Creating Incoming Invoices for Purchase Orders with a Final Account Assignment Indicator

In items with a final account assignment indicator (FAA indicator) you can only post further invoice quantities up to the level of the final account assignment quantity (FAA quantity) that the system determined when the FAA indicator was set.

Prerequisites

You have set the FAA indicator for at least one account assignment item (AA item) in the purchase order. For further information, see Setting the Final Account Assignment Indicator in Purchase Orders.

If you want the system to include invoices that are parked as complete when calculating the FAA quantity and the open quantity, you must select the appropriate checkbox in Customizing for Public Sector Management, under Funds Management Government Actual and Commitment Update/Integration Integration Integration Materials Management Apply Parked Invoices in Calculating Final Account Assignment Quantity .

Features

Creating Invoice Quantities

When you create incoming invoices for purchase orders that include AA items with an FAA indicator, the system first proposes distribution according to the standard logic for purchase orders with multiple account assignments. For all items with an FAA indicator, the multiple account assignment screen shows not only the FAA indicator and the FAA quantity, but also the open quantity that is currently allowed to be posted to each item with an FAA indicator. The system determines this open quantity by calculating the difference between the FAA quantity and the invoice quantities that have already been posted to the AA item.

For purchase orders containing AA items with an FAA indicator, you can trigger a redistribution on the multiple account assignment screen, which the system performs in accordance with the distribution logic selected in the purchase order.

If you have selected percentage distribution or distribution by quantity in the purchase order and then change the total quantity on the multiple account assignment screen, the system distributes the invoice quantity according to the following distribution logic:
1. The system first distributes the invoice quantity across all AA items with a goods receipt surplus. When doing this, the system first clears the goods receipt surplus in items with an FAA indicator, using the progressive fill-up distribution logic. Then the system distributes the invoice quantity according to your settings in the partial invoice indicator to all other AA items with a goods receipt surplus.
2. Once the goods receipt surplus has been cleared, the system distributes the invoice surplus by filling the items with an FAA indicator up to the FAA quantity.
3. Finally, the system distributes the remaining invoice quantity, in accordance with your settings in the partial invoice indicator, across all account assignment items without FAA indicators.
If you selected distribution by amount in the purchase order, the system does not, by default, display any quantities at account assignment level. However, the redistribution is based on the quantities calculated from the amounts, so that subsequent price increases do not influence the FAA quantity. If you change the total quantity, select new AA items, deselect proposed AA items, or choose the Update Account Assignments pushbutton, the system distributes the invoice quantity according to the following distribution logic:
1. First, the system distributes the invoice quantity, taking into account the total quantity, the total amount, and the account assignment amounts, across all account assignment items. If the quantity that the system calculates for individual items with FAA indicators exceeds the FAA quantity, the system only assigns the quantities up to the level of the FAA quantity, and distributes the quantity difference in two further steps.
2. First, the system distributes the quantity difference on a fill-up basis to items with an FAA indicator for which the calculated and assigned quantities did not exceed the FAA quantity in the first step. The quantities in these items with an FAA indicator are filled up to the level of the FAA quantity.
3. The system then distributes the remaining invoice quantity to all account assignment items without an FAA indicator, taking into account the total quantity, the total amount, and the amounts of all items without an FAA indicator.

If you trigger a redistribution of the invoice quantity in purchase orders containing AA items with an FAA indicator, the system only changes the quantities. The amounts remain unchanged, with the effect that price differences arise.

Note Note

The distribution logic described here only applies when you are creating incoming invoices. Since, in the case of subsequent debits and credits, the system only updates the ordering transaction in terms of amounts, it distributes subsequent debits and credits as well as credit memos according to the standard logic for purchase orders with multiple account assignments, also when the FAA indicator is set. In addition, the distribution logic described above only applies when all requirements for setting the FAA indicator have been met in the referenced purchase order (you can find the requirements under Setting the Final Account Assignment Indicator in Purchase Orders).

End of the note.

Processing Parked Incoming Invoices

In general, the system does not take into account parked invoices when calculating the FAA quantity or the open quantity. This means that you can no longer post parked invoice quantities in the planned account assignment if the FAA indicator has been set for individual AA items in the meantime. For parked as complete invoices, you can specify in Customizing that you want the system to include these when calculating the FAA quantity. If you have selected the checkbox in the above-mentioned Customizing for Public Sector Management, you can still post parked as complete invoices with the planned account assignment after the FAA indicator has been set.

When you park invoices, or post parked invoices that reference a purchase order with an FAA indicator, the multiple account assignment screen displays the FAA indicator, the FAA quantity, the open quantity, and the Update Account Assignments pushbutton. This pushbutton allows you to overwrite parked account assignment data with the current account assignment data from the purchase order (account assignment objects, newly added AA items). Then you adjust the quantities for the AA items such that the open quantity of the items with an FAA indicator is greater than or equal to zero.

Note Note

If goods-receipt-based invoice verification is activated in the referenced purchase order item, the system only displays the newly created AA items if you have already created a goods receipt or subsequent delivery for them.

End of the note.

Invoicing Planned Delivery Costs

When you set the FAA indicator in the purchase order, the system determines the FAA quantity based on delivered and invoiced material quantities, but does not include delivery costs in the calculation.

Even if you create goods receipts or invoice receipts for delivery costs that are higher than those for the corresponding material items, the system determines the FAA quantity solely based on the material quantities created. If the quantity of delivery costs created exceeds the FAA quantity at the time of the final account assignment, the maximum delivery cost quantity is higher than the FAA quantity.

Invoicing Purchase Order Items without Goods Receipt

You can also set the FAA indicator for AA items if no goods receipt is permitted or expected for the purchase order item. The system distributes the invoice quantity to the AA items according to the distribution logic described above. However, you can only set the FAA indicator in purchase order items without a goods receipt if you have not created an invoicing plan, and if you have specified in the invoice that the account assignments cannot be changed. For further information, see Setting the Final Account Assignment Indicator in Purchase Orders.