What Is a Credit Memo?

What is the difference between credit memo request and credit note and can we see the credit note in the system?

Credit memo request will be created when you have to pay to the customer. (excess bill or damages or change in the price). 

Credit memo request is a Sales document type (VA01), based on this you will create credit memo (VF01).

While creating the credit memo you will get a block which will be removed by an authorised person set.

The credit memo can be seen with transaction VF03 and credit memo request with VA03.

Credit memo request is a sales document used in complaints processing to request a credit memo for a customer. If the price calculated for the customer is too high, for example, because the wrong scale prices were used or a discount was forgotten, you can create a credit memo request. The credit memo request is blocked for further processing so that it can be checked. If the request is approved, you can remove the block. The system uses the credit memo request to create a credit memo.

You can use credit memos in Sales and Distribution (SD) for assigning credit memo requests to the open invoices and in Financial Accounting (FI) for assigning credit memos and payments to the open invoices and carry out clearing with them. If you use both Financial Accounting (FI) and Sales and Distribution (SD), there is a 1:1 relationship between the credit memo request and the credit memo item posted in Financial Accounting (FI). As soon as you bill the credit memo request together with other sales orders, or distribute the items of one credit memo request to several billing documents, the assignment is no longer valid and the system will not process it. 

For credit memos, credit memo requests, and payments, you have the following assignment options:

• Assignment to a single invoice 
• Assignment of a partial amount to an invoice 
• Assignment to several invoices 

When you post credit memos, the payment programmed processes them automatically. If the credit memo is specifically related to a particular open invoice item, the payment program automatically attempts to offset the credit memo against the open item. If it is not possible to completely offset the credit memo against an invoice, you can post a debit memo to the vendor, who is to reimburse the amount. Then you can apply a multilevel dunning program. 
 

Credit Memo Based On Return Delivery   

I have sales return scenario where I want to make credit memo based on return delivery. 
What are the steps and settings for copy control for creating credit memo in VF01 with return delivery Vl01n

Credit memo in Return always refers to the Return order NOT to the Return delivery.

So create the Credit memo with reference to the Return order, there will be no error, but before that ensure that you have released the block from the Return order.

First copy billing type from G2 (T-code VOFA) and that copied billing

Type maintain in sales document type (T-code VOV8) in for delivery related billing.

Release Billing Documents to Accounting

Is there a way to run VFK3 in background? When I execute the transaction the "execute in background" option is greyed-out.

If you would like to run it in background,you have to use the program RVFAKSPE instead of SDBLBDDL.   
  
There had been a change of the program used in transaction VFX3 for release 4.5B and afterwards. You can see this in the System -> Status screen. The program used in releases up to 4.5B is RVFAKSPE, in releases after 4.6A it is SDBLBDDL. Report SDBLBDDL can't be used for processing in the background, it is not designed to run as a batch job.

You can still process the release to accounting in background processing by creating background jobs for program RVFAKSPE, which is still available.

Is there any T.code for finding the billing document was not released to accounting?

Please use Tcode VFX3

You can find the same against the following:

Sales organization*  
Mandatory 
Created by 
Created on 
SD document 
Billing type 
Billing category

While entering the billing document in vf01, you got the following information, how to make it? 
The accounting document has not yet been created 
Message no. VF062

Go to release for accounting. However if it does not create automatically there will be a problem posting to Finance. 

I would then suggest that you use t code VFX3 to release the billing document to Finance. There is a log in both VF02 and VFX3 that will show what the error is.

First thing to do is re-checking the config for revenue account determination.

This is known in the IMG as "revenue account determination", but it covers a lot more than that (discounts, taxes etc). This is what determines how the financial impact of your SD Billing document is posted into the FI General Ledger. 

The integration is controlled both in SD and in FI.

In SD there is a awesome area of configuration called the pricing procedures. The pricing procedure determines the final price quoted to the customer for a particular product. This could be a complicated calculation taking into account the base price, any special prices or discounts that may apply to that scenario, taxes, freight charges etc. These prices or charges are called 'condition types'. This condition technique is used in a number of areas of SAP.

For now all we need to know is that each condition type is assigned to an account key (or in the case of rebates two account keys). You can assign multiple condition types to the same account key. There are a number of account keys that are pre-defined in the system. For example:

- ERF freight revenues  
- ERL revenues  
- ERS sales deductions  
- EVV cash settlement  
- MWS sales tax 

Now we start getting to the integration by mapping the account keys to GL accounts. But it is not as simple as that. It can be as flexible (ie: as complex) as you want. Start off with the most simple approach. Generally if one is using a good sales / revenue reporting tool (eg: CO-PA) then one does not need a lot of flexibility and variety in the GL accounts that are posted to. The level of detail that you need in GL should be determined by your financial statement reporting requirements - you may end up with only one Revenue account - it is a good bet!

So, taking the simple approach we would ignore most of the configuration possibilities : procedures, access sequences, condition tables etc (Yes it is that 'condition technique' kicking in again. Once you have worked through it once in one area and encounter it in another then hopefully you will be comfortable in knowing that most of the standard configuration can be left as is. ) 

We have to decide which access sequences we want to use (Five access sequences are defined in the standard SAP R/3 System). To keep it simple, let us assume we just use one - for example: the access sequence "chart of accounts/sales org./account keys".

The chart of accounts part is standard in all account determinations, so let us look at the rest. This access sequence allows us to specify different GL accounts for different Sales Organisations. 

Also check the customer master record for account assignment group.

Configuring Intercompany Billing

How to configure Inter Company Billing

by: Mamta Singh

INTERCOMPANY BILLING 
  
Business case: - Customer orders goods to company code/Sales organization A (Eg.4211/4211). Sales org 4211 will accept and punch the order in the system with sold to party as end customer code in the system. Company code/sales org B (Eg.4436) will deliver the goods to end customer and raise an inter-company billing on 4211 with reference to delivery. This can happen only after 4211 raises invoice to his end customer to whom the material has been delivered by 4436.

SPRO Customization required:- 
1. Assign plant of delivering company code (Eg.SI81) to sales org/distribution channel combination of ordering company code (Eg.4211/RT) 
2. Maintain intercom any billing type as IV for sales document type OR 
3. Assign Organizational Units By Plant (Eg.SI81/4211/RT/11) 
4.Define Internal Customer Number By Sales Organization (Eg.4436 will create customer master for 4211 company code and that number will be maintained in this relationship:-4211/231) 
5. Automatic posting to vendor account (Optional) 
6. Maintain pricing procedure determination for 4211/RT/A/1/RVAA01-For customer sales and billing 
Maintain pricing procedure determination for 4436/RT/A/1/ICAA01-For inter-company billing

Master data to be maintained:-

1. Create end customer master in company code/sales org 4211/RT/11 
2. Create customer master for 4211 company code/sales org in 4436/RT/11 
3. Maintain PR00 as price for end customer-Active in RVAA01 
4. Maintain PI01 as price which has to be paid to 4436-Statistical in RVAA01 
5. Maintain IV01 as inter-company Price-Active in ICAA01 

Process:- 
1. Create OR with sold to party as end customer. 
2. Plant to be selected is delivering plant belonging to different company code. With this selection system will treat this order as inter-company sales. 
3. Pricing procedure is RVAA01 
4. With reference to this order delivery will be created from the delivering plant and post the goods issue for this delivery. 
5. Ordering sales org will create billing document F2 with reference to delivery for end customer. 
6. Delivering sales org will create inter-company billing IV with reference to delivery document. 
  
A company arranges direct delivery of the goods to the customer from the stocks of another company belonging to the same corporate group. To put in simple terms, Company code A orders goods through its sales organization A from Plant B belonging to Company code B. It is imperative that both Plants A & B should have the material. In other words, the material is created for both the Plants A & B + their respective storage locations.

Sales Organizations and Plants are uniquely assigned to Company codes. It is not possible to assign either a plant or a sales organization to more than one company code. 

Sales organizations and plants assigned to each other need not belong to the same company code. 

In other terms, a plant belonging to Company code A & assigned to Sales Organization A can also be assigned to Sales Organization B of Company Code B. This enables cross company sales.

PARTIES INVOLVED  
1) End Customer 2) Ordering Company code 3) Supplying Company Code.

End customer:  
Customer who orders goods from the ordering company code.

Ordering Company Code:  
Which orders goods from Plant belonging to Supplying Company code through its sales organization and bills the end customer.

Supplying Company Code: Supplies goods from its plant to the end customer specified by the ordering company code and bill the ordering company code.

CONFIGURATION SETTINGS  
Assign Delivery Plant of the supplying company code to Sales Org + Distribution channel of the Ordering company code in the Enterprise Structure.

DEFINE ORDER TYPES FOR INTERCOMPNY BILLING: 
Menu path: IMG/ SD/Billing/Intercompany Billing/Define Order Types for Intercompany billing

Assign Organizational units by Plant: 
Menu Path: IMG/ SD/Billing/Intercompany Billing/Assign Organizational units by Plant.

Define Internal Customer Number By Sales Organization: 
Menu Path: IMG/ SD / Billing/ Intercompany Billing/ Define Internal Customer Number By Sales Organization:

Creating / Showing Ordering Sales Organization as Internal Customer for Supplying Company code:

Transaction Code: XD01

The ordering sales organization is represented as Internal customer of Supplying company code.

We need to create customer master in Account Group – Sold to Party and maintain minimum required financial & Sales Area data.

This internal customer number has to be assigned to the ordering sales organization. Hence, the system automatically picks up this Internal customer number whenever there is Intercompany billing.

PRICING: 

We need to maintain two pricing procedures RVAA01 & ICAA01. Pricing procedure RVAA01 represents condition type PR00 & any other discounts or surcharges that are meant for end customer. 
We assign Pricing procedure RVAA01 to combination of Sales area (Of Ordering company code) + Customer Pricing Procedure + Document Pricing Procedure of Sales document type.

This pricing Procedure (RVAA01) is determined both at Sales Order level & Billing processing for the end customer.

We maintain PR00 condition type to represent the ordering company code’s price to the end customer. 
Condition records for PR00 are maintained using organizational elements of Ordering company code, end customer & the Material. 
Eg: Sales Org. of Ordering company code + End customer + Material. 
We also need to maintain PI01 condition type to represent costs to Ordering company code (in other words revenue to supplying company code). It is statistical condition type & meant for information purpose only.

Condition records for PI01 are created with the following key combination: 
Ordering sales Org + Supplying Plant + Material

Pricing Procedure ICAA01is determined at Intercompany billing processing level.  
Pricing Procedure ICAA01 – Pricing Procedure for Inter company billing is assigned to the combination of: 
1) Sales Area (of supplying company code) + Document pricing Procedure of Billing document type IV + Customer Pricing Procedure of the Internal customer. 
Pricing Procedure ICAA01 has condition type IV01 that represents revenues for Supplying company code in the intercompany billing.  
PR00 condition type also appears in Intercompany billing document. It is for information purposes only and does not have bearing on the value of the document. 
PI01 represented under pricing procedure RVAA01 is reference condition type for IV01 and the same is defined in the condition type IV01. Due to this these two condition types represent same value.  
The condition type IV01 in intercompany billing document represents revenue to the Supplying Company. But its corresponding condition type PI01 in the billing document to the end customer is shown as a statistical item meant for information purposes. 
Condition Type VPRS in the intercompany-billing document indicates cost to the supplying company code. 
The use of two different condition types in Intercompany billing is necessary to ensure that data is transmitted correctly to the financial statement (Component CO-PA).

What Is Meant By Billing Document Type?

1. What's the difference between document type and billing document type?

2. What's the use of the field 'document type' during definiation of billing type? What's the effect if leave it blank / assign it with a document type?

3. Where can I define how the system number the billing documents, in both case using internal and external number range intervals? 
 

1. In SAP all sales transactions are representred by documents. Document type is a generic term applicable to delivery / sales / inquiry / billing etc. e.g. if someone says "check in shipping / delivery  if document type is correct or not" it means you need to check the document types relevent for shipping/delivery processing.  Document type controls and links the process flow.   In billing process the documents used have distinct document types . 
  
2.  The billing document type defines how the document would behave in the process chain. If you try saving the document you will come to know why it is necessary. You cannot create a document type without giving it a name. If you give it a name then you can use it afterwards. 
  
3. In the billing document type definition (VOFA) itself you assign the number ranges to be used for the document type. Whereas it is defined through VN01.  In internal numbers system maintains the counter and generates document number internally when document is save. Current counter you can see in VN01 itself.  Whereas in external number ranges you can give the document number at the time of creation itself provided it falls in the assigned number range and is not yet used. 
  

Difference between Credit memo and subsequent debits/credits

Subsequent Debits/Credits are used in cases where the quantity is in the original invoice is to remain the same. For eg.

PO  10 - $10 
Gr   10 - $10 
LIV 10 - $11 (Logistics Invoice Verification)

The vendor invoice is more than that in the Purchase Order. In order to correct, the Vendor may send in another invoice for 
the Increased amount or a credit memo for the increased amount.

If you approve of the price increase, post the subsequent invoice received as a Subsequent Debit/Credit Invoice.

If it is a credit memo that has been received, then post the credit memo as Subsequent Debit/Credit.

This would retain the quantity but reduce the amount.

Subsequent Debit/Credit is for the case when the credit is not for the full amount eg. if the Vendor decided to credit 
only the $1 overcharged.

Credit memo is for the credit of the full amount and value.

To create a discount on payer level on billing type LR

Tested in 4.6x

This will not have any affect on the sold-to-party price.

If you want a payer based discount on invoice list only. This is what you will need to do:

1.  Check out the pricing procedure RVAA01 and condition type RL00. This pricing procedure is for Germany and the 
     discount is factoring discount. But it is payer based discount.

     IMG - Sales and Distribution -> Billing -> Billing documents -> Maintain conditions for invoice lists -> 
                Maintan pricing   procedures

2.  RL00 uses access sequence RL00 and condition table 7 which is sales organization/distribution channel/divison/customer 
     (payer). If that fits your needs, use it. Otherwise, do the usual create condition table, access sequence and condition type 
     configuration.

3.  In the appropriate place in your pricing procedure, add in condition type RL00(or one you created). Be careful to copy the 
     requirement routine and condition base value assignments from pricing procedure RVAA01.

Create a Collective Billing Spiltting rule

4.6x

VTFL - Check copy control rules 
                Target                Source 
e.g. Select F2 - Invoice      LF Delivery 
Click Item 
e.g. Double click on Tan - Standard Item 
Check Data VBRK/VBRP - Copy rule number in use e.g. 900

VOFM - Creating a splitting rule 
Click Data Transafer -> Billing documents

Copy the standard 1 - Inv.split (sample) to a e.g. 900 series number range

A new splitting rule 900 will be created, follows by a program FV60C900.

In program FV60C900, SAP has a standard internal table called ZUK where you can define fields that must be compared and be equal before a billing may be combined.  However, total characters allowed is 40 will be store on the billing header table VBRK.

e.g. Program FV60C900 
  DATA: BEGIN OF ZUK, 
          MODUL(3) VALUE '900', 
          BUPLA LIKE VBRK-BUPLA,      "Business place 
          LIFNR LIKE LFA1-LIFNR,          "Consignor (Vendor Consignment) 
          MWSKZ LIKE VBRP-MWSKZ,   "Tax code 
        END OF ZUK.

  ZUK-BUPLA = VBRK-BUPLA. 
  ZUK-LIFNR = LFA1-LIFNR. 
  ZUK-MWSKZ = VBRP-MWSKZ.

Steps To Setup Collective Billing in SAP Sales and Distribution

Collective Billing

Configuration steps:-

• transaction VD02 - Change Customers - tick Billing and filled in the Customer Code, Sales org., Distr.channel and Division then hit enter.
• Look for field name Inv.list sched. - you must filled in the Factory Calendar that you are currently using.
• You can simulate the collective billing in transaction VF04 - Process Billing Due List.

During simulation, if the billings cannot be combine, the system will give you this message, 
 
Different header fields                             $000000001                    $000000002 
Combination criteria in the billing          xxxxxxxxxxxx123             xxxxxxxxxxxx125

Criteria to satisfy for collective billings:-

• Billing document type is the same.
• Reference document type is the same.
• Item category in the reference document is the same.

The system combines into one billing document all transactions for the same customer and same billing data. If the header data and the header partners for the specified deliveries or sales orders are identical and if the requirements for splitting do not apply, one billing document is created for all the deliveries or sales orders.

The following illustrates an example. The system determines that deliveries 1 and 2 had the same bill-to party, and therefore combines the deliveries in one billing document.

Delivery Order 1     - | 
                                 ----------->   Invoice 
Delivery Order 2     - |

Tcodes To Configure The SAP SD Sales Tax Determination

Sales Tax Determination

OBQ1 - Maintain/Create Condition Type

• Double click on the Condition Type for more control

OBQ3 - Tax Pricing Procedures

OBQ2 - Tax Access Sequences

OBBG - Assign Tax Country to calculation procedure

OVK3 - Define the Customer Tax category

OVK4 - Define the Material Tax category

OVK1 - Define Tax determaintion rules

• Define the links between the Tax Country and Tax conditions type

OVK6 - Assign delivery plants for Tax determination (locally which Tax country category to use)

VK13 - Maintain Tax Condition Rate (e.g. 1%, 2% etc...) by Tax Country

SM31 - Table View  V_T001  - Maintain default country, currency for Company Code.

Material and Customer Tax Master Maintenance must be equal 
e.g. 0 = tax    1 = no tax     both Material and Customer master must be        1       and      1

Search for the Tax Classification field 
MM02 - Sales Organization data 
XD02 - Tick Billing

Payment Terms by Material

The condition records has a higher priority than the Customer Master.

4.6x

• Transaction VK32
• Search for the All fields List Box and Choose Terms of payment
• The PayT field columns will appear next to the Material

3.0x

• Transaction V-51
• Positon your cursor on the Material and click Additi.SD data
• Search for the field Payment terms

Schedule VF04 For Individual Billing Run

How to schedule billing to be run automatically?

You can create individual Billing documents in VF04, with out any saving of each and every billing document.

Select all the deliveries which you want to create billing documents, using Cntr Button, and click on individual billing. Then all the deliveries will go for billing individually in a single run. And you can also see all the billing documents numbers, which are created. No need to select single delivery each time.

If you want to do a batch job for billing, proceed for the following process

1. goto VF04, in the selection screen Delivery document range, for which you want to create billing documents e.g., in SD Document field, give delivery 1 to 10.

2.Now Click on GOTO -> Variant -> Save as Variant, then it will take you to another screen, give the variant name, e.g., test, and save it.

3. goto SM36, this is used to do batch job, if you dont know any thing also, you can do the entire process, using JOB WIZARD, click on Job Wizard which is on the screen.

4. It will take you to different steps, just you need to give your variant name, (in job name field) (in the first screen) the continue for further steps, In the ABAP Progamme Name give SDBILLDL, (this is the programme used to create billing documents) continue to give the specified time which you want to run this batch job, like immediate, after an hour, or a specific day like so.

5. Continue further to complete the task, now you batch job will run at a specified time which you mentioned, if you mentioned as immediately, then once you comple this process, your vairant will run, and billing documents will be created.

6. Plese ensure that all the deliveries are perfect, meaning there is no billing block or any thing.

You can check the status of your batch job using t. code SM37. 
 

Difference between the RSNAST00 and SDBILLDL program.

RSNAST00 is a program which is related to output related activities. Using this program, we can schedule the creation of outputs (PDFs, email etc) in total for any document created in any of the applications. The details are read and stored in the database table NAST. The same program is customised for each applications using programs like SD70AV1A which are also used for the same purpose but only for sales orders.

SDBILLDL is the program for Billing due list. This program finds out all the orders or deliveries or both which are due for billing and it will trigger the billing creation. It reads tables like VBAK, VBAP, VBUK, VBUP, LIKP, LIPS etc and the created billing documents are stored in tables VBRK, VBRP.

Procedure To Cancel Billing Documents

Tickets from users: 
After the following process: Sales Order --> Outbound Delivery (Goods issue) --> Billing, what happens if there is a cancellation? 
How to perform cancellation for this process: Billing --> Goods receipt --> Sales Order ? (Is this the correct reversal to perform in order for cancellation?)

After performing the process Sales Order --> Outbound Delivery (Goods issue) --> Billing, the billing document will be passed on to the FI consultants. But if there is a cancellation then, this billing doc. which will have a accounting document also that will also get cancelled.  In the FI customer open line items. 

Cancellation of billing - VF11

Cancellation of delivery - VL09

Then go to VL02N and remove the picking qty and make it blank then 

Goto VA02 and cancel the order. 

You can delete the Sales Order if transaction have been done:

In VA02 , just enter into the sales order goto menu path -> Files-> Cancel or delete option will be there will be there.

After deletion / cancellation of that sales order that order doesn't exist in the database. 

For example , if your sales order number is 1055 and you have deleted or cancelled that sales order, then that sales order number doesn't exist in the database and you cant create another sales order with the same order number 1055. When you create another sales order the number will skip to the next one i.e, 1056. 

You can only reject the Sales order if there are existing transations:

1. First you need to cancel the billing document using T-code VF11, so it will reverse all the updated accounting entries.

2. Now you need to cancel the Post goods Issue using VL09, once it is reversed, the delete the delivery using VL02N.

3. Once the delivery is deleted, the sales order will be open. Now put a reason for rejection in the line item/s, and reject the order, the order will get closed. It is not advicable delete a sales order.

Match Billing Cancel Document

How to find out the link between the original and cancelled billing documents?

Goto to tcode SE16

Table: VBRK

Field: VBRK-ZUONR - Assignment (this field link the original and cancelled billing documents)

Cancel billing documents must be successfuly released to accounting.  Usually it failed when user tried to cancelled current period with previous date.

Document Not Relevant For Billing

How to resolve "Document not relevant for billing" error message?

Check the detailed error log in VF01 screen. We may get more information on error.

Then, check have you completed the PGI for the delivery document or not.

Next, go to that Item Category functionality VOV7 and find if it is order or delivery related billing.

And after that go and check in the particular Sales order document type whether billing document types are maintained in the sales document or not.

If every thing is correct go and find with copy controls

If it order related, go VTFA 
If it Delivery related, go VTFL and check in your document type combination is maintained or not, if they are maintained item category is available or not.

After delivery while creating billing document system showing error that no billing document is generated for material no 395.  So how I can solve this issue.

Check if Item Category is checked for Billing or not.

Normal Sales Order Cycle:-

Step 1: Sales Document Type 
IMG > Sales and Distribution > Sales > Sales Documents > 
Sales Document Header: 
1. Sales Document Type:The sales document types represent the different business transactions, such as Inquiry, Quotation, Sales Order, etc. To create new sales order type, always copy as with reference to similar sales order. If possible use standard sales order. 
2. Define Number Ranges For Sales Documents: Maintain number range with discussion with core team. 
3. Assign Sales Area To Sales Document Types:  
A. Combine sales organizations / Combine distribution channels / Combine divisions: Ensure to maintain these, else Sales Order creation will give error. 
B. Assign sales order types permitted for sales areas: Assign only required Sales Order Types to required Sales Area. This will minimize selection of Sales Order Type as per sales area.

Sales Document Item: 
*1. Define Item Categories: If possible use Standard Item Category. Incase if required to create new, copy as from standard & maintain New. 
*2. Assign Item Categories: If possible, use standard. Formula for deriving item category: Sales Document Type + Item Category Group + Usage + Higher Level Item Category = Item Category

Schedule Line: 
1. Define Schedule Line Categories: If possible use Standard Schedule Lines. Incase if required to create new, copy as from standard & maintain New. 
2. Assign Schedule Line Categories: If possible, use standard. Formula for deriving Schedule Line: Item Category + MRP Type / No MRP Type.

Step 2: 
IMG > Logistic Execution > Shipping > Deliveries >  
*1. Define Delivery Types: If possible use Standard Delivery Type. Incase if required to create new, copy as from standard & maintain New. 
*2. Define Item Categories for Deliveries: If possible use Standard Item Categories for Delivery Type. Incase if required to create new, copy as from standard & maintain New. 
*3. Define Number Ranges for Deliveries: Ensure to maintain number range.

Step 3:  
IMG > Sales and Distribution > Billing > 
1. Define Billing Types: If possible use Standard Billing Type. Incase if required to create new, copy as from standard & maintain New. 
2. Define Number Range For Billing Documents: Ensure to maintain number range. 
3. Maintain Copying Control For Billing Documents: Maintain relevant copy controls such as Sales Order to Billing, Deliver to Billing, etc.

Note: Ensure that Copy Control settings are done 
Sales Order to Sales Order (QT --> OR): VTAA 
Sales Order to Delivery (OR --> LF): VTLA 
Sales Order to Billing (OR --> F1): VTFA 
Delivery to Billing(LF --> F2): VTFL 
Billing to Sales Order (F2 --> RE): VTAF

The configuration differs from scenario to scenario & requirement of the client.

Restricting Number Of Items In Billing Doc

How I can restrict number of items in an invoice? 

If I enter more than 8 items in a sales order and those items get copied into delivery doc then to billing doc.  But our client want to restrict number items to 8 (max) in an invoice.

You can restrict delivery with delivery tolerance, thereby causing invoicing of the desired.

or

Go to SPRO>>>IMG>>>Sales & Distribution>>>Billing>>>Billing Documents>>>Country-specific features>>>Maintain Maximum No. Of Billing Items.

This is where you can define a maximum number of items allowed for all billing documents within a given sales organization.

However, maintaining data here is not enough alone to bring about a billing split by number of billing items. 

You must also go to copying control for order/delivery to billing document at item level under "Data VBRK/VBRP" and maintain routine 006 "individual invoice limited" or a similar routine that accesses the data maintained here.

Prepaid process possible

I am looking for information on how we could implement a prepaid process. By "prepaid 

process" I mean:  
- Customer sends to us his order  
- If customer is set as "prepaid", we produce an invoice for him to pay  
- Once we have received his payment, we release the sales order for delivery  
- no further billing document is produced. 

I found information in online documentation about "down payments" (I imagine that our 
prepaid process could be a 100% required down payment) but it does not seem that it 
would work. From what I understood it looks like the billing plan is handled based upon the 
item category, which implies the processing is "material" specific not "customer" specific. 

What we do now:  
- We have defined a risk category "prepaid" which is assigned to our prepaid customer. 
  This risk category automatically block the sales order for delivery.  
- We receive the sales orders and produce a Pro Forma invoice from it, and send it to 
  customer  
- Once we receive the payment, we release the sales order for delivery and produce the 
  invoices.  
- We post the payment we received earlier against this last invoice. 

As you see, this requires a lot of manual work and a lot of time is wasted to match all 
documents together. There most be a more efficient way to handle this, anybody have any 
hints?

*You are right! However, if you create a new item category for the prepaid scenario, you can 

select what item category (and process) to use at order entry. It is also possible to code a 
user exit so that only certain customers will get the prepaid process. This can be done also 
with item category groups (can be used to determine what default item category that 
should appear). This would mean that you either have different materialnumbers for the 
different processes or use different distribution channels in the sales order. DC 10 could be 
the normal process and DC 20 the prepaid process. Then you need to create the sales 
views in material master for DC 20 for all materials that should be possible to run in the 
prepaid scenario, and enter the "prepaid item category group in the sales item category 
group field in material master. 

Here is a proposal of customizing activities to achieve this:  
1. Create a new item category as a copy of the normal item category used for non-prepaid 
   sales. (Change the billing in the item category to order related billing with no billing plan)  
2. Create a new item category group "ZXXX" or something of your choice with the 
   description "Prepaid" or something like that.  
3. In item category assignment, add or check entries so that you have the order type used, 
   and item category group defaulting the new item category.  
4. Check copy control from sales document to billing document for the new item category. 
   Also delivery copy control could be good to check.  
5. Create a new distribution channel and assign it to the company structure (plant, sales 
   org etc)  
6. Extend your material(s) with views for the new distribution channel and enter the "ZXXX" 
   item category group in the field for sales item category group (I think it is on sales 2 screen 
   but I am not sure, can't access a system right now). 

Now you should be able to create a sales order with the new distribution channel where 
the new item category is defaulted. Check that the sales order is completed when both 
billing and goods issue for the delivery is posted. If not check the completion rule in the 
new item category. 

Maximum number of items in FI reached - Message no. F5 727

If you hit the above erros when you create an invoice in SD, the corresponding accounting document is not created. 

The error is as follows: 

Maximum number of items in FI reached Message no. F5 727

Diagnosis  
The maximum number of items for an FI document ('999') has been exceeded. 

System response 
FI documents have a 3-digit item counter that limits the number of items permitted per document. 

Procedure  
If the documents with an excessive number of items come from another application area 
(e.g. sales, logistics, order accounting), you can configure the system to the effect that 
these documents are summarized in FI. " 

How could this error be solved as none of your invoices are getting accounted in FI?

To overcome this, the only way was to break the accounting invoices, 1 with 950 items and the other with the rest.  

Billing Spilt by Item Category

Is it possible to split invoice Item category wise. I mean  If in sales order there is TAN and TANN then the invoice should split,is it possible?

Naina

Yes, it is possible. Create a modification of copy control routine for billing and use VBAP-PSTYV as an additional split criteria there. 
  
Martishev Sabir

Thank you for your reply.  Can you please tell me the exact steps what should I add under that(additional split criteria). 
  
Naina

In trx VTFA (if your billing is sales order based) choose your billing type and SO type, there select your item categories and there select the field VBRK/VBRP data. In that field you will see the currently used routine. With the help of your ABAP guy create a copy of that routine under a different number and add your lines of code. Let's say you use routine 001.  
  
FORM DATEN_KOPIEREN_001.

* Header data 
* VBRK-xxxxx = ............ 
* Item data 
* VBRP-xxxxx = ............ 
* Additional split criteria

DATA: BEGIN OF ZUK, 
MODUL(3) VALUE '001', 
VTWEG LIKE VBAK-VTWEG, 
SPART LIKE VBAK-SPART, 
END OF ZUK.

ZUK-SPART = VBAK-SPART. 
ZUK-VTWEG = VBAK-VTWEG. 
VBRK-ZUKRI = ZUK.

ENDFORM.

  
This is how it should look after modification: 
  
   
* Header data 
* VBRK-xxxxx = ............ 
* Item data 
* VBRP-xxxxx = ............ 
* Additional split criteria

DATA: BEGIN OF ZUK, 
MODUL(3) VALUE '001', 
VTWEG LIKE VBAK-VTWEG, 
SPART LIKE VBAK-SPART, 
PSTYV LIKE VBAP-PSTYV,    <- New line 
END OF ZUK.

ZUK-SPART = VBAK-SPART. 
ZUK-VTWEG = VBAK-VTWEG. 
ZUK-PSTYV = VBAP-PSTYV.   <- New line 
VBRK-ZUKRI = ZUK.

ENDFORM.

After this routine is created and activated place it as the default copy control routine instead of the old ones. 

SAP Billing - Combine Billing for deliveries with different date

When using transaction VF04 or Billing (background), the date of the billing document (e.g. the current date) must be entered (In VF04 : settings, default data.)

In VF06 or background: variant with parametrization) to avoid an unwanted split due to the billing date.

This OSS notes is very helpful :-

11162 - Invoice split criteria in billing document

36832 - Invoice split in fields from the sales order 

Billing Plan function and Processing

Explain what is Billing Plan.

Billing plan processing includes the following functions:

• Automatic creation of billing plan dates 
• Pricing 
• Billing block 
• Billing index 
• Billing status 
• Billing rule for milestone billing 
• Fixed dates in milestone billing 
• Document flow 
• Creating with reference 
• Exchange rate determination
• Automatic Creation of Billing Plan Dates

In Customizing for Sales, you control how the system automatically creates the schedule of dates in a billing plan. The system determines the schedule of individual dates based on general date information, such as the start and end dates. This general date information is copied either from contract header data or from proposals in the billing plan type.

Pricing

Sales document items are billed as each billing date in the plan becomes due. The system determines the amount to be billed either from the condition records that are applicable to the item or from the values that are explicitly entered in the billing plan for a particular billing date. In milestone billing, for example, you can specify a percentage to be billed or an actual amount.

Billing block

A billing block can be set for each date in a billing plan. The block prevents processing for a particular billing date but does not necessarily affect any of the other dates in the plan. In milestone billing, the system automatically sets a billing block for each billing date. This block remains in effect until the project system reports back that the milestone in the corresponding network has been successfully completed. At this point the system removes the block.

Billing index

For every billing date in a plan, the system creates and updates a billing index. If a billing date is blocked for billing, the system copies this information into the index.

Billing status

The system assigns a billing status to each billing date in the plan. The status indicates to what extent the billing has been processed for that particular date. After billing has been carried out successfully, the billing status is automatically set to ‘C’. This prevents a billed date from being billed again.

Billing Rule for Milestone Billing

For every date in the milestone billing plan, you can specify a billing rule. The rule determines how the billing amount for the particular date is calculated. For example, you can specify whether the billing amount is a percentage of the total amount or whether it is a fixed amount. 

In addition, you can specify that the amount to be billed is a final settlement that takes into account billing that has not yet been processed. For example, price changes may take place after billing dates in the plan have already been processed. The price differences can be taken into account during final settlement.

Final settlement is not automatically proposed in the billing plan by the system; you must enter it manually during processing.

Fixed dates in milestone billing

You can control for each date in a billing plan, whether the date is fixed or whether the system copies the date from the planned or actual milestone dates in a project.

Document flow

After a particular date in a billing plan is processed for billing, the system updates the document flow for the corresponding sales document item. 

The document flow for the sales document displays the following data: 
 

• Creation date 
• Billing date 
• Billed value

Creating with reference

When you define a billing plan type in Customizing for Sales, you can enter the number of an existing billing plan to serve as a reference during subsequent billing plan creation. During sales order processing for items that require billing plans, the system automatically proposes the reference plan and, if necessary, re-determines the billing dates (based on the current date rules) for inclusion in the new billing plan.

Exchange rate determination

In the billing plan with partial billing, you can store a certain exchange rate for each date. The amount billed is the amount determined after using this exchange rate to convert from the local currency into the document currency.

An exchange rate can also be stored at item level for the sales document (field: Exchange rate for FI on the Billing tab page. This fixed rate is valid for all dates in the item billing plan for which no rate is specified in the billing plan. If an exchange rate is entered both for the date in the billing plan and at item level in the exchange rate field, then the system uses the rate specified for the date during billing.

If no exchange rate is entered for the the date or at item level, then the system uses the exchange rate used for invoice creation and it is forwarded to FI.

When using a header billing plan, all billing plans linked to this header billing plan are automatically updated. If, for example, you enter an exchange rate manually for the first date in the header billing plan, this is automatically copied to the corresponding dates for the item billing plans. 

Billing Plan for Milestone Billing

Milestone billing means distributing the total amount to be billed over multiple billing  dates in the billing plan.   As each milestone is successfully reached, the customer is billed either a percentage of  the entire project cost or simply a pre-defined amount.  During sales order processing, the system determines from the item category whether a  billing plan is required and, if so, which type of plan  The type of billing plan that is determined at this point is set up in Customizing and  cannot be changed in the sales document.   Billing plans for periodic billing and milestone billing plans for project-related milestone  billing have different overview screens so that you can enter data relevant to your  processing.   For example, for milestone billing, you must be able to enter data to identify the  individual milestones.   IMG configuration requires :-  1.  Maintain billing plan types for milestone billing in OVBO.  2.  Define date description in SM30 - V_TVTB.  3.  Maintain Date Category for Billing Plan Type IN OVBJ.  4.  Allocate date category in SM30 - V_TFPLA_TY.  5.  Maintain date proposal for Billing Plan Type in OVBM.  6.  Assign Billing Plan Type to Sales Documents Type in OVBP.  7.  Assign Billing Plan Type to Item Categories in OVBR.  8.  Define rules for determining the date in OVBS.   Milestone billing is typically used for billing projects, such as plant engineering and  construction projects. Such projects often include a series of milestones that mark the  completion of different stages of the work. In the SAP R/3 System, milestones are defined  in a network along with planned and actual dates for the completion of work. The milestones  are also assigned to the billing dates in the billing plan.    Each milestone-related billing date is blocked for processing until the Project System  confirms that the milestone is completed.   Delivery-relevant order items for which a milestone billing plan applies are billed on the  basis of the requested delivery quantity and not on the total of the confirmed quantities.    The connection between the project and the sales document item is made in the individual  schedule lines of the item. Each schedule item can be assigned to a network in a project.  To display the project-related data for a schedule line, proceed as follows:  In one of the overview screens of the sales document, select   1.  Item -> Schedule lines. 2.  Mark the schedule line and select Procurement details.    The following figure shows an example of milestone billing where only the Contract have been billed :  Order  Item  Turbine    100,000  Billing Plan  Billing date Description    %  Value  Billing Block   Milestone   Billing Status 01-10-94     Contract      10  10,000      -             x           x   01-03-95     Assembly      30  30,000      x             x            01-04-95     Maintenance   30  30,000      x             x 01-05-95     Acceptance    30  30,000      x             x 01-06-95     Final invoice ..    ..        x  Network/Activities  Milestone    Estimate      Actual Assembly     01-03-95      01-03-95 Maintenance  01-04-95       Acceptance   01-05-95  For each billing date in a milestone billing plan, you can specify whether the billing  date is:  1.  fixed  2.  always updated with the actual date of the milestone  3.  updated with the actual date of the milestone, if the date is earlier than the      planned billing date for the date 

Billing Block will not work if you did not assign it

Define the possible block indicators in SM30 - V_TVFS 

and 

allocate them to the billing types concerned in SM30 - V_TVFSP. 
 

Your Billing Block will not worked if you did not assigned it to the desired billing types. 
 

You can auto block by :- 

1.  sales document type in transaction VOV8, fields Billing Block,

or

2.  item categories in SM30 - V_TVAP, by filling the fields Billing Block. 

Steps for creating a new or changing an existing Billing Document Types

Create/Change your Billing types configuration in VOFA.

Some of the IMG stuff are :-

1) To block automatic transfer of the billing document to accounting, mark the field. 
    Indicates whether the system blocks automatic transfer of the billing document to  
    accounting.

   During document processing, you can manually transfer blocked billing documents to  
   accounting by selecting:

   Billing -> Change -> Release accounting

2) Account determination procedure

3) Output determination procedure etc. ...

After customizing, use transaction VCHECKVOFA to check your configuration :-

1) Proforma billing types: If it is a proforma billing type, (VBTYP = U), the field must  
    be blank and the account determination procedure must be empty.

2) Cancellation billing document types: : A check is made to see if the cancellation  
    billing document type has the right VBTYP. An F2 invoice, for example, (VBTYP 'M')  
    can only be canceled with billing type S1 with VBTYP 'N' . A billing type with  
    VBTYP '5' can only be canceled with the VBTYP '6' and vice versa.

3) Cancellation billing document type partner functions A check is made to see if the  
    cancellation billing document type partner functions are empty or if those that  
    correspond to the billing type used are empty.

Next, make sure that you maintain the copy control for the Billing Types:

Sales documents in VTFA

       Target               Source 
e.g.  F1 - Invoice        OR - Standard Sales Order 
        F1 - Invoice      ZOR - Your Sales Order

Billing documents in VTFF 
e.g.  G2 - Debit Memo    F1 - Invoice 
        G2 - Debit Memo    F2 - Invoice

Deliveries in VTFL  
e.g.  F1 - Invoice       LF - Delivery 
       F1 - Invoice      ZOR - Your Delivery

Usually for copy control, you let the rest of the settings remains as SAP defaults.

You only assign the new Billing Document Types.

After that use transaction VCHECKTVCPF to check your Copy control customizing.

Condition Exclusion which will be determined in the billing document

The system can exclude conditions so that they are not taken into account during pricing.

For example: 
Material 4711 costs 150 USD. Some customers receive a discount of 10 USD per 100 pieces.

However, a specific customer can buy the material for 100 USD. Since this is a particularly good price, the customer should not also have a discount of 10 USD per 100 pieces. Therefore, this discount is to be excluded from pricing.

To create a condition exclusion procedure which will be determined in the billing document.

Assign the procedure to the pricing schema, and maintain copy control so that pricing is not copied from Sales Order.

To achieve this, copy the standard pricing to a ZXXXX Pricing. 
 

Define new document pricing procedure in SM30 - V_TVKV for billing.

Assign new document pricing procedures to billing types in SM30 - V_TVFK_PR 
 

Define the Condition Exclusion Groups in OV31.

Assign the Condition type for the Condition Exclusion Groups in OV32.

Assign the Billing Pricing Procedure in VOK8 for the Condition Exclusion Groups.

When billing document is being created just enter manually your new price and the pricing program logic will include only the higher price one, excluding the rest that are lower price.

Default Start Variant for VF04

There are two types of variant in VF04.

One is the selection variant before clicking the Display Billing List Button.

You can set the start variant via SE93 using the Change mode. 
 

The second variant is the Billing Layout display variant. 

This is after clicking the Display Billing List Button.

After creating your layout display variant, you can set it by clicking :-

Settings -> 
           Display Variant 
                             ->  Administration

Select the layout display variant you want and click :-

Edit -> 
        Define default settings 

Billing cannot be Release to Accounting

This SAP message will appear if the system is unable to find the G/L codes match from the configuration in transaction VKOA

No account is specified in item 0000001001 
Message no. F5 670

Diagnosis 
No account was specified for account type "S" in item "0000001001" of the FI/CO document.

System Response 
The Financial Accounting program cannot process the document.

Procedure 
A system error has probably occurred in the application you called up. Check the data transferred to item "0000001001" of the FI/CO document.

Assuming that one of the key combination is Account Assignment Group, you will have to check whether have the Account Assignment Group been input in the Customer Master (Billing tabstrips - Accounting sections - Field name: Acct assgmt group).

The Account Assignment Group will be copied automatically into the sales order.

Check whether the configuration in transaction VKOA have been done correctly.

Check whether the sales order (VA03 - Goto - Header - Financial Accounting - Field name: AcctAssgGr) have been filled in automatically.

Check whether the billing document (VF03 - Goto - Header - Header - Field name: AcctAssgGr) have been filled in automatically.

If the customer master have not been maintained and the user have already input the sales order, then the user will have to maintained the Account Assignment Group manually either in the sales order or the billing documents.

Take note for One Time Customer, the user have to input the Account Assignment Group manually into the sales order.  One Time Customer can be used by many customer, therefore, the system will not be able to determine the Account Assignment Group manually.