Total-Based Invoice Reduction
Use
This function is best used for vendors that often send overpriced invoices.
Reducing an invoice usually means more work for you. The vendor will usually have queries about why an invoice was reduced or will send an invoice for the difference.
Before you use total-based invoice reduction, you should carefully consider:
Which vendors you can use the total-based invoice reduction function for
Whether you can be really sure that the difference is due to a vendor error
Cases in which manual invoice reduction would be more appropriate
Whether total-based acceptance would not be better than total-based invoice reduction for small differences, in cases where the costs of searching for the error are greater than the gain.
Prerequisites
You only use total-based invoice reduction when all of the following conditions are fulfilled:
The invoiced amount is larger than the planned amount.
You have not reduced the invoice manually.
You have not yet accepted the difference in the invoice manually.
The difference exceeds the positive small difference set in Customizing for Logistics Invoice Verification.
An invoice reduction tolerance has been set for the vendor and company code in Customizing for Logistics Invoice Verification.
The difference lies within the invoice reduction tolerance limits set.
Features
This function automatically generates a credit memo when an invoice is posted. As a result, the vendor is only paid for the amount minus the invoice reduction. The vendor receives a letter of complaint detailing why the invoice was reduced.
Note
This letter of complaint does not, however, contain any information on which items were reduced, since invoices are only reduced automatically at header level and not at item level.
When an invoice is posted with total-based invoice reduction, the system posts the amount invoiced that you entered to the vendor account. In addition to the other postings, it also creates a posting line for the difference and posts it to the "invoice reduction clearing account". In addition to the invoice, the system also posts a credit memo to clear the balance on the "invoice reduction clearing account". The offsetting entry is posted to the vendor account. The invoice and credit memo together amount to the open item on the vendor account that is to be paid.