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ASAP Implementation Methodology

BUSINESS PROCESS DESIGN

SALES PROCESS INDIA

PROJECT IDENTIFICATION

Project Name CPI Project Number
SAP ERP & CRM Implementation Project XXXXXXXXXXXXX
Customer Name Customer Number
XXXXXXXXXX NNNNNNNNN
SAP Project Manager Customer Project Manager
Mr. Aditya Pandey XXXX

DOCUMENT IDENTIFICATION

Author Document Location (repository/path/name)
XXXXX Solution Manager
Version Status Date (DD-MMM-YYYY) Document Classification
0.1 Final 27-03-2014 Confidential



REVISION HISTORY

Version Date Description





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REVIEW AND APPROVAL



XXXX



India Project Manager

Date (YYYY-MM-DD)



Mr.YYYYYY



SAP Project Manager

Date (YYYY-MM-DD)





Mr.ZZZZZZZZZZZZ



India Business Process Owner

Date (YYYY-MM-DD)



Mr. SSSSSSSS



India Business Process Owner

Date (YYYY-MM-DD)












ASAP Implementation Methodology
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TABLE OF CONTENT

1. PROCESS DESCRIPTION.................................................................................................................. 5
1.1 Business Process Requirements .................................................................................................. 5
Sales Processing: Drop Shipment Process ............................................................................................. 6
Master Data Requirements: .................................................................................................................... 6
Document Type and Number range ........................................................................................................ 7
Sale order Type ...................................................................................................................................... 7
Delivery type ........................................................................................................................................... 7
Billing Type ............................................................................................................................................. 7
The following figure shows the delivery document types created from the sales document types and the
billing document types created from the delivery document types........................................................... 7
Sales, Delivery & Billing type .................................................................................................................. 7
1.2 Business Process Diagrams ....................................................................................................... 10
1.3 Process Step Detailed Requirements & Solution ........................................................................ 12
1.4 Locations Where this Business Process is Performed ................................................................ 13
1.5 Operational Decisions or Logic within the Process ..................................................................... 13
1.6 SOX & Legal Considerations and Company-Specific Policies .................................................... 13
1.7 Reference to Key Process Changes and Process KPIs ............................................................. 13
1.8 Integration Points ....................................................................................................................... 13
1.9 Potential Future Process Improvements ..................................................................................... 14
2. FUNCTIONAL SOLUTION DESIGN ................................................................................................. 14
SCENARIO-1 ALLOCATE FINISHED GOODS AVAILABLE FROM FINISHED GOODS STOCK .......... 14
2.1 Organization Structure Considerations ....................................................................................... 15
2.2 Master Data Considerations (including all relevant data relationships) ....................................... 16
2.3 System Configuration Considerations ......................................................................................... 16
3. TECHNICAL/DEVELOPMENT RELATED ITEMS ............................................................................ 18
3.1 Workflow .................................................................................................................................... 18
3.2 Reporting (operational and analytical) ........................................................................................ 19
3.3 Interfaces ................................................................................................................................... 19
3.4 Data Conversion / Historical Data ............................................................................................... 19
3.5 Enhancements ........................................................................................................................... 20
3.6 Output (e.g. Forms) .................................................................................................................... 20
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3.7 Modifications .............................................................................................................................. 21
3.8 SOA/Composition ....................................................................................................................... 21
3.9 Third Party Solution .................................................................................................................... 21
4. AUTHORIZATION ............................................................................................................................. 21
5. ORGANIZATIONAL CHANGE RELATED ITEMS ............................................................................ 23
5.1 Change Impact Summary ........................................................................................................... 23
5.2 Training Requirements ............................................................................................................... 23
6. SELF-SERVICES .............................................................................................................................. 23
6.1 Employee Self-Services (ESS) ................................................................................................... 23
6.2 Manager Self-Services (MSS) .................................................................................................... 23
7. QUESTIONNAIRE ............................................................................................................................ 23
APPENDIX ............................................................................................................................................... 24
Reversal of Process Steps.................................................................................................................... 24

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1. Process Description
1.1 Business Process Requirements


The ABCD vendor Sales process is required in the system by business, the ABCD production is entered
manually in the ABCD location (The ABCD stocks treated as Non-Valuated stocks). The ABCD sales are
treated as in transit sales process which happens against the E1 form. The PO is raised from the
Samarlakota plant in between they receive the order from the customer the vendor move the goods to the
customer location with E1 form. The customer is invoiced with C form 0 taxes. This process is used to avoid
the double taxation.

In the current system the stocks are taken into the Samarlakota plant and sending the goods to the
customer. The current requierement is the goods should not come to the plant in the system. Goods are
removed to the customer from the vendor place.

Reporting requirements, profitability analysis of the ABCD Materials and E1 assessment reports from the
system.

The excise duties are not involved in this process the taxes are exempted under the C form issuance with
tax rate 0.

The material liability lies with vendor the material ownership transferred to the Ship to once the goods moved
from the vendor location to customer.
.
Benefits :

Tracking of the entire cycle from the sales order to vendor payment , PO item prices are loaded to the Materials .
Easy to anlasis the profitability of the ABCD E1 sales materials and E1 assesment report can be generated from the
system.


Key Process Steps :

Create sales order
Automatic Purchase requistion
Generate the Purchase order
Logical GRN
Post Vendor Invoice
Post the customer Invoice with refference to sales order





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Required SAP Applications: Enhancement package 5 for SAP ERP 6.0


Enterprise Roles involved in process flows :
Sales Administrator
Warehouse Clerk
Billing Administrator


Sales Processing: Drop Shipment Process

This scenario describes the entire process sequence for a standard sales process (Drop Shipment) with a customer.
The business process encompasses all steps from creating an order to the clearing of a customer account and vendor
account.
The process starts with the creation of a customer's sales order. Depending on the customer and the material, various
special events take place during the order entry, such as customer/material pricing, insertion of applicable discounts
and checking the customers credit history and generating the automatic purchase requisition to create the Purchase
orders on ABCD vendors.

Once the Purchase order is created the Turnover discount is added in the purchase order to hide material price to the
customer when steeling the vendor after the discount value is settled to the vendor the actual cost is loaded to the
materials.
This scenario consists of the following steps:
A sales order is entered with Tax category C form with 0 Taxes
A automatic Purchase requisition is created in the system
The Purchase requisition is copied to the Purchased order and Purchase order is created
The Vendor Invoice is posted in the system
The Customer invoice is created in the system.
In this scenario there is no taxes are charged to the customers.

Master Data Requirements:

All the ABCD materials are maintained as Third party items the separate material codes are maintained based on
vendor specifications the source list is checked in the material master and the source list is maintained.
The Item category BANS -Third-party item is maintained in the Materials the pricing procedure ZIN001 is used to
calculate the Prices in the ABCD sales documents. The Materials are treated as Third party materials .

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Document Type and Number range

In SAP R/3, each process is descri bed by using different document t ypes. Each document generated will
have specific number assigned to it. The following are the sales order; outbound delivery and bi ll i ng document
types defi ned i n SAP for ABCD and the SAP system number ranges assigned. All document numbers are
internally assigned by the system.




Sale order Type

Sales Order Type Description Number Range
ZOR Retailer -Tiles 1000000001 1999999999
ZSW Sanitary ware 1000000001 1999999999
ZEX Export Orders 3000000001 3999999999


Delivery type

Delivery Type
Desc
SAP Doc type Number range From To
OB Delivery ZLFA 2 8000000000 9999999999
Billing Type
Billing Type Desc SAP Doc type Number range From To
Invoice ZMRB 3 ABCD Specific
Numbers


The following figure shows the delivery document types created from the sales document types and the billing
document types created from the delivery document types



Sales, Delivery & Billing type
Sale Doc type
Delivery Type Billing
ZOR ZLFA ZMRB
ZSR ZLFA ZMRB
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Pricing Conditions Types:

The Pricing Element to be created and populated at the time of Sale Order Creation as shown below:


PR00 Standard price (Populated Automatically in SO)
ZFRT Freight ( Entered Manually/ Automatically)
K007 Customer Discounts % (Entered Manually/ Automatically)
ZADP Additional prices

Any Manual Changes in Sale order will trigger Work Flow Approval ie changes in any Pricing Condition, Incoterm,
payment Terms etc.

*Please refer Pricing Procedure Blue Print for Details

Proposed Packaging Material type:

For certain customer, business wants to enter the Proposed Packaging Material Type instruction at the time of Sale
order and same will instruction will be available to Warehouse Clerk at the time of Packaging the material for eg Special
packaging of material for European customer.



Loading detail and loading instruction

Loading Slip will contain all the loading instruction at the time of Loading of goods for eg Number of Pallets, truck
Number, Driver License etc

Master data Details

System will populate the Customer and Material data information in sale order. All master data will be uploaded in
system as per SAP template.

Box/ Pallet

Number of Boxes/ Pallet per Deliver line item as per batch will be picked by system automatically at the time of creation
of outbound delivery, depend on the packaging instruction maintained in system.

Incoterm

Below Mentioned Incoterm will be created and maintained in Customer Master in SAP.

EXWORKS / EXFACTORY
FOB (Onboard upto local sea port)
C&F (Upto destination sea port)
CIF (Upto destination sea port including insurance)
DDU (Door to Door Delivery but Duty Unpaid)
DDP (Door to Door Delivery including Duty Paid)
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Payment terms

Below Mentioned Payment will be created and maintained in Customer Master in SAP.


100% cash in Advance
Irrevocable confirmed Letter of Credit- at sight/ 30days/ 60days/ 90days/ 120days- from bill of lading date
Irrevocable confirmed Bank Guarantee- 30days/ 60days/ 90days/ 120days- from bill of lading date
Cash against Document through Bank.
Documents acceptance through bank-30days/ 60days/ 90days/ 120days- from bill of lading date
50% cash before production and balance 50% cash before loading
Postdated cheque- 30days/ 60days/ 90days/ 120days- from bill of lading date
Open Credit- against credit insurance cover-30days/ 45days/ 60days/ 90days/ 120days- from bill of lading
date

Material reservation


The Materials are reserved to the sales orders the stocks are treated as a special stocks in the
system.
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1.2 Business Process Diagrams










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Copyright 2011 SAP AG. All rights reserved 12 of 25
1.3 Process Step Detailed Requirements & Solution

Process
Step
External
Process
Reference
Business
Condition
Business
Role
Trans-
action
Code
Expected
Results
Set Credit
Limit
Credit
Management
Credit Limit
for Customer
xxxx has
been set.
Sales
Quotation
(optional)
Sales
Quotation
(Optional)

Sales
Order Entry
Customer
request
for
material
Sales
Administrator
VA01
Review
Blocked
Sales
Orders
Credit
Management
Sales order
is released.
Purchase
requisition
Auto
Generated
ME52N To view the
PR it cant
changeable
Purchased
Order
Materials
Management
ME21N PR are
converted to
Purchase
orders
Release
Purchase
Order
release
ME29N The Release
Authority will
release PO
Logical
Good
receipt
Note
Warehouse
Clerk
MIGO To book the
consumption
of the
Materials
Post the
Vendor
Invoice
FI Team MIRO Posting the
Vendor
invoice
Create
customer
invoicw
FI team VF01 Create the
Customer
Invoice and
post the
invoice
Billing Material
shipped
invoice
Billing
Administrator
VF04 Billing is
carried out.



Copyright 2011 SAP AG. All rights reserved 13 of 25
Process
Step
External
Process
Reference
Business
Condition
Business
Role
Trans-
action
Code
Expected
Results
Sales:
Period End
Closing
Operations
Sales: Period
End Closing
Operations

Closing the
Open
Purchase
order for
Part
quantitys
MM : Period
End closing
operations


1.4 Locations Where this Business Process is Performed


Location name
Location Country Number of Users Point of Contact
ABCD Sales Office India 10



1.5 Operational Decisions or Logic within the Process

Refer to the Enhancement Section- 3.5

1.6 SOX & Legal Considerations and Company-Specific Policies

As per Company Policy
1.7 Reference to Key Process Changes and Process KPIs

N/a

1.8 Integration Points





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Integration Points
ID Integration Point SAP Component Data Element Contacts

Credit Master
Management
FICO Credit Master

Vendor Invoice
posting
FICO
Posting the Vendor
Invoice into the
accounts


Customer Invoice
posting
FICO
Posting the
customer invoice

Creating the PO MM
Create the Purchase
order

Post the GRN MM
Post the logical
GRN to book the
third party accounts


Material Master
Management
MM Material Master


1.9 Potential Future Process Improvements

N/a

2. Functional Solution Design
Scenario-1 Allocate finished goods available from
Finished goods stock

Sales Order will be created in ERP by sales team
System will Run the credit check, if credit limit not available then block Sale Order
System will create the Automatic Purchase requisition.
The ABCD location is created as Virtual location Non-valuated plant.
All the stocks are updated manually in the Virtual location
After doing the invoice the stocks should reduce from the ABCD plant (This is not a standard
functionality) this development is treated as change request.
The standard workflow is used to release the sales order the Workflow is WS90000005-
ZSD_SO_WF
E1 Sales report is not part of the standard report it is a development.





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2.1 Organization Structure Considerations


Sales Organizations

The sales organization is an organizational unit within logistics, that structures the company according to its
sales requirements.
Sales Organizations are assigned to one Company Code
Sales Organization is the selling unit in the legal sense with responsibility for:
o Product liability and rights of recourse
o Distribution of goods and services
o Sales conditions and contract negotiations


Distribution Channel

The distribution channel represents the channel through which salable materials or services reach
customers. Typical distribution channels include wholesale, retail and direct sales.

Distribution Channel is used when processes like order entry are totally different
Distribution Channel enables differences in Customer, Material, and Pricing master data
Distribution Channel promotes segregation of duties
Distribution Channel facilitates reporting (example, Inter Company for assigning revenue in CO-PA)

Division

In the SAP System you can define a division-specific sales organization. Product groups, i.e. divisions, can
be defined for a wide-ranging spectrum of products.
For every division you can make customer-specific agreements on, for example, partial deliveries, pricing
and terms of payment. Within a division you can carry out statistical analyses or set up separate marketing
procedures

Division groups products or services
Division represents a product line
Division is assigned to a material

Sales Area

SD is organized according to sales organization, distribution channel and division




Copyright 2011 SAP AG. All rights reserved 16 of 25
Sales Area is any configured combination of the organizational units Sales Organization, Distribution
Channel, and Division
All sales document processing is for a Sales Area



Shipping Point

Shipping points are defined in the SD organizational master data setup. They are the top level of the
organization in shipping. Deliveries are always initiated from exactly one shipping point. A shipping point is
assigned one or more plants and can be subdivided into several loading points.

Shipping points are independent organizational units that are linked to a plant and represent the point of
departure or receipt of materials. A plant may have many shipping points. A delivery is created from one
shipping point only




2.2 Master Data Considerations (including all relevant data relationships)

Essential master was created in ERP system in the implementation phase, master data that suits its
operational focus, for example, master data for materials, vendors, and customers.
This master data usually consists of standardized SAP Best Practices default values, and enables you to go
through the process steps of this scenario.
Essential Master Data Consideration for Return Processes are :
Sales Area
Customer Master
Material Master
Pricing Master

2.3 System Configuration Considerations

Standard Order Document types should be configured to address the customer requirements
Availability check needs to be activated in customizing for accurate stock determination during the order entry
Automatic price and discount should be proposed during the order entry via customizing. Should be able to
modify certain prices during the order entry
Free Goods functionality needs to be configured for giving goods free along with main order

Below are the Configured Consideration for this Blue Print Process

Core Configuration



Copyright 2011 SAP AG. All rights reserved 17 of 25
ID Description IMG Activity Owner
1 Define Standard Doc type
Sales and Distribution Sales
Sales Documents Sales
Document Header Define
Sales Document Types

2 Define Billing Type
Sales and Distribution
Billing Billing Documents
Define Billing Types

3 Assign Billing Type to Sale Order
Type
Sales and Distribution Sales
Sales Documents Sales
Document Header Define
Sales Document Types

4 Assign Sale Area to Sale Document
Type
Sales and Distribution Sales
Sales Documents Sales
Document Header Assign
Sales Area to Sales Document
Types

5 Define Item Category
Sales and Distribution Sales
Sales Documents Sales
Document Item Define Item
Categories

6 Assign item Category
Sales and Distribution Sales
Sales Documents Sales
Document Item Assign Item
Categories

7 Define Schedule Line Category
Sales and Distribution Sales
Sales Documents
Schedule Lines Define
Schedule Line Categories

8 Assign Schedule Line
Sales and Distribution Sales
Sales Documents
Schedule Lines Assign
Schedule Line Categories

9 Copying Control Sales Document-
Delivery Type
Logistics Execution
Shipping Copying Control
Specify Copy Control for
Deliveries

10 Define Delivery item Category
Logistics Execution
Shipping Deliveries
Define Item Categories for
Deliveries

11 Copying Control Delivery document to
Billing Document
Sales and Distribution
Billing Billing Documents
Maintain Copying Control for
Billing Documents Copying
Control: Delivery Document to
Billing Document

12 Assign Requirement Types
Logistics Execution
Shipping Basic Shipping
Functions Availability Check
and Transfer of Requirements
Transfer of Requirements




Copyright 2011 SAP AG. All rights reserved 18 of 25
Determination of
Requirements Using
Transaction
13 Assign Incompletion Procedure to
Standard Document Type
Sales and Distribution Basic
Functions Log of
Incomplete Items Assign
Incompleteness Procedures

14 Assign Output Determination
Procedure (Billing Doc)
Sales and Distribution Basic
Functions Output Control
Output Determination
Output Determination Using
Condition the Technique
Maintain Output Determination
for Billing Documents
Assign Output Determination
Procedures

15 Assign Output Determination
Procedure (Sales Doc)
Sales and Distribution Basic
Functions Output Control
Output Determination
Output Determination Using
Condition the Technique
Maintain Output Determination
for Sales Documents
Assign Output Determination
Procedures

16 Create Candition Record BA00
Logistics Sales and
Distribution Master Data
Output Sales Document
Create

17 Create Condition Record RD00
Logistics Sales and
Distribution Master Data
Output Billing Document
Create





3. Technical/Development Related Items

3.1 Workflow

Work Flow need to set if there is any change/ Addition in the Pricing Condition, Incoterm & Payment term. Hierarchy of
Work Flow Approval needs to be decided with the ABCD Business User.

The Workflow Object WS90000005- ZSD_SO_WF this workflow could tweak for the India requirements.



Copyright 2011 SAP AG. All rights reserved 19 of 25
3.2 Reporting (operational and analytical)

Standard SAP Reports are available as shown Below, if required will create Customized Report as per the
Requirement.

List of Sales
Orders
VA05 Sales Manager
(SAP_NBPR_SALESPERSON-
M)
Sales Sales
Orders
Reports List
of Sales
Orders
A list of all
selected sales
orders is
displayed.
List Billing
Documents
VF05 Sales Manager
(SAP_NBPR_SALESPERSON-
M)
Sales Sales
Orders
Reports List
Billing
Documents
A list of all
selected billing
documents is
displayed.
Orders within
Time Period
SDO1 Sales Manager
(SAP_NBPR_SALESPERSON-
M)
Sales Sales
Orders
Reports
Orders within
time period
A list of sales
orders within a
specific time
period
Incomplete
SD
Documents
V.02 Sales Manager
(SAP_NBPR_SALESPERSON-
M)
Sales Sales
Orders
Reports List
of Incomplete
Sales Orders
A list of all
incomplete
documents on
the basis of the
specified
selection criteria
is displayed.
List of open
purchase
orders and
PRs
ME2N Procurement Team

SAP_MM_PUR_BUYER
A list of open
POs and open
PRs


3.3 Interfaces

N/a
3.4 Data Conversion / Historical Data

ABCD Business needs to draw a strategy on Open Sales Order moving from their current Orion System to SAP at the
Time of Final preparation for Go Live. ABCD Business Team needs to do the Cleansing Process of Open Sales Order
and try to move Minimum Sales Order to SAP.





Copyright 2011 SAP AG. All rights reserved 20 of 25







3.5 Enhancements

Below are the Must field Requirement from Sales, if the Fields are not available in material Master or in SAP Standard
Sales Order then the fields need to be Customized

1) Correct item code
2) Size
3) Quantity in m2/pc/rm/set/Box
4) Grade (A Grade B grade or C grade )
Custom Field addition in Sale Order
Size
Scheme
code
33x50RB

Plant wise number series the Z table has been maintained with combination of sales area and plant with
number range intervals .


Custom Field addition in Outbound delivery- Warehouse will enter the detail manually in system and same
below information will be printed on the Loading Slip.
Truck Number Container Number Driver License
xxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx


Material Reservation

Standard functionality of Material reservation will be enhanced and below fields will be added in the standard
functionality.

Date: From ______ To ________

3.6 Output (e.g. Forms)

Below mentioned Forms need to develop as per the ABCD Requirement




Copyright 2011 SAP AG. All rights reserved 21 of 25
Common form name Form type Used in process step Output Type Technical name
Order Confirmation SmartForm Sales Order Entry BA00 YBUS_SDORC
Sales Invoice SmartForm Billing RD00 YBUS_SDINV


3.7 Modifications
N/a

3.8 SOA/Composition
N/a

3.8.1 Business Domain


3.8.2 Process Component


3.8.3 Service Model


3.8.4 Service Operation Candidate

3.9 Third Party Solution

N/a
4. Authorization

Authorizations
ID Authorization
Data Objects
(TA code)
Reason # of employees

Employee
(Professional User)
SAP_NBPR_EMPLOYEE_S Assignment of
this role is
necessary for
basic
functionality.


Sales Administrator SAP_NBPR_SALESPERSON_S Sales Order Entry




Copyright 2011 SAP AG. All rights reserved 22 of 25

Warehouse Clerk
SAP_NBPR_WAREHOUSECLERK_S
Delivery Creation
Picking (optional)
Picking (optional)
Assign Serial
Numbers
Post Goods Issue


Billing Administrator
SAP_NBPR_BILLING_S
Billing







Copyright 2011 SAP AG. All rights reserved 23 of 25
5. Organizational Change Related Items

5.1 Change Impact Summary

There will be change in Role and Authorization for ABCD Employee. Specific Roles will be created and
assign to Individual person with in ABCD.


5.2 Training Requirements

Following below are the Training Requirement for Business users.

Customer Master Data Maintenance
Material Master Data Maintenance
Pricing Master Data Maintenance.
Sales order creation
Delivery creation
Billing Document creation.

6. Self-Services

6.1 Employee Self-Services (ESS)
N/a

6.2 Manager Self-Services (MSS)
N/a

7. Questionnaire




Copyright 2011 SAP AG. All rights reserved 24 of 25

Appendix
Reversal of Process Steps
In the following section, you can find the most common reversal steps that you can take to reverse some of
the activities described in this document.



Sales Order Entry
Transaction code (
SAP GUI)
VA01
Reversal: Delete Sales Document
Transaction code (
SAP GUI)
VA02
Business role Sales Administrator
(SAP_NBPR_SALESPERSON_S)
Business role menu Sales Sales Orders Sales Order Processing
Change Sales Order
Comment Select menu Sales Document > Delete




PR Change
Transaction code ( SAP GUI) ME52N
Reversal: Change Purchase Requisition
Transaction code ( SAP GUI) ME52N
Business role Procurement team
( )
Business role menu
Comment



Billing



Copyright 2011 SAP AG. All rights reserved 25 of 25
Transaction
code ( SAP
GUI)
VF04
Reversal: Cancel Billing document
Transaction
code ( SAP
GUI)
VF11
Business role Billing Administrator
(SAP_NBPR_BILLING_S)
Business role
menu
Sales Billing Change Billing Document
Comment Go to transaction VF11, enter the relevant billing document
number, choose Enter, and save your result. An invoice
cancellation document has been created balancing the original
invoice.