SAP Accounts Payable Invoice Credit-Note Processing

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

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

Course Agenda : 

2 FI: Accounts Payable 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

Unit Objectives : 

3 FI: Accounts Payable Unit Objectives At the completion of this unit, 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

Transaction Codes : 

4 FI: Accounts Payable 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

Key Terms : 

5 FI: Accounts Payable Key Terms 2 Way- Match Concept 3 Way-Match Concept Logistics Invoice Verification

SAP R/3 Process : 

6 FI: Accounts Payable SAP R/3 Process Represents a manual process outside of LIMS Represents a process within LIMS

In Summary – PO Related Invoices : 

7 FI: Accounts Payable 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

Non-PO Related Invoices and Credit Memos : 

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

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

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

Non-PO Invoice Entry (FB60) : 

10 FI: Accounts Payable 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

PO Related Invoices and Credit Memos : 

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

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

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

PO Related Invoice – Displaying PO (ME23N) : 

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

PO Related Invoice – Entry via LIV (MIRO) : 

14 FI: Accounts Payable 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.

PO Related Invoice – LIV – Details Tab : 

15 FI: Accounts Payable 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

PO Related Invoice – LIV – Payment Tab : 

16 FI: Accounts Payable 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

PO Related Invoice – LIV – Simulation : 

17 FI: Accounts Payable PO Related Invoice – LIV – Simulation Provides overview of the Acctg doc to be posted

Logistics Invoice Verification : 

18 FI: Accounts Payable Logistics Invoice Verification 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. In SAP R/3, 3-way matching process is known as Invoice Verification. Credit memos with reference to a PO are posted to the MM module through the invoice verification process also. Matching Process:

Other Accounts Payable Processing Functions : 

19 FI: Accounts Payable Other Accounts Payable Processing Functions Reverse a Document Display Documents Change Documents

Transactions for Additional Functionality : 

20 FI: Accounts Payable Transactions for Additional Functionality Display Change Transactions

Reversing Vendor Invoices : 

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

Reversing Documents – Transaction Codes : 

22 FI: Accounts Payable 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

Change/Display Documents : 

23 FI: Accounts Payable 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, 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.

Display Documents Posted : 

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

Unit Recap : 

25 FI: Accounts Payable Unit Recap Non-PO related invoice and credit memo processing PO related invoice and credit memo processing Additional Processing Functionality

Questions and Answers : 

26 FI: Accounts Payable Questions and Answers