How to Review Standard Orders and Process Billing. Table of Contents

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1 Table of Contents Overview... 2 Objectives... 2 Display List of Open Standard Orders... 3 Review Details of Standard Order... 6 Review Billing of Prior-Period Services Display, Change or Cancel Invoice Print Invoice Display AR Report Umoja Training 1/46

2 Overview The process for Billing of Services involves multiple enterprise roles for steps within Umoja ECC and outside of Umoja. This How-To-Guide explains the steps in the billing of services to aid the Financial Accounting Senior User (GL/AP/AR/CO) in completing the creation and review process of accounts receivable documents on the Customer s account in the accounts receivable sub ledger. The entire process is outlined below. Objectives This user aid explains how to display a list of open sales orders, review a specific sales order, process billing, print invoices and read the customer line item report. This is a reference intended for users with the Financial Accounting Senior User enterprise role; however, this is a useful reference for any user interested in understanding sales orders and the billing process. Customer SD User SD Approver FI Senior User Bank Reconciler Place Order Create Standard Order Approve Standard Order Issue Invoice Clear Incoming Receipt Steps performed outside Umoja Steps performed in Umoja ECC FI Senior or any other FI User Display List of Open Standard Orders FI Senior User Review Details of Standard Order FI Senior User Process Billing and Post Entries FI Senior User Display/ Change/ Cancel Invoice FI Senior User Print Invoice FI Senior User Display AR Report The Sales and Distribution transaction codes used in the review of standard orders and in the billing process are listed below. Display and Review of Standard Order Maintain Billing Due List Common Transaction Codes (t-codes) Display and Review Billing Document Change and Print Invoice Cancel Invoice List of Standard (also Sales) Orders List of Billing Documents Output from Billing Umoja Training 2/46

3 VA03 VF04 VF03 VF02 VF11 VA05 VF05 VF31 * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Display List of Open Standard Orders Display List of Open Standard Orders Review Details of Standard Order Process Billing and Post Entries Display/ Change/ Cancel Invoice Print Invoice Display AR Report The Financial Accounting Senior user reviews the list of approved standard orders and the status using t- code VA05. There is no Umoja workflow or automated notification to the FI Senior User after the approval of a sales order. The Sales and Distribution User or Approver must communicate the list of standard orders to the FI Senior User via . Step 1 On the Sold-to-Party field, enter the customer number and enter the appropriate range of document dates. To obtain only the list of Standard Orders for which invoices have not been issued, ensure that Open Sales Order in Selection Crtieria section is checked before pressing Enter. Umoja Training 3/46

4 To limit the selection criteria to the sales orders issued by your office, click on the box Further Sel. Criteria and a pop-up box for Selection Fields appears. Click Enter. On the pop-up box below, enter a user ID or several IDs and hit Enter. If the following box appears, please enter the Sales Organization. Enter the Distribution Channel and Division if you know, otherwise, you can leave the fields blank. Entering the Distribution Channel and the Division will also filter your selection. Click Enter. Umoja Training 4/46

5 The list will show the sales orders created by the specific user IDs indicated earlier. Notes i) Sales Organization is always 1000 ii) Distribution Channel used for Peacekeeping missions are: 07 Cost Recovery -> will map to an expense GL account 04 Direct Sale -> will map to a revenue GL account (being configured at the time this job aid is written) Umoja Training 5/46

6 Note: This is a temporary work-around to generate the list of sales orders by office. The UMOJA team is currently working on an enhancement that would enable a user to use the Plant field as a report selection criteria on the initial screen List of Sales Orders in order to facilitate the review of orders issued by the office. This enhancement, however, is not In Production system yet. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Review Details of Standard Order Display List of Open Standard Orders Review Details of Standard Order Process Billing and Post Entries Display/ Change/ Cancel Invoice Print Invoice Display AR Report Prior to issuing invoices, the Financial Accounting Senior User has the option to display and review the details of a standard order. If you are in VA05 (List of Standard Orders, select the specific sales order to review by double clicking on the line item and the sales order screen will appear. Step 1 In the Command field, type VA03 and press Enter. Enter the Order Number and/or other search criteria and click Search. Step 2 Umoja Training 6/46

7 Customer PO in Sales Order Header In the Header Section, review the PO Number confirmed by the customer. If a copy of the PO is attached, you can view the document by clicking on the icon for Services for Object, then click Records Management where you can select the document to be displayed. (If you are attaching a document (i.e. correspondence) to Records Management, please follow the steps in the Job Upload Attachments in UMOJA User Guide in I-Seek. Please use the link below to get to the job aid. (Iseek>UMOJA>Training & How-to-Guides>Job s>navigation>navigation: Attachments Note: As of 10 April 2014, the Records Management functionality in sales and Distribution is still in the process of being activated for t-codes VA01, VA02 and VF04. Umoja Training 7/46

8 At the Sales tab, verify Material, order Quantity and Amount Step 3 Billing and Account Assignment To review billing and account assignment information, double click the Line Item or select the line and click Display Item Detail icon. Step 4 Sales tabs A and B Verify the information in Sales A and Sales B tab for delivery dates and materials, if applicable. Umoja Training 8/46

9 Step 5 Shipping Tab At the Shipping tab, verify the Plant, the mission/office responsible for delivering the material/service in the Standard Order. Umoja Training 9/46

10 Step 6 Billing Document Tab At the Billing Document tab, verify the Billing Date associated with the Line Item to be billed. Ensure that this is the correct due date. Step 7 Conditions Tab At Conditions tab, verify the condition types and the surcharges. Ensure that the charges are applied in accordance with the UN rules and policies. Umoja Training 10/46

11 Step 8 Account Assignment Tab (FM Account Assignment Information) At Account Assignment tab, click FM AccAssignt icon to review Fund Center, Fund and Functional Area or any other type of Fund Assignment in association with the Standard Order. Ensure that the Fund Center, Fund and Functional Area combination is correct and that the Fund is valid for the relevant financial period. Note If the Fund Center, Fund and Functional Area combination is not correct or if the user tries to post the Standard Order to a Fund that is already closed or is no longer valid, the system will not post a financial accounting document when the invoice is processed. Umoja Training 11/46

12 To review the correct combination of fund center, fund and functional area, refer to the Job for P1E 100 Coding Block. Use the following link to get to this job aid. On the Excel worksheet (job aid), select the tab BA+Cost Ctr+ Funct Area Relation and search using your business area (first column). Step 9 Item Categories The item categories for services are classified below. 1. Click the Back icon to return to the Overview screen, highlight an item. 2. Click the Item detail tab, and review the Item category. Umoja Training 12/46

13 3. Ensure that the correct Item Category is used. For this example, ZTAD Service w/down Payment should be used if Down Payment is required. Described below are the available Item categories and their functionalities: Item Description Comments Category TAD Service Used when the line item is for a Service provided to the Sold-to Party TAS ThirdPartyIt w/preq Used when the line item is for a Service or Material that is provided by a Third Party to the Sold-to Party. This item category creates a Purchase Requisition (shopping cart) automatically, which will be converted to a Purchase Order and sent to the Third Party. The Sold-to Party would pay the owner of the order and the Third Party would be paid by the owner of the order. ZTAD Service W/DownPaymt Used when the line item is for a Service and requires a Down Payment before the start of the service. Billing Plans are used to maintain these Umoja Training 13/46

14 Down Payments ZTAS ThirdParty w/dp-preq Used when the line item is for a Service or Material' that is provided by a Third Party, where an automatic purchase requisition is created and a Down Payment is required. Z3P Bill 3Party w/o PReq Used when the line item is for a Service that is provided by a Third Party, but a purchase requisition is not created automatically Z3PD Bill 3PtywDP no PReq This is used when the line item is for a Service that is provided by a Third Party, a Down Payment is required but an automatic purchase requisition is not created. Below is a summary of item categories and their use. Item Category Description Third Party Purchase Requisition TAD Service Down Payment TAS ThirdPartyIt w/preq ZTAD Service W/DownPaymt ZTAS ThirdParty w/dp-preq Z3P Bill 3Party w/o PReq Z3PD Bill 3PtywDP no PReq Step 9 Advance Payment from Customer Umoja Training 14/46

15 Occasionally, the office requires that an advance payment be collected from the customer before services are provided. The Financial Accounting Senior User must check that the advance was appropriately recorded in the sales order. Subsequently, the reviewer processes the billing for the advance (down-payment) (see Chapter 3). If the Sales Order Item Category includes a Down payment from the Customer, check the entry in the Billing Plan; otherwise, Billing Document cannot be processed. Note that the advance payment (down payment) may be created through the header or the line item. When it is on the header, the down payment is applied to all the items in the sales order. To access the order header, click on the Display doc. Header details button. Click on the Billing Plan tab to review the Billing Dates and the required percentage of Down Payment on the first row, then, the total value of the line item on the second row (should be the same as the amount stated in the Net Value field). The billing date on the first line refers to the due date for the Customer to pay the down payment. The billing date on the second line refers to the due date for Finance to complete the service to the Customer. In our example, the Customer s down payment is due on 19 March while we expect to deliver (complete) the service by 23 March. The system automatically puts a block on the second line to prevent the processing of the final invoice before the down payment. With this block in place, the down payment billing is processed first before the final invoice. After the down payment is received and recorded and the service rendered, the block needs to be removed by the FI Accounting Senior User, as a prerequisite for the final billing document to be created. Umoja Training 15/46

16 It is also possible that the billing plan is maintained at the item level. Note that if a separate customer advance is required for each service (material), the down payment should be created at the item level. In order to review this, you should be on the Overview screen. Then, double click on the line item where the Down Payment is required. At the Billing Plan tab, ensure that the Billing Dates, the required percentage of Down Payment on the first row and the total value of the line item on the second row are correct. View the other line items for the applicable down payment and then return to the Sales tab. Step 11 Review Periodic Billing Umoja Training 16/46

17 If periodic billing is required (e.g. monthly), note the billing due dates on the Item Overview tab. The screen below shows an example of different billing dates each month. Step 12 GL Account Determination Sales Condition Types are linked to specific General Ledger accounts. To check the GL account linked to a Line Item, go to Environment -> Analysis -> Account Determination. Umoja Training 17/46

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19 In the Procedure drop box, select a Condition Type. Details of the GL account posting will appear on the right hand side of the screen. Step 13 Check and ensure that the status of each item is approved. Step 13 Document Flow The document flow screen provides the user a snap shot of the documents already recorded in the system and the status of each document. Umoja Training 19/46

20 Following are the steps to check the document flow: 1. In the Overview screen, click Display Document Flow icon 2. Note Document Types and Numbers, and their Statuses. Highlight the document you wish to review and click the Display Document Icon. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Review Billing of Prior-Period Services When billing for services rendered in prior periods, it is very important that the dates be determined correctly at the time of sales order creation. Changing a current sales order to an earlier sales order date, billing date and pricing date does not generate the billing documents successfully. Note that the billing date cannot be earlier than the sales order date. To determine the dates, switch to the details of the document header by clicking on the icon Details for Document Header (see below). Umoja Training 20/46

21 Note the document date and pricing date on the Sales tab of the Header On the Billing Document, note the appropriate date. Click the back arrow to exit from the Details for Header screen. Process Billing and Post Entries Umoja Training 21/46

22 Display List of Open Standard Orders Review Details of Standard Order Process Billing and Post Entries Display/ Change/ Cancel Invoice Print Invoice Display AR Report Once the Standard Orders are approved and the billing dates are due, invoices are issued and financial postings are created. A billing document is a financial document that records a receivable on the Customer s account and credits either a revenue or an expense account as determined by the configuration of the material used on the sales order. It is important to note that the GL account determined by the system to record the credit cannot be modified by the Sales and Distribution User, Sales and Distribution Approver or FI Accounting Senior User. The Financial Accounting Senior User reviews the details of the sales orders that are due before the actual billing. During the billing process, the accounting entries are posted to the general ledger and to the customer account. Step 1 Maintain Billing Initial Screen Enter VF04 in the Command field and press Enter. The Maintain Billing Due List screen appears. Enter the relevant parameters if the display of the Standard Orders due for billing need to be limited; otherwise leave them empty. For example: - Billing Date range for Sales Organization and the relevant Distribution Channel and Divisions - Shipping Point to limit the display by site - Sold-to-Party Check Order-related checkbox since invoices to be issued from SD are usually order-related. Click DisplayBillList button. Umoja Training 22/46

23 The UMOJA team is currently working on enhancing the selection criteria to enable users to view the sales orders issued by the specific office. Step 2 Billing Due List The Billing Due List is populated with bills due based on the criteria entered on the previous screen. (To move columns around, click the column and drag it to the desired location.) Umoja Training 23/46

24 On this screen, you can view the details of the specific sales document and then clicking on Environment and then selecting Display document, Highlight the appropriate sales order document, then click the button to simulate the billing. If you are satisfied with the simulation, click the Back icon and hit the button Individual Billing Document. [Note: Click the Collective billing document if consolidated billing is required.] Click the Save icon to create an invoice. Record the invoice number for use later in the process. Step 3 Display Accounting Entry for Billing Dcoument Umoja Training 24/46

25 To view the financial documents, enter t-ocde VF03, enter the billing document no. Click the button Accounting and a pop-up box will appear. To display the accounting entry, double-click the Accounting Document. Details of the relevant accounting entry is displayed. Review and ensure that the financial postings are correct. The accounting entry in the document above shows a debit to the Customer account and a credit to Income. To switch to the General Ledger view, click the button. On the next screen, the Customer account is no longer shown, instead the reconciliation account for Accounts Receivable is reflected. Document Display of Billing for a Customer Advance If you need to check the billing plan in the sales order for the details of the advance, use t-code VA03 and enter the sales document no. and the click the header to see if the down-payment was maintained on the header. Umoja Training 25/46

26 To do the billing, use the t-code VF04 (Maintain Billing Due List) and select the specific sales order no. Follow the steps in billing shown earlier. If a customer was billed for an advance, the system creates a Down-Payment request or a Noted Item in the system. This means that a memo entry (one line entry) with the special GL indicator F is created. This is NOT an accounting entry which has two lines, a debit and a credit. Below is the screen shot for the billing of a customer advance (down payment request). Note the special GL indicator F. To continue the example above, the incoming receipt is recorded with a debit to Cash in Bank Nominal and a credit to Cash in Bank EFT In as shown below. Umoja Training 26/46

27 When the Bank Reconciler has cleared the incoming receipt, the accounting entry is a debit to Cash in Bank EFT In and a credit to Deferred income. Below is the accounting entry after processing the entry in FEBAN in both the Data Entry and General Ledger views.. Once services are rendered, the final billing is issued and the customer advance payment is adjusted in the books. Note the final billing due date on the Billing Plan tab of the sales order and remember to remove the Billing Block by deleting the code 02. If this block is not removed, the following error message will appear. Umoja Training 27/46

28 If you are processing the billing earlier than the stated billilng due date, note that the sales order will not be included in the current list of billing documents in VF04. Request the SD user that the sales order be changed to reflect the new billing date. Screen below shows the Billing Plan in the sales order and the block removed. Continue the billing process by switching to t-code VF04. Note that the sales order is now included in the list of billing documents to be processed. Simulate the billing first to see if an accounting entry will be generated. Click the Back icon then the button Individual Billing Document. Save. When the accounting entry accounting entry is processed, note that the debit is to Deferred Income. This debit offsets the customer advancecredit entry when the down payment entry was cleared. Umoja Training 28/46

29 Display a Billing Document Document in the Financial Accounting module (FI) Earlier you learned that you can display the billing document using VF03 and clicking the button Accounting to view the accounting document. You can also use t-code FB03 to view the accounting entry. Enter the billing document no. (starts with document series 52). If the billing document does not have an accounting entry, review the sales order details and check the dates or the FM account assignment in the Account Assignment tab. Note that the system will not process the billing when the billing date is earlier than the sales order date or when there is no account assignment. Step 4 Error Message in Billing If invoice cannot be generated, an error message will appear. Umoja Training 29/46

30 Go to Edit -> Log to identify the issue related to the failure. Notify the SD User of the error you encounter and request the SD User to correct error and resubmit the Standard Order for invoice processing. Step 5 Invoices With No Financial Postings Occasionally, an invoice is generated without the corresponding financial document. The Financial Accounting Senior User can manually execute the financial postings using the steps below: Umoja Training 30/46

31 Enter VF02 in the Command field and click Enter Enter the Invoice Number in the Billing Document field Click the Green flag icon If financial postings have been executed successfully the relevant message will display. Step 6 Display List of Invoices with Status To display a list of invoices with the status, enter VF05 in the Command field and hit Enter. Enter the relevant Business Partner (i.e. Customer or Payer) and/or Material and in the Selection criteria section: - Check All billing docs for all invoices issued against the Business Partner and/or Material to be displayed; or - Check Open billing docs for invoices that have been issued but without the corresponding financial documents to be displayed. Umoja Training 31/46

32 * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Display, Change or Cancel Invoice Display List of Open Standard Orders Review Details of Standard Order Process Billing and Post Entries Display/ Change/ Cancel Invoice Print Invoice Display AR Report The Financial Accounting Senior User has the option to display, change or cancel an invoice or billing document: Display invoice Change invoice Cancel invoice VF03 VF02 VF11 Display Invoice Umoja Training 32/46

33 To display an invoice, enter the t-code VF03. Enter the invoice number on the field for billing document and click Enter. Change Invoice The Financial Accounting Senior User should not change the invoice directly. If there is an error, the User cancels the invoice (see step to Cancel Invoice) and request the SD user to amend the Standard Order. A new billing document is processed reflecting the changes in the Standard Order. The Financial Accounting Senior User, however, can add any additional text or instruction through Change Invoice transaction. Enter VF02 in the Command field and click Enter. Key the Invoice Number in the Billing Document field and hit Enter. Click Display Document Header Detail icon to enter text or instruction at document header level. Umoja Training 33/46

34 Goto Head.Text tab and enter the required text or instruction. Click Save when complete. To enter text at Line Item level, select the relevant line and click Display Item Detail icon. Umoja Training 34/46

35 Go to Item Texts tab and enter the required text or instruction. Click Save when complete. Cancel Invoice Enter VF11 in the Command field and click Enter Enter the Invoice Number in the Document field Click Save to execute the transaction. A new Document Number will be generated and saved. To view the new Document, enter VF03 in the Command field and click Enter. The new Document Number is normally defaulted; otherwise, enter the number. The canceled invoice will be displayed. Umoja Training 35/46

36 To check the document flow, click the Display Document Flow icon. The relevant line item of the Standard Order can now be amended and the invoice re-issued. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Print Invoice Display List of Open Standard Orders Review Details of Standard Order Process Billing and Post Entries Display/ Change Invoice Print Invoice Display AR Report If the batch program runs successfully, invoices and the corresponding financial documents are issued automatically. Part of the Financial Accounting Senior User s task is to review the posted entries, print and send the invoices to the intended Bill-To-Parties (i.e. Customers). Step 1 Output from Billing Enter VF31 in the Command field and click Enter Enter the relevant parameters if the display of the Output from Billing need to be limited, for example by: - Billing Document - Billing Date range Umoja Training 36/46

37 for Sales Organization and the relevant Distribution Channel and Divisions - Business Partner (i.e. Sold-to-Party, Payer and/or Customer) Check Delivery-related and Order-related checkboxes for invoices issued by SD since they are always order-related and occasionally delivery-reated Click Execute button The list of invoices that have been issued but not printed is displayed. Check the invoices that need to be printed, click Execute and the Printer Dialogue Box will appear Choose the appropriate printer and click OK. Umoja Training 37/46

38 Relevant invoices will be printed and ready to be issued to the Sold-to-Parties. Umoja Training 38/46

39 Step 2 Printing of Individual invoice from Change Billing Screen It is also possible to print individual invoice through Change Billing Document mode. Enter VF02 in the Command field and hit Enter. In the Billing Document field, enter the Invoice Number and hit Search. Note When sending the invoice to the customer, include a note stating that they can use the document no. (aboce) to reference their payment. When this code is included in their payment information, the system will know the customer account to be credited and will automaticall clear the recivable. This automatic clearing, however, does not apply to incoming receipt for down-payments. Select Goto -> Header -> Output. Umoja Training 39/46

40 Enter ZRD0 in the Output column of the Output table. Click Communication method in the Menu Bar and select LOCL for Logical Destination field. Click Back and then click the Further data in the Menu Bar. At the Dispatch time field, select Send immediately (when saving the application). Click Back and then click Save. Umoja Training 40/46

41 The Printer Dialogue Box will appear. Choose the appropriate printer and print the invoice. Step 3 Reprinting of an Invoice To re-print an invoice, ensure that the initial screen is in Change Billing Document mode (i.e. VF02) and the relevant Invoice Number is entered in the Billing Document field. Choose Billing document -> Issue Output to. Umoja Training 41/46

42 The Output Dialogue Box will display. Click Print Preview icon to display the printed invoice on screen, or click Print to print the invoice to pdf or directly to the printer. Umoja Training 42/46

43 * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Display AR Report Display List of Open Standard Orders Review Details of Standard Order Process Billing and Post Entries Display/ Change Invoices Print Invoices Display AR Report To review open receivables, the Financial Accounting Senior User displays the Customer Line Item Report (by Fund, Business Area or Grant) using t-code ZARFBL5N. Enter the Customer no. in the field Customer Account. If the intention is to generate a report of all open accounts receivable balances as of a certain date, leave the field blank and filter the output by entering the specific business area, fund or grant. Umoja Training 43/46

44 On the Line Item Selection/ Status area, click the button for Open Items and change the key date, if applicable. Alternatively, if the intention is to view all items including cleared items, click on the button All Items. On the Type area, click Normal Items for receivables that are recorded to the reconciliation account (without special GL indicators). For receivables recorded to alternative reconciliation accounts, click the button Special GL transactions. (The special GL indicators facilitate postings to alternative reconciliation accounts.) Click the button Noted Items to include memo entries. These documents are created when advance payments are requested in the sales order (see Chapter 2, step 9). Click the button Parked items to include documents pending approval in workflow. Click Vendor Items to include payable items to customers who are also vendors. Umoja Training 44/46

45 Click Execute button. Following screen appears. The header of the report indicates the customer name and number and the key date of the report. Note that a red circle indicates that the receivable is outstanding (open). If the button Cleared Items or All Items was selected on the initial screen, cleared items will appear with green boxes indicating that the entries have already been cleared. For the cash receipt process and clearing of receivables, please refer to the specific job aids. Umoja Training 45/46

46 Revision History (Soft Copy only) Date Versi on Prepared by Description March 27, Thanawat Amnajanan Initial Draft March 31, Elsa M. Bonecillo-Deniega First Revision Umoja Training 46/46

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