Entering an Incoming Invoice 

The final component of your three-way match is the receipt of the vendor’s invoice. The invoice requires only a minimal amount of data entry. If the quantities and values match between the purchase order, goods receipt and invoice, you can pay the invoice. If there are any discrepancies, then the invoice is blocked for payment. Because the invoice increases your payables, again you have an impact on accounting to your balance sheet (in accounts payable) and in cash management.

1. Select in the SAP R/3 System screen Logistics ® Materials management ® Purchasing.

2. On the Purchasing screen, select Purchase order ® Follow-on functions ® Invoice verification.

3. On the Enter Invoice: Initial Screen , enter the following data:

Field

Data

Document date

Today's date

Posting date

Today's date

Reference

Goods receipt Doc. Number you noted earlier

Purchase order doc.

Purchase order number you created earlier

Make sure that the invoice posting date is set to a date after the requested delivery date entered on the purchase order in the first procedure. If your invoice date is before the requested delivery date, the system automatically blocks the invoice for payment. This is due to a time tolerance. It secures that no early payment is made for a product that was either shipped or billed early.

4. Select Enter.

5. On the Enter Invoice: Vendor Items screen, enter the following data:

Field

Europe

North America

Amount

11.600,00

10.400,00

Tax code

VN

I1

Calculate tax

X (to be marked)

X (to be marked)

6. Select Enter.

The system displays and selects your lines from the purchase order.

7. On the Enter Invoice: Selection Screen for Purchase Order Items , select Simulate to display the postings that will be made.

8. Select Save.

Select Enter to confirm dialog boxes the system might display.

Write down the invoice document number.

9. On the Enter Invoice: Initial Screen , select Document ® Display.

10. Enter your document number and select Enter.

11. On the Display Original Document "Number": Document Overview in USD (resp.:DEM) screen select Accounting view to view the posting.

The accounting document looks as follows:

Europe:

Credit 1006 Blacks AG (Vendor) DM 11.600,--

Debit 191100 Goods Rcvd/Invoice DM 10.000,--

Debit 154000 Input tax DM 1.600,--

North America:

Credit 3920 Pyramid Systems (Vendor) USD 10.400,--

Debit 191100 Goods Rcvd/Invoice USD 10.000,--

Debit 300000 Inventory-Raw Mat USD 400,--

The Goods Received / Invoice Received account is a clearing account. This account can also be known as an Unvouchered Payable account. Each line that is posted to this account represents either a line item from the goods receipt or a line item from the invoice receipt. The system automatically matches these lines line by line to determine your outstanding items.

The accounts payable entry actually updates both the accounts payable G/L account and the subledger (the vendor’s account).

Notice that the tax amount has been included in the invoice value and matches the goods receipt value.

12. Return to the main SAP R/3 System screen screen.