Process documentationAmount Allocation with SAP ERP Integration

 

Amount allocation is available in the CRM WebClient UI.

You can use amount allocation to allocate items to multiple external and internal recipients. These items may be either billable or non-billable because of warranty claims, and they may stem from service orders or service confirmations. You can assign internal and external recipients when you create the service order or service confirmation.

Limitation: In an in-house repair order, you cannot define the amount allocation in advance.

When you create an amount allocation transaction (billing request) as a follow-up transaction for a service order or service confirmation, the system copies the bill-to parties and the billing amounts from the preceding transaction. You can change or edit this information in the amount allocation transaction.

For each service order item or service confirmation item, the system determines whether it is relevant for billing. If so, the system determines the price for that item. The price determination is based on product prices, additional conditions, the accounting indicator (such as warranty or goodwill), and so on.

You have the following options for distribution:

  • You can use billing requests to distribute revenues (billable items) in service orders or service confirmations among multiple bill-to parties on header or item level as follows:

    • Splitting the total billing amount among multiple bill-to parties

      You can define the billing amount either as a percentage of the invoice value, an absolute value, or a quantity.

    • Splitting the total billing amount among bill-to parties based on product groups

  • You can distribute costs (non-billable items, such as those related to warranties) in service orders or service confirmations among multiple internal cost objects on header or item level.

    You can assign any of the following existing objects as alternative cost collectors for controlling:

    • Internal order in SAP ERP (that differs from the default internal order for the service transaction)

    • Work breakdown structure element (WBS element) in SAP ERP

    • Sales order/item in SAP ERP

    • Result object in SAP ERP

    • Cost center in SAP ERP

    • Order in SAP CRM

The system calculates the costs according to the same allocation rules and based on the same profitability segment as the revenues. Alternatively, you can enter cost objects, which the system uses to calculate revenues and costs internally, into the allocation rules.

You can assign products to a group for account allocation. At header level, you can define an allocation rule for all items in an account allocation group. You can modify these rules for individual items, if necessary. For example, you bill a customer for 100% of the materials, but only 50% of the services.

In SAP Customer Relationship Management (SAP CRM), you can specify an account assignment object for each allocation rule. During billing in SAP ERP, the costs and revenues of the service order is posted to the account assignment object that you specified.

Prerequisites

Before you can use amount allocation, you must complete settings in Customizing for Creation of Splitting Rules and Repostings.

Process

The following description illustrates a simplified view of a process flow that includes distribution at the earliest possible point in the service order. If you perform distribution during service confirmation or in the billing request, adapt the steps accordingly.

  1. You create a service order or change an existing service order.

  2. In assignment block Amount Allocation, you allocate costs and the billing document value to several cost objects or bill-to parties and payers.

  3. Save the service order. The system creates an internal order with a settlement rule in SAP ERP.

    Note Note

    This occurs only when you save a new order, not when you change an existing order. You can change the settlement rule until you release the service order.

    End of the note.
  4. You release the service order.

  5. From the service order, you create a service confirmation as a follow-up transaction. The system takes care of the amount allocation. If necessary, you can change the allocation in the service confirmation.

  6. After you have entered the actual time, material consumption, and expenditures, set the status of the service confirmation to Completed. When you save the service confirmation, the system posts the actual costs to SAP ERP.

  7. Depending on which billing scenario you are using (order-related or cost-related billing), as a follow-up transaction, you create a billing request for the service order or service confirmation. The system takes care of the amount allocation from the service order or the service confirmation.

  8. You process the billing request by subsequently defining how the various amounts detailed in the invoice are to be distributed among the various bill-to parties and payers.

    You can do so on the Billing Requests page.

  9. You close the individual billing request items by setting the status to Released.

  10. From the billing due list, you create a billing document. When you save the billing document, the system transfers it to the accounting component in SAP ERP, where the actual revenue is posted.