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Procedure documentationDelivery List Invoicing Locate this document in the navigation structure

 

The Delivery List (DL) received from the US Department of Defense (DoD) can be processed either via online transaction (TA) or via batch report in parallel.

Procedure

DL Invoicing processing per online TA

  1. Transfer the external Delivery List text file from the DAMES system (connected to US Department of Defense) to the SAP system.

  2. Execute TA /PSFMS/DLRECEIVE for uploading and processing the DL items from text file.

DL Invoicing processing per batch report

  1. Transfer the external Delivery List text file from the DAMES system (connected to US Department of Defense) to the SAP system.

  2. Upload text file in dialog:

    • Call TA /PSFMS/DLUPL for uploading the DL items and for performing a MILSBILL pre-check. Choose the filepath and filename for uploading the appropriate text file.

    • The system checks whether the text file has already been processed successfully.

    • MILSBILL Pe-check is performed: If the Pre-check is performed successfully: Lines of text-file are written into the MILSBILL log (//LGMBILL) and the Text-file Administration table (//TXTFILE) is updated. In case of Pre-Check errors, an error occurs in dialog.

  3. Schedule batch report /PSFMS/DLI_PROCESSING to process the DL items from the MILSBILL log. Only batch processing allows the system to parallelize the process for better performance.

Result

The DL has been received by the US Department of Defense (DoD) and needs to be processed.

There are seven different types of DL items that can be processed:

  • FKA Material Shipments and Charges (Invoice)

  • FKB Material Adjustments (Credit Note)

  • FKC Administrative Charges (Invoice)

  • FKD Administrative Charge Adjustments (Credit Note)

  • FKE Accessorial Charges (Invoice)

  • FKF Accessorial Charge Adjustments (Credit Note)

  • FKG Reply to Customer Request for Adjustment (Advice only value)

Depending on the type of DL item and whether it is an NSN or a Service, there are up to nine functions to be executed in a sequence during the DL processing:

  1. Preparation and validation of DL item

  2. Purchase Order creation

  3. Goods Receipt (GR) creation

  4. Creation of potenetial SDRs (Invoice without GR)

  5. Transfer of Invoice amount to Purchase Order item

  6. Transfer Document Number to Purchase Order item

  7. Invoice/credit creation

  8. Supply Discrepancy Report (SDR) update

  9. Customer specific processing via BAdI

If the processing of one function fails, the process is stopped and a Worklist entry is created. If the error is corrected, the processing of functions is continued.

In contrast to the FMS messages, the DL items can be processed independently of each other. If a function cannot be executed, an entry is created in the DL Worklist and the process is stopped.

The reason for introducing the Cost Group Code is primarily for delivery list (DL) processing. Together with related settings, the Cost Group Code defines exactly what action will be taken for the automatic invoice processing. For example, it determines whether or not (and how) the PO is to be created or a goods receipt (GR). It also allows you to determine the appropriate contract item for the delivery list item.

The Cost Group Code is determined in the following way during delivery list processing:

  • For 'above the line' costs, the Cost Group Code is determined by the referenced PO. If a PO cannot be found for the MILSTRIP Document Number, the appropriate PO is determined for the reference ID (in case of non-NSN). If a PO still cannot be determined, the customizing setting for the Item pattern of the delivery list item is taken into account. Customizing: Foreign Military Sales (FMS) --> Delivery List Processing --> Delivery List Invoicing Maintenance --> Assign Delivery List Item to Cost Group --> Assign DL item pattern of non-NSN 'above the line' costs to Cost Group.

  • For 'below the line' costs, the Generic Cost Code determines the Cost Group Code that is defined in customizing: Foreign Military Sales (FMS) --> Delivery List Processing --> Delivery List Invoicing Maintenance --> Assign Delivery List Item to Cost Group --> Assign DL item of 'below the line' costs to Cost Group.

The debit and credit processing is dependent on the Cost Group Code:

  • Processing 'above the line' costs:

    • For debits: Prior to the creation of the Invoice, a PO or a GR is created for the DL item with the MILSTRIP Document Number, dependent on the customizing settings for the specific Cost Group Code.

    • For credits: The specific PO for posting the credit can be determined via MILSTRIP Document Number for crediting.

  • Processing 'below the line' costs:

    • For debits: Prior to the creation of the debit, one PO is created for all DL items belonging to the same contract (that is, FMS Case) and Cost Group Code. In customizing, you can determine whether only one item is to be created with the sum of all DL items and values, or whether a PO item is created for each DL item.

    • For credits: The appropriate PO for posting the credit is difficult to find. The only parameters for determining the PO is the Cost Group Code and the credit value. Therefore, during crediting, a PO is determined via Cost Group Code with an invoice amount that is slightly higher than the credit value.

Errors received during processing lead to entries in the Delivery List Worklist.