Introducing Project Billing

Objective

After completing this lesson, you will be able to introduce Project Billing for Customer Projects.

Overview: Project Billing

Learn the essentials of customer project billing in SAP S/4HANA Cloud. Discover how to set up billing profiles, configure materials, and match billing with project activities for efficient project management.

This scope item provides a way to bill customer projects. It supports the billing of fixed priced, time and expenses, usage based and unit-based contract types, including account payments.

Additionally, you can write off or postpone full amounts or quantities, as well as partial amounts or quantities.

Note

When you create a customer project using the Create Customer Projects app or update it with the Plan Customer Projects app, the Information tab displays the Use Project Billing (New) field activated by default. This indicator reflects a legacy option in the solution no longer available so it should always be activated. This field can be hidden with Adapt UI function. To ensure that the new project billing is used for all newly created projects, you can use the BAdI Custom Checks on Project Save under the business context Engagement Project.

Learn how to manage project billing for customer projects in SAP S/4HANA Cloud Public Edition, professional services. Discover the importance of billing plans, invoice generation, and the roles involved. Enhance financial sustainability and client trust.

Contract Preparation

Flowchart showing the connection between Project PROJ01, billing items, work packages, and their corresponding sales order items in sequential and hierarchical relationships.

Contract Preparation

There is always a 1:1 relationship between Sales Order and Project ID and WBS Billing Element and Sales Order Item.
Sales order is automatically created when stage is set as "Contract Preparation". Billing items are manually created in the Customer Project applications.
Billing items are defined by contract type (~sales document item category). Multiple work packages can be assigned to one billing item.
The WBS billing element ID is stored in the sales order item.
No postings to customer project are allowed as long as no billing item is created and no sales order item is assigned.
Profit center is selected on billing item and is defaulted on project header.

Once you start preparing the invoices for these billing elements (App.: Manage Project Billing), a Project Billing Request is generated. The Project Billing Request is a preparatory document that creates a Billing Document Request (BDR) when is complete and submitted.

The difference between a Project Billing Request (PBR) and a Project Document Request (BDR) is that the first is used to select and prepare the content of the bill by selecting billable items, write off items, and/or postpone items to the next billing cycle. The Project Billing Request is not a billable document itself.

Once the PBR is compete, it is submitted and this triggers the creation of the Billing Document Request (BRD), that is the billable document to the customer.

The Billing Specialist role has been introduced with the Project Billing (4E9) scope item and is responsible for preparing the billing as per their billing cycles and monitoring the billing elements using the Manage Project Billing app (responsible for the Project Billing Request).

The Billing Clerk is responsible for processing the bill and to adapt it if needed during the interrelation with the customer (responsible for the Billing Document Request. The Preliminary Billing Document that is an optional pro-forma document that can be submitted to the customer previous to the actual bill and processing the Billing Document).

Flowchart depicting a billing process, starting with fixed price items, T&E, and activities, leading to billing requests, optional document adjustments, and ending with posting by specialists and clerks.

Note

The following functions are not yet supported and do not work in combination with this scope item: Scale rates.

Note

You can configure the system to additionally notify approvers via e-mail about new work items in their Inbox.

Next lesson