Invoice Verification SAP Best Practices for Retail

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					Invoice Verification

SAP Best Practices for Retail (France)

SAP Best Practices
Scenario Overview - 1

      Purpose and Benefits:
              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.

              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
              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:
               SAP EHP3 for SAP ERP 6.0

          Company roles involved in process flows
               Retail Buyer Invoice Verification
Process Flow Diagram

                                                                                         Create Purchase
                                                                                         Order / Execute
                                                                                          Goods Receipt

                                        Automatic                                                              Enter Invoice (In
                                     Settlement (ERS,                                                           Dialog Mode,
                                      Consignment,                                                              Parking, In the
                                      Invoicing Pan)                                                             Background)

                                                         Goods Receipt –                                                                  Purchase Order –
 Retail Buyer Invoice Verification

                                                          Based Invoice                                                                    Based Invoice
                                                           Verification                                                                     Verification

                                     With Reference to                     With Reference to                         With Reference to                        With Reference to
                                      Purchase Order                        Delivery Note                             Purchase Order                           Delivery Note

                                                                                               Check Invoice
                                                                                                                                                     Correcting an
                                                                                                                                   If Anomalies    Invoice (Accept a
                                                                                                                                       Exist         quantity price
                                                                                                                                                   variance, Invoice
                                                                                                                                                      reduction for
                                                                                                                                                     quantity price
                                                                                                                                                  variance, Automatic
                                                                                               Post Invoice                                            clearing of
Invoice Verification

                                       Distribution center

    PO            Goods receipt                               Invoice data


                                                                 Company Code
                          Order number                          Gross amount
                          Goods receipt                         Order number

                                       Invoice Verification
Invoice Verification

       Enter Vendor„s invoice

      Assign to order / goods

      Start Invoice Verification
                                   Financial Accounting

                                     Transfer accepted

                correct ?               Post invoice

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,...

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

Symbol                         Description                                                Usage              Symbol                 Description                           Usage Comments

                               Band: Identifies a user role, such as Accounts             Role band                                 To next / From last Diagram: Leads    Flow chart continues on the next /
                                                                                                                                    to the next / previous page of the    previous page
                               Payable Clerk or Sales Representative. This band           contains tasks                            Diagram

                               can also identify an organization unit or group,           common to that               Diagram
                               rather than a specific role.                               role.                       Connection
                               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.                                                              Hardcopy / Document: Identifies a     Does not correspond to a task
                                                                                                                                    printed document, report, or form     step in a document; instead, it is
                                                                                                                      Hardcopy /                                          used to reflect a document
                               External Events: Contains events that start or end the                                 Document                                            generated by a task step; this

                               scenario, or influence the course of events in the                                                                                         shape does not have any outgoing
   to SAP

                               scenario.                                                                                                                                  flow lines

                                                                                                                                    Financial Actuals: Indicates a        Does not correspond to a task
                               Flow line (solid): Line indicates the normal sequence      Connects two                              financial posting document            step in a document; instead, it is
                                                                                          tasks in a                   Financial                                          used to reflect a document
                               of steps and direction of flow in the scenario.            scenario                                                                        generated by a task step; this
                               Flow line (dashed): Line indicates flow to infrequently-
                                                                                                                        Actuals                                           shape does not have any outgoing
                                                                                          process or a
                               used or conditional tasks in a scenario. Line can          non-step event                                                                  flow lines
                               also lead to documents involved in the process flow.

                               Business Activity / Event: Identifies an action that       Does not                                  Budget Planning: Indicates a          Does not correspond to a task
                               either leads into or out of the scenario, or an outside    correspond to a                           budget planning document              step in a document; instead, it is
                Business       Process that happens during the scenario                   task step in the                                                                used to reflect a document
                                                                                                                        Budget                                            generated by a task step; this
                Activity /                                                                document
                                                                                                                       Planning                                           shape does not have any outgoing
                 Event                                                                                                                                                    flow lines

                               Unit Process: Identifies a task that is covered in a       Corresponds to
                               step-by-step manner in the scenario                        a task step in                            Manual Process: Covers a task         Does not generally correspond to
                                                                                          the document                              that is manually done                 a task step in a document;
                Unit Process                                                                                            Manual                                            instead, it is used to reflect a task
                                                                                                                        Proces                                            that is manually performed, such
                                                                                                                           s                                              as unloading a truck in the
                                                                                                                                                                          warehouse, which affects the
                                                                                                                                                                          process flow.
                               Process Reference: If the scenario references another      Corresponds to
                               scenario in total, put the scenario number and name        a task step in
                  Process      here.                                                      the document                              Existing Version / Data: This block   Does not generally correspond to
                 Reference                                                                                                          covers data that feeds in from an     a task step in a document;
                                                                                                                        Existing    external process                      instead, this shape reflects data
                                                                                                                        Version /                                         coming from an external source;
                                                                                                                                                                          this step does not have any
                               Sub-Process Reference: If the scenario references          Corresponds to                  Data                                            incoming flow lines
                               another scenario in part, put the scenario number,         a task step in
                   Sub-        name, and the step numbers from that scenario here         the document
                 Reference                                                                                                          System Pass / Fail Decision: This     Does not generally correspond to
                                                                                                                        System      block covers an automatic             a task step in the document;
                                                                                                                        Pass/F      decision made by the software         instead it is used to reflect an
                                                                                                                          ail                                             automatic decision by the system
                               Process Decision: Identifies a decision / branching        Does not                                                                        that is made after a step has been
                               point, signifying a choice to be made by the end           usually                       Decisio                                           executed.
                               user. Lines represent different choices emerging           correspond to a                 n
                  Proces       from different parts of the diamond.                       task step in the
                     s                                                                    document;
                  Decisio                                                                 Reflects a
                    n                                                                     choice to be
                                                                                          made after step

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