To comply with legal requirements, SAP Self-Billing Cockpit covers two different processing scenarios: Self-Billing with Automatic Posting (SBWAP) and Self-Billing with Invoice Creation (SBINV).
| Self-Billing with Automatic Posting (SBWAP) |
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How the data is processed depends on the country/region where the self-billing process is applied.
Note
This unit covers the first scenario, Self-Billing with Automatic Posting (SBWAP). For a list of countries/regions where each scenario is currently supported by SAP Self-Billing Cockpit refer to 2967401 - SAP Self-Billing Cockpit: Release Information Note.SAP Self-Billing Cockpit receives self-billing transmissions sent from the buyer. The system compares the self-billing transmission with the internally created invoice, performs validation checks, and simulates potential processing results. If there are errors, transmissions can easily be edited. During execution, billing documents and journal entries are updated with the reference numbers that were transmitted by the buyer to ensure an automated allocation of the payment amounts and the respective clearing later. Depending on the comparison result, credit/debit memos are triggered in the case of differences. In the case of detected differences exceeding a predefined tolerance level, new open items are created.
Enables suppliers to efficiently process self-billing documents transmitted from the buyer and prepares the documents for the clearing process in accounts receivable.
- Receive, verify, and process self-billing transmissions.
- Edit transmissions in the case of errors.
- Simulate processing results.
- Trigger credit memo creation in the respective back-end system in case of differences .
Self-Billing with Automated Posting as Part of a Full Supply Chain Scenario
Self-Billing is part of an end-to-end supply chain scenario.
In this scenario, a supplier provides an OEM with vehicle components on a frequent basis - often through Just in Time or Just in Sequence. They have agreed on the kind of required material and the prices as part of their Scheduling Agreement. Based on the timelines provided through the forecast delivery schedule, the supplier produces the needed goods and ships the same to the OEM.
- As soon as the goods leave the site of the supplier, the supplier posts goods issue (delivery number) and an internal billing document is created.
- The customer receives the goods and creates a goods receipt. Instead of the supplier customer himself creates a self-billing document for the goods received, using the ERS functions (Evaluated Receipt Settlement) and transmits the same to the supplier.
- This means that instead of the supplier issuing an invoice, the buyer creates a self-billing document and triggers the corresponding payment.
This is where the SAP Self-Billing Cockpit becomes important: at supplier side, the incoming self-billing documents are received, matched with the internal created documents, and processed.
This means:
- The open value from the internal invoice is compared with the value stated in the self-billing document. If the values match, the reference number of the self-billing document is assigned to the open item on Accounts Receivables in SAP S/4 HANA (Cloud or On-Premise). This will streamline the clearing process of incoming payments and open items - which are then cleared automatically during posting of incoming payments.
- If the values do not match - because of quality or quantity issues - the system automatically posts all differences as debit or credit memos. If the value exceeds a predefined tolerance level, a new open item created in addition.
How Self-Billing Transmissions Are Matched to Reference Documents in the Integrated System
SAP Self-Billing Cockpit receives and verifies self-billing documents that the customer sends after one of the following delivery procedures has taken place:
- Standard outbound deliveries (identified by delivery IDs).
- Outbound deliveries for other processes like consignment processing that are identified by external delivery note numbers.
When receiving a transmission, the system interprets it in various ways before determining the processing logic. How it interprets them depends on the header action codes and item action codes carried in the respective transmission.
Examples for action codes used in the SBWAP process are:
- Header action code 005 that indicates self-billing is used with item action codes:
- 091 (indicates goods receipt)
- 092 (indicates goods receipt correction)
- Header action code 006 that indicates value-based clearing invoice is used with item action codes:
- 092 (indicates goods receipt correction)
- 095 (indicates transport damages)
- 096 (indicates value-based clearing invoice without retroactive billing)
- 099 (indicates value-based clearing invoice with retroactive billing)
While item action codes, 091 to 095, control standard processing involving value and quantity, the item action codes, 096 and 099, are used for value-based clearing.
- During Verification
- SAP Self-Billing Cockpit verifies data in the received self-billing documents and determines relevant reference documents within SAP S/4HANA Cloud on Premise - such as the outbound delivery document.
- According to the referenced delivery document, it determines a reference billing document (that is the internal invoice).
- The system then imports and displays data from these reference documents.
- During Simulation
- Transmitted Net Value - the amount that the buyer has requested to settle is compared to the net value in the reference billing document.
- Transmitted Quantity - the product quantity received by the buyer through the delivery is compared with the quantity in the reference document.
- During Processing/Execution
- Reference numbers that were transmitted by the customer are assigned to the open items on the AR (Accounts Receivable). These reference numbers are again used in the payment process, allowing an automated allocation of the payment amounts and the corresponding open items. Thus, the open items can automatically be cleared during posting of incoming payments.
Apps Used in the Self-Billing with Automatic Posting Process
The Manage Self-Billing Automated Posting App with an intuitive UI is the main workplace for billing clerks to work with incoming SBWAP transmissions.
The List Page
- Provides a central entry and overview page for users.
- List of received self-billing documents.
- Processing status of all self-billing documents.
- In the case of differences, multiple order reasons and condition types are provided.
- Result simulation and execution can be triggered as well as invoice simulation in the case of retroactive billing.
- To check self-billing document details like transmitted data or detailed simulation results, the navigation to the transmissions object page is possible from the list page.
From here, the result simulation and execution can be triggered and invoice simulation in the case of retroactive billing is possible. To check self-billing document details like transmitted data or detailed simulation results, the navigation to the transmissions object page is possible from the list page.
Error List Page
From the list view of the Manage Self-Billing with Automated Posting app, the billing clerk can navigate to the error list page. From here, they get a graphical overview of all errors that occurred in one transmission and they have the possibility to trigger mass changes of errors, for example, a correction of transmitted units of measure when the customer sent a unit of measure code that cannot be processed.
Error List Page
- Show and correct errors centrally of all self-billing documents for one transmission.
- Trigger mass changes in case of errors.
The object page of the self-billing document provides the following data and features:
- Detailed Header and Item information for each self-billing document.
- Referenced documents in the SAP S/4HANA system like the outbound delivery and the initial invoice.
- Error handling (edit, reassign).
- Deactivate or regroup erroneous items under a new document header.
- Option to take notes on status or required action.
- Display Changes.
- Download and review the original transmission data received from the customer as XML file.
Error List Page
From the object page of the self-billing document, the billing-clerk can navigate further to the self-billing line item details.
In the details view for each self-billing line item, the billing clerk can review the history page. This history page gives a detailed view of the determined initial invoice document and all billing documents created as new open items and for clearing purposes. The assigned order reason gives a hint regarding why the respective billing document was created and the main reference is shown as it was set by SAP Self-Billing Cockpit in the billing document in SAP S/4HANA.