This article contains a summary of the invoicing process in the new software shop.

Accounting for purchases made by RWTH Aachen University organizations in the software store

Two categories of products are offered in the software store. Firstly, the A products pre-financed by RWTH Aachen University and secondly, the B products from framework agreements. The billing processes differ depending on the product category.

Billing of A products

Internal transfer posting:

Invoices for A-products created via the software store are transferred internally between the IT Center account and the institution's account. For this purpose, a PSP element is specified when the software is purchased. After the order is placed, an order confirmation is sent directly to the person placing the order and to the institution's central email address.
The invoice is not processed via the central invoicing office of RWTH Aachen University / SAP FIORI.

Quarterly processing:

The rebooking is processed quarterly by the IT Center.  For this purpose, an invoice is created for each WBS element, which is available in the SAP Finance Cockpit via the expense posting after the transfer. As the transfer posting is not made directly after the order, it is only visible on the respective WBS element after a delay.

Billing of B products

B-products are invoiced via the dealer of the respective framework agreement to the central invoicing office of RWTH Aachen University, i.e. the invoice is visible in FIORI.
Therefore, no WBS element needs to be specified during the ordering process in the software store. Following the order, the person placing the order and the central address of the institution receive an order confirmation by email and the dealer of the contract is informed of the order. The dealer sends the invoice to the central billing office of RWTH Aachen University.

The process is illustrated here: