7134 TSCM 52 2 PARTE (17 21)

E-MSG

MÁSTER EN SOFTWARE DE GESTIÓN DE EMPRESA
SAP R/3

2003-2004
Certificación MM (7134)
Xavier Rovira-Juan Carlos Sarrasi
TSCM 52-2ª parte (17-21)

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SAP AG 1999

Automated Processing

Evaluated Receipt Settlement (ERS)

Invoice Receipt via EDI

Contents:

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SAP AG 1999

Perform Evaluated Receipt Settlement

Display the log for this transaction

Describe the EDI process

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

Automated Processing: Objectives

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SAP AG 1999

Automated Processing: Course Overview Diagram

Automated

Processing

Customizing for

Invoice Verification

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

To reduce paperwork and data entry errors, the
accounting department wants to test Evaluated
Receipt Settlement for two vendors. Whenever
goods receipts and returns are recorded, the
system creates the invoices each night.

For another vendor, your company receives and
processes invoices using EDI.

Automated Processing: Business Scenario

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SAP AG 1999

Vendor

Goods receipt

100 pcs

Company

information

Purchase
order

100 pcs at
10 UNI/pc.

Invoice

Evaluated Receipt Settlement

In Evaluated Receipt Settlement (ERS), goods receipts are settled directly without the vendor having
to issue an invoice. The R/3 System uses information from the purchase order and the goods receipt.
The system creates a message record at the time of settlement, which allows you to send the vendor a
letter about the settlement.

ERS is defined for each purchase order item. The R/3 System supports the buyer by suggesting
information from the vendor master record and the purchasing info record.

You can use ERS only if it is defined for the PO vendor in the vendor master record. If a purchase
order item is to be settled automatically, goods-receipt-based Invoice Verification must also be
active for the item.

You can narrow down the selection of goods receipts for settlement in several ways – for example,
by goods receipt posting date, by vendor, or by purchase order.

You can set the following options for the creation of invoice documents:

One invoice document per vendor

One invoice document per purchase order

One invoice document per purchase order item

One invoice document per delivery document/service entry sheet

If the invoiced quantity is greater than the delivered quantity because of returns, the R/3 System
creates a credit memo during ERS.

You cannot use ERS to settle delivery costs.

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SAP AG 1999

EDI – Electronic Data Interchange

Vendor

Customer

Request for quotation

Order acknowledgement

Quotation

Price catalog

Purchase order

Shipping notification

Invoice

Payment advice note

Post invoice

Many companies can transmit information to you electronically. This has the advantage that data is
available more quickly in the host system due to the automatic receipt of the data, and you can avoid
entry errors.

An invoice received via EDI contains the same information as a paper invoice.

If you receive an invoice via EDI, the system tries to post this invoice. The R/3 System determines
the items to be settled and suggests quantities and values for these items based on the purchase order
transmitted. In contrast to invoice verification in the background, the R/3 System checks invoices
received via EDI at item level.

If the EDI invoice matches the items that the R/3 System proposes, the system posts the invoice.

If the invoice contains variances, you can post it with the variances, reduce it, or hold it and process
it later manually, depending on the settings in Customizing.

You cannot settle subsequent debits/credits and delivery costs (planned and unplanned) via EDI.

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SAP AG 1999

Perform Evaluated Receipt Settlement

Display the log for this transaction

Describe the EDI process

You are now able to:

Automated Processing: Summary

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17-8

Automated Processing:

Exercises

Unit: Automated Processing
Topic: Evaluated Receipt Settlement (ERS)

At the end of this exercise, you will be able to:
• Have the R/3 System create invoices based on the goods

receipt data

To save on paperwork and data entry errors, the accounting
department wants to test ERS for two vendors. As soon as
receipts and return deliveries are entered, the R/3 System creates
the invoices and credit memos each night.

1-1

Your vendor, Abbott Supplies (T-L15B##), will be used to test ERS processing.
Verify the vendor master record Purchasing Data view to check if ERS is possible
with this vendor (field AutoEvalGRStmtDel).

1-2

Execute ERS in Logistics Invoice Verification. Select your vendor T-L15B##
only. Execute the settlement using document selection 3 (Document selection per
order item) and test mode. Choose one purchase order to settle in the next question.
Purchase order number: _____________________________________

1-3

Execute ERS again for the purchase order that you selected in question 1-2 for your
vendor T-L15B##, document selection 3, without using test mode. What documents
did the R/3 System post? Write down the document numbers.
____________________________________________________________
____________________________________________________________
____________________________________________________________

Display one of the documents.

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1-4 OPTIONAL:

You receive an invoice for an ERS purchase order from an ERS

vendor.
Use the ERS test mode to search for a purchase order that you have not yet settled.
Purchase order number: __________________________________
Post an invoice for this purchase order manually.
How does this affect the next ERS run?
____________________________________________________________
____________________________________________________________
____________________________________________________________

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Automated Processing:

Solutions

Unit: Automated Processing
Topic: Evaluated Receipt Settlement (ERS)

1-1

Logistics

→ Materials Management → Purchasing → Master Data →

Vendor

→ Purchasing → Display (Current)

Enter the following data:

Field name or data type

Values

Vendor T-L15B##

Purchasing organization

1000

Select Purchasing data and choose Enter. The purchasing data appears. In the
Control data area, the field AutoEvalGRSetmtDel. is selected.

1-2

Logistics

→ Materials Management → Logistics Invoice Verification →

Automatic Settlement

→ Evaluated Receipt Settlement (ERS)

Enter the following selection criteria:

Field name or data type

Values

Company code

1000

Vendor T-L15B##

Document selection

Select Test run. When you choose Execute, a list of the purchasing transactions to
be settled appears.

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1-3

Logistics

→ Materials Management → Logistics Invoice Verification →

Automatic Settlement

→ Evaluated Receipt Settlement

Enter the following selection criteria:

Field name or data type

Values

Company code

1000

Vendor T-L15B##

Purchasing document

Deselect Test run.
When you choose Execute, the system posts the invoice for the purchase order
items. A list appears showing which invoices the system created. When you choose
Invoice, you can display the invoice for the line on which your cursor is placed.

1-4

If you enter an invoice manually for the delivered quantity of a purchase order item
for which ERS is defined, the system creates a zero invoice for this item during the
next ERS run. If you enter a partial invoice manually, the system creates an invoice
for the quantity still to be settled during the next ERS run.

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SAP AG 1999

GR/IR Account Maintenance

GR/IR Clearing Account Maintenance

Account Movements When Maintaining the GR/IR
Clearing Account

Contents:

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SAP AG 1999

Perform GR/IR clearing account maintenance

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

GR/IR Account Maintenance: Objectives

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GR/IR Account Maintenance: 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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The goods receipt/invoice receipt clearing account
is used for clearing goods receipts and invoices. In
the case of quantity differences between goods
receipts and invoice receipts, some items remain
open on the GR/IR clearing account. If further
deliveries, return deliveries, invoices, or credit
memos do not clear a quantity difference for a
purchase order item, you have to maintain the
GR/IR clearing account for this item.

GR/IR Account Maintenance: Business Scenario

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Return delivery

3 pcs

Credit
memo

30 pcs at
10.00 UNI/pc.
= 300 UNI

Purchase
order

100 pcs at
10.00 UNI/pc.

Goods receipt

30 pcs

Goods receipt

50 pcs

Purchase
order

100 pcs at
10.00 UNI/pc.

Goods receipt

100 pcs

Invoice

80 pcs at
10.00 UNI/pc.
= 800 UNI

Invoice

97 pcs at
10.00 UNI/pc.
= 970 UNI

Invoice

3 pcs at
10.00 UNI/pc.
= 30 UNI

Quantity Variances

The GR/IR clearing account is cleared for a purchase order item when the delivered quantity and the
invoiced quantity are the same.

If the invoiced quantity is greater than the delivered quantity, the R/3 System expects another goods
receipt.

If the delivered quantity is greater than the invoiced quantity, the R/3 System expects another
invoice.

Any differences on the GR/IR clearing account must be cleared. If the differences are not cleared by
another goods receipt (or a credit memo) or by an invoice (or a return delivery), you must maintain
the GR/IR clearing account manually.

Before maintaining the GR/IR clearing account, you should establish that no further goods receipts
or invoices are to be posted for a purchase order item.

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SAP AG 1999

Goods receipt

100 pcs

Stock account

GR/IR account

Vendor account

1000 +
1000 -

970 +
970 -

Goods

receipt

Invoice

30 -
30 +

GR/IR account

maintenance

Purch. order

100 pcs
10.00 UNI/pc.

Invoice

97 pcs
10.00 UNI/pc.
= 970 UNI

Account Movements with Account Maintenance

The system creates an open item on the GR/IR clearing account as a result of the difference between
the delivered quantity and the invoiced quantity.

If no further invoice is received (or return delivery created), you must clear the open item manually.

The system credits or debits the stock account as a result of the clearing of the GR/IR account. For a
material with moving average price, the system only credits or debits the stock account if there is
sufficient stock coverage. Otherwise, it makes the posting to a price differences account.

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SAP AG 1999

Perform GR/IR clearing account maintenance

You are now able to:

GR/IR Account Maintenance: Summary

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GR/IR Account Maintenance:

Exercises

Unit: GR/IR Account Maintenance

At the end of this exercise, you will be able to:
• List the GR/IR account maintenance functions

The GR/IR clearing account is used for clearing goods receipts
and invoices. Some differences are not cleared by further goods
receipts or invoices. You have to clear these differences manually.

1-1

As the accounting supervisor, you want to clear the GR/IR account of small
differences for vendor T-L15A##.

1-1-1 In the selection criteria, enter vendor T-L15A##, quantity variances less

than 50%, purchase orders older than blank months. Select Prepare list.

1-1-2 Choose

Execute. Display the purchase order history for one of the items.

Select the items that you want to process. Choose Post clearing.

1-1-3 Choose

Display document. Which accounts and amounts were posted?

OPTIONAL: Fill in the table.

Item

Account

Amount

001

002

003

004

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18-9

GR/IR Account Maintenance:

Solutions

Unit: GR/IR Account Maintenance

1-1

Logistics

→ Materials Management → Logistics Invoice Verification →

GR/IR Account Maintenance

→ Maintain GR/IR Clearing Account

1-1-1 In

the

Selection criteria area, you enter the following:

Field name or data type

Values

Vendor T-L15A##

Qty var. less than/equal to

Last movement before key date Today’s date

1-1-2 When you choose Execute, a list of purchase order items appears. You can

display the goods receipts and invoices for a purchase order item by placing
your cursor on an item and choosing PO history.
You select one or more purchase order items by clicking the selection field.
When you choose Post clearing, the system posts a document that clears the
GR/IR clearing account. This also updates the purchase order history. You
return to the selection screen.

1-1-3 When you choose Display document, the document overview appears. The

system proposes the last document posted. When you choose Enter, the
document overview appears. From here, you can do the following:

Display the postings by choosing

Extras

→ Accounting view

The system clears the GR/IR clearing account and, if possible, posts the
offsetting entry to the stock account. Otherwise it posts the offsetting entry
to a price difference account. You are able to:

Display the purchase order history by choosing

Environment

→ PO

history

Account maintenance is listed under Invoices in the purchase order history.
It changes the total quantity invoiced.

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SAP AG 1999

Customizing for Invoice Verification

Customizing Settings for Invoice Verification

Contents:

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SAP AG 1999

List the Customizing steps required for Invoice
Verification

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

Customizing for Invoice Verification: Objectives

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SAP AG 1999

Customizing for Invoice Verification: 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

To simplify maintenance as your needs change,
you want to summarize the changes that your
company has made to Customizing in the Invoice
Verification area.

Customizing for Invoice Verification: Business

Scenario

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SAP AG 1999

Message: Price too high

Error message

Warning message

Invoice Verification

1020

Non-expert

Expert

Material
100-3412

Quantity
100

PO price
10

Amount
1000

System Messages

You can configure certain error messages to appear as either a warning message or an error message,
or so that they do not appear at all.

You can do this so that it applies to all employees or for certain employees only.

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SAP AG 1999

Invoice

Material A 1000
Material B 2000
Material C 3000
Tax 600
Total 6600

Post

FI document

Transactions

Amounts

Program

Posting
key

Customizing

Accounts

6600 +

900 -
100 -

2020 -

20 +

2980 -

20 -

600 -

001
002
003
004
005
006
007
008

31
86
89
86
93
86
93
40

1230
191100
300100
191000
231000
191000
232000
154000

Rogers & Hart
GR/IR account
Stock account
GR/IR account
Price differences
GR/IR account
Price differences
Tax account

MM document

Automatic Postings

When posting an invoice, the R/3 System automatically determines which transactions it must post.

A chart of accounts is assigned to each company code. For each chart of accounts, you define which
accounts the R/3 System is to post to for the individual transactions.

For certain transactions, you can configure the accounts to depend on the valuation area or on the
debit/credit indicator.

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Document Types and Number Ranges

Transaction

Document type

Transaction

Net/

gross

Account

types

Accounting document

Material
document

Number

interval

Number

interval

manual

automatic

Number

interval

Number

range

Number

range

Number

range

In the case of the invoice document in Materials Management, the number range is configured to
depend on the transaction concerned. There are two transactions:

RD for manual invoice entry

RS for automatic document creation, such as invoice reversal, ERS, and EDI

You configure for each transaction, the document type that the R/3 System is to suggest for the
accounting document when calling up the transaction. If the system creates more than one
accounting document (such as a revaluation document or an invoice reduction document), you can
configure separate document types for each one.

The accounting document type controls whether the R/3 System posts the document net or gross,
which account types are allowed, and which number range the system is to use. Document types RE
for gross posting and RN for net posting are supplied in the standard system.

The number interval from which the R/3 System assigns the document number depends on the
number range used. You can configure the number ranges to depend on the relevant year.

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SAP AG 1999

Taxes - Foreign Currencies

Proposed
tax codes

In basic data

For unplanned

delivery costs

Post

exchange rate

differences

GR exchange rate -

Invoice exchange rate

Invoice exchange

rate - planned

exchange rate

No exchange rate

differences

Taxes in

invoice

reduction

In Customizing, you can configure which tax code the system is to suggest for each company code
when you enter invoices.

For invoice reduction, you can define whether the original document should be posted with a
reduced tax or if the tax should be corrected in the reduction document.

If you do not want the system to distribute unplanned delivery costs among the items, but to post
them to a separate G/L account instead, you can set a tax code for this, which the system suggests
when you enter invoices.

In the case of invoices in foreign currencies, exchange rate differences can occur. In Customizing,
you can configure if the system is to post these differences to separate exchange rate difference
accounts and how it determines them.

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SAP AG 1999

...

Unplanned Delivery Costs – Report PO Texts

Distribute

among the

invoice items

Post to a separate

G/L account

General: Messages

with PO texts

Unplanned

delivery costs

Price types

Dates

Guarantees

Yes

PO text types

Note PO text

Enter invoice

The R/3 System can either distribute unplanned delivery costs among the invoice items affected or
post them to a separate G/L account.

You can create various purchase order texts in the purchase order. In Customizing, you can configure
if the R/3 System is to inform the accounts payable clerk when texts exist. Since not all text types are
relevant for the accounts payable clerk, you can also configure for which texts the R/3 System is to
display a message.

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SAP AG 1999

R/3 System

Settings for Bar Code Entry

Document type

Bar code

Document

type

Bar code

Store

SAP ArchiveLink

Storage system

Storage server

Company code

Document type

Bar code _________

Enter invoice

R/3 System

Document type

Invoice

Bar code _________

Scanner

If you enter the paper invoice in a storage system, you must assign the invoice document to this
document. You use the bar code for this.

You can assign a paper document type to each document type for each company code.

In the settings for bar code entry, you can set if bar code entry is active and if the R/3 System is to
check the bar code entered depending on the document type and the user.

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SAP AG 1999

Direct Posting - Aggregation

...

G/L account

to Material

Aggregation

Activate

direct posting

Purchase

order

Material

Delivery note

Aggregation criteria

Plant

Layout

You must activate direct posting in Customizing to be able to post directly to material or G/L
accounts in Logistics Invoice Verification. If direct posting is not activated, the item lists for direct
posting are hidden in the invoice entry transaction.

For very large invoices, it is often useful to aggregate the item list according to certain criteria. To do
this, you must set up aggregation variants in Customizing. When you enter an invoice, you choose an
aggregation variant via the layout. For this reason you must define a layout for each aggregation
variant. You also have to determine the criteria to be used for aggregation.

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SAP AG 1999

Item List Variants

Tax data

Item list

Item
001
002

001
002

Item
001
002

Tax data

Item list

Item
001
002

Invoice

information

PO
4500012389
4500012389

4500020143
4500020143

Material
100-4291
200-1222

Text
Lantern rings
Casings

Paper
Repairs

Qty
100
50

16
2.5

UoM
pcs
pcs

car
hr

Amount
2000
3600

480
196

Account

400000
400100

Cost center

1000
1050

Asset ...

PO
4500012389
4500012389

Material
100-4291
200-1222

Text
lantern rings
casings

Qty
100

Amount
2000
3600

Amount
480
196

Text
Paper
Repairs

Account
400000
400100

Cost center
1000
1050

Qty
16
2.5

UoM
car
hr

When entering invoices, the accounts payable clerk receives all items for settlement on the item list.
Each line contains a lot of information.

To enable you to view important information comfortably and so that you do not have to frequently
scroll to the left and right, item list display variants have been defined.

If the display variants supplied do not meet your company’s requirements, you can define more item
list display variants in Customizing.

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SAP AG 1999

Company code

Duplicate Invoice Check

Vendor master record

Duplicate invoice check

Invoice

Vendor
Reference
Date
Amount
Currency

Customizing

Company code

Invoice

Vendor
Reference
Date
Amount
Currency

Customizing

If you have set the Duplicate invoice check indicator in a particular vendor master record, when you
enter an invoice for this vendor and there is an entry in the field Reference, the R/3 System always
checks if there is already an invoice containing the same data as that just entered. The following data
is checked:
company code, vendor, reference, document date, amount, and currency

In Customizing, you can decide if the R/3 System is to take into account the company code, the
reference, and the date as check criteria.

Example: The following invoice has already been posted in your R/3 System:
Company code 0001, vendor 1230, reference a2b3c4, document date 10/22/, amount 1000, currency
UNI. You now enter the following invoice:
Company code 0001, vendor 1230, reference ab23c4, document date 10/22/, amount 1000, currency
UNI. If you have set the reference as the check criteria, the R/3 System does not interpret the second
invoice as a duplicate. If you have set Do not check reference, a message appears stating that you
might have entered the invoice twice.

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Document Parking: Workflow

Parked

Deleted

Release criteria

Activate workflow

example for

Release for posting

Activate workflow

example for

Completion

Parked

Posted

Saved as

Complete

Debit/Credit

Release

group

Company

code

Amount

Saved as

Complete

When you activate the workflow "Complete", a work item is generated during "Parking".

When you activate the workflow "Release", a work item is generated during "Save as complete", if a
release is required for the document according to the release criteria.

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SAP AG 1999

Define payment block

Manual block on the tab

page “Payment”

Settings for Invoice Blocks

Define tolerance limits

Automatic block in the

case of variances

Automatic block

Stochastic block

Activate

Threshold value

percentage

Upper limits

check: yes/no

Tolerance key

Quantity variance

Price variance

Item amount

...

Automatic block

Check item amount

Activate

Item category

Goods receipt

yes/no

You can define various payment blocks for blocking invoices manually at header level. In the case of
an automatic payment block, the R/3 System sets payment block R.

There is a tolerance key for each variance type (for example, quantity variance, price variance), for
which you must configure tolerance limits. There is also a tolerance key for the checks on the item
amount, small differences, and the maximum price change.

If the R/3 System is to block invoice items above a certain amount, you must activate the amount
check in Customizing. You can also narrow down the check depending on the item category and the
goods receipt indicator. You enter the actual amount in the tolerance limits.

In the case of stochastic blocking, the R/3 System blocks invoices at random. If you activate the
stochastic block, you must also define the probability of the R/3 System blocking an invoice.

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Tolerance

Settings for EDI in Invoice Verification

Partner (vendor)

Company

code

Tax

code

Document type

Reaction to

variances

Accept

Only park

Reduce

Accept
or park

EDI

You must make the following settings to receive invoices via EDI:

How your R/3 System uses the company information transmitted by the business partner to

determine the company code in which it posts the invoice

Which document type the R/3 System is to post the document with

How the R/3 System is to convert the tax codes that the business partner transmits to the tax codes

used in your R/3 System.

How the R/3 System is to react if the business partner transmits different quantities and values to

those expected based on the purchase order and the purchase order history:

- The R/3 System reduces the invoices by the difference at item level.

- It accepts the differences. (The system might block the invoice for payment.)

- It parks the invoice. You then have to process the invoice manually.

- It accepts differences only when the total of the differences is within the tolerance range. If this

is not the case, the R/3 System parks the invoice.

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SAP AG 1999

Buyer

• Condition tables

• Access sequences

• Message types
• Message schemas
• Requirements
• Conditions
• Forms

Message determination

Message Determination in Invoice Verification

Consignment

settlement

ERS

settlement

Mail in the event

of a

price variance

Invoice

reduction

Vendor

In the case of a price variance, the R/3 System can inform the buyer by e-mail.

In the case of consignment settlement, you must send the vendor a statement of settlement, so that
the vendor can check the payment and has an overview of the quantities of the consignment stocks.

In the case of Evaluated Receipt Settlement (ERS), you must send the vendor a statement of the
invoices created, so that the vendor can compare the payments made to the purchase orders and
deliveries.

When you reduce an invoice, you must inform the vendor so that differences between the payments
and the receivables can be accounted for.

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SAP AG 1999

Authorizations and profiles

Tolerance groups

Company code

Plant

Blocking reasons

Manual acceptance

Maximum posting amount

Maximum cash discount

Customizing

User master
record

Authorization in Invoice Verification

You can use authorizations and profiles to set the following for each user:

The company codes for which the user can post documents

The plants for which the user can post invoices

The blocking reasons which the user can delete

If the user can manually accept variances without item reference

You can assign each user to a tolerance group. You set the maximum amount and the maximum cash
discount that the tolerance group is allowed to post.

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SAP AG 1999

Enhancements in Invoice Verification

EDI invoice receipt

Message

output

ERS settlement

Proposed account

assignment for invoices for

blanket purchase orders

Item text in subsequent

documents

Number assignment

Account grouping for GR/IR

account determination

Consignment/

pipeline settlement

Tolerance checks

At various points in Invoice Verification, you can use enhancements to influence how the R/3
System updates information for specific vendors.

An enhancement consists of one or more function modules in which you can write your own coding.

For documentation on the individual enhancements, see the relevant function modules.

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19-20



SAP AG 1999

List the Customizing steps required for Invoice
Verification

You are now able to:

Customizing for Invoice Verification: Summary

TSCM52

19-21

Customizing for Invoice Verification:

Exercises

Unit: Customizing for Invoice Verification

At the end of this exercise, you will be able to:
• List the Customizing steps required for Invoice Verification

You have to configure Customizing for Invoice Verification to
optimize the invoice verification process.

1-1

OPTIONAL: There are various settings that you need to modify for your company.
Find the menu paths for these functions.

1-1-1 Define message M8 225 “Evaluated receipt settlement is active for purchase

order & &” as an error message for all employees.
______________________________________________________

1-1-2 Define vendor-specific tolerances.

______________________________________________________

1-1-3 For company code 1000, configure the R/3 System to block invoice items

for external services above 1000 UNI.
______________________________________________________
______________________________________________________

1-1-4 Define a small price differences tolerance.

______________________________________________________

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19-22

1-1-5 Check which accounts the R/3 System posts to in the case of price

differences.
______________________________________________________

1-1-6 Define notifiable PO supplement texts.

______________________________________________________

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19-23

Customizing for Invoice Verification:

Solutions

Unit: Customizing for Invoice Verification

1-1

Tools

→ Accelerated SAP → Customizing → Edit Project

When you choose SAP Reference IMG, the entire Implementation Guide appears.
You make the settings for Logistics Invoice Verification in the node

Materials

Management

→ Logistics Invoice Verification →

….

For the individual subtasks, you add the following to this menu path:

1-1-1

→ Define Attributes of System Messages

1-1-2

→ Incoming Invoice → Configure Vendor-Specific Tolerances

1-1-3

→ Invoice Block → Item Amount Check → Activate Item Amount

Check

→ Invoice Block → Item Amount Check → Set Item Amount Check

→ Invoice Block → Set Tolerance Limits

(Tolerance key AP)

1-1-4

→ Invoice Block → Set Tolerance Limits

(Tolerance key BD)

1-1-5

→ Configure Automatic Postings

(transaction PRD)

1-1-6

→ Incoming Invoice → Edit PO Text in Invoice Verification

TSCM52

20-1



SAP AG 1999

Conclusion

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

TSCM52

20-2



SAP AG 1999

Conclusion: 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

TSCM52

20-3



SAP AG 1999

Enter invoices for inventory and non-inventory
items

Describe the updates and account postings that
result

Modify cash discount terms and tax information

Set tolerances for prices, quantities, and
amounts, and release blocked invoices

Enter planned and unplanned delivery costs

Conclusion: Course Objectives (1)

You are now able to:

TSCM52

20-4



SAP AG 1999

Post invoices in the background

Adjust values with subsequent debits and credits
or with invoice reduction postings

Process evaluated receipt settlements

Maintain the GR/IR clearing account

Configure the Invoice Verification functions

Conclusion: Course Objectives (2)

You are now able to:

TSCM52

21-1



SAP AG 2002

Course: Mini Case Study



SAP AG 2002

TSCM52

21-2

Case Study Exercises

Unit: Case Study

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

• Test your knowledge of Materials Management transactions
• Configure the R/3 system in order to perform Logistics functions.
• Configure the R/3 system in order to perform certain Inventory

Management functions.

This lesson provides the opportunity to put into practice several materials
management concepts that you have studied to this point. Within a limited
time period you will be assigned a series of tasks to complete to meet the
business requirements defined by the project team.

In your role on the Project Team, you have made great progress with the basics
of procurement. However, to further test the R/3 functionality, the Project
manager has suggested you complete the tasks listed below. Complete the
following using any references you need (e.g., R/3 Documentation, Participant
Handbook, each other, etc)

A limited amount of information is provided. For required fields
you may use any value of your choice unless specified otherwise
in the exercise.

1-1

A new plant is to be created in Atlanta. This plant belongs to company code 1000
and purchasing organization 1000. Create plant Z## by copying the data from plant
1000. Then check all the necessary assignments.

1-2

The project team has decided that a new material type will need to be created. This
new material type should be based on a raw material type but should be configured
to allow both purchasing and sales views. Configure material type X## with these
requirements.

1-3

To test your configuration, create a new material master record using your new
material type. Create the Basic, Purchasing, and Accounting views. Assign this
material to your new plant.
Material Number: _______________________________________

1-4

A member of the project team has run into a problem and needs your help. Is it
possible to make the net weight field required for the new material type? Make the
necessary configuration changes using a new field reference field X##.

TSCM52

21-3

1-5

Test this configuration by creating a new material. Is the net weight field required?
Material Number: _______________________________________

1-6

We need to enter the beginning inventory levels in the new plant and we don’t have
purchase orders to receive. Is there a movement type that can handle this situation?
Post a receipt into storage location 0001 in your plant Z## using this movement
type.

1-7

Create a source list for your new material and your new plant. Use vendor 1000 as
a valid source for the remainder of the year.

1-8

Create a purchase order using vendor 1000 and purchasing organization 1000.
Order a quantity of 100 of your new material and use your new plant Z##.
Purchase Order: _____________________________________

1-9

Post a goods receipt of 80 against this purchase order.
Material Document Number: ____________________________________

1-10 One of the project team members has asked you to help him understand the Invoice

Verification process. Post an invoice against your purchase order (From step
seven) for the total quantity of 100, not just the quantity received.
Are you able to save the invoice? Why? Is the invoice blocked for payment?
___________________________________________________________

1-11 Where can we see if the invoice is blocked? What is the blocking reason?

1-12 Release the blocked invoice for payment

1-13 Display your purchase order. Where can we see the invoiced quantity and the open

quantity for the purchase order?
____________________________________________________________

1-14 A member of the project team has run into a problem and is seeking your advice. In

situations where there are quantity differences between the goods receipt and the
invoice (for a purchase order) the result is a balance on the GR/IR clearing account.
How can these GR/IR account differences be cleared in the R/3 system? Research
this question and explain to the project team member how this transaction works
and where the menu option can be found.
Demonstrate this functionality using the purchase order created in step 1-8.
Clear the GR/IR balances for your purchase order only.

1-14 A member of the project team is not sure where to find the total value and quantity

TSCM52

21-4

Case Study Solution

Unit: Case Study

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

• Test your knowledge of Materials Management transactions
• Configure the R/3 system in order to perform Logistics functions.
• Configure the R/3 system in order to perform certain Inventory

Management functions.

A limited amount of information is provided. For required fields
you may use any value of your choice unless specified otherwise
in the exercise.

1-1

Menu path From the IMG: Enterprise Structure

→ Definition → Logistics-

General

→ Define, Copy, Delete, check Plant. Then Copy, delete, check plant.

1-2

Menu path From the IMG: Logistics – General

→ Material Master → Basic

Settings

→ Material Types → Define Attributes of Material Types

1-3

Menu Path: Logistics

→ Materials Management →Material Master →

Material

→ Create (General) → Immediately

TSCM52

21-5

1-4

What is the technical name of the Net Weight field? Go to the field and
choose Help, then Technical Information
MARA – NTGEW

Which field reference is attached to your new material type?
Answer: ROH

Menu path From the IMG: Logistics – General

→ Material Master →

Basic Settings

→ Material Types → Define Attributes of Material Types

Create a new field reference X## by copying field reference ROH.

Menu path From the IMG: Logistics – General

→ Material Master

→Field Selection → Assign Fields to Field Selection Groups

To which field selection group does the field Net Weight belong?
Answer: 016

Change the control string for field reference X## to make the fields in
field selection group 16 required.

Attach the new field reference X19 to your new material type X19.

Menu path From the IMG: Logistics – General

→ Material Master →

Basic Settings

→ Material Types → Define Attributes of Material Types

1-5

Test this configuration by creating a new material. Is the net weight field required?
Material Number: _______________________________________
Answer: Yes, the new weight field and the other fields in the field selection
group are required. A field can be moved to another field group if it has a
different field selection.

Menu Path: Logistics

→ Materials Management →Material Master →

Material

→ Create General → Immediately

1-6

1-7

Create a source list for your new material and your new plant. Use vendor 1000 as
a valid source for the remainder of the year.

Menu Path: Logistics

→ Materials Management → Purchasing → Master

Data

→Source List → Maintain

TSCM52

21-6

1-8

Menu Path: Logistics

→ Materials Management →Purchasing → Purchase

order Create

→Vendor Known

1-9

Post a goods receipt of 80 against this purchase order.
Material Document Number: ____________________________________

Menu Path: Logistics

→ Materials Management → Inventory Management →

Goods Movement

→ Goods Receipt → For Purchase Order → GR for

Purchase Order

1-10 One of the project team members has asked you to help him understand the Invoice

Menu Path: Logistics

→ Materials Management → Logistics Invoice

Verification

→ Document Entry → Enter Invoice

You will be able to save the invoice but it will have a quantity block because
the invoice quantity is greater than the quantity received.

1-11 Where can we see if the invoice is blocked? What is the blocking reason?

Menu Path: Logistics

→ Materials Management → Logistics Invoice

Verification

→ Further Processing → Display Invoice Document

1-12 Release the blocked invoice for payment

Menu Path: Logistics

→ Materials Management → Logistics Invoice

Verification

→ Further Processing → Release Blocked Invoices

Run this report for your purchasing group and vendor 1000.

1-13 Display your purchase order. Where can we see the invoiced quantity and the open

quantity for the purchase order?
____________________________________________________________
Answer: PO Header Status

TSCM52

21-7

1-14 A member of the project team has run into a problem and is seeking your advice. In

situations where there are quantity differences between the goods receipt and the
invoice (for a purchase order) the result is a balance on the GR/IR clearing account.
How can these GR/IR account differences be cleared in the R/3 system? Research
this question and explain to the project team member how this transaction works
and where the menu option can be found.

Demonstrate this functionality using the purchase order created in step 1-8.
Clear the GR/IR balances for your purchase order only.

Menu Path: Logistics

→ Materials Management →Logistics Invoice

Verification

→

GR/IR Account Maintenance

→ Maintain GR/IR Clearing

Account.

Remember to clear the GR/IR balances for your purchase order only.

Answer: Quantity differences between goods receipt and invoice for a
purchase order result in a balance on the GR/IR clearing account. If no more
goods or invoices are to be received, you must clear the balance manually.

1-15 A member of the project team is not sure where to find the total value and quantity

of the material created in step 1-3. What is the total value? What is the total
quantity? Is the value of consignment material included in this total?
____________________________________________________________
Answer: The total stock quantity and total value is displayed on the
accounting view on the Material Master. Vendor consignment is not included
in the total because it is still owned by the vendor.

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