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Process documentation Ship-and-Debit 


This process allows you to debit the manufacturer/supplier against a resale transaction, as per the terms and condition of a ship-and-debit agreement.

You transmit your claim to the manufacturer/supplier by means of EDI and receive its EDI response (acceptance/rejection) in your DRM staging area for further processing by the DRM system.


  • You are maintaining ship-and-debit agreements as purchase pricing condition records. See:
  • Ship-and-Debit Agreement.
  • To send the claim request EDI to the manufacturer/supplier:
    • You have set up a condition type to be used for sales document output determination. This output type has transmission medium Special Function. It is recommended that the dispatch time for the Output type is set up as Send immediately (when saving the application).

    For this output type, the program is /SAPHT/RDRM_OUTPUT_PROCESS and form routine is ENTRY. In the standard system output type JRMS is configured for this.

    • You must make sure that the Output type is part of output determination procedure attached to the debit memo request.

    Process Flow

    Ship-and-debit claim items are created when a sell-through billing document on which ship-and-debit agreements have been applied is saved. For each agreement applied on a sales order line item, one claim item is created in the ship-and-debit due list.

    1. When the billing document is saved, an elementary item is created in the Ship-and-debit due list.
    2. You view ship-and-debit claim items that satisfy your selection criteria, directing the system to calculate claim amounts.
      • For a claim item, the system determines if there is matching resale which has been released for updating DRM lots. The system first searches for the lot using the End customer invoice number and the End customer number. If this search fails to yield any specific lots, then the system searches by shipping date.
      • The price protectable price (at the time of resale) of DRM lots against whom the matching resale is logged in the audit trail is taken as the original sell-in cost incurred by the distributor.
      • The system then calculates the ship-and-debit claim amount using the following formulae

    Ship and Debit Down To. Quantity * (Original sell-in cost minus down to ship and debit agreement rate). For example

    Claim quantity = 100 EA.

    Original sell in cost = $20 per 1 EA.

    Down to ship and debit agreement rate = $18 per 1 EA.

    Ship and Debit claim amount = $200.

    Ship-and-Debit Down by Quantity Dependent. Quantity * (Ship and Debit down by agreement rate) for example:

    Claim quantity = 100 EA.

    Original sell in cost = $20 per 1 EA.

    Down by ship and debit agreement rate = $1.5 per 1 EA.

    Ship and Debit claim amount = $150.

    Ship-and-Debit Down by. Quantity * (Ship and Debit down by agreement rate * Original Sell-in cost) for example:

    Claim quantity = 100 EA.

    Original sell in cost = $20per 1 EA.

    Down to ship-and-debit agreement rate = 10%.

    Ship-and-debit claim amount = $200.

    The claim amounts calculated by the system update the elementary items in the due list.

    1. You direct the system to generate claim documents for claim items. Debit memo requests are created and get blocked for billing, and claims EDIs are transmitted to the respective manufacturers/suppliers.
      • Upon creation of the claim documents, the system logs an audit trail entries against the affected lots. In the standard system the audit trail is made with the transaction code DCLC.
      • The status of the ship and debit due list item is changed to indicate that claims have been requested. In the standard system, this status is Y.
      • The claim acceptance/rejection EDI from manufacturer/supplier is transmitted to the DRM staging area.
    1. You release the claim acceptance/rejection from the DRM staging area after removing transmission errors.
      • Based on pre-configured set of business rules, the system validates the manufacturer/supplier’s action on your claim request.
      • Upon release of the rejection EDI from staging area the debit memo request will be updated with a rejection reason. If the manufacturer/supplier has transmitted approval, the system will remove the billing block from the debit memo request. You can then use the standard R/3 processing to create debit memos referencing these debit memo requests.
      • In either case, audit trail entries are created for the affected lots. The status of the ship-and-debit due list items are changed appropriately. In the standard system the status for rejection is W and for approval it is O.
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