Help Document for PO Buyer.

This document covers the action needs to be perform in VIM documents.

Contents
1. Process Type 706 - PO Not Released or Incomplete .................................................................. 1
2. Process Type 919 - Missing/Invalid GST Partner(PO)................................................................ 2
3. Process type 976- Unknown Vendor (NPO): ............................................................................. 3
4. Process type 985 - Bank Guarantee Check(PO) ......................................................................... 4
5. Process type 753 - Vendor Mismatch (PO) ................................................................................ 5
6. Process type 756 - Unit of Measure mismatch.......................................................................... 6
7. Process type 770 - Validate Bank Details (PO) .......................................................................... 7
8. Process Type 943 - Non-GR based Invoice(PO) ......................................................................... 8
9. Process Type 726 - Invalid Tax Info (PO).................................................................................... 8
10. Process Type 934 - Vendor withholding Tax codes missing(PO) .......................................... 9
11. Process type 948 - Tolerance Exceeded (PO) ...................................................................... 10
12. PO Buyer refer the DP other. ............................................................................................... 12

1. Process Type 706 - PO Not Released or Incomplete

PO is not fully released. Or PO is in held mode.
Prerequisites:
PO Item data is filled in DP.
Message Reason Action
(No specific error message) PO is not fully released or is in Release the PO(s) mentioned in
Exception 'PO Not Released or held mode. the Basic data tab or Basic data
Incomplete' occurred. PO list in the bottom right
button, or in the Item data tab.

Open Tcode /n/OPT/VIM_WP > Execute particular DP > Click ‘Simulate Rules’ button
 2. Process Type 919 - Missing/Invalid GST Partner(PO)
PO PI vendor is different from the Invoice. Recheck the PI vendor in PO
In case of GST, only Main Vendor or PI vendor can submit GST invoice. Liability shall invariably
booked against PI vendor in both cases.

Prerequisites:
Invoice date must be filled.
Company Code must be filled.
GST Partner Vendor code in DP Basic Data should be filled

Message Reason Action

(No specific error message) GST Invoice must contain a GST Recheck the PI vendor in PO.
Exception 'Missing/Invalid GST Partner mandatorily. Amend PO if necessary. Or do
Partner(PO)' occured. Return to Vendor (RTV).

Open Tcode /n/OPT/VIM_WP > Execute particular DP > Click ‘Simulate Rules’ button
For following Exceptions PO_BUYER is not the initial actor, but other actors can interact with
PO_BUYER be referring the DP to PO_BUYER.

3. Process type 976- Unknown Vendor (NPO):

This exception will trigger

• If vendor class is unknow 'U' in Vendor master.
• System will check whether vendor is one time vendor.

User can check the same thru T-code XK03/FK03.

 Action: Can change vendor or can obsolete DP document or return to vendor.

4. Process type 985 - Bank Guarantee Check(PO)

If BG does not exist, exception will not trigger, only message is shown.
Following BG type are available for display in VIM screen
ADBG Advance
PEBG Performance
MABG Mobility Advance
SEDE Security Deposit
EMDE Earnest Money Deposit
MISC Miscellaneous
Prerequisite:
PO number must be filled in DP as well as in YMBG.

Message Reason Action

Bank guarantee is expired
Bank Guarantee is going to expire
in & days
Bank Guarantee will expire today
No BG data found (No error will
be triggered for this message. i.e.
exception will be green)
BG has expired as per logic. Do
manual check if anyother BG
available.
BG will expire within 30 days,
exact days specified in error
message.
BG data will expire today.
BG data is not found as per logic.
Extend BG before payment as per
rules.
Extend BG before payment as per
rules.
Extend BG before payment as per
rules.
If PO mentions BG, it could be
present as manual posting
(outside YMBG) or of type other
than PEBG / SEDE. Do manual
check.
User can check the BG details from within VIM Workplace by going to ‘Other Data’ tab -> ‘Get BG
Details’.

5. Process type 753 - Vendor Mismatch (PO)

Vendor in DP is not matching with PO main vendor or PO PI vendor.
Not checked for Invoices containing only delivery cost lines of PO.
Prerequisites:
PO & PO items are filled in DP. Vendor is valid.
Message
(No specific error message)
Exception 'Vendor Mismatch
(PO)' occured.
Reason Action
Vendor in Invoice is not matching Check the vendor code and PO
with PO main vendor or PO PI number, or check and remove
vendor. goods/service basic cost items if
user is trying to post delivery cost
invoice.

6. Process type 756 - Unit of Measure mismatch

Invoice Item Unit of material should match with Order unit in PO.
Prerequisites:
PO & PO items are filled in DP.
Message Reason Action
(No specific error message) PO Item UoM is different from Correct the PO UoM or Correct
Exception 'Unit of Measure UoM of Line items in DP. the DP as per PO if matching
Mismatch (PO)' occured. with Invoice.
 7. Process type 770 - Validate Bank Details (PO)
Not checked for Import Invoice. Not checked for One time vendor (OTV)
Bank data in DP and vendor bank detail must match.

Prerequisites:
Currency must be filled.
Vendor Code must be filled.
Atleast one Bank account detail field (Account number/IFSC/Bank Name/IBAN/SWIFT/Partner
Banktype) must be filled in DP.

Message Reason Action

Please maintain bank data in
table BNKA
Vendor Master does not have
Bank details
IFSC code not maintained in SAP. If IFSC code is correct, update the
master data as per existing
practice.
‘Partner bank type’ is blank for Check bank details. Add bank
the combination of IFSC code and details if not present in Vendor
Account number Master.
 8. Process Type 943 - Non-GR based Invoice(PO)
GR-based IV is unticked in the PO.
Prerequisites:
PO should be filled
Item data must be filled.

Message Reason Action

(No specific error message) GR based IV (Goods Receipt Proceed with caution. Bypass
Exception 'Non-GR based Based Invoice Verification) is exception or amend the PO.
Invoice(PO)' occured. switched off in the PO. There will
be no GRN for this PO line.

9. Process Type 726 - Invalid Tax Info (PO)

Checked only for GST registered vendors.
Tax code used in Item tab is filled or not matching requirements.
Prerequisites:
Item data must be filled.
Company code must be filled.
Vendor must be filled.

Message Reason Action

Fill Tax code in line item Tax code is not yet filled in Line Fill the tax code in the line item
item tab of PO tab in DP or update correct tax
code in PO.
(No specific error message)
Exception 'Non-PO Credit Memo
Processing' occured.
(No specific error message)
Exception 'Non-PO Credit Memo
Processing' occured.
Checks if tax code is not present
in a G/L which is configured to be
used without tax code.
Selected tax code is not allowed
in SAP configuration
Remove the tax code from such
line manually identifying them.
Choose correct tax code or
contact COIS.

10. Process Type 934 - Vendor withholding Tax codes missing(PO)

Checked for all NPO cases.
Vendor should have at least one active withholding tax type in the Invoice company code in
Vendor master data.

Tax code used in Item tab is filled or not matching requirements.

Prerequisites:
Vendor must be filled.
Company code must be filled.

Message Reason Action

(No specific error message)
Exception 'Vendor withholding
Tax codes missing' occured.
Vendor master does not contain
any withholding tax type
maintained in Invoice company
code.
Bypass possible in NPO case.
Bypass if withholding taxes are
not applicable for this vendor in
this company code. Po Buyer
should maintain W/Tax code
Vendor Master thru’ GRC,
wherever appilcable.
 11. Process type 948 - Tolerance Exceeded (PO)
Applicable only for invoices
Not applicable for Delivery cost invoices as PO for MIRO and Transaction / Event Credit note,
Subsequent credit / Subsequent debit).
This will come when Invoice value is higher than PO line item value.
 Message
Value exceeds limit in PO
Balance not zero: & debits: &
credits: &
Price too high (tolerance limit of
exceeded)
Price too high (tolerance limit of
% exceeded)
Price too low (below tolerance
limit )
Price too low (below tolerance
limit of & %)
Here GRN quantity was 60 and MIRO Qty is 30, that is why error is coming Price loo low.
Reason
Invoice value higher than Limit
tab amount mentioned in PO.
Line item total (across PO tab
and G/L tab) does not match
with the Basic data tab Amount.
Item rate is higher in invoice
than PO.
Item rate is higher in invoice
than PO.
Item rate is higher in invoice
than PO.
Item rate is higher in invoice
than PO.
Action
Check the rate, quantities and amount
in line item data thoroughly for
mistakes. Take proposal from below in
item tab and check.
Match the amounts first so that
Tolerance check can work.
Check the rate, quantities and amount
in line item data thoroughly for
mistakes. Take proposal from below in
item tab and check.
Check the rate, quantities and amount
in line item data thoroughly for
mistakes. Take proposal from below in
item tab and check.
Check the rate, quantities and amount
in line item data thoroughly for
mistakes. Take proposal from below in
item tab and check.
Check the rate, quantities and amount
in line item data thoroughly for
mistakes. Take proposal from below in
item tab and check.
12. PO Buyer refer the DP other.

PO buyer can mark the DP to other user or Agent under Processing Option> Refer
a. Refer for any information from other User/ Refer to PO Buyer/ AP processor(Account
Payable)
b. Refer to PO Invoice AP processor
c. Refer to PO Invoice Buyer
d. Refer to Central Invoice Team