Creating SAP S/4HANA billing and posting in FI-AR

James Taylor is in the role of the invoice manager in Print2You.

At the end of the month, he creates the first invoice for customer ACME Inc. to create one combined document for the printer, usage, and recurring fees for printing as a service.

Now that ACME Inc. has had a chance to enjoy printing-as-a-service for a month, James will now create his first invoice. This will be a single document that includes usage and a monthly recurring subscription fee.

Please complete the below simulation which will show you how James manages subscriptions and billing data. The simulation will then show you how he creates and manages billing documents.

Manage Subscriptions:

1. Choose the Manage Subscriptions app in the Subscription Billing System.
2. From the Manage Subscriptions app, choose the subscription from the solution order.
3. Here, you can find Subscription Terms.
4. Next, choose Processing Data which provides further information.
5. Go back to the home screen to access the Manage Billing Data app.

Manage Billing Data:

1. Choose the Manage Billing Data app.
2. Enter your Business Partner ID in the tab Customer. Alternatively, you can search the customer name.
3. Once the customer has been found, choose the go tab.
4. Select the bill by ticking the box to the left next to the customer's name.
5. Once selected, choose Close to close the bill and transfer it to the S/4HANA system.
6. A warning will come up to say you are about to close your bills.. choose Close Bills.
7. The transfer status should now be on "Transferred".

Now that the bills have been closed and transferred to the S/4HANA system, James must invoice the customer ACME Inc..

James’ customer ACME Inc. was created as a Business Partner with their relevant role in the process "Create Business Partner". This means ACME Inc. can be used as a Bill-to-Party for the creation of a Billing Document.

1. The amount of 3,500 USD assigned to the hardware product is invoiced.
2. The service order was completed, and the service confirmation included the hour for the printer installation (Unit 4 Lesson 2). The installation has no relevance for the invoice because the installation is free of charge as an included service in the printing service. The billing document is processed for this reason.
3. The recurring fee of 460 USD is created monthly in SAP Subscription Billing, in the subscription lifecycle management process.
   Note

   See Unit 5 Lesson 2 for more on this.
4. The included prints in the subscription and extra usages beyond are rated in SAP Subscription Billing. Tiered discounts for the usage fees are calculated with Price Calculation Service and are transferred at the end of the month to the SAP S/4HANA billing due list.

During the SAP Billing Document creation, the pricing for all three billing line items are calculated. The assigned pricing scheme is used to calculate taxes, for example. The necessary accounting information is derived from the customer and product with an account determination procedure.

The Sales and Distribution (SD) Billing document creates a follow-up document in the sub-ledger Financial Accounts Receivable. There, the lifecycle of the open item that results from the invoice is managed.

The next bill will be created according to the billing cycle in the next month.

To conduct a search, adjust the filter to use the Solution Order ID as your search criteria. This will display all billing due list items that are associated with the Solution Order. These may include:

• Delivery
• Billing Document Requests (these requests may originate from the Service Order, Service Contract, or Subscription)

Next, from the Billing Due List that you had previously created, select the suitable row(s), and then opt for Create Billing Documents. This process allows you the option to merge all items in the solution order and create a single invoice. Equally, you could produce individual invoices for different items within the solution order, simply by selecting particular billing due list items.

The next step involves selecting the billing type 'Invoice (F2)'. Make sure to set the billing date, preferably, the current date, then click OK. After this, navigate to the Billing Document screen and press Save.

As a result, the draft version billing document with an ID format "Sxxxxxxxx" will be converted into a saved billing document with ID format "xxxxxxxx". As an example, the draft billing document is S98683213, and the saved billing document is 98683213. Ensure to note down this billing document number, as it is here that the system will generate an invoice for billing.

Following these steps will lead to an updated billing status of the individual items in the Solution Order.