field is defaulted by the
system but may be changed as required.
19.
Click on
to go to the Create UoL Standard Order: Overview screen.
If the sales order amount on the overview screen and the total of the amounts of the
billing line items do not match, then you will be presented with an information dialogue
box (shown below). Click on
to continue.
Information
20.
To add item text to a line item, select the line to which you wish to add text and follow the menu
path Goto  Item  Texts.
Filename: 106760682
Reference: VA01
Version: Preliminary
Last Modified: 3/8/2016 1:17 PM
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Title: Sales Order Milestone Billing
Category 1 : Sales
Category 2 : Sales Clerk
Create RG Standard Order: Item Data
21.
Double click on Material Sales Text note to add text.
The system displays the message, "RG Standard Order xxxxxxxx has been saved."
22.
You have completed this transaction.
Result
You have successfully created a fixed amount (milestone) sales order.
Comments
None.
Filename: 106760682
Reference: VA01
Version: Preliminary
Last Modified: 3/8/2016 1:17 PM
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Title: Sales Order Milestone Billing
Category 1 : Sales
Category 2 : Sales Clerk
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Filename: 106760682
Reference: VA01
Version: Preliminary
Last Modified: 3/8/2016 1:17 PM
Work Instruction
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