Billing
Use
You can use report RHFAKT00_LSO to bill participants with the fees for a course by issuing an invoice via the billing interface.
During this process, the participant's address is read from the participant data stored for one-time customers. The billing price is transferred to the Sales and Distribution component (SD).
Integration
You activate integration between Training Management and Sales and Distribution (SD) in Customizing forTraining and Event Management under SAP Learning Solution ® Training Management ® Integration ® Billing and Activity Allocation ® 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
· Participation must be flagged as relevant for billing. You make this assignment when you execute the function Book/Payment Info. If you do not select this functionality (and book participation without fee assignment), the payment-relevant settings apply that were made for the participant type in Customizing under Training and Event Management ® SAP Learning Solution ® Training Management ® Day-to-Day Activities ® Booking® Specify Participant Type Control Options.
See also:
Book Participation with Payment Info (in Dialog)
· 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 participant. SAP recommends that you use the object type external person (H) for one-time customers since you must store the address for participants of this type.
· The customer master record must be in the sales areaof the course.
Scope of Functions
· Billing documents are generated in Sales and Distribution (SD) via the billing interface and, where relevant, posted to Financial Accounting (FI).
· 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 participant.
· In the event of errors in the billing document, you can cancel (reverse) the document and start the billing procedure 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 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 what data the report outputs.
Objects or course selection (pre-report)
There are a number of ways to start the report:
...
· Enter one or more course groups. The system finds all of the courses belonging to the specified group(s) and lists the participants.
· Enter one or more course types. The system finds all of the courses and participants belonging to the specified type(s).
· Enter one or more courses. The system lists the participants relevant for billing.
Reporting period
You can specify any period for which you want to determine participants for billing.
List output
You can specify what data you want output in the list (such as, participants not yet billed).
You can select the indicator Hide non-relevant to specify that courses 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_LSO)
If you
select this parameter and choose 
, the report
branches to the more detailed selection screen of the main report RHXFAKT0_LSO
before it is executed.
On the selection screen of the main report, you can, for example, select
objects by status. 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 participants per course and the following information:
· Course
· Participant
· Organizational assignment
· Sold-to party
· Bill-to party
· Attendance or participation 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 participant you want to bill and choose Create billing document, the relevant billing data is transferred to SD.
The following process flow takes place:
...
...
1. A validation check is performed on the document items. If the items are validated, a reference document is generated with the status transfer designated.
2. The BAPI for billing is called.
3. The status of the reference document is changed to transfer effected (yellow/amber light)
4. Due to the fact that the systems may be decoupled (SD and Training Management 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 participant 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).
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 course, in other words, all of the relevant allocation data that exists for the course. (The cursor must be on the relevant course for this.)
· Display the document flow for the participant, in other words, all of the relevant allocation data that exists for the participant. (The cursor must be on the relevant participant 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 participant
· Participant list
· Cancellation list
If you are performing billing in distributed systems (HR and LO in different systems), please note the information contained in:
Cross-Application Components ® Predefined ALE Business Processes ® Human Resources <-> HR <->LO ® Set Course Billing.
If you use the participant types customer and contact person, you should also note the information contained in:
Cross-Application Components ® Predefined ALE Business Processes ® Human Resources <-> HR <->LO ® Course Participant: Set Customer.
Cross-Application Components ® Predefined ALE Business Processes ® Human Resources <-> HR <->LO ® Course Participant: Set Contact Persons.
See also:
For information on the interface, refer to:
Business Process Flow of Billing Courses