17-iv in background

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SAP AG 1999

Invoice Verification in the Background

Enter Invoices for Background Processing

Procedure for Verifying Invoices in the Background

Process Invoices Verified as Incorrect

Contents:

© SAP AG TSCM52 16-1

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SAP AG 1999

Enter invoices in the background

At the conclusion of this unit, you will be able to:

Invoice Verification in the Background: UnitObjectives


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SAP AG 1999

Invoice Verification in the Background:Course Overview Diagram

Automated Processing

Document Parking GR/IR AccountMaintenance

Invoice Verification inthe Background

Automated Processing

Releasing Blocked Invoices

Customizingfor Invoice Verification

XXXX+ YYY= ZZZZ

Credit Memos andReversals

Conclusion


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SAP AG 1999

For your lengthiest invoices with hundreds of lineitems, the system should compare the total invoiceamount to the expected value from the purchaseorder using background processing.

Invoice Verification in the Background: BusinessScenario


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SAP AG 1999

Invoice

Transaction

Save

Invoice documentInvoice documentwithout itemswithout items51000020155100002015

Invoice Verification in the Background

PaymentBasic data DetailsPayment

Document datePosting date

Reference

Amount

Tax amount

Allocation

When you use Invoice Verification in the background, you only enter general invoice data (gross invoice amount, tax information, terms of payment, allocation). You do not enter item data.

The data entered is saved in an invoice document. This document does not contain any items.

The settlement program, which is regularly started in the background, creates the items for this invoice document. Based on the quantities and values to be invoiced, the system checks if the total of the items and the amounts already saved (gross invoice amount, tax amounts, unplanned delivery costs) results in a zero balance.

If the balance is zero or within the tolerance limits set, the system posts the invoice document in the background.

If the balance exceeds the tolerance limits, the invoice document is saved with the items created and must be processed manually later.

Background processing uses the same logic as online Invoice Verification. Therefore, the system takes into account the settings in Customizing for automatic invoice reduction or automatic acceptance.


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SAP AG 1999

Invoice document5100002015

8:00

...Time

9:008:30

no

Invoice Verification inthe background is

performed

yes

No, but the differences are

within the tolerance limits

Status:contains errors


Status:posted

Invoice documentwithout items5100002015

Settlement program

Actual invoice= ?

Target invoice

Checking Invoices in the Background

The R/3 System checks invoices in the background using settlement program RMBABG00 and posts them, if possible.

The system administrator defines jobs for the settlement program. The jobs start the program at regular intervals, for example, every 15 minutes or every evening at 8pm.

You use frequent settlement runs when you enter an invoice containing many items, and do not want to have to match up the invoice manually, but, if the invoice does have to be processed manually, you want to be able to access it as soon as possible.

It makes sense to use a settlement run in the evening in the following cases:

You receive an invoice at the same time as a delivery. The goods receipt is entered in the course of the day, but not immediately. You cannot check the invoice referencing the delivery note online, because the delivery has not been entered yet. You expect the goods receipt to be entered by that evening at the latest.

The invoices contain many items for the same materials. To prevent system locks and avoid slowing down system performance during the day, you want the system to post the invoice in the background during the night.


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SAP AG 1999


Time

Status:contains errors


Status:posted

Goods receipt

Purchase order Invoice

100 pcs mat. A 10 pcs mat. B

100 pcs mat. A at 10/pc 50 pcs mat. B at 12/pc

Goods receipt

40 pcs mat. B

Invoice documentwithout items5100012305Status:unverified

Set forbackground

processing again

Enter for invoice verificationin the background

Checking Invoices in the Background: Example

Settlement program

100 pcs mat. A = 1100 50 pcs mat. B = 500

1600,-

When you enter an invoice for verification in the background, the system first creates an invoice document without items.

When you next run the settlement program, the system creates the item list and tries to post the invoice document with the suggested quantities and values. In the above example, this is not possible because you have only received part of the order for material B. The system therefore determines that there is a difference between the expected invoice amount (100 x 10 + 10 x 12 = 1120) and the actual invoice amount (1600). Therefore, the invoice document receives the status “verified as incorrect”.

When the accounts payable clerk manually processes the invoice document, he or she sets the invoice for processing in the background again.

When you next run the program, the system tries again to post the invoice. Since another goods receipt has been posted in the meantime, the expected invoice amount is now 100 x 10 + 50 x 12 = 1600. Therefore there is no difference between the expected invoice amuont and the actual invoice amount and the system posts the invoice document.

The system posts the individual items with the suggested quantities and values. As shown in the example, you can have cases where price differences cancel each other out without being noted.

In Customizing for Invoice Verification, you configure the system to give invoices posted in the background the status “correct” or “completed”.


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SAP AG 1999

Invoice document5100002015Status:contains errors

Invoice Overview Status Attempts Inv. Ver. type5100002013 not verified 25100002015 verified as incorrect 1 ___


Status:posted

Post

Change

Item list

X 4151599002 100 pcs

Change

Set for background processing again

Processing Invoices Verified as Incorrect

You must manually process an invoice document that was checked in the background and given the status “contains errors”.

The R/3 System creates an error log for an invoice document that contains errors, indicating why it could not post the invoice document.

You have the following options when processing an invoice document manually:

Change the invoice document and post it online

Change the invoice document and flag it for Invoice Verification in the background again

Flag the invoice document for Invoice Verification in the background without making any changes

If the R/3 System should not reprocess an invoice document that was verified as incorrect (for example, because it was inadvertently entered twice), you can delete it.


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SAP AG 1999

Enter invoices in the background

You are now able to:

Invoice Verification in the Background: Summary


0.10Invoice Verification in the Background: Exercises

Unit: Invoice Verification in the Background

At the end of this exercise, you will be able to:

Enter invoices for processing in the background

Manually process invoices verified in the background as incorrect

For your largest invoices with hundreds of line items, the R/3 System is to match the total invoice amount to the expected value from the purchase order and the goods receipts. If the variance is within the tolerance limits, the R/3 System should post the invoice. If the variance is too large, then you can correct the problems on the Invoice Overview.

1-1 You receive several invoices that should match your purchase order data and goods receipt data. Since invoice verification in the background will save you time later, you use the transaction Enter invoice for invoice verification in background.

1-1-1 The first invoice:

INVOICE

Sapsota Company Limited Vendor T-L15A##

Invoice date: (today’s date)

Invoice 1101##

This invoice refers to your purchase order number 41515131##

T-M15A## Slugs for cast iron spiral casings

30 pcs 300 UNI

T-M15B## Flat gaskets 40 pcs 2000 UNI

Tax: 10% tax 230 UNI

Total due: 2530 UNI

Invoice number: _________________________________________


1-1-2 The second invoice:

INVOICE



Invoice 1102##


T-M15C## Packing gaskets 70 pcs 1410 UNI


Total due: 1551 UNI

Invoice number: _________________________________________

1-1-3 The third invoice:

INVOICE



Invoice 1103##





Total due: 12210 UNI

Invoice number: _________________________________________

1-1-4 The fourth invoice:

INVOICE



Invoice 1104##



T-M15A## Slugs for cast iron spiral casings

50 pcs 500 UNI




Total due: 18150 UNI

Invoice number: _________________________________________


1-2 Display the documents entered on the Invoice Overview.

1-3 Start settlement program RMBABG00 by choosing System Services Reporting. Enter the following selection criteria:

Field name Values

Company code 1000

Vendor T-L15A##

Has the R/3 System already posted invoices?

____________________________________________________________

1-4 Display the documents entered on the Invoice Overview again. What has changed?

____________________________________________________________

____________________________________________________________

Do any of the invoices contain errors? Which ones? Why?

____________________________________________________________

____________________________________________________________

1-5 You would like to correct the third invoice. Return to the Invoice overview screen, select a line, and choose Items to analyze the reason for the error.

1-5-1 Why did the R/3 System not post the third invoice? How can you correct it?

______________________________________________________

______________________________________________________

Correct the invoice and post the document.

1-5-2 Why did the R/3 System not post the fourth invoice? Can you have it verify the invoice again in the background? ______________________________________________________

______________________________________________________


0.11Invoice Verification in the Background: Solutions

Unit: Invoice Verification in the Background

1-1 Logistics Materials Management Logistics Invoice Verification Document Entry Enter Invoice for Invoice Verification in Background

1-1-1 You enter the following data on the Basic data tab page:

Field name or data type Values

Document date <today’s date>

Reference 1101##

Amount 2530

Tax amount 230

You enter the purchase order number as the allocation:


Purchase order/scheduling agreement 41515131##

You choose Save to save the document. A message appears displaying the document number.




Reference 1102##

Amount 1551

Tax amount 141









Reference 1103##

Amount 12210

Tax amount 1110








Reference 1104##

Amount 18150

Tax amount 1650






1-2 Logistics Materials Management Logistics Invoice Verification Further Processing Invoice Overview

Enter the following selection criteria:


User Lo515##

In the Invoice status area, you select all four possible statuses.

When you choose Execute, a list of invoices appears.

No invoice has been posted so far. For the first invoice, the difference is zero, so the R/3 System will post this when the settlement program next runs.

1-3 When you choose SystemServicesReporting, the Program Execution function appears. You enter the following data:


Program RMBABG00

When you choose Execute, the selection criteria screen appears. You enter the following data:


Company code 1000

Vendor/Invoicing party T-L15A##

When you choose Execute, the settlement program log appears.

The R/3 System posted at least one invoice.


1-4 Logistics Materials Management Logistics Invoice Verification Further Processing Invoice Overview

Enter the following selection criteria:


User Lo515##

In the Invoice status area, you select all four possible statuses.

When you choose Execute, a list of invoices appears.

The posted invoice is flagged with a green traffic light. For the other invoices that the R/3 System could not post, the invoice verification type has changed to Online verification.

1-5 To analyze the errors, you position the cursor on the invoice in question and choose Items.

1-5-1 You establish the following for the third invoice:

The R/3 System has determined a proposed quantity and a value for purchase order item 10, but the invoice does not contain this item. You deselect this item.

There is obviously a price variance in purchase order item 40. Correct the proposed value.


Amount 1100


1-5-2 You establish the following for the fourth invoice:

The entire quantity ordered has obviously been invoiced for purchase order item 30, although a goods receipt has been posted for only 50 pieces.

Since it is possible that the outstanding goods receipt for 250 pieces will be posted before the settlement program runs again, it makes sense to have the R/3 System verify the invoice in the background again.

You choose Back to return to the Invoice Overview. Choose the pushbutton "Schedule background verification".


17-iv in background

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