Process documentation Processing for Self-Billing or Retro-Billing 

Purpose

The system can interpret transmissions in various ways. How it does so depends among other things on how you set the ACTION codes at header and item level and which type of processing is linked to each setting.

These settings are fundamental to the implementation of SD self-billing with EDI.

This process explains the possible types of processing in detail. For details of the actual combinations of mapping settings that are linked to these processing types, see

Table of ACTION Codes to Control Self-Billing/Retro-Billing.

Process Flow

The following are the various types of processing possible, numbered with reference to their listing in the table mentioned above.

 

  1. Normal processing with quantity/value


  2. This is the standard type of processing, where a customer displays deliveries from a vendor using self-billing documents. The vendor receives money.

    The system determines the corresponding SD document (delivery/current invoice or delivery confirmation if working with the JIT call procedure), compares it with the transmitted data, and creates new invoice documents if required for value or value and quantity differences.

    Depending on whether there is a difference only in value or also in quantity and value, the system automatically proceeds as follows:

    Value difference
    When the quantity is correct, but the value is not, the system automatically creates a credit or a debit advice, depending on the +/- sign of the difference. The value of this credit or debit memo position plus the value of the present billing item is then exactly the same as the value transmitted by the customer. See also
The +/- Sign in SD Self-Billing.
In these purely value-relevant documents, the system always leaves the original transaction quantity unchanged.
You should make the appropriate settings to make sure that this quantity is set as not relevant for information system update, such as to the Sales Information System, Business Warehouse or CO-PA. You do this by defining the relevant item categories and/or document types as "value items" in Customizing. See also
Differentiation of Value-Only and Value/Quantity Differences.

Value and quantity difference
When both value and quantity are incorrect (the quantity difference usually causing the value difference), the system automatically creates a document for the difference amount, but in this case the quantity for the document is the difference quantity.
In this case, you should make sure that the quantity is set as relevant for information system update, such as to the Sales Information System, Business Warehouse or CO-PA. Usually, you can simply use the original item categories for this purpose. Normally, no extra Customizing settings are required.
  • Value-based clearing invoice without accessing SD Retro-Billing


  • This type of processing assumes that the transmission explicitly states that it is a clearing invoice, by referring to a transaction that has already been settled.
    If you know that the transmissions from this sender always deal exclusively with value changes, then you should use this type of processing if:
    - you do not want quantities to be changed in your internal statistics update (SIS, CO-PA)

    Note

    This might be the case if you know that quantity-relevant transactions, such as return deliveries, are never processing in self-billing.


    - you are only using the automatic posting to bring the values into the system, so that they can be automatically cleared in FI on payment
    - you do not want to use retro-billing functions to check that the values transmitted are correct

  • Value-based clearing invoice with accessing SD Retro-Billing


  • As above, except that the invoices, which are already in the document flow for the original delivery, are recalculated simulatively using the retro-billing functions. The system thus determines whether the amount transmitted agrees with the amount calculated simulatively in your system.

    This processing type is advantageous if you have set the system to create new open items automatically when a certain tolerance limit is exceeded. The tolerance check takes into account all postings with their +/- signs, so that no new open items are created unnecessarily. For example, if both you and your customer have changed a price retrospectively, the amount becomes the same and the debit amount is not interpreted as a difference.
  • Transaction not relevant for processing


  • Certain combinations of ACTION codes are not supported. You should check such data and edit it manually if necessary.

    It is technically possible to edit the ACTION codes in the Self-Billing Monitor, so that the transmission can be processed. However, you must ensure that the processing type that results from this editing is the correct one.
    1. Deactivation by system


    2. If you receive data that you definitively do not want to process, you can set the header ACTION code 007.

      The data record (IDoc) is adopted into the transmission, but is immediately deactivated for further processing. This means that it can never into the processing step.


    Caution

    This setting, once made, cannot be manually undone.

    Note

    For example, in the case of VDA 4908 (as used in the

    Table of Settings for Mapping in EDI Subsystem), you could set that the self-billing document type 2 (non-valuated goods receipt) is always converted into ACTION code 007, since this data is generally purely informative.

     

     

     

     

     

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