MM Invoice Verification and Material Valuation

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Copyright 1998 SAP AG. All rights reserved. No part of this brochure may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. SAP AG further does not warrant the accuracy or completeness of the information, text, graphics, links, or other items contained within these materials. SAP AG shall not be liable for any special, indirect, incidental, or consequential damages, including without limitation, lost revenues or lost profits, which may result from the use of these materials. The information in this documentation is subject to change without notice and does not represent a commitment on the part of SAP AG for the future. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, WINDOWS, NT, EXCEL and SQL-Server are registered trademarks of Microsoft Corporation. IBM, DB2, OS/2, DB2/6000, Parallel Sysplex, MVS/ESA, RS/6000, AIX, S/390, AS/400, OS/390, and OS/400 are registered trademarks of IBM Corporation. OSF/Motif is a registered trademark of Open Software Foundation. ORACLE is a registered trademark of ORACLE Corporation, California, USA. INFORMIX-OnLine IRU 6$3 is a registered trademark of Informix Software Incorporated. UNIX and X/Open are registered trademarks of SCO Santa Cruz Operation. ADABAS is a registered trademark of Software AG. SAP, R/2, R/3, RIVA, ABAP/4, SAP ArchiveLink, SAPaccess, SAPmail, SAPoffice, SAP-EDI, R/3 Retail, SAP EarlyWatch, SAP Business Workflow, ALE/WEB, Team SAP, BAPI, Management Cockpit are registered or unregistered trademarks of SAP AG.
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Posting as a Net Amount.......................................................................................................... 54 6PDOO 'LIIHUHQFHV 3XUFKDVH $FFRXQW 0DQDJHPHQW Material With Moving Average Price ........................................................................................ 58 Material With Standard Price.................................................................................................... 59 ,QYRLFHV ZLWK 9DULDQFHV 9DULDQFHV 7ROHUDQFHV &KHFNLQJ ,QYRLFHV ZLWK 9DULDQFHV Quantity Variance ..................................................................................................................... 65 Quantity Variance: Checking an Invoice ............................................................................. 66 Quantity Variance: Account Movements ............................................................................. 67 Price Variance .......................................................................................................................... 68 Price Variance: Checking an Invoice .................................................................................. 69 Price Variance: Account Movements .................................................................................. 70 Example: Material with a Standard Price ....................................................................... 71 Example: Material with Moving Average Price with Sufficient Stock Coverage ............ 72 Example: Material with Moving Average Price with Insufficient Stock Coverage .......... 73 Quantity and Price Variance ............................................................................................... 74 Quantity and Price Variance: Checking an Invoice........................................................ 75 Quantity and Price Variance: Account Movements ....................................................... 76 Variance in Order Price Quantity.............................................................................................. 77 Variance in Order Price Quantity: Checking an Invoice...................................................... 78 Variance in Order Price Quantity: Account Movements...................................................... 79 $FFRXQW 0DLQWHQDQFH ZLWK 4XDQWLW\ 9DULDQFHV Clearing the GR/IR Clearing Account....................................................................................... 81 Account Maintenance with Quantity Variances: Account Movements ..................................... 82 5HOHDVLQJ %ORFNHG ,QYRLFHV %ORFNLQJ ,QYRLFHV Variances in an Invoice Item .................................................................................................... 85 Amount of an Invoice Item........................................................................................................ 87 Stochastic Block ....................................................................................................................... 88 Manual Block ............................................................................................................................ 89 Tolerances ................................................................................................................................ 90 Validity of the Block .................................................................................................................. 91 5HOHDVLQJ %ORFNHG ,QYRLFHV Selecting Invoices For Processing ........................................................................................... 93 Selection Criteria ................................................................................................................. 94 Processing ................................................................................................................................ 95 Settings................................................................................................................................ 96 Processing the List of Invoices............................................................................................ 97 Changing Settings.......................................................................................................... 98 Sorting ............................................................................................................................ 99 Searching ..................................................................................................................... 100 Switching to Totals Display .......................................................................................... 101 Displaying Details......................................................................................................... 102 Switching to Item Display............................................................................................. 103
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Canceling Individual Blocking Reasons ....................................................................... 104 Releasing Invoices ................................................................................................................. 105 Individual Release ............................................................................................................. 106 Collective Release............................................................................................................. 107 Automatic Release ............................................................................................................ 108 &UHGLW 0HPRV DQG &DQFHOLQJ ,QYRLFH 'RFXPHQWV &UHGLW 0HPRV &UHGLW 0HPRV :LWK 5HIHUHQFH LQ WKH 6\VWHP Posting Credit Memos With Reference in the System ........................................................... 112 Credit Memos: Account Movements ...................................................................................... 113 &UHGLW 0HPRV :LWKRXW 5HIHUHQFH LQ WKH 6\VWHP &DQFHOLQJ ,QYRLFH 'RFXPHQWV 3RVWLQJ D 5HYHUVDO 'RFXPHQW &DQFHOLQJ ,QYRLFH 'RFXPHQWV $FFRXQW 0RYHPHQWV 'HOLYHU\ &RVWV 7\SHV RI 'HOLYHU\ &RVWV 3ODQQHG 'HOLYHU\ &RVWV Referencing Planned Delivery Costs...................................................................................... 122 Example: Planned Delivery Costs .......................................................................................... 123 Posting Planned Delivery Costs ............................................................................................. 124 Goods Invoice With Planned Delivery Costs..................................................................... 125 Invoice for Delivery Costs Only ......................................................................................... 126 8QSODQQHG 'HOLYHU\ &RVWV Example: Distributing Unplanned Delivery Costs................................................................... 128 Posting Unplanned Delivery Costs With Order Reference..................................................... 129 Goods Invoice Including Unplanned Delivery Costs ......................................................... 130 Invoice for Unplanned Delivery Costs Only....................................................................... 131 Posting Unplanned Delivery Costs Without Order Reference................................................ 132 6HWWOHPHQW RI 8QSODQQHG 'HOLYHU\ &RVWV Account Movements When Posting Delivery Costs ............................................................... 134 Clearing Planned Delivery Costs............................................................................................ 135 6SHFLDO 3URFHGXUHV LQ ,QYRLFH 9HULILFDWLRQ ,QYRLFHV IRU 3XUFKDVH 2UGHUV ZLWK $FFRXQW $VVLJQPHQW Invoices for Purchase Orders With Account Assignment: Default Values ............................. 138 Displaying and Changing Account Assignments.................................................................... 139 Invoices for Purchase Orders With Account Assignment: Account Movements.................... 140 6XEVHTXHQW 'HELWV&UHGLWV Subsequent Debits/Credits: Examples................................................................................... 142 Posting Subsequent Debit/Credits ......................................................................................... 143 Subsequent Debits/Credits: Account Movements.................................................................. 144 ,QYRLFHV LQ )RUHLJQ &XUUHQF\ Entering Invoices in Foreign Currency ................................................................................... 146 Exchange Rate Differences.................................................................................................... 148 Exchange Rate Rounding Differences ................................................................................... 149 ,QYRLFHV ZLWK 'LIIHUHQW 3D\HH ,QYRLFHV IURP 2QH7LPH 9HQGRUV &RQVLJQPHQW DQG 3LSHOLQH 6HWWOHPHQW Displaying Consignment/Pipeline Withdrawals ...................................................................... 154
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Settling Consignment/Pipeline Withdrawals........................................................................... 155 Consignment Settlement: Account Movements ..................................................................... 156 ,QYRLFHV 5HFHLYHG E\ (', (YDOXDWHG 5HFHLSW 6HWWOHPHQW (56 2YHUYLHZ 5HTXLUHPHQWV 3URFHGXUH Selecting Transactions ........................................................................................................... 162 Processing the Log................................................................................................................. 163 &DUU\LQJ RXW (YDOXDWHG 5HFHLSW 6HWWOHPHQW
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The SAP system is made up of several components linked together so that different departments within a company can cooperate with one another. The Invoice Verification component is part of the Materials Management (MM) system. It provides the link between the Materials Management component and the Financial Accounting, Controlling, and Asset Accounting components. Invoice Verification in Materials Management serves the following purposes:
It completes the materials procurement process - which starts with the purchase requisition, continues with purchasing and goods receipt and ends with the invoice receipt It allows invoices that do not originate in materials procurement (for example, services, expenses, course costs, etc.) to be processed It allows credit memos to be processed, either as invoice cancellations or discounts
Invoice Verification does not handle the payment or the analysis of invoices. The information required for these processes is passed on to other departments. Invoice Verification tasks include:
Entering invoices and credit memos that have been received Checking the accuracy of invoices with respect to contents, prices, and arithmetic Executing the account postings resulting from an invoice Updating certain data in the SAP system, for example, open items and material prices Checking invoices that were blocked because they varied too greatly from the purchase order
The high degree of integration in the SAP system allows these tasks to be carried out smoothly and efficiently.
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Each invoice contains various items of information. To post an invoice, you must enter this information into the system. If an invoice refers to an existing transaction, certain items of information will already be available in the system. The system proposes this information as default data so that you only need to compare it and, if necessary, correct any possible variances. If an invoice refers to a purchase order, for example, you only need to enter the number of the purchase order. The system selects the right transaction and proposes data from the purchase order, including the vendor, material, quantity ordered, terms of delivery, terms of payment. You can, of course, overwrite this default data if there are variances. You can display the purchase order history to see, for example, which quantities have been delivered and how much has already been invoiced. If there are variances between the purchase order or goods receipt and the invoice, the system will issue a warning on the screen. If the variances are within the preset tolerance limits, the system will allow the invoice to be posted but will automatically block it for payment. The invoice must then be released in a separate step. If the variances are not within the tolerances, the system will not allow the invoice to be posted. When the invoice is entered, the system also finds the relevant account. Automatic postings for sales tax, cash discount clearing, and price variances are also generated and the posting records displayed. If a balance is created, the user is required to make corrections, as an invoice can only be posted if the balance equals zero. As soon as the invoice is posted, certain data, such as the average price of the material ordered and the purchase order history, is updated in the system. The invoice posting completes Invoice Verification. The data necessary for the invoice to be paid is now contained in the system. The accounting department can retrieve the data and make the appropriate payments with the aid of the Financial Accounting component.

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As a rule, an invoice refers to a transaction for which the issuing party requests payment. Invoice Verification differs depending on the type of invoice involved:
Invoices based on purchase orders With purchase-order-based Invoice Verification, all the items of a purchase order can be settled together, regardless of whether an item has been received in several partial deliveries. All the deliveries are totaled and posted as one item.
Invoices based on goods receipt With goods-receipt-based Invoice Verification, each individual goods receipt is invoiced separately. Invoices without an order reference When there is no reference to a purchase order, it is possible to post the transaction directly to a material account, a G/L account, or an asset account.
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In Invoice Verification - as in other applications - the SAP system often needs to retrieve stored data, change this data where necessary, or add new information. Depending on the type of information, the data in the SAP system is stored in different master records (such as the material master record or the vendor master record). The central storage of data prevents redundancy. It also guarantees that the most up-to-date information from the different departments (Material Requirements Planning, Purchasing, Inventory Management, Quality Management, and Invoice Verification) is available for the other areas at all times. The key data required for Invoice Verification is:
Master data and Transaction data
If an invoice contains a cash discount and taxes, more tax is posted with the invoice than should be, as the cash discount is not taken into account. This happens regardless of whether the invoice is posted as a gross or as a net amount. Upon payment by Accounting, the tax amount is adjusted automatically, i.e. the tax amount for the cash discount is credited to the input tax account.
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Master data is permanent data on objects, such as materials, in the SAP system. Every object is given a unique number by which it can be identified in the system.
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Material data is information on the materials bought or produced in the company. This includes the material number, material name, units of measure, stock data, overdelivery and underdelivery tolerances, reminder keys, price control data, and prices. Material data is maintained by different departments in the Materials Management area.
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Vendor data provides information on the suppliers a company deals with. Vendor data includes the address, bank data, possibly also the name of the bank head office, the currency of the vendor, as well as the terms of payment and delivery. Vendor data is maintained by the Purchasing and Accounting departments.
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Accounting data is used to define G/L accounts. It includes the account name, the account type, the currency in which the account is managed, information as to whether an account may be posted to directly and which financial budget it is allocated to. The accounting data is maintained in the Financial Accounting component.
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Transaction data records transactions or events in the SAP system. Whenever you post a purchase order, scheduling agreement, goods receipt, or invoice, the system automatically creates a document. The document data of a transaction depends on the application area the transaction belongs to. Every document receives a document number through which it can be clearly identified.

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A purchasing document contains information such as the vendor number, the purchase order date, the terms of delivery, the material number and the order quantity.
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A material document is created when a goods receipt is posted. It includes the posting date, the quantity delivered, and perhaps also the delivery note number and the purchase order number the goods receipt refers to. The material document records quantity changes.
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An accounting document is created when a valuated goods receipt or an invoice is posted. It contains details of the individual postings with the account number, posting key and the amount. The accounting document records changes in value.
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An invoice contains various information, such as:
Who issued the invoice? Which transaction does the invoice refer to? How much tax do you have to pay?
If the invoice refers to a particular transaction, the system will automatically retrieve information pertaining to the transaction and propose values on the screen for you to check. Information that can be retrieved includes:
Terms of payment Quantities to be invoiced The amounts the system expects per item
If the vendors invoice contains different details, you can overwrite the data proposed. The system checks whether your entries are permissible and will display a warning or other message if anything is incorrect. The information known to the SAP system and the fields in which you can enter new information from the invoice are located on different screens.
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In Invoice Verification you pass through a series of screens where you can enter information contained in the invoice. The first three screens are:
The initial screen This contains general data, such as the company code, currency, invoice reference. The vendor screen This contains data on the vendor, the terms of payment, taxes. The selection screen This lists the items of the transaction specified on the initial screen. The layout of the selection screen depends on whether the invoice is based on a purchase order or a goods receipt. Invoice Based on a Purchase Order All the purchase order items are listed. The quantity that is still to be billed (i.e. the difference between the quantity delivered and the quantity invoiced so far) appears as a default in the 4XDQWLW\ column. The amount proposed by the system is the product of this quantity and the price from the purchase order. Invoice Based on a Goods Receipt Goods-receipt-based invoice verification must have been defined in the purchase order. If the *5,9 field on the item screen in the purchase order is not selected, the goods receipt cannot be settled in this way. There are two ways of finding the correct transaction in goods-receipt-based Invoice Verification: You can enter a delivery note number or a GR document number and the system will list the items for the goods receipts on the selection screen; Or you can enter a purchase order number and the system will list all the individual goods receipts for the purchase order on the selection screen.

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To check an invoice that refers to a purchase order or a goods receipt, proceed as follows: 1. From the Invoice Verification screen, choose 'RFXPHQW HQWU\ (QWHU LQYRLFH. The initial screen appears. 2. Enter the required data in the sections 'RFXPHQW KHDGHU and 6HOHFW. 6HFWLRQ 'RFXPHQW KHDGHU 3RVWLQJ GDWH The date you enter must be within the allowed posting period defined in Financial Accounting. 'RFXPHQW QXPEHU Only make an entry in this field if the invoice document number is not to be assigned by the system. Your system administrator has defined whether the document number should be assigned by the user or by the system. 'RFXPHQW W\SH There are two standard document types in the standard system: 5( The invoice is posted gross 51 The invoice is posted net (See also Cash Discount Clearing [Page 52]) &XUUHQF\ In the &XUUHQF\ field, enter the code for the currency in which the invoice was issued. 6HFWLRQ 6HOHFW Here you enter the transaction to which the invoice refers, for example, in the 3XUFKDVH RUGHU field, enter the purchase order number. 3. Press
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4. Enter the required data in the vendor screen. $PRXQW Enter the gross invoice amount. 7D[ DPRXQW Enter the tax amount stated on the invoice. 7D[ FRGH The tax code indicates the tax type and the percentage rate. 5. To proceed to the selection screen, press ENTER. All items are listed here. The items for which invoices are still outstanding have already been selected by the system. If a selected item is not listed in the invoice, delete the check mark.
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If an invoice has a large number of items, it can be useful to work with the selection functions. These are found in the menu (GLW 6HOHFWLRQ IXQFWLRQV. This allows you to select blocks, select all items or delete check marks. 6. From the menu bar, select 'RFXPHQW 3RVW. The system now checks two things: Do any quantity or price variances exist for an item? (See also Invoices with Variances [Page 60]) Does the balance equal zero? If not, you have to correct the document (See also Adjusting an Item [Page 24]).
If there are no variances and the balance equals zero, the system posts the document. You automatically return to the initial screen. The system confirms the posting and displays the document number in the system.

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There are some additional functions available in the SAP Invoice Verification component that may be helpful to you when checking an invoice:
Reference Search [Page 20] If the reference number is stated incorrectly in the invoice or not given at all, the SAP system helps you to allocate it. Selecting Several Transactions [Page 21] You can check an invoice that refers to several transactions in the system in one step. Displaying The Document Overview [Page 22] You can display an overview of the invoice items already entered. Displaying Item Screen [Page 23] You can display detailed information on an item. Adjusting an Item [Page 24] You can make corrections to the entries in the overview list or the individual items. Simulating Document [Page 25] You can simulate the posting of the invoice. In addition to the posting lines, the system displays what the credit, debit and balance figures for this posting would be. Subsequently Selecting Transactions [Page 26] You can include other transactions in an invoice at any time. Preliminary Posting [Page 27] You can enter an invoice and park it without posting it. A parked document can be changed and posted later on.
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If the purchase order number and/or goods receipt number to which the invoice refers are specified incorrectly or not at all on an invoice, the system cannot find the transaction. To help you find the reference yourself, the system can list all the purchase orders for a vendor or material. 1. In the initial screen, position the cursor on the 3XUFKDVH RUGHU field. Select ) 3RVVLEOH HQWULHV A pop-up window is displayed in which you can decide whether you want to generate a list of purchase orders for a vendor or material. 2. Select a vendor or material. A screen is displayed in which you can enter the vendor or material and further information from the invoice, for example, the plant or delivery date. 3. Enter the vendor or material. You can limit the list of the purchase orders by making further entries. Choose 3URJUDP ([HFXWH to generate a list of the relevant purchase orders with information on how much has already been delivered and invoiced.
4. You can select a purchase order directly from this list. To do this, position the cursor on the required purchase order and choose 6HOHFW GRFXPHQW. The system selects the purchase order and proceeds to the vendor screen. It is also possible to search using delivery notes or goods receipt documents by positioning the cursor and pressing F4 to obtain possible entries.

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If an invoice refers to different purchase orders or goods receipts, you can select the items to be processed in one step. 1. From the Invoice Verification screen, choose (GLW 0XOWLSOH VHOHFWLRQ. The system displays a window in which you can select a number of transactions. 2. Enter the transactions to which the invoice refers. When making entries in the multiple selection screen, please note the following: a) If you have already entered a single selection, the system will copy this entry over into the Multiple Selection screen. You can, however, overwrite this entry. b) Only one entry is allowed in each line, that is, either the purchase order, the GR document, or the delivery note. c) The purchase order in the first line determines the vendor to which the invoice refers. If another vendor is specified in the purchase order, this vendor is replaced by the vendor in the first line and the system issues a message saying so. d) If you enter a GR document or delivery note for a transaction for which goodsreceipt-based invoice verification has not been defined, the system will ignore your entry and will not propose this transaction for selection. 3. To proceed to the vendor screen, press ENTER.
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From the menu bar, select *RWR 'RFXPHQW RYHUYLHZ . The system lists the items entered up to now in the document overview. The first item indicates the vendor to be credited and the amount. The other items are the items selected, each one listed with the corresponding quantity and amount.

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You can display detailed information on an individual item by calling up the item screen. To go to the item screen, proceed as follows:
If you are on the selection screen Position the cursor on the selection field of the item you wish to go to and choose (GLW &KRRVH. If you are on the document overview screen Position the cursor on the number of the line required and choose (GLW &KRRVH.
From the menu bar choose *RWR to proceed to other item screens or return to the document overview.
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As long as the invoice has not been posted, you can adjust an item:
On the document overview screen On the item screen
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1. From the menu bar, choose (GLW 2YHUYLHZ $GMXVWPHQW RQRII. You can now make entries in the 4XDQWLW\ and $PRXQW columns. 2. Overwrite the quantities and amounts. 3. From the menu bar, choose (GLW 2YHUYLHZ $GMXVWPHQW RQRII to reach the document overview screen. The system first checks your changes and may then proceed to an item screen to issue a warning message:
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You can proceed to the item screen of the item you want to adjust and overwrite the amount and the quantity. Position the cursor on the number of the line required and choose (GLW &KRRVH.

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When you post an invoice, the SAP system does not automatically display the document created. However, you can already see what the document will look like before you post it by choosing 'RFXPHQW 6LPXODWH from the menu bar. The system lists the individual posting lines that need to be posted. A line is displayed at the end giving information on how large the debit, credit, and balance will be.
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If you are processing an invoice and find that you have not yet selected a particular transaction to which the invoice refers, you can select this transaction subsequently. To do this, proceed from the document overview screen as follows: 1. From the menu bar, choose (GLW 1HZ LWHP 3XUFKDVH RUGHU Rr (GLW 1HZ LWHP *RRGV UHFHLSW A window appears in which you can make a selection. 2. Enter the required information, i.e. the purchase order number, the goods receipt document number or the delivery note number. 3. To proceed to the corresponding selection screen, press ENTER. Select the required items. 4. Choose *RWR 'RFXPHQW RYHUYLHZ and you will see that the system has included the further item(s) you selected in the overview.
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If you are processing an invoice and have forgotten to select one or more order items, these can be selected subsequently. From the document overview, proceed as follows: 1. From the menu bar, choose *RWR 2SHQ RUGHU LWHP. The selection screen is displayed. Only the items which you did not previously select are displayed. 2. Select the desired items. 3. Choose *RWR 'RFXPHQW RYHUYLHZ to return to the document overview which now includes the new items.

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You can enter an invoice (or a credit memo) without posting it and simply park it. To park an invoice or a credit memo, you enter the data in the system and save it in a document. The system does not, however, make any postings. A parked document can be changed as often as you like. When data is added or changed, the changes are noted by the system. When no further changes are required, you can then post the parked document. Only then does the system carry out the normal account movements and make the necessary updates. The preliminary posting function can be of great advantage if:
You are interrupted when entering an invoice. You can park the document and continue processing it later on. This saves you time having to enter the data twice. You wish to clear up some questions before you post an invoice. You can park the document and continue processing it later on. You wish to split the Invoice Verification process. One employee can, for example, park an invoice without checking it, while another carries out the actual checks and posts the document after making any necessary corrections.
You can park invoices that reference both purchase orders and goods receipts as well as invoices with no reference in the system. Preliminary posting comprises the following four functions:
Parking a Document [Page 28] Displaying a Parked Document [Page 29] Changing a Parked Document [Page 30] Posting a Parked Document [Page 31]
When you park a document or change a parked document, neither substitution nor validation is supported. The system only carries out these functions after you actually post a parked document.
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To park a document, proceed as follows: 1. From the Invoice Verification initial screen, choose 3UHOLPLQDU\ SRVWLQJ 3DUN You go through the same screens as for entering an invoice. 2. Enter the required data on the individual screens. It does not matter if a) your entries are incomplete b) the balance of the document is not zero The system does not carry out any checks, as a parked document can be corrected later on. 3. Save the document. The initial screen appears and the document number created is displayed. In addition to moving directly to Preliminary posting, you can also go from the 'RFXPHQW RYHUYLHZ to Preliminary posting by choosing the function 'RFXPHQW 6ZLWFK WR SUHOLP SVW. The system holds the data you have entered and switches to the document overview screen of the 3DUN GRFXPHQW function. You cannot switch back to (QWHU LQYRLFH To post an invoice, you first have to save your data and then post the parked document.

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To display a parked document, proceed as follows: 1. From the Invoice Verification screen, choose 3UHOLPLQDU\ SRVWLQJ 'LVSOD\. A screen appears in which you can enter the document number. 2. Enter the desired document number. Press ENTER to go to the document overview screen. From here you can branch to the individual items. 3. If you wish to see the changes that have been made to the document, choose ([WUDV 'RFXPHQW FKDQJHV from the document overview screen
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To change individual items of a parked document or to create new ones, proceed as follows: 1. From the Invoice Verification screen, choose 3UHOLPLQDU\ SRVWLQJ &KDQJH. The screen appears in which you can enter the document number. 2. Enter the desired document number. Press ENTER to go to the 'RFXPHQW RYHUYLHZ. 3. You can branch into the individual item screens to make changes or additions. You can also create new line items via (GLW 1HZ LWHP or *RWR 2SHQ LWHPV 4. Save the document. The initial screen appears in which you can change the next parked document.
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To change data in the header of a document, proceed as follows: 1. From the Invoice Verification screen, choose 3UHOLPLQDU\ SRVWLQJ &KDQJH. The screen appears in which you can enter the document number. Enter the desired document number and choose &KDQJH GRF KHDGHU The document header appears. 3. Enter your changes and save the document.
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If you do not want to process a parked document any further, it is better to delete it. Proceed as follows: 1. From the Invoice Verification screen, choose 3UHOLPLQDU\ SRVWLQJ &KDQJH. The screen appears in which you can enter the document number. 2. Enter the desired document number and choose 'HOHWH The system deletes the document and issues a message saying so.

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To post a parked document, proceed as follows: 1. From the Invoice Verification screen, choose 3UHOLPLQDU\ SRVWLQJ 3RVW SDUNHG GRFXPHQW. The screen appears in which you can enter the document number. 2. Enter the desired document number. Press ENTER to go to the 'RFXPHQW RYHUYLHZ. 3. Check the items, if necessary, and choose 3RVW. The system will now check whether the data is complete and whether the balance is zero. a) If the balance is zero, the parked document is posted and the system issues a message saying so. b) If the balance is not zero, the system issues a message asking you to change the parked document. To see the changes required, choose ([WUDV 0HVVDJHV.
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In Invoice Verification you can also post invoices that do not refer to a purchase order or a delivery. A typical example of this is a bill for expenses. As in the case of an invoice with a reference, you first need to fill out the data required in the initial screen and vendor screen. Unlike invoices with a reference, however, you do not receive a selection screen because the system does not have any order or goods receipt transaction for this invoice. So the system does not know which accounts will be affected by the offsetting entry for the vendor line item. Therefore, you must specify which accounts the amounts are to be posted to. In the SAP system there are three account types available:
G/L account Material account Fixed-asset account
You can also combine these accounts by generating the relevant posting lines one after the other. To enter an invoice without a reference in the system, proceed as follows: 1. From the Invoice Verification screen, choose 'RFXPHQW HQWU\ (QWHU LQYRLFH. The initial screen appears. 2. Enter the document header data in the initial screen. In the 6HOHFW area enter the number of the invoicing party in the field 9HQGRU. Press to go to the vendor screen.
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When you enter an invoice with no reference, you may find that the vendor has not been entered in the system. In this case you can post to a one-time account. For further information, see also Invoices from One-Time Vendors [Page 152]. 3. Fill out the vendor screen. Press to go to the document overview screen. This now contains the vendor line you created.
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4. Enter the offsetting account. a) Posting to a G/L Account [Page 33] b) Posting to a Material Account [Page 34] c) Posting to a Fixed-Asset Account [Page 35] 5. Post the document.

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To create a posting line to a G/L account, carry out the following steps: 1. From the document overview screen, choose (GLW 1HZ LWHP */ DFFRXQW A window appears in which you must enter the following: a) G/L account b) Credit or debit posting 2. Press
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to go to the G/L account screen.
3. In the G/L account screen enter the amount and the account assignment data (e.g. the cost center). 4. When you press the system checks whether the account can be posted to directly. If so, the document overview screen appears. The system has now created the relevant G/L account lines.
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To create a posting line to a material account, carry out the following steps: 1. From the document overview screen, choose (GLW 1HZ LWHP 0DWHULDO A window appears in which you must enter the following: a) Material number b) Plant c) Valuation type, if applicable d) Credit or debit posting 2. Press
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to go to the material screen.
3. Fill out the material screen. 4. Press to go to the document overview. The system has now created the relevant material lines.
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To create a posting line to a fixed-asset account, carry out the following steps. 1. From the document overview, choose (GLW 1HZ LWHP $VVHW A window appears in which you must enter the following: a) Fixed asset b) Asset sub-number c) Credit or debit posting 2. Press
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to go to the asset screen.
3. Fill out the asset screen. 4. Press to go to the document overview. The system has now created the relevant asset line.
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When you post an invoice, the system carries out the account movements and updates the following (See also Account Movements When Posting Invoices [Page 49]):
The system generates a Financial Accounting document that displays the accounts involved in the posting and the amounts posted to these accounts. The system creates a purchase order statistic for each item in the purchase order. Each posted invoice is included in this file. In this way, it is possible to display a current overview of the purchase order history at any time. The moving average price is updated in the material master record if the price of the invoice deviates from the purchase order price (See also Price Variance: Account Movements [Page 70]). If the invoiced price differs from the price in the purchase order for a material with moving average price control, the value of the stock is updated in the material master record. (See also Price Variance: Account Movements [Page 70]).

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The cash discount agreements for a vendor can be stored in the vendor master record. They can then be copied from the purchase order, where they can be changed. When you enter an invoice, the agreements (from the purchase order, if available, otherwise from the vendor master record) are displayed as default values on the vendor screen in the section 3D\PHQW FRQWURO. These values can be overwritten. The following fields also have to be filled out:
%DVHOLQH GDWH This field specifies the starting date from which the days for the terms of payment are valid. The date proposed by the system can be changed, if required. 'LVFRXQW EDVH If the amount qualifying for cash discount is different from the invoiced amount, you must enter the correct amount here. 'LVFRXQW DPRXQW In this field you can enter a fixed amount which the vendor in the invoice grants as a cash discount. If you fill out this field, the system will ignore the displayed terms of payment.
7HUPV RI SD\PHQW In this field, the system displays a key for the terms of payment, if any are stored in the system. These agreements come from the purchase order or from the vendor master record. To the right of the screen, the system displays the actual terms, that is, the period in which cash discount is to be granted, the percentage discount, and the date on which the invoice is payable net. Both the key for the terms of payment and the values belonging to the key can be overwritten. If no values are proposed, you can either enter a key or the days and percentage rates.

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There are two ways of posting the cash discount amounts:
3RVWLQJ WKH JURVV DPRXQW If you post the gross amount of an invoice, the system will ignore the cash discount amount when you enter the invoice data. The cash discount amount is posted to a separate income account when payment is later made.
3RVWLQJ WKH QHW DPRXQW If you post the net amount of an invoice, the cash discount amount is credited directly to the account to which the costs are posted. For example, if you are posting an amount to a cost center, only the invoice amount minus the cash discount amount is posted to the cost center.
You specify the way in which cash discount is to be cleared on the initial screen in Invoice Verification in the field 'RFXPHQW W\SH. In the standard system, there are two document types: 5( Gross posting 51 Net posting You will find further information and examples on cash discount clearing in Cash Discount Clearing [Page 52].
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Sometimes an item in an invoice may be excluded from cash discount. If you post an invoice containing such items as a gross amount, that is, to a separate account, it does not matter to which items cash discount applies. If, however, you post the invoice as a net figure, you must indicate to the system which items are to be excluded from cash discount so that the system can distribute the cash discount amount correctly. Therefore, on the individual item screens you should select those items to be excluded. Starting from the 'RFXPHQW 2YHUYLHZ screen, proceed as follows: 1. Position the cursor on the line item for which no cash discount is granted. Select (GLW 6HOHFW. The item screen appears. 2. On the item screen, select the field :LWKRXW FDVK GLVFRXQW 3. Choose *RWR from the menu bar to proceed to the other items or return to the document overview. The items that you have selected in the field :LWKRXW FDVK GLVFRXQW will not be included when the cash discount amount is distributed among the items.

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As a rule, incoming invoices include sales tax. This is specified either as a percentage rate or as a set amount. This must be entered together with the general invoice data. The relevant postings are made automatically by the system. You enter the tax information contained in the invoice in the following fields:
7D[ DPRXQW In this field you enter the amount of the tax contained in the invoice. 7D[ FRGH The tax code is a key that specifies the tax type and the tax percentage. The system allows only the tax codes defined by your system administrator. &DOFXODWH WD[ If the tax amount is not specified explicitly in the invoice, the system can calculate the tax amount itself.
Your system administrator can determine how many tax amounts and codes can be entered in the vendor screen by making the appropriate settings in the Customizing system of Invoice Verification. The tax code entered for an item can be changed on the item screen (unless the tax code is contained in the G/L account). The system uses the tax code and the amounts on the individual items to determine the tax base for each tax code. When you choose 6LPXODWH or 3RVW the system checks whether the tax amounts are correct and asks you to make any necessary corrections.

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1. On the vendor screen fill out the fields 7D[ DPRXQW and 7D[ FRGH. You can overwrite any tax codes proposed by the system, if required. If the tax amounts are not specified in the invoice, leave the field 7D[ DPRXQW blank and select the field &DOFXODWH WD[. If the invoice contains more tax rates than you can enter on the vendor screen, enter the amounts and tax codes for which there is space and leave the others until later. If the vendor screen contains tax rates that do not appear on the invoice, delete the tax codes that are not relevant. 2. When an invoice refers to a purchase order, select the relevant items from the selection screen. The system automatically retrieves the tax code valid for each item from the purchase order. If no tax code has been entered in the purchase order, the system retrieves the last one used or - if none is available - the first tax code entered as a default in the Customizing system When an invoice does not refer to a purchase order, enter further items manually. The tax code is contained on the individual screens (material screen, G/L account screen or fixed-asset screen). If a tax code is contained in a particular G/L account, the system displays this and you cannot overwrite it. Otherwise the system proposes the last tax code used or - if none is available- the first tax code entered as a default in the Customizing system, which you can then overwrite. 3. From the document overview screen, choose ([WUDV 7D[HV. The screen containing tax data appears, including a) all the tax codes contained in the session, both from the vendor screen and the individual items. b) all tax amounts you entered on the vendor screen c) the tax base for each tax code You can correct the tax amounts. If you did not enter all the tax amounts and tax codes on the vendor screen, the missing tax codes (but not the amounts) contained in the items are displayed. You have to enter the relevant amounts. The system does not perform any checks here. Only when you 6LPXODWH or 3RVW does the system check the consistency of the tax amount, tax code and base amount. You cannot change the tax base directly. If this is wrong, then the amount or the tax code has probably been entered wrongly in the item. To make a correction, you must branch from the document overview screen to the item concerned. Choose &RQWLQXH to return to the document overview screen. 4. When you choose 6LPXODWH or 3RVW the system checks whether the correct tax amount has been entered for every tax code. If an entry is wrong, the system displays the tax data screen and issues a message indicating what the correct amount should be. You can acknowledge this amount by pressing Enter. If you chose 6LPXODWH you go to the document verification screen: if you chose 3RVW the document is posted and you return to the initial screen.
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If you wish to change the tax data, first choose &DQFHO. The document overview screen appears. You can call up the tax data again by choosing ([WUDV 7D[HV You can now make any changes required in the 7D[ DPRXQW column.

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Which taxes are to be paid and how they are to be posted in the system depends on the tax regulations defined by law in the country of the company concerned. The postings made are controlled by the tax code. A distinction is made between the following:
Deductible taxes Non-deductible taxes
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Input tax is paid to the vendor, who passes this on to the tax authorities. The offsetting entry for the tax payment is posted to a separate input tax account. On the basis of this account and the sales tax account, Financial Accounting can calculate the difference between the tax received and tax paid and pay the amount to the appropriate tax authority. The system creates a line for every tax code you enter. If various line items have the same tax code, the tax postings are summed up.
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There are three different ways of processing non-deductible taxes:
Distribution among invoice items With this processing method, you post the invoice and tax amounts to the vendor account. The taxes are distributed among the G/L account line items and totaled in each case as a net value. Example: Distribution among Invoice Items [Page 46]
Separate posting lines With this processing method, you post the invoice amount and the tax amount to the vendor account. The offsetting entry is split: the offsetting entry for the invoice amount is posted to the stock account, and the offsetting entry for the tax amount is posted to separate tax accounts. Example: Separate Posting Lines [Page 47]
Sales tax not charged In this case, the invoice does not contain any taxes. The tax is determined by the tax code entered. You do not enter a tax amount. The tax expense is either distributed among the invoice items or posted separately. The offsetting entry is posted to separate tax accounts. Example: Sales Tax Not Charged [Page 48]
In all three cases, the tax can be defined on multiple levels. The postings to the individual levels can be distributed to different accounts. The procedure, tax records, and the accounts to be posted are controlled via the tax code; you can maintain the settings in the Customizing system of Financial Accounting.
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Consider an invoice for a purchase order where the goods have already been received (the same tax code applies to both items): Material A Material B Total 5 % tax 1 2 % tax 2 1 % tax 3 Total 1000 3000 4000 200 80 40 4320
In the vendor screen, enter 4320 in the field $PRXQW, 320 in the field 7D[, and the tax code in the field 7D[ FRGH. On the document verification screen the system displays how the taxes are posted: Postings: Vendor account GR/IR clearing account Stock account A GR/IR clearing account Stock account B 4320 1000 80 3000 240

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Consider an invoice for a purchase order where the goods have already been received (the same tax code applies to both items): Material A Material B Total 5 % tax 1 2 % tax 2 1 % tax 3 Total 1000 3000 4000 200 80 40 4320
On the vendor screen, enter into the field $PRXQW, 320 into the field 7D[, and the tax code into the field 7D[ FRGH. On the document check screen, the system displays how the taxes are posted: Postings: Vendor account GR/IR clearing account GR/IR clearing account Tax account 1 Tax account 2 Tax account 3 4320 1000 3000 200 80 40
The postings are similar to those for deductible tax, with the difference that deductible tax does not provide for multiple levels.
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Invoice for a purchase order where the goods have already been received: Material A Material B Total 1000 3000 4000
On the vendor screen, enter 4000 into the field $PRXQW. On the individual item screens, enter the tax amount and the tax code, for example, for Item 1 = 3% tax and for Item 2 = 5% tax. On the document verification screen, the system shows how the taxes are posted: Postings: Vendor account GR/IR account Stock account A Tax account 1 GR/IR clearing account Stock account B Tax account 2 4000 1000 30 30 3000 150 150

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When you post an invoice, the system selects the accounts to be posted. Account assignment is based partly on your entries when you create an invoice and partly on information stored in the system. Your entries provide the following information: Is the invoice posted as a net or as a gross amount? Which vendor account must be posted? Which G/L accounts must be posted? Which amounts must be posted?
The material master record provides the following information: Which valuation class does the material belong to? What type of price control is the material subject to? Which account must be posted for the material? Is the stock available smaller than the quantity invoiced?
Posted documents provide the following information: What is the purchase order price? Has there been a goods receipt for the purchase order?
To post invoices correctly, your system administrator must define the accounts in the chart of accounts and the actions to be taken for the different postings when the SAP system is being installed in your company. The SAP accounts are defined in a chart of accounts. The following accounts are particularly important for Invoice Verification:
The vendor account For each vendor there is a separate account in the sub-ledger to which all amounts concerning this vendor are posted. A posting to the vendor account is not the same as a payment. Payment is only executed when the Financial Accounting department posts the vendors payment to a bank account, for example.
The stock account In the SAP system, there is no separate account for each material. Instead, different materials with similar features are grouped together in a common account (for example, raw materials, acids). The account relevant for a material is defined in the system when the material master record is created.
The GR/IR clearing account The GR/IR clearing account is an intermediate account between the warehouse stock sheet account and the vendor account. At goods receipt, the net invoice amount expected is posted from the stock account to the GR/IR clearing account. This posting is then cleared by an offsetting entry on the vendor account at invoice receipt.

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The following example shows a simple type of invoice posting.

Purchase order : 50 pcs a $ 2.00 / pc Goods receipt for this purchase order: 50 pcs Invoice : 50 pcs a $ 2.00 / pc = $ 100.00
Goods receipt
Invoice
Balance sheet acct. GR / IR account Vendor
100 + 100 100 + 100 -
When you post the goods receipt, the system executes the following account postings: The value of the delivery (net order price x quantity of goods received) is credited to the warehouse stock account. The GR/IR clearing account is debited with this amount. When the invoice is posted, the GR/IR clearing account is cleared and the vendor account is credited.
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As a rule, the cash discount agreements are already defined in the purchase order. When you enter an invoice, these agreements are displayed as default values on the vendor screen in the section 3D\PHQW FRQWURO. However, they can be overwritten. 6HH DOVR Entering Cash Discount Data [Page 38]. The cash discount amount can be posted in two ways: the amount is either used for the nonoperating result or it is credited to the cost object (for example, the warehouse stock account or the cost center). How the cash discount amount is posted depends on the document type with which the invoice is posted. In the standard system, there are two document types:
Document type 5( : Gross posting The cash discount amount is not included in the invoice posting and is credited to the G/L account "non-operating result" upon payment of the invoice. Document type 51: Net posting The cash discount amount is cleared when the invoice is posted. This procedure is recommended only if the cash discount amount can be credited to the G/L account directly. In the case of postings to a stock account, the material must be valuated using the moving average price, When material has a standard price, variances such as cash discounts are posted to a separate price difference account. Therefore, as in the case of gross posting, these differences are included in the non-operating result.
When you enter an invoice you define on the initial screen whether the invoice is to be posted as a gross or net amount. Posting as a Gross Amount [Page 53] Posting as a Net Amount [Page 54]

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To post an invoice as a gross amount, a document type that defines posting as a gross amount must be entered on the initial screen into the field 'RFXPHQW W\SH. In the standard system, this is document type 5(. When you post the invoice, the cash discount amount is first ignored. Only later when the payment program is run by the Financial Accounting department is the cash discount amount credited to the account "non-operating result" and debited to the vendor account. The input tax account is also adjusted accordingly. The following example shows how to post an invoice as a gross amount.
Purchase order : 50 pcs a $ 2.00 / pc : Goods receipt for this purchase order : 50 pcs Invoice : 50 pcs a $ 2.00 / pc = $100.00 15 % VAT = $15.00 $115.00 less 5 % cash discount = $5.75 $109.25
Goods receipt
Invoice
Payment
Balance sheet acct. GR / IR account Vendor account Input VAT Bank Non-operating result
100 + 100 100 + 115 15 + 115 +
0.75 109.25 5 -
If an invoice contains a cash discount and taxes, more tax is posted with the invoice than should be, as the cash discount is not taken into account. This happens regardless of whether the invoice is posted as a gross or as a net amount. Upon payment by Accounting, the tax amount is adjusted automatically, i.e. the tax amount for the cash discount is credited to the input tax account. In the example above, the input tax account is debited with $15 when the invoice is posted. However, only $95 (100 - 5%) is to be taxed. Therefore, the tax to be paid is 15% of $95 = $14.25. The difference of $0.75 is credited to the input tax account when the invoice is paid.
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To post an invoice as a net amount, a document type that defines posting as a net amount must be entered on the initial screen into the field 'RFXPHQW W\SH. In the standard system, this is document type 51. The cash discount amount expected is already taken into consideration when the invoice is posted. This amount is posted to a cash discount clearing account. The type of price control defined for the material determines which offsetting account is posted when the stock account is posted.
Material with a moving average price The cash discount amount is credited to the stock account and debited to the cash discount clearing account. Material with standard price The cash discount amount is credited to the account "Income from price differences" and debited to the cash discount clearing account.
The following example shows a net posting for a material with a moving average price.
Purchase order : 50 pcs a $ 2.00 / pc Goods receipt for this purchase order : 50 pcs Invoice : 50 pcs a $ 2.00 pc = $100.00 15 % VAT = $15.00 $115.00 $5.75 less 5 % cash discount = $109.25
Goods receipt
Invoice
Payment
Balance sheet acct. GR / IR account Vendor account Input VAT Bank Cash discount clearing account
100 + 100 -
5 100 + 115 15 + 115 +
0.75 109.25 -
5+
If an invoice contains a cash discount and taxes, more tax is posted with the invoice than should be, as the cash discount is not taken into account. This happens regardless of whether the invoice is posted as a gross or as a net amount. Upon payment by Accounting, the tax amount is adjusted automatically, i.e. the tax amount for the cash discount is credited to the input tax account.

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In our example, the input tax account is debited with $15 when the invoice is posted. However, only $95 (100 - 5%) is to be taxed. Therefore, the tax to be paid is 15% of $95 = $14.25 The difference, $0.75, is credited to the input tax account when the invoice is paid.
It is also possible to post the goods receipt as a net value. In this case when an invoice is entered, the GR/IR clearing account is cleared and the vendor account credited.
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An invoice can only be posted if the balance is zero. It is very time-consuming to determine the reasons and change the individual items if the balance is not zero. So if there is only a slight difference between the debit and credit amounts, you can enter a new item to clear the difference. This can occur automatically for small differences. In the Customizing system of Invoice Verification you can maintain a tolerance limit for small differences; if the difference is within the tolerance limits, the system automatically generates a posting line that posts the difference to a non-operating expense or income account.
You order 1 kilogram of a material costing $10.87. The invoice you receive contains a typing error: 1 KG Material SE-1000 = 10.78 When entering the invoice, you enter the amount 10.78 on the vendor screen. You could change the proposed amount from 10.87 to 10.78 on the selection screen for order items (see also Price Variance [Page 68]). This would, however, have an effect on the price update. If you do not want this, you must settle the difference of 0.09 in the document overview screen. The system automatically creates a posting line in the document check that clears the difference. The line created automatically by the system posts the difference on the expense account for small differences. The balance is therefore zero and the document can be posted.
If you select the field &DOFXODWH WD[ when entering the tax information, it is not possible to automatically clear small differences. When a small balance occurs, the system does not automatically create a posting line but issues an error message about the balance.

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Some countries require companies to manage purchase accounts to document the value at which externally procured materials are posted.
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In Customizing for Invoice Verification you can activate purchase account management on a company code basis. If you activate it for a company code, you must create the required accounts.
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Purchase accounts can be updated in two ways:
at the receipt value In this case the exact amount posted at goods receipt or at invoice receipt is posted to the purchase account. In Invoice Verification the system only posts to the stock account - and therefore to the purchase account and to the purchase offsetting account - if the invoice item meets the following conditions (compare Price Variance [Page 68] : A price variance has occurred A material is subject to moving average price control and Stock exists for the material at the delivered (cost) value
In this case the exact amount posted at goods receipt to the GR/IR clearing account is posted to the purchase account. In Invoice Verification the system only posts to the purchase account if a price difference has occurred. The difference is posted to the stock account or to a price difference account. The sum of these two postings is posted to the purchase account. Similar to the purchase account, a freight account exists for documenting delivery costs that have been posted for externally procured materials. In Customizing for Valuation, your system administrator defines on a company code basis whether purchase account management is active. If purchase account management is active, the additional postings are carried out automatically by the system.
Material With Moving Average Price [Page 58] Material With Standard Price [Page 59]
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Material A is subject to moving average price control Purchase order: Goods receipt: Invoice: 100 pieces material A at $10.00 /piece planned freight costs $200 100 pieces 100 pieces material A at $ 11 /piece plus freight costs $ 1100 $ 250 $ 1350
*RRGV UHFHLSW Stock account GR/IR clearing account Freight clearing Vendor account Purchase account Freight account (purchasing) Purchase offsetting account 1000 + 200 + 1200 1200 + 1000 200 -
,QYRLFH UHFHLSW 150 + 1000 + 200 + 1350 100 + 50 + 150 -

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Material A is subject to standard price control: $ 9. 00 /piece Purchase order: Goods receipt: Invoice: 100 pieces material A at $ 10.00 /piece planned freight costs $ 200 100 pieces 100 pieces material A at $11 /piece plus freight costs $ 1100 $ 250 $ 1350
*RRGV UHFHLSW Stock account GR/IR clearing account Freight clearing Expense from price difference Vendor account Purchase account Freight account (purchasing) Purchase offsetting account 900 + 200 + 900 900 + 1000 200 100 +
,QYRLFH UHFHLSW
1000 + 200 + 100 + 1350 -
50 +
In the above example, the posting to the purchase account is made based on the receipt value. Based on the delivered value, 100 would have been posted to the purchase account at goods receipt and 100 at invoice receipt.
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Four different types of variances are possible:
Quantity variance The quantity specified in the invoice is different from the quantity delivered and the quantity invoiced so far. ([DPSOH 100 pieces ordered at $10 per piece 50 pieces delivered 0 pieces already invoiced Invoice arrives for $800 for 80 pieces
Price variance The price specified in the invoice is different from the price specified in the purchase order. ([DPSOH 100 pieces ordered at $1.30 per piece 100 pieces delivered 0 pieces already invoiced Invoice arrives for $124 for 100 pieces
Quantity and price variance Here we have a variance in both quantity and price. ([DPSOH 100 pieces ordered at $10 per piece 60 pieces delivered 0 pieces already invoiced Invoice arrives for $1100 for 100 pieces
Variance in order price quantity If the unit in which a material is priced is different from the unit in which a material is ordered, the quantity of a material ordered is referred to as the order price quantity (for example, the purchase order is issued for pieces, but the price is in $ per kg). If you have a purchase order with an order price quantity, there must be a conversion factor between the price unit and the quantity unit. If the conversion factor in the invoice is different from the conversion factor at goods receipt, there is a variance in order price quantity. If the invoice is received before the goods, the conversion factor in the invoice is compared with that of the purchase order. ([DPSOH 100 pieces (= 250 kg) ordered at $20 per kg 100 pieces delivered (= 240 kg) 0 pieces already invoiced Invoice arrives for $5200 for 100 pieces (= 260 kg) Thus, the conversion factor of the order price quantity and the order quantity is
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in the purchase order: at goods receipt: in the invoice:
2.5 kg per piece 2.4 kg per piece 2.6 kg per piece

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Variances are allowed within certain tolerance limits. These are set by your system administrator. Each time a variance occurs, the system checks whether it is within the defined tolerance limit. If the variance is outside the tolerance limit, the system displays this in a warning message. If you do not adjust your entries, you can still post the invoice. If, however, the upper tolerance limit is exceeded, the system automatically blocks the invoice for payment. The invoice can then only be paid by Financial Accounting after the invoice has been released in a separate step. If the variance is within the tolerance limit, the system accepts the entry. In this case, there is no need for a warning message or a payment block.
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Invoices with variances are checked in the same way as invoices without variances. Proceed as follows: 1. Choose 'RFXPHQW HQWU\ Enter invoice. 2. Fill out the initial screen. 3. To proceed to the vendor screen, press ENTER. Make the necessary entries. 4. To proceed to the selection screen, press ENTER. Here, the system selects all items for which an invoice is outstanding and proposes an amount and a quantity for each of these items. If the invoice differs, you can overwrite the proposed values. If no invoice is outstanding for an item, the system will not propose the amount or the quantity. However, you can still enter values in these fields, but you must select the item if you want it to be included in the document. 5. After you have chosen *RWR 'RFXPHQW RYHUYLHZ, the system can now check whether your entries have resulted in variances in the selected items. There are two possibilities: a) if the variance for an item is within the tolerance limits, the system accepts your change and processes the item as if there were no variance b) if the variance is outside the tolerance limits, the order item screen for this item appears and a message is displayed. You can now change the 4XDQWLW\ and $PRXQW fields again. If there are variances for several items and these variances are outside the tolerance limits, the system displays the item screen of the first line item. Each time you press ENTER, you proceed to the next item screen. 6. When you are on the last item screen, press ENTER to proceed to the document overview screen. 7. To post the document, choose 'RFXPHQW 3RVW. The system nows returns to the initial screen. If the variance is outside the tolerance limits, you receive a message stating that the document was posted but is blocked for payment.

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The difference between the quantity delivered and the quantity invoiced for goods received on a purchase order is the open quantity. A quantity variance exists if the quantity you are entering from the invoice does not match this open quantity. The SAP system allows the following quantity variances:
In purchase-order-based Invoice Verification: The quantity listed in the invoice can be larger or smaller than the quantity still to be invoiced. If it is smaller, a further invoice for the remaining quantity is expected. If it is larger, a further goods receipt will be expected for the extra quantity charged.
In goods-receipt-based Invoice Verification: When goods-receipt-based Invoice Verification is active, an invoice can only be posted when at least one goods receipt hsa been posted for the order item. In the standard system, the quantity invoiced cannot be larger than the quantity expected by the system for invoicing, since further invoices can be received for a goods receipt, but not further goods receipts. You can, however, configure the message as a warning, thus allowing you to post the invoice.
Quantity Variance: Checking an Invoice [Page 66] Quantity Variance: Account Movements [Page 67]
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An invoice of $800 for 80 pieces is entered for a purchase order. In the selection screen, the system indicates that only 50 pieces are to be invoiced in the amount of $500 for this purchase order. These values need to be changed. 1. In the selection screen, overwrite the specified values in the $PRXQW and 4XDQWLW\ fields. 2. To proceed to the item screen, choose *RWR 'RFXPHQW RYHUYLHZ. The system displays a message indicating that the quantity invoiced is larger than the quantity of goods received. 3. If you want to post the document despite the variance, you acknowledge the warning message by pressing ENTER. The document overview screen appears. 4. To post the invoice, choose 'RFXPHQW 3RVW. You return to the initial screen and receive one of the following messages: a) If the quantity variance does not exceed the upper tolerance limit: Document no. ...... created b) If the quantity variance exceeds the upper tolerance limit: Document no. ...... created; blocked for payment

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As in the case of invoices without variances, the invoice amount is posted from the GR/IR account to the vendor account. The following is taken into account:
If the quantity invoiced is larger than the quantity received, you expect that the extra quantity invoiced will still be delivered. If the quantity received is larger than the quantity invoiced, you expect a further invoice to arrive.
When the goods or invoice are received, a balance is cleared on the GR/IR account. The following graphic shows the account postings for a quantity variance where the quantity invoiced is larger than the quantity of goods received.
Purchase order 100 pcs a $10.00 Invoice 80 pcs a $10.00 = $800.00
Goods receipt 50 pcs
Invoice Goods receipt at later time
Goods receipt Balance sheet account GR/IR account Vendor acct.
500 + 500 800 + 800 -
300 + 300 -
Goods receipt
If there is no further invoice or goods receipt, the GR/IR account balance will not be cleared automatically. In order to do this manually, the GR/IR account must be maintained at regular intervals (see also Account Maintenance with Quantity Variances [Page 80]).
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A price variance occurs if a different price per unit of measure results from the quantity invoiced and the amount invoiced. Price Variance: Checking an Invoice [Page 69] Price Variance: Account Movements [Page 70]

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An invoice is entered for a purchase order. The invoice contains the following item: 100 pieces SE-5000 at $1.24 per piece = $124 The selection screen indicates that an invoice is due for this purchase order for 100 pieces at $130 per piece. The purchase order price proposed by the system is $1.30 per piece. So you need to change the amount. To enter the invoice, proceed as follows: 1. In the selection screen, overwrite the value specified in the $PRXQW field. 2. To proceed to the order item screen, choose *RWR 'RFXPHQW RYHUYLHZ. The system displays the following message: Price too low: Tolerance limit exceeded by .... 3. If you want to post the document despite the variance, acknowledge the warning message by pressing ENTER. The document overview screen appears.. 4. To post the invoice, choose 'RFXPHQW 3RVW. You return to the initial screen and receive one of the following messages: a) If the price variance does not exceed the upper tolerance limit: Document no. ...... created b) If the price variance exceeds the tolerance limit: Document no. ...... created; blocked for payment
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When price variances occur, the type of price control defined in the material master determines how the difference is posted. (See also 0DWHULDO 9DOXDWLRQ in Materials Management). There are two types of price control in the SAP system:
6WDQGDUG SULFH If a material is invoiced on the basis of a standard price, the value of the material is always calculated using a fixed price stored in the material master record. When material is received, the value of the receipt is calculated from the price in the material master. Variances are posted to a SULFH GLIIHUHQFH DFFRXQW at the time of goods or invoice receipt. Example: Material with a Standard Price [Page 71]
0RYLQJ $YHUDJH 3ULFH The price of a material changes with moving average price control. It is calculated by dividing the current total value by the current total quantity of the material. It changes if the material price differs from the delivered price at goods or invoice receipt. Variances are posted to the VWRFN DFFRXQW with one exception: if the stock of material is less than the amount stated in the invoice because of a withdrawal that took place between goods receipt and invoice receipt, then the price variance for the missing quantity is posted to a price difference account. Example: Material with Moving Average Price with Sufficient Stock Coverage [Page 72] Example: Material with Moving Average Price with Insufficient Stock Coverage [Page 73]

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Material with standard price $ 1.20 / pc Stock : 100 pcs Purchase order : 100 pcs a $ 1.30 / pc : Goods receipt for this purchase order : 100 pcs Invoice : 100 pcs a $ 1.24 / pc = $ 124.00
Goods receipt Balance sheet acct. GR / IR account Vendor account Expenses from price diff. Income from price diff. 120 + 130 10 +
Invoice
130 + 124 6 -
Material master record Stock 100 200 200 Value 120 240 240 Standard price 1,20 1,20 1,20
The GR/IR account is cleared at the time of invoice receipt. The variance between the purchase order and invoice is posted as follows:
If the invoice value is greater than the value of goods ordered, the variance is posted to an expense account. If the invoice value is less than the value of goods ordered, the variance is posted to an income account.
Thus, the value of the material and the price do not change when an invoice is received.
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Material with MAP of $ 1.20 / pc Stock : 100 pcs Purchase order : 100 pcs a $ 1.30 / pc Goods receipt for this purchase order : 100 pcs Invoice : 100 pcs a $1.24 / pc = $124.00
Goods receipt Balance sheet acct. GR / IR account Vendor account 130 + 130 -
Invoice Material master record Stock 100 200 200 Value 120 250 244 MAP 1,20 1,25 1,22
6 130 + 124 -
The GR/IR account is cleared at invoice receipt. Variances between the purchase order and the invoice are posted to the stock account. As a result, the value of the material and, therefore, the moving average price change automatically. If the stock of a material is less than the quantity specified in the invoice because of a withdrawal that took place between goods receipt and invoice receipt, the stock account is only debited or credited for the actual stock. The remaining amount is posted to a price difference account.

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Material with MAP of $ 1.20 / pc Stock : 100 pcs Purchase order : 100 pcs a $ 1.30 / pc Goods receipt for this purchase order : 100 pcs Goods withdrawal: 120 pcs Invoice : 100 pcs a $ 1.40 / pc = $140.00 Goods receipt Balance sheet acct. GR/IR account Vendor account Expenses from price diff. Income from price diff. 130 + 130 -
Invoice 8 130 140 2 + + +
Material master record Stock 100 200 80 80 Value 120 250 100 108 MAP 1,20 1,25 1,25 1,35
+100 pcs with value of $130.00 -120 pcs with value of $150.00
Balance sheet acct. Cost center
Goods withdrawal 150 150 +
Since only 80 pieces of the material are in stock at the time of invoice receipt, the price difference is debited to the material for 80 pieces only. This means 80 pieces * $0.10 per piece (price difference) = $ 8.00. The remaining variance (20 pieces * $0.10 per piece = $2) is posted to the account "Expenses from Price Differences".
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Quantity and price variances occur when an invoice not only contains a different quantity from the one still to be invoiced, but also a different price basis from that specified in the purchase order. Quantity and Price Variance: Checking an Invoice [Page 75] Quantity and Price Variance: Account Movements [Page 76]

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An invoice is entered for a purchase order: 100 pieces SE-2000 at $11 per piece = $1100
The selection screen indicates that an invoice is due for only 60 pieces with a value of $600. The purchase order price is only $10 per piece. Therefore, you need to change the amount and the quantity. 1. In the selection screen, you overwrite the values specified in the $PRXQW and 4XDQWLW\ fields. To proceed to the order item screen, choose *RWR 'RFXPHQW RYHUYLHZ . The system displays a message indicating that the quantity invoiced is larger than the quantity received. If you want to post the document despite the variance, you acknowledge the warning message by pressing ENTER. The following message is displayed in the order item screen: Price too high: Tolerance limit exceeded by ... 4. You can also acknowledge the message by pressing ENTER. If you do so, the system goes to the document overview screen. 5. To post the invoice, choose 'RFXPHQW 3RVW. You proceed to the initial screen and receive one of the following messages: a) If the quantity and price variances do not exceed the upper tolerance limit: Document no. ...... created b) If the quantity and price variances exceed the upper tolerance limit: 'RFXPHQW QR FUHDWHG EORFNHG IRU SD\PHQW
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The account movements made when quantity and price variances occur depend on the price control type defined in the material master record, as is the case for regular price variances.
The following example is based on a material with a moving average price:

Purchase order : 100 pcs a $ 10.00 / pc Goods receipt for this purchase order : 60 pcs Invoice : 100 pcs a $ 11.00 / pc = $1,100.00
Invoice (*) 60 + 1040 + 1100 -
Goods receipt at later time 440 440 + -
Since the material was debited at goods receipt using the purchase order price (that is, $600 instead of $660), it must be debited with an additional $60 in Invoice Verification. The GR/IR account will be cleared later when the expected goods receipt of 40 pieces at $440 arrives. The offsetting entry is then posted to the stock account. For the posting selected with an asterisk (*), the following must be considered:
In the case of a material with a moving average price, the stock account can only be debited or credited in accordance with the actual stock balance. If the material stock available is less than the quantity invoiced, the stock account is only debited or credited with the invoice difference for the actual stock balance (stock balance * price difference). The remaining amount is posted to a price difference account (Price Variance). For a material with a standard price, this posting would be made to the account "Expenses from Price Differences".

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The unit in which a material is priced in a purchase order is called the order price unit.
100 pieces of a material are ordered, each at $20 a kg. In this case, "pc" (piece) is the order unit, and "kg" (kilogram) is the order price unit (OPUn). With this type of purchase order, the conversion factor for piece and kilogram must also be specified so that the system can convert quantities of one unit of measure into the other. For example: 4 pieces equal 10 kg. A variance in order price quantity applies in the following cases:
Invoice receipt after goods receipt The ratio invoiced quantity in OPUn : invoiced quantity in order units deviates from the ratio quantity of goods received in OPUn : quantity of goods received in order units.
Invoice receipt before goods receipt The ratio invoiced quantity in OPUn : invoiced quantity in order units deviates from the ratio quantity ordered in OPUn : quantity ordered in order units
Variance in Order Price Quantity: Checking an Invoice [Page 78] Variance in Order Price Quantity: Account Movements [Page 79]
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An invoice is entered for a purchase order. The invoice specifies $5200 for 100 pieces = 260 kg. The selection screen indicates that a total of 100 pieces has already been received for this purchase order. As a result of the information in the purchase order, the system proposes $4800 as the amount invoiced. You therefore need to change the amount. 1. You overwrite the value specified in the $PRXQW field on the selection screen. 2. Choose *RWR 'RFXPHQW RYHUYLHZ. The order item screen appears. The corrected amount is copied into this screen. 240 kg are proposed from the purchase order as the order price quantity. The proposed value in the selection screen was calculated on the basis of this quantity and the net price. Since the price, not the quantity, was changed there, the system now issues a message indicating a price variance. 3. Overwrite the value in the 4XDQWLW\ 238Q field. 4. After you have pressed ENTER, the following message is displayed in the item screen: Order price quantity exceeded by .... 5. You can acknowledge the message by pressing ENTER. The purchase order display screen appears. 6. To post the invoice, choose 'RFXPHQW 3RVW. You return to the initial screen and receive one of the following messages: a) If the variance in order price quantity does not exceed the upper tolerance limit: Document no. ...... created b) If the variance in order price quantity exceeds the upper tolerance limit: 'RFXPHQW QR FUHDWHG EORFNHG IRU SD\PHQW

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The account movements for variances in order price quantity are the same as for regular price variances. The variances are posted either to the stock account, or to one of the accounts "Income from Price Differences" / "Expenses from Price Differences", depending on the price control type defined in the material master record.
The following example is based on a material with a moving average price:

Purchase order : 100 pcs a $ 20.00 / kg Goods receipt : 100 pcs with weight of 240 kg Invoice : 260 kg a $ 20.00 / kg = $5,200.00
Invoice 400 + 4800 + 5200 -
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Quantity differences between goods receipt and invoice receipt for a purchase order result in a balance in the GR/IR clearing account.
If the quantity invoiced is larger than the quantity received, then further goods receipts that will clear the balance are expected for this purchase order. If the quantity of goods received is larger than the quantity invoiced, then further invoices that will clear this balance are expected for this purchase order.
If no more goods are to be received or invoiced, the balance must be cleared by the user. This can be done in different ways:
You can return the extra goods to the vendor You can cancel the invoice (see also Credit Memos and Canceling Invoice Documents [Page 109]). You can clear the GR/IR clearing account directly.
Clearing the GR/IR Clearing Account [Page 81] Account Maintenance with Quantity Variances: Account Movements [Page 82]

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As a rule, the GR/IR account is cleared either periodically or at the end of the fiscal year. In order to clear the GR/IR account, proceed as follows: 1. From the Invoice Verification screen, choose )XUWKHU SURFHVVLQJ 0DLQWDLQ *5,5 DFFRXQW. The initial screen of Account Maintenance appears. 2. Enter the document header data of the clearing document on the initial screen. Then decide how you want to select the transactions for which you want to post differences. 3. Choose ([HFXWH. a) If you choose to clear the balance automatically, the system executes the clearing entry when you press ENTER and returns to the initial screen with the following message: 'RFXPHQW QR FUHDWHG b) If you selected 3UHSDUH OLVW the selection screen appears. If you do not want to have the clearing entry executed automatically, proceed as follows: 4. On the selection screen, the individual purchase orders that have quantity variances are now listed as per your selection. Select the order items which you want to clear. 5. Clear the GR/IR clearing account for the selected purchase orders by choosing (GLW &OHDU. The system returns to the initial screen and displays a message indicating that a document was created.
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The offsetting entry to clear the GR/IR account is the same as the posting made when you enter an invoice for a purchase order.
Material with moving average price The GR/IR account is cleared against the stock account if no stock coverage exists. If the material stock is smaller than the quantity to be cleared, the actual existing stock is debited/credited proportionally. The rest is posted to an expense or income account.
Material with standard price The offsetting entry is made to an expense or income account. Purchase orders assigned to an account The offsetting entry is made to the cost or fixed asset account to which the invoice was posted.

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When an invoice is blocked, Financial Accounting cannot pay the invoice. The invoice must first be released in a separate step before it can be processed. An invoice can be blocked for payment due to one of the following reasons:
Variances in an Invoice Item [Page 85] Amount of an Invoice Item [Page 87] Stochastic Block [Page 88] Manual Block [Page 89]
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When an invoice is blocked, the period in which the vendor grants a cash discount may end before the invoice is released. In this case, blocking the invoice would be a disadvantage, since the payment program cannot deduct the cash discount. To avoid this, you can update the baseline date for payment when you release the invoice, so that the cash discount periods can be shifted forwards.

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When you enter an invoice, the system proposes certain values from the purchase order or goods receipt. If the invoice item differs from the default values, you must determine the reason for the variance by contacting the purchasing or goods receipt department or the vendor. It is too time-consuming to investigate very small variances. So tolerance limits can be defined in the system. If variances in an invoice item are within these limits, they are accepted by the system. If a tolerance limit is exceeded, you receive a system message. You can still post the invoice but it will be DXWRPDWLFDOO\ blocked for payment if it exceeds the upper tolerance limit (see also Tolerances [Page 90]). If the invoice is blocked, all the items are blocked. Even if the invoice only displays variances in one item, the whole invoice is blocked for payment. If you post an invoice with a blocking reason, the system carries out two steps:
The account postings resulting from the invoice are made. In the vendor item, the system enters an 5 in the field 3D\PHQW EORFN so that Financial Accounting cannot make payment for the invoice.
The following blocking reasons exist for variances in invoice items (the relevant blocking indicator is specified in parentheses):
4XDQWLW\ YDULDQFH 0 A quantity variance exists if the invoiced quantity is larger than the difference between the quantities delivered and those already invoiced. In the SAP System, a quantity variance is treated differently depending on the amount of the variance. The product of the order price and the variance quantity is used as the basis for determining whether the invoice is to be blocked. Lower priced items are permitted relatively large quantity differences, whereas more expensive items are allowed only very small differences.
3ULFH YDULDQFH 3 A price variance exists if the invoiced price (invoiced amount divided by the invoiced quantity) is not the same as the net order price. 9DULDQFH LQ RUGHU SULFH TXDQWLW\ * A variance in order price quantity exists if the ratio between the order price quantity and the order quantity in the invoice differs from the ratio specified at goods receipt (or if it differs from the ratio in the purchase order, if no goods receipt has taken place).
6FKHGXOH YDULDQFH 7 A schedule variance exists if the date of invoice entry is before the delivery date specified in the purchase order. In the SAP system, schedule variances are treated differently depending on the value of the invoice items. The product of the invoice item value and the number of days variance is used as a basis for determining whether the invoice is to be blocked. In this way, relatively large schedule variances are allowed for lower value items, whereas only very small schedule variances are
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4XDOLW\ LQVSHFWLRQ , If a material is defined as being relevant for quality management, goods receipts for this material are posted to stock in quality inspection. Invoices for the material are blocked until the inspection has been successfully completed. If more than one goods receipts is posted for an order item, an inspection is carried out for every goods receipt. A distinction is made between two different scenarios in Invoice Verification:
Goods-receipt-based Invoice Verification has been defined in the purchase order: The invoice is blocked if the inspection has not been completed for the goods receipt.
No goods-receipt-based Invoice Verification has been defined in the purchase order: The invoice is blocked if any goods receipts are still in quality inspection. If an invoice is posted before the goods are received, it cannot be blocked for quality inspection. When Quality Management is active, we recommend you work with goods-receiptbased Invoice Verification. In addition to the fact that invoices are only blocked that pertain to the exact goods receipt, this also ensures that an invoice cannot be posted before the goods receipt and subsequently before the quality inspection has taken place.
An invoice containing a blocking indicator is blocked for payment until you release it. (See also Validity of the Block [Page 91].)

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If an invoice item is entered with a large amount, it is advisable to initially block this invoice to check the amount, especially in the case of invoices that do not refer to a purchase order. Items that are blocked due to the amount have the blocking reason 2WKHU YDULDQFHV 6. In the Customizing system of Invoice Verification you can maintain the following settings:
Whether the invoiced amount should be checked The purchase orders in which an invoice item should be checked for its amount, depending on item category and goods receipt indicator of the order item.
You can determine the amount above which an item is to be blocked using the tolerance limits. Different tolerance limits can be set depending on whether the invoice items are entered with or without reference to a purchase order.
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In addition to the automatic blocking of invoices due to variances or the amount, invoices can also be blocked at random using the stochastic blocking procedure. A stochastic block is used to make sample checks. If the stochastic block is active and you post an invoice that is not subject to any other blocking reason, it can be randomly selected for blocking. In the Customizing system of Invoice Verification you can make the following settings:
Whether stochastic blocking is active The degree of probability of a block. You can set a threshold value and a percentage for this.
if the value of the invoice is larger than or the same as the threshold value, the degree of probability that the invoice will be blocked is the same as the set percentage. if the value of the invoice is smaller than the threshold value, the degree of probability that the invoice will be blocked is calculated in proportion to the set percentage.
If the threshold value is $1000 and the percentage 50%, the degree of probability that an invoice over $1000 will be blocked is 50%, whereas the degree of probability for an invoice over $500 is 25%. If you want the degree of probability to be the same for all the invoices, you must set the threshold value to zero. Stochastic blocking is not carried out on item level, but for the whole invoice. If a stochastic block is set when you post the invoice, the system automatically sets an 5 in the field 3D\PHQW EORFN on the vendor item screen; the individual items do not contain a blocking indicator.

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In addition to the automatic blocking of invoices, you can also PDQXDOO\ block invoices. You have two options when you enter the invoice:
You can block an invoice by entering an 5 on the field 3D\PHQW EORFN on the vendor screen. You can block invoices that refer to a purchase order by selecting the field 0DQEORFNUHDVQ When you post the invoice, an 5 is automatically set by the system in the field 3D\PHQW EORFN in the vendor item. Manually blocked items are allocated the blocking reason 0DQXDO EORFN 4.
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If an invoice only displays very small variances, they are accepted by the system. A small variance will fall within set tolerance limits. These tolerance limits can be defined by your system administrator. Tolerances are used not only to define limits for variances but also to determine the amount above which an invoice should be blocked. You can set different limits depending on whether the invoice item refers to a purchase order. You can set a maximum of four limits for each tolerance (see the following example).
Tolerance for price variance: estimated price Lower limit Absolute Do not check Check limit X Percentage 8SSHU OLPLW Absolute Do not check Check limit X Percentage Do not check Check limit X 10 % Value $10.00 Do not check Check limit X 25 % Value $20. 00
The above table displays the tolerance limits for price variances for an estimated price. If the purchasing department flags the order price as an estimated price in the purchase order, the tolerance limits are checked at goods receipt. Both a percentage and an absolute variance are set for the upper and lower limits. If one of these limits is exceeded, you receive a warning message. If one of the upper limits is exceeded, the invoice is blocked for payment when it is posted. If you generally do not want to block an invoice item on the basis of a particular variance, you must set all the tolerance limits to 'R QRW FKHFN If you want to block an invoice item on the basis of a particular variance in all cases, set the upper limits to zero.

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In the case of quantity, price, and schedule variances, the invoice may still be blocked although the blocking reason is no longer valid (see the following examples). The system does not automatically release the invoice. Every blocked invoice remains blocked until you release it in a separate step.
4XDQWLW\ YDULDQFH For a purchase order for 100 pieces, 80 pieces are delivered and 100 pieces are invoiced. The invoice is entered and blocked for payment. The next day, the remaining 20 pieces are delivered. The blocking reason is, therefore, no longer valid. However, you must first release the invoice before it can be paid. 6FKHGXOH YDULDQFH The goods receipt and invoice receipt for a purchase order both take place on the first of the month, although the delivery date was planned for the 25th of the month. The invoice is blocked for payment. On 25th of the month the blocking reason is no longer valid. However, you must first release the invoice before it can be paid. 3ULFH YDULDQFH An invoice is blocked due to price variance. After consulting the vendor, the buyer changes the order price. The blocking reason is no longer valid. However, you must first release the invoice before it can be paid. 4XDOLW\ LQVSHFWLRQ An invoice is blocked due to quality inspection. If the result of the inspection is positive, the inspection process is complete. The blocking reason is no longer valid. However, you must first release the invoice before it can be paid.
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Before you can pay a blocked invoice, you must release it in a separate step. You must cancel the blocking indicator that was set when the invoice was posted. Since the whole invoiced amount is to be paid and not individual invoice items, the blocking indicator is set in the vendor line. In this way, all the items of a blocked invoice can only be released at the same time.
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The procedure for releasing invoices for payment can be divided into three steps:
Selecting Invoices For Processing [Page 93] Processing the List of Invoices [Page 97] Releasing Invoices [Page 105]

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From the Invoice Verification screen, choose, )XUWKHU SURFHVVLQJ 5HOHDVH LQYRLFHV. The initial screen for releasing invoices is displayed. You can enter the following:
Selection Criteria [Page 94] according to which you wish to process invoices How Processing [Page 95] should be carried out The Settings [Page 96] according to which the invoices / items should be listed (you can change these later in processing the list)
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In the top part of the screen, you enter the criteria according to which the blocked invoices are to be listed. In addition to the &RPSDQ\ FRGH and )LVFDO \HDU, the following selection criteria are available: 9HQGRU
If you enter a vendor, the system searches for all the blocked invoices for this vendor only. If you do not specify a vendor, the system searches for all the blocked invoices for all vendors. Please note that this option can be very time-consuming.
3XUFKDVLQJ JURXS If you enter a purchasing group, the selection of invoices is limited to those which refer to a purchase order for the specified purchasing group. Please note that an invoice can refer to several purchase orders. In this case, all the items in the invoice are listed, even if only one of the items refers to a purchase order issued by the specified purchasing group. $OO EORFNLQJ UHDVRQV If this field is selected, the system takes all the existing blocking reasons into account. 6HOHFW EORFNLQJ UHDVRQV If you select this field, a window appears in which you can select one or more blocking reasons. The system then only searches for invoices which do not contain items with other blocking reasons only.
An invoice is blocked due to the following reasons: Blocking reason Item 1 Item 2 Item 3 Quantity X Price X X X X X Schedule
If you only select the blocking reason Quantity, the invoice will not appear in the list for processing, since items 2 and 3 only display other blocking reasons. If you only select the blocking reason Price, the invoice is included in the list for processing. The invoice is also included in the list if you select both the blocking reason Quantity and the blocking reason Schedule With this method, the system always displays all the blocked items in an invoice even when you select individual blocking reasons. You cannot directly select invoices that have been blocked manually or stochastically on the vendor screen. These invoices are only included in the list if you select $OO EORFNLQJ UHDVRQV.

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5HOHDVH DXWRPDWLFDOO\ Invoices with blocking reasons that are no longer valid can be automatically released for payment. If you select this field, the system searches for all the invoices with blocking reasons that are no longer valid and automatically releases them. &KDQJH EDVHOLQH GDWH IRU SD\PHQW To block an invoice and investigate the blocking reason is time-consuming. The period in which cash discount is granted could expire before the invoice is released. If the vendor is responsible for the block, you can shift the payment period forward. You can change the baseline date for payment so that the payment program can still deduct the agreed cash discount. When you release the invoice and this field is selected, a window appears in which you can enter the new baseline date for payment.
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In the lower part of the initial screen you can select the settings for listing blocked invoices. In the SAP System certain standard settings have already been made. Your system administrator can make additional settings. These determine how the list generated by the system is structured. You can later change the settings you select on the initial screen when the system displays the list. The system displays the current settings on the initial screen. If you want to change them, choose the following from the menu bar:
6HWWLQJV /LQH OD\RXW This determines how the individual lines should be structured. A window appears in which the settings for the line layout are displayed. In the standard system they are: Document number - Purchase order Vendor - Document number
6HWWLQJV 7RWDOV YDULDQW You can determine how the invoices are totaled. A window appears in which the possible totals variants are displayed; in the standard system they are: Document number Vendor
6HWWLQJV /LVW EHJLQV ZLWK You can determine whether you want to display the individual invoice items or the totals first. A window appears in which you can select between Invoice items and Totals
If you select a new setting, the system changes the display in the section 6HWWLQJV

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After you have selected the invoices for processing, press ENTER to display the list of invoices which meet the selection criteria. Please note the following:
Canceled invoices are not included in the list If you selected the invoice items setting, the vendor line and relevant items are displayed for each invoice. If only the vendor item is displayed for an invoice, this can be either because:
the invoice has been given a stochastic block the invoice was manually blocked on the vendor screen.
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There are many options available for changing the layout of the listed invoices so that the system presents you with an overview of the information which you consider most important. The functions for changing the list layout depend on whether you are currently in the item display or totals display: The item display supports: Changing Settings [Page 98] Sorting [Page 99] Searching [Page 100] Switching to Item Display [Page 103]
The totals display supports: Displaying Details [Page 102] Switching to Item Display [Page 103]
You can cancel individual blocking reasons in the item display. Canceling Individual Blocking Reasons [Page 104]
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To change the list layout, choose 6HWWLQJV from the menu bar. You can define how the lines are laid out and also add or remove fields in the list.

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In the item display you can arrange the lines according to different criteria. Note where the cursor is, since the function is dependent on the cursor position:
7KH FXUVRU LV QRW RQ DQ LWHP OLQH If you choose (GLW 6RUW, a window appears in which you can determine the sort criteria and their sequence. To determine the sequence, enter , and in the fields. When you press ENTER, the system arranges the list in this sequence.
7KH FXUVRU LV RQ DQ LWHP OLQH If you choose (GLW 6RUW, the system arranges the invoice items according to the information in the column on which the cursor is positioned.
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In the item display, you can limit the list to certain characteristics. Note where the cursor is, since the function is dependent on the cursor position:
7KH FXUVRU LV QRW RQ DQ LWHP OLQH If you choose (GLW Find, a window appears in which you can select a maximum of three search fields. When you press ENTER, a window appears in which you enter the search criteria for the individual fields. When you press ENTER, the system displays a list of items which meet the search criteria.
7KH FXUVRU LV RQ DQ LWHP OLQH When you choose (GLW )LQG, the system uses the column on which the cursor is positioned as the search field. A window appears in which you enter the search criteria. When you press ENTER, the system displays a list of items which meet the search criteria.

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If you are in the item display and want to switch to the totals display, choose (GLW 7RWDO. Note where the cursor is, since the function is dependent on the cursor position:
7KH FXUVRU LV QRW RQ DQ LWHP OLQH A window appears which contains different totals variants for selection. When you press ENTER, the system displays the corresponding totals display. 7KH FXUVRU LV RQ DQ LWHP OLQH The system totals the invoice items for the column on which the cursor is positioned. For example: The cursor is positioned on an invoice item in the column 'D\V and you choose (GLW 7RWDO. The system searches for all the documents which have the same number of days in the blocking reason; at the end of each group is the total value.
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If you want to find out more information about a line in the totals display, position the cursor on the line and choose (GLW 'HWDLOV.
If you totaled according to document numbers, the system displays the section that is relevant to the invoice from the item display. If you totaled according to vendors, the system displays the blocked invoices for this vendor.

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If you are on the totals display and you want to switch to the item display, choose *RWR ,QYRLFH LWHPV.
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When you process a blocked invoice item, it is possible to cancel individual blocking reasons. This could be useful in the following cases:
An invoice contains several blocking reasons. The time required to investigate each reason can differ. If a particular blocking reason is no longer valid, you can cancel it, without this affecting the other blocking reasons. In your company, different employees may be responsible for processing individual blocking reasons. Your system administrator can authorize different employees to process different blocking reasons. Each employee can, therefore, cancel the blocking reasons for which he or she has authorization.
When you cancel the last blocking reason in an invoice, the system automatically releases the invoice. To cancel a blocking reason, proceed as follows: 1. From the Invoice Verification screen, choose )XUWKHU SURFHVVLQJ 5HOHDVH LQYRLFHV. The initial screen for releasing invoices is displayed. 2. On the initial screen you must determine: a) which invoices are to be selected b) whether the baseline date for payment should be changed c) the settings for the list. The blocking reason to be canceled must be displayed in the list. When you press ENTER, the system displays the list of invoices. 3. Position the cursor on the blocking reason for the relevant invoice item and choose ,QYRLFH LWHP &DQFHO EORFNLQJ UHDVRQ. The system removes the blocking indicator and checks whether this is the last blocking reason for the invoice. If there are other blocking reasons in this or other items in the invoice, you receive a message indicating that the selected blocking reason has been deleted. If no other blocking reasons exist in this or other items in the invoice, the system releases the invoice. You receive a message indicating that the invoice has been released.

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There are three ways to release invoices:
Individual Release [Page 106] Collective Release [Page 107] Automatic Release [Page 108]
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When you release an invoice, the system cancels the blocking indicator in the invoice document. In the vendor line, the 5 in the field 3D\PHQW EORFN is deleted. After you have successfully released an invoice, you cannot immediately see from the invoice document that the invoice was once blocked for payment. You can, however, display the blocking reasons for individual items in the document by positioning the cursor on the original document or on the item screen and selecting ([WUDV %ORFNLQJ UHDVRQV. A window appears with the blocking reasons for this item. The blocking reasons are not deleted and they can still be displayed even when the invoice has been released. If the blocking reasons are still valid, the item screen will display %ORFNHG ;.
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To release individual invoices, proceed as follows: 1. From the Invoice Verification screen, choose )XUWKHU SURFHVVLQJ 5HOHDVH LQYRLFHV. The initial screen for releasing invoices is displayed. 2. On the initial screen you must determine: a) which invoices are to be selected b) whether the baseline date for payment should be changed c) which settings should be selected for the list. When you press ENTER, the system displays the list of invoices. 3. Process the list. Since you cannot release an invoice on item level, you must switch to the totals display. Make sure the cursor is not positioned on an item line and choose (GLW 7RWDO. A window appears in which the totals variants are listed. ,W LV RQO\ SRVVLEOH WR UHOHDVH DQ LQYRLFH IRU WKH WRWDOV YDULDQWV GHILQHG IRU WKH VWDQGDUG V\VWHP 'RFXPHQW WRWDOV DQG 9HQGRU WRWDOV 4. Select a totals variant ('RFXPHQW WRWDO or 9HQGRU WRWDO). The system displays the totaled list. 5. Position the cursor on a line and choose ,QYRLFH LWHP 6DYH UHOHDVH. If you specified on the initial screen that you want to change the baseline date for payment, see step 6, if not continue with step 7. 6. A window appears in which you enter the new baseline date for payment. Todays date is proposed by the system. You can change the date if you want and then press ENTER. 7. The system releases the invoice (or invoices in the case of totaling according to vendors) on which the cursor is positioned. You receive a message indicating the number of invoices that were released. The released lines are displayed in a different color. This is useful when you want to release different invoices one after the other. 8. If you want to release other invoices, repeat step 5.

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To release several invoices together, proceed as follows: 1. From the Invoice Verification screen, choose )XUWKHU SURFHVVLQJ 5HOHDVH LQYRLFHV. The initial screen for releasing invoices is displayed. 2. On the initial screen you must determine: a) which invoices are to be selected b) whether the baseline date for payment should be changed c) the layout of the list When you press ENTER the system displays the list of invoices. 3. Process the list. Since you cannot release invoices on item level, you must switch to the totals display. Make sure that the cursor is not on an item line and choose (GLW 7RWDO. A window appears in which the totals variants are listed. ,W LV RQO\ SRVVLEOH WR UHOHDVH DQ LQYRLFH IRU WKH WRWDOV YDULDQWV GHILQHG IRU WKH VWDQGDUG V\VWHP 'RFXPHQW WRWDOV DQG 9HQGRU WRWDOV A window appears in which the totals variants are listed. 4. Select a totals variant ('RFXPHQW WRWDO or 9HQGRU WRWDO). The system displays the totaled list. 5. Choose (GLW &ROOHFWLYH UHOHDVH. The system displays all the listed lines. By positioning the cursor and selecting (GLW $FWLYDWHGHDFWLYDWH, you can activate individual lines or deactivate active lines. You can also activate or deactivate all the lines. 6. After you have activated the lines you want, choose ,QYRLFH LWHP 6DYH UHOHDVH. If you specified on the initial screen that you want to change the baseline date for payment, see step 7, if not continue with step 8. 7. A window appears in which you enter the new baseline date for payment. Todays date is proposed by the system. You can change the date if you wish and then press ENTER. 8. The system releases the invoices in the active lines. You receive a message indicating how many invoices have been released. The released invoices are not deleted from the list but they are deactivated and cannot be reactivated.
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It is only possible to automatically release invoices blocked due to quantity, price, or schedule variance if their blocking reasons are no longer valid. These types of invoice do not usually require further processing and can be released automatically. Proceed as follows: 1. From the Invoice Verification screen, choose )XUWKHU SURFHVVLQJ 5HOHDVH LQYRLFHV. The initial screen for releasing invoices is displayed. 2. Enter data on the initial screen. Select the field 5HOHDVH DXWRPDWLFDOO\ in the section 3URFHVVLQJ. The system then ignores your entries in the section %ORFNLQJ UHDVRQV. 3. When you press ENTER, the system releases the invoices that meet your selection criteria and for which the blocking reason is no longer valid. If you specified on the initial screen that you want to change the baseline date for payment, a window appears in which you can enter the new date. When you press ENTER again, the invoices are released. The system displays a list of the released invoices and issues a message indicating how many invoices were released.
You can run the release program, 5005 in the background. Let your system administrator know which variants of this program are to be created and which jobs have to be defined.

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The term credit memo always refers to a credit memo IURP the vendor. Therefore, posting a credit memo always leads to a debit posting to the vendor account. As in the case of invoices, credit memos can refer to purchase orders or goods receipts. If such a reference exists, the system automatically determines the accounts to which the credit memo is to be posted. To enter a credit memo into the system, you process the same screens as for invoice entry. Two types of credit memos are possible:
Credit memos that refer to a purchase order or goods receipt Credit memos that do not refer to a transaction.
Credit Memos With Reference in the System [Page 111] Credit Memos Without Reference in the System [Page 115]

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When a credit memo refers to a goods receipt or a purchase order, the following must be considered:
The credit memo can only be based on a quantity that does not exceed the quantity invoiced to date. If you enter a larger quantity, the system displays an error message indicating that the reversal quantity is larger than the quantity invoiced to date. If you enter a credit memo for the exact quantity invoiced so far, the system expects you to credit the entire invoiced amount as well (otherwise you could have a stock value for a material, but no stock). If you do not enter the amount that has been invoiced so far, the system automatically replaces your entry and proceeds to the order item screen. A warning message informs you that your entry has been changed. If you enter a credit memo for a smaller quantity than that invoiced to date, the amount of the credit memo cannot be larger than the amount invoiced so far. If you enter a larger amount, the system displays an error message. The system does not check whether your entries in the columns $PRXQW and 4XDQWLW\ correspond to the purchase order price or invoice price. The purchase order history is updated when the credit memo is posted. The quantity invoiced is reduced by the credit memo quantity. (If the quantity invoiced should not be reduced, you must post the credit memo as a subsequent credit. See also Subsequent Debits/Credits [Page 141].
Posting Credit Memos With Reference in the System [Page 112] Credit Memos: Account Movements [Page 113]
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To post a credit memo that refers to a goods receipt or an invoice receipt in the system, proceed as follows: 1. From the Invoice Verification screen, choose 'RFXPHQW HQWU\ (QWHU FUHGLW PHPR. The initial screen is displayed. In the section &RQWURO, the field &UHGLW PHPR is selected. 2. On the initial screen, enter a purchase order or goods receipt in the section 6HOHFW. 3. When you press ENTER, the vendor screen is displayed. Enter the gross amount to be credited into the field $PRXQW. 4. When you press ENTER, the system displays the selection screen for all the purchase orders or goods receipt documents you specified on the initial screen. In the columns $PRXQW and 4XDQWLW\, the system proposes the value and quantity invoiced to date. In the first column all the items with default values that are not equal to zero are selected. Check the selections and, if necessary, deselect items that are not affected by the credit memo. Check the default values: If you correct the columns $PRXQW and 4XDQWLW\, you must adhere to the rules listed in Credit Memos With Reference in the System [Page 111]. If you do not adhere to the rules, the system displays the item screen and you receive a message asking you to correct your entries. 5. When you choose ,QYRLFH 3RVW, you can post the credit memo provided the balance is zero.

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In the SAP System a credit memo reverses an invoice entry. In the same way as the system assumes that a corresponding goods receipt took place or is to take place for an invoice, the system assumes that a credit memo represents the reversal of a goods receipt. The credit memo is settled using the GR/IR clearing account. The account postings made for a credit memo depend on the goods receipts and invoices already posted. The account postings are made according to the following rules: When determining the account postings, the system considers the following: the credit memo amount the total amount posted to the GR/IR clearing account when the invoices were entered (FOHDULQJ YDOXH) the total amount posted to the GR/IR clearing account when the goods receipts were posted (*5 YDOXH) the credit memo quantity the total quantity invoiced (,5 TXDQWLW\) the total quantity delivered (*5 TXDQWLW\)
If the IR quantity is larger than the GR quantity, the credit memo quantity is divided into the quantity that is covered by the excess invoice quantity and the remaining credit memo quantity. In the case of the quantity that is covered by the excess invoice quantity, the following value is calculated: 4XDQWLW\ FOHDULQJ YDOXH *5 YDOXH ,5 TXDQWLW\ *5 TXDQWLW\ The following value is calculated for the remaining credit memo quantity: 4XDQWLW\ *5 YDOXH *5 TXDQWLW\ The total of these values is posted to the GR/IR clearing account.
If the IR quantity does not exceed the GR quantity, the following value is calculated for the credit memo quantity: 4XDQWLW\ *5 YDOXH *5 TXDQWLW\ This value is posted to the GR/IR clearing account.
The credit memo amount is posted to the vendor account. If the credit memo amount varies from the GR/IR posting, the difference is posted to the stock account or a price difference account, depending on the price control defined for the material.
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The following example shows the account postings made when you post a credit memo after several goods and invoice receipts for a material with moving average price control.
Order: 100 pieces at $11 Goods receipt: 80 pieces Invoice: 60 pieces at $12/piece Invoice: 40 pieces at $13.70/piece Goods receipt: 10 pieces Credit memo $720 for 60 pieces
Goods receipt Postings Vendor account GR/IR account Stock account 880 880 +
Invoice
Invoice
Goods receipt
720 660 + 60 +
548 494 + 54 +
137 137 +
Credit memo Posting Vendor account GR/IR account Stock account 720 + 702 18 10 * 1154 - 1017 = 137 100 - 90 1017 90 = 565 702
50 *
At the first goods receipt, $880 is posted to the GR/IR clearing account. The corresponding amount for 60 pieces is cleared with the first invoice. When the second invoice is entered, the GR/IR account still contains $220 for 20 pieces. This is cleared and the remaining 20 pieces are posted with the invoice price; 20 x 13.70 = $274. The next goods receipt is also valuated with the invoice price of $13.70/piece. When you post the credit memo, there is still an excess invoice quantity of 10 pieces. This is multiplied by the difference between the clearing value (660 + 494 = 1154) and the GR value (880 + 137 = 1017) and then divided by the difference between the IR quantity (100) and the GR quantity (90). The remaining credit memo quantity of 50 pieces is multiplied by the GR value and then divided by the GR quantity. The result is the amount that is posted to the GR/IR clearing account when you post the credit memo. After you post the credit memo, there is a balance of $565 on the GR/IR clearing account. This means that the system still expects an invoice for a goods receipt of 50 pieces. When the invoice is posted, the balance is then cleared.

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Credit memos without reference to a purchase order or goods receipt are posted in exactly the same way as invoices without reference (see also Checking Invoices Without Goods Receipt or Purchase Order Reference [Page 32]): First you create the vendor line item. Then you create the offsetting entry in the G/L account the stock account the fixed-asset account
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To post a credit memo without reference to a purchase order or goods receipt, proceed as follows : 1. From the Invoice Verification screen, choose 'RFXPHQW HQWU\ (QWHU FUHGLW PHPR . You proceed to the initial screen. In the section &RQWURO, the field &UHGLW PHPR is selected. 2. On the initial screen, specify the vendor who sent the credit memo to you in the section 6HOHFW. 3. After you have pressed ENTER, the system proceeds to the vendor screen where you enter the gross amount to be credited in the field $PRXQW. 4. After you have pressed ENTER, the document overview is displayed. This screen only lists the vendor line item you created. 5. When you choose (GLW 1HZ LWHP , you can now post the offsetting entry. This procedure is explained in detail in Checking Invoices Without Goods Receipt or Purchase Order Reference [Page 32].
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Invoice documents, including both invoices and credit memos, can be automatically canceled. Note the following:
If an invoice is canceled, the system automatically creates a credit memo. If a credit memo is canceled, the system automatically creates an invoice.
The system copies the amount and quantity for the credit memo/invoice from the invoice/credit memo to be canceled. In this way, variances between the invoice and credit memo or credit memo and invoice are avoided. Every invoice document can be canceled, unless it has already been canceled or it is itself a reversal document. This can be determined in the document header. The field &DQFHOHG ZLWK determines with which document an invoice/credit memo was canceled or to which document the reversal document refers. Posting a Reversal Document [Page 117] Canceling Invoice Documents: Account Movements [Page 118]

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To cancel an invoice, you must post a reversal document. Proceed as follows: 1. From the Invoice Verification screen, choose )XUWKHU SURFHVVLQJ &DQFHO. The initial screen is displayed. 2. Enter data in the fields 'RFXPHQW QXPEHU &RPSDQ\ FRGH and )LVFDO \HDU. 3. When you choose 'RFXPHQW 'LVSOD\, you can display the items for the document to be canceled. With F3 = Back you return to the initial screen. 4. When you choose 'RFXPHQW 3RVW UHYHUVDO GRF, the system automatically posts the credit memo/invoice. You receive the following message: Document no. nn created The system checks an invoice that is created when a credit memo is reversed for possible variances. The invoice could be blocked for payment. If this is the case, you will receive a message.
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When the system cancels an invoice/credit memo, it simply tries to reverse the postings. However, this is not always possible. For example, if an invoice is canceled in which a material is debited, the postings can only be reversed if there is sufficient stock of the material when you cancel the invoice. If there is not sufficient material stock, the reverse posting is proportionally distributed; the amount covered by the stock is posted to the stock account, the remaining amount to the price difference account. When you cancel an invoice/credit memo that refers to a purchase order, it is not possible to exactly reverse the original account postings if another invoice was subsequently posted with a different price.

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In the SAP System, there are two types of delivery costs:
3ODQQHG GHOLYHU\ FRVWV are entered in the purchase order. Provisions are set up for the relevant costs at goods receipt. The delivery costs posted at goods receipt can be referenced at invoice entry. 8QSODQQHG GHOLYHU\ FRVWV are only entered when the invoice is entered. No provision is made at goods receipt.
Planned delivery costs have the advantage that the delivery costs are included in the valuation of the material (or, in the case of a purchase order with account assignment, the account object can be debited) at goods receipt. Subsequent debits when the invoice is entered are then only made if the delivery costs in the invoice vary from the planned delivery costs. Planned Delivery Costs [Page 121] Unplanned Delivery Costs [Page 127]

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Planned delivery costs are delivery costs agreed upon with the vendor, a carrier or a customs office before the purchase order is created and are entered when the purchase order is entered. Planned delivery costs can be divided up according to the following criteria: Origin of costs freight costs customs duty
Your system administrator can define further origin types using the conditions functionality in the Customizing system of Purchasing. Calculation of costs fixed amount, independent of delivered quantity quantity-dependent amount percentage value of goods delivered.
Planned delivery costs are automatically posted to a clearing account when you enter the goods receipt. Each origin type has its own clearing account. When you post the invoice for these delivery costs, the corresponding clearing accounts are settled. In Invoice Verification, it is possible to list all the planned delivery costs for either a purchase order, a vendor, or a bill of lading. You can copy the relevant items from this list into the document. You do not have to specify a certain vendor for planned delivery costs. When you plan the delivery costs in a purchase order, you can enter a vendor (for example, a freight supplier or a customs office). In Invoice Verification, however, the delivery costs can be posted to another invoicing party. Planned delivery costs are entered on the purchase order for each item. At invoice receipt, they are allocated to the relevant items.
In addition to planned delivery costs, the buyer can set up provisions for miscellaneous delivery costs for an order item. These provisions are automatically posted at goods receipt in the same way as planned delivery costs. However, unlike planned delivery costs, they cannot be referenced when the invoice is entered. Invoices for these costs must be posted as unplanned delivery costs. Referencing Planned Delivery Costs [Page 122] Posting Planned Delivery Costs [Page 124]
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The amount of planned delivery costs is posted to a special clearing account at goods receipt. So that this item can be cleared at invoice receipt, it is important to establish the link to the posting when an invoice contains planned delivery costs.
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There are three procedures for referencing planned delivery costs:
Delivery costs for a purchase order All planned delivery costs for the specified purchase order are listed. Delivery costs for a vendor All planned delivery costs for the specified vendor are listed. You can limit the selection by entering a date. The list then only contains the delivery costs incurred after the specified date.
Delivery costs for a bill of lading When goods are received, an external bill of lading number can be entered in the %LOO RI ODGLQJ field. You can refer to this number when clearing delivery costs. The system then lists all the delivery costs for one bill of lading.
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The default values for delivery costs differ depending on the purchase order history:
If no goods receipt took place for the purchase order A list is displayed of the planned delivery costs without any quantities or values, since nothing is as yet expected for invoicing. If a goods receipt took place for the purchase order The planned delivery costs are proposed as follows: The quantity for which delivery costs have not yet been invoiced is proposed as the invoiced quantity. The resulting value is also proposed.
The proposed values can be overwritten. However, the system then checks whether resulting quantity or price variances are within the set tolerance limits. The system issues warning messages if the variances are too large. If the upper tolerance limits are exceeded, the invoice is blocked for payment. Example: Planned Delivery Costs [Page 123]

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Ordered: 100 KG at $10/KG with following delivery costs: fixed amount $50 quantity-dependent amount $0.20/KG percentage value of goods delivered 3% 1 st goods receipt: 30 KG, 2nd goods receipt: 50 KG If the invoice refers to the delivery costs in the purchase order, the system proposes the following amounts and quantities: $PRXQW 40 $ 16 $ 24 $ ,QYRLFHG TXDQWLW\ 80 KG 80 KG 80 KG (40 $ = 50 $ * 80 KG/100 KG) (16 $ = 0,20 $/KG * 80 KG) (24 $ = 3% from 800 $)
Since no delivery costs have been posted so far, the system proposes the total quantity of goods received to date.
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How to post delivery costs depends on the type of invoice you are processing:
Goods Invoice With Planned Delivery Costs [Page 125] Invoice for Delivery Costs Only [Page 126]

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To post a goods invoice including delivery costs, proceed as follows: 1. From the menu bar, select 'RFXPHQW HQWU\ (QWHU LQYRLFH. The initial screen is displayed. 2. Fill out the initial screen. Enter the purchase order or goods receipt/delivery note to which the invoice refers in the section 6HOHFW Press ENTER to display the vendor screen. 3. Fill out the vendor screen. Press ENTER to display the selection screen. 4. Select the items that are listed in the invoice. To proceed to the overview screen, choose *RWR 'RFXPHQW RYHUYLHZ. 5. Process the delivery costs. Choose (GLW 'HOLYHU\ FRVWV 3ODQQHG %\ SXUFKDVH RUGHU and enter the order number in the window. When you press ENTER, a window is displayed in which the planned delivery costs are listed. Compare the delivery costs in the invoice with the planned delivery costs: a) If the delivery costs of the invoice are not included in the list, they are unplanned. In this case, proceed to Unplanned Delivery Costs [Page 127]. b) If the delivery costs from the invoice are planned delivery costs, proceed as follows: 6. Select the relevant delivery costs. Check the quantity and amount and, if necessary, change the proposed values. Choose Copy. 7. If you have made changes the system checks whether the resulting quantity or price variances are within the set tolerance limits. For each variance, the system displays a window with a warning message. You can override the warning by selecting Continue or you can correct your entries by selecting New entry. After the last message, you reach the document overview. 8. Choose 'RFXPHQW 3RVW to post the document.
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To post an invoice containing delivery costs only, proceed as follows: 1. From the menu bar choose 'RFXPHQW HQWU\ (QWHU LQYRLFH. You proceed to the initial screen. 2. Fill out the initial screen. In the section 6HOHFW, enter the number of the invoicing party into the field 9HQGRU Press ENTER to display the vendor screen. 3. Fill out the vendor screen. 4. Now process the delivery costs. To do this, call up the planned delivery costs: a) If the delivery costs refer to a purchase order, choose (GLW 'HOLYHU\ FRVWV 3ODQQHG %\ SXUFKDVH RUGHU and then enter the purchase order number in the following window. b) If the delivery costs refer to a bill of lading, choose (GLW 'HOLYHU\ FRVWV 3ODQQHG %\ ELOO RI ODGLQJ and then enter the number of the bill of lading in the following window. c) If the delivery costs do not refer to a purchase order and no bill of lading is specified, choose (GLW 'HOLYHU\ FRVWV 3ODQQHG %\ YHQGRU and then enter a date in the following window after which the delivery costs have been incurred. When you press ENTER a window is displayed with a list of the planned freight costs and customs duty that the vendor can still invoice - referring to the purchase order or bill of lading, if applicable. Compare the delivery costs in the invoice with the planned delivery costs: d) If the delivery costs in the invoice are not included in the list, they are unplanned see also Unplanned Delivery Costs [Page 127]. e) If the delivery costs in the invoice are planned delivery costs, proceed as follows: 5. Select the relevant delivery costs. Check the quantity and amount and, if necessary, change the default values. Choose Copy. 6. If you have made changes, the system checks whether the resulting quantity and price variances are within the set tolerance limits. For each variance, a window is displayed with a warning. You can override this message by selecting Continue or you can correct your entries by selecting New entry. After the last message, you reach the document overview. 7. Choose 'RFXPHQW 3RVW to post the document.

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Unplanned delivery costs are delivery costs that were not agreed upon in the purchase order and are not entered until the invoice is received. The following possibilities exist:
Unplanned delivery costs refer to a purchase order, but have not been entered in the purchase order. If unplanned delivery costs refer to a purchase order, the system can determine the accounts to which the costs must be posted from the purchase order. If there are several items in the purchase order, the system automatically distributes the costs on the basis of the total values already invoiced. Example: Distributing Unplanned Delivery Costs [Page 128]
Unplanned delivery costs do not refer to a purchase order. When you enter an invoice for delivery costs that do not refer to a purchase order, the system cannot allocate the costs and you have to tell it which accounts the delivery costs should be posted to. if you know the material for which the delivery costs were incurred, you can debit the costs directly to the material stock. if you do not know the material, you can post the costs to a G/L account. In the standard system, there is a special G/L account for unplanned delivery costs that cannot be allocated to any specific account.
Posting Unplanned Delivery Costs With Order Reference [Page 129] Posting Unplanned Delivery Costs Without Order Reference [Page 132]
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Ordered: 100 pieces of material A at $20 100 pieces of material B at $10 1st goods receipt 50 pieces of material A 1st invoice 50 pieces of material A at $20 = $1000 2nd goods receipt 50 St. Material A 80 pieces of material B 2nd invoice 50 pieces of material A at $20 = $1000 50 pieces of material B at $10 = $ 500$ XQSODQQHG GHOLYHU\ FRVWV The delivery costs are distributed to the individual items in proportion to the HQWLUH value invoiced. The total value invoiced is the total of all the values invoiced so far and the value of the present invoice already entered into the system. In this case, there is a distribution in the ratio of 2000:500 = 4:1. $80 of the delivery costs are, therefore, allocated to material A, and $20 to material B.
If you want to distribute the costs differently, you cannot post them as delivery costs. In this case, you must enter the costs as a subsequent debit.

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How you post unplanned delivery costs depends on the type of invoice you are processing:
Goods Invoice Including Unplanned Delivery Costs [Page 130] Invoice for Unplanned Delivery Costs Only [Page 131]
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To post a goods invoice including delivery costs, proceed as follows: 1. From the menu bar choose 'RFXPHQW HQWU\ (QWHU LQYRLFH. The initial screen is displayed. 2. Fill out the initial screen. Now enter the purchase order or the goods receipt/delivery note to which the invoice refers in the section 6HOHFW Press ENTER to display the vendor screen. 3. Fill out the vendor screen. Press ENTER to display the selection screen. 4. Select the items listed in the invoice. To proceed to the overview screen, choose *RWR 'RFXPHQW RYHUYLHZ. 5. If you know for sure that the delivery costs are unplanned, read on under point 7. If you are not absolutely certain, you should check whether the delivery costs are planned. A list of the planned freight charges and customs costs be displayed by selecting (GLW 'HOLYHU\ FRVWV 3ODQQHG %\ SXUFKDVH RUGHU. Compare the delivery costs of the invoice with the planned delivery costs: a) If you can copy over the planned delivery costs, proceed to Planned Delivery Costs [Page 121]. b) If the delivery costs from the invoice are unplanned delivery costs, proceed as follows: 6. Choose &DQFHO to leave the list of planned delivery costs. 7. Choose (GLW 'HOLYHU\ FRVWV 8QSODQQHG to display a window where you can enter the amount of the delivery costs. Press ENTER to display the document overview. 8. Choose 'RFXPHQW 6LPXODWH to determine which amounts were distributed to the individual items. The following message appears: 'HOLYHU\ FRVWV ZLOO EH DSSRUWLRQHG This message is confirmed by pressing ENTER and the document check is displayed. 9. To post the document, choose 'RFXPHQW 3RVW.

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In the case of an invoice containing only the delivery costs for a purchase order (with unplanned delivery costs), invoices must have already been entered for this purchase order; otherwise, the total values invoiced would be zero and, as a result, distribution of the delivery costs would not be possible. To post an invoice for delivery costs only, proceed as follows: 1. From the menu bar choose 'RFXPHQW HQWU\ (QWHU LQYRLFH. The initial screen appears. 2. Fill out the initial screen. Enter the number of the purchase order in the section 6HOHFW Press ENTER to display the vendor screen. 3. Fill out the vendor screen. To proceed to the selection screen, press ENTER. 4. On the selection screen you select the items the delivery costs refer to. Set the columns $PRXQW and 4XDQWLW\ to zero for these items. To proceed to the overview screen, choose *RWR 'RFXPHQW RYHUYLHZ . 5. If you know for sure that the delivery costs are unplanned, read on under point 7. If you are not absolutely certain, you should check whether the delivery costs are planned. To receive a list of the planned freight charges and customs costs, choose (GLW 'HOLYHU\ FRVWV 3ODQQHG %\ SXUFKDVH RUGHU. Compare the delivery costs of the invoice with the planned delivery costs: a) If you can copy over the planned delivery costs, proceed to Planned Delivery Costs [Page 121]. b) If the delivery costs in the invoice are unplanned delivery costs, proceed as follows: 6. Choose &DQFHO to leave the list of the planned delivery costs. 7. Choose (GLW 'HOLYHU\ FRVWV 8QSODQQHG. A window appears, in which you can enter the amount of delivery costs. Press ENTER to display the document overview. 8. To see which amounts were distributed to the individual items, choose 'RFXPHQW 6LPXODWH. You receive the following message: 'HOLYHU\ FRVWV ZLOO EH DSSRUWLRQHG If you confirm this message by pressing ENTER, you proceed to the document check. 9. To post the document, choose 'RFXPHQW 3RVW
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To post an invoice for delivery costs that cannot be allocated to a purchase order, proceed as follows: 1. From the menu bar choose 'RFXPHQW HQWU\ (QWHU LQYRLFH. The initial screen appears. 2. Fill out the initial screen. In the section 6HOHFW, enter the number of the invoicing party in the field 9HQGRU. To proceed to the vendor screen, press ENTER. 3. Fill out the vendor screen. 4. Select (GLW 1HZ LWHP ... ... 0DWHULDO, if you want to debit the costs to a material. A window appears, in which you must enter the material number. ... */ DFFRXQW, if you want to post the costs to a G/L account. A window appears, in which you must enter the G/L account. 5. Fill out the window. Press ENTER to display: a) the material screen, if you debit the costs to a material. b) the G/L account screen, if you debit the costs to a G/L account. 6. Depending on the processing type you select, fill out the material screen or the G/L account screen. Choose *RWR 'RFXPHQW RYHUYLHZ to display the document overview. 7. Choose 'RFXPHQW 3RVW to post the document.

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For unplanned delivery costs, a posting is made to the stock account of the material or to a G/L account when the invoice is posted. Here the costs cannot be split according to origin.
Purchase order : 100 pcs a $ 1.30 / pc Planned delivery costs : None Goods receipt for this purchase order: Invoice : 100 pcs a $ 1.30 / pc plus freight $ 0.10 / pc Customs 100 pcs = $130.00 = $10.00 $6.00 = $146.00
Goods receipt
Invoice
Balance sheet acct. GR / IR account Vendor account Freight clearing Customs clearing
130 + 130 -
(*) 16 + 130 + 146 -
In the case of materials valuated at a standard price or in the event of insufficient stock coverage, the posting marked with an asterisk (*) in the graphic above is made to a price difference account.
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The postings for delivery costs differ depending whether the delivery costs are planned or not.
For planned delivery costs, a posting from the stock account to a special clearing account, (such as a freight clearing account or a customs clearing account) is carried out at goods receipt. This clearing account is then cleared when the delivery costs are settled (this procedure is the same as that for offsetting the goods receipt and invoice receipt to the GR/IR clearing account). For unplanned delivery costs, subsequent debits are posted with the invoice.
Clearing Planned Delivery Costs [Page 135] Settlement of Unplanned Delivery Costs [Page 133]

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For planned delivery costs, the amounts are posted to clearing accounts at goods receipt, depending on the origin of the costs. The accounts involved are:
Freight clearing account Customs clearing account
These postings are cleared when the delivery costs are settled.
Purchase order : 100 pcs a $ 1.30 / pc Freight $ 0.10 / pc Planned delivery costs : Customs $ 6.00 Goods receipt for this purchase order : 100 pcs Invoice : 100 pcs a $ 1.30 / pc plus freight $ 0.10 / pc Customs = $130.00 = $10.00 $6.00 = $146.00
Goods receipt
Invoice
Balance sheet acct. GR / IR account Vendor account Freight clearing Customs clearing
146 + 130 130 + 146 10 6 10 + 6+
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When a purchase order is created, the buyer can assign each order item to an account. The following must be specified:
The account assignment category, for example, account assignment to a cost center, to an asset, etc. The number of the account to be debited The number of the cost center, asset, etc. to be debited Whether a goods receipt or an invoice receipt is expected for this purchase order Whether goods receipt is to be valuated or not
An item can be allocated to several account objects. For this type of multiple account assignment, the buyer must also specify: How the order quantity should be distributed among the individual account assignment objects How the amount of an invoice for partial delivery should be distributed
As a rule, you cannot tell from an invoice whether it refers to an assigned purchase order. Only after you have filled in the initial screen and the vendor screen can you see on the selection screen whether the purchase order includes account assignments. The system creates an account assignment item for each account assignment. Invoices for Purchase Orders With Account Assignment: Default Values [Page 138] Displaying and Changing Account Assignments [Page 139] Invoices for Purchase Orders With Account Assignment: Account Movements [Page 140]
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The quantity defaulted by the system is the difference between the quantity delivered and the quantity already invoiced. The value results from the net order price. For an item with multiple account assignment, please note the following: In the account assignment, the buyer determines which quantities are to be proposed for an invoice for a partial delivery. The two options are:
Distribution on a quantity basis, one assignment after the other Distribution proportional to the planned distribution
Ordered Account assignment item 01 Account assignment item 02 Goods receipt
100 pieces 40 pieces 60 pieces 60 pieces
Proposed quantity for invoice entry: quantity based Account assignment item 01 Account assignment item 02 40 pieces 20 pieces proportional 24 pieces 36 pieces

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There are two ways you can display and in certain cases change the account assignment data in the purchase order:
Account assignments for all items This function is only possible from the selection screen. Choose (GLW 2YHUYLHZ /LVW IRUP . The selection screen now has a new format. The system now displays the G/L account, plus the cost center, order, project, or asset for each item. If you choose (GLW 2YHUYLHZ /LVW IRUP , the original selection screen format is displayed. On this screen you can overwrite proposed values and quantities.
Account assignment for an item This function is possible in the selection screen, the document correction screen, and the item screen. Position the cursor on the item line on the selection screen or the document correction screenand choose ([WUDV $FFRXQW DVVLJQPHQW. A window appears with the account assignment data for the selected item.
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Whether the account assignment can be changed depends on two factors:
Account assignment category In the Customizing system of Purchasing you can determine for each account assignment category whether users in Invoice Verification are allowed to change account assignment data.
Goods receipt indicator In the purchase order you determine for each item whether a goods receipt can be posted for the purchase order and whether the goods receipt is to be valuated. The account assignment cannot be changed if the goods receipt is valuated, i.e. it can only be changed if no goods receipt takes place or the goods receipt is not valuated.
A change in account assignment only affects the postings for the invoice you are currently entering. The account assignments entered in the purchase order remain valid and are proposed as defaults when a further invoice is entered.
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The account movements made when a purchase order with account assignment is posted depend on whether the goods receipt was valuated or, if the invoice is entered before the goods receipt, will be valuated:
If the goods receipt is valuated At goods receipt a posting is made to the GR/IR clearing account. This amount will be cleared when the invoice is posted. If the goods receipt is unvaluated At invoice receipt the offsetting entry against the vendor posting is made directly to the account specified in the purchase order (or the account specified in Invoice Verification if the account assignment is changed).

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A subsequent debit/credit must be posted if a further invoice or credit memo is received after a transaction has been settled. Subsequent Debits/Credits: Examples [Page 142] When you post an invoice/credit memo as a subsequent debit/credit, please note the following:
Each subsequent debit/credit is included in the purchase order history. When you post a subsequent debit/credit, the value of the order is updated, but not the quantity. The invoiced quantity does not change. You can define subsequent debit/credit indicators to distinguish between different reasons for subsequent debits/credits. For each indicator you determine the following: whether a price check should be made for the subsequent debit/credit the short text displayed in the purchase order history for the subsequent debit/credit. ; Subsequent debit/credit: general 6 Subsequent debit/credit: freight carrier
In the standard system there are two indicators:
If your company requires a finer division, this can be defined by your system administrator in the Customizing system.
When you enter a subsequent debit/credit, select the indicator in the field 6XEVHTXHQW GHELWFUHGLW. You can select the indicator on two different screens: on the initial screen. The indicator will then be copied into all the order items. on the item screen of the item to which the subsequent debit/credit refers.
The maximum quantity you can subsequently debit or credit is the quantity that has already been invoiced. It is not possible to post a subsequent debit before an invoice. If a price check is to be carried out by the system for a subsequent debit, the value invoiced to date plus the value of the subsequent debit is compared with the estimated value on the basis of the purchase order. The price check takes into account the tolerance limits. If a price variance exceeds one of the upper tolerance limits, the subsequent debit is blocked for payment.
Posting Subsequent Debit/Credits [Page 143] Subsequent Debits/Credits: Account Movements [Page 144]
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,QYRLFH DV VXEVHTXHQW GHELW Purchase order: 100 pieces of Material A at $10/pc Goods receipt: 50 pieces 1st invoice: 50 pieces at $10/pc. = $500 2nd invoice Unforeseen costs: $50 for 50 pieces If you do not post the second invoice as a subsequent debit, the system would assume that you have received another invoice for the purchase order (you would, however, receive warning messages due to quantity and price variances). If you post it as an invoice, the quantity update for the purchase order would be incorrect; the system would update the invoiced quantity to 100 pieces.
&UHGLW PHPR DV VXEVHTXHQW FUHGLW Purchase order: 100 pieces of Material A at $10/pc. Goods receipt: 50 pieces 1st invoice: 30 pieces at $10/pc = $300 2nd invoice: 20 pieces at $11/pc = $220 Credit memo: Invoice amount too high by: $20 for 20 pieces If you did not post the credit memo as a subsequent credit, the system would assume that you are entering a credit memo to cancel an invoice document. If you post it, the quantity update would be incorrect; the system would update the quantity invoiced to 30 pieces.

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To post a subsequent debit/credit, proceed as follows: 1. Fill out the initial screen. In the section 6HOHFW, specify the purchase order to which the subsequent debit/credit refers. Enter the indicator for the type of subsequent debit/credit in question in the 6XEVHTXHQW GHELWFUHGLW field. To proceed to the vendor screen, press ENTER. 2. Fill out the vendor screen. Press ENTER to display the selection screen. The order items are listed. The 4XDQWLW\ column contains the previously invoiced quantity; the 9DOXH column is empty.. All the items are selected. 3. For those items to which the subsequent debit/credit applies, enter the amount and, if necessary, correct the quantity. Select the items that are affected by the subsequent debit/credit. 4. After you have chosen *RWR 'RFXPHQW RYHUYLHZ, the system checks whether price variances are caused by the subsequent debit/credit. If this is the case, you automatically proceed to each individual item screen where there is a price variance. By pressing ENTER, you proceed from one item screen to the next and from the last screen to the document overview. 5. Choose 'RFXPHQW 3RVW to post the document, provided the balance equals zero.
The procedure described above applies to invoices/credit memos for which all items are subsequent debits/credits. In the case of invoices/credit memos which contain normal items as well as subsequent debits/credits, first enter the invoice/credit memo as a normal invoice/credit memo, that is, do not select the field 6XEVHTXHQW GHELWFUHGLW on the initial screen. When you reach the document overview, branch to the item screens for the items which represent subsequent debits/credits and enter the relevant subsequent debit/credit indicator.
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The account postings for a subsequent debit/credit depend on the quantity to which the subsequent debit/credit applies:
If the quantity of the subsequent debit/credit is smaller than or the same as the quantity delivered, the system tries to post the subsequent debit/credit to the stock account. If the material is valuated with a standard price or if there is insufficient stock coverage for the quantity to be debited or credited, no posting can be made to the stock account. In this case, the posting is made to a price difference account. If the quantity of the subsequent debit/credit is larger than the quantity delivered, the system distributes the relevant amount proportionally. The part of the subsequent debit/credit that does not have a goods receipt is posted to the GR/IR clearing account. The remaining amount is posted to the stock account - or in the case of standard price control or insufficient stock coverage - to a price difference account.
The following example illustrates the accounts movements made for an invoice which is posted as a subsequent debit.
Purchase order: 100 pieces at $10/pc Goods receipt: 50 pieces Invoice: 70 pieces at $11/pc = $770 Invoice: $105 for 70 pieces (Subsequent debit)
Goods receipt
Invoice
Subsequent debit
Stock account GR/IR account Vendor account
500 + 500 -
50 + 720 + 770 -
75 + 30 + 105 -

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An invoice in foreign currency exists if the currency in the invoice is different from the currency defined in your company code. The system automatically translates the amounts entered in foreign currency to local currency. The following settings have to be maintained:
The currency in which you enter the invoice must be defined in the system. An exchange rate between the foreign currency entered and the local currency must be entered. Different exchange rates can be defined for different periods.
Entering Invoices in Foreign Currency [Page 146] Exchange Rate Differences [Page 148] Exchange Rate Rounding Differences [Page 149]
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To enter an invoice in foreign currency, proceed as follows: 1. Fill out the initial screen. Enter the currency and the exchange rate in the following fields: &XUUHQF\ Enter the relevant currency key here. You can only enter currencies for which a currency key is defined in the system. The system compares your entry with the purchase order. If a fixed exchange rate has been entered in the purchase order, the system ignores your entry and uses the order currency. ([FKDQJH UDWH You can enter an exchange rate in this field. The system compares your entry a) with the purchase order if a fixed exchange rate was entered there. In this case, the system overwrites your entry and displays a message. b) with the exchange rate stored in the system The system displays a warning message if the variance is outside certain tolerance limits. If you do not fill out the ([FKDQJH UDWH field, the system applies the stored exchange rate, taking into consideration the translation date that you enter into the 7UDQVODWLRQ GDWH field. 7UDQVODWLRQ GDWH Here you can enter the date to be used for translating the amounts. If you do not fill out the 7UDQVODWLRQ GDWH field, the system automatically sets the current date. 2. After you have pressed ENTER, the system proceeds to the vendor screen. Here, the currency of the amount and the cash discount base has already been changed to the foreign currency. 3. After you have filled out the vendor screen, you proceed to the selection screen by pressing ENTER. Here, the system proposes the amount in foreign currency in the $PRXQW column for each item. This amount is based on the exchange rate you defined in the initial screen. Select the items you want to edit. 4. To proceed to the document overview, choose *RWR 'RFXPHQW RYHUYLHZ. The system now checks whether there are variances. When the system checks for price variances, it translates the amount tolerances into the foreign currency. If there are variances, the system goes to the order item screen in question and issues a warning message requesting you to correct your entry. 5. If the balance is zero, you can choose 3RVW 'RFXPHQW When you post the invoice, the amounts in the invoice document are displayed both in your local currency and in the foreign currency.
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If you enter a document in foreign currency, the foreign currency is displayed on all screens, including the document overview and document check. From the 'RFXPHQW FKHFN screen you can also simulate the document in your local currency. To do this, choose (GLW 2YHUYLHZ 6ZLWFK FXUUHQF\. The document is then displayed in local currency. If you return to the document overview from the document check, the system automatically changes back to the foreign currency display. If you choose (GLW 2YHUYLHZ 6ZLWFK FXUUHQF\ within the document check, the document is displayed in foreign currency again.
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If a purchase order is entered in foreign currency, translation from foreign currency into local currency has already been carried out when the goods receipt is posted. If you enter the invoice for the purchase order in the foreign currency, it can lead to exchange rate differences between the goods receipt and the invoice receipt. When you enter the invoice, a warning message is displayed on the initial screen. You can override this warning message by pressing ENTER and then post the invoice. In this case, the transaction is handled as a normal price variance:
If the material is managed with a standard price, the variances are posted to an exchange rate difference account. If the material is managed with a moving average price, the stock account is debited or credited automatically.
Material A with standard price control 10 $ Material B with moving average price control 3XUFKDVH RUGHU 10 pcs material A at 10 SFR/pc 10 pcs material B at 20 SFR/pc Goods receipt (exchange rate 1.2) 10 pcs material A 10 pcs material B Invoice (exchange rate 1.3) 10 pcs material A at 10 SFR/pc 10 pcs material B at 20 SFR/pc = 100 SFR (=130 $) = 200 SFR (=260 $) = 300 SFR (=390 $) *RRGV UHFHLSW Stock account GR/IR clearing account Price difference account Exchange rate difference Stock account B GR/IR clearing account Vendor account 240 + 240 100 + 120 20 + 10 + 20 + 240 + 390 120 + ,QYRLFH UHFHLSW

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For each invoice in foreign currency, the amounts are translated into local currency during the posting. Due to rounding off of amounts in each individual posting line, exchange rate rounding differences can occur. Exchange rate rounding differences are posted to an expense account or an income account. During the document check, the system displays a posting line for the corresponding account. The amount 0.00 is posted in the foreign currency. Only when the translation into local currency takes place are the differences posted to this account.
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An invoice has a different payee if the invoice payment is not to be credited to the invoicing party defined in the purchase order. In the SAP system, this procedure is controlled in two ways:
The different payee is known when the invoice is posted The invoice is posted to another vendor account. The payment program then accesses this account. A vendor master record must be maintained for the different payee.
The different payee is known only at the time of payment by the payment program in Financial Accounting. The invoice is posted to the account of the vendor with whom the purchase order was placed. The payment program executes the posting from this vendor to the bank account of the different payee. In this case, you are not required to create a vendor master record for the different payee.
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If you do not want to post an invoice to the account of the invoicing party defined in the purchase order, there are two options available:
Automatic replacement by a head office To post an invoice to a head office: a vendor master record must be created for the head office the head office must be entered in the vendor master record of the invoicing party defined in the purchase order.
If you now enter a purchase order for a vendor with a head office on the initial screen in the section 6HOHFW, the system replaces the vendor by the head office. You receive a message indicating that the vendor has been replaced by the head office and you proceed automatically to the vendor screen of the head office.
Manual replacement when entering an invoice If you want to post an invoice to a different vendor account than the one specified in the purchase order, you must enter the purchase order number in the field 3XUFKDVH RUGHU DQG the actual invoicing party in the field 9HQGRU on the initial screen. A message appears, indicating that the vendor in the purchase order has been replaced by the vendor you entered. The vendor screen of the vendor entered appears. If the invoice you are processing does not specify that the invoicing party is not the same as the invoicing party defined in the purchase order, you only enter the purchase order on the initial screen. The vendor screen for the vendor in the purchase order is displayed. You cannot change the vendor here. You must return to the initial screen and enter the order number in the field 3XUFKDVH RUGHU and the actual invoicing party in the field 9HQGRU.
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If you want to post an invoice to the account of the vendor from the purchase order, but the payment should be made to a third party, this must be allowed in the vendor master record of the

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vendor in question. For this purpose, the 3D\HH LQ GRFXPHQW field must be selected. If this is the case, the system proposes the 'LIIHUHQW SD\HH field on the vendor screen when you enter the invoice. If you select this field, the system branches to a screen in which you enter the data of the different payee. Afterwards, you automatically return to the selection screen to continue processing.
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One-time vendors are vendors that supply your company only once or very rarely. It is not recommended to set up master records for these vendors in the system since access to this data is no longer or rarely needed after the original transaction. It would be too time-consuming to continue to maintain this data. Therefore, summary accounts are set up for one-time vendors. These accounts are also referred to as one-time accounts. Since these accounts are used for several vendors, no vendor-specific data can be defined in the master record for the account. Therefore, data such as address, salesperson, bank data, and so on, must be entered in Purchasing or Invoice Verification. Invoices from one-time vendors are posted like normal invoices, with the following exceptions:
Between the initial screen and the vendor screen, you see a screen for the address and bank data of the vendor. You must enter the appropriate data from the invoice on this screen. If you post an invoice with a reference, some of the fields such as the vendor address, will have already been filled out when the purchase order was entered. If you post an invoice without a reference, you must decide which one-time account you want to post to. Enter the number of this account on the initial screen in the 9HQGRU field.

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Consignment goods are stored within your company but belong to a vendor. The vendor supplies these goods so that they are available to you at any time, but does not charge you for them. Only when you have withdrawn stock does payment become due for the quantities used. A pipeline material is a material which flows directly from a pipeline (such as an oil pipeline), a pipe (such as a water pipe), or any other type of line (such as an electricity connection) into the production process. Every time material is consumed, payment is due for the liability. You do not receive invoices from the vendor for consignment materials or materials withdrawn from the pipeline, but settle the withdrawals posted yourself and send the vendor a statement. You can settle pipeline and consignment liabilities periodically in the background. Consignment settlement is integrated with message determination, allowing your to define a layout set for settlement in Customizing. Whenever you run the settlement program, the system generates a message record that fills the layout set. Depending on how your system is configured, you can either send the form directly to the vendor when you post or at a later point. 6HH DOVR Displaying Consignment/Pipeline Withdrawals [Page 154] Settling Consignment/Pipeline Withdrawals [Page 155] Consignment Settlement: Account Movements [Page 156]
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To display consignment/pipeline withdrawals, proceed as follows: 1. Choose )XUWKHU SURFHVVLQJ 6HWWOH FRQVSLSHOLDEV. The selection screen is displayed 2. Enter the criteria according to which the consignment/pipeline withdrawals are to be listed. You can narrow down your selection to company code, vendor, plant, material, document date, posting date, and material document (of withdrawal). Define whether you only want to display consignment transactions, pipeline transactions or both. In the 3URFHVVLQJ screen box, select 'LVSOD\. In the 'LVSOD\ RSWLRQV screen box, define whether you want to display withdrawals that have been settled or those not yet settled. You can further limit the selection of settled withdrawals to certain invoice documents. 3. Choose 3URJUDP ([HFXWH.
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A list is displayed of the withdrawals and (if you selected 6HWWOHG ZLWKGUDZDOV) the respective invoices.
Settlement of consignment and pipeline withdrawals has changed considerably for Release 4.0. As a result, the list of results does not include withdrawals posted before Release 4.0. To display these withdrawals, run report RMVKON90, which corresponds to the previous report for settling withdrawals prior to 4.0

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To settle consignment/pipeline withdrawals, proceed as follows: 1. Choose )XUWKHU SURFHVVLQJ 6HWWOH FRQVSLSHOLDEV. The screen for selecting liabilities from consignment stores is displayed 2. Enter the selection criteria for determining the consignment/pipeline withdrawals you want to settle. You can narrow down your selection to company code, vendor, plant, material, document date, posting date, and material document (of withdrawal). Define whether you only want to settle consignment transactions, pipeline transactions or both. In the 3URFHVVLQJ screen box, select 6HWWOH. In the 'LVSOD\ RSWLRQV screen box, define whether you want to display withdrawals that have been settled or those not yet settled. You can further limit the selection of settled withdrawals to certain invoice documents.
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The system generates an invoice document in line with your selection for every company code, vendor and currency and displays a list of the settled withdrawals. The system also generates a message record. This allows you to print a letter of consignment for informing the vendor or send it directly by fax.
Settlement of consignment and pipeline withdrawals has changed considerably for Release 4.0. As a result, the list of results does not include withdrawals posted before Release 4.0. To display these withdrawals, run report RMVKON90, which corresponds to the previous report for settling withdrawals prior to 4.0
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When you settle consignment withdrawals, the liabilities created on withdrawal are cleared. The offsetting entry is posted to the vendor account. The system determines which taxes are to be posted for each item from the consignment or pipeline information record.
You carry in stock material A from vendor X in your consignment stores at a consignment price of $ 10 per piece. When you withdraw 100 pieces for consumption and then settle the consignment withdrawal, the system makes the following postings: :LWKGUDZDO Consumption account Consignment liabilities Vendor account Tax account 1000 + 1000 1000 + 1150 150 + &RQVLJQPHQW VHWWOHPHQW
When the system posts to the liabilities account, it generates the allocation number automatically from the material document number and the item number both during the withdrawal itself and during settlement. This enables the open items to be cleared in Financial Accounting.

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Invoices or credit memos received by EDI that refer to a transaction in the system can be entered automatically in Invoice Verification. Two procedures are possible:
The invoice/credit memo is parked using the preliminary posting function and later posted after checking by the accounts payable clerk. The invoice/credit memo is posted directly if no error occurs.
Invoices/credit memos received by EDI that do not refer to a transaction in the system cannot be entered automatically in Invoice Verification. This can only be done in Financial Accounting. Your system administrator makes the following settings in the Customizing system of Financial Accounting:
The rules according to which EDI invoices are entered in the system Who should be informed when EDI invoices are received
How EDI invoices are processed in Invoice Verification depends on whether they are parked or directly posted: If invoices are parked You create a list of all the parked documents and process the list. If invoices are directly posted You only have to intervene if errors occur which prevent the invoice from being posted. There can be two types of error: The system settings relevant to the business partner have not been properly maintained. You have to correct these settings together with the system administrator. Once you have done this, the document can be posted automatically. The data received contains errors. You have to contact the issuer of the invoice and ask for a new invoice to be sent.
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Evaluated Receipt Settlement (ERS) allows you to settle goods receipts without receiving an invoice. Based on the order price specified in the purchase order and the quantity entered on the goods receipt, the system can determine the correct invoice amount. The system also obtains tax information and terms of payment from the purchase order. This information allows the system to settle without having to process a vendor invoice. The Evaluated Receipt Settlement (ERS) function has the following advantages:
Reduction of steps involved in the purchasing/receipt/invoice/payment cycle Reduction of clerical errors Elimination of price and quantity variances in the Invoice Verification process
The system maintains a log of ERS transactions. This log can be printed out and sent to the vendor as an indication of settlement.
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The Evaluated Receipt Settlement function can only be used for goods that have been ordered on a purchase order. Only purchase orders with a known, exact price at the time of issue should be settled with ERS. Purchase orders issued without an exact price must continue to be settled manually. In view of the above, the creator of the purchase order has the options of:
Flagging the vendor in the vendor master record as being subject to ERS Flagging a purchasing information record as being non-ERS (this can be done only if the vendor is subject to ERS) Flagging a particular line item within a purchase order as being ERS-relevant (this can only be done if the vendor is subject to ERS)
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If the vendor is subject to ERS, the system will automatically set all line items as being ERSrelevant. The ERS indicator can be removed for any particular line item. The system will not set the ERS indicator on an item if the purchasing information record has been flagged as non-ERS.

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Evaluated Receipt Settlement (ERS) is carried out in two steps:
Selecting Transactions [Page 162] Processing the Log [Page 163]
The Evaluated Receipt Settlement program, 500556 can be run in the background. Let your system administrator know which variants of this program are to be created and which jobs have to be defined.
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When you run the Evaluated Receipt Settlement program, there are three criteria that must be maintained: Transaction criteria You can select by: Posting date of the goods receipts Vendor Company code Purchase order and order item Goods receipt document number Fiscal year
Invoice criteria One invoice document can be created: per vendor per purchase order per order item per goods receipt document (only if goods-receipt-based invoice verification has been defined)
Test mode In test mode the system does not make any postings. We recommend you run test mode to find out: ERS transactions due for settlement ERS transactions that cannot be settled automatically due to errors or incomplete information

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The Evaluated Receipt Settlement program creates a log of:
Transactions that were settled The system displays all the order items which were settled (or which would have been settled if operating in test mode) based on the selection parameters. Transactions that were not settled The system displays all the order items which were NOT settled (or which would have been settled if operating in test mode) based on the selection parameters. The system also displays the reason why an item was not able to be settled. Possible reasons include: Reason Solution Reason Solution 1R WD[ code entered in the order item. Change the purchase order by entering a tax code on the item. An invoice has been entered manually for this item. This line item cannot be processed by ERS. Once a manual invoice has been posted for a line item, the line item cannot be settled with ERS. To remove this item from the error report, run ERS in test mode, select the item and choose ([FOXGH IURP (56 Other line items on the same purchase order may only be settled with ERS if one invoice per line item has been selected.
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1. From the Invoice Verification menu, choose )XUWKHU SURFHVVLQJ ([HFXWH (56 The selection screen appears. 2. Enter the selection parameters. If you only wish a test run, select the field 7HVW PRGH. 3. Choose 3URJUDP ([HFXWH A log of the Evaluated Receipt Settlement run is displayed.

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MM Invoice Verification and Material Valuation

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