Incoming Invoice in SAP Retail Store 

Use

This function enables you to enter invoices and credit memos from vendors, which you received directly from vendors rather than from headquarters, decentrally in your store. You can display the documents you entered and also reverse them.

Internet Application Component (IAC) type

Intranet component

Prerequisites

You have made the necessary settings for entering incoming invoices in SAP Retail in Customizing for Materials Management and Inventory Management.

You have configured additional control parameters for entering invoices in SAP Retail Store in Customizing for SAP Retail Store under Basic Settings for Incoming Invoice.

Authorization/security

This function uses the general authorization concept of SAP Retail Store. You also need authorization for Logistics Invoice Verification from SAP Retail.

Standard settings and predefined data

You control standard settings and predefined data in Customizing for the Incoming Invoice in SAP Retail Store.

Features

The Incoming Invoice function in SAP Retail Store is not intended to provide the same features as the Logistics Invoice Verification function in SAP Retail. Instead, the function aims to enable efficient and simple entry of invoices and credit memos in the store environment, while incorrect invoices continue to be processed by employees at headquarters within normal invoice verification. Incoming invoice entry in SAP Retail Store provides a specific tolerance logic to reduce the processing time required for incorrect invoices in the store and at headquarters.  

·        Within the delivery process, you can enter invoices and credit memos with the following reference:

                            a.       

¡        Reference to one or more article document(s) from the goods receipt

¡        Reference to a purchase order

The referenced purchase orders can also contain return items. If the value of the return items is higher, the document is automatically posted as a credit memo. You can use a setting in Customizing to determine whether SAP Retail Store automatically copies all items from the preceding document(s), or whether you can choose manually which items you want to copy. An additional Customizing setting also controls whether you can manually change the invoice quantity with regard to the goods receipt quantity. In addition to the goods-related items from the preceding documents, you can also enter pure G/L account items in the same way they are entered in SAP Retail. Unlike in Logistics Invoice Verification, you determine the selection of permitted G/L accounts in Customizing.

You can select the permitted G/L accounts on the entry screen. In place of the G/L account numbers, however, SAP Retail Store displays the texts that you wrote when defining the permitted G/L accounts. This makes it easier for store associates to select the correct G/L account.

·        You can also create invoices and credit memos without reference to a preceding document. You can enter only G/L account items in a document without a reference.  

·        The settings for tolerance and lock logic in standard invoice verification are also valid for invoice entry in SAP Retail Store. In addition, the SAP Retail Store function provides a tolerance logic that enables invoices with small deviations to be posted in the same way as correct invoices. In Customizing you define tolerance limits for positive and negative invoice deviations. The invoice deviation is the difference amount between the actual gross invoice amount recorded on the invoice and a target amount that the system calculates from the order data and goods receipt data. Invoices with deviations within the tolerance limits are posted normally. The order data and goods receipt data is used as the basis and the difference amount is posted to the small difference account defined in Customizing for Logistics Invoice Verification. Invoices with deviations outside the tolerance limits are either posted in Accounting with a payment block or are parked, depending on the relevant control parameter in Customizing. You also determine the type of payment block in Customizing.

In the case of invoices with deviations outside of the tolerance limits, the complete invoice data needs to be transferred so that employees at headquarters can identify the incorrect invoice items and correct the errors.

You can also exclude invoices with deviations within the tolerance limits from normal posting by setting a flag on the entry screen. If this is the case, you decide separately whether the invoice is posted with a payment block or is parked.

·        Once you have entered an invoice, you can print out the invoice data. You can also enter the payment of the invoice by cash or check. You enter the permitted cash payment means with the relevant G/L account for posting in Accounting in Customizing. The system identifies the cash payment means that have been entered using the texts that are also entered.

·        You can display invoices and credit memos for your store. Not only can you use the internal document number for the search but also the external invoice number, the delivery note number, and the number of the purchase order on which it is based.

·        You can also reverse (cancel) invoices and credit memos. Reversal posting is performed in the same way as standard invoice verification. When displaying invoice documents, you can select reversed documents and the accompanying reversal documents.

Adjustment Options and Development Objects

See the enhancement concept for SAP Retail Store Incoming Invoice. For more information, see Customizing for SAP Retail Store in the Incoming Invoice area under Enhancements Using Business Add-Ins.

 

See also:

ISR – SAP Retail: Invoice Verification