Registering and Recoding Supplier Invoices with PO Invoice Matching using APS450MI

Workflow

1. An invoice for a purchase order is first entered on the clearing account using invoice batch type 20='Normal supplier invoice'.
   • API transaction AddHead for the header transaction.
   • API transaction AddLine for VAT transaction.
2. The invoice is recoded and invoice matched using invoice batch type 25='Recode'.
   • API transaction AddHeadRecode with voucher number series from the preliminary invoice and invoice matching set to 1='Invoice matching on line level'.
   • API transaction AddLineRecode is used for invoice line type 8='Accounting line'. This is for the clearing account and to post any variances.
   • API transaction AddLine is used for line type 1='Item', 2='Order charge', and 5='Line charge'.
3. The invoice is set as approved for payment when fully matched using API APS110MI (Recode supplier invoice).

   API transaction ApproveInvoice

4. The invoice is validated and updated using API APS455M (Supplier invoice batch submitted).

   API transaction ValidateByBatchNo

5. Invoice status 78='Invoice matching recoding failed' is set when recoding and matching could not be completed. This could be when goods have not been received or when variances exist, and the invoice does not balance. In this situation, the recoding invoice transaction must be deleted using API transaction DltInvoice in APS450MI, corrected in the third-party system, and reloaded using APS450MI. The error messages that explain the reason for status 78 are saved in the header in (APS450). The detailed error messages are saved in 'Detailed Mail Message. Open' (CMS421) and the application message that is enabled through application message type 147 is created in 'Settings - Application Message' (CRS424).

Outcome

• The preliminary supplier invoice is normally set as not approved for payment depending on the configuration of the FAM function 'AP50' in 'FAM Function. Open' (CRS405).
• The recoded supplier invoice is matched to goods receipts, and accounting entries for invoice matching are created.
• Invoice is approved for payment.

Limitations

• Invoice matching using this process can only be used when goods have been received. You cannot recode and match before goods receipt.
• Recoding supplier invoices with PO invoice matching using APS450MI including sales tax surcharges (costing element with operators 90 or 91) is managed as follows:
  • Sales tax is added on line type 3-'VAT/Tax' on supplier invoices including tax. The tax surcharge is not added.
  • Self-assessed tax is automatically calculated on supplier invoices excluding tax. The tax surcharge is not added in APS450MI. The invoice is automatically created if there are no variances and the parameter '420-Auto create acc entries when tax excluded' is set to 1-'Automatically' in (APS905).
  • The invoice remains on the clearing account when the supplier invoice excludes tax and the parameter '420-Auto create acc entries when tax excluded' is set to 0-'Manually' in (APS905). The status in 'Supplier Invoice Batch. Open' (APS450) is set to 78 ='Invoice matching recoding failed'. The invoice must then be recoded manually in (APS110).
• Automatic creation of preliminary fixed assets cannot be done using this process. If the invoice matching accounting entries are created against a fixed asset account, the invoice status is set to 78='Invoice matching recoding failed'. Then, the invoice must then be recoded manually in (APS110).
• Only one error message per invoice is saved in the header in APS450 and in (CMS421) when recoding fails. This is because when one error is found, the matching process stops.