Displaying Document Flow (SD)

Use

The document flow allows you to display the development of the SD documents from the customer order to the billing document.

Procedure

1. Call up the transaction as follows:

Menu Path	Logistics ® Sales and Distribution ® Sales ® Order ® Display
Transaction Code	VA03; FB03

If the system does not automatically propose your order number, enter the order number from the first process or search for it using a matchcode.

2. Choose .
3. Choose Environment ® Display document flow.

The system displays all documents involved in the business transaction along with their overall processing status.

The accounting document is flagged as cleared, meaning that the customer has paid his invoice.

From this list, you can branch to any document.

4. Select the accounting document and choose Display document.
5. Double-click on the first line item (customer line item) to display detailed information for that item.

You can see that the invoice has been cleared. This ensures that SD also monitors that payment deadlines are met.

6. Choose until the overview tree appears.

Displaying Cash Management & Forecast, Cash Management Position in fi

Use

As already mentioned in the previous process on Cash Management, Cash Management & Forecast/Cash Management Position are updated during the whole SD procedure - starting with the order, then billing document, followed by cash receipt. The following sub-process will now present the cash receipt in Cash Management Position and those changes in the planning totals connected to the cash receipt, which are formed through open billings.

Procedure

1. Call up the transaction as follows:

Menu Path	Accounting ® Treasury ® Cash Management ® Information System ® Reports on Cash Management ® Liquidity Analyses ® Liquidity Forecast
Transaction Code	FF7B

2. Enter the following data:

Field	Europe	North America
Company code	1000	3000
Cash management position	Select	Select
Liquidity forecast	Select	Select
Grouping	Total (all types of receipts/expenditures and bank data)	Total (all types of receipts/expenditures and bank data)
Display as of	Date of incoming payment	Date of incoming payment
Display in	EUR	USD
Scaling	0/0	0/0

3. Choose .
4. Enter the following data:

Field	Europe	North America
Delta display with balances	Select (display changes per value date – as opposed to cumulative display)	Select (display changes per value date – as opposed to cumulative display)

5. Choose .



If the date you entered as the planning date falls on a public holiday, the incoming payment is reproduced on the next working day dependent on the value date.

6. Double-click on Banks.
7. Double-click on B9 (Cash rec).

The system displays the bank accounts on which the cash receipts are recorded.

The cash receipt you posted has flowed into the value date dependent balance of the DBGEING (Europe)/CBGEING (North America) group on the planning date you entered.

8. In DBGEING (for Europe) or CBGEING (for North America), select the amount in the column for the planning date you entered and choose Display list.

You should be able to find the incoming payment you posted in the list of displayed documents on the Line Items (Module Pool) screen.

9. Choose 3 times.

Finally, you still need to check whether the amount in short-term cash management (=presentation of the expected cash receipt from the billing) has been reduced as a result of the incoming payment.

10. Choose New display.
11. In the dialog box, enter the following data:

Field	Europe	North America
Display as of	Noted planning date from FI document	Noted planning date from FI document

12. Choose Continue.



If the date you entered as the planning date falls on a Saturday or Sunday, the expected incoming payment is reproduced on the next working day dependent on the value date. For overview reasons select NEW ENTRY in this case and enter the previous working date as value date (i.e. minus 1 or 2 days)!

13. Double click on Persons.
14. Double-click on the F1 (FI customers/vendors) level to display the group of customers (already posted and thus billed values).

The sum displayed has once again been reduced exactly by your billing amount as this is henceforth already displayed as an incoming payment on the bank account.

15. Choose until the overview tree appears.

Making a Fast-Entry Incoming Payment in fi

Use

A few days after sending the invoice you will receive payment for the forwarded pumps. You now enter this payment in accounts receivable.

In this process, you will require the baseline date and the cash discount base you noted in the 4^th step. We will assume that the customer will pay 14 days after the invoice is sent. (Base date + 14 days). The customer has differing payment terms according to the type of product and international subsidiary concerned. Dependent on the payment terms, the customer can deduct cash discount from the cash discount base if he pays within 14 days of the invoice being sent.

Procedure

1. Call up the transaction as follows:

Menu Path	Accounting ® Financial Accounting ® Accounts Receivable ® Document Entry ® Payment Fast Entry
Transaction Code	F-26

2. Enter the following data:

Field	Europe	North America
Company code	1000	3000
Posting date	Bline date + 14 days	Bline date + 14 days
Bank account	113109	113109
Currency	EUR	USD
Reference	Any number	Any number
Document date	Base date + 14 days	Base date + 14 days
Value date	Base date + 14 days	Base date + 14 days

3. Select Enter payments.
4. Choose
to bypass any warning messages.



The Incoming Payments Fast Entry: Header Data screen is only displayed the first time that you call up the transaction. To maintain or verify your entries, choose Specifications.

5. Enter the following data:

Field	Europe	North America
Customer (payer)	1050	3050
Amount	Noted cash discount base amount less cash discount	Noted cash discount base amount less cash discount

6. Choose Process open items.

The system tells you that the document date is in the future.

7. Bypass the warning with .

The system displays the open items for the customer.

8. Double-click on the gross amount of the item to be cleared. The line will change color.

Any other lines should be colored black. (If this is not the case, deselect the lines that you do not require by double-clicking the EUR/USD gross amount field).

9. Choose .

The system confirms that the document has been saved.

10. Choose until the overview tree appears.

Profitability Reports in fi

Use

As already described in the previous step, the information flowed into the Profitability Analysis on creation of the billing document. You now want to call up a profitability report, in order to check the contribution margins of the pumps sold.

Procedure

1. Call up the transaction as follows:

Menu Path	Accounting ® Controlling ® Profitability Analysis ® Information System ® Execute Report
Transaction Code	KE30

2. Enter the following data:

Field	Data
Operating concern	IDEA

3. Choose .
4. Select the report IDES-050 with a double-click.
5. Enter the following data:

Field	Europe	North America
Sales organization	1000	3000
Period from	Current month/year	Current month/year
To period	Current month/year	Current month/year
Plan/act. ind.	0	0
Version	Empty	Empty
Record type	F	F

6. Choose .

The system displays the report list.

The following procedure demonstrates how a drill-down to the individual billing items using the summary data of a sales organization can be carried out.

7. Double-click the division 01 Pumps.
8. Select one of the following customers:

Field	Europe	North America
Customer	Becker, Berlin	Thomas Bush Inc.

You are now at the lowest level of the report and can see the quantity, sales and contribution margins I and II for the product P-109 of the customer. If you can only see one entry from the various characteristics, then this is due to the fact that for the report selection solely the current month was entered and thus the data volume of the previous months is not displayed.



Instead of individual key figures, a complete contribution margin scheme can also be portrayed.

9. To start line item display in Profitability Analysis (last section) directly from the report, select the line of the product P-109 with your cursor and select Goto
® Line Items.

The system displays an overview of the invoice items.

10. Choose the document you created.

You return to the line item list from where you can display additional data via tab strips Characteristics and Value fields.

11. Choose twice.
12. Choose .
13. Choose Yes in the Exit Report dialog box.
14. Choose .

Displaying Cash Management and Forecast, Summary Presentation of Payment Schedule in fi

Use

The sales process (from sales order entry through goods issue to billing) is fully integrated with cash forecasting. According to the phase in the SD process, the expected cash receipts are either expelled to Cash Management or to a Cash Management position.

Procedure

1. Call up the transaction as follows:

Menu Path	Accounting ® Treasury ® Cash Management ® Information System ® Reports on Cash Management ® Liquidity Analyses ® Liquidity Forecast
Transaction Code	FF7B

2. Enter the following data:

Field	Europe	North America
Company code	1000	3000
Cash position	Do not select	Do not select
Liquidity forecast	Select	Select
Grouping	Persons (all types of receipts and expenditures)	Persons (all types of receipts and expenditures)
Display as of	Noted planning date from FI document	Noted planning date from FI document
Display in	EUR	USD
Scaling	0/0	0/0

3. Choose .
4. Enter the following data:

Field	Europe	North America
Delta display with balances	Select (display changes per value date – as opposed to cumulative display)	Select (display changes per value date – as opposed to cumulative display)

5. Choose .



If the date you entered as the planning date falls on a public holiday, the expected incoming payment is reproduced on the next working day dependent on the value date.

6. Double click on Revenue.
7. Double-click on the level F1 (FI customers).

The value of your billing has flowed into the value date dependent balance of the E6 group on the planning date you entered, as the sold-to party contains the planning group E6 in its summary record. If the amount shown there does not correspond with the billing you just created (planned amount is greater than your billing), then you need to look for the reason for this in the summary presentation of the planned data. Note the planned amount displayed. You will see the following change after the incoming payment has been made: The amount displayed is reduced by this amount exactly.

8. Choose until the overview tree appears.

Analyzing Customer Line Items in fi

Use

The receivable from the customer has now been posted with the billing. The payer is not the same as the customer and the invoice recipient. Therefore a sold-to party number must be entered that differs from that of the customer.

Procedure

1. Call up the transaction as follows:

Menu Path	Accounting ® Financial Accounting ® Accounts Receivable ® Account ® Display/Change Line Items
Transaction Code	FBL5N

2. Enter the following data:

Field	Europe	North America
Customer account	1050	3050
Company code	1000	3000
Open items	Select	Select
Open at key date	Noted baseline date for payment	Noted baseline date for payment

3. Choose .

The system displays a list of open invoices for the customer for the selected document date. The delivery document numbers (delivery note number from the second procedure) can be seen in the Allocation field.

4. Position your cursor on the document that you have just posted.
5. Choose .

The system displays the first item in the document. This concerns the posting of the receivable. The sold-to party’s reconciliation account in the balance sheet is the account 140000 (domestic receivables) in G/L accounting.

Further information is provided in the form of the cash discount base and the terms of payment .

The baseline date is the date to which the limits for the cash discount and net due dates are related.

6. Note the cash discount base, the terms of payment and the bline date as you will need these entries for posting incoming payments.
7. Choose More data.

The system displays a dialog box showing the planning date on which update of the expected incoming payment occurs in cash management and forecast.



The system determines the date under consideration of various information such as "baseline date in the FI billing document" and "previous payment history of sold-to party". The influence of these two components (previous payment history) in particular, means that at first glance the planning date is possibly not traceable. To do this, you first have to go into customer credit control.

8. Note the planning date.
9. Choose .
10. Choose .
11. Double-click on the sales revenue line (2^nd document item).
12. Choose More.

The Profit Center 1010 or 3010 stands for superior pumps and was derived from the sales order data.

13. Choose Profitability segment .

The system displays a dialog box with information about the derivation of characteristics on the profitability segment.

14. Choose Continue.
15. Choose .
16. Choose until the overview tree appears.

Billing the Sales Order (SD)

Use

Billing is the concluding activity in Sales and Distribution. When you create a billing document, you always refer to a reference document, i.e. in this case to the delivery of the 2 pumps. The sale is not posted in Financial Accounting until this process. A customer receivable is thus created.

Procedure

1. Call up the transaction as follows:

Menu Path	Logistics ® Sales ® Billing ® Billing document ® Create
Transaction Code	VF01

The number of the delivery you just created is displayed in the Document field. If this is not the case, change the entry accordingly.

2. Choose .
3. Select the billing item you created and choose .

The system displays detailed billing document data, price data, accounting data, and order data for this item.

4. Choose the Item partners tab.

The system displays the various partners connected with this business transaction here. The bill-to and sold-to parties have the same customer number. The payer (pays the bill) has the number 1050 (IDES DE) or 3050 (IDES US).

5. Choose twice.
6. Choose .
7. Note the number.

The transaction does not only mean that the billing document has been saved in the SD system but that the billing data has also been transferred automatically to Financial Accounting, the Profit Center and Profitability Analysis. The data also goes to the Treasury; however, a document is not created.

8. Choose .
9. Call up the transaction as follows:

Menu Path	On the Create Billing Document screen, select Billing document ® Display.
Transaction Code	VF03; FB03; KSB5

The document number is already entered in the field.

10. To display the billing item again, choose .
11. Choose Accounting.
12. In the dialog box, choose Accounting document.
13. Double-click on the customer account.

You can see that the receivable and the sale have been posted in the business area 1000 (mechanical engineering). The material P-109 was produced in the plant 1000 (Hamburg) and belongs to the division 01 (pumps). This combination led to the posting in this business area.

14. Note the bline date for payment.
15. Choose twice.
16. In the dialog box, choose Profitability Analysis.
17. Choose the Characteristics tab page.
18. To display invoice header data like customer’s name and sales order number, choose .

The material P-109 is allocated to the Profit Center 1010 (3010). This was automatically copied to this Profit Center.

19. Choose .
20. In the dialog box, choose Cost accounting doc.
21. Choose .

The object type PRw means that this concerns a profitability segment. The sale was copied to the cost element 800000 in the accounting Profitability Analysis.

22. Choose .
23. In the Display Actual Cost Documents dialog box, choose Yes.
24. To close the dialog box, choose .
25. Choose until the overview tree appears.