cash sales document guide

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Cash Sales

Implementation Considerations

Cash sales is an order type for when the customer orders, picks up and pays for the goods immediately.

The delivery is processed as soon as the order has been entered. A cash invoice can be printedimmediately from the order and billing is related to the order. Receivables do not occur for the customeras they do for rush or standard orders, because the invoice amount is posted directly to a cash account.

Process Flow

In the standard system, sales document type BV is saved for cash sales with immediate delivery type BV.

When the sales employee creates a cash sale, the system automatically proposes the current date as thedate for delivery and billing. Once the order has been posted, a delivery with type BV is createdimmediately in the background and the system prints a document that is used as an invoice for thecustomer.

The invoice papers are controlled with output type RD03, contained in the output determination procedurefor order type BV.

If the customer has already received the goods, this delivery should not be relevant for picking. If thecustomer is to pick the goods up from a warehouse, the delivery should be relevant for picking. If thegoods are to be sent, this can be processed by maintaining the delivery in the usual way.

The system automatically creates a resource-related billing index which updates the billing due list. Billingdocument BV is created as the system processes the billing due list, but an invoice is not printed.
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Once the customer has received the goods and is satisfied with them, the transaction is considered to becomplete. We recommend that you post goods issue in the background using a program designed

specifically for this purpose. You can then bill the transaction.

The cash sale can only be billed if the order quantity is the same as the goods issuequantity. If this is not the case, you need to adjust the cash sale document so that thedelivered quantity and the quantity to be billed match.

You use an order-related collective billing process to bill the cash sale, but an invoice is not printed. Thesales order number is used as the reference for the accounting document, created in FinancialAccounting.

Dealing with Problems and Complaints

If the transaction does not run smoothly, manual intervention is necessary. For example, if the requiredquantity of goods is not found in the warehouse, you need to adjust the delivery quantity. Equally, if thecustomer is not prepared to pay the agreed price, because, for example, the goods are scratched, youcan change the price in the cash sale document.

In extreme cases, you can delete the entire transaction, starting with the delivery.

If the delivery is damaged before it is picked up but after it is paid for and there is no replacement stock,you can initiate a subsequent delivery.

If you make changes to the cash sale, you can issue a new cash sale invoice using the repeat printoutfunction.


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Eg:


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Order related billing (PGI not required)


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PGI could be done later manually


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For the GL account assignment for EVV account key it is taken from the Account key access in revenue

account determination

Output determination


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Requirement 14 resends the invoice to print each time price is changedin sales order.

Billing document

The system creates the billing document once the invoice has been printed. The billing document has thefollowing attributes:

No output determination procedure is assigned to the billing document type, since the invoice hasalready been printed.

Since prices in the billing document must be identical to those on the invoice printout, the systemdoes not repeat pricing during billing. Choose pricing type E in Customizing (Maintain Order-Related Billing Document TypeDeterminationCustomizing activity).

When defining the item category, you can use the Pricingfield to define when pricing is tobe performed for an order.

Postings are made to a G/L account in Financial Accounting (clearing account) and not to a sub-

ledger account (customer account). You must therefore define an account key for G/L accountdetermination when you define the billing document type for cash billing.

A separate cancellation billing type is defined for the billing document type.

You should create orders for cash sales with the item category that has been defined forthis item category, since you cannot change the item category in the order once you haveassigned it here.

Account key for cash allocation

account key that causes the system to post to a G/L account rather than to a receivables account. You can enter G/Laccounts for the key entered in account assignment. (Account determination can be found in Basic Functions).

Use


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You can use this to allow cash transactions to be carried out directly for the customer rather than receivables beingcreated.


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>>>>>>>>>> Second method for cash account determination

Cash Account determination procedure:


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The revenue account determination for determination of GL accounts for various pricing conditions

need to be maintained as usual.

Apart from maintaining the revenue account determination, additionally ,we need to maintain the

cash account determination in case of cash sales


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Testing:

Cash sale created, cash sale delivery automatically created. Cash sale invoice BV created w.r.t cash

sale order


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Revenue account GLS determined

Cash account GLs determined


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Just for understanding:

In case of normal revenue account determination for normal sales and invoice the customer account

will be listed in the accounting document against which the posting for reconciliation would be done


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You must enter the number of the revenue recognition account in the second column.

Determining the unbilled receivables account

The account for unbilled receivables is a special general ledger account that is used to determine the revenues thathave been recognised but not yet billed.

Set Revenue Recognition For Item Categories

In this step you determine the revenue recognition methods for the required item categories and also determine theaccrual start date.

Notes

Accrual start date

The accrual start date determines the start of the period when revenues should be implemented.

A Proposal based on contract start date

If you choose this option, revenue recognition proposes the sales contract date for an item as the accrual start date.

B Proposal based on the start date for the billing plan

If you choose this option, revenue recognition proposes one of the following dates as the accrual start date:

Milestone billing plan

The billing date for the first milestone

Periodic billing plan

The system uses the earlier of the following dates:

Billing plan start date

Start of the first settlement period


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cash sales document guide

Documents