VAT Invoice Printing Program (SAP Library

VAT Invoice Printing Program

Use

The VAT invoice printing program for China is used to print VAT invoices on prenumbered forms. In two separate selection screens, you specify which documents you want to print and which forms you want to use (steps 1–4). The system then displays a results list, from which you select the documents you want and print them out (step 5).

Integration

The printing program uses data from the SD billing documents and the various functions for managing VAT invoices.

Prerequisites

You must have the SD component.

Make sure that the posting block for the SD billing document has been set before you use the printing program (see Billing Document Types with Automatic Block). This is because normally, when you create a billing document, the system automatically generates a document in Financial Accounting (FI) with all the relevant postings. Where prenumbered forms are used, however, the system must not generate an FI document until you have printed out the billing document, the reason being that a billing document does not become legally binding until you print it out. Any posting problems in FI may lead to discrepancies between the billing document and the accounting document.

Activities

Access transaction IDCP (Report IDPRCNINVOICE).

Enter data as follows:

Organizational data

For China, only Billing, Sales organization, and Sales district are relevant.

Prenumbered forms

Enter the lot number and book number of the forms onto which you want to print the billing documents.

Print

Select Print to print out the billing documents.

For China, the Renumber function is not relevant.

Choose Execute.

The second selection screen appears.

Enter data as required. The following are of particular interest:

Prenumbered forms

Enter the official document numbers of the forms onto which you want to print the system documents.

Customers, Creation data, Documents

Enter the selection criteria for the system documents that you want to print out.

Output type

For China, select one of the output types you have defined in Customizing (see Customizing the Printing Program).

The system only processes one output type in each run of the program. If you leave this field blank, the system uses the output type of the first document.

Additionally, since each document type is usually associated with a different output type, the output type effectively determines the document type.

Posting status

This group box is only available for billing documents. The most important statuses are:

Posting block

Selects documents that you have created in Sales and Distribution, but not yet printed using this transaction (which releases the posting block).

Accounting doc. created

Selects two types of billing documents: (a) those that you have created directly in Financial Accounting (FI) and (b) those that you have already printed using this transaction. In both cases, the system creates a Financial Accounting (FI) document. Therefore, select this indicator only if you want to (a) print billing documents from FI or (b) reprint billing documents.

The other posting statuses are required in special circumstances only:

To call all the billing documents that could not be printed and released to FI because of errors in the pricing scheme, select Pricing error.

To call all the billing documents that could not be printed and released to FI because of errors in the FI interface, for example the system could not find any G/L accounts for discounts, select FI/CO interface.

To call all the billing documents that could not be printed and released to FI owing to missing export data, select Export data missing.

In China, No authorization is not relevant.

Repeat printouts

Specify whether the system should allow repeat printouts or not (Allow or Reject), or whether you want to check each individually (Check). This function prevents you from accidentally reprinting documents.

Choose Execute.

The result list appears.

The Reference fields have an initial status because the documents have not yet been assigned an official document number.

The following functions are included:

You can display administrative information on an invoice by double clicking an item.
You can display and change the original accounting invoice and billing document by choosing Display/edit document. The color of the invoice field changes automatically.
To print the selected documents choose Release/print. The system then updates the Reference field with an assigned official document number.
You can see whether the transaction has been successful or not by choosing Log. Different colors are used to indicate the status:

White indicates that the transaction has been successful.

Yellow indicates important information.

Red indicates that an error has occurred and that immediate action is required. In this case, the reference field is reset to the initial status.

In the fields under Posting Status:

A indicates that the billing document has not yet been released to FI.
C indicates that the billing document has been successfully released to FI.

Select the documents that you want to print and choose Release/print.

If any of the documents are reprints, the system updates the Reference field, which means that a new official document number has been assigned. The system automatically prompts you to enter the reason for voiding the old prenumbered form, the date, and any remarks.

If you have selected Check, the system asks you to confirm the printout. Choose Yes.

A VAT invoice can be either itemized or summarized:

You can limit the number of items on an itemized invoice by making a customizing setting (see Customizing the Printing Program).

A summarized invoice summarizes items of the same division.

You can print a detail list of the items on a summarized invoice.

SAP provides two SAPscript forms relating to the printing program for reference purposes:

RVINVOICECN (itemized invoice)
RVINVOICECN1 (summarized invoice)

Result

For documents with the status Posting block, the system creates an FI document, prints the documents on the prenumbered forms, and records the official document number in the billing document reference field. For documents with the status Accounting doc. created, the system overwrites the old official document number with the new one, and records the original form as void.

To display a list of the actions carried out by the system, access the log.