Retrobilling in Procurement

If the price of a purchase contract or an item is modified because of price renegotiations, the retrobilling functionality can be used to re-invoice the previously invoiced items for purchase orders or schedules. Price differences are handled using price change advice lines, which are based on the purchase payable receipts of the order or schedule. After approving and processing a price change advice line, an additional (retro-active) payable receipt line is generated for the order or schedule.

Retrobilling master data

To set up retrobilling:

  1. In the Procurement Parameters (tdpur0100m000) session, specify these fields:

    • Retro-Billing
    • Number Group for Retro-Billed Advices
    • Series for Retro-Billed Advices
    • Retro-Billing for Cost / Service Items
    • Date for Generating Retro-Billed Advice
  2. In the Buy-from Business Partners (tccom4520m000) session, (optionally) select the Retro-Billing Applicable check box.
  3. In the Items - Purchase Business Partner (tdipu0110m000) session, select the Item applicable for Retro-Billing check box.
Note: If you use the Enterprise Modeler Content Pack with LN, consider using the MPU3300 (Retrobilling Purchase) wizard to set up retrobilling. You can execute this predefined wizard from the Wizards by Project Model (tgwzr4502m000) session after you specified the business function model for your company. See Business function model .

Retrobilling manual price changes

To retrobill manual price changes:

  1. Specify a price change advice in the Retro-Billed Advice (tdpur3670m000) session. Specify an update type ( Percentage or Value) and a selection range to which the price change must be applied.
  2. Click Generate in the Retro-Billed Advice (tdpur3670m000) session to generate price change advice lines for the specified range of purchase orders, schedules, or receipts. If landed cost lines are available, these lines are also included in the generation process. Price change advice line information is displayed on the Retrobilled Price Change Advice Lines tab. You can modify or delete the price change advice line information before you approve the line.
  3. Directly approve the price change advice (line) in the applicable session, or use the Approve Retro-Billed Price Change Advice (tdpur3270m100) session.
  4. Directly process the price change advice (line) in the applicable session, or use the Process Retro-Billed Price Change Advice (tdpur3270m200) session. After processing, Retro-Active payable receipts are generated that can be invoiced. The payable receipts are displayed in the Purchase Payable Receipts (tdpur4130m000) and Purchase Payable Receipts for Schedules (tdpur3118m000) sessions.
  5. Select the order or schedule in the Process Purchase Invoices (tfacp2107m000) or Purchase Invoice Entry (tfacp2600m000) session, and click Match Retroactive Lines on the appropriate menu to match the lines in the Match Consumptions (tfacp2544m100) session. If landed cost lines are linked to the advice line, click Match Retroactive Landed Costs to match these lines in the Match Landed Cost Lines (tfacp2144m000) session.
  6. Approve the invoice in the Process Purchase Invoices (tfacp2107m000) or Purchase Invoice Entry (tfacp2600m000) session. Consequently, the status of the price change advice is set to All Approved.
  7. Process the purchase order in the Process Delivered Purchase Orders (tdpur4223m000) session and the purchase schedule in the Process Purchase Schedules (tdpur3223m000) session. Consequently, the status of the price change advice is set to Finalized.
Note: You can delete price change advices and advice lines with the Open or Finalized status in the Delete Retro-Billed Price Change Advice (tdpur3270m300) session.

Retrobilling contract price changes

To retrobill contract price changes for the linked purchase orders or schedules:

  1. Specify a price or discount change and select the Selected for Retro-billing check box in the Purchase Contract Prices (tdpur3103m000) session.
  2. (Re)activate the contract. Consequently, the Generate Purchase Retro-Billed Advice (tdpur3270m000) session is started.
  3. Specify your selection criteria and click Generate in the Generate Purchase Retro-Billed Advice (tdpur3270m000) session.
  4. View the generated price change advice in the Retro-Billed Advice (tdpur3670m000) session. The Update Type field is set to Contract for this price change advice.
  5. Complete steps three to seven specified in the Retrobilling manual price changes section.
Note: If the contract price changes are approved using ION Workflow, the price change advice lines are generated automatically. The Generate Purchase Retro-Billed Advice (tdpur3270m000) session is not started.

Retrobilling price changes using change requests

If you use change request to update purchase orders and purchase contracts, retrobilling can be initiated only using a change request.

To specify a price or discount change for an invoiced or processed purchase order:

  1. Update the price or discount in the Purchase Change Request Payable Receipts (tdpur4130m100) or Landed Cost Lines (tclct2100m010) sessions.
  2. Approve and process the change request, which generates a price change advice in the Retro-Billed Advice (tdpur3670m000) session. The Update Type field is set to Purchase Order Change Request and the Status field is set to Approved for this price change advice.
  3. Complete steps four to seven specified in the Retrobilling manual price changes section.

To specify a price or discount change for a purchase contract:

  1. De-activate the price revision in the Purchase Contract Change Request Prices (tdpur3103m100) session.
  2. Update the price or discount and select the Selected for Retro-billing check box in the Purchase Contract Change Request Prices (tdpur3103m100) session.
  3. Activate the changed price revision in the Purchase Contract Change Request Prices (tdpur3103m100) session.
  4. Approve and process the change request. Consequently, the Generate Purchase Retro-Billed Advice (tdpur3270m000) session is started.
  5. Specify your selection criteria and click Generate in the Generate Purchase Retro-Billed Advice (tdpur3270m000) session.
  6. View the generated price change advice in the Retro-Billed Advice (tdpur3670m000) session. The Update Type field is set to Contract for this price change advice.
  7. Complete steps three to seven specified in the Retrobilling manual price changes section.
Note: If the Process Purchase Contract Change Requests Automatically check box is selected in the Purchase Contract Parameters (tdpur0100m300) session, or if the change request is approved using ION Workflow, the price change advice lines are generated automatically. The Generate Purchase Retro-Billed Advice (tdpur3270m000) session is not started.
Related topics
  • Change requests - overview