Complementary Demo Guide Scanning Supplier Invoices

Complementary Demo Guide

Scanned Supplier Invoice Processing
SAP Business ByDesign

Manufacturing

SAP Business ByDesign

Complementary Demo Guide Scanning Supplier Invoices

Table of Content

1 About this Document .......................................................................................................................3

1.1 Purpose .....................................................................................................................................3
2 Master and Transactional Data .......................................................................................................3
3 Demo Steps .......................................................................................................................................4
3.1 Install Collaboration Window .....................................................................................................4
3.2 Check Communication Language .............................................................................................7
3.3 Create Purchase Order .............................................................................................................8
3.4 Post Goods Receipt ..................................................................................................................8
3.5 Prepare txt file and pdf file for upload .......................................................................................9
3.6 Checking Scanned Invoice .................................................................................................... 10

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Complementary Demo Guide Scanning Supplier Invoices

1 About this Document

1.1 Purpose
This guide shows you how to demo the Scanning of Supplier Invoices process in the SAP Business
ByDesign demo system.

2 Master and Transactional Data

Every demo system contains essential master and transactional data, which allow you to run specific
processes using the appropriate master data or transactional data that you may need to show a
particular feature in the system.
The master data in the following table has been specifically set up to support demos that include a
replenishment process. For creating a purchase order and an Inbound Delivery you need the following
data:

Data Type Name and Value Usage

Supplier S100700 (Miller&Son)
Product P100201

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3 Demo Steps

3.1 Install Collaboration Window

Logon Information

Logon ID (Role) Administration01

Work Center / View Home  Self Services

Field Name Data to Enter Activity / Button / Comment

Self-Services Overview screen
Click My Computer
Click Install Additional
Software
Collaboration Window Click on Download Version
Run, execute Installation
steps.

If download is not working then please use the following link:

\\dwdf213\ByD_Solution\01_ReleaseIndependent\16_RefSys\99_TMP\1302_Collaboration_Window
\COLWBYD240SP02_0-20009761.exe

Add the System URL of your test system, User Financial01 and Password in the Collaboration
Windows Box.

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In Settings, Invoice Scanning add your C-Folder from where the invoices should be taken for
Scanning.

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3.2 Check Communication Language

Logon Information
Logon ID (Role) PURCHASE02 (Buyer / Bill Warner)

Work Center / View Supplier Base  Suppliers

The communication language should be English. (Otherwise, you have to adapt all relevant words in
the invoice files to your local language.)

Field Name Data to Enter Activity / Button / Comment

Suppliers screen
Supplier S100700 (Miller&Son) Select Supplier.

Click Edit, General

General Supplier screen

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Field Name Data to Enter Activity / Button / Comment

Language of Main English Change Language.
Communication

3.3 Create Purchase Order

Logon Information
Logon ID (Role) PURCHASE02 (Buyer / Bill Warner)

Purchase Requests and Orders  Common Tasks: New

Work Center / View
Purchase Order

Field Name Data to Enter Activity / Button / Comment

New Purchase Order screen
Supplier S100700 (Miller&Son) Press Enter.

Click Add Row.

Product ID P100201 (Control Regulation) Choose the product.

Delivery Date < current date plus 2 days > Change the default value if
necessary.
Ship-To / Service P1100
Location ID
Quantity 10 EA .
Gross Price 45 USD – your local currency Press Enter

Click Order.

Take a note of the PO

number:________________

3.4 Post Goods Receipt

Logon Information

Logon ID (Role) Warehouse01P (Warehouse Manager / Luther Loblanski)

Work Center / View Inbound Logistics  Purchase Orders

Field Name Data to Enter Activity / Button / Comment

Purchase Orders view
Show Open Purchase Orders

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Complementary Demo Guide Scanning Supplier Invoices

Field Name Data to Enter Activity / Button / Comment

And Find
Create Inbound Delivery and Goods Receipt screen
Delivery Notification ID
Target Logistics Area ID
Purchase Orders view
P100201 Click Go.
Select the purchase order from
the step before, and click Post
Goods Receipt.
For example, IDN_PTP_ST_ This is the delivery notification
UC1 ID of the supplier / freight
forwarder.
Click Propose Quantities.
Default by the system.
Click Save and Close.
A message appears in the
bottom of the screen to
indicate the inbound delivery
has been created.
Take a note of the inbound
delivery number:_________

3.5 Prepare txt file and pdf file for upload

Double-click and adapt the attached txt and doc files with correct Suppliers Details: your created PO,
Invoice Date, Invoice ID, Delivery Note ID and the Due Date.

InvoicePO396_US.txt

InvoicePO396_US.do
c

Save the text file (*.txt) as txt file. Save the word file (*.doc) as pdf file.
Both files should have the same name Invoice_xxx.txt and Invoice_xxx.pdf
After you saved the files, you can drag and drop them to the defined uploading folder you defined in
the settings for Collaboration Window set-up.

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3.6 Checking Scanned Invoice

Logon Information

Logon ID (Role) Financial02

Work Center / View Supplier Invoicing  Invoices and Credit Memo

Field Name Data to Enter Activity / Button / Comment

Invoice and Credit Memo view
Show
Invoice and Credit Memo view
All Documents
Select Invoice just created
Click Edit
Click Show Exceptions.
Click Save and Post.

Add an External Document ID.

Clarify Exceptions – if needed – in order to get invoice posted.
Alternative you can go to Work  Documents to Be Processed  Open Tasks: ”Clarify Exception(s)
for Supplier Invoice”

Field Name Data to Enter Activity / Button / Comment

Work screen
Show Scanned Document in Click Go..
Process
Show Document with Exceptions Click Go..

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Icons

Caution

Example

Tip

Note

User ID and User Role

Work Center and Work Center View

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