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Process documentationUsing the Billing Request Editor

 

This process is used to create a resource related debit memo request (DMR) .The DMR is then used as a basis for all further processing.

Process

Following are the process steps:

  1. In the Initial screen the user enters a DMR number to review and adjust so that it can be billed.

    The usual checks for authorization are executed, as well as checks if this DMR is already billed, fully rejected or if it is not a resource related DMR at all.

    System then retrieves from the DMR and DLI the details and presents the data on maximum DLI level for WIP review and selection

  2. In the WIP Selection screen the WIP is reviewed or either aggregated on a very detailed level.

    The user can decide not to bill certain percentage or value of the WIP and move these portions back into the WIP, where it is available for subsequent bills.

    • The grouping section allows the user to aggregate the DLI based on DLI characteristics and can be defaulted. For example aggregate the values by period and employee.

    • The user can then maintain the WIP Selection screen if parts of them have to be postponed. This can be done based on a value basis or a percentage basis. Traffic light then changes to yellow (partially billed) or red (completely returned to WIP). Postponed bill items will be moved back to WIP.

    • Metric section shows the impact of previous and current decision.

    • The user can then re-group and do additional postponements or can move on to the accrual screen.

    Note Note

    Data can be exported to excel at this stage. In case items are missing (late time sheets, missing invoices) the user has the option to add these into the DMR in the next step.

    End of the note.

  3. In the Accrual screen, the user can to add accruals for example for missing time sheets or missing invoices. The available categories for accruals are defined in customizing and the user can only select from these categories.

    Enter the following mandatory fields for each accrual:

    • Category, description and value

    • For some accrual types, quantity can be made mandatory.

    • Further fields are available to capture additional characteristics. The usage of these depends on the value screen.

    • If the user wants to group the accruals together with original entries, then the characteristics have to be captured as well, otherwise the system does not know what belongs together.

    Note Note

    Accruals are not mandatory. If finished or no accruals are needed the user can proceed to the value screen

    End of the note.

  4. In the Value screen, the user can group the items and review the valuation as defaulted through pricing, on the basis of the DMR lines after the postponement and the accruals are added. These are the initial values, for which the user can then adjust the pricing.

    The user can group the DMR lines in this screen to make the pricing decision easier. The grouping works with the same handling as described above for the WIP selection. But here there are fewer characteristics available as the work here is on the DMR level and not on the DLI level. Default values are controlled per customizing.

    The grouped DMR items are presented to user with original value and quantity and the user can then change the rate or the value for this grouping.

    There are some exceptions to be considered:

    • Quantity and rate is shown only if all items grouped have a quantity and a rate

    • If quantity and rate is not shown it cannot be changed

    • There are certain categories of DMR lines, which are marked in customizing as not changeable.

    From here there are three basic ways to proceed:

    • The grouping last used is how the bill items should appear on the invoice.

    • The invoice is freely defined use the free form option

    • There is a customer defined option, which fills defaults to next screen based on customer logic (see BAdI BADI_PRS_BUSINESS).

  5. In the Billing screen, the final bill presentation is defined. There are several different options supported as the differences here are quite big between different billing scenarios. There are options provided to default everything and only allow the user to change the texts. To options where the user can change the grouping (that is, in one case the bill is presented by period in next case the bill is presented by period and employee) to the option where the bill is prepared completely using the free form.

    The Metrics section shows the usable components and the metrics.

    In the Bill Items section the items are shown (where the text can be either opened or collapsed).

    In case copy over lines are defaulted with each group available in the value screen. These items need to be kept in synchronization between the two screens, so in Value screen the user can change the value on such items and in the Billing screen the user can only change the texts.

    If the user changes the grouping in the Value screen after going to the Billing screen then a warning is displayed and if the user proceeds, then the copied items will be deleted from the Billing screen.

  6. On saving the DMR is updated. The changes executed are:

    • Reject DMR if they were completely postponed in WIP selection screen

    • Change quantity/value in EK01 on DMR line, if they were partially postponed in WIP selection screen, update AD01DLI tables as well

    • Postponement is always done in a way that the system tries to bill the old items fully and only bills the newest items partially.

      Note Note

      This is different to DP90, where all items would be partially postponed

      End of the note.

    • Accrual lines are added to DMR and accrual lines are priced

    • Value on original DMR lines is changed (details below)

    • Additional lines for all items shown in the billing screen are added with text and value.

Result

A DMR is updated with regards to quantity, price being billed. Additional items are created on DMR, Texts are maintained and DLIs are moved back to WIP.