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 less than the proposed quantity or the invoice value is less than the proposed value, the invoice document is posted using the invoice data.
- If the invoice quantity is larger than the proposed quantity or the invoice value is greater than the proposed value, the way that the system reacts depends on the settings in Customizing.
Prerequisites
In Customizing for Invoice Verification, you specify how the system is to process variances between the values that it determines and the values in the EDI invoice.
Menu path in the Implementation Guide (IMG): Logistics Invoice Verification ® EDI
®
Enter Program Parameters.
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.
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.
- 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.
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 to negative small differences.
- The invoice document is verified according to the tolerances used in online verification.
Activities
Manually Processing Parked Invoices
If an invoice is parked on the basis of the settings in Customizing, you have to process the invoice manually.
- Choose Logistics Invoice Verification ® Further Processing
® Invoice Overview.
The Invoice Overview screen appears.
- Enter data as required. Select the following fields:
- Invoices with errors
in the screen area Invoice status
- EDI
in the screen area Entry
- Contains unclarified errors
in the screen area Select invoices containing errors
- Choose
Display.
The system displays the invoice documents that were entered via EDI and contain unclarified errors.
See also:
Invoice Overview
Entering Quantity or Price Differences