SAP User Guide - University of Leicester
Contents
1. ExRt diff 0 00 Tax data Amount Tax DC Tax base amount fo 50 Ps O 2 66 and a message will appear at the bottom of the screen for example UNIVERSITY OF LEICESTER 7 IT SERVICES LEICESTER LEARNING INSTITUTE PARTNERSHIP ff Tax entered incorrect code PS amount 0 50 correct 0 57 GBP Check that the tax amount you entered onto SAP is the same as the tax amount on the vendor s invoice If the tax amount you entered matches the vendors invoice then Enter to proceed with the simulation Note the tax amount entered must always be the amount on the vendor s invoice E Invoice document still contains messages 3 3 2 Process error messages When simulating the posting of an invoice if the warning message appears instead of the simulate screen click on the Messages button Messages Note the Verification log Message text Enter to return to the Invoice Verification screen and make the appropriate change to the verification entry Note the traffic light status on the Messages button Messages Help OMO Balance 3 63 GBP The example above indicates that there is an outstanding balance of 3 63 that needs to be resolved first 3 4 Post the invoice for payment 1 Click on the Post button to post the invoice for payment 2 This takes you back to the Invoice Verification screen ready for the next invoice The document number is given at the bottom of the screen Every time SAP carri2. amp University of IT Services Leicester Leicester Learning Institute Partnership SAP User Guide Invoice Verification Document Purpose This guide explains how to verify an invoice against a purchase order on SAP A purchase order should be raised before an invoice can be verified This process needs to be completed to authorise the invoice for payment before passing the invoice to Accounts Payable in the Finance Office to be released for payment Versions Version RO1 Version Author Date R01 IT Services amp LLI 7 Sept 2012 RO1 1 IT Services update to page 7 30 Jan 2013 www le ac uk its UNIVERSITY OF LEICESTER 2 IT SERVICES LEICESTER LEARNING INSTITUTE PARTNERSHIP Contents E Prea en ie er ee ee ee ee eer 3 2 Whatis INVOICE Verification sewisie T aa cae 3 3 Ho wtovyerify an INVOICE upseerin enr Se 3 al En 8 cal hv 81 lt a Dal iee E E EA E Tene OEE E OEEO 3 F VENO E iaaa A AE E cf re eset ef cuted fer elf EAE EA AAAA AAEN 5 3 3 Simulate the posting of the INVOICE s sessssssseesesernssserresrreresrrereseresssrrrossrerosereessereesseereserereserereserresees 5 zA POStihemvoice Tor Daye asaan aaa rnea AATA EEA RANEA UNEEN NAARAAN APANA AUENA 7 A REVOO 1NVOice Vere cu seaeeceuseaaanuageaaauesgsasamouasanaeateacenpagesaecuacaantcucs 8 Be CENONE O egepen E E EE EE EEEE S 9 B Qui kreference CUIGE x ci csccsccccsasacccssansncaaaancnsasaanansasaannnesaaannoaseaaceoasananeaaaaaaneasaana
3. entering a full credit Credit memo the amount and quantity from the purchase order will be defaulted into the Item overview section 5 Ifyou are entering a partial credit Subsequent credit you will need to manually enter the amount and quantity 6 Click on the Save button at the top of the screen You will then get a credit verification number at the bottom of the screen starting 52 Note when you have finished entering a credit note make sure you change the transaction box back to invoice or SAP will default back to Credit memo or Subsequent credit next time you try to enter an invoice 6 Quick reference guide 1 Use the menu path Logistics gt Materials Management gt Invoice Verification gt Logistics Invoice Verification Transaction code MIRO 2 Inthe Transaction field select Invoice 3 Enter the date on the invoice in the Invoice date field the invoice number in the Reference field the Amount the Tax amount and the order number 4 Match and make any changes to the cost of the items by selecting the line and changing the amount to the net amount on the invoice 5 Simulate the posting of the document This should balance to 0 00 6 Save the verification Record the Document Number on the invoice ready for the payments office
4. 31166 Text EE a Paymt terms 30 Days net Baseline Date 11 09 2012 Company Code UNIV University of Leicester Leicester L Purchase Order Scheduling Agreement 21600446 Goods service tems tt Layout Al information l Item Sma PO Text z 19 20gbagsugar O sa 4 4 If the invoice refers to several purchase orders the purchase order numbers can be entered by selecting the More allocation criteria button button with a yellow arrow This opens a window which allows you to enter more purchase order numbers Enter the purchase order numbers in the left hand column and press the Adopt button to proceed co Reference to Purchase Orders Multiple Assgmnt FS item type Goods service items Purchasing D Item Change Assignment S Assignmnt Post as W Deliveries Invoice item Returns Credit memo Pintonly UNIVERSITY OF LEICESTER 5 IT SERVICES LEICESTER LEARNING INSTITUTE PARTNERSHIP 3 1 8 Checking the vendor payee details Check the vendor details on the invoice against the vendor details that have appeared automatically from the purchase order If the vendor details are different 1 delete the lines in the original purchase order please see Changing or deleting previously created purchase orders section in the Create Purchase Orders guide 2 raise anew purchase order to the correct vendor 3 verify the invoice using this new purchase order If the details on the invoice match
5. ING INSTITUTE PARTNERSHIP Le Simulate Document in GBP Document currency Position A G L Act Mat Ast Vndr Smart Number Amount Cu Purchasing REI 1K 93000 FISHER SCIENTIFIC U f m 3 36 GBP 35 54000 Staff Travel amp Subsist 1 68 GBP 21600000 1 55 54000 Staff Travel amp Subsist 1 68 GBP 21600000 11 q F qs Debit 3 36 Credt 3 36 Bal 0 00 In this screen check the following e Each of your line items should be against its own ledger code e The Debit should equal the Credit and the Balance at the bottom should be 0 00 If the simulation is correct and the invoice and purchase order balance you can proceed to Post the invoice for payment However if the invoice and purchase order don t balance Enter Accounting Document Check Tax Data screen appears proceed to con and make your corrections Check the tax amount If the warning message Invoice document still contains messages see error log appears proceed to Process error messages If the simulation is not correct go back to the Invoice Verification screen by clicking on the Back icon and make your corrections 3 3 1 Check the tax amount When simulating the posting of the invoice if the tax amount is incorrect the following Enter Accounting Document Check Tax Data screen will have appeared instead of the simulate screen Company Code Iv University of Leicester i m AIL Ud fo
6. es out a function it creates a unique document number within a range The number range for invoice verification starts with 52 3 Use the rubber stamp on the invoice and write in the document number SAP produces in the box marked Document no and obtain the appropriate signature to authorise the invoice for payment 4 Send the verified and authorised invoice to the payments office to unblock it and pay the vendor Note Since the payment of invoices is driven by the Finance Office and not directly from the departmental entry all invoice payments will be blocked until the paper copy arrives in Finance with the appropriate authorisation UNIVERSITY OF LEICESTER 8 IT SERVICES LEICESTER LEARNING INSTITUTE PARTNERSHIP 4 Reverse Invoice Verification 1 Use the menu path Logistics gt Materials Management gt Invoice Verification gt Logistics Invoice Verification gt Further Processing gt Cancel Invoice Transaction code MR8M More i J Hj g amp y Display Document C4 fal i Sp oe ee Cancel Invoice Document Invoice Document No Lf Fiscal Year Details Re Reversal Posting 2 Reversal Reason E Posting Date 2 Enter the Invoice Document No Invoice Verification number starting 52 in the Invoice Document No box Enter the Fiscal Year if this has not defaulted in 3 Enter the Reversal Reason in the Details Re Reversal Posting section using the drop down list as shown below Enter the Posting Date th
7. he invoice number from the invoice document in the same format as it is on the document As this is a required field if you do not have an invoice number enter something meaningful to refer to the invoice 3 1 4 Amount Enter the total amount from the invoice this includes any delivery and VAT This is sometimes called Gross Amount or Invoice Total 3 1 5 Tax amount Enter the VAT amount from the invoice 3 1 6 Calculate Tax Leave this field blank UNIVERSITY OF LEICESTER 4 IT SERVICES LEICESTER LEARNING INSTITUTE PARTNERSHIP 3 1 7 PO Number In the lower half of the window under the Header Data section make sure that Purchase Order Scheduling Agreement has been specified This is usually the default selection In the field to the right of this enter the purchase order number from when you placed the order If you know that the invoice is for a particular line item then this can be entered in the box next to the purchase order number More amp 0 GGA Show PO structure Show worklist mj Hold P Simulte Enter Incoming Invoice Company Code UNIV Transaction Invoice F OOS Balance 0 00 GBP Jasi data Payment Details yT e JE Vendo Vendor 0000003978 FISHER SCIENTIFIC UK LTD Invoice date 11 09 2012 Reference INVOICE REF HERE FINANCE DEPARTMENT Posting Date 12 09 2012 LOUGHBOROUGH Amount 4 03 fe calculate tax LEICESTERSHIRE LE11 SRG Tax amount 0 67 B T 01509 2
8. is must be the date of reversal More E q HJ g PE e ga Display Document O i IRA gy T it Cancel Invoice Document LE Reason for Reversal 1 7 Entries found Invoice Document No Fiscal Year Details Re Reversal Posting Reas Reversal Reason gz Cheque destroyec Posting Date 22 Z3 Incorrect Payee 74 Cheque Stopped fo Incorrect Amount 76 Accrual Prepayment FF Returned BACS payment 4 Click on the Save button at the top of the screen You will then get a reversal number at the bottom of the screen starting 52 The message Please manually clear FI documents will also appear This is because you will also need to cancel the purchase order commitment See Changing or deleting previously created purchase orders in the Create Purchase Orders guide UNIVERSITY OF LEICESTER 9 IT SERVICES LEICESTER LEARNING INSTITUTE PARTNERSHIP 5 Credit Note Verification 1 To verify a credit note go to Logistics gt Materials Management gt Invoice Verification gt Logistics Invoice Verification Transaction code MIRO 2 Inthe Transaction drop down box choose Credit memo for a full credit or Subsequent credit for a part credit Enter Incoming Invoice Company Code UNIV a a Ir i a z 7 Transaction Credit memo L Payment Details Tax Withholding tax 3 Process as you would for an Invoice entering the date reference amount tax amount and purchase order number 4 Ifyou are
9. nsassaanbasaaannuasananneasanancassanans 9 Contact If after reading this document you still have questions regarding the use of SAP contact the IT Service Desk on 0116 252 2253 or email ithelp le ac uk UNIVERSITY OF LEICESTER 3 IT SERVICES LEICESTER LEARNING INSTITUTE PARTNERSHIP 1 Prerequisite e Before you verify invoices you will need to check that your default settings in SAP are correct Please see the document entitled Personal Setup for Purchase Orders for instructions e Itis also essential that you have read and understood the University Financial Regulations particularly section 4 on Purchasing Policy These can be found at http www2 le ac uk offices finance staff regulations 2 What is Invoice Verification Invoice Verification is a process which confirms in SAP that an invoice has been received by the Department Goods receipt will have to have been entered on SAP prior to invoice verification unless that process has been by passed at the raising of the purchase order 3 How to verify an invoice Use the menu path Logistics gt Materials Management gt Logistics Invoice Verification gt Document Entry gt MIRO Enter Invoice Transaction code MIRO 3 1 Enter Invoice Data On the Basic Data tab in the Header data section enter the following information 3 1 1 Invoice date Enter the date printed on the invoice document 3 1 2 Posting date This will display the current date 3 1 3 Reference Enter t
10. the defaulted information then proceed to verify the invoice 3 2 Verify the invoice 1 Details of the line items with their net prices will have automatically into the Invoice verification window from the original purchase order It is usual for every line to be selected indicated by the box to the left of each line being a darker grey The current line item will be in yellow not white as might be expected 2 Where there is a difference in the quantity or the amount to the invoice adjust the amount and quantity entries for the line items to match the invoice by placing the cursor in the Amount and Quantity fields and overtyping the entries 3 Deselect any items that are not on the invoice you have received by clicking in the box to the left of each line You may find it helpful to use the Select all Bor Deselect all E icons at the bottom of the screen 3 3 Simulate the posting of the invoice aa Simulate 1 Click on the Simulate button pas you if your invoice and purchase order balance to view the document you are about to post This will show 2 The Simulate Document in GBP should appear as shown below If this box does not appear it is likely that there is a message at the bottom of the screen for example when the due date is in the past if this occurs click on the green tick button at the top left of the screen to proceed to the Simulate Document in GBP box UNIVERSITY OF LEICESTER 6 IT SERVICES LEICESTER LEARN
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