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
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
#SAP
#SAPTechnologyblog