Import Credit Memo Requests – Introduction

Start from SAP S/4HANA Cloud 2408.1 (HFC5), a new app Import Credit Memo Requests is delivered, you can now easily import credit memo requests from a spreadsheet file and this article will provide some tips about using this app.

1. How to Access

To access this app, business users need to have the following business catalog assigned: Sales – Credit Memo Request Import (SAP_SD_BC_CMR_IMPORT_PC).

2. How to Use

Generic functions such as downloading template, preview check and so on, are the same with other import apps like Import Sales Orders. You can find the detailed usage of the app series by referring to the link.

Supported credit memo request types:

Document Type

Creation Without Reference

Creation With Reference

CR

Yes

Sales order, invoice

RK

No

Invoice

CMR4

Yes

Invoice

3. Creation with Reference

By importing data of preceding documents, you can create credit memo requests with reference to sales orders or invoices. The referenced data can be header data, item data, or both.

The following table lists the fields used for document reference. You can download the import template and add relevant fields to your credit memo request data sheet.

Data Level

Field

Description

Used For

Header

Reference document (HEADER.REFERENCESDDOCUMENT)

Document number of the preceding document

Header reference

Item

Reference document (ITEM.REFERENCESDDOCUMENT)

Document number of the preceding document

Item reference

3.1 Reference Example

3.1.1 Only Header Reference

Example: You create a credit memo request with reference to sales order 10060. The credit memo request header references the sales order, whereas the two items are created without reference.

Credit Memo Request (Temporary ID)

Reference Document (for Header)

Item (Temporary ID)

Reference Document (for Item)

Reference Item

1001

10060

01

  

1001

10060

02

  

Result:

Document Number

Item  

Reference Document

(Preceding Document)

Reference Item

(Item of Preceding Document)

0060001001

 

10060

 

0060001001

10

 

 

0060001001

20

 

 

3.1.2 Same Document Referenced on Header and Item Level

Example: You create a credit memo request with reference to sales order 10060. The credit memo request header references the sales order. The first item references item 10 of the sales order, whereas the second item is created without reference.

Credit Memo Request (Temporary ID)

Reference Document (for Header)

Item (Temporary ID)

Reference Document (for Item)

Reference Item

1002

10060

01

 

10

1002

10060

02

  

Result:

Document Number

Item  

Reference Document

(Preceding Document)

Reference Item

(Item of Preceding Document)

0060001002

 

10060

 

0060001002

10

10060

10

0060001002

20

 

 

 

3.1.3 Different Documents Referenced on Header and Item Level

Example:  You create a credit memo request with reference to sales orders 10060 and 10070. The credit memo request header references sales order 10060. The first item references item 10 of sales order 10070, whereas the second item is created without reference.

 

Credit Memo Request (Temporary ID)

Reference Document (for Header)

Item (Temporary ID)

Reference Document (for Item)

Reference Item

1003

10060

01

10070

10

1003

10060

02

  

Result:

Document Number

Item  

Reference Document

(Preceding Document)

Reference Item

(Item of Preceding Document)

0060001003

 

10060

 

0060001003

10

10070

10

0060001003

20

 

 

 

3.1.4 Only Item Reference

Example: You create a credit memo request with reference to sales order 10060. The credit memo request header is created without reference. The first item references item 10 of sales order 10060, whereas the second item is created without reference.

Credit Memo Request (Temporary ID)

Reference Document (for Header)

Item (Temporary ID)

Reference Document (for Item)

Reference Item

1004

 

01

10060

10

1004

 

02

  

Result:

Document Number

Item  

Reference Document

(Preceding Document)

Reference Item

(Preceding Document Item)

0060001004

 

 

 

0060001004

10

10060

10

0060001004

20

 

 

 

3.2 Data Entry Instructions

Due to document reference, you can leave the fields marked in blue empty and must specify the fields marked in yellow.

3.2.1 Header fields

With header reference, you can leave the sales area (sales organization, distribution channel, division) and sold-to party empty. The system ignores the sales area in your file and copies it from the preceding document. You can specify the sold-to party if needed.

The following table compares how you can enter header data for creation with or without reference.

Reference or Not

Credit Memo Request (Temporary ID)

Credit Memo Request Type

Sales Organization

Distribution Channel

Division

Sold-  to Party

Reference Document (for Header)

Without reference

1001

CR

1010

10

00

5001

 

With header reference

1002

CR

 

 

 

 

200001

3.2.2 Item fields

With item reference, you can leave the product-related fields (product, customer material, and GTIN (EAN/UPC)) and the target quantity empty. The system ignores the product and GTIN in your file and copies these fields from the preceding item. If needed, you can specify the customer material and target quantity.

The following table compares how you can enter item data for creation with or without reference.

Reference or Not

Item (Temporary ID)

Product

Customer Material

GTIN (EAN/UPC)

Target Quantity

Reference Document (for Item)

Reference Item

Without reference

01

TG11

 

 

1

 

 

With item reference (no quantity specified)

02

 

 

 

 

20001

10

With item reference (quantity specified)

03

 

 

 

5

20001

20

3.2.3 Target Quantity

If you do not specify a target quantity in your file, the credit memo request will use invoiced quantity of the preceding item as the target quantity. If the invoiced quantity of the preceding item is empty, the target quantity is 0.

4. Special Cases

4.1 Sold-to Party of Preceding Document Not Referenced (Same Document Referenced on Header and Item Level)

Objective: The same document is referenced on header and item level. You want to use a sold-to party that differs from that of the preceding document.

Rule: For your credit memo request items, enter item numbers of the preceding document in ascending order.

Example: Sales order 10060 is referenced and its sold-to party is 10100006. You want to create a credit memo request with reference to sales order 10060 and the sold-to party of the credit memo request is 10100008.

 

Credit Memo Request (Temporary ID)

Sold to Party

(Header)

Reference Document (for Header)

Item (Temporary ID)

Reference Document (for Item)

Reference Item

1001

10100008

10060

01

 

20

1001

10100008

10060

02

 

30

1001

10100008

10060

03

 

50

 

Hint: If the item numbers are not properly entered, there will be an error message: Deviating sold-to parties 10100008 vs. 10100006 (ref. doc. 10060).

4.2 Sales Area of Preceding Document Not Referenced (Same Document Referenced on Header and Item Level)

Same requirement as sold-to party.

4.3 Bills of Material (BOM)

The following rules apply to creation of credit memo requests of document type CR with reference to sales orders.

4.3.1 Only Main Item of the BOM Referenced

Objective: You want to create credit memo request items with reference to BOM main items in different sales orders.

Example: Item 10 in sales order 10060 is the main item of a BOM, and item 20 in sales order 10070 is the main item of another BOM. These items are referenced to create credit memo request items.

Credit Memo Request (Temporary ID)

Item (Temporary ID)

Reference Document (for Item)

Reference Item

Preceding Item material

1001

01

10060

10

Root BOM 1

1001

02

10070

10

Root BOM 2

4.3.2 Main Item and Subitems of the BOM Referenced

Objective: You want to create credit memo request items with reference to the main item and subitems of a BOM.

Rule: For your credit memo request items (temporary IDs in ascending order), enter the item number of the BOM main item first, followed by item numbers (in ascending order) of the BOM subitems.

Example: In sales order 10060, item 10 is the main item of a BOM, items 20 to 40 are BOM subitems. These items (except item 20) are referenced to create credit memo request items.

Credit Memo Request (Temporary ID)

Item (Temporary ID)

Reference Document (for Item)

Reference Item

Reference Item material

1001

01

10060

10

Root BOM

1001

02

10060

30

Component BOM 2

1001

03

10060

40

Component BOM 3

 

4.4 Target Quantity for Document Type RK (Invoice Correction Request)

When you create an invoice correction request with reference to an invoice, two invoice correction request items will be created for each item in your file. The quantity of the first item will be the same as that of the invoiced item (that is, the referenced item), and the quantity of the second item takes the target quantity of the item in your file.

Example:

Credit Memo Request (Temporary ID)

Item (Temporary ID)

Reference Document (for Item)

Reference Item

Target Quantity

1001

01

90060

10

  1

Result:

Credit Memo Request

Item

Reference Document

Reference Item

Target Quantity

0060001001

000010

90060

10

  100

0060001001

000020

90060

10

  1

5. Useful links

Import Credit Memo Requests

App Extensibility: Import Credit Memo Requests

Blog Series for Import Sales Documents

 

​ Start from SAP S/4HANA Cloud 2408.1 (HFC5), a new app Import Credit Memo Requests is delivered, you can now easily import credit memo requests from a spreadsheet file and this article will provide some tips about using this app.1. How to AccessTo access this app, business users need to have the following business catalog assigned: Sales – Credit Memo Request Import (SAP_SD_BC_CMR_IMPORT_PC).2. How to UseGeneric functions such as downloading template, preview check and so on, are the same with other import apps like Import Sales Orders. You can find the detailed usage of the app series by referring to the link.Supported credit memo request types:Document TypeCreation Without ReferenceCreation With ReferenceCRYesSales order, invoiceRKNoInvoiceCMR4YesInvoice3. Creation with ReferenceBy importing data of preceding documents, you can create credit memo requests with reference to sales orders or invoices. The referenced data can be header data, item data, or both.The following table lists the fields used for document reference. You can download the import template and add relevant fields to your credit memo request data sheet.Data LevelFieldDescriptionUsed ForHeaderReference document (HEADER.REFERENCESDDOCUMENT)Document number of the preceding documentHeader referenceItemReference document (ITEM.REFERENCESDDOCUMENT)Document number of the preceding documentItem reference3.1 Reference Example3.1.1 Only Header ReferenceExample: You create a credit memo request with reference to sales order 10060. The credit memo request header references the sales order, whereas the two items are created without reference.Credit Memo Request (Temporary ID)Reference Document (for Header)Item (Temporary ID)Reference Document (for Item)Reference Item10011006001  10011006002  Result:Document NumberItem  Reference Document(Preceding Document)Reference Item(Item of Preceding Document)0060001001 10060 006000100110  006000100120  3.1.2 Same Document Referenced on Header and Item LevelExample: You create a credit memo request with reference to sales order 10060. The credit memo request header references the sales order. The first item references item 10 of the sales order, whereas the second item is created without reference.Credit Memo Request (Temporary ID)Reference Document (for Header)Item (Temporary ID)Reference Document (for Item)Reference Item10021006001 1010021006002  Result:Document NumberItem  Reference Document(Preceding Document)Reference Item(Item of Preceding Document)0060001002 10060 0060001002101006010006000100220   3.1.3 Different Documents Referenced on Header and Item LevelExample:  You create a credit memo request with reference to sales orders 10060 and 10070. The credit memo request header references sales order 10060. The first item references item 10 of sales order 10070, whereas the second item is created without reference. Credit Memo Request (Temporary ID)Reference Document (for Header)Item (Temporary ID)Reference Document (for Item)Reference Item10031006001100701010031006002  Result:Document NumberItem  Reference Document(Preceding Document)Reference Item(Item of Preceding Document)0060001003 10060 0060001003101007010006000100320   3.1.4 Only Item ReferenceExample: You create a credit memo request with reference to sales order 10060. The credit memo request header is created without reference. The first item references item 10 of sales order 10060, whereas the second item is created without reference.Credit Memo Request (Temporary ID)Reference Document (for Header)Item (Temporary ID)Reference Document (for Item)Reference Item1004 0110060101004 02  Result:Document NumberItem  Reference Document(Preceding Document)Reference Item(Preceding Document Item)0060001004   0060001004101006010006000100420   3.2 Data Entry InstructionsDue to document reference, you can leave the fields marked in blue empty and must specify the fields marked in yellow.3.2.1 Header fieldsWith header reference, you can leave the sales area (sales organization, distribution channel, division) and sold-to party empty. The system ignores the sales area in your file and copies it from the preceding document. You can specify the sold-to party if needed.The following table compares how you can enter header data for creation with or without reference.Reference or NotCredit Memo Request (Temporary ID)Credit Memo Request TypeSales OrganizationDistribution ChannelDivisionSold-  to PartyReference Document (for Header)Without reference1001CR101010005001 With header reference1002CR    2000013.2.2 Item fieldsWith item reference, you can leave the product-related fields (product, customer material, and GTIN (EAN/UPC)) and the target quantity empty. The system ignores the product and GTIN in your file and copies these fields from the preceding item. If needed, you can specify the customer material and target quantity.The following table compares how you can enter item data for creation with or without reference.Reference or NotItem (Temporary ID)ProductCustomer MaterialGTIN (EAN/UPC)Target QuantityReference Document (for Item)Reference ItemWithout reference01TG11  1  With item reference (no quantity specified)02    2000110With item reference (quantity specified)03   520001203.2.3 Target QuantityIf you do not specify a target quantity in your file, the credit memo request will use invoiced quantity of the preceding item as the target quantity. If the invoiced quantity of the preceding item is empty, the target quantity is 0.4. Special Cases4.1 Sold-to Party of Preceding Document Not Referenced (Same Document Referenced on Header and Item Level)Objective: The same document is referenced on header and item level. You want to use a sold-to party that differs from that of the preceding document.Rule: For your credit memo request items, enter item numbers of the preceding document in ascending order.Example: Sales order 10060 is referenced and its sold-to party is 10100006. You want to create a credit memo request with reference to sales order 10060 and the sold-to party of the credit memo request is 10100008. Credit Memo Request (Temporary ID)Sold to Party(Header)Reference Document (for Header)Item (Temporary ID)Reference Document (for Item)Reference Item1001101000081006001 201001101000081006002 301001101000081006003 50 Hint: If the item numbers are not properly entered, there will be an error message: Deviating sold-to parties 10100008 vs. 10100006 (ref. doc. 10060).4.2 Sales Area of Preceding Document Not Referenced (Same Document Referenced on Header and Item Level)Same requirement as sold-to party.4.3 Bills of Material (BOM)The following rules apply to creation of credit memo requests of document type CR with reference to sales orders.4.3.1 Only Main Item of the BOM ReferencedObjective: You want to create credit memo request items with reference to BOM main items in different sales orders.Example: Item 10 in sales order 10060 is the main item of a BOM, and item 20 in sales order 10070 is the main item of another BOM. These items are referenced to create credit memo request items.Credit Memo Request (Temporary ID)Item (Temporary ID)Reference Document (for Item)Reference ItemPreceding Item material1001011006010Root BOM 11001021007010Root BOM 24.3.2 Main Item and Subitems of the BOM ReferencedObjective: You want to create credit memo request items with reference to the main item and subitems of a BOM.Rule: For your credit memo request items (temporary IDs in ascending order), enter the item number of the BOM main item first, followed by item numbers (in ascending order) of the BOM subitems.Example: In sales order 10060, item 10 is the main item of a BOM, items 20 to 40 are BOM subitems. These items (except item 20) are referenced to create credit memo request items.Credit Memo Request (Temporary ID)Item (Temporary ID)Reference Document (for Item)Reference ItemReference Item material1001011006010Root BOM1001021006030Component BOM 21001031006040Component BOM 3 4.4 Target Quantity for Document Type RK (Invoice Correction Request)When you create an invoice correction request with reference to an invoice, two invoice correction request items will be created for each item in your file. The quantity of the first item will be the same as that of the invoiced item (that is, the referenced item), and the quantity of the second item takes the target quantity of the item in your file.Example:Credit Memo Request (Temporary ID)Item (Temporary ID)Reference Document (for Item)Reference ItemTarget Quantity1001019006010  1Result:Credit Memo RequestItemReference DocumentReference ItemTarget Quantity00600010010000109006010  10000600010010000209006010  15. Useful linksImport Credit Memo RequestsApp Extensibility: Import Credit Memo RequestsBlog Series for Import Sales Documents   Read More Technology Blogs by SAP articles 

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