Invoice Verification

SAP Best Practices for Retail (France)

SAP Best Practices

Scenario Overview - 1
Purpose and Benefits:
Purpose

The Logistic Invoice Verification is a part of Material Management (MM). Logistic Invoice Verification is closely connected with the SAP components Finance (FI) and Controlling (CO). It provides the information for payment or evaluation of invoices to these components. All functions of normal invoice verification are available in logistic invoice verification. Normal invoice verification and logistic invoice verification can be used alongside each other if needed.

Benefits

Some functions as Unlimited multiple selection are only available in Logistic Invoice Verification An incoming invoice contains a wealth of information An important question is the reference of the invoice, which uniquely identifies it to a transaction. If there is such a reference, the system calls on its previous knowledge and proposes the appropriate values during verification of the invoice An invoice can be blocked price negotiations are conducted at least once a year A part of the conditions agreed with the vendor is applied retroactively instead of directly with the merchandise invoice.

Scenario Overview - 2
Purpose and Benefits:
Key process flows covered

Goods Receipt-Based Invoice Verification with Reference to purchase order/delivery note without/with Differences Invoice Verification in Background Automatic Settlement Accept a quantity/price Variance and Release a Blocked Invoice

Scenario Overview - 3

SAP Applications Required:

Required

SAP EHP3 for SAP ERP 6.0

Company roles involved in process flows

Retail Buyer Invoice Verification

Process Flow Diagram

Preparation

Create Purchase Order / Execute Goods Receipt

Automatic Settlement (ERS, Consignment, Invoicing Pan)

EnterDialog Invoice (In Mode, Parking, In the Background)

Retail Buyer Invoice Verification

Goods Receipt Based Invoice Verification

Purchase Order Based Invoice Verification

With Reference to Purchase Order

With Reference to Delivery Note

With Reference to Purchase Order

With Reference to Delivery Note

Check Invoice

If Anomalies Exist

Post Invoice

Correcting an Invoice (Accept a quantity price variance, Invoice reduction for quantity price variance, Automatic clearing of variances)

Invoice Verification

Vendor

Distribution center

PO

Goods receipt

Invoice data entry

Assignment

Company Code Gross amount Order number

Order number Goods receipt quantity

Invoice Verification

Invoice Verification

Logistic
Enter Vendors invoice

Assign to order / goods receipt

Start Invoice Verification

Financial Accounting
Transfer accepted invoices

Invoice correct ?

Post invoice

Correction

Invoice Verification

Enter Invoice data

Invoice Verification online The invoice will be entered and checked online
Invoice Verification in the background You enter the Invoice data online and the system will verify in the background

Document parking You receive an invoice, enter the data in the system, and save the invoice document. The system does not make any postings. You can change this parked document. When you have finished changing the document, you can post the parked document. Automatic Settlement Based on predefined rules the invoice will be posted automatically

Assign the invoice to order, goods receipt, delivery note,...

Corrections

Depends on the Situation there are several Corrections possible

Accept a quantity variance

Accept a price variance

Reducing an invoice because of quantity variance Reducing an invoice because of price variance Subsequent Debits/Credits Posting Total-Based Differences

Transfer the invoice to the Financial Accounting

Legend

Symbol

Description

Usage Comments
Role band contains tasks common to that role.

Symbol

Description

Usage Comments

<Function>

Band: Identifies a user role, such as Accounts Payable Clerk or Sales Representative. This band can also identify an organization unit or group, rather than a specific role. The other process flow symbols in this table go into these rows. You have as many rows as required to cover all of the roles in the scenario. External Events: Contains events that start or end the scenario, or influence the course of events in the scenario.

Diagram Connection

To next / From last Diagram: Leads to the next / previous page of the Diagram

Flow chart continues on the next / previous page

Hardcopy / Document

Hardcopy / Document: Identifies a printed document, report, or form

External to SAP

Does not correspond to a task step in a document; instead, it is used to reflect a document generated by a task step; this shape does not have any outgoing flow lines

Flow line (solid): Line indicates the normal sequence of steps and direction of flow in the scenario. Flow line (dashed): Line indicates flow to infrequentlyused or conditional tasks in a scenario. Line can also lead to documents involved in the process flow. Business Activity / Event: Identifies an action that either leads into or out of the scenario, or an outside Process that happens during the scenario

Connects two tasks in a scenario process or a non-step event

Financial Actuals: Indicates a financial posting document

Financial Actuals

Does not correspond to a task step in a document; instead, it is used to reflect a document generated by a task step; this shape does not have any outgoing flow lines

Business Activity / Event

Does not correspond to a task step in the document

Budget Planning: Indicates a budget planning document

Budget Planning

Does not correspond to a task step in a document; instead, it is used to reflect a document generated by a task step; this shape does not have any outgoing flow lines

Unit Process: Identifies a task that is covered in a step-by-step manner in the scenario

Corresponds to a task step in the document

Manual Process: Covers a task that is manually done

Unit Process

Manual Proces s
Process Reference: If the scenario references another scenario in total, put the scenario number and name here. Corresponds to a task step in the document

Does not generally correspond to a task step in a document; instead, it is used to reflect a task that is manually performed, such as unloading a truck in the warehouse, which affects the process flow. Does not generally correspond to a task step in a document; instead, this shape reflects data coming from an external source; this step does not have any incoming flow lines

Process Reference

SubProcess Reference

Sub-Process Reference: If the scenario references another scenario in part, put the scenario number, name, and the step numbers from that scenario here

Corresponds to a task step in the document

Existing Version / Data

Existing Version / Data: This block covers data that feeds in from an external process

Proces s Decisio n

Process Decision: Identifies a decision / branching point, signifying a choice to be made by the end user. Lines represent different choices emerging from different parts of the diamond.

Does not usually correspond to a task step in the document; Reflects a choice to be made after step execution

System Pass/F ail Decisio n

System Pass / Fail Decision: This block covers an automatic decision made by the software

Does not generally correspond to a task step in the document; instead it is used to reflect an automatic decision by the system that is made after a step has been executed.