Sales per Week Report? Help?

[Former Member]

Hi all,

I am a new Credit Risk manager with zero SAP experience.

I need to be able to somehow pull a report that shows the billing (sales) for my clients for a specific time.

Basically what I will be doing is checking to see if a client has billed more than what they are allowed to - above their credit limit but during a specific period.

Will run it at week 1 and week 2 of the month.

It would be great if I could specify a date range and get a report listing all my clients indicating their total billing for that period. So say for from the 4th of April to the 8th of April which will then show me the billing during that period.

Is there any way to do this?

Help would be very appreciated.

[Lakshmipathi · Accepted solution]

There is a standard transaction FD32 where there will not be a break-up as you were expecting but a cumulative figure.  You can make use of this. If this is not meeting the requirement, then you go with any of the following options:-

I am not sure, whether credit management is configured with an error message or warning message if the credit limit exceeds when the user create a new sale order.  If it is set to an error message, you can have a look at OSS note 677377.  If it is a warning message, then you can take the hints from this OSS message and with the help of ABAP team, you can make the system to trigger a mail to the respective users.

G. Lakshmipathi

[Former Member · Accepted solution]

Hi,

Thank you.

I need to set up the new credit limits to begin with.

For that I need to see how much a company is billing for a period of time.

Ideally I would like this to be a report that lists all our clients and the amount they billed for a specific period.

That way I can see that Company A has billed 35,000 for March 2016 for instance.

If I could have that over the period of a year, say for 2015 -  a list of all our clients and the amount per month billed it would be great.

Do you think there is any way to get that information? Such a report?

Thanks again for your assistance.

[VeselinaPeykova · Accepted solution]

Did you check the reports in the Sales Information System - like MC+E?

They can provide some starting point for such analysis.

If the company uses BW, then check what reports they have defined there.

If you need to determine the appropriate credit limits for customers in your organization, the information on billed quantity within a specific time frame is just a part of the whole picture. There are some useful FI reports like S_ALR_87012177 - Customer payment history, S_ALR_87012619 - Transaction figures: Account Balance; S_ALR_87012167 - Accounts Receivable Information System etc.

Your colleagues from the Finance department, who deal with AR can show you what they currently use for analytical purposes.

[Former Member · Accepted solution]

Thank you Veselina.

I guess it is hard to explain what I need as I don't even know if it is possible or where exactly to begin.

I just need to be able to enter a date range and have a display of the total sales for that period.

I was advised to use S_ALR_87012186 (Customer Sales) however it seems that when I then compare that data to the Credit Limit Sold-to Report it does not add up.

I initially pulled a Customer Sales report for each month for last year. However many of the accounts show zero sales yet I do know there are sales for that account.

Is there a more reliable option other than S_ALR_87012186 to check for how much a client has billed per month? In a list - listing all clients with a column showing the billed/sales for the month?

I need to then be able to compare that to how much a client is billing presently.

[Lakshmipathi · Accepted solution]

Not sure, why in your case, the said report is not working.  May be, you can have a look at the following OSS note:-

• Note 1178818 - RFKUML00/RFDUML00: List separation does not work correctly

Also, there are some standard info structure sales reports like MCTA, MC+E, MC+Q etc., which you can explore whether any of these reports meets your requirement

G. Lakshmipathi

[VeselinaPeykova · Accepted solution]

My understanding was that you do not have credit management implemented yet and you are in the process of clarifying the inputs from the business. If I have misunderstood that and confused you with the reports - sorry, it was unintentional.

Let us first start with understanding what is meant by customer sales and how you determined that there were sales for a specific customer. I will go with some basics - just to ensure that we are both on the same page. If you already know this stuff, just ignore it.

If you go to XD03 to display any trade customer, you will see in the sales area data in partners tab different partner functions and numbers. SP - sold-to party is to whom we sell (create an order), SH-ship-to party is to whom we deliver (can be different customers), PY - payer , this one is very important for you, is who will pay for the products, BP- bill-to party is to whom we send the invoice. All these customers can be different.

For example the order is placed by branch A of a company, you deliver the products to one of their local shops, the HQ pays, but you send the invoice to a separate department C, who will arrange additional activities from their side related to invoicing. The open item from the invoice will be for the HQ.

In another case a different branch B from the same company places an order and pays for it - so sold-to and payer are the same, but you send again the invoice to department C. In this case the open item in FI will be created for branch B.

In certain companies people decide that no matter who pays for the products, if this is the same company, you want to track and manage them together from credit point of view. This means that you will use the same credit account for HQ and for branch B. So if branch B does not pay on time, you will block the orders for branch A with payer HQ for overdue items.

What I am trying to point out is, that what you see as customer sales in FI is the FI documents posted for a specific account, which is the payer in SD billing, it does not necessarily mean that it equals to sold-to or ship-to or bill-to party.

So it is important for now to establish what you meant by sales for a specific account. If you meant something other than payer, then the FI report will probably not match with what you expected to see.

There is also another aspect to that: FI people have a different understanding on what is invoice - for them if you get a debit open item for the customer, they will probably tell you that this is an invoice, but it does not necessarily mean that it comes from SD! For SD folks invoices are what you see in VF05N, but for finance department invoices are what they can see in FBL5N, so at month end if there are SD billings without accounting they find that out and start complaining. My point is - if you are only interested in SD billing, use the SD reports, if you need the FI data, then go for the FI ones. My original idea was that you can check if certain customers do not pay on time, because this could influence the risk and result in giving them lower limit and/or moving them to a separate group for higher risk or even to request every time advance payment.

Also in the SD reports you select per sales area, which sometimes does not correspond to a single company code - e.g. you can have 5 sales organizations (different pricing per organization) and a single company code (legal entity). So if the company is with complex structure, for you is important to establish the criteria on which you will evaluate billing/sales.

Another important aspect - if the company includes more than one legal entity and separate sales organizations - on which level credit control is or will be handled - it can be per company code, per sales area, completely centralized. Based on that you can determine the appropriate selections for analytical purposes.

And to make things even more confusing and complicated - Credit Management.

Not all billing items with values (VF05 and FBL5N) correspond to updates in Credit Management - depends on special G/L indicator, reconciliation account, pricing procedure settings.  

All three views - FI, SD, CM use the same data, but can show you different results, because these departments are interested in different aspects of the same data. All of the proposed reports can be reliable (if the system is set up correctly), but it can be challenging for you to perfectly match them.

In your case, I would probably start with the SD SIS reports to get some initial values for analysis, then (if there is credit management set up) will check F.31 for a better view on credit customer+ FI data and VKM4 to determine how many orders were manually released and why; then in doubt will cross-check with some FI reports. If there is a BW report for order statuses in credit management, I would use that, of course.

[Former Member · Accepted solution]

Thank you so much for trying to explain.

My challenge is that I am totally new to both SAP and Finance. I have no experience at all with SAP and no finance background.

I have been brought on to the team purely because of my Analytical Background.

Thus most if not all of the terms you refer to I am not familiar with or do not understand.

I have reached out to our Global Head Office in Germany for some help but they are extremely busy and will only be able to allocate some time for me next week where as my CFO is pushing to get things in place as soon as possible.

I do understand that credit risk also plays a part with clients not paying on time, but my main focus at the moment is to monitor that clients do not bill more than what we would allow them to.

For instance we had a client with a credit limit (not set up in SAP) of 80 000 bill over 1 Million within week 1 of the month. This would be a major concern for me.

My goal thus is to be able to monitor this.

To set up credit limits in SAP - at least initial limits based on past sales and have a report once a week to see how much they have billed up to that point so that I can make the call to stop the account if needs be.

For us we have our clients set up under the "SAP Legal Entity A/C" and their different account numbers set up under "Operational A/C" So when you query the Legal Entity SAP also displays all the account numbers associated with it.

Thus I just want to see how much that Legal Entity billed for the past 12 months per month.

Then set a primarily credit limit based on that. When they breach I will then stop all the accounts under that legal entity.

However when I try do that using Customer Sales, and I set a number, I then need to be able to run a report that will give me the amount billed so far for the month for that client. That's my biggest challenge.

Using the SAP Credit Limit Sold-to Report list amounts that do not make sense - as if it list all the amounts outstanding for the client.

I do however only want to see what they have billed so for for the current month - from the first week. Our billing runs on a Monday. I want to be able to on Tuesday see how much was billed - invoiced for the week.

I do appreciate your attempts to help me, thank you so much but I am on a level lower than novice when it comes to SAP and I get lost in what you explain

[VeselinaPeykova · Accepted solution]

I will try to explain without SAP terms, but you really need to request some internal training or at least get your hands on some internal end-user guides, otherwise you will have a really hard time working on credit management.

Imagine I am your customer and I have credit limit of 5000 EUR.

I place an order for 3000 EUR and the payment should be done 1 day after receiving the products. I get the products and pay. Two days later I place another order - for 4000 EUR and the payment is again due 1 day after delivery... why would you refuse to take my money? I am not over the limit and already paid for the first purchase. Just because the billing within a month is more than the credit limit, this does not mean that this is an issue yet.

Another example: I have credit limit of 5000 EUR, and want to get products for 10 000 EUR in a single delivery. This is a risk for the company, so I have to pay 5000 or 1000 EUR in advance (or at the time of receiving the goods) so that the company will deliver the products.  Again not an issue.

Third scenario (usually for exports) - payment guarantee. This is when a different party ensures that I will pay for the products, which I purchased. It is not a problem in this case that I have a low limit, I can still get the products.

Amount billed per month is not a sufficient criteria to determine acceptable credit limits, check what is the largest order placed by the customer, how often the orders are placed and what are the payment terms (when is the payment due).

Using the SAP Credit Limit Sold-to Report list amounts that do not make sense - as if it list all the amounts outstanding for the client.

Credit management is not just about what is billed and waiting for payment, so it is expected to see also open orders and open deliveries in these reports.

If I have 5000 EUR limit and I have already placed an order for 4000, which is not processed fully and I have not paid for it and I want to place a second one for 3000, I am over my limit and have to pay in advance.

But if you really need to see only SD what billing documents (with net and tax) for a certain payer were created within a week, then just use VF05N (make sure that the document is released to accounting - posting status field in the report should be C).

There are probably some guidelines in the corporate web on how people currently determine this out-of the system credit limit and the exception handling, which could be a very useful source of information.

[Former Member · Accepted solution]

Thanks. I will definetely seek training - clearly I neeeeed it

I suppose I should have mentioned how we operate.

We are a logistics company that transports goods globally.

Clients send shipments daily. Then once a week an invoice is generated for the charges they generated for the previous week.

At the end of the month a statement is generated and send to the client. The client then has 30 days in order to make payment.

So the risk factor comes in that the client has 60 days in order to exceed his limits with (currently) no one checking that he has. Even though he has 30 days to make payment for the previous month, he can run his account into millions.

Our billing on SAP simply list the amount needed to be paid - it already includes tax.

Thus why I was hoping to just pull a report listing the current billing for all our clients for the month so far. I cannot have the report list charges for the previous month as of course the client still has time to pay that.

I just wanted to see how much at week 1 the client has billed so far and again at week 2. However all the reports I have looked at seem to list everything outstanding on the account with no way to set it - tell SAP to only show me a specific week.

[jignesh_mehta3 · Accepted solution]

Hello Carl,

As suggested above, have you tried using Transaction VF05N? This is purely a Sales Invoice report and has nothing to do with Customer outstanding.

Here you can enter the Customer Code / Payer code and Billing Document date. Which essentially means in your case you enter first or second week of the month.

When you execute the report you will have a list of Invoices (along with Net and Tax Amounts) created for the customer for the period you entered. This would be a basic starting point for what you are trying to achieve.

Ofcourse there may be Credit and Debit memos Invoice types in the output, but we can focus on them later.

Thanks,

Jignesh Mehta

[VeselinaPeykova · Accepted solution]

If I understood you correctly, you basically need to get the list of overdue open items (think of that as list/sum of invoices not paid on time for a specific customer) from financial point of view when you run the report on Tuesday.

If this was just to check a few accounts, I would say FBL5N is the easiest way to get this information for a certain date (there is a filter to show only overdue lines). But in your case - 50 000 customers, this is not a good option. In an ideal scenario, you will have some BW report to capture such information, did you check with your colleagues from Finance if the company uses BW? If not, then S_ALR_87012168 also looks promising (it is a drill-down report for due data analysis).

I am not a FI person and the sandbox does not hold large volumes of data, so unfortunately I cannot predict what would be the performance if you run it for all your customers in a company code. Try it out with a couple of accounts to see if you find it useful. It is not very user-friendly, but if you give it a chance and spend some time playing with the available options, you will manage, I am sure. You can also see the items not due yet on a specific date and have an option to jump directly to FBL5N if you want to see more detailed info.

This is how it looks in IDES:

[Former Member · Accepted solution]

Hi,

S_ALR_87012168 looks interesting.

Could you perhaps clear up/enlighten me on some of the fields/results it gives me?

I see this often in the reports options; "Open items at key date" or just "key date" populated with the current date.

Does this mean the date the account is at - the amount billed at (up to ) that date?

Or the current amount outstanding at that date?

Then when running this report I do get a list of my customers with "Total Open" at the top and 3 columns; "Due", "Not Due" and "Total OI"

The amounts differ quite a lot. In the first one the due amount is negative and then positive in the

next column.

If this can tell me how much a client is sitting at presently for the month (change due date?) it would be useful.

See below image of a few clients.

[Former Member · Accepted solution]

Hi Jignesh.

Strange, that option (VF05N) is blocked for me - I do not have access to it.

[jignesh_mehta3 · Accepted solution]

That is more your Organization internal SAP Security Set up.

You can request your SAP Security (Basis) Team for provide you access to VF05N.

Thanks,

Jignesh Mehta

[VeselinaPeykova · Accepted solution]

If you have access for VF05, then I see no issues to get authorization for VF05N as well - after all it is the same data that you see. This is either because you are a new user and they forgot to add some role or just because nobody introduced it to the key users. It does not hurt asking the authorizations team why you don't have it, I guess.

S_ALR_87012168:

due date: here is one example - there is an invoice for 500 EUR, which is due for payment by the customer on 10.04.2016 (this depends on the agreed terms of payment for a specific document). If I run the report with key date 09.04.2016 this 500 EUR will not show as overdue, because the customer has to pay on the next day. If I run the report with key date 11.04.2016 and I have not received an incoming payment against which the document to be cleared, this means the customer still owes me money for this service/goods and he is late with the payment. This 500 EUR will show on 11.04 as due.

total OI:  is the sum of the due and not due items. For example I have 2 invoices pending, one for 300 EUR I had to pay yesterday and the other for 200 is due after 2 days. Total is 500, due is 300, not due is 200.

positive/negative: if you have sold me goods or services, then I owe you money, so the value against my account will be positive. When I send you payment by bank transfer, it will be as posted as negative and then ideally if the value in the invoice and the value of the payment match and if I have referred correctly to the invoice when making payment, it will be cleared and the total balance on my account will become zero. I can also send you payment in advance - before you provide the services or deliver goods and then there will be just a negative amount shown on my account. Negative can be also when I place a complaint and you have to return some money back (e.g. you sent me invoice for 350, while it should have been 200, so you issue a credit memo for 150 to make it right and you owe me some money).

It is possible that for your first customer the finance department had some problem with automatically clearing the account, because he sent payment for more than he was invoiced. Your colleagues will probably check that and correct if this was really the case.

[Former Member · Accepted solution]

Thanks. Seems I am getting there.

I have logged a ticket with our global support team for access to the other reports. I dont have access to either VF05 or VF05N.

Thus if I run this report again next week Wednesday it would have higher amounts as more billing occurred.

So if I understand correctly this report will increase and increase until the client makes a payment?

So if he owes us 10 000 EUR and makes a payment tomorrow of 5000 EUR the DUE amount will display as 5000 EUR?

I guess in a nut shell this is what I need. I could use this report to check how much he is sitting at?

If I set the credit limit as 30 000 EUR, he can still go over that because he has 30 days to pay.

However if I set the limit at 60 000 EUR he should NEVER be able to have more than that as DUE.

That is an acceptable level of risk. I really only need to watch that we dont have clients with low limits such as 100 000 EUR or less go into millions which is what has happened.

Is my thinking correct?

[VeselinaPeykova · Accepted solution]

If the invoice gets partially cleared against the incoming payment, you will see 5000 as due, if not, you will see 10000 as due and -5000 probably as not due, so you need to make use of the total column.

If the customer pays you before the deadline, then it can be be initially 10000 not due, then 5000 not due.

To make things easier for you - go to your colleague from Accounts Receivable and ask at what time of the day they receive incoming bank statement (usually this is automated process and people know the expected time - this is when this -5000 will appear) and at what time of the day they perform clearing - this is when 10000 should ideally become 5000 and the -5000 will be removed. This will help you determine the best time to run a report and cross-check FBL5N.

So always watch also for the totals value per account - if it gets too high compared to what is allowed and if you do not have the practice to ask for payment different than 30 days after, and there is a very high value in due items, then there may be some problem. This does not mean that somebody misuses the system, there can be a dispute with the customer over an invoice, but the FI colleagues will be aware of that and can tell you if you ask them.

[Former Member]

Hi Carl, FCV3 also VF05 is the standard SAP Invoice list though you have to run it customer by customer, assuming you are authorised of course.

[Former Member]

Hi Philip.

I would not be able to run it customer by customer as we have over 50 000 customers.

[ravi_kumar100]

Hi Carl ,

For a Credit Risk Manager the "FCV3"  transaction will be very much useful .Cross- Checking credit usage for already billed invoices will not be complete without considering the Open Orders/ Deliveries.

Kindly discuss with your SAP support team for the procedure to customize the required layout option for FCV3 transaction.

Regards,

SRK