Right Solution, Right Time, Right Price Billing

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.Overview 3

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. 5

II.Processing Individual Billing Documents 6

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. 7

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. 8

Creating a Billing Document If creating FD Related party invoices or Proforma invoices, you must designate that first in the billing type before entering the document number. Enter the document to be billed and hit enter. The billing type will automatically default from the type of document entered. 9

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

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. 11

Follow the menu path Logistics, Sales and Distribution, Billing, Billing Document, Display. Double click. Enter the billing document number. Displaying a Billing Document 12

Displaying a Billing Document The invoice lines will be displayed. 13

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. 16

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? 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, 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. 31

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 32

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. 33

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. 34

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: 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. 36 Deselect All

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 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). Log Display Icon The condensed log will be displayed. To see more detail, click on the ‘Documents’ button. 38

Processing the Billing Due List Clicking on ‘Disp. Doc.’ button would show each billing document detail individually. The Billing document number will be displayed. 39

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. 40

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.”. 41

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. 42

Review Who will processes the Billing Due List? Where can the results of the Billing due list be viewed ? 43

IV.References 50

SD Document Ranges and Types 51