Service Invoice Check 

Purpose

If you offer services in your leases in addition to physical objects, you have to make sure that you post and pay only those service invoices that are covered by your customer's lease. In the case of invoices for services that are not covered by the lease, you either bill the customer or, in the case of errors, file an objection with the invoicing party.

Because the service invoices are received in SAP ERP (agency business) but the leases are stored in SAP Customer Relationship Management (SAP CRM), the two systems must exchange this data. To do this, you use SAP NetWeaver Exchange Infrastructure.

The checks described below do not apply to fuel card invoices.

For more information, see Identification of Fuel Cards.

Prerequisites

●      You have entered the basic settings in SAP NetWeaver Exchange Infrastructure. For more information, see SAP Help Portal at help.sap.com → Documentation → SAP NetWeaver → Process Integration → SAP Exchange Infrastructure.

●      To connect SAP CRM and SAP NetWeaver Exchange Infrastructure, you have created a site with the type External Interfaces for XI in the middleware for SAP CRM. To enable communication between the two systems, you have created a subscription for the site with the type All Business Transactions.

For more information, see Customizing for Customer Relationship Management → CRM Middleware and Related Components → Exchanging Data with External Components→ XIF Adapter Setup → Outbound Direction → Create Sites and Subscriptions.

●      You have assigned the BDoc type and the interface CRMXIF_SERV_CONF_NOTIF_SAVE to the site.

For more information, see Customizing for Customer Relationship Management → CRM Middleware and Related Components → Exchanging Data with External Components→ XIF Adapter Setup → Outbound Direction → Assign Site and BDoc Type to Interface Type.

Process Flow

The following figure shows the components and actions involved.

Error! Objects cannot be created from editing field codes.

To enable you to perform the invoice check, SAP provides XI content with the following interface and mapping objects:

       1.      Send invoice data to be checked (SAP ERP)

The system performs this check if an invoice relates to a previously planned service, that is, if the invoice has a service order number. SAP ERP transfers the service order number and the object reference, for example the license plate number, to SAP CRM.

Interface in the software component ERP VALUE PACK → ECC-VPACK 601 (namespace http://sap.com/xi/AB/FS/VP):

Message Interface	InvoiceDataToCheck_Out
Output Message Type	InvoiceData
Input Message Type	True
Fault Message Type	StandardMessageFault

 

       2.      Receive invoice data to be checked (SAP CRM)

SAP CRM receives the service order number from the agency business in SAP ERP. The system checks whether the service order number exists with the object reference in SAP CRM.

○       If this check is successful, the system can perform further invoice checks.

○       If this check is not successful, the system displays an error message. You must correct your entries for in the invoice in the agency business.

Interface in the software component SAP BBPCRM → SAP CRM ABAP 5.1 (namespace http://sap.com/xi/CRM/FS):

Message Interface	InvoiceDataToCheck
Output Message Type	InvoiceData
Input Message Type	True
Fault Message Type	StandardMessageFault (http://sap.com/xi/CRM)

 

       3.      Send invoice information (SAP ERP)

If you enter service invoices in a settlement request list in SAP ERP and save this data, the system transfers the invoice data to SAP CRM to create a service confirmation for each single invoice.

Interface in the software component ERP VALUE PACK → ECC-VPACK 601 (namespace http://sap.com/xi/AB/FS/VP):

Message Interface	InvoiceInformatione_Out
Output Message Type	InvoiceInformation
Input Message Type	ServiceConfirmationNotification

 

       4.      Receive invoice information (SAP CRM)

In SAP CRM, the system uses the invoice data from agency business to create a service confirmation.

The system searches for a service order and for the lease for the service confirmation and checks whether these correspond to the service confirmation.

Interface in the software component SAP BBPCRM → SAP CRM ABAP 5.1 (namespace http://sap.com/xi/CRM/FS):

Message Interface	InvoiceInformation_In
Input Message Type	InvoiceInformation
Output Message Type	ServiceConfirmationNotification
Fault Message Type	StandardMessageFault (http://sap.com/xi/CRM)

 

       5.      Send service confirmation notification (SAP CRM)

When the service confirmation has been created and compared with the documents in SAP CRM, SAP CRM transfers the notification that the service confirmation has been created to SAP ERP.

Interface in the software component SAP BBPCRM → SAP CRM ABAP 5.1 (namespace http://sap.com/xi/CRM/FS):

Message Interface	ServiceConfirmationNotification_Out
Output Message Type	ServiceConfirmationeNotification
Input Message Type	InvoiceInformation

 

       6.      Receive service confirmation notification (SAP ERP)

If the check in SAP CRM is successful, the system releases the invoice item in the settlement request list. If the check is not successful, the invoice item remains open in the settlement request list and you must postprocess this manually.

Interface in the software component ERP VALUE PACK → ECC-VPACK 601 (namespace http://sap.com/xi/AB/FS/VP):

Message Interface	ServiceConfirmationNotification_In
Input Message Type	ServiceConfirmationNotification

 

For a functional description, see Checking of Service Invoices.