Tasks to be completed when creating an operating procedure (from creation to publication)
- Enter the Title of the procedure: Description of the operating procedure - Region (APAC, EMEA, LAM, NAM) - Country (Optional) - ERP (PI1, PF1, WP1)
- Add the following Labels :
- Fill all fields as described
- SAP transactions :
- notify them on the right : References , Link the SAP transaction name notified here with the SAP transaction page registered in the file (page adress)
- notify the transaction SAP inside the document in the appropriate place and add a macro : Include Content - Search the name of the page and Save
- Once the procedure is completed, publish it using the SBS-OtC approval workflow
Table of contents
Objective and Scope
1.1 Objective
This document aims to describe how to use SAP daily step by step on Cash Collections activities.
1.2 Scope
This Operating Procedure (OP) applies to SBS Curitiba CCT Collections, trainers, trainers of the trainers, on how to use the SAP systems PI1, WP1, and PF1.SAP Documentation
2.1 PRS and Customer numbers:
The first thing is important to know is how to identify the PRS Number of the customer and the PRS Customer Name on the Weekly Report.
The PRS Number will be on the column named “PRS Payer” and the PRS Customer Name on the column called “Customer number,” as shown on the screenshot below.2.2 FBL5N - PI1, WP1 and PF1
*1 - Main Menu descriptions
*2 - Document list description
LAM2.2.1 Mass Change
1º Select the invoices you want to add a comment:
2º Click the Mass Change Button
3º Add Dunning block, Comment and save.
2.2.2 Master Data (LAM/NAM)
1º To see the customer’s contact, follow the steps below. Please be advised that for WP1 LAM Customer there can only be one email address on the Clerks Internet field.
2º Extra Master Data:2.2.3 Filter (LAM/NAM)
A) To make a Filter on SAP you must do the following steps:
1º Click on the field that you want to Filter:
2º Click on the Filter button
2.2.4 Sort ascending and descending order
To sort on SAP you must do the following steps:
1º Click on the field that you want to sort:
2º Click on the Sort button:
2.2.5 Create, edit and save layout (LAM/NAM)
To create, edit or save a Layout you must do the following steps:
1º Click on the Create/Change Layout button:
2º Click on the Select Layout Button to choose one layout.
3º Click on the Save Layout Button to save the changes made on the current layout.
2.2.6 Invoice Copy (LAM/NAM)
Every document posted on FBL5N on PI1 has a copy attached to it. Sometimes you’ll need the copy to send to the customer or use as a reference on an analysis. To open this copy you must follow the steps below:
1º Click twice on the line of the invoice you need the copy.
2º Click on the “Services for Object” and “Attachment List”
3º Double Click on Billing document - Copy
2.2.7 Account Analysis/Payment History (LAM/NAM)
1º Select one random line:
2º Go to the tab Environment > Account Analysis
3º Go to payment history
2.2.8 Sales Manager and Customer Service Display Transaction
1º Open transaction > ZZF_DOCUMENT_SM_CCS
2º Fulfill the fields below as indicated:
3º You will be able to see the contact information of the CSR or Sales manager if escalation is needed.
2.2.9 Locating an account only with the invoice number (NAM)
1º Open the transaction > Z3F_FA_CNTR_DISPLAY
2º Insert the invoice number on the field below:
3º The PRS will be of the field “Third Party”
You can also find by following the steps below:2.2.10 Check the Collector Responsible for the Customer (LAM/NAM)
1º Open the transaction > BP
2º Insert the PRS Customer Number on the field below and then click “Start”:
3° Follow the steps below:2.2.11 Promise to Pay
1º Open transaction > FDM_COLL01
2º Insert the customer’s number (PRS):
3° Double click on customer’s name
4º Select the invoices to register the promised to pay
5º Click to create your promise to pay
6º Follow those steps and save the promise of payment
2.2.12 Subtotal on FBL5N
There are customers that buy from two different GBUs and in order to collect in a more organized manner you can add a Subtotal filter as follows:
1º Open the account on FBL5N and click on the “Affi” column on the layout:
2º Click on the “Subtotal” icon:
3º The layout will be as shown below:
2.2.13 Refund Process (NAM)
1º Open transaction ZPC_CONTROL_CUS
2º Fill the fields as below and Run the transaction
3º If the message “Action will take place” appears, go back uncheck the box “test mode” and run again. The refund dispute will be created on FBL5N automatically.
For LAM the process is the same.
2.2.14 Document changes (LAM/NAM)
You can check the previous texts following the steps below:
1º Double click on the line you want to see the changes
2º Go to Environment > Document Changes
3º Double click on the “Text” field and you can see the changes done previously
2.2.15 Clearing Doc
On FBL5N transaction is possible to check the “Open Items” and the “Cleared Items” of the account. When an item is paid (Cleared) it will generate a Clearing Document on SAP that will show what was included on the payment. To find and open this Doc you must follow the steps below.
1º Select the “Cleared items” options on the FBL5N transaction
2º The Clearing Document should be included on your Layout and will appear by the end of the page.
2.2.16 USA Date/ Decimal Notation - (SU0) (NAM)
1º Open transaction SU0
2º Go to the “Defaults” tab
3º Change the Decimal Notation to the one selected below:4º Change the Date Format to the one selected below:
5º Save the changes and close SAP. Once reopened, the changes will be applied.
2.2.17 J1B3N (LAM)
To use this transaction you’ll have to open the WP1 system. This transaction is used to get the copy of the invoice for LAM customers that are posted on WP1.
1º Open the transaction J1B3N:
2º Add the necessary fields:
3º You can choose the Invoice by searching on the marked fields below:
2.2.18 Order - Customer Service and Sales Manager
1º Go to WP1 and open transaction FLB5N.
2º Entering on the order.
3º If invoice is grouped (if not, go to step 5), double click on the grouped invoice
4º Go to Environment > Payment Usage
5º Double click on the invoice number. Go to environment > Document Environment > Original Document.6º Click on Document Flow.
7º Single click on the first line (BR Standard Order) and click on Display Document
8º Click on the button in red below.
9º Click on Sales Area Data10º You will be able to display the sales manager as shown below.
11º You will be able to display the customer service as shown below:2.2.19 Text, Order number, PO
On the Texts Tab, you will find additional information about the order.
2.2.20 ZRATE transaction
2.2.21 Grouping1º Open FBL5N
2º On customer’s account, you will see if the invoice is already grouped or not.
2.2.22 *1st WAY* Document Flow (WP1/ PF1)
1º Open transaction FB03
2º Insert the invoice number, CC, document year in the fields below and press ENTER.
3º Go to > Environment > Document environment > Original Document
4º Press F5 or click on the button below.
5º Single click on “Outbound delivery” and click on “Display document”
6º Press F5 again or the button below.
7º Below you will see the document flow. Any invoice or credit note under this order will be displayed. “Completed/ Cleared” means the document was already approved/ released and we should see it on SAP.2.2.23 *2nd WAY* Document Flow (WP1/ PF1)
1º Open transaction VA03
2º Insert the order number and press ENTER.
You can find this number on PI1, column “Assignment”.
3º Press F5 or click the button below.
4º Below you will see the document flow. Any invoice or credit note under this order will be displayed. “Completed/ Cleared” means the document was already approved/ released and we should see it on SAP.
2.2.24 Shipment number to invoice number (WP1/ PF1)
1º Open the transaction VT03N
2º Insert the shipment number (usually starts with 4109…) and press ENTER.
3º Press F5 or click the button below.
4º Single click on “Outbound delivery” and click on “Display document”
5º Press F5 or click the button below.
6º You will be able to see the invoice number on the flow below.
Scope
ERP
