Saudi Arabian Airlines

MM Invoice Verification

MM_07

User Training Manual

2008
Version: 01

MM Invoice Verification

MM_07 : MM Invoice Verification

Contents
1.

Course Overview: MM Invoice Verification.........................................................3

2.

Curriculum..........................................................................................................4

3.

Course Introduction............................................................................................5

4.

Purchasing Process Overview ...........................................................................6

5.

Business Impacts.............................................................................................11

6.

5.1.

Key Impacts...........................................................................................11

5.2.

Glossary ................................................................................................11

5.3.

Post Go Live Support Process ..............................................................11

Practical Component........................................................................................12
Exercise 1: Enter Incoming Invoice referencing a PO - MIRO.........................13
Exercise 2: Display Invoice Document - MIR4.................................................15
Exercise 3: Display List of Invoice Documents - MIR5 ....................................16
Exercise 4: Release Blocked Invoices - MRBR...............................................17
Exercise 5: Cancel Invoice Document - MR8M ...............................................19

MM Invoice Verification

1. Course Overview: MM Invoice Verification

1.1. Course Version:
2008 - Version 1
1.2. Duration
1 Day
1.3. Course Goals
At the completion of the course the delegates should be able to:
1. Enter \ display Incoming Invoice referencing a PO
2. Release Blocked Invoices 3.
Cancel Invoice Document
1.4. Target Audience
Invoice processors.
1.5. Prerequisites

Essential
1. PC Literacy
2. SAP01: SAP Basics & Navigation
Recommended
None

1.6. Course Content

1.
2.
3.
4.
5.

Enter Incoming Invoice referencing a PO

Display Invoice Document
Display List of Invoice Documents
Release Blocked Invoices
Cancel Invoice Document

MM Invoice Verification

2. Curriculum
2.1. Materials management Course Curriculum
Course Code

Course Name

MM_01

Purchase Requisitions & SRM Shopper

MM_02

Purchase Requisition Approver(inc. services)

MM_03

Buyer (Materials and Services)

MM_04

Purchase Order Approver

MM_05

Goods\Services Receipt and Approver

MM_06

Vendor Management

MM_07

Invoice verification

MM_08

Contracts Processing

MM_09

Management Training

MM_10

Executive Training

MM_11

Displays & Reports

MM_12

Composite Course

MM Invoice Verification

3. Course Introduction
This course focuses on Verification Vendor Invoices for Materials (Non Stock) and
Services in SAP, The invoices from Vendor are recorded in SAP by referring to:

Purchase order number (against which the non-materials/services are

delivered by the Vendor) and the system would list down all the eligible line
items from Purchase order for processing the Invoice. The relevant line
items specific to the invoice presented by the Vendor needs to be selected
before proceeding further.
Vendor code, where the system will list down all the eligible items
(materials/services), from various purchase orders, for invoice processing.
The relevant items (materials/services) are selected from this list, which is
indicated in the Vendor's invoice, for further processing.

The Vendor (Invoice Party Partner), the vendor document number, date of invoice
receipt and total value of the Invoice are mandatory fields on the header of the
Invoice.
The value and currency from the Vendor's Invoice are entered during Invoice
processing and the system gives message for any differences between the value
from Vendor's Invoice and the Purchase order values and the quantity in the Goods
Receipt. The invoice will not be posted until the difference is zero between the
debits/credits (or within the allowed tolerances).
A document number is generated after successful posting of Vendor's invoice and
this would now enable processing of payment to vendor (against this invoice) using
the baseline date of the entered vendors document date and the terms of payment..
An accounting document is also created automatically in the background to
recognize Vendor liability and to clear the GR/IR.

MM Invoice Verification

4. Purchasing Process Overview

Overview of the SAP purchasing cycle

Purchase Requisition
& SRM Shopper
A purchase requisition is a request
or instruction to Purchasing to
procure a certain quantity of a
material or a service so that it is
available at a certain point in time,
PR can be created using SRM
Shopper Portal or SAP transaction.

MM Invoice Verification

Overview of the SAP purchasing cycle

Purchase Requisition
& SRM Shopper
A Purchase Requisition that is
subject to a release procedure
needs to be released by the
required releasing authority.

Purchase requisition
approval

MM Invoice Verification

Overview of the SAP purchasing cycle

A purchase order (PO) is an external legal
document created in SAP for the purchase of a
material, in a specified quantity, at a
predetermined price, and delivery date. It is sent
externally to an outside vendor.
A buyer may create a purchase order in SAP upon
receiving a requisition initiated earlier in SAP by
the originator (this could be the requisition initiator
in a particular department), Most of the fields in the
PO creation screens will default from the
referenced requisition .
Purchase order will be released (approved) upon
creation.

Purchase Requisition
& SRM Shopper

Purchase requisition
approval

Purchase
Order Processing
(Creation & Approval)

MM Invoice Verification

Overview of the SAP purchasing cycle

Goods receipts are recorded in the
system upon receipt of goods
(materials). The receipts are
recorded in the system with
reference to Purchaser Order.

Goods Receipt

The service entry sheet should be

created in SAP as soon the
completion of service by the Vendor
(by referring the Purchase orders).

Service Entry

Purchase Requisition
& SRM Shopper

Purchase requisition
approval

Purchase
Order Processing
(Creation & Approval)

MM Invoice Verification

Overview of the SAP purchasing cycle

Invoice Verification &
Payment Processing

Goods Receipt

The invoices from Vendor are

recorded in SAP by referring to
Purchase order number. A document
number is generated after successful
posting of Vendor's invoice and this
enables processing of payment to
vendor (against this invoice) using
the baseline date of the entered
vendors document date and the
terms of payment. An accounting
document is also created
automatically in the background to
recognize Vendor liability and to
clear the GR/IR.

Service Entry

Purchase
Order Processing
(Creation & Approval)

MM Invoice Verification
10

Purchase Requisition
& SRM Shopper

Purchase Requisition
Approval

5. Business Impacts

5.1. Key Impacts

Business Process
Invoice Verification

Impact
Improved invoice processing

5.2. Glossary
Terminology

Arabic

Invoice Verification

Meaning

5.3. Post Go Live Support Process

Any queries should be logged with Saudi Airlines Help Desk Please dial 4000

MM Invoice Verification
11

6. Practical Component
The following section will focus on exercises that will learn how to apply the SAP Invoice
Verification Business Tools to your Job.
There are a series of exercises relating to Business Scenarios, with detailed instructions
and notes.
If at anytime you have any questions, please feel free to stop the Trainer and ask them
questions.

MM Invoice Verification
12

Exercise 1: Enter Incoming Invoice referencing a PO - MIRO

This exercise demonstrates how to enter vendor invoices referencing a Purchase
Order, before beginning this task, obtain the following information.

The vendor invoice number

The Purchase Order number that the invoice is in reference to

To enter incoming invoice referencing a PO, follow the menu path given below from the
initial SAP Easy Access screen, double clicking on the last item:
Logistics Materials Management
Entry Enter Invoice

Logistics Invoice Verification

Document

1. Ensure that the Transaction type is Invoice

2. Enter 01/05/2008 in the Invoice Date field.
Note:

Invoice Date is the date written in the vendor invoice.

3. Enter 12345xx in the Reference field.

Note:

Reference could be any other sources of information, either

internal or external to SAP. i.e.: vendor invoice number.

4. Ensure Today's date is in the Posting Date field.

Note:

The date on which a transaction in SAP will be posted to the

appropriate accounts. SAP will default this field to be the
current date, but changes are allowed. For items to be posted
in a future or past period, you must enter the posting date.

5. Enter 1000 in the Amount field (Total amount of the invoice).

6. Enter SAR in the Currency Key field.
Note:

Currency key field is to the right of Amount field:

7. Ensure that Reference Document Category is Purchase Order/Scheduling

Agreement.
8. Enter Purchasing Document from the data sheet.
9. Click on the Enter button

or press ENTER.

MM Invoice Verification
13

Note:

vendor information will be displayed on the screen, including

Code, Name, address and bank account details, this
information defaults from the vendor master.

10. Click on the Payment tab.

11. What is the Payment Term:
_________________________________________________________________
12. Click on the Contacts tab.
13. Who is the Buyer created the reference PO:
_________________________________________________________________
14. Click on the Save button

or press CTRL-S.

15. Record the message at the bottom of the screen:

_________________________________________________________________
16. To exit this transaction, click on the Exit button
initial SAP Easy Access screen is displayed.

MM Invoice Verification
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or press SHIFT-F3 until the

Exercise 2: Display Invoice Document - MIR4

This exercise demonstrates how to display invoice document.
To display invoice document, follow the menu path given below from the initial SAP Easy
Access screen, double clicking on the last item:
Logistics Materials Management Logistics Invoice Verification
Processing Display Invoice Document

Further

1. Enter the invoice document created in the first exercise.

2. Record the invoice date and the reference:
_________________________________________________________________
3. Record the invoice amount:
_________________________________________________________________
4. Record the Purchase Order number:
_________________________________________________________________
5. Click on the Payment tab.
6. What is the Payment Term:
_________________________________________________________________
7. Click on the Contacts tab.
8. Who is the Buyer created the reference PO:
_________________________________________________________________
9. To exit this transaction, click on the Exit button
initial SAP Easy Access screen is displayed.

MM Invoice Verification
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or press SHIFT-F3 until the

Exercise 3: Display List of Invoice Documents - MIR5

This exercise demonstrates how to display a list of invoice documents.
To display invoice document, follow the menu path given below from the initial SAP Easy
Access screen, double clicking on the last item:
Logistics Materials Management Logistics Invoice Verification
Processing Display List of Invoice Documents

Further

1. Enter 2008 in the Fiscal Year field.

2. Click on the Execute button

or press F8.

3. Click on the invoice document no. in the first row.

4. Record the invoice date and the reference:
_________________________________________________________________
5. Record the invoice amount:
_________________________________________________________________
6. Record the Purchase Order number:
_________________________________________________________________
7. Click on the Details tab.
8. What is the invoice Currency:
_________________________________________________________________
9. What is the invoice Exchange Rate:
_________________________________________________________________
10. To exit this transaction, click on the Exit button
initial SAP Easy Access screen is displayed.

MM Invoice Verification
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or press SHIFT-F3 until the

Exercise 4: Release Blocked Invoices - MRBR

This exercise demonstrates how to release blocked invoice.
The value and currency from the Vendor's Invoice are entered during Invoice processing
and the system gives message for any differences between the value from Vendor's
Invoice and the Purchase order values and the quantity in the Goods Receipt. The invoice
will not be posted until the difference is zero between the debits/credits (or within the
allowed tolerances). In the latter scenario the saved invoice becomes blocked until the
variation is resolved either by correcting the PO, GR, the Service Entry Sheet or the LIV
Document itself.
After clearance the blocked invoice can be released using transaction MRBR.
To release blocked invoices, follow the menu path given below from the initial SAP Easy
Access screen, double clicking on the last item:
Logistics Materials Management Logistics Invoice Verification
Processing Release blocked Invoices

Further

1. Enter 1100 in the Company Code field.

2. Enter the invoice document no. created in the first exercise.
3. Enter 2008 in the Fiscal Year field.
4. Ensure that the Release Manually radio button is selected.
Note:

When you release invoices manually, a list of the blocked

invoices that match your criteria appears in the list, Blocking
reasons that no longer apply are highlighted in color, you can
delete individual blocking reason or select invoices to be
released.

Note:

When you release invoices automatically, the system deletes

all blocking reasons that no longer apply.
when all blocking reasons are deleted the system automatically
releases the invoice.

5. Click on the Execute button

or press F8.

6. Select the invoice document no. created in the first exercise.

7. Click on the Details

button.

MM Invoice Verification
17

8. Record the blocking reason(s) (scroll down till the list bottom).
_________________________________________________________________
9. Click on the Close Window

button.

10. Select the invoice document no. created in the first exercise.
11. Click on the Release
12. Click on the Save button

button.
or press CTRL-S.

13. Record the message at the bottom of the screen:

_________________________________________________________________
14. To exit this transaction, click on the Exit button
initial SAP Easy Access screen is displayed.

MM Invoice Verification
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or press SHIFT-F3 until the

Exercise 5: Cancel Invoice Document - MR8M

This exercise demonstrates how to cancel invoice document.
To cancel invoice document, follow the menu path given below from the initial SAP Easy
Access screen, double clicking on the last item:
Logistics Materials Management Logistics Invoice Verification
Processing Cancel Invoice Document

Further

1. Enter the invoice document no. created in the first exercise.

2. Enter 2008 in the Fiscal Year field.
3. Click in the Reversal Reason Field.
4. Click on the Reversal Reason Matchcode

button or press F4.

5. Select Reversal in closed period from the list.

6. Enter today's date in the posting date field.
7. Click on the Display document

button

8. Click on the Follow-on Documents

button.

9. Double click on the Accounting Document.

10. Ensure that this is the invoice required for reversal.
11. Click on the Back button
12. Click on the Cancel

or press F3.
button.

13. Click on the Back button

or press F3.

14. Click on the Save button

or press CTRL-S.

15. Record the message at the bottom of the screen:

_________________________________________________________________
16. To exit this transaction, click on the Exit button
initial SAP Easy Access screen is displayed.

MM Invoice Verification
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or press SHIFT-F3 until the