Invoice or Credit Memo Entry (SAP Library - CRM and Enterprise Buyer)

Invoice or Credit Memo Entry

Use

In the Enterprise Buyer system, employees (secretaries, purchasers, managers) or accountants can enter invoices or credit memos. The following functions are possible:

Employees or accountants can have the following possibilities for invoices or credit memos:

Enter without purchase order reference
Enter for purchase orders
Display
Delete
Reverse

Vendors or service providers can enter invoices or credit memos themselves. For more information, see Entering Invoices or Credit Memos for Vendors / Service Providers

Confirmations can be entered automatically. You can find further information in the chapter entitled Evaluated Receipt Settlement (ERS).

After employees have entered the invoice, for which they have also created the shopping cart, the invoice is then submitted to the employee responsible, for approval per workflow. If the employee approves it, the invoice is released for payment and an accounting document is created in Financial Accounting. If the employee rejects it, the invoice is deleted. The vendor or service provider is notified via e-mail.

If the goods are faulty or the invoice price is too high, employees can enter and post a credit note for their invoice, this requires the agreement of the vendor. When entering the credit memo, the amounts for the credit memos cannot be greater than the total of the previously posted invoices. Credit memos are automatically approved and then posted.

For more information, see Approval Workflows for Documents and Invoice Workflows: Process Flow.

Integration

Invoices or credit memos are entered locally in the Enterprise Buyer system without reference to a purchase order or delivery. (See Scenario: Entry Without Purchase Order Reference) In this case, you must have defined the Financial Accounting (FI) component that is used in the vendor's User Attributes and which company code is used for posting.

Purchase orders and confirmations have been created locally in the Enterprise Buyer system. (See Scenario: Entry with Reference to a Local Purchase Order)

Purchase orders are created in the backend system using a shopping cart in the Enterprise Buyer system. (See Scenario: Entry with Reference to a Backend Purchase Order)

Purchase orders were created in the backend system, without reference to the Enterprise Buyer system.

The purchase order history data is read from the system in which the purchase order was created. This can be an Enterprise Buyer system or a backend system. Backend systems can be SAP R/3 systems or other ERP systems (ERP = Enterprise resource planning software) with business standard software.

When the invoice is posted and approved, or when the credit memo is posted, the payment information is transferred to the corresponding backend systems that contain the components Financial Accounting (FI) and Controlling (CO). The Enterprise Buyer system can communicate with the one or more backend systems. After the amounts have been checked and the accounts to be posted to have been determined, the following happens in the backend system:

Update accounting documents

Update Controlling documents

Commitments are reduced

Prerequisites

Master Data

The vendor master records must exist in the system. These can be created using the application Managing External Business Partners, or they have to be transferred from the backend system. See also: Business Partner.

Customizing Settings

Setting valid for invoice and credit memo	Menu path in the Implementation Guide (IMG) for the Enterprise Buyer professional edition
Define the backend systems for the Financial Accounting (FI) and Controlling (CO) components or the corresponding functions in an ERP system and specify that documents are to be created locally in the Enterprise Buyer system.	Technical Basic Settings ® Define Backend Systems
Define the number range for local invoice or credit memo.	Application-Specific Basic Settings ® Number Ranges ® Define Number Ranges for Local Invoices
Activate the event coupling for the workflow for authorizing the invoice and assign the processor.	Application-Specific Basic Settings ® SAP Business Workflow ® Perform Task-Specific Customizing
Define the start conditions for the workflow.	Application-Specific Basic Settings ® SAP Business Workflow ® Define Conditions for Starting Workflows
Define the transaction type for the local invoice or credit memo.	Application-Specific Basic Settings ® Define Transaction Types
Maintain the proposed values for the tax codes.	Application-Specific Basic Settings ® Specify Tax Codes
Map the account assignment categories that are used in the Enterprise Buyer system to those used in the backend system.	Account Assignment ® Define Account Assignment Categories
Specify the G/L account that is to be posted in Financial Accounting in the backend system.	Account Assignment ® Define G/L Account for Product Category and Account Assignment Category
If you use nota fiscal, for example in South America or Brazil, maintain the nota fiscal categories.	Confirmation and Invoice Verification ® Define Nota Fiscal Categories
You want to define reasons that are specified when refusing invoices.	Confirmation and Invoice Verification ® Define Reasons for Rejecting Vendor Invoices
You want to post invoices with amount or value-related alternates. Maintain tolerances.	Confirmation and Invoice Verification ® Set Tolerance Check for Invoice/Confirmation
You want to use your own payment conditions in the Enterprise Buyer system.	Application-Specific Basic Settings ® Create Payment Conditions
You want to assign an account assignment category in the Enterprise Buyer system to multiple account assignment categories in different backend systems.	Business Add-Ins for Enterprise Buyer ® Change Account Assignment Category when Creating Backend Documents
You want to assign the account assignment category documents in the Enterprise Buyer system when importing backend documents.	Business Add-Ins for Enterprise Buyer ® Change Account Assignment Category when Importing Backend Documents

Document type

Only RE for gross postings can be set in the backend system as the document type. This has the consequence that cash discounts are taken into account when paying. If you want to transfer post cash discounts on the causing cost objects, such as cost center, or on the non CO-relevant account assignment objects, such as business area, you can use the SAPF181 report. For more information, see the report documentation.

Movement Data

Valid account assignments have to be available, like cost centers and G/L accounts for example.

When posting the invoice, the balance must be zero.

If tolerances are maintained in Customizing for invoices, appropriate alternatives can occur.

Data Transfer Using XML

If you XML (=Extensible Markup Language) as the input and output medium to transfer data using the Internet, the SAP Business Connector must be installed. The data is transferred from the vendor system to the Business Connector using FTP (File Transfer Protocol) or HTTP (HyperText Transfer Protocol), and from the Business Connector to the Enterprise Buyer system using RFC. You can find further information in the section entitled XML Messages: Open Catalog Interface and XML Messages: Documents, as well as in the documentation for the SAP Business Connector (SAP Business Connector – Integration Guide).

For this, the corresponding organizational plan of the external business partner and their communication data must be maintained by the system administrator in Customizing.

Customer-Defined Enhancement

If you have created customer-defined enhancements of the account assignment (table CI_COBL) in the backend system, then you must create the corresponding fields in the Enterprise Buyer system, so that you can execute the requested postings.

Features

Employees and accountants can use the following functions.

Enter Invoice or Credit Memo without Reference to a Purchase Order

Find vendors	You can enter the business partner or search for one.
Enter data	You can create header and item data. When entering this data, the system does not suggest any values for the item data. You can select payment methods in the backend system and the Enterprise Buyer system.
Enter account assignments	When creating invoices, you can enter account assignments. Any assignment not yet known can subsequently be completed by the responsible employee.
Enter account assignments	Accountants enter the valid account assignments immediately.
Post	The system approves the invoice and, independently of the Customizing settings, sends it by workflow to the responsible employee for approval.
Post	If the credit memo is complete, it is approved and then posted automatically.

Enter Invoice or Credit Memo with Reference to a Purchase Order

Employees only see the purchase orders for which they were also the requester, or only the invoices which they entered themselves.

Accountants on the other hand can decide whether they only want to see those purchase orders in their worklist for which they were the requester or the invoices they have entered themselves, or whether they want to see all purchase orders and invoices for selection.

Search for purchase orders for which confirmations or invoices have been entered.	In the invoice search results, all purchase orders that were created from their shopping baskets and for which confirmations have been entered, are displayed.
	In the credit memo search results, all purchase orders that were created from their shopping baskets and for which confirmations and invoices have been entered, are displayed.
Enter data	The system proposes modifiable header and item data, dependent on the purchase order. You compare the proposed data with the vendor invoice data. You can enter partial invoices.
Enter account assignments	When creating invoices, you can enter account assignments. Any assignment not yet known can subsequently be completed by the responsible employee.
Enter account assignments	Accountants enter valid account assignments.
Enter variances	You can enter price- and quantity variances for invoices.
Enter variances	The quantities, amounts, and price cannot be higher than the total of the previously posted invoices when entering the credit memo.
Post	The invoice is posted and passed onto the next processor for approval via workflow.
Post	If the credit memo is complete, it is approved and then posted automatically.

More Functions for Existing Invoices and Credit Memos

Display	The search results show all invoices or credit memos that each employee has entered.
Display status	You can display the status of an invoice, when it was created, approved, paid or rejected.
Import using XML	You can import data using XML, as result you avoid double maintenance of documents.
Export using XML	You can export data per XML and can thus send invoice or credit memo data to the business partners.
Delete	You can delete the invoice or credit memo before it is approved.
Reverse	You can reverse approved invoices or posted credit memos. At the same time, the system reverses the invoice values and automatically creates the reference to the local invoice number. The payment methods of the original document apply. You can enter the reference to the local invoice number manually when entering credit memos.
Reverse	Canceled documents cannot be reversed twice.

See also:

Entering Invoices or Credit Memos

Displaying and Processing Invoices or Credit Memos