Unit 3: Invoice and Credit Note Processing

SAP-ERP
Accounts Payable
Version 1.0

Unit 3: Invoice and Credit Note Processing

1

Unit 3: Invoice and Credit Note Processing

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

2

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   3 .Unit 3: Invoice and Credit Note Processing Unit Objectives At the completion of this unit.

Unit 3: Invoice and Credit Note Processing Transaction Codes Finance 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 4 .

Unit 3: Invoice and Credit Note Processing Key Terms    2 Way.Match Concept 3 Way-Match Concept Logistics Invoice Verification 5 .

Unit 3: Invoice and Credit Note Processing SAP R/3 Process Represents a process within LIMS 6 Represents a manual process outside of LIMS .

Invoice Receipt 3. Payment 2 FI documents created to record Dr and Cr entries 7 . Purchase Order 2. Approval obtained 4.Unit 3: Invoice and Credit Note Processing In Summary ± PO Related Invoices 3 Way Match Concept Two way match concept 1.

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. 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 8 . Approvals:    Can be approved before they are entered into SAP R/3.

Unit 3: Invoice and Credit Note Processing SAP Accounts Payable Module Screen ± Non-PO Invoice and Credit Note Processing Non-PO Invoice Entry Transactions 9 .

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  10 .

3-way matching process is known as Invoice Verification. In SAP R/3. Invoices which fall outside the price/quantity tolerances are blocked from payment.   11 .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).

Unit 3: Invoice and Credit Note Processing SAP Accounts Payable Module Screen ± PO Invoice and Credit Note Processing Invoice Verification Transactions 12 .

Unit 3: Invoice and Credit Note Processing PO Related Invoice ± Displaying PO (ME23N) PO History tab allows you to see any goods receipts. invoices posted 13 .

Accounting treatment is derived from PO.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. 14 .

use Inv.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. Party to select correct vendor 15 .

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 PO 16 .

Unit 3: Invoice and Credit Note Processing PO Related Invoice ± LIV ± Simulation Provides overview of the Acctg doc to be posted 17 .

In SAP R/3. 3-way matching process is known as Invoice Verification. Matching Process: Vendor Invoice    = Vendor Purchase Order = Goods Receipt or Approval 18 . The invoices are verified against the Purchase Order and Goods Receipt or an approval is obtained.Unit 3: Invoice and Credit Note Processing Logistics Invoice Verification  Invoice Verification is the process of entering and checking vendor invoices. Credit memos with reference to a PO are posted to the MM module through the invoice verification process also.

Unit 3: Invoice and Credit Note Processing Other Accounts Payable Processing Functions   Reverse a Document Display Documents Change Documents  19 .

Unit 3: Invoice and Credit Note Processing Transactions for Additional Functionality Display Change Transactions 20 .

Unit 3: Invoice and Credit Note Processing Reversing Vendor Invoices   If documents are entered incorrectly. The invoice must be reversed through the module in which it was posted. they can be reversed.posted in FI/AP. Reversing open invoices prevents the invoice from any further processing. 21 . PO Invoices . must be reversed in FI/AP. must be reversed in MM/LIV.posted in MM/LIV.     Non-PO Invoices . 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.

Unit 3: Invoice and Credit Note Processing Reversing Documents ± Transaction Codes FI/AP Reversal Transactions MM/LIV Reversal Transactions Note: Currently auto-clear program does not work for MR8M reversals. must clear manually via F-44 22 .

23 . 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.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.

date range. and/or doc type. Transaction FB03 (select list will bring up this screen):  Possible Selection Screen 24 .Unit 3: Invoice and Credit Note Processing Display Documents Posted  It is possible to display a list of transactions for a particular user.

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 25 .

Unit 3: Invoice and Credit Note Processing Questions and Answers 26 .