SAP ZPSR001C - Validate Sales Orders

This procedure performs checks on WIP (work in progress) billing elements of MIT bill type 01 (cost reimbursable) or 05 (letter of credit) in preparation for sponsor billing. The program reports on any problems encountered, as described below.

  1. Get started (SAP menu path, fast path)
  2. Active projects pre-billing verification: selection screen
  3. Active projects pre-billing verification: report sample, report columns
  4. Active projects pre-billing verification: error messages

1. Get Started

2. Active projects pre-billing verification: selection

Verification parameters

  1. Enter selection data:

  2. Click on or F8 to Execute.

    The job runs in the background. The next sections describes the report that is produced. The report parameters selected are shown in the report.

3. Active projects pre-billing verification: report sample, report columns

Active projects pre-billing verification: report sample

The ZPSR001C report columns (or column headings) are described below.
Report column Description
WBS Project Either the WBS element or the Project number that appears on the Sales Order.
Sales order The Sales Order number. This is the number that you would use on the VA02 initial screen.
BE Billing Element. Every WBS that is used on a Sales Order (or Sales Contract) should be marked as a Billing Element.
Lvl

Level. Level 1 is the top level. It is usually the same number as the Project. Level 2 is the child account. Level 3 is the grandchild account.

Usually, the child and grandchild accounts will not be billing elements and their costs will roll up to the parent/ grandparent for billing. But this is not always the case. Sometimes we bill the child or grandchild, in which case the level will be Level 2 or 3 and the Billing Element should be marked with an X.
WIP "work in process". It is what should be billed if authorized total has not been exceeded.
TC Termination Code. (If it is a closed account, then MIT might not care if it gets billed.)
End Date Expiration date. (MIT might not be interested in expired accounts.)
Dup Doc This is where the duplicate sales order or sales contract number will appear, if there is more than one sales document for this WBS.
Line Line number for the duplicate document. Since Sales Contracts can have multiple line items, this is useful in finding which is the problem line item.
Payer "Payer" on the Sales Order. Payer is the customer who will receive the bill and any dunning letters.
WBS Customer Sponsor on the WBS.
BT Bill Type. They should all be either 01 or 05.
Error Message Brief description of the problem that should be fixed.

4. Active projects pre-billing verification: error messages

Error Message: What to do:
Project is blocked until corrected.
Payer doesn't match WBS customer.

Either the WBS customer or sales order is incorrect.

  • If WBS customer is wrong, you need to ask OSP to change COEUS.

  • If the sales order payer is wrong,
    • OSP can use VA02 - Change Sales Order to correct the problem, as described below.

    1. Run VA02 and enter Order number.
    2. When overview screen displays, select first line item, then Go To: Header -> Partner.
    3. Change Payer "Partner" field to match WBS customer.
      Note: Sold-to field cannot be changed, and Ship-to and Bill-to are not used.
    4. Click on Save.

      5. Result: The Sales Order line item fields are changed automatically to match the header.
There is a sales contract for this order.

You need to find out which is an error - the sales order or sales contract. OSP should then make the required changes.

  • If Sales order is an error,
    1. Display the order using VA02 - Change Sales Order
    2. Change its WBS to 9988800 or 9998800 (the WBS "dummies"), using Go To > Item > Account assignment.

  • If Sales contract is an error, OSP will change the contract by assigning 9988800 or 9998800 ("dummies") as its WBS element
Multiple sales orders for same WBS. Find out which sales order is the correct one; then ask OSP to change WBS on incorrect order, as described below.
  1. Run VA02 - Change Sales Order and select incorrect order.
  2. Change WBS on incorrect order to 9988800or 9998800 (the WBS "dummies"), using Go To > Item > Account assignment.
Sales Order WBS not billing element.

The billing element field is on the WBS element. All WBS assigned to sales orders should be billing elements.

If a non-billing element WBS has been assigned to a sales order, OSP has to figure out whether the sales order was created in error or the WBS should be a billing element.

  • If the sales order was created in error, then OSP can change its WBS element to 9988800 or 9998800 (the WBS "dummies"); and create correct sales order.

  • If sales order is correct, but WBS needs to be billing element, then CAO can use CJ02 - Change WBS to enable billing element
Sales Order WBS invalid billing type.

On sales orders, the only valid WBS billing types are 01 or 05.

If the WBS billing type is incorrect, OSP should make the required changes using CJ02 - Change Billing Type on WBS. To do so,

  1. Run CJ02 - Change Billing Type on WBS
  2. Enter WBS in WBS field on selection screen and press Enter.
  3. Place cursor in line of first line item,
  4. From Details on menu bar, select MIT fields.
  5. Type over Billing Type field, as needed.
  6. Click on Save.
Active WBS with WIP but no Sales Order. Contact OSP to have sales order created (VA01 - Create Sales Order).
Child not billed - parent /BT (gives parent WBS).

Parent and child WBS elements need to have the same billing type unless both parent and child are themselves billing elements.

  1. If the child needs to be a billing element, CAO can run CJ02 - Change WBS to enable billing element
  2. If the billing type of parent needs to be changed, contact OSP to change in COEUS (or else the same problem will recur next month).
Level 1 not billing Element WBS

A level 1 WBS (the equivalent of the project) is marked as not being a billing element.

All level 1 WBS should be billing elements. If they aren't, then no expenses on that WBS or its children can be billed. To fix the problem use: CJ02 - Change WBS to Enable Billing Element.
Payer not sponsor coded.

If you need more information about the customer (to determine the sponsor code), use XD03 - Display Customer Master Record.

CAO can add the sponsor code to the customer master record using ZSDSPONCODE - Update customer sponsor code.

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