Entering Credit Memos With Purchase Order Reference 

Use

In SAP Enterprise Buyer you can enter credit memos for purchase orders. Here the data from the purchase order history is read automatically from the system in which the purchase order was created. You can check and edit this data.

You can enter credit memos with reference to local purchase orders or backend purchase orders

·        for which confirmations have already been entered or for which no confirmations are expected

·        with value limit (provided the value limit has not been exceeded)

·        for services

Prerequisites

The prerequisites for credit memo entry have been met.

The vendor master records that are required for credit memo entry exist in the SAP Enterprise Buyer System (see Managing External Business Partners).

·        If you enter a credit memo for a local purchase order, the corresponding vendor master records must exist in the SAP Enterprise Buyer System.

·        If you enter a credit memo for a backend purchase order, the vendor master records must exist in the backend system and must only be transferred to the Enterprise Buyer System if the vendors are to be displayed in SAP Enterprise Buyer.

At least one purchase order exists for which you can enter a credit memo.

·        As accountant or purchasing assistant, you can enter your own credit memos and those of other employees, that is, also for purchase orders for which you are neither the requester nor the goods recipient.

·        If neither of these roles is assigned to you, you can only enter credit memos for purchase orders for which you are either the requester or the goods recipient.

·        As vendor, you can only enter credit memos for purchase orders for which you are the vendor.

If you wish to create a credit memo for multiple purchase orders, (collective credit memo), the purchase orders must have the same

·        vendor

·        invoice recipient (company code)

·        currency

·        backend system – as long as they are not local purchase orders

Procedure

Search and Selection of the Purchase Orders

...

       1.      Start the application Enter Invoice / Credit Memo from the side menu.

As accountant or purchasing assistant, you can also enter credit memos for other employees using Enter Invoice / Credit Memo Centrally.

       2.      In the dropdown menus, choose Credit Memo and Create with PO Reference.

       3.      Under Search for Purchase Order, enter the search criteria for the purchase order for which you wish to enter a credit memo and then choose Start.

If you wish to enter a collective credit memo, we recommend using the Advanced Search because with this you can also search for the company code. For more information on the search criteria available to you in the role assigned to you, see User-Specific Search for Confirmations and Invoices.

       4.      From the search results list, select the purchase orders for which you wish to enter a credit memo.

Entry and Processing of the Credit Memo Data

...

       1.      Enter the required general data for the credit memo in the entry template:

¡        The total amount (corresponds to – if it exists – the invoice total of the vendor invoice) and you take the invoice number (vendor) from the vendor invoice.

¡        The freight costs are made up of the incidental costs that the orderer incurs in addition to the pure material or service costs, for example, packaging costs or duty costs.

¡        You can see the total tax amount in the vendor invoice. You can also have it calculated later by the system.

       2.      You should check and, if necessary, change the default item data in the detail data.

¡        If individual items are not to be entered in the credit memo, you deselect them in the appropriate line of the item overview or delete them using  (delete).

¡        If you wish to enter further information for the individual items, you can choose  (Detail) to get to the Basic Data, Partner, Documents, Account Assignment and History of the relevant item.

Note that in the case of credit memos that relate to backend purchase orders, you can only change or complete account assignments if no goods receipt or an unvalued goods receipt is planned in the purchase order. For more information on entering the account assignment data, see Clipboard for Account Assignment Data.

       3.      You should check and, if necessary, change the default header data in the detail data.

Both in the header data and the item data, under partner, the system shows as default for the ship-from party the standard shipping address of the vendor (as long as the vendor has flagged a standard address in his address data) and for the delivery point the company organization unit of the goods recipient or the requestor. For more information, see Business Partner Address Data.

Checking and Posting of the Credit Memo

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       1.      In the general data, choose Calculate Tax to calculate the total tax (see Tax Calculation).

       2.      Choose Check to ensure that your entries are consistent. The total amount entered manually must, for example, equal the sum of the total tax, freight costs, and net value of the items. When the credit memo is entered for a purchase order, the total amount of the credit memo may not be greater than the total amount of the invoices that have so far been entered for this purchase order.

If you have not yet entered the total amount manually, then you can have it calculated in the general data by choosing the pushbutton Calculate Total Amount.

       3.      When you have entered and checked all the data and corrected any inconsistent entries, choose Post.

Result

The entered credit memo is displayed, it is approved automatically if all the data is complete, and then it is posted. The approval workflow is triggered – according to the Customizing settings – for credit memos that are not complete.

See also:

Internal Employee Enters Credit Memo with Reference to a Local Purchase Order

Internal Employee Enters Credit Memo with Reference to a Backend Purchase Order