Billing
You can use the billing functions in SAP CRM to perform billing
for the following business transactions:
Sales orders
Deliveries relating to sales orders
Sales contract release orders
Service orders
Service contracts
Service confirmations
Complaints (creation of credit/debit memos)
Entitlements
Warranty claims
Billing requests
Billing is also used to process the settlement of claims in
market development funds and trade promotion management.
When business transactions are saved, billing-relevant
transaction data is automatically transferred to the billing
component, where input processing takes place and data is collected
in a billing due list. Billing can either be triggered manually or
can be scheduled to run periodically without user interaction.
During billing execution, the system creates billing documents that
can be sent to customers, and transfers data to integrated
components.Input Processing is a subprocess of the overall billing
process. It precedes actual billing (creation of billing
documents). It involves the processing of billing-relevant data
from one or more source components. If input processing is
successful, the input data is stored as billing due list items. If
input processing is unsuccessful, the relevant input data is listed
in the processing log.
The process flow described above is shown in the following
figure:
Integration
Data can be exchanged between billing in SAP CRM and the
following SAP software:
Sales and distribution, and materials management (in SAP ERP)
for delivery-related billing
Accounting and controlling (in SAP ERP)
SAP Global Trade Services (for export documents and official
declarations)
SAP NetWeaver Business Intelligence (for statistical
reporting)
You can also use an external interface to import transaction
data from a non-SAP system into the billing due list. You can then
include this data in billing.
The billing component in SAP CRM is a pregenerated billing
engine application. When you make Customizing settings for billing,
you make these for the CRM Billing application.
Billing Scenarios
Billing can be triggered by business transactions in SAP CRM or
by deliveries in SAP ERP. The scenarios described below are
supported.
You specify which scenario applies for each item category in
Customizing for Customer Relationship Management, by choosing
Billing Define Billing Relevance of Item Categories (field Billing
Relevance).
Transaction Not Relevant for Billing
The item category is not relevant for billing. This is the case,
for example, for items in a free-of-charge delivery or
quotation.
External Billing
Billing takes place in SAP ERP or another integrated system.
Transaction-Related Billing
Billing After Contract ReleaseThe order quantity for the
contract is billed once the contract is released.
Transaction-Related Billing According to Order QuantityThe order
quantity is billed for a transaction, for example, a credit memo
request resulting from a complaint.
Transaction-Related Billing After CompletionThe order quantity
is billed once a transaction (usually a service order) is
completed.
Transaction-Related Billing According to Delivery QuantityThe
cumulated delivery quantity is billed for a transaction (the SAP
ERP delivery transfers the delivery quantity to the SAP CRM
transaction).
Value-Based Billing After ApprovalClaims are settled after
approval.
Usage-Based Billing After PrebillingIn usage-based billing of
service contracts, the billed amount depends on usage. Items of
this billing relevance are only billed after prebilling has taken
place for a single service contract.
Usage-Based Billing After Pool PrebillingIn usage-based billing
of service contracts, the billed amount depends on usage. Items of
this billing relevance are only billed after prebilling has taken
place for a pool service contract.
Delivery-Related Billing
Delivery-Related BillingDeliveries created in SAP ERP after
goods issue is billed in SAP CRM. We recommend this scenario rather
than Transaction-Related Billing According to Delivery Quantity
since the billing documents that are created reference individual
deliveries.
Delivery-Related Billing - No Zero QuantitiesDeliveries with a
quantity of zero are not billed. If you use bills of materials or
batches, the delivery has a zero product quantity in the main item.
In the subitems, the product is listed with the batch and the
relevant quantity. With this setting, only the subitems are
billed.
Delivery-Related Billing
You use this process if you have integrated SAP ERP and want to
bill for delivered quantities. As well as enabling you to bill for
partial deliveries, this process enables you to bill for delivery
costs, such as shipping costs.
This following describes the process of delivery-related billing
for deliveries with goods issue. Delivery-related billing is also
possible if no goods issue is involved (if a delivery document has
no goods movement type). In this case, a billing due list item is
automatically created when a delivery document is saved.
Prerequisites
You have made the following settings in Customizing for Customer
Relationship Management:
You have set the billing relevance Delivery-Related Billing or
Delivery-Related Billing No Zero Quantities for the relevant item
category.
You do this by choosing Billing Define Billing Relevance of Item
Categories .
The billing-relevance Q is set for the corresponding item
category in SAP ERP. This ensures the following:
Billing takes place in SAP CRM and not SAP ERP.
After billing, the status of the delivery item in SAP ERP is set
to Billed and the billing document item is included in the document
flow for the delivery item.
You have specified that the billing item category assigned to
the sales order is a dependent item. This ensures that the billing
due list item created for the sales order cannot be billed
independent of the delivery.
You make this setting by choosing Billing Define Billing Item
Categories and setting the Dependent Item indicator for the
relevant billing item category.
In the standard system, the billing item category TAND is
predefined for delivery-related billing. It can be assigned to
transaction type TA (Sales Order) and the item category TAN (Sales
Item) under Billing Item Category Determination Assign Item
Categories .
You have assigned a separate billing item category to the
transaction type and item category that are used for the delivery.
This enables the system to assign the correct billing type and
billing item category to the billing due list item for the
delivery.
The billing item category TAN is predefined in the standard
system. It can be assigned to transaction type LF (Outbound
Delivery) and the item category TAN (Sales Item) under Billing Item
Category Determination Assign Item Categories .
In this IMG activity, you assign a billing type to each of the
item categories used in CRM Billing. Please note that you assign
the business transaction types and item categories of the various
business transactions to the item categories used in CRM Billing by
working through the IMG activity entitled Assign Item
Categories.
The following assignments are assigned as standard:
CRM Transaction TypeCRM Item CategoryBilling Item
CategoryBilling Type
CRMC (complaint)G2N (credit memo)G2N (credit memo item)G2
(credit memo)
CRMC (complaint)L2N (debit memo)L2N (debit memo item)L2 (debit
memo)
SRVO (service process)SRVM (serv.mat.item)SCN (service)F2
(invoice)
SRVC (confirmation)SVCM (material confirmation)SCN (service)F2
(invoice)
In item category Customizing, you can make separate settings for
the billing due list and the billing document which, in conjunction
with generally applicable settings, determine the characteristics
of the services.
To make settings for the item categories in CRM Billing, define
the following attributes on the details screen of a selected item
category.
Settings for Billing Due List: Billing typeThis determines the
properties and characteristics of a billing document and thus
controls the billing process in that it specifies which billing
type are used for billing a specific transaction type.
Billing blockIf this is activated, it will not be possible to
bill any of the billing due list items of this item category - the
billing block must be lifted before this can occur.
Pricing procedureThis specifies the conditions that are to be
recalculated, changed, or copied for pricing during Input
Processing (for more information on the pricing type, see Further
notes)
Copy typeThis determines how conditions are read for pricing
Pricing procedureThis specifies which condition types are valid
and the sequence in which these condition types are calculated
during CRM billing. The pricing procedure is used by the Pricing
service
Partner determination procedureThis specifies how the system
should check the partners passed on to the billing due list to see
whether any data is missing
Text determination procedureThis lists the text types allowed or
required for a billing due list item, and determines the sequence
in which these text types are displayed.
Settings for the Billing Document: Copying requirementsThese
determine how items in CRM Billing should be copied (it is a copy
requirement, for example, that determines how a billing item is
created from a billing due list item)
Pricing typeThis determines which conditions are recalculated or
copied as they are for pricing during the Billing process. For more
information on the pricing type, see Further notes)
Copy typeThis determines how conditions are read for pricing
Partner determination procedureThis determines which partners in
the billing due list item are written to the billing item
Text determination procedureThis lists the text types allowed or
required for a billing item, and determines the sequence in which
these text types are displayed.
In CRM Billing, pricing conditions are generally taken as they
are from the CRM business transaction. Taxes, on the other hand,
are recalculated during billing.
If you want to change or recalculate the pricing conditions, you
have to choose a different pricing type for the billing due list or
billing documents.Since the pricing conditions are determined using
a condition technique based on attributes defined in condition
tables, all of the relevant attributes must exist here to
recalculate the pricing conditions. If pricing is repeated in the
billing due list as part of CRM Billing, the results will only
match those of the CRM business activity if all of the relevant
attributes have been transferred to the billing due list.
Process
The flow of data in delivery-related billing is shown in the
following figure:
1. A user creates a sales order in SAP CRM.
2. The system replicates the sales order in SAP ERP.
3. The system creates a dependent item in the billing due list,
containing billing information from the sales order.
4. A user creates a delivery in SAP ERP.
5. The system updates the delivery status in the SAP CRM sales
order, and updates the transaction history.
6. A user posts a goods issue in SAP ERP.
7. The system updates the delivered quantity in the SAP CRM
sales order, and updates the transaction history.
8. In SAP CRM, the system creates billing due list items for
delivery items.
9. A user creates a billing document in SAP CRM.
The billing document is based on billing due list data from
steps 3 and 8.
10. The system updates the billed quantity, billing amount,
status, and transaction history, and deletes the corresponding
billing due list item.
The above process is different if you implement the service
parts management functions for orders (for more information, see
SPM Functions in Customer Order Management). In this case, the SAP
CRM sales order is not replicated in SAP ERP. Instead an unchecked
delivery is automatically created in SAP ERP.
Services
The system can use the following generic functions to add,
update, and display information in billing due list items and
billing documents:
Pricing (for determining prices, discounts, and taxes, for
example)
Partner processing (for determining the sold-to party, ship-to
party, payer, and bill-to party, for example)
Text processing (for determining texts that are to be included
in the output of a billing document)
Action processingService Usage
Each service can be used for the following functions:
Determination
The system determines data according to your settings for the
relevant services, and enters it in the billing due list item or
billing document.
Display/editing
The system displays data from the original business transaction.
In some cases, this data can be edited.
The following table shows the available services and their
possible usage. The letter Y indicates full functional scope, the
letter X indicates that a function is not supported.
Input Processing (Data Transfer to Billing)Creation of Billing
Documents
Service/UsagePricesPartnersTextsActionsPricesPartnersTextsActions
DeterminationYXXXYXYY
Display and EditingDisplay onlyDisplay onlyDisplay onlyXYDisplay
onlyYY
Text processing does not determine any new texts during input
processing, but instead copies texts from the billable business
transaction. However, during billing itself, text processing is
used to redetermine texts. You can display and edit these texts in
the billing document. You can also create new texts.
Definition of Service Usage
You can determine which services are used and how they are used
in the metadata for the billing application.
You modify metadata in Customizing for Customer Relationship
Management, by choosing Billing Configure Application and choosing
Goto BE Navigator .Pricing
The pricing service enables you to determine and calculate
prices, taxes, discounts, and other pricing conditions both at the
item level and across items.
Integration
Pricing can take place in both business transactions and in
billing. In billing, prices may need to be redetermined if, for
example, you do not wish to determine specific pricing conditions
until the point in time that billing occurs.
In billing, pricing takes place when billing due list items are
generated and billing documents are created. Each time the pricing
service is accessed, the system sends a pricing document to the
billing component. This document is used as the basis for further
processing of pricing conditions in billing.
The pricing service is accessed during the following
processes:
Generation of billing due list items
Pricing conditions are automatically copied from the business
transaction. You determine which pricing conditions should be
redetermined and how copying should take place in customizing.
Creation of billing documents
The pricing conditions of billing due list items are
automatically copied into the pricing document for the billing
document. You determine how this takes place by making settings for
the Pricing Type and Copying Type, as mentioned above.
During both of the above processes, the pricing service supports
the following functions:
Regeneration of a pricing document
If the business transaction does not provide pricing information
when billing-relevant data is transferred to billing, a pricing
document is automatically regenerated.
Update of existing pricing document
If pricing documents for business transactions are incomplete
when they are transferred from the source application, individual
lines are automatically added. For example, tax is redetermined
when showing the factoring discount in the billing document.
Partner Processing
Partner processing checks business partners transferred from a
business transaction and carries out further processing of these
business partners when billing documents are created.
Partner Checks During Data Transfer to Billing
When billing-relevant data is transferred to the billing
component, the system checks whether all the business partners that
are relevant to or necessary for a billing due list item are
available in their respective roles or functions (for example, a
bill-to party, recipient of invoice copy, or payer). This check is
based on the settings for the partner determination procedure for
the billing due list. You can define, for example, that exactly one
bill-to party and payer must always exist in a transferred item.
You can also define industry or enterprise-specific roles or
functions.
Billing due list items are only generated if partners are
checked successfully.
Copying of Partners to Billing Documents
The system copies partners from a billing due list item to the
billing document header or items.
Various mandatory partners on header level (for example, payer
and bill-to party) determine whether billing due list items can be
grouped in a joint billing document.
Partners on item level are relevant for billing document output
and tax invoices. In Customizing you can add optional partners, for
example, responsible employee, to the standard partner
determination procedure for billing document items.
Text Processing
You can incorporate various texts into the output of a billing
document, in order to provide additional information. For example,
you can insert item texts from an order into an invoice, or include
marketing information dependent on the bill-to party. You can also
incorporate texts that are required by law or texts that fulfill
specific company regulations. Texts for a billing due list item
(BEA_DLI) Texts for a billing document header (BEA_BDH) Texts for a
billing document item (BEA_BDI)Action Processing
You can trigger the determination and maintenance of the
following actions, among others:
Print billing document
Output billing document by fax
Output billing document by e-mail
Trigger workflows (for example, to the person responsible)
Call methods (customer enhancement option for action
processing)
Action Determination
As soon as you have saved a billing document or triggered
collective billing, the system calls up action determination in the
background. By calling up the PPF, the system determines for every
billing document:
The recipient (bill-to party or invoice copy recipient)
How many billing document copies are sent
The output medium (for example, print, e-mail, or fax)
The address of the recipient
Each combination of the above information and other control data
in a billing document header corresponds to an action that the
system saves in an action list in the billing application.Item
Category Determination
Billing item categories are not necessarily the same as business
transaction item categories. The system, therefore, uses item
category determination to determine the appropriate billing item
category during the transfer of billing-relevant data to the
billing due list. The following methods of item category
determination are available:
Simple item category determination
Determination is based on the following fixed attributes of
business transactions:
Transaction type
Item category
Advance item category determination
Determination is based on business transaction attributes that
are not available in simple item category determination. This
determination method uses condition techniques.
You can use advanced item category determination to determine
item categories from the sales or service organization of a
business transaction.
Billing Due List
The billing due list is a collection of billable transactions
and deliveries. When a transaction is saved and at least one item
is billing-relevant, data from this transaction is transferred to
the billing component, checked, supplemented with master data, and
saved in a billing due list item.
In the case of service transaction items with the billing
relevancy Transaction-Related Billing After Completion, you need to
trigger the transfer of billing-relevant data to the billing due
list. You do this in the CRM WebClient UI, on the Release for
Billing page.
You can use an external interface to import data from a non-SAP
system into the billing due list.
You have made the following settings, which influence the
generation of billing due list items. You do this in Customizing
for Customer Relationship Management, in the section Billing.
Billing type
Billing item category
Item category determination
You have defined the billing relevance of item categories (for
example service contract item, credit memo item, debit memo item)
in the relevant business transaction categories. You do this in
Customizing for Customer Relationship Management, by choosing
Transactions Basic Settings Define Item Categories.Generation of
Billing Due List Items
1. When a business transaction containing billing-relevant items
is saved, its data is automatically transferred to billing, and the
system determines the billing item category to be used for each
item.
If the system cannot determine a billing item category (for
example, if item category determination is not completely defined),
it issues an error message.
2. Using the appropriate services, the system completes the
details of the billing-relevant transaction items and runs
processing checks for the transferred items. Items can be rejected,
primarily for the following reasons:
Partner checking (based on the partner determination procedure
of the item category) finds that there are missing or incomplete
mandatory partners.
Pricing does not have all the data needed to create a pricing
document (for example, document currency and reference currency is
missing).
3. The system saves all successfully processed and completed
data in billing due list items.
Changes to the Billing Due List
If you make changes to transactions after their data has been
transferred to billing, the system automatically transfers these
changes to the billing due list. The following changes, among
others, have an impact on billing:
Business partner data (updates partner data in billing)
Pricing conditions (results in a new pricing document for the
billing due list item)
Billing date (updates the old billing due list item)
Quantity increase
Before billing
The old billing due list item is regenerated.
After billing
A billing due list item with a positive quantity difference is
generated in addition to the old billing due list item.
Quantity reduction
Before billing
The old billing due list item is regenerated.
After billing
A billing due list item with a negative quantity difference is
regenerated in addition to the old billing due list item. The
regenerated billing due list item is initially marked with the
billing block Q. As soon as this item is released by the employee
responsible using transaction BEA_DL_03, a credit memo is
created.
Deleting or rejecting transaction items
Release of Blocked Billing Due List Items
You can use this function to display blocked billing due list
items and release them for billing. A billing due list item can be
blocked for the following reasons:
The billing item category is blocked from billing.
This setting is made in Customizing for Customer Relationship
Management, by choosing Billing Define Billing Item Categories
(Billing Block indicator).
You want to block all credit memo requests from billing until
they have been checked. You set the Billing Block indicator in the
item category for credit memo requests.
The transaction/delivery is blocked from billing.
Delivery to a customer by ship takes four weeks. If a goods
issue was posted for the delivery, this would trigger billing too
early. Therefore, a billing block is set in the order item. The
billing block is not removed until the customer has confirmed goods
receipt.
You can only use this function to release items that are blocked
because of their item category. If an item was blocked in the
transaction or delivery, you can only unblock it there.
Analysis of Incomplete Billing Due List Items
You can use this function to display billing due list items for
which errors have occurred during processing. The following are
examples of errors that can occur:
The billing item category or item category determination is not
set up correctly in Customizing.
Errors occur in services (for example, determination of billing
unit, partners, texts, or pricing).
A transaction item is modified while the corresponding billing
due list item is blocked (for example, because the billing due list
item is currently being billed).
Billing Execution
When billing takes place, the system creates billing documents
that contain billed items from the billing due list. It also
transfers data to accounting. Billing can be triggered as
follows:
Manually (to run immediately or at a specified time)
As a scheduled, periodic background job Automatically when a
transaction or delivery is saved Prerequisites
The billing due list items that you want to bill is not blocked
or incomplete.
You have ensured that the conditions for copying billing due
list items into billing documents meet your requirements, as
described in Customizing for Customer Relationship Management,
under Billing Define Copy Requirements .
The following copying requirements are available for billing
processing in the application CRMB:
StandardAllows you to terminate billing if either of the
following apply:
A billing block is set for the payer
The billing due list item is incomplete
One Billing Doc. per Preceding Transact.Allows you to create one
billing document for each billable transaction (order or
delivery).
Check Block in Transact. after DeliveryAllows you to terminate
billing in case of delivery-related billing, if the related order
item is blocked.
Collective Billing
During collective billing, the system groups as many billable
transaction items as possible into each billing document. Each
billing document can, therefore, contain items from different
business transactions.
Items can be grouped into a single document if they have the
same values for billing document header data. The following are
examples of split criteria:
Billing type
Billing date
Payer
Billing unit
Terms of payment
Incoterms
Letter of credit
If the system finds a different value for at least one split
criteria, billing due list items cannot be transferred to a single
billing document.
Split Analysis
If you were expecting a combination of items in one billing
document instead of the creation of separate documents, you can
display the reasons for the document split in the WebClient UI, on
the Billing Documents page.
Scheduled Billing in the Background
You can schedule billing to run in the background, for example,
to bill customers regularly and to reduce system load and
processing times by running billing at times when system usage is
lower (for example, during the night).
Billing in SAP GUI
You trigger billing from the billing due list in the SAP GUI if
you want to do the following:
Use variants to run collective billing
You can define and save variants, which predefine a set of
selection parameters for billing.
Bill individual transaction items rather than complete
transactions
Billing Statuses
Icons in the billing due list show the processing status of
items:
Green: billing was successful
Yellow: you have not yet executed billing for the item
Red: billing was unsuccessful (errors occurred)
If the system cannot successfully execute billing, it creates an
error log. To view this, choose Display Error Log.
Direct Billing
You can use direct billing to immediately create a billing
document for a transaction or delivery that you are processing. In
the export business, for example, you might need to provide an
invoice with the goods that are shipped.
Cancellation of Billing
You can reverse billing by canceling billing documents, for
example, if a customer invoice is incorrect or if errors occurred
during billing.
You have made the following settings in Customizing for Customer
Relationship Management, by choosing Billing Define Billing Types
:
You have assigned a number range interval so that the system can
assign a document number when creating cancellation documents.
In the standard system configuration, the cancellation number
range is identical to the number range for regular billing
documents.
You have made settings to control the copying of items from the
billing document to the cancellation document.
Cancellation can take place as follows:
Manually
You can cancel billing documents manually in the CRM WebClient
UI on the Billing Document page.
Automatically
When a business transaction item is canceled, the corresponding
item is automatically canceled in the billing document.
During cancellation, the system tries to reverse the entire
billing document, including all of its items, as follows:
1. Creates a cancellation billing document containing the same
values as the original billing document
2. Changes the status of the canceled billing document to
Document Canceled and Closed.3. Creates new entries in the billing
due list so that billing can take place again.
4. Transfers the cancellation document data to accounting, to
reverse posted amounts. Whether or not cancellation information is
transferred depends on the transfer status of the canceled billing
document on header level, as shown in the following table:
Retroactive Billing
New price agreements that you make with your customer can have
an effect on billing documents that have already been processed and
settled. In this case, you need to perform retroactive billing to
create new billing documents.
You carry out retroactive billing for individual billing
document items in the CRM WebClient UI, on the Billing Documents
page, in the item details.
Prerequisites
The billing document item has the status Retroactive Relevant.
This is done using a BadI. The billing document containing the item
that you want to bill retroactively has been transferred to
accounting.
During retroactive billing, pricing is carried out again and the
difference is billed in a new billing document. For pricing, the
pricing date of the original transaction is always used.
Difference Calculation
You can use difference calculation to correct billing documents.
Difference calculation can be triggered by the following:
An invoice correction item in a complaint with reference to a
billing document Retroactive billingDuring difference calculation,
a correction subitem is created for the billing document item that
is to be corrected.
During difference calculation, the system generates a new
billing document with the following item pair:
A new, corrected billing item with the current data
A corrected billing item, which is a copy of the old billing
item with the opposite plus/minus sign appearing for the quantity
and amount
The sum of the quantities and amounts in this item pair is equal
to the difference between the old and new data.
Billing for Payment Card Transactions
When billing takes place for payment card transactions,
authorization data from the preceding transaction is checked before
billing data is transferred to SAP ERP accounting. Transfer only
takes place if the total valid authorized amount is sufficient to
guarantee payment.
If the authorized amounts are not sufficient, a reauthorization
call to the clearing house is automatically triggered. If the
authorized amount is still insufficient or there is a technical
problem with the authorization, the billing document data is marked
as having an error and is not transferred to accounting.
Billing Document
A set of data representing one of the following documents:
Customer invoice
Credit memo
Debit memo
Intercompany invoice
Pro forma invoice
Billing documents contain billing-relevant data for one or more
business transactions. Billing documents are created as the result
of the billing process and form the basis of a physical document or
electronic file that can be sent to customers.
Header
On header level, the billing document consists of general data,
such as payer, billing document type, statuses, dates, and delivery
and payment terms. Prices and related transactions are also
available on header level.
Items
Billing document items contain information about the billed
product and the preceding transaction. Detailed pricing information
is also available.
Most of the data in a billing document is derived from the
business transaction for which the document was created. Once
billing data has been transferred to accounting, you cannot change
most of the data in the billing document. You can, however, change
the value date, which determines the validity date for the billing
document for accounting purposes (for example, to determine the
payment period).
You can create follow-up transactions to a billing document, for
example, you can create a complaint if a customer queries the
invoice value.
Condition-Based Invoice Split
You can use this function to divide the net value of a
transaction item into two billing documents:
A customer invoice that contains, for example, the price of the
product
A billing document that contains, for example, surcharges or
discounts, shipment costs, or the deposit value of a product
A split is triggered if the condition type that you specify in
Customizing for this purpose is used in a transaction or
delivery.
You have set up invoice splitting in Customizing for Customer
Relationship Management, by choosing Billing Invoice Split via
Conditions . For more information, see the documentation for the
individual Customizing activities.
You have activated condition-based invoice splitting for each
business partner for which you want to use this procedure. You do
this on the Accounts page in the assignment block Sales Area
Data.
Supplementary Invoices
You can use this function to create an additional invoice for a
transaction or delivery, with different partners and prices to
those contained in the original invoice. The system creates
supplementary invoices by copying billing due list items.
You can use this function, for example, when a business
transaction involves a dealer as well as the end customer. You
could create an invoice to bill the dealer and also create a
supplementary invoice for dealer to bill the end customer. This
example is shown in following figure:
Intercompany Billing
You use this function to generate invoices for billing between
units within an organization. You need to do this if the unit that
receives an order does not deliver the product, but the product is
instead delivered by another unit that is within the same
organization but in a different company code (usually in another
country). In addition to the customer invoice, the system can
generate an invoice for the supplier to bill the seller.
You can also generate intercompany (IC) invoices if there are
multiple intermediaries within the same group that need to bill
each other for their participation in processing a sales order.
Single-Level Intercompany Billing
Multi-Level Intercompany Billing
Billing Plans
You use billing plans to schedule individual dates for billing
for a product or service, independent of the product delivery or
provision of the service. You can either bill the same amount at
regular intervals (periodic billing plan) or bill different amounts
at specified dates that have been predefined (milestone billing
plan).
Integration
The standard system contains the following billing plans:
Periodic billing plans, designed mainly for use in contracts
These can be used in the following areas:
Service, for example, in maintenance contracts
Leasing, for example, in leasing contracts
Intellectual Property Management, for example, in contracts for
the rights to show films
Milestone billing plans, designed mainly for use in sales
quotations and sales orders
These can be used for large, long-term, or costly projects.
You can see information about valid billing plans in the Billing
Plan assignment block in the relevant business transaction. This
assignment block is only available for business transactions with a
transaction type for which billing plans are activated in
Customizing.
Prerequisites
You use SAP CRM for billing.
You have made the necessary settings for billing plans in
Customizing for Customer Relationship Management, by choosing
Transactions Basic Settings Billing Plan .
Note
You cannot use a billing plan created in SAP ERP in SAP CRM. Nor
can you use or a SAP CRM billing plan in SAP ERP .
End of the note.
Features
Assignment of Billing Plans to Business Transactions
You can decide whether one billing plan should be valid for all
the items in a business transaction (valid at header level), or
whether different billing plans are required for the individual
transaction items (valid at item level).
Generation of Billing Request Items
The billing plan contains a list of dates. For each of these
dates up to the horizon, the system generates a billing request
item. Each billing request item triggers the system to create a
billing document when certain conditions have been fulfilled.
The system determines the dates for billing request items based
on general date information, for example, the start and end date of
a contract. The general date information can either be copied from
the header of the business transaction or from the billing plan
type. The system uses the following rules to generate billing
request items:
The settlement period
The billing date
You can choose whether the billing request items are all
generated immediately, or should be generated in groups.
Recommendation
We recommend that you group billing request items if the billing
plan is valid for a long time period or contains a large number of
billing request items. For more information about grouping billing
request items, see Customizing for Customer Relationship
Management, under Transactions Basic Settings Billing Plan Business
Add-Ins for the Billing Plan BAdI: Define Groupings of Billing
Request Items .
End of the recommendation.
Pricing and Invoice Creation
Once the date has been reached on which the next billing request
item is due, the system sends an invoice to the customer for the
product or service. The system runs pricing for the item using
either condition records or financial mathematics, depending on
your customizing settings.
Note
You can apply a billing block to any of the billing request
items so that the system does not automatically send an invoice on
that date. This might be necessary, for example, if a customer has
complained about a product or service and you don't want to send
them an invoice at that point in time, or if a certain milestone
has not been reached.
End of the note.
Milestone Billing Plan
A schedule of dates for billing a customer for percentage values
of the total value of a service or product sold.
The milestone billing plan enables you to bill business
transactions that involve large sums of money and where a service
or product is provided in stages, such as a construction project.
As each stage of the project is completed, you can bill the
customer for a certain amount of the total value.
Structure
The milestone billing plan contains a header and plan lines for
each milestone. Each billing milestone consists of a date and a
percentage value of the total value that you wish to bill.
Integration
You can integrate a milestone billing plan into the business
transaction type that you are using to process complex products
such as construction projects.
Note
You cannot use milestone billing plans in service contracts.
It is not possible to link the milestones in a billing plan to
milestones in a project system.
End of the note.
Example
You have created a billing plan for the construction of a
warehouse. The total billing value is EURO 820,000.00 and you have
agreed that the customer should pay a certain percentage of the
total value at specific dates. The following table shows the
milestone billing plan for the project:
Billing Plan Dates
Billing plan start date10/01/07
Billing plan end date04/30/08
Milestone Dates Percentage of Value to be Billed
Start of ground preparation15%
Completion of foundation15%
Completion of scaffolding30%
Completion of outer walls25%
Completion of inner walls15%
At each stage, the customer pays the agreed percentage of the
total value, for example, at the start of ground preparation, EURO
123,000.00.
The system uses the final milestone in the billing plan to bill
any remaining quantity so that 100% of the total quantity has been
billed.
Output of Billing Documents
You can use the following media to output billing documents:
Printer or spool files (SAPscript)
Fax, e-mail (SAPconnect)
Optical archiving (ArchiveLink)
External printing channels (through an XML interface)
You can also output the same billing document using different
media.
Output of billing documents is controlled by actions. For more
information, see Action Processing.
Prerequisites
You have defined actions in Customizing for Customer
Relationship Management, by choosing Basic Functions Actions
Actions in Billing . You can find detailed information in the
documentation for each activity.
Features
You can output billing documents:
Automatically after they have been created
Periodically (for example at the end of a week or month) by
means of a scheduled program run
Manually, from the Billing Documents page in the CRM WebClient
UI (including the option to preview the output format of a billing
document )
You can send duplicates of billing documents to additional
recipients. If you want to send copies of an billing document after
the original billing document is sent, you create these copies from
the optical archive, since some information (for example, the
layout of the billing document, or product short texts) might have
changed in the meantime.
Documents are output using SAP Smart Forms (for more
information, see Smart Forms). You can use Smart Forms to tailor
your billing documents to company and industry-specific
requirements. The appearance of the documents (for example, font,
typesetting, and logos) can be defined flexibly. For example, you
could define a special layout for a major customer. The layout and
content of a billing document depends on the billing document type
of the corresponding action.
Activities
When output is triggered, the system does the following:
1. Calls up action processing and creates an output document
containing billing document data.
2. Uses Smart Forms to output a billing document through the
medium assigned to the action. This takes place in the following
steps:
1. Transfer of the generated output document to the
corresponding output medium
2. Dispatch
Integration
In this section, you can find information about data exchange
between the SAP CRM billing component and other SAP software
components.
Data Transfer to SAP CRM via External Interface
You can use an external interface to transfer data from non-SAP
systems into the billing due list.
The following formats are supported:
IDoc (standard SAP format for electronic data interchange
between systems)
XML SOAP via HTTP
XML via SAP NetWeaver Process Integration
The interface contains data components for the billing due list,
partners, conditions, and texts. You can enhance the interface as
required.
Prerequisites
To enable data transfer via the external interface, you need to
activate the feature XIF Connection (Inbound Processing) in
Customizing for Customer Relationship Management under Billing
Configure Application .
If you want to influence the data transferred via the external
interface, you have implemented a Business Add-In (BAdI).
You can find the relevant BAdI for this in Customizing for
Customer Relationship Management under Billing System Enhancements
Business Add-Ins Input Processing BAdI: XIF: Mapping for Billing
Due List .
If you are using the IDoc format, you need to make the following
settings in Customizing for Customer Relationship Management under
CRM Middleware and Related Components Exchanging Data with External
Components XIF Adapter Setup Inbound Direction Settings for IDoc
Processing :
Define Port Maintain Partner Profile Manually No customizing is
necessary for receiving SOAP/XML documents.
You can create or view the corresponding HTTP port (standard
number 8080) using transaction SMICM (choose Goto Services ).
The SOAP inbound service can be reached using the path
/sap/bc/soap/rfc.
Features
Managing IDocs
In the Data Transfer Workbench (transaction SXDA), you can
manage IDoc files using data exchange tools (choose Goto DX Tools
). To do this, you need authorization for objects S_DX_MAIN and
S_DX_PROJ. Use the following parameters:
Object Type: BUS20800
Program Type: IDOC
Program: CRMXIF_BEA_DL_CRMB_SAVE
More Information
For more information on the external interface, see the
documentation for the function module CRMXIF_BEA_DL_CRMB_SAVE.
Data Exchange with SAP ERP for Delivery-Related Billing
In the delivery-related billing process, data is exchanged
between SAP CRM and the sales and distribution component of SAP
ERP. Data is exchanged by means of CRM Middleware, using the
following business document (BDoc) types:
BEABILLDLVCRMB for transfer from SAP CRM to SAP ERP
LEDELIVERY for transfer from SAP ERP to SAP CRM
Note
This documentation describes Customizing and error processing
for data transfer in the delivery-related billing process. For more
information about the data flow between SAP CRM and SAP ERP, see
Delivery-Related Billing.
End of the note.
Prerequisites
You have set up CRM Middleware for SAP CRM and SAP ERP in
Customizing.
You can check the settings in Customizing for Customer
Relationship Management, by choosing CRM Middleware and Related
Components Generate Industry Specific Objects and Services /
Communication Setup .
You have made the necessary CRM Middleware settings as described
in SAP Note 504730.
Features
For an overview of data transfer between SAP CRM and SAP ERP,
see Delivery-Related Billing. As a result of data transfer, the
following is updated in SAP ERP in the sales and distribution
component:
Billing status of the delivery
Document flow (the SAP CRM billing document is included in
this)
Activities
Monitoring Data Transfer
You can monitor data processing in CRM Middleware to check for
data transfer errors. For more information, see the SAP Library,
underSAP Customer Relationship Management Data Exchange and Mobile
Technologies CRM Integration Services System Monitoring Monitoring
the Message Flow Displaying Unprocessed BDoc Message Summary .
Example
You can use monitoring in CRM Middleware to display messages
with BDoc type BEABILLDLVCRMB that have not been completely
processed. Note that if you transfer data to SAP Global Trade
Services and use delivery-related billing, it is sufficient to
restrict data display to the SAP ERP site.
You can see the detailed errors of a BDoc message in the error
segments of the appropriate receiver site (SAP ERP). If the cause
of the error is in SAP ERP (for example, due to a block or
Customizing settings) you can restart the BDoc message for the
receiver site once the error has been corrected.
End of the example.
For more information, see the SAP Library, underSAP Customer
Relationship Management Data Exchange and Mobile Technologies CRM
Integration Services System Monitoring Monitoring Data Exchange.
Displaying Billing-Relevant Deliveries in SAP ERP
In the CRM WebClient UI, on the Billing Documents page, you can
see the delivery documents created in SAP ERP in the Referenced
Transactions assignment block.
Data Transfer to SAP ERP Accounting
The following are some of the SAP ERP components to which you
can transfer billing data:
Accounts receivable
Contract accounting
Overhead cost controlling
Profitability analysis
Profit center analysis
Example
When billing data from SAP CRM is transferred to SAP ERP, it
generates open items in accounts receivable accounting. These open
items are cleared when inbound payments are received, and dunning
procedures can be executed if payments remain outstanding. In
controlling, billable amounts are used to compare revenues with
accumulated costs.
End of the example.
Data is exchanged by means of CRM Middleware, using the
following business document (BDoc) types:
BEABILLDOCCRMB for monitoring data transfer from SAP CRM to SAP
ERP
BEABILLSTACRMB for updating statuses from SAP ERP to SAP CRM
Prerequisites
You have installed and configured at least one SAP ERP
accounting component in which the SAP CRM Plug-In is available.
You have made the necessary customizing settings for CRM
Middleware on the CRM Server, and in SAP ERP. You do this in
Customizing for Customer Relationship Management, under CRM
Middleware and Related Components Generate Industry Specific
Objects and Services and Communication Setup.
You have made the necessary customizing settings for the
transfer of billing data to accounting. You do this in Customizing
for Customer Relationship Management, by choosing Billing
Integration Transfer of Billing Documents to Accounting .
For each billing document type, you have determined whether you
want to allow automatic data transfer. You do this in Customizing
for Customer Relationship Management, by choosing Billing Define
Billing Document Types . If you want to enable automatic transfer,
ensure that the No Autom. Transfer to Acctg indicator is not
selected.
Note
Billing document types with the billing category Prof-Forma
Invoice are not transferred to accounting.
End of the note.
Activities
Transferring Billing Data to SAP ERP
During billing, data is automatically transferred to accounting,
unless a transfer block is set for the relevant billing document
type in Customizing. You can transfer data from blocked billing
documents as follows:
In the CRM WebClient UI on the Billing Document page
In SAP GUI on the SAP Easy Access screen under Sales/Service
Billing Transfer Billing Documents to Accounting Displaying SAP ERP
Accounting Documents
You can display the accounting documents that are created for
your billing data. You do this in the CRM WebClient UI, on the
Billing Document page, in the assignment block Follow-Up
Transactions.
Data Exchange with SAP Global Trade Services
You can transfer billing data from SAP CRM to an integrated SAP
Global Trade Services (SAP GTS) system in order to do the
following:
Create Intrastat/Extrastat declarations
Create export documents
Letter of credit (LOC) information can also be transferred from
SAP GTS to SAP CRM, and can then be entered in sales orders and
transferred to billing. For more information, see Integration of
Letter of Credit in Sales Orders.
Prerequisites
You have set up integration between SAP CRM and SAP GTS in
Customizing for Customer Relationship Management, by choosing
Billing Integration Transfer of Billing Documents to Foreign Trade.
If you want to transfer data for export documents or make letter of
credit information available in SAP CRM, you need to implement the
service parts management scenario. For more information on this
scenario, see Functions for Service Parts Management (SPM).
If you want to print the names and addresses of the business
partners stored in the letter of credit on an invoice, you need to
set up your Smart Forms interface correspondingly.
Features
Letters of Credit in Billing
If a LOC is entered in a sales order, the names and addresses of
the business partners stored in the LOC can be printed on an
invoice, instead of the details of the sold-to party in the sales
order. The LOC is a split criterion for billing documents.
For each billing due list item with a separate LOC assigned, a
separate billing document is created.
Activities
Data Transfer to SAP GTS for Intrastat Declarations
You can find the transaction for transferring data on the SAP
Easy Access screen under Sales Billing Transfer Data for Intrastat
to SAP GTS. .
According to the settings you make for data selection, the
report filters and transfers billing data that meets the following
criteria:
A billing document was created for an Intrastat-relevant
business transaction.
Relevant transactions are those in which goods movement takes
place and those in which billing amounts are adjusted (for example,
complaints).
The departure and destination countries are such that the
transaction is relevant for Intrastat declarations.
The billing document has been transferred to accounting.
The report only selects documents that can no longer be changed,
since they have been transferred to accounting. This ensures that
only final values are transferred to SAP GTS, and that values in
SAP GTS are always consistent with values in accounting.
Data Transfer to SAP NetWeaver Business Intelligence
You can use SAP NetWeaver Business Intelligence (BI) to analyze
statistics for billing documents.
Prerequisites
You have marked the billing document types for which you want to
transfer data to SAP NetWeaver BI as relevant for analysis. You do
this in Customizing for Customer Relationship Management, by
choosing Billing Define Billing Types. Features
For more information about the predefined analytical content in
SAP NetWeaver BI, see the SAP Library under SAP Customer
Relationship Management Analytics BI Content Cross-Scenario
Analyses Billing Engine Analysis .
Activities
When a billing document is created that is relevant for
analysis, the billing component copies the data on item level into
the delta queue of the adapter. SAP NetWeaver BI collects the
billing document data periodically, via an upload from the delta
queue.
Archiving of Billing Documents
You can archive and delete the following from the database:
Billing documents
Billing due list items
Document flow data
Price data
Partner set data
Texts
Billing documents are archived with the archiving object
BEA_CRMB (Billing Engine: Archiving Object CRMB). SAP delivers the
archive information structure Billing Engine: (Generated)
(SAP_BEA_CRMB) and the field catalog Billing Engine: (Generated)
(SAP_BEA_CRMB), for access to the archived data.
Prerequisites
You have defined the residence times for billing documents in
Customizing for Customer Relationship Management, by choosing
Billing Maintain Residence Times for Billing Documents . The
residence time defines the number of days that must be exceeded
before a billing document can be archived.
Features
Preprocessing Program
The preprocessing program selects the billing documents to be
archived and marks them as Archivable. You can restrict the number
of documents to be archived using different selection criteria such
as billing type, billing date, or payer. You can use the indicator
Enhanced Checks to run an additional archivability check.
A document is only archived if it fulfills all of the following
criteria:
It has already been transferred to accounting or is completed
due to cancellation.
It is not yet marked as Archived.
It has exceeded the residence time.
Billing documents that are marked as Archivable can no longer be
changed.
Write Program
The write program selects all billing documents as Archivable
(as well as the corresponding billing due list items, document flow
data, price data, partner set data, and text) and writes them to
the archive file.
Delete Program
The delete program selects archived data of an archiving session
and all other immediately dependent data and deletes it from the
database. For more information, see Settings for the Delete
Program.
Postprocessing Program
If a transaction (item) or a delivery (item) is rejected before
a billing document has been created for it, the corresponding
billing due list items are not archived. The postprocessing program
deletes these billing due list items from the database, together
with all directly related data.
Note
After billing documents have been archived, you can archive tax
documents. Refer to SAP Note 628275 for more information.
End of the note.
More Information
You can find general information on data archiving in the SAP
Library under SAP Customer Relationship Management Components and
Functions Basic Functions Data Archiving .
Billing of Services
This document provides information about the specifics of
billing in SAP CRM for service transactions.
Billing Procedures for Service Transactions
The following figure shows the different procedures for billing
service contracts, service orders, and service confirmations,
depending on the relationships between these business transactions.
The figure is followed by an explanation.
Service Contracts
Billing for service contract items takes place periodically, and
a fixed amount is billed as specified in the terms of the contract.
Billing takes place according to a billing plan (see Billing
Plans).
Service Orders
If a service order item refers to a service contract, it is
billed in the same way as the service contract item.
If a service order item does not refer to a service contract,
billing takes place either after the order is created or after it
is completed and released for billing. A fixed amount is billed
for, as agreed in the service order.
Service Confirmations
If a service confirmation refers to a service order, the amount
billed for depends on your settings in Customizing for Customer
Relationship Management, under Billing Define Billing Relevance of
Item Categories :
Billing for fixed amounts agreed on in the service order
If you want to bill for fixed amounts, you define the service
order item category as billing relevant, but you define the service
confirmation item category as not relevant for billing.
Billing for resources used
If you want billing to be resource-related, depending on the
resources confirmed, you define the service confirmation item
category as billing relevant, but you define the service order item
category as not relevant for billing.
If you want to bill for a service confirmations that are not
related to a service order, you define the service confirmation
item category as billing relevant.
Determining Rates for Billing
In service orders and service confirmations, you can determine
different rates for billing (for example, for weekend work,
overtime, travel time, or depending on the qualifications of the
service representative). You do this by specifying a service type
or valuation type in the business transaction.
Splitting Billing Amounts Among Bill-To Parties
In service orders and service confirmations, you can split
amounts between bill-to parties by defining amount allocation (see
Amount Allocation with SAP ERP Integration).
Sales Items
For sales items in service transactions, a sales order for
delivery processing is automatically created in SAP ERP. To ensure
that such sales items are billed in SAP CRM, the corresponding
sales document types in SAP ERP must not be flagged as billing
relevant.
Transaction-Related Billing After Completion
Items with the billing relevancy Transaction-Related Billing
After Completion must be explicitly released for billing in the CRM
WebClient UI on the Release for Billing page. This allows for
transaction data to be checked before billing.
Complaints with Reference to Billing Documents
Invoices can be corrected, or debit or credit memos issued, as a
result of complaints relating to invoices (created as follow-up
transactions to a billing document). For more information, see
Complaints with Reference to Billing Documents.
More Information
Billing (documentation for generic billing functions)
External Billing of Service Transactions in SAP ECC
You can use this function if you want to use SAP ERP Central
Component (SAP ECC) to perform billing for any of the following
service transactions:
Service contract
Service order
Service confirmation
For service transactions containing items that are defined as
relevant for external billing, SAP CRM automatically transfers
billing-relevant data to SAP ECC. Transfer takes place when a user
sets a particular status for the transaction, as described below
under Features. The data transferred includes the billing date,
products to be billed for (services and service parts), business
partners, and conditions.
When data is transferred, a debit memo request is automatically
created in SAP ECC for each service transaction, in the form of a
sales order. The items in this order represent the billing-relevant
items in the original service transaction. You can perform billing
immediately for these debit memo requests, without additional
processing steps.
Prerequisites
Synchronization of master data (SAP CRM and SAP ECC)
All business partners used in SAP CRM transactions also exist in
SAP ECC.
Service products in SAP CRM exist as materials in SAP ECC.
Synchronization of pricing conditions (SAP CRM and SAP ECC)
Conditions are identical in both systems.
Customizing of service transactions in SAP CRM
You have set the External Billing indicator for the relevant
item categories. You do this in Customizing for Customer
Relationship Management, by choosing Billing Define Billing
Relevance of Item Categories .
Customizing of controlling objects in SAP ECC
You have defined CRM controlling objects to which costs and
revenue generated by external billing can be automatically
assigned. You do this in Customizing, by choosing Integration with
Other SAP Components Customer Relationship Management Settings for
Service Processing Controlling Integration .
Customizing of sales orders in SAP ECC
The sales document type and item category of the sales order in
SAP ECC are attributed as relevant for billing and not relevant for
shipping.
Mapping of transaction data between SAP CRM and SAP ECC
You need to determine the SAP ECC sales order types and item
categories that are used to create a sales order for a particular
SAP CRM transaction type and item category. Depending on the
Plug-In or SAP ECC system that you are using, you perform mapping
in different systems and using different techniques, as shown in
the following table:
ReleaseComponentMapping Definition
SAP R/3 Plug-In 2004_1, Support Package 9 and belowSAP
CRMBusiness Add-In CRM_EXT_BILLING
SAP R/3 Plug-In 2004_1, Support Package 10SAP R/3
Plug-InCustomizing: Integration with Other mySAP.com Components
Customer Relationship Management Settings for Service Processing
Billing Integration Map Transaction Types and Item Categories
SAP ERP 2005SAP ECCCustomizing: Integration with Other mySAP.com
Components Customer Relationship Management Settings for Service
Processing Billing Integration Map Transaction Types and Item
Categories
The above mapping definitions also determine the order reason
and cancellation reason for a service transaction.
Features
External Billing of Service Orders and Service Confirmations
Data is transferred to SAP ECC when an order or confirmation is
set to Completed.
You can cancel invalid items by specifying a reason. The
cancellation reason is transferred to SAP ECC through item category
mapping, and either the relevant debit memo request item is
automatically canceled or, if the item has already been billed, a
credit memo request is created.
After data transfer, you can cancel or reject transactions in
SAP CRM. If it is no longer possible to cancel individual items
later on in the process, for example because an invoice has already
been created for a debit memo request, you can create a credit memo
request in SAP ECC to reverse a debited amount.
External Billing of Service Contracts
Billing request items generated by a billing plan are
transferred automatically to SAP ECC. Service contract items that
are relevant for billing are transferred when contract data is
updated and a contract item is marked as Released.
Note
You cannot cancel service contract items once they have been
transferred to SAP ECC.
End of the note.
Modification of CRM Service Transaction Data Before Transfer to
SAP ECC
You can influence header and item data, such as partners and
conditions, before it is transferred to SAP ECC.
To do this, create an implementation of the Business Add-In
(BAdI) CRM_EXT_BILLING (Influencing Data from Service Transactions
for Billing in SAP ECC). You can find this BAdI in SAP CRM, in
Customizing for Customer Relationship Management, under
Transactions Settings for Service Transactions Business Add-Ins .
For more information, see the documentation for this BAdI.
Modification of Sales Order Data in SAP ECC Before Data
Import
You can modify data such as the order reason, billing block,
partner, and conditions.
To do this, create an implementation of the BAdI
SRV_BILLING_CHANGE. You can find this BAdI in Customizing for your
Plug-In or SAP ECC system, by choosing Integration with Other SAP
Components Customer Relationship Management Settings for Service
Processing Billing Integration BAdI: Influencing Data for External
Billing of CRM Service Documents .
Note
For more information and a list of corrections related to
external billing of service transactions, see customer note
813774.
End of the note.
Country-Specific Functions
Use
CRM Billing is intended for use by companies throughout the
world. In some countries, companies may need additional functions
that reflect local business practice and laws. These
country-specific functions are described in the following.
Features
CRM Billing allows you to:
...
Number billing documents using numbers that the authorities have
told you to use (see Official Document Numbering)
Number billing documents with a payment reference number.
When you receive the payment, you use the payment reference
number to match the payment to the invoice. For more information,
see Generation of Payment Reference Numbers.
Restrict the number of items that you print on any one billing
document, for example, if you have to print invoices on an official
form with only a limited amount of space (see Billing Document
Split)
Post credit memos and other postings as negative postings, as
required by some countries accounting standards (see Generation of
Negative Postings in FI-AR)