User Manuals for Service Billing – (Process Id OB-007) Ver 1.

Service Billing

Change History
Update the following table as necessary when this document is changed:
Date Name Change Description

31.07.2013 Harshad Patel Original Creation

15.02.2014 Harshad Patel To add check for cash/credit billing for
service contract and project – Appendix 1

Trigger
Trigger this transaction to create service billing document with reference to any CRM
service transaction.
Business Process Description Overview
You use CRM billing for billing Del/Inst. Service order, Job/Work service order,
Service contracts & project, Repair confirmation and Warranty claim depending on
the relationships between these business transactions.
Billing for service contract items takes place periodically, and a fixed amount is
billed as specified in the terms of the contract. Billing takes place according to a
billing plan. Billing plan is periodic billing (monthly) for service contract.
Once the service transaction (except service contract) is completed, the billing
relevance items get transferred to ‘Released for Billing’. Once it is cleared from
‘Released for billing’, it will appear in billing due list. From billing due list, it can be
billed and that will generate billing document and same is posted to R/3 FI. The
document flow will be updated and appear on the screen. Once billing document is
generated, it will appear in billing document link where it can be tracked and
reversed also if required.
For service contract & project, when it is released, the billing relevance items get
transferred to billing due list, and then it can be billed from there.
Following billing type is defined in system, as same can also be used as search
criteria for specific billing type and for billing also.

Billing Type Description Used for

Z2SK Service Billing Job/work order and Repair confirmation
Z3SK Serv. Cont. Billing Service contract
Z4SK Inst. Serv. Billing Del/Inst. Order
ZWC Warranty Claim Warranty claim
Z5SK Serv. Proj. Billing Service project

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Selection Fields R/O/C Field Value/Comments

Transaction ID O Transaction number to be billed

Billing type O Billing type to be billed

Billing date O Billing date determined from transaction

Billing doc created on O Billing document created on date

determined from transaction

Payer ID O Payer code who is going to pay

Billing unit Id O Responsible billing unit for service center

Output - Results Comments

Billing document number Service billing document number
generated by system

Tips and Tricks

No any selection criteria are mandatory for billing due list and billing document.
Above mentioned criteria are generally/widely used common fields. There are many
more other criteria exist and can be used as per need.

Purpose
Use this procedure to create service billing document in SAP CRM.

Prerequisites
 Service transaction is error free and released/completed as per the case.

Menu Path
Use the following menu path(s) to begin this transaction from Portal main
screen:
 Select CRM Services  Billing  Billing Due List Items to go to the
Search: Billing Due List

Transaction Code
NA

Helpful Hints
 Fields defaulted in configuration and personal settings can help you in
creating and searching the transaction faster

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Procedure
 Start the transaction using the menu path.
SAP Portal

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Search Billing Due List

 Click on ‘Full Screen’ button to expand the screen work area

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Search Billing Due List

 The below displayed screen will gives you a many of standard functionality to
search billing due list headers.
 In ‘Search Criteria’ you can provide any criteria of your choice to search.
 User can add additional search criteria by clicking ‘+’ button.
 User can remove additional search criteria by clicking ‘-’ button.
 User can restrict/limit the number of search result appear while searching the
transactions.
 User can create and save ‘Saved search’ by providing fix criteria of his choice
and then giving proper name, so later it can be re-used without entering any
details.
 User can use ‘Clear’ button for clearing the criteria value entered or appearing.
 User can use ‘Hide Search Fields’ link to hide the search criteria screen block.

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Search Billing Due List

 After providing criteria and pressing button ‘Search’, system will display all
possible matching transactions. User can sort the result list by clicking any of the
field as per his need. The result list can also be exported to excel by clicking on
‘Export’ button.
 User can click on transaction ID to open the details of it.
 The result list can also be exported to excel by clicking on ‘Export’ button.

 For doing billing of specific transaction, provide the transaction number in search
criteria ‘Transaction ID’ and proceed further.

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Search Billing Due List - Billing

 You expand or collapse the each due list items for displaying each item in list.
 Once you select the any due list items, the ‘Individual Billing’ and ‘Collective
Billing’ button get activated.
 ‘Individual Billing’ can be used for creating individual billing document (Invoice)
 ‘Collective Billing’ can be used for creating single invoice for group of selected
due list items based on split criteria. The default split criteria is billing date, billing
type and payer code. If these are same then single billing document is generated
out of selected due list items.

Search Billing Due List - Individual Billing

 Once due list is selected and clicked on ‘Individual Billing’, a screen like below
will appear for selected due list items
 User can provide the ‘New Billing Date’, otherwise default billing date derived
from transaction will be taken for generating billing document.
 For billing click on ‘Continue’ button

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Search Billing Due List - Billing

 The individual billing result will appear as per below and ready for generating
billing document
 Click on ‘Save’ button; this will generate the billing document. Refer Appendix 1
for Service contract and project billing as we have added new check for payment
condition.

 Once saved, new billing document is generated and appear on screen and
system transfer posting entry to SAP R/3 FI.
 User can view the billing document details by clicking on that generated number.

 Billing document will appear as per below

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Search Billing Due List - Collective Billing

 Used for combining multiple due list items in single invoice as per split criteria
 Provide the search criteria as per need and click on search button
 The matching billing due list headers will appear as a result
 Expand all items and then select all items by selecting respective button.

 After selecting all items, select ‘Collective Billing’

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 Once ‘Collective Billing’ is clicked, screen like below will appear for selected due
list items
 Provide the ‘New Billing Date’ for billing document.
 For billing click on ‘Continue’ button

 The individual billing result will appear as per below and ready for generating
billing document
 Click on ‘Save’ button; this will generate the billing document. Refer Appendix 1
for Service contract and project billing as we have added new check for payment
condition.

 Once saved, new billing document is generated and appear on screen and
system transfer posting entry to SAP R/3 FI.
 User can view the billing document details by clicking on that generated number.

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 Billing document will appear as per below

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Billing Document
 Once billing document is generated from billing due list, it will appear in billing
document list.
 User can use menu path Billing -> Billing Document to go to ‘Search: Billing
Documents’ screen.

 Click on ‘Full Screen’ button to expand the screen work area

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Search Billing Documents

 The below displayed screen will gives you a many of standard functionality to
search Billing Documents.
 In ‘Search Criteria’ you can provide any criteria of your choice to search.
 User can add additional search criteria by clicking ‘+’ button.
 User can remove additional search criteria by clicking ‘-’ button.
 User can restrict/limit the number of search result appear while searching the
transactions.
 User can create and save ‘Saved search’ by providing fix criteria of his choice
and then giving proper name, so later it can be re-used without entering any
details.
 User can use ‘Clear’ button for clearing the criteria value entered or appearing.
 User can use ‘Hide Search Fields’ link to hide the search criteria screen block.

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Search Billing Documents

 After providing criteria and pressing button ‘Search’, system will display all
possible matching billing documents. User can sort the result list by clicking any
of the field as per his need. The result list can also be exported to excel by
clicking on ‘Export’ button.
 User can click on billing document ID to open the details of it

 Choose any billing document id and click on that to open it, so details like below
screen will appear.
 Click on ‘Output Preview’ to take print or preview.

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 Print preview of billing documents.

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Reversal of the Billing

 To reverse the billing document, Open the respective billing document from
‘Billing Documents’ link and click on ‘Cancellation’ button.

 System will show the popup for confirmation. Click on ‘Yes’ to continue, so the
new cancellation document is generated and posted to R/3 FI. This will also
generated new entry in billing due list for future billing if required.

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 After reversing billing, if you search the billing document, the details of original
billing document will appear as ‘Cancelled’ and new ‘Cancellation’ document will
appear with same amount.
 For cancellation billing document, you can open the same and provide the value
date if you want posting in R/3 FI on other date. By default, the billing and value
date in cancellation billing document will be taken same as original billing
document.

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Appendix 1
While billing of service contract and service project, validation is fired on save to
check payment condition (Cash billing) and show error message on screen to
prevent billing without payment. This will not checked in case of trading company
customer & no need to enter payment condition and credit billing will be generated
for such customer and adjusted in finance.
 Error message will appear as shown below on saving if payment needs to be
entered. The error message will show the dummy invoice and item number
having error and that need to be corrected.
 To enter the payment condition, click on respective ‘Billing Document ID’.

 Once you click, the details of that billing document will open as shown below.
 Go to ‘Items’ assignment block and click on item number in which payment
condition need to be entered as per error message.

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 The details of that billing document item will appear as shown below.
 For adding payment conditions, go to ‘Price Conditions’ and click on ‘Add’ button.
 After clicking, a popup will appear to choose payment condition. Select the
condition ‘Cash – ZPC2’ as we have only cash payment allowed here.

 Enter the value against that condition. Finally make sure that payment due
should be zero, otherwise system will show error message while saving again.
You can go back to by clicking button ‘Back’ as shown and save it for billing.

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You have completed this transaction.

Result
You have created the billing document using individual and then collective
billing. You have reversed the billing document and generated the cancellation
billing document.

Comments
NA

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