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Service with Time and Material

Based Billing
SAP Best Practices Baseline package

SAP Best Practices

Scenario Overview 1
Purpose and Benefits:
Purpose

Documenting a customer request for quotation (RFQ) for services, a notification is created in the
system to document and classify the required work. An optional activity lets the service responsible
call the customer again to complete the information required to prepare the quotation.

Benefits

Customer Service Management


Sales and Service Order Management
Cross-Application Time Sheet
Resource-Related Billing

Key process flows covered

Creating a Service Notification


Changing the Service Notification (Optional Step)
Check the Task List
Creating a Sales Order
Change the Sales Order
Changing the Service Order
Time Recording (211)
Confirming Time to the Service Order (Optional Step)
Confirming the Materials Used
Creating Resource-Related Billing Request
Creating the Invoice for the Billing Memo Request
Closing the Service Order Technical complete

Scenario Overview 2
SAP Applications Required:
Required

SAP enhancement package 4 for SAP ERP 6.0

Company roles involved in process flows

Service Agent
Sales Administrator
Service Employee
Billing Administrator

Scenario Overview 3
Detailed Process Description:
Service with Time and Material Based Billing

The quotation is created in referring to the service portfolio offered by the


service provider. This is represented through a range of service products.
The prices being offered to the customer for the quoted services are based
on time and material. The negotiation process leads to changes in the final
price. The final informative quotation is sent to the customer for approval.
If the quotation is rejected, a reason for rejection is set in the sales document
to proceed to its cancellation and the process concludes. In case the
customer accepts the quotation, a sales order is created and automatically a
service order is created in the background. The service order will contain the
resources, time and material, included in the quoted services.
The sales order is billed one or more times during the execution of the
service. The amount billed is determined on a time and materials basis, the
billing method used is resource-related billing. The actual revenue will be
given in this case by the work actually performed and can be different to the
quotation estimate.

Process Flow Diagram

Event

Change the
Service
Notification

Change the
Sales Order

Change the
Service Order

Billing
Administrator

Sales
Administrator

Create a
Service
Notification

Service Employee

Business
Case

Service Agent

Service with Time and Material Based Billing

Check the Task


List

Goods
Moveme
nt

Create the
Invoice for the
Billing Memo
Request

Create the Sales


Order

ResourceRelated Billing
Request

Close the
Service Order

Time
Recording
(211)

Legend

<Function>

Symbol

Description

Usage
Comments

Band: Identifies a user role, such as Accounts


Payable Clerk or Sales Representative. This band
can also identify an organization unit or group,
rather than a specific role.

Role band
contains tasks
common to that
role.

Symbol

Diagram
Connection

The other process flow symbols in this table go into


these rows. You have as many rows as required to
cover all of the roles in the scenario.

Hardcopy /
Document

External
to SAP

External Events: Contains events that start or end the


scenario, or influence the course of events in the
scenario.

Business
Activity /
Event

Flow line (solid): Line indicates the normal sequence


of steps and direction of flow in the scenario.
Flow line (dashed): Line indicates flow to
infrequently-used or conditional tasks in a scenario.
Line can also lead to documents involved in the
process flow.

Connects two
tasks in a
scenario
process or a
non-step event

Business Activity / Event: Identifies an action that


either leads into or out of the scenario, or an outside
Process that happens during the scenario

Does not
correspond to a
task step in the
document

Unit Process: Identifies a task that is covered in a


step-by-step manner in the scenario

Corresponds to
a task step in
the document

Unit Process

Process
Reference

SubProcess
Reference

Proces
s
Decisio
n

Process Reference: If the scenario references another


scenario in total, put the scenario number and name
here.

Sub-Process Reference: If the scenario references


another scenario in part, put the scenario number,
name, and the step numbers from that scenario here

Process Decision: Identifies a decision / branching


point, signifying a choice to be made by the end
user. Lines represent different choices emerging
from different parts of the diamond.

Financial
Actuals

Does not
usually
correspond to a
task step in the
document;
Reflects a
choice to be
made after step
execution

Usage Comments

To next / From last Diagram: Leads


to the next / previous page of the
Diagram

Flow chart continues on the next /


previous page

Hardcopy / Document: Identifies a


printed document, report, or form

Does not correspond to a task


step in a document; instead, it is
used to reflect a document
generated by a task step; this
shape does not have any
outgoing flow lines

Financial Actuals: Indicates a


financial posting document

Does not correspond to a task


step in a document; instead, it is
used to reflect a document
generated by a task step; this
shape does not have any
outgoing flow lines

Budget Planning: Indicates a


budget planning document

Does not correspond to a task


step in a document; instead, it is
used to reflect a document
generated by a task step; this
shape does not have any
outgoing flow lines

Manual Process: Covers a task


that is manually done

Does not generally correspond to


a task step in a document;
instead, it is used to reflect a task
that is manually performed, such
as unloading a truck in the
warehouse, which affects the
process flow.

Existing Version / Data: This block


covers data that feeds in from an
external process

Does not generally correspond to


a task step in a document;
instead, this shape reflects data
coming from an external source;
this step does not have any
incoming flow lines

System Pass / Fail Decision: This


block covers an automatic
decision made by the software

Does not generally correspond to


a task step in the document;
instead it is used to reflect an
automatic decision by the system
that is made after a step has been
executed.

Budget
Planning

Manual
Proces
s

Corresponds to
a task step in
the document

Corresponds to
a task step in
the document

Description

Existing
Version /
Data

System
Pass/F
ail
Decisio
n

Appendix
Master Data Used
Service Plant

Material/Service

Material

Sold-to party

Ship-to party

Payer

Plant

Storage Location

Company Code

CO Area

Purchasing Organization

Sales organization

Distribution channel

Division

Task List

Personnel Number

Work Center