Creating an Invoicing Plan 

The following procedure describes how to create an invoicing plan with the pre-Enjoy ordering transactions (ME21, ME22, ME23).

The procedure described is also applicable – with certain restrictions – to the Enjoy purchase order (ME21N, ME22N, ME23N).

If you are using the Enjoy purchase order, you will find:

·         The Invoicing Plan button and the indicators for GR-based invoice verification (GR-Based IV), service-based invoice verification (Srv.-Based IV), evaluated receipt settlement (ERS), and invoice receipt (Inv. Receipt) among the item details on the Invoice tab page.

·         The account assignment among the item details on the Account Assignment tab page

·         The Goods Receipt and GR Non-Valuatedindicators among the item details on the Delivery tab page

Prerequisites

Vendor Master Record

Before you can use the invoicing plan with automatic settlement, the Evaluated Receipt Settlement Delivery indicator must be set on the Purchasing Data screen in the vendor master record.
(If you wish to enter invoicing dates manually, this is not necessary.)

Purchase Order

●     We recommend using a framework order (that is a purchase order with a validity period and a reason for rejection). The invoicing plan can adopt the validity period specified in the PO header.

●     PO items for which you wish to use an invoicing plan must have account assignment irrespective of whether a material with a master record, a material described by a short text, or an external service is involved.

●     The GR/IR control facility must be set up in such a way that no goods receipt (or, in the case of services, no service entry) is expected - only an incoming invoice. If you wish to have automatic settlement, you must also set the Evaluated Receipt Settlement indicator.

If you nevertheless wish to allow service entry sheets for the item (e.g. for information purposes only), you must set the GR Non-Val. indicator.

Customizing

Under Purchase Order à Invoicing Plan in Customizing for Purchasing, you can maintain data such as the desired invoicing plan types, date categories, and date descriptions.

Procedure

...

       1.      Create a purchase order with account assignment (framework order).

Click  to access the item overview (or the overview of service lines if you chose item category D for services).

       2.      Enter the desired material or service, the quantity, and the price.

       3.      Select the desired item and click  Account Assignments to access the account assignment screen. Enter the account assignment for this item.

       4.      Click  to access the item detail screen. Check that the GR/IR control indicators are set correctly on the item detail screen.

○     The GR and GR-Based Invoice Verification or Service-Based Invoice Verification indicators must not be set.

○     IR must be set.

○     You must set ERS if you wish to have Evaluated Receipt Settlement.

○     If you wish to have service entry sheets purely for information, for example, allow non-valuated goods receipt (i.e. select the GR Non-Val and GR indicators).

       5.      Choose Item ® Invoicing Plan. A window appears, in which the invoicing plan types predefined in Customizing are suggested. Choose the desired invoicing plan type and click  Continue.

You can use the following invoicing plan types:

○     Periodic Invoicing Plan

■      You use the periodic invoicing plan if the total value of the PO item is to be invoiced in each period.

■      The system creates the invoicing dates automatically on the basis of the settings in Customizing.

■      The invoicing date and the amount to be invoiced are shown for each settlement period (e.g. month). In the case of the periodic invoicing plan, the amount represents the total value of the PO item.

■      You can change the suggested dates and block individual dates for automatic invoicing if necessary.

■      You can enter the start and end dates for the invoicing plan.

■      With the Dates from and Dates to fields, you can determine that an invoicing plan does not contain invoicing dates extending over the entire validity period of the purchase order but only for a certain period within that validity period. (E.g. within a validity period from 1.1. to 12.31, only dates within the period 1.1. to 06.30.)

■      With the Horizon field, you control how far into the future dates can be created. If you enter a date rule that adds six months to the current date here, invoicing dates will be created for just half a year in advance in each case.

The system automatically creates new dates if you change the invoicing plan or when you invoke the transaction for Updating Periodic Invoicing Plans. See Generating Further Invoicing Plan Dates

■      The In Advance indicator allows you to specify whether the invoice is to be created with regard to a prior or subsequent period. (E.g. at the beginning of February, either in advance for the month of February or in arrears for the month of January).

■      In addition, fields with information on the existing invoicing plan are displayed (e.g. the calendar upon which the date determination process is based).

○     Partial Invoicing Plan

■      You use the partial invoicing plan if the total value of the PO item is to be invoiced in several partial amounts.

■      You get an empty date overview in which you can manually enter the desired dates.

■      If you work with a reference invoicing plan, the system automatically generates dates in accordance with the reference plan.

You have the following options:

●      You create a reference invoicing plan in Customizing for the invoicing plan type.

●      You enter an existing invoicing plan as reference plan directly in the invoicing plan for the PO item.

■      You can flag a date in field B (Billing/Invoicing Rule) as follows:

●      As a down payment (percentage or value)

●      As an invoicing date (percentage or value)

●      As a final invoice

       6.      Click  to return to the item overview.

       7.      Click  to save the purchase order item with the invoicing plan.

You can then start the automatic invoice creation process during invoice verification.

For more information, refer to the section Settlement of Amounts Due Under Invoicing Plans.

Once assigned to an item, the invoicing plan type (e.g. partial invoicing plan) cannot be changed. If you wish to assign a different invoicing plan type, you must delete the item and create a new one.