Topic-7 (Basics) Invoice Posting and Verification in SAP MM

TOPIC-7

Invoice Posting and Verification

BASICS

Compiled SAP- Portfolio ( Basics) [email protected]

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In this topic

We will discuss how to enter an invoice with unplanned delivery costs in Logistics Invoice Verification. We will also explain the

accounting document for an invoice. We will explain the postings in the invoice.

Objective(s)

Explains how to enter an invoice with unplanned delivery costs in Logistics Invoice Verification, the accounting document for an invoice,

and the postings in the invoice.


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After goods or service is delivered, the vendor submits the invoice. Some times it is possible that unplanned delivery costs are incurred. Hence it becomes necessary to know the data entries for unplanned costs and the subsequent postings.


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After you have received the material against the purchase order and posted a goods receipt in the SAP system, you have to enter the invoice to conclude this process. You can post the invoice by calling the transaction MIRO.When you post an invoice in SAP, the system generates an invoice document and an accounting document.


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Text in the next slide


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The invoice document consists of header and line item details. -The data you can see at line item level is the item for which invoice is received; and its quantity and amount charged. -In header details, you can see the invoicing party; posting date; invoice reference; and name of the person who created the document.

In accounting document, you can see the bookkeeping effects: -At header level, it contains data such as the document and posting date, posting period, and document currency.

-At item level, you can see the G/L account numbers and the associated amounts posted.


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-In the SAP system you can post planned as well as unplanned delivery costs.-Planned delivery costs are the ones which are negotiated in advance with vendor provision and proper provision is made in PO to book this cost. -For example, you create an order based on agreed prices with the vendor before you issue a PO. You also negotiate with the vendor or the transporter and agree on goods delivery cost. ----You enter this cost in special condition type, for example, freight condition. Hence, when you post a goods receipt, it goes to a special clearing account such as Freight Clearing account and these entries are cleared when you post an invoice. -Unplanned delivery costs are the one’s which are not known at the time of ordering. You post this cost at the time of invoice receipt. For example, you place an order based on the agreed terms and conditions with the vendor. In these agreed terms and conditions, terms of delivery is delivery cost to be paid at actuals. -For this unknown delivery, the cost is posted at the time of invoice receipt.-If necessary, the system revaluates the inventory after invoice receipt.


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-In this figure, you can see which account gets updated with planned delivery costs at the time of goods receipt and invoice posting. -You create a PO for material which is valuated at moving average price. As per agreed terms and condition with vendor, you enter delivery costs or freight charges as 20 EUR; agreed material price is 130 EUR. -When you post a goods receipt against such a PO, the system will post -150 EUR to stock account,

-130 EUR to GR/IR clearing account, and

-20 EUR to freight clearing account.

-The GR/IR clearing account and freight clearing account are cleared when incoming invoice is posted. The offsetting entry for the entire invoice amount is posted to vendor account.


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-In this figure, you can see which account gets updated with unplanned delivery costs at the time of goods receipt and invoice posting. -You create a PO for material which is valuated at moving average price. As per the agreed terms and conditions with the vendor, you enter material price as 130 EUR and customs and freight charges are extra at actuals. When you post a goods receipt against such a PO, the system will post 130 EUR to stock account and 130 EUR in GR/IR clearing account. -When you receive an invoice, you have to pay 16 EUR as freight charges. You post the invoice with material cost of 130 EUR and unplanned cost of 16 EUR. -The SAP system clears GR/IR clearing account with 130 EUR and posts unplanned delivery cost of 16 EUR to stock account.-At the time of invoice posting, if stock quantity is less than the invoice quantity, then part of the difference is posted to a price difference account instead of getting posted to the stock account. The vendor account gets updated at the invoice price.

SAP Portfolio- RFQ Basics [email protected]

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P r o c u r e m e n t P r o c e s sP O t o G R N t o I R

I n v o i c e P o s t i n g & V e r i fi c a t i o n f o r P l a n n e d D e l i v e r y ( M I R O )

http://youtu.be/K_aGH8ATncQ

http://youtu.be/K_aGH8ATncQ

SAP Portfolio- RFQ Basics [email protected]

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http://youtu.be/_yEYP3ahxl4

P r o c u r e m e n t P r o c e s sP O t o G R N t o I R

I n v o i c e P o s t i n g & V e r i fi c a t i o n f o r U n p l a n n e d D e l i v e r y ( M I R O )

http://youtu.be/_yEYP3ahxl4


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Summary

We now come to the end of the topic Invoice Verification and Delivery Costs.

You should now be able to discuss how to enter an invoice with unplanned delivery costs in Logistics

Invoice Verification. You should also be able to explain the accounting document for an invoice. You should be able to explain the postings in the invoice.

Documents

Topic-7 (Basics) Invoice Posting and Verification in SAP MM