Objective
A manual billing can be created as an individual bill or be incorporated into the next bill.
Using the reference function, you can use existing billing documents/line items as a reference.
The manual billing function can be used as an alternative to reversal to correct the bill.
The customer can also be billed for additional services or additional consumption.
Unlike in automatic billing, the billing line items are not automatically created based on the existing data objects. Despite this, the same data must exist for manual billing as for automatic billing. This information is required for open item accounting or for sales statistics, for example.
This data is kept historically. This means that it is possible to create manual bills for installations and contracts that no longer belong to the same business partner as at creation (as a result of a move- in/out, for example).
In manual billing, you need the installation structure for device-related credit memos or backbilling (however, it is not needed not for flat-rate installations).
When the manual bill is being created, a decision is made based on the entries whether to create an individual bill or to include the billing line items in the next invoicing procedure that affects that contract.
If the result (total of all billing line items) is positive, a credit memo is created, and if it is negative, a backbilling is created.
Manual billing always refers to a contract. You cannot create a manual billing for several contracts and contract accounts. The key date is required for contracts and installations where the current business partner is not the business partner who is to receive the bill (this does not refer to the alternate bill recipient).
If the manual billing is created with reference to an existing billing document, this data can be copied to the document line items. If there are several line items, a selection can be made.
When you create or change a manual billing you can create a print action record, which allows you to include additional detailed information in the bill when you print it.
Manual billing must be released explicitly for invoicing.
If a billing order exists for this contract, it can be selected. The data from the billing order is then transferred to manual billing. When the manual billing is released, the order is deleted. If the manual billing is deleted, the billing order is regenerated.
A customer has received a bill containing errors. As the bill is two years old, it can no longer be reversed. Therefore, you bill the customer manually.
Carry out the manual billing procedure for the installation created in the exercises from the previous unit (Billing). The incorrect billing for this business partner can no longer be reversed.
Note
Create a billing document manually for the contract created in the previous exercises. Enter today’s date as the key date. The manual billing is to be invoiced as an individual bill. Therefore, you must leave the joint invoicing field blank. Use the last billing document for the contract as a reference document. Use the second line item in the last billing document as a reference. Enter a back billing line item for consumption greater than previously billed (for example, if you estimated the previous consumption, it should be ~410 kWh, you could enter 600 kWh for the manual billing). Use the data from the table.
| Field | Value |
|---|---|
| Contract | Contract created in the previous exercises |
| Key date | Current date |
| Joint invoicing | Leave empty |
| Template Area - Billing doc.no. | Billing Document number created in the previous exercises |
From the SAP menu, choose User Profile→App Finder→SAP Menu.
Navigate to Utilities Industry→Billing→Billing Execution→Manual Billing→Create Manual Billing (transaction EA16).
Enter the data from the table.
Press Enter.
Select only the third document line item (it must be the consumption line where you have quantity, price and net amount calculated) and choose Transfer.
Enter the new consumption (for example, 600 kWh) in the quantity field and press Enter.
Create a second line item. You want to use this line item to reverse the document line item, which you selected as a template.
Do not leave the transaction.
Select the icon Transfer Line Items again.
Hint
Enter the same billing document that you selected as the template.
Activate the Reversal field. Click Continue.
Select the third document line item again and choose Transfer.
Choose Save to create the manual billing document. Take note of this document number.
What is the total amount of the line items you created?
Select the Display button to view the newly created document.
Now the manual billing document must be invoiced. You do not execute invoicing until the next unit. Release your manual billing document for invoicing.
On HOME page, select User Profile→App Finder→SAP Menu.
Navigate to Utilities Industry→Billing→Billing Execution→Manual Billing→Change Manual Billing (transaction EA17).
In the Billing Doc. No. field, enter Manual Billing Document created in the previous step. For Key date, select the current date.
Press Enter.
Select the Release for Invoicing button.
Hint
The following dialog box asks you if you want to save the document and release it for invoicing. If you answer Yes, you cannot make any subsequent changes to the document. If you do want to make any changes, you must do it before releasing.
Display the (manual) billing document. What main transaction is determined for this billing document?
On HOME page, select User Profile→App Finder→SAP Menu.
Navigate to Utilities Industry→Billing→Billing Execution→Display Billing Document (transaction EA22).
Enter the contract field and find your manually created billing document in the navigation area in the folder labeled Manual documents.
Double-click on the manual billing document you just created to take you to the detail view screen.
Select the Hrd Data tab.
Go to Billing and Posting Data group box.
Manual billing can be used for various purposes, for example, when a bill can no longer be reversed (because, for example, it is not the most recent bill).
Manual billing has no effect on existing billing documents. This is additional credit/backbilling line items, which can be invoiced either individually or together with the next bill.