RE:[sap-log-sd] Functional problem with Pro Forma invoices and Cash In Advance

Reply from Typewriter on Jan 17 at 10:02 PM
Hi Rory,

A question of discipline, keeping the current process unchanged -

An example -
The business created a proforma and later a billing document, for the same delivery.
Proforma #99000001, later billing document #90000087 (F2 billing type)

Customer makes a payment with reference to proforma #99000001
SAP user can NOT make an entry for payment made on a proforma. He/she has to find out the "actual" billing document and make a payment on that i.e. #90000087 in SAP and communicate this back to the customer.

On the other hand, the customer has to be "educated" that in addition to making reference to Proforma, the billing document number MUST to be mentioned, in case of ANY correspondence.

The different number ranges and description of billing types shall help in differentiating both proformas and actual billing documents.
E.g. proform starts with 99
actual billing document starts with 90

Conclusion -
1. Build in SAP - if required -
- The discipline for the data entry users to update (payment related etc. etc.) data in the actual billing document & NOT in the proforma (related to the billing document)
- Develop / enhance SAP system, if in the proforma or the billing document, the billing document numbers must be automatically populated (so in VF03, billing doc #90000087; the proforma # #99000001 is automatically populated. For example as header text or...., depending upon the business process - it should be at the header or item level.
- Configure output so that in proforma, the billing document number is clearly output & vice versa. Also sending this output via email to customer (after updates)

2. "Educate" customers -
- customers please always mention the 90 number, without which "processing out not be final".
- This of giving some incentives to customers who follow the new* regulation. (mentioning the actual billing document # in their correspondence)

Please list all the case the customer communicates with your company. We shall see if the above solution fits each of the cases.

Also convey your concern with regards to the above suggestion.

---------------Original Message---------------
From: rory.goodwin
Sent: Friday, January 13, 2012 2:44 PM
Subject: Functional problem with Pro Forma invoices and Cash In Advance

We are having more problems using Pro Forma invoices as our international shipments increase, particularly to South America which has more rigid requirements. We have similar issues using a Pro Forma for Cash In Advance customers. The problem is that the invoice number on a Pro Forma is not the real, final invoice. It actually isn't much of anything except a reference back to our sales document. Sometimes an audit by the customs authorities back to the customer causes a mis-match, sometimes a payment is sent in reference to a Pro Forma, and other issues. Does anyone know of other solution in SAP? I believe we need something like an advance invoice, automatically blocked. Our normal invoices are generated at the time of the goods issue.

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