Allocating Invoices

Allocating Invoices

Use

When you enter an invoice, it is important that you match up or "allocate" the invoice to an order transaction so that:

The system provides you with the correct default data from the purchase order and the purchase order history
The system can update the correct purchase order history when you post the invoice

You use the allocation fields to control which order items are suggested on the item list for processing.

The more precisely you match up the invoice, the simpler it is to process the item list in Logistics Invoice Verification; if you match up the invoice too vaguely, you may have to exclude items on the item list from the invoice. If you discover that invoice items are missing from the item list, you can make a further allocation and add the items to the list.

Features

Allocation Criteria

You can allocate invoices to the following objects:

Purchasing documents

Delivery notes

You can enter a delivery note number for every goods receipt. The number can then be referenced later in the invoice for a goods item. You can use the delivery note to uniquely match up the invoice by selecting Goods-Receipt-Based Invoice Verification in the order item.

Bills of lading

You can enter a bill of lading number for every goods receipt. The number can then be referenced later in an invoice for delivery costs. You can only match up an invoice with a bill of lading for delivery costs items.

Multiple Allocation

The multiple allocation function is used to match invoices with more than one purchasing document, delivery note or bill of lading.

You can enter different allocation criteria for your match. Making several entries does not restrict selection; the system determines all purchase order items or goods receipts that fulfill at least one of the allocation criteria.

Example: Multiple Allocation

Limiting Allocation

You can limit the allocation to the following criteria:

Deliveries

If you limit the allocation to deliveries, only those items that are flagged as deliveries appear on the item list.

Returns

If you limit the allocation to returns, only those items that are flagged as returns items appear on the item list.

Time periods

You can enter separate time periods for deliveries and returns. The item list only contains purchase order items for which there is at least one goods receipt in the time period entered.

If goods-receipt-based invoice verification has not been defined for the purchase order item, the system also takes into account goods receipts outside the specified time period when determining the suggested quantity.

If goods-receipt-based invoice verification has been defined for the purchase order item, the system only suggests goods receipts within the specified time period.

Selection vendors

This makes sense when entering invoices referencing delivery note or bill of lading numbers.

If you allocate invoices for goods items to a selection vendor, only those purchase orders that were created for the selection vendor appear on the item list.

Since for planned delivery costs you can also define a conditions vendor in addition to the vendor in the purchase order, you can configure the system so that when you allocate using a selection vendor, all items are suggested in which:

The purchase order vendor and the conditions vendor are the same as the selection vendor
The purchase order vendor is the same as the selection vendor
The conditions vendor is the same as the selection vendor

Plants

This makes sense when, for example, a purchase order was created for a number of plants, but the invoice is only for one particular plant.

You must also decide which type of items the match is to apply to:

Goods items only
Delivery cost items only
Both goods and delivery cost items

Invoicing Parties

The invoicing party is the creditor to whose account the gross invoice amount is posted.

You can enter and change the invoicing party directly in the document header.

If you do not enter an invoicing party, the system attempts to determine the invoicing party automatically, using the following rule:

If you have entered a selection vendor, the system uses the selection vendor as the invoicing party.
If you have not entered a selection vendor and have selected goods items, the system uses the invoicing party from the first purchase order.
If you have not entered a selection vendor and have not selected any goods items, the system uses the conditions vendor from the first delivery cost item as the invoicing party.

Activities

1. Choose Logistics ® Materials management ® Invoice verification ® Logistics invoice verification.

The Logistics Invoice Verification screen appears.

2. Choose Document entry ® Enter invoice.

The initial screen for Logistics Invoice Verification appears. Enter the required data from the vendor invoice.

3. Match up the invoice.

4. Choose Goto ® Item list.

The item list appears. You can enter further allocation criteria here.

5. Choose Goto ® Allocation...

The Further Allocation screen appears.

6. Enter the required data. Choose Continue.