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195 erp606 bpd_en_in

  1. 1. EHP6 for SAP ERP6.0March 2012English Sales Order with Fixed Price and T&M Billing (195) Business Process DocumentationSAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany
  2. 2. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPDCopyright© 2012 SAP AG. All rights reserved.SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP BusinessObjects Explorer, StreamWork,SAP HANA, and other SAP products and services mentioned herein as well as their respective logos aretrademarks or registered trademarks of SAP AG in Germany and other countries.Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions,Web Intelligence, Xcelsius, and other Business Objects products and services mentioned herein as well astheir respective logos are trademarks or registered trademarks of Business Objects Software Ltd. BusinessObjects is an SAP company.Sybase and Adaptive Server, iAnywhere, Sybase 365, SQL Anywhere, and other Sybase products andservices mentioned herein as well as their respective logos are trademarks or registered trademarks ofSybase Inc. Sybase is an SAP company.Crossgate, m@gic EDDY, B2B 360°, and B2B 360° Services are registered trademarks of Crossgate AG inGermany and other countries. Crossgate is an SAP company.All other product and service names mentioned are the trademarks of their respective companies. Datacontained in this document serves informational purposes only. National product specifications may vary.These materials are subject to change without notice. These materials are provided by SAP AG and itsaffiliated companies ("SAP Group") for informational purposes only, without representation or warranty ofany kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The onlywarranties for SAP Group products and services are those that are set forth in the express warrantystatements accompanying such products and services, if any. Nothing herein should be construed asconstituting an additional warranty.© SAP AG Page 2 of 39
  3. 3. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPDIcons Icon Meaning Caution Example Note Recommendation Syntax External Process Business Process Alternative/Decision ChoiceTypographic Conventions Type Style Description Example text Words or characters that appear on the screen. These include Field names, screen titles, pushbuttons as well as menu names, paths and options. Cross-references to other documentation. Example text Emphasized words or phrases in body text, titles of graphics and tables. EXAMPLE TEXT Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE. Example text Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools. EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the ENTER key. Example text Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation. <Example text> Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.© SAP AG Page 3 of 39
  4. 4. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPDContents1 Purpose ..................................................................................................................................... 52 Prerequisites............................................................................................................................... 5 2.1 Master Data and Organizational Data..................................................................................5 2.2 Assigning Your System User to the Employee HR Master Record......................................6 2.3 Roles.................................................................................................................................... 7 2.4 Defining Queries for Personal Object Worklist (POWL) .......................................................83 Process Overview Table........................................................................................................... 164 Process Steps........................................................................................................................... 17 4.1 Creating a Quotation.......................................................................................................... 17 4.2 Creating a Customer Sales Order......................................................................................20 4.3 Choose the print icon to print out the document. Maintaining Realization % on Order Item Line.........................................................................23 4.4 Staffing the Order............................................................................................................... 24 4.5 Entering a Forecast........................................................................................................... 26 4.6 Time Recording (211) ........................................................................................................ 27 4.7 Travel Management (191) .................................................................................................29 4.8 Creating the Fixed Price Billing Document.........................................................................30 4.9 Creating a Resource-Related Billing Request....................................................................32 4.10 Creating the Invoice for the Billing Memo Request...........................................................345 Follow-up Processes................................................................................................................. 366 Appendix................................................................................................................................... 36 6.1 Reversal of Process Steps.................................................................................................36 6.2 SAP ERP Reports ............................................................................................................. 39 6.3 Used Forms........................................................................................................................ 39© SAP AG Page 4 of 39
  5. 5. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPDSales Order with Fixed Price and T&M Billing1 PurposeThis business scenario addresses a project cycle from quotation to completion where one part ofthe billing is agreed on a fix price basis, and the other part is billed resource-related, i.e. basedon the actual work performed. The sales document in form of a sales order is the focal point ofthe process as it formalizes the customer’s requirements, collects labor costs, and generatesbilling time and material. This scenario would typically apply to a consulting arrangement wheredetailed work planning and execution are not necessary.2 PrerequisitesTo carry out the process steps described in Chapter 4, it is necessary that certain master data,user roles, and/or queries for the POWLs have been created or set-up ahead of time.2.1 Master Data and Organizational DataSAP Best Practices Standard ValuesEssential master and organizational data was created in your ERP system in the implementationphase, such as the data that reflects the organizational structure of your company and masterdata that suits its operational focus, for example, master data for materials, vendors, andcustomers.This master data usually consists of standardized SAP Best Practices default values andenables you to go through the process steps of this scenario. Additional Master Data (Default Values) You can test the scenario with other SAP Best Practices default values that have the same characteristics. Check your SAP ECC system to find out whaother material master data exists. Using Your Own Master Data You can also use customized values for any material or organizational data for which you have created master data. For more information on how to create master data, see the Master Data Procedures documentation.Use the following master data in the process steps described in this document:© SAP AG Page 5 of 39
  6. 6. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD Master data Value Master data details Comments Operating concern 10IN Best Practices Controlling area 1000 Controlling Area 1000 Company code 1000 Company Code 1000 Plant 1000 Production Plant 1000 Sales organization 1000 Sales Org. 1000 Distribution channel 10 Direct Sales Division 10 Product Division 10 Order type YBO1 SP: SD-Order Sold-to party 100100 SAP AG Material D300 Consulting SD FxP D301 Consulting SD T&M CATS Data entry YBSD SP: Automatic Release and Transfer profile Personnel number 999101 Rao SS2.2 Assigning Your System User to the Employee HR Master RecordIn this scenario, the employee RAO SS (employee no. 999101) will be staffed to an SD-order. Inorder for you to be able to enter a forecast, enter working times in CATS (Web Dynpro), andrecord travel expenses in the web-dynpro based entry transaction, your system user must beassigned to this employees HR master record. To do this, carry out the following steps in theECC system prior to starting the scenario. Alternative Employee number Any employee master record in the range 999101 – 999299 can be used. The employee must be assigned to cost center 1321 Services/Consulting. Replace the employee no. 999101 with your chosen number as needed in the scenario steps, beginning with the section Staffing the Order.Procedure1. Access the activity using one of the following navigation options: Transaction Code PA30 SAP Menu Human Resources → Personnel Management → Administration → HR Master Data → Maintain2. On the Maintain HR Master Data screen, make the following entries: Field Name User Action and Values Personnel no. 999101 Infotype 0105 (Communication) Subtype 0001 (System user name)© SAP AG Page 6 of 39
  7. 7. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD3. Choose Create to create the new Infotype record Communication.4. On the Create Communication screen, make the following entries Field name User action and values ID/Number <your system user>5. Choose Save to store the Infotype record. If a pop-up window appears informing you that an existing record will be overwritten, confirm by pressing OK.6. Choose Back to return to the SAP Easy Access screen (SAP GUI). Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).2.3 RolesUseThe following roles must have been installed to test this scenario in the SAP NetWeaverBusiness Client (NWBC). The roles in this Business Process Documentation must be assignedto the user or users testing this scenario. You only need these roles if you are using the NWBCinterface. You do not need these roles if you are using the standard SAP GUI.PrerequisitesThe following business roles have been assigned to the user who is testing this scenario. Business role Technical name Process step Consulting SAP_NBPR_CNSLT_CLNTMGR_S Creating a Quotation Agency Client Creating a Customer Sales Order, Manager Maintaining Realization % on Sales Order Line Staffing the order Creating the Fixed Price Billing Document, Creating a Resource-Related Billing Request Creating the Invoice for the Billing Memo Request Employee SAP_NBPR_EMPLOYEE_S Entering a Forecast (Professional Recording Working Times User) Recording Travel Expenses Travel Accountant SAP_NBPR_TRAVEL_S Approves Travel Expense Reports Transfer Expenses to Accounting© SAP AG Page 7 of 39
  8. 8. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD2.4 Defining Queries for Personal Object Worklist (POWL)The following queries must be defined to test this scenario in the SAP NetWeaver BusinessClient (NWBC). The queries are necessary to access role specific worklists in the SAPNetWeaver Business Client (NWBC). For more information on the creation of queries, see the section Creation of Queries in Personal Object Working Lists (POWLs) in the Quick Guide to Implementing the SAP Best Practices Baseline Package (IN) document.Define Query for Resource-Related Billing (POWL)Business Role: SAP_NBPR_CNSLT_CLNTMGR_S, Consulting Agency Client ManagerNWBC Menu path: Billing→ Resource-Related Billing© SAP AG Page 8 of 39
  9. 9. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD Business Application Object Type Variant Variant Selection Query Role Name Selections Criteria Name Client Worklist List of Sales - - Sales Org: SP: T&E Manager Documents with 1000 Billing WBS Elements Distr. Chn: 10 Sales Doc. Type:YBO1 Material: D301, D304, D314© SAP AG Page 9 of 39
  10. 10. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPDChange Query Sales Documents (POWL)Business Role: SAP_NBPR_CNSLT_CLNTMGR_S, Consulting Agency Client ManagerNWBC Menu path: Engagements→ Engagement Worklist → Sales Documents© SAP AG Page 10 of 39
  11. 11. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD Business Application Object Type Variant Variant Selection Query Name Role Name Selections Criteria Consulting Worklist POWL type for - - Transaction Sales Agency PS OrderToBill Group: Sales Documents Client SD Orders Order Manager Sales Doc. Type:YBO1 Sales Org: 1000 Distr. Chn: 10 Division: 10© SAP AG Page 11 of 39
  12. 12. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPDResultYou can now process the step Staffing the Order in the scenario Sales Order with Fixed Priceand T&M Billing (195).Change Query SP: Quotations (POWL)Business Role: SAP_NBPR_CNSLT_CLNTMGR_S, Consulting Agency Client ManagerNWBC Menu path: Engagements→ Quotations© SAP AG Page 12 of 39
  13. 13. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD Business Application Object Type Variant Variant Selection Query Name Role Name Selections Criteria Consulting Worklist Sales - - Transaction SP: Agency Documents Group: 2 Quotations Client Sales Doc. Manager Type:YBQ1 Sales Org: 1000 Distr. Chn: 10 Division: 10© SAP AG Page 13 of 39
  14. 14. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPDResultYou can now process the step Printing a Sales Document in the scenario Sales Order with FixedPrice and T&M Billing (195).Change Query SP: Orders (POWL)Business Role: SAP_NBPR_CNSLT_CLNTMGR_S, Consulting Agency Client ManagerNWBC Menu path: Engagements→ Orders© SAP AG Page 14 of 39
  15. 15. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD Business Application Object Type Variant Variant Selection Query Role Name Selections Criteria Name Consulting Worklist Sales Documents - - Transaction SP: Orders Agency Group: 0 Client Sales Doc. Manager Type:YBO1 Sales Org: 1000 Distr. Chn: 10 Division: 10© SAP AG Page 15 of 39
  16. 16. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPDResultYou can now process the step Printing a Customer Order in the scenario Sales Order with FixedPrice and T&M Billing (195).3 Process Overview Table Process step External Business Business Trans- Expected process condition role action results reference code Creating a Consulting VA21 Quotation Agency Client Manager Creating a Consulting VA01 Customer Sales Agency Order Client Manager Maintaining Consulting VK11 Realization % Agency on Sales Order Client Line Manager Staffing the Consulting WD-App Order Agency Client Manager Entering a Employee WD-App Forecast Time Recording External Employee Process 211 Travel External Employee Management Process Travel 191 Manager Creating the Consulting VF01 Fixed Price Agency Billing Client Document Manager Creating Consulting DP90 Resource- Agency Related Billing Client Request Manager Creating the Consulting VF01 Invoice for the Agency Billing Memo Client Request Manager© SAP AG Page 16 of 39
  17. 17. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD4 Process Steps4.1 Creating a QuotationUseThe purpose of this activity is to create a quotation, which is a formal offe. of services to acustomer at a set price. It is usually valid for a limited period of time.Procedure Option 1: SAP Graphical User Interface (SAP GUI)1. Access the transaction choosing one of the following navigation options: SAP ECC menu Logistics → Sales and Distribution → Sales → Quotation → Create Transaction code VA212. On the Create Quotation: Initial Screen, make the following entries: Field name Description User action and values Comment Quotation Sales document type of YBQ1 Type the quotation Sales Selling entity 1000 Organizatio responsible for the n customer Distribution Customer grouping 10 Channel Division Product or service 10 grouping3. Choose Enter.4. On the Create SP: Quotation: Overview screen, make the following entries. (Default data remains unchanged.) Field name Description User action and values Comment Sold-to Alphanumeric key 100100 Party uniquely identifying the customer Valid to Date until which the bid A day in the future or quotation is binding First Item Alphanumeric key D300 Line, Field uniquely identifying the Material service product First Item Number of service units 1 Line, Field Order Quantity© SAP AG Page 17 of 39
  18. 18. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD5. Choose Enter.6. Select item 10 and choose from the menu: Goto – Item – Conditions7. In the Pricing Elements table type in PR00 in the field CnTy and the value ‘1500’ in the field Amount and choose Enter.8. Choose Back to return to the main overview screen.9. Make the following entries In the next (empty) line in the item overview table: Field name Description User action and values Comment Second Alphanumeric key D301 Item Line, uniquely identifying the Field service product Material Second Number of service units 1 Item Line, Field Order Quantity10. Choose Enter.11. Choose Save and write down the generated quotation number 2XXXXXXX for future reference. Quotation number: _________________________.12. Choose Back to return to the SAP Easy Access menu. Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role1. Access the transaction choosing one of the following navigation options: Business role Consulting Agency Client Manager (SAP_NBPR_CNSLT_CLNTMGR_S) Business role menu Engagements → Customer CockpitOr Business role Sales Administrator (SAP_NBPR_SALESPERSON_S) Business role menu Sales → Customer Cockpit2. Make the following entries and choose Display Customer: Field name Description User action and values Comment Customer Leave this space blank Name Customer 100100 Number3. On the Customer Cockpit screen, select the following option: Field name Description User action and values Comment Other Activities Create Quotation Select Create Quotation from the Drop-Down Menu© SAP AG Page 18 of 39
  19. 19. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD4. On the Create Quotation screen, make the following entries and choose Start: Field name Description User action and values Comment Sales Document YBQ1 SP: Quotation Type Sales 1000 Sales Organization for Organization the quotation Distribution 10 Distribution Channel for Channel the quotation Division 10 Division for the quotation5. On the SP: Quotation: New screen, make the following entries in the document header: Field name Description User action and values Comment PO Number <Reference>, for example, Enter a reference from the TEST195 customers inquiry. Valid To <Any month in the future>6. Make the following entry in the Item Overview table and choose Enter: Field name Description User action and values Comment Material D300 Consulting SD FxP Order Quantity 17. Select item 10, choose Enter, new tabs will appear to the right of the overview table.8. Select the Pricing tab page on the screen section next to the Item Overview and enter a Price (1500).9. Make a second entry in the Item Overview table and choose Enter: Field name Description User action and values Comment Material D301 Consulting SD T&M Order Quantity 110. Choose Save Document.11. Make a note of the quotation number for reference: __________________12. Close the Create Sales Document window.13. Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).ResultA quotation for consulting services, set-up with fixed-price and resource-related items, has beencreated. Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu Logistics → Sales and Distribution → Sales → Quotations → Display Transaction code VA23© SAP AG Page 19 of 39
  20. 20. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD 1. Enter the quotation number in the screen Display Quotation: Initial Screen: From the menu, choose Sales Document → Issue Output To 2. Mark the line with the message type AN00 3. Choose Print. 4. Choose Back to return to the SAP Easy Access screen (SAP GUI). Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Consulting Agency Client Manager (SAP_NBPR_CNSLT_CLNTMGR_S) Business role menu Engagements → Quotation 1. In the query SP: Quotations mark the line with the quotation number created in the previous step and choose Sales Document in PDF Format. 2. Choose the print icon to print out the document. 3. Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).4.2 Creating a Customer Sales OrderUseThe purpose of this activity is to define the professional service agreement between the serviceprovider and the customer. The scope of the agreement (items, quantities and prices) will becopied from the quotation.PrerequisitesThe quotation created in step 4.1 is the basis for creating the customer sales order.ProcedureOption 1: SAP Graphical User Interface (SAP GUI)1. Access the transaction choosing one of the following navigation options: SAP ECC menu Logistics → Sales and Distribution → Sales → Sales Order → Create Transaction code VA012. On the Create Sales Order: Initial Screen, make the following entries: Field name Description User action and values Comment Order Type Sales document type of YBO1 the order Sales Selling entity 1000 Organizatio responsible for the n customer Distribution Customer grouping 10 Channel Division Product or service 10 grouping© SAP AG Page 20 of 39
  21. 21. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD3. Choose Create with Reference (F8).4. On the following dialog box, select the Quotation tab page. Enter the quotation number created earlier. Choose Copy (F5).5. On the Create SP: SD-Order: Overview screen, choose Save.6. Write down the generated order number XXXXXXX for future reference. Order number: _________________________.7. Choose Back to return to the SAP Easy Access menu. Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role1. Access the transaction choosing one of the following navigation options: Business role Consulting Agency Client Manager (SAP_NBPR_CNSLT_CLNTMGR_S) Business role menu Engagements → Customer CockpitOr Business role Sales Administrator (SAP_NBPR_SALESPERSON_S) Business role menu Sales → Customer Cockpit2. Make the following entries and choose Display Customer: Field name Description User action and values Comment Customer 100100 Number3. In the Customer Cockpit window, select the tab for Power List Open Quotations.4. Select the line with the quotation from the previous step and choose Create with Reference. If the number of the quotation from the previous step does not appear in the list, then check the query options and re-fresh the query if necessary.5. On the Create Sales Order window, make the following entries and choose Start: Field name Description User action and values Comment Sold-To Party 100100 “Customer Services” Sales Document YBO1 SP: SD-Order Type Sales 1000 Sales Organization for the Organization sales order Distribution 10 Distribution Channel for the Channel sales order Division 10 Division for the sales order Reference <Quotation Number> Number of the Quotation Document from the previous step6. On the SP: SD-Order: New screen, make the following entries in the document header: Field name Description User action and values Comment PO Number <Reference>, for example, Enter a customer TEST195 purchase order number as reference.© SAP AG Page 21 of 39
  22. 22. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD7. Choose Save Document. Make a note of the sales order number: _______________8. Close the Create Sales Document window.9. Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).ResultThe system issues the message SP: SD-Order XXXX has been saved and the orderconfirmation is printed out. The printout of the order confirmation is executed automatically and immediately (see settings in SAP GUI transaction VV11 for output type BA00 and defaults in your user settings in transaction SU3); however, only in the case when the sales order is not blocked. You also have the possibility to start the print out manually (although only in the case when the sales order is not blocked: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu Logistics → Sales and Distribution → Sales → Order → Display Transaction code VA03 5. Enter the order number in the screen Display Sales Order: Initial Screen: From the menu, choose Sales Document → Issue Output To 6. Mark the line with the message type BA00 7. Choose Print. Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Consulting Agency Client Manager (SAP_NBPR_CNSLT_CLNTMGR_S) Business role menu Engagements → OrdersOr Business role Sales Administrator (SAP_NBPR_SALESPERSON_S) Business role menu Sales → Sales Orders → Sales Order Processing© SAP AG Page 22 of 39
  23. 23. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD 1. In the query SP: Orders, mark the line with the sales order number created in the previous step and choose Sales Document in PDF Format. 2. Choose Back to return to the SAP Easy Access screen (SAP GUI). Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).4.3 Choose the print icon to print out the document. Maintaining Realization % on Order Item LineUseThe price for consulting services determined via condition type PR00 can be seen as the listprice for the service rendered. This price however might not be feasible on the market.Therefore, an order item line specific condition type in form of a price reduction is applied thatreflects the discount on the list price. This condition type can be maintained at any time betweencreating the order and billing. It is also taken into account during WIP determination, and thusmay, independently of the sales price negotiated with the customer, be used to further adapt theWIP, for example, if it is expectd that not all services rendered are billable.PrerequisitesA sales document has been created.Procedure1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu Logistics → Sales and Distribution → Master Data → Conditions → Select Using Condition Type → Create Transaction code VK11 Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Consulting Agency Client Manager (SAP_NBPR_CNSLT_CLNTMGR_S) Business role menu Master Data → Pricing → Pricing Condition →Create Condition RecordOr Business role Sales Administrator (SAP_NBPR_SALESPERSON_S) Business role menu Sales → Pricing → Pricing Conditions → Create Condition Record2. On the Create Condition Records screen, enter the following information and press Enter: Field name Description User action and values Comment Condition The key that uniquely YBS2 SP: Realization % Type identifies the condition.© SAP AG Page 23 of 39
  24. 24. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD3. In the pop-up dialog Key Combination, select the first entry SD Document / Item / Material and choose Enter.4. In the screen Create SP: Realization % Condition (YBS2): Fast Entry, enter the following record: Field name Description User action and values Comment Sales <Order no. from Step Document 4.2> Item (SD) 20 Item no. for T&M Billing Material Material master D404 This material will appear in the used to billing request created in Step represent 4.7. consulting hours Amount % value Enter a value, for price reduction -20 % example, : 20 Valid from Start date Actual date Valid to End date <End of the current year>5. Choose Save.6. Choose Back to return to the SAP Easy Access screen (SAP GUI). Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).ResultAn order line-specific surcharge/discount has been applied to the sales order item and will affectthe WIP valuation and the resource-related billing accordingly.4.4 Staffing the Order This chapter can be ignored if the SAP NWBC is not used. The business process / functions described in this chapter are only available with SAP NWBC. If you work with SAP GUI, proceed with chapter 4.6UseIn this step, the SD order will be staffed. The client manager begins the staffing process bycreating a list of candidates, and checks their availability. One of the candidates will then beassigned to the SD order item for T&E billing.Procedure SAP NetWeaver Business Client (SAP NWBC) via Business Role NWBC Business role Consulting Agency Client Manager (SAP_NBPR_CNSLT_CLNTMGR_S) Business role menu Engagements → Engagements Worklist© SAP AG Page 24 of 39
  25. 25. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD1. Choose the query Sales Documents.2. In the query Sales Documents, select the row with the sales order and choose Lean Staffing Sales Order from the query’s activity toolbar.3. A new window entitled Staff Assignment to Sales Document <Sales Order No.> appears. The window is divided into three main areas: (1) upper left: a list of the sales order items, (2) upper right: a list of potential candidates, and (3) bottom: a list of the current assignments for the selected sales order item.4. In the list of sales order items, select the second item with the description Consulting SD T&E.5. In the table for the candidates, choose Add Candidates… .6. In the window Search for Candidates, enter the following information: Field name Description User action and values Comment Cost Center 1321 Services / Consulting7. Choose Start Search. The list will be populated by employees assigned to cost center 1321.8. Select employees 999101 and 999102 by marking the respective lines using the CTRL key of your keyboard.9. Choose OK to close the Search for Candidates window and carry over the employees to the list of candidates.10. After contacting the candidates and assessing their availability, the client manager decides on employee 999101. Select the row in the candidate list with employee 999101 and choose Add Assignment.11. In the assignment list, enter the following information: Field name Description User action and values Comment Start Date <today> End Date <today + 2 months> Description Coaching, SD Module Expected 10 Days Maximum 15 Days© SAP AG Page 25 of 39
  26. 26. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD12. Choose Save to record the new assignment and then Close to close the staffing window.ResultEmployee 999101 has been assigned to the SD order item 20, Consulting SD T&E. The SD itemwill appear automatically in the employees time-recording worklist for the time period given inthe assignment.4.5 Entering a Forecast This chapter can be ignored if the SAP NWBC is not used. The business process / functions described in this chapter are only available with SAP NWBC. If you work with SAP GUI, proceed with chapter 4.6UseAn employee enters a forecast based on his/her assignment. By maintaining a forecast, thestaffing application is able to provide an estimate of an employee’s availability for futureassignments.PrerequisitesYour system user must be assigned to an employee master record in order for you to be able toenter a forecast (see section 2.2).In order for the forecasting application to calculate the available days, a work-schedule rule mustbe maintained for the employees master record in Infotype 0007.Procedure1. Access the transaction using the following navigation option: NWBC Business role Employee (SAP_NBPR_EMPLOYEE_S) Business role menu Control Panel → Employee Services → Forecast© SAP AG Page 26 of 39
  27. 27. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD2. The application Edit Employee Monthly Forecast: <Employee Name> appears. The entry screen is divided into two parts: a calendar with an overview of the current and following two months, and an entry table with the staffing assignments and forecast. As shown on the top of the forecast table, the default unit for entering the forecast is in days, but can be switched to hours. During the customizing of the forecast application, a day is set to exactly 8 hours. The forecast table allows one entry per month per assignment, i.e. the forecast is entered on a monthly basis, as defined during customizing. The planning granularity can be defined to allow entries per week or per day.3. In the table Forecast Details, locate the assignment made for the sales order <XXXX> and item 20, Consulting SD T&E. Enter a forecast of 5 days per month.4. Choose Save to record the forecast.ResultThe employee has maintained a forecast for his/her assignments.4.6 Time Recording (211) External ProcessUseThe Cross-Application Time Sheet (CATS) is the tool used for recording time worked by anemployee on a certain assignment. In this scenario, the sales order with the item for theresource-related billing is the focal point of the process as it collects the labor.ProcedureComplete all activities described in the Business Process Documentation of the scenario:To accomplish activities of the scenario Time Recording (211), carry out the process steps inthe relevant Business Process Documentation using the master data from the following table: Master data Value Comments Data Entry Profile YBSD Sales Order Key Date Today’s date Accept default of today’s date Personnel Number 999101 Rao SS RecSaleOrd Receiving order Type in the Sales Order from step 4.2 that will collect time and cost RecItm 20 Enter the sales order item number Hours per day Time worked on 8 hours, on the day before yesterday the receiving object© SAP AG Page 27 of 39
  28. 28. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD For Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Complete all prerequisite steps and the activities 4.1 Option 2.2 Recording Actual Working Times working with account assignment object: Sales Order and 4.3 Time Sheet: Transferring to Target Components as described in the Business Process Documentation of the scenario: Time Recording (211).To accomplish the activities in this scenario, carry out the process steps in the relevant BusinessProcess Documentation using the master data from the following table: Field name Description User action and values Comment Personnel Numeric key 999101 Rao SS Number identifying a personnel record Activity Type Activity type Leave empty The value will be set automatically after all necessary fields are filled in and are confirmed by choosing Enter RecSalesord. Receiving Type in the Sales Order order that will from step 4.2 collect time and cost RecSalOrd. Item number in 20 This is the sales item set-up item receiver sales to be invoiced based on order actual time and expenses and was assigned to employee 999101 in the section Staffing the Order. <Date> Date on which <Working Time in Hours> Example: 8 the employee worked on the assignment© SAP AG Page 28 of 39
  29. 29. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD4.7 Travel Management (191) External ProcessUseWhile recording working times in CATS, you can switch over to travel management to entertravel expenses on the used cost object in your scenario.ProcedureComplete all activities described in the Business Process Documentation of the scenario:To accomplish activities of the scenario Travel Management (191), carry out the process stepsin the relevant Business Process Documentation using the master data from the following table: Master data Value Comments Personnel Number 999101 Rao SS From Start date and time Enter date and time of trip Default value when coming from Time Recording End End date and time Enter date and time of trip Default value when coming from Time Recording Reason Consulting Reason for trip City Mumbai Enter the city as target of the trip Country IN Default Cost Assignment Sales Order Cost assignment of the trip created earlier, Default value when coming from Time Recording item 20 Expense Type Line item 1, enter Expense type describes the kind of expenses MTWG Line item 2, enter BENZ Amount Line item 1, enter Amount of the expense type 5000 Line item 2, enter 2500© SAP AG Page 29 of 39
  30. 30. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPDFor Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business RoleTo accomplish the activities in this scenario, carry out the process steps in the relevant BusinessProcess Documentation using the master data from the following table: Master data Value Comments Personnel Number 999101 Rao SS From Start date and time Enter date and time of trip Default value when coming from Time Recording End End date and time of Enter date and time trip Default value when coming from Time Recording Country / Region Deutschland Default Destination Berlin Enter the destination as target of the trip Reason Consulting Reason for trip Cost Assignment Sales Order created Cost assignment of the trip earlier, item 20 Default value when coming from Time Recording Expense Type Line item 1, Choose Expense type describes the kind of expenses Car Rental Line item 2, Choose Gasoline Receipt Amount Line item 1, enter Amount of the expense type 100 Line item 2, enter 504.8 Creating the Fixed Price Billing DocumentUseA billing document is created to invoice the customer for the fixed price portion of the project. Inthis scenario, this corresponds to item 10 in the sales order with the material D300 ConsultingSD FxPPrerequisitesA sales order item set for order-related invoicing has been created.Procedure1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu Logistics → Sales and Distribution → Billing → Billing Document → Create Transaction code VF012. On the Create Billing Document screen, make the following entries: Field name Description User action and values Comment Document The number that <Order number> uniquely identifies the sales, delivery, or billing document.© SAP AG Page 30 of 39
  31. 31. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD3. Choose Execute (F8). The system reports that not all items could be invoiced. The costs collected against the sales order item representing T&M billing will be invoiced separately by creating a Debit Memo Request (DMR), as described in the following step 4.9.4. On the Invoice (L2) Create: Overview of Billing Items screen, choose Save.5. Choose Back to return to the SAP Easy Access menu. Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role1. Access the transaction choosing one of the following navigation options: Business role Consulting Agency Client Manager (SAP_NBPR_CNSLT_CLNTMGR_S) Business role menu Billing → Billing DocumentsOr Business role Billing Administrator (SAP_NBPR_BILLING_S) Business role menu Sales → Billing2. On the Billing screen choose Billing Due List tab page or the Billing due List query (refresh the current query if necessary).3. Choose Show Quick Criteria Maintenance, enter the relevant search criteria and select the Order-Related flag. Choose Apply.4. Mark the lines with the sales document(s) (i.e. the sales order from Step 4.2) you want to bill then choose Billing in Background.5. The system will provide you with a list of the created billing documents.6. Choose Back to return to the SAP Easy Access screen (SAP GUI). Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).ResultThe system generates an invoice for billing and issues the message: Document XXXXXXXX hasbeen saved. A document was also created in FI to post the respective amounts to the A/R,revenue, and tax accounts. Material Posting Key Account Description Cost Element/CO Object Service 01 100100 Customer Services materials 50 33112900 Sal-Dom-Dir-Svc (DIEN) 50 18141101 Svc tx prv-HO 50 18141106 ECS prv on svc tx 50 18141108 SEC prv on svc tx© SAP AG Page 31 of 39
  32. 32. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD The printout of the invoice is executed automatically and immediately (see settings in SAP GUI transaction VV33 for output type RD00 and defaults in your user settings in transaction SU3).You also have the possibility to start the printout manually: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC Menu Logistics → Sales and distribution → Billing → Billing document → Display Transaction Code VF031. Go to transaction VF03, in the screen Display Billing Document: From the menu choose Billing document  Issue Output to2. Mark the line with the message type RD003. Choose Print. Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Consulting Agency Client Manager (SAP_NBPR_CNSLT_CLNTMGR_S) Business role menu Billing → Billing Documents → Change Billing DocumentOr Business role Billing Administrator (SAP_NBPR_BILLING_S) Business role menu Sales → Billing → Change Billing Document1. Enter the billing document number.2. Choose More … → Billing Document → Issue Output to.3. Select the relevant output and choose Print.4.9 Creating a Resource-Related Billing RequestUseResource-related billing takes place in two steps. In the first step, a billing memo request (billingrequest) is created using a program which processes all of the costs related to the sales orderitem(s). If necessary, the billing request may be processed manually using the normaltransactions for sales documents. In the second step, the billing document for the formal invoiceis created, based on the billing request.In this activity, a billing request is created based on the actual time and materials.Procedure Option 1: SAP Graphical User Interface (SAP GUI)1. Access the transaction choosing one of the following navigation options: Logistics  Customer Service  Service Processing  Completion SAP ECC menu  Billing Request  Process Individually Transaction code DP90© SAP AG Page 32 of 39
  33. 33. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD2. On the Resource-Related Billing Request: initial Screen, make the following entries: Field name Description User action and values Comment Sales Billable sales Sales order created in previous step Document document Sales Item with res.- Items of the sales order to be billed (20) Document Item related billing3. To start creating the billing request, choose Create Billing Request (enter)4. On the Billing Request for Resource-Related Billing Document <new>: Expenses screen save the billing request by choosing Save Billing Request (Shift + F7).5. A dialog box with the question: Do you really want to create the billing request? Appears. Choose Yes.6. On the screen Change Debit Memo Requ. 70000xxx: Overview, select the Sales tab page, delete the billing block by leaving the field blank and choose Good service in the Order reason field.7. To save the Debit Memo Request, choose Save (Ctrl + S). Make a note of the billing request number. Billing Request: ________________.8. Choose Back (F3) to return to the SAP Easy Access menu. Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role1. Access the transaction choosing one of the following navigation options: Business role Consulting Agency Client Manager (SAP_NBPR_CNSLT_CLNTMGR_S) Business role menu Billing → Resource-Related BillingOr Business role Billing Administrator (SAP_NBPR_BILLING_S) Business role menu Sales → Resource-Related Billing© SAP AG Page 33 of 39
  34. 34. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD2. Select the active query SP: T&M Billing (Query name as defined in chapter 2.3 )3. Select the line in the table with the number of the SD-document created in step 4.2, item number 20. If your document does not appear in the list, choose Refresh in the lower right hand corner of the table.4. Choose Resource-Related Bill.Doc.5. if Information No profile found in sales document pop up, choose Enter.6. On the Billing Request for Resource-Related Billing Document <new>: Expenses screen save the billing request by choosing Save Billing Request (Shift + F7).7. A dialog box with the question: Do you really want to create the billing request? appears. Choose Yes.8. On the screen Change SP: Debit Memo Req. 70000xxx: Overview, select the Sales tab, delete the billing block by leaving the field blank and choose Good service in the Order reason field.9. To save the Debit Memo Request, choose Save (Ctrl + S). Make a note of the billing request number. Billing Request: ________________.10. Close the window and return to the main NWBC window.ResultThe system issues the message: Document 7XXXXXXX has been saved. . The working timesand travel expenses posted to the SD order item Consulting SD T&E have been collected andconverted into billable items in a new billing request document.4.10 Creating the Invoice for the Billing Memo RequestUseIn this activity, the invoice is generated on the basis of the billing memo request.Procedure Option 1: SAP Graphical User Interface (SAP GUI)1. Access the transaction choosing one of the following navigation options: SAP ECC menu Logistics → Sales and Distribution → Billing → Billing Document →Create Transaction code VF01© SAP AG Page 34 of 39
  35. 35. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD2. On the Create Billing Document screen, make the following entries: Field name Description User action and values Comment Sales Document Number of sales <Number of the Billing Memo document to be Request created in step 4.7> billed3. Choose Enter.4. Choose Save.5. Write down the invoice number. Invoice number:________________________________.6. Choose Back to return to the SAP Easy Access menu. Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role1. Access the transaction choosing one of the following navigation options: Business role Consulting Agency Client Manager (SAP_NBPR_CNSLT_CLNTMGR_S) Business role menu Billing → Billing DocumentsOr Business role Billing Administrator (SAP_NBPR_BILLING_S) Business role menu Sales → Billing© SAP AG Page 35 of 39
  36. 36. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD2. On the Billing screen choose Billing Due List tab page or the Billing due List query (refresh the current query if necessary).3. Choose Show Quick Criteria Maintenance, enter the relevant search criteria and select the Order-Related flag. Choose Apply.4. Mark the lines with the sales document(s) (i.e. the debit memo request from the previous step) you want to bill then choose Billing in Background.5. The system will provide you with a list of the created billing documents.5 Follow-up ProcessesYou have finished all activities that are part of the business process described in this document.To accomplish subsequent activities of this business process, carry out the process stepsdescribed in one or more of the following scenarios, using the master data from this document. Accounts Receivable (157)UseIn this activity you post the incoming payment.ProcedureComplete all activities described in the Business Process Documentation of the scenario:Accounts Receivable (157) (Chapters “Post Payments using Automatic Payments Program”,“Post Incoming Payment from Customer Manually”, “Automatic Clearing of open items incustomer accounts”, “Manual Clearing of Open items in customer accounts”) using the masterdata from this document. Sales: Period End Closing Operations (203) (optional)UseThis scenario describes the collection of periodic activities such as day ending activities or legalrequirements like Intrastat and Extrastat reporting.ProcedureComplete all activities described in the Business Process Documentation of the scenario: Sales:Period End Closing Operations (203) (Chapters “Review Sales Documents blocked for billing”,“Review Billing Due List”, “Review Log of collective invoice creation” and “Review List Blocked(for accounting) Billing Documents”) using the master data from this document.6 Appendix6.1 Reversal of Process StepsIn the following section, you can find the most common reversal steps, which you can take toreverse some of the activities described in this document,© SAP AG Page 36 of 39
  37. 37. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD Creating a Quotation Transaction code ( SAP GUI) VA21 Reversal: Delete Quotation Transaction code ( SAP GUI) VA22 Business role Consulting Agency Client Manager (SAP_NBPR_CNSLT_CLNTMGR_S) Business role menu Sales → Quotations → Change Quotation Comment Sales document → delete Creating a Sales Order Transaction code ( SAP GUI) VA01 Reversal: Delete Order Transaction code ( SAP GUI) VA02 Business role Consulting Agency Client Manager (SAP_NBPR_CNSLT_CLNTMGR_S) Business role menu Sales → Sales Order → Sales Order Processing → Sales Order Comment Sales document → delete Delete Billing Document Transaction code ( SAP GUI) VF02 Reversal: Delete Billing Document Transaction code ( SAP GUI) VF02 Business role Consulting Agency Client Manager (SAP_NBPR_CNSLT_CLNTMGR_S) Business role menu Sales → Billing → Change Billing Document - VF02 NEW Comment Billing Document → Cancel Creating Resource-Related Billing Request Transaction code ( SAP GUI) DP90 Reversal: Delete Sales Document Transaction code ( SAP GUI) VA02 Business role Consulting Agency Client Manager (SAP_NBPR_CNSLT_CLNTMGR_S) Business role menu Sales → Sales Orders → Sales Order Processing Change Sales Order Comment Sales Document → Delete© SAP AG Page 37 of 39
  38. 38. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD Creating the Invoice for the Billing Memo Request Transaction code ( SAP GUI) VF04 Reversal: Cancel Billing Document Transaction code ( SAP GUI) VF02 Business role Consulting Agency Client Manager (SAP_NBPR_CNSLT_CLNTMGR_S) Business role menu Sales → Billing !!! Change Billing Document - VF02 NEW Comment Billing Document → Cancel© SAP AG Page 38 of 39
  39. 39. SAP Best Practices Sales Order with Fixed Price and T&M Billing (195): BPD6.2 SAP ERP ReportsUseThe table below lists the most frequently used reports that help you obtain additional informationon this business process. You can find detailed descriptions of the individual reports in the following BPD documents, which provide a comprehensive compilation of all important reports: • Financial Accounting: SAP ERP Reports for Accounting (221) • Logistics Processes: SAP ERP Reports for Logistics (222)Reports Report title Transaction Business role Business role Comment code (SAP (NWBC) menu (NWBC) GUI) Execute Report KE30 Enterprise Controller Profitability A report Analysis → concerning (SAP_NBPR_CONT Reporting → Plan/Actual ROLLER_M) Execute Activities. profitability report Sales Order S_ALR_8701 Product Cost Product Cost The sales order Selection 3104 Controller Controlling → items with Reporting → costs and (SAP_NBPR_PRDC Sales Orders → revenues. OST_CONTRLR_S) Sales Order Selection Analyze Sales KKBC_KUN Product Cost Product Cost Comparison of Orders Controller Controlling → plan costs and Reporting → actual costs. (SAP_NBPR_PRDC OST_CONTRLR_S) Sales Orders → Analyze Sales Order Actual Cost KVBI Product Cost Product Cost A detailed Line Items for Controller Controlling → analysis of the Sales Reporting → actual costs. (SAP_NBPR_PRDC Documents Sales Orders → OST_CONTRLR_S) Sales Documents: Line Items Actual6.3 Used Forms Common Form Form Type Used in Process Step Output Technical name Name Type Sales Invoice Smartforms Billing RD00 YBIN_SDINV© SAP AG Page 39 of 39

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