Entering Invoices 

Use

Before the system is able to begin prepayment, you must have entered the logistics invoices in the system. There are three ways of entering invoices:

·        You can enter them manually for the background check.

·        You can park them, in which case they are known as parked invoices.

·        They can be entered automatically (using Electronic Data Exchange (EDI) or BAPIs).

After you have saved a logistics invoice, the system simultaneously creates a logistics invoice document (MM document) based on your Customizing settings and a prepayment document (FI invoice).

Integration

Prepayment can be performed for parked logistics invoices and invoices that are entered using EDI, or logistics invoice entry for the background process.

Prepayment is not required for evaluated receipt settlement (ERS) or consignment settlement, since the invoices are created automatically by the system in these cases and transferred directly to Financial Accounting (FI).

Prerequisites

To enable the system to take account of invoices from a vendor when performing prepayment, you must have made settings in company-code-specific Customizing and for the Prepayment Relevance field in the vendor master.

Features

When a logistics invoice entry is made, the system transfers payment-relevant data to Financial Accounting. The system creates the relevant prepayment document in SAP FI as an FI invoice.

In Financial Accounting, the system posts the payment-relevant data to a clearing account for the prepayment and creates an open vendor item.

Activities

You carry out the following steps when you enter invoices in the system:

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       1.      Specify taxes

One of the steps required to enter an invoice is entering (manually) the taxes that the system has to post.
For invoices with several tax rates, you must have entered tax amounts for each rate. If there are several tax rates, the system makes a posting for each one to the Clearing Account for Prepayment.

You can only use the Calculate Taxes function with prepayment if the invoice contains one tax indicator only.

       2.      SetChange Prepayment Status indicator

If you set the attribute for the company code and the vendor to Prepayment Requested or Prepayment Possible in Customizing, the user can change the prepayment status manually and therefore determine whether or not the system should prepay an invoice.

It is possible to override the prepayment status using the PREPAYMENT_RELEVANCE_CHANGE method in the WRF_PREPAY_INVOICE BAdI.

       3.      Calculate cash discount

If the cash discount base amount is different from the tax base amount, you must enter the cash discount base amount manually for each tax rate. This is not possible in SAP FI, however. The system therefore posts the wrong cash discount base amount. Note that there is a Cash Discount Base Amount field in SAP FI, but it cannot be used by invoice verification.  If you want to enter one or more cash discount base amounts, you must make customer-specific modifications in SAP FI. Alternatively, you can arrange with your vendor to split the invoice into two separate invoices:

·         One invoice with cash-discount-relevant items

·         One invoice with non cash-discount-relevant items

       4.      Perform FI assignment

We recommend that you always enter the external vendor invoice number in the Reference field in the logistics invoice. Based on the Reference field and if the Customizing settings are appropriate, the system performs automatic FI clearing of the prepayment document and the payment. 

       5.      Post prepayment document

If the prepayment document cannot be posted despite a request, the system generates a customizable message when it saves the data. This message contains a reference to the message log.

The logistics invoice document can still be saved even if creating the prepayment document has been unsuccessful.