198_BPP_EN_PE.doc

EHP4 for SAP ERP 6.0

December 2010

English

Service with Time and Material Based Billing (198)

SAP AGDietmar-Hopp-Allee 1669190 Walldorf

Business Process Documentation

Germany

© SAP AG Page 2 of 31

SAP Best Practices Service with Time and Material Based Billing (198): BPD

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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

External Process

Typographic Conventions

Type Style Description

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Cross-references to other documentation.

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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.



Contents

1 Purpose........................................................................................................................................ 5

2 Prerequisites................................................................................................................................ 5

2.1 Master Data and Organizational Data...................................................................................5

2.2 Business Conditions..............................................................................................................6

2.3 Preliminary Steps.................................................................................................................. 7

2.4 Roles..................................................................................................................................... 8

3 Process Overview Table...............................................................................................................9

4 Process Steps............................................................................................................................ 10

4.1 Creating a Service Notification............................................................................................10

4.2 Changing the Service Notification (Optional).......................................................................12

4.3 Check the Task List.............................................................................................................13

4.4 Creating a Sales Order........................................................................................................15

4.5 Change the Sales Order......................................................................................................16

4.6 Changing the Service Order................................................................................................17

4.7 Time Recording (211)..........................................................................................................18

4.8 Confirming Time to the Service Order (Optional)................................................................20

4.9 Confirming the Materials Used............................................................................................21

4.10 Creating Resource-Related Billing Request.....................................................................21

4.11 Creating the Invoice for the Billing Memo Request..........................................................23

4.12 Closing the Service Order – Technical complete.............................................................24

5 Follow-Up Processes..................................................................................................................25

5.1 Period End Closing CO Orders (189)..................................................................................25

5.2 Accounts Receivable (157)..................................................................................................26

5.3 Closing Operations SD (203) (Optional)..............................................................................26

6 Appendix.................................................................................................................................... 26

6.1 Reversal of Process Steps..................................................................................................26

6.2 SAP ERP Reports...............................................................................................................29

6.3 Used Forms.........................................................................................................................29



Service with Time and Material Based Billing

1 Purpose

Documenting a customer request for quotation (RFQ) for services, a notification is created in the system to document and classify the required work. An optional activity lets the service responsible call the customer again to complete the information required to prepare the quotation.

The quotation is created in referring to the service portfolio offered by the service provider. This is represented through a range of service products. The prices being offered to the customer for the quoted services are based on time and material. The negotiation process leads to changes in the final price. The final informative quotation is sent to the customer for approval.

If the quotation is rejected, a reason for rejection is set in the sales document to proceed to its cancellation and the process concludes. In case the customer accepts the quotation, a sales order is created and automatically a service order. The service order will contain the resources, time and material, included in the quoted services.

The sales order is billed one or more times during the execution of the service. The amount billed is determined on a time and materials basis, the billing method used is resource-related billing. The actual revenue will be given in this case by the work actually performed and can be different to the quotation estimate.

In this scenario, settlement to Profitability Analysis takes place independently from the service order (actual costs) and from the sales order (actual revenues). Analysis for service profitability is carried out in CO-PA reporting.

This situation describes the case of small or quoted services (typically those that conform a service catalog) and that do not need to be individually analyzed in terms of profit and loss. Actual cost and revenues meet only in CO-PA, and the analysis takes place in bulk according to characteristics such as time period, customer, sales area, supplier cost center, service or service type provided, etc.

2 Prerequisites

2.1 Master Data and Organizational DataA range of indispensable master and organizational data was created in your ERP system in the implementation phase, such as the data that reflects the organizational structure of your company, as well as master data that suits its operational focus, for example, master data for materials, vendors, customers, and so on.

This master data usually consists of standardized SAP Best Practices default values and enables 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 which other material master data exists.



Using Your Own Master DataYou 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:Service

Service Plant

Master data Value Master / org. data details

Comments

Material/Service D103 T&M Billing

Material H100 Procurement-to-Stock (130)

Spare Part 1

Sold-to party 100100 Customer Services

Ship-to party 100100 Customer Services

Payer 100100 Customer Services

Plant 1000 Plant 1

Storage Location 1040 Shipping - (w/o

Company Code 1000 Company Code 1000

CO Area 1000 CO Area 1000

Purchasing Organization

1000 Purch.Org. 1000

Sales organization 1000 Inland

Distribution channel 10 Sales Direct

Division 10 Product Division 10

Task List 100000 / 3 Service T&M

Personnel Number 999201 Avila Tomas

Work Center SERV01 Services: Work Center Technical Serv.

2.2 Business Conditions The business process described in this Business Process Documentation is part of a bigger chain of integrated business processes or scenarios. As a consequence, you must have completed the following processes and fulfilled the following business conditions before you can start going through this scenario:

Business condition Scenario

In order to run through this scenario, the materials must be available in stock. If you use trading goods (HAWA) you can either:

Procurement w/o QM (130)

Do not install the Business Process



Business condition Scenario

run through the procurement w/o QM (130) process or

create stock using transaction MIGO (for details see chapter Preliminary Steps).

Procurement-to-Stock (130), but follow the steps described in the Business Process Documentation Procurement-to-Stock (130).

2.3 Preliminary StepsIn order to run through this scenario, the material H100 (Spare Part) must be available in stock.

Procedure

1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP Menu Logistics Materials Management Inventory Management Goods Movement Goods Movement (MIGO)

Transaction code MIGO

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role

Business role Warehouse Clerk (SAP_NBPR_WAREHOUSECLERK-S)

Business role menu Warehouse Management Receiving Production Order Goods Movement

2. Make the following entries on the MIGO overview screen:

Field name User action and values Comment

Business Transaction A01 – Goods Receipt Select A01 – Goods Receipt from the 1st Drop-Down Menu

Business Transaction R10 – Other Select R10 – Other from the 2nd Drop-Down Menu

Movement Type 561 561 – Receipt per initial entry of stock balances into unrestricted use

3. Choose Enter.

4. On the Goods Receipt Other screen: Material tab page, make the following entry and choose Enter:


Material <Material number> H100

5. On the Goods Receipt Other screen: Quantity tab page, make the following entry and choose Enter:



Field name User action and values

Qty in Unit of Entry 100

6. On the Goods Receipt Other screen: Where tab page, make the following entries and choose Enter:


Plant 1000

Storage Location 1040 Shipping - (w/o

7. Choose Enter.

8. Save your entries.

ResultThe quantity of 100 has been posted.

Financial postings:

Material Debited Accounts Credited Accounts

Cost Element / CO Object

Trading Good (HAWA)

2011100000

Trading goods - cost

9800000003

Initial balance

none

2.4 Roles

UseThe following roles must have been installed to test this scenario in the SAP Netweaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scenario. You do not need these roles if you are not using the NWBC interface, but the standard SAP GUI.

PrerequisitesThe business roles have been assigned to the user who is testing this scenario.

Business role Technical name Process step Service Agent SAP_NBPR_SERVAGENT-S Creating a Service Notification,

Change Service Notification,

Check the Task List,

Creating a Sales Order

Sales Administration SAP_NBPR_SALESPERSON-S Change the Sales Order

Service Employee SAP_NBPR_SERVEMPLOYEE-S Changing the Service Order,

Confirming Time to the Service Order (Optional Step),



Business role Technical name Process step

Confirming the Materials Used,

Creating Resource-Related Billing Request,

Closing the Service Order – Technical complete

Sales Billing SAP_NBPR_BILLING-S Creating the Invoice for the Billing Memo Request,

Empleado (Uso General)

SAP_NBPR_EMPLOYEE-S La asignación de este rol es necesaria para las funciones básicas.

Encargado de Almacén

SAP_NBPR_WAREHOUSECLERK-S Contabilizar Entrada de Mercancías

3 Process Overview Table

Process step External process reference

Business condition

Business role

Trans-action code

Expected results

Creating a Service Notification

– – Service Agent IW51 Customer Request for Service

Changing the Service Notification

– – Service Agent IW52 Add Information to Customer Request

Check the Task List – – Service Agent OISD,

IA07

Check the Task List

Creating the Sales Order

– – Service Agent IW52 Create the Sales Order for resource-related billing

Changing the Sales Order

– – Sales Administration

VA02 Add partner to the sales order

Changing the Service Order

– – Service Employee

IW72 Add Spare Part to the Service Order

Time Recording 211: Time Recording

– See 211 scenario

See 211 scenario

See 211 scenario

Goods Movement – Service Employee

MB11 Confirm the Materials Used

Resource-Related Billing Request


DP90 Resource-Related Billing



Process step External process reference

Business condition

Business role

Trans-action code

Expected results

Creating the Invoice for the Billing Memo Request

– – Sales Billing VF04 The customer invoice has been created and transferred to the Accounting

Closing the Service Order


IW32 Set the status ‘Technically complete’.

Closing the Service Order


IW32 Set the status ‘Complete business’.

Settlement Service Orders

189: Period End Closing CO Orders


See 189 scenario

See 189 scenario

Closing the Service Order – Business View

189: Period End Closing CO Orders


See 189 scenario

See 189 scenario

4 Process Steps

4.1 Creating a Service Notification

UseIn this activity, a customer calls the customer service center in order to request a service. The operator carries out the following procedures to enter the information from the customer.

Procedure1. Access the transaction choosing one of the following navigation options:


SAP Menu Logistics Customer Service Service Processing Notification Create (General)

Transaction code IW51


Business role Service Agent (SAP_NBPR_SERVAGENT-S)

Business role menu Service Processing Notifications Create Service Notification-General



2. On the Create Service Notification screen, make the following entries:

Field name Description User action and values Comment

Notification Type

Notification Type Y2 Service Req. Order

Confirm with Enter.

3. On the Create Service Notification: Service Req.-Order screen choose the specifics tab page and sub tab page Cust. Address, make the following entries:

Field Name Description User Action and Values

Comment

Sold-to party Account Number of Customer

100100

Main Work Ctr. / (Plant)

Reference work center for quotation development

SERV01 / 1000

Plant - Logistic unit

Person Responsible

Responsible for the quotation development and service delivery

999201 Search can be done using the HR organizational structure

4. Confirm your entries with Enter.

5. Make the following entries in the Location data tab page:

Field Name Description User Action and Values Comment

MaintPlant Maintenance Plant 1000

Sales Organization Organizational unit 1000

Distribution Channel Field 2 10

Division Grouping of services

10

Company code Financial organization

1000 Is defaulted when selecting Sales Area

Business Area 0001 Services

CO Area Analytical organizational unit

1000 Can be defaulted when selecting Company Code

6. Make the following entries in the Additional Data 1 tab page:


Coding Code Group YBP100 Notification classification

Coding Code 6 Inquiry




Description Description Inquiry By default the notification type

Subject Long Text Description of the required services

The operator describes the required text and, if know, the number of the suggested service products

High level description of the service

7. Confirm your entries with Enter and save the problem notification, by choosing Save (ctrl. + S).

8. Make a note of the notification number.Notification number: _______________________________.

9. Choose Exit (shift + F3) to return to the SAP Easy Access menu.

ResultA Service Notification has been created.

4.2 Changing the Service Notification (Optional)

UseTo add more specific information that might be relevant for quoting complex services, the service provider calls the customer and adds information received in the call. Simultaneously the agent describes the customer’s expectation in more detail and creates a note regarding the customer call.

This step is optional and aimed to show the documentation of calls within service notifications.

Procedure1. Access the transaction using one of the following navigation options:


SAP Menu Logistics Customer Service Service Processing Notification Change




Business role menu Service Processing Notifications General Change Service Notification

2. On the Change Service Notifications: Initial Screen, enter the following Notification number from the previous section. Confirm your entry with Enter:



3. Choose Log telephone call from the action box on the right.

4. In the Subject of conversation area, enter a text of any length.

5. Confirm the data you have entered for the outgoing telephone call by choosing Continue (Enter).

6. On the Change Service Notification: choose the Notification details tab page.

7. Text entered for the telephone conversation, choose Text in the Activity area.

8. To return to the Notification choose Back (F3). Confirm the message with yes.

9. To save the changes choose Save (ctrl. + S).

10. Choose Back (F3) to return to the SAP Easy Access menu.

ResultThe Service Notification has been updated with the information of the call.

4.3 Check the Task List

UseThe purpose of this activity is to check the activities and resources associated to the service product accepted by the customer.

The service product can be configurable. In this case, the characteristics valuation screen does not appear during the quotation creation from the transaction IW51, and the service order is not created at that moment.

The service order will be created automatically when the sales order is created based on the accepted quotation and saved. In order to generate the service order, a task list is assigned to the service product.

Procedure1. Access the service product using one of the following navigation options:


SAP Menu Logistics Customer Service Service Agreements Environment Sales and Distribution Service Products

Transaction code OISD



Business role menu Service Processing Notifications Others Service Activities Generation of PM Orders from SD

2. Choose Position, the button at the bottom of the table, and make the following entries in the pop-up screen:




Planning Plant Plant 1000

Service Object Service product number D103

3. Accept by choosing Continue (Enter). The cursor is positioned in the appropriate row.

4. In the column Gen TL is contained the key of the Task List Group, this entry along with the one at the column G (Group Counter) identifies uniquely the assigned task list.

Check the values for the assigned task list:

Task List Group:___________________________________.

Group Counter:___________________________________.

5. Choose Back to return to the SAP Easy Access menu.

6. Access the task list using one of the following navigation options:


SAP MenuLogistics Customer Service Service Agreements Maintenance Task Lists Task Lists General Maintenance Task Lists Display

Transaction code IA07



Business role menu Service Processing Preventive Maintenance Task List Display General Task List

7. On the Display General Task List: Initial Screen, make the following entries

Field name

Description User action and values Comment

Group Task list grouping code

Enter the task list group copied in the previous step

8. Select Task List.

9. In the table General Task List Overview, select the row corresponding to the counter copied in the previous step.

10. Choose Operation to access to the Display General Task List: Operation Overview, that contains the operations that are be included in the service order when this is generated in base to this task list.

11. Select the push button to select all the operations and then, the button Components at the bottom of the operations table. You are prompted to the General maintenance task list Display: Components Overview. (if assigned)



12. Navigate through the selected operations using to check the spare parts needed to deliver the service. (if assigned)

The planned resources in the Task List will be the origin of the actual costs of the service delivery. If the price has been changed manually in the quotation due the negotiation process with the customer, this price will be transferred to the sales order and to the billing document, regardless the actual costs incurred.

This is the main characteristic of this process, in which the quotation is binding.


ResultThe Task List has been checked.

4.4 Creating a Sales Order

UseThe purpose of this activity is to define and process the customer’s requirements for service. It will be the basis for billing.

The sales order is created with reference to the service notification.



SAP Menu Logistics Customer Service Service Processing Notification Change




Business role menu Service Processing Notifications General Change Service Notification

2. On the Change Service Notification: Service Req. Order screen choose Sales Order.

3. Choose Back.

4. Save the Service Notification.

Sales order number: _______________________________. (See the line at the bottom)

ResultThe Sales Order has been created.



4.5 Change the Sales Order

UseIn this activity enter the service material with quantity in the sales order.

Procedure

1. Access the transaction using one of the following navigation options:


SAP Menu Logistics Sales and Distribution Sales Order Change

Transaction code VA02

2. Enter the sales order number created in the previous step. Confirm with Enter.


Business role Sales Administration (SAP_NBPR_SALESPERSON-S)

Business role menu Sales Sales Orders Sales Order Processing Change Sales Order

In the list beside choose the All Sales Orders tab page, mark the line with the sales order number created in the previous step and choose Change.

3. On the Change SP: SD- Order XX: Overview screen, make the following entries:

Field name Value Description

PO Number e.g.: CI-8888 Enter the PO number given by the customer or your internal PO number for the customer.

Material D103 T&M Billing

Order Quantity 1

If the Service Product used to create the quotation is configurable, at this moment the system will prompt you to the Characteristics Valuation screen.

In this case, the service product material is not configurable.

4. Choose Enter.

5. Choose All in the pop up window Operation selection using work center / replace work center.

6. Choose All in the next pop up window Operation select.

7. The message Cost determination appears and you can select the item 10 choose Go to (Menu line) Item Conditions and have a look at the calculated costs EK02.



8. Choose Back.

9. To assign a sales employee to the sales order, choose Goto Header Partner.

10. On the Create SP: SD-Order: Header Data screen, make the following entries:

Field name Description User action and values

Comment

Partner Function

Type of partner Select ‘VE - SALES EMPLOYEE’

Click on drop-down arrow in open field

Partner Alphanumeric key identifying the partner

999201 Tomas Ávila

The assignment of a sales employee to the sales order facilitates reporting of sales data by the responsible sales person.

11. Choose Back.

12. Choose Back again.

13. Confirm the message with Yes and save the sales order.

ResultThe system issues the message SP: SD-Order XXXX has been saved.

14. Choose (Document flow), mark the previous changed sales order and choose service documents.

Write down the service order number: _______________________________.

Choose Back to return to the SAP Easy Access menu.

4.6 Changing the Service Order

UseIn this activity you assign the required spare part in the service order. For stock materials, a reservation is created and for non-stock material a purchase requisition is created. It is also possible to plan third-party services.

In this example we will plan stock material.



SAP Menu Logistics Customer Service Service Processing Order



Service Order Service Order List Change



Business role Service Employee (SAP_NBPR_SERVEMPLOYEE-S)

Business role menu Customer Service Service Processing Service Order Change Order - List Form

2. On the Change Service Orders: Selection of Orders screen, in the Order Selection area, make the following entries:


Main work center SERV01

Plant for Work Center 1000

3. Choose Execute.

4. Double-click the service order number to change the service order.

5. Select the Operation tab page.

6. On the Change Service Order <…>: Operation Overview screen, select operation 0010 and choose General.

7. Add the following data for the spare parts required to perform the repairs: Item 10


Component H100

Reqmnt qty 1

IC (item category) Stock item L

SLoc Storage Location 1040

Plant 1000

8. Confirm with Enter. Choose Back.

9. Choose Release. If the dialog box appears for checking the credit limit of the customer, choose Enter.

10. Save your entries.

ResultA Component was added to the Service Order.

4.7 Time Recording (211)

External Process



UseThe Cross-Application Time Sheet (CATS) is the tool used for recording time worked by an employee on a certain assignment. In this scenario the service order is the focal point of the process as it collects labor.

PrerequisitesThe service order is already created. The service order collects all time and cost for internal review.

ProcedureComplete all activities described in the Business Process Documentation of the scenario: Time Recording (211)To accomplish activities of the scenario, carry out the process steps in the relevant Business Process Documentation using the master data from the following table:


Comment

Data Entry Profile

Customized time sheet profile

YB_CS SP Service Order

Key Date Date that determines the date range available in the time sheet

Accept default of today’s date

The first time a time sheet is called up, the key date is not visible on the initial screen.

Personnel Number

Numeric key identifying a personnel record

999201 Tomas Ávila


Comment

ActTyp Activity type Leave empty The value will be set automatically after all necessary fields are filled in and are confirmed with Enter

Rec. CCtr Receiver Cost Center

Leave empty

RecSaleOrd Receiving order that will collect time and cost

Leave empty

RecItm Item number in receiver sales order

Leave empty

Rec.Order Receiver Order Type in the service order number from step 4.5

Act. Activity Number Type in the



Activity Number 0010

Hours Time worked on the receiving object

Any scenario hours

Example: 8

4.8 Confirming Time to the Service Order (Optional)

UseAs an alternative to CATS, time can be reported using the Services time confirmation transaction. Unlike CATS, you do not need to identify a personnel number to report the working time now.

In this activity, the technician responsible report back the time used for this maintenance order.



SAP Menu Logistics Customer Service Service Processing Confirmation Entry Individual Confirmation (Time)




Business role menu Customer Service Service Processing Confirmation Enter PM Order Confirmation

2. Enter the number of the service order and confirm your entry with Enter.

3. The screen Create PM Order Confirmation: Operation Overview is shown. Select the operations

0010 and 0020 and then choose .

4. On the Create PM Order Confirmation: Actual Data screen enter the actual time worked in the field Actual work (e.g. 4 hours).

5. Choose Next Operation (Shift + F11) to confirm time in the activity 0020 the same way.

6. To save the confirmation, choose Save (ctrl. + S).


ResultThe system status of the service order been updated with the actual work made for this order.

4.9 Confirming the Materials Used



UseSpare parts have been planned from stock for the service. You now have to confirm the consumption of the spare part materials.



SAP Menu Logistics Customer Service Service Processing Confirmation Goods Movement Goods Movement

Transaction code MB11


Business role Service Employee SAP_NBPR_SERVEMPLOYEE-S)

Business role menu Customer Service Service Processing Other Service Activities Goods Movement

2. On the Enter Goods Movement: Initial Screen, choose To Order and make the following entries:


Order Number Your service order

3. Confirm your entries with Enter. On the Enter Goods Movement: Select screen, select the relevant items, choose Adopt + Details and check the entries.

4. Save the goods issue document.


ResultThe material consumption has been posted and the stock level is reduced in the system.

4.10 Creating Resource-Related Billing Request

UseBilling takes place in two steps. In the first one is created a billing memo request (Billing Request), in the second the actual billing document is created, based on the billing request.

In this activity a billing request is being created out of the actual time and materials used in the service order.

The invoice will be posted to the Sales Order item in which the Service Order is assigned.





SAP Menu Logistics Customer Service Service Processing Completion Billing Request Process Individually

Transaction code DP90



Business role menu Customer Service Service Processing Billing CS: Resource-Related Billing Doc.

2. On the Resource-Related Billing Request: initial Screen, make the following entries:


Sales Document

Billable sales document

Sales Order created in previous step RRB with reference to the Service Order

Sales Document Item

Billable sales document

Positions of the sales order to be billed RRB with reference to the Service Order

3. 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 warning: Do you really want to create the billing request? Choose Yes.

6. On the Sales tab page, in the Order reason field, choose No warranty.

7. On the Change Debit Memo Requ. 70000xxx: Overview screen, delete the billing block, by leaving the field blank.

8. Select all items and Goto Item Conditions and make the following entries:


CnTy Condition Type Select condition type YBS1 SP: Surcharge to the costs

Amount Type in a percentage you want to add to the costs and charge to the customer

Go to the button to go to the next item and repeat step 8.

For the service material items the status on condition type VPRS – Internal Price (field CnTy in the item conditions) is red. This is not an error. The service materials do not have a material price in the master data. The condition type VPRS collects the material price from the material master and shows it in the pricing conditions of the billing document. In the case of the service materials there is no price, therefore VPRS is ‘0,00’ and in ‘red light’.

9. Choose Back

10. To save the Debit Memo Request choose Save (ctrl. + S).



Make a note of the billing request number.Billing Request: _______________________________.

11. Choose Back (F3) to return to the SAP Easy Access menu.

If you don’t get a billing request number go to the service order (transaction: IW32). Enter your service order number and choose enter. Follow path Extras Documents for order document flow. Here you can see the Debit Memo Requ. with status Open.

12. In case you could not delete the billing block in the previous step, access the Billing Request following the navigation options:


SAP MenuLogistics Customer Service Service Processing Environment Sales and Distribution Sales Order Change

Transaction code VA02



Business role menu Sales Sales Orders Sales Order Processing Change Sales Order

13. On the Change Sales Order: initial Screen, make the following entries:


Order Billing request created before

14. Choose (enter), and then select Goto Header Billing. Leave the field Billing Block blank and then choose Save (Ctrl. + S).

ResultThe Resource-Related Billing Request has been created.

4.11 Creating the Invoice for the Billing Memo Request

UseIn this activity the invoice is generated out of the billing memo request.



SAP Menu Logistics Customer Service Service Processing Completion Billing Document Process Billing Due List

Transaction code VF04



2. On the Create Billing Document initial screen, make the following entries:


SD Document Billing Request from the previous step

Order-related X

3. To display the billing list choose Display Bill List.

4. On the Maintain Billing Due List screen, save the proposed debit memo by choosing Save (ctrl. + S).. This generates the billing document.

5. To display the invoice number mark the line and choose the button Documents. Then mark the line with the invoice number and choose the button Disp. Doc. Now the invoice is displayed.

6. Choose Back (F3) four times to return to the SAP Easy Access menu.


Business role Sales Billing (SAP_NBPR_BILLING-S)

Business role menu Sales Billing

1. In the list shown beside choose All Sales Documents Due for Billing tab page.

If the document is not shown in the list choose Search criteria and enter the sales document number manually.

2. Mark the line with the sales order document created earlier.

3. Choose Individual Billing. This generates the billing document. To display the invoice document in the same step choose Individual Billing and Show as PDF.

Press Home to return to the NetWeaver Business Client main menu.

ResultThe invoice has been created and assigned to the accounting.

4.12 Closing the Service Order – Technical complete

UseIn this activity, the service order status is set to “technically complete”.



SAP Menu Logistics Customer Service Service Processing Order Service Order Change






Business role menu Customer Service Service Processing Service Order Change Order

2. Enter the service order number and choose Enter.

3. On the Change Service Order 4XXXXX: Central Header screen choose Complete (technically) (Ctrl+F12) to continue.

4. A screen window appears where additional information regarding the completion can be updated, to continue choose Enter.


ResultThe Service Order is completed technically.

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 steps described in one or more of the following scenarios, using the master data from this document.

5.1 Period End Closing CO Orders (189)

External Process

UseAdditional activities must be carried out in this project. These are executed collectively as a part of month-end closing. For more information on the month-end closing procedure, see the Business Process Documentation for period end closing CO Orders.

Note that month-end closing can only be executed once a month.

To accomplish activities of the scenario, carry out the process steps Settlement Service Orders and Close Completed Service Orders (Business View).



5.2 Accounts Receivable (157)

External Process

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 in customer accounts”, “Manual Clearing of Open items in customer accounts”) using the master data from this document.

5.3 Closing Operations SD (203) (Optional)

External Process

UseThis scenario describes the collection of periodic activities such as day ending activities or legal requirements like Intrastat and Extrastat reporting.

ProcedureComplete all activities described in the Business Process Documentation of the scenario: Closing Operations SD (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 Appendix

6.1 Reversal of Process StepsIn the following section, you can find the most common reversal steps, which you can take to reverse some of the activities described in this document,



Creating a Service NotificationTransaction code ( SAP GUI) IW51

Reversal: Change a Service Notification

Transaction code ( SAP GUI) IW52


Business role menu Service Processing Notifications Change Service Notification

Comment Set the system status NOCO (Notification completed) and set system status DLFL (Deletion Flag).

Change the Service OrderTransaction code ( SAP GUI) IW32

Reversal: Change the Service Order



Business role menu Customer Service Service Processing Change Order

Comment If the order is not released: set the system status NCMP (Not completed) with the function Do Not Execute. After that set the system status DLFL (Deletion Flag).

If the order is released: set the system status CLSD (Closed) with the function Complete (Business). After that set the system status DLFL (Deletion Flag).

Confirming Time to Service Order (Optional Step)Transaction code ( SAP GUI) IW41

Reversal: Cancel PM Order Confirmation



Business role menu Customer Service Confirmation Cancel PM Order Confirmation

Comment It is only possible to cancel the whole confirmation.



Confirming the Materials UsedTransaction code ( SAP GUI) MB11

Reversal: Goods Movement - Cancel with Reference to Order

Transaction code ( SAP GUI) MB11


Business role menu Customer Service Service Processing Goods Movement

Comment The Goods Movement with Reference to the Order is cancelled.

Closing the Service Order - TechnicallyTransaction code ( SAP GUI) IW32

Reversal: Cancel the Technical Completion




Comment Use Order - Functions – Complete – Cancel technical completion

Create Sales OrderTransaction code ( SAP GUI) VA01

Reversal: Change Sales Order

Transaction code ( SAP GUI) VA02



Comment You change the sales order before invoicing.

Maintain Billing Due List / Create Billing Document Transaction code ( SAP GUI) VF04 / VF01

Reversal: Cancel Billing Document

Transaction code ( SAP GUI) VF02

Business role Sales Billing (SAP_NBPR_SALESPERSON-S)

Business role menu Sales Billing Change Billing Document

Comment You cancel the customer invoice and the posting to the accounting.



6.2 SAP ERP Reports

UseThe table below lists the most frequently used reports that help you to obtain additional information on 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)

Note that the descriptions of some reports that are an indispensable part of the process flow may be located directly in the section where they belong.

ReportsReport title Transaction code Comment

Service Notifications IW59 A list of service notifications.

Service and Maintenance orders IW39 A printed list of orders.

Cost Analysis MCI8 A list of order types contains information about the numbers of unplanned and complete orders.

Orders: Actual/Plan Variance S_ALR_87012993 An Overview of the actual and plan data on internal orders.

List: Orders S_ALR_87012995 A List of Orders by Controlling Area for a Plan/Actual Comparison

Actual Line Items KOB1 A Report for Actual Line Items for Orders.

Execute Report KE30 A Report concerning Plan/Actual Activities.

6.3 Used Forms

UseIn some of the activities of this business process, forms were used. The table below provides details on these forms.

Common form name

Form type Used in process step Output type

Technical name

PM_COMMON SapScript After Release of the Service Shop



Order Paper


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