Authorizations & Roles

Author(s)	Verification	Approval
Catarina Tomé Vanda Campos Process Operator	Maria Ines Camargo Organization and Methods Team	Viviane Beraud Regional Interco Manager
19/05/2015	02/09/2015	30/11/2015

Version Control

Version	Date	Description
01	30/11/2015	New Document

Objective and Scope

Objective of this Procedure

The purpose of this document is to explain how to issue an invoice for Real Cost. It clarifies how to identify this type of invoicing in the request, the checks that need to be performed in order for the process to run smoothly, the issuance of an invoice, a credit note with and without reference (for full or partial amount) and the special invoicing case Rhodia Operations – Butachimie.

Scope

This operating procedure (OP) applies to Service Invoicing companies in WP1, worldwide.

Identify in the request

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

Clicking on the hyperlink or tab WP1 – INVOICING REQUEST sheet

Preliminary Checks

Before starting the invoicing process, some checks need to be done:

Check for Intercompany details

If the costumer is intragroup, we need to see if the invoice is automatized or if the details for the posting on the other company are inserted in the text. As so:

The requestor indicates in the text of the invoice the imputations for the other company;
The invoice is automatized. To check this:

Go to transaction CJ20N:

Click on

Insert the invoicing WBS element and Validate.

Go to tab Cust. Enhancement:
If these fields are fulfilled, the invoice is automated. As so, the invoice will be booked directly in the other company.

The imputations are on the contract text. To check this:

Go to transaction VA43:

Insert the contract number and press Enter.

Double click on the line of the invoicing WBS.
Go to tab Texts
Double click on Mentions on all Common Doc
See if the imputations are in the text.
In the case any of the above happens, we need to ask the requestor for them. This is very important, so that we can guarantee that the invoice is going to be well booked in the receiving company and not generate an intercompany difference.

Check the contract number

When, in the request, we don't have the contract number, we can find it by the Invoicing WBS Element
Go to transaction VA43:

Insert the WBS Element and press

Take the contract number from Column Sales Document.
In the case there are several contracts linked, check if they are blocked and choose the most recent one.

Check if the contract is active

The invoicing WBS can be linked to several contract numbers and we need to check if the one indicated is not blocked.

Go to transaction VA43:

Insert the contract number and press Enter.

Go to tab Reason for Rejection

If column Reason for Rejection is filled for the line of the Invoicing WBS element, it means it's blocked and it won't receive costs for that contract.

Check the amount on WBS Element (if the costs are already transferred)

If in the request form is indicated that the costs are already transferred, we can check if the cost on WBS element corresponds to the requested or if someone has booked something after.

Go to transaction ZWFA106:

Insert the contract number

Insert the Period and Fiscal Year.
And Execute.

See if the value corresponds to the one in the request.

Invoice Issuance

If the costs need to be transferred in the WBS Element, go to transaction KB15N:

Document Date: Indicated in the request
Posting Date: Indicated in the request
Doc.Text: Insert the Sales Force Case Number.
Send. CCtr: Sender Cost Center indicated in the request.
Cost Element: Cost Element indicated in the request.
Amount: Amount indicated in the request.
Receiver WBS element: Invoicing WBS indicated in the request.
Text: Text indicated in the request
Then Save.
If the costs are already transferred, the process starts on this step.
Go to transaction DP91:

Insert the contract number.
Insert the posting date.
Insert the pricing date (current date)
Tick Process Open Items Only

Then go to _Extras  Set Period_

Insert Period and Fiscal Year. Then Validate.

Press enter. The following screen will appear:

Check if the amount is correct. If so, click on Billing Request.

Click Yes.
This is automatically re-direct to transaction VA02, change mode to sales orders.

Double click on the line.
Go to tab Shipping

Confirm that the plant is inserted on it's right field. If not, go to VA43 to check the plant on the contract.

Then 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.

Go to tab Conditions

Confirm the VAT on condition MWST

If the VAT is not updated to current year, go back to tab Billing Document and insert first day of current year on field Serv.rendered

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:

ZRDA – automatic invoicing inside WP1. If this exists, the invoice will be automatically posted on the receiver company.
ZRDB – automatic invoicing WP1-PF1. If this output exists, the invoice will be automatically posted on the receiver company.
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

Credit Note without reference

When the requestor asks for a Credit Note without reference, the process is the same as for invoice issuance. When the posting in KB15N is performed with a minus sign, the system will automatically recognize it as a credit note.

Credit Note with reference

Credit note for partial amount

When the requestor asks for a credit note for only a part of the amount, there are two steps to follow:

Cancel the reference invoice via KB15N, performing the posting for the full amount with opposite sign, as for credit note without reference.

Post again the invoice (see Invoice Issuance) for the right amount.

Credit note for the full amount

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:

ZRDA – automatic invoicing inside WP1. If this exists, the invoice will be automatically posted on the receiver company.
ZRDB – automatic invoicing WP1-PF1. If this output exists, the invoice will be automatically posted on the receiver company.
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.

Special Case Rhodia Operations to Butachimie

There is an exceptional invoice request from Rhodia Operations to Butachimie that arrives a D+2.
For this case we issue a regular invoice, with the specificities:

In KB15N, insert amount 0,01 for the lines in blue.
Process DP91 normally, but in the sales order (after the billing request):
Go to tab Conditions

Insert condition PR00 for the right amount to be invoiced.
Then proceed with the invoicing as in Invoice Issuance.

7 Creation of pricing conditions
7.1 Different conditions
ZA02 : The purpose of this price condition is to apply a markup for a specific material code used on a specific invoicing contract

In this example everytime that the contract 40009880 is used to raised an invoice on item 10 (first WBS element of the contract) and that the system retreive material code 1848237 for a specific amount, a complementary line of 5% will be added :

PPAR : This condition, at the difference from the first one is not a complementary condition. This condition when applied totally block the EK01 real cost to completely recalculate the amount.

This condition means that everytime that the material 1084104 is used on contract 40015690 item 10, the amount invoiced will be calculated by a fixed amount of 119€ multiplicated by the number of hours.

As display up, the PPAR condition disable the EK01 condition, meaning that we are not invoicing based on the amount transfert but based on the quantity transferred.
Practical verification of pricing conditions based in PPAR:

Pricing conditions PPAR based in quatitties - if quantities are ok the invoicing is correct

7.2 Creation of the condition

To create the condition goes to VK11 transaction :

Put the condition you want to create and select always SD Document/Item/Material
The fulfill as displayed, depending on the need of the invoice requestor :

End of document