118_BPP_EN_DE

EHP4 for SAP ERP 6.0

June 2009

English

Foreign Trade Export Processing (118)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices Foreign Trade Export Processing (118): BPD

Copyright

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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.



Contents

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

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

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

2.2 Business Conditions........................................................................................................7

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

2.4 Preliminary Steps............................................................................................................8

3 Process Overview Table.........................................................................................................9

4 Process Steps......................................................................................................................10

4.1 Sales Order Entry..........................................................................................................10

4.2 Delivery Creation...........................................................................................................13

4.3 Checking Batches.........................................................................................................15

4.4 Checking Foreign Trade Information.............................................................................16

4.5 Picking (Optional)..........................................................................................................17

4.6 Assigning Serial Number...............................................................................................18

4.7 Pro Forma Billing...........................................................................................................19

4.8 Printing Customs Documents........................................................................................20

4.9 Posting Goods Issue.....................................................................................................21

4.10 Billing......................................................................................................................... 24

4.11 Posting Incoming Payment........................................................................................25

4.12 Creating Intrastat / Extrastat......................................................................................25

5 Appendix.............................................................................................................................. 28

5.1 Reversal of Process Steps............................................................................................28

5.2 SAP ERP Reports.........................................................................................................30

5.3 Used Forms...................................................................................................................31

5.4 Frequently Asked Questions.........................................................................................31



Foreign Trade Export Processing

1 PurposeAs markets become increasingly global, and business structures more complex, the need for accuracy in handling the foreign trade needs of a business is gaining rapidly in importance. SAP’s Foreign Trade/Customs application (FT) provides the tools that you need to compete effectively in today’s fast-paced market. It is designed to help you meet the rapidly changing foreign trade requirements of your business.

This scenario describes the steps involved in receiving customs forms, and how the system performs completeness checks to make sure that all essential information is in the system.

The document explains how easy reporting is with Intrastat and Extrastat, once you have maintained the necessary settings and master data.

2 Prerequisites

2.1 Master Data and Organizational DataSAP Best Practices Standard ValuesEssential master and organizational data was created in your ERP system during the implementation phase, such as the data that reflects the organizational structure of your company and master data that suits its operational focus, for example, master data for materials, vendors, and customers.

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

Additional Master Data (Default Values)You can test the scenario 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:

Master / Org. data

Value Master / Org. data details Comments

Material H11 Trading Good for Reg. Trading (MRP planning)

no Serial no.; no batch

See sections Business Conditions and Preliminary Steps.

Material H12 Trading Good for Reg. Trading (reorder point

See sections Business Conditions and Preliminary



Master / Org. data


planning)

no Serial no.; no batchSteps.

Material H20 Trading Good for Reg. Trading (reorder point planning)

with serial numbers, no batch

Only use if you have activated the building block Serial Number Management (126).

See the sections Business Conditions and Preliminary Steps.


no Serial no.; batch controlled (Exp. Date)

Only use if you have activated the building block Batch Management (117).



no Serial no.; batch controlled (FIFO strategy)



Material F29 Finished Good MTS for Process Industry (PD planning)

no Serial no.; with batch (Exp. Date)



Material F126 Finished Good MTS for Discrete Industry (PD planning)

with Serial no.; with / w/o batch (FIFO strategy)

Only use if you have activated the building block Serial Number Management (126).


Sold-to party

100005 / 100010

Customer US Trade /Customer Euro Trade Portugal

Ship-to party

100005 / 100010


Payer 100005 / 100010


Plant 1000 (1100)

Storage Location

1030/ 1040(1130/ 1140)



Master / Org. data


Shipping Point

1000 (1100)

Sales organization

1100

Distribution channel

10

Division 10

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

Business condition Scenario

You have completed all relevant steps described in the Business Process Documentation Prereq. Process Steps (154).

Prereq. Process Steps (154)

To run through this scenario, the materials must be available in stock. If you use trading goods (HAWA) you can either:

run through the Procurement without QM (130) process or

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

Procurement without QM (130)

To run through this scenario, the materials must be available in stock. If you use finished goods (FERT) you can either:

run through the Make-to-Stock Production - Discrete Industry (145) process (for material F126) / the Make-to-Stock Production - Process Industry (146) process (for material F29) or

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

Make-to-Stock Production - Discrete Industry (145) (material F126)Make-to-Stock Production - Process Industry (146) (material F29)

2.3 Roles

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

Prerequisites



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

Business role Technical name Process step

Employee (Professional User)

SAP_NBPR_EMPLOYEE-S Assignment of this role is necessary for basic functionality.

Sales Administrator SAP_NBPR_SALESPERSON-S Sales Order Entry

Warehouse Clerk SAP_NBPR_WAREHOUSESCLERK-S Delivery Creation

Warehouse Clerk SAP_NBPR_WAREHOUSESCLERK-S Delivery Change

Sales Administrator SAP_NBPR_SALESPERSON-S Create pro forma Billing

Customs Agent SAP_NBPR_CUSTOMSAGENT-S Print Customs Document

Warehouse Clerk SAP_NBPR_WAREHOUSECLERK-S Post Goods Issue

Billing Administrator SAP_NBPR_BILLING-S Billing

Customs Agent SAP_NBPR_CUSTOMSAGENT-S Create Intrastat / Extrastat

2.4 Preliminary StepsIn order to run through this scenario, the materials 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_WAREHOUSECLERK-S)

Business role menu Warehouse Management Consumption and Transfers Other Goods Movement

2. On the MIGO overview screen, make the following entries:

Field name Description User action and values Comment

Business Transaction

A01 – Goods Receipt

Select A01 – Goods Receipt from the 1st dropdown box

Business Transaction

R10 – Other Select R10 – Other from the 2nd drop-down box

Movement Type 561 561 – Receipt per initial entry of stock balances into unr.-use

3. Choose Enter.

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




Material <Material number>

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


Qty in Unit of Entry 10000

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


Plant <Plant>

Storage Location <Storage location> Lean WM / w/o Lean WM

7. On the Goods Receipt Other screen, choose the Batch tab page, then make the following entry and choose Enter:


Date of manufacture

Enter the current date or a date in the past

Only relevant for material H22 and F29

8. On the Goods Receipt Other screen, choose the Serial Numbers tab page, then make the following entry and choose Enter:


Create Serial Nos. Automatically

Only relevant for material H20and F126

9. Choose Enter.

10. Save your entries.

ResultThe quantity of 10000 has been posted.

Financial postings:

Material Debited Accounts Credited Accounts Cost Element / CO Object

Trading Good (HAWA)

228000 Trading goods

229970 Invent own products

none

Finished Good (FERT)

220000 Finished goods

229970 Invent own products

none

3 Process Overview TableProcess step External

process reference

Business condition

Business role Trans-action code

Expected results

Sales Order Entry

Material available

Sales Administrator VA01

Delivery Creation

Warehouse Clerk VL10C

Check Batch Batch Warehouse Clerk VL02N



Process step External process reference

Business condition

Business role Trans-action code

Expected results

Determination management active and material classified.

Check Foreign Trade Information

Warehouse Clerk VL02N

Picking (optional)

Warehouse Clerk VL06O

Assign Serial Number

Serial number management active

Warehouse Clerk VL02N

Create pro forma Billing

Billing Administrator VF01

Print Customs Document

Customs Agent VIB4

Post Goods Issue

Materials available to ship

Warehouse Clerk VL06O

Billing GI has been posted

Billing Administrator VF04

Incoming Payment

Accounts Receivable (157)

Create Intrastat / Extrastat

Customs Agent ENGR

4 Process Steps

4.1 Sales Order Entry

UseIn this activity, you will enter a sales order.

ProcedureOption 1: SAP Graphical User Interface (SAP GUI)

1. Access the transaction choosing the following navigation option:

SAP ECC menu Logistics Sales and Distribution Sales Order Create

Transaction code VA01



If you have installed the scenario Rebate Processing: Free Goods in your system, and you use material H11, the following warning may appear: Minimum quantity 1.000 PC of free goods has not been reached. Choose Enter to confirm this warning.

If you do not want to use Lean Warehouse Management (WM), choose a storage location Shipping w/o Lean WM (for example, 1040) via the following path: Goto Item Shipping. Enter the selected storage location (for example, 1040) in field Stor. Location.

2. On the Create Sales Order: Initial screen, enter the following data:


Order Type OR Standard Order

Sales Organization

<Sales organization>

Distribution Channel

<Distribution channel>

Division <Division>

3. Choose Enter.

4. Make the following entries:


Sold to party 100005 US customer

Ship to party 100005

PO number Enter a PO number

Order reason

Material Number

<Material number>

Quantity 1 (piece)

5. Choose Save.



Business role Sales Administrator

(SAP_NBPR_SALESPERSON-S)

Business role menu Sales Customer Cockpit

2. Make the following entries and choose Display Customer:


Customer Number

100005



3. On the Customer Cockpit screen, select the following option:


Other Activities Create Order Select Create Order from the Drop-Down Menu

4. On the Create Sales Order screen, make the following entries and choose Start:


Sales Document Type

OR Standard Order

Sales Organization

<Sales organization>

Distribution channel

<Distribution channel>

Division <Division>

5. On the Standard Order: New screen, make the following entries and choose Enter:


PO number Enter a PO number

Material <Material number>

Order Quantity 1

If you have installed the scenario Rebate Processing: Free Goods in your system and you use material H11, the following warning may appear: Minimum quantity 1.000 PC of free goods has not been reached. To skip this warning, choose Enter.

If you do not want to use Lean Warehouse Management (WM), choose a storage location Shipping w/o Lean WM (for example, 1040) by selecting the item and choosing the Product Availability tab on the screen section next to the Item Overview section. Enter the selected storage location (for example, 1040) in field Storage Location.

You can personalize the sales order screen by hiding or displaying certain tab pages. For example, if you want to hide the tab page Pricing, right-click the tab and choose User Settings Hide Tab “Pricing”. Alternatively, choose More to get a pop-up in which you can add or remove all available tab pages for that screen area.

6. Choose Save Document. Make a note of the sales order number: __________

Result The sales order is created.



The printout of the order confirmation is executed automatically and immediately (see settings in SAP GUI transaction VV13 for Output Type BA00 and defaults in your user settings in transaction SU3).

You also have the possibility to start the printout manually:


SAP ECC menu Logistics Sales and Distribution Sales Order Display

Transaction code VA03

1. Enter the order number on the Display Sales Order: Initial Screen. From the menu, choose Sales Document Issue Output To.

2. Select the line with message type BA00.

3. Choose Print.


Business role Sales Administrator

(SAP_NBPR_SALESPERSON-S)

Business role menu Sales Sales Orders Sales Order Processing Orders

1. Choose the All Sales Orders tab page or the All Sales Orders query (refresh the current query if necessary).

2. Mark your sales order and choose Show Order Confirmation as PDF.

3. On the Convert Spool to PDF screen, choose Print.

4.2 Delivery Creation

UseIn this activity, you will process the delivery due list in order to create the delivery document.



SAP ECC menu Logistics Logistics Execution Outbound Process Goods Issue for Outbound Delivery Outbound Delivery Create Collective Processing of Documents Due for Delivery Sales Order Items

Transaction code VL10C

2. On the Sales Order Item screen, make the following entries:


Shipping point <Shipping point>



Delivery creation dates (From)

<Enter delivery creation date>

The sales order item delivery date must be equal to or greater than the delivery creation date (From)

Delivery creation dates (To)

<Enter delivery creation date>

The sales order item delivery date must be equal to or less than the delivery creation date (To)

3. Choose Execute.

4. Select your sales order and choose Create Delivery in the Background.

5. Set the cursor on the line with the green light and choose Details. In the dialog box you will see the number of the delivery which has been created.





Business role menu Warehouse Management Shipping Outbound Delivery

2. On the Delivery Due Orders tab page, make the following entries:



3. Choose Apply (refresh the current query if necessary).

4. Select your order you created in the previous process steps.

5. Choose Creation in Background .

6. You can see message: Delivery <delivery number> has been saved.

ResultA delivery document is created. Batches were automatically determined in case materials H21, H22, F29, and F126 were used. If Lean WM has been set up, a WM TO (Warehouse Management Transfer Order) is created, printed and automatically confirmed. Picking can be done using the printed TO.

The printout of the transfer order is executed automatically and immediately.



SAP ECC menu Logistics Logistics Execution Outbound Process Goods Issue for Outbound Delivery Communication / Printing Single Print Pick Document

Transaction code LT31



1. Enter the Warehouse Number and TO Number (you can find this number using transaction VL02N and checking the document flow), and then choose Enter.

2. To start the print process, choose Transfer order Print.




Business role menu Warehouse Management Shipping Transfer Orders Print TO Manually

1. Enter the Warehouse Number and TO Number (you can find TO number using Business role menu Warehouse Management Shipping Outbound Delivery Display Delivery and checking the document flow of your outbound delivery) and choose Enter.

2. To start the print process, choose More Transfer order Print from the menu.

4.3 Checking Batches

UseIn this activity you will check the batch determination in the delivery.

Prerequisites This step is to be used if batch management has been activated, and the material has been classified.



SAP ECC menu Logistics Sales and Distribution Shipping and Transportation Outbound Delivery Change Single Document

Transaction code VL02N

2. On the Change Outbound Delivery screen, enter the outbound delivery number, and choose Enter.

3. On the Picking overview screen, select the batch number from the input help (F4 – Consignment stock at customer) for the materials to which you need to assign batches.

4. Save your delivery.

5. Confirm any system messages with Enter where applicable.






(SAP_NBPR_WAREHOUSECLERK-S))


2. Select the tab page Due for Post Goods Issue .

3. Enter the Shipping Point / Receiving Pt: and choose Apply (refresh the current query if necessary).

4. Select your Delivery.

5. Choose Change.

6. In the Batch Split Indicator column, choose Batch Split Exists.

7. In the Batch field, check the batch number assignment.

ResultBatch numbers are assigned to the materials.

4.4 Checking Foreign Trade Information

UseIn this activity you will check the foreign trade information in the delivery.

Procedure





2. On the Change Outbound Delivery screen, enter the outbound delivery number, and choose Enter.

3. Select a delivery item by double-clicking and go to the Foreign Trade / Customs tab page. Here you can see the automatically extrapolated items for the Intrastat / Extrastat reporting of your delivery.






2. Select the tab page Due for Post Goods Issue.




4. Select your delivery.

5. Choose Display.

6. Select a delivery item by double-clicking and go to the Foreign Trade / Customs tab page. Here you can see the automatically extrapolated items for the Intrastat / Extrastat reporting of your delivery.

ResultThe Intrastat / Extrastat details are assigned to delivery.

4.5 Picking (Optional)

UseThe picking process involves taking goods from a storage location and staging the right quantity in the picking area where the goods will be prepared for shipping.

PrerequisitesThis step is to be used if lean WM has not been activated.

Procedure1. Access the transaction choosing the following navigation option:


SAP ECC menu Logistics Sales and Distribution Shipping and Transportation Outbound Delivery Lists and Logs Outbound Delivery Monitor

Transaction code VL06O

2. On the Outbound Delivery Monitor screen, choose For Picking.

3. On the Outbound Deliveries for Picking screen, make the following entries:



Only Picking without WM

4. Choose Execute.

5. Select your delivery note and Choose Subsequent Functions Picking Output.

6. On the Output from Picking screen, select your delivery note and choose Execute.








2. On the Picking List (without WM) tab page, make the following entries:



3. Choose Apply (refresh the current query if necessary).

4. Select your delivery note and choose Display.

5. From the menu choose, More… Subsequent Functions Output from Picking.

6. To confirm the dialog box, choose Enter.

7. On the Output from Picking screen, choose Execute.

8. On the Output from Picking screen, select your delivery note and choose Execute.

ResultThe picking list EK00 has been printed, and the picking quantity at delivery item level has been updated with the requested delivery quantity.

4.6 Assigning Serial Number

UseIn this activity you assign serial numbers to the materials.

Prerequisites This step is to be used if serial number management has been activated.





2. On the Change Outbound Delivery screen, enter the delivery number, and choose Enter.

3. Select the material to which you need to assign a serial number, and choose Batch Split (for example, Material F126). If the material is not batch controlled (H20), choose Item Details instead of Batch Split.



4. On the Delivery XXX Change: Item Details screen, select the batch you need to assign a serial number to and choose Extras Serial Numbers. If the material is not batch-controlled (H20), choose Extras Serial Numbers.

5. In the Maintain Serial Numbers dialog box, select the serial number from the input help. For testing purposes, choose a serial number from the selection list that has a plant and storage location assigned to it. Make sure that the serial number comes from the batch determined in step 4.3 in case the material is batch-controlled (for example, F126).

6. Save your delivery.








4. Select your delivery.

5. Choose Change.

6. Select the material to which you need to assign a serial number, and choose Batch Split (for example, Material F126). If the material is not batch controlled (H20), choose Item Details instead of Batch Split.

7. On the Delivery XXX Change: Item Details screen, select the batch you need to assign a serial number to and choose More… Extras Serial Numbers. If the material is not batch controlled (H20), choose More… Extras Serial Numbers.

8. In the Maintain Serial Numbers dialog box, select the serial number from the input help. For testing purposes, choose a serial number from the selection list that has a plant and storage location assigned to it. Make sure that the serial number comes from the batch determined in step 4.3 in case the material is batch controlled (for example, F126).

9. Save your outbound delivery.

ResultSerial numbers are assigned to the materials.

4.7 Pro Forma Billing

Use



In this activity you will handle the billing. Usually you would have to perform pro forma billing for the customs authorities in a first step. Later in the process however, you will create the final billing document.



SAP ECC menu Logistics Sales and Distribution Billing Billing Document Create

Transaction code VF01


Business role Billing Administrator

(SAP_NBPR_BILLING-S)

Business role menu Sales Billing Create Billing Document

2. On the Create Billing Document screen, enter the following data:


Billing Type F8 Pro Forma Inv f Dlv

Choose the entry from the input help.

Document <Number of your delivery>

3. Choose Enter and save the billing document.

If batch management has been activated, two or more items appear in the billing document depending on the number of batches that have been delivered.

ResultThe system generates a pro forma invoice for billing.

4.8 Printing Customs Documents

UseNormally, you would create your customs documents based on your pro forma invoice. The message type you need depends on the customs regulations of your country. In Germany, for example, you need a customs declaration to transfer your goods to a third-party country. No customs documents are required for goods transactions within the EU.



SAP ECC menu Logistics Sales and Distribution Foreign Trade/Customs Communication / Printing



Communication / Printing Printout Foreign Trade Document First Processing

Transaction code VIB4


Business role Customs Agent

(SAP_NBPR_CUSTOMSAGENT-S)

Business role menu Foreign Trade Periodic Declarations Print Transaction: Initial Procg

2. On the Foreign Trade: Print Foreign Trade Output – First Processing screen, enter:


Document <Number of your pro forma billing document>

3. Choose Execute.

4. On the Foreign Trade: Print Foreign Trade Output – First processing screen, you should get three items for your sales order:

a. Certificate of origin

b. Export declaration

c. Invoice

Note that there are only two entries for the Portuguese customer as the export declaration is only needed for U.S. customers.

5. You can only change data for the export declaration. Therefore, select the item for the export declaration, and choose Form data.

6. On the Print Preview of <printer name> Page 0001 of 0001 screen, choose, for example, one of the different address nodes on the left hand side for field N° 2 Sender / Exporter. In the Change form data dialog box you can change the address data of the ship-to party.

7. After having changed the data, choose Refresh.

8. Go back and choose Print or Print preview.

9. In the Select output version dialog box, choose Version to display the changed data.

ResultThe customs documents are created.

4.9 Posting Goods Issue

UseIn this activity, you will post the goods issue.





SAP ECC menu Logistics Logistics Execution Outbound Process Goods Issue for Outbound Delivery Outbound Delivery Lists and Logs Outbound Delivery Monitor

Transaction code VL06O

2. Choose For Goods Issue.



Shipping point <Shipping Point>

4. Choose Execute.

5. Select the relevant delivery.

6. Choose Post Goods Issue. (Choose today’s date in the dialog box.)








4. Select your Delivery.

5. Choose Goods Issue.

ResultThe goods issue is posted.

Financial postings:


Trading Goods (HAWA)

600020 Trading goods w/o aa

228000 Trading goods

none


524000 Inv.chg.sale own prd

220000 Finished goods

none



Delivery NoteThe printout of the delivery note is executed automatically and immediately (see settings in SAP GUI transaction VV23 for Output Type LD00 and defaults in your user settings in transaction SU3).



SAP ECC menu Logistics Logistics Execution Outbound Process Goods Issue for Outbound Delivery Outbound Delivery Display





Business role menu Warehouse Management Shipping Outbound Delivery Display Delivery

1. Enter your outbound delivery on the Display Outbound Delivery screen and choose from the menu (NWBC: More…) Outbound Delivery Issue delivery Output.

2. Select the line with message type LD00 – Delivery Note.

3. Choose Print.

r

Bill of LadingThe printout of the bill of lading is executed automatically and immediately (see settings in SAP GUI transaction VV23 for Output Type YBL1 and defaults in your user settings in transaction SU3).



SAP ECC menu Logistics Logistics Execution Outbound Process Goods Issue for Outbound Delivery Outbound Delivery Display





Business role menu Warehouse Management Shipping Outbound Delivery Display Delivery

1. Enter your outbound delivery on the Display Outbound Delivery screen and choose from the menu (NWBC: More…) Outbound Delivery Issue delivery Output.

2. Select the line with message type YBL1 – Bill of Lading.

3. Choose Print.



4.10 Billing

UseIn this activity, you will handle the billing.



SAP ECC menu Logistics Sales and Distribution Billing Billing Document Process Billing Due List


2. Enter any relevant search criteria, select the delivery-related flag and then deselect the Order-related flag. Now choose DisplayBillList (F8).

3. Select a row and choose Individual Billing Document.

4. Choose Save.

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role 1. Access the transaction choosing the following navigation option:



Business role menu Sales Billing

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

3. Enter the relevant search criteria; select the Delivery-Related flag. 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 system generates an invoice for billing and posts the values to the specified accounts. You can see the financial information by choosing Accounting Overview. There you can find the accounting document, the controlling document and the profitability analysis document. You can also see the document flow by choosing Display document flow.

Financial postings:


Trading Good (HAWA)

241000 Foreign receivables

501000 Sales revenue for.

501000


241000 Foreign receivables

501000 Sales revenue for.

501000



The printout 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).



SAP ECC menu Logistics Sales and Distribution Billing Billing Document Display


1. Go to transaction VF03. On the Display Billing Document screen, choose Billing document Issue Output to from the menu.

2. Select the line with message type RD00.

3. Choose Print.




Business role menu Sales Billing Change Billing Document

1. Enter the billing document number.

2. Choose More … Billing Document Issue Output to.

3. Select the relevant output and choose Print.

4.11 Posting Incoming Payment

Accounts Receivable (157)

UseIn this process you will post the incoming payment.

ProcedureUsing the master data from this document, complete all the activities described in the Business Process Documentation of the scenario Accounts Receivable (157) (chapters Post Incoming Payment from Customer Manually, Automatic Clearing of Open Items in Customer Accounts, Manual Clearing of Open Items in Customer Accounts).

4.12 Creating Intrastat / Extrastat

UseIn this step you will process your statistics for the EU.



Intrastat comprises the goods traffic within the EU. Extrastat comprises the goods traffic between EU countries and non-EU countries.



SAP ECC menu Logistics Sales and Distribution Foreign Trade/Customs Periodic Declaration Cockpit Periodic Declaration

Transaction code ENGR



(SAP_NBPR_CUSTOMSAGENT-S)

Business role menu Foreign Trade Foreign Trade/Customs Periodic Declarations

2. On the Foreign Trade: Periodic Declarations screen, choose Create periodic declarations.

3. On the next screen, double-click the entry Germany in the Extrastat folder (or alternatively, in the Intrastat folder). On the right-hand side of the screen, choose the Dispatch/Export tab page and choose Step1.

4. On the Extrastat: Select Data for Export to Non-EU Countries screen, make the following entries:


Billing Document <Number of your billing document>

Company Code <Company code>

Plant <Plant>

Invoices

Reporting Month the current month

Reporting Year the current year

Country of Dec. DE

Decl. Currency EUR

Log Type B

Issue Warnings Incompl.

Issue Addnl Info Incompl.

5. Choose Execute.

6. On the Periodic Declarations – EXTRASTAT Export – Selection log screen, choose the Incompletion log. You can process incomplete items on this screen. Select the entries, and choose Correct error. You may need to make additional entries on item level for the billing document.



7. Correct any errors that may have occurred, and choose the entry Create file/diskette in the folder Subsequent functions on the left hand side.

8. On the EXTRASTAT: File Creation for Import / Export – Germany screen, enter the following data:


Reporting Month the current month

Reporting Year the current year

Company Code <Company code>

Plant <Plant>

Material Number number for your data medium

You receive the material number from the statistical office.

Issue log X

Create file X

File Name for Output

For example: Extrastat_03_2007

Enter a name for the output file.

Federal State of tax office

For example: 08 Only for Intrastat

9. Choose Execute.

10. The file is created, however you still need to create the diskette. Choose Create diskette.



Type of data file DX Extrastat Germany

Src file For example: Extrastat_03_2007


Target drive C Choose from the input help.

Subdirectory Enter a directory or at least: \.

Target file For example: Extrastat307


Issue log X

Copy file X

12. Choose Execute.

ResultThe file is created in .asc format, and a preview of the file is displayed.



5 Appendix

5.1 Reversal of Process StepsIn the following section you can find the most common reversal steps that enable you to reverse some of the activities described previously in this document.

Sales Order Entry

Transaction code (SAP GUI) VA01

Reversal: Delete Sales Document

Transaction code (SAP GUI) VA02

Business role Sales Administration

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

Comment Choose the menu Sales Document Delete.

Delivery Due List

Transaction code (SAP GUI) VL10C

Reversal: Delete Delivery

Transaction code (SAP GUI) VL02N


Business role menu Warehouse Management Shipping Outbound Delivery Change Delivery

Comment Choose the menu Outbound Delivery Delete. Step reversal of transfer order not possible, but the whole delivery document can still be deleted via VL02N.

Check Batches


Reversal: Edit Batch Number




Comment

Assign Serial Number




Reversal: Edit Serial Number




Comment

Billing

Transaction code (SAP GUI) VF04

Reversal: Cancel Billing document

Transaction code (SAP GUI) VF11


Business role menu Sales Billing Cancel Billing Document

Comment Go to transaction VF11, enter the relevant billing document number, choose Enter and save your result. An invoice cancellation document has been created balancing the original invoice.

Post Goods Issue

Transaction code (SAP GUI) VL06O

Reversal: Reverse Goods Issue

Transaction code (SAP GUI) VL09


Business role menu Warehouse Management Shipping Outbound Delivery Change Goods Issue for Delivery Note

Comment

Create Intrastat / Extrastat

Transaction code (SAP GUI) ENGR

Reversal: Change Intrastat / Extrastat

Transaction code (SAP GUI) ENGR


Business role menu Foreign Trade Foreign Trade/Customs Periodic Declarations

Comment



5.2 SAP ERP Reports

UseThe table below lists the reports that you can use 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

List of Sales Orders

VA05 Sales Manager(SAP_NBPR_SALESPERSON-M)

Sales Sales Orders Reports List of Sales Orders

A list of all selected sales orders is displayed.

List Billing Documents

VF05 Sales Manager(SAP_NBPR_SALESPERSON-M)

Sales Sales Orders Reports List Billing Documents

A list of all selected billing documents is displayed.

Incomplete SD Documents

V.02 Sales Manager(SAP_NBPR_SALESPERSON-M)

Sales Sales Orders Reports List of Incomplete Sales Orders

A list of all incomplete documents on the basis of the specified selection criteria is displayed.

Assignment License to Document

VE29 Sales Administrator(SAP_NBPR_SALESPERSON-S)

Sales Additional Information Assigned Documents for Each License

A list of all assigned documents on the basis of the specified selection criteria is displayed.

Check of Customer Master Regarding Legal Control

VI83 Customs Agent(SAP_NBPR_CUSTOMSAGENT-S)

Foreign Trade Monitoring Check Customer Master/Legal Control

Consistency check of customer master regarding legal control.



5.3 Used Forms

UseForms were used in some of the activities of this business process. The table below provides details of these forms.

Common form name

Form type Used in process step

Output type

Technical name

Order Confirmation

Smart Form

Sales Order Entry BA00 YBAA_SDORC

Delivery Note Smart Form

Post Goods Issue LD00 YBAA_SDDLN

Pro forma Invoice Smart Form

Pro Forma Billing RD00 YBAA_SDINV

Transfer Order SAP Script Delivery YB_LVSTAEINZEL

Pick List SD SAPscript Picking (optional) EK00 YB_SD_PICK_SINGL

Bill of Lading Smart Form

Post Goods Issue YBL1 YBAA_SDBLD

Sales Invoice Smart Form

Billing RD00 YBAA_SDINV

Export Declaration SAPscript Print Customs Documents

FEEX YB_EXPORT_EUDC

Cert. of Origin EU SAPscript Print Customs Documents

FECO YB_EXPORT_FECO

5.4 Frequently Asked Questions Questions Answers

I have no stock available; how can I add more?

Go to transaction MMBE to check the stock for your material.Decide how much you need and create new stock for your plant, using transaction MB1C.

How can I transfer goods from one storage location to another?

Using transaction MIGO, action A08 Transfer Posting.

Do I always need to do a transfer order manually?

No. You can set the system to automatically generate a transfer order.

Do I need the Outbound Delivery Monitor to post the goods issue?

No, you can do it directly from the delivery, when creating or changing it.
