Use
When you enter an invoice, it is important that you match up or "allocate" the invoice to an order transaction so that:
You use the allocation fields to control which order items are proposed on the item list for processing. You can enter invoices with purchase order reference or without purchase order reference, by posting directly to G/L accounts or material accounts. For more information, see
Direct Posting.The more precisely you match up the invoice, the simpler it is to process the invoice items in Logistics Invoice Verification. If you match up the invoice too vaguely, you may have to exclude invoice items from the invoice. If you discover that invoice items are missing from the item list, you can make a further allocation and add invoice items.
Features
You can allocate invoices to the following objects:
Allocation to: |
More Allocation Criteria |
Type of invoice items |
| Purchase order/ Scheduling agreement |
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Delivery note You can enter a delivery note number for every goods receipt. The number can then be referenced later in the invoice for a goods item. You can use the delivery note to uniquely match up the invoice by selecting goods-receipt-based invoice verification in the order item. |
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Bill of lading You can enter a bill of lading number for each goods receipt. The number can then be referenced later in an invoice for delivery costs. |
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Service entry sheet You can enter a
service entry sheet for each acceptance. The number can then be referenced later in an invoice. |
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| Vendor |
You narrow down the invoice items selected by:
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Transportation service agent For more information, see the component Transportation at
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You make your selection using:
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Selecting Purchasing Documents and Vendors in the Document Number Input Field.
If you do not know the exact details of the purchasing document or the vendor, the system gives you several other selections to help you find the document number. Place the cursor in the document number input field, and choose the function key F4.
The system shows you the following possible entries for selecting your purchasing document:
Purchase Order/Scheduling Agreement and Delivery Note
Bill of lading
Vendor and Transportation Service Agent
Service entry sheet
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You can use the multiple allocation function, in
More allocation criteria, to match invoices with more than one purchasing document, delivery note, bill of lading, or service entry sheet.
Limiting Allocation to One Vendor
If you match up the invoice to a vendor, you can display all invoice items for that vendor. You can limit the allocation using
More allocation criteria to the following criteria:
This makes sense when, for example, a purchase order was created for a number of plants, but the invoice is only for one particular plant.
If you limit allocation to deliveries, only those items that are flagged as deliveries appear on the item list.
If you limit allocation to returns, only those items that are flagged as
You can enter separate time periods for deliveries and returns. The item list only contains purchase order items that there is at least one goods receipt for in the time period entered.
If goods-receipt-based invoice verification has not been defined for the purchase order item, the system also takes into account goods receipts outside the specified time period when determining the proposed quantity.
If goods-receipt-based invoice verification has been defined for the purchase order item, the system only proposes goods receipts within the specified time period.
Limiting Allocation to a Delivery Note or a Bill of Lading
This makes sense when entering invoices referencing delivery note numbers or bill of lading numbers.
If you allocate invoices for goods items to a selection vendor in
More allocation criteria, only those purchase orders that were created for the selection vendor appear on the item list.
Since for planned delivery costs you can also define a conditions vendor in addition to the vendor in the purchase order, you can configure the system so that when you allocate using a selection vendor, all items are proposed in which:
Invoicing Party
The invoicing party is the creditor to whose account the gross invoice amount is posted.
You can enter and change the invoicing party directly in the document header data on the tab page Details.
If you do not enter an invoicing party, the system attempts to determine the invoicing party automatically, using the following rules:
See also:
Vendor Data