SAP Sales Milestone Snapshot

BUSINESS PROCESS PROCEDURE
Title: Milestone billing

Organization/Area: SD
EUP Category:
File Name: FI_SD_VA41 Create Release: R/3 4.6B
a sales contract-
Milestone.DOC
Responsibility: CBO staff and Status: Ready for review by team
Controller’s Office
Overview
Trigger: Generally, sponsored projects are invoiced on a cost reimbursable (resource-related billing) basis;
however, some awards require specific billings of predetermined amounts on set dates. This Business
Process Procedure (and FI_SD_VA41a) will document the steps necessary to set up scheduled billings for
these awards so that invoices are produced at the predetermined dates and amounts.
R/3 supports two basic types of fixed amount billing methods. The first type of billing method is milestone
(ZMP is the R/3 billing type). In the traditional milestone project, invoicing occurs as a major phase or
milestone of the project is completed. For example you might have a contract requiring billing 1/3 of the
contract amount upon completion of the field research, a second 1/3 at completion of the draft report, with
the balance due when the research report is accepted by the sponsor. Although these technical completion
dates may vary, the award document normally gives estimated dates that are used to initially set up the
payment schedule in R/3. In addition, UT will use milestone billing for (1) contracts with irregular invoice
amounts on preset dates, and (2) quarterly, semi-annual, or annual fixed amount invoicing. For example:
$10,000 is to be billed at the start of the contract, $15,000 at the contract midpoint, and $25,000 at the
contract conclusion. Another example would be $5,000 is to be billed each calendar quarter during the term
of the contract.
The second type of fixed amount invoicing is scheduled billings (ZSCH is the R/3 billing type). In this award,
a constant amount is invoiced monthly. For example, $1,000 is to be billed on the first day of the month over
the life of the contract. This BBP to document scheduled billings is FI_SD_VA41a, “Create a sales contract-
scheduled”.
Business Process Procedure Overview

This document describes the method to establish a sales contract with its schedule for milestone billings.
Input – Required Fields Field Value/Comments

Please see the various steps for input fields
Output - Results Comments

Milestone billings produced at the appropriate
time based on the award document
requirements.
Tips and Tricks
Last changed on: Last changed by: Version: 4.6B Page:

01/15/01 Gail White Page 1 of 11
EUP Category:
a sales contract-
Milestone.DOC
This is a very complex set of procedures. Several data fields are not applicable to UT and will not be
completed on all screens. In addition, the user will navigate the various screens using three different
methods.
Procedural Steps
1.1. Access transaction by:
Via Menus Logistics >Sales and Distribution> Sales> Contract>Create
Via Transaction Code VA41
1.2. On screen “Create Contract: Initial Screen”, enter information in the fields as specified in the table
below:

EUP Category:
a sales contract-
Milestone.DOC
Field Name Description R/ User Action and Values Comment

O/
Contract type A classification that distinguishes R The user should choose ZSCH for monthly fixed
between different types of sales amount billing agreements or ZMB for milestone
contracts. invoicing contracts (all other fixed amount types).
Sales Entity in which the sales agreement R Always use UT
organization originated
Distribution The way in which products or R Use 01. UT currently only has one distribution
Channel services reach the customer. channel
Division A way of grouping materials, products, R Use the WBS element’s budget entity code.
or services
Click the icon.
(Note: On above table, in column “R/O/C” ; “R” = Required, “O” = Optional, “C” = Conditional)
EUP Category:
a sales contract-
Milestone.DOC
1.3. On the “Create Milestone Billing: Overview” screen, enter the information on the table below. If you
receive a pricing error: Mandatory condition Ek01 is missing. Don’t worry. This is only a warning. The
information will be added at a later step. Proceed on to step 1.4.
1.4.
Field Name Description R/O/C User Action and Values Comments

Sold to Party The sponsor of the research project R Please enter appropriate customer
number
Contract Start The beginning date of the contract R
Date
Contract end The ending date of the contract R
Material Alphanumeric key uniquely identifying R Please use material code G000. G000 is the
the material. code configured as a service material for

EUP Category:
a sales contract-
Milestone.DOC
project billings
Target The target quantity for an item in a R Please enter 1. Generally, UT has only
quantity sales contract. one item in its contracts.
Press the enter key to clear messages
and to continue
1.4 Tricky step. You must select the item by clicking on the left box. Then use the “Go
to>item>conditions” menu path at the top of the screen to continue.

EUP Category:
a sales contract-
Milestone.DOC
1.5 Conditions tab
On this screen, enter the rate of the contract and the condition type of the billings. The rate is the total of the
milestone billings. EK01, actual costs, is UT’s only condition type. In our example, EK01 was entered into
the condition field and $500 was imputed as the rate.

EUP Category:
a sales contract-
Milestone.DOC

Enter this information into the first
available white line.
Rate Fixed billing amount per invoice R Please enter the amount to be bill each
interval.
CnTY Condition type R Type of reimbursement. Please enter
EK01 for actual cost.
1.6 Proceed to the “Billing Plan” tab.
There are two methods to proceed at this point. The scheduled milestone items can be entered in either of
two places: (1) Create milestone billing: header data (Go back to the main screen and follow the menu path
EUP Category:
a sales contract-
Milestone.DOC
Go to>Header> Billing Plan), or (2) Create milestone billing: item data. (Click on the “Billing Plan” tab.
Either way will work. The only difference between the two screens is that the “item data” version of the
screen has a small checkbox labeled “HeadBillPlan”. If this “item data” screen is used, this checkbox must
be clicked off, or blank. Press enter to continue.
The intent is to give the option of having multiple WBS elements on one billing plan by entering on the
header. If each WBS element line should have a different billing plan, then the item level should be used.
Now schedule each milestone billing. On this screen, enter the milestone invoice date, relationship, and
amount. Once all the billings have been scheduled, push the enter key.

Billing Date The date the milestone amount is to R Please enter a date for each milestone.
be billed.

EUP Category:
a sales contract-
Milestone.DOC
Bill.value Billing value R Amount due upon completion of each

milestone task, quarter, etc.
1.10 Account Assignment:

Proceed to the next step by clicking on the “Account Assignment” tab. Enter the appropriate WBS element
number and hit enter. Again, this can be accomplished at either the “header” or “item” level.
1.13 After adding the WBS element, click on the save icon.
1.14. Finished!

EUP Category:
a sales contract-
Milestone.DOC
You may have to wait as the computer compiles the sales contract. If you are successful, a message similar
to “Milestone Billing 400000004 has been saved” will be printed at the bottom of the screen.
Congratulations, you are done.

EUP Category:
a sales contract-
Milestone.DOC
Unit Testing Conditions and Variations

SETUP DATA
DATA OBJECT VALUE/CODE DESCRIPTION COMMENTS AND NOTES
CONDITIONS/STEPS
CONDITIONS & VARIATIONS EXPECTED RESULTS ACTUAL RESULTS OK /
ERROR
Comments:
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
Approval: _________________________ Date: ____/____/____


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BUSINESS PROCESS PROCEDURE

Title: Milestone billing

Business Process Procedure Overview

Input – Required Fields Field Value/Comments

Output - Results Comments

Tips and Tricks

Last changed on: Last changed by: Version: 4.6B Page:

Via Menus Logistics >Sales and Distribution> Sales> Contract>Create

Via Transaction Code VA41

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Field Name Description R/ User Action and Values Comment

Click the icon.

Field Name Description R/O/C User Action and Values Comments

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1.5 Conditions tab

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Field Name Description R/O/C User Action and Values Comments

1.6 Proceed to the “Billing Plan” tab.

Field Name Description R/O/C User Action and Values Comments

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Bill.value Billing value R Amount due upon completion of each

1.10 Account Assignment:

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Unit Testing Conditions and Variations

Approval: _________________________ Date: ____/____/____

Last changed on: Last changed by: Version: 4.6B Page:

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Approval: _____________________ Date: //