Cost Reimbursable Sales and Billing Documents

Sales documents

Cost reimbursable sales documents include sales (or project) orders and billing requests. (Contracts are also sales documents; see Advanced Scheduled menu).

Sales/project orders (created in OSP; range is 1 to 49999999) link customers, cost reimbursable projects, and WBS elements. Billing requests (created in CAO; range is 70000000 - 79999999) collect information about cost reimbursable project activity from which billing documents and customer invoices can be created.

Project orders are created and maintained via VA01- Create Order and VA02 - Change Order. Project Orders can also be maintained via the WBS number using the custom transaction ZVA1 - Change Order per WBS Element.

Billing requests are usually created via ZPSR002C - Create Billing Requests for Projects and maintained via V.23 - Release Orders for Billing. (ZPSR002C also calls V.23 to unblock those billing requests, which it deems as correct).

Project Bill Requests can be maintained via WBS number using the custom transaction number, ZSDOPEN_BILLREQ - Unprocessed Bill Requests for WBS.

But it is also possible to manually create a billing request via VA01, using the order type ZPSR, Project Bill Request, instead of order type ZPS, Project Order, the order type for the sales orders. In fact, using VA02 is the only way to modify a billing request after the billing block has been removed (for example, when quarterly rather than monthly billing is needed).

However, V.23 should be used to modify billing requests that are blocked for billing (since you don't need to type in the document number). V.23 lists only sales documents that are blocked for billing.

Billing documents

Billing documents are created from billing requests by ZVF04 - Cost Reimbursable Billing Due List (or ZVF0403; see Advanced Scheduled menu).

ZVF04 creates two billing documents for each billing request - the SD billing document (called a Debit Memo in the cost reimbursable context) and the FI invoice. Both billing documents have the same number (in the range 90000000 - 99999999).

The transactions VF02 - Change Billing Document, VF03 - Display Billing Document, VF05 - List Billing Documents and VF11 - Cancel Billing Document are used to maintain SD billing documents.

To view a Debit Memo (aka Billing Document), run VF02 or VF03. To view an Accounting document (aka FI invoice), run FB02 - Change AR Document or FB03 - Display AR Document.

To display the FI invoice from a Debit Memo, click on the "Accounting" button and then select the Accounting document. From the debit memo or FI invoice, you display the originating documents.

Billing documents are printed using ZBILL01 (industrial sponsors) and ZBILL02 (government sponsors).