Manage Automatic Invoice Matching for Brazil

These steps are performed to complete the invoice matching process and to transfer the supplier invoice to accounts payable and general ledger. All steps are not mandatory and the whole process can be automated.

Creating invoice header

The invoice header is updated by using the MI-program APBR50MI and transaction 'AddHead'.

Fields in the MI-program

Field

Comment

Division

Mandatory.

Company name (CNPJ)

CNPJ or supplier are mandatory, if supplier is updated the CNPJ is retrieved automatically.

Supplier

Supplier or CNPJ are mandatory, if CNPJ is updated the supplier is retrieved automatically.

Supplier invoice number

Mandatory.

Series/subseries

Mandatory.

Especie

Mandatory.

Address number

Optional. If left blank, it is retrieved from CNPJ or supplier.

Requested delivery date

Optional. If left blank, it is retrieved from the goods receipt.

Invoice date

Mandatory.

Due date

Optional. If left blank, it is calculated from the payment term, the invoice date and the system calendar.

Total goods value

Mandatory, if not partial validation.

Total invoice amount

Mandatory.

Payment terms

Optional. If left blank, it is retrieved from the supplier.

(Calculation of) IPI base

Optional. It will be calculated automatically on the invoice lines.

IPI amount

Optional. It will calculated automatically on the invoice lines.

ICMS tax subst base

Optional. It is handled manually.

ICMS tax subst in percent

Optional. It is handled manually.

ICMS tax substitution

Optional. It is handled manually.

ICMS base

Optional. It will calculated automatically on the invoice lines.

ICMS amount

Optional. It will be calculated automatically on the invoice lines.

Service amount

Optional. It is valid for service invoices only.

INSS amount

Optional. It is valid for service invoices only.

IRRF amount

Optional. It is valid for service invoices only.

Freight amount

Optional.

Insurance amount

Optional.

PIS amount

Optional for import invoices only. It will be calculated automatically on the invoice lines.

COFINS importation amount

Optional for import invoices only. It will be calculated automatically on the invoice lines.

Other expenses

Optional.

Total discount

Optional (added as positive amount).

Importation registration number

Optional.

Document type

Optional.

NF-e ID

Optional.

IBGE FU code

Optional.

Period

Optional.

Modification requirement

Optional.

Exchanged serial number

Optional.

Ref document number

Optional.

Partial validation

Optional. Indicate with 1 if partial validation should be performed.

Company name

Optional.

The total invoice amount is compared to the total of the fields for different types of taxes, charges and discounts and the total amount should match in order to proceed.

Partial validation can be used to update less fields in APBR50MI and to update records that contain errors. If partial validation is used, then it is mandatory to go to 'Supplier Invoice. Open' (APBR50) and update the remaining fields to validate the invoice later on.

In (APBR50/E) the address number, the receipt date, the invoice date, the due date and the payment terms can be changed. If the invoice date is changed, the due date will be recalculated. If the payment terms are changed, the due date will again be recalculated. These fields can only be changed when the status of the invoice is 20='Validated' or lower.

There is no need to fill in the accounting date because this date will be updated when the account entries are created.

Creating incoming invoice lines

The invoice lines are updated by using the MI-program APBR51MI and transaction 'AddLine'. An invoice header must exist to be able to add the invoice lines.

Field in the MI program

Field

Comment

Division

Mandatory.

Supplier

Mandatory.

Supplier invoice number

Mandatory.

Series/subseries

Mandatory.

Supplier invoice line

Mandatory if PO/PO line is left blank.

Purchase order number

Mandatory if supplier invoice line is left blank.

Purchase order line

Mandatory if supplier invoice line is left blank.

Purchase order line sub number

Optional.

Item number

Mandatory if alias number is blank or if alias number is not correct.

Alias number

Optional.

Internal CFOP code

Optional. If left blank, retrieve from the supplier.

Industry equivalence

Optional.

Purchase price

Mandatory.

IPI percentage

Optional. If added, it will overrule entered rate on the PO line.

IPI credit base

Optional, but handled manually.

IPI credit amount

Optional, but handled manually.

ICMS tax subst base

Optional, but handled manually.

ICMS tax substitution

Optional, but handled manually.

ICMS tax subst in %

Optional, but handled manually.

ICMS percentage

Optional. If added, it will overrule entered rate in (CRBR07) or (CRBR01).

INSS percentage

Optional. It is valid for service invoices only.

IRRF amount

Optional. It is valid for service invoices only.

Freight amount

Optional.

Insurance amount

Optional.

Other expenses

Optional.

Total discount

Optional.

Partial validation

Optional. Indicate with 1 if partial validation should be performed.

Partial validation can be used to update less fields in APBR51MI and to update records that contain errors.

If partial validation is used, then it is mandatory to go to 'Supplier Invoice. Open incoming lines' (APBR51) and update the remaining fields to validate the invoice after.

Validating invoice

When the invoice header and the invoice lines are updated through MI-programs APBR50MI and APBR51MI, there will be a record created which will be displayed in (APBR50). The record will be in status 10='New'. The header is displayed in (APBR50) and the lines are displayed using related option 11='Incoming invoice lines' from (APBR50). If you use that related option, you will end up in (APBR51).

All invoices should be validated to check if all mandatory fields are updated. The validation is started using related option 8='Validate' in (APBR50) or through MI-program APBR53MI. If the APBR53MI and transaction 'ValidateInvoice' is used, the division, the supplier, the supplier invoice number, and the series/subseries must be entered.

If the parameter 'Auto update' on the FAM-function AP50 in 'FAM-function. Open Details' (CRS406) is set to 1 and there are no errors on the invoice header and the invoice lines, the status will be set to 80='Account entries created'. If the validation fails, the invoice will get status 15='Validated with error'. There might be errors on the header and on the lines in this case. If the validation is successful, the status will be 20='Validated' or higher, depending on the setting on the FAM-function AP50.

If the parameter 'Auto update' on the FAM-function (CRS406) is set to 1, all steps will be performed automatically if no errors are found. If errors are found and the invoice has status 15='Validated with error', go to the header record in (APBR50) using option 'change' to correct the errors. Also, check the invoice lines in (APBR51) using option 'change' and correct the errors.

In (APBR51/B1), it is possible to filter on invoice lines errors. Select invoice line error from/to 2='errors' to see erroneous lines only. When the errors are corrected, run 'Validate' again from (APBR50) then the status on the invoice should be 20='Validated' or higher depending on the 'Auto update' parameter in (CRS406).

Creating invoice lines

When the invoice is in status 20, the invoice lines can be created. The invoice lines are created based on the goods receiving lines for this invoice number. There might be several goods receiving lines per invoice line.

The invoice lines are created using related option 13='Create invoice lines' from (APBR50). When the invoice lines are created, the invoice will get status 30='Invoice line created'. The invoice lines are displayed in 'Supplier Invoice. Open Invoice Lines' (APBR52) which will be launched using related option 12='Invoice lines' from (APBR50). If the invoice line number on the goods receiving lines does not match the invoice line added on the incoming lines (but the invoice number matches), an invoice line with a zero amount will be created in (APBR52). This invoice line should be deleted from (APBR52) before proceeding.

The invoice reference in 'Purchase Order. Display Line Trans' (PPS330) can be changed if the reference is incorrect. After changing the reference in (PPS330), the invoice lines can be deleted from (APBR52) and then they can be recreated. In case the item number updated on the incoming lines does not correspond to the item number on the purchase order, an invoice line with a zero amount will also be created. Then the item number must be manually updated in (APBR52).

If the internal CFOP on the incoming lines is incorrect, an invoice line with blank internal CFOP will be created in (APBR52). Then the internal CFOP must be manually updated on the invoice lines in order to proceed.

If the IPI rate and the ICMS rate are updated in (APBR51MI), these rates will overrule the rates defined in 'Item. Open Complement' (CRBR04), 'Settings – CFOP code' (CRBR07) or 'Federation Unit. Open' (CRBR01).

As long as the invoice is in status 40 or less, the invoice lines can be deleted and recreated.

Checking invoice

After the invoice lines are created, the invoice must be checked. The amounts between the invoice header and the invoice lines must be compared. If there are differences, the invoice will get status 40='Invoice not approved'. The differences are displayed in 'Supplier Invoice. Compare' (APBR03) which is launched through related option 20='Compare header and lines' from (APBR50).

The invoice header amounts can be changed in (APBR50) and the invoice lines can be changed in (APBR52). When the amounts are corrected, the check must be performed again. After the check is performed and all amounts are matched, the status is set to 50='Invoice Approved'.

Note that accepted ICMS amount variances can be defined by using sorting order 9 in 'Settings – Supplier Invoice Matching' (APS900). The record must be updated with a *.

Creating account entries

The account entries are created using related option 15='Create account entries' from (APBR50). After the account entries are created, the invoice will get status 80='Account entries created'.

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