Allocating Invoices 

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

  • Multiple allocation
  • Goods and services only
  • Planned delivery costs only
  • Goods, services, and planned delivery costs

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.

  • Multiple allocation
  • Selection vendor
  • Goods and services only

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.

  • Multiple allocation
  • Selection vendor
  • Planned delivery costs only

Service entry sheet

You can enter a service entry sheet for each acceptance. The number can then be referenced later in an invoice.

  • Multiple allocation
  • Services only

Vendor

You narrow down the invoice items selected by:

  • Plants
  • Deliveries
  • Returns
  • Time periods
  • Goods and services only
  • Planned delivery costs only
  • Goods, services, and planned delivery costs

Transportation service agent

For more information, see the component Transportation at Shipment Costs Settlement with Transportation Service Agents:

  • Credit memo procedure
  • Verify invoices manually

You make your selection using:

  • Means of transport
  • Partner, for example, vendor
  • Freight costs number
  • Services only

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

 More Allocation Criteria

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 returns items appear on the item list.

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