Improvement of an Invoice Verification Process: A Systematic ...
(714514216) Invoice Verification
Transcript of (714514216) Invoice Verification
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! "#
# ! $ % ! "& ' &()* + ,,- ) ,,
! %
for
SAP MM – Material Management
Process Name: Invoice verification Processing
Process No: TRF/P2P/1.5
Control Copy No: TRF/P2P/1.5/01
. / 0 1 / 0 / 0
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nterprise Proc!rement to pay process in TRF "as t"e follo#ing $!siness processes.
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& % (
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For eac" of t"e a$ove processes% t"ere are separate n& 'ser Training (an!als areavaila$le
T"is &oc!ment covers sl. No.) of t"e a$ove list% t"at is Invoice *erificationprocessing
T"is n& 'ser Training man!al on Invoice *erification processing consists of t"e
Follo#ing se+!ence of s!$,processes as liste& in t"e Ta$le of contents -net page
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' 2*
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Purpose .
I!e"r#!$o .
%e#!ures .
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Invoice Processing
Te Proc!rement Process
P!rcase
Re"!isition
for #oo$s/
ServicesP!rcaseRe"!isition
1%
2%
&%
P!rcase
'r$er
P!rcase'r$er
1%
2%
&%
#oo$s
Recei(t
o
o es g
)en$or invoice
n ng* Re(o g* a n +
Invoice verification: (atc"es t"e ven&ors invoice to t"e p!rc"ase or&er an&
t"e goo&s receive& -r& part of ,#ay matc".
(atc"es price% an& +!antity.
'p&ates t"e p!rc"ase or&er an& its "istory.
'p&ates acco!nting information.
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Invoice )erification ,nvironment
/- ac o! s
P!rcaseor$er
)en$or
in sse s
os ce e s
#oo$s recei(t
Ma e a as e
en o as e
o o s
)en$orinvoice
P o e s
e s
os ng an n o ce n e R +s e
!( a e (! cas ng an acco!n ng a
nvo ce ve c on accesses a a o (! cas ng* nven o +
anage en * a e a as e * an ven o as e es.
voice
Invoice
)erification
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#oo$s Iss!e
oo s s!e
From areo!se
From 0onsignment Stores
0ons!m(tion Iss!e
os en e Sam(le
se Scra(
a
Transfer Posting0om(an+ 0o$e
231
0om(an+ 0o$e
231
Master
----- ------ ------- ----- - ----- -- ------- ------- ---------
Pro$!ct12&
Master
----- ------ ------- ----- - ----- -- ------- ------- ---------
Pro$!ct46
M 7
Stoc8 Transfers
M I
Transfer Postings
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P+sical inventor+ (rocess
0reate (+sical
inventor+ $oc!ment
Man!all+9atc In(!t
Session
P+sical inventor+
$oc!ment
Posting (+sical
inventor+ $ifference
Material oc!ment Acco!nting oc!ment
;($ates Inventor+ ata ;($ates Stoc8 Acco!nts
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! " #!$
Purpose
o"$s!$s I+o$e er$$#!$o $s # p#r! o #!er$#s ##"ee! (). I! $s s$!u#!e7 #! !8e e7 o !8e
o"$s!$s supp* 8#$ !8#! $u7es Pur8#s$", I+e!or* ##"ee!, #7 I+o$e er$$#!$o. I! $s
$ o"$s!$s I+o$e er$$#!$o !8#! I o $ " I + o $ es #re +er$$e7 $ !ers o !8e$r o!e!, pr$es
#7 #r$!8e!$. 98e !8e $+o$e $s pos!e7, !8e $+o$e 7#!# $s s#+e7 $ !8e s*s!e. :8e s*s!e
up7#!es !8e 7#!# s#+e7 $ !8e $+o$e 7oue!s $ #!er$#s ##"ee! #7 %$#$# ;ou!$".
Integration
o"$s!$s I+o$e er$$#!$o $s ose* $!e"r#!e7 <$!8 !8e opoe!s %$#$# ;ou!$" (%I)
#7 =o!ro$" (=>). I! p#sses o !8e ree+#! $or#!$o #?ou! p#*e!s or $+o$e ##*ses !o
!8ese opoe!s.
Features
I #!er$#s ##"ee!, o"$s!$s I+o$e er$$#!$o 8#s !8e oo<$" e#!ures
@ I! ope!es !8e #!er$# prouree! proess, <8$8 s!#r!e7 <$!8 !8e pur8#se reAu$s$!$o #7
resu!e7 $ # "oo7s ree$p!.
@ I! #o<s $+o$es !8#! 7o o! or$"$#!e $ #!er$#s prouree! (su8 #s ser+$es, eBpeses,ourse os!s) !o ?e proesse7.
@ I! #o<s re7$! eos !o ?e proesse7, e$!8er #s $+o$e re+ers#s or re!ur 7e$+er$es.
; $+o$e # ?e proesse7 $ o"$s!$s I+o$e er$$#!$o $ +#r$ous <#*s
@ I+o$e er $$ #!$ o >$ e
Cou ree$+e # $+o$e #7 e!er !8e $or#!$o o!#$e7 $ $! $ !8e s*s!e, op#r$" !8e 7#!#
(su8 #s Au#!$!$es #7 +#ues) su""es!e7 ?* !8e s*s!e <$!8 !8#! $ !8e $+o$e #7 #D$" #*
eess#r* orre!$os. Cou !8e pos! !8e $+o$e. I !8e E;P /3 E*s!e, # 7$s!$!$o $s #7e
?e!<ee !8e oo<$" !*pes o $+o$es
F I+o$es <$!8 pur8#se or7er reeree
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; !8e $!es $ # pur8#se or7er # ?e se!!e7. 9$!8 pur8#se-or7er-?#se7 I+o$e er$$#!$o, #
!8e $!es o # pur8#se or7er # ?e se!!e7 !o"e!8er, re"#r7ess o <8e!8er # $!e 8#s ?ee ree$+e7$ se+er# p#r!$# 7e$+er$es.
F I+o$es <$!8 "oo7s ree$p! reeree
G#8 "oo7s ree$p! $s se!!e7 sep#r#!e*.
F I+o$es <$!8ou! pur8#se or7er reeree
I+o$es # ?e pos!e7 7$re!* !o H/ #ou!s or #!er$# #ou!s.
@ oue! P#rD$ "
Cou ree$+e # $+o$e, e!er !8e 7#!# $ !8e s*s!e, #7 s#+e !8e $+o$e 7oue!. :8e s*s!e 7oes
o! #De #* pos!$"s. Cou # 8#"e !8$s p#rDe7 7oue!. 98e *ou 8#+e $$s8e7 8#"$" !8e
7oue!, *ou # pos! !8e p#rDe7 7oue!.
@ I+o$e er $$ #!$ o $ !8e #D"r ou7
Cou ree$+e # $+o$e, o* e!er !8e !o!# #ou! o !8e $+o$e #7 #!8 !8e $+o$e up <$!8
#o!8er s*s!e 7oue!. :8e s*s!e !8e 8eDs !8e $+o$e $ !8e ?#D"rou7. I o errors our,
!8e s*s!e #so pos!s !8e $+o$e $ !8e ?#D"rou7. I errors 7o our, !8e s*s!e s#+es !8e $+o$e
#7 *ou !8e 8#+e !o proess $! $ # sep#r#!e s!ep.
@ ;u! o#! $ Ee! !ee!
F G+#u#!e7 ee$p! Ee!!ee! (GE)
Jere, *ou 7o o! ree$+e #* $+o$es ro *our +e7ors, ?u! pos! !8e *ourse ?#se7 o$or#!$o o!#$e7 $ pur8#se or7ers #7 "oo7s ree$p!s.
F =os$"e! #7 P$pe$e Ee!!ee!
Cou #re o! eBpe!$" # +e7or $+o$e, $s!e#7 *ou se!!e pos!e7 <$!87r#<#s *ourse #7 se7 !8e
+e7or # s!#!ee! o !8e se!!ee!.
F I+o$$" p#
Cou 7o o! <#$! or !8e +e7or $+o$e or "oo7s supp$e7 or ser+$es perore7 e+er* !$e. Is!e#7*ou re#!e $+o$es ?#se7 o !8e 7#!es s8e7ue7 $ !8e pur8#se or7er #7 !8ese !r$""er !8e p#*e!!o !8e +e7or.
F e+#u#!$o
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2*
Cou 7e!er$e 7$eree +#ues ?#se7 o re!ro#!$+e* +#$7 pr$e 8#"es #7 re#!e !8e #sso$#!e7
se!!ee! 7oue!s. Cou se7 !8ese 7oue!s !o !8e +e7or.
:8e $+o$e $or#!$o e!ers !8e E;P /3 E*s!e +$# ee!ro$ 7#!# $!er8#"e #7 !8e s*s!e
!r$es !o pos! !8e $+o$e #u!o#!$#*. I errors our, *ou 8#+e !o proess !8e $+o$e #u#*.
98e *ou pos! # $o$" $+o$e, !8e s*s!e 7$sp#*s $+o$e 7oue! u?ers "eer#!e7 $
#!er$#s ##"ee!, #7 !8e 7oue! u?er o !8e #ou!$" 7oue! $ %$#$#
;ou!$", #7 #so !8e u?er o !8e $+o$e re7u!$o 7oue!.
$ #! % #""&
-/ (
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! "# # ! $ % ! "& ' & + ,,- ) ,,
2*
' 4 ! 5 ! 1 4!
'
Jere *ou 8oose !8e !r#s#!$o or !8e $+o$e !8#! *ou <#! !o e!er
K Invoice
Cou 8#+e ree$+e7 # +e7or $+o$e. :8e +e7or $+o$es *ou or !8e "oo7s !8#! *ou 8#+e
or7ere7 ro !8#! op#*.
K Credit memo
:8e +e7or 8#s $+o$e7 *ou !oo u8 or !8e #s! 7e$+er*, or eB#pe, ess !8# !8e #"ree7
Au#!$!* <#s 7e$+ere7 #7 !8#! #! !8e #"ree7 !o!# pr$e, or *ou 8#+e re!ure7 p#r! o #
7e$+er* !o !8e +e7or 7ue !o Au#$!* pro?es.
K Subsequent debit
Cou 8#+e #re#7* ree$+e7 # $+o$e ro *our +e7or or # !8e "oo7s ree$+e7.
Eu?seAue!*, re$"8! os!s #re !o ?e !#De $!o #ou! 8o<e+er, !8e $+o$e Au#!$!*
re#$s !8e s#e.
K Subsequent credit
Cou 8#+e #re#7* ree$+e7 # re7$! eo ro *our +e7or or # !8e "oo7s ree$+e7.
Eu?seAue!*, re$"8! os!s #re !o ?e re7$!e7 !o *our op#* 8o<e+er, !8e re7$! eo
Au#!$!* re#$s !8e s#e.
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! "# # ! $ % ! "& ' & + ,,- ) ,,
' 2*
:8$s ?eo< $or#!$o $s o* or re#7#?e purpose
Entering Document Header Data-MIR0
L 1 1
Use
98e *ou e!er # +e7or $+o$e, *ou us! e!er !8e oo<$" 7oue! 8e#7er 7#!#
K oue! 7#!e
K Pos!$" 7#!e
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! "# # ! $ % ! "& ' & + ,,- ) ,,
2 2*
K Hross $+o$e #ou!
Cou # o+er<r$!e !ers o p#*e! <8e *ou e!er # $+o$e. :8e oo<$" o"$ #pp$es !o
7e!er$#!$o o !ers o p#*e!, !8e p#*e! ?oD, #7 !8e p#*e! e!8o7 <8e *ou e!er #
$+o$e........................................
Entering Terms of Payment for PO Reference
K %or $+o$es <$!8 pur8#se or7er reeree, !8e !ers o p#*e! #re $rs! propose7 ro !8e
$rs! pur8#se or7er, #7 # ?e 8#"e7.
K I *ou 8#"e !8e propose7 !ers o p#*e! De*, # #!!r$?u!es o !8e e< !ers o p#*e!
De* #re op$e7 o+er.
K I *ou 8#"e #!!r$?u!es o # propose7 !ers o p#*e! De*, or eB#pe #*s 1, #7 7o o!
8#"e !8e De*, !8e !8e o!8er #!!r$?u!es, su8 #s p#*e! ?oD #7 ?#se$e 7#!e or
p#*e!, #re Dep!.
K I *ou e!er # e< pur8#se or7er reeree, or eB#pe, ?e#use *ou 8#+e #7e # !*p$"
$s!#De, !8e !8e s*s!e uses !8e !ers o p#*e! De* ro !8e pur8#se or7er *ou e!ere7.
K I *ou 8#+e 8#"e7 !8e !ers o p#*e! $ !8e 8e#7er #7 8#+e e!ere7 # p#*e! ?oD,
#7 8#+e !8e e!ere7 # reeree !o # pur8#se or7er, !8e !8e s*s!e 7oes o! use !8e !ers
o p#*e! De* ro !8e e<*-e!ere7 pur8#se or7er. Jo<e+er, $ *ou 7o o! e!er !8e
pur8#se or7er #"#$ or 8#"e !8e pur8#se or7er, !8e !8e s*s!e uses !8e !ers o p#*e!
De* ro !8e e< pur8#se or7er.
Entering Terms of Payment witout PO Reference
K Cou e!er # $+o$e <$!8ou! pur8#se or7er reeree ?* #77$" # H/ #ou! or #!er$#
$e #s !8e $rs! $!e. I !8e !ers o p#*e! De* 7o o! o!#$ # +#ue, !8e !8e +#ue $s
op$e7 ro !8e #ou!$" +$e< o !8e +e7or #s!er reor7.
K :8$s ?e8#+$our 7oes o! #pp* <8e *ou e!er re7$! eos. I !8$s #se, !8e s*s!e uses !8e
!ers o p#*e! or !8e p#*e! ?oD ro !8e ree+#! $+o$e ( Payment !#? p#"e, Invoice
Reference $e7).
K I !8e !ers o p#*e! De* #re #u!o#!$#* op$e7 ro !8e +e7or #s!er reor7, !8e
s*s!e $ssues # <#r$" ess#"e $ !8e s!#7#r7 s*s!e. Cou # s<$!8 o !8$s ess#"e $=us!o$M$".
K I *ou 8#+e #re#7* e!ere7 $!es #7 !8e 8#"e !8e +e7or, !8e !ers o p#*e! #re Dep!.
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:8$s ?eo< $or#!$o $s o* or re#7#?e purpose
Entering Terms of Payment !it and !itout PO Reference
epe7$" o <8e!8er *ou $rs! e!er # pur8#se or7er <$!8 P> reeree or # $!e <$!8ou! P>
reeree, !8e !ers o p#*e! #re 7e!er$e7 e$!8er ro !8e pur8#se or7er or ro !8e +e7or
#s!er reor7, #or7$" !o !8e o"$ 7esr$?e7 #?o+e.
Procedure
=8oose Logistics ® Materials Management ® Logistics Invoice Verification ® Document Entry N
Enter Invoice:8e Enter Invoice sree #ppe#rs.
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! "# # ! $ % ! "& ' & + ,,- ) ,,
* 2*
L 1 1
G!er !8e reAu$re7 7oue! 8e#7er 7#!# o !8e !#? p#"es $s!e7 ?eo<
K !asic data
> !8$s !#? p#"e, *ou e!er $or#!$o su8 #s !8e 7oue! 7#!e, !8e pos!$" 7#!e,!8e "ross $+o$e #ou!, #7 !8e !#B $or#!$o.
K Payment
> !8$s !#? p#"e, *ou e!er $or#!$o su8 #s !8e ?#se$e 7#!e or p#*e!, !8e
!ers o p#*e!, #7 !8e ?#D 7e!#$s.
K Details
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! "# # ! $ % ! "& ' & + ,,- ) ,,
4 2*
> !8$s !#? p#"e, *ou e!er $or#!$o su8 #s up#e7 7e$+er* os!s #7 #
7$ere! $+o$$" p#r!*.
K : #B
> !8$s !#? p#"e, *ou e!er $or#!$o su8 #s !8e !#B #ou!s #7 !8e !#B o7e or
*ou see! Calculate ta". I *ou see! Calculate ta", !8e s*s!e #u#!es !8e !#B
#ou! ?#se7 o !8e !#B o7es $ !8e $+o$e $!es.
K Contacts
;!er *ou 8#+e #o#!e7 !8e $+o$e, !8e s*s!e 7e!er$es !8e proessors o !8e
?us$ess !r#s#!$os !8#! 8#+e !#De p#e so #r.
K #ote
> !8$s !#? p#"e, *ou # e!er # eo !8#! ou7 ?e useu or ur!8er proess$" o
!8e $+o$e.
K $mount s%lit
Cou # 7$+$7e up !8e $# #ou! o # $+o$e or re7$! eo 8ere, or eB#pe,
#or7$" !o 7$ere! p#*e! e!8o7s or !ers o p#*e!. I *ou 8#+e e!ere7 #
p#*e! e!8o7 8ere, !8$s e!r* !#Des pr$or$!* o+er !8e
! # %(
#!
:8e Enter Invoice sree #ppe#rs.
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1. G!er !8e 8e#7er 7#!# ro !8e +e7or $+o$e #s reAu$re7.2. ;o#!e !8e $+o$e. =8oose ro
Pur8#se or7er/s8e7u$" #"reee!
e$+er* o!e $ o #7$"
Eer+$e e!r* s8ee! e7or :r#spor!#!$o ser+$e #"e!
3. G!er !8e 7oue! u?er $ !8e eB! $e7 or $ *ou #o#!e !8e $+o$e !o # +e7or or #!r#spor!#!$o ser+$e pro+$7er, e!er !8e +e7or u?er.
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'!! '
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! "# # ! $ % ! "& ' & + ,,- ) ,,
- 2*
4. =8oose more allocation criteria.
5. G!er 7#!# #s reAu$re7.
6. =8oose .
&. :8e s*s!e 7$sp#*s !8e $+o$e $!es #7 +e7or 7#!# !8#! #!8 !8e #o#!$o.
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! "# # ! $ % ! "& ' & + ,,- ) ,,
' 2*
1 ! !! (O ! ' P 1
( 1 ! 3 Q R
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! "# # ! $ % ! "& ' & + ,,- ) ,,
' 2*
So< press e!er , eB! sree #ppe#rs #s
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! "# # ! $ % ! "& ' & + ,,- ) ,,
'' 2*
2 Q ' !
! ' 1 Q 3
1
' 1 Q R
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! "# # ! $ % ! "& ' & + ,,- ) ,,
'2
Finally Recor& t"e message at t"e $ottom of t"e screen:
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Disp"ay In#oice Document $ MIR%
:8$s eBer$se 7eos!r#!es 8o< !o 7$sp#* $+o$e 7oue!.:o 7$sp#* $+o$e 7oue!, oo< !8e eu p#!8 "$+e ?eo< ro !8e $$!$# E;P G#s* ;esssree, 7ou?e $D$" o !8e #s! $!eo"$s!$s #!er$#s ##"ee! o"$s!$s I+o$e er$$#!$o %ur!8er Proess$"$sp#* I+o$e oue!
1. G!er !8e $+o$e 7oue! re#!e7 $ !8e $rs! eBer$se.
2. eor7 !8e $+o$e 7#!e #7 !8e reeree
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! "# # ! $ % ! "& ' & + ,,- ) ,,
'* 2*
3. eor7 !8e $+o$e #ou!
4. eor7 !8e Pur8#se >r7er u?er
5. =$D o !8e Payment !#?.
6. 98#! $s !8e Payment Term
&. =$D o !8e &ontacts !#?.
'. 98o $s !8e u*er re#!e7 !8e reeree P>
) #*
T"is eercise &emonstrates "o# to &isplay a list of invoice &oc!ments.To &isplay invoice &oc!ment% follo# t"e men! pat" given $elo# from t"e initial 34P asy 4ccess screen% &o!$le clicing on t"e last item:
6ogistics (aterials (anagement 6ogistics Invoice *erification F!rt"er Processing 7isplay 6ist of Invoice 7oc!ments
1. nter 2%% in t"e Fiscal ear fiel&.
2. Clic on t"e ec!te $!tton or press F8.
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! "# # ! $ % ! "& ' & + ,,- ) ,,
'4
. Clic on t"e invoice &oc!ment no. in t"e first ro#.
9. Recor& t"e invoice &ate an& t"e reference:
5. Recor& t"e invoice amo!nt:
. Recor& t"e P!rc"ase ;r&er n!m$er:
<. Clic on t"e etails ta$.
8. ="at is t"e invoice 0!rrenc+:
). ="at is t"e invoice ,<cange Rate:
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# + , ) #+#
T"is eercise &emonstrates "o# to release $loce& invoice.T"e val!e an& c!rrency from t"e *en&ors Invoice are entere& &!ring Invoice processing an&t"e system gives message for any &ifferences $et#een t"e val!e from *en&ors Invoice an&t"e P!rc"ase or&er val!es an& t"e +!antity in t"e >oo&s Receipt. T"e invoice #ill not $eposte& !ntil t"e &ifference is ?ero $et#een t"e &e$its/cre&its -or #it"in t"e allo#e&tolerances. In t"e latter scenario t"e save& invoice $ecomes $loce& !ntil t"e variation isresolve& eit"er $y correcting t"e P;% >R% t"e 3ervice ntry 3"eet or t"e 6I* 7oc!ment
itself. 4fter clearance t"e $loce& invoice can $e release& !sing transaction ([email protected] release $loce& invoices% follo# t"e men! pat" given $elo# from t"e initial 34P asy 4ccess screen% &o!$le clicing on t"e last item:6ogistics (aterials (anagement 6ogistics Invoice *erification F!rt"er ProcessingRelease $loce& Invoices
1. nter in t"e 0om(an+ 0o$e fiel&.
2. nter t"e invoice $oc!ment no. create& in t"e first eercise.
. nter 2%% in t"e Fiscal ear fiel&.
9. ns!re t"at t"e Release Man!all+ ra&io $!tton is selecte&.Note: When you release invoices m anua ll y, a list of the blocked invoices that match yourcriteria appears in the list, Blocking reasons that no longer apply are highlighted in colour,and you can delete individual blocking reason or select invoices to be released.Note: When you release invoices au t o m a t ica ll y , the system deletes all blocking reasons that no longer apply.When all blocking reasons are deleted the system automatically releases the invoice.
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9. Clic on t"e ec!te $!tton or press F8.
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! "# # ! $ % ! "& ' & + ,,- ) ,,
'- 2*
! 4
!
4
. 3elect t"e invoice $oc!ment no. create& in t"e first eercise.
<. Clic on t"e 7etails $!tton.
Recor& t"e $locing reason-s -scroll &o#n till t"e list $ottom.
). Clic on t"e Close =in&o# $!tton.
10. 3elect t"e invoice $oc!ment no. create& in t"e first eercise.
11. Clic on t"e Release $!tton.
12. Clic on t"e Save $!tton or press 0TR-S.
1. Recor& t"e message at t"e $ottom of t"e screen:
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! "# # ! $ % ! "& ' & + ,,- ) ,,
2 2*
) #-
T"is eercise &emonstrates "o# to cancel invoice &oc!ment.To cancel invoice &oc!ment% follo# t"e men! pat" given $elo# from t"e initial 34P asy 4ccess screen% &o!$le clicing on t"e last item:6ogistics (aterials (anagement 6ogistics Invoice *erification F!rt"er ProcessingCancel Invoice 7oc!ment
1. nter t"e invoice $oc!ment no. create& in t"e first eercise.
2. nter 2%% in t"e Fiscal ear fiel&.
. Clic in t"e Reversal Reason Fiel&.
9. Clic on t"e Reversal Reason (atc" co&e $!tton or press F9.
5. 3elect Reversal in close$ (erio$ from t"e list.
. nter to$a+=s $ate in t"e (osting $ate fiel&.
<. Clic on t"e 7isplay &oc!ment $!tton -
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! "# # ! $ % ! "& ' & + ,,- ) ,,
2 2*
%! 3 !! 5 1 1
8. Clic on t"e Follo#,on 7oc!ments A $!tton. -
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! "# # ! $ % ! "& ' & + ,,- ) ,,
2' 2*
). 7o!$le clic on t"e 4cco!nting 7oc!ment.
10. ns!re t"at t"is is t"e invoice re+!ire& for reversal.
11. Clic on t"e @ac $!tton or press F.
12. Clic on t"e Cancel $!tton .
1. Clic on t"e @ac $!tton or press F.
19. Clic on t"e Save $!tton or press 0TR-S.
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! "# # ! $ % ! "& ' & + ,,- ) ,,
2222
15. Recor& t"e message at t"e $ottom of t"e screen:
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