ap invoice & credit note processing

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Unit 3: Invoice and Credit Note Processing

SAP-ERPAccounts PayableVersion 1.0

Unit 3: Invoice and Credit Note Processing

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Unit 3: Invoice and Credit Note Processing

Course AgendaUnit 1: Introduction Unit 2: Master Data Unit 3: Invoice and Credit Note Processing Unit 4: Payments Unit 5: Inquiries Unit 6: Reporting

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Unit 3: Invoice and Credit Note Processing

Unit ObjectivesAt the completion of this unit, you will be able to:

Understand non-Purchase Order and Purchase Order related invoice and Credit Memo processing. Perform non-Purchase Order related invoice and Credit Memo processing Perform purchase invoice processing through Logistics Invoice Verification

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Unit 3: Invoice and Credit Note Processing

Transaction CodesFinance module- Non-Purchase order related invoices

AP Invoice Entry FB60 AP Credit Memo Entry FB65

Note: Credit memo via FB60 if triggering workflow

Document Change FB02 Document Display FB03 Document Reverse FB08

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Unit 3: Invoice and Credit Note Processing

Key Terms

2 Way- Match Concept 3 Way-Match Concept Logistics Invoice Verification

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Unit 3: Invoice and Credit Note Processing

SAP R/3 Process

Represents a process within LIMS

6Represents a manual process outside of LIMS

Unit 3: Invoice and Credit Note Processing

In Summary PO Related Invoices

3 Way Match Concept

Two way match concept1. Purchase Order 2. Invoice Receipt 3. Approval obtained 4. Payment

2 FI documents created to record Dr and Cr entries

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Unit 3: Invoice and Credit Note Processing

Non-PO Related Invoices and Credit Memos

Invoices and Credit Memos not requiring a Purchase Order are entered directly into SAP through the Accounts Payable module. Approvals:

Can be approved before they are entered into SAP R/3. Can be entered and blocked for payment then trigger non-PO workflow

Examples of purchases that do not require a Purchase Order are:

Utilities Contributions

Note: See Admin Policy 601

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Unit 3: Invoice and Credit Note Processing

SAP Accounts Payable Module Screen Non-PO Invoice and Credit Note Processing

Non-PO Invoice Entry Transactions

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Unit 3: Invoice and Credit Note Processing

Non-PO Invoice Entry (FB60)Note: May need to set your editing options to make document type visible

Net doc type: Invoice amount less the discount posts to the expense account Gross doc type: Full amount posts to expense account; discount taken will post to cash discount account during payment run

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Unit 3: Invoice and Credit Note Processing

PO Related Invoices and Credit Memos

Invoices requiring a purchase order are entered into the Materials Management module of SAP R/3 through Logistics Invoice Verification in order to verify them against the Purchase Order (PO) and the Goods Receipts (GR). In SAP R/3, 3-way matching process is known as Invoice Verification. Invoices which fall outside the price/quantity tolerances are blocked from payment.

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Unit 3: Invoice and Credit Note Processing

SAP Accounts Payable Module Screen PO Invoice and Credit Note Processing

Invoice Verification Transactions

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Unit 3: Invoice and Credit Note Processing

PO Related Invoice Displaying PO (ME23N)

PO History tab allows you to see any goods receipts, invoices posted13

Unit 3: Invoice and Credit Note Processing

PO Related Invoice Entry via LIV (MIRO)

Selecting calculate tax tells the system to determine amount, versus you entering it directly

Entry of PO number results in lines below being populated. Accounting treatment is derived from PO.

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Unit 3: Invoice and Credit Note Processing

PO Related Invoice LIV Details Tab

Freight charges can be entered via the Unplanned Delivery Costs

If remit-to information is incorrect, use Inv. Party to select correct vendor

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Unit 3: Invoice and Credit Note Processing

PO Related Invoice LIV Payment Tab

Note: remember to check the payment terms after selecting a new remit-to vendor, as this may have changed the terms originally defaulted form the PO16

Unit 3: Invoice and Credit Note Processing

PO Related Invoice LIV Simulation

Provides overview of the Acctg doc to be posted

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Unit 3: Invoice and Credit Note Processing

Logistics Invoice Verification

Invoice Verification is the process of entering and checking vendor invoices. The invoices are verified against the Purchase Order and Goods Receipt or an approval is obtained. In SAP R/3, 3-way matching process is known as Invoice Verification. Credit memos with reference to a PO are posted to the MM module through the invoice verification process also. Matching Process:Vendor Invoice

=

Vendor Purchase Order

=

Goods Receipt or Approval18

Unit 3: Invoice and Credit Note Processing

Other Accounts Payable Processing Functions

Reverse a Document Display Documents Change Documents

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Unit 3: Invoice and Credit Note Processing

Transactions for Additional Functionality

Display Change Transactions

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Unit 3: Invoice and Credit Note Processing

Reversing Vendor Invoices

If documents are entered incorrectly, they can be reversed. Reversing open invoices prevents the invoice from any further processing. An invoice may be reversed if the invoice has not been selected for payment or a check has not been generated through the payment program. The invoice must be reversed through the module in which it was posted.

Non-PO Invoices - posted in FI/AP, must be reversed in FI/AP. PO Invoices - posted in MM/LIV, must be reversed in MM/LIV.

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Unit 3: Invoice and Credit Note Processing

Reversing Documents Transaction CodesFI/AP Reversal Transactions MM/LIV Reversal Transactions

Note: Currently auto-clear program does not work for MR8M reversals; must clear manually via F-4422

Unit 3: Invoice and Credit Note Processing

Change/Display Documents

It is possible to change certain fields on a posted invoice or credit note

Reference field Payment Terms Text fields

Similar to reversing a document, an invoice posted in FI/AP is changed in the FI/AP module and an invoice posted in MM/LIV is changed in MM /LIV.

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Unit 3: Invoice and Credit Note Processing

Display Documents Posted

It is possible to display a list of transactions for a particular user, date range, and/or doc type. Transaction FB03 (select list will bring up this screen):

Possible Selection Screen

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Unit 3: Invoice and Credit Note Processing

Unit Recap

Non-PO related invoice and credit memo processing PO related invoice and credit memo processing Additional Processing Functionality

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Unit 3: Invoice and Credit Note Processing

Questions and Answers

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