Processing Credit Memo Requests
Each employee in the sales department is allowed to release credit memo requests up to a value of USD 300. The following authorization procedure has been defined for credit memo requests that exceed this limit:
Credit memo requests with a value of between USD 300 and USD 5,000 may only be
released by the group leader.
Credit memo requests that exceed a value of USD 5,000, may only be released by the
sales manager.
Object Types (SD-SLS-RE)
The interface between R/3 functionality and the workflow system is created using object technology.
In the following scenario, the business application object for
Credit memo requests is Object type BUS 2094.
Initial Values (SD-SLS-RE)
In the workflow, the person who releases or processes the credit memo request is decided according to the value of the credit memo request. You can determine two limit values: Amount limit 1 and amount limit 2.
In order to ensure correct, cross-company code credit memo processing, you also need to specify a reference currency. The document currency for the credit memo request is then converted into the reference currency.
The following company codes and their house currencies exist in one company:
Company code 1: House currency FRF
Company code 2: House currency DEM
The employees assigned to the sales organization process the credit memo requests
for company code 1 and company code 2.
A reference currency (for example, USD) is defined in the workflow container. The
net values in the sales documents are converted into the reference currency which
means that the credit memo requests can then be processed and checked,
independently of the currency in the company code.
Workflow Template (SD-SLS-RE)
Definition
The following two workflow templates are delivered in the standard system for credit memo processing:
Identification:WS20000009
Identification code: Credit memos
Long text: Credit memo processing
Identification: WS20000019
Identification code:CMR_CHECK
Long text: Check credit memo requests
For additional information, see:
Flow of Workflow Template [Page 14].
Use
Workflow Template 20000009 Credit Memo Processing
Triggering Event in Workflow Template
Updating the credit memo request triggers the event created for object type BUS2094 which starts the workflow template.
Workflow Container and Data Flow
The information needed for the workflow is contained in the credit memo request. This
information is available as an event parameter in the container for the triggered event and have to be transferred into the workflow container using data flow.
The following data flow definition between the triggering event and the workflow container is therefore defined in the standard system:
Workflow Container Event Parameter Container
WF_Initiator <-- _EVT_Object (credit memo request)
RefCurrency (reference currency)
CUSTCOMPLAINTORDER
(credit memo request)
NetValue_Limit_1
(amount limit 1)
NetValue_Limit_2
(amount limit 2)
End_Flag
(End indicator)
The _WF_Initiator element is available in the workflow container in the standard system, while the other elements listed here have been added to the workflow container.
Terminating Events
The workflow template for credit memo requests is terminated with the Release credit memo request and Reject credit memo request events.
Check Workflow Template 20000019 Credit Memo Processing
Workflow Container
The workflow container contains the end indicator (End_Flag), information about the credit memo request (CUSTCOMPLAINTORDER) and the employee responsible (ResponsibleAgents).
Processor Assignment
All people or organizational units that are assigned to the workflow template are informed.
Maintain Processor Assignment
Depending on the net value of the credit memo request and the defined organizational plan, the employee responsible receives a workitem in his or hers integrated inbox.
For this to take place, you must list the various objects from organization management in Customizing for the SAP Business Workflow who can work with workflow-relevant credit memo requests, for example, jobs or positions. Before you do that, you need to set up the organizational plan.
User Haywood has the group leader position while user Miller is in the sales
manager position.
Flow for Workflow Template
When you create a credit memo request, the created event is triggered for object BUS2094 and the workflow template 20000009 is started.
The system checks how high the net value of the credit memo request is. If the net value is below limit 1 (minimum limit), the system automatically releases the credit memo request in background processing.
If the net value of the credit memo request is over limit value 1, the system
terminates workflow
template 20000009 and initiates workflow template 20000019.
The relevant employee, depending on the value of the credit memo request and the
organizational structure in use (sales organization, distribution channel, division), is then informed of this by the arrival of a work item in their integrated inbox. If the employee releases the credit memo request, the system ends the workflow and deletes the work item from the inbox.
If the employee stops processing the work item, it remains in the inbox until it has been completed and only then is the workflow finished.
If the employee changes any of the determining factors in the credit memo request (such as net value), the net value of the credit memo request has to be re-checked. The system deletes the work item from the inbox.
Workflow template 20000009 receives a terminating event and workflow template 20000019 is triggered. Depending on the value of the item, the relevant employee is informed and receives a work item in their integrated inbox. Once the employee has finished processing the work item (by rejecting or releasing the credit memo request), the workflow is concluded. If the credit memo request is changed, workflow template 20000019 is called up. Processing continues until the credit memo request has either been rejected or released.
Terminating Events
The workflow template for checking credit memo requests is terminated with the Release credit memo request and Reject credit memo request events.
Standard Tasks (SD-SLS-RE)
Definition
Standard tasks are single-step tasks supplied by SAP that describe basic business activities.
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WORK FLOW SCENARIOS IN SD SAP I
Processing Credit Memo Requests (SD-SLS-RE)
Purpose
Credit memo requests normally need to be checked by the employee who entered them as well as approved by an additional decision-maker. The value of the credit memo determines who is able to approve it.
Once a credit memo request is created, the system normally creates a billing block. This block prevents you from billing the credit memo request and can only be removed by an authorized employee.
Using the workflow, you can represent the whole business process, with all the people involved, for approving credit memo requests within your company. This enables you to process credit memo requests simply and efficiently. If you do not use the workflow, the system does not control the process flow so you will have to organize the steps in credit memo processing yourself.
If the value of a credit memo request is below a minimum value, the system
automatically releases it for billing by removing the billing block.
If the credit memo request exceeds a certain value, the system automatically informs the employee responsible. She or he receives a work item in their inbox and can process it directly from there.
The employee responsible can cancel, release, or process a credit memo request.
If the employee cancels the request, the system automatically creates a reason for rejection in the credit memo request and ends processing.
If the employee releases the request, the system automatically removes the billing block in the
credit memo request and releases it for billing.
If the employee processes the request, she or he can use all the functions available in the change transaction.
The people informed by the workflow do not need to know either the name of the transaction or the menu path of the transactions involved.
Prerequisites
You have configured the settings in Customizing for the workflow and created an
organizational plan (see Preparation and Customizing (SD-SLS-RE) [Page 17]).
When you create credit memo requests, the system normally sets a billing block, which prevents it from being billed. Only authorized employees may remove this billing block, thus releasing the document for billing. The person who is able to check the credit memo before releasing it depends on the value of the credit memo.
You create the billing block for credit memo requests in Customizing for Sales and
Distribution when you define the order type (Sales and Distribution __Sales __Sales
Documents_ Sales Document Header _ Define sales document types).
When using the workflow for processing credit memo requests, we recommend that you
should only allow the billing block to be removed by the people who are authorized to
release credit memos of any value.
Process Flow
Depending on the value of the credit memo request, the system runs through one of the following processes when you enter a credit memo request:
If the value of the credit memo request is smaller or equal to a certain limit (L1), the system automatically releases the credit memo request. The system removes the
billing block in the background, releasing the credit memo request for billing.
If the value of the credit memo request is between limit L1 and limit L2, or equal to L2, the job responsible is informed that the credit memo request should be checked. All the people assigned to this job receive a work item in their integrated inbox, where they can cancel, release or process the credit memo request.
Cancel credit memo request
The employee has to enter a reason for rejection. The system automatically transfers
the reason for rejection into the credit memo request and stops processing.
Release credit memo request
The system automatically removes the billing block in the credit memo request and
releases the document for billing.
Process credit memo request
Here, the user branches into the “Change sales order” transaction, where they can
use all the functions in this transaction. According to the user’s authorization, he or she can remove a billing block, enter a reason for rejection, or process individual items (for example, delete or add order items, or change the order quantity).
The system checks whether the billing block was removed manually. If there is a
billing block, the system re-checks the value of credit memo request and informs the
employee responsible. This process is repeated until the credit memo request has
either been rejected or released.
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Purpose
Credit memo requests normally need to be checked by the employee who entered them as well as approved by an additional decision-maker. The value of the credit memo determines who is able to approve it.
Once a credit memo request is created, the system normally creates a billing block. This block prevents you from billing the credit memo request and can only be removed by an authorized employee.
Using the workflow, you can represent the whole business process, with all the people involved, for approving credit memo requests within your company. This enables you to process credit memo requests simply and efficiently. If you do not use the workflow, the system does not control the process flow so you will have to organize the steps in credit memo processing yourself.
If the value of a credit memo request is below a minimum value, the system
automatically releases it for billing by removing the billing block.
If the credit memo request exceeds a certain value, the system automatically informs the employee responsible. She or he receives a work item in their inbox and can process it directly from there.
The employee responsible can cancel, release, or process a credit memo request.
If the employee cancels the request, the system automatically creates a reason for rejection in the credit memo request and ends processing.
If the employee releases the request, the system automatically removes the billing block in the
credit memo request and releases it for billing.
If the employee processes the request, she or he can use all the functions available in the change transaction.
The people informed by the workflow do not need to know either the name of the transaction or the menu path of the transactions involved.
Prerequisites
You have configured the settings in Customizing for the workflow and created an
organizational plan (see Preparation and Customizing (SD-SLS-RE) [Page 17]).
When you create credit memo requests, the system normally sets a billing block, which prevents it from being billed. Only authorized employees may remove this billing block, thus releasing the document for billing. The person who is able to check the credit memo before releasing it depends on the value of the credit memo.
You create the billing block for credit memo requests in Customizing for Sales and
Distribution when you define the order type (Sales and Distribution __Sales __Sales
Documents_ Sales Document Header _ Define sales document types).
When using the workflow for processing credit memo requests, we recommend that you
should only allow the billing block to be removed by the people who are authorized to
release credit memos of any value.
Process Flow
Depending on the value of the credit memo request, the system runs through one of the following processes when you enter a credit memo request:
If the value of the credit memo request is smaller or equal to a certain limit (L1), the system automatically releases the credit memo request. The system removes the
billing block in the background, releasing the credit memo request for billing.
If the value of the credit memo request is between limit L1 and limit L2, or equal to L2, the job responsible is informed that the credit memo request should be checked. All the people assigned to this job receive a work item in their integrated inbox, where they can cancel, release or process the credit memo request.
Cancel credit memo request
The employee has to enter a reason for rejection. The system automatically transfers
the reason for rejection into the credit memo request and stops processing.
Release credit memo request
The system automatically removes the billing block in the credit memo request and
releases the document for billing.
Process credit memo request
Here, the user branches into the “Change sales order” transaction, where they can
use all the functions in this transaction. According to the user’s authorization, he or she can remove a billing block, enter a reason for rejection, or process individual items (for example, delete or add order items, or change the order quantity).
The system checks whether the billing block was removed manually. If there is a
billing block, the system re-checks the value of credit memo request and informs the
employee responsible. This process is repeated until the credit memo request has
either been rejected or released.
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