Sap Sales Milestone Snapshot
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BUSINESS PROCESS PROCEDURE
File Name:
Responsibility:
Title: Organization/Area: EUP Category: FI_SD_VA41 Create a sales contractMilestone.DOC CBO staff and Controller’s Office
Milestone billing SD Release:
R/3 4.6B
Status:
Ready for review by team
Overview Trigger: Generally, sponsored projects are invoiced on a cost reimbursable (resource-related billing) basis; however, some awards require specific billings of predetermined amounts on set dates. This Business Process Procedure (and FI_SD_VA41a) will document the steps necessary to set up scheduled billings for these awards so that invoices are produced at the predetermined dates and amounts. R/3 supports two basic types of fixed amount billing methods. The first type of billing method is milestone (ZMP is the R/3 billing type). In the traditional milestone project, invoicing occurs as a major phase or milestone of the project is completed. For example you might have a contract requiring billing 1/3 of the contract amount upon completion of the field research, a second 1/3 at completion of the draft report, with the balance due when the research report is accepted by the sponsor. Although these technical completion dates may vary, the award document normally gives estimated dates that are used to initially set up the payment schedule in R/3. In addition, UT will use milestone billing for (1) contracts with irregular invoice amounts on preset dates, and (2) quarterly, semi-annual, or annual fixed amount invoicing. For example: $10,000 is to be billed at the start of the contract, $15,000 at the contract midpoint, and $25,000 at the contract conclusion. Another example would be $5,000 is to be billed each calendar quarter during the term of the contract. The second type of fixed amount invoicing is scheduled billings (ZSCH is the R/3 billing type). In this award, a constant amount is invoiced monthly. For example, $1,000 is to be billed on the first day of the month over the life of the contract. This BBP to document scheduled billings is FI_SD_VA41a, “Create a sales contractscheduled”. Business Process Procedure Overview This document describes the method to establish a sales contract with its schedule for milestone billings.
Input – Required Fields
Field Value/Comments Please see the various steps for input fields
Output - Results Milestone billings produced at the appropriate time based on the award document requirements.
Comments
Tips and Tricks
Last changed on: 01/15/01
Last changed by: Gail White
Version: 4.6B
Page: Page 1 of 11
BUSINESS PROCESS PROCEDURE
File Name:
Responsibility:
Title: Organization/Area: EUP Category: FI_SD_VA41 Create a sales contractMilestone.DOC CBO staff and Controller’s Office
Milestone billing SD Release:
R/3 4.6B
Status:
Ready for review by team
This is a very complex set of procedures. Several data fields are not applicable to UT and will not be completed on all screens. In addition, the user will navigate the various screens using three different methods.
Procedural Steps 1.1.
Access transaction by:
Via Menus
Logistics >Sales and Distribution> Sales> Contract>Create
Via Transaction Code
VA41
1.2. On screen “Create Contract: Initial Screen”, enter information in the fields as specified in the table below:
Last changed on: 01/15/01
Last changed by: Gail White
Version: 4.6B
Page: Page 2 of 11
BUSINESS PROCESS PROCEDURE
File Name:
Responsibility:
Field Name
Title: Organization/Area: EUP Category: FI_SD_VA41 Create a sales contractMilestone.DOC CBO staff and Controller’s Office
Description
Contract type
Milestone billing SD Release:
R/3 4.6B
Status:
Ready for review by team
R/ O/ R
A classification that distinguishes between different types of sales contracts. Entity in which the sales agreement R originated The way in which products or R services reach the customer. A way of grouping materials, products, R or services
Sales organization Distribution Channel Division
User Action and Values
Comment
The user should choose ZSCH for monthly fixed amount billing agreements or ZMB for milestone invoicing contracts (all other fixed amount types). Always use UT Use 01. UT currently only has one distribution channel Use the WBS element’s budget entity code.
Click the
icon.
(Note: On above table, in column “R/O/C” ; “R” = Required, “O” = Optional, “C” = Conditional) Last changed on: 01/15/01
Last changed by: Gail White
Version: 4.6B
Page: Page 3 of 11
BUSINESS PROCESS PROCEDURE
File Name:
Responsibility:
1.3.
Title: Organization/Area: EUP Category: FI_SD_VA41 Create a sales contractMilestone.DOC CBO staff and Controller’s Office
Milestone billing SD Release:
R/3 4.6B
Status:
Ready for review by team
On the “Create Milestone Billing: Overview” screen, enter the information on the table below. If you receive a pricing error: Mandatory condition Ek01 is missing. Don’t worry. This is only a warning. The information will be added at a later step. Proceed on to step 1.4.
1.4.
Field Name Sold to Party
Description The sponsor of the research project
R/O/C R
Contract Start Date Contract end Material
The beginning date of the contract
R
Last changed on: 01/15/01
The ending date of the contract R Alphanumeric key uniquely identifying R the material. Last changed by: Gail White
User Action and Values Please enter appropriate customer number
Comments
Please use material code G000. G000 is the code configured as a service material for Version: 4.6B
Page: Page 4 of 11
BUSINESS PROCESS PROCEDURE
File Name:
Responsibility:
Target quantity
1.4
Title: Organization/Area: EUP Category: FI_SD_VA41 Create a sales contractMilestone.DOC CBO staff and Controller’s Office
Milestone billing SD Release:
R/3 4.6B
Status:
Ready for review by team
The target quantity for an item in a sales contract.
R
project billings Please enter 1. Generally, UT has only one item in its contracts. Press the enter key to clear messages and to continue
Tricky step. You must select the item by clicking on the left box. Then use the “Go to>item>conditions” menu path at the top of the screen to continue.
Last changed on: 01/15/01
Last changed by: Gail White
Version: 4.6B
Page: Page 5 of 11
BUSINESS PROCESS PROCEDURE
File Name:
Responsibility:
1.5
Title: Organization/Area: EUP Category: FI_SD_VA41 Create a sales contractMilestone.DOC CBO staff and Controller’s Office
Milestone billing SD Release:
R/3 4.6B
Status:
Ready for review by team
Conditions tab
On this screen, enter the rate of the contract and the condition type of the billings. The rate is the total of the milestone billings. EK01, actual costs, is UT’s only condition type. In our example, EK01 was entered into the condition field and $500 was imputed as the rate.
Last changed on: 01/15/01
Last changed by: Gail White
Version: 4.6B
Page: Page 6 of 11
BUSINESS PROCESS PROCEDURE
File Name:
Responsibility:
Field Name
Title: Organization/Area: EUP Category: FI_SD_VA41 Create a sales contractMilestone.DOC CBO staff and Controller’s Office
Milestone billing SD Release:
R/3 4.6B
Status:
Ready for review by team
Description
R/O/C
Rate
Fixed billing amount per invoice
R
CnTY
Condition type
R
1.6
User Action and Values Enter this information into the first available white line. Please enter the amount to be bill each interval. Type of reimbursement. Please enter EK01 for actual cost.
Comments
Proceed to the “Billing Plan” tab.
There are two methods to proceed at this point. The scheduled milestone items can be entered in either of two places: (1) Create milestone billing: header data (Go back to the main screen and follow the menu path Last changed on: 01/15/01
Last changed by: Gail White
Version: 4.6B
Page: Page 7 of 11
BUSINESS PROCESS PROCEDURE
File Name:
Responsibility:
Title: Organization/Area: EUP Category: FI_SD_VA41 Create a sales contractMilestone.DOC CBO staff and Controller’s Office
Milestone billing SD Release:
R/3 4.6B
Status:
Ready for review by team
Go to>Header> Billing Plan), or (2) Create milestone billing: item data. (Click on the “Billing Plan” tab. Either way will work. The only difference between the two screens is that the “item data” version of the screen has a small checkbox labeled “HeadBillPlan”. If this “item data” screen is used, this checkbox must be clicked off, or blank. Press enter to continue. The intent is to give the option of having multiple WBS elements on one billing plan by entering on the header. If each WBS element line should have a different billing plan, then the item level should be used. Now schedule each milestone billing. On this screen, enter the milestone invoice date, relationship, and amount. Once all the billings have been scheduled, push the enter key.
Field Name Billing Date Last changed on: 01/15/01
Description The date the milestone amount is to be billed. Last changed by: Gail White
R/O/C R
User Action and Values Please enter a date for each milestone. Version: 4.6B
Comments
Page: Page 8 of 11
BUSINESS PROCESS PROCEDURE
File Name:
Responsibility:
Bill.value
Title: Organization/Area: EUP Category: FI_SD_VA41 Create a sales contractMilestone.DOC CBO staff and Controller’s Office Billing value
Milestone billing SD Release:
R/3 4.6B
Status:
Ready for review by team
R
Amount due upon completion of each milestone task, quarter, etc.
1.10 Account Assignment: Proceed to the next step by clicking on the “Account Assignment” tab. Enter the appropriate WBS element number and hit enter. Again, this can be accomplished at either the “header” or “item” level.
1.13
After adding the WBS element, click on the save icon.
1.14.
Finished!
Last changed on: 01/15/01
Last changed by: Gail White
Version: 4.6B
Page: Page 9 of 11
BUSINESS PROCESS PROCEDURE
File Name:
Responsibility:
Title: Organization/Area: EUP Category: FI_SD_VA41 Create a sales contractMilestone.DOC CBO staff and Controller’s Office
Milestone billing SD Release:
R/3 4.6B
Status:
Ready for review by team
You may have to wait as the computer compiles the sales contract. If you are successful, a message similar to “Milestone Billing 400000004 has been saved” will be printed at the bottom of the screen. Congratulations, you are done.
Last changed on: 01/15/01
Last changed by: Gail White
Version: 4.6B
Page: Page 10 of 11
BUSINESS PROCESS PROCEDURE
File Name:
Responsibility:
Title: Organization/Area: EUP Category: FI_SD_VA41 Create a sales contractMilestone.DOC CBO staff and Controller’s Office
Milestone billing SD Release:
R/3 4.6B
Status:
Ready for review by team
Unit Testing Conditions and Variations SETUP DATA DATA OBJECT
VALUE/CODE
CONDITIONS/STEPS CONDITIONS & VARIATIONS
DESCRIPTION
EXPECTED RESULTS
COMMENTS AND NOTES
ACTUAL RESULTS
OK / ERROR
Comments: ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________
Approval:
Last changed on: 01/15/01
_________________________
Last changed by: Gail White
Date:
____/____/____
Version: 4.6B
Page: Page 11 of 11
File Name:
Responsibility:
Title: Organization/Area: EUP Category: FI_SD_VA41 Create a sales contractMilestone.DOC CBO staff and Controller’s Office
Milestone billing SD Release:
R/3 4.6B
Status:
Ready for review by team
Overview Trigger: Generally, sponsored projects are invoiced on a cost reimbursable (resource-related billing) basis; however, some awards require specific billings of predetermined amounts on set dates. This Business Process Procedure (and FI_SD_VA41a) will document the steps necessary to set up scheduled billings for these awards so that invoices are produced at the predetermined dates and amounts. R/3 supports two basic types of fixed amount billing methods. The first type of billing method is milestone (ZMP is the R/3 billing type). In the traditional milestone project, invoicing occurs as a major phase or milestone of the project is completed. For example you might have a contract requiring billing 1/3 of the contract amount upon completion of the field research, a second 1/3 at completion of the draft report, with the balance due when the research report is accepted by the sponsor. Although these technical completion dates may vary, the award document normally gives estimated dates that are used to initially set up the payment schedule in R/3. In addition, UT will use milestone billing for (1) contracts with irregular invoice amounts on preset dates, and (2) quarterly, semi-annual, or annual fixed amount invoicing. For example: $10,000 is to be billed at the start of the contract, $15,000 at the contract midpoint, and $25,000 at the contract conclusion. Another example would be $5,000 is to be billed each calendar quarter during the term of the contract. The second type of fixed amount invoicing is scheduled billings (ZSCH is the R/3 billing type). In this award, a constant amount is invoiced monthly. For example, $1,000 is to be billed on the first day of the month over the life of the contract. This BBP to document scheduled billings is FI_SD_VA41a, “Create a sales contractscheduled”. Business Process Procedure Overview This document describes the method to establish a sales contract with its schedule for milestone billings.
Input – Required Fields
Field Value/Comments Please see the various steps for input fields
Output - Results Milestone billings produced at the appropriate time based on the award document requirements.
Comments
Tips and Tricks
Last changed on: 01/15/01
Last changed by: Gail White
Version: 4.6B
Page: Page 1 of 11
BUSINESS PROCESS PROCEDURE
File Name:
Responsibility:
Title: Organization/Area: EUP Category: FI_SD_VA41 Create a sales contractMilestone.DOC CBO staff and Controller’s Office
Milestone billing SD Release:
R/3 4.6B
Status:
Ready for review by team
This is a very complex set of procedures. Several data fields are not applicable to UT and will not be completed on all screens. In addition, the user will navigate the various screens using three different methods.
Procedural Steps 1.1.
Access transaction by:
Via Menus
Logistics >Sales and Distribution> Sales> Contract>Create
Via Transaction Code
VA41
1.2. On screen “Create Contract: Initial Screen”, enter information in the fields as specified in the table below:
Last changed on: 01/15/01
Last changed by: Gail White
Version: 4.6B
Page: Page 2 of 11
BUSINESS PROCESS PROCEDURE
File Name:
Responsibility:
Field Name
Title: Organization/Area: EUP Category: FI_SD_VA41 Create a sales contractMilestone.DOC CBO staff and Controller’s Office
Description
Contract type
Milestone billing SD Release:
R/3 4.6B
Status:
Ready for review by team
R/ O/ R
A classification that distinguishes between different types of sales contracts. Entity in which the sales agreement R originated The way in which products or R services reach the customer. A way of grouping materials, products, R or services
Sales organization Distribution Channel Division
User Action and Values
Comment
The user should choose ZSCH for monthly fixed amount billing agreements or ZMB for milestone invoicing contracts (all other fixed amount types). Always use UT Use 01. UT currently only has one distribution channel Use the WBS element’s budget entity code.
Click the
icon.
(Note: On above table, in column “R/O/C” ; “R” = Required, “O” = Optional, “C” = Conditional) Last changed on: 01/15/01
Last changed by: Gail White
Version: 4.6B
Page: Page 3 of 11
BUSINESS PROCESS PROCEDURE
File Name:
Responsibility:
1.3.
Title: Organization/Area: EUP Category: FI_SD_VA41 Create a sales contractMilestone.DOC CBO staff and Controller’s Office
Milestone billing SD Release:
R/3 4.6B
Status:
Ready for review by team
On the “Create Milestone Billing: Overview” screen, enter the information on the table below. If you receive a pricing error: Mandatory condition Ek01 is missing. Don’t worry. This is only a warning. The information will be added at a later step. Proceed on to step 1.4.
1.4.
Field Name Sold to Party
Description The sponsor of the research project
R/O/C R
Contract Start Date Contract end Material
The beginning date of the contract
R
Last changed on: 01/15/01
The ending date of the contract R Alphanumeric key uniquely identifying R the material. Last changed by: Gail White
User Action and Values Please enter appropriate customer number
Comments
Please use material code G000. G000 is the code configured as a service material for Version: 4.6B
Page: Page 4 of 11
BUSINESS PROCESS PROCEDURE
File Name:
Responsibility:
Target quantity
1.4
Title: Organization/Area: EUP Category: FI_SD_VA41 Create a sales contractMilestone.DOC CBO staff and Controller’s Office
Milestone billing SD Release:
R/3 4.6B
Status:
Ready for review by team
The target quantity for an item in a sales contract.
R
project billings Please enter 1. Generally, UT has only one item in its contracts. Press the enter key to clear messages and to continue
Tricky step. You must select the item by clicking on the left box. Then use the “Go to>item>conditions” menu path at the top of the screen to continue.
Last changed on: 01/15/01
Last changed by: Gail White
Version: 4.6B
Page: Page 5 of 11
BUSINESS PROCESS PROCEDURE
File Name:
Responsibility:
1.5
Title: Organization/Area: EUP Category: FI_SD_VA41 Create a sales contractMilestone.DOC CBO staff and Controller’s Office
Milestone billing SD Release:
R/3 4.6B
Status:
Ready for review by team
Conditions tab
On this screen, enter the rate of the contract and the condition type of the billings. The rate is the total of the milestone billings. EK01, actual costs, is UT’s only condition type. In our example, EK01 was entered into the condition field and $500 was imputed as the rate.
Last changed on: 01/15/01
Last changed by: Gail White
Version: 4.6B
Page: Page 6 of 11
BUSINESS PROCESS PROCEDURE
File Name:
Responsibility:
Field Name
Title: Organization/Area: EUP Category: FI_SD_VA41 Create a sales contractMilestone.DOC CBO staff and Controller’s Office
Milestone billing SD Release:
R/3 4.6B
Status:
Ready for review by team
Description
R/O/C
Rate
Fixed billing amount per invoice
R
CnTY
Condition type
R
1.6
User Action and Values Enter this information into the first available white line. Please enter the amount to be bill each interval. Type of reimbursement. Please enter EK01 for actual cost.
Comments
Proceed to the “Billing Plan” tab.
There are two methods to proceed at this point. The scheduled milestone items can be entered in either of two places: (1) Create milestone billing: header data (Go back to the main screen and follow the menu path Last changed on: 01/15/01
Last changed by: Gail White
Version: 4.6B
Page: Page 7 of 11
BUSINESS PROCESS PROCEDURE
File Name:
Responsibility:
Title: Organization/Area: EUP Category: FI_SD_VA41 Create a sales contractMilestone.DOC CBO staff and Controller’s Office
Milestone billing SD Release:
R/3 4.6B
Status:
Ready for review by team
Go to>Header> Billing Plan), or (2) Create milestone billing: item data. (Click on the “Billing Plan” tab. Either way will work. The only difference between the two screens is that the “item data” version of the screen has a small checkbox labeled “HeadBillPlan”. If this “item data” screen is used, this checkbox must be clicked off, or blank. Press enter to continue. The intent is to give the option of having multiple WBS elements on one billing plan by entering on the header. If each WBS element line should have a different billing plan, then the item level should be used. Now schedule each milestone billing. On this screen, enter the milestone invoice date, relationship, and amount. Once all the billings have been scheduled, push the enter key.
Field Name Billing Date Last changed on: 01/15/01
Description The date the milestone amount is to be billed. Last changed by: Gail White
R/O/C R
User Action and Values Please enter a date for each milestone. Version: 4.6B
Comments
Page: Page 8 of 11
BUSINESS PROCESS PROCEDURE
File Name:
Responsibility:
Bill.value
Title: Organization/Area: EUP Category: FI_SD_VA41 Create a sales contractMilestone.DOC CBO staff and Controller’s Office Billing value
Milestone billing SD Release:
R/3 4.6B
Status:
Ready for review by team
R
Amount due upon completion of each milestone task, quarter, etc.
1.10 Account Assignment: Proceed to the next step by clicking on the “Account Assignment” tab. Enter the appropriate WBS element number and hit enter. Again, this can be accomplished at either the “header” or “item” level.
1.13
After adding the WBS element, click on the save icon.
1.14.
Finished!
Last changed on: 01/15/01
Last changed by: Gail White
Version: 4.6B
Page: Page 9 of 11
BUSINESS PROCESS PROCEDURE
File Name:
Responsibility:
Title: Organization/Area: EUP Category: FI_SD_VA41 Create a sales contractMilestone.DOC CBO staff and Controller’s Office
Milestone billing SD Release:
R/3 4.6B
Status:
Ready for review by team
You may have to wait as the computer compiles the sales contract. If you are successful, a message similar to “Milestone Billing 400000004 has been saved” will be printed at the bottom of the screen. Congratulations, you are done.
Last changed on: 01/15/01
Last changed by: Gail White
Version: 4.6B
Page: Page 10 of 11
BUSINESS PROCESS PROCEDURE
File Name:
Responsibility:
Title: Organization/Area: EUP Category: FI_SD_VA41 Create a sales contractMilestone.DOC CBO staff and Controller’s Office
Milestone billing SD Release:
R/3 4.6B
Status:
Ready for review by team
Unit Testing Conditions and Variations SETUP DATA DATA OBJECT
VALUE/CODE
CONDITIONS/STEPS CONDITIONS & VARIATIONS
DESCRIPTION
EXPECTED RESULTS
COMMENTS AND NOTES
ACTUAL RESULTS
OK / ERROR
Comments: ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________
Approval:
Last changed on: 01/15/01
_________________________
Last changed by: Gail White
Date:
____/____/____
Version: 4.6B
Page: Page 11 of 11
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