Saudi Arabian Airlines

MM Invoice Verification

MM_07

User Training Manual

2008

Version: 01

MM Invoice Verification 1
 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
5.1. Key Impacts...........................................................................................11
5.2. Glossary ................................................................................................11
5.3. Post Go Live Support Process ..............................................................11
6. 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 2
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. Enter Incoming Invoice referencing a PO

2. Display Invoice Document
3. Display List of Invoice Documents
4. Release Blocked Invoices
5. Cancel Invoice Document

MM Invoice Verification 3
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 4
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 5
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 6
 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 7
 Overview of the SAP purchasing cycle
A purchase order (PO) is an external legal
document created in SAP for the purchase of a Purchase Requisition
material, in a specified quantity, at a
predetermined price, and delivery date. It is sent
& SRM Shopper
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
approval

Purchase
Order Processing
(Creation & Approval)

MM Invoice Verification 8
 Overview of the SAP purchasing cycle

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

The service entry sheet should be

created in SAP as soon the
Goods Receipt completion of service by the Vendor
(by referring the Purchase orders). Purchase requisition
approval
Service Entry

Purchase
Order Processing
(Creation & Approval)

MM Invoice Verification 9
 Overview of the SAP purchasing cycle
The invoices from Vendor are
recorded in SAP by referring to
Invoice Verification & Purchase order number. A document Purchase Requisition
Payment Processing number is generated after successful & SRM Shopper
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
Goods Receipt recognize Vendor liability and to
clear the GR/IR.
Purchase Requisition
Approval
Service Entry

Purchase
Order Processing
(Creation & Approval)

MM Invoice Verification
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5. Business Impacts

5.1. Key Impacts

Business Process Impact

Invoice Verification Improved invoice processing

5.2. Glossary

Terminology Arabic Meaning

Invoice Verification ‫ﻕﻘﺤﺘﻟﺍ ﻥﻤ ﺭﻴﺘﺍﻭﻔﻟﺍ‬

5.3. Post Go Live Support Process

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

MM Invoice Verification
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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.

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 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 Logistics Invoice Verification Document

Entry Enter Invoice

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.

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 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 or press SHIFT-F3 until the
initial SAP Easy Access screen is displayed.

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 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 Further

Processing Display Invoice Document

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 or press SHIFT-F3 until the
initial SAP Easy Access screen is displayed.

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 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 Further

Processing Display List of Invoice Documents

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 or press SHIFT-F3 until the
initial SAP Easy Access screen is displayed.

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 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 Further

Processing Release blocked Invoices

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.

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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 button.

12. Click on the Save 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 or press SHIFT-F3 until the
initial SAP Easy Access screen is displayed.

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 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 Further

Processing Cancel Invoice Document

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 or press F3.

12. Click on the Cancel 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 or press SHIFT-F3 until the
initial SAP Easy Access screen is displayed.

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