For 2016, the Americas SAP Business ByDesign (ByD) Customer Conference will be integrated with SAPPHIRE NOW. The meeting will start with a full day of ByD content on May 16th, the Monday before SAPPHIRE NOW 2016, and will continue into the three days of SAPPHIRE NOW with ByD-specific sessions throughout.

With this new approach, customers will be able to get the latest and greatest updates from ByD senior leadership, learn about new ByD technology developments, and also take advantage of the great sessions that SAPPHIRE NOW has to offer.

Mark your calendars now for the ByD Day on May 16th, and plan to also join us for more great ByD content May 17-19 at SAPPHIRE NOW 2016.

More details coming soon!

Looking forward to seeing you there,

Michael

In this blog we'd like to introduce you to some of the things that are new in the February 2016 version of SAP Business ByDesign.

Of course, you can find more information in the What's New in SAP Business ByDesign documentation, which is available online or as a pdf.

Today, we're going to talk about Access Restriction in Customer Demand.

As an administrator, you give access rights to a user at the level of work centers views. Access to data in assigned work center views can be restricted using various attributes called access contexts. Customer demands get created in the systems from sales orders, service orders, stock transfer order, and project stock orders. Each sales order has a corresponding customer demand that can include items that are fulfilled from different sources of supply. If you have multiple companies or sites maintained in your system, you can control which customer demands a user can access in the Customer Demand view in Outbound Logistics Control and Supply Planning work centers.

You can now restrict access to customer demands with the hierarchal access context 1021 – Company and Site where you can restrict a user at both company and site level. Depending on the access rights and restrictions you have defined, a user can view and edit selected customer demands.

If you maintain access context at company level, then the users can access demands from all sites within the company. If you maintain access context at site level, then users can only access demands for the sites that they are authorized for. In such a case, the users cannot access demands which do not have source of supply and the demands that are fulfilled by supplier (TPOP).

Users can release all items if you have maintained access restriction at company level. If you have maintained restrictions at site level, then users can release only the items for the site that they have authorization for.

Please note that with the availability of the new access context, all the previous restrictions maintained for Customer Demand view will be changed to unrestricted access for this new access context. The administrator will have to maintain the access restriction again for users for whom it is required.

Limitations:

For one sales order only one instance of customer demand is created even if the items of the sales order are fulfilled from different source of supply. Thus, a customer demand can have a mix of items with source of supply as site, supplier or with no source of supply.

However, as the access restriction works for the whole instance and not the individual line items, there are scenarios in which there is some difference between expected and actual behavior.

In all the scenarios any user who has authorization for one of the site which belongs to any of the item of the customer demand, will have access to the whole instance.

For more information, see Access Rights and Restriction in Customer Demand.

Are you familiar with the What's New video in SAP Business ByDesign? You can have a look at it here.

In this blog, we'd like to introduce you to one of the things that are new or have been changed in the February 2016 version of SAP Business ByDesign.

Of course, you can find more information in the What's New in SAP Business ByDesign documentation, which is available online or as a pdf.

Today, we are going to talk about form template selection and output channel selection enhancement for created purchase order.

You can now define the defaulting criteria for form template selection for created purchase order with additional attributes of Company, Supplier and Purchasing Unit. You can create a form template rule for created purchase order in the Form Template Selection view under Application & User Management work center.

You can now also define the defaulting criteria for output channel selection for created purchase order with additional attributes of Company and Supplier. You can create rules which are used to determine which output channel should be used for the output of a business document in the Output Channel Selection view under Application & User Management work center.

These features will enable you to define form template selection and output channel selection with more flexibility. It will reduce the effort to change the settings manually in Edit Output Settings during purchase order creation.

Are you familiar with the What's New Video in SAP Business ByDesign? You can have a look at it here

In this blog, we'd like to introduce you to one of the things that are new or have been changed in the February 2016 version of SAP Business ByDesign.

Of course, you can find more information in the What's New in SAP Business ByDesign documentation, which is available online or as a pdf.

Today, we are going to talk about non-billable items in service orders.

You can now mark the items in a service order as non-billable, in order to exclude these items in the invoice. You can do this under Service and Spare Parts tab of a service order, by selecting the indicator Non-Billable for the items as per your choice. The status of these items is set to completed when their fulfillment is completed.

Are you familiar with the What's New video in SAP Business ByDesign? You can have a look at at here

In this blog, we'd like to introduce you to one of the things that are new or have been changed in the February 2016 version of SAP Business ByDesign.

Of course you can find more information in the What's New in SAP Business ByDesign documentation, which is available online or as a pdf.

Today, we are going to talk about lead generation from Campaign Response Upload Template.

Previously, the leads were created manually or through a pre-defined Excel template. With this upgrade, you can now initiate generation of leads automatically from the Campaign Response Upload Template using response options which are flagged for lead generation.

To do so, go to Marketing work center and then Campaigns sub-view.

Create a new campaign and define the response options under the Response Options tab.

You can add a new response option and select the Generate Leads indicator.

Once the campaign is executed and responses are received from the customers, you can upload the responses to the system through the campaign response upload template using the response options. The system creates leads for those response options which are flagged for lead generation.

Are you familiar with the What's New video in SAP Business ByDesign? You can have a look at it here

In this blog, we'd like to introduce you to one of the things that are new or have been changed in the February 2016 version of SAP Business ByDesign.

Of course, you can find more information in the What's New in SAP Business ByDesign documentation, which is available online or as a pdf.

Today, we are going to talk about the cost and profit margin in Over-the-Counter sales.

You can now calculate the profit margin for the Over-the-Counter sales orders. You can display the profit margin for each product under the Pricing tab. This information can be used for decision making regarding price and discount adjustments. The information regarding profit margin and profitability can also be very useful for management decisions.

Are you familiar with the What's New video in SAP Business ByDesign? You can have a look at it here

In this blog, we'd like to introduce you to one of the things that are new or have been changed in the February 2016 version of SAP Business ByDesign.

Of course, you can find more information in the What's New in SAP Business ByDesign documentation, which is available online or as a pdf.

Today, we are going to talk about adding members to a target group based on leads.

Previously, you could add members to a target group based on Corporate Accounts, Private Accounts, Target Groups, etc. Going forward from this version, you can also add members to a target group based on leads. The members associated with leads with/without account can be added to a target group.

Are you familiar with the What's New video in SAP Business ByDesign? You can have a look at it here

In this blog we'd like to introduce you to some of the things that are new in the February 2016 version of SAP Business ByDesign.

Of course, you can find more information in the What's New in SAP Business ByDesign documentation, which is available online or as a pdf.

Here is what we've presented so far:

• Access Restriction in Customer Demand
• Form Template Selection and Output Channel Selection Enhancement for Created Purchase Orders
• Non-Billable Items in Service Orders
• Lead Generation from Campaign Response Upload Template
• Cost and Profit Margin in OTC Sales
• Adding members to a Target Group based on Leads

Are you familiar with the What's New video in SAP Business ByDesign? You can have a look at it here.

We'll add blogs about other topics as we bring them to you. Stay tuned!

I want to share two simple, yet very useful hints on how to navigate through SAP Business ByDesign with you. They can make your everyday worklife easier and really help to save time.

If you use views or tasks in SAP Business ByDesign regularly, you want to navigate there on the fastest possible way.

Especially for Business Users with many Work Centers, but also for any frequently recurring tasks ByDesign offers a very convenient timesaver: the Shortcuts that you have access to at any time, no matter what the currently displayed view is.

Just click on the small arrow with green plus sign for the view or task that you would like to add to the shortcuts - in our example, the task "New sales order".

Then you can click the large arrow for Shortcuts and see a list of your shortcuts.

Alternatively, you can call up to ten shortcuts from the keyboard - if you move the mouse over your new shortcut, the matching combination of keys will be displayed, in our example, CTRL + SHIFT + 0.

There is also another equally easy way:

Just click on the ^-icon on the bottom left, and then simply type what you are looking for (1).

In our example we want to navigate to Application and User Management, to the view Business Users. Just click on the ^-icon and type "User".

After entering the first few letters, a search box appears (2).

You can now see in the list, with a blue underlay, the "Business Users" view in the work center "Application and User Management" (3).

If you want to navigate to the view "Business Users" in the Work Center "Audit", you can use the arrow keys to navigate there. Once the desired search result is underlaid in blue, press ENTER or click on it to quickly navigate there.

The lack of enforcing the creation of proper return capabilities for partner solutions often leads to problems such as improperly backed up data or even the loss of data. In the case of a customer leaving ByD or a partner ending solution support for any reason it is imperative to have data return capabilities in place to provide the customer with the option to securely backup their data any time. A practical solution for this problem can be found in the approach of using specific reports based on their extended data sources. The below article provides a step-by-step guide to achieve data return capabilities to ensure a correct backup of data.

Export Data for Custom Business Objects

In order to export data from custom Business Objects a new custom Data Source must be created for each individual Object.

To do so please follow the steps below:

• Right click on each custom Business Object and use the option Create Data Source

• The following popup will appear with the fields Namespace, Business Object, Anchor Node and Data Source Name already filled with the default values. Initially for the field Anchor Node the Root is selected. If the custom Business Object contains nodes then a Data Source has to be created for each node individually

• For example if a custom Business Object has 2 nodes: Details and Items, then in total 3 custom Data Source will be created, for Root, for node Details and the last one for node Items. For the following example the node Items is chosen

• It is recommended to change the default name of the field Data Source Name and use a suggestive name to reflect the node to which this Data Source is referred to. Optionally a description can be entered for this Data Source
• Choose the Next button at the bottom of the popup to go to the next step
• Select all the elements on the current node and also at least one item on the Root which has unique values, like an alternative key (note here – this does not have to be an alternative key)

• Use Next to go to the next step. At step 3 transformation rules can be defined. There is no need for Transformation rules at this point so choose next again. However, the field names can be changed at this step. In the above example ID from the Root has the same name as ID on the node Item, so it’s advisable to change the ID from the Root to something like IDParent. At step 4 fields can be selected to be used in the referenced Data Source, choose next to continue.  At step 5 aggregation can be defined. Here aggregation is not required at this time so choose next. On the next overview screen all the options can be reviewed, choose Finish
• The custom Data Source is now created in the solution, use Save and Activate button on the toolbar or right click on the Data Source and activate

• Repeat all the steps above to create a custom Data Source for all the nodes of each custom Business Object available in the solution, including the Root node
• If for a custom Business Object there a more than one Data Sources available or if custom Business Objects contain more nodes, then follow the next step to create a Combined Data Source
• Right click on solution use option Add – New Item and choose Combined Data Source

• It is recommended to enter a suggestive name, similar to custom Business Object Name
• If the Admin mode is switched off for the solution a popup will appear to switch admin mode on. Confirm by pressing yes

• The Admin mode can be switched off again by using Administration Switch On/Off Admin Mode in SAP Solution

• A link to front end to a new Combined Data Source is opened
• Use button Add Data Source to add all the data sources related to the same custom Business Object
• A popup will appear, select the value help from the first field and search for Data Sources to add
• For each individual Data Source select all the fields available under Characteristics and Key figures like in the image below

• Repeat the steps above to add the rest of the Data Source created for the same custom Business Object
• After all Data Sources have been added make sure there is a mapping available between the Alternative Key/Unique Field on root and the same field selected in the Data Sources created for one of the nodes
• All the selected fields will be displayed in the table view like in the image below

• Make sure to rename the fields that have the same name on the first column highlighted
• In this case there will be a correspondence between the ID selected from ToParent, image below and the ID from the Data Source created for Root

• Use the button Check Mapping to see if there are any problems with the mapping
• Open the saved Combined Data Source from Business Analytics – Combined Data Source and use the button New Report to create a report – image below

• Enter a name for the report and click next
• For the next step make sure all key figures are selected before choosing next, the same applies for characteristics
• Press finish if no characteristic properties or variables have to be defined
• Use the button Close or click Create View for this report in a web browser to open the report
• Once the report is opened drag and drop fields from Not Currently Shown to Rows or use the arrow on the right of the field name and choose move to Rows

• Press Go
• All the created Data Sources from solution can be found in Business Analytics Work Center – Data Sources
• All the reports can be found in Business Analytics  - Design Reports
• After the format of the data displayed looks and feel as expected choose the button Download – Report in Microsoft Excel in XML Format

• Repeat all the required steps for all custom Business Objects

Export Data for extension fields on standard Business Objects

• Right click on Solution and click Add – New Item and choose Data Source
• Follow the steps from the section above to create a Data Source
• Make sure to select the alternative key (if there is no alternative key then use UUID) of the Root Node of the standard BO. Like in the section above open the association ToParent and select it. For example for Customer Business Object Extension select InternalID from Root
• Repeat steps above for all nodes of the Extended Standard Business Object that contain extension fields
• After all Data Sources related to the same standard Business Object are created, follow the steps in the section above to create a Combined Data Source
• Create a report on the Combined Data Source
• The report should contain only the Alternative Key of the Enhanced Standard Business Object and all the extension fields available for all the nodes

I would like to make aware on the next webinar within our series of Develop Better with SAP Experts webinars for ISV partners. On 23rd and 30th of March we offer a new webinar related to "Backup Data of your own developments".

The lack of enforcing the creation of proper return capabilities for partner solutions often leads to problems such as improperly backed up data or even the loss of data. In the case of a customer leaving ByD or a partner ending solution support for any reason it is imperative to have data return capabilities in place to provide the customer with the option to securely backup their data any time.

This webinar is related to Lifecycle Considerations of partner solutions and therefore relevant for all partners who develop customer solutions or multi-customer-solutions (MCS).

If you are interested in joining one of the sessions or if you would like to share this information with other relevant stakeholders, here are the related registration links:

https://partneredge.sap.com/en/library/education/products/entManage/byd/sell/e_oe_te_19822.html

https://partneredge.sap.com/en/library/education/products/entManage/byd/sell/e_oe_te_19821.html

In relation to these webinars I would like to also make aware of the existing Blog of the speaker, which is available here:

Backup Data of your Add-On developments

SAP Business ByDesign Mashups can be used to integrate ByD with online web services or applications.

With mashups ByD users can access the content provided by these Web services and applications, and use it in their daily work.

Mashups can include web searches, company and industry business information, online map searches and many more.

In this blog post I describe how to embed Google Maps in the ByD Account Overview screen such that Google Maps shows the business partner address in an embedded Google Maps frame.

...and this is how it works:

Step 1: Create a ByD HTML Mashup for Google Maps

Go to work center Application and User Management, view Mashup Authoring and create a new HTML Mashup.

Enter the following data:

Add two parameters output and q and map the parameter q to the formatted address of the ByD mashup port binding:

Click on "Preview" to test the URL.

The resulting HTML Mashup should look like the following:

Please note: Activating the mashup with Google Maps means that business partner address data from your ByD system is transferred to Google.

Make sure this data transfer is compliant with your corporate policies, corporate guidelines and legal requirements with regards to security, data protection and data privacy.

Step 2: Make the Mashup visible on your ByD Screen

Go to work center Business Partner Data, view Accounts and click on some arbitrary account ID (for testing it would be helpful if the account address would be a valid address that can be located using Google Maps).

On the account overview screen open the ByD adaptation mode by clicking on "Adapt" > "Enter Adaption Mode". You need ByD key user authorizations for this step.

On the adaptation mode of the account overview select "Adapt" > "Edit Screen" and switch to the "Mashups and Webservice" page.

Select the checkbox to make the Google Maps mashup visible and select "Full Width" if you like.

Save and Publish your changes of the ByD account overview screen.

Leave the ByD Adaptation Mode via "Adapt" > "Leave Adaptation Mode".

Done :-)

As result you now see a Google Maps frame on your ByD Account Overview screen pointing to the account main address.

.

After the success of “Application Development for SAP Business ByDesign”, the SAP Business ByDesign team came back early this year with a new openSAP course “Reporting with SAP Business ByDesign”. While the first one was targeted at application developers, the second, which concluded on February 25, was aimed at business users, in particular analytical key and end users.

In this four week course, Henriette Willhauck, Stefan Kraus, and Knut Heusermann presented how to create a report, starting from the very basic steps. Week after week more advanced functionalities were introduced, for example how to integrate SAP Business ByDesign with Microsoft Excel.

SAP Business ByDesign has role-based reporting functionalities and the course instructors showed the available reporting options for the respective role. Most of the course participants have become familiar with Eddie Smoke and Bob Menson, the key and business users used throughout the demonstrations.

One of the highlights of the course was the system access and additional exercises offered to the students. 11 tenants were organized by the SAP Business ByDesign team and about 1750 new users were created in the reference systems. The discussion forum was widely used by the course participants to interact, report their issues with the exercises, and Thomas Meder did an amazing job supporting all the users.

Let’s hear about the course metrics from Thomas in this video blog. You can also view the key metrics in the infographic below.

The course material remains available on the openSAP platform and you can access and download all videos, transcripts, and additional exercises.

Everyone can enroll and access the learning material. However, you will not be able to complete the weekly assignments or final exam and hence collect points toward a record of achievement.

The openSAP offering continues to grow and you can enroll for our current and upcoming courses:

Build Your Own SAP Fiori App in the Cloud – 2016 Edition
Software Development on SAP HANA (Delta SPS 11)
Implementation of SAP S/4HANA
Implementation Made Simple for SAP SuccessFactors Solutions
Digital Transformation Across the Extended Supply Chain
Sustainability Through Digital Transformation
SAP Business Warehouse powered by SAP HANA (Update Q2/2016)

Follow openSAP on Twitter (@openSAP) or Facebook

Save the date now for this exciting event starting May 16, 2016

SAP is hosting a very special event, the SAP Business ByDesign Conference, co-located with SAPPHIRE NOW and ASUG Annual Conference 2016 in Orlando, Florida, on May 16.

This event will be a great opportunity to get updates on thelatest product innovations,share successes and best practices with your peers,and gather new ideas for your daily operations.

Register now for this special customer event, where you will:

• Get access to the full day SAP Business ByDesign Customer Conference, which is solely focused on SAP ByDesign, the digital core for SMEs, and a solution for subsidiaries of large enterprises (May 16 at the Loews Royal Pacific, a SAPPHIRE NOW and ASUG Annual Conference hotel)
• Participate in SAP Business ByDesign-specific sessions throughout SAPPHIRE NOW and ASUG Annual Conference (May 17–19 at the Orange County Convention Center)
• Explore many other valuable SAPPHIRE NOW and ASUG Annual Conference sessions that will enable your digital transformation

REGISTER NOW

Your ticket to the SAP Business ByDesign Customer Conference is free with your SAPPHIRE NOW and ASUG Annual Conference registration. If you’d like to join us for just the first day, and opt out of the SAPPHIRE NOW and ASUG Annual 2016 Conference, there will be a fee of $250.

Please note, that at this event, you have numerous opportunities to influence the event and to be visible to customers. For any questions please contact michael.morel@sap.com.

We hope to see you in Orlando!

Best regards,

Dr. Michael Schmitt
General Manager SAP Business ByDesign

Freight in simple terms is the charge for transportation of goods to your customer.

In the below blog I would like to cover how the freight calculation and data is captured in sales side and purchase side of the Business ByDesign.

In Sales Part of SAP Business By-Design.

a.) Prerequisite  

b.) Freight master

c.) Freight calculated in Sales document

d.) Known issue and limitation

a.) Prerequisite and master data

The freight settings maintained in the Business Configuration determines whether

1. ) Amount can be selected automatically or entered manually.
2. ) To make either Freight as fixed amount or dependent on the net weight of the goods you sell.

b.) Freight master

You can create and maintain freights under Product and Service Portfolio work center -> Freight sub view.

You can create a freight based on the parameters as highlighted below.

c.) Freight calculated in Sales document

The below snapshot shows how we have maintained the freight scales

The below screenshot shows how a freight is calculated as per the freight scale maintained

d.) Known issue and limitation

1. Once you maintained Automatic entry has priority in Configure Price Strategy then you will not have an option to enter the Freight manually while creating documents.
2. If you maintained Manual entry has priority then freight charge wont get added automatically.
3. Under BC Questions You will find two questions for Freight in this section:
   1. Do you calculate freight amount based on net weight?
   2. Do you bill a fixed freight per order?
4. If both questions are selected as No then no freight will be calculated in the system. Here you need to answer the scoping questions based upon your requirement.
5. Freight charge wont get calculated automatically to sales order if the sales order is created as a follow-up document for sales quote. System will only consider the price components which are already maintained in the sales quote.

                                To update the Freight in sales order select Update Pricing button available under Total Pricing which in –turn will calculate the freight with respect to all line items in the sales order

In Purchase Part of SAP Business By-Design.

Freight as unplanned delivery cost is captured in supplier invoice document. Kindly follow the below SCN Blog for details.

http://scn.sap.com/docs/DOC-62468

Also please check the below case documents

https://support.wdf.sap.corp/sap/support/notes/1976098

https://support.wdf.sap.corp/sap/support/notes/1968917

This blog gives overview on how Contract can be Invoice - base on 2 Use Cases and how it can be Completed - depends on 2 conditions .

Customer Contract can be Invoice base on two use case .

1. Invoice with reference to 'Customer Contract Invoice Request' and HOW-TO prevent 'Conflict' status.
2. Invoice with reference to 'Schedule Invoice Request' and HOW-TO Cancel Invoice Schedule with OPEN-dates.
   
   

Use Case 1 :-

This use case explains on how Customer Contract Invoice Request gets invoice and how to prevent getting this Invoice Request as Conflict.

• Go to Sales Order work center ->Create New Contract (where ABC is Contract ID) and maintain all the madatory details.
• Go to Items tab and enter Item of type Service - Fixed price without actual ->Release the Contract.
• Go to Customer Invoicing work center ->Invoice Request view ->Search with Contract ID 'ABC'.

You can see the 'Customer Contract Invoice Request' is with status To be Invoiced.

Select the Invoice Request ABC and click on Invoice button ->Save the Invoice (without release).It creates Invoice(where Invoice ID is INV),which can further be released.

***Please Note :=>

• a) If you Cancel the Contract ABC ->Item with Invoice Cancelation as 'Cancel Pending Invoice Request' .

OR

• b) Make certain change within Contract e.g. reduce the Contract ->Item's quantity(this changes possible ONLY prior to Invoice is released) .

=>Then it will make the Customer Contract Invoice Request status as 'Conflict'. So please ensure ,you do not make any changes/cancelation within Contract to prevent Invoice Request getting conflict.

Use Case 2 :-

How to create Schedule Invoice Request and Cancel - Invoice Schedule with Open dates.

• Go to Sales Order work center ->Create New Contract ABC ->Go to Items tab and add Service Item as line-item '10'
• Go to Pricing and Invoice tab ->Invoice Schedule sub tab ->Add line-item 10
• Maintain two dates as : dd.mm.yyyy and dd1.mm1.yyyy1 and later release the Contract.
• Go to Customer Invoicing work center ->Invoice Request view ->Search with Contract ID :ABC
• Create and Release Invoice for the Schedule Invoice Request of date dd.mm.yyyy (not for dd1.mm1.yyyy1).
• Now if you check Invoice Schedule tab of Contract ABC,you can see for date dd.mm.yyyy the status is Invoiced whereas for date dd1.mm1.yyyy1 status is Open (since NO - Schedule Invoice Request yet created).
• If you want to Cancel the Item 10 with Open date dd1.mm1.yyyy1 ( + Including all other Open dates which will come in future),follow the below step:-

• Go to Items tab of Contract ABC ->Select Item '10' and perform Action Finish Fulfillment and then follow by Finish Invoicing .

=> This will change status of date dd1.mm1.yyyy1 from Open to Canceled.

WHEN THE OVERALL STATUS OF CONTRACT WILL BE COMPLETED ?

The overall status of Contract will be Completed ,if either of the below 2 condition is satisfied.

Condition 1: If Contract ->Items are having the Cancelation Status as 'Canceled' ,which will results into Item status as Completed.Once all item status will be Completed ,then the overall Contract Status will also be completed.

Condition 2 :The other way by which Item/items will have status as Completed ,when for those line-items:-

1. Fulfilment Status is Finished
2. Invoice Status is Finished
3. and Validity of Item is Expired.(i.e. Contract ->Item - End Date is reached).

Same as in condition 1,once all Item have status 'Completed' it will overall complete the Contract status too.

KEY POINT TO REMEMBER :=>

• Edit Contract ABC ->Go to Items tab ->Select line-item '10'.

=>If you perform the Action : Finish Fulfillment ,it will make the Cancelation Reason as non-editable .So if you want to perform cancelation on Contract->Item ,please ensure you do not trigger action Finish Fulfillment (Note : Once Finish Fulfilment is done ,it can not be reverted back).

Reference : Help Center ->Customer Contracts Quick Guide.

Hello All,

With this Blog Post, I would like to cover the topic GR/IR Clearing run and different scenarios relating the the GR/IR runs.

Agenda :

1. Introduction and purpose
2. Posting Logic
3. Account Determination
4. Final Clearing date for purchasing document
5. Different Business Scenarios
6. References

1. Introduction and Purpose :

The main Purpose is to clear the clearing accounts or the Offset accounts affected during the Goods receipt posting and invoice posting (Procurement process).

GR/IR is used in two broad cases.  One where the Invoice is paid but the goods are yet to be delivered and the other where goods are already delivered but the invoice is yet to be paid.

Clearing or the offset accounts here are Purchase in transit GL account and Unbilled Payable GL account.

If the Invoice is paid and Goods are yet to be delivered the amount is debited in the Purchase in Transit account.

Secondly if the Goods are delivered and the Invoice is yet to come then the amount is credited in the Unbilled Payable Account.

This Offset GL accounts also helps in keeping the track of the goods which are not delivered and goods for which invoices are not yet received.

We perform a GR/IR run in order to nullify both these offset accounts i.e. Credit the Purchase in Transit account and Debit the Unbilled Payable account.

Ideally the Offset accounts should account to zero at the end of the year signifying that all the goods have been received and all the corresponding invoices have been paid.

2. Posting Logic :

Goods receipt:

Debit Material, Credit Unbilled Payable EUR 500 (10 ea.)

Invoice receipt:

Debit Purchase in Transit, Credit Payable EUR 500 (10 ea.)

GR/IR clearing:

Debit Unbilled Payable EUR 500 (10 ea.)

Credit Purchase in Transit EUR 500 (10 ea.)

In summary, Above Postings can be seen in the below table

3. Account Determination :

Business configuration activity : Charts of Accounts, Financial Reporting Structures, Account Determination

Material GL account maintained under Inventory Sub ledger -> Inventory tab -> Material Inventory Column

Payable GL account maintained under Account Payable Sub ledger -> Payable tab -> Payable Column

Unbilled Payable accounts maintained under Account payable sub ledger -> in transit tab -> unbilled payable column

Purchase in transit accounts maintained under Account payable sub ledger -> in transit tab -> in transit column

Paths for other GL accounts like Cash discount, Price difference etc, are mentioned in the scenarios below.

4. Final Clearing Date for Purchasing Document Items:

Purchasing document items that are fully delivered and fully invoiced are normally marked for final clearing automatically Marked items are cleared by the next GR/IR clearing run that is executed for the period in which Marked Final Clearing Date is set.

There can be situations where it is required to clear the offset accounts even if goods are not delivered or invoices are not generated. In such situations, User hast to Option to either manually finish the delivery/Invoice or Manually mark final clearing date for the purchase order/Purchase order item.

If final clearing date is maintained on the purchase document/purchase document item, GR/IR run process the purchase order and clears the clearing accounts completely even if the goods receipt and invoice receipt quantities do not match.

Note: If the Purchase order/Purchase order item is finished, system always takes the date when Purchase order was finished as final clearing date.

5. Different Business Scenarios:

Following postings are based on the following information :

Process type : To-stock

Perpetual Cost method for material : moving Average

With Different Process type (Non-stock) and/or Perpetual cost method (Standard), postings will vary.

Purchase order Details -

Material X : 10 USD / 1 Ea

Purchase order Quantity : 10 ea.

Scenario 1: A Goods Reciept and an Invoice of equal amounts are made and GR/IR run is executed.

Goods reciept quantity : 10 Ea

Invoice : 100 USD /10 Ea

Final Clearing date is set automatically by system based on the last transaction date.

Scenario 2: A Goods Reciept is made and an invoice of different amount (due to purchase price difference) is made and GR/IR run is executed.

Goods Receipt quantity : 10 Ea

Invoice : 110 USD /10 Ea

Exception of type Price variance appears during the supplier invoice postings.

Final Clearing date is set automatically by system based on the last transaction date.

G/L for Purchase price difference : Inventory Sub ledger -> Difference tab -> Gain from purchase price difference / Loss from purchase price

Scenario 3: A GSR is made and an Invoice is paid with cash discount and GR/IR run is executed.

Goods Receipt quantity : 10 Ea

Invoice : 100 USD / 10 Ea

Payment  : 87 USD

Final Clearing date is set automatically by system based on the last transaction date.

G/L for Discount : Account Payable Sub ledger -> Payment Difference tab

Scenario 4: Only a Goods Receipt is made and no Invoice is made for the Purchase order and the GR/IR run is executed.

Goods Receipt quantity : 10 Ea

In order to process the Purchase document in the run and to clear the offset accounts, Final clearing date has to be maintained manually.

G/L for Purchase Valuation difference : Inventory Sub ledger -> Difference tab -> Gain from purchase valuation difference/Loss from Purchase valuation difference

Scenario 5: Only an Invoice is made and no Goods Receipt is made for the Purchase Order and GR/IR run is executed.

Invoice : 100 USD / 10 Ea

Exception of type Missing Receipt or Return Document appears during the supplier invoice postings.

In order to process the Purchase document in the run and to clear the offset accounts, Final clearing date has to be maintained manually.

G/L for Purchase Valuation difference : Inventory Sub ledger -> Difference tab -> Gain from purchase valuation difference/Loss from Purchase valuation difference

6. Reference :

Help Center :

GR/IR Clearing Runs

GR/IR Clearing Quick Guide

Marked Final Clearing date for purchasing document items

GR/IR Clearing Run - Standard Case (Without Differences)

GR/IR Clearing Run - Partial Invoice and Completion of Purchase Order Item

GR/IR Clearing Run - Price Differences with Moving Average Cost Method

Price Differences, Exchange Rate Differences, and Cash Discounts

GR/IR Clearing Run - Credit Memo

GR/IR Clearing Run - Invoice Receipt Before Goods Receipt

Purchasing Document Items Quick Guide

GR/IR Inventories - Balance Summary

Report :

GR/IR Inventories - Balance Summary

Purchase Price Variances

Purchasing Documents - Line Items

I hope this will help in understanding the GR/IR Clearing runs.

Cheers,

Harshal Vakil

This blog gives overview on how Contract can be Invoice - base on 2 Use Cases and how it can be Completed - depends on 2 conditions .

Customer Contract can be Invoice base on two use case .

1. Invoice with reference to 'Customer Contract Invoice Request' and HOW-TO prevent 'Conflict' status.
2. Invoice with reference to 'Schedule Invoice Request' and HOW-TO Cancel Invoice Schedule with OPEN-dates.
   
   

Use Case 1 :-

This use case explains on how Customer Contract Invoice Request gets invoice and how to prevent getting this Invoice Request as Conflict.

• Go to Sales Order work center ->Create New Contract (where ABC is Contract ID) and maintain all the madatory details.
• Go to Items tab and enter Item of type Service - Fixed price without actual ->Release the Contract.
• Go to Customer Invoicing work center ->Invoice Request view ->Search with Contract ID 'ABC'.

You can see the 'Customer Contract Invoice Request' is with status To be Invoiced.

Select the Invoice Request ABC and click on Invoice button ->Save the Invoice (without release).It creates Invoice(where Invoice ID is INV),which can further be released.

***Please Note :=>

• a) If you Cancel the Contract ABC ->Item with Invoice Cancelation as 'Cancel Pending Invoice Request' .

OR

• b) Make certain change within Contract e.g. reduce the Contract ->Item's quantity(this changes possible ONLY prior to Invoice is released) .

=>Then it will make the Customer Contract Invoice Request status as 'Conflict'. So please ensure ,you do not make any changes/cancelation within Contract to prevent Invoice Request getting conflict.

Use Case 2 :-

How to create Schedule Invoice Request and Cancel - Invoice Schedule with Open dates.

• Go to Sales Order work center ->Create New Contract ABC ->Go to Items tab and add Service Item as line-item '10'
• Go to Pricing and Invoice tab ->Invoice Schedule sub tab ->Add line-item 10
• Maintain two dates as : dd.mm.yyyy and dd1.mm1.yyyy1 and later release the Contract.
• Go to Customer Invoicing work center ->Invoice Request view ->Search with Contract ID :ABC
• Create and Release Invoice for the Schedule Invoice Request of date dd.mm.yyyy (not for dd1.mm1.yyyy1).
• Now if you check Invoice Schedule tab of Contract ABC,you can see for date dd.mm.yyyy the status is Invoiced whereas for date dd1.mm1.yyyy1 status is Open (since NO - Schedule Invoice Request yet created).
• If you want to Cancel the Item 10 with Open date dd1.mm1.yyyy1 ( + Including all other Open dates which will come in future),follow the below step:-

• Go to Items tab of Contract ABC ->Select Item '10' and perform Action Finish Fulfillment and then follow by Finish Invoicing .

=> This will change status of date dd1.mm1.yyyy1 from Open to Canceled.

WHEN THE OVERALL STATUS OF CONTRACT WILL BE COMPLETED ?

The overall status of Contract will be Completed ,if either of the below 2 condition is satisfied.

Condition 1: If Contract ->Items are having the Cancelation Status as 'Canceled' ,which will results into Item status as Completed.Once all item status will be Completed ,then the overall Contract Status will also be completed.

Condition 2 :The other way by which Item/items will have status as Completed ,when for those line-items:-

1. Fulfilment Status is Finished
2. Invoice Status is Finished
3. and Validity of Item is Expired.(i.e. Contract ->Item - End Date is reached).

Same as in condition 1,once all Item have status 'Completed' it will overall complete the Contract status too.

KEY POINT TO REMEMBER :=>

• Edit Contract ABC ->Go to Items tab ->Select line-item '10'.

=>If you perform the Action : Finish Fulfillment ,it will make the Cancelation Reason as non-editable .So if you want to perform cancelation on Contract->Item ,please ensure you do not trigger action Finish Fulfillment (Note : Once Finish Fulfilment is done ,it can not be reverted back).

Reference : Help Center ->Customer Contracts Quick Guide.

Dear colleagues,

as promised, we delivered on the 16.02 sneak preview just before yearend 2015. In the meantime, the first two customers provided feedback and we continue our journey.

Please find enclosed the link to the 16.05 sneak preview YouTube video: ByD HTML5 UI 16.05 .

You may note, that we have chosen to apply the FIORI 2.0 style sheet.

In the last 3 month, we applied changes to the initially published plan. We decided to ...

- first transition the UI of Financials to a very large degree. This gave us a better opportunity to assess the consistency of the UI

- re-sequence the development plan and continue with SRM (purchasing) and CRM (customer relationship management)

With the upcoming 16.05 release, all customers can try out the new user interface as a BETA shipment in their TEST tenants (not production tenants). Based on that feedback, we will decide on when to make the HTML5 UI generally available as an alternative UI to the existing SILVERLIGHT UI.

I do mention in the video, that I could have recorded the demo also on my iphone. As much as I did so , this is not our answer to mobility of ByDesign in an HTML5 world (and not a statement about early availablity of Safari support). Probably at Sapphire in May, we will disclose our plans. Currently, we focus on getting the UI available on Chrome and Edge. Support for other browsers like IE11 and Safari will follow later.

Please enjoy the sneak preview and looking forward to your feedback.