OTC-09

Control Description

SAP S/4HANA automatically copies key data elements from the sales order and delivery document (such as material, delivery quantity, price, and sold-to party) directly into the billing document upon creation after Post Goods Issue (PGI), ensuring complete and accurate customer invoicing without manual re-entry.

Risk

Discrepancies between what was shipped and what was billed could result in inaccurate customer invoices, under-billed revenue, or billing customers for unfulfilled items.

Implementation Details

Copy Control Mechanism: Delivery-to-Billing Copy Control is a system configuration that automatically transfers data from delivery documents and sales orders to billing/invoice documents without manual intervention.

In SAP, it's configured via T-code VTFA (IMG → Sales and Distribution → Billing → Billing Documents → Maintain Copying Control for Billing), where you define the mapping between sales order types (e.g., OR, and billing types (e.g., F2 Invoice, RE Returns) with corresponding copy requirements.

Operational Levels:

• Header Level (invoice header data): Customer/sold-to party, billing date, payment terms
• Item Level (line-item detail): Material, quantity, price, amount

Standard Copy Requirements:

• Routine 001 (SAP Standard): Automatically copies material, quantity, and pricing from sales order and delivery to invoice

Test Procedures

Test of Design

1- Identify Sales Document Types (Plain English: Which orders can be billed?)

• Query SAP table VBAK to identify all sales document types used in the organization during a selected period.

2: Identify Billing-Relevant Document Types
• Pass the sales document types as input to query on table TVAK to determine which sales document types are configured to generate billing documents (invoices).

3: Inspect Copy Control Configuration

• Navigate to Copy Control settings (T-code VTFA) for each sales-to-billing document type combination identified in step 2
• For each combination, confirm:
◘ Copy requirement is set to a standard routine (e.g., routine 001 or custom routine 903)
◘ Standard routine 001 ensures automatic transfer of key fields (sold-to party, material, quantity, price, amount)

• If a custom routine is used (e.g., routine 903), inquire with management to document the nuances of that routine and how it differs from standard behavior

B) Test of Operating Effectiveness

1: Retrieve Historical Sales Order: Using T-code VA03, display the complete order details including:

• Sold-to party
• Material
• Order quantity
• Unit price
• Net amount

2: Identify Linked Delivery and Invoice Documents

From the sales order, navigate to Document Flow to identify:
• The corresponding delivery document created
• The corresponding invoice/billing document

3: Compare Key Fields
Compare critical field values between Delivery and Invoice
• Material
• Quantity (delivery quantity matches invoice quantity?)
•Unit price
• Net amount