Invoice Processing

This function enables you to create and edit invoices in Supplier Self-Services (SUS), and send them to customers.

When you process invoices with limit items, you can use a link at header level to navigate to the catalog, from which you can take items.

Features

Create Invoices

You can create invoices with references to purchase orders, confirmations, advanced shipping notifications (ASN), or goods receipt notifications. The document control settings in the purchase order determine whether or not you can create an invoice for an item. Purchasers use these document control settings to specify which follow-on documents they expect. The SUS system copies all of the items for which a purchaser has specified that an invoice is expected from the preceding document to the invoice.

Furthermore, in the Service Procurement business scenario, you can create invoices with references to contact persons regardless of the settings that have been made in the procurement system.

Note Note

You can create and process invoices with references to ASNs only in the Plan-Driven Procurement with Supplier Integration business scenario (see Advanced Shipping Notification Processing).

End of the note.

Create Collective Invoices

You can create a collective invoice by selecting several documents from the list of purchase orders, confirmations, ASNs, or goods receipt notifications, and then choosing Create Invoice. However, the purchaser, currency, and logical system must be identical in the documents you select. You can create collective invoices on the basis of several ASNs, providing that there is no more than one ASN per purchase order item.

Select Invoices

You can select invoices as follows:

All invoices
According to status
With the extended search function

You can select invoices by status as follows:

Status	Meaning
In Process	This status is set automatically when an invoice is created. This status remains as long as the invoice is not sent.
Document Sent	This status is set automatically when you choose Send. The invoice is sent to the purchaser.
Accepted by Customer	This status is set automatically if the purchaser accepts an invoice.
Rejected by Customer	This status is set automatically if the purchaser rejects an invoice.
Payment Made	You can set this status manually if the purchaser has initiated the payment.

Note Note

The statuses Accepted by Customer and Rejected by Customer are not set automatically in the Plan-Driven Procurement with Supplier Integration business scenario. However, after being informed about the acceptance or rejection of the invoice by the purchaser, the supplier can set them manually.

End of the note.

Change Invoices

Caution Caution

The change options described here might depend on the settings you make in the SUS system or in the Customizing for SRM.

End of the caution.

You can change or extend the following invoice data at header level:

Under Basic Data, you can change the invoice number, and the description of the document, as well as enter unplanned delivery costs.
Under Messages, you can enter messages to the purchaser.
Under Price Information, you can enter the tax manually, or change the already entered default tax value, and specify payment targets as well as cash discount rates.
Under Attachments, when the Service Procurement business scenario is being used, you can attach a file for the purchaser to the invoice.

You can also change the following invoice data at item level:

Under Products and Services, you can change the product type, the product name, as well as the quantity and tax rate for each item.

Check Payment Status of an Invoice

If the relevant function has been activated during customization, you can request information about the status of an invoice, the invoice amount, the amount paid, and the financial accounting (FI) invoice date directly from the FI system. In this case, the Payment Status box with the Check Payment Status pushbutton is displayed so that you can call up this information from the FI system. In this way, you can determine whether an invoice has been completely or partly paid, or whether it is still open.

For more information, see the Implementation Guide (IMG) for Supplier Relationship Management Supplier Self-Services Settings for the User Interface Customer Settings .

Make sure that you have specified a back-end system of at least SAP ERP Release 4.6C in the following IMG activity: Supplier Relationship Management SRM Server Technical Basic Settings Define System Landscape .

More Information

Basic Functions