7133 TSCM 52 2 parte (11 16)

E-MSG

MÁSTER EN SOFTWARE DE GESTIÓN DE EMPRESA
SAP R/3

2003-2004
Certificación MM (7133)
Xavier Rovira-Juan Carlos Sarrasi
TSCM 52-2ª parte (11-16)

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11-1

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SAP AG 1999

Subsequent Debits/Credits

Enter and Post Subsequent Debits/Credits

Account Movements with Subsequent Debits/Credits

Contents:

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SAP AG 1999

Enter additional costs as a subsequent debit

Explain the account movements made in the case
of a subsequent debit

At the conclusion of this unit, you will be able to:

Subsequent Debits/Credits: Objectives

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SAP AG 1999

Subsequent Debits: Course Overview Diagram

Variances Without

Reference to an Item

Basic Invoice Verification

Procedure

Taxes, Cash Discounts,

and Foreign Currency

Variances and

Blocking Reasons

Invoice Reduction

Introduction to

Invoice Verification

Invoices for POs with

Account Assignment

Delivery Costs

Subsequent

Debits/Credits

Invoices Without

Reference to POs

WWW

+ XXXX
+ YYY
= ZZZZ

Customs

+ XX
= ZZ

WWW

+ XXXX
= ZZZZ

WWW

+ XXXX
+ YYY
= ZZZZ

WWW

+ XXXX
+ YYY
= ZZZZ

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SAP AG 1999

Occasionally, you receive from your vendors
invoices or credit memos that refer to transactions
that have already been invoiced. Your company
wants to use subsequent debits/credits to process
these documents.

Subsequent Debits/Credits: Business Scenario

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SAP AG 1999

PO history

Invoice for

PO 45003
Material A 50 pcs - 500

Invoice for

PO 45003
Material A 20 pcs - 200

Invoice for
Subsequent costs
PO 45003
Material A 20 pcs - 25

Transaction:

Invoice

Transaction:

Invoice

Transaction:

Subsequent

debit/credit

50 pcs 500.00

TOTAL IR

50 pcs 500.00

20 pcs 200.00

TOTAL IR

70 pcs 700.00

50 pcs 500.00

20 pcs 200.00

Sub.db/cr

20 pcs 25.00

TOTAL IR

70 pcs 725.00

Subsequent Debit/Credit

A subsequent debit/credit changes the total invoice value of a purchase order item; the total invoice
quantity remains unchanged.

An invoice must be entered as a subsequent debit if a purchase order item has already been

invoiced and further costs are incurred. (For example, a vendor has inadvertently invoiced you at
too low a price and then sends a second invoice for the difference.)

You must enter a credit memo as a subsequent credit if a purchase order item was invoiced at too

high a price and now you have received a credit memo. (For example, a vendor has inadvertently
invoiced you at too high a price and then sends a credit memo for the difference.)

If you enter a subsequent debit/credit, the R/3 System suggests the entire invoiced quantity, but no
value. The maximum quantity that you can subsequently debit or credit is the quantity that has
already been invoiced.

You can enter a subsequent debit/credit for a purchase order item only if an invoice has already been
posted for that item.

A subsequent debit/credit cannot refer to a specific invoice.

Subsequent debits or credits are flagged in the purchase order history.

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SAP AG 1999

Goods

receipt

Invoice

Purchase order: 50 pcs at 2.00 UNI/pc.
Goods receipt for this purchase order: 50 pcs
Invoice: 50 pcs = 2.00 UNI/pc.
Subsequent invoice: 50 pcs = 20.00 UNI

Subsequent

debit/credit

Acct Movements with a Subsequent Debit/Credit

Stock account
GR/IR account
Vendor account

100 +
100 -

20 +

20 -

When you post a subsequent debit/credit, the R/3 System posts the invoice amount to the vendor
account.

If the quantity to be subsequently debited or credited has already been delivered, the R/3 System

makes the offsetting entry to the stock account or the price difference account, depending on the
type of price control used. For purchase order items with account assignment, the R/3 System
makes the offsetting entry to the cost account.

If the quantity to be subsequently debited or credited has not yet been delivered, the R/3 System

makes the posting to the GR/IR clearing account. When you post the goods receipt, the R/3
System debits/credits the stock account or the price difference account, depending on the price
control used.

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11-7

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SAP AG 1999

Enter additional costs as a subsequent debit

Explain the account movements made in the case
of a subsequent debit

You are now able to:

Subsequent Debits/Credits: Unit Summary

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11-8

Subsequent Debits/Credits:

Exercises

Unit: Subsequent Debits/Credits

At the end of this exercise, you will be able to:
• Enter additional costs as a subsequent debit
• Display the purchase order history and the account movements

After posting an invoice, you receive an invoice from the vendor
for additional freight or handling charges. The costs for each
purchase order item are listed in the invoice.

1-1

This invoice for additional freight costs came from a forwarding agent. Since you
do not usually use this forwarding agent, there is no master record for this vendor.

INVOICE

Spedition Wolff

Vor dem Felde 26
30186 Hannover

Invoice date: (today’s date)
Invoice 9001##
This invoice is in reference to your purchase order number 41515101##.

T-M15A##

Slugs for cast iron
spiral casings

50 pcs

100 UNI

T-M15B##

Flat gaskets

100 pcs

250 UNI

350

UNI

Tax:

10% tax

35 UNI

Total due:

385 UNI

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11-9

1-1-1

Enter the invoice as a subsequent debit.

1-1-2

Which quantities does the system propose on the item list?

______________________________________________________
______________________________________________________

Select the items and enter the invoice values.

1-1-3

Enter the one-time vendor account 1960 as the invoicing party on the

Details tab page. When you choose Enter, the vendor data display changes. Why do
you have to enter more vendor data? How can you do this?
______________________________________________________
______________________________________________________

1-1-4

Simulate the account movements.

OPTIONAL:

Item

Account

Amount

001

002

003

004

005

006

007

008

Post the document.

Invoice number: _________________________________________

1-1-5

Display the invoice. How are the extra costs indicated in the purchase

order history?
______________________________________________________
______________________________________________________

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11-10

Subsequent Debits/Credits

Solutions

Unit: Subsequent Debits/Credits

1-1

Logistics

→ Materials Management → Logistics Invoice Verification →

Document Entry

→ Enter Invoice

1-1-1 You change the transaction to enter the invoice as a subsequent debit.

Field name or data type

Values

Transaction Subsequent

debit

You enter the following data on the Basic data tab page:

Field name or data type

Values

Document date

<today’s date>

Reference 9001##

Amount 385

Tax amount

You enter the purchase order number as the allocation:

Field name or data type

Values

Purchase order/scheduling agreement

41515101##

When you choose Enter, the system makes the allocation.

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11-11

1-1-2 The system proposes the total invoiced quantity in the individual items. You

select the first two items and enter the invoice values.

Field name or data type

Values

Amount 100

Amount 250

1-1-3 In the vendor data, you see that the proposed vendor does not match the

invoicing party. You enter the different invoicing party on the Details tab
page: Since the invoice came from a one-time vendor, you enter a one-time
account.

Field name or data type

Values

Inv. party

1960

The one-time account is displayed in the vendor data. Since you do not have
a vendor master record for the invoicing party. You must enter more data so
that the system can pay the invoice. Choose One-time account data to enter
the vendor data.
A window appears in which you can enter the vendor data.

Field name or data type

Values

Name Wolff

Street

Vor dem Felde 26

City Hannover

Postal code

30186

You choose Enter to close the window and adopt the data entered.

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11-12

1-1-4 When you choose Simulate, a dialog box appears in which you see the

account movements that will take place when the invoice is posted.

Item

Account

Amount

001

Vendor account

385 -

002

GR/IR clearing account

003

Stock account

100

004

GR/IR clearing account

005

Stock account

250

006

Tax account

You choose Post to post the document. A message appears displaying the
document number.

1-1-5 You can display the invoice document as follows:

Logistics

→ Materials Management → Logistics Invoice Verification →

Document Entry

→ Display Invoice

To go to the PO history of the item, double-click on a PO number and
choose

Item detail

→ Display PO history

. The subsequent debit is flagged

with the category NB-L. It has increased the total invoiced value, but has
not changed the total invoiced quantity.

TSCM52

12-1

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SAP AG 1999

Creating Invoice Items without Reference to POs

Creating Invoices without Reference to POs

Contents:

Invoices Without Reference to Purchase Orders

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12-2

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SAP AG 1999

Add items without reference to a purchase order to
an invoice

Enter an invoice without reference to a purchase
order

At the conclusion of this unit, you will be able to:

Invoices Without Reference to Purchase Orders:

Unit Objectives

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SAP AG 1999

Invoices Without Reference to Purchase Orders:

Course Overview Diagram

Variances Without

Reference to an Item

Basic Invoice Verification

Procedure

Taxes, Cash Discounts,

and Foreign Currency

Variances and

Blocking Reasons

Invoice Reduction

Introduction to

Invoice Verification

Invoices for POs with

Account Assignment

Delivery Costs

Subsequent

Debits/Credits

Invoices Without

Reference to POs

WWW

+ XXXX
+ YYY
= ZZZZ

Customs

+ XX
= ZZ

WWW

+ XXXX
= ZZZZ

WWW

+ XXXX
+ YYY
= ZZZZ

WWW

+ XXXX
+ YYY
= ZZZZ

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SAP AG 1999

Some invoices contain items that cannot be
allocated to a purchase order.

Consumable material is often procured without a
purchase order being created.

Sometimes, materials incur maintenance costs
without a purchase order being created for the
maintenance service.

Invoices Without Reference to Purchase Orders:

Business Scenario

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SAP AG 1999

Invoice Items Without Reference to Purchase

Orders: G/L Account

Reference

G/L account

Material

G/L account

Amount

Cost center

Asset

Tax ind.

Layout

Order

S/H

There are three tab pages in the item list: One for the purchase order reference, one for direct
postings to a G/L account, and one for direct material postings.

On the tab page G/L account you enter invoice lines without reference to a purchase order. These are
posted directly to the accounts you have assigned.

On the G/L account tab page you can select different display variants to obtain the relevant important
account assignment fields in the item list.

When posting directly to a G/L account, no posting is made to a GR/IR clearing account. The system
posts manually entered G/L account lines directly to the G/L account.

If you do not want to allow direct postings to G/L accounts in Logistics Invoice Verification, you can
make appropriate settings in Customizing to hide the tab page G/L account.

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SAP AG 1999

Invoice Items Without Reference to Purchase

Orders: Material

Reference

G/L account

Material

Plant

Amount Quantity

Val. type

Tax ind.

S/H

There are three tab pages in the item list: One for the purchase order reference, one for direct
postings to a G/L account, and one for direct material postings.

On the tab page G/L account you enter invoice lines without reference to a purchase order. These are
posted directly to the material you have entered.

When posting directly to a material, no posting is made to a GR/IR clearing account. The system
posts manually entered material lines directly to the stock account or a price difference account,
depending on price control and stock coverage.

If you do not want to allow direct postings to materials in Logistics Invoice Verification, you can
make appropriate settings in Customizing to hide the tab page Material.

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SAP AG 1999

Invoices Without Reference to Purchase Orders

Basic data

Amount _______
Currency _____
Tax amount _______
Tax indicator __

Baseline date _______

Payment
terms ______

Payment

Detail

Invoice
party _______

G/L account

Material

Material Plant Amount Quantity

G/L account Amount Account

Header

Items

When creating an invoice containing only items without reference, the system cannot copy any
information (such as currency or invoicing party) from the purchase order. You therefore have to
enter the following information, as well as the document date and the amount:

1 On the tab page Basic data: Currency

2 On the tab page Payment: Baseline payment date

3 On the tab page Detail: Invoicing party

Finally, you enter the item data on the tab pages G/L account and Material.

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SAP AG 1999

In Invoice Verification there is an item list

for items with reference

for direct posting to G/L accounts

for direct posting to material accounts.

In Invoice Verification, you can enter invoices
without a purchase order reference.

Invoices Without Reference to Purchase Orders: Unit

Summary

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12-9

Invoices Without Reference

Exercises

Unit: Invoices Without Reference

At the end of this exercise, you will be able to:
Post an invoice containing items without reference
Post an invoice without reference

Your company receives invoices containing items that cannot be
allocated to a purchase order.

1-1

You receive an invoice from Sapsota Company Limited. The invoice contains both
items with reference to a purchase order and items without reference.

INVOICE

Sapsota Company Limited Vendor T-L15A##
Invoice date:

(today’s date)

Invoice 1601##
This invoice refers to your purchase order number 41515161##

T-M15B##

Flat gaskets

100 pcs

5000 UNI

T-M15C##

Packing gaskets

100 pcs

2000 UNI

Additional costs arising from quality checks
Flat gaskets, flat rate

50 UNI

Packing gaskets, flat rate

50 UNI

Shipping costs, flat rate

10 UNI

Tax:

10 % tax

711 UNI

Total due:

7821 UNI

1-1-1 Enter the header data and the items with reference to a purchase order.

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12-10

1-1-2 Post the costs for quality checks directly to both materials. Enter Plant

1000.

1-1-3 Post the shipping costs directly to the G/L account for unplanned delivery

costs (231600).

1-1-4 Simulate the postings that will take place. Fill in the table.

Item

Account

Amount

001

002

003

004

005

006

007

Post the document.
Invoice number: _________________

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12-11

1-2

Occasionally, you receive an invoice for which there is no purchase order. The
following invoice is for upgrading one of your materials. The freight costs are to be
posted to a separate account.

INVOICE

Sapsota Company Limited

Vendor T-L15A##

Invoice date:

(today’s date)

Invoice 1603##
This invoice resulted from your processing.

T-M15E##

Upgrade of HD braking system

500 pcs

600 UNI

Freight

450 UNI

1050 UNI

Tax:

10 % tax

105 UNI

Total due:

1155 UNI

Payment: Within 14 days of invoice issue 2% discount, within 30 days net.

1-2-1 Enter the header data from the invoice.
1-2-2 Post the costs for material T-M13E## in plant 1000 directly to the material

and the freight costs directly to account 86300.

1-2-3 Simulate the postings that will take place. Fill in the table.

Item

Account

Amount

001

002

003

004

005

Post the invoice.
Invoice number: ___________________

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12-12

Invoices Without Reference

Solutions

Unit: Invoices Without Reference

1-1 Logistics

→ Materials Management → Logistics Invoice Verification

→

Document

Entry

→ Enter Invoice

1-1-1

Enter the following data on the Basic data tab page:

Field name or data type

Values

Document date

<today’s date>

Reference 1601##

Amount 7821

Tax amount

711

You enter the purchase order number as the allocation:

Field name or data type

Values

Purchase order/scheduling agreement

41515161##

You check the invoice items with reference.

1-1-2 To enter the material items, choose the Material tab page. You enter the

following data:

Field name or data type

Values

Material T-M15B##

Plant 1000

Amount 50

Quantity 100

Tax code

and

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12-13

Field name or data type

Values

Material T-M15C##

Plant 1000

Amount 50

Quantity 100

Tax code

You choose Enter to confirm your entries.
(Make sure that the material items are not selected)

1-1-3 To enter the G/L account items, choose the G/L account tab page. You enter

the following data:

Field name or data type

Values

G/L account

231600

Amount 10

Tax code

1-1-4 When you choose Simulate, a dialog box appears in which you see the

account movements that will take place when the invoice is posted.

Item

Account

Amount

001

Vendor account

7821 -

002

GR/IR clearing account

5000

003

GR/IR clearing account

2000

004 Stock

account

005 Stock

account

006

G/L account 231600

007 Tax

account

711

You choose Post to post the document. A message appears displaying the document
number.

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12-14

1-2

Logistics

→

Materials Management

→

Logistics Invoice Verification

→

Document

Entry

→

Enter Invoice

1-2-1

Enter the following data on the Basic data tab page:

Field name or data type

Values

Document date

<today’s date>

Reference 1603##

Amount 1155

Currency UNI

Tax amount

105

Enter the following data on the Payment tab page:

Field name or data type

Values

Baseline date

<today’s date>

Days / Percentage

14 / 2

Days / Percentage

30 / -

Currency UNI

Enter the following data on the Details tab page:

Field name or data type

Values

Invoicing party

T-L15A##

1-2-2 To enter the material item, choose the Material tab page. You enter the

following data:

Field name or data type

Values

Material T-M15E##

Plant 1000

Amount 600

Quantity 500

Tax code

To enter the G/L account items, choose the G/L account tab page. You enter
the following data:

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12-15

Field name or data type

Values

G/L account

86300

Amount 450

Tax code

1-2-3 When you choose Simulate, a dialog box appears in which you see the

account movements that will take place when the invoice is posted.

Item

Account

Amount

001

Vendor account

1155 -

002

Price difference account

600

003

G/L account 86300

450

004 Tax

account

150

You choose Post to post the document. A message appears displaying the document
number.

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13-1

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SAP AG 1999

Parking Incoming Invoices

Checks in Document Parking

Updates in Document Parking

Workflows for Parked Documents

Contents:

Document Parking

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SAP AG 1999

How to hold and park invoices

Which updates take place during document
parking

How to further process a parked document

At the conclusion of this unit, you will know:

Document Parking: Unit Objectives

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SAP AG 1999

Document Parking: Course Overview Diagram

Automated

Processing

Document Parking

GR/IR Account

Maintenance

Invoice Verification in

the Background

Automated

Processing

Releasing Blocked

Invoices

Customizing

for Invoice Verification

XXXX

+ YY

= ZZZ

Credit Memos and

Reversals

Conclusion

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SAP AG 1999

Because your company receives a large volume of
incoming invoices, you have temporary personnel
who park invoice information in the system without
checking it.

In your company, invoices whose amounts exceed
a certain value are required to be approved. To do
this, you want to use document parking with
workflow.

Document Parking: Business Scenario

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SAP AG 1999

Document Parking

Invoice

Post

Change

Park

Lack of

specialist knowledge

Missing

information

Parked
invoice document

Posted
invoice document

Non-expert

Expert

In conventional Invoice Verification, you can park invoices in the following situations:

An experienced invoice verification clerk wants to process an invoice, but is missing some of the

information needed to post the invoice (for example, account assignment information). He or she
parks the invoice. As soon as he or she receives the missing information, he or she changes the
parked document and posts it.

A less experienced employee enters the invoice data without checking it. The expert then checks

the parked document, makes any necessary changes, and posts it.

There is a significant price variance in an invoice. To prevent the system changing the moving

average price of the invoiced material to an unrealistic figure, you park the invoice.

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SAP AG 1999

Document Parking: Process

Document

Vendor

100 -

GR/IR

100 +

Purchase order history

Goods receipts
Invoices
Parked invoices

Post

GR/IR account

Vendor account

Change

Park

MM document

Invoice items

Invoice

When you park an invoice, the system saves the data that you enter. The system assigns a number to
the document, but no postings are made.

You can change a parked document as often as you like.

The system only makes the actual checks within the "Save as complete" or "Post parked document"
function.

Account postings are made when you post a parked document.

Parked documents are listed in the purchase order history.

When you are working in Invoice Verification, you can branch directly to Document Parking.

You can delete a parked document. The system does not re-issue the number of the deleted
document. When you delete a document, the document header remains in the system as evidence of
what the document number was issued for. The line items are deleted from the database.

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SAP AG 1999

Document Parking: Document Status

MM Document

+ Purchase Order History

+ Information to Financial Accounting

Save in Worklist

Park Incoming Invoice

Park

Call Up Documents and Change

Post

Save as

Complete

Hold

Save as

Complete

Park

There are different ways of storing information from an invoice in the system without generating an
accounting document:

Hold document

Only preliminary checks are performed, for example, the invoicing party and the currency must be
known.

A MM document is created. No information is transmitted to Financial Accounting.

Park document

The same checks are carried out as for document parking. The system does not check the document
balance and account assignment yet.

A MM document is created, and the purchase order history is updated. Information is also
transmitted to Financial Accounting. The document is listed in the parked open vendor items and is
taken into account during tax reporting (advance tax return).

Save document as complete

The same checks are carried out as for “Park document”. Additionally, the system checks whether
the document can be posted, that is, that the balance is zero and the account assignment data is
consistent.
The same checks are carried out as for “Park document”. The purchase order commitments are also
canceled out

Using the worklist, you can further process held and parked documents, as well as documents saved
as complete.

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SAP AG 1999

Park
invoice

Department

Invoice Verification:

Parking

Check invoice

Document Parking: Complete

Department

Invoice Verification:

Completion

Change invoice

Invoice

Complete

Delete

Post

Workflow ends

In Logistics Invoice Verification document parking, you can park invoices, credit memos,
subsequent debits, and subsequent credits. When different processor groups "park" and "complete"
invoice documents, you can use this workflow.

All users authorized to complete parked documents receive a work item in their inbox. The work
item can be used to change parked documents. The work item appears in the inbox of this employee
until the parked invoice document has been completed, or until the invoice document is completed,
deleted, or posted outside the workflow.

The workflow ends when a user in the "completion" processor group

Saves the invoice as complete

Deletes the invoice

Posts the invoice

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SAP AG 1999

Department

Invoice Verification:

Completion

Department

Invoice Verification:

Parking

Check invoice

Document Parking: Release and Post

Releva

nt for

releas

Save document
as complete

Change invoice

Note: Reason
for refusal

Release
invoice

Refuse
invoice

Workflow ends

In Logistics Invoice Verification, you can control the document parking process using workflow.
This is useful where invoices exceeding certain release criteria must be approved by an employee
responsible for release before the invoice documents are posted.

In the release procedure, the person responsible for release decides whether the invoice document

should be released. If he or she decides to release the invoice, then the document is posted.

If he or she refuses the release, the document, including a note detailing the reason for the refusal,

is passed to the invoice verification clerks responsible for completing documents for them to make
changes.

When the changed invoice document is "saved as complete" and becomes relevant for release, then
the person responsible for release receives a new work item in his or her inbox for processing.

The workflow ends when the person responsible for the release releases the invoice document, or
when the invoice verification clerk deletes or parks the invoice

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SAP AG 1999

In Logistics Invoice Verification, you can use the
functions Hold, Park, and Save as complete to
enter invoices without immediately creating an
accounting document.

Two workflows are available for parking:
Complete parked documents and Release
complete documents

Document Parking: Summary

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13-11

Document Parking

Exercises

Unit: Document Parking

At the end of this exercise, you will be able to:
Park an invoice
Change and post a parked invoice

Your company parks invoices when invoice information is missing:

1-1

The vendor sent you the following invoice.

INVOICE

Sapsota Company Limited Vendor T-L15A##
Invoice date:

(today’s date)

Invoice 1602##
This invoice refers to your purchase order number 41515162##
T-M15B##

Flat gaskets

100 pcs

5000 UNI

T-M15C##

Packing gaskets

100 pcs

2000 UNI

Processing charges for changes to the contract

40 UNI

7040 UNI

Tax:

10 % tax

704 UNI

Total due:

7744 UNI

1-1-1 Your job is to post this invoice. While entering the invoice, you notice that

information about how to post the processing charges is missing. You then
switch to document parking and save the document.

Document number _____________________

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13-12

1-1-2 Display your worklist. Go to the document display.

How can you tell from the document display that the document is parked?
___________________________________________________________
Which updates have been carried out? Is there an accounting document?
Does the system list the document in the purchase order history?

____________________________________________________________

____________________________________________________________

1-1-3 After consulting with the vendor, you now need to post the charges as

unplanned delivery costs. Complete the parked document and then post it.

1-1-4 Display the posted document. What changes have occurred since 1-1-2?

____________________________________________________________

____________________________________________________________

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13-13

Document Parking

Solutions

Unit: Document Parking

1-1 Logistics

→ Materials Management → Logistics Invoice Verification

→

Document

Entry

→ Enter Invoice

1-1-1 Enter the following data on the Basic data tab page:

Field name or data type

Values

Document date

<today’s date>

Reference 1602##

Amount 7744

Tax amount

704

You enter the purchase order number as the allocation:

Field name or data type

Values

Purchase order/scheduling agreement

41515162##

You check the invoice items with reference.

Because you do not know how the processing charges are to be posted,
select Edit

→

Switch to document parking. Finally, save the data you have

entered using Save parked document.

1-1-2 Using

Worklist on you obtain the documents you have parked in the left

screen area. Double-click on the document entered in 1-1-1 to access the
'Change parked document’ screen.
You can see from the title that the document has only been parked. The
parked document appears in the purchase order history marked with a
special indicator. There is no accounting document yet, but the document
can be displayed in the vendor’s open items.

1-1-3 Enter the following data on the Details tab page:

Field name or data type

Values

Unplanned
delivery costs

Post the document.

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13-14

1-1-4 Choose

Other invoice document. The system suggests the last posted

document. Accept this proposal by choosing Enter. You now branch to the
document display. The purchase order history is changed by the posting.
You can also display the accounting document by choosing Follow-on
documents.

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Credit Memos and Reversals

Enter and Post Credit Memos

Reverse Invoices

Contents:

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SAP AG 1999

Enter a credit memo referencing a purchase order

Reverse an invoice document

Enter a subsequent credit

At the conclusion of this unit, you will be able to:

Credit Memos and Reversals: Objectives

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Credit Memos and Reversals: Course Overview

Diagram

Automated

Processing

Document Parking

GR/IR Account

Maintenance

Invoice Verification in

the Background

Automated

Processing

Releasing Blocked

Invoices

Customizing

for Invoice Verification

XXXX

+ YY

= ZZZ

Credit Memos and

Reversals

Conclusion

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SAP AG 1999

The accounting group has to correct occasional
data entry errors by reversing a posted invoice.

Credit memos and subsequent credits can be used
to adjust the amount due to the vendor.

Credit Memos and Reversals: Business Scenario

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SAP AG 1999

Create

credit memo

PO 4151599035

Purchase
order

4151599035
100 pcs
10.00 UNI/pc.

Create

subsequent credit

PO 4151599036

Goods receipt

50 pcs

Invoice

PO 4151599035

80 pcs
800 UNI

Invoice

PO 4151599036

50 pcs
800 UNI

Credit memo

PO 4151599035

30 pcs
300 UNI

Credit memo

PO 4151599036

50 pcs
300 UNI

Credit Memos

Purchase
order

4151599036
100 pcs
10.00 UNI/pc.

You usually receive a credit memo from a vendor if you were overcharged.

A credit memo can be entered with reference to a purchase order or a goods receipt.

If you enter a credit memo for a purchase order item because the vendor has invoiced you at too high
a price, you must post the credit memo as a subsequent debit/credit. The total quantity invoiced for
the purchase order item remains the same; the total value invoiced is reduced.

When you post a credit memo, the account movements are made according to the same rules as when
you post an invoice. The R/3 System posts to the same accounts, but with the opposite +/- sign next
to the entry.

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SAP AG 1999

Document no.
510064
created

Reverse

invoice document

Document 510064

Purchase
order

4151599037

100 pcs
10.00 UNI/pc.

Goods receipt

50 pcs

Invoice entered incorrectly

Invoice

PO 4151599037

50 pcs

Credit memo

PO 4151599037

50 pcs

Reversing Invoices

If you enter an invoice incorrectly and post it despite the error, the invoice can subsequently be
reversed.

When you reverse an invoice, the R/3 System creates a credit memo based on the data in the invoice
document.

When you reverse an invoice, the account movements made when the invoice was posted cannot
always simply be reversed. For example, if there was sufficient stock coverage when you posted an
invoice with a price variance for a material with moving average price, but when you reverse the
invoice, there is insufficient stock coverage, the R/3 System posts the price difference in the credit
memo to a price difference account, although the price variance was debited to the stock account
when you posted the invoice.

When you reverse an invoice, all items in the document are reversed. You can reverse part of an
invoice only by entering a credit memo manually.

When you reverse a credit memo, the R/3 System creates an invoice.

You cannot reverse a reversal document.

When you reverse an invoice, the R/3 System does not clear the posting lines on the vendor account
in Financial Accounting.

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SAP AG 1999

Enter a credit memo referencing a purchase order

Reverse an invoice document

Enter a subsequent credit

You are now able to:

Credit Memos and Reversals: Summary

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14-8

Credit Memos and Reversals:

Exercises

Unit: Credit Memos and Reversals

At the end of this exercise, you will be able to:
• Enter credit memos with reference to a purchase order
• Reverse invoice documents
• Enter subsequent credits

The accounting group occasionally has to correct data entry errors
by reversing a posted invoice.
You can use subsequent credits in the same way as subsequent
debits to adjust the amount due to the vendor.

1-1

This invoice arrived a week ago.

INVOICE

Sapsota Company Limited

Vendor T-L15A##

Invoice date:

(last week)

Invoice 1501##
This invoice refers to your purchase order number 41515111##

T-M15A##

Slugs for cast iron
spiral casings

100 pcs

1000 UNI

T-M15B##

Flat gaskets

100 pcs

4750 UNI

T-M15C##

Packing gaskets

100 pcs

1980 UNI

T-M15D##

Lantern rings

100 pcs

600 UNI

Tax:

10% tax

833 UNI

Total due:

9163 UNI

1-1-1 Enter the invoice and post it despite the differences.

Invoice: __________________ (blocked for payment)

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14-9

1-2

The vendor has discovered that he is no longer able to supply the 30 spiral casings
that have already been invoiced for purchase order 41515111##. Therefore, he
sends a credit memo.

CREDIT MEMO

Sapsota Company Limited

Vendor T-L15A##

Invoice date:

(today’s date)

Credit memo 1502##
This credit memo is in reference to your purchase order 41515111##

T-M15A##

Slugs for cast iron
spiral casings

30 pcs

300 UNI

Tax:

10% tax

30 UNI

Total credit:

330 UNI

1-2-1 Enter the credit memo. Which items does the system propose? What are the

proposed quantities and values?
______________________________________________________

1-2-2 Simulate the document. Which account movements will take place?

OPTIONAL: Fill in the table.

Item

Account

Amount

001

002

003

004

Post the credit memo.
Document number: ______________________________________

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1-2-3 OPTIONAL: How does the credit memo appear in the PO history?

______________________________________________________

1-2-4 The credit memo means that the blocking reason in the first invoice item in

exercise 1-1 is no longer valid. Does the system automatically delete the
blocking reason when you post the credit memo?

1-3

In the last invoice item in exercise 1-1, the price used as a basis is too high. You
informed the vendor about this. The vendor sends a credit memo for purchase order
41515111 because their company made the error.

CREDIT MEMO

Sapsota Company Limited

Vendor T-L15A##

Invoice date:

(today’s date)

Credit memo 1503##
This credit memo is in reference to your purchase order 41515111##

T-M15D##

Lantern rings

100 pcs

100 UNI

Tax:

10% tax

10 UNI

Total credit:

110 UNI

1-3-1 Enter the credit memo. Why do you have to enter this credit memo as a

subsequent credit?
______________________________________________________
______________________________________________________

1-3-2 Which items does the system propose? What are the proposed quantities and

values?
______________________________________________________

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14-11

1-3-3 Simulate the document. Which account movements will take place?

OPTIONAL: Fill in the table.

Item

Account

Amount

001

002

003

004

Post the credit memo.
Document number: ______________________________________

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Credit Memos and Reversals:

Solutions

Unit: Credit Memos and Reversals

1-1

Logistics

→ Materials Management → Logistics Invoice Verification →

Document Entry

→ Enter Invoice

1-1-1 You enter the following data on the Basic data tab page:

Field name or data type

Values

Document date

<today’s date>

Reference 1501##

Amount 9163

Tax amount

833

You enter the purchase order number as the allocation:

Field name or data type

Values

Purchase order/scheduling agreement

41515111##

When you choose Enter, the system makes the allocation.

On the item list, you change the quantities and values as specified in the
invoice and post the invoice.

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14-13

1-2

Logistics

→ Materials Management → Logistics Invoice Verification

→ Document Entry → Enter Invoice

1-2-1 You change the transaction to enter a credit memo.

Field name or data type

Values

Transaction Credit

memo

You enter the following data on the Basic data tab page:

Field name or data type

Values

Document date

<today’s date>

Reference 1502##

Amount 330

Tax amount

You enter the purchase order number as the allocation:

Field name or data type

Values

Purchase order/scheduling agreement

41515111##

When you choose Enter, the system makes the allocation.
The system proposes the total invoiced quantity and the total invoice value
in the individual items.
You change the proposed quantity and value in item one.

Field name or data type

Values

Quantity 30

Amount 300

You deselect items two to four.

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14-14

1-2-2 When you choose Simulate, a dialog box appears in which you see the

account movements that will take place when the invoice is posted.

Item

Account

Amount

001

Vendor account

330

002

GR/IR clearing account

300 -

003

Tax account

30 -

You choose Post to post the document. A message appears displaying the
document number.

1-2-3 You can display the invoice document as follows:

Logistics

→ Materials Management → Logistics

Invoice Verification

→ Document Entry → Display Invoice

If you position the cursor on a purchase order number and choose

Environment

→ Display PO history

, the purchase order history appears

for the item. The credit memo is displayed in the same way as an invoice.
You can only identify that a document is a credit memo by the +/- sign next
to the entry.

1-2-4 Posting the credit memo does not automatically delete the blocking reason

in the invoice. The blocking reason is deleted when you execute the
automatic release function.

1-3

Logistics

→ Materials Management → Logistics Invoice Verification →

Document Entry

→ Enter Invoice

1-3-1 Since the credit memo corrects only the total invoiced value, not the total

invoiced quantity, you enter it as a subsequent credit. To do this, you change
the transaction.

Field name or data type

Values

Transaction Subsequent

credit

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14-15

You enter the following data on the Basic data tab page:

Field name or data type

Values

Document date

<today’s date>

Reference 1503##

Amount 110

Tax amount

You enter the purchase order number as the allocation:

Field name or data type

Values

Purchase order/scheduling agreement

41515111##

When you choose Enter, the system makes the allocation.

1-3-2 The system proposes the total invoiced quantity without an amount in the

individual items. No items are selected.
You select the fourth item and enter the amount.

Field name or data type

Values

Amount 100

1-3-3 When you choose Simulate, a dialog box appears in which you see the

account movements that will take place when the invoice is posted.

Item

Account

Amount

001 Vendor

account

110

002

GR/IR clearing account

0 -

003

Stock account

100 -

004

Tax account

10 -

(The zero lines displayed on the GR/IR clearing account are suppressed at
the time of posting.)
You choose Post to post the document. A message appears displaying the
document number.

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SAP AG 1999

Releasing Blocked Invoices

Manual Release of Blocked Invoices

Automatic Release of Blocked Invoices

Workflow for Invoices Blocked Due to Price Variances

Contents:

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SAP AG 1999

Release invoices manually at item or header level

Release an invoice automatically

At the conclusion of this unit, you will be able to:

Releasing Blocked Invoices: Objectives

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SAP AG 1999

Releasing Blocked Invoices: Course Overview

Diagram

Automated

Processing

Document Parking

GR/IR Account

Maintenance

Invoice Verification in the

Background

Automated

Processing

Releasing Blocked

Invoices

Customizing

for Invoice Verification

XXXX

+ YY

= ZZZ

Credit Memos and

Reversals

Conclusion

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SAP AG 1999

Most blocked invoices are automatically released
for payment when the balance of the goods is
received or the purchase order price is adjusted.

If the variances are justified, the supervisor can
release the invoice for payment despite the
variance.

Releasing Blocked Invoices: Business Scenario

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SAP AG 1999

Invoice Verification

Financial Accounting

Goods receipt

Variance

Document no. ... created

GR/IR

1000

Vendor

1000

Post

Invoice

blocked

for payment

Vendor

Payment

program

Blocked

Bank

Purchase
order

Invoice
verification
____

_____

1000

Blocking Invoices

If an invoice is blocked for payment when you post it, the field Payment block is selected in the
vendor line item of the invoice document. Financial Accounting is then unable to pay the invoice
automatically.

An invoice is blocked for one of the following reasons:

Automatically due to variances in an item

By entering a payment block manually

By stochastic blocking

A blocked invoice must be released for payment in a separate step, possibly after consultation with
the purchasing department or the vendor. This deletes the payment block.

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SAP AG 1999

Make selection

Define

processing

Invoice selection
Company code

____

to ____

Invoice document ________

to ________

Vendor

________

to ________

Posting date

________

to ________

Due date

________

to ________

Purchasing group ________

to ________

User

________

to ________

Processing
Release manually Release automatically
Change baseline date for payment

Blocking procedure
Blocked due to variances
Manual payment block
Stochastically blocked

Releasing Blocked Invoices

Select blocking

procedure

Select the invoices that you want to process.

In the period between blocking and releasing an invoice, the cash discount period could expire.
When you release an invoice, you have the opportunity to change the baseline date for payment. This
extends the payment period when you release the invoice.

You can release automatically invoices that the R/3 System blocked due to variances.

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SAP AG 1999

Invoice

blocked

for payment

Payment program cannot

pay the invoice

60 pcs

Blocking

reason

longer valid

20 pcs

Invoice

80 pcs

Purchase
order

100 pcs

Automatic Release

IR > GR

Payment

block

removed

Release

automatically

Credit
memo
20 pcs

Payment program

can pay the invoice

Blocking reason Q (quantity) may no longer apply after the arrival of a further delivery or a credit
memo.

Blocking reason D (date) becomes invalid over time.

Blocking reason P (price) may no longer apply if you change the purchase order price or if you
receive a subsequent credit.

Blocking reason I (quality) no longer applies when the goods pass the quality inspection.

Invoices with blocking reasons that are no longer valid must still be released for payment.

In the case of automatic release, the R/3 System deletes all blocking reasons that no longer apply in
all invoices that match the selection made. If an invoice no longer contains any blocking reasons, it is
released for payment.

You can release invoices automatically in the background using program RM08RELEASE.

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SAP AG 1999

Blocking reasons

Differences

Document

Item M P D G M O I Quantity Value Days

510001234 001 x

510001234 003 x

120

510001234 007 x x

200 23

510001474 005 x

510001503 002 x x x

170 11

510001503 003 x

x x 50

510001503 007 x

200

510001503 009 x x 6

100

Manual Release

Select for

release

Save

changes

Delete

blocking reason

Blocking reason

no longer valid

The R/3 System displays the blocked invoice items in the list. The list contains a lot of information,
which you can organize to suit your needs.

If you want to release an invoice, you must select one line of the invoice. The R/3 System selects all
other items in the same invoice, since you cannot release items individually. It releases the invoice
when you choose the function Save changes.

You can delete blocking reasons in a single invoice item by placing your cursor on a blocking reason
and choosing Cancel blocking reason. When you delete the last blocking reason and choose the
function Save changes, the R/3 System releases the invoice for payment.

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SAP AG 1999

Releasing Invoices Blocked Due to Price Variances

Read Buyer’s memo

Invoice blocked

due to price
variance

Invoice Verification

department

Purchasing
department

Display blocked

invoice items that
cannot be clarified

Check the price

block

Change PO

Flag invoice item as

cannot be clarified

Workflow ends

Delete blocking

reason

Automatic
release

If at least one item in an invoice is blocked due to a price variance, the workflow event
IncomingInvoice.blockedPrice can be triggered.

A work item appears in the buyer’s inbox.

The buyer can display the invoice item blocked due to a price variance and process it.

The buyer can change the price in the purchase order, delete the blocking reason in the invoice item,
or flag the invoice item as one that cannot be clarified. He or she can also enter a memo for the
accounts payable clerk.

If the buyer changes the order price or deletes the blocking reason, the R/3 System checks if the
invoice can now be released automatically.

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SAP AG 1999

Release invoices manually at item or header level

Release an invoice automatically

You are now able to:

Releasing Blocked Invoices: Summary

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15-11

Releasing Blocked Invoices:

Exercises

Unit: Releasing Blocked Invoices

At the end of this exercise, you will be able to:
• Release invoices manually
• Release invoices automatically

Most blocked invoices are released automatically when the
balance of the goods is received or the purchase order price is
adjusted.
If the variances are justified, the supervisor should release the
invoice for payment.

1-1

You are the supervisor responsible for blocked invoices.

1-1-1 List all the invoices for your vendor T-L15A## that have been blocked

automatically due to variances. You want to move the cash discount date so
that you do not lose the cash discount.

1-1-2 How can you identify that blocking reasons are no longer valid?

______________________________________________________

Are any invoices released when you use the automatic release function? If
so, which ones?
______________________________________________________

1-1-3 Display the invoice for purchase order 41515121##. Branch to the purchase

order history. Why was the invoice blocked? Why do some of the blocking
reasons no longer apply? Can you have the R/3 System release the invoice
automatically?
______________________________________________________
______________________________________________________

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15-12

1-1-4 Delete

individual

blocking reasons. What happens when you delete the last

blocking reason in an invoice?
______________________________________________________

1-1-5 Release

one

invoice.

Invoice document number: _______________

1-1-6 Save your changes.

1-1-7 Display a released document. Can you identify the reason why the invoice

was blocked and who released the invoice?
______________________________________________________
______________________________________________________
______________________________________________________

1-2

Display all invoices that you have entered and which have been stochastically
blocked, and release them.

1-3

Execute the automatic invoice release function for vendor T-L15A##.

1-3-1 If the R/3 System releases invoices, check one of them. Can you identify the

reason why the invoice was blocked?
______________________________________________________
______________________________________________________

1-3-2 How does the automatic release function affect the next manual release?

______________________________________________________
______________________________________________________

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Releasing Blocked Invoices

Solutions

Unit: Releasing Blocked Invoices

1-1

Logistics

→ Materials Management → Logistics Invoice Verification

###

Further Processing

###

Release Invoices

1-1-1 In

the

Selection of blocked invoices area, you enter the following data:

Field name or data type

Values

Company code

1000

Vendor T-L15A##

In the Processing area, you select Release manually and Move cash discount
date.
In the Blocking procedure area, you select Blocked due to variances.
When you choose Execute, a list of the blocked invoices appears.

1-1-2 The blocking reasons that are highlighted in yellow are no longer valid and

will be deleted the next time that you release invoices automatically. The
system releases invoices containing only reasons that are no longer valid.

1-1-3 The invoice for purchase order 41515121## was blocked due to quantity

and price variances. The quantity variances are no longer valid because you
have entered another goods receipt, but the price variance is still valid. The
system cannot release the invoice automatically.

1-1-4 If you place the cursor on a blocking reason and choose Cancel blocking

reason, the blocking reason is highlighted in green. The system only deletes
all blocking reasons highlighted in green when you save your changes. If
you delete all blocking reasons in an invoice, the system releases the invoice
when you save your changes.

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15-14

1-1-5 You select the invoice in question and choose Release invoice. The selected

line is highlighted in green. The system only releases the invoice for
payment when you save your changes.

1-1-6 After you have deleted individual blocking reasons or released invoices,

choose Save changes.

1-1-7

Logistics

→ Materials Management → Logistics Invoice Verification →

Document Entry

→ Display Invoice

By choosing

Goto

→ Follow-on documents

and then double-clicking the

accounting document, the accounting document appears. When you double-
click the first line, the item data appears. You can see there that the field
Payment block is blank.

1-2

Logistics

→ Materials Management → Logistics Invoice Verification →

Further Processing

→ Release Invoices

In the Selection of blocked invoices area, you enter the following data:

Field name or data type

Values

Company code

1000

Vendor T-L15A##

In the Processing area, you select Release manually.
In the Blocking procedure area, you select Stochastically blocked.
When you choose Execute, a list of the blocked invoices appears.
You choose Select all and then Save release. Then you save your work by choosing
Save changes.

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15-15

1-3

Logistics

→ Materials Management → Logistics Invoice Verification →

Further Processing

→ Release Invoices

In the Selection of blocked invoices area, you enter the following data:

Field name or data type

Values

Company code

1000

Vendor T-L15A##

In the Processing area, you select Release automatically.
In the Blocking procedure area, you select Blocked due to variances.
When you choose Execute, a list of the invoices released appears.

1-3-1 By

choosing

Display invoice

→ Environment → Document changes

, you

can see who has released the invoice or deleted a blocking reason.

1-3-2 In the case of automatic release, the system releases all blocking reasons

that are no longer valid. They are not displayed when you next use the
manual release function.

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SAP AG 1999

Invoice Verification in the Background

Enter Invoices for Background Processing

Procedure for Verifying Invoices in the Background

Process Invoices Verified as Incorrect

Contents:

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

SAP AG 1999

Enter invoices in the background

At the conclusion of this unit, you will be able to:

Invoice Verification in the Background: Unit

Objectives

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

SAP AG 1999

Invoice Verification in the Background:

Course Overview Diagram

Automated

Processing

Document Parking

GR/IR Account

Maintenance

Invoice Verification in

the Background

Automated

Processing

Releasing Blocked

Invoices

Customizing

for Invoice Verification

XXXX

+ YY

= ZZZ

Credit Memos and

Reversals

Conclusion

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SAP AG 1999

For your lengthiest invoices with hundreds of line
items, the system should compare the total invoice
amount to the expected value from the purchase
order using background processing.

Invoice Verification in the Background: Business

Scenario

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SAP AG 1999

Invoice

Transaction

Save

Invoice document

without items

5100002015

Invoice Verification in the Background

Payment

Basic data

Details

Payment

Document date
Posting date
Reference
Amount
Tax amount

Allocation

When you use Invoice Verification in the background, you only enter general invoice data (gross
invoice amount, tax information, terms of payment, allocation). You do not enter item data.

The data entered is saved in an invoice document. This document does not contain any items.

The settlement program, which is regularly started in the background, creates the items for this
invoice document. Based on the quantities and values to be invoiced, the system checks if the total of
the items and the amounts already saved (gross invoice amount, tax amounts, unplanned delivery
costs) results in a zero balance.

If the balance is zero or within the tolerance limits set, the system posts the invoice document in

the background.

If the balance exceeds the tolerance limits, the invoice document is saved with the items created

and must be processed manually later.

Background processing uses the same logic as online Invoice Verification. Therefore, the system

takes into account the settings in Customizing for automatic invoice reduction or automatic
acceptance.

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SAP AG 1999

Invoice document
5100002015

8:00

...

Time

9:00

8:30

Invoice Verification in

the background is

performed

yes

No, but the differences are
within the tolerance limits

Status:
contains errors

Invoice document
5100002015

Status:
posted

Invoice document
without items
5100002015

Settlement program

Actual invoice

= ?

Target invoice

Checking Invoices in the Background

The R/3 System checks invoices in the background using settlement program RMBABG00 and posts
them, if possible.

The system administrator defines jobs for the settlement program. The jobs start the program at
regular intervals, for example, every 15 minutes or every evening at 8pm.

You use frequent settlement runs when you enter an invoice containing many items, and do not want
to have to match up the invoice manually, but, if the invoice does have to be processed manually,
you want to be able to access it as soon as possible.

It makes sense to use a settlement run in the evening in the following cases:

You receive an invoice at the same time as a delivery. The goods receipt is entered in the course of

the day, but not immediately. You cannot check the invoice referencing the delivery note online,
because the delivery has not been entered yet. You expect the goods receipt to be entered by that
evening at the latest.

The invoices contain many items for the same materials. To prevent system locks and avoid

slowing down system performance during the day, you want the system to post the invoice in the
background during the night.

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

SAP AG 1999

Invoice document
5100012305

Time

Status:
contains errors

Invoice document
5100012305

Status:
posted

Goods receipt

Purchase order

Invoice

100 pcs mat. A
10 pcs mat. B

100 pcs mat. A at 10/pc
50 pcs mat. B at 12/pc

Goods receipt

40 pcs mat. B

Invoice document
without items
5100012305

Status:
unverified

Set for

background

processing again

Enter for invoice verification

in the background

Checking Invoices in the Background: Example

Settlement program

100 pcs mat. A = 1100
50 pcs mat. B = 500

1600,-

When you enter an invoice for verification in the background, the system first creates an invoice
document without items.

When you next run the settlement program, the system creates the item list and tries to post the
invoice document with the suggested quantities and values. In the above example, this is not possible
because you have only received part of the order for material B. The system therefore determines
that there is a difference between the expected invoice amount (100 x 10 + 10 x 12 = 1120) and the
actual invoice amount (1600). Therefore, the invoice document receives the status “verified as
incorrect”.

When the accounts payable clerk manually processes the invoice document, he or she sets the
invoice for processing in the background again.

When you next run the program, the system tries again to post the invoice. Since another goods
receipt has been posted in the meantime, the expected invoice amount is now 100 x 10 + 50 x 12 =
1600. Therefore there is no difference between the expected invoice amuont and the actual invoice
amount and the system posts the invoice document.

The system posts the individual items with the suggested quantities and values. As shown in the
example, you can have cases where price differences cancel each other out without being noted.

In Customizing for Invoice Verification, you configure the system to give invoices posted in the
background the status “correct” or “completed”.

TSCM52

16-8



SAP AG 1999

Invoice document
5100002015

Status:
contains errors

Invoice Overview

Status

Attempts Inv. Ver. type

5100002013 not verified 2
5100002015 verified as incorrect 1 ___

Invoice document
5100002015

Status:
posted

Post

Change

Item list

X 4151599002

100 pcs

Change

Set for background

processing again

Processing Invoices Verified as Incorrect

You must manually process an invoice document that was checked in the background and given the
status “contains errors”.

The R/3 System creates an error log for an invoice document that contains errors, indicating why it
could not post the invoice document.

You have the following options when processing an invoice document manually:

Change the invoice document and post it online

Change the invoice document and flag it for Invoice Verification in the background again

Flag the invoice document for Invoice Verification in the background without making any changes

If the R/3 System should not reprocess an invoice document that was verified as incorrect (for
example, because it was inadvertently entered twice), you can delete it.

TSCM52

16-9



SAP AG 1999

Enter invoices in the background

You are now able to:

Invoice Verification in the Background: Summary

TSCM52

16-10

Invoice Verification in the Background:

Exercises

Unit: Invoice Verification in the Background

At the end of this exercise, you will be able to:
• Enter invoices for processing in the background
• Manually process invoices verified in the background as

incorrect

For your largest invoices with hundreds of line items, the R/3
System is to match the total invoice amount to the expected value
from the purchase order and the goods receipts. If the variance is
within the tolerance limits, the R/3 System should post the
invoice. If the variance is too large, then you can correct the
problems on the Invoice Overview.

1-1

You receive several invoices that should match your purchase order data and goods
receipt data. Since invoice verification in the background will save you time later,
you use the transaction Enter invoice for invoice verification in background.

1-1-1 The first invoice:

INVOICE

Sapsota Company Limited

Vendor T-L15A##

Invoice date: (today’s date)
Invoice 1101##
This invoice refers to your purchase order number 41515131##

T-M15A##

Slugs for cast iron
spiral casings

30 pcs

300 UNI

T-M15B##

Flat gaskets

40 pcs

2000 UNI

Tax:

10% tax

230 UNI

Total due:

2530 UNI

Invoice number: _________________________________________

TSCM52

16-11

1-1-2 The second invoice:

INVOICE

Sapsota Company Limited

Vendor T-L15A##

Invoice date: (today’s date)
Invoice 1102##
This invoice refers to your purchase order number 41515132##

T-M15C##

Packing gaskets

70 pcs

1410 UNI

Tax:

10% tax

141 UNI

Total due:

1551 UNI

Invoice number: _________________________________________

1-1-3 The third invoice:

INVOICE

Sapsota Company Limited

Vendor T-L15A##

Invoice date: (today’s date)
Invoice 1103##
This invoice refers to your purchase order number 41515133##

T-M15B##

Flat gaskets

200 pcs

10000 UNI

T-M15C##

Packing gaskets

50 pcs

1100 UNI

Tax:

10% tax

1110 UNI

Total due:

12210 UNI

Invoice number: _________________________________________

1-1-4 The fourth invoice:

INVOICE

Sapsota Company Limited

Vendor T-L15A##

Invoice date: (today’s date)
Invoice 1104##
This invoice refers to your purchase order number 41515134##

TSCM52

16-12

T-M15A##

Slugs for cast iron
spiral casings

50 pcs

500 UNI

T-M15B##

Flat gaskets

200 pcs

10000 UNI

T-M15C##

Packing gaskets

300 pcs

6000 UNI

Tax:

10% tax

1650 UNI

Total due:

18150 UNI

Invoice number: _________________________________________

TSCM52

16-13

1-2

Display the documents entered on the Invoice Overview.

1-3

Start settlement program RMBABG00 by choosing

System

→ Services →

Reporting

. Enter the following selection criteria:

Field name

Values

Company code

1000

Vendor T-L15A##

Has the R/3 System already posted invoices?
____________________________________________________________

1-4

Display the documents entered on the Invoice Overview again. What has changed?
____________________________________________________________
____________________________________________________________
Do any of the invoices contain errors? Which ones? Why?
____________________________________________________________
____________________________________________________________

1-5

You would like to correct the third invoice. Return to the Invoice overview screen,
select a line, and choose Items to analyze the reason for the error.

1-5-1 Why did the R/3 System not post the third invoice? How can you correct it?

______________________________________________________
______________________________________________________
Correct the invoice and post the document.

1-5-2 Why did the R/3 System not post the fourth invoice? Can you have it verify

the invoice again in the background?
______________________________________________________
______________________________________________________

TSCM52

16-14

Invoice Verification in the Background:

Solutions

Unit: Invoice Verification in the Background

1-1

Logistics

→ Materials Management → Logistics Invoice Verification →

Document Entry

→ Enter Invoice for Invoice Verification in Background

1-1-1 You enter the following data on the Basic data tab page:

Field name or data type

Values

Document date

<today’s date>

Reference 1101##

Amount 2530

Tax amount

230

You enter the purchase order number as the allocation:

Field name or data type

Values

Purchase order/scheduling agreement

41515131##

You choose Save to save the document. A message appears displaying the
document number.

1-1-2 You enter the following data on the Basic data tab page:

Field name or data type

Values

Document date

<today’s date>

Reference 1102##

Amount 1551

Tax amount

141

TSCM52

16-15

You enter the purchase order number as the allocation:

Field name or data type

Values

Purchase order/scheduling agreement

41515132##

You choose Save to save the document. A message appears displaying the
document number.

1-1-3 You enter the following data on the Basic data tab page:

Field name or data type

Values

Document date

<today’s date>

Reference 1103##

Amount 12210

Tax amount

1110

You enter the purchase order number as the allocation:

Field name or data type

Values

Purchase order/scheduling agreement

41515133##

You choose Save to save the document. A message appears displaying the
document number.

1-1-4 You enter the following data on the Basic data tab page:

Field name or data type

Values

Document date

<today’s date>

Reference 1104##

Amount 18150

Tax amount

1650

TSCM52

16-16

You enter the purchase order number as the allocation:

Field name or data type

Values

Purchase order/scheduling agreement

41515134##

You choose Save to save the document. A message appears displaying the
document number.

1-2

Logistics

→ Materials Management → Logistics Invoice Verification →

Further Processing

→ Invoice Overview

Enter the following selection criteria:

Field name or data type

Values

User Lo515##

In the Invoice status area, you select all four possible statuses.

When you choose Execute, a list of invoices appears.

No invoice has been posted so far. For the first invoice, the difference is zero, so the
R/3 System will post this when the settlement program next runs.

1-3

When you choose

System

→ Services → Reporting

, the Program Execution

function appears. You enter the following data:

Field name or data type

Values

Program RMBABG00

When you choose Execute, the selection criteria screen appears. You enter the

following data:

Field name or data type

Values

Company code

1000

Vendor/Invoicing party

T-L15A##

When you choose Execute, the settlement program log appears.
The R/3 System posted at least one invoice.

TSCM52

16-17

1-4

Logistics

→ Materials Management → Logistics Invoice Verification →

Further Processing

→ Invoice Overview

Enter the following selection criteria:

Field name or data type

Values

User Lo515##

In the Invoice status area, you select all four possible statuses.
When you choose Execute, a list of invoices appears.

The posted invoice is flagged with a green traffic light. For the other invoices that
the R/3 System could not post, the invoice verification type has changed to Online
verification.

1-5

To analyze the errors, you position the cursor on the invoice in question and choose
Items.

1-5-1 You establish the following for the third invoice:

The R/3 System has determined a proposed quantity and a value for
purchase order item 10, but the invoice does not contain this item. You
deselect this item.
There is obviously a price variance in purchase order item 40. Correct the
proposed value.

Field name or data type

Values

Amount 1100

TSCM52

16-18

1-5-2 You establish the following for the fourth invoice:

The entire quantity ordered has obviously been invoiced for purchase order
item 30, although a goods receipt has been posted for only 50 pieces.
Since it is possible that the outstanding goods receipt for 250 pieces will be
posted before the settlement program runs again, it makes sense to have the
R/3 System verify the invoice in the background again.

You

choose

Back to return to the Invoice Overview. Choose the pushbutton

"Schedule background verification".

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