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 APBR50MI, transaction AddHead.

Fields in API APBR50MI (Supplier invoice batch interface)


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 be 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 be 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 fewer 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 APBR51MI, transaction 'AddLine'. An invoice header must exist to be able to add the invoice lines.

Fields in API APBR51MI (Supplier invoice batch interface)


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) or 'From To Federation Unit' (CRBR60) if 'CNPJ at Facility level' in 'Company. Connect Division' (MNS100) is selected.
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 fewer 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.

Validating invoice

When the invoice header and the invoice lines are updated through APBR50MI and APBR51MI, a record is created which is displayed in (APBR50). The record is 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 go to (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 APBR53MI (Supplier invoice batch interface). If APBR53MI, 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 is set to 80='Account entries created'. If the validation fails, the invoice gets 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 is 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 are 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), you can on invoice line 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 gets status 30='Invoice line created'. The invoice lines are displayed in 'Supplier Invoice. Open Invoice Lines' (APBR52) which is 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 is 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 is also 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 is 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 overrule the rates defined in 'Item. Open Complement' (CRBR04), 'Settings – CFOP code' (CRBR07), 'Federation Unit. Open' (CRBR01), or (CRBR60) if 'CNPJ at Facility level' in (MNS100) is selected.

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 gets 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: The 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 gets status 80='Account entries created'.