Contents

Introduction .................................................................................................................................................. 2
Customizing ................................................................................................................................................... 2
F 5 - Pro Forma for Order .......................................................................................................................... 3
Billing type customizing ........................................................................................................................ 3
Copy control customizing ...................................................................................................................... 4
F8 - Pro Forma Invoice for Delivery .......................................................................................................... 6
Billing type customizing ........................................................................................................................ 6
Copy control customizing ...................................................................................................................... 6
Create Pro Forma Invoice ............................................................................................................................. 8
Order related Pro Forma Invoice creation ............................................................................................ 8
Delivery related Pro Forma Invoice creation ........................................................................................ 9
Cancel Pro Forma Invoice ........................................................................................................................... 11
Technical background of VF11 error message ............................................................................................ 13



Introduction
"Pro Forma" Invoice is a dummy billing document created in the SAP system to simulate real invoice
values. This is created prior to create the real invoice in the system and appear exactly same as real
invoice. But this invoice does not need to be paid by the customer. Therefore, there is no posting done
to Finance Accounting (FI). In standard SAP, there are two pro forma invoice types available as below.
Depend on the business requirement you can define which billing type to be used.
F5 - Pro Forma for Order
F8 - Pro Forma Inv f Dlv
Billing document type "F5" is used to generate the pro forma invoice based on the sales document and
the billing document type "F8" is used to generate the pro forma invoice based on the delivery
document.
Since there is no FI posting happened during pro forma invoice creation, the cancellation is NOT done
via transaction VF11. If you try to cancel a pro form invoice using transaction VF11, you will get below
error.
Message Text: Pro forma invoice XXXXXXXX cannot be cancelled
Message no. VF106
Let's see how pro forma invoice is customized in SAP and the cancellation process.
Customizing
These invoice types are customized under the standard SAP billing type customizing node.
IMG Path:


F 5 - Pro Forma for Order
Billing type customizing
Go in to "F5" to see the details of the above billing type

Please note below fields in the customizing:

o SD document category (TVFK / VBTYP) = "U"
o Cancell. billing type = BLANK (This is because there is no FI posting done during pro
forma invoice creation).
If you look at the standard customer billing type (F2), you will see the cancellation billing type is assigned
as "S1".
Copy control customizing
You need to check the sales order to billing document copy control settings here.
IMG Path:


Check customizing from "OR" order type to "F5" billing type

Header Data:

Item Data:

As you see above, the "Pos./neg. quantity" field is set "BLANK" as there is no quantity reduction
happened during pro forma invoice creation.

F8 - Pro Forma Invoice for Delivery
Billing type customizing
Go in to "F8" to see the details of the above billing type

All settings are same as above "F5" billing type customizing.
o SD document category (TVFK / VBTYP) = "U"
o Cancell. billing type = BLANK
Copy control customizing
You need to check the delivery document to billing document copy control settings here.
IMG Path:


Check customizing from "LF" delivery type to "F8" billing type
Header Data:

Item Data:

Here also the "Pos./neg. quantity" field is set "BLANK" as there is no quantity reduction happened
during pro forma invoice creation.

Create Pro Forma Invoice
Order related Pro Forma Invoice creation
Transaction: VF01
Pre-requisites: You need to have a sales document which is not billing blocked.
Manually select the billing type as "F5"
Enter sales document number in the field "Document" and press Enter key

Save the pro forma invoice

In the document flow, you can see the Pro forma invoice is created with "Completed" status

Delivery related Pro Forma Invoice creation
Transaction: VF01
Pre-requisites: You need to have a delivery document which is not billing blocked
Manually select the billing type as "F8"
Enter delivery document number in the field "Document" and press Enter key

Save the pro forma invoice

In the document flow, you can see the Pro forma invoice is created with "Completed" status


Cancel Pro Forma Invoice

Normal customer invoice can be cancelled using transaction VF11. But if you try to cancel a pro forma
invoice using same transaction, you will get below error message.

Message details:

The system behavior is correct as there is no FI posting created during initial pro forma invoice creation.
Therefore it is not required to create a cancel invoice. Cancel invoice is only required in case if you need
to reverse any FI postings.
In order to cancel a pro forma invoice you need to do below steps;
Transaction: VF02 (Change Billing Document)
Enter pro forma invoice number (Don't press Enter key)
Go to menu option -> Billing Document / Complete

You will get the below pop up message;

Upon pressing, "YES" button the pro forma invoice will be cancelled
Now if you check the document flow, you will be able to see the pro forma invoice is in the
status "Cancelled"

Technical background of VF11 error message
If you debug the pro forma invoice cancellation process in transaction VF11, you will be able to see how
system is programmed to generate below error.
Message Text: Pro forma invoice XXXXXXXX cannot be cancelled
Message no. VF 106

Program checks whether the T180 - AKTYP = S and VBUK - VBTYP = U (Which is Pro forma invoice,
coming from customizing) and then issue the above error message.
Look at the table "T180" -> Screen Sequence Control: Transaction Default Values table

Therefore the transactions VF11 / VF26 (Cancel Invoice List) will generate same error message if you try
to cancel a invoice which has VBUK - VBTYP = U (Pro forma)

Author: Anupa Wijesinghe
E-Mail: anupaw@gmail.com / anupaw@learnsaptips.com
Website: www.learnsaptips.com
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