1.

Scope
The scope of this document is to detail the process of billing document generation or Sales Invoice
creation.

Pricing and Invoice types shall vary based on the kind of the sales order being processed.
2. Expectation / Requirements

Separate billing document is to be generated for Taxable/ Tax-paid / Exempted sale.

All type of statutory obligations/requirements are required to be printed on invoice.
No partial billing against a delivery should be allowed.

All Billing documents should be automatically released to accounting.

One rupee billing for FOC material.
Text field is required in credit note to maintain credit note working.

3. Explanations of Functions and Events

There are different types of Sales order

Taxable Sale / Exempt sale / Tax paid sale

FOC sale
Package sale
Combi sale
Corporate client sale
Stock transfer order
Return sales order etc.,

Based on the above types of sales order, after creating delivery Billing Document is created. The
process of making the billing is same for each delivery.

The billing type is automatically taken from the sales order type. Different billing types are as below.

Normal sales order

This is a normal invoice in which the all the statutory obligations are printed. Any changes in
the government rules like the change in statutory obligations are incorporated in this billing
type to accommodate the same in the printout.

Free goods
The invoice for free goods also have to be printed but the value on the invoice has to be Rs. 1
so are the other corresponding values.

Corporate Client

In Corporate Client billing the invoice has to carry the Basic price on the face of the invoice
and all of the other statutory obligations as applicable and are to be printed on the invoice.

Package Billing
This type of billing is done when two or more products are combined and sold together as a
package. Here products of different categories can be clubbed and sold together as a
package. A separate pricing is maintained for this type of package billing, which the system
picks automatically. In this case the description of the package is to be printed as per text
entered in the billing document, on the Invoice.

Debit notes
Debit notes have to be given to the dealer towards rate difference (less charged in Billing).
Here the invoice (debit note) that is printed should have the customer name and the amount
he has been debited under various heads applicable. The calculation of statutory obligations,
if applicable, is to be worked on rate difference amount and is to be shown on invoice.

Credit notes
A credit note will be given to a customer towards rate difference, sales return etc. Text field is
to be provided for storing the working of credit note. If credit memo request is created, then
credit note will be created with reference to credit memo request.

4. Business Model
Please refer Annexure A for Business Mapping of Billing Document
5. Changes and its Implications
6. Description of Improvements
7. Gaps and Possible Approaches to Bridge the Gaps
Gap: In the present system as we create the Final Billing document the same has to be passed on
to the Accounting dept. by conducting a separate step of Release to Accounting.

Approaches to bridge the Gap: The system will configured to release billing document to accounts
automatically.
Gap: Sales Return document is not generated thru the system
Approaches to bridge the Gap: Sales return note is to be designed and developed in the system.
8. System Configuration Considerations

At the time of creating billing, new pricing to be carried out ignoring pricing maintained in
sales order.
Billing document will be automatically released to accounts.

9. Data Migration Considerations

10. Interface Considerations

11. Authorization and User Roles

Activity

Step

Data
input

Data
output

Transacti
on Code
in SAP

Fitness
D/W/N/C

Responsibil
ity/
Authorizati
on

Remarks

Processing
system
(SAP, nonSAP etc.)

Create
Billing
Doc.

Delivery
No.

Invoice
Docum
ent

VF01

Branch
accountant

Customer
Outstanding
book updated

SAP

Create
Billing
Doc.for
Credit
/
Debit Note
Display
Billing
document

Sales
Order
No.

Credit /
Debit
Note

VF01

Branch
accountant

Customer
Outstanding
book updated

SAP

Billing
documen
t

Billing
docum
ent

VF03

Print of
Billing Doc

Sales
order
/
Delivery
doc.

Printou
t

VF02

Branch
Account /
Godown
keeper
Branch
accountant

SAP

The Invoice
to be printed

SAP