WT_CS_198_BPD_EN_XX_V4607

SAP VP WT V4.607

June 2014

English

Service with Time & Material based Billing (198)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP VP WT Service with Time & Material based Billing (198): BPD

Copyright

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In particular, SAP AG or its affiliated companies have no obligation to pursue any course of business outlined in this document or any related presentation, or to develop or release any functionality mentioned therein. This document, or any related presentation, and SAP AG’s or its affiliated companies’ strategy and possible future developments, products, and/or platform directions and functionality are all subject to change and may be changed by SAP AG or its affiliated companies at any time for any reason without notice. The information in this document is not a commitment, promise, or legal obligation to deliver any material, code, or functionality. All forward-looking statements are subject to various risks and uncertainties that could cause actual results to differ materially from expectations. Readers are cautioned not to place undue reliance on these forward-looking statements, which speak only as of their dates, and they should not be relied upon in making purchasing decisions.

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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

External Process

Business Process Alternative/Decision Choice

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths and options.

Cross-references to other documentation.

Example text Emphasized words or phrases in body text, titles of graphics and tables.

EXAMPLE TEXT Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.

Example text Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools.

EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the ENTER key.

Example text Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.

<Example text> Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.

Example text Cross-reference to general Mapping Sheet provided with the SAP Value Prototyping ‘world template’. The value to be entered is different for each country and listed in the Mapping Sheet.

Example text Cross-reference to the respective FI Mapping Sheet provided with the SAP Value Prototyping ‘world template’. The value to be entered is different for each country and listed in the Mapping Sheet.

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Contents

1 Purpose.................................................................................................................................. 5

2 Prerequisites.......................................................................................................................... 5

2.1 Master Data and Organizational Data.............................................................................5

2.2 Business Conditions........................................................................................................6

2.3 Roles............................................................................................................................... 7

2.3.1 Defining Queries for Personal Object Worklist (POWL)...........................................8

2.3.2 Defining Queries for Service Orders for Service (POWL).........................................8

2.4 Preliminary Steps............................................................................................................9

3 Process Overview Table.......................................................................................................11

4 Process Steps......................................................................................................................12

4.1 Creating a Service Notification......................................................................................12

4.2 Changing the Service Notification (Optional Step)........................................................14

4.3 Create the Service Order..............................................................................................15

4.4 Changing the Service Order..........................................................................................15

4.5 Time Recording (211)....................................................................................................17

4.6 Confirming Time to the Service Order (Optional Step)..................................................19

4.7 Confirming the Materials Used......................................................................................20

4.8 Creating Resource-Related Billing Request..................................................................21

4.9 Creating the Invoice for the Billing Memo Request........................................................24

4.9.1 Optional: Printing a Billing Document.....................................................................25

4.10 Printout of Billing Documents and Delivery Notes on Prenumbered Forms (only relevant for CL/PE)................................................................................................................... 26

4.11 Void Unused Prenumbered Document (Optional – only relevant for CL/PE).............28

4.12 Closing the Service Order – Technical Complete......................................................29

5 Follow-Up Processes............................................................................................................31

6 Appendix.............................................................................................................................. 32

6.1 Reversal of Process Steps............................................................................................32

6.2 SAP ERP Reports.........................................................................................................34

6.3 Used Forms...................................................................................................................35

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Service with Time & Material based Billing

1 Purpose Documenting a customer request for quotation (RFQ) for services, a notification is created in the system to document and classify the required work. An optional activity lets the service responsible call the customer again to complete the information required to prepare the quotation.

The service order is created with reference to the service notification.

The service order contains the resources, time and material, included in the quoted services.

The service order is billed after the execution of the service. The amount billed is determined on a time and materials basis, the billing method used is resource-related billing. The actual revenue is given in this case by the work actually performed and can be different to the quotation estimate.

In this scope item, settlement to Profitability Analysis takes place independently from the service order (actual costs) and from the sales order (actual revenues). Analysis for service profitability is carried out in CO-PA reporting.

This situation describes the case of small or quoted services (typically those that conform a service catalog) and that do not need to be individually analyzed in terms of profit and loss. Actual cost and revenues meet only in CO-PA, and the analysis takes place in bulk according to characteristics such as time period, customer, sales area, supplier cost center, service, or service type provided, and so on.

2 Prerequisites

2.1 Master Data and Organizational DataA range of indispensable master and organizational data was created in your ERP system in the implementation phase, such as the data that reflects the organizational structure of your company, as well as master data that suits its operational focus, for example, master data for materials, vendors, customers, and so on.

This master data usually consists of standardized SAP Best Practices default values and enables you to go through the process steps of this scope item.

Additional Master Data (Default Values)You can test the scope item with other SAP Best Practices default values that have the same characteristics.

Check your SAP ECC system to find out which other material master data exists.

Using Your Own Master DataYou can also use customized values for any material or organizational data for which you have created master data. For more information on how to create master data, see the Master Data Procedures documentation.

Use the following master data in the process steps described in this document:

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ServiceService Plant

Master data Value Master / org. data details

Comments

Material/Service D103 T&M Billing

Material H100 Procurement-to-Stock

(130)

Spare Part 1

Sold-to party 110000100 Customer Services

If you want to send form print outs via e-mail instead of using the print functionality make sure that you have maintained a valid e-mail address in the customer master data. For details please refer to the following documents:

Create Customer Master (155.18)

Printing: Forms adaptation guide.doc

Ship-to party 110000100 Customer Services

Payer 110000100 Customer Services

Plant 1010 Plant 1

Storage Location 1014 Shipping - (w/o)

Company Code 1000 Company Code 1000

CO Area A000 CO Area A000

Purchasing Organization

1000 Purch.Org. 1000

Sales organization 1010 Inland

Distribution channel 10 Sales Direct

Division 10 Product Division 10

Task List 100000 / 3 Service T&M

Personnel Number 910201 Demo Employee-D

Work Center SERV01/1010 Services: Work Center Technical Serv.

2.2 Business ConditionsThe business process described in this Business Process Documentation is part of a bigger chain of integrated business processes or scope items. As a consequence, you must have completed the following processes and fulfilled the following business conditions before you can start going through this scope item:

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Business condition Scope item

In order to run through this scope item, the materials must be available in stock. If you use trading goods (HAWA) you can either:

run through the procurement w/o QM (130) process or

create stock using transaction MIGO (for details see chapter Preliminary Steps).

Procurement w/o QM (130)

Do not install the Business Process Procurement-to-Stock (130), but follow the steps described in the Business Process Documentation Procurement-to-Stock (130).

2.3 Roles

UseThe following roles must have been installed to test this scope item in the SAP NetWeaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scope item. You do not need these roles if you are not using the NWBC interface, but the standard SAP GUI.

Prerequisites

The business roles have been assigned to the user who is testing this scope item.

Business role Technical name Process step

Employee (Professional User)

SAP_NBPR_EMPLOYEE_S Assignment of this role is necessary for basic functionality.

Service Agent SAP_NBPR_SERVAGENT_S Creating a Service Notification,

Change Service Notification,

Creating a Service Order

Service Employee SAP_NBPR_SERVEMPLOYEE_S Changing the Service Order,

Confirming Time to the Service Order (Optional Step),

Confirming the Materials Used,

Creating Resource-Related Billing Request,

Closing the Service Order – Technical complete

Billing Administrator

SAP_NBPR_BILLING_S Creating the Invoice for the Billing Memo Request,

Warehouse Clerk SAP_NBPR_WAREHOUSECLERK_S Initial stock posting

Billing Administrator (CL/PE)

Only Relevant for Chile and Peru

SAP_NBPR_BILLING_CL_PE_S Printout of Billing Documents and Delivery Notes on Prenumbered Forms (only relevant for CL/PE)

Unused Prenumbered Document (Optional - only relevant for CL/PE)

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2.3.1 Defining Queries for Personal Object Worklist (POWL) The following queries must be defined to test this scope item in the SAP NetWeaver Business Client (NWBC). You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.

The queries are necessary to access role specific worklists in the SAP NetWeaver Business Client (NWBC).

For more information on the creation of queries, see the section Creation of Queries in Personal Object Working Lists (POWLs) in the Quick Guide to Implement the SAP Best Practices Baseline Package (DE) document scope item

.

2.3.2 Defining Queries for Service Orders for Service (POWL)

Procedure

Business Role: SAP_NBPR_SERVEMPLOYEE_S, Service Employee

NWBC menu path: Customer Service Service Processing Service Order Worklist

Business role

Application Object Type Variant Name

Variant Selections

Selection Criteria

Query Name

Service Employee

Service Order

Maintenance Orders

- - Order Status

Outstanding - x

In process - x

Service Orders

ResultYou can now process the step Changing the Service Order and Closing the Service Order – Technical Complete in the scope item Service with Time & Material based Billing (198).

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2.4 Preliminary Steps

UseTo run through this scope item, the material H100 (Spare Part) must be available in stock.

Procedure1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics Materials Management Inventory Management Goods Movement Goods Movement (MIGO)

Transaction code MIGO

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

Business Role Warehouse Clerk

(SAP_NBPR_WAREHOUSESPECIALIST_S)

Business role menu Warehouse Management Consumption and Transfers Other Goods Movement (MIGO)

2. Make the following entries on the MIGO overview screen:

Field name Description User action and values Comment

Business Transaction

A01 – Goods Receipt

Select A01 – Goods Receipt from the 1st Drop-Down Menu

Business Transaction

R10 – Other Select R10 – Other from the 2nd Drop-Down Menu

Movement Type <movement type> 561 – Receipt per initial entry of stock balances into unrestricted use

3. Choose Enter.

4. On the Goods Receipt Other screen: Material tab page, make the following entry and choose Enter:


Material <Material number> H100

5. On the Goods Receipt Other screen: Quantity tab page, make the following entry and choose Enter:


Qty in Unit of Entry <total quantity> For example, 100

6. On the Goods Receipt Other screen: Where tab page, make the following entries and choose Enter:


Plant <plant> For example, 1010

Storage Location <storage loc.> For example, 1014 Shipping

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- w/o

7. Choose Enter.

8. Save your entries.

ResultThe quantity of 100 has been posted.

Financial postings:

Material Debited Accounts Credited Accounts

Cost Element / CO Object

Trading Good (HAWA)

136000 Inventory - Trading Goods

399120 Inventory - Initial Entry SF & Finish Gds Balances

none

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3 Process Overview TableProcess step External

process reference

Business condition

Business role

Trans-action code

Expected results

Creating a Service Notification

– – Service Agent

IW51 Customer Request for Service

Changing the Service Notification


IW52 Add Information to Customer Request

Create the Service Order


IW52 Create the service Order with reference to the service notification

Changing the Service Order

– – Service Employee

IW72 Add Spare Part to the Service Order

Time Recording

211: Time Recording

– See 211 scope item

See 211 scope item

See 211 scope item

Goods Movement

– Service Employee

MB11 Confirm the Materials Used

Resource-Related Billing Request


DP90 Resource-Related Billing

Creating the Invoice for the Billing Memo Request

– – Billing Administrator

VF04 The customer invoice has been created and transferred to the Accounting

Closing the Service Order


IW32 Set the status ‘Technically complete’.

Settlement Service Orders

189: Period End Closing CO Orders


See 189 scope item

See 189 scope item

Closing the Service Order – Business View

189: Period End Closing CO Orders


See 189 scope item

See 189 scope item

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4 Process Steps

4.1 Creating a Service NotificationUseIn this activity, a customer calls the customer service center in order to request a service. The operator carries out the following procedures to enter the information from the customer.



SAP ECC menu Logistics Customer Service Service Processing Notification Create (General)

Transaction code IW51


Business role Service Agent

(SAP_NBPR_SERVAGENT_S)

Business role menu Service Processing Notification General Create Service Notification-General

2. On the Create Service Notification screen, make the following entries:


Notification Type

Notification Type <Notification Type> Y2 (Service Req. Order)

3. Confirm with Enter.

4. On the Create Service Notification: Service Req.-Order screen choose the specifics tab.

5. Choose the Cust. Address tab.

6. Make the following entries:

Field name

Description User action and values Comment

Sold-to party

Account Number of Customer

<Sold-to party> 110000100

Functional loc.

Reference object functional location

<Functional loc.> YB50000/10000001

7. Confirm your entries with Enter.

8. In the execution area, enter the responsible person:

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Field name Description User action and values

Comment

Person Responsible

Responsible for the quotation development and service delivery

910201 Search can be done using the HR organizational structure

9. Check the following entries in the Location data tab:


MaintPlant Maintenance Plant <MaintPlant> For example, 1010

Sales Organization Organizational unit <Sales Organization> For example, 1010

Distribution Channel Field 2 <Distribution Channel> For example, 10

Division Grouping of services

<Division> For example, 10

Company code Financial organization

<Company code> For example, 1000

Business Area <Business Area> For example, 0001

CO Area Analytical organizational unit

<CO Area> For example, A000

10. On the Additional Data 1 tab, make the following entries:


Coding Field 1: Code Group

<Coding Field 1> YBP100

Field 2: Code <Coding Field 2> 6

Description Description <Description> Inquiry

Subject Long Text Description of the required services

<Subject Long Text> The operator describes the required text and, if know, the number of the suggested service products


12. Save the problem notification. Make a note of the notification number. _________________.

13. Choose Exit (shift + F3) to return to the SAP Easy Access menu.

ResultA Service Notification has been created.

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4.2 Changing the Service Notification (Optional Step)

UseTo add more specific information that might be relevant for quoting complex services, the service provider calls the customer and adds information received in the call. Simultaneously the agent describes the customer’s expectation in more detail and creates a note regarding the customer call.

This step is optional and aimed to show the documentation of calls within service notifications.



SAP ECC menu Logistics Customer Service Service Processing Notification Change





Business role menu Service Processing Notification General Change Service Notification

2. On the Change Service Notifications: Initial Screen, enter the following Notification number from the previous section and choose Enter:

3. Choose Log telephone call from the action box on the right.

4. In the Subject of conversation area, enter a text of any length.

5. To confirm your data entry, choose Continue (Enter).

6. On the Change Service Notification: screen, choose the Notification details tab.

7. In the Activity area, choose Text for text entered for the telephone conversation.

8. To return to the Notification, choose Back (F3).

9. Confirm the message with yes.


11. Choose Back to return to the SAP Easy Access screen (SAP GUI).

Or

Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

ResultThe Service Notification is updated with the information of the call.

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4.3 Create the Service Order

UseBased on the service notification the service agent decides what further action has to be taken, for example, to create a service order.



SAP ECC menu Logistics → Customer Service → Service Processing → Notification → Change





Business role menu

Service Processing → Notification → General → Change Service Notification

2. On the Change Service Notifications: Initial Screen, enter the following Notification number from the previous section. Confirm your entry with Enter:

3. Choose Serv. Order (above the Notification tab).

4. In the Create Order dialog box, make the following entries:

Field name

Description User action and values

Comment

Order type <Order type> YBS4 (Res. Related Service order)

5. To confirm the entries, choose Enter.

6. Save your entries. Make a note of the order number. _________________.

7. Choose Back (F3) to return to the SAP Easy Access menu. For NWBC: choose Exit (Shift+F3) to return to the SAP Easy Access menu.

ResultThe service notification has been changed. The service order is created with reference to the service notification

4.4 Changing the Service Order

UseIn this activity you assign the required spare part in the service order. For stock materials, a reservation is created and for non-stock material a purchase requisition is created. It is also possible to plan third-party services.

In this example we will plan stock material.

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SAP ECC menu Logistics Customer Service Service Processing Order Service Order Service Order List Change


2. On the Change Service Orders: Selection of Orders screen, in the Order Selection area, make the following entries:


Main work center <Main work center> SERV01

Plant for Work Center <Plant for Work Center>

1010

3. Choose Execute.

4. Double-click the service order number to change the service order.

5. Select the Operation tab.

6. On the Change Service Order <…>: Operation Overview screen, select operation 0010 and choose General.

7. Add the following data for the spare parts required to perform the repairs: Item 10


Component <Component> H100

Reqmnt qty <req. quantity> For example, 1

IC (item category) Stock item <IC (item category)> L

SLoc Storage Location <SLoc> 1014

Plant <Plant> 1010

8. Confirm with Enter. Choose Back.

9. Choose Release. If the dialog box appears for checking the credit limit of the customer, choose Enter.


Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role1. Access the transaction choosing one of the following navigation options:

Business role Service Employee

(SAP_NBPR_SERVEMPLOYEE_S)

Business role menu Customer Service → Service Processing → Service Order → Service Order Worklist

2. In the Query list beside choose the Query Service Orders, mark the line with the order number created in the previous step and choose Change Order.

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3. Select the Operation tab.

4. On the Change Service Order <…>: Operation Overview screen, select operation 0010 and choose General.

5. Add the following data for the spare parts required to perform the repairs: Item 10


Component <Component> H100

Reqmnt qty <req. quantity> For example, 1

IC (item category) Stock item <item category> L

SLoc Storage Location <SLoc> 1014

Plant <Plant> 1010

6. Confirm with Enter.

7. Choose Back.

8. Choose Release. If the dialog box appears for checking the credit limit of the customer, choose Enter.

9. Save your entries

.

ResultA Component was added to the Service Order.

4.5 Time Recording (211)

External Process

UseThe Cross-Application Time Sheet (CATS) is the tool used for recording time worked by an employee on a certain assignment. In this scope item the service order is the focal point of the process as it collects labor.

PrerequisitesThe service order is already created. The service order collects all time and cost for internal review.

ProcedureComplete all activities described in the Business Process Documentation of the scope item: Time Recording (211)

To accomplish activities of the scope item, carry out the process steps in the relevant Business Process Documentation using the master data from the following table:

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Data Entry Profile

Customized time sheet profile

YBCS SP Service Order

Key Date Date that determines the date range available in the time sheet

Accept default of today’s date

The first time a time sheet is called up, the key date is not visible on the initial screen.

Personnel Number

Numeric key identifying a personnel record

910201 Demo Employee-D


ActTyp Activity type Leave empty The value will be set automatically after all necessary fields are filled in and are confirmed with Enter

Rec.Order Receiver Order Type in the service order number from step 4.5

Activity Activity Number Type in the Activity Number 0010

Hours Time worked on the receiving object

Any scope item hours Example: 8

For Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

Complete all prerequisite steps and the activities 4.1 Option 2.3 Recording Actual Working Times working with account assignment object: Service Order and 4.3 Time Sheet: Transferring to Target Components as described in the Business Process Documentation of the scope item: Time Recording (211).

To accomplish activities of the scope item, carry out the process steps in the relevant Business Process Documentation using the master data from the following table:


Personnel Number

Numeric key identifying a personnel record

910201 Demo Employee-D

Activity Type Activity type Leave empty The value will be set automatically after all necessary fields are filled in and are confirmed with Enter

Rec.Order Receiver Order

Type in the service order number from step 4.5

Oper./Act. Activity number in

for example, 0010 Type in the Service Order Item number from the

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Service Order Service order step 4.2

<Date> Date on which the employee worked on the assignment

<Working Time in Hours> Example: 8

4.6 Confirming Time to the Service Order (Optional Step)

UseAs an alternative to CATS, time can be reported using the Services time confirmation transaction. Unlike CATS, you do not need to identify a personnel number to report the working time now.

In this activity, the technician responsible report back the time used for this maintenance order.



SAP ECC menu Logistics Customer Service Service Processing Confirmation Entry Individual Confirmation (Time)




(SAP_NBPR_SERVEMPLOYEE_S))

Business role menu Customer Service Service Processing Confirmation Enter PM Order Confirmation

2. Enter the number of the service order and confirm your entry with Enter.

3. On the Enter PM Order Confirmation: Actual Data screen enter the actual time worked in the field Actual work (for example, 4 hours).



Or


ResultThe system status of the service order been updated with the actual work made for this order.

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4.7 Confirming the Materials Used

UseSpare parts have been planned from stock for the service. You now have to confirm the consumption of the spare part materials.



SAP ECC menu Logistics Customer Service Service Processing Confirmation Goods Movement Goods Movement

Transaction code MB11




Business role menu Customer Service Service Processing Other Service Activities Goods Movement

2. On the Enter Goods Movement: Initial Screen, choose To Order and make the following entries:


Order Number Your service order


4. On the Enter Goods Movement: Select screen, select the relevant items, choose Adopt + Details and check the entries.

5. Save the goods issue document.


Or


ResultThe material consumption has been posted and the stock level is reduced in the system.

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4.8 Creating Resource-Related Billing Request

UseBilling takes place in two steps. In the first one is created a billing memo request (Billing Request), in the second the actual billing document is created, based on the billing request.

In this activity a billing request is being created out of the actual time and materials used in the service order.

The invoice is posted to the Sales Order item in which the Service Order is assigned.

Procedure1. Access the transaction choosing the following navigation option:


SAP ECC menu

Logistics → Customer Service → Service Processing → Completion → Billing Request → Process Individually

Transaction code DP90

2. On the Resource-Related Billing Request: initial Screen, make the following entries:

Field name Description User action and values

Comment

Service Order Billable Service Order

Service Order created in previous step

Sales Document Item

Billable sales document

Positions of the sales order to be billed

RRB with reference to the Service Order

3. To start creating the Billing request choose Create billing Request (enter)

4. On the Billing request for resource-related billing document <new>: Expenses screen save the billing request, choose Save Billing Request (Shift + F7)

5. Confirm the warning message Do you really want to create the billing request? with Yes.

6. On the Sales tab, in the Order reason field, choose No warranty.

7. On the Change Debit Memo Requ. 70000xxx: Overview screen, delete the billing block, by leaving the field blank.

8. Select all items and Goto Item Conditions and make the following entries:

Field name


Comment

CnTy Condition Type

<condition type>

YBS1 SP: Surcharge to the costs

Amount <amount> Type in a percentage you want to add to the costs and charge to the customer

9. Choose Next to go to the next item and repeat step 8.

For the service material items the status on condition type VPRS – Internal Price (field CnTy in the item conditions) is red. This is not an error. The service materials

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do not have a material price in the master data. The condition type VPRS collects the material price from the material master and shows it in the pricing conditions of the billing document. In the case of the service materials there is no price, therefore VPRS is 0,00 and in red light.

10. Choose Back.

11. Save your entries. Make a note of the billing request number. _____________________.


Or


If you don’t get a billing request number go to the service order (transaction: IW32). Enter your service order number and choose enter. Follow path Extras Documents for order Document flow. Here you can see the Debit Memo Requ. with status Open.

13. In case you could not delete the billing block in the previous step, execute the following transaction:


Exception - SAP ECC menu

Logistics → Customer Service → Service Processing → Environment → Sales and Distribution → Sales → Order → Change

Transaction code VA02

On the Change Sales Order: initial Screen, make the following entries:


Order Billing request created before

1. Choose Enter

2. From the menu, choose Goto Header Billing.

3. Leave the Billing Block field blank and save your entries. .




Business role menu

Customer Service → Service Processing → Billing → CS: Resource-Related Billing Doc.

1. On the Resource-Related Billing Request: initial Screen, make the following entries:


Service Order

Billable Service Order

Service Order created in previous step

2. To start creating the Billing request choose Create billing Request (enter)

3. On the Billing request for resource-related billing document <new>: Expenses screen, choose Save Billing Request (Shift + F7)

4. Confirm the warning message Do you really want to create the billing request? with Yes.

5. On the Sales tab, in the Order reason field, select No warranty.

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6. On the Change Debit Memo Requ. 70000xxx: Overview screen, delete the billing block by leaving the field blank.

7. Select all items and Goto Item Conditions and make the following entries:

Field name


Comment

CnTy Condition Type

<condition type>

YBS1 SP: Surcharge to the costs

Amount <amount> Type in a percentage you want to add to the costs and charge to the customer

8. Choose Next to go to the next item and repeat step 7.

For the service material items the status on condition type VPRS – Internal Price (field CnTy in the item conditions) is red. This is not an error. The service materials do not have a material price in the master data. The condition type VPRS collects the material price from the material master and shows it in the pricing conditions of the billing document. In the case of the service materials there is no price, therefore VPRS is ‘0,00’ and in ‘red light’.

9. Choose Back.

10. Save your entries. . Make a note of the billing request number. _____________________.


Or


If you do not get a billing request number go to the service order (transaction: IW32). Enter your service order number and choose enter. Follow path Extras Documents for order document flow. Here you can see the Debit Memo Requ. with status Open.

12. In case you could not delete the billing block in the previous step, access the transaction with the following navigation option:


Exception - Business role

Sales Administrator

(SAP_NBPR_SALESPERSON_S)

Business role menu Sales → Sales Orders → Sales Order Processing → Sales Documents Worklist

In the Query list beside choose the Query Sales Orders Service, mark the line with the billing request number created in the previous step and choose Change.

13. On the Change Sales Order: initial Screen, make the following entries:


Order Billing request created before

14. Choose Enter, and then select Goto Header Billing. Leave the field Billing Block blank and save your entries. .

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ResultThe resource-related billing request has been created.

4.9 Creating the Invoice for the Billing Memo Request

UseIn this activity the invoice is generated out of the billing memo request.

Procedure1. Access the transaction choosing one of the following navigation option:


SAP ECC menu Logistics Customer Service Service Processing Completion Billing Document Process Billing Due List

Transaction code VF04

2. On the Create Billing Document initial screen, make the following entries:


SD Document Billing Request from the previous step

Order-related X

3. To display the billing list choose Display Bill List.

4. On the Maintain Billing Due List screen, save the proposed debit memo by choosing Save (ctrl. + S). This generates the billing document.

5. To display the invoice number marks the line and chooses Documents. Then mark the line with the invoice number and choose the button Disp. Doc. Now the invoice is displayed.


1. Access the transaction choosing one of the following navigation option:

Business Role Billing Administrator

(SAP_NBPR_BILLING_S)

Business role menu Sales → Billing → Billing Worklist

2. On the Billing screen choose the Billing Due List tab page or the Billing due List query (refresh the current query if necessary).

3. Enter the relevant search criteria; select the Order-Related checkbox. Choose Apply.

4. Mark the lines with the sales documents you want to bill then choose Billing in Background.

5. The system will provide you with a list of the created billing documents.

ResultThe invoice has been created and assigned to the accounting.

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4.9.1 Optional: Printing a Billing Document

UseThis transaction is used for printing the Billing Document.



SAP ECC menu Logistics → Sales and Distribution → Billing → Billing Document → Change

Transaction code

VF02


Business role Billing Administrator


Business role menu Sales → Billing → Change Billing Document

2. In the Billing document field, enter the respective Billing document number.

3. On the Change Billing Document screen choose (NWBC: Menu →) Issue Output To

4. Choose Print

5. To confirm the Print dialog box, choose OK.

6. Choose Back (F3).

The default settings generate a print-out of an Billing Document. If you prefer to send the contract confirmation to the customer via e-mail, ensure that all requirements listed in the Quick Guide in the chapters Outbound e-mail configuration and Printing are being met and proceed as described below. If you want to switch from print out to sending forms via e-mail in general, check the document Printing : Forms adaptation guide.doc for details.


SAP ECC menu Logistics → Sales and Distribution → Billing → Billing Document → Change

Transaction code

VF02


Business role Billing Administrator


Business role menu Sales → Billing → Change Billing Document

1. In the Billing document field, enter the respective Billing document number choose Enter.

2. On the Debit Memo xxx (L2) Change:Overview of Billing Items screen choose (NWBC: Menu →) Goto → Header → Output.

3. On the Debit Memo xxx(L2) Change:Output screen select the line already created for the print output and choose Repeat output.

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4. On the new line, change the Medium for Output Type RD00 to 5 External send.

5. Select the new line with output type RD00 and choose Communication Method.

6. Enter the value CS01 in the field Comm.strategy

7. Change the Logical destination and enter the printer you have defined for the output via e-mail.

8. Choose Enter.



11. On the Change Billing Document screen choose (NWBC: Menu →) Issue Output To

12. Choose Print


ResultThe Billing Document was printed.

4.10 Printout of Billing Documents and Delivery Notes on Prenumbered Forms (only relevant for CL/PE)

UseIn this activity the invoice with official document numbers are generated according to the configuration of the Chile localization.

Prerequisite

This transaction can be used if the configuration for the localization of Chile is active for the documentation numbering. This applies for the billing documents F2, G2, L2 and YBRE.

Procedure1. Access the transaction choosing the following navigation option:


SAP ECC menu Logistics → Sales and Distribution → Billing → Output → Printout of Billing Documents and Delivery Notes on Prenumbered Forms

Transaction code IDCP


Business role Billing Administrator (CL/PE)

(SAP_NBPR_BILLING_CL_PE_S)

Business role menu Billing → Printout on Prenumbered Forms (IDCP)

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2. On the Printout of Billing Documents and Delivery Notes on Prenumbered Forms screen, enter the following data.

Field Name User action and values Comment

Billing Select Select radio button

Sales Organization 4610(Chile)/5710 (Peru)

Sales District Optional

Distr. Channel 10 Optional

Lot Number ND(Chile)/0004(Peru)

Book Number 01

Print Select Select radio button

3. Select Execute (F8).

4. A dialog window displays. Enter the following data:


First Billing Document Official document number from the first form that you wish to print.

The system displays the next available number.

Last Billing Document Official document number .from the last form that you wish to print.

The system displays the next available number.

Printer LOCL You must select the same printer that was used to generate the delivery note.

Output Type RD00

Posting Block Activate Select the invoice checkbox that does NOT have the accounting document creed and is ready for processing

Accounting Doc. Created Select the invoice check box that already has an accounting document created and even though the process is required.

Section: Repeat Printouts: Activate Check

Select radio button

The other criteria selection is optional.

5. Select Execute (F8).

6. A window displays a list of documents that satisfy the selection criteria provided.

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7. Select the relevant documents.

8. Select Release/print.

9. A dialog window may display if the delivery note has been sent previously already. Confirm if you wish to repeat the delivery note.

10. Select Save.

ResultThe system assigns an official document number in the reference field of the invoice document and the accounting document is generated automatically with the corresponding postings (it is created only if it was not previously generated). The official document number is also transferred to the financial document in the reference field.

The print-out of the invoice is executed automatically and immediately (see settings in SAP GUI transaction VV33 for Output Type RD00 and defaults in your user settings in transaction SU3).

4.11 Void Unused Prenumbered Document (Optional – only relevant for CL/PE)

UseIn this activity the unused billing documents are voided.

Prerequisites

This transaction can be used if the configuration for the localization of Chile is active for the prenumbering of billing document. This applies for billing documents F2, G2, L2 and YBRE



SAP ECC menu Logistics → Sales and Distribution → Billing → Output → Void Unused Prenumbered Documents

Transaction code IDVD


Business role Billing Administrator (CL/PE)

(SAP_NBPR_BILLING_CL_PE_S)

Business role menu Billing → Void Unused Prenumbered Documents (IDVD)

2. On the Void Unused Prenumbered Documents, enter the following data:


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Company code 4600(Chile)/5700(Peru)

Internal lot no. ND(Chile)/0004(Peru)

Book number 01

Off. doc. no. Prenumbered billing document number to be voided

The document number must NOT be assigned in the system

Reason 0001

Voided on The system proposes the system date

Remarks Information Information referring to the non-valid billing document

3. Select Void.

4. A dialog screen displays to confirm the void.

ResultThe system voids the prenumbered billing document and it is ready for the next billing document.

4.12 Closing the Service Order – Technical Complete

UseIn this activity, the service order status is set to “technically complete”.



SAP ECC menu Logistics → Customer Service → Service Processing → Order → Service Order → Change


2. Enter the service order number and choose Enter.

3. On the Change Service Order 4XXXXX: Central Header screen choose Complete (technically) (Ctrl+F12) to continue.

4. A screen window appears where additional information regarding the completion can be updated; to continue choose Enter.


Option 2: SAP Net Weaver Business Client (SAP NWBC) via Business Role 1. Access the transaction choosing one of the following navigation options:


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2. In the Query list beside choose the Query Service Orders, mark the line with the order number created in the previous step and choose Change Order.

3. On the Change Service Order 4XXXXX: Central Header screen choose Complete (technically) (Ctrl+F12) to continue.

4. A screen window appears where additional information regarding the completion can be updated, to continue choose Enter.

5. Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).


ResultThe Service Order is completed technically.

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5 Follow-Up ProcessesYou have finished all activities that are part of the business process described in this document.

To accomplish subsequent activities of this business process, carry out the process steps described in one or more of the following scope items, using the master data from this document.

Accounts Receivable (157)

UseIn this activity you post the incoming payment.

ProcedureComplete all activities described in the Business Process Documentation of the scope item: Accounts Receivable (157) (Chapters “Post Payments using Automatic Payments Program”, “Post Incoming Payment from Customer Manually”, “Automatic Clearing of open items in customer accounts”, “Manual Clearing of Open items in customer accounts”) using the master data from this document.

Period End Closing CO Orders (189) (optional)

UseAdditional activities must be carried out in this project. These are executed collectively as a part of month-end closing. For more information on the month-end closing procedure, see the Business Process Documentation for period end closing CO Orders.

Note that month-end closing can only be executed once a month.

To accomplish activities of the scope item, carry out the process steps Settlement Service Orders and Close Completed Service Orders (Business View).

Sales: Period End Closing Operations (203) (optional)

UseThis scope item describes the collection of periodic activities such as day ending activities or legal requirements like Intrastat and Extrastat reporting.

ProcedureComplete all activities described in the Business Process Documentation of the scope item: Sales: Period End Closing Operations (203) (Chapters “Review Sales Documents blocked for billing”, “Review Billing Due List”, “Review Log of collective invoice creation” and “Review List Blocked (for accounting) Billing Documents”) using the master data from this document.

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6 Appendix

6.1 Reversal of Process StepsIn the following section, you can find the most common reversal steps, which you can take to reverse some of the activities described in this document,

Creating a Service Notification

Transaction code (SAP GUI) IW51

Reversal: Change a Service Notification




Business role menu Service Processing Notification General Change Service Notification

Comment Set the system status NOCO (Notification completed) and set system status DLFL (Deletion Flag).

Change the Service Order


Reversal: Change the Service Order





Comment If the order is not released: set the system status NCMP (Not completed) with the function Do Not Execute. After that set the system status DLFL (Deletion Flag).If the order is released: set the system status CLSD (Closed) with the function Complete (Business). After that set the system status DLFL (Deletion Flag).

Confirming Time to Service Order (Optional Step)


Reversal: Cancel PM Order Confirmation




Business role menu Customer Service Service Processing Confirmation Cancel PM Order Confirmation

Comment It is only possible to cancel the whole confirmation.

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Confirming the Materials Used

Transaction code (SAP GUI) MB11

Reversal: Goods Movement - Cancel with Reference to Order

Transaction code (SAP GUI) MB11

Business role Service Employee(SAP_NBPR_SERVEMPLOYEE_S)

Business role menu Customer Service Service Processing Other Service Activities Goods Movement

Comment The Goods Movement with Reference to the Order is cancelled.

Closing the Service Order - Technically


Reversal: Cancel the Technical Completion


Business role Service Employee(SAP_NBPR_SERVEMPLOYEE_S)


Comment Use Order - Functions – Complete – Cancel technical completion

Create Sales Order

Transaction code (SAP GUI) VA01

Reversal: Change Sales Order

Transaction code (SAP GUI) VA02

Business role Sales Administrator(SAP_NBPR_SALESPERSON_S)

Business role menu Sales Sales Orders Sales Order Processing Change Sales Order

Comment You change the sales order before invoicing.

Maintain Billing Due List / Create Billing Document

Transaction code (SAP GUI) VF04 / VF01

Reversal: Cancel Billing Document

Transaction code (SAP GUI) VF02

Business role Billing Administrator(SAP_NBPR_BILLING_S)

Business role menu Sales Billing

Comment You cancel the customer invoice and the posting to the

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accounting.

6.2 SAP ERP Reports

UseThe table below lists the most frequently used reports that help you to obtain additional information on this business process.

You can find detailed descriptions of the individual reports in the following BPD documents, which provide a comprehensive compilation of all important reports:

Financial Accounting: SAP ERP Reports for Accounting (221)

Logistics Processes: SAP ERP Reports for Logistics (222)

Note that the descriptions of some reports that are an indispensable part of the process flow may be located directly in the section where they belong.

ReportsReport title Transaction

code (SAP GUI)

Business role (NWBC)

Business role menu (NWBC)

Comment

Service and Maintenance orders

IW39 Service Employee


Customer Service Service Processing Service Order Display Order - List Form

A printed list of orders.

Cost Analysis MCI8 Product Cost Controller

(SAP_NBPR_PRDCOST_CONTRLR_S)

Product Cost Controlling Reporting Plant Maintenance Plant Maintenance Order: Cost Analysis

A list of order types contains information about the numbers of unplanned and complete orders.

Orders: Actual/Plan Variance

S_ALR_87012993

Enterprise Controller

(SAP_NBPR_CONTROLLER_M)

Overhead Cost Controlling Reporting Orders Orders: Actual/Plan/Variances

An Overview of the actual and plan data on internal orders.

List: Orders S_ALR_87012995

Enterprise Controller

(SAP_NBPR_CONTROLLER_M)

Overhead Cost Controlling Reporting Orders List: Orders

A List of Orders by Controlling Area for a Plan/Actual Comparison

Orders: Actual KOB1N Enterprise Controller Overhead Cost A New Report

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Report title Transaction code (SAP GUI)

Business role (NWBC)

Business role menu (NWBC)

Comment

Line Items New (SAP_NBPR_CONTROLLER_M)

Controlling Reporting Orders Orders: Actual Line Items New

for Actual Line Items for Orders.

Service Notifications

IW59 Service Employee


Customer Service Service Processing Notification Display Service Notifications

A list of service notifications.

6.3 Used Forms

UseIn some of the activities of this business process, forms were used. The following table provides details on these forms.

Common form name

Form type Used in process step

Output type

Technical name

PM/SM Forms for All Papers

SAPScript After Release of the Service Order

Shop Paper

YBDE_QMPMCOMMON

Sales Invoice SmartForm

Optional Printing a Billing Document

RD00 YBAA_SDINV

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WT_CS_198_BPD_EN_XX_V4607

Documents

Transcript of WT_CS_198_BPD_EN_XX_V4607