How to Create a Billing Document in SAP VF01

Open the create billing document transaction (VF01)

In the command field at the top of the SAP Easy Access screen, type VF01 and press Enter to open the invoice creation transaction.

Enter the delivery or PGI number

On the Create Billing Document screen, locate the input field under Docs to be Processed. Enter the relevant delivery or PGI number (for example, 2627002006), then press Enter to continue.

Review the invoice details

On the invoice overview screen, verify the following details before proceeding:

• Condition – pricing and discounts are correct
• Material – confirm the material code (for example, 70000062 for Cattle Feed)
• Quantity – check the billed quantity (for example, 30,050 KG)
• Net Value – verify the net value (for example, 71,662.64 INR)
• Payer – confirm the payer details (for example, 600038 – Balaji Traders / Bhopal Naka, Englishpura)
• Billing Date – ensure the billing date is accurate (for example, 01.01.2021)

Check additional conditions

Navigate to the display section to review any additional conditions applied to the invoice, such as taxes, surcharges, or discounts. Confirm that all conditions are correct before moving forward.

Verify and add header data

On the Change: Header Data screen for the billing document, review the accounting data:

• Billing date: 01.01.2021
• Company Code: 2000
• Document currency: INR
• Reference: 2627002006
• Account Assignment Gp: 10 Direct Sales
• Payment terms: Z090 (within 90 days of material receipt)

Confirm all accounting and price data fields are correct, then switch to the Header Texts tab to add additional information.

Enter additional header texts

In the Header Texts tab, fill in the relevant fields as required for your transaction, including:

• Lorry No – the vehicle number used for delivery
• LR No, LR Date, Remark, Freight Paid, P.O. No, To Pay, P.O. Date, Chalan ED No/AED, Chalan ED Date/AED – fill in as needed

Use the text entry area to input the vehicle number and any other necessary information.

Save the invoice

Click the Save icon (floppy disk) at the top of the SAP window. SAP generates an invoice number for your billing document upon saving. Note this invoice number, as you will need it for the printing steps.

Open the edit/printout transaction (VF02)

Return to the SAP Easy Access screen. In the command field, enter VF02 and press Enter to open the Edit/Printout transaction for invoices. The invoice number generated in the previous step is automatically picked up, or you can enter it manually if required.

Navigate to the output section

From the menu, select Goto > Header > Output to access the output options for the invoice.

Generate and print the PDF invoice

In the Output section, review the output request details:

• Status: In Preparation
• Output Type: ZSCR
• Receiver: RE 600038
• Channel: PRINT
• Form Template: ZDOM_INV1

Select the output line, choose the PDF option to generate the invoice as a PDF, and wait for the system to process the file. Once the PDF is generated, proceed to print the invoice.