Pro Forma Invoice

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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.

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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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o SD document category (TVFK / VBTYP) = "U"

o 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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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.

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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 SD document category (TVFK / VBTYP) = "U" o 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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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.

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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

 Save the pro forma invoice

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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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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;

 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"

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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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Disclaimer

This article is done based on my research and readings, unless otherwise stated. The views expressed are my own and not of anyone else.

Author accepts no liability for the content of the articles in this website or for the consequences of any actions taken on the basis of the information provided. Using this information is at the users own discretion and responsibility.