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When you receive an invoice for goods or services that relates to a PO, you
can enter it using Transaction MIRO (or Logistics Materials
Management Logistics Invoice Verification MIROEnter Invoice). This
transaction allows you to pull in data from the POfor example, vendor,
quantity, description, and account assignments, as well as information about
the receipt of any goods or services.
Scanning software can read these details automatically, getting better over
time as it learns where it can find the required details for each vendor, such
as PO number, invoice number, date, tax, and so on. You will need to enter
the fields that cannot be copied from the PO manually.
People using Transaction MIRO for the first time sometimes worry that they
are changing the actual PO and thereby allowing an unauthorized purchase to
occur, but this is not the case. Transaction MIRO copies information to the
invoice screen to save retyping, but the posted invoice must match the invoice
received, not the PO. If the invoice is incorrect, a credit note will resolve any
errors. The PO itself remains unchanged even if you change a quantity or
price in the invoice, although the PO history updates after saving the invoice.
When an invoice is posted, the system produces both a material document
and a financial document. The material document shows the detail of the
invoice based on the information in the PO, whereas the financial
posting shows the credit to the vendor account and the debits to the relevant
costs, inventory, fixed assets, and tax accounts.
Tip
If you only see the MM document number when saving a MIRO invoice, you
can amend your user settings in Transaction SU13 by adding in the
parameters as per Figure 19, so that the finance document number appears
as well.
In general, the reversal of a GR can only take place if there is no invoice, but
there is a setting in the configuration that allows you to perform the reversal
regardless while still keeping the ability to match the invoice to the GR.
Service-Based Invoice Verification
In order to create a service entry sheet, you must select the Goods
Receipt indicator. You can then choose how you want to post the invoice
against the service or service entry sheet line items, by selecting the GRbased invoice verification and/or the Service-based invoice
verification checkbox. You can also choose to set it for some lines in a PO
and not others. You will find the Service-based invoice verification indicator
in the same areas as the GR-based invoice verification indicator, in both the
master records and transactions.
Posting an invoice for services is fairly similar to posting an invoice for goods,
and you can also post credit memos and subsequent debits and credits
against a service in the same way.
Tip
When entering the MIRO invoice, change the invoice layout so that the
service-relevant fields are visible on the left instead of the normal fields; you
will see a layout box on the right-hand side of the initial screen line item
details. Figure 21 shows the layout button.
Blanket Purchase Orders
Blanket POs can be used for items for which it is not practical to raise an
individual PO and GR for each item, such as flowers, stationery, nuts and
bolts, certain services, utility bills, franking machine transactions, and so on.
The PO needs to be created as a framework order document type, with item
category B. In the line item area of Transaction MIRO, the line item may
appear to be grayed out, but if you scroll to the right and click on
the Edit button, a popup screen will appear in which you can enter the details,
listing as many items, cost centers, and so on as required (see Figure 21).
Matching
When entering a MIRO invoice and matching the line items in the invoice with
the items in SAP, the most common method is to pull the information in by PO
number. However, there are other options (see the dropdown lists
in Figure 23).
If you have a large number of items in the PO and the invoices match each
delivery, then you may prefer to enter the delivery number instead of the PO.
You can also select by vendor if you do not know the PO number, but only if
you can then reliably identify the correct PO. Otherwise, if there is a query and
you have posted the invoice against the incorrect PO, you may struggle to
resolve the query.