Invoices with Purchase Order or Goods

Receipt Reference

SAP AG

SAP AG

TAMM30 4.0B

6-1

Invoices with Purchase Order or Goods Receipt

Reference: Objectives
At the conclusion of this unit, you will know:
How to enter an invoice referencing a purchase

order.
Which information the system suggests when you

enter an invoice, and which information you need to

enter.
The screens you will need to use when you enter an

invoice.
The differences between entering an invoice in

conventional Invoice Verification and Logistics

Invoice Verification.
The special features of goods-receipt-based Invoice
R

Verification.

SAP AG

SAP AG

TAMM30 4.0B

6-2

Information in an Invoice
RH
Rogers & Hart
415 Walnut Street
Philadelphia PA 19101

Adressee

03.05.

Document date

Reference

SAP America
701 Lee Road
Wayne PA 19087

Purchase order

Invoice no. 1266/33

Re: Your purchase order 4151599001 dated 24.04.
We have supplied you with the following goods:

Invoice items

Bearings
Supports

Material

50 pcs
8 pcs

Tax 10%.

Quantity

1 000.00 UNI
800.00 UNI
_________
1 800.00 UNI
180.00 UNI
_________
1 980.00 UNI

Unit of measure
Terms of payment

Invoicing party

Currency
Amount per item
Tax amount
Invoice amount
Tax rate

Payable within 20 days of invoice date,

2% cash discount if payment received within 10 days.
Account 11223344 Bank of California (bank code 300 210 55)

Bank information
R

SAP AG

The user must enter:

document date, purchase order number
invoiced amount, tax amount, terms of payment (if necessary)
The following are copied from the purchase order:
vendor, terms of payment (if defined there)
invoice items
The following are transferred from the purchase order history:
quantity, amount
The following is proposed on the basis of the system settings:
rate at which tax is calculated
The bank information is stored in the vendor master record.

SAP AG

TAMM30 4.0B

6-3

Conventional Invoice Verification: Procedure

Initial screen

Vendor screen
Automatic
in the case of
variance

Selection
screen

Item screen
Item screen
Document
overview
Item screen

Document
check
Initial screen

SAP AG

Initial screen: Fill out document header, make selection

Vendor screen:
Enter vendor data
Selection screen:
Select desired items
Document overview: Overview of the items entered
Item screen: Detailed information on an item, some data can be changed
Document correction screen: Correct quantities and amounts in the overview
Document check:
Simulate postings and determine balance

SAP AG

TAMM30 4.0B

6-4

Logistics Invoice Verification: Procedure

Initial screen

Item list

Document
header

Document simulation
4.5A

Initial screen
R

SAP AG

Initial screen: Fill out document header, enter vendor data, match to purchase order
Item list:
Overview of the items entered, the quantities and amounts can be changed
Document simulation: Simulate postings and determine balance
Document header:
Enter further data, if necessary

You need only two screens to process invoices in Logistics Invoice Verification. In addition, you can
post an invoice directly from the initial screen without checking the items in the item list.

SAP AG

TAMM30 4.0B

6-5

Purchase-Order-Based Invoice Verification

Purchase
order
4151599002
100 pcs
GR-based IV

Delivery 1

Delivery note AX123

50 pcs

Delivery 2

Delivery note AX456

40 pcs
Delivery 3

Invoice
for purchase
order
4151599002
40 pcs

Selection via
purchase order

Delivery note AX789

10 pcs

Selection screen/
Item list
X 4151599002

Selection via
goods receipt/
delivery note

100 pcs
R

SAP AG

When purchase-order-based Invoice Verification has been defined, all items in the purchase order are
presented on the selection screen or in the item list.
The suggested quantity is the difference between the total delivered quantity and the total invoice
quantity.
When you enter an invoice using the delivery note number or goods receipt document number, the
system looks for the corresponding purchase order item and then proceeds in the same way as when you
enter an invoice using the purchase order number.
If there are several goods receipts and invoices for a purchase order item, the purchase order history
does not tell you which invoice came from which vendor.

SAP AG

TAMM30 4.0B

6-6

Goods-Receipt-Based Invoice Verification

Purchase
order
4151599003
100 pcs
GR-based IV X

Delivery 1

Delivery note BX123

50 pcs

Delivery 2

Delivery note BX456

40 pcs

Delivery 3

Invoice
for purchase
order
4151599003
Delivery note
BX456
40 pcs

Selection screen/Item list

Selection via
goods receipt/
delivery note

Selection via
purchase order

Delivery note BX789

10 pcs

X 4151599003

40 pcs

Selection screen/Item list

X 4151599003
X 4151599003
X 4151599003

50 pcs
40 pcs
10 pcs

SAP AG

Goods-receipt-based Invoice Verification must be defined in the purchase order.

In goods-receipt-based Invoice Verification, each goods receipt is settled separately.
Goods receipts and invoices are matched up in the purchase order history.
In goods-receipt-based Invoice Verification, it is not possible to post an invoice before the first goods
receipt.
In goods-receipt-based Invoice Verification, the invoice quantity should not be greater than the actual
delivered quantity. However, it is possible to post a larger invoice amount. You cannot reassign
invoices from one goods receipt to another.

SAP AG

TAMM30 4.0B

6-7

Evaluated Receipt Settlement

Vendor
Purchase
order
100 pcs
@ 10 UNI

Invoice
Information

Goods receipt
100 pcs

Company
Invoice

SAP AG

In Evaluated Receipt Settlement (ERS), goods receipts are settled directly without the vendor having to
issue an invoice. The system uses information from the purchase order and the goods receipt. During the
ERS process, the system creates a log, which is printed out and sent to the vendor as a statement of
settlement.
Evaluated Receipt Settlement is defined at the level of the individual purchase order item. The system
thereby supports the buyer by making suggestions from the vendor master record and the purchasing
info record.
In Logistics Invoice Verification, Evaluated Receipt Settlement is only possible when goods-receiptbased Invoice Verification is active for the purchase order item.
You can narrow down the selection of goods receipts for settlement in several ways, for example, by the
posting date of the goods receipt, by vendor or by purchase order.
You can set the following options for the creation of invoice documents:
One invoice document per vendor
One invoice document per purchase order
One invoice document per purchase order item
In Logistics Invoice Verification, you can also configure the system to create one invoice document per
goods receipt.
With Evaluated Receipt Settlement in Logistics Invoice Verification, a message record is created. This
message record can be used to inform the vendor of the settlement.

SAP AG

TAMM30 4.0B

6-8

Other Functions
Multiple Allocation

Environment
Information

Search for
Allocation

Invoice
for purchase
order

Subsequent
Allocation

Various
views for the
item list
Entry profile
Error Log
R

SAP AG

Multiple Allocation: You can refer to several purchase orders, delivery notes or goods receipt
documents. With conventional Invoice Verification, multiple selection is limited to a maximum of six
transactions; with Logistics Invoice Verification, there is no limit.
Search for Allocation: If the wrong reference is given in the invoice, you can search for possible
matches using the F4 possible entries help (purchase orders by vendor and so on).
Subsequent Allocation: Further allocations can be added on the document overview or the item list. In
Logistics Invoice Verification, you can also delete purchase orders from the allocation.
Environment Information: You can display various information about the environment for the current
session, for example, the purchase order history.
Error Log: In Logistics Invoice Verification, warnings and information messages are collected in an
error log.
Various Views for the Item List: In Logistics Invoice Verification, there are various views for the item
list, with which you can display or change different information.
Entry Profile: In Logistics Invoice Verification, you can choose between various data entry profiles. A
data entry profile controls which fields are visible on the initial screen and the document header screen,
which view of the item list the system displays first and how the system issues warnings and information
messages.

SAP AG

TAMM30 4.0B

6-9

Invoices with Purchase Order or

Goods Receipt Reference: Summary
When you enter an invoice referencing a purchase

order, the system suggests almost all of the

required information. You only have to enter a
small amount of information manually.
When you enter an invoice, you always use the

same sequence of screens. In conventional

Invoice Verification these are: Initial screen Vendor screen - Selection screen - Document
overview. In Logistics Invoice Verification these
are: Initial screen - Item list.
In goods-receipt-based Invoice Verification, you

can settle each goods receipt for a purchase order

separately. In the purchase order history, you can
match each invoice item to a
particular goods receipt item.
R

SAP AG

SAP AG

TAMM30 4.0B

6-10