15. MODELO DE NEGOCIOS CANVAS
15.7 ALIANZAS CLAVE
At the conclusion of this exercise, you will be able to: • Enter and post invoices for service items manually
• Automatically generate invoices from accepted service entry sheets You receive invoices from your service provider for services performed, and you would like to enter them with reference to the service entry sheets, if possible.
While processing, the system compares the invoice data with the purchase order and the accepted service entry sheets. Messages are issued if any differences are found.
For extensive and recurrent procurements of services, you would like to simplify the procedure with respect to individual service providers by using the ERS function. This function enables you to automatically generate invoice documents for service entry sheets that have been accepted.
1-1 Your service provider T-K540A## has sent an invoice for the first services. You have entered and accepted these services in the Entry and Acceptance of Services Performed unit (exercise 1-1-5) for purchase order 1 of the Optimized Procurement unit (exercise 1-2).
Enter this invoice. Try out different entry methods. Use the procedure you think is suited best.
Document date: Today
Reference: GR##
Tax code: 0i
Set the Calculate tax indicator.
1-1-1 Enter the invoice first with reference to the purchase order (without posting it). Use the Services layout.
Purchase order: Purchase order 1 of Optimized Procurement unit
How many item lines are displayed?
_________________________________________________________ Show the purchase order structure. Take a look at the information. Compare the purchase order structure to the item lines.
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1-1-2 Now enter the invoice with reference to your first service entry sheet.
Service entry sheet: Service entry sheet 1 of
Entry and Acceptance of Services Performed unit
How many item lines are displayed now?
_________________________________________________________ Has the purchase order structure changed?
_________________________________________________________ Hide the purchase order structure.
1-1-3 Complete the invoice and post the document.
Verify that the tax code 0i is assigned to each invoice item.
Enter the total invoice amount into the Amount field on the Basic data tab. Do this by adopting the value from the Balance field (upper right-hand corner). (The gross invoice amount should match the total value of the service lines plus the tax amount. You can post the invoice only if the balance is zero or if it is within the tolerances specified.)
Start the Simulate function to get an idea of the posting lines to be generated. Post the invoice. Record the document number.
Invoice number: _______________________________________
If service-based invoice verification is set in a purchase order line item, then each service item is displayed in invoice verification and in PO history for GR.
1-2 If you have a good relationship with your service provider, you can come to an agreement with him to use ERS (Evaluated Receipt Settlement) for the automatic settlement of goods received. This allows you to automatically post an invoice for services that have been performed and accepted based on accepted service entry sheets and purchase order data.
1-2-1 As prerequisite for the automatic settlement of accepted services, you must have set the AutoEvalGRSetmt Del indicator in the vendor master record. Only then it is possible to set this indicator also for a purchase order item.
Has this indicator been set for vendor T-K40B##?
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1-2-2 Has the AutoEvalGRSetmt Del indicator also been set in purchase order 2 of the Optimized Procurement unit (exercise 1-4-4)? If it has not been set, please do
so.
Verify that the tax code 0i has also been assigned. Select it, if necessary. _________________________________________________________ Have any services already been entered and accepted for this purchase order item?
_________________________________________________________ 1-2-3 Execute the ERS function fro this purchase order. Use the purchase order
number to select it.
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Solutions
Unit: Invoice Verification
1-1 Your service provider T-K540A## has sent an invoice for the first services. You had entered and accepted these services in the Entry and Acceptance of Services Performed unit (exercise 1-1-5) for purchase order 1 of the Optimized Procurement unit (exercise 1-2).
Enter this invoice. Try out different entry methods. Use the procedure you think is suited best.
From the SAP Easy Access menu, select the following:
Logistics → Materials management → Logistics invoice verification → Document entry → Enter invoice
Select the Invoice transaction.
Check whether the company code 1000 has been assigned. Otherwise you must switch to this company code. To do so, select Edit → Switch Company Code and enter 1000
into the Company Code field. Click Continue.
Enter the following header information:
Invoice date Today
Reference GR##
Tax code 0i
Calculate tax Set this indicator.
1-1-1 Enter the invoice first with reference to the purchase order (without posting it). Use the Services layout.
Select the reference document category Purchase Order/Scheduling Agreement. Enter the document number of purchase order 1 of the Optimized Procurement unit.
Select the Goods/Service Items indicator. Select the Services layout.
Click Continue.
How many item lines are displayed? Six item lines are displayed.
Because the indicator for a service-based invoice verification is set in the purchase order item, a separate item line is displayed for each service and for each entry sheet.
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Show the purchase order structure. Take a look at the information. Compare the purchase order structure to the item lines.
Click icon Show PO structure.
An overview for the purchase order you entered displays the purchase order items with the Service entry sheet and Acceptance follow-up transactions that have already been entered as well as the quantities and values per service from each service entry sheet.
The number of accepted services in the purchase order structure is the same as the number of item lines. The quantities and values that have been entered and accepted and that are shown in the PO structure for each service also
correspond to the item overview data.
Delete all item lines to test the second entry method. Click Deselect all.
Click Delete items not selected.
1-1-2 Now enter the invoice with reference to your first service entry sheet. Select the reference document category Service Entry Sheet. Enter the document number of Service entry sheet 1 of the Entry and Acceptance of
Services Performed unit.
Click Continue.
How many item lines are displayed now? Has the purchase order structure changed?
Three item lines are displayed – one for each service of your service entry sheet.
The display of the PO structure has not changed. Hide the purchase order structure.
Click icon Hide PO structure.
1-1-3 Complete the invoice and post the document.
Verify that the tax code 0i is assigned to each invoice item.
The balance of the invoice does not allow you to post the invoice yet. This is indicated by the icon Messages (errors) icon as well as by the icon next to the Balance field.
Enter the total invoice amount into the Amount field on the Basic data tab. Do this by adopting the value from the Balance field (upper right-hand corner). Click Continue.
Now the balance should be zero (or be within the tolerances for minor differences of EUR 5).
The or, possibly, the icon indicate that you are now able to post the invoice.
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If applicable, select icon Messages (warning) to read the system messages. Start the Simulate function to get an idea of the posting lines to be generated. Click icon Simulate.
Four (or more) posting lines are displayed. The first posting line contains the posting to the vendor account (and to the payables account in the general ledger), while the other three posting lines contain the clearing item on the GR/IR clearing account (for posting of the material document at the time of acceptance).
Post the invoice. Record the document number. Click icon Post.
1-2 If you have a good relationship with your service provider, you can come to an agreement with him to use ERS (Evaluated Receipt Settlement) for the automatic settlement of goods received. This allows you to automatically post an invoice for services that have been performed and accepted based on accepted service entry sheets and purchase order data.
1-2-1 As prerequisite for the automatic settlement of accepted services, you must have set the AutoEvalGRSetmt Del indicator in the vendor master record. Only then it is possible to set this indicator also for a purchase order item.
Has this indicator been set for vendor T-K40B##? From the SAP Easy Access menu, select the following:
Logistics → Materials management → Purchasing → Master data → Vendor
→ Purchasing → Display (current)
On the initial screen, enter the vendor number and the purchasing organization. Select Purchasing Data.
Vendor T-K540A##
Purchasing Organization 1000
Yes, the AutoEvalGRSetmt Del indicator has been set. Click Continue.
1-2-2 Has the AutoEvalGRSetmt Del indicator also been set in purchase order 2 of the Optimized Procurement unit (exercise 1-4-4)? If it has not been set, please do
so.
Verify that the tax code 0i has also been assigned. Select it, if necessary. From the SAP Easy Access menu, select the following:
Logistics → Materials management → Purchasing → Purchase Order → Change
Click icon Document overview on. Select Selection Variant. Choose My purchase orders.
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Select purchase order 2 of the Optimized Procurement unit (exercise 1-4-4) by double-clicking it.
In the Item details screen area, select the Invoice tab. Set the AutoEvalGRSetmt Del indicator, if necessary. Select the tax code 0i, if necessary.
Have any services already been entered and accepted for this purchase order item?
In the Item details screen area, select the Purchase order history tab.
Yes, in exercise 1-3 of the Entry and Acceptance of Services Performed unit, you had created a service entry sheet and accepted it in exercise 1-4 by means of a collective release.
Click Save, if necessary.
1-2-3 Execute the ERS function fro this purchase order. Use the purchase order number to select it.
From the SAP Easy Access menu, select the following:
Logistics → Materials management → Logistics invoice verification → Automatic Settlement → Evaluated Receipt Settlement (ERS)
To select a document, enter the following information:
Plant 1200
PO number Purchase order 2 of Optimized
Procurement unit
Doc. Selection For example, document selection
per delivery document/service entry
Do not set the indicator for the test mode. Choose Execute.
Because the indicator for a service-based invoice verification is set in the purchase order item, a separate line is displayed in the overview for each service of the entry sheet. However, the three services were invoiced with one single invoice.
Display the details for the documents in the overview as needed. Click Back.
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z Invoicing Plans for External Services
z Partial Invoicing Plan and Periodic Invoicing Plan
z Automatic Creation of Invoices for Invoicing Plans