MM Training by Studyuuu

MM Training by Studyuuu
MM Training by Studyuuu

Wednesday, 28 August 2019

LSMW-2- Legacy System Migration Workbench-Batch Recording Method.-SAP MM


LSMW- Legacy System Migration Workbench-Batch Recording Method.

For Videos Explanation, please go to YouTube and Subscribe -  Studyuuu  SAPMM


Concept:
 It’s the same process as explained in the previous post and here is the difference is recording method will be using to upload the data to SAP.

Difference:

 As in the direct input method, we are maintaining all the source fields and length of character manually by the help of SE11 whereas here no need to update the source fields manually with the help of the recording method. The system will record each filed that we are entering and list out the filed names to update the same in source fields.

It’s quite easy and comfortable to use this method, main things are like we will not receive any errors and even assignment of fields is also Auto- Many companies will prefer this method to upload the data from the legacy tool to SAP.

Note

we cannot use the Batch recording method for Material master because as explained popups will be there which system will not record the data.

Note2:
 we need to use the only Tab and don’t prefer to use a mouse, sometimes the data may miss while recording.

Business Scenario: 
Trying Inventory management- GI Initial entry of goods 561/563/565

Here we are uploading the initial entry of goods by using the batch recording method and T-code for that is MB1C and movement types we will use are 561/563/565.

Note: Here we need to record the transaction for 1 material so that it will work for remaining other data as same.

Create Project-

Subproject and object – Where we can maintain anything depends like we need to recognize when we see.

Step 1) Object Attributes:

Here we need to select the type of process we are following for the migration activity.
Select the Batch recording and select the overview tab to go the next screen.
Once you select the recoding overview it will ask to update the following things

Recording -Description and Owner

Once everything is completed then the system will ask to enter the T_code then press MB1C- So that it will take you to the screen of the initial entry of goods.

Now update the Movement type and plant – use tab for everything and enter when you completed updating.

Now maintain the vendor/material/quantity/storage location and enter and save the screen.
So, the system automatically will come back and now select the default all option and save the screen.

Now go back and select the recording and save the screen, so that we selected the program and recording successfully.

Step 2) Maintain source structure:

Create a new source structure as same a previous post.

Step 3) Source Fields:

Now on the screen, we can see the tab Object Overview, where we need to select the tab and list out the fields and copy all the data showing there to excel.

We can copy field names/description/character length.

Now whatever copied things just copy-paste in this step- Field name and Character/Length

Step 4) Structure relations

It will be already assigned and just save

Step 5) Field mapping

Here just we need to do Auto-Assignment
Select menu bar- Extras -Auto field mapping
So automatically field mapping will be done as per the recordings and as maintained in the 3rd step.

Step 6) Maintain fixed values

It will be automatic.

Step 7) Specify files

Whatever we copied to excel that we need to paste in notepad and upload the file, follow the tabulator tab and heading tab following that in next step

So, it needs to exclude the 1st line in the notepad.

Step 8) Assign files:

Just check, whether it is assigned or not.

Step 9) Read data

Now just click and execute and the system will read the data automatically.

Step 10) Display read data.

We can display and check the data is uploaded correctly or not and we can see the fields inside also- I mean values.

Step 11) Convert data

Just click on execute and process

Step 12) Display Converted data

Check the converted data has been properly done and just check the values.

Step 13) Create Batch input session

Just execute and the system will show popup like its created.

Step 14) Run Batch input session

Now we can select the program and just press proceed-Now select the type of update like foreground/background/Show errors.

Process the program, now stock will get updated as per the file.
Check-in MB51 for proper quantity has been updated or not.
This completes the batch recording method.

The batch recording method for PIR/SL/Vendor.

We can do the same process, where please check any mandatory fields are assigned or not if any fields are auto-filling then check and process through the foreground.

So that when we see the error then we can maintain the value at the same time and process the program without errors.

LSMW Process for PO- Here we will discuss lightly and in next blog will write thoroughly.

For PO we should follow two files uploading, one is for header and other is for item

1st step is same as mentioned for above

In 2nd step we need to define the 2 source relations one is for header and other is for item- we can double click on first source relation and maintain the item level source relation.

So, 2 source structures have been created, 1 is Header and other is Item level.

3rd step maintain source fields- we can select the options inside as from data file -just double click on source relation for header.

And again, repeat the same for item level in the same screen.
Or else we can maintain the fields manually as we do in Direct input method.

4th step apply the relationship as mentioned in the screen for both source relations.

5th step maintain Auto field mapping

6th step specify the files for header as well Item, system will sow both.

Now the remaining process is same as mentioned in Direct input method and I’ll try to maintain this PO in detailed view with separate post for your understanding.


Monday, 26 August 2019

LSMW-1- Legacy System Migration Workbench with Direct Input Method(Material Master)- SAP MM


LSMW- Legacy System Migration Workbench (Direct Input Method)

For Videos Explanation, please go to YouTube and Subscribe -  Studyuuu  SAPMM


Concept:

In simple explanation- it’s a migration of data from the old business systems to ERP-SAP system and LSMW is the process or Concept in SAP.

Let's think you are working in a company, where you are using an Internal tool(not SAP) and when the business is growing management decided to use SAP for better reporting data and functionality and now we can’t create all the old data to SAP manually, because it’s a time taking process. We have a method in SAP(LSMW), if we are migrating to SAP then we request the old data in one excel and we will consolidate the data(required fields to enter SAP) and we run the program to copy all the old data to SAP, once the program runs new data will be created in SAP with all the old fields values.
This procedure helps in saving time, money and energy. This process should be done by SAP functional consultant and it may take 2-3 weeks’ time for migrating the data because of consolidation and approvals.

Here we have 4 methods for the migration, we can use anything depends on simple and complexity and here are the four types.

Most of the companies they would like to prefer the Batch recording method because we cam record and execute as per our requirements and whereas for Material master and few concepts in middle of the creation process “Pop-Ups will come to maintain” (As we get for Material master-Basic data, Purchasing and accounting- we  will be selecting manually) in this cases companies prefer Direct input method because we will be entering the all field names manually in the LSMW.

BAPI and IDOC will be used with the help of ABAPer and some coding part will be there.
So, we are discussing only on 1 and 2 methods here.

1.            Direct input method
2.            Batch Recording
3.            BAPI- Business Application programming interface
4.            IDOC-Intermediate Document

1)Direct Input method:

This is the method where we will input all the field names manually and upload the file to enter the data.

Many of the companies will prefer Direct input method for material master, where we have popup or selection of user departments in MM01, so indirect input method we can mention the name of the filed by taking from MM50 like Complimentary status K, E, B(Without Space- if you are selecting Basic data, purchasing and accounting).

We will prefer the Direct input method for the Material master.

Steps for the process:

1)Maintain Object attributes:

Here were we should update the Object and method.
The object specifies- what type of data you are entering or migrating into SAP from legacy and here please select the Material master.

Method: it specifies the method that should be running for the program.
Here we have only 1 -0000

Program type and program name will have appeared automatically when we select the method, once everything is done then save.

2) Maintain source structure:

We need to create the source structure in the 2nd step so that we can assign source fields for that source structures and proceed further with data.

This is the base for the next step to create a source structure.

3)Maintain Source Fields:

This is the main step in the process for the whole migration, this is the data where we are uploading into SAP, we are giving the fields those are required to maintain the material master it means we want the data from legacy data, we will send all these fields to buyers and they will fill the data and sent back to us, so that we can work on the data.

We need to see what are the mandatory fields that we need to collect from legacy data and process further.

Maintain cursor on the source structure, which is created and click on table maintenance, so that the screen will appear to enter the data.

Here maintain all bulk data, which means all tabs that we want to maintain in SAP for material master.

Eg: MATNR         C             18 Material
MBRSH                 C             1    Industry Sector
MTART                 C             4    Material Type
VPSTA                   C             15 Complimentary Main status
MAKTX                 C             15 Material Description
MEINS                  C             3   Base UOM
MATKL                 C             9   Material group 

Here we are entering field name and type of Character-C and field length
These details we can find in the SE11 table name MARA or related field names and we can select F1-Technical Specification and can see the table name and field name.

Maintain all the field names, length and character then save the screen.

4)maintain structure relations:

Here we can find many structure relation, it explains for this field this is the structure relation- to go in-depth- if we are updating basic data fields then maintain structure relations contain one structure with that data description, so that there is a program updated for that field. We need to assign to the related structures and save the screen.

5) Maintain field mapping and conversion rules:

Here we have to do field mapping, where we entered the source fields and for this source fields there will be mapping- it means based on the structure relations we selected the data will fetch accordingly in field mapping and we need to check and assign the same field to source field.

If the value or T-code is constant then select the filed name and click on constant, so that the system will always take T-code what is given in constant for all the values.

If we are giving any individual number or data, then we need to place the cursor on the field name and select the source filed and maintain the source filed and follow the same process for all the field names.

6)Maintain field values and transactions:

It will be assigned automatically and no need to do anything.

7)Specify files:

We need to specify the files here, as we maintained the source fields in 3rd step now we need to maintain the excel form and update the tracker with field description like with data whatever the materials we need to upload- that data needs to be filled in the excel form.

Now whatever the data maintained in excel needs to copy-paste in notepad, because SAP can’t read excel- so it needs to be uploaded in notepad.

Here we have 2 steps that need to be followed here- one is space in notepad needs to be read with tabulator- select the tabulator in the popup while uploading.

Filed names at the start of the file: here we are updating d with the headline and if we select this field then the system will not read the first line and from 2nd line, it will read.

Upload the file and save it.

8)Assign Files:

The file will be assigned automatically, so save the screen.

9)Read data

Here the data in excel will be read by the system and whole tabs will read and saved on the screen.

10)The display read data:

Here we can see the data what system has been read and we can check by double-clicking on the filed name.

11)Convert data

we entered the data and uploaded the data and now it is needed to be converted for that system has maintained with the program, the data which is read in notepad will be converted to SAP language automatically when we run this step.

12)Display Convert data:

we can check the converted data by double-clicking the filed shown there, we can check whether all fields are coming are anything missing out.

13)Start Direct input program:

Here we are running the program to upload the data to SAP.

We need to select the file -using physical file name-system will take automatically and just needs to select the option.

Lock mode E, while data is uploading screen will get locked and we cannot enter manually, select the option and carry on updating the data.

Now the upload has been completed and needs to check the data is migrated successfully or not.
Go to MM60 and check the materials uploaded correctly or not.


Friday, 23 August 2019

ERS/Auto PO process through Inventory Management and Source Determination-SAP MM


ERS/Auto PO process through Inventory Management and Source Determination-SAP MM

For Videos Explanation, please go to YouTube and Subscribe -  Studyuuu  SAPMM


Inventory management Concept:

Concept:

we all know that in procurement -SAP, Purchase requisitions/Orders will be created automatically. One of the process is MRP, but here we discuss about only purchase orders which will be created automatically by inventory management process and Source determination process
.
Here we mainly discuss on 2 factors, how the PO will be created by inventory method and requirement.

Requirement:

Many cases clients will not request to create a purchase order especially in terms of inventory, they will be receiving the goods from the vendor as a monthly contract with vendor-Not official contract, as per the requirements and urgency stakeholders will be ordering directly from the vendor without purchase order and in this cases we need PO for the payment purpose. PO is the mandatory document for posting or paying the invoice. So, after receiving the goods GR needs to be posted and requirement is like while posting GR- the SAP should create a PO automatically as per the GR data mentioned by stakeholders.

To possible the above requirements we need to make and assign few settings in our system, so that requirement will get possible to do this.

Requirements:

Material- While posting GR- we will be entering the material and every material there will be a purchasing tab which we can maintain the auto PO filed check – which is mandatory for auto PO process.

Vendor- every purchase order contains a vendor and if a PO is creating automatically then that should be with vendor and vendor -purchasing view also contains auto PO option, through which we need to select the option for the further process.

If you are maintain auto PO for 100 materials with 50 vendors then all the materials and vendors should contain this settings in master data to create PO’s automatically, you can use MASS option to update the data for 100 materials and 50 vendors at one time.

PIR- Mandatory, though we are creating PO automatically its good to create PIR manually because PO should pick the price automatically without any interruption, if not while doing MIGO/MB01-system will popup the error to maintain the price- always price in PO will be taken from PIR and PR price will be taken from material master.

Back end settings to make auto PO-

Along with the front-end settings, we need to make few back-end settings lines which document type should be created automatically and what are movement types needs to be supported for auto PO’s.
These settings will be always available in the backend and not in front end.
              


Setting 1:

SPRO-
               Materials Management-
                                             Purchasing-
                                                            Define default values for Document types-


Here we need to define the T-code in which system should be accept the auto PO’s and what is the order type it should create while creating.

To maintain these functionalities, it’s a setting to be done in purchasing tab.

Setting 2:

SPRO-
               Materials Management-
                                                            Inventory-
                                                                           Goods receipt-
                                                                                          Create PO automatically-


Here we need define the movement types 101 and 161, where 101 is for Goods receipt for normal order and 161 is for return order for the vendor.

In these settings will define the two movement types and maintain the auto PO selection for both, then based on the movement type we enter system will choose to accept it that auto PO will be created based on the input.

Process:

Let’s think you have received the goods to plant without purchase order based on the request from stakeholder and now we need to maintain the invoice in the SAP for that we need to create PO but here auto PO should work.

Now we know the quantity and the vendor we received from and we made backend and front-end settings for the above scenario to work.

Now go to MB01- mention the movement type, plant and system will check for movement type settings and show the popup of auto PO creation and once enter we need to maintain the material/vendor/storage location/quantity and just execute, so that system will enter the next screen and it will pick the price from PIR and will be saved in the next screen.

Once this step is completed, system will create PO automatically and you can check by going to ME2L by entering material and vendor.

We have successfully created the auto PO process through inventory.

Source Determination for Auto PO-

Concept

Above we have learnt the auto PO process through inventory and now this process teaches through source determination.

We all creation of PO takes more time because it should go for many approvals and its time taking process but we cannot stop the production because of approvals, so for that there is an exception for particular materials with specific vendors, we can make those materials and vendors for auto PO process, so that only for those materials it’s possible to create auto PO from only from those vendors which we are maintained as auto PO check option.

In this process stakeholders will just create the PR’s with source of supply vendor- Where the vendor number will be updated automatically and how and all will be explained below.

Once everything is updated in PR’s then we can create auto PO’s at a time and its very easy to execute all at a time and SLA and approvals will be not determined for this type of processes.

Requirements:

Material- If we are creating auto PO then material master -purchasing view auto PO option needs to be selected as a mandatory field and vendor master purchasing view should be checked with auto PO tab and PIR is mandatory as a source and vendor will pick in PR automatically.

Once everything is ok then PR will be created for process further.

Material: Material master purchase view should be checked

Vendor: vendor master purchasing view auto PO should be checked

PIR: PIR is mandatory for the purpose of source of supply purpose and price purpose

Back end settings to make auto PO:
There is no back-end settings for Auto PO with source determination, but we can maintain source list if we have many vendors for that material.

Process:

Once everything is maintained like material, vendor, PIR then PR should be created with source determination check which will be available in the top of the screen.

Once that check is done then enter the material, quantity, plant and purchase group and press, so that vendor will be picked automatically in the PR vendor tab.

To process auto PO – go to ME59N and enter the material and vendor, so that it will show all the open orders for that vendor and just execute all the PR’s, so that PO will be created automatically.


ERS- Evaluated Receipt Settlement

ERS is a method where several companies and vendors will prefer because of fast payment transactions to the vendors from APAY side and few of the exceptions and advantages are there for ERS.

Before vendor entering ERS, there is process of concept where vendor will send the goods as per the PO copy, but he will not send the invoice after the goods delivered.

The requester will post the GR and system will post the IR with respect to GR and PO, ERS explains Invoice will be posted automatically once the GR is posted and payment will made as per that fastly.

Normally this is the duty of Accounts payables to run the MRRL to post the invoices automatically as per the GR and PO and if they are issuing any errors while posting then SAP MM consultant will come into picture to resolve the issues.

Mandatory settings:

Vendor master should contain Autoevaulated GR Del ERS tab and Autoevaulated GR Settlement along with GR based invoice.

We need to select all the 3 tabs, so that while creating PR/PO ERS tab will popup in the invoice screen and the vendor is eligible for ERS payment method.

We can find those above settings in vendor master -Purchasing tab and its mandatory for the selection of process.

PIR is optional and if we maintain price will pick from PIR or else we need to maintain manually.
PR should be created and check in invoice screen ERS is popping up or not, and if not popping then check the vendor master settings and if everything id ok then create a PO.

Here PO is created as per the PR and Tax code is mandatory in PO because tax will be calculated automatically and where invoice will post automatically as per that.

Payment terms is mandatory in PO while creating ERS PO, because its payment related and here everything is automatic, so for being that payment terms and tax code is mandatory in PO.
Once the PO is created maintain the GR, Where GR will be posted manually and with respect to PO.
Once GR is done to post the invoice automatically, we need to run the MRRL screen, where you need to select the material or vendor for processing the automatic invoice.

Once this is done, IR will be created in all the PO’s and with respect to GR.

Now with respect to payment terms payment will be made to vendor and we can check the status in FBL1N.


Small Concept for GR:

Under tolerance and over tolerance can be adjusted while doing MIGO, Normally if we order PO for 100 quantity for that we need to post 100 as GR but incise if we received 110 then what’s the procedure, and lets think you need that extra 10 quantity also.

This scenario is quite often to receive in any plants, once they receive go to PO and delivery tab and maintain the over tolerance quantity as 10%, so that GR we can post for 110 quantity and after we can change quantity in PR/PO.

Scenario 2
Let’s think we don’t want to receive the less quantity then ordered quantity in PO, then we can make these settings in PO that under tolerance acceptance, maintain as 0% tolerance so that MIGO should be posted with full quantity as ordered in PO.


Please let me know any concept in required to post, currently I’m writing blog for Account Determination

Kindly like and comment on the blog if you like the content.

Wednesday, 21 August 2019

RFQ/Invoice verification /Duplicate IR/GR and PO Based IV in SAP MM


RFQ/Invoice verification /Duplicate IR/GR and PO Based IV in SAP MM


For Videos Explanation, please go to YouTube and Subscribe -  Studyuuu  SAPMM

Invoice verification:

We will be doing all the end to end process in MM, whereas what ever we do final thing is payment to the vendor, and to make that happen in a right way. We need to process the steps below.
In the process invoice, there may be different scenarios that payment got to vendor but material quality is failed and in this case a credit memo should be issued and if we are paying extra charges like toll tax and road tax then after the PO creation then we will use Unplanned/Planned delivery cost to pay to the vendor.

When we have multiple invoices whenever there is an increase in price then vendor will be sending the extra invoice along with the original invoice, in that case we are posting the extra invoices as subsequent debit/Credit, if suppose you got to know that we paid extra to vendor then we will post the balance amount as subsequent credit.

If the vendor is paying extra amount, then Subsequent credit

If we are paying extra cost to the vendor with invoice, then subsequent debit will use.

We can see all the invoices payment status in T-code FBL1N- we can see whether payment has been done to vendor or not.

If FBL1N is green for that invoice then payment has been done, I mean payment is released to vendor or not.

Note:

Scenarios: whenever we receive goods to plant MIGO will be posted.

100 EA has been posted, now system will allow to post MIRO for quantity 100 with respect to MIGO
Lets think for same order there is an price change – June month price is 50 and July month price is 40, if PO is created in June but invoice postings done in July then we already paid to vendor but we got to know we paid extra then we can request a credit note from the vendor for remaining 10.
In the same scenario, June month price is 50 and July month is 60, then we paid less amount to the vendor, so there is a subsequent debit will happen to the vendor from our side.

It’s like after paying to the vendor, we got to know we paid extra or less then subsequent debit/credit will come into picture with extra invoice from vendor.


Credit Memo:

Suppose we have created a PO with 100 quantity and vendor gets delivered to plant and MIGO and MIRO has been posted, now we got to know in that 100, 25 are misplaced and needs to be returned to vendor.
Then we should to movement type 121 for 25 and needs to raise the credit note from the vendor.
MIRO should be posted with quantity 25 and equivalent price for that.

Subsequent Credit:

Subsequent debit it’s a type of invoice issued to supplier, whereas when there is a price change for that month and there is no change in PO with respect to quantity.

Eg: If you have a contract, Purchase orders will be created with respect to contract and every contract will be having certain price and every month it may change as per the bidding process.

If the invoice is posted for certain price and quantity and even the MIGO is done before itself, now price we have received the new prices for the month again but GR and IR has been done, now we can post the extra amount as subsequent debit credit, where vendor will be paid to company.

Credit memo will be created only if the goods are damaged or less quantity delivered, kindly know the difference between both.

Procedure: Open MIRO and select the posting as subsequent credit and maintain the quantity and price and post accordingly.

We can see this posting in PO-Purchase order history and now there will be some price difference between GR/IR/PO, so system will check for the tolerance and block the invoice if the price is not within the tolerance.

Subsequent Debit:

As I said the same scenario above, if the price in the PO is increased after payment or GR/IR postings then we need to pay the extra amount to the vendor for that we can post subsequent debit.

Even these postings we can see in purchase order history and if there is price increase above the tolerance level, then payment will get blocked and need to resolve by APAY team by manual release after the approvals.


Planned and Unplanned costs

Planned costs:

Planned costs will be defined by the supplier, whereas it will be specified in the Quote, Statement of work and invoice, when any goods are procured to plant then in quote, they will be mentioning the planned costs for delivery costs/road tax/toll fee.

Any price that mentioned after discussion of RFQ, then the costs are called as planned costs.
We canned maintain the planned costs in the PO as FRA1 and FRA2, then while posting MIGO it will not impact but while posting MIRO it will show as 2 lines with planned costs and material costs.
If the prices in the GR/IR/PO is not matching, then invoice will be blocked for price or quantity and these will be released manually.

Unplanned costs:

Any costs that’s not mentioned in the Quote and PO will be considered as Unplanned costs and these costs needs to be approved by the stakeholders before closing the PO.

Once we receive invoice that will contain the extra costs, in that case we will take approvals and mention to the APAY team to process the invoice then APAY team will updated the extra costs in MIRO directly.

Details tab- Unplanned delivery costs.

RFQ-Request for Quotation Process in SAP

Request for Quotation: Every organization to fulfill there daily activities they need to procure relevant materials which can be used for production activities and all these materials will be supplied by the vendor and each and every vendor cannot supply to particular organization and each and every organization will have specified vendors and if not they will select the vendor through RFQ process.
Concept: when organization wants to procure certain materials then RFQ process will come into picture, we will send the requirement to vendor like material, Quantity and delivery time.

While sending the RFQ we will maintain the deadline to submit the RFQ by which vendor needs to submit the RFQ prices with lead time and by that we will select the vendor.

Process:

ME41- When we know the requirement of the material, then we can process the RFQ through ME41, Enter RFQ type- we would like to go for bidding with the vendors are selection of vendors, If for RFQ select the type as AN.

Enter the RFQ data and deadline date with purchase organization, purchase group and plant/Delivery date. Once everything is filled then we can enter to next fields.

Again, enter the start and end date along with deadline with collective number.

Collective number will be maintained with material number, because if we forgot any data to pull RFQ’s then we can enter the material and check how many RFQ’s are available for one material and enter to go next screen.

Here maintains the material, required quantity with delivery date required along with storage location data, now go to header and maintain the vendor details like vendor number and address.

Maintain the output in the item overview screen, so that once RFQ is saved automatically request will be sent to vendor to perform his activity.

If required repeat the same step to go to header vendor address and maintain the other vendor address, so that automatically one more RFQ will be created with same data and sent to vendor automatically.

Note: once you maintain the other vendor don’t forget to change the output, so that there will be no confusion on vendor reaching RFQ.

 We will send normally RFQ to maximum 3 vendors as per the requirement and needs to select one from that.

ME47- Maintain the price for RFQ

Vendor will reply to RFQ through email or by ticket-if they have tool, if they reply all the details in email, we need to update the prices in ME47 for that vendor, so that it will be easy to compare the prices.

As we already maintained the deadline date, the vendor will provide all the prices before deadline and we can maintain those in RFQ through ME47.

ME49- Comparison of RFQ’s

After maintaining the prices in RFQ, the system will show the ranking in ME49 as 1,2,3
We can select the vendor as per the rankings given by SAP and needs to process as per the purchasing process.

ME9A

We will create RFQ for bidding and vendor selection, whatever we create we need to send some copy’s to higher management. We need to achieve that by ME9A, where we can take the printout and check whether it’s a rejected vendor or selected one in future.

Rejection letter to vendor:

Once the vendor selection has been done, then we need to send the rejection letters to other vendors by opening the screen ME49, compare the prices and double click on the vendor which you want to send the rejection letter. It will take you to the screen of ME41 and there you can find the rejection indicator just check and save the RFQ.

The rejection letter will be sent to vendor automatically.

GR Based invoice and PO based Invoice

GR based invoice is maintained in the vendor master, because anything related to invoice will be maintained in vendor master because its related to payment where it should link to vendor master record for functioning.

GR based, even name mentions GR-required to post the invoice. Invoice can’t be posted without GR; Invoice will go to blocked state if they are posting IV first then GR.

We can make this setting in the material master -purchasing field view.

This is the normal process where everyone will follow to pay the invoice and it is also called as 3-way match, where PO-GR-IR needs to be matched to get the payment done to vendor.

PO Based invoice

Here we will uncheck the GR based invoice, where now system will accept the IR without GR. System will accept the IR in MIRO before posting GR.

Many organizations that they will procure import, so they need to pay the customs while receiving the material from other countries, so in this case we need to pay the customs first before delivering goods.

In this case IR needs to be posted before posting GR, for this reason we are unchecking the GR based invoice, so that system will accept the IR.

Duplicate Invoice check

We all know finally vendor should get paid for the materials and for that they need to send the invoices and APAY team need to upload that to SAP with invoice number, whereas few scenarios for services we have multiple invoices like blanket PO and some other scenarios.

In those cases, we can see some multiple invoices coming with same number but APAY tram will upload all the invoices, some case one vendor will have many PO’s and they may mismatch the invoices with 1 PO number multiple invoices. For this all scenarios we have option for duplicate invoices check in SAP vendor master.

Vendor can have check that system will always check for duplicate invoices

Process: we need to do the backend settings for MIRO to come this possible.

Step:1

SPRO  
            Materials Management
                                    Invoice verification
                                                            Define attributes of system messages

Maintain the number 108-which will be for invoice system messages

Online -E and Batch- E and E is for Error.

Step 2:

SPRO  
            Materials Management
                                    Invoice verification
                                                Configure Automatic posting
                                                                             Incoming Invoices
                                                                                                Check for Duplicate invoices


Select the company code—check company code, check reference, check invoice date

Step 3:

In vendor master we need to maintain the double check tab inn payment transactions account view, so that for this vendor the settings will work.

We can maintain all the vendors these settings, so that it will work for all the vendors.






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