Processing Improper Invoices 

Prerequisites

You have:

·        Installed, activated, and configured the Prompt Payment Act (PPA) feature of the SAP System.

·        Carried out the other configuration work described in Configuring Improper Invoice Processing

 

Procedure

Scenario 1

...

       1.      You create a purchase order for company code YOUR. The invoice arrives on February 2.

       2.      The invoice is date stamped, but no checks are made on it.

       3.      Also on February 2, you, the accounts payable (AP) clerk, enter the relevant data in the SAP System by choosing either Logistics  ®  Materials Management  ® Logistics nvoice Verification ® Document Entry  ®  Park Invoice or Accounting  ®  Financial Accounting   ® Accounts Payable  ®  Document Entry ®Document Parking ®  Park or Edit Invoice.

The Park Vendor Invoice: Company Code YOUR screen appears.

       4.      You enter the basic data for the invoice. While doing so, you notice that the vendor name is missing from the invoice. The invoice is due for payment in 30 days.

       5.      You park the invoice and choose Required Information on Invoice.

A popup appears, listing the reason codes you defined in customizing for this company code. There are also fields where you can enter the date the improper in voice is returned (today’s date is defaulted, but you can change this) and details, where applicable, of any previously returned invoice.

       6.      Check the vendor name criterion and press Enter.

       7.      Park the document again.

       8.      The vendor is notified of the error. A new invoice is issued and arrives on February 5. This becomes the baseline date for the PPA calculation. Payment is due by March 7 (30 days after February 5).

Scenario 2

...

..

       1.      You create a purchase order for company code YOUR. The invoice arrives on February 2.

       2.      The invoice is date stamped, but no checks are made on it.

       3.      The document is mislaid so that a delay occurs. You, the AP clerk, do not enter the relevant data in the SAP System until February 19. The invoice is due for payment in 30 days.

       4.      You enter the basic data for the invoice. While doing so, you notice that the vendor name is missing from the invoice.

       5.      You park the invoice and choose Required Information on Invoice.

A popup appears, listing the reason codes you defined in customizing for this company code. There are also fields where you can enter the date the improper in voice is returned (today’s date is defaulted, but you can change this) and details, where applicable, of any previously returned invoice.

       6.      Check the vendor name criterion and press Enter.

       7.      Park the document again.

       8.      The vendor is notified of the error. A new invoice is issued and arrives on February 22. However, because your agency delayed notification of the error, the period of the delay (17 days) is deducted from the due date calculation. Payment is therefore due (30-17=) 13 days after February 22.