Storing Incoming Documents (FI) 

Use

In the FI application component, you can transfer incoming documents (invoices, credit memos) to an external archive system using SAP ArchiveLink. Data can be stored in different ways:

For detailed information on the ways in which you can store documents, see Storage Strategies in the SAP ArchiveLink documentation.

The procedure Store for entry later with document parking is different to other storage methods. Under this procedure, processing is even more automated than it would otherwise be. The accounting clerk responsible for parking documents receives an incoming document (an invoice for example) via SAP Business Workflow. In the entry transaction to which the invoice is subject, the clerk can park this document using the existing incoming document. He or she can then send the parked invoice together with the incoming document for further processing (approval or additional investigation) to the relevant colleague. This colleague can then complete processing and post the invoice.

Prerequisites

Technical Realization (FI)

Object type

BKPF (financial accounting document)

Link table

TOA01

Document class

FAX

Document type

In the standard system, the following document types are supplied for the R/3 FI application component.

FI document

Document type

Incoming invoice without invoice verification

FIIINVOICE

Incoming credit memos without invoice verification

FICREDIT

Incoming invoice parking

FIIINVPREL

Fast invoice entry

FIIPAYMEN2

Incoming payment

FIIPAYMENT

 

Enhancements

Tools ® Business Documents

® Document types ® Global document types and

Tools ® Business Documents

® Document types ® WFL document types.

Tools ® Business Documents

Document types ® Workflow parameters.

Further information

For basic technical information on adding SAP ArchiveLink functions to the R/3 application components, refer to the section Incoming Documents in the SAP ArchiveLink documentation.

 

Preparation and Customizing (FI)

The basic preliminary settings that you must make in SAP ArchiveLink are described in Customizing

You need to make settings in Customizing for Financial Accounting only for the activity Late storing with bar codes. For more information, see the documentation for the activities Specify Control Parameters for Bar Code Entry and Maintain Document Types for Bar Code Entry located in Customizing for Financial Accounting under Financial Accounting Global Settings ® Document ® Document Header.

 

Activities

Scenario: Assignment and Storage in FI

For information on this procedure, see the following sections of the SAP ArchiveLink documentation:

 

Scenario: Late Storage with Bar Codes in FI

For information on this topic, see:

Scenario: Store for Subsequent Entry in FI

For information on this topic, see:

Scenario: Entry and Storage in FI

For information on this topic, see:

Document Processing Functions

In certain document processing transactions in FI you have direct access to the functions available under SAP ArchiveLink. These transactions include:

When carrying out these transactions, you can use the following functions:

 

The assignment and display functions might typically be accessed as follows:

  1. From the General Ledger menu, choose Document ® Display.
  2. Enter the document number and the company code in which it was posted. Choose ENTER.

    3. The system now displays the R/3 document.

  3. To display the stored document for this R/3 document, choose Environment ® Object links

To assign this document to a document already stored, choose Environment ® Assign original.