Presentation on theme: "Chapter 23 Invoice Verification"— Presentation transcript:
1 Chapter 23 Invoice Verification Invoice Verification is the part of the Materials Management Module that processes invoices from vendors by creating them in the system and matching them to Procurement Documents.Chapter ObjectivesDiscuss the purpose of Invoice Verification.Discuss the details of each step in the Invoice Verification process.Discuss the integration points between the Materials Management and Financial Accounting modules in the Invoice Verification process.As a result of this chapter, you should be able to:Know which documents to reference to create a Vendor Invoice.Know the reasons for blocking a Vendor Invoice.Understand how to release a Vendor Invoice which is blocked for payment.Understand how taxes and cash discounts are calculated.
2 Invoice Verification Environment Materials ManagementFinancial AccountingPOOpen ItemsGoodsReceiptInvoiceVerificationInvoiceInvoice Verification provides the link between Materials Management and the Financial Accounting, Controlling, and Asset Accounting Modules.Invoice Verification serves the following purposes:It completes the material procurement process, which starts with the Order Document, continues with the Goods Receipt, and ends with the Invoice Receipt.It allows credit memos for invoice cancellation or discount to be processed.Invoice Verification tasks include:Entering invoices and credit memos that have been received from vendors.Checking the accuracy of invoices with respect to contents, prices, and arithmetic.Creating open items in the Vendor Account.Executing the account postings resulting from an invoice.Checking invoices that were blocked because the invoice varied too greatly from the Purchase Order.Types of Invoice Verification:Posting invoices onlinePosting invoices in backgroundInvoices received via EDIEvaluated Receipt Settlement
3 Information from an Invoice VendorDocument DateCompany CodePurchase OrderInvoice ItemsAmount per ItemMaterialCurrencyQuantitiesUnit of MeasureInvoiced AmountThe mandatory fields for creating a Vendor Invoice are:Document Date, Invoice Amount, Company Code, and Currency.Reference to a Purchase Order (PO), Delivery Note, Goods Receipt (GR), or a Vendor must be made.The following data is copied from the reference source:VendorTerms of Payment (if specified in the Purchase Order)Invoice ItemsThe following data is copied from the Purchase Order:QuantityAmountThe following information is proposed by the system, depending on the system configuration:Tax RateTax AmountBank DataTerms of Payment
4 Entering Taxes on the Invoice Tax DetailsAmountTax ButtonTax CodeThe system checks or calculates the tax based on the Tax Amount entered and the Tax Code.There are different ways to enter tax:Enter the Tax Amount and the Tax Code manuallythe system checks if the Tax Amount and Tax Code correspondthe system creates a message if there is a differenceLeave the Tax Amount field blank and check the Calculate Tax indicatorthe system calculates the tax based on the Tax Code
5 Posting a Vendor Invoice GR / IR AccountInvoiceForPurchaseOrderPostVendor AccountAxxBxxInvoice VerificationMaterial MasterStock valueClient 010Purchase Order HistoryInvoice DataGR/IRVendor200-PossibleUpdateInvoice Document # Vendor A/C $200-GR/IR A/C $200+Posting an invoice received from a vendor will:Create the Invoice Receipt Document.Update the Material master record when appropriate.Update Purchase Order History when appropriate.Post entries to the appropriate G/L Accounts.Update the Vendor Account (sub-ledger).The Purchase Order History for an item within a Purchase Order can be viewed from a Purchase Order by selecting an item, and using the menu path Item® Statistics®PO History.
6 Account Postings Goods Receipt Qty. = 50 Pcs. Invoice Qty. = 50 Pcs. Purchase OrderQty. = 50 Pcs.$2 / Pc.Goods ReceiptQty. = 50 Pcs.InvoiceQty. = 50 Pcs.$2 / Pc.When a Goods Receipt is posted, a debit is posted to the stock account and a credit is posted to the GR / IR Clearing Account with the delivery value (net order price x goods receipt quantity).When the Vendor Invoice is posted, a debit is posted to the GR / IR Clearing Account (and cleared) and a credit is posted to the Vendor Account (sub-ledger). At the same time, a credit is posted to the appropriate G/L Reconciliation Account (Accounts Payable Account) assigned to the Vendor.Stock A/C100GR/IR100Vendor A/C100
7 Invoice Verification GR-based IV not selected Standard POItem Quantity Net. PriceInv. ReceiptFinal InvoiceGR-based IVGoods Receiptþ 50 Qty.Invoice200 $100 Qty.Warning: Quantity invoiced greater than goods receipt quantityWarning: Document no created (blocked for payment)If the Goods Receipt-Based Invoice Verification indicator is not set in the Purchase Order, then an invoice referencing the Purchase Order can be posted prior to Goods Receipt.If the invoice is entered via the Purchase Order number, all of the Purchase Order items are displayed in the selection screen. The system will propose a quantity and amount for each Purchase Order item for which Goods Receipt has been posted.Although an Invoice Receipt Document may be posted prior to a Goods Receipt Document, the Invoice will be blocked for payment because of the quantity variance resulting from the absence of the Goods Receipt Document.Invoice Verificationþ Item 10$ 100 Qty. 50PO #
8 Invoice Verification GR-based IV selected Standard POGoods Receiptþ 50 Qty.Invoice200 $100 Qty.Item Quantity Net. PriceInv. ReceiptFinal InvoiceGR-based IVError: Quantity invoiced greater than goods receipt quantityOn the Purchase Order Item Detail screen, the Goods Receipt-Based Invoice Verification indicator must be selected, which can be set as a default in the Vendor master record.If the Purchase Order Number is referenced, all of its unmatched Goods Receipts will be displayed with their individual Document Numbers on the Selection screen.If the Purchase Order has not been fully received, the system will not allow an Invoice Receipt Document to be posted for the full order value.Invoice Verificationþ Item 10$ 100 Qty. 50PO #
9 Variances Qty $ Price Date 20 10 20 25 Invoice PO Invoice GR PO Several variance limits can be set in MM Invoice Verification Customizing. When an invoice is posted, these tolerance limits are checked:If the invoice is outside the tolerance limits, the system issues an appropriate message (e.g., a warning message).If a tolerance upper limit is exceeded, the invoice is blocked for payment.Variances will exist in the following circumstances:Quantity Variances: delivered quantity minus previously invoiced quantity not equal to invoice quantity.Price Variances: Purchase Order price not equal to invoiced price (or invoiced amount/invoiced quantity).Schedule Variance: Planned Delivery Date is later than the Invoice Posting Date.InvoiceDec. 25Dec. 1
10 Quantity Variance Example Purchase Order50 $2 / Pc.Goods ReceiptQty. = 50 Pcs.InvoiceQty. = 100 Pcs.@ $2.00 eachStock A/CGR / IR100-In the above example, the invoice quantity is larger than the Goods Receipt quantity (not possible in Goods Receipt-Based Invoice Verification).If the invoiced quantity is larger than the delivered quantity, the system expects another Goods Receipt.If the delivered quantity is larger than the invoiced quantity, the system expects another Vendor Invoice.If no more goods are received or invoiced, a balance will remain in the GR / IR Clearing Account. This balance must be cleared in one of three ways:Return the extra goods to the vendor.Cancel the invoice.Clear the GR / IR Clearing Account directly.Vendor A/C200-100+200+
11 Tolerance Configuration Quantity Variancewhen GR = zeroPrice VarianceTolerances are configured in Customizing.Tolerances can be established for different variances:Quantity VariancePrice VarianceSchedule Date VarianceMiscellaneous other variancesFor each Tolerance Key and Company Code, upper and lower absolute tolerances as well as upper and lower percentage tolerances can be set.Many of the variances actually depend on the total dollar amount of the variance.
12 Invoice is BLOCKED for payment Blocking InvoicesPurchase Order50 $2 / pc.Goods ReceiptQty. = 50 pcs.Invoice50 $5 / pc.Quantity==50Price50 x 2 = <>50 x 5 = 250ErrorIf an invoice is blocked for payment, an entry is displayed in the Payment Block in the Vendor Details of the Invoice Document, which prevents Accounting from making the payment.An invoice is blocked if it contains an item with a Blocking Reason. Blocking Reasons may include:Quantity VariancesPrice VariancesManual InspectionQuality inspection.A separate transaction is used to release blocked invoices. When all blocks have been released, the Payment Block field is cleared and payment can be made.Invoice is BLOCKED for payment(Price Variance)
13 Releasing Blocked Invoices The Invoice Release Transaction requires the user to select the invoices to process and to determine how those invoices will be processed:ManuallyAutomaticallyIt is possible that the deadline for a cash discount will be exceeded in the time period between blocking and releasing an invoice. Therefore, when an invoice is released, the Baseline Date for payment can be changed. This feature might be used in cases where the vendor was at fault and caused the delay.Although the blocking reason may no longer be valid, every blocked invoice remains blocked until it is released.
14 Payment Program can settle the Invoice Automatic Release100 pcs.50 pcs.IR>GRInvoice Blockedfor PaymentOrderDeliveredInvoice100 Pcs.50 pcs.XPayment Program can settle the InvoiceA reason for blocking an invoice can become invalid over time.For example: Quantity Variance Block and Schedule Date Variance Block will automatically become invalid with time.Release of invoices can be made using the automatic release function. All invoices that meet selection parameters or contain Blocking Reasons that are no longer valid will be released.DeliveredAutomatic Release
15 Manual Release select release pay Blocks Document Item Q P D G M O I XX XX X XselectreleaseIf the user does not process the automatic release, a list of invoices that can be released manually can be displayed. The individual Blocking Reasons can be deleted. When the Blocking Reason is deleted, the system releases the invoice for payment.This transaction cannot be used to reverse a released invoice.FormatUsageAllowed Valuespay
16 Subsequent Debit / Credit Purchase Order100 $2 / pc.GRQty. = 50 pcs.Invoice #150$2 / pc.Invoice VerificationSettled OKInvoice #250$2.05 / pc.GRQty. = 50 pcs.Credit NotePO#50$0.05- / pc.Invoice VerificationSub. Deb / CredP.O. HistoryGR #1 50 pcs.GR #2 50 pcs.IR #1 50 pcs. $100.00IR #2 50 pcs. $102.50SC #1 50 pcs. -$100 pcs. $200.00Stock A/C2.50Subsequent debit / credit memo(s) are used to process additional invoice(s) or credit memo(s) received from a vendor after a (PO) transaction has been settled (paid).Since settlement has been made, the quantity cannot be changed by these documents.The standard system has two definitions:X Subsequent debit / credit = generalS Subsequent debit / credit = freight carrierAdditional user-defined indicators can be made in MM Customizing.When a subsequent debit/credit is posted, the invoiced amount is posted to the Vendor account. The offsetting entry is made to the stock or price difference account, depending on the material’s price control.The above example assumes moving average price control + stock > zero.Vendor A/C2.50
17 Credit Memos Purchase Order 50 pcs. @ $2 / pc. Goods Receipt Qty. = 50 pcs.Invoice25 $2 / pc.25 $2.10 / pc.Credit memos are issued when goods are returned or a price adjustment is needed.Price AdjustmentReturn all GoodsCredit25 $0.10 / pc.Credit25 $2 / pc. 25 $2.10 / pc.A vendor will normally issue a Credit Memo when the delivered goods are unusable or have been returned. They are also used for price adjustments.If the Credit Memo is for part of an invoice quantity, it will have to be processed manually in the system.If it is for a total invoice quantity, the original Invoice document and the system generate the Credit Memo document.A Credit Memo can be created without reference to a Purchasing Document, using the same process that is used for invoices.The system treats Credit Memos the same way as an invoice except that the postings have the opposite sign (+/-).
18 Invoice Verification Chapter Summary Key TermsInvoice VerificationGR / IR Clearing AccounttionQuantity VariancePrice VarianceSchedule Date VariancePayment BlockCredit MemoInvoice Verification: A function within the Materials Management Module which processes invoices from vendors by creating them in the system and matching them to Procurement Documents.GR/IR Clearing Account: A holding account to which a payment obligation is posted before the actual Vendor invoice is received or posted.Quantity Variances: This variance is caused by the delivered quantity minus previously invoiced quantity not equaling the invoice quantity.Price Variances: This variance is caused by the Purchase Order price not equaling the invoiced price (i.e., invoiced amount / invoiced quantity).Schedule Date Variance: Planned Delivery Date is later than the Invoice Posting Date.Payment Block: Prevents Accounting from paying an invoice when there are variances between the ordered, delivered, and/or invoiced amountsCredit Memo: A document issued by a vendor that adjusts a customers account when the delivered goods are unusable or have been returned. They are also used for price adjustments