Saudi Arabian Airlines

MM Invoice Verification

MM_07

User Training Manual

2008 Version: 01

MM Invoice Verification

MM_07 : MM Invoice Verification

Contents 1. 2. 3. 4. 5. Course Overview: MM Invoice Verification.........................................................3 Curriculum..........................................................................................................4 Course Introduction............................................................................................5 Purchasing Process Overview ...........................................................................6 Business Impacts.............................................................................................11 5.1. 5.2. 5.3. 6. Key Impacts...........................................................................................11 Glossary ................................................................................................11 Post Go Live Support Process ..............................................................11

Practical Component........................................................................................12 Exercise 1: Enter Incoming Invoice referencing a PO - MIRO.........................13 Exercise 2: Display Invoice Document - MIR4.................................................15 Exercise 3: Display List of Invoice Documents - MIR5 ....................................16 Exercise 4: Release Blocked Invoices - MRBR...............................................17 Exercise 5: Cancel Invoice Document - MR8M ...............................................19

MM Invoice Verification

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. 2. 3. 4. 5. Enter Incoming Invoice referencing a PO Display Invoice Document Display List of Invoice Documents Release Blocked Invoices Cancel Invoice Document

MM Invoice Verification

2. Curriculum
2.1. Materials management Course Curriculum Course Code MM_01 MM_02 MM_03 MM_04 MM_05 MM_06 MM_07 MM_08 MM_09 MM_10 MM_11 MM_12 Course Name Purchase Requisitions & SRM Shopper Purchase Requisition Approver(inc. services) Buyer (Materials and Services) Purchase Order Approver Goods\Services Receipt and Approver Vendor Management Invoice verification Contracts Processing Management Training Executive Training Displays & Reports Composite Course

MM Invoice Verification

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.

MM Invoice Verification

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.

MM Invoice Verification

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

MM Invoice Verification

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)

MM Invoice Verification

Overview of the SAP purchasing cycle

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

Goods Receipt Service Entry

Purchase requisition approval

Purchase Order Processing (Creation & Approval)

MM Invoice Verification

Overview of the SAP purchasing cycle

Invoice Verification & Payment Processing
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

Goods Receipt Service Entry

Purchase Requisition Approval

Purchase Order Processing (Creation & Approval)

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5. Business Impacts

5.1. Key Impacts Business Process Invoice Verification Impact Improved invoice processing

5.2. Glossary Terminology Invoice Verification Arabic 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 Materials Management Entry Enter Invoice Logistics Invoice Verification 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

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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 Materials Management Logistics Invoice Verification Processing Display Invoice Document 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 Further

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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 Materials Management Logistics Invoice Verification Processing Display List of Invoice Documents 1. Enter 2008 in the Fiscal Year field. 2. Click on the Execute button or press F8. Further

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

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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 Materials Management Logistics Invoice Verification Processing Release blocked Invoices 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. Further

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 MM Invoice Verification 17 button.

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 12. Click on the Save button 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 Materials Management Logistics Invoice Verification Processing Cancel Invoice Document 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 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 9. Double click on the Accounting Document. 10. Ensure that this is the invoice required for reversal. 11. Click on the Back button 12. Click on the Cancel button. or press F3. or press CTRL-S. or press F3. button button. button or press F4. Further

13. Click on the Back button 14. Click on the Save button

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

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