Process documentationCancellation

 

The cancellation process in CRM Billing is used to cancel billing of individual billing documents, but not the associated CRM business transaction. The system performs this type of cancellation in technical terms by correcting the item affected in the billing due list.

The system changes and generates documents or items as follows during cancellation:

  • Change the cancelled billing document

    The system cancels the existing billing document by setting its Item Offset status to Offset by Cancellation Document at item level.

  • Generate cancellation billing document

    The system generates a cancellation document, whose document number comes from the cancellation number range, when it cancels the existing billing document. This cancellation billing document is identical to the cancelled billing document, but the Cancellation Indicator is set to Cancellation Document at header level. If you transfer the cancellation billing document to Accounting, the system automatically reverses the leading signs in the values fields, to ensure that the corresponding offsetting entries are generated in Accounting.

  • Generate new entries in the billing due list

    The system generates one or more entries in the billing due list in CRM Billing, which correspond to the billing document items, when it cancels the existing billing document. These items can be billed again from the billing due list.

    Note Note

    • In the case of items that are relevant to the difference calculation (royalties billing request items), the item is for example billed for February. A correction item for the previously billed January BRI is created as a “by product”.

    • In the case of recoupment of advances, a royalties billing request item is billed. A recoupment item for the advance referenced is created as a “by product”.

    End of the note.

In both cases, the system only places the explicit royalties BRI billed in the billing due list as an open item.

Special Features When Cancelling Advances

Advances can also be cancelled if royalties have already been recouped against them. The system does not perform any consistency check here. This offers you the following advantage: If an advance is not completely exhausted over the course of time and you want to recoup the unrecouped amount against other royalties (for instance in another contract), you can reverse the original advance, reduce the value of the actual value recouped in the contract and then bill this changed advance again. The changed advance has an unrecouped value of 0 in the Billing Engine application, meaning that no further recoupment takes place against it. The value remaining can be used for a new advance item in a different contract.

Since a cancellation always produces a separate billing document, it is not possible to combine the cancellation of the existing advance with the billing documents for the changed and new advance in a single document.

Prerequisites

To perform a cancellation process, you must define a cancellation number range, from which the system assigns a document number when it creates cancellation billing documents (see below) by way of the Define Billing Types for IPM License Settlements Customizing activity. In Customizing for SAP Customer Relationship Management, select Start of the navigation path Industry-Specific Solutions Next navigation step Media Next navigation step Intellectual Property Management Next navigation step Billing and Settlement Next navigation step Define Billing Types for IPM License Settlements End of the navigation path and propose the cancellation number range attribute. The cancellation number range is usually identical to the number range for standard billing documents.

You can only cancel billing documents that have been created by a previous billing process within CRM Billing.

Process

Activities

Cancelling Billing Documents from the Billing Document Search Results Table

  1. Use the search tool to find the billing documents you wish to cancel.

  2. In the results table, select one or more billing documents you wish to cancel and choose the Cancellation button.

  3. The Billing Document: Cancellation screen appears.

    • The system only displays billing documents that are not cancelled and that do not already have a corresponding cancellation document – therefore if in the previous screen, you selected a billing document that does not meet these criteria, it is not displayed here.

    • Choose Continue to cancel the displayed documents (Choose Cancel to cancel this cancellation transaction and return to the previous screen):

      • A cancellation document is created for each billing document cancelled.

      • Next, the Cancellation Results screen appears and the system displays the cancellation documents that are created.

      • Click Save to confirm the cancellation.

      • Click Cancel to discard the cancellation documents and to maintain the status of the billing documents.

Cancelling Billing Documents from the Overview Page of an Individual Billing Document

  1. Access the overview page of the billing document you wish to cancel.

  2. Choose the Cancellation button.

    Note that this button is only active if the billing document is not already cancelled and if you do not already have a corresponding cancellation document.

    • If the document is cancelled successfully, a cancellation document is created (the reference to this document appears in the Follow-Up Transactions assignment block). Next, the system changes the status of the transferred document to Documents Cancelled and Closed

    • If the document cannot be cancelled, no cancellation document is created, error messages will be displayed, and the status of the billing document will not change.

Note Note

The system performs a full cancellation where possible. This involves cancelling the entire document with its header data and all associated items. The system changes the existing billing document and creates a new document or entry in the billing due list in each case.

End of the note.

The system forwards these changes to Accounting if necessary. The transfer status of the cancelled billing document defines whether cancellation information is transferred to the accounting component (FI-AR for incoming royalties or FI-AP for outgoing royalties). This is a header status, which controls system response as follows:

  • Transfer to accounting status = Not Transferred or Blocked for transfer

    Cancelled billing document has not been transferred ( ) or is blocked for transfer (A)

    The system sets the transfer status of the cancelled billing document and the cancellation document to Document Cancelled and Closed (D). It does not forward either of these documents to Accounting.

  • Transfer to accounting status = Being Transferred

    Cancelled billing document is in transfer (B)

    The system does not permit you to cancel billing documents that are being transferred.

  • Transfer to accounting status = Transferred

    Cancelled billing document has been transferred (C)

    The system transfers the cancellation details to Accounting and maintains the Transfer to accounting status at Transferred (C).

Additional Notes

In addition to a cancellation that is triggered manually, the following cancellation process can also occur in CRM Billing: A cancellation that is triggered by a transaction item being rejected in the CRM business transaction. This rejection creates a partial cancellation (cancellation of individual billing document items) in CRM Billing.