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SAP AG The Billing Process

Contents

May 1997 3–1

Chapter 3: The Billing Process

Contents

About Billing Forms.................................................................................................. 3–2

Reference Documents ..............................................................................................3–2

Data Flow...................................................................................................................3–4

Reference Quantities ................................................................................................3–4

Pricing .......................................................................................................................3–5A: Copy Pricing Elements and Update According to Scale ............. ............. .......... 3–6B: Carry Out New Pricing ......................................................................................3–7C: Copy Manual Pricing Elements and Redetermine the Others............. ............... 3–7D: Copy Pricing Elements Unchanged...................................................................3–8E: Copy Pricing Elements and Values Unchanged.......... ........... ........... ........... ...... 3–8F: Only Used Within the Program..........................................................................3–8G: Copy Pricing Elements Unchanged and Redetermine Taxes ............ ............. ... 3–8H: Copy Pricing Elements and Redetermine Freight.. ........... ........... ........... ........... 3–9

Updating Pricing After Field Changes ..................................................................... 3–9

Requirements.......................................................................................................... 3–10



The Billing Process SAP AG

About Billing Forms

3–2 May 1997

About Billing FormsIndividual billing types may have several or different billing forms. The differences liemainly in:• reference documents

Which documents may be used as the basis for the billing document?• data flow

Which data is to be copied to the billing document from the reference document?• reference quantities

Should the order quantity or delivery quantity be invoiced?•

pricingShould pricing be carried out again, or should prices be copied from the sales order?

• requirements

According to which requirements is a sales document to be billed?

Your system administrator defines the above control options.

Reference DocumentsIn Billing, a customer is invoiced for deliveries and services carried out on the basis of a

sales order. Or a customer may be granted a credit memo on the basis of an incorrect ordamaged delivery. For this reason, you create billing documents on the basis of precedingdocuments, such as:• invoices on the basis of a deliveries or services• credit and debit memos on the basis of a requests• pro forma invoices on the basis of a sales orders or deliveries• cancellation documents (for example, an invoice cancellation)

The following table shows possible reference documents defined in the standard system:

Billing document Reference document

Billing document Sales document or delivery

Credit memo Credit memo request

Debit memo Debit memo request

Credit for returns Credit memo request for returns

Pro forma invoice Sales document or delivery

Cancellation invoice Billing document




Reference Documents

May 1997 3–3

Cancellation credit memo Credit memo

Invoice list Billing documents

The following figure shows the relationship between billing documents and referencedocuments.

Cancellationof invoice

Invoice

Sales order Delivery Invoice

Debit memorequest

Debit memo

Credit memorequest Credit memo

You can set in Customizing for each item category whether billing is to be carried outwith reference to a delivery or a sales order.

The system will automatically propose a billing type depending on the referencedocument it is based on.

Example

A standard order (document type OR ) is billed with an invoice (billing type F2 ) .

You can change this proposal by creating a billing document in Default data or bycontacting your system administrator to make the proper settings in Customizing.




Data Flow

3–4 May 1997

Data Flow

In Billing, data is copied into billing documents from reference documents. For adelivery-related billing document, for example, quantities to be billed may be copiedfrom the delivery, and prices copied from the sales order.

Note

You can redetermine prices in billing documents according to different pricing types .

Data flow from reference documents to billing documents can be influenced using::• billing document types (e.g. for text or partner)• copying control for the header:

– foreign trade data– assignment numbers– reference numbers– item number assignments

• copying control for the item:– quantities– prices

You can also use the data transport routines in Customizing to influence data flow tomeet your individual requirements. For example, terms of payment can be copied fromthe customer master instead of the sales document.

Your system administrator is responsible for making the appropriate settings inCustomizing for copying billing data.

Reference QuantitiesThe delivery quantity and the order quantity, including or excluding the quantity alreadyinvoiced, can be used as reference quantities. In the standard version of the SAP R/3system, the following cases are defined:

Billing Document Reference Quantity

Based on order(for example, credit memo)

Order quantity minus invoicedquantity

Based on delivery(for example, billing types F1 and F2 )

Delivery quantity minus invoicedquantity

Pro forma invoice type F5 Order quantity




Pricing

May 1997 3–5

Pro forma invoice type F8 Delivery quantity

However, you can also carry out order-related billing on the basis of the quantity alreadydelivered. For example, you would do this if you had carried out several partialdeliveries for a sales order, and you needed to invoice them, even though the total orderquantity had not yet been delivered.

PricingAt the time of billing, the following pricing types can be used:• Α: Copy pricing elements and update according to scale• Β:

Carry out completely new pricing• C: Copy manual pricing elements and redetermine the others• D: Copy pricing elements unchanged• E: Copy pricing elements and values unchanged• F: Only used within the program• G: Copy pricing elements unchanged and redetermine taxes• H: Copy pricing elements and redetermine freight

Your system administrator can define a pricing type for each billing document.

The following figure shows how the pricing types function:




Pricing

3–6 May 1997

Price :

from

Mat.

1

1020

PC

PCPC

M1

10.00

9.509.00

Price :

from

Mat.

1

1020

PC 11.00

PC 10.50PC

M1

10.00

Discount

from

5.00 10.00

January MarchTime

Order

M120 x 9.00

20 PC

Manual discount

Delivery

M1 10 PC

Invoice

M110 x 9.50

A

10 PC

Manual discount

Invoice

M110 x 10.50

B

10 PC

Invoice

M110 x 10.50

C

10 PC

Manual discount

Invoice

M110 x 9.00

D

10 PC

Manual discount

All pricing types are explained in more detail below.

A: Copy Pricing Elements and Update According to Scale

With this pricing type, the system• copies the pricing elements from the sales order, (that is, it does not determine any

new condition types).The system then uses these pricing elements to determine the prices, surcharges anddiscounts valid at the time of order entry based on the quantity to be invoiced.

•redetermines the scale prices for changed delivery quantities

If the delivery quantity differs from the order quantity, the system determines theprice, surcharges and discounts on the basis of the delivery quantity, according to thescales valid at the time of order entry.

Example

Invoice A.

At the time of order entry, a price list existed for January. The system used the pricescale for 20 pieces and determined a price of 9.00 per piece.




Pricing

May 1997 3–7

At the time of billing, the system uses the same price list but uses the price scale for10 pieces (delivery quantity). It then determines a price of 9.50 per piece. It also

copies the manually entered discount.

Note

Customer loses quantity based discount.

B: Carry Out New Pricing

With this pricing type, the system• carries out new pricing. The system determines the pricing elements which are valid

at the time of billing and uses these pricing elements to determine the prices,

surcharges and discounts also valid at the time of billing.For instance, the customer may be entitled to a special price after the sales order hasbeen created. The system would then determine the relevant pricing element for thisspecial price and find the price valid at the time of billing.If the delivery quantity differs from the order quantity, the system determines theprice, surcharges and discounts on the basis of the delivery quantity, according to thescales valid at the time of billing.

• redetermines the taxes

Example

Invoice B.At the time of billing, there is a new price list and a new discount for March. Thesystem uses this price list with the price scale for 10 pieces to determine a materialprice of 10.50 per piece. In addition, it determines a discount of 2%.

The system does not copy the manual surcharge or discount into the billing documentsince it is carrying out new pricing.

Note: Customer loses quantity based discount.

C: Copy Manual Pricing Elements and Redetermine the Others

With this pricing type, the system• carries out new pricing(as in above).• copies manually entered pricing elements from the sales order.• redetermines the taxes.

In the standard version of the SAP R/3 system, this pricing type is defined for billingdocument type F1 .

Example

Invoice C.




Pricing

3–8 May 1997

As in invoice B, the system determines the new scale price of 10.50 per piece..Moreover, it copies the manually entered discount from the sales order into the

invoice.Note: Customer loses quantity based discount.

D: Copy Pricing Elements Unchanged

With this pricing type, the system• copies the pricing elements and any automatically determined or manually entered

surcharges and discounts from the sales order without changing them.• does not redetermine the taxes.

In the standard version of the SAP R/3 system, this pricing type is defined for credit ordebit memos (billing document types G2 and L2).

Example

Invoice D.

This time the system does not use the delivery quantity as basis for pricing. It merelycopies the price of 9.00 per piece from the sales order. It also copies the manuallyentered discount.

Note: Customer keeps quantity based discount.

E: Copy Pricing Elements and Values UnchangedWith this pricing type, the system• copies the pricing elements and values unchanged with automatically determined or

manually entered from the sales order without changing them.• does not redetermine the taxes.

Example

In invoice E 20 units are still invoiced, even if only 10 units are delivered.

In the standard version of the SAP R/3 system, this pricing type is defined for

cancellations.

F: Only Used Within the Program

This pricing type is used within the program during processing of group conditions.

G: Copy Pricing Elements Unchanged and Redetermine Taxes

With this pricing type, the system:• redetermines the following condition types:

– Taxes (condition class D)– Rebate (condition class C)




Updating Pricing After Field Changes

May 1997 3–9

– Intercompany billing conditions (condition category I)– Invoice list conditions (condition category R)

– Condition types with condition category L– Cost conditions (condition category G)– Cash discount conditions (condition category E)

• All other condition types are treated as in pricing type D.

In the standard version of the SAP R/3 system, this pricing type is defined for invoices of billing type F2 as well as for pro forma invoices F5 and F8 .

H: Copy Pricing Elements and Redetermine Freight

With this pricing type, the system:•

redefines the following condition types:– Freight conditions (condition category B, F)– Condition types with condition category L

• All other condition types are treated as in pricing type A.

See also:

Updating Pricing After Field Changes

For further information on pricing, see Pricing and Conditions .

Updating Pricing After Field ChangesIn order to take field changes in the reference document into account for pricing,corresponding pricing types are defined for certain field changes.

Field change Pricing type

Pricing date C

Exchange rate A

Ship-to party G

Payer G

Terms of payment A

Incoterms H

Batch G

Plant G

Quantity A

Material B




Requirements

3–10 May 1997

When a change is made in one of the above fields, the system automatically carries outpricing with the corresponding pricing type.

RequirementsUsing requirements in copying control, you can specify how a sales document is to bebilled with regard to requirements. You can determine copying requirements for:• the header• items

You can, for instance, call sales document data on:• billing status• billing block • pricing status• completeness

With the requirements in copying control, you can call up data in master records, forexample data on whether a billing block exists in a customer master record.

You, or your system administrator, can also specify requirements as data transportroutines. In this way, you can determine whether terms of payment are to be copied fromthe customer master instead of the sales document.