Managing Debit Memo Request

Objectives

After completing this lesson, you will be able to:

  • Understand how to create, edit and display a debit memo request 

Debit Memo Requests

Business Example

A debit memo request is created with the amount to be debited to customer, and a billing block to be removed after review. Carol is an internal sales representative who is responsible for managing sales process. She needs to search, create, change, or display debit memo requests.

A list report can be an entry point for these activities.

The tile Manage Debit Memo Requests - Version 2 allows you to display, create, and edit debit memo requests using a Fiori UI. It is under the business catalog Internal Sales Rep, and available in the group Complaint when spaces are used. The end user (Carol) can use this tile to launch this app.

The business catalogs must be assigned to business users through a business role. It contains one tile.

The application Manage Customer Returns is a list report based on SAP Fiori elements.

The related (technical) business catalog containing the application shown above is SAP_SD_BC_RETURNS_PROC_PC.

The business catalog is part of a business role Returns and Refund Clerk (SAP_BR_RETURNS_REFUND_CLERK) which is comprised in several other business catalogs.

The application Manage Debit Memo Requests - Version 2 allows you to display a list of debit memo request. Users can search or filter the list of debit memo request in the system.

If the user has maintained default values for debit memo request type, sales organization, distribution channel, division, the fields are prefilled when opening the application.

Users can navigate into the details by clicking the row.

The hyperlink for fields such as Customer Return and Sold-To Party allows the user to navigate to related object pages and applications.

The Customer Return link offers various navigation targets, for example:

  • Create Customer Return
  • Edit Customer Return
  • Delete Customer Return
  • Display Customer Return
  • Determine Refund
  • The Customer Return object page (fact sheet)
  • Application to display, create, and change customer returns in the SAP Fiori theme for classic applications

The Sold-To Party link offers several navigation targets, for example:

  • Object page (Customer)
  • Related application Customer - 360° View

The application Manage Debit Memo Requests - Version 2 allows you to create debit memo request with type Debit Memo Request (DR). The options do not allow, for example, to create other types of debit memo request.

If you want to edit or display debit memo request on the object page, only document type DR is allowed, for other types, will navigate to the WEBGUI.

You can refer a sales order or an invoice to create a debit memo request.

You can click value help to filter the reference document by criteria, like document number, sold-to party in sales order, payer in billing document and etc.

You can select your wished items and input quantity via click the button Select Items.

If you don't select items, all valid items in reference document will be copied to the debit memo request with open quantity.

  • To create a new debit memo request, it is mandatory to specify a sold-to party first.
  • Users can optionally use the collective value-help to identify and choose a sold-to party.
  • You can see the document status on the top of the page.
  • To add items to the debit memo request, move to the section Items.
  • By default, an empty line is available, so that the user can start entering the first product. If you refer to a preceding document to create debit memo request, the copied item will show in here by default.
  • Choosing Add Row (or ENTER) triggers a validation. A message Enter a product and a target quantity is raised in case the user missed to provide all this information.
  • Items can be rejected, deleted, or set billing block from the item list.
  • Sorting and filtering can be applied to the items table.
  • The user can navigate into the item details by clicking the arrow on the end of the row.
  • You can click Incompleteness Info to get the warning message about which field is missing.
  • You can click the warning message to navigate to the field.
  • Debit memo request contain partner information, for example, who will receive the invoices.
  • After a sold-to party has been specified, business partners are determined automatically by the system.
  • Users can add additional partner functions, for example, a contact person or responsible sales employee.
  • A debit memo request can only contain one partner function of each kind.
  • Sold-to party, ship-to party, bill-to party, and payer are mandatory partner functions in a debit memo request. They cannot be removed.
  • You can view the detail address information for a business partner.
  • You can change address to a document specific address for a specific business partner.
  • Users can create, change, display, or delete price conditions considering the current settings in section Prices.
  • Users can filter condition types using quick filters.
  • Users can maximize the prices screen.
  • In general, header price conditions are only added manually.
  • Inactive price conditions are visualized in yellow color.
  • Erroneous price conditions are visualized in red color.
  • Text can be copied automatically from customer master data.
  • To include long-text information to the credit memo request header or item, navigate to the section Texts and choose Create. The Language will be derived and proposed automatically from the sold-to party. Choose a Text Type. Enter the text. A scroll bar will be enabled automatically if required. Navigation into a text detail page is possible.
  • Only after a debit memo request has been saved, the section Process Flow will be displayed.
  • A process flow gives an overview of preceding and succeeding documents related to the debit memo request. Also expected subsequent documents are displayed, for example an invoice.
  • Depending on the authorizations of the user, it is possible to navigate to the related applications.
  • The process flow can be zoom in or zoom out.

Creating a debit memo request, you can click Update Output Items to see if any output items are triggered.

You can go to the Output Items tab in an existing document to check if any output items are triggered.

You can click Open File to preview the output PDF document

Attachments and URL in whitelist can be attached to a debit memo request.

When approval status of debit memo request (DR) is In Approval, then the workflow requester can withdraw the approval request on the header object page.

If the workflow is triggered by external API, it cannot withdraw via this button.

If the approval status is not In Approval, like already rejected or released, it cannot be withdrawn.

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