Billing (SAP Library - Training and Event Management (PE))

Billing

Use

The report RHFAKT00 lets you bill attendees with the fees for a business event by issuing an invoice via the billing interface.

During this process, the attendee's address is taken from the attendee data stored for one-time customers. The billing price is transferred to the Sales and Distribution component (SD).

Integration

You activate integration to Billing in Customizing for Training and Event Management under Billing.

If you want to use the payment card functions, you must make the required settings in Sales and Distribution under Billing ® Payment Cards.

Prerequisites

Attendance must be flagged as relevant for billing. You make this assignment when you execute the function Book/Payment Info. If you make no assignment here (and book attendance without fee assignment), the billing settings maintained for the attendee type in Customizing under Specify Attendee Type Control apply.

The address of the one-time customer must be available.

In the case of a one-time customer, the address must be stored with the attendee. SAP recommends that you use the object type H (external person) for one-time customers since you must store the address for attendees of this type.

The customer master record must be in the sales area of the business event.

Features

Billing documents are generated in Sales and Distribution (SD) via the billing interface and, where relevant, posted to Cost Accounting (CA).

The system reads the address for the invoices from the customer master record or, in the case of one-time customers, from the address stored for the attendee.

In the event of errors in the billing document, you can cancel (reverse) the document and start the billing procedure once again.

All billing and activity allocation operations are logged with a reference document number. You can switch between the reference document and the original document by choosing View. Details of net amounts and tax amounts are stored in Training and Event Management for your reference.

You can create credit memos to credit customers with amounts.

When you book attendance and choose Book/Payment Info, you can specify different partner functions in the Fee and Assignment dialog box: the sold-to party, the bill-to party, the payer and the ship-to party.

You can use payment cards in the billing process. If you do so, you must enter the card number, card type and validity data in the Book/Payment Fee dialog. A card check is performed. If the card is validated, you must authorize the card. When the billing report is executed, the invoiced amount is automatically debited from the payment card.

Selection

You can set parameters to determine the data output by the report.

Objects or Business event selection (pre-report)

There are a number of ways to start the report:

Enter one or more business event groups. The system finds all of the business events belonging to the specified group(s) and lists the attendees.
Enter one or more business event types. The system finds all of the business events and attendees belonging to the specified type(s).
Enter one or more business events. The system lists the attendees relevant for billing.

Reporting period

You can specify any period for which you want to determine attendees for billing.

List output

You can specify what data you want output in the list (such as, attendees not yet billed).

You can select the indicator Hide non-relevant to specify that business events for which the report finds no results are not displayed in the list.

Billing date

The date in this field indicates when billing should be carried out in SD, in other words, the settlement period. The default date for the billing is usually the current date. You can overwrite this date as required.

Standard selection screen (only pre-report RHXFAKT0)

If you select this indicator and choose , the report branches to the more detailed selection screen of the main report RHFAKT00 before it is executed.

On the selection screen of the main report, you can select objects by status, for example. As a rule, you need not access the standard selection screen since the pre-report has sufficient data selection options. If you do not want to go to the standard selection screen, do not activate this parameter before you choose .

Output

The system displays a list of the selected attendees per business event and the following information:

Business event
Attendee
Organizational assignment
Sold-to party
Bill-to party
Attendance fee
Credit memo amount (where relevant)
Invoice number (if billing was already performed)
Credit memo number (if credit memo was already generated)
Card type (for billing with payment cards)
Valid-to date of the payment card authorization

You can perform billing from the list screen:

If you select the attendee you want to bill and choose Create billing document, the relevant billing data is transferred to SD.

The following process flow takes place:

A validation check is performed on the document items. If the items are validated, a reference document is generated with the status transfer designated.
The BAPI for billing is called.
The status of the reference document is changed to transfer effected (yellow/amber light).
Due to the fact that the systems may be decoupled (SD and PE in distributed systems), confirmation of this transaction is necessary to ensure that the transaction has actually been executed.

For this purpose, you must call the function Compare document. The system searches for the original SD document.

It is only possible to further edit attendee data, for example, to make a cancellation, when the billing operation has been confirmed using the function Compare document.

If the original document is found, the status of the reference document changes to Transfer confirmed (green light). You can display the original document by choosing View ® Ref. <-> Original document.

If the original document cannot be found, the status of the reference document changes to Transfer incorrect (red light).

For more information on the procedure when the original document cannot be found, refer to Error diagnosis in note 161511.

You can execute the following functions from the list screen:

Create credit memos

Check billing data

Display the document flow for the business event, in other words, all of the relevant allocation data that exists for the business event.

Display the document flow for the attendee, in other words, all of the relevant allocation data that exists for the attendee. (The cursor must be on the relevant attendee for this.)
Display document (reference document)
Display error log (confirmations of check/execution of billing)

Cancel document: In the event of errors in the billing document or credit memo, you can cancel (reverse) the document and start the billing or credit memo procedure once again. This process is equivalent to generating a new document.

Change fee and assignment of not yet billed attendee

Attendee list

Cancellation list

If you are performing billing in distributed systems (HR and LO in different systems), please note the information contained in:

Set Up Business Event Billing

If you use the attendee types customer and contact person, you should also note the information contained in:

Business Event Attendees:Set Up Customers

Business Event Attendees: Set Up Contact Person

See also:

Billing Business Events

Creating Credit Memos

For information on the interface, refer to:

Business Event Billing

Business Process Flow of Billing Business Events

Performing Business Event Billing

Checking Billing of Business Events

Canceling a Billing Document