Credit Memo Business Process

EHP4 for SAP ERP 6.0

June 2009

English

Credit Memo Processing (204)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices Credit Memo Processing (204): BPD

Copyright

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Icon Meaning

Caution

Example

Note

Recommendation

Syntax

External Process

Business Process Alternative/Decision Choice

Typographic 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.

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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.



Contents

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

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

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

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

2.3 Roles............................................................................................................................... 7

3 Process Overview Table.........................................................................................................7

4 Process Steps........................................................................................................................ 8

4.1 Sales Order Entry............................................................................................................8

4.2 Remove Billing Block.....................................................................................................10

4.3 Billing............................................................................................................................. 11

5 Follow-Up Processes............................................................................................................13

Sales: Period End Closing Operations (203) (optional)............................................................13

6 Appendix.............................................................................................................................. 13

6.1 Reversal of Process Steps............................................................................................13

6.2 SAP ERP Reports.........................................................................................................14

6.3 Used Forms...................................................................................................................15



Credit Memo Processing

1 PurposeThe Credit Memo process is used to apply a credit to a customer account once you have determined that a customer has been overcharged as a result of a pricing or sales tax rate error. An Invoice Correction Request is then created with the amount to be credited, and placed on a billing block for review. It must then be released to become billing relevant, and appear on the billing due list. The periodic billing process creates a credit memo to be sent to the customer, and posts an accounting document.

2 Prerequisites

2.1 Master Data and Organizational DataSAP Best Practices Standard ValuesEssential 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 and master data that suits its operational focus, for example, master data for materials, vendors, and customers.

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:

Master / Org. data

Value Master / Org. data details Comments

Material H11 Trading Good for Reg. Trading (MRP planning)

no Serial no.; no batch

See sections Business Conditions and Preliminary Steps

Material H12 Trading Good for Reg. Trading (reorder point planning)

no Serial no.; no batch

See sections Business Conditions and Preliminary Steps


Only use if you have activated the building block Serial Number Management (126).



Master / Org. data

Value Master / Org. data details Comments

with serial numbers, no batch

See the sections Business Conditions and Preliminary Steps.


no Serial no.; batch controlled (Exp. Date)

Only use if you have activated the building block Batch Management (117).

See sections Business Conditions and Preliminary Steps.


no Serial no.; batch controlled (FIFO strategy)



Material F29 Finished Good MTS for Process Industry (PD planning)

no Serial no.; with batch (Exp. Date)



Material F126 Finished Good MTS for Discrete Industry (PD planning)

with Serial no.; with / w/o batch (FIFO strategy)

Only use if you have activated the building block Serial Number Management (126).


Sold-to party 100000 Customer domestic 00 You can test the scenario using another domestic customer

Ship-to party 100000 Customer domestic 00

Payer 100000 Customer domestic 00

Plant 1000(1100)

Storage Location

1030/ 1040(1130/ 1140)

Shipping Point

1000(1100)

Sales organization

1000

Distribution channel

10

Division 10

2.2 Business ConditionsThe 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

You have completed all relevant steps described in the Business Process Documentation Prereq. Process Steps (154).

Prereq. Process Steps (154)

In order to run through this scenario, you must already have sold some goods.

Sales Order Processing: sale from stock (109)

2.3 Roles

UseThe following roles must have already 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 only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.

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

Business Role Details Activity

Employee (Professional User)

SAP_NBPR_EMPLOYEE-S Assignment of this role is necessary for basic functionality.

Sales Administrator SAP_NBPR_SALESPERSON-S Sales Order Entry

Accounts Receivable Manager

SAP_NBPR_AR_CLERK-M) Remove Billing Block

Billing Administrator SAP_NBPR_BILLING-S Billing

3 Process Overview TableProcess step External

process reference

Business condition

Business role

Trans-action code

Expected results

Sales Order Entry

Request for customer credit, result of over-charge on invoice

Sales Administrator

VA01 Order saved, billing block auto assigned to Sales Order

Remove Billing Block

Request approved

Accounts Receivable Manager

V23 Block removed

Billing Documents and postings required

Billing Administrator

VF04 Posting to customer account

Outgoing Payment

Accounts Receivable (157)

Closing Operations

Sales: Period End Closing



Process step External process reference

Business condition

Business role

Trans-action code

Expected results

Operations (203)

4 Process Steps

4.1 Sales Order Entry

UseThe customer will receive a tax-only credit, or a credit for incorrect charges.

PrerequisitesNone

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 Order Create

Transaction code VA01

2. On the Create Sales Order: Initial Screen, make the following entries:

Field name Description User action and values Comment

Order Type RK (Invoice Correct. Req)

3. Choose Create with reference.

4. Enter the billing document number and choose Copy.

The sales document is automatically created by copying lines from the original invoice. For every line in the invoice, two lines are created in the sales document:

The first one cannot be modified and reports the total amount of the original invoice line with same quantity and opposite sign in the value.

The second one can be modified and reports the total amount of the original invoice with same quantity and same value.

Given that we’re correcting the amount of an invoice line that was wrong in its original line, the user will specify the correct amount in the second of the two lines. In this way the total correction amount will be correctly calculated as the difference between the first line (reporting the old wrong value) and the second line (reporting the new correct value).

5. On the Sales tab page, enter an order reason, for example Damaged in transit, then choose Item Conditions.



6. Change the amount of second line(s) using condition PR00 (CnTy). Select the item and choose Item conditions. In the Amount for the Pricing condition PR00 field change the amount.

If you want to change the header text on the invoice that will be created later in the process, choose Goto Header Texts. Select Header Note 1, enter note text (for example, Reason for Credit Memo) and choose save. If you want to change the item text, mark an item and choose Goto Item Texts from the menu. Select Material Sales Text, enter the item text and choose save.

7. Choose Save.

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

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

Business Role Sales Administrator

(SAP_NBPR_SALESPERSON-S)

Business Role Menu Sales Customer Cockpit

2. Make the following entries and choose Display Customer:


Customer Number

100000

3. On the Customer Cockpit screen, select the following option:


Other Activities Create Order Select Create Order from the Drop-Down Menu

4. On the Create Sales Order screen, make the following entries and choose Start:


Sales Document Type

RK Invoice Correct. Req

Reference Document

<Billing document> Enter the billing document number to be referenced

The sales document is automatically created by copying lines from the original invoice. For every line in the invoice, two lines are created in the sales document:

The first one cannot be modified and reports the total amount of the original invoice line with the same quantity and the opposite value sign.

The second one can be modified and reports the total amount of the original invoice with same quantity and same value sign.

Given that we’re correcting the amount of an invoice line that was wrong in its original line, the user will specify the correct amount in the second of the two lines. In this way the total correction amount will be correctly calculated as the difference



between the first line (reporting the old wrong value) and the second line (reporting the new correct value).

5. On the Standard Order: New screen, make the following entries:


Order reason For example: Damaged in transit

6. On the Pricing tab page, decrease the Price for the second item by selecting the item and choosing the Pricing tab on the screen section next to the Item Overview section.

If you want to change the header text on the invoice that will be created later in the process, choose the Header Details tab Texts tab. Select Header Note 1, enter note text (for example, Reason for Credit Memo) and choose Apply. If you want to change the item text, mark an item and choose the Texts tab. Select Material Sales Text and language, enter the item text and choose Apply.

7. Choose Save Document. Make a note of the sales order number: __________

ResultThe order is saved and a billing block is assigned to the credit memo.

4.2 Remove Billing Block

UseThe sales order entry procedure assigned a billing block to the credit memo. In this activity, you remove the billing block.

PrerequisitesNone

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 Sales Information System Worklists Sales Documents Blocked for Billing

Transaction code V23


Business role Accounts Receivable Manager

(SAP_NBPR_AR_CLERK-M)

Business role menu Accounts Receivable Postings Billing Sales Documents Blocked for Billing

2. On the screen, make the following entries:




Billing block header

Sales organization

<Sales Organization>

Distribution channel

<Distribution Channel>

Division <Division>

Entered on <beginning date>

Entered on to <ending date>

3. Choose Execute.

The system may issue the information message, Execute selection report SDSPESTA first. Confirm this message.

4. On the next screen, select the document, and then choose Edit Sales Doc.

5. On the Change Invoice Correct. Req 6xxxxxxx: Overview screen, in the Billing Block dropdown menu, select the blank entry to remove the billing block.

6. Choose Save.

ResultThe billing block is removed.

4.3 Billing

UseIn this activity you generate a billing document and credit the customer’s account.

PrerequisitesNone

ProcedureOption 1: SAP Graphical User Interface (SAP GUI)

1. Access the transaction choosing the following navigation options:

SAP ECC menu Logistics Sales and Distribution Billing Billing Document Process Billing Due List

Transaction code VF04

2. On the screen, enter the relevant search criteria and in the Documents to be selected area, choose Order-Related.



3. Choose Display Bill List.

4. Select the row with the sales order and choose Individual Billing Document.

5. Choose Save.


1. Access the transaction choosing the following navigation options:

Business role Billing Administrator

(SAP_NBPR_BILLING-S)

Business role menu Sales Billing

2. On the Billing screen choose Billing Due List tab page (refresh the current query if necessary).

3. Enter the relevant search criteria, select the Order-Related flag. Choose Apply.

4. Mark the lines with the sales documents you want to bill then choose Billing in Background.

5. The system will provide you with a list of the created billing documents.

ResultThe Credit Memo is printed.

Financial postings:

Material Debited Accounts Credited Accounts

Cost Element / CO Object

Trading Good (HAWA)

500000 Sales revenue dom 480000´Tax on sls/purch.

240000 Receivables - domes.

500000

Finished Good (FERT)

500000 Sales revenue dom 480000´Tax on sls/purch.

240000 Receivables - domes.

500000

The printout of the credit memo is executed automatically and immediately (see settings in transaction VV33 for Output Type RD00 and defaults in user settings in transaction SU01).

You can also 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 VF03

1. Go to transaction VF03, in the screen Display Billing Document: From the menu choose Billing document Issue Output to

2. Mark the line with the message type RD00

3. Choose Print.




Business Role Billing Administrator

(SAP_NBPR_BILLING-S)

Business Role Menu Sales Billing Change Billing Document

1. Enter the billing document number.

2. Choose More … Billing Document Issue Output to.

3. Select the relevant output and choose Print.

5 Follow-Up Processes

You 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.

Accounts Receivable (157)

UseIn this activity you post the outgoing payment.

ProcedureComplete all activities described in the Business Process Documentation of the scenario: Accounts Receivable (157) (Chapters “Post Payment using Automatic Payments Program” or “Outgoing Payments - manually”) using the master data from this document.

Sales: Period End Closing Operations (203) (optional)

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: 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 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.

Sales Order Entry



Transaction code ( SAP GUI) VA01

Reversal: Delete Sales Document


Business role Sales Administration

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

Comment Select menu Sales Document → Delete.

Remove Billing Block

Transaction code ( SAP GUI) V23

Reversal: Re-assign Billing Block


Business role Billing Administration

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

Comment

Billing

Transaction code ( SAP GUI) VF04

Reversal: Cancel Billing document

Transaction code ( SAP GUI) VF11

Business role Billing Administrator

Business role menu Sales Billing Cancel Billing Document

Comment Go to transaction VF11, enter the relevant billing document number, press Enter and save your result. An invoice cancellation document has been created balancing the original invoice.

6.2 SAP ERP ReportsUseThe table below lists the reports that you can use 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.

Reports



Report title Transaction code (SAP GUI)

Business Role (NWBC)

Business Role Menu (NWBC)

Comment

List of Sales Orders

VA05 Sales Manager(SAP_NBPR_SALESPERSON-M)

Sales Sales Orders Reports List of Sales Orders

A list of all selected sales orders is displayed.

List Billing Documents

VF05 Sales Manager(SAP_NBPR_SALESPERSON-M)

Sales Sales Orders Reports List Billing Documents

A list of all selected billing documents is displayed.

6.3 Used FormsCommon Form Name

Form Type Used in Process Step Output Type

Technical name

Sales Invoice Smartforms Billing RD00 YBAA_SDINV


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