The system can forward billing data in invoices, credit and debit memos to Financial Accounting and post them to the appropriate accounts.
Costs and revenue can be posted to the following accounts:
The system automatically posts the amounts to the appropriate accounts by means ofAccount determination.
The system posts these costs and revenue according to the business area. The business area can be equivalent to the:
The business area is defined in Customizing for Sales.
Reference Number and Assignment Number
Financial Accounting must be able to recognize that certain billing documents belong to one business transaction. These documents are combined for this purpose.
Incoming payments may refer to a specific number (such as a customer purchase order number). For clearing purposes this number can be used to find the relevant document quickly.
Also, if there are any cancellations or credit memos which are created on the basis of an invoice, it is important for Financial Accounting to be able to recognize that these billing documents belong to one business transaction.
For these purposes there are two special numbers in the billing document header which can be passed on to the accounting document as follows:
The reference number can contain the number of the customer business transaction. This number can be used as search criteria for changing or displaying the document. You can print the reference number instead of the accounting document number in all business correspondence.
The assignment number provides additional information in the customer line item of the accounting document. The account line items are sorted and displayed according to the assignment number.
Any subsequent documents, which relate to the invoice, such as a cancellation document, credit or debit memo, etc., will have the same reference and/or assignment number. In this way the system can view these documents as belonging to a single business transaction.
In Customizing for Sales, you can choose from the following to be used as a reference number and an assignment number:
The reference number and the assignment number can be entered as follows:
Choose Goto ®
Choose Goto ® Header ® Header detail: Assignment field.
Determining the FI Document Type from the Billing Type
You can assign an FI document type when maintaining the billing types.
If you do not make an entry, the system automatically assigns document type ‘RV’.
Combining FI Documents Using a Payment Reference Number KIDNO.
In some countries you may be required to combine receivables, linked liabilities or cancellations in the same payment program.
This combination is carried out by filling field KIDNO in the billing header with the following values:
Transaction-Related Negative Adjustment
Offsetting entries in the SAP system have always been entered on the corresponding opposite side, e.g. receivables on the debit side and credit memos on the credit side. In this way, the account could be balanced even though sales volume entries were made on both sides of the account.
Now, you can use the billing type to determine whether 'negative adjustment' is to be carried out for certain billing types. When maintaining the billing type you can set the following in the ‘negative adjustment’ field:
no negative adjustment
Credit memos/cancellations with ref. to an invoice - negative if the postings are within the same posting period.
Credit memos/cancellations with ref. to an invoice - always negative.
Value Date for Credit Memos
Credit memos that do not have a value date will be immediately due for payment on the billing date. This means that the receivables and payables will not be reconciled.
When maintaining the billing types, you can choose the function ‘Set value date for credit memos’.
If this function has been selected in the billing type, the reference billing date has not been cleared, and the baseline date for payment in the base billing document is after the billing date in the credit memo, then the following fields are completed:
The fields VALDT and REBZG are not completed for cleared base value billing documents.
Transferring Partner Functions to Accounting
You can use the indicator Branch/Head office to determine which partner functions should be transferred to accounting when maintaining the billing type.
If the credit limit check is active, the system reacts automatically as is described in the entry "initial", regardless of what setting has been made.
For more information, see the FI Financial Accounting documentation.