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Accounts Payable Version 1.0 Unit 3: Invoice and Credit Note Processing SAP-ERP

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

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Unit Objectives <ul><li>At the completion of this unit, you will be able to: </li></ul><ul><li>Understand non-Purchase Order and Purchase Order related invoice and Credit Memo processing. </li></ul><ul><li>Perform non-Purchase Order related invoice and Credit Memo processing </li></ul><ul><li>Perform purchase invoice processing through Logistics Invoice Verification </li></ul>

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Transaction Codes <ul><li>Finance module- Non-Purchase order related invoices </li></ul><ul><li>AP Invoice Entry FB60 </li></ul><ul><li>AP Credit Memo Entry FB65 </li></ul><ul><ul><li>Note: Credit memo via FB60 if triggering workflow </li></ul></ul><ul><li>Document Change FB02 </li></ul><ul><li>Document Display FB03 </li></ul><ul><li>Document Reverse FB08 </li></ul>

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Key Terms <ul><li>2 Way- Match Concept </li></ul><ul><li>3 Way-Match Concept </li></ul><ul><li>Logistics Invoice Verification </li></ul>

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SAP R/3 Process Represents a manual process outside of LIMS Represents a process within LIMS

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

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Non-PO Related Invoices and Credit Memos <ul><li>Invoices and Credit Memos not requiring a Purchase Order are entered directly into SAP through the Accounts Payable module. </li></ul><ul><li>Approvals: </li></ul><ul><ul><li>Can be approved before they are entered into SAP R/3. </li></ul></ul><ul><ul><li>Can be entered and blocked for payment then trigger non-PO workflow </li></ul></ul><ul><li>Examples of purchases that do not require a Purchase Order are: </li></ul><ul><ul><li>Utilities </li></ul></ul><ul><ul><li>Contributions </li></ul></ul><ul><li>Note: See Admin Policy 601 </li></ul>

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

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Non-PO Invoice Entry (FB60) Note: May need to set your editing options to make document type visible <ul><li>Net doc type: Invoice amount less the discount posts to the expense account </li></ul><ul><li>Gross doc type: Full amount posts to expense account; discount taken will post to cash discount account during payment run </li></ul>

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PO Related Invoices and Credit Memos <ul><li>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). </li></ul><ul><li>In SAP R/3, 3-way matching process is known as Invoice Verification. </li></ul><ul><li>Invoices which fall outside the price/quantity tolerances are blocked from payment. </li></ul>

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SAP Accounts Payable Module Screen – PO Invoice and Credit Note Processing Invoice Verification Transactions

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PO Related Invoice – Displaying PO (ME23N) PO History tab allows you to see any goods receipts, invoices posted

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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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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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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

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PO Related Invoice – LIV – Simulation Provides overview of the Acctg doc to be posted

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Logistics Invoice Verification <ul><li>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. </li></ul><ul><li>In SAP R/3, 3-way matching process is known as Invoice Verification. </li></ul><ul><li>Credit memos with reference to a PO are posted to the MM module through the invoice verification process also. </li></ul><ul><li>Matching Process: </li></ul>Vendor Invoice Vendor Purchase Order Goods Receipt or Approval = =

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Other Accounts Payable Processing Functions <ul><li>Reverse a Document </li></ul><ul><li>Display Documents </li></ul><ul><li>Change Documents </li></ul>

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Transactions for Additional Functionality Display Change Transactions

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Reversing Vendor Invoices <ul><li>If documents are entered incorrectly, they can be reversed. </li></ul><ul><li>Reversing open invoices prevents the invoice from any further processing. </li></ul><ul><li>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. </li></ul><ul><li>The invoice must be reversed through the module in which it was posted. </li></ul><ul><ul><li>Non-PO Invoices - posted in FI/AP, must be reversed in FI/AP. </li></ul></ul><ul><ul><li>PO Invoices - posted in MM/LIV, must be reversed in MM/LIV. </li></ul></ul>

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Reversing Documents – Transaction Codes <ul><li>FI/AP Reversal Transactions </li></ul>MM/LIV Reversal Transactions Note: Currently auto-clear program does not work for MR8M reversals; must clear manually via F-44

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Change/Display Documents <ul><li>It is possible to change certain fields on a posted invoice or credit note </li></ul><ul><ul><li>Reference field </li></ul></ul><ul><ul><li>Payment Terms </li></ul></ul><ul><ul><li>Text fields </li></ul></ul><ul><li>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. </li></ul>

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Display Documents Posted <ul><li>It is possible to display a list of transactions for a particular user, date range, and/or doc type. </li></ul><ul><li>Transaction FB03 (select list will bring up this screen): </li></ul>Possible Selection Screen

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Unit Recap <ul><li>Non-PO related invoice and credit memo processing </li></ul><ul><li>PO related invoice and credit memo processing </li></ul><ul><li>Additional Processing Functionality </li></ul>

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Questions and Answers