Preliminary Posting of an Incoming Faxed Invoice (SAP Library

Preliminary Posting of an Incoming Faxed Invoice

Use

In this section we will log on as the invoice data entry clerk who has received the faxed invoice via workflow. From our inbox we will call a parked document and attach the archived document to it. Depending on the value of this invoice it will require one, two or three levels of approval before it can be released. This means that one, two or three approvers must check and release the document.

Procedure

Log on to your IDES system as user WF-FI-C , password WELCOME , language EN .

Call up the transaction as follows:

Menu Path	Office ® Workplace ® Inbox ® Workflow
Transaction Code	FBV1

Choose

to the left of the Incoming invoice preliminary posting received today.

The system first brings up ArchiveLink and displays the scanned image, and then the dialog box for processing the document appears. This dialog box may be hidden behind the Archive Link window.

Choose Process in the dialog box to continue processing.

Enter the following data:

Field	Europe	North America
Document date	Today’s date	Today’s date
Document type	KR	KR
Company code	1000	3000
Currency	DEM	USD
Reference	MLXXX (the vendor invoice number)	MLXXX (the vendor invoice number)
PstKy	31	31
Account	2200	2210

Choose

In the following step the number of approval levels is determined by the invoiced amount. The following steps are defined in the IDES system:

· Under 500.00 No Approval Necessary

· From 500.00 to 1,000.00 One Approval Level Required

· From 1,000.00 to 10,000 Two Approval Levels Required

· Greater than 10,000 Three Approval Levels Required

If you want to run the procedure with one approval level enter the amount of 850.00 in the Amount field; for two approval levels enter 9800.00 and for three levels enter 47,437.50.

Enter the following data:

Field	Europe	North America
Amount	<amount from step 6>	<amount from step 6>
Calculate tax	X (mark)	X (mark)
Tax code	V1	I0
PstKy (posting key)	40	40
Account	476000	476000

Choose

Enter the following data:

Field	Europe	North America
Amount	* (the amounts and tax code from the previous screen are used)	* (the amounts and tax code from the previous screen are used)
Tax code	blank (values taken from "Preliminary Posting: Get Vendor Items "screen)	blank (values taken from "Preliminary Posting: Get Vendor Items "screen)

Choose

The R/3 System uses the values from the previous screen.

Save your work with Document ® Park.

When you have performed the first process step Preliminary Posting of an Invoice: Simulating an Incoming Fax Document Using ArchiveLink, the ArchiveLink window is still displayed in the background. Choose File ® Exit to close the ArchiveLink dialog box.

Choose

to display your parked document.

Call up the transaction as follows:

Menu Path	Accounting ® Financial Accounting ® Accounts Payable ® Account ® Display/change line items
Transaction Code	FBL1

Enter the following data:

Field	Europe	North America
Vendor account	2200	2210
Company code	1000	3000
Open items	X (mark)	X (mark)
Parked items	X (mark)	X (mark)

Choose

Open and parked items are displayed. Your document is displayed in the Parked items section of the listing and is not included in your normal accounts payable balance.

Mark your parked document and choose

Choose

You can see in the Entry data section that this document needs to be released.

Choose

To display the ArchiveLink document, choose Environment ® Object Links.

You can only display the ArchiveLink documents when you have performed the first process step Preliminary Posting of an Invoice: Simulating an Incoming Fax Document Using ArchiveLink. Otherwise, proceed with step 24.

A dialog box appears.

Choose Archived Documents and Continue. The R/3 System displays the scanned image of the invoice.

To close the ArchiveLink dialog box, choose Document ® Exit.

Choose

Do not log off the IDES system as user WF-FI-C.