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EHP5 for SAP ERP6.0

June 2011

English

Debit Memo processingwith Trading Contract(415)

SAP AGDietmar-Hopp-Allee 1669190 Walldorf Germany

Business Process Documentation

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SAP Best Practices Debit Memo processing with Trading Contract (415): 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 fieldnames, 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 keywords of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.

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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 thesystem exactly as they appear in the documentation.

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


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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.......................................................................................................................................... 6

3 Process Overview Table...................................................................................................................7

4 Process Steps...................................................................................................................................8

4.1 Create Trading Contract for Debit Memo Request..................................................................... 8

4.2 Change the trading contract (optional).....................................................................................10

4.3 Release the trading contract.................................................................................................... 11

4.4 Display Trading Contract and follow-on documents ................................................................11

4.5 Create Billing Document with Trade Execution Workbench (TEW)..........................................12

5 Follow-Up Processes...................................................................................................................... 146 Appendix......................................................................................................................................... 15

6.1 Reversal of Process Steps.......................................................................................................15

Use............................................................................................................................................ 15

Procedure.................................................................................................................................. 15

6.2 Reporting..................................................................................................................................16

6.3 Used Forms.............................................................................................................................. 16


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1 Purpose

The Debit Memo process is used for applying a debit to a customer account once it has beendetermined that a customer has been undercharged due to a pricing or sales tax rate error. A DebitTrade Contract is then created, with the amount to be debited and saved in status Open and need tobe released. Upon release the debit memo request is automatically created. From the TradingExecution Workbench (TEW) the billing document is created and posted to the customer account.The debit note is printed and sent to the customer and the accounting document is posted.

2 Prerequisites

2.1 Master Data and Organizational DataUsing Your Own Master Data

You can also use customized values for any material or organizational data for whichyou have created master data. For more information on how to create master data, seethe 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 GT-H10,

GT-H11

Controlling area <Controlling area> For example Controlling Area 1000

Company Code <Company Code> For example CompanyCode 1000

Plant <Plant> For example ProductionPlant

Sales organization <Sales organization> For example Sales Org.1000

Distributionchannel

<Distribution Channel> For example DirectSales 30

Division <Division> For example ProductDivision 10

Purchaseorganization

<Purchasing organization> For example PurchasingOrg. 1000

TC Sales Group YN01 Sales Group (Standard)

TC PurchasingGroup

YN01 Purchasing GroupStandard for


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Master / Org. Data Value Master / Org. Data Details Comments

StockShipment

TC PurchasingGroup

YN02 Purchasing GroupStandard for Drop

Shipment

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

Business Condition Scenario

You have completed all relevant steps described inthe Business Process Documentation Prereq.Process Steps (412) or (413).

Prereq. Process Steps (412) or (413).

2.3 Roles

UseThe following roles must already have been installed to test this scenario in the SAP NetWeaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned tothe user or users testing this scenario. 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.

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

Business Role Technical Name Process Step

Trade Manager SAP_NBPR_Trademanager_GTM_M Release Trading Contract

Trade Specialist SAP_NBPR_Tradespecialist_GTM_S Create Pre-Trading Contract

Employee

(Professional User)

SAP_NBPR_EMPLOYEE_S Assignment of this role is necessary for

basic functionality.


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3 Process Overview Table

Process step Externalprocess

reference

Businesscondition

Business role(not technical

role for BP)

Trans-action

code

Expectedresults

Create TC for debitmemo

Customer toreceive debitfor incorrectcharges

Trade clerk WB21 The trade contractfor debit iscreated.

Change TradeContract (optional)

Trade Contracthas not beenapproved

Trade clerk WB22 Trade Contractis ready for approval

Create Follow-OnDocuments bychange status and

save.

Trade contracthas beenapproved

Trade manager WB22 Trade Contractis released anddebit memo

request iscreated.

Display TC andcheck follow ondocument.

Trade clerk WB23 In document flowof TC follow-ondocuments aredisplayed.

Run automatedfollow-up action inTEW to create thebilling document(debit note)

Trade clerk WTEW Billing documentis created anddebit note isprinted.

In TEW screenyou see the

document flowwhich shows thebilling document.

Outgoing Payment

AccountsReceivable(157)


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4 Process Steps

In order to switch the document flow from displaying the external

documents numbers to the internal numbers choose Settings for Document

Flow Tree (Ctrl+Shif+F12). On the Settings for Document Flow Structure

pop-up select check box for Display All Documents in Document Flow Tree.

Choose Continue (Enter).

In order to switch the document flow from simplified display to extendeddisplay choose Settings for Document Flow Tree (Ctrl+Shif+F12). On the

Settings for Document Flow Structure pop-up select check box for Display

All Documents in Document Flow Tree.

Choose Continue (Enter).

4.1 Create Trading Contract for Debit Memo Request

UseIn this activity, you will create a Trading Contract for a Debit Memo Request.

PrerequisitesThe business process described in this Business Process Documentation is part of a bigger chain of integrated business processes or scenarios. As a consequence, you must have completed thefollowing processes and fulfilled the following business conditions before you can start going throughthis scenario:

Business Condition Scenario

To run through this scenario, you must already have sold

some goods.

TC for Drop shipment (402) or TC

for Stock shipment (403) or

Procedure

1. Access the transaction choosing the following navigational option:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC Menu Logistics→ Global Trade Management → Trading Contract →

Create


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Transaction Code WB21

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

2. Access the transaction choosing the following navigational option:Business role Trade Specialist

(SAP_NBPR_TRADESPECIALIST_GTM_S)

Business role menu Trade Management → Single Document → Trading Contract

Actions → Create Trading Contract

3. Enter the Order Type YN11(Trading: Debit Request) and choose Create with Reference

(F12).

4. If required maintain the following entries on the Organizational Data screen:

Field name Description User action and values Comment

TEW Type YNWB Standard Workbench

SalesOrganization

<Sales organization> For example

1000 (Dom. SalesOrg)

DistributionChannel

<Distribution

Channel> For example

30 (Other Sales)

Division <Division> For example

10 (Product DivisionDevision 10)

PurchasingOrganization

<Purchasing

organization> For example

1000 (Purchase Org

1000)

Purchase Group YN1 <Purchasing

organization>

5. Choose Copy (F5).

6. On the Create with reference screen, choose the Trading Contract tab page.

7. Enter the Trade Contract document number and choose Continue (Enter).

The trade contract document is automatically created by copying lines from the originaltrade contract.

8. On the Copy Item Data pop-up screen select in column Qty (SD) the quantity which shall bedebited e.g. 2 PC. Select the line and choose COPY (F8).

9. On the Create Trading Contract: (Debit Memo Request) screen enter the following date:


External Number <any entry> You can use anyentry; we propose touse the BPD number


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BPD415.

10. Choose Overview (Ctrl +F8).

11. Choose Sales Price conditions.

12. On the Conditions (Sales) tab page, you can now maintain the Conditions value for theconditions GSSP (GTM Sales Price). In the Price Elements area maintain in the row for GSSP (GTM Sales Price) the Conditions Value (This is the value for which the Debit memo shall beraised).

13. Choose Enter .

14. Choose Header Data (F5) and choose the Sales tab page.

15. Enter Order reason e.g. 200 Price difference: Price was too low.

16. Choose Enter .

17. Choose Status Overview (F8 )

18. On the Status tab page mark the Application Status K - Open and choose Set Status.

19. Save your entries with Save (Ctrl +S).

20. Take a note of the trading contract number: __________

ResultThe Trading Contract for a Debit Memo Request has been created in status open and is awaitingapproval.

4.2 Change the trading contract (optional)

UseIn this step you may change the trading contract according the trade managers feedback in order to

receive the approval.

Procedure




Change



Business role Trade Specialist



Actions→ Change Trading Contract


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2. Enter the Trading Contract number created from the previous step.

3. Change as appropriate and choose Save (Ctrl +S).

ResultThe trading contract has been created in status open and is awaiting approval.

4.3 Release the trading contract

UseIn this step you release the trading contract.

Procedure




Change



Business role Trade Manager

(SAP_NBPR_TRADEMANAGER_GTM_M)


Actions→ Change Trading Contract

2. Enter the Trading Contract number created from the previous step.

3. Choose Set Status (F8).

4. On the Trading Contract: Application Status pop-up mark the application status L-Released andchoose Set Status (Enter).

By setting the status to Released and saving the Trading Contract the system createsautomatically in the background a credit memo request.

5. Choose Save (Ctrl +S).

ResultThe trading contract has been saved in status released and follow-on documents SD debit memorequest has been created in background.

4.4 Display Trading Contract and follow-on documents

UseYou now display the released trading contract and the follow-on documents.

Procedure


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


SAP ECC menu Logistics→ Global Trade Management → Trading

Contract →

Display Transaction code WB23





Actions→ Display Trading Contract

2. In the Trading Contract field enter the trade contract number from the previous Trading Contractcreation step and choose Follow-On Documents (Shift+Ctrl+0).

3. On the Trading Contract Document Floww 00000000xxx screen choose now the follow-ondocuments are displayed.

4. Take a note of the Follow-on Document (SD debit memo request): __________

5. Choose Back (F3).

ResultThe follow-on documents for the trading contract are displayed in the trading contract documentflow.

4.5 Create Billing Document with Trade Execution

Workbench (TEW)UseFrom the TEW you will now turn the credit memo request into a credit memo.

Procedure




Execution Workbench → Execute

Transaction code WTEW




Business role menu Trade Management → Trading Execution Workbench →

Execute Trading Workbench


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2. Enter the following data in the Task section (upper part of the screen):


TEW Type YNWB (Trading

Workbench (default))Group <Group> Depending on your scenario

0001 drop shipment or 0002stock shipment

Step 0064 (Debit Memo)

Mode 0001 (Create)

Previous Step 0063 (Debit MemoRequest)

3. Enter the following data in the Selection Intervals for Outbound Documents section (middle partof the screen):


Selection step 0001 (Trading Contract)

TC no or

External No

Enter the tc no or theexternal Number from theCreate a Debit request TradeContract step.

4. Choose Start Selection.

On the lower part of the screen the Source Documents are displayed for selection

5. On the data area Select Source Documents mark the appropriate source document, in this caseit is the SD debit memo request from the previous step and choose Execute.

6. On the Debit Memo (L2) Create: Overview of Billing Items Create screen chose Save (Ctrl+S).

7. Take a note of the Debit Memo __________ .

The number of the Debit Memo is displayed on the list area of the TEW screen

ResultThe Trading Execution Workbench (TEW) has turned the SD Debit memo request into a Debitmemo which is posted into the customer account. The Debit Memo is printed.


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

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

Generic Accounts Receivable

UseIn this activity, you will post the incoming payment.


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6 Appendix

6.1 Reversal of Process Steps

UseFrom the TEW you will be able to reverse (cancel) a debit memo.

Procedure




Execution Workbench → Execute

Transaction code WTEW




Business role menu Trade Management → Trading Execution Workbench →

Execute Trading Workbench

2. Enter the following data in the Task section (upper part of the screen):


TEW Type YNWB (TradingWorkbench (default))

Group 0001 Drop Shipment Depending on your scenario0001 drop shipment or 0002stock shipment

Step 0064 (Debit Memo)

Mode 0005 (Reverse)

Previous Step 0064 (Debit Memo)

3. Enter the following data in the Selection Intervals for Outbound Documents section (middle partof the screen):


Selection step 0001 (Trading Contract)


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TC no or

External No

Enter the tc no or theexternal Number from theCreate a Debit request TradeContract step.

6. Choose Start selection.In the lower part of the screen now the follow-on documents are displayed for selection.

7. In the Select Source Documents section (lower part of the screen) select the appropriate salesdocument and choose Execute Action (F8).

8. Select Cancel. Invoice (S1).

9. Choose Save (Ctrl+S).

ResultThe Trading Execution Workbench (TEW) has reversed the SD Debit memo and created a newaccounting document which is posted into the customer account.

6.2 ReportingThe table below lists the reports that you can use to obtain additional information on this businessprocess.

You can find detailed descriptions of the individual reports in the following BPDdocument, which provide a comprehensive compilation of operational reports:

• Trading: Operational Reporting (407)

6.3 Used FormsUseIn some of the activities of this business process, forms were used. The table below provides detailson these forms.

Common formname

Form type Used in processstep

Outputtype

Technical name

Sales Invoice SmartForm Billing RD00 YBAA_SDINV
