Processing EDI Invoices

Use

When processing EDI invoices, the system tries to post an invoice document. It uses the purchase order history to determine the quantity to be invoiced and the value to be invoiced for the purchase order item received (proposed quantity and proposed value):

If the invoice quantity is larger or smaller than the proposed quantity, or the invoice value is greater or smaller than the proposed value, the way that the system reacts depends on the settings in Customizing.

Prerequisites

In the Implementation Guide (IMG) for Logistics Invoice Verification, you specify how the system is to process variances between the values that it determines and the values in the EDI invoice ( Start of the navigation path EDI Next navigation step Enter Program Parameters End of the navigation path ).

Features

You can choose from the following types of processing:

  • The system posts the invoice document using the data in the EDI invoice. If the invoice contains quantity or price variances, the system blocks it for payment.

  • The invoice document is parked if the EDI invoice is in favor of the vendor. The proposed values that the system determined and the values in the EDI invoice are saved. The items that contain variances are saved as unclarified errors – you have to process them manually on the Invoice Overview .

  • The invoice document is posted using the proposed values that the system determined. The EDI invoice is reduced by the total of the variances.

  • Depending on the small differences limit in the vendor-specific tolerances, the invoice document is created as follows:

  • If the total of the positive differences in the invoice items is smaller than the positive small difference tolerance limit, the invoice is posted with price variances, but the system blocks it for payment.

Example Example

The vendor asks for $5 more than expected in the transmitted invoice. This positive variance falls in the range of the positive small difference limit for the vendor. To prevent time-consuming manual processing, this invoice is posted with price variances, but the system blocks it for payment.

End of the example.

  • If the total of the positive differences in the invoice items is greater than the positive small difference tolerance limit, the invoice is parked as containing unclarified errors and must be processed manually.

Example Example

The vendor asks for $20 more than expected in the transmitted invoice. This positive variance falls outside the range of the positive small difference limit for the vendor. The invoice is parked using the proposed values and the invoice values. When you manually process the invoice, you can contact the vendor and clarify the reasons.

The same applies for entering credit memos for negative small differences.

End of the example.

  • The invoice document is verified according to the tolerances used in online verification.

  • You can also specify whether the system checks the invoice document for negative variances, in other words, checks for variances in favor of the invoice recipient. If you have selected the Negative Variances indicator, the system checks the specified processing type for negative variances.

Activities

Further Processing for Incorrect Invoices

If an invoice is saved on the basis of the settings in Customizing but still contains errors, you have to process the invoice manually.

  1. Choose Start of the navigation path Logistics Invoice Verification Next navigation step Further Processing Next navigation step Invoice Overview End of the navigation path .

  2. The Invoice Overview screen appears.

  3. Enter data as required. Select the following fields:

  • In the Invoice status area With errors

  • EDI in the screen area Entry

  • On the Restriction contains errors the Unclarified errors field.

  1. Choose Execute . The system displays the invoice documents that were entered via EDI and contain unclarified errors.

See also:

Invoice Overview

Entering Quantity or Price Variances