SAP CRM Sales Billing

SAP CRM 7.0Detailed View

SAP CRM 7.0 – Order Management

CRM Billing

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1. Billing Process Overview2. Features in Detail3. Customizing for Billing4. Further Information

Content

Example of Billing in Sales Scenario: Quotation and Order Management in SAP CRM

Create customer

inquiry

Create sales order

Create quotation

Create invoice

2

3

4

56

7

1

Monitor status of order

Create delivery, pick, pack, and post goods issue

Analyze sales processes

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Example of Billing in Service Scenario: Service Order Management

Make inquiryAccept quotation

Create and communicate quotation

Execute assignment and perform confirmation

7

8

1

23

4

5

6

Convert quotation into service order

Create and optimize assignments

Approve confirmation and assign costs

Bill customer,perform analyses

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Billing with SAP CRM

Billing is an essential part of Sales and Service processes and is critical to ensuring the timely processing of a company’s revenue stream

Billing comprises the collection of billable items in the billing due list and the functionality to invoice this data, producing billing documents that are transferred to accounting.

Both the due list items and the billing documents contain essential information and data. Examples are:

PartnersProducts and quantitiesPrices and taxesTerms of payment

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System Landscape

SAP ERP

CRM Sales & Service

TransactionsCRM Billing

SAP BWSAP CRM

PricingTax

Output Format

FI CA, AR

ExternalTransactions

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Output Printer and mail

Transfer SAP FI/CO

Extract SAP BW

ConnectOtherappl.

Transaction

Delivery

Externaldata

Process Overview

The CRM billing process consists of:Input processing – data from several possible sources is loaded into billing due list (billing items)Billing run – billing due list is processed, creating billing documents (split/convergence)Output processing – supports posting to accounting, updating source documents, printing, etc.

Input Processing Billing

OutputProcessing

BillingDueList

BillingDocu-ments

E.g. GTS. FI AR

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Billing Engine Framework (BEF)

Key Features

Comprehensive integration with preceding processes (business transactions and deliveries)Simplified processing & user experienceTransaction-related, delivery-related, and direct billingCancellation handlingPayment card supportMilestone and periodic billingMulti-level intercompany billingSupplementary invoicesInvoice splitDifferential invoicingSupport of foreign trade processes Flexible output processingStandard integration with SAP ERP FinancialsProvision for SAP Business IntelligenceExternal interface for billing due listExtensibility and performance optimization of billing application

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Content

Billing Relevance

The billing relevance defined at item level in the business transaction drives the billing process.

It controls:When billing data is transferred to the billing due list (for example, after saving or in the case of a specific status)Whether the transaction or the delivery triggers billingWhere billing takes place: either within CRM or R/3 SD

In transaction-related billing, the business transaction provides all data necessary for billing

Selection of billing due items via transaction numberUsed, for example, for service orders and contracts

In delivery-related billing, a combination of delivery and transaction data feed the billing process

Selection of billing due items via delivery numberUsed, for example, for sales orders

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Input Processing – Billing Due List

Transactions relevant for billing: For example,service order, contract, and delivery

Billing due list:

Billing due list items

Organizational data:Determines the billing unitPartner data:For transferring and filtering business partnersPricing conditions:For transferring pricing conditionsText data:For transferring texts

The billing due list receives the billing-relevant data from precedingprocesses, supplements it with customizing data and master data, checks it,and saves it in the form of a billing due list item.

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Billing Due List Items

The billing due list item contains all the information necessary for billing. It is an extract of the original order document.

Item detail:Billing unit and billing dateProduct and quantityPrices and conditionsPartner (for example, sold to party, ship to party, bill to party, and payer)TextsStatus

Billing due list:

Transaction Payer Billing type Net value50004711 1067 Invoice 115 USD45788810 8864 Credit memo -354 EUR9003456 4544 Invoice 6,233 USD

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Working with the Billing Due List

Working with the billing due list, you can:Select billing due list items according to several selection criteria, such as payer, billing date, and billing type

Set default data for billing type and billing date (this overwrites any settings from customizing)

Get detailed information by displaying the item details

Trigger billing

Display billing due list items that are blocked for billing and, where required, release them for billing

Display incomplete billing due list items and, if necessary, transfer them again to input processing

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Billing Process

During the billing process, the system creates billing document items from billing due list items and assigns them to billing document headers.

The system can only combine a number of billing due list items in a joint-billing document, if the billing document header fields have the same contents (splitting criteria), such as:

Billing typeBilling dateBusiness partner “payer”Billing unitTerms of paymentIncotermsLetter of Credit

During the billing process, the system completes the billing items with relevant master data and customizing data (partners, texts, prices, and conditions; on header and item level).By means of copy requirements, you can influence under which conditions billing due list items are copied into billing items.

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Billing – Methods

You can create billing documents by executing:Individual billing – For every marked item the system creates individual billing documents in dialog mode. Online collective billing – The system creates billing documents for all marked items in dialog mode, and assigns all items to a single document unless splitting criteria is applicable. Collective billing in background – The system creates billing documents for all marked items in the background. It assigns all items to a single document unless splitting criteria is applicable. Background jobs for billing – The system executes defined batch jobs for collective billing.

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Billing Documents

A billing document consists of a header and one or more items.

For example: payer, billing type, billing date, billing unit, net value, value date,accounting status

Header data

Item dataFor example: product, quantity, prices and conditions, sold-to party, and ship-to party

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Working with Billing Documents

You can maintain billing documents in several ways.If the transfer to FI has not already taken place, you can:

Change the fixed value date (at header level)Change pricing data (at item level)Change or add texts (at header and item level)

If the transfer to FI has taken place, you can:Change the assigned header and item texts

Release and transfer billing documents that are blocked for transfer to FICancel billing documents

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Example: Billing Document Details in the Web Client

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SAP R/3

SAP CRM

Billing Scenarios: Example Delivery-Related Billing

7

6

Goods Issue5

4

Sales order

2

CRM Billing

Billing due list

2a

9Sales order

Product QuantityBook 12 pc.

1

Invoice

8

Delivery3

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Direct Billing

Via direct billing, a billing document can be created directly, without the intermediate step of initiating billing via the billing due list:

Direct billing is triggered by a flag in the business partner master data (payer)

Incomplete or blocked due list items are excluded from direct billing

If an error during billing occurs, the item can be found in the billing due list

You can also use a Business Add-In (BAdI) to trigger direct billing

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Cancellation of Billing Documents

Cancellation document

Billing due list entries

FinancialaccountingBilling

documentStatus: canceled

In order to reverse the billing process you can cancel billing documents.

The system does the following:Changes the billing document (status: canceled)Generates cancellation document (to reverse postings in FI)Creates new entries in billing due list

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Payment Card Support in SAP CRM

Payment card processing allows customers to pay for their purchases with a credit, debit, or corporate card

Maintain payment card data in business partner master data as well as directly within the transaction document

Manage multiple payment cards in the transaction document (maximumamounts can be entered per card, one card should not carry a limit)

Execute an authorization check with a clearing house for single or multiple payment cards in a transaction document

Trigger re-authorization when a transaction is saved or via a mass re-authorization batch report (re-authorization can also be triggered during due list processing)

Authorize payment cards manually in the transaction

Search for sales orders by payment card type and number

Security features include: card number masking & encryption, audit trailfor access to masked card number, no storage of card verification value(CVV)

Execute settlement with the clearing house in the OLTP system

Bidirectional exchange of payment card changes with OLTP system (SAP®R/3®)

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Payment Card Support in SAP CRM – Process CRM Order & CRM Billing

FIDocument

Sales Order

Delivery

BillingDocument Authorization info

copied from salesorder

No re-authorization check will be possible in this scenario.

Sales

Settlement

Order Info & Payment Plan

Order Info &Payment Plan Ref

Order & Payment Plan Info ERP

Billing

Shipping

FinancialAccounting

CRM

Authorization

Merchant Bank

Initiate individualor mass reautho-

rization in the sales order

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A billing plan is a schedule of individual billing dates for a product or a service and is contained within a transactionaldocument.

Periodic billing:Bills the same amount at regular intervals Can be used, for example, for maintenance or leasing contracts

Milestone billing:Bills different amounts on predefined datesCan be used for items in high-value projects or long-term projects (for example, plant engineering and construction)

Milestone & Periodic Billing: Billing Plan

1st milestone 1. April 20% 2.000 USD2nd milestone 31. Mai 40% 4.000 USDFinal invoice 30. June 40% 4.000 USD

31. Jan. 2.000 USD28. Feb. 2.000 USD31. Mar. 2.000 USD

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Billing Plan – Example: Periodic Billing

You can see the billing plan in a business transaction on the billing plan tab page

The system creates billing due list entries for every billing request item from the billing plan.Once the billing date of a billing request item (BRI) is reached, the system creates a billing document.

Service Contract

Sold-to party: Miller Inc.

Billing plan: Periodic billing

Billing request items (BRI):31. Jan. 2.000 USD28. Feb. 2.000 USD31. Mar. 2.000 USD

Validity period: Jan. - March

Billing date: End of month

Billing Due List

Entries

Invoice 1Miller Inc.31. Jan. 2.000 USD

Invoice 2Miller Inc.28. Feb. 2.000 USD

Invoice 3Miller Inc.31. Mar. 2.000 USD

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Intercompany Billing

Sales org. Germany

Company Germany

Delivery plantNew York

Company US

Customer

Order

Customer invoice

Intercompany invoice

Delivery

Intercompany billing = A process for internal invoicing in the case that the sales organization and the delivering organization of an enterprise belong to independent accounting units.

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Multi-Level Intercompany Billing

Multi-level intercompany billing = For a given intercompany-relevant transaction, a chain of intercompany billing documents is derived to allow a general multi-level intercompany process.

Sales org. Germany

Company Germany

Delivery plantNew York

Company US

Intercompany invoice 2

Customer

OrderCustomer

invoice

Delivery

Companyholding

Paris

Intercompany invoice 1

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Intercompany Processing – Characteristics

System automatically determines whether vendor belongs to different billing organization than sales organization

Supports transaction and delivery-related intercompany processing

Creates two or several billing due list items: one for customer invoice and one or more for intercompany invoice(s)

Within direct delivery billing, integration with controlling provides determination for the profit center of the delivering party, and booking of cost of goods issued and revenue to new accounts.

During the creation of a billing due list entry for an intercompany invoice, prices and partners are redetermined

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Supplementary Invoice

The system creates an additional entry in the billing due list, if a partner with the partner function “bill-to party (supplementary invoice)” exists in the original transaction.

The system carries out a partner determination for the copied item.

The system carries out pricing for the copied item.

Only the customer invoice is provided to Financial accounting for further processing

Invoice 1Miller Inc.1.200 USD

Invoice 2SLC Inc.1.100 USD

Financial accounting


Service order

Bill-to party:Miller Inc.

Bill-to party supplementary invoice:SLC Inc.

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The invoice split is triggered by the condition type and by a flag in the business partner master data (payer).

The system then creates an additional entry in the billing due list.

The invoices are handled separately in all following processes.

Invoice Split Using Conditions

You can split the net value of an item into two invoices

Invoice 1

Price 100 USD

Invoice 2

Freight 20 USD



Order

Price: 100 USD

Freight: 20 USD

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Differential Invoicing

Complaint

Product 1 8 pc 800 USD

Invoice 1 (Original Invc)

Product 1 10 pc 1000 USD

Differential Invoice

Product 1 8 pc 800 USDProduct 1 10 pc -1000 USD

-200 USD

Differential invoicing allows invoice corrections to be generated from complaints. A value or quantity change in a complaint can trigger the creation of a correction document.

Shortage Complaint

Quantity 8 Received

Original Invoice Quantity Credited back in Full

Received Quantity is Charged

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Foreign Trade: Periodic Declarations Intrastat/Extrastat

A new report is introduced within SAP CRM Billing with the following features:Flexible selection and filtering criteria for invoice documentsCan be run as a periodic batch processIntegrates directly with Global Trade Server (GTS) – Reporting done via GTS

The European Union (EU) requires that it’s member countries provideperiodic reporting of foreign trade transactions that occur with other other member countries of the EU.

This report can be run in batch and will update the Global Trade Server with the selected CRM billing document data. The actual Intrastat and Extrastat reporting is then generated directly out of the Global Trade Server.

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Foreign Trade: Letter of Credit

The support for Letter of Credit enables:Inclusion of LOC ID on the CRM Sales Order (Item Level)Creation of a Billing Due List item containing the LOC referencePrinting of Billing Document containing LOC information (bank partner information)The LOC is used as a splitting criteria in billing as there can only be one LOC per billing document

Foreign trade commerce is frequently support by Letter of Credit (LOC) transactions. A letter of credit is a written agreement (engagement) of a bank,delivered to the seller at the request of the buyer, that serves as a form of guarantee that some portion of a sales transaction can be paid.

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Output Processing

The billing capability uses action processing (post processing framework PPF) for creating the output.

CRM Billing enables invoice output through various media:

PrinterFaxE-mailOptical archivingExternal printing channels

You can output customer invoices:Automatically after the billing documents have been created Periodically (for example, at the end of a week or month) Manually

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Integration with SAP ERP Financials

The system transfers billing documents to SAP FI in order to post them as open items.

Features are:Status and error handling in billing documents to control transfer to accountingPossibility to separate the creation of a billing document from its transfer to accounting Flexible account determination, either based on single mapping table or on condition techniqueCan be connected either to SAP R/3 FI-A/R or SAP R/3 FI-CASales transactions transfer the controlling attributes and planned values (incoming sales orders), whereas billing transfers the actual values (sales volume) to SAP R/3 FI-COMiddleware controls the connection between billing and accounting

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External Due List Interface

The external due list interface is a XIF interface for the billing due list.The interface can be used to transfer external transaction data to the CRM billing due list (for example, transfer of items to be billed from an external order entry or delivery system).

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Extensibility & Performance Optimization

Key Features of the Billing Engine Framework include:Feature activation concept that allows a company to select only the features that are to be used, thereby ensuring the leanest possible billing applicationData extensibility concept that enables fields to be added to the core objects of the billing application (e.g. billing due list items and billing documents)Processing logic extensibility concept that enables additional processing logic to complement the extension of the data model

CRM Billing leverages a unique framework designed to allow a company to enhance both data model and processing logic. This enables a customer to meet their unique requirements in a performance optimized manner.

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Service Oriented Architecture (SOA): Billing Services

Customer Invoice Processing

Request Invoicing as BulkCustomer Invoice Request


Release Customer Invoice Request as Bulk

Customer Invoice Request


Release Customer Invoice RequestCustomer Invoice Request


Read Customer Invoice RequestCustomer Invoice Request


Find Customer Invoice Request Basic Data by Elements



Confirm Customer Invoice Request as Bulk



Cancel Customer Invoice Request as Bulk



Maintain Customer Invoice Request as Bulk


Process ComponentService NameBusiness Object

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Note: Corresponds to billing due list

Service Oriented Architecture (SOA): Billing Services (Cont’d)


Notify of Customer Invoice as BulkCustomer Invoice


Notify of Customer InvoiceCustomer Invoice


Cancel Customer Invoice as BulkCustomer Invoice


Cancel Customer InvoiceCustomer Invoice


Release Customer InvoiceCustomer Invoice


Update Customer InvoiceCustomer Invoice


Read Customer InvoiceCustomer Invoice


Find Customer Invoice Basic Data by Elements

Customer Invoice

Process ComponentService NameBusiness Object

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Content

Configuration of Billing Applications

You can configure your billing application and adapt it to your needs by activating additional features, such as:

Advanced item category determinationEnhanced account determinationXIF connection (inbound processing)CRM integration to contract accounting (FI-CA)Supplementary invoiceInvoice split using conditionsMultilevel intercompany billingForeign trade connection (GTS)Enhanced attributes for pricingLocalization (country-specific functions)

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Customizing Settings for Billing

The following Customizing settings are necessary:Define settings for basic functions/services used by CRM Billing:

Settings for pricing (pricing procedure)Settings for partner processing (partner-determination procedure)Settings for action processing (action profile)Settings for text processing (text-determination procedure)

Define number ranges for billing documents and collective runsDefine billing units and assign them to sales/service organizationsDefine the billing relevance of transaction item categoriesDefine billing typesDefine item categories for billingMake settings for item category determination in billingMake settings for all additional functions you want to use (for example, intercompany billing and supplementary invoice)

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Billing Plan – Customizing

Customizing of billing plan:You define billing plan type(s)

You define customer billing plan procedure(s) and assign it to customer master data

You assign billing plan type to the business transaction or to the item category (dependent on billing plan procedure)

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Intercompany Processing – Customizing

Customizing for intercompany processing (IC):Set relevance for intercompany billing in transaction item categoryDefine billing type for intercompany processingDefine item category for intercompany processingMake settings for item category determination by assigning item category for intercompany processing to billing item category Define billing units (for vendors) and assign them to vendorsAssign billing units to company codes

Additional Customizing for multi-level intercompany billing:Define requirements for multi-level intercompany billing using condition records Define Supplementary invoice settings

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Content

Reference Summary of Key Differences: CRM Billing vs. ERP SD Billing

Down PaymentsCash Sales SupportCash on Delivery (COD)Enhanced Revenue RecognitionEnhanced Logistics Integration (batches, actual freight costs etc.)Empties ManagementInvoice ListsInstallment Plans (Deferred Payment Terms)Resource-Related BillingMore flexible integration to ERP Accounting

Stand-alone Capable with interface for External Order Documents (XIF)Billing Due List Supporting Transactional Change Management & Convergent BillingSupport for usage Based Billing and Billing of Pool ContractsMulti-level Inter-company BillingSupplementary Invoice GenerationDirect Billing Tight integration to CRM core & Industry processes (e.g. Complaint & Return Mgt, SPM)Billing Engine Framework technology enabling extensibility and performance optimizationCRM Action framework integrationImproved User Experience

CRM Billing

Features Not Available in ERP Billing Features Not Available in CRM Billing

ERP SD Billing

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Further Information

SAP CRM - Roll-Out Maphttps://portal.wdf.sap.corp/go/crm-rollout-map

SAP CRM - Ramp-Up Knowledge Transfer (RKT)http://service.sap.com/rkt-crm

SAP CRM – Demo Portalhttp://crmportal.wdf.sap.corp:1080

SAP CRM – WiKihttps://wiki.wdf.sap.corp/display/SAPCRMHub/Home

SAP CRM - Help Portalhttp://help.sap.com/crm

SAP Public Webhttp://www.sap.com/crm

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