SAP VF03/VF05 Display Billing Doc versus Manage Billing Documents

1.Go to SAP Tcode VF03

or Logistics->Sales and Distribution->
Billing->Billing Document->Display

2. Enter Billing document you wish to display.

3. Overview of the sales document

4. To check lit of Document in Accounting click "Accounting" icon above

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5. To get list of sales documents , Click "Billing Document" icon above
or SAP Tcode VF05

Manage Billing Documents

With this app, you can manage invoices, invoice cancellations, credit memos, and other billing documents.
This includes displaying, editing, posting, and canceling billing documents. You can also review why a billing
document split has occurred and generate PDF-based print previews of billing documents.

1.1. Key Features

You can use this app to do the following:

• Display, sort, and filter a list of all billing documents in the system

• Post billing documents to financial accounting

• Display billing documents in detail, including a PDF preview and split analysis

• Cancel billing documents

• Adjust view settings as well as save and load custom views

• Navigate to related apps

• Export data to spreadsheets

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 1.2. Functional Details

Searching for Billing Documents

You can search for billing documents by entering the document number, customer name, customer ID,
product (that is, material) ID, and other attributes into the search field. If you enter a product ID, the system
finds all billing documents that contain at least one item of this product.
Note

You can only search by product ID, and not by product description. Unless you use a wildcard (*) operator
when searching for a product, the system only shows exact matches.

You can also search for billing documents as follows:

• Search using basic filters

You can filter by status to show billing documents that are completed, incomplete, to be posted, or
canceled. You can also filter by customer (sold-to party), billing type, and billing date.

• Search using additional filters

You can add additional filters to the filter bar and filter by document category (for example, invoice,
invoice cancellation, credit memo, and others), sales organization, document number, payer, issue
(for example, a billing document problem with account determination), and many more criteria.

You can show and hide the filter bar. You can save your filter settings and restore the original settings.

Adapting Your View

You can make the following view settings:

• Select the columns that you want to display

• Sort the displayed data by one or more data types (for example, by customer number)

• Group the data (for example, by customer project)

• Use page variants to save and load custom filter and column layouts that you have created. Values
that you have set in filters are also saved. You can also share saved page variants with other system
users.

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Displaying a Split Analysis

When billing multiple sales and distribution (SD) documents together, any differing SD document header and
business partner fields cause the resulting billing document to be split into two or more billing documents. You
can perform a split analysis by selecting two billing documents in the list and choosing the split analysis
button. The system then shows a comparison of the differing header fields and business partner fields that
caused the split. This comparison can help you understand why the system was unable to combine the billed
SD documents into a single, collective billing document.
Example

You bill two outbound deliveries with the same billing date that are intended for the same customer.
Therefore, you expect both deliveries to be combined into a single invoice. The system, however, creates two
separate invoices, and you want to know why this split occurred. You perform a split analysis on the two
invoices. The analysis reveals that the deliveries were fulfilled by two different sales organizations, which
means that they cannot be combined into a single invoice.

Displaying Billing Documents

You can select multiple billing documents to display them simultaneously. In this case, the system enables
you to quickly navigate between the selected billing documents. Once a billing document is displayed, you
can view and change information as follows:

Note

To change information, you need to enter editing mode.

• General information

You can view and edit the billing date. You can view company information, a unique reference for the
billing document, payment terms, incoterms, and billing document issues (for example, a problem with
account determination).

• Items

You can view the item ID, product, quantity, net value, tax amount, and total amount.

• Pricing elements

You can view pricing elements such as the condition type, base amount, and calculated amount. An
indicator shows when a pricing element is inactive. When a condition is used for statistics or when a
price has been changed manually, this is also indicated here. The statistical indicator is selected when
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 a surcharge or discount has been set in the document statistically (that is, without altering the net
value). The system automatically determines the statistical setting based on the pricing procedure.

• Business partners

You can view the role, name, and contact details of business partners.

• Process flow

The process flow provides a graphical overview of the chain of connected process steps and the
corresponding business documents (document flow). For example, you can see the status of a sales
order, whether it has been marked as relevant for shipping, and whether an invoice has been created.

• Texts

In editing mode, you can add texts. You can set the language of your text and the text type (for
example, a billing instruction for a colleague or a billing note for your customer).

• Attachments

In editing mode, you can add attachments by uploading files or adding URLs. You can edit the name
displayed for attachments and delete the attachments.

• Output items

o You can view the status of output items (for example, an output item in preparation for
sending). You can choose the dispatch time (for example, immediately). You can choose the
output type (for example, invoice). You can choose the recipient and channel (for example,
email or print). You can also choose the form template used for your output item. The system
displays the creation date and time, indicating when output items were created. You can also
display a preview for each output item (for example, a customer invoice in PDF form).

o You can send output and resend output. If you have sent output manually and want to change
its status in the system, you can choose to manually set the status to completed. You can
view the status of the output items in the application log.

Restriction

SAP strongly recommends that you do not output sales documents or billing documents with
more than 1000 items per document to output channels PRINT or EMAIL, as this can cause
technical problems to occur.
Tip
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 For more information about working with output items, see Working with Output Items.

• Navigate down to billing item level to view item details

You can view item details such as net and tax amounts, pricing data and elements, partners,
accounting data, and taxes. For items that have been configured using advanced variant
configuration, you can display configuration details.

• Display a split analysis

When you are simultaneously viewing two or more billing documents in detail, you can perform a split
analysis by choosing the split analysis button.

o If you are viewing two billing documents, this will compare the documents with each other.

o If you are viewing more than two billing documents, you are prompted to choose a billing
document that you would like to compare to the one that is currently selected on the left-hand
side of the screen.

The system then shows a comparison of the differing header fields and business partner fields that
caused the split. This comparison can help you understand why the system was unable to combine
the billed SD documents into a single billing document. In general, any differing SD document header
and business partner fields cause a split.

Billing Document Status

The status provides information about which stage of its lifecycle the billing document is currently in. The
following table explains each possible billing document status.

Billing Description
Document
Status

To be posted When a billing document is created and it wasn't posted to financial accounting automatically (you can
enable automatic posting in the billing settings of the Create Billing Documents app), this is its
default status.

You can post the billing document to financial accounting, make changes, or cancel it.

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Billing Description
Document
Status

The system also reverts to this status after it has attempted to post the billing document but
was unable to do so due to one of the following reasons:

• Billing document has a posting block

• Error in accounting interface

• Journal entry not created due to account determination error

• Journal entry not created due to pricing error

• Journal entry not created due to missing authorization

Incomplete Some required information in the billing document is missing. Typically, this means that the pricing
information is incomplete.

You can make changes or cancel it, but cannot post it to financial accounting.

Completed Usually this status indicates that the billing document has been successfully posted to financial
accounting and a corresponding journal entry has been created.

However, the following circumstances can also lead to this status:

• The billing document was not relevant for accounting (for example, a pro forma
invoice) and therefore doesn't need to be posted to be completed.

• The billing document was posted as part of an invoice list

• The billing document was posted via IDoc

You can still cancel the billing document after it has been posted. If you do so, the resulting
cancellation document is posted to financial accounting automatically to offset the original
entry.

Canceled The billing document has been canceled, which means a corresponding cancellation document has also
been created. You can no longer post it, and you can only change attachments and texts.

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Posting Billing Documents

When you post billing documents, the system transfers the billing document to accounting and triggers output
(for example, a customer invoice PDF sent by email).

Canceling Billing Documents

There are several reasons why a billing document may need to be canceled. For example, an error may have
occurred during billing creation, or billing data may have been posted to the wrong accounts when it was
transferred to financial accounting. When you cancel a billing document, the system creates a billing
document cancellation (for example, an invoice cancellation), which copies data from the billing document
and creates an offsetting entry in financial accounting when it is posted.

The cancellation causes the preceding billable document (for example, the delivery) to be open for billing
again, so that you can then create the correct billing document.

Note

• If the system has already posted the now-canceled billing document to financial accounting, it has
also automatically posted the corresponding cancellation billing document to offset the canceled
document's entry.

• If the system has not yet posted the canceled billing document to financial accounting, both the
canceled billing document and the cancellation billing document receive posting status E (billing
document canceled). In this case, posting is not necessary and no journal entries are created.

Displaying Billing Document Object Pages

To display a summary of a billing document's details, choose its document number in the list. This will display
the corresponding billing document object page.

Displaying Customer Object Pages

To display customer data, choose the customer name in the list. This will display the corresponding customer
object page.

Exporting to Spreadsheet

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You can export all items in the list to a spreadsheet file (*.XLSX). All columns that you have previously
configured to be visible on the screen are also visible in the spreadsheet. Any filter settings that you have
made are also taken into account.

When exporting, you also have the following options:

• You can choose a filename that deviates from the default

• The system can split cells that contain multiple values across separate worksheet columns

• On a second worksheet, the system can list the specific filter settings that you have applied (for
reference)

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