Managing Debit Memo Requests

A debit memo request is created with the amount to be debited to a customer, and a billing block is to be removed after review. Carol is an internal sales representative who is responsible for managing the 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 application Manage Customer Returns is a list report based on SAP Fiori elements.

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 role Internal Sales Rep, and available in the group Complaint when spaces are used. The 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 Debit Memo Requests - Version 2 allows you to display a list of debit memo requests. Users can search or filter the list of debit memo requests in the system.

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

Users can navigate into the details by clicking the row.

The application Manage Debit Memo Requests - Version 2 allows you to create debit memo request of type Debit Memo Request (DR), Debit MemoReq Manual (DMR4), and Invoice Increase Req (CBII).

If you want to edit or display a debit memo request on the object page, only the document types mentioned before are allowed, for other types, you are navigated to the WEBGUI.

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

You can choose the value help to filter the referenced document by using criteria, such as document number, sold-to party in sales order, payer in billing document, and others.

You can select the items and enter the quantity you want to request a debit memo for by choosing the Select Items button.

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

You can select one or more debit memo request and block them for subsequent billing. When you set a billing block, you must select a billing block reason. You can only set the block for an entire debit memo request (that is, on the header level).

You can remove the billing block in the same way.

If the debit memo request has already been set a billing block on the header, Remove Billing Block option is enabled, otherwise, this option is disabled.

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 statuses on the top of the page.

Move to the section Items if you want to add items to the debit memo request.

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 a debit memo request, the copied item shows 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.

You can select one item to set a billing block, set rejection reason or delete it.

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 also create an item with reference to a sales order or an invoice by choosing the Create with Reference button.

You can choose Incompleteness Info to get the warning message about which field is missing.

You can then choose the warning message to navigate to the field.

Debit memo request contains partner information, for example, the partner who receives the invoice.

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 detailed address information for a business partner.

You can change the 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 debit memo request header or item, navigate to the section Texts and choose Create.

The Language is 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, will the section Process Flow 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 authorization of the user, it is possible to navigate to the related applications.

The process flow can be zoom in or zoom out.

When you are creating a debit memo request, you can choose '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 choose Open File to preview the output PDF document.

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

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

If the workflow is triggered by an external API, it cannot be withdrawn via this button.

If the approval status is not In Approval, for example, if the document has already been rejected or released, it cannot be withdrawn.

• Adding debit memo request item with reference to a preceding document.
• Creating invoice increase requests (document type: CBII) with reference to an invoice.
• Create manual debit memo requests (document type: DMR4) for Project-Based Service.
• Preview the billing document for a debit memo request.

You can add debit memo request items by referencing a sales order or an invoice.

The sold-to party and sales area of the referenced document must be the same with that on the debit memo request header.

You can select the reference document and the items you want to copy and enter the target quantity. 

You can display the preceding document category, the reference document ID, and the reference item ID for each item by adding the corresponding columns in the table setting.

An invoice increase request is used for increasing the quantity or price of one or several items in the invoice. When you create an invoice increase request, you must create it with reference to an available billing document (invoice).

Two items are automatically created for each item from the invoice.

• First: Credit Item (read-only)
• Second: Debit Item (Editable)

In the example, there are 10 PCs with net value 100 EUR. Now, you want to debit customer 2 PC with 20 EUR, which means the correct quantity should be 12, then you should change the quantity to 12 on the debit item line.

You can create manual debit memo requests (document type DMR4) with reference to a billing document, or without reference.

DMR4 can only be used within the project-based services scenario.

You can select a debit memo request and then choose Preview Billing Document to preview the debit memo. The preview is displayed in a new window.

You cannot preview the billing document in the following cases:

• The debit memo request has already been fully invoiced.
• The debit memo request has billing status Not Relevant for Billing.
• The debit memo request is blocked for billing.
• The debit memo request is incomplete.
• Several billing documents (invoice split) are to be created for the debit memo request.