SAP Training Document Invoicing in SD

SAP Training document
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SD Invoicing
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SAP Training Documentation
- Sales and Distribution -
Directory
1 GENERAL INFORMATION ............................................................................................................................................................................ 3

1.1 BACKGROUND ........................................................................................................................................................................................... 3
1.2 PROJECT MANAGEMENT IN CONFLUENCE .................................................................................................................................................... 4
1.3 TRANSACTIONS WITHIN THE FRAMEWORK OF THE BILLING PROCESS ............................................................................................................. 5
1.4 F1 AND F4 HELP ....................................................................................................................................................................................... 6
2 PREPARATION ............................................................................................................................................................................................. 7
2.1 REVENUE ACCOUNT CHECK........................................................................................................................................................................ 7
2.1.1 Revenue account determination (function) ........................................................................................................................................ 8
2.2 IDENTIFICATION OF THE SD INVOICING MATERIAL ......................................................................................................................................... 9
2.3 MATERIAL MASTER MAINTENANCE ............................................................................................................................................................ 10
2.4 CHECK PRICE CONDITIONS ....................................................................................................................................................................... 12
3 CREATE QUANTITY CONTRACT IC .......................................................................................................................................................... 14
4 CREATE SALES DOCUMENT FOR IC QUANTITY CONTRACT ................................................................................................................ 27
4.1 ADJUST PRICE CONDITIONS PER ORDER ITEM ............................................................................................................................................ 29
4.2 INVOICE ORDER OR DIRECT DEBIT REQUEST .............................................................................................................................................. 30
5 COLLECTIVE INVOICING ........................................................................................................................................................................... 32
6 CANCEL BILLING DOCUMENT .................................................................................................................................................................. 33
6.1 CANCEL SALES DOCUMENT ...................................................................................................................................................................... 33
7 INVOICING TO THIRD PARTIES WITHOUT CONTRACT REFERENCE.................................................................................................... 34
8 DIFFERENCES BETWEEN THIRD PARTY AND INTERCOMPANY INVOICING ....................................................................................... 36
9 BILLING BLOCK FOR CREDIT NOTES ...................................................................................................................................................... 37
10 BLOCKED INVOICES .............................................................................................................................................................................. 38
SAP ERP Logistics topic: SD - Billing page 2of 39

1 General information
1.1 Background
As part of the digitisation project "Replacing
manual (Word) invoicing with SAP SD", this
document describes how costs, (service)
performances and non-stocked goods can be
invoiced in the SAP module SD (Sales &
Distribution).

1.2 Project management in

Confluence
On the Confluence page "Replacing manual
invoicing" you can register for training courses
on this topic, which will be offered throughout
2018.
Furthermore, you will find an attached file that
contains the necessary specifications for
replacing manual invoicing. You can use this as
an overview and guide for creating orders (debit
memo requests) or contracts (for use in
recurring billing transactions). Training
documents are also gradually filed here.
In the Confluence, you will find the list under the

Business IT →Sap Logistics →SD Projects
→Replacement of Manual Invoicing section.
Or at this link:
https://intranet.cewe.lan/wiki/pages/viewpage.ac
tion?pageId=185634869
This list is maintained and updated

by Ms Andrea Fitzner.
You can reach them at the number

+49 (441) 404 511 or by e-mail
[email protected]

1.3 Transactions within the

framework of the billing
process
Adjacent transactions should be stored as

favourites in the menu tree. These are
▪ by preparatory transactions
▪ to carry out transactions necessary for

invoicing
▪ around correction transactions
▪ around alternative transactions
▪ for evaluation transactions

1.4 F1 and F4 Help

If you do not know the meaning of a field, mark
it and press the "F1 key". A window appears
explaining the field (F1 help).
If you do not know which value to enter in a

field, you can often (not always!) use the F4
help.
Click in the field and then press the "F4 key". A F4 key
window with input options appears. A value can
be adopted by double-clicking on it.
F1 key

2 Preparation
2.1 Revenue account check
Check whether the revenue account to be
posted to is included in the automatic revenue
account determination TAC→ZVKOA
Set your sales organisation and determine the

account assignment group debtor (Is the
debtor a third party or an affiliated company?
Company? In which country is the customer
located?)
You can also search specifically for included

G/L accounts.
Determine the account assignment group

material which is assigned to the revenue
account of your choice.
If you do not find a suitable revenue account,

place a ticket in the SAP Service Desk
specifying VKO, revenue account, tax code,
customer number, billing short text. The
automatic account determination is then set
according to your specifications.

2.1.1 Revenue account determination

(function)
In the SD document, the customer and material
master records meet. Both master records
contain an "account assignment group" field:
With these two entries, as well as the VKO and

the chart of accounts, the automatic SD account
determination takes place!

2.2 Identification of the SD Results list:

invoicing material
For invoicing, you always need a material
number, to which automatic revenue account
determination is linked by the system.
The material master contains the account

assignment group material, which determines
the appropriate revenue account for each VKO
in connection with the account assignment
group customer (from the customer master).
Select the TAC ZKMAT and use the previously

determined Kont.Grp.Mat. to find the correct SD
invoicing material. Both articles have AccountGrpMat 1D in the master record and therefore branch to the same
revenue account. The material short text is secondary, as it is usually overwritten in the SD
Selection: document. The correct account assignment group is decisive!

2.3 Material master maintenance

If the material found has not been created for
your plant or sales area, the missing data must
be maintained. Use transaction MM01 for this.
2
Enter the material number, also as a template:
You copy all the views from Plant 01!

(in this example for plant 06)

Run through all views with ENTER and save at

the end!
Note :
Confirmviews Sales text and Purchase order
text with the ENTER button and not with the
keyboard, otherwise only blank lines will be
inserted.

2.4 Check price conditions
Next, you should check the condition records of

the material to avoid error messages in the SD
document (price condition PR00 does not
exist!).
You can follow the menu path for this:

Logistics → Sales and Distribution → Master
Data → Conditions → Select Using Condition
Type → Change
Or enter the transaction VK12.

A window should now open asking for a

condition type, enter "PR00" here.
Then a window will open asking for the bowl
combination. Select "Material" there.
Now enter the sales organisation, the

distribution channel and the material, or several.
If the price of your material changes often,

preassign its price with 1€. The price can be
changed at any time when creating the SD
document.
If you have fixed prices that do not change

often, indicate them.
Save!

3 Create quantity contract IC

Quantity contracts help you to place recurring
invoicing cases quickly and easily in the system.
Once created, they can be retrieved several
times at any time. All necessary data is copied
(e.g. account assignment group, invoice text,
customer number, price, etc.).
In this section, the creation of a contract is

explained step by step.
There are two different contracts, the volume
contract and the IC volume contract, the
differences are explained in colour below.
However, most of the ToDo's are quite identical.
To create a contract, use transaction VA41!
Or follow the path:

Logistics → Sales and Distribution → Sales →
Contract → Create

First, enter the contract type. Depending on

which contract you want to create, something
else must be selected there.
If you have a quantity contract for third-party

customers, select contract type KM. If you have
an IC quantity contract, you must select ZKIC.
After that, the organisation data should be filled

in.
However, depending on the case, these differ.
In this case, sales organisation 1001 is involved

and selects distribution route 03, which is sales
to affiliates.
If you are unsure, open the F-help as explained
above in the document.
When the fields have been filled in, confirm with

Enter or click .

The overview screen should then open.

First enter the ordering party and the goods

recipient.
Then enter the order number and the order

date.
Now fill in the validity dates. From when and

until when the quantity contract should be valid.
The "Valid from" date can also be in the past,
but a warning message will appear. You can
confirm this with 'Enter'.
The "valid until" date can be set to 31.12.9999
(valid indefinitely for the time being).

Now enter the material number, the target

quantity and your plant in the item data.
Confirm with ENTER.
Further data is now automatically drawn.
Double-click on the position line (framed in red).

Now go to the tab "Account assignment".

The CO account assignment can be adjusted
here.

Now go to the "Partner" tab.
Your responsible employee (controls the display

of your contact details on the subsequent billing
document) must be entered there.
If you do not know this value, use the F4 help to
search for it. New values can be requested from
the SAP Service Desk in the form of a ticket.
Note:
This setting can be saved permanently in your
user parameters (transaction SU3), so that the
above step can be saved in the future.
If you cannot remember the numerical code for
the staff member, the F4 help will also help
here.

Now go to the "Conditions" tab to make price

adjustments.
You override the current condition type PR00 by

maintaining condition type PB00!
Confirm your entries with ENTER.

If you create a quantity contract (KM), you can

skip the following point.
This is because cross-company invoicing is

realised here for the IC quantity contracts.
Select the tab "Texts" and then the text type

"Cost centre rec. BUK" with a double click.
Enter the cost centre of the recipient in this field.
Note:
No other characters may be entered before or
after the cost centre, neither spaces nor
paragraphs!

Now go back and double-click on the

material.
After that, this view should open up.

Check the tax code. If the value does not match,
please contact BIT Service Desk.

All the necessary data should now be entered. If

you want to check this again, select in the
menu:
More → Edit → Incompletion Log

If you have not forgotten anything, the bottom of

the screen shows that the receipt is complete.
If something is missing, the protocol is displayed

and you can directly open and edit the missing
items with a double click.

Now save the quantity contract.
The number of the quantity contract is then

displayed.

4 Create sales document for

IC quantity contract
Use transaction VA01 for this purpose.
Select the order type ZLIC to create an

intercompany direct debit request.
Enter your sales area and press the button

"Create with reference".
A window opens. Select the tab "Contract".

Enter the IC contract number and select "Apply".

The view "Create direct debit request IC"

appears. All data from the contract has been
transferred.
Often, price changes still have to be

implemented:
Double-click on the position line tab

→Conditions

4.1 Adjust price conditions per

order item
Condition type PR00 is preset as the condition

master record (→master data maintenance via
transaction VK12), often with 1 €, as prices
often vary.
If this value is to be changed, use condition type ol
PB00: d
Enter the condition type PB00 and the real net

price in the next free line. → ENTER
The new condition value moves up and is

activated (green square) while the original
condition type PR00 is deactivated (yellow
triangle).
→ SAVE new

4.2 Invoice order or direct debit

request
After adjusting the price conditions, texts and

account assignments can also be changed. To
do this, use the corresponding tabs "Account
assignment" and "Texts" at item level.
You can find out whether the document is

complete via More → Edit → Incompletion
Log.
If all entries are present and correct, you can

save the sales document directly from
transaction VA01 and trigger billing:
More → Sales Document → Billing

The sales document is saved automatically,

message see below left
and you reach transaction VF01 "Create direct

debit IC".
All data is taken from the sales document. Save

the billing document
!
The invoice number is printed at the bottom left.
The document has the billing type ZLIC!
The receipt is automatically printed or sent by e-

mail, depending on which output determination
has been set. You can check this:
More → Goto → Header → Output

5 Collective invoicing
If several orders, debit memo requests or credit
memo requests (all preceding documents for
a billing document) have been created,
these can be invoiced simultaneously with
transaction VF04.
Select the desired preceding documents →

Display billing due list
Select the relevant preceding documents and

activate the collective billing document.

6 Cancel billing document

You can invoice an invoice document with
transaction VF11.
Enter the invoice number to be cancelled and

save the entries!
The number of the cancellation document is

printed at the bottom left:
6.1 Cancel sales document
The sales document is thus open again and can

be changed and re-invoiced or cancelled with
transaction VA02.
After setting and saving the reason for rejection,

the sales document is no longer relevant for
billing.
The cancellation indicator can also be

withdrawn → VA02.

7 Invoicing to third parties

without contract reference
You start as usual with transaction VA01. Select
the order type L2 and your sales area. Pay
attention to the distribution channel 01 for sales
to third parties!
ENTER
The Create Direct Debit Request view appears.
Enter customer number, goods recipient (will

also be determined automatically from the
customer number), material number, target
quantity and plant.
ENTER
The message
confirm with ENTER.

Now you can change the name or account

assignment.
To change the price, proceed as described on

page 29 ( →4.1 Adjust price conditions per
order item
described!
Once all entries have been made, continue with

page 30 (→ 4.2 Invoicing an order or direct
debit request).
The order type and the billing type are L2.

8 Differences between third

party and intercompany Field
Quantity contract
Page
Quantity contract
Page
invoicing (sale to third parties) (intercompany)
When a contract is created, a distinction is made

as to whether it is a recurring invoicing (third KM (quantity ZKIC
party, i.e. not belonging to the CEWE Group) or Contract type 15 15
contract) (Quantity Contract IC)
an IC invoicing (Intercompany (IC)).
On the following pages, the differences between Cost centre of the received
the contents of these two contracts are visualised Cost centre company code for the
in colour: Not relevant 22
Recipient purpose of automatic RE
- Quantity contract green posting.
- Quantity contract IC blue
There are only a few essential contents that Order type L2 or G2 ZLIC or ZGIC 27
differ, summarised on the right:
Billing type L2 or G2 ZLIC or ZGIC 31
K = Contract | L = Debit note | G = Credit note | IC = Intercompany |

Z = customer's own development for CEWE

9 Billing block for credit

notes
Credit notes (order types G2 and ZGIC) are
created in the same way as debit notes. Only
the billing block in the sales document must be
removed before billing!

10 Blocked invoices
If no FI document is created after saving the
billing document, you will find the SD billing
document blocked in the blocked billing due list.
→Transaction VFX3
Enter your sales organisation, your username

and mark all possible sources of error.
EXECUTE
A list of blocked documents is displayed. Select

the desired invoice and press the release button

Then check the error log with

the button
Take measures to eliminate the error. If

necessary, create a ticket at the BIT Service
Desk.
https://intranet.cewe.lan/servicedesk/servicedes
k/customer/portal/1
with mention of the document numbers incl.

screenshots of the fehelr messages and the
results to be achieved, such as expected
posting date, account assignment, revenue
account and tax code.

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SAP Training document

1 GENERAL INFORMATION ............................................................................................................................................................................ 3

SAP ERP Logistics topic: SD - Billing page 2of 39

SAP ERP Logistics topic: SD - Billing page 3of 39

1.2 Project management in

In the Confluence, you will find the list under the

This list is maintained and updated

You can reach them at the number

SAP ERP Logistics topic: SD - Billing page 4of 39

1.3 Transactions within the

Adjacent transactions should be stored as

▪ to carry out transactions necessary for

▪ around correction transactions

▪ around alternative transactions

▪ for evaluation transactions

SAP ERP Logistics topic: SD - Billing page 5of 39

1.4 F1 and F4 Help

If you do not know which value to enter in a

SAP ERP Logistics topic: SD - Billing page 6of 39

Set your sales organisation and determine the

You can also search specifically for included

Determine the account assignment group

If you do not find a suitable revenue account,

SAP ERP Logistics topic: SD - Billing page 7of 39

2.1.1 Revenue account determination

With these two entries, as well as the VKO and

SAP ERP Logistics topic: SD - Billing page 8of 39

2.2 Identification of the SD Results list:

The material master contains the account

Select the TAC ZKMAT and use the previously

SAP ERP Logistics topic: SD - Billing page 9of 39

2.3 Material master maintenance

You copy all the views from Plant 01!

SAP ERP Logistics topic: SD - Billing page 10of 39

Run through all views with ENTER and save at

SAP ERP Logistics topic: SD - Billing page 11of 39

2.4 Check price conditions

Next, you should check the condition records of

You can follow the menu path for this:

Or enter the transaction VK12.

SAP ERP Logistics topic: SD - Billing page 12of 39

A window should now open asking for a

Now enter the sales organisation, the

If the price of your material changes often,

If you have fixed prices that do not change

SAP ERP Logistics topic: SD - Billing page 13of 39

3 Create quantity contract IC

In this section, the creation of a contract is

To create a contract, use transaction VA41!

Or follow the path:

SAP ERP Logistics topic: SD - Billing page 14of 39

First, enter the contract type. Depending on

If you have a quantity contract for third-party

After that, the organisation data should be filled

In this case, sales organisation 1001 is involved

When the fields have been filled in, confirm with

SAP ERP Logistics topic: SD - Billing page 15of 39

The overview screen should then open.

SAP ERP Logistics topic: SD - Billing page 16of 39

First enter the ordering party and the goods