Reimbursable Orders in the Federal Government
Solution 
The SAP System includes a Sales and Distribution (SD) application component, designed to handle sales orders and related transactions. The component is comprehensively documented in the SAP Library.
With the Federal Government solution, you have full access to SD functions. The prerequisite for using them is that your agency has gone live with SAP’s SD component. However, Federal Government processing differs in a number of ways from standard SD processing. The differences are described below.
Sales Orders
When a sales order is saved, the system automatically generates the budgetary entries to record the order received and the increase to anticipated reimbursements.
4221. Unfilled Customer Orders without Advance- Govt.
4210. Anticipated Reimbursements and other Income
Prerequisites
· Your FM area must be configured to allow FM account assignments fund, funds center, and commitment item to be optional for object type ‘04’ sales order.
To do this, go to the IMG and choose Funds Management Government ® Actual and Comt. Update ® Integration ® Maintain Field Status for Assigning FM Account Assignments. Note that FM account assignments can be derived and doesn’t have to be entered on the sales order line item. For example, the revenue commitment item can be derived on the basis of the revenue GL account.
· The commitment item you enter in the sales order line item account assignment tab (revenue commitment item) must be FM relevant. This means that you must specify financial transaction “30” in its master record.
· You must enter document category “C” for the sales order document type
· The budgetary ledger must be configured to do the appropriate account derivation for value type 83.
Billing
When the sales order is billed, the unfilled customer order is reduced and the reimbursement earned is recorded.
4251. Reimb and Other Income Earned- Receivable
4221. Unfilled Cust Orders without Advance
The account assignment (fund, fund center, WBS element, profit center, and so on) entered on the sales order is used in the revenue posting at the time of billing.
Using the Split Processor, the account assignment from the revenue line can be derived into the customer line of the special ledger document.
If required, cost of sales can be recorded at the time of billing.
Prerequisites
· Budgetary ledger account derivation for value type 54 and the reduction of value type 83
· The split processor must be so configured that a business transaction and variant that populate customer are assigned to document type “RV”.
To do this, go to the IMG and choose Financial Accounting ® Special Purpose Ledger ® Actual Posting ® Settings for Accounting Integration ® Document Splitting ® Assign Document Type.
Resource Related Billing
Many federal customers use resource-related billing to bill based on expenditures posted to a project or order. The scenario for doing this is as follows:
· Create the sales order and assign the sales order line item to the WBS Element (or order) that will collect the costs. The sales order generates the Anticipated Reimbursement budgetary entries.
· Run resource related billing DP91 for the appropriate range of sales documents. This generates debit memo requests for the amount to be billed. Debit memo requests do not generate a budgetary update.
· The debit memo requests are billed during the next billing cycle.
Prerequisites
· Resource-related billing must be configured and the sales order line item must be assigned to the appropriate dynamic item processor (DIP) profile. The DIP profile is very flexible and allows you to define rules for what types of expenses will be included in resource billing.
Advances
In many cases, customers may pay an advance against a sales order. This can be generated from the sales order based on information in the billing plan. The advance created in SD generates a down payment request in FI that can then be converted to a down payment.
The budgetary entry created by the down payment request is:
4222 Unfilled Customer Orders with Advance
4221 Unfilled Cust Orders without Advance
Then when the invoice is billed, the open item generated by the advance is cleared in the following budgetary entries are generated:
4252. Reimb and Other Income Earned- Collected
4222. Unfilled Cust Orders with Advance
Prerequisites
· The budgetary ledger must be configured for account derivation. Note that down payment request value type 58 does not need to make a budgetary entry. The down payment value type 61 and the reduction of the down payment need to make a budgetary ledger update.
See also: