Authorizations & Roles

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Table of contents
1 Objective and Scope
1.1 Objective of this Procedure
1.2 Scope
2 Identify in the request
3 COST OF SALES POSTING
4 PRELIMINARY CHECKS
4.1 Check Tax Code and Payment Terms
4.2 Check for Credit notes with reference
4.3 Cost Center and G/L Account Consistency
5 INVOICE ISSUANCE
6 CREDIT NOTE ISSUANCE
7 VENDOR CLAIM ISSUANCE
8 POSSIBLE ISSUES
8.1 Wrong Text

Objective and Scope

Objective of this Procedure

The purpose of this document is to guide the issuance of a FI type of Invoicing in RCS system. Contains instructions in how to issue an invoice, credit note and vendor's claim, as well as the preliminary checks and possible problems.

Scope

This operating procedure (OP) applies to Service Invoicing companies worldwide.

Identify in the request

In a FI type of invoicing, on tab Services Invoicing Request
the following fields must be completed




Clicking on the hyperlink or tab WP1 – EXCEPTIONNAL INVOCING sheet



Pay attention if the second line is filled. That means the cost of sales must be posted first.

COST OF SALES POSTING

If there is a cost of sales to be posted, this should be done first. For that, fulfill the file bellow and post it using the Excel file seen in Service Excellence named:
SBS-FRM-DRTR-04-054 WP1 FI Invoicing Posting file

PRELIMINARY CHECKS

These checks must be performed in order to get information needed, such as tax code and payment terms.

Check Tax Code and Payment Terms

Go to transaction FBL5N:
Insert the costumer account and the company code







Select document type DR (FI invoices are the ones that start with 18xx). Double click on the line to see the document.


Check the tax code and payment terms.

Check for Credit notes with reference

Go to transaction FBL5N:

Insert the costumer account and the company code

Select document type DR (FI invoices are the ones that start with 18xx). Double click on the line to see the document.








Check if the invoice of reference (to be cancelled with the credit note) exists.
Check the Tax Code of the original invoice.

Cost Center and G/L Account Consistency

Check in the allocation in cycles if the cost element is assigned to the cost center.
Go to transaction KS03 and insert the cost center:
Press enter.


Then go to Environment  Where-Used List  Cycles in CO-PA
Check the cycles active for the year by double clicking on the line:









Check the Cost Element Group ZRCS-CNP
Go to transaction KAH3:
Press Enter.


Go to Extras  Check and Help Functions  Find in Group…




Insert the GL Account




Check if Cost Element Group is on the list.

INVOICE ISSUANCE

Go to transaction F-22:























Insert:
Document Date: Indicated in the Service Invoicing Request Form.
Document Type: DR for invoices
Company Code: Indicated in the Service Invoicing Request Form.
Reference: Sales Force Case number
Posting Key:

• 09 for invoices with Special G/L Indicator "C" (related to Service Invoicing)
• 01 for invoices without a Special G/L Indicator (when the cost of sales cost element is 981001xx)

Account: Enter the costumer account
Special G/L Indicator:

• Enter a "C" for Service Invoicing
• Keep empty if the cost of sales cost element is 981001xx

Press enter.
The following screen appears:




















Amount: Enter the amount of the invoice (including tax – After checking tax code in the preliminary checks, calculate the total value with vat).
Calculate tax: Check the box
Tax Code: Enter the value according to the one found on preliminary checks (FBL5N) or the one indicated by requestor.
Due Date: Enter the one on customer master data or from previous invoices on the account.
If not indicated, use the generic rule:

• Accounting date + 30 days for Third party costumers
• Accounting date + 10 days for Intragroup costumers

Text: Enter the text indicated in the form request.
Posting key: 50
Account: Account indicated for revenue in the request.
Press enter.
The following screen appears:

























Amount: Amount indicated on the request form (excluding tax)
Cost Center: Cost Center indicated for revenue in the request
Assignment: Same as the one entered on the debit side of the document
Text: Same as the one entered on the debit side of the document






Then, go to Extras  Document texts:


Double click on correspondence.























Enter the text to be indicated in the invoice.




Then go back and click


Go to Document  Simulate, to retrieve the VAT line








If the line doesn't appear:
1.Double click on the credit side of the document
2.Click on
3. Unflag "Calculate tax"







4. Validate . Then click again on and insert the tax amount manually.








And Validate.

Then go back and click

Compare the values with the ones on the request and save.
To print the invoice's image, Go to transaction F.62:



Insert company code, document number, fiscal year.

Flag "Standard documents"

Correspondence : ZW001

And execute.











Click Yes.

Select output device LOCL .




The following screen appears:

Go to System  Own Spool Requests



















Double click on icon

























Check the details of the invoice. If it's correctly issued, go to Goto  PDF Preview
















Choose save.





The last step of performing the invoice is to attach the image to the document.
For that, go to transaction FB03:


Insert Document Number
Company Code
Fiscal Year

Press Enter.


Click on  Attachment list



















Click on New  Create Attachment














And select the invoice from your computer. Then Exit.

CREDIT NOTE ISSUANCE

Go to transaction F-27:



























Insert:
Document Date: Indicated in the Service Invoicing Request Form.
Document Type: DG for credit notes
Company Code: Indicated in the Service Invoicing Request Form.
Reference: Sales Force Case number
Posting Key:

• 19 for invoices with Special G/L Indicator "C" (related to Service Invoicing)
• 11 for invoices without a Special G/L Indicator (when the cost of sales cost element is 981001xx)

Account: Enter the costumer account
Special G/L Indicator:

• Enter a "C" for Service Invoicing
• Keep empty if the cost of sales cost element is 981001xx

Press enter.
The following screen appears:


















Amount: Enter the amount of the credit note (including tax – After checking tax code in the preliminary checks, calculate the total value with vat).
Calculate tax: Check the box
Tax Code: Enter the value according to the one found on preliminary checks (FBL5N) or the one indicated by requestor.
Due Date: Enter the due date manually. If not indicated in the request form:
•Accounting date + 30 days for Third party costumers
•Accounting date + 10 days for Intragroup costumers
Assignment: First letter of requestors first and last name.
For Rhodia Operations: The 2 or 3 first letters of the BU names : Novecare NOV; Silices SIL ; Electronic&Catalysis EC ; Eng Plastics EP ; Polyamides intermed. PI ; Consumer Fibers CF ; Novecqre NOV ; Organics Isocyanates ORI ; Organics Diphenois ORD ; Organics Salicylics ORS ; Recherche et Technologie RT ; Rh Services RS
Text: Insert "Invoice nº XXXXX Cancelation" + Date of the original invoice
Posting key: 40
Account: Account indicated for revenue in the request.
Press enter.
The following screen appears:

















Amount: Amount indicated on the request form (excluding tax)
Cost Center: Cost Center indicated for revenue in the request
Assignment: Same as the one entered on the credit side of the document
Text: Same as the one entered on the credit side of the document
Then, go to Extras  Document texts:



Double click on correspondence.























Enter the text to be indicated in the credit note
Then go back and click


Go to Document  Simulate, to retrieve the VAT line








If the line doesn't appear:
1.Double click on the credit side of the document
2.Click on
3. Unflag "Calculate tax"







4. Validate . Then click again on and insert the tax amount manually.








And Validate.

Then go back and click

Compare the values with the ones on the request and save.















To print the credit note's image, Go to transaction F.62:


Insert company code, document number, fiscal year.

Flag "Standard documents"

Correspondence : ZW001

And execute.











Click Yes.

Select output device LOCL .




The following screen appears:

Go to System  Own Spool Requests



















Double click on icon

























Check the details of the invoice. If it's correctly issued, go to Goto  PDF Preview
















Choose save.





The last step of performing the invoice is to attach the image to the document.
For that, go to transaction FB03:


Insert Document Number
Company Code
Fiscal Year

Press Enter.


Click on  Attachment list



















Click on New  Create Attachment














And select the invoice from your computer. Then Exit.

VENDOR CLAIM ISSUANCE

Same as for invoice issuance, but insert in Document Header Text "RECLAMATION N°XXXXX"

POSSIBLE ISSUES

Wrong Text

If you or the requestor identify an error in text, this can be changed without issuing a credit note and re-issuing the invoice. For that:
Go to transaction FB02:


Insert Document Number
Company Code
Fiscal Year

Press Enter.







Double click on the credit line of the document.











Go to Extras  Texts



























Double click on Correspondence and modify the text.

Then Save and repeat transaction F.62.




End of document