Managing Batch Supplier Invoices

This document explains how to update Accounts Payable with supplier invoices belonging to one of these categories:

These invoices are created either by adding an invoice manually, receiving an invoice from an internal or external system using M3 APIs or by automatically generating an invoice from another business engine function.

Outcome

Use these settings when you want to:

These accounting rules are affected in M3:

Basic account entries

Accounting rule

Account

Debit

Credit

AP50/AP51–200

Creditor's control account (accounts payable)

 

x

AP53-210

AP accounts prepayment

   

AP53-220

Pre-paid cost

   

AP50/AP51–215

Clearing account

x

 

AP50-218

Accounting line for line type 8-'Accounting line'

   

AP50–230

Charges at invoice header level

x

 

AP50–280

Rounding off

x

 

AP50-420

Claim against supplier

 

x

AP50-440

Claim adjustment

   

AP50–301

Realized exchange gains

   

AP50–302

Realized exchange losses

   

AP51–237

Debit note not invoiced – item

   

AP51–238

Debit note not invoiced – line charge

   

Account entries for VAT

Accounting rule

Account

Debit

Credit

AP50/AP51–111

VAT payable 1

 

x

AP50/AP51–112

VAT payable 2

 

x

AP50/AP51–113

Suspense account for VAT payable 1

 

x

AP50/AP51–114

Suspense account for VAT payable 2

 

x

AP50/AP51–211

VAT receivable 1

x

 

AP50/AP51–212

VAT receivable 2

x

 

AP50/AP51–213

Suspense account for VAT receivable 1

x

 

AP50/AP51–214

Suspense account for VAT receivable 2

x

 

The values in the tables for Batch Supplier invoices – FAPIBH (invoice header) and FAPIBL (invoice lines) – are verified.

Before you start

Batch supplier invoices

For invoices to match to purchase orders

For a description of requirements, see Automatic Matching of Batch Supplier Invoices to Purchase Order.

Outline

Follow these steps

  1. Perform batch supplier invoice validation.

    The batch supplier invoices are displayed in 'Supplier Invoice Batch. Open' (APS450). Each invoice belongs to a batch invoice type such as 20 for supplier invoices, and 10 for self-billing invoices. The B-panel can be configured, using the sorting orders, to select the invoices that you want to see.

    You manually trigger the suppler invoice validation on (APS450/B) by selecting the option 'Validation' for a single invoice or by pressing F18='Validation'. Both options display (APS455), which also can be started directly from the menu. If a single invoice is processed, all fields are protected and only the invoice number and batch invoice number are seen but cannot be edited. When F18 is used, a selection panel is displayed in (APS455) where the user can manually select a range of invoices or invoices with a specific set of characteristics.

    If no invalid or missing values are found, the invoices might directly update Accounts Payable with the current date as the accounting date, depending on the configuration of the FAM function. Otherwise, you update Accounts Payable by selecting one of the update options in a separate step.

    Results

    The results of the invoice validation are indicated by the invoice batch status displayed on (APS450/B). Status 20 or 50 means that no errors were detected; status 20 is only valid for self-billing, debit note request and supplier claims; and other invoices are assigned status 50. Status 15 indicates errors in the header or the lines.

    The statuses used for both the invoice header and the invoice lines are:

    • 1 = No errors
    • 2 = Error
    • 3 = Warnings

    For example, an invoice with header status 2 (error exists) and line status 3 (warning exists) can only update Accounts Payable after the invoice header has been adjusted.

    Application message 156 (Errors occurred during the validation of the supplier invoice) can be created if any errors are detected during the validation (activated in program (CRS424)). The application message is visible in (CRS420).

  2. Manually adjust invoices with errors.

    Invoices that require manual correction have invoice batch status 15. Use the option 'Display error log' in (APS450/B) to view the errors for an invoice. Practically all fields in the invoice are open for editing until the invoice has updated Accounts Payable. Make the necessary adjustments for the invoice header on panels E and F in (APS450) and for the invoice lines on (APS451/E). Error messages or warnings are displayed for each relevant panel. Errors must be corrected whereas warnings normally can be overruled.

    Examples of such errors could be that the supplier is not registered, that the invoice date or payment method is invalid, and that a purchase order number is missing.

  3. Print, reject, adjust, and approve a supplier invoice.

    For self-billing invoices, printing might be required if the supplier acceptance in 'Purchase Agreement. Open for Self-Billing' (PPS112) is set to 1, 2, or 3. For supplier acceptance 2 or 3, approving the invoice in (APS450) is then the next step for the self-billing invoice. If supplier acceptance type 3 is selected and the time limit has passed, the invoice is automatically approved.

    Debit note requests require printing. The printing of a supplier debit note can be triggered automatically from the validation if the AP standard document in (APS080) has auto print enabled.

    Supplier claim requests of 'Invoice batch type' 52 stops at status 30 – 'Printed'. Supplier claim invoices and supplier claim requests of 'Invoice batch type' 51 requires additional processing before they can be approved and transferred to accounts payable.

    Depending on the settings for claims in (PPS122), automatic validation and automatic printing of a supplier claim invoice or a supplier claim request can be triggered when the supplier rebate transactions are transferred to (APS450) from (PPS123).

    When the printing has been performed, either manually or automatically, the status of the supplier claim will be 30 (Printed).

    The supplier will then approve or reject the claim.

    If the claim is rejected, the supplier claim can be adjusted and reprinted.

    If the supplier claim is approved, it can be transferred to accounts payable.

    For supplier claim requests, you can update the supplier invoice number, the invoice date and the due date in the approval step.

  4. Update Accounts Payable and perform invoice matching (if applicable).

    Accounts Payable can be updated automatically as part of the validation or updated as a separate step by selecting option 9='Update to AP ledger' for a single invoice or by pressing F19 for all invoices. When F19 is used, the user is directed to (APS455) where the invoice selection can be made.

    If the values in the invoice header indicate that the invoice should be matched to a purchase order (PO) or goods receipt, the invoice is automatically matched as part of the update of accounts payable. Supplier invoices and self-billing invoices can be included in the matching whereas debit notes cannot. For details, see Automatic Matching of Batch Supplier Invoices to Purchase Order.

    If the matching is incomplete or could not be performed at all, the matching must be completed manually afterwards. (See the Uses section.)

  5. Print invoice.

    You can at any time print a single invoice or a selection of invoices in (APS455). (APS455) can be started from (APS450) for a single invoice or for a range of invoices using F17.

  6. Manually specify automatic supplier invoice.

    If you want to match a specific invoice to a particular purchase order in a more complex matching scenario or specify the invoice as approved directly, for example, specify the invoice manually based on the printed invoice in 'Supplier Invoice. Record' (APS100).

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