Accept or refuse domestic invoices
Use this procedure to manually accept or refuse domestic batch invoices in 'Supplier Invoice Batch. Open' (APS450) before posting them to the AP ledger. Handling of domestic batch invoices from internal sales and purchases is also described.
Background
In certain countries, businesses are transitioning to a required digital accounts payable workflow. All domestic B2B (Business-to-Business) invoices must be received as structured electronic data through certified platforms.
Limitations
Manually accepting and refusing domestic invoices in (APS450) apply only to batch invoices of type 20-'Supplier invoice'.
Before you start
This setup enables accepting or refusing domestic invoices in (APS450). Specifically, parameter '137 Accept or refuse batch invoice' on 'Accounts Payable - Settings' (APS905/F) is set to 1-'Domestic invoices'. As a result, when domestic invoices are received or created in (APS450), the batch invoice validation status becomes 1-'Awaiting manual validation'.
Accept invoice
To accept a domestic invoice, use the related option 26-'Accept invoice' to set the batch invoice validation status to 2-'Accepted'. After acceptance, perform supplier invoice validation. If no errors are found, update the AP ledger.
Refuse invoice
To refuse a domestic invoice, use the related option 27-'Refuse invoice'. The 'Batch invoice validation status' is set to 3-'Refused' and the invoice batch status to 77-'Refused'.
During the process, specify a finance reason code on (APS450/N). Once the invoice is refused, it cannot be validated, changed, or deleted in (APS450). However, you can archive or delete it in 'Supplier Invoice Batch. Archive/Delete' (APS802).
Match to internal invoices
Incoming invoices are matched to an existing internal AP invoice in the system. If a match is found, the 'Batch invoice validation status' is set to 9-'Automatically accepted'. Additionally, the invoice cannot be validated or posted to AP.
More to consider
- Invoice batch document type code
The invoice batch document type code is specified using APS450MI transactions AddHead and UpdHead. The system saves this value as AP additional information 486-'Invoice document type code' in the FPLEDX table when the batch invoice is posted to AP.
- API transactions
APIs are available for accepting or refusing batch invoices. Additional details are available in the metadata for APS450MI transactions AcceptInvoice and RefuseInvoice.
- Finance reason codes
Finance reason codes are created and maintained in 'Finance Reason Code. Open' (CMS103). Finance reason codes with 'Reason type' set to 5='Refused supplier batch invoice transactions' can be used when an invoice is refused.
- Batch invoice transaction domain type
The batch invoice transaction domain type is set to 0-'Not used' for internal M3 inter-company invoices and 1-'External' for invoices from outside vendors, legacy systems, third-party applications, and government platforms.