Pro Forma Invoice

Contents Introduction .................................................................................................................................................. 2 Customizing ................................................................................................................................................... 2 F 5 - Pro Forma for Order .......................................................................................................................... 3 Billing type customizing ........................................................................................................................ 3 Copy control customizing...................................................................................................................... 4 F8 - Pro Forma Invoice for Delivery .......................................................................................................... 6 Billing type customizing ........................................................................................................................ 6 Copy control customizing...................................................................................................................... 6 Create Pro Forma Invoice ............................................................................................................................. 8 Order related Pro Forma Invoice creation ............................................................................................ 8 Delivery related Pro Forma Invoice creation ........................................................................................ 9 Cancel Pro Forma Invoice ........................................................................................................................... 11 Technical background of VF11 error message ............................................................................................ 13

Introduction "Pro Forma" Invoice is a dummy billing document created in the SAP system to simulate real invoice values. This is created prior to create the real invoice in the system and appear exactly same as real invoice. But this invoice does not need to be paid by the customer. Therefore, there is no posting done to Finance Accounting (FI). In standard SAP, there are two pro forma invoice types available as below. Depend on the business requirement you can define which billing type to be used.  

F5 - Pro Forma for Order F8 - Pro Forma Inv f Dlv

Billing document type "F5" is used to generate the pro forma invoice based on the sales document and the billing document type "F8" is used to generate the pro forma invoice based on the delivery document. Since there is no FI posting happened during pro forma invoice creation, the cancellation is NOT done via transaction VF11. If you try to cancel a pro form invoice using transaction VF11, you will get below error. Message Text: Pro forma invoice XXXXXXXX cannot be cancelled Message no. VF106 Let's see how pro forma invoice is customized in SAP and the cancellation process.

Customizing These invoice types are customized under the standard SAP billing type customizing node. IMG Path:

F 5 - Pro Forma for Order Billing type customizing  Go in to "F5" to see the details of the above billing type

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Please note below fields in the customizing:

o o

SD document category (TVFK / VBTYP) = "U" Cancell. billing type = BLANK (This is because there is no FI posting done during pro forma invoice creation).

If you look at the standard customer billing type (F2), you will see the cancellation billing type is assigned as "S1". Copy control customizing You need to check the sales order to billing document copy control settings here. IMG Path:

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Check customizing from "OR" order type to "F5" billing type

Header Data:

Item Data:

As you see above, the "Pos./neg. quantity" field is set "BLANK" as there is no quantity reduction happened during pro forma invoice creation.

F8 - Pro Forma Invoice for Delivery Billing type customizing  Go in to "F8" to see the details of the above billing type

All settings are same as above "F5" billing type customizing. o o

SD document category (TVFK / VBTYP) = "U" Cancell. billing type = BLANK

Copy control customizing You need to check the delivery document to billing document copy control settings here. IMG Path:

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Check customizing from "LF" delivery type to "F8" billing type

Header Data:

Item Data:

Here also the "Pos./neg. quantity" field is set "BLANK" as there is no quantity reduction happened during pro forma invoice creation.

Create Pro Forma Invoice Order related Pro Forma Invoice creation Transaction: VF01 Pre-requisites: You need to have a sales document which is not billing blocked.  

Manually select the billing type as "F5" Enter sales document number in the field "Document" and press Enter key

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Save the pro forma invoice

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In the document flow, you can see the Pro forma invoice is created with "Completed" status

Delivery related Pro Forma Invoice creation Transaction: VF01 Pre-requisites: You need to have a delivery document which is not billing blocked  

Manually select the billing type as "F8" Enter delivery document number in the field "Document" and press Enter key

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Save the pro forma invoice

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In the document flow, you can see the Pro forma invoice is created with "Completed" status

Cancel Pro Forma Invoice Normal customer invoice can be cancelled using transaction VF11. But if you try to cancel a pro forma invoice using same transaction, you will get below error message.

Message details:

The system behavior is correct as there is no FI posting created during initial pro forma invoice creation. Therefore it is not required to create a cancel invoice. Cancel invoice is only required in case if you need to reverse any FI postings. In order to cancel a pro forma invoice you need to do below steps; Transaction: VF02 (Change Billing Document)  

Enter pro forma invoice number (Don't press Enter key) Go to menu option -> Billing Document / Complete

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You will get the below pop up message;

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Upon pressing, "YES" button the pro forma invoice will be cancelled Now if you check the document flow, you will be able to see the pro forma invoice is in the status "Cancelled"

Technical background of VF11 error message If you debug the pro forma invoice cancellation process in transaction VF11, you will be able to see how system is programmed to generate below error. Message Text: Pro forma invoice XXXXXXXX cannot be cancelled Message no. VF 106

Program checks whether the T180 - AKTYP = S and VBUK - VBTYP = U (Which is Pro forma invoice, coming from customizing) and then issue the above error message. Look at the table "T180" -> Screen Sequence Control: Transaction Default Values table

Therefore the transactions VF11 / VF26 (Cancel Invoice List) will generate same error message if you try to cancel a invoice which has VBUK - VBTYP = U (Pro forma)

Author: Anupa Wijesinghe E-Mail: [email protected] / [email protected] Website: www.learnsaptips.com View my profile in LinkedIn Follow me on Twitter

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