7134_TSCM_52-2ª_PARTE_(17-21)

Prévia do material em texto

E-MSG 
MÁSTER EN SOFTWARE DE GESTIÓN DE EMPRESA 
SAP R/3 
 
2003-2004 
Certificación MM (7134) 
Xavier Rovira-Juan Carlos Sarrasi
TSCM 52-2ª parte (17-21) 
 
 
© SAP AG TSCM52 17-1 
 SAP AG 1999
Automated Processing
z Evaluated Receipt Settlement (ERS)
z Invoice Receipt via EDI
Contents:
 
 
 
 
© SAP AG TSCM52 17-2 
 SAP AG 1999
z Perform Evaluated Receipt Settlement
z Display the log for this transaction
z Describe the EDI process
At the conclusion of this unit, you will be able to:
Automated Processing: Objectives
 
 
 
 
© SAP AG TSCM52 17-3 
 SAP AG 1999
Automated Processing: Course Overview Diagram
Automated 
Processing
Customizing for 
Invoice Verification
Document Parking GR/IR AccountMaintenance
Invoice Verification in 
the Background
Automated 
Processing
Releasing Blocked 
Invoices
Customizing
for Invoice Verification
XXXX+ YYY= ZZZZ
Credit Memos and
Reversals
Conclusion
 
 
 
 
© SAP AG TSCM52 17-4 
 SAP AG 1999
z To reduce paperwork and data entry errors, the
accounting department wants to test Evaluated
Receipt Settlement for two vendors. Whenever
goods receipts and returns are recorded, the
system creates the invoices each night.
z For another vendor, your company receives and
processes invoices using EDI.
Automated Processing: Business Scenario
 
 
 
 
© SAP AG TSCM52 17-5 
 SAP AG 1999
Vendor
Goods receipt
100 pcs
Company
information
Purchase
order
100 pcs at
10 UNI/pc.
Invoice
Invoice
Evaluated Receipt Settlement
 
 
 
„ In Evaluated Receipt Settlement (ERS), goods receipts are settled directly without the vendor having 
to issue an invoice. The R/3 System uses information from the purchase order and the goods receipt. 
The system creates a message record at the time of settlement, which allows you to send the vendor a 
letter about the settlement. 
„ ERS is defined for each purchase order item. The R/3 System supports the buyer by suggesting 
information from the vendor master record and the purchasing info record. 
„ You can use ERS only if it is defined for the PO vendor in the vendor master record. If a purchase 
order item is to be settled automatically, goods-receipt-based Invoice Verification must also be 
active for the item. 
„ You can narrow down the selection of goods receipts for settlement in several ways – for example, 
by goods receipt posting date, by vendor, or by purchase order. 
„ You can set the following options for the creation of invoice documents: 
y One invoice document per vendor 
y One invoice document per purchase order 
y One invoice document per purchase order item 
y One invoice document per delivery document/service entry sheet 
„ If the invoiced quantity is greater than the delivered quantity because of returns, the R/3 System 
creates a credit memo during ERS. 
„ You cannot use ERS to settle delivery costs. 
 
© SAP AG TSCM52 17-6 
 SAP AG 1999
EDI – Electronic Data Interchange
Vendor
Customer Request for quotation
Order acknowledgement
Quotation
Price catalog
Purchase order
Shipping notification
Invoice
Payment advice note
Post invoice
 
 
 
„ Many companies can transmit information to you electronically. This has the advantage that data is 
available more quickly in the host system due to the automatic receipt of the data, and you can avoid 
entry errors. 
„ An invoice received via EDI contains the same information as a paper invoice. 
„ If you receive an invoice via EDI, the system tries to post this invoice. The R/3 System determines 
the items to be settled and suggests quantities and values for these items based on the purchase order 
transmitted. In contrast to invoice verification in the background, the R/3 System checks invoices 
received via EDI at item level. 
„ If the EDI invoice matches the items that the R/3 System proposes, the system posts the invoice. 
„ If the invoice contains variances, you can post it with the variances, reduce it, or hold it and process 
it later manually, depending on the settings in Customizing. 
„ You cannot settle subsequent debits/credits and delivery costs (planned and unplanned) via EDI. 
 
© SAP AG TSCM52 17-7 
 SAP AG 1999
z Perform Evaluated Receipt Settlement
z Display the log for this transaction
z Describe the EDI process
You are now able to:
Automated Processing: Summary
 
 
 
 
© SAP AG TSCM52 17-8 
Automated Processing: Exercises 
 
 
 
Unit: Automated Processing 
Topic: Evaluated Receipt Settlement (ERS) 
 
 
 
At the end of this exercise, you will be able to: 
• Have the R/3 System create invoices based on the goods 
receipt data 
 
 
To save on paperwork and data entry errors, the accounting 
department wants to test ERS for two vendors. As soon as 
receipts and return deliveries are entered, the R/3 System creates 
the invoices and credit memos each night. 
1-1 Your vendor, Abbott Supplies (T-L15B##), will be used to test ERS processing. 
Verify the vendor master record Purchasing Data view to check if ERS is possible 
with this vendor (field AutoEvalGRStmtDel). 
 
1-2 Execute ERS in Logistics Invoice Verification. Select your vendor T-L15B## 
only. Execute the settlement using document selection 3 (Document selection per 
order item) and test mode. Choose one purchase order to settle in the next question. 
Purchase order number: _____________________________________ 
 
1-3 Execute ERS again for the purchase order that you selected in question 1-2 for your 
vendor T-L15B##, document selection 3, without using test mode. What documents 
did the R/3 System post? Write down the document numbers. 
____________________________________________________________ 
____________________________________________________________ 
____________________________________________________________ 
 
Display one of the documents. 
 
© SAP AG TSCM52 17-9 
1-4 OPTIONAL: You receive an invoice for an ERS purchase order from an ERS 
vendor. 
Use the ERS test mode to search for a purchase order that you have not yet settled. 
Purchase order number: __________________________________ 
Post an invoice for this purchase order manually. 
How does this affect the next ERS run? 
____________________________________________________________ 
____________________________________________________________ 
____________________________________________________________ 
 
 
 
 
© SAP AG TSCM52 17-10 
Automated Processing: Solutions 
 
 
 
Unit: Automated Processing 
Topic: Evaluated Receipt Settlement (ERS) 
1-1 Logistics → Materials Management → Purchasing → Master Data → 
Vendor → Purchasing → Display (Current) 
Enter the following data: 
 
Field name or data type Values 
Vendor T-L15B## 
Purchasing organization 1000 
Select Purchasing data and choose Enter. The purchasing data appears. In the 
Control data area, the field AutoEvalGRSetmtDel. is selected. 
1-2 Logistics → Materials Management → Logistics Invoice Verification → 
Automatic Settlement → Evaluated Receipt Settlement (ERS) 
 
Enter the following selection criteria: 
 
Field name or data type Values 
Company code 1000 
Vendor T-L15B## 
Document selection 3 
 
Select Test run. When you choose Execute, a list of the purchasing transactions to 
be settled appears. 
 
 
© SAP AG TSCM52 17-11 
1-3 Logistics → Materials Management → Logistics Invoice Verification → 
Automatic Settlement → Evaluated Receipt Settlement 
 
Enter the following selection criteria: 
 
Field name or data type Values 
Company code 1000 
Vendor T-L15B## 
Purchasing document <see question 1-2> 
 
DeselectTest run. 
When you choose Execute, the system posts the invoice for the purchase order 
items. A list appears showing which invoices the system created. When you choose 
Invoice, you can display the invoice for the line on which your cursor is placed. 
1-4 If you enter an invoice manually for the delivered quantity of a purchase order item 
for which ERS is defined, the system creates a zero invoice for this item during the 
next ERS run. If you enter a partial invoice manually, the system creates an invoice 
for the quantity still to be settled during the next ERS run. 
 
 
 
 
© SAP AG TSCM52 18-1 
 SAP AG 1999
GR/IR Account Maintenance
z GR/IR Clearing Account Maintenance
z Account Movements When Maintaining the GR/IR
Clearing Account
Contents:
 
 
 
 
© SAP AG TSCM52 18-2 
 SAP AG 1999
z Perform GR/IR clearing account maintenance
At the conclusion of this unit, you will be able to:
GR/IR Account Maintenance: Objectives
 
 
 
 
© SAP AG TSCM52 18-3 
 SAP AG 1999
GR/IR Account Maintenance: Course Overview
Diagram
Automated 
Processing
Document Parking GR/IR AccountMaintenance
Invoice Verification in
the Background
Automated 
Processing
Releasing Blocked 
Invoices
Customizing
for Invoice Verification
XXXX+ YYY= ZZZZ
Credit Memos and
Reversals
Conclusion
 
 
 
 
© SAP AG TSCM52 18-4 
 SAP AG 1999
z The goods receipt/invoice receipt clearing account
is used for clearing goods receipts and invoices. In
the case of quantity differences between goods
receipts and invoice receipts, some items remain
open on the GR/IR clearing account. If further
deliveries, return deliveries, invoices, or credit
memos do not clear a quantity difference for a
purchase order item, you have to maintain the
GR/IR clearing account for this item.
GR/IR Account Maintenance: Business Scenario
 
 
 
 
© SAP AG TSCM52 18-5 
 SAP AG 1999
Return delivery
3 pcs
Credit
memo
30 pcs at
10.00 UNI/pc.
= 300 UNI
Purchase
order
100 pcs at
10.00 UNI/pc.
Goods receipt
30 pcs
Goods receipt
50 pcs
Purchase
order
100 pcs at
10.00 UNI/pc.
Goods receipt
100 pcs
Invoice
80 pcs at
10.00 UNI/pc.
= 800 UNI 
Invoice
97 pcs at
10.00 UNI/pc.
= 970 UNI 
Invoice
3 pcs at
10.00 UNI/pc.
= 30 UNI 
Quantity Variances
 
 
 
„ The GR/IR clearing account is cleared for a purchase order item when the delivered quantity and the 
invoiced quantity are the same. 
„ If the invoiced quantity is greater than the delivered quantity, the R/3 System expects another goods 
receipt. 
„ If the delivered quantity is greater than the invoiced quantity, the R/3 System expects another 
invoice. 
„ Any differences on the GR/IR clearing account must be cleared. If the differences are not cleared by 
another goods receipt (or a credit memo) or by an invoice (or a return delivery), you must maintain 
the GR/IR clearing account manually. 
„ Before maintaining the GR/IR clearing account, you should establish that no further goods receipts 
or invoices are to be posted for a purchase order item. 
 
 
© SAP AG TSCM52 18-6 
 SAP AG 1999
Goods receipt
100 pcs
Stock account
GR/IR account
Vendor account
1000 +
1000 -
 
970 +
970 -
 
Goods
receipt Invoice
30 -
30 +
GR/IR account
maintenance
Purch. order
100 pcs
10.00 UNI/pc.
Invoice
97 pcs
10.00 UNI/pc.
= 970 UNI 
Account Movements with Account Maintenance
 
 
 
„ The system creates an open item on the GR/IR clearing account as a result of the difference between 
the delivered quantity and the invoiced quantity. 
„ If no further invoice is received (or return delivery created), you must clear the open item manually. 
„ The system credits or debits the stock account as a result of the clearing of the GR/IR account. For a 
material with moving average price, the system only credits or debits the stock account if there is 
sufficient stock coverage. Otherwise, it makes the posting to a price differences account. 
 
 
© SAP AG TSCM52 18-7 
 SAP AG 1999
z Perform GR/IR clearing account maintenance
You are now able to:
GR/IR Account Maintenance: Summary
 
 
 
 
© SAP AG TSCM52 18-8 
GR/IR Account Maintenance: Exercises 
 
 
 
Unit: GR/IR Account Maintenance 
 
 
 
At the end of this exercise, you will be able to: 
• List the GR/IR account maintenance functions 
 
 
 
The GR/IR clearing account is used for clearing goods receipts 
and invoices. Some differences are not cleared by further goods 
receipts or invoices. You have to clear these differences manually. 
1-1 As the accounting supervisor, you want to clear the GR/IR account of small 
differences for vendor T-L15A##. 
 
1-1-1 In the selection criteria, enter vendor T-L15A##, quantity variances less 
than 50%, purchase orders older than blank months. Select Prepare list. 
1-1-2 Choose Execute. Display the purchase order history for one of the items. 
Select the items that you want to process. Choose Post clearing. 
1-1-3 Choose Display document. Which accounts and amounts were posted? 
OPTIONAL: Fill in the table. 
 
Item Account Amount 
001 
002 
003 
004 
 
 
 
© SAP AG TSCM52 18-9 
GR/IR Account Maintenance: Solutions 
 
 
 
Unit: GR/IR Account Maintenance 
1-1 Logistics → Materials Management → Logistics Invoice Verification → 
GR/IR Account Maintenance → Maintain GR/IR Clearing Account 
 
1-1-1 In the Selection criteria area, you enter the following: 
 
Field name or data type Values 
Vendor T-L15A## 
Qty var. less than/equal to 50 
Last movement before key date Today’s date 
 
1-1-2 When you choose Execute, a list of purchase order items appears. You can 
display the goods receipts and invoices for a purchase order item by placing 
your cursor on an item and choosing PO history. 
You select one or more purchase order items by clicking the selection field. 
When you choose Post clearing, the system posts a document that clears the 
GR/IR clearing account. This also updates the purchase order history. You 
return to the selection screen. 
 
1-1-3 When you choose Display document, the document overview appears. The 
system proposes the last document posted. When you choose Enter, the 
document overview appears. From here, you can do the following: 
Display the postings by choosing Extras → Accounting view 
The system clears the GR/IR clearing account and, if possible, posts the 
offsetting entry to the stock account. Otherwise it posts the offsetting entry 
to a price difference account. You are able to: 
Display the purchase order history by choosing Environment → PO 
history 
Account maintenance is listed under Invoices in the purchase order history. 
It changes the total quantity invoiced. 
 
 
 
 
© SAP AG TSCM52 19-1 
 SAP AG 1999
Customizing for Invoice Verification
z Customizing Settings for Invoice Verification
Contents:
 
 
 
 
© SAP AG TSCM52 19-2 
 SAP AG 1999
z List the Customizing steps required for Invoice
Verification
At the conclusion of this unit, you will be able to:
Customizing for Invoice Verification: Objectives
 
 
 
 
© SAP AG TSCM52 19-3 
 SAP AG 1999
Customizing for Invoice Verification: Course
Overview Diagram
Automated 
Processing
Document Parking GR/IR AccountMaintenance
Invoice Verification in 
the Background
Automated 
Processing
Releasing Blocked 
Invoices
Customizing
for Invoice Verification
XXXX+ YYY= ZZZZ
Credit Memos and
Reversals
Conclusion
 
 
 
 
© SAP AG TSCM52 19-4 
 SAP AG 1999
z To simplify maintenance as your needs change,
you want to summarize the changes that yourcompany has made to Customizing in the Invoice
Verification area.
Customizing for Invoice Verification: Business
Scenario
 
 
 
 
© SAP AG TSCM52 19-5 
 SAP AG 1999
Message: Price too high
Error message Warning message
Invoice Verification
1020
Non-expert Expert
Material
100-3412
Quantity
100
PO price
10
Amount
1000
System Messages
 
 
 
„ You can configure certain error messages to appear as either a warning message or an error message, 
or so that they do not appear at all. 
„ You can do this so that it applies to all employees or for certain employees only. 
 
© SAP AG TSCM52 19-6 
 SAP AG 1999
Invoice
Material A 1000
Material B 2000
Material C 3000
Tax 600
Total 6600
Post
FI document
Transactions Amounts
Program
Posting
key
Customizing
Accounts
6600 +
900 -
100 -
2020 -
20 +
2980 -
20 -
600 -
001 
002
003
004
005
006
007
008
31 
86
89
86
93
86
93
40
1230
191100
300100
191000
231000
191000
232000
154000
Rogers & Hart
GR/IR account
Stock account
GR/IR account
Price differences
GR/IR account
Price differences
Tax account
MM document
Automatic Postings
 
 
 
„ When posting an invoice, the R/3 System automatically determines which transactions it must post. 
„ A chart of accounts is assigned to each company code. For each chart of accounts, you define which 
accounts the R/3 System is to post to for the individual transactions. 
„ For certain transactions, you can configure the accounts to depend on the valuation area or on the 
debit/credit indicator. 
 
© SAP AG TSCM52 19-7 
 SAP AG 1999
Document Types and Number Ranges
Transaction
Document type
Transaction
RD RS
Net/
gross
Account
types
Accounting document
Material 
document
Number
interval
Number
interval
manual automatic
Number
interval
Number
range
Number
rangeNumber
range
 
 
 
„ In the case of the invoice document in Materials Management, the number range is configured to 
depend on the transaction concerned. There are two transactions: 
y RD for manual invoice entry 
y RS for automatic document creation, such as invoice reversal, ERS, and EDI 
„ You configure for each transaction, the document type that the R/3 System is to suggest for the 
accounting document when calling up the transaction. If the system creates more than one 
accounting document (such as a revaluation document or an invoice reduction document), you can 
configure separate document types for each one. 
„ The accounting document type controls whether the R/3 System posts the document net or gross, 
which account types are allowed, and which number range the system is to use. Document types RE 
for gross posting and RN for net posting are supplied in the standard system. 
„ The number interval from which the R/3 System assigns the document number depends on the 
number range used. You can configure the number ranges to depend on the relevant year. 
 
© SAP AG TSCM52 19-8 
 SAP AG 1999
Taxes - Foreign Currencies
Proposed
tax codes
In basic data For unplanneddelivery costs
Post
exchange rate
differences
GR exchange rate - 
Invoice exchange rate
Invoice exchange 
rate - planned 
exchange rate
No exchange rate
differences
Taxes in
 invoice
reduction
 
 
 
„ In Customizing, you can configure which tax code the system is to suggest for each company code 
when you enter invoices. 
„ For invoice reduction, you can define whether the original document should be posted with a 
reduced tax or if the tax should be corrected in the reduction document. 
„ If you do not want the system to distribute unplanned delivery costs among the items, but to post 
them to a separate G/L account instead, you can set a tax code for this, which the system suggests 
when you enter invoices. 
„ In the case of invoices in foreign currencies, exchange rate differences can occur. In Customizing, 
you can configure if the system is to post these differences to separate exchange rate difference 
accounts and how it determines them. 
 
© SAP AG TSCM52 19-9 
 SAP AG 1999
...
Unplanned Delivery Costs – Report PO Texts
Distribute
among the
invoice items
Post to a separate 
G/L account
General: Messages
with PO texts
Unplanned
delivery costs
Price types
Dates
Guarantees
NoYesPO text typesPO text types
Note PO text
Enter invoice
 
 
 
„ The R/3 System can either distribute unplanned delivery costs among the invoice items affected or 
post them to a separate G/L account. 
„ You can create various purchase order texts in the purchase order. In Customizing, you can configure 
if the R/3 System is to inform the accounts payable clerk when texts exist. Since not all text types are 
relevant for the accounts payable clerk, you can also configure for which texts the R/3 System is to 
display a message. 
 
© SAP AG TSCM52 19-10 
 SAP AG 1999
R/3 System
Settings for Bar Code Entry
Document type
Bar code
Document
type
Bar code
Store
SAP ArchiveLink
Storage system
Storage server
Company code Document type
Bar code _________
Enter invoice
R/3 System
Document type
Invoice
Bar code _________
Scanner
 
 
 
„ If you enter the paper invoice in a storage system, you must assign the invoice document to this 
document. You use the bar code for this. 
„ You can assign a paper document type to each document type for each company code. 
„ In the settings for bar code entry, you can set if bar code entry is active and if the R/3 System is to 
check the bar code entered depending on the document type and the user. 
 
© SAP AG TSCM52 19-11 
 SAP AG 1999
Direct Posting - Aggregation
...
to 
G/L account
to Material Aggregation
Activate
direct posting
Purchase
 order
Material
Delivery note
Aggregation criteria
Plant
Layout
 
 
 
„ You must activate direct posting in Customizing to be able to post directly to material or G/L 
accounts in Logistics Invoice Verification. If direct posting is not activated, the item lists for direct 
posting are hidden in the invoice entry transaction. 
„ For very large invoices, it is often useful to aggregate the item list according to certain criteria. To do 
this, you must set up aggregation variants in Customizing. When you enter an invoice, you choose an 
aggregation variant via the layout. For this reason you must define a layout for each aggregation 
variant. You also have to determine the criteria to be used for aggregation. 
 
© SAP AG TSCM52 19-12 
 SAP AG 1999
Item List Variants
Tax data
Item list
Item
001
002
001
002
Item
001
002
Tax data
Item list
Item
001 
002
Invoice
information
PO
4500012389
4500012389
4500020143
4500020143
Material
100-4291
200-1222
Text
Lantern rings
Casings
Paper
Repairs
Qty
100
50
16
2.5
UoM
pcs
pcs
car
hr
Amount
2000
3600
480
196
Account
400000
400100
Cost center
1000
1050
Asset ...
PO
4500012389
4500012389
Material
100-4291
200-1222
Text
lantern rings
casings
Qty
100
 50
Amount
2000
3600
Amount
480 
196
Text
Paper
Repairs
Account
400000 
400100
Cost center
1000 
1050
Qty
16 
2.5
UoM
car
hr
 
 
 
„ When entering invoices, the accounts payable clerk receives all items for settlement on the item list. 
Each line contains a lot of information. 
„ To enable you to view important information comfortably and so that you do not have to frequently 
scroll to the left and right, item list display variants have been defined. 
„ If the display variants supplied do not meet your company’s requirements,you can define more item 
list display variants in Customizing. 
 
© SAP AG TSCM52 19-13 
 SAP AG 1999
Company code
Duplicate Invoice Check
Vendor master record
Duplicate invoice check X
Invoice
Vendor
Reference
Date
Amount
Currency
CustomizingCompany code
Invoice
Vendor
Reference
Date
Amount
Currency
Customizing
Customizing
 
 
 
„ If you have set the Duplicate invoice check indicator in a particular vendor master record, when you 
enter an invoice for this vendor and there is an entry in the field Reference, the R/3 System always 
checks if there is already an invoice containing the same data as that just entered. The following data 
is checked: 
company code, vendor, reference, document date, amount, and currency 
„ In Customizing, you can decide if the R/3 System is to take into account the company code, the 
reference, and the date as check criteria. 
„ Example: The following invoice has already been posted in your R/3 System: 
Company code 0001, vendor 1230, reference a2b3c4, document date 10/22/, amount 1000, currency 
UNI. You now enter the following invoice: 
Company code 0001, vendor 1230, reference ab23c4, document date 10/22/, amount 1000, currency 
UNI. If you have set the reference as the check criteria, the R/3 System does not interpret the second 
invoice as a duplicate. If you have set Do not check reference, a message appears stating that you 
might have entered the invoice twice. 
 
© SAP AG TSCM52 19-14 
 SAP AG 1999
Document Parking: Workflow
Parked
DeletedRelease criteria
Activate workflow
example for
Release for posting
Activate workflow
 example for
Completion
Parked
Posted
Saved as
Complete
Debit/CreditRelease
group
Company
code
Amount
Saved as
Complete
 
 
 
„ When you activate the workflow "Complete", a work item is generated during "Parking". 
„ When you activate the workflow "Release", a work item is generated during "Save as complete", if a 
release is required for the document according to the release criteria. 
 
© SAP AG TSCM52 19-15 
 SAP AG 1999
Define payment block
Manual block on the tab
page “Payment”
Settings for Invoice Blocks
Define tolerance limits
Automatic block in the
case of variances
Automatic block
Stochastic block
Activate Threshold value
percentage
Upper limits
check: yes/no
Tolerance key
Quantity variance
Price variance
Item amount
...
Automatic block
Check item amount
Activate Item category
Goods receipt
yes/no
 
 
 
„ You can define various payment blocks for blocking invoices manually at header level. In the case of 
an automatic payment block, the R/3 System sets payment block R. 
„ There is a tolerance key for each variance type (for example, quantity variance, price variance), for 
which you must configure tolerance limits. There is also a tolerance key for the checks on the item 
amount, small differences, and the maximum price change. 
„ If the R/3 System is to block invoice items above a certain amount, you must activate the amount 
check in Customizing. You can also narrow down the check depending on the item category and the 
goods receipt indicator. You enter the actual amount in the tolerance limits. 
„ In the case of stochastic blocking, the R/3 System blocks invoices at random. If you activate the 
stochastic block, you must also define the probability of the R/3 System blocking an invoice. 
 
© SAP AG TSCM52 19-16 
 SAP AG 1999
Tolerance
Settings for EDI in Invoice Verification
Partner (vendor)
Company
code
Tax
codeDocument type
Reaction to
 variances
Accept
Only park Reduce
Accept
 or park
EDI
 
 
 
„ You must make the following settings to receive invoices via EDI: 
y How your R/3 System uses the company information transmitted by the business partner to 
determine the company code in which it posts the invoice 
y Which document type the R/3 System is to post the document with 
y How the R/3 System is to convert the tax codes that the business partner transmits to the tax codes 
used in your R/3 System. 
y How the R/3 System is to react if the business partner transmits different quantities and values to 
those expected based on the purchase order and the purchase order history: 
- The R/3 System reduces the invoices by the difference at item level. 
- It accepts the differences. (The system might block the invoice for payment.) 
- It parks the invoice. You then have to process the invoice manually. 
- It accepts differences only when the total of the differences is within the tolerance range. If this 
is not the case, the R/3 System parks the invoice. 
 
 
 
 
© SAP AG TSCM52 19-17 
 SAP AG 1999
Buyer
• Condition tables
• Access sequences
• Message types
• Message schemas
• Requirements
• Conditions
• Forms
Message determination
Message Determination in Invoice Verification
Consignment
settlement
ERS 
settlement
Mail in the event
of a 
price variance
Invoice
reduction
Vendor
 
 
 
„ In the case of a price variance, the R/3 System can inform the buyer by e-mail. 
„ In the case of consignment settlement, you must send the vendor a statement of settlement, so that 
the vendor can check the payment and has an overview of the quantities of the consignment stocks. 
„ In the case of Evaluated Receipt Settlement (ERS), you must send the vendor a statement of the 
invoices created, so that the vendor can compare the payments made to the purchase orders and 
deliveries. 
„ When you reduce an invoice, you must inform the vendor so that differences between the payments 
and the receivables can be accounted for. 
 
© SAP AG TSCM52 19-18 
 SAP AG 1999
Authorizations and profiles Tolerance groups
Company code
Plant
Blocking reasons
Manual acceptance
Maximum posting amount
Maximum cash discount
CustomizingUser master
record
Authorization in Invoice Verification
 
 
 
„ You can use authorizations and profiles to set the following for each user: 
y The company codes for which the user can post documents 
y The plants for which the user can post invoices 
y The blocking reasons which the user can delete 
y If the user can manually accept variances without item reference 
„ You can assign each user to a tolerance group. You set the maximum amount and the maximum cash 
discount that the tolerance group is allowed to post. 
 
© SAP AG TSCM52 19-19 
 SAP AG 1999
Enhancements in Invoice Verification
EDI invoice receipt
Message
output
ERS settlement
Proposed account
assignment for invoices for
 blanket purchase orders
Item text in subsequent
documents
Number assignment
Account grouping for GR/IR
account determination
Consignment/
pipeline settlement
Tolerance checks
 
 
 
„ At various points in Invoice Verification, you can use enhancements to influence how the R/3 
System updates information for specific vendors. 
„ An enhancement consists of one or more function modules in which you can write your own coding. 
„ For documentation on the individual enhancements, see the relevant function modules. 
 
© SAP AG TSCM52 19-20 
 SAP AG 1999
z List the Customizing steps required for Invoice
Verification
You are now able to:
Customizing for Invoice Verification: Summary
 
 
 
 
© SAP AG TSCM52 19-21 
Customizing for Invoice Verification: Exercises 
 
 
 
Unit: Customizing for Invoice Verification 
 
 
 
At the end of this exercise, you will be able to: 
• List the Customizing steps required for Invoice Verification 
 
 
 
 
You have to configure Customizing for Invoice Verification to 
optimize the invoice verification process. 
1-1 OPTIONAL: There are various settings that you needto modify for your company. 
Find the menu paths for these functions. 
 
1-1-1 Define message M8 225 “Evaluated receipt settlement is active for purchase 
order & &” as an error message for all employees. 
______________________________________________________ 
 
1-1-2 Define vendor-specific tolerances. 
______________________________________________________ 
 
1-1-3 For company code 1000, configure the R/3 System to block invoice items 
for external services above 1000 UNI. 
______________________________________________________ 
______________________________________________________ 
 
1-1-4 Define a small price differences tolerance. 
______________________________________________________ 
 
© SAP AG TSCM52 19-22 
 
1-1-5 Check which accounts the R/3 System posts to in the case of price 
differences. 
______________________________________________________ 
 
1-1-6 Define notifiable PO supplement texts. 
______________________________________________________ 
 
 
 
 
 
© SAP AG TSCM52 19-23 
Customizing for Invoice Verification: Solutions 
 
 
 
Unit: Customizing for Invoice Verification 
 
1-1 Tools → Accelerated SAP → Customizing → Edit Project 
When you choose SAP Reference IMG, the entire Implementation Guide appears. 
You make the settings for Logistics Invoice Verification in the node Materials 
Management → Logistics Invoice Verification → …. 
For the individual subtasks, you add the following to this menu path: 
1-1-1 → Define Attributes of System Messages 
 
1-1-2 → Incoming Invoice → Configure Vendor-Specific Tolerances 
 
1-1-3 → Invoice Block → Item Amount Check → Activate Item Amount 
Check 
→ Invoice Block → Item Amount Check → Set Item Amount Check 
→ Invoice Block → Set Tolerance Limits (Tolerance key AP) 
 
1-1-4 → Invoice Block → Set Tolerance Limits (Tolerance key BD) 
 
1-1-5 → Configure Automatic Postings (transaction PRD) 
 
1-1-6 → Incoming Invoice → Edit PO Text in Invoice Verification 
 
 
 
 
© SAP AG TSCM52 20-1 
 SAP AG 1999
Conclusion
Variances Without 
Reference to an Item
Basic Invoice Verification 
Procedure
Taxes, Cash Discounts, 
and Foreign Currency
Variances and 
Blocking Reasons
Invoice Reduction
Introduction to 
Invoice Verification
Invoices for POs with 
Account Assignment
Delivery Costs
Subsequent 
Debits/Credits
Invoices Without
Reference to POs
§%
 WWW
+ XXXX
+ YYY
= ZZZZ
+
Customs
 WW
+ XX
= ZZ
 WWW
+ XXXX
= ZZZZ
 WWW
+ XXXX
+ YYY
= ZZZZ
 WWW
+ XXXX
+ YYY
= ZZZZ
 
 
 
 
© SAP AG TSCM52 20-2 
 SAP AG 1999
Conclusion: Course Overview Diagram
Automated 
Processing
Document Parking GR/IR AccountMaintenance
Invoice Verification in
the Background
Automated 
Processing
Releasing Blocked 
Invoices
Customizing
for Invoice Verification
XXXX+ YYY= ZZZZ
Credit Memos and
Reversals
Conclusion
 
 
 
 
© SAP AG TSCM52 20-3 
 SAP AG 1999
z Enter invoices for inventory and non-inventory
items
z Describe the updates and account postings that
result
z Modify cash discount terms and tax information
z Set tolerances for prices, quantities, and
amounts, and release blocked invoices
z Enter planned and unplanned delivery costs
Conclusion: Course Objectives (1)
You are now able to:
 
 
 
 
© SAP AG TSCM52 20-4 
 SAP AG 1999
z Post invoices in the background
z Adjust values with subsequent debits and credits
or with invoice reduction postings
z Process evaluated receipt settlements
z Maintain the GR/IR clearing account
z Configure the Invoice Verification functions
Conclusion: Course Objectives (2)
You are now able to:
 
 
 
 
 
© SAP AG TSCM52 21-1 
 SAP AG 2002
Course: Mini Case Study
 SAP AG 2002 
 
 
 
© SAP AG TSCM52 21-2 
Case Study Exercises 
 
 
Unit: Case Study 
 
 
At the conclusion of this exercise, you will be able to: 
• Test your knowledge of Materials Management transactions 
• Configure the R/3 system in order to perform Logistics functions. 
• Configure the R/3 system in order to perform certain Inventory 
Management functions. 
 
 
This lesson provides the opportunity to put into practice several materials 
management concepts that you have studied to this point. Within a limited 
time period you will be assigned a series of tasks to complete to meet the 
business requirements defined by the project team. 
In your role on the Project Team, you have made great progress with the basics 
of procurement. However, to further test the R/3 functionality, the Project 
manager has suggested you complete the tasks listed below. Complete the 
following using any references you need (e.g., R/3 Documentation, Participant 
Handbook, each other, etc) 
 
A limited amount of information is provided. For required fields 
you may use any value of your choice unless specified otherwise 
in the exercise. 
1-1 A new plant is to be created in Atlanta. This plant belongs to company code 1000 
and purchasing organization 1000. Create plant Z## by copying the data from plant 
1000. Then check all the necessary assignments. 
1-2 The project team has decided that a new material type will need to be created. This 
new material type should be based on a raw material type but should be configured 
to allow both purchasing and sales views. Configure material type X## with these 
requirements. 
1-3 To test your configuration, create a new material master record using your new 
material type. Create the Basic, Purchasing, and Accounting views. Assign this 
material to your new plant. 
Material Number: _______________________________________ 
1-4 A member of the project team has run into a problem and needs your help. Is it 
possible to make the net weight field required for the new material type? Make the 
necessary configuration changes using a new field reference field X##. 
 
© SAP AG TSCM52 21-3 
1-5 Test this configuration by creating a new material. Is the net weight field required? 
Material Number: _______________________________________ 
1-6 We need to enter the beginning inventory levels in the new plant and we don’t have 
purchase orders to receive. Is there a movement type that can handle this situation? 
Post a receipt into storage location 0001 in your plant Z## using this movement 
type. 
1-7 Create a source list for your new material and your new plant. Use vendor 1000 as 
a valid source for the remainder of the year. 
1-8 Create a purchase order using vendor 1000 and purchasing organization 1000. 
Order a quantity of 100 of your new material and use your new plant Z##. 
Purchase Order: _____________________________________ 
1-9 Post a goods receipt of 80 against this purchase order. 
Material Document Number: ____________________________________ 
1-10 One of the project team members has asked you to help him understand the Invoice 
Verification process. Post an invoice against your purchase order (From step 
seven) for the total quantity of 100, not just the quantity received. 
Are you able to save the invoice? Why? Is the invoice blocked for payment? 
___________________________________________________________ 
1-11 Where can we see if the invoice is blocked? What is the blocking reason? 
1-12 Release the blocked invoice for payment 
1-13 Display your purchase order. Where can we see the invoiced quantity and the open 
quantity for the purchase order? 
____________________________________________________________ 
1-14 A member of the project team has run into a problem and is seeking your advice. In 
situations where there are quantity differences between the goods receipt and the 
invoice(for a purchase order) the result is a balance on the GR/IR clearing account. 
How can these GR/IR account differences be cleared in the R/3 system? Research 
this question and explain to the project team member how this transaction works 
and where the menu option can be found. 
Demonstrate this functionality using the purchase order created in step 1-8. 
Clear the GR/IR balances for your purchase order only. 
1-14 A member of the project team is not sure where to find the total value and quantity 
of the material created in step 1-3. What is the total value? What is the total 
quantity? Is the value of consignment material included in this total? 
____________________________________________________________ 
 
© SAP AG TSCM52 21-4 
Case Study Solution 
 
 
Unit: Case Study 
 
 
At the conclusion of this exercise, you will be able to: 
• Test your knowledge of Materials Management transactions 
• Configure the R/3 system in order to perform Logistics functions. 
• Configure the R/3 system in order to perform certain Inventory 
Management functions. 
 
 
This lesson provides the opportunity to put into practice several materials 
management concepts that you have studied to this point. Within a limited 
time period you will be assigned a series of tasks to complete to meet the 
business requirements defined by the project team. 
In your role on the Project Team, you have made great progress with the basics 
of procurement. However, to further test the R/3 functionality, the Project 
manager has suggested you complete the tasks listed below. Complete the 
following using any references you need (e.g., R/3 Documentation, Participant 
Handbook, each other, etc) 
 
A limited amount of information is provided. For required fields 
you may use any value of your choice unless specified otherwise 
in the exercise. 
1-1 A new plant is to be created in Atlanta. This plant belongs to company code 1000 
and purchasing organization 1000. Create plant Z## by copying the data from plant 
1000. Then check all the necessary assignments. 
Menu path From the IMG: Enterprise Structure → Definition → Logistics- 
General → Define, Copy, Delete, check Plant. Then Copy, delete, check plant. 
1-2 The project team has decided that a new material type will need to be created. This 
new material type should be based on a raw material type but should be configured 
to allow both purchasing and sales views. Configure material type X## with these 
requirements. 
Menu path From the IMG: Logistics – General → Material Master → Basic 
Settings → Material Types → Define Attributes of Material Types 
1-3 To test your configuration, create a new material master record using your new 
material type. Create the Basic, Purchasing, and Accounting views. Assign this 
material to your new plant. 
Material Number: _______________________________________ 
Menu Path: Logistics→ Materials Management →Material Master → 
Material → Create (General) → Immediately 
 
© SAP AG TSCM52 21-5 
1-4 A member of the project team has run into a problem and needs your help. Is it 
possible to make the net weight field required for the new material type? Make the 
necessary configuration changes using a new field reference field X##. 
Steps: 
1. What is the technical name of the Net Weight field? Go to the field and 
choose Help, then Technical Information 
MARA – NTGEW 
2. Which field reference is attached to your new material type? 
Answer: ROH 
Menu path From the IMG: Logistics – General → Material Master → 
Basic Settings → Material Types → Define Attributes of Material Types 
3. Create a new field reference X## by copying field reference ROH. 
Menu path From the IMG: Logistics – General → Material Master 
→Field Selection → Assign Fields to Field Selection Groups 
4. To which field selection group does the field Net Weight belong? 
Answer: 016 
5. Change the control string for field reference X## to make the fields in 
field selection group 16 required. 
6. Attach the new field reference X19 to your new material type X19. 
Menu path From the IMG: Logistics – General → Material Master → 
Basic Settings → Material Types → Define Attributes of Material Types 
1-5 Test this configuration by creating a new material. Is the net weight field required? 
Material Number: _______________________________________ 
Answer: Yes, the new weight field and the other fields in the field selection 
group are required. A field can be moved to another field group if it has a 
different field selection. 
Menu Path: Logistics→ Materials Management →Material Master → 
Material → Create General → Immediately 
1-6 We need to enter the beginning inventory levels in the new plant and we don’t have 
purchase orders to receive. Is there a movement type that can handle this situation? 
Post a receipt into storage location 0001 in your plant Z## using this movement 
type. 
Answer: Movement type 561 - Initial Stock Entry. 
1-7 Create a source list for your new material and your new plant. Use vendor 1000 as 
a valid source for the remainder of the year. 
Menu Path: Logistics → Materials Management → Purchasing → Master 
Data →Source List → Maintain 
 
© SAP AG TSCM52 21-6 
1-8 Create a purchase order using vendor 1000 and purchasing organization 1000. 
Order a quantity of 100 of your new material and use your new plant Z##. 
Purchase Order: _____________________________________ 
Menu Path: Logistics → Materials Management →Purchasing → Purchase 
order Create →Vendor Known 
1-9 Post a goods receipt of 80 against this purchase order. 
Material Document Number: ____________________________________ 
Menu Path: Logistics → Materials Management → Inventory Management → 
Goods Movement → Goods Receipt → For Purchase Order → GR for 
Purchase Order 
1-10 One of the project team members has asked you to help him understand the Invoice 
Verification process. Post an invoice against your purchase order (From step 
seven) for the total quantity of 100, not just the quantity received. 
Are you able to save the invoice? Why? Is the invoice blocked for payment? 
___________________________________________________________ 
Menu Path: Logistics → Materials Management → Logistics Invoice 
Verification → Document Entry → Enter Invoice 
You will be able to save the invoice but it will have a quantity block because 
the invoice quantity is greater than the quantity received. 
1-11 Where can we see if the invoice is blocked? What is the blocking reason? 
Menu Path: Logistics → Materials Management → Logistics Invoice 
Verification → Further Processing → Display Invoice Document 
1-12 Release the blocked invoice for payment 
Menu Path: Logistics → Materials Management → Logistics Invoice 
Verification → Further Processing → Release Blocked Invoices 
Run this report for your purchasing group and vendor 1000. 
1-13 Display your purchase order. Where can we see the invoiced quantity and the open 
quantity for the purchase order? 
____________________________________________________________ 
Answer: PO Header Status 
 
 
© SAP AG TSCM52 21-7 
1-14 A member of the project team has run into a problem and is seeking your advice. In 
situations where there are quantity differences between the goods receipt and the 
invoice (for a purchase order) the result is a balance on the GR/IR clearing account. 
How can these GR/IR account differences be cleared in the R/3 system? Research 
this question and explain to the project team member how this transaction works 
and where the menu option can be found. 
 
Demonstrate this functionality using the purchase order created in step 1-8. 
Clear the GR/IR balances for your purchase order only. 
Menu Path: Logistics → MaterialsManagement →Logistics Invoice 
Verification → GR/IR Account Maintenance → Maintain GR/IR Clearing 
Account. 
Remember to clear the GR/IR balances for your purchase order only. 
Answer: Quantity differences between goods receipt and invoice for a 
purchase order result in a balance on the GR/IR clearing account. If no more 
goods or invoices are to be received, you must clear the balance manually. 
1-15 A member of the project team is not sure where to find the total value and quantity 
of the material created in step 1-3. What is the total value? What is the total 
quantity? Is the value of consignment material included in this total? 
____________________________________________________________ 
Answer: The total stock quantity and total value is displayed on the 
accounting view on the Material Master. Vendor consignment is not included 
in the total because it is still owned by the vendor.