Setting up Self-Billing with Automated Posting

Objective

After completing this lesson, you will be able to identify the components required for setting up the Self-Billing with Automated Posting process

Setup for Self-Billing with Automated Posting Process

Note

This chapter focuses on the business configuration that is required to implement the Self-Billing Process with Automatic Posting in SAP Self-Billing Cockpit. If you are looking for information about the technical configuration to connect Self-Billing Cockpit to the SAP S/4HANA system, refer to the learning journey Configuring the Technical Setup of SAP Self-Billing Cockpit.

To set up the Self-Billing Process with Automatic Posting (SBWAP), several configuration steps are required. The steps are explained in this following lesson.

If you are implementing SAP Self-Billing Cockpit to work with SAP S/4HANA Public Cloud, the configuration steps in SAP S/4HANA are not to be carried out. If you are implementing Self-Billing Cockpit with SAP S/4HANA Private Cloud or On-Premise, the customizing activities in the integrated system must be made.

The image is a diagram showing the configuration steps for SAP Self-Billing Cockpit and SAP S/4HANA (Private Cloud and On-Premise only). For SAP Self-Billing Cockpit, the configuration steps are: 1. Assign Order Reasons; 2. Assign Condition Types; 3. Define Sender Parameters; 4. Manage Tolerance Groups; 5. Define Sold-to Party Parameters. For SAP S/4HANA (Private Cloud and On-Premise only), the configuration steps are: 1. Configure Order Reasons; 2. Define Condition Types; 3. Enhance Pricing Procedure; 4. Define CO-PA Value Fields (optional)

Independent of the deployment option of the connected SAP S/4HANA back-end system, certain configurations must be made in SAP Self-Billing Cockpit. These settings are also described in this lesson.

Define Order Reasons

During the self-billing process, SAP Self-Billing Cockpit triggers the creation of a clearing document (that is, a credit memo or a debit memo) if the values transmitted by the buyer don't match the values or quantities stated in the reference billing documents. It also triggers the creation of a new open item (that is, a credit memo or a debit memo) if the identified value difference exceeds the specified tolerance limit. In this process, order reasons are used to identify the reasons for creating clearing documents and new open items.

The following are possible order reasons:

  • Value difference of clearing document (SVC)
  • Quantity difference of clearing document (SQC)
  • Value and quantity difference of clearing document (SMC)
  • Value difference of new open item (SVO)
  • Quantity difference of new open item (SQO)
  • Value and quantity difference of new open item (SMO)
Screenshot of an SAP interface showing the Change View 'Sales Documents: Order Reasons': Overview screen. The interface includes a table with columns labeled OrdRs, R, SB Val. It, and Description. The table lists various order reasons with corresponding descriptions, such as Self-Billing: Diff. Clearing (Val/Qty) and Self-Billing: New Open Item (Value). The interface also includes buttons for actions like New Entries, Save, and Exit at the top.

Steps

  1. Log on to the SAP S/4HANA system.

  2. Run transaction SPRO and navigate to SAP Reference IMG  → Sales and Distribution → Sales → Sales Documents → Sales Document Header  → Define Order Reasons.

  3. Define the following order reasons as new entries with recommended settings, then save the settings.

    Define Order Reasons

    Order ReasonRetroactive BillingSelf-Bill. Value ItemDescription
    SVC1YesSelf-Billing: Diff. Clearing (Value)
    SQC2NoSelf-Billing: Diff. Clearing (Quantity)
    SMC2NoSelf-Billing: Diff. Clearing (Val/Qty)
    SVO1YesSelf-Billing: New Open Item (Value)
    SQO2NoSelf-Billing: New Open Item (Quantity)
    SMO2NoSelf-Billing: New Open Item (Val/Qty)

    Order Reason Configuration in General Parameters

    It is recommended that you define the order reasons as suggested here. This enables you to retain the default order reasons provided in the Define General Parameters app without performing extra configuration.

    If you must define other new order reasons in your SAP S/4HANA system, synchronize them to SAP Self-Billing Cockpit by using the Define General Parameters app.

    Screenshot of the SAP interface showing the General Parameters for Self-Billing section. The interface has tabs for Automatic Posting, Invoice Creation, Archiving, and Upload Parameters. The main section displays options for Billing Type, Order Reason, Difference Clearing, and Condition Type. The Difference Clearing section, highlighted in red, lists options for Value Difference, Quantity Difference, and Value and Quantity Difference, with corresponding codes for Self-Billing Diff. Clearing and Self-Billing New Open Item.

Define Condition Types

During the self-billing process, SAP Self-Billing Cockpit triggers the creation of a clearing document (that is, a credit memo or a debit memo) if the values transmitted by the customer don't match the values or quantities stated in the reference billing documents. It also triggers the creation of a new open item (that is, a credit memo or a debit memo) if the identified value difference exceeds the specified tolerance limit.

The created documents must contain three condition types for identifying the following differences:

  • Price-related difference
  • Quantity-related difference
  • Total difference

Condition Types

Condition TypeDescriptionControl Data 1Changes Which Can Be MadeMaster Data
Condition ClassCalculation TypeCondition CategoryItem ConditionDeleteAmount/PercentValueDelete form DB
DPR1Price-Related Diff.BB-YesYesYesNoB without popup
DQU1Qty-Related Diff.BB-YesYesYesNoB without popup
DTO1Total DifferenceBBLYesYesNoYesB without popup

Steps

  1. Log on to the SAP S/4HANA system.

  2. Run transaction SPRO and navigate to SAP Reference IMG  → Sales and Distribution  → Basic Functions → Pricing → Pricing Control  → Define Condition Types → Set Condition Types for Pricing. Alternatively, you can run transaction V/06 to navigate to the target window.

  3. Choose New Entries.

  4. Define the following condition types as new entries with the recommended settings, and then save the settings.

    Condition Type DPR1

    Define Condition Type for Price Related Differences, Create New Condition Type, 'Price-related diff.' (DPR1) as shown in the following image:

    Screenshot of an SAP interface titled Change View 'Conditions: Condition Types': Details. The screen displays details for a condition type labeled DPR1 Price-related diff. Various fields and options are shown, including Cond. class, Calculat. type, Cond. category, Rounding rule, and StrucCond. There are checkboxes for Group cond. and RoundDiffComp under the Group condition section. The Changes which can be made section includes options for Manual entries, Header condit., Item condition, Delete, Amount/percent, Value, Qty relation, and Calculat. type. The interface includes buttons for saving, creating new entries, accessing records, and exiting.

    Condition Type DQU1

    Define Condition Type for Quantity Related Differences, Create New Condition Type, 'Qty-related diff.' (DQU1) as shown in the following image:

    The image shows a screenshot of an SAP interface titled Change View 'Conditions: Condition Types': Details. The screen displays details for a condition type labeled DQU1 Qty-related diff. Various fields and options are visible, including Control data 1, Group condition, and Changes which can be made. The Control data 1 section includes fields for Cond. class, Calculat. type, Cond. category, Rounding rule, and StrucCond. The Group condition section has checkboxes for Group cond. and RoundDiffComp, along with a field for GrpCond.routine. The Changes which can be made section includes options for Manual entries, Header condit., Item condition, Amount/percent, Value, Qty relation, and Calculat.type. The top menu includes options for New Entries, More, and Exit.

    Condition Type DTO1

    Define Condition Type for Total Difference, Create New Condition Type, 'Total difference' (DTO1) as shown in the following image:

    Screenshot of an SAP interface titled Change View 'Conditions: Condition Types': Details. The screen shows details for a condition type labeled DT01 Total difference. Various fields and options are displayed, including: Control data 1 section with fields for Cond. class (B Prices), Calculat. type (B Fixed amount), Cond. category (L Generally new when copying), Rounding rule (Commercial), and StrucCond. ; Group condition section with checkboxes for Group cond. and RoundDiffComp, and a field for GrpCond. routine.; Changes which can be made section with checkboxes for Manual entries (No limitations), Header condit., Item condition (Delete, Value), Amount/percent, Qty relation, and Calculat. type. / The interface includes buttons for saving, exiting, and accessing records, as well as options for new entries and more actions.

    Condition Type in General Parameter

    We recommend that you define the pricing procedures as recommended in the section, Enhancing Pricing Procedures, and define the condition types as recommended in this section. Then, you can retain the default condition types provided in the Define General Parameters app, without making more configurations.

    If you must define other order reasons in your SAP S/4HANA system, synchronize them to SAP Self-Billing Cockpit by using the Define General Parameters app.

    Pricing Type in Copy Control

    Check the pricing type in copy control for billing documents to billing documents.

    The image shows a screenshot of the SAP system interface for defining copying control for billing documents. The screen is divided into several sections. On the left, there is a Dialog Structure panel with Header and Item options. The main section is divided into Target and Source panels. The Target panel shows Target Bill. Type: G2 and Credit Memo. The Source panel shows Source Bill. Type: F2, Invoice, and Item Category: LZN with Sched. Agreement Item. Below these panels, there is a Copy section with fields for Copying Requirements, Data VBRK/VBRP, and Custom Data Transfer. The Copying Requirements field is set to 027 with the description Item bill. to bill. On the right side, a dropdown menu labeled Pricing Type is open, showing various options. The option D - Copy price elements unchanged is highlighted.

    Total Difference in General Parameters

    If the pricing type is D which doesn't redetermine the price or tax, the total difference condition type is mandatory in Define General Parameters.

    If the pricing type is G, which would redetermine the tax, the total difference condition type can't be maintained in Define General Parameters.

    Screenshot of the SAP interface showing the General Parameters for Self-Billing settings. The screen is divided into sections for Billing Type, Order Reason, Difference Clearing, Condition Type, and New Open Item. The Billing Type section includes Credit Memo Type (G2) and Debit Memo Type (L2). The Difference Clearing section lists options for Value Difference, Quantity Difference, and Value and Quantity Difference with corresponding codes (SVC, SQC, SMC). The Condition Type section includes Price-Related Difference (DPR1), Quantity-Related Difference (DQU1), and Total Difference (DTO1), which is highlighted with a red box. The New Open Item section lists options for Value Difference, Quantity Difference, and Value and Quantity Difference with corresponding codes (SVO, SQO, SMO). A blue information banner at the top advises ensuring parameters are defined and uploaded to the SAP Self-Billing Cockpit before editing.

Define CO-PA Value Fields

If you are working with costing-based profitability analysis, it is mandatory to assign the condition types defined for total difference to the corresponding Profitability Analysis (CO-PA) values fields.

SAP interface showing the Change View 'CO-PA: Assignment of SD Conditions to Value Fields': Overview screen. The operating concern is set to A000. The table lists condition types (CnTy) with their names, value fields (Val. fld), descriptions, and transfer indicators. The conditions listed are DTO1 (Total difference), PNET (Net value), PR00 (Price), R100 (100% discount), and RB00 (Discount (Value)). Each condition has corresponding value fields and descriptions, such as ERLOS for Revenue and VVFGS for Free Goods. The transfer checkboxes are currently unchecked.

Steps

  1. Log on to the SAP S/4HANA system.

  2. Run transaction SPRO and navigate to SAP Reference IMG  Logistics → General  → Settlement Management  → Basic Settings → Profitability Analysis (COPA) → Assign Value Fields → Maintain Assignment of SD Conditions to CO-PA Value Fields.

  3. Specify the operating concern, which is a unique four-character key for the CO organizational unit.

  4. Choose the cost-based option for the profitability analysis type, and choose to create new entries.

  5. Choose the condition type that you have defined for total difference, such as DTO1.

  6. Specify the corresponding field name. For example, you can choose KWBRUM if you use the standard fields.

  7. Save your settings.

Enhance Pricing Procedures

During the self-billing process, SAP Self-Billing Cockpit triggers the creation of a clearing document (that is, a credit memo or debit memo) if the values transmitted by the customer don't match the values or quantities stated in the reference billing documents. During value difference processing, condition types defined in Defining Condition Types influence the pricing procedure.

Screenshot of an SAP interface titled Change View 'Control data': Overview. The screen displays a table under Reference Step Overview with columns for Step, Co., CType, Description, and other attributes. The table lists various steps such as Qty-related diff., Price-related diff., Total difference, Net Value 2, Mat/Group Rebate, Material Rebate, and Customer Rebate. The interface includes buttons for actions like saving, canceling, and navigating, and a dialog structure on the left with Procedures and Control data options.

Steps

  1. Log on to the SAP S/4HANA system.

  2. Run transaction SPRO and navigate to SAP Reference IMG → Sales and Distribution → Basic Functions → Pricing → Pricing Control → Define And Assign Pricing Procedures → Set Pricing Procedures. Alternatively, you can run transaction V/08 to navigate to the target window.

  3. Choose the target pricing procedure (for example, RVAA01), and then use control data under procedures to show details about this pricing procedure.

  4. Define condition types with the following recommended settings, and then save the settings.

    Note

    This chapter will focus on the business configuration that is required to implement the Self-Billing Process with Automatic Posting in SAP Self-Billing Cockpit. If you are looking for information about the technical configuration to connect Self- Billing Cockpit to the SAP S/4HANA system, please refer to the learning journey Configuring the Technical Setup of SAP Self-Billing Cockpit.

Define Sender Parameters

With this app, you can define parameters for senders that send transmissions containing self-billing documents to SAP Self-Billing Cockpit.

During the verification process, the system uses these parameters to check whether there are duplicate transmissions or duplicate external billing document numbers from a given sender within a check period. After completing the simulation, the system performs duplicate checks again for the external billing document number.

Key Features

  • Create, edit, display, and delete configuration entries for senders.
  • Define check periods.

Define Sender Parameters

Field NameDescriptionNecessity
SenderSender nameMandatory
Sender IDSender ID, which the system reads from the received self-billing documents.Mandatory
Final duplicate check for transmission.Final date for identifying duplicate transmissions.Optional
Repeat yearly for transmission number.Indicator that controls whether to allow the transmission number to repeat yearly in duplicate checks.Optional

Steps

  1. Log on to the SAP Fiori launchpad and launch the Define Sender Parameters app.

  2. Choose Create, fill the following fields, and save them to create a configuration entry for senders.

    With this app, you can define parameters for sold-to parties involved in self-billing with automatic posting or in self-billing with invoice creation. These sold-to parties correspond to the parties that exist in the integrated system.

    Key Features

    • Create, edit, display, and delete configuration entries for sold-to parties.
    • Define tolerance groups for sold-to parties.
    • Specify the main reference type for each sold-to party.
    • Define the document determination category.
    • Determine whether to automatically execute self-billing after a simulation has been performed.
    Screenshot of the SAP interface for defining Sold-to Party Parameters. The screen shows the General Information tab for invoice list 10100013. Configuration options include toggles for Automatic Posting and Invoice Creation, both of which are turned off. The Automatic Posting section includes fields for Basic Data, Document Determination Category for Automatic Posting, and Duplicate Check. Basic Data fields include Main Reference Type for Automatic Posting, External Transmission Number, and Tolerance Group for Automatic Posting. There are checkboxes for Execute Automatically for Automatic Posting and External Delivery Note. The Duplicate Check section includes fields for Final Duplicate Check for Main Reference, Repeat Yearly for Main Reference, and an Active checkbox, which is checked.

Define Sold-to Party Parameters

With this app, you can define parameters for sold-to parties involved in self-billing with automatic posting or in self-billing with invoice creation. These sold-to parties correspond to the parties that exist in the integrated system.

Key Features

  • Create, edit, display, and delete configuration entries for sold-to parties.
  • Define tolerance groups for sold-to parties.
  • Specify the main reference type for each sold-to party.
  • Define the document determination category.
  • Determine whether to automatically execute self-billing after a simulation has been performed.
SAP screen for defining Sold-to Party Parameters. The screen shows three tabs: General Information, Automatic Posting, and Invoice Creation. The General Information tab is selected. Configuration section has two toggle switches for Automatic Posting and Invoice Creation, both turned off. The Automatic Posting section includes fields for Basic Data, Document Determination Category for Automatic Posting, and Duplicate Check. Basic Data fields include Main Reference Type for Automatic Posting, External Transmission Number, Tolerance Group for Automatic Posting, and Execute Automatically for Automatic Posting checkbox. Document Determination Category for Automatic Posting fields include Outbound Delivery and External Delivery Note checkbox. Duplicate Check fields include Final Duplicate Check for Main Reference, Repeat Yearly for Main Reference checkbox, and Active checkbox (checked).

Define Sold-to Party Parameters

Field NameDescriptionNecessity
Main reference type for automatic posting

The type of reference number to be updated in billing documents and journal entries to ease subsequent incoming payment processes.

Among various types of reference numbers that can be present in the received self-billing documents (such as the check number, credit, advice number, external, and supplier posting number), one is chosen as the main reference type.

Mandatory
Tolerance group for automatic postingTolerance group defined for the sold-to party mentioned earlierOptional
Document determination category for automatic posting

Document category used for determining a delivery.

You can choose to use the outbound delivery, the external delivery note, or both as the determination category.

If both are chosen, the system first tries to determine the delivery based on the outbound delivery number. If it falls, the system tries to determine the delivery based on the external delivery note number. If it fails again, the system reports an error.

Note

In the context of sales scheduling agreements with consignments, suppliers use the external delivery note number received from senders to determine deliveries.
Mandatory

Steps

  1. Log on to the SAP Fiori launchpad and launch the Define Sold-to Party Parameters app.

  2. Create a configuration entry. Specify the sold-to party by entering the ID of the buyer, and choose to configure automatic posting, invoice creation, or both.

  3. If you chose to configure automatic posting, fill in the fields and save them to create a configuration entry for the sold-to parties.

Manage Tolerance Groups

With this app, you can define tolerance groups to specify tolerance limits for self-billing processing. Specifically, you can use the tolerance limit to define the maximum tolerated difference between the transmitted net value and the referenced net value. If the difference exceeds the tolerance limit, an open item or open line is created. Defined tolerance groups can be assigned to sold-to parties in the Define Sold-to Party Parameters app.

Key Features

  • Create, edit, display, and delete tolerance groups.
  • Maintain upper and lower tolerance limits, either absolute values or percentage values.
  • Maintain tolerance limits at the document level or product level.
  • Maintain absolute tolerance limits in multiple currencies.
SAP interface screen for defining sold-to party parameters. The screen shows the configuration for customer number 10100013, labeled Inlandskunde Invoice List. There are three tabs: General Information, Automatic Posting, and Invoice Creation. The General Information tab is selected. Configuration options include toggles for Automatic Posting and Invoice Creation, both of which are turned off. Under Automatic Posting, there are sections for Basic Data, Document Determination Category for Automatic Posting, and Duplicate Check. Basic Data fields include Main Reference Type for Automatic Posting, External Transmission Number, Tolerance Group for Automatic Posting, and an option to Execute Automatically for Automatic Posting, which is unchecked. Document Determination Category options include Outbound Delivery, which is checked, and External Delivery Note, which is unchecked. Duplicate Check options include Final Duplicate Check for Main Reference, Repeat Yearly for Main Reference, which is unchecked, and Active, which is checked.

Manage Tolerance Groups (Optional)

Field NameDescriptionNecessity
Tolerance groupID of the new tolerance groupMandatory
DescriptionTolerance group descriptionOptional
Sales organizationSales organization responsible for the sale of products to the buyerMandatory

Steps

  1. Log on to the SAP Fiori launchpad and launch the Manage Tolerance Groups app.

  2. Choose Create, specify the following parameters, and save them to create a tolerance group.

  3. (Optional) Choose Edit, navigate to the tab page for defining percentage limits, define the settings for the tolerance limits, and save them.

  4. (Optional) On the tab page for defining absolute limits, define new settings and save them. You can define absolute limits in multiple currencies.

    Set the check limit separately for each tolerance limit. If you select it for a given tolerance limit, the system checks the difference against this tolerance limit. If you don't select it for a tolerance limit, any difference that occurs is considered within this tolerance limit. If the transmitted net value is lower than the referenced net value, the system checks the difference against the lower limit. Otherwise, the system checks the difference against the upper limit. The system checks against the following tolerance limits (if defined and selected) in sequence and stops the tolerance check if any of the following tolerance limits is exceeded: The percentage limit per document, the absolute limit per document, the percentage limit per item, and the absolute limit per item.

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