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Saudi Arabian Airlines

MM Invoice Verification

MM_07

User Training Manual

2008

Version: 01

MM_07 : MM Invoice Verification

Contents

  • 1. Course Overview: MM Invoice Verification

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3

  • 2. Curriculum 4 ..........................................................................................................

  • 3. Course Introduction 5 ............................................................................................

  • 4. Purchasing Process Overview

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6

  • 5. Business Impacts

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11

5.1.

Key Impacts

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11

5.2.

Glossary

................................................................................................

11

  • 5.3. Post Go Live Support Process

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11

  • 6. Practical Component

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12

Exercise 1: Enter Incoming Invoice referencing a PO - MIRO

13 .........................

Exercise 2: Display Invoice Document - MIR4

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15

Exercise 3: Display List of Invoice Documents - MIR5

16

Exercise 4: Release Blocked Invoices - MRBR

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Exercise 5: Cancel Invoice Document - MR8M

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1. Course Overview: MM Invoice Verification

1.1.

Course Version:

2008 - Version 1

1.2.

Duration

1 Day

1.3.

Course Goals

At the completion of the course the delegates should be able to:

 

1.

Enter \ display Incoming Invoice referencing a PO

2.

Release Blocked Invoices 3.

Cancel Invoice Document

1.4.

Target Audience

Invoice processors.

1.5.

Prerequisites

Essential

 

1.

PC Literacy

2.

SAP01: SAP Basics & Navigation

Recommended

 

None

1.6.

Course Content

 

1.

Enter Incoming Invoice referencing a PO

2.

Display Invoice Document

3.

Display List of Invoice Documents

4.

Release Blocked Invoices

5.

Cancel Invoice Document

2. Curriculum

2.1. Materials management Course Curriculum

Course Code

Course Name

MM_01

Purchase Requisitions & SRM Shopper

MM_02

Purchase Requisition Approver(inc. services)

MM_03

Buyer (Materials and Services)

MM_04

Purchase Order Approver

MM_05

Goods\Services Receipt and Approver

MM_06

Vendor Management

MM_07

Invoice verification

MM_08

Contracts Processing

MM_09

Management Training

MM_10

Executive Training

MM_11

Displays & Reports

MM_12

Composite Course

3. Course Introduction

This course focuses on Verification Vendor Invoices for Materials (Non Stock) and Services in SAP, The invoices from Vendor are recorded in SAP by referring to:

Purchase order number (against which the non-materials/services are

delivered by the Vendor) and the system would list down all the eligible line items from Purchase order for processing the Invoice. The relevant line items specific to the invoice presented by the Vendor needs to be selected before proceeding further.

Vendor code, where the system will list down all the eligible items (materials/services), from various purchase orders, for invoice processing. The relevant items (materials/services) are selected from this list, which is indicated in the Vendor's invoice, for further processing.

The Vendor (Invoice Party Partner), the vendor document number, date of invoice

receipt and total value of the Invoice are mandatory fields on the header of the Invoice.

The value and currency from the Vendor's Invoice are entered during Invoice

processing and the system gives message for any differences between the value from Vendor's Invoice and the Purchase order values and the quantity in the Goods Receipt. The invoice will not be posted until the difference is zero between the debits/credits (or within the allowed tolerances).

A document number is generated after successful posting of Vendor's invoice and

this would now enable processing of payment to vendor (against this invoice) using the baseline date of the entered vendors document date and the terms of payment .. An accounting document is also created automatically in the background to recognize Vendor liability and to clear the GR/IR.

4. Purchasing Process Overview

Overview of the SAP purchasing cycle

Purchase Requisition & SRM Shopper

A purchase requisition is a request or instruction to Purchasing to procure a certain quantity of a material or a service so that it is available at a certain point in time, PR can be created using SRM Shopper Portal or SAP transaction.

Overview of the SAP purchasing cycle

Purchase Requisition & SRM Shopper

A Purchase Requisition that is subject to a release procedure needs to be released by the required releasing authority.

Purchase requisition approval

Overview of the SAP purchasing cycle

A purchase order (PO) is an external legal document created in SAP for the purchase of a material, in a specified quantity, at a predetermined price, and delivery date. It is sent externally to an outside vendor. A buyer may create a purchase order in SAP upon receiving a requisition initiated earlier in SAP by the originator (this could be the requisition initiator in a particular department), Most of the fields in the PO creation screens will default from the referenced requisition . Purchase order will be released (approved) upon creation.

Purchase Requisition & SRM Shopper

Purchase requisition approval

Purchase Order Processing (Creation & Approval)

Overview of the SAP purchasing cycle

Goods Receipt

Service Entry

Goods receipts are recorded in the system upon receipt of goods (materials). The receipts are recorded in the system with reference to Purchaser Order.

The service entry sheet should be created in SAP as soon the completion of service by the Vendor (by referring the Purchase orders).

Purchase Requisition & SRM Shopper

Purchase requisition approval

Purchase Order Processing (Creation & Approval)

Overview of the SAP purchasing cycle

Invoice Verification & Payment Processing

Goods Receipt

Service Entry

The invoices from Vendor are recorded in SAP by referring to Purchase order number. A document number is generated after successful posting of Vendor's invoice and this enables processing of payment to vendor (against this invoice) using the baseline date of the entered vendors document date and the terms of payment. An accounting document is also created automatically in the background to recognize Vendor liability and to clear the GR/IR.

Purchase Requisition & SRM Shopper

Purchase Requisition Approval

Purchase Order Processing (Creation & Approval)

MM Invoice Verification

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5. Business Impacts

  • 5.1. Key Impacts

Business Process

Invoice Verification

  • 5.2. Glossary

Terminology

Invoice Verification

Impact

Improved invoice processing

Arabic

ﺍﻟﻔﻭﺍﺘﻴﺭ ﻤﻥ ﺍﻟﺘﺤﻘﻕ

Meaning

  • 5.3. Post Go Live Support Process

Any queries should be logged with Saudi Airlines Help Desk Please dial 4000

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6. Practical Component

The following section will focus on exercises that will learn how to apply the SAP Invoice Verification Business Tools to your Job.

There are a series of exercises relating to Business Scenarios, with detailed instructions and notes.

If at anytime you have any questions, please feel free to stop the Trainer and ask them questions.

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Exercise 1: Enter Incoming Invoice referencing a PO - MIRO

This exercise demonstrates how to enter vendor invoices referencing a Purchase Order, before beginning this task, obtain the following information.

The vendor invoice number

The Purchase Order number that the invoice is in reference to

To enter incoming invoice referencing a PO, follow the menu path given below from the initial SAP Easy Access screen, double clicking on the last item:

Logistics

Exercise 1: Enter Incoming Invoice referencing a PO - MIRO This exercise demonstrates how to enter

Materials Management

Exercise 1: Enter Incoming Invoice referencing a PO - MIRO This exercise demonstrates how to enter

Logistics Invoice Verification

Entry

Enter Invoice

Exercise 1: Enter Incoming Invoice referencing a PO - MIRO This exercise demonstrates how to enter

Document

  • 1. Ensure that the Transaction type is Invoice

  • 2. Enter 01/05/2008 in the Invoice Date field.

Note:

Invoice Date is the date written in the vendor invoice.

  • 3. Enter 12345xx in the Reference field.

Note:

Reference could be any other sources of information, either internal or external to SAP. i.e.: vendor invoice number.

  • 4. Ensure Today's date is in the Posting Date field.

Note:

The date on which a transaction in SAP will be posted to the appropriate accounts. SAP will default this field to be the current date, but changes are allowed. For items to be posted in a future or past period, you must enter the posting date.

  • 5. Enter 1000 in the Amount field (Total amount of the invoice).

  • 6. Enter SAR in the Currency Key field.

Note:

Currency key field is to the right of Amount field:

  • 7. Ensure that Reference Document Category is Purchase Order/Scheduling Agreement.

  • 8. Enter Purchasing Document from the data sheet.

  • 9. Click on the Enter

button

or press ENTER.

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Note:

vendor information will be displayed on the screen, including Code, Name, address and bank account details, this information defaults from the vendor master.

  • 10. Click on the Payment tab.

  • 11. What is the Payment Term:

_________________________________________________________________

  • 12. Click on the Contacts tab.

  • 13. Who is the Buyer created the reference PO:

_________________________________________________________________

  • 14. Click on the Save button

or press CTRL-S.

  • 15. Record the message at the bottom of the screen: _________________________________________________________________

  • 16. To exit this transaction, click on the Exit button initial SAP Easy Access screen is displayed.

or press SHIFT-F3 until the

MM Invoice Verification

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Exercise 2: Display Invoice Document - MIR4

This exercise demonstrates how to display invoice document.

To display invoice document, follow the menu path given below from the initial SAP Easy Access screen, double clicking on the last item:

Logistics

Processing

Exercise 2: Display Invoice Document - MIR4 This exercise demonstrates how to display invoice document. To

Materials Management

Exercise 2: Display Invoice Document - MIR4 This exercise demonstrates how to display invoice document. To

Logistics Invoice Verification

Display Invoice Document

Exercise 2: Display Invoice Document - MIR4 This exercise demonstrates how to display invoice document. To

Further

  • 1. Enter the invoice document created in the first exercise.

  • 2. Record the invoice date and the reference:

_________________________________________________________________

  • 3. Record the invoice amount:

_________________________________________________________________

  • 4. Record the Purchase Order number:

_________________________________________________________________

  • 5. Click on the Payment tab.

  • 6. What is the Payment Term:

_________________________________________________________________

  • 7. Click on the Contacts tab.

  • 8. Who is the Buyer created the reference PO:

_________________________________________________________________

  • 9. To exit this transaction, click on the Exit button initial SAP Easy Access screen is displayed.

or press SHIFT-F3 until the

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Exercise 3: Display List of Invoice Documents - MIR5

This exercise demonstrates how to display a list of invoice documents.

To display invoice document, follow the menu path given below from the initial SAP Easy Access screen, double clicking on the last item:

Logistics

Processing

Exercise 3: Display List of Invoice Documents - MIR5 This exercise demonstrates how to display a

Materials Management

Exercise 3: Display List of Invoice Documents - MIR5 This exercise demonstrates how to display a

Logistics Invoice Verification

Display List of Invoice Documents

Exercise 3: Display List of Invoice Documents - MIR5 This exercise demonstrates how to display a

Further

  • 1. Enter 2008 in the Fiscal Year field.

2. Click on the Execute button

or press F8.

  • 3. Click on the invoice document no. in the first row.

  • 4. Record the invoice date and the reference:

_________________________________________________________________

  • 5. Record the invoice amount:

_________________________________________________________________

  • 6. Record the Purchase Order number:

_________________________________________________________________

  • 7. Click on the Details tab.

  • 8. What is the invoice Currency:

_________________________________________________________________

  • 9. What is the invoice Exchange Rate:

_________________________________________________________________

10. To exit this transaction, click on the Exit button initial SAP Easy Access screen is displayed.

or press SHIFT-F3 until the

MM Invoice Verification

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Exercise 4: Release Blocked Invoices - MRBR

This exercise demonstrates how to release blocked invoice.

The value and currency from the Vendor's Invoice are entered during Invoice processing and the system gives message for any differences between the value from Vendor's Invoice and the Purchase order values and the quantity in the Goods Receipt. The invoice will not be posted until the difference is zero between the debits/credits (or within the allowed tolerances). In the latter scenario the saved invoice becomes blocked until the variation is resolved either by correcting the PO, GR, the Service Entry Sheet or the LIV Document itself.

After clearance the blocked invoice can be released using transaction MRBR.

To release blocked invoices, follow the menu path given below from the initial SAP Easy Access screen, double clicking on the last item:

Logistics

Processing

Exercise 4: Release Blocked Invoices - MRBR This exercise demonstrates how to release blocked invoice. The

Materials Management

Exercise 4: Release Blocked Invoices - MRBR This exercise demonstrates how to release blocked invoice. The

Logistics Invoice Verification

Release blocked Invoices

Exercise 4: Release Blocked Invoices - MRBR This exercise demonstrates how to release blocked invoice. The

Further

  • 1. Enter 1100 in the Company Code field.

  • 2. Enter the invoice document no. created in the first exercise.

  • 3. Enter 2008 in the Fiscal Year field.

  • 4. Ensure that the Release Manually radio button is selected.

Note:

When you release invoices manually, a list of the blocked invoices that match your criteria appears in the list, Blocking reasons that no longer apply are highlighted in color, you can delete individual blocking reason or select invoices to be released.

Note:

When you release invoices automatically, the system deletes all blocking reasons that no longer apply.

when all blocking reasons are deleted the system automatically releases the invoice.

  • 5. Click on the Execute button

or press F8.

  • 6. Select the invoice document no. created in the first exercise.

  • 7. Click on the Details

button.

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8.

Record the blocking reason(s) (scroll down till the list bottom).

_________________________________________________________________

  • 9. Click on the Close Window

button.

  • 10. Select the invoice document no. created in the first exercise.

  • 11. Click on the Release

button.

  • 12. Click on the Save button

or press CTRL-S.

  • 13. Record the message at the bottom of the screen: _________________________________________________________________

  • 14. To exit this transaction, click on the Exit button initial SAP Easy Access screen is displayed.

or press SHIFT-F3 until the

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Exercise 5: Cancel Invoice Document - MR8M

This exercise demonstrates how to cancel invoice document.

To cancel invoice document, follow the menu path given below from the initial SAP Easy Access screen, double clicking on the last item:

Logistics

Processing

Exercise 5: Cancel Invoice Document - MR8M This exercise demonstrates how to cancel invoice document. To

Materials Management

Exercise 5: Cancel Invoice Document - MR8M This exercise demonstrates how to cancel invoice document. To

Logistics Invoice Verification

Cancel Invoice Document

Exercise 5: Cancel Invoice Document - MR8M This exercise demonstrates how to cancel invoice document. To

Further

  • 1. Enter the invoice document no. created in the first exercise.

  • 2. Enter 2008 in the Fiscal Year field.

  • 3. Click in the Reversal Reason Field.

  • 4. Click on the Reversal Reason Matchcode

button or press F4.

  • 5. Select Reversal in closed period from the list.

  • 6. Enter today's date in the posting date field.

  • 7. Click on the Display document

  • 8. Click on the Follow-on Documents

Exercise 5: Cancel Invoice Document - MR8M This exercise demonstrates how to cancel invoice document. To

button

button.

  • 9. Double click on the Accounting Document.

    • 10. Ensure that this is the invoice required for reversal.

  • 11. Click on the Back button

or press F3.

  • 12. Click on the Cancel

button.

  • 13. Click on the Back button

or press F3.

  • 14. Click on the Save button

or press CTRL-S.

  • 15. Record the message at the bottom of the screen: _________________________________________________________________

  • 16. To exit this transaction, click on the Exit button initial SAP Easy Access screen is displayed.

or press SHIFT-F3 until the

MM Invoice Verification

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