VF02 - Change in Billing Document

[kahlil_31]

Hello SAP Experts,

Good Day!

I have a requirement to make the billing document editable thru VF02. The existing process is the user will create a Sales Order >> Then they will create a Commercial Invoice as one of the requirements to the delivery in their existing process >> Then the Delivery.

The scenario will arise after the Delivery, the created Commercial Invoice has a 100 qty., but during the delivery, only 90 qty. was loaded and delivered. So the requirement is to update the existing Commercial Invoice qty. to 90 and Document no. should be the same. But of course this is not allowed in the standard process of SAP.

Is there any way that I can make this possible?

Thank you so much in advance!

Regards,

Michael

[Lakshmipathi · Accepted solution]

The better way to address this requirement is to generate proforma and once the goods issue is done, commercial invoice can be generated so that there wont be any need to validate the process again. On the other hand, if it is the legal requirement in your country to generate commercial invoice before goods issue and there would be quantity difference, the only option is Invoice Correction Request. In the existing commercial billing document, you cannot make any changes

[kahlil_31 · Accepted solution]

Hi Sir,

Good Day!

I just got an additional information to user. As per advised, their existing commercial invoice do not generate an accounting document. On this case, is their any way that we can make the quantity editable? Or I cannot still make any changes on the commercial invoice?

Thank you for always helping me.

Regards,

Michael

[sanilbhandari]

Hi

It may help if you clearly specify what you mean by commercial invoice. Does that mean GL Account should be posted, tax liability created and invoice approvals if any by tax authority are in place or you mean only a kind of performa invoice with an output. The first case, where GL are posted and taxes calculated may be incorrect since you are transferring the ownership of goods only when you do the PGI, based on which final invoice is generated.

Thanks & Regards

Sanil Bhandari

[kahlil_31]

Hello Sir,

Good Day!

As per advise by the user, the existing commercial invoice do not generate an accounting document so it's more likely a proforma invoice with an output.

Is there any way that I can make the editing possible on this?

Thank you so much!

Regards,

Michael

[sanilbhandari]

Hello kahlil_31

You can generate a performa invoice as many times as you want. However, please bear in mind that every time a performa invoice is generated, there would be a new document number. So the document no of performa invoice before delivery and real invoice with accounting documents will have different document numbers. This is correct as well from process perspective since from a revenue recognition perspective, you can invoice a customer only for the services or goods you deliver.

By definition, a proforma invoice is a kind of preliminary bill of sale that is sent to the client before the work is completed and is a kind of commitment to goods or services that have yet to be completed/delivered. It lists the work, the quantity and the price you are charing for the products or services. Once the actual goods are delivered you generate a real invoice with accounting entries and that is the revenue which is also reflected in books with reference to delivery quantity.

This is all a standard process.

Thanks & Regards

Sanil Bhandari

[Lakshmipathi]

Even an Accounting Document is not generated, you can change the Billing Date and Account Assignment Group. Rest of the fields would be greyed out. Having said that, you cannot change the quantity.