Processing Invoice Documents

Calling Invoice Documents from the Worklist

Your worklist shows the invoice documents where you were the last person to change them. You can select the following documents from the worklist by double-clicking them:

  • Held documents

  • Parked documents

  • Documents complete for posting

You can process them in the following ways:

Function

Description

Change

You want to change a parked document.

If you call a document from the worklist by double-clicking it, you can change the document.

Save your changes by choosing:

Save parked document or

choose Save as complete

Delete

You no longer want to use a parked document.

If you call a document from the worklist by double-clicking it, the system displays the document in Change mode.

You can delete the document.

Choose Start of the navigation path Invoice document Next navigation step Delete End of the navigation path .

Post

You want to post a parked document.

If you call a document from the worklist by double-clicking it and it is not subject to release, you can post the document directly.

Choose Post .

Displaying Change Documents

For documents that you call from the worklist, you can display any change documents that exist. Choose Start of the navigation path Goto Next navigation step Display Change Documents End of the navigation path . The system displays the following information:

  • Document number

  • Date

  • Time

  • Changed By

Entering Invoice Documents Directly

If you know the number of the invoice document that you want to process, you can enter this number directly and process the corresponding document.

  1. Choose Other invoice document .

  2. Enter the invoice document number and acknowledge your entry.

Update Allocations for Goods-Receipt-Based Invoice Verification

If you have already entered or changed quantities or amounts for invoice items, you can no longer change the allocation. Changed values arise, for example, from different values in incoming invoices, and should be taken account of during verification.

Invoice receipt before goods receipt

If goods-receipt-based invoice verification has been defined for the transaction and no goods receipt has been posted yet, the system does not proposed any items to be settled. If you park a document that is allocated to a purchase order item subject to goods-receipt-based invoice verification and no goods receipt has been posted for this item yet, you can enter the allocation, even without the proposed items.

When you subsequently call up the parked document from the worklist and a goods receipt has been posted in the meantime, the system can find this goods receipt and proposed the corresponding items for settlement on the item list.

Choose Update allocation to do this.

Example Example

Updating the document item for subsequent goods receipts

End of the example.

Reversing Goods Receipts

You have already parked an invoice document for a document item. Later, the goods receipt for this invoice document is reversed. In order to remove the document from your worklist, you can delete the parked document. To do this, choose Start of the navigation path Invoice document Next navigation step Delete End of the navigation path .

Example Example

Updating the document items for reversed goods receipts

End of the example.

Update Allocations for Purchase-Order-Based Invoice Verification

For purchase-order-based invoice verification, the quantities and values for parked documents are no longer changed using the function Update allocation . The accounts payable clerk can verify the invoice using the purchase order history. If the invoice quantity is larger than the quantity of goods received, and you still try to post the document, the invoice is blocked for payment.

Controlling Invoice Document Processing Using Workflow

If you want to use a workflow to control the invoice verification process flow, see Parking: Release of Invoices Completed for Posting (MM-IV-LIV) for more information.