Prepayment processing in SAP

In this article, we would like to introduce you to our GOpus® Easy Advanced Payment solution, which you can use to integrate prepayment processing into your SAP system. The solution can be seamlessly integrated into SAP ERP and SAP S/4HANA and simplifies processing through an automated down payment process. The solution is explained using the example of our customer Westfalen AG.

Liquefied gas process at Westfalen AG

At Westfalen AG, the customer orders liquid gas as a bulk delivery, specifying a target quantity because he cannot look directly into his tank. If the customer has set the payment terms to "payment in advance", this is linked to an initial delivery block when the customer order is entered. After the company has created and sent the customer an invoice in the form of a down payment request for the ordered quantity (approximate target quantity), an open item is created in the amount of the down payment to be made. As soon as the down payment has been made by the customer and posted as an incoming payment in Westfalen's SAP system, the open item disappears from the accounts receivable account and the delivery block in the customer order is automatically lifted so that the delivery can take place. Because the customer order type is set as an immediate order, the delivery document is automatically generated and the information is forwarded directly to the transport management software via a web service request.

A tanker from Westfalen AG then drives the ordered gas to the customer to supply them with the approximate target quantity. The vehicle's onboard unit instructs the driver to drive to the customer and fill the tank. The amount of gas actually delivered is transmitted by the onboard unit to the transport management system and forwarded to the SAP system. In the customer order, a sub-item with the actually delivered quantity (actual item) is recorded for the original order item (target item). This often leads to a difference between the target quantity ordered and the actual quantity delivered. This results in either a credit note or a subsequent debit. The final invoice is offset against the down payment made via the automatically generated FI document and is sent to the customer in detail on the invoice form.

Do you handle similar processes in your company and need support? We would be happy to advise you.
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