Beruflich Dokumente
Kultur Dokumente
Agenda
Billing and AR General Overview Billing Process Overview Create and maintain Billing Document BREAK Billing Blocks Accounts Receivable Processes
Billing is moving from a manual to an automated process where validation occurs in the order entry and pricing processes McCain is moving from a slower paper/mail based invoicing process to a faster and automated e-invoicing medium (EDI, e-mail, or fax)
Sales and Distribution and Financial/Accounts Receivable postings occur at the same time
Intercompany Billing is automated between operating companies on SAP SAP issues Miscellaneous FI Invoices rather than raising these Invoices manually in a separate system
Billing represents the final processing stage for a business transaction in Sales and Distribution.
Billing and AR
AR Cash Application
Collection Management
Billing
In SAP, the term Billing is used broadly to describe the generation of the following:
Invoices Credit Notes Debit Notes Cancellation Documents
Invoice is calculated using the pricing from the order and quantity from delivery
Customer Invoice
FI Module
Order
Delivery
AR & GL Postings
CO Module
CO-PA Postings
Customer Master Record: Serves as a central data repository for all information regarding McCains business partners Is organized according to business partner functions:
Sold-to- party (SP): Customer who places the order Ship-to- party (SH): Customer that receives the order
Bill-to-party (BH): Customer who receives the Invoice Payer (PH): Customer who pays for the goods Partner Functions Banking Data Address Customer Master Sold-to-party: xxxx Material: xxxx Address Partner Functions Material Type: Industry: Banking Data Description: Unit of Measure:
OTCAR102 Billing and AR Processes
Price Conditions
A Condition Type represents aspects of daily pricing activities. A Condition Type can:
Directly affect Order/Invoice value Indirectly affect Order/Invoice via accrual Be purely statistical (for info only)
Discounts
Customer Material Price Group Material Pricing Group Customer/Material Pricing Group Customer/Material Price Group/Material Pricing Group Other
Prices
Price List Material Price Customer-specific Other
Agenda
Billing and AR General Overview Billing Process Overview Create and maintain Billing Document BREAK Billing Blocks Accounts Receivable Processes
Order
Item 10 Qty20 Item 20 Qty20 Item 30 Qty20
Delivery
Invoice
You need to create an order-related Billing when you need to generate a billing document without an associated inventory movement (i.e. Debit/Credit Memos)
Also, when you bill a customer for a service, you would probably refer to the sales order, since a service is usually based on an order, not a delivery.
Order
Item 10 Qty20 Item 20 Qty20 Item 30 Qty20
Delivery
Billing
When you create a Credit or Debit Memo request, you can create with reference to an invoice. When creating with reference to an invoice, you can either:
Refer to all items Select only certain items Select a certain quantity
Invoice
Credit Memo
Order
Item 10 Qty20 Item 20 Qty20 Item 30 Qty20
Delivery
Release to Accounting
Normally, Billing documents are automatically released to Accounting. Occasionally, a Billing Document is created but its FI posting fails.
For example, if an Invoice is created while the Accounting period is closed, no posting to Accounting will occur and no Accounting document is created.
Billing Document
Accounting Document
The Billing document invokes a pricing procedure. Integration with Accounting consists of forwarding billing data to:
Financial Accounting (FI - Accounts Receivable) Controlling (CO)
Billing Data
FI - AR
CO
Integration with Finance (FI) consists of forwarding billing data such as Invoices, Credit, and Debit Memos to FI. Integration with Controlling (CO) consists of assigning costs and revenues to the appropriate sub-ledgers. Costs and revenue can be posted to the following accounts:
Customer Accounts Receivable General Ledger (for example, a cash clearing account) Revenue Sales Deductions
Billing
FI
AR
Billing Output
EDI
Fax
Paper
Agenda
Billing and AR General Overview Billing Process Overview Create and maintain Billing Document BREAK Billing Blocks Accounts Receivable Processes
The following options are available for Billing document creation at McCain:
Automatic processing of the Billing Due List in the background, which will process over 95% of all Billing documents Manual processing of the Billing Due List, which will be used on an exception basis
Instructor Demonstration
Create a Billing Document (VF01)
Scenario: You need to create an individual Invoice for a Standard Sales Order. This would typically be carried out by an automated batch job but there may be exceptions where you need to create a Billing document on an individual basis.
Instructor Demonstration
Change a Billing Document (VF02)
Scenario: You want to add additional text to a previously created Billing Document to demonstrate the limited change functionality on this type of document.
Instructor Demonstration
Cancel a Billing Document (VF11)
Scenario: You need to cancel the Billing document you just created.
Once all orders are successfully Post Goods Issued (PGI), they are ready to be billed to customers.
Billing-relevant documents are queued in a Billing Due List and await billing execution. Billing Due List is executed, customer Invoices are generated, and postings are passed to AR and FI.
Instructor Demonstration
Execute Billing Due List (VF04)
Scenario: You need to execute the Billing Due List for multiple Invoices.
Instructor Demonstration
Generate Intercompany Billing (VF01)
Scenario: You need to create an Intercompany Billing document.
Instructor Demonstration
Log of Collective Run (V.21)
Scenario: You need to review the performance of a collective run.
Instructor Demonstration
Release Billing Documents for Accounting (VFX3)
Scenario: You need to display a list of blocked Billing documents and release your blocked Billing document to Accounting.
Instructor Demonstration
Display Billing Document (VF03)
Scenario: You wish to display a Billing document to view information about a McCain material.
Instructor Demonstration
List Billing Documents Report (ZVF05)
Scenario: You need to display a list of Billing documents and then want to drill down to view an individual Billing document.
Instructor Demonstration
Create Output Condition Records: Billing (VV31)
Scenario: You need to assign a Billing Output Condition.
Instructor Demonstration
Change Output Condition Records: Billing (VV32)
Scenario: You need to change a Billing Output Condition.
Instructor Demonstration
Generate Customer Invoice Output (VF31)
Scenario: You need to generate print output for a Billing document. Use the print preview option instead of printing the document.
Agenda
Billing and AR General Overview Billing Process Overview Create and maintain Billing Document BREAK Billing Blocks Accounts Receivable Processes
Billing Blocks
Billing blocks prevent an order-related or delivery-related sales document from being billed. Billing blocks occur:
At the Order Type level At the transaction level At the Customer Master level If errors occur in account assignment If the Billing document is incomplete If errors occur in pricing
Agenda
Billing and AR General Overview Billing Process Overview Create and maintain Billing Document BREAK Billing Blocks Accounts Receivable Processes
Accounts Receivable
The AR application component records and administers accounting data for all customers:
Accounting data for customers is posted in the SAP AR sub-module.
Instructor Demonstration
Display a Document (FB03)
Scenario: You need to view an Accounting document to validate the GL account postings.
Parked Documents
In the Miscellaneous FI Invoice and Credits process, the parking function is used to save incomplete Invoices and Credit Notes for subsequent processing.
When parked documents are created in the system, they are stored as information only with no impact on any other accounting aspects. Customers and GL accounts are not updated until parked documents are released for posting.
Instructor Demonstration
Create and park FI-AR Invoice (FV70)
Scenario: You need to create an Invoice for a sale of non-inventory items.
McCain generates Miscellaneous Credit Notes for the following scenarios: Credit Note to cancel a previous Miscellaneous Invoice generated for sale of non-inventory product.
Example: Erroneously generated duplicate Miscellaneous Invoice
Credit the customer when they are overcharged on a previous Miscellaneous Invoice Credit the customer for valid cash discount deductions and/or valid penalties levied against McCain by a customer
Instructor Demonstration
Create FI-AR Credit Memo (FV75)
Scenario: You need to create a Credit Memo for a customer penalty that was charged to McCain.
When a document is parked, it is in a holding pattern and is not posted into the accounting system yet. This document can be updated and posted into the accounting system. This allows online evaluation of the data in the documents for reporting purposes.
Instructor Demonstration
Display Parked Documents (FBV3)
Scenario: You need to display a parked Miscellaneous FI Credit Note.
Instructor Demonstration
Change Parked Documents (FBV2)
Scenario: You need to change a parked Miscellaneous FI Credit Note.
Instructor Demonstration
Post Parked Documents (FBV0)
Scenario: You need to edit a parked document and post it into the accounting system.
The report provides the following options for selecting the customer line items:
Open items Cleared items All items Parked items
In McCain, the FBL5N transaction is the central report used by all members of the Billing and Accounts Receivable teams. A report can be used to generate:
A list of open items and/or cleared items by customer/group of customers Credit/Debit report A list of all potato Invoices Open Chargeback report Customer open item by country Dispute cases assigned to open items
Instructor Demonstration
Customer Line Item Report (FBL5N)
Scenario: You need to execute the Customer Line Item display report and validate the various functions provided by the transaction. You need to look at all items for customers in your Company Code.
Print Correspondence
Instructor Demonstration
Display Accounts Receivable Document (FB03)
Scenario: Display a miscellaneous customer credit note.
Instructor Demonstration
Request, Trigger and Print Correspondence for Miscellaneous Invoice, Credit Note and Re-Bill (FB12)
Scenario: Print or email a miscellaneous FI credit note to a customer.
Instructor Demonstration
Print Correspondence (F.61)
Scenario: Print a Miscellaneous FI Invoice to send a hard copy to the customer.
Questions?
Description
Represents a specific area within your organizational structure
Business Partners
Customer Master Record Material Master Record Customer-Material Info Record
Prices, surcharges, discounts, freight, and taxes (conditions) for a business transaction are brought in automatically by the system using the condition technique
Output is anything leaving the SAP system in Sales, its information sent to a customer via various media (fax, EDI, email) and at McCain, includes Order Acknowledgements and Invoices
Description
The activity of issuing an Invoice after goods have been issued and/or shipped to the customer A generic term for Invoices, Credit Memos, Debit Memos, Proforma Invoices, and billing cancellation documents A billing document used to bill a customer for a goods delivered or a service provided A business partner with whom a business relationship exists, involving the sale of goods or services The process in which business transactions take place between two companies belonging to one organization The Billing Due List is a collection of billable transactions: orders and deliveries that is run daily. Executing the Billing Due List is also done at month-end to process open sales documents that are ready for billing
Description
(Ship Confirm) Post Goods Issue is performed for Delivery-relevant Order Items to make these items available for billing. When a user Post Goods Issue, they are indicating in the system that the goods have left the building
Credit Memo Request A Sales Order Type used to request a reduction in the customer Accounts Receivable account for product quantity discrepancies or damage. It is Quantity
not delivery relevant but it may involve an inventory adjustment as a subsequent process. The Request is not yet a Credit Memo.
Credit Memo Request A Sales Order Type used to request a reduction in the customer Accounts Receivable account for value-related discrepancies (i.e. pricing, freight Value
errors). It is not delivery relevant and will not involve an inventory movement. The Request is not yet a Credit Memo.
A Sales Order Type used to request an increase in the customer Accounts Receivable account for product quantity discrepancies (typically overages). It is not delivery relevant but it will involve an inventory adjustment as a subsequent process. The Request is not yet a Debit Memo.
Description
A Sales Order Type used to request an increase in the customer Accounts Receivable account for value-related discrepancies (i.e. pricing, freight errors). It is not delivery relevant and will not involve an inventory movement. The Request is not yet a Debit Memo. A customer Billing document that decreases the customers Accounts Receivable balance. A customer Billing document that increases the customers AR balance.
Description
Generates Billing documents and follows-up on Billing errors to ensure correction through the correct source
Billing Manager
Oversees the Billing process. Tracks the frequency of billing errors. Authorized to cancel Billing documents and delete billing blocks (approve Debit and Credit Memo Requests)
Analyzes new customers Credit worthiness and proposes Credit limits; performs Credit reviews of existing customers and recommends changes in maintaining Credit accounts Oversees the Credit Management process. Approves and implements changes to Customer Credit Accounts and approves Customer Credit Limits
Credit Analyst
Credit Manager
Description
Generates Miscellaneous FI Invoices and Credits, runs A/R reports for month-end, and identifies those customers with negative AR performance Oversees the Accounts Receivable process. They have the authority to approve Miscellaneous FI Invoices and Credits. Responsible for ensuring that customers pay within their terms
Cash Applicator
Cash Application Manager