Key Customization to enable Vendor Specific Number Range in Self Billing Process (ERS)

[Former Member]

Using Self-Billing process in purchasing, invoices can be generated in SAP system on behalf of the vendors. Once generated, invoices are generally sent to the vendors through EDI (although other options such as Print / Mail can also be used). 

SAP defined ERS process is used to generate Self Billing invoices. Following are the key customization which should be done in order to generate the Self Billing invoices and Vendor specific number ranges.

1. Creation of Self Billing Number Groups

In order to generate the vendor specific self-billing number range while invoice generation, vendor specific number groups should be created. These number groups are further used to assign vendor specific number range in ERS invoice document.

Number Groups can be created through SPRO > Materials Management > Logistics Invoice Verification > Evaluated Receipt Settlement (ERS) > ERS Invoice Numbering > Create Number Groups

Once Number Group per vendor should be created like below-

2. Assignment of Number Range to Company Code (for which Self Billing Process is to be enabled)

Two digit number range interval (e.g. ‘01’, ‘02’) should be assigned to the Company Codes for which the purchasing documents (PO / GR / IV) is to be created.

Field “EU ERS Numbering - NR interval” (in Company Code additional data) should be used for company codes related to Portugal, Belgium.

Field “No. range ERS (EU regul.)” (in Company Code additional data) should be used for company codes related to Spain, France.

Number Range and Company Code assignment can be done through SPRO > Materials Management > Logistics Invoice Verification > Evaluated Receipt Settlement (ERS) > ERS Invoice Numbering > Assign ERS Invoice Number Ranges to Company Codes

3. Creation of ERS Invoice Number Range

Vendor specific number ranges are assigned for every number group. Each Number Group id considered as a sub object.

It can be done through SPRO > Materials Management > Logistics Invoice Verification > Evaluated Receipt Settlement (ERS) > ERS Invoice Numbering > Create ERS Invoice Number Ranges

Note: If same vendor is used for some other company code also for Self Billing process, second number range (02) can be created.

4. Defining Document Class

New document Class for self-billing documents should be created. This document class should further be assigned to the invoice document type.

It can be done through SPRO > Materials Management > Logistics Invoice Verification > Evaluated Receipt Settlement (ERS) > ERS Invoice Numbering > Define Document Classes

5. Assigning Document Class to Invoice Document Type

While maintaining the customization, specific country code (e.g. PT, ES, BE) should be selected. Either one or multiple Invoice Document Types can be assigned to a document class.

It can be done through SPRO > MaterialsManagement > Logistics Invoice Verification > Evaluated Receipt Settlement (ERS) > ERS Invoice Numbering > Assign Document Class to Document Type

‘Official Doc.Number’ as ‘B’ (Generate Official Document Number, with date control) can be selected. (Other options can also be selected based on individual requirement)

6. Vendor Master specific customization

In order to generate the ERS invoices and Vendor specific number ranges, following settings in Vendor Master should be done -

• Vendor Master field ‘Tax number 4’ should be maintained with the Self Billing number group. (this should be specific for each vendor)
• In case field ‘Tax number 4’ is not available, it should be enabled in the Field Selection (Vendor) for specific/all the Vendor Groups

In addition to assigning the Number Group, following options should also be selected so that ERS functionality is active for the Vendor.

• GR-Based Inv. Verif.: This flag enables the option of GR based invoice verification. This is a prerequisite for ERS process.
• AutoEvalGRSetmt Del.: This flag enables the ERS process for the vendor.

• Field ‘Terms of Payments’: This field must be filled for all the cases as a prerequisite for ERS process.
• AutoEvalGRSetmt Ret: This flag enables the reversal ERS invoices.

7. Vendor Specific number in Invoice Document

Once the above mentioned customization are maintained, and ERS invoices are generated through ‘MRRL’ (Post Purchase Order, Goods Receipt), vendor specific number range is updated in Reference field.