VA01CreateIndCredMemo

VA01

Work Instruction

VA01 Create Individual Credit Memo

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Purpose

Use this procedure to create a stand alone credit memo with or without reference to an existing invoice.

Trigger

Perform this procedure when you want to issue a credit memo to a customer.

Prerequisites

Customer must exist in VD03.

Menu Path

Use the following menu path to begin this transaction:

N/A

Transaction Code

VA01

Helpful Hints

R/O/C column in tables represents Required, Optional, or Conditional entry. If you have an invoice number to reference (billing document number), always perform this

transaction using the Create with Reference function to create a better audit trail. If you do not have an invoice number to reference, follow the steps as provided. Use VF05 or FBL5N to search for billing document numbers. All Credit Memo Requests will have a default billing block to prevent automatic credit memos.

Please refer to the City's Administrative Rules for the proper procedure(s) to approve credit memos.

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Work Instruction


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Procedure1. Start the transaction using the menu path or transaction code. The Create Sales Order: Initial

Screen displays.

Create Sales Order: Initial Screen

2. As required, complete/review the following fields:

Field R/O/C Description

Order Type R A classification in SAP whose value differentiates orders according to their purpose.

Example:ZCR

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Division R A unit that represents a city bureau or major department within a bureau. Divisions are recorded in billing requests and billing documents for the purpose of fee calculation, sales reporting, and revenue posting.

Example:F1

Sales Office R Subcategory of a division.

Example:F100

3. Perform one of the following:

If Then Go To

The billing document number for which the credit is against is not known Click the Enter button to

continue the credit memo request without reference to the billing document.

Step 4

If the billing document number is knownClick the Create with Reference

button to proceed by referencing the billing document number.

Step 14

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Work Instruction


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Create Credit Memo Request: Overview



Sold-to party R Customer who purchases the goods or services.

Example:100036

5. Click the Enter button to accept the Sold-to party.

6. Click the Order reason field .

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All credit memos will be blocked automatically. The billing Block field defaults based on the Sold-to party.

7. Select the Credit Memo - Charged Incorrect Price .

8. Click the Enter button to accept the Order reason.

9. Click the Enter button to accept the Billing Date.

The Billing Date defaults to the current date. Accept or change the Billing Date and click Enter.

10. Click the Material field .

Enter the original sales or charge item that created the credit.



Material R A unique number identifying a material or billable item.

Example:1098

Target quantity R Requested quantity for an item in a sales document.

Example:1

Order R The internal order number that derives the cost center where the revenue will post. Internal order numbers as entered in billing requests begin with a "9" or a "5", followed by a 2-character Bureau code.

Example:5ES000000001

12. Click the Enter button . The sales line item information populates.

13. Go to Step 17.

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Create with Reference



Billing Document R A general term for the internal, system version of invoices, credit memos, debit memos, and cancellation documents.

Example:10000060

15. Click the Copy button . The Create Credit Request: Overview screen displays.

Line item data will be copied from the data in referenced document.

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16. Click the Order reason field .

17. Select the C2 Credit Memo - Charged Incorrect Price list item

.

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18. Perform one of the following:

If Then Go To

If you want to change the pricing element on a line item Click the record indicator of the

item that represents the original sales or invoice that the credit is against.

Step 19

You have completed the data entry for the credit memo Click the Save button . Step 28

The next steps will correct the price of the original charge on this customer account.

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Work Instruction


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19. Click Goto Item Conditions to enter the correct pricing condition. The Create Credit Memo Request: Item Data screen displays with the Pricing Elements table.

Create Credit Memo Request: Item Data



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CnTy R Condition Type, a price-determination element in SAP, such as standard price, net price discount, gross price discount, sales tax on an order, or quantity surcharge. Select the MATCHCODE icon for possible entries.

Example:ZPRC

21. Click the Amount field .

Enter the correct amount in the Amount field.



Amount R Figure within the pricing procedure that determines how the system calculates a condition value.

Example:25

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Create Credit Memo Request: Item Data

23. Click the Enter button to accept the new pricing condition.

Notice the Non-Active column. It uses a 'traffic light' to indicate inactive pricing conditions.

Red = condition contains errors; Green = condition is active; Yellow = condition is inactive

24. Click Goto Header from the main menu.

Notice the new pricing amount has moved to the top and the green 'traffic light' indicates the pricing condition is active.

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Create Credit Memo Request: Header Data

25. Click the Texts tab to add a note to this customer account.

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Create Credit Memo Request: Header Data



Text R Free text field used to provide additional information or an item description with reference to the current activity.

Example:Message to customer regarding credit

27. Click the Save button .

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28. Click the Exit button .

The system displays the message, "Credit Memo Request xxxx has been saved".

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Result

You have created a stand alone credit memo.

VA01CreateIndCredMemo

Documents

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