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Function documentation Allocating Invoices  Locate the document in its SAP Library structure

Use

When creating an invoice, it is important to assign the invoice to a purchasing transaction, so that:

You use the allocation fields to control which order items are propos ed on the item list for processing.

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

Allocation

You can allocate invoices to the following objects:

All open items for an exchange agreement are defaulted for invoice verification.

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, service entry sheet, or exchange agreements.

Limiting Allocation to One Vendor or One Exchange Agreement

If you match up the invoice to a vendor or to an exchange agreement, you can display all invoice items for that vendor or for the exchange agreement. You can limit the allocation in More allocation criteria to the following criteria:

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.

The restriction only makes sense, when for example, a purchase order is created for various plants, but the invoice only includes the items for one plant.

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 Details.

If you do not enter an invoicing party, the system attempts to determine the invoicing party automatically, using the following rules:

Activities

  1. Choose Logistics ® Exchanges ® Exchange operations ® Exchange receipts ® Logistics invoice verification ® Enter invoice.

    2. The system displays the Logistics Invoice Verification screen.

  2. Enter the required vendor invoice header data.
  3. Match up the invoice by choosing a reference in the list field. Select among:
  1. In the following field, enter the document number, or if you reference a vendor, enter the vendor name or the vendor number.
  2. Choose Additional allocation criteria.
  3. Enter data as required.
  4. Choose Copy.

The system displays the invoice items and vendor data that match the allocation.

Note

You can overwrite any errors in the entries, for example purchase order number, without having to enter new header data, or without having to leave the transaction. After entering the new purchase order number, choose ENTER . The invoice items and the vendor data are updated corresponding to the changed allocation.