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Transport invoice sample for Customer Support

hello and welcome to week 4 unit 1 I hope you scored well on the week three assignment my name is Rohit achara and I'm the product owner for sap business by Design I'll be also your instructor for three units of week four where I would cover customer advicing and the capabilities of sap business by Design and how it manages the building functionality also we will be seeing in this unit itself how you would manage the customer rebates in week five I would also be covering the external tax rate determination for taxes in United States in the following udit I would be then covering the various output configuration options in sap business by Design but for now let's start with the capabilities of customer invoicing within sap business by Design billing is one of the most important proceedes in sap in the sales cycle in sap business by Design customer invoice is a binding settlement of all the outstanding payments that you have with your customer and invoic is normally created after confirmation that the goods have been shipped or after the service has been performed an invoice can result from corrections to claims or from credit memos from a customer it contains information like the invoice amount customer details and terms of payment the invoice also contains information like the sequential unique number which can then be used for further correspondence with your customer also with your accounts Department also it contains the tax and the registration number of the customer this activity is typically performed by the sales and the customer service representative during the billing and the invoicing process you would also like to make certain times final changes to the certain parameters of the document for example the price of the customer invoice can be changed before the invoice is sent out to the customer once this process is completed the invoice is sent out to the customer either as a PDF or an XML also this process also releases it to accounting the process on your screen displayed shows you one of the process flows where invoicing would happen the above process is a typical order to cash scenario the invoicing process begins at the point once the delivery of the product is completed these create requisition documents which can then be released to the customer as an invoice and can be posted to financial accounting the sap business by Design invoice covers a wide variety of legal definitions of invoice this includes the following but not limited to the EU vat Union invoice definition USA IRS invoice regulations the recordkeeping regulations for USA other localized country requirements like the GST invoice for sales in India if the sap delivered invoice does not cover the use case in terms of record keeping in a country which is not sap localized business by Design is also featured so that a key user can make changes to the invoice and make it also available in the PDF and XML output of the customer invoice let's understand who can perform invoicing an sap business by Design and how this is set up as we have mentioned before this activity is typically performed by the sales or the customer service representative within business by Design this can be performed by employees within the organization setup whose organizations have the customer invoicing function the customer invoicing function indicates that the AUG unit has which is assigned is responsible for the following rebl that is issuing payment reminders and Dunning notices matching outstanding invoices with incoming payments and processing self-initiating payment proc proposals invoicing of customers for the supply of products and services for users in org units to which this function is assigned the system proposes access to the following work centers receivables and also customer invoicing now that we've understood what we what and the why and who of the customer invoicing function let's move on to how does the customer invoice ing happen within sap business pign invoices are created either manually or as part of an invoice Run for the delivery of products or the provision of services that have been used and now you're going to be charging your customers they result from ped assessed documents such as sales orders service orders and Service confirmation it is also possible to create manual invoicing documents such as manual invoice credit memos and down payment request without reference to proceeding business transaction documents which are outside your customer invoicing business function as you can see this process is more of a manual process that can be used for exceptional circumstances now let's have a look at how we can automate this so that you can maintain a reliable and robust invoicing to your customer before we look at automating the invoice process let's again revisit how does a typical invoice get created normally an order or a delivery is created and the data is transferred automatically to the customer invoicing work center to create an invoice request after this step we can use the invoice run run to automate the customer invoicing the items are collected at scheduled time and the invoice run converts the invoice request into invoicing documents and releases the invoice for sending to the customer also the released invoice are automatically posted as receivables in financial accounting and an open item is created in the customer account this is tracked until the corresponding payment is received the payment is then posted as a cash receipt in financial accounting sometimes human errors occur like for instance a wrong price or quantity in the invoice and you wish to correct this this is possible in a few ways with an sap business by Design you can cancel the outgoing invoice that have already been paid by direct debit the cancellation procedure depends on the status of the invoice and the payment if you do not wish to cancel or you cannot cancel the invoice then the following steps can be done to rectify the situation you can create a correction invoice please note however the correction invoice is only available for for a certain set of countries where the issuance of a correction invoice is legally permitted a correction invoice contains both the wrong and corrected items so the customer is invoiced or credited with the difference alternatively you can also issue a credit note a credit memo can be used to net a future transaction that you have with this particular customer so using the cancellation correction you can issue credit note which can make sure the invoices to your customer invoicing can always be fixed in week two my fellow instructor par Sharma mentioned to you that how down payments can be processed in sales transaction let's do a quick recap down payment requests are created when an agreement has been made by the customer to provide down payments for a product before it has been delivered or for a service before it has been provided why are we learning this again well during the invoicing you need to check whether the down payment has been deducted from the invoice so that the customer only pays the balance we will look at in the demo how this is done as we have mentioned before customer invoice is a legal document customer invoice documents such as customer invoices credit memos and down payment requests must have unique identifying numbers the document numbering process ensures that you comply by legal requirements in each country such as sequential and gapless numbering you can configure rules on how a customer invoice document numbering Works let's look at these Concepts that we have learned today in the system and look at a demo in the demo we will be do looking at how a typical lay of a business by Design user who uses the customer invoice function within his or her organization looks like for the purposes of the demo we are going to be looking at the almea demo system and be playing the role of Bob menson Bob menson is a typical sales representative and for the and the most important person in almea as he is the billing department let's look at a typical day of BOB menson let's log into business by Design and see how the work can get done today so I log into business by Design the user that I have is Sal 01p typically here's what you see you would basically go to the system and log on to the go to the work center View Customer invoicing and then go to the invoice request here within the 2B invoice requests work center view flow plan filter is where you would see all the work that you have to get done so here I see a huge list of work that I need to get done I see from my mailbox that my sales manager told me that the sales order 3283 from unlimited electrics account and the sales order 3286 of SilverStar wholesale which has had a Service confirmation and a delivery done respectively have to get sent out urgently let's do that first so here now I would then enter the proceeding documents that I had mentioned previously so the IDS were 3283 and and then the document type was sales order let me click on go and then I see the Service confirmation invoice request here let me click on edit and let's look at how this document looks like so this has been created from a Service confirmation let me click on release which will make sure that this invoice basically would get invoice so let's save this as an invoice I was also told by my manager that we have to build them for 100 USD and not 120 USD for unit let's change that so now I can then release this document to the customer to the customer and to the accounting department let's look at the invoice ID that has been generated and let's let's note this down because I've made a manual correction to this so let's note this down because I might be have some other further correspondents that I need to see with my customer and the accounting department now that has happened itself let's now do the delivery based invoicing for the customer invoice uh for the sales order 3286 so this is an outbound delivery invoice request and let's invoice this you can see that it is as simple as the simply clicking on release which will make sure that at the end of the day your customer invoice is released so now two of these documents which had to be sent out urgently have been sent out but let's refresh my list itself and see what all has basically gone out of my work pile as I can see here right now my work pile doesn't seem to be decreasing let's see what else I can get done so I know that at the end of the day uh I had a mail from a manager who said that I have to build unlimited electrics for another set of services for the sales order 3287 let's have a look at that let me enter the sales order 3287 and the document type sales order and click on go wow that's a lot of docum ments all these invoices have to get generated and let's see how we can make sure that how business by Design can help me invoice 3287 much more effectively so I go to customer invoicing and click on new invoice run so for this let's say sales order 3287 now I could then enter the proceeding document for which this invoice would get created so including the document type sales order and the sales order ID 3287 let me save this activate this and schedule this let me start this job immediately so once this is done we would then get an invoice for all these documents itself how do we see what is the status of this job we can go to customer invoicing and we go to invoice runs and we can see all the invoice runs that we've created for this as we saw this was the sales this was the run that we created for the particular sales order let's have a look at how this been executed as this process goes and continues itself we will see at this point of time when does the credit when does this the customer invo get created as you can see here the job is now finished and I can see the documents let me click on show documents so the invoice has been generated wow this is amazingly easy if I click on the invoice and look at the details itself I would see all the invoices that have been created here so if I go down and open the invoice and I go to the items tab I see that all the items which were there that had to get invoiced have been clubbed together and have been now invoiced so this has made sure that at the end of the day all my work has been done now that was very easy Let's see we can get another some bit of work also uh done I was told by my manager that I'm supposed to the documents that I sent out just before this itself have to kind of get corrected so one of them needs to get cancelled and the other one needs to be issued a credit note of so let's do that so the first itself what we're going to do is for the invoice that has got created uh today we are going to make sure that we cancel that so we can then go to invoice documents and I can see the invoices that have been created so the one that was created itself was for Hudson so let me click on that and then click on cancel as you can see here I get an error message which says the invoice has already been posted to accounts receivable do you wish to see the clearing status or do you wish to continue I know that this document has not been paid and hence I would just simply cancel it so now that I click on cancel and I click on save this will make sure that a new cancellation invoice is created and now this cancellation has been posted the other work that I was supposed to do was that I to issue a credit note for one of my customers so let's do that I click on an invoice document itself and I go to followup and click on a manual credit memo so when I click on the manual credit memo I can then make sure that I can change the price and issue a credit note to my customer let's do that so the document basically proposes a particular price and I wish to is issue him a credit note for 700 USD and then I can save this as a credit note or release it I will then release it directly and hence now at this point of time I was able to make sure that I was performed all the corrections that my customer and my sales manager requested me to do now let's move ahead I have another mail from my manager there's an outbound delivery which needs to be invoiced to the customer the outbound delivery ID is 358 let's look at that so now I can go to my invoice request go to Tob invoice requests and search for the outbound delivery 358 now at this point of time when I wish to invoice this I would want to find out whether the customer has paid any down payments for this or not so let me click on edit and then under the bottom you can see here we can see the assigned down payments tab within here itself I can click on ADD row and find out whether there are any down payments in the system that can be assigned to this so as you can see here there is a down payment request ID of 100 USD uh in the system I can select this and this will make sure that this down payment itself is assigned to this outbound delivery which will make sure the overall net payable for this particular document reduces by 100 USD let's do that so I click on release as you can see now at this point of time the invoice has been saved successfully with the reference of the down payment itself that was a lot of work the day is done now let's recap on what all we worked on sap business by Design system we saw how we can manually invoice our customers make quick changes to the document before sending them out use the invoice R to create invoices very quickly and effectively for a lot of documents how to cancel and create a credit node in case of discrepancies how to assign down payments before sending them out for invoicing hope you had a nice session let's meet in the next session and see the more advanced features of sap business by Design invoicing see you in the next unit