Invoice Verification End User Manual

Saudi Arabian Airlines

MM Invoice Verification

MM_07

User Training Manual

2008

Version: 01

MM Invoice Verification 1

1. 2. 3. 4. 5.

MM_07 : MM Invoice Verification

Contents

Course Overview: MM Invoice Verification.........................................................3

Curriculum..........................................................................................................4 Course Introduction............................................................................................5 Purchasing Process Overview ...........................................................................6 Business Impacts.............................................................................................11

5.1. Key Impacts...........................................................................................11

5.2. Glossary ................................................................................................11

5.3. Post Go Live Support Process ..............................................................11

6. Practical Component........................................................................................12

Exercise 1: Enter Incoming Invoice referencing a PO - MIRO.........................13

Exercise 2: Display Invoice Document - MIR4.................................................15

Exercise 3: Display List of Invoice Documents - MIR5 ....................................16

Exercise 4: Release Blocked Invoices - MRBR...............................................17

Exercise 5: Cancel Invoice Document - MR8M ...............................................19 MM Invoice Verification 2

1. Course Overview: MM Invoice Verification 1.1. Course Version:

2008 - Version 1

1.2. Duration

1 Day

1.3. Course Goals

At the completion of the course the delegates should be able to:

1. Enter \ display Incoming Invoice referencing a PO

2. Release Blocked Invoices 3. Cancel Invoice Document

1.4. Target Audience

Invoice processors.

1.5. Prerequisites

• Essential

1. PC Literacy

2. SAP01: SAP Basics & Navigation

• Recommended

None

1.6. Course Content

1. 2. 3. 4. 5.

Enter Incoming Invoice referencing a PO

Display Invoice Document

Display List of Invoice Documents

Release Blocked Invoices Cancel Invoice Document


2. Curriculum 2.1. Materials management Course Curriculum

Course Code MM_01

MM_02

MM_03

MM_04

MM_05

MM_06

MM_07

MM_08

MM_09

MM_10

MM_11

MM_12

Course Name Purchase Requisitions & SRM Shopper

Purchase Requisition Approver(inc. services)

Buyer (Materials and Services)

Purchase Order Approver

Goods\Services Receipt and Approver

Vendor Management

Invoice verification

Contracts Processing

Management Training

Executive Training

Displays & Reports

Composite Course


3. Course Introduction

This course focuses on Verification Vendor Invoices for Materials (Non Stock) and

Services in SAP, The invoices from Vendor are recorded in SAP by referring to:

• Purchase order number (against which the non-materials/services are

delivered by the Vendor) and the system would list down all the eligible line

items from Purchase order for processing the Invoice. The relevant line

items specific to the invoice presented by the Vendor needs to be selected before proceeding further.

• Vendor code, where the system will list down all the eligible items

(materials/services), from various purchase orders, for invoice processing.

The relevant items (materials/services) are selected from this list, which is indicated in the Vendor's invoice, for further processing.

• The Vendor (Invoice Party Partner), the vendor document number, date of invoice

receipt and total value of the Invoice are mandatory fields on the header of the

Invoice.

• The value and currency from the Vendor's Invoice are entered during Invoice

processing and the system gives message for any differences between the value from Vendor's Invoice and the Purchase order values and the quantity in the Goods

Receipt. The invoice will not be posted until the difference is zero between the debits/credits (or within the allowed tolerances).

• A document number is generated after successful posting of Vendor's invoice and

this would now enable processing of payment to vendor (against this invoice) using

the baseline date of the entered vendors document date and the terms of payment..

An accounting document is also created automatically in the background to recognize Vendor liability and to clear the GR/IR.


4. Purchasing Process Overview

Overview of the SAP purchasing cycle

Purchase Requisition & SRM Shopper

A purchase requisition is a request or instruction to Purchasing to

procure a certain quantity of a material or a service so that it is available at a certain point in time, PR can be created using SRM Shopper Portal or SAP transaction.



Purchase Requisition

& SRM Shopper A Purchase Requisition that is

subject to a release procedure needs to be released by the

required releasing authority.

Purchase requisition

approval



A purchase order (PO) is an external legal document created in SAP for the purchase of a material, in a specified quantity, at a predetermined price, and delivery date. It is sent externally to an outside vendor. A buyer may create a purchase order in SAP upon receiving a requisition initiated earlier in SAP by the originator (this could be the requisition initiator in a particular department), Most of the fields in the PO creation screens will default from the

referenced requisition . Purchase order will be released (approved) upon creation.

Purchase

Order Processing

(Creation & Approval)


& SRM Shopper


approval




Goods receipts are recorded in the system upon receipt of goods

(materials). The receipts are recorded in the system with reference to Purchaser Order. The service entry sheet should be created in SAP as soon the

& SRM Shopper

Goods Receipt

Service Entry

completion of service by the Vendor (by referring the Purchase orders).

Purchase

Order Processing



approval



Invoice Verification &

Payment Processing

Goods Receipt

Service Entry

The invoices from Vendor are recorded in SAP by referring to Purchase order number. A document number is generated after successful posting of Vendor's invoice and this enables processing of payment to

vendor (against this invoice) using the baseline date of the entered

vendors document date and the terms of payment. An accounting document is also created automatically in the background to recognize Vendor liability and to clear the GR/IR.

Purchase

Order Processing



& SRM Shopper


Approval


10

5. Business Impacts 5.1. Key Impacts

Business Process

Invoice Verification

5.2. Glossary

Terminology

Invoice Verification

Impact

Improved invoice processing

Arabic

ققحتلا نم ريتاوفلا

Meaning

5.3. Post Go Live Support Process

Any queries should be logged with Saudi Airlines Help Desk Please dial 4000


11

6. Practical Component

The following section will focus on exercises that will learn how to apply the SAP Invoice Verification Business Tools to your Job. There are a series of exercises relating to Business Scenarios, with detailed instructions and notes. If at anytime you have any questions, please feel free to stop the Trainer and ask them questions. MM Invoice Verification

12

Exercise 1: Enter Incoming Invoice referencing a PO - MIRO

This exercise demonstrates how to enter vendor invoices referencing a Purchase Order, before beginning this task, obtain the following information.

• The vendor invoice number

• The Purchase Order number that the invoice is in reference to

To enter incoming invoice referencing a PO, follow the menu path given below from the

initial SAP Easy Access screen, double clicking on the last item:

Logistics Materials Management Logistics Invoice Verification Document

Entry Enter Invoice

1. Ensure that the Transaction type is Invoice 2. Enter 01/05/2008 in the Invoice Date field.

Note: Invoice Date is the date written in the vendor invoice.

3. Enter 12345xx in the Reference field.

Note: Reference could be any other sources of information, either

internal or external to SAP. i.e.: vendor invoice number.

4. Ensure Today's date is in the Posting Date field.

Note: The date on which a transaction in SAP will be posted to the

appropriate accounts. SAP will default this field to be the

current date, but changes are allowed. For items to be posted in a future or past period, you must enter the posting date.

5. Enter 1000 in the Amount field (Total amount of the invoice). 6. Enter SAR in the Currency Key field.

Note: Currency key field is to the right of Amount field:

7. Ensure that Reference Document Category is Purchase Order/Scheduling

Agreement.

8. Enter Purchasing Document from the data sheet.

9. Click on the Enter button or press ENTER. MM Invoice Verification

13

Note: vendor information will be displayed on the screen, including

Code, Name, address and bank account details, this information defaults from the vendor master.

10. Click on the Payment tab. 11. What is the Payment Term:

_________________________________________________________________

12. Click on the Contacts tab. 13. Who is the Buyer created the reference PO:

_________________________________________________________________

14. Click on the Save button or press CTRL-S. 15. Record the message at the bottom of the screen:

_________________________________________________________________

16. To exit this transaction, click on the Exit button or press SHIFT-F3 until the

initial SAP Easy Access screen is displayed.


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Exercise 2: Display Invoice Document - MIR4

This exercise demonstrates how to display invoice document. To display invoice document, follow the menu path given below from the initial SAP Easy

Access screen, double clicking on the last item:

Logistics Materials Management Logistics Invoice Verification Further

Processing Display Invoice Document

1. Enter the invoice document created in the first exercise. 2. Record the invoice date and the reference:

_________________________________________________________________

3. Record the invoice amount:

_________________________________________________________________

4. Record the Purchase Order number:

_________________________________________________________________

5. Click on the Payment tab. 6. What is the Payment Term:

_________________________________________________________________

7. Click on the Contacts tab. 8. Who is the Buyer created the reference PO:

_________________________________________________________________




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Exercise 3: Display List of Invoice Documents - MIR5

This exercise demonstrates how to display a list of invoice documents. To display invoice document, follow the menu path given below from the initial SAP Easy



Processing Display List of Invoice Documents

1. Enter 2008 in the Fiscal Year field.

2. Click on the Execute button or press F8. 3. Click on the invoice document no. in the first row. 4. Record the invoice date and the reference:

_________________________________________________________________

5. Record the invoice amount:

_________________________________________________________________

6. Record the Purchase Order number:

_________________________________________________________________

7. Click on the Details tab. 8. What is the invoice Currency:

_________________________________________________________________

9. What is the invoice Exchange Rate:

_________________________________________________________________




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Exercise 4: Release Blocked Invoices - MRBR

This exercise demonstrates how to release blocked invoice. The value and currency from the Vendor's Invoice are entered during Invoice processing

and the system gives message for any differences between the value from Vendor's

Invoice and the Purchase order values and the quantity in the Goods Receipt. The invoice

will not be posted until the difference is zero between the debits/credits (or within the

allowed tolerances). In the latter scenario the saved invoice becomes blocked until the

variation is resolved either by correcting the PO, GR, the Service Entry Sheet or the LIV Document itself.

After clearance the blocked invoice can be released using transaction MRBR. To release blocked invoices, follow the menu path given below from the initial SAP Easy



Processing Release blocked Invoices

1. Enter 1100 in the Company Code field. 2. Enter the invoice document no. created in the first exercise. 3. Enter 2008 in the Fiscal Year field. 4. Ensure that the Release Manually radio button is selected.

Note: Note:

When you release invoices manually, a list of the blocked

invoices that match your criteria appears in the list, Blocking

reasons that no longer apply are highlighted in color, you can

delete individual blocking reason or select invoices to be released.

When you release invoices automatically, the system deletes all blocking reasons that no longer apply. when all blocking reasons are deleted the system automatically releases the invoice.

5. Click on the Execute button or press F8. 6. Select the invoice document no. created in the first exercise.

7. Click on the Details button. MM Invoice Verification

17

8. Record the blocking reason(s) (scroll down till the list bottom).

_________________________________________________________________

9. Click on the Close Window button. 10. Select the invoice document no. created in the first exercise.

11. Click on the Release button.


_________________________________________________________________




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Exercise 5: Cancel Invoice Document - MR8M

This exercise demonstrates how to cancel invoice document. To cancel invoice document, follow the menu path given below from the initial SAP Easy



Processing Cancel Invoice Document

1. Enter the invoice document no. created in the first exercise. 2. Enter 2008 in the Fiscal Year field. 3. Click in the Reversal Reason Field.

4. Click on the Reversal Reason Matchcode button or press F4. 5. Select Reversal in closed period from the list. 6. Enter today's date in the posting date field.

7. Click on the Display document

8. Click on the Follow-on Documents 9. Double click on the Accounting Document. 10. Ensure that this is the invoice required for reversal.

button

button.

11. Click on the Back button or press F3.

12. Click on the Cancel button.

13. Click on the Back button or press F3.


_________________________________________________________________




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