Automatic Generation of Invoices for Transport and Surcharge per Shipping Value

  • by Diony J. Ruiz R., SAP Architect and Senior Consultant, Group Intellego
  • August 30, 2017
In sales flows in supply chain execution, a sales order may require several outbound delivery documents for the volume (dimensions) of an item. These delivery documents can be delivered in different shipment documents. Learn how to split the invoice automatically for each transport document using invoice documents generated automatically from the shipment document. This process reduces the time in the distribution chain and enables you to determine a price surcharge on the invoice for the shipment documents.
Learning Objectives

Reading this article, you’ll learn how to:

  • Create an automatic invoice when you save the shipment document and the required status.
  • Determine automatic shipping costs in an invoice document, with price conditions of the surcharge type
Key Concept
In a distribution center, the picking or preparation of orders can consume up to two-thirds of the operations costs and resource time. You can reduce the time and facilitate product delivery in sales by reducing steps. When you automate the billing procedure at the time of recording the transport documents, the transport document contains the delivery documents that make up the items to invoice. At the end of the transport document, the automatic invoicing of the deliveries that make up the transport document is generated.

In business processes, streamlining the generation of documents without affecting the data can reduce costs and time. The sales invoice represents the result of supply chain execution. In a sales cycle a sales order requires several outbound delivery documents because of the dimensions of the products to be delivered. Each delivery document could generate a separate shipment.

I show how to reduce the time required for the generation of billing documents by creating them automatically when the document is at the transport stage. You also see the transfer of the costs of sending the invoice document. Figure 1 shows the scope of the process I describe.

Figure 1
Automatic generation of an invoice for transport and surcharge per shipping value

You are required to have SAP Logistics Execution Transportation (LE-TRA) active to perform the steps in this article.

To automatically generate an invoice for transport and surcharge per shipping value, you need to complete these steps:

1.      Define and assign activity profiles (in the Transportation Management module)

2.      Create a price condition for transport costs

3.      Modify pricing procedures and enter the new condition

4.      Test the cycle: Create a transport document from several deliveries, and when you save the transport document, it automatically generates the billing of the outbound deliveries.

1. Define and Assign Activity Profiles

The activity profile outlines activities to be executed in the shipment document when the shipment has reached a certain status. You can define a separate activity profile for each status. Possible activities include:

  • Add to the data in the dialog box

  • Post a goods issue for deliveries currently in shipment

  • Bill for deliveries currently in shipment

  • Print certain outputs

Then you define a selection variant, which may in turn be assigned to a shipment type. In this way, the shipment activities that are to be carried out are defined for the shipment type as soon as the corresponding status is set.

You can instruct the system to display a dialog box as soon as the status is set. In this dialog box you can enter additional data. When you are registering a car, for example, the system could display a dialog box in which you enter the license plate number and the name of the driver.

The first activity is to define profiles for your shipment types for any status at which activities should be carried out.

Diony J. Ruiz R.

Diony J. Ruiz R. is an SAP architect and senior consultant at Group Intellego. He has 12 years’ experience in SAP Sales and Distribution and SCE (Supply Chain Execution), Logistic Execution (LE), transportation, and warehouse management picking. He has additional knowledge in SAP MM (Materials Management).

He has worked in industries such as manufacturing, pharmaceuticals, logistics, third-party logistics distribution, services, public government, chemical, maritime and customs, metallurgy, automotive, and mining industries.

His roles have included SAP Consultant Specialist, Project Leader, and Area Leader.

He is an SAP Certified Professional.


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