Authorizations & Roles

Version Control

Table of contents
1 Objective and Scope
1.1 Objective of this Procedure
1.2 Scope
2 Invoice issuance
2.1 With Billing Plan
2.2 Without Billing Plan
3 Credit Note Issuance
3.1 With Reference
3.2 Without Reference

Objective and Scope

Objective of this Procedure

The purpose of this document is to explain how to issue a flat rate type of invoicing in its two variants – with and without billing plan.

Scope

This operating procedure (OP) applies to WP1 Service Invoicing Companies worldwide.

Invoice issuance

With Billing Plan

The invoicing based on Flat Rate with Billing Plan is automatically issued by the system, according to what was set when the contract was created.
To identify the issued invoice on the system:
Go to transaction VA43:

Insert the contract number. Press Enter.


Select the line and press

Document flow appears. Select the most recent billing number.
Go to transaction VF02:











Insert the billing number you retrieved from the contract and press enter.


Then go to Goto _ Header  Output_

Select the line for output ZRD0 – Original Invoice.

Press Further data.


Choose Send immediately (when saving the application). Then go back.
In the output, you must check for the existence of the following:

1. ZRDA – automatic invoicing inside WP1. If this exists, the invoice will be automatically posted on the receiver company.
2. ZRDB – automatic invoicing WP1-PF1. If this output exists, the invoice will be automatically posted on the receiver company.
3. In case none of the above exists, you have to send the invoice to be booked (when the receiver company is intragroup). You can find this information on Google Doc *Service invoicing – Contact list update following path

Despite the options above, you have to retrieve the invoice image from the system
Go to  Attachment list
















Open the document and save it on your desktop.






Send the invoice image to the requestor and possible email addresses referred in the request.
If the costumer is external to the group, also send the invoice by letter mail.

Without Billing Plan

To identify the issued invoice on the system:
Go to transaction VA42:















Enter the existing Flat Rate SD Contract number indicated in the Service Invoicing Request form.


Old Items (already invoiced) will be displayed
You will have to add a new item in the next empty line.

Material: The one indicated on the request
Description: The one indicated on the request (if this field is empty, it will be filled by default)
Order quantity: 1
ItCa: ZWVO for Real Cost.
WBS Element: The one indicated on the request.
Billing date: Today's date is set by default.
Then double click on the line you just inserted.
Go to tab Shipping:







Make sure that Plant is fulfilled.





Go to tab Billing Document









Confirm the payment terms.
If there is a specific date indicated on the contract select Payment terms 0028 and insert the due date on field Fixed val.date.
On field Serv. Rendered: first day of the current year.
Go to tab Conditions:




















Confirm that the line of MWST has indicated the correct VAT rate and insert PR00 in column CnTy.
In the line of PR00 put the unit price in the column amount, and press enter.
If the unit price in the request has more than 2 decimals:

• Multiply the price:

6 decimals - x100005 decimals – x10004 decimals – x1003 decimals – x10
Then, insert the amount you multiplied (10,100,1000,…) in the column per, so the system performs the conversion based on the units.
Then go to tab Texts


Double click on Mentions on all Common Doc.

Insert the specific text of the invoice.



Then double click again on Mentions on all Common Doc. to validate.

Then go back

Go to _Edit  Incompletion log_












If message appears, save your document.
Go to transaction VF01


Insert the sales order number. Then Save.

Go to transaction VF02:











Insert the billing number you just created in VF01 and press enter.


Then go to Goto _ Header  Output_

Select the line for output ZRD0 – Original Invoice.

Press Further data.


Choose Send immediately (when saving the application). Then go back.
In the output, you must check for the existence of the following:

1. ZRDA – automatic invoicing inside WP1. If this exists, the invoice will be automatically posted on the receiver company.
2. ZRDB – automatic invoicing WP1-PF1. If this output exists, the invoice will be automatically posted on the receiver company.
3. In case none of the above exists, you have to send the invoice to be booked (when the receiver company is intragroup). You can find this information on Google Doc *Service invoicing – Contact list update following path

Despite the options above, you have to retrieve the invoice image from the system
Go to  Attachment list















Open the document and save it on your desktop.











Send the invoice image to the requestor and possible email addresses referred in the request.
If the costumer is external to the group, also send the invoice by letter mail.

Credit Note Issuance

With Reference

Go to transaction VA01













First, fill in Sales Organization, Distribution Channel and Division


For the Order Type, choose G2 – Credit note with reference

And click on



Insert the billing number of the invoice to be cancelled.







PO Number: Insert "Invoice nº XXXXXXX Cancellation"
PO date: Today's date.
Go to tab Reason for rejection

On Order reason, select Administrative Error (CS Origin)
Then Save.

Retrieve the sales order number and request to the BO Specialist to unblock it via VA02:
Go to tab Item Overview:



In billing block select the white line. Then Save.
After the validation from BO Specialist, go to transaction VF01:

Insert the sales order number. Then Save.
Go to transaction VF02:












Insert the billing number you just created in VF01 and press enter.


Then go to Goto _ Header  Output_

Select the line for output ZRD0 – Original Invoice.

Press Further data.

Choose Send immediately (when saving the application). Then go back.
In the output, you must check for the existence of the following:

1. ZRDA – automatic invoicing inside WP1. If this exists, the invoice will be automatically posted on the receiver company.
2. ZRDB – automatic invoicing WP1-PF1. If this output exists, the invoice will be automatically posted on the receiver company.
3. In case none of the above exists, you have to send the invoice to be booked (when the receiver company is intragroup). You can find this information on Google Doc *Service invoicing – Contact list update following path

Despite the options above, you have to retrieve the invoice image from the system
Go to  Attachment list








Open the document and save it on your desktop.























Send the credit note's image to the requestor and possible email addresses referred in the request.
If the costumer is external to the group, also send the invoice by letter mail.

Without Reference

Go to transaction VA01:













First, fill in Sales Organization, Distribution Channel and Division
For the Order Type select ZG2 – Credit note without reference

And press Enter

Sold-To-Party: Insert the costumer number on the request.
PO Number: *
PO date: Today's date

Material: Material indicated on the request
Targer quantity: Always 1
Then go on the right to insert the WBS element

WBS Element: The one indicated on the request
Then double click on the line.



Go to tab Conditions













Insert condition PR00 for the Amount on the request.
Go to tab Reason for rejection










In field Order Reason select Administrative Error (CS Origin)
If there is text to be inserted, go to tab Texts




Double click on Mentions on all Common Doc.

Insert the specific text of the credit note.



Then double click again on Mentions on all Common Doc. to validate.

Then go back




Go to _Edit  Incompletion log_






If message appears, save your document.
Go to transaction VF01

Insert the sales order number. Then Save.
Go to transaction VF02:



Insert the billing number you just created in VF01 and press enter.







Then go to Goto _ Header  Output_

Select the line for output ZRD0 – Original Invoice.

Press Further data.


Choose Send immediately (when saving the application). Then go back.
In the output, you must check for the existence of the following:

1. ZRDA – automatic invoicing inside WP1. If this exists, the invoice will be automatically posted on the receiver company.
2. ZRDB – automatic invoicing WP1-PF1. If this output exists, the invoice will be automatically posted on the receiver company.
3. In case none of the above exists, you have to send the invoice to be booked (when the receiver company is intragroup). You can find this information on Google Doc *Service invoicing – Contact list update following path

Despite the options above, you have to retrieve the credit notes's image from the system
Go to  Attachment list














Open the document and save it on your desktop.


Send the invoice image to the requestor and possible email addresses referred in the request.
If the costumer is external to the group, also send the invoice by letter mail.











End of document