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 required and the whole process can be automated.

Creating invoice header

The invoice header is updated by using APBR50MI, transaction AddHead.

This table shows the fields in API APBR50MI (Supplier invoice batch interface):


Field	Comment
Division	Required.
Company name (CNPJ)	CNPJ or supplier are required, if supplier is updated the CNPJ is retrieved automatically.
Supplier	Supplier or CNPJ are required, if CNPJ is updated the supplier is retrieved automatically.
Supplier invoice number	Required.
Series/subseries	Required.
Especie	Required.
Address number	Optional. If left blank, the data is retrieved from CNPJ or supplier.
Requested delivery date	Optional. If left blank, the data is retrieved from the goods receipt.
Invoice date	Required.
Due date	Optional. If left blank, the date is calculated from the payment term, the invoice date and the system calendar.
Total goods value	Required, if not partial validation.
Total invoice amount	Required.
Payment terms	Optional. If left blank, the value is retrieved from the supplier.
(Calculation of) IPI base	Optional. Automatically calculated on the invoice lines.
IPI amount	Optional. Automatically calculated on invoice lines.
ICMS tax subst base	Optional. Handled manually.
ICMS tax subst in percent	Optional. Handled manually.
ICMS tax substitution	Optional. Handled manually.
ICMS base	Optional. Automatically calculated on invoice lines.
ICMS amount	Optional. Automatically calculated on invoice lines.
Service amount	Optional. Valid for service invoices only.
INSS amount	Optional. Valid for service invoices only.
IRRF amount	Optional. Valid for service invoices only.
Freight amount	Optional.
Insurance amount	Optional.
PIS amount	Optional for import invoices only. Automatically calculated on invoice lines..
COFINS importation amount	Optional for import invoices only. Automatically calculated on 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. Specify 1 to perform partial validation.
Company name	Optional.
CBS amount	Optional. Automatically calculated on invoice lines.
IBS 1 amount	Optional. Automatically calculated on invoice lines.
IBS 2 amount	Optional. Automatically calculated on invoice lines.
IS amount	Optional. Automatically calculated on invoice lines.

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.

Use partial validation to update fewer fields in APBR50MI or to update records with errors. If used, you must complete the remaining fields in 'Supplier Invoice. Open' (APBR50) to validate the invoice.

On (APBR50/E), you can change the address number, receipt date, invoice date, due date, and payment terms. If you change the invoice date or payment terms, the due date is 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. This date is updated automatically when account entries are created.

Creating incoming invoice lines

The invoice lines are updated by using APBR51MI, transaction 'AddLine'. An invoice header must exist before you can add invoice lines.

This table shows fields in API APBR51MI (Supplier invoice batch interface):


Field	Comment
Division	Required.
Supplier	Required.
Supplier invoice number	Required.
Series/subseries	Required.
Supplier invoice line	Required if PO/PO line is left blank.
Purchase order number	Required if supplier invoice line is left blank.
Purchase order line	Required if supplier invoice line is left blank.
Purchase order line sub number	Optional.
Item number	Required 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	Required.
IPI percentage	Optional. Overrides the rate entered on the PO line if specified.
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	If specified, overrides the rate specified in (CRBR07), (CRBR01), or 'From-To Federation Unit' (CRBR60) when 'CNPJ at Facility level' is selected in 'Company. Connect Division' (MNS100).
INSS percentage	Optional. Valid for service invoices only.
IRRF amount	Optional. Valid for service invoices only.
Freight amount	Optional.
Insurance amount	Optional.
Other expenses	Optional.
Total discount	Optional.
Partial validation	Optional. Specify 1 to perform partial validation.
CBS/IBS classification code	Required if the invoice date is on or after the tax reform activation date on (MNS100/L).
IS classification code	Optional. Only valid if the invoice date is on or after the tax reform activation date on (MNS100/L).
CBS rate	Optional. Only valid if the invoice date is on or after the tax reform activation date on (MNS100/L).
IBS 1 rate	Optional. Only valid if the invoice date is on or after the tax reform activation date on (MNS100/L).
IBS 2 rate	Optional. Only valid if the invoice date is on or after the tax reform activation date on (MNS100/L).
IS rate	Optional. Only valid if the invoice date is on or after the tax reform activation date on (MNS100/L).

You can use partial validation to update fewer fields in APBR51MI and to update records that contain errors.

If partial validation is used, you must update the remaining fields in 'Supplier Invoice. Open incoming lines' (APBR51) 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, the system opens (APBR51).

All invoices should be validated to check if all required 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, you must specify the division, supplier, supplier invoice number, and series/subseries.

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, you can create the invoice lines. 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 status changes to 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, a zero-amount invoice line is automatically created in (APBR52). Delete this invoice line from (APBR52) before proceeding.

You can change the invoice reference in 'Purchase Order. Display Line Trans' (PPS330) if the reference is incorrect. After you change the reference in (PPS330), delete the invoice lines from (APBR52) before recreating them. 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, you must manually update the item number in (APBR52).

If the internal CFOP on the incoming lines is incorrect, an invoice line with blank internal CFOP is created in (APBR52). Then, you must manually update the internal CFOP 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, you can delete and recreate the invoice lines.

Checking invoice

After you create the invoice lines, you must check the invoice. Compare the amounts between the invoice header and the invoice lines. If there are differences, the invoice status changes to 40='Invoice not approved'. The differences are displayed in 'Supplier Invoice. Compare' (APBR03), which you can launch using related option 20='Compare header and lines' from (APBR50).

You can change the invoice header amounts in (APBR50) and the invoice lines in (APBR52). After correcting the amounts, you must perform the check again. If all amounts match, the system updates the invoice status to 50='Invoice Approved'.

Note: You can define the accepted ICMS amount variances by using sorting order 9 in 'Settings – Supplier Invoice Matching' (APS900). To activate the record, update it with an asterisk (*).

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 status changes to 80='Account entries created'.