ZVA01
- Create Billing Requests for Projects ZVA01
- Create Billing Requests for Projects Use this procedure to create billing requests for cost reimbursable or letter of credit WBS elements (MIT billing type 01 or 05).
The program reports on billing requests created and errors encountered, as described below.
Role
ZSBM=>Cost Reimbursable =>Monthly Processing=> Pre-bill processing=>
ZVA01 - Create Billing Requests for Projects
At the Command Line, enter: /nZVA01
Project number(s): (Leave blank for all projects)
Bill postings from date: (Use default, which is 10/01/96)
Bill postings to date: (Use default, which is last day of prior month)
Billing type: (01 or 05; you need to run ZVA01 once for each billing type)
Note: For billing type 01, bills are printed and mailed out to customers; for billing type 05 (letter of credit), no bills are mailed, but revenue is distributed.
Projects billed quarterly: (CAO never uses this selection option)
Note: If WBS numbers are entered, ones that should not be billed during this run, then these WBS would not have their billing blocks removed and it would be noted that they are billed quarterly.
Post date for bills or FI posting date: (Required; enter posting date for bills)
or press F8 to
Execute.
A message displays "Job ZVA01 number xxxxxxx started in background". The report is printed on your default printer.
The next sections describe the
ZVA01 report. The report parameters selected are shown at
the end of the report.
The first report messages show the WBS and billing request numbers. of the first and last billing requests created.
| Messages | Description |
|
(WBS #) (8-digit billing request #) |
First billing request created |
This report section lists all billing requests created by number. If there is any discrepancy between the WIP (work in progress) and the net value of the billing request, the discrepancy is flagged.
If there is a discrepancy between what is expected to be billed (usually the same as WIP but not always) and the net value of the billing request, then the billing request is blocked.
CAO needs to research each discrepancy, fix the problem, and either modify the billing request or fully reject it and rerun ZVA01 for the problem WBS.
Report columns and what to do about the various Block Reasons are described below.
Report columns pertaining to newly created billing requests are described below.
| Report columns | Description |
| WBS | WBS element that appears on the Sales Order. |
| Request | Number (8-digit) of billing request created. |
| Amount Billed | Amount billed on this billing request. |
| Expected Amount |
This is WIP ("work in process") less any costs in excess of authorized total. Note: Any unallowable expenses are also subtracted from both WIP and Expected Amount. |
| WIP | "work in process". It is what should be billed if authorized total has not been exceeded. |
| End Date | Expiration date. |
| Begin Balance | A number in this field indicates an "old" pre-SAP beginning balance. |
| Block Reason | Reason why this billing request has been blocked. Consult table below for more information. |
The table below tells what to do about the various Block Reasons, or reasons for blocking billing requests. (The more serious block reasons are preceded by "X" and highlighted with a grey background.)
| Block Reasons | What to do: |
| X not expected w/rev (xxxxxxxx.xx) | The project cannot be billed until the problem is researched and the billing block removed via V.23. Call technical support for assistance (Carolyn Fuller, 3-6213). |
| X is not billing what we expect | The Amount Billed is not equal to the Expected Amount. The project cannot be billed until the problem is researched and the billing block removed using V.23. |
| X non SD revenue? (xxxxxxxx.xx) | There may be non-Sales & Distribution revenue. You need to run V.23, edit the billing request, then Add a line item for the non SD revenue. |
| termination date | The WBS termination date has been passed. |
| billed up to authorized total | Since no "X" before message, project is ready for billing. |
Note:
If any "call transaction" errors (with "I" of them) appear
on the report, you should contact your techical support person.
This report section lists other errors that prevent billing requests from being created. Some reasons are the same as reported in ZPSR001C - Validate Sale Orders. The current program also reports on unallowable costs.
| Error message | What to do: |
| 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. |
| Child cannot be billed because parent is billing type xx |
Parent and child WBS elements need to have the same billing type unless both parent and child are themselves billing elements.
|
| Cannot bill, authorized total has been exceeded. | This means that the WBS has been billed up to its authorized
total. Unless the authorized total is increased no further billing can take place. |
| Active WBS with WIP but no Sales Order. | Contact OSP to have sales order created (VA01 - Create Sales Order). |
| Project is blocked until corrected: NOBL |
|
|
Project with unallowable costs (xxxxxxx) unallowed: (amount) WBS with unallowable costs (WBS, cost element, amount) |
CAO needs to research to see if costs really are unallowable.
|
| WBS (xxxxxxx) Term Code 3 with billable WIP (xxxxxx.xx) | WBS is closed. To bill, you need to change termination code. |
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