Preventing Overbilling in payable invoices matched to PO/Receipts

Hi,
how to prevent overbilling of a overbilling of a payable invoice matched to a po/receipt. (placing hold). we are in 11.5.10.2.
In the payable invoice find receipts window, fully matched receipts also getting displayed against a PO, users are able to enter quantity billed, (warning is displayed), but data saved.
Is this standard functionality?

Keep in mind that we do not know what is going on in your system (what procedures are being followed). First thought - are the users failing to pick the Final Match option during matching? If you select Final Match, the system updates the closure status of the entire purchase order to "Finally Closed" when you validate the invoice. No further actions can be performed against a PO level that is closed. Sounds like your users can still match against fully received POs, which makes me think that your POs are not being closed out.
Also, what have you set up for your invoice tolerances? The downside of tolerances is that they work both ways. But using tolerances may help reduce the problems somewhat. So you may wish to look at that as well.
Hope this helps a bit.
John Dickey

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Navigation for invoice match option

Hi Members,
Can any one let me know the navigation for "Invoice Match Option" for the purchase order shipment.
I want to set the invoice match option for a supplier site to "Receipt".

Hi
Navigation for changing Invoice match Option
Financial Option-> Supplier Entry (Tab)
In Supplier Entry Tab Change Invoice Match Option: To Receipt
Thanking You
Sunil

Script to update vendor inactive date and invoice match option

As part of a review of our precure to pay process in 11.5.10, we have to make a change to a large number of suppliers (vendors).
We want to disable about 7000 suppliers by setting the inactive date and for the remaining suppliers change the invoice match option from receipt to purchase order
There does not appear to be any api that I can use to make these changes.
Does anyone have any experience in using a baisc update script to change the data.
Scripts would be something like:
Inactivate suppliers
update po_vendors
set end_date_active = sysdate
where vendor_id in <list of vendors to update>
update po_vendor_sites_all
set inactive_date = sysdate
where vendor_site_id = <list of vendors sites to update>
Change invoice match option
update po_vendors
set match_option = 'P'
where vendor_id in <list of vendors to update>
update po_vendor_sites_all
set match_option ='P'
where vendor_site_id = <list of vendors sites to update>

Hello.
In your place i would not have the guts to use SQL for a task like that. You know what Oracle says about using tools to modify data in the database. They always say that it is not supported and to use forms to modify the data. So I would suggest you to use a tool like DataLoad to query and modify your suppliers.
Octavio

Receipt Qty in AP invoice does not match with actual receipt qty.

Hello everyone,
I am facing an issue in oracle Payables module. When we match invoice with receipt while preparing invoices, Quantity received shown in the Receipt quantity block in invoice window does not match with actual receipt quantity of that item. Due to this difference user is not able to book the invoice. Please help me to resolve this issue.
Thanks,
Himanshu Gupta

Exactly. What i mean is in the invoice window, There is a block called reciept quantity shown in the lower part. The received quantity displayed in that block is more the actual quantity being recieved. (when we see the recieving transactions). is this a bug?
thanks for your reply, awaiting your response......
Himanshu Gupta

PO Releases 'invoice match option'

Hi,
The PO has one match option at the header and a different match option at the release line. This is causing an inability to match the invoice in Payables until it gets correctd.
How do i check where this invoice match option is defaulting from?
Is it from the supplier level or the Po header level.
and how can this problem be corrected?
Any ideas?
Thanks,
Ashwathy

Hi,
I think you are mixing the two things,well i think anyway. Match approval level and match invoice options are independent. You can set the match approval level as default in the setup to say 2-way. Assuming you have done that when you enter the shipment details you can select the match invoice option to PO or to receipt.
Now match approval and match invoice are part of the optional information on the shipments. SO if you do not enter the match approval the default which is set to 2-way will be picked up.If you want match invoice to be PO, i suggest you don't enter any value for it, if the match invoice is NULL it will be displayed as PO so i am assuming it will be default unless you change it to receipt.
I think this should resolve your issue.
Regards,
Utsav.

Invoice Matching - Best Business Practice

As far as I know matching invoices to PO or to a receipt is done in AP. A colleague of mine is stating that matching should always be done at the purchasing level and that she has never seen it done in Payables. Other than the user's guide, would anyone know of a white paper that addresses the matching business flow.
We are not usinf Oracle Purchasing, but rather a third party solution (ePlus), and for whatever reason, the matching is going to be done in that solution. Invoices will also be created in that system, and interfaced to AP in order to issue checks.
Your input would be appreciated.
Thanks!

Hi
It depends on the kind of External Software you are using and the purpose of the same.
You cannot Import PO to Payable to perform Matching in Payables unless PO is created in Oracle purchasing. Secondly performing a match between two system, Oracle Payables(Invoice) and PO in (ePlus) is very difficult. Also it depends on the type of item they are using in ePLUS. If it is service oriented Organization, then they would have created only service items which might have Performance Guarantee etc., which can be better reviewed and analysed by an Engineer who is incharge of the PO rather than Accountant performing the PO to Invoice Match
So it is better to identify and analyse the client Business and choose where to perform the PO to Invoice matching.
The choices are as follows
If it is inventory based matching then, Convince the client to use Oracle PO and Inventory Module and make the set up and import data from ePlus to these modules and create Invoice in AP and perform PO to Invoice Matching in Oracle.
If it is service oriented Item it is better to create Invoice in Eplus Itself and perform matching in Eplus and Push the Invoice and PO reference details to Oracle Payables to make payments
Hope this helps
Regards
Sivakumar

Prevent user from posting invoices

Hello Profs
How would one generally/theoritically or practically prevent user from posting invoices >1000 rs (arbitary value), in MM Invoice verification.
some thoughts please
Thanks

Sunil,
As per my knowledge, there is no option to prevent user posting invoices if the invoice amount exceeds Rs.1000/-. And it can not be possible with standard /default LIV in MM.
You can do so for the PO's, since there is a procedure called release procedure and for each release code you can set the amount limit and if it falls within that, then he can release the PO (by configuring the release procedure based on total net order value with classification).
Similar to the above you can not do for the Invoices, but this can be possible to the user through workflow to the logistics inovice verification process. For that you need to activate the workflow concept for the LIV (i.e. you can set the workflow for your invoice verification process, if the invoice verification is done by more than one accounts payable processer (i.e user), like first invoice is parked by user1 and then later the user2 will verify (complete) and post the invoice verification process. And for that you can setup workflow concept, so that the next user gets intimated once the first user is completes his process in the LIV. But i don't think it is possible to stop or prevent if the invoice amount exceeds.
But, this can be possible to the some extent, that is though the configuration of attributes of system messages in LIV (by that the user will be notified with a text (i.e. error) message on the status bar, when the user is posting the invoice document which exceeds, hence he can not post the inovice in this case and also try by maintaining the user default paramer (i.e.WLC: Workflow -User specific settings (i.e. to be maintained in parameter id in in user master).
Suggestion:
Refer useful link for more information on workflow:
http://help.sap.com/saphelp_47x200/helpdata/en/9b/572614f6ca11d1952e0000e82dec10/frameset.htm
http://help.sap.com/search/highlightContent.jsp
Hope this will clarifies you,
Reward, if it helps,
Regards,
Srin.K

Payables (Invoices ) Open interface

Hi
I am working on the interface very first time.
what i understand is as follows:
Data file--> Control file --> staging table --> pre-interface table-->interface table then run import program.
Interface tables:
AP_INVOICES_INTERFACE
AP_INVOICE_LINES_INTERFACE
Base Tables
AP_INVOICES_ALL
AP_PAYMENT_SCHEDULES_ALL
AP_INVOICE_DISTRIBUTIONS_ALL
API / Import program: Payables (Invoices ) Open interface
I would like to create the invoices for vendors from different cities. So from data file how many control file I should create? and how many staging tables I should create? Can anybody please explain me how to proceed right from Data file--> Control file --> staging table --> pre-interface table-->interface table ???

You can try your luck in the e-business suite forum

Creating a Vendor and Accounts Payable Invoice

Hello Everyone,
At the moment we are using transaction FK01 or XK01 to create a Vendor on the SAP system. We want the process of "Creating a Vendor" and "Creating Accounts Payable Invoice" to be available on Portal which allows us to automate some part of our business process.
Could anyone suggest me a proper approach for this requirements. I would appreciate your help. It is a bit urg*nt.
Regards,
PG.

I would check in SE37 to see if there is any other BAPIs. Alternatively you could debug the transaction in R/3 to see which function modules it uses. It's possible that there is no BAPI, but there is a non RFC function module for creating a vendor. In that case, you can create a "wrapper" for it, ie your own function module that is rfc enabled and that simpley forwards the call internally to the function module that creates the vendor.
I would also search the ABAP forums to find out if there are any function modules that provide this operation. If you don't find any threads you can try posting a question. It's best to post questions concerning BAPIs and function modules in the ABAP forums (or related forums).
Failing all this or if none of the above fits your requirements, you could create your own BAPI to perform this operation. But 9/10 there is a standard function module to perform most operations. Don't worry if it's not rfc enabled like a BAPI, just create a wrapper around it.
Cheers,
Dion

Invoice matching report in AR Donwpayment Invoice

Hi Expert,
Customer would like to see AR Downpayment Invoice matching report as follow. May I know how to derive the information?
BP name(A) D/P Inv No(B). Total amount in D/P Inv(C) Amount applied in invoices(D) Remaining balance(E)=C-D
and the report must include supporting information about paid invoices
Inv No. Posting date Amount.--> Total of these amount must be same with (D)
Regards
Thomas

Dear Thomas,
In order to get this information you need a query that would work out the values in the ar down payment invoice.
This can be a beginning. However, some values must be calculated in the query because they are not in the table.
SELECT T0.DocNum, T0.CardCode, T1.VatSum, T1.LineTotal, (T1.LineTotal * T0.DpmPrcnt/100) as DPM, (t1.LineTotal - (T1.LineTotal * T0.DpmPrcnt/100) - T1.VatSum) as PAYM_LEFT FROM ODPI T0 INNER JOIN DPI1 T1 ON T0.DocEntry = T1.DocEntry WHERE T0.DocNum = '1'
Please, let me know if this is sufficient or you need some more information from the query.
Kind Regards,
Marcella Rivi
SAP Business One Forums Team

Issue in Payables invoice import prorgam

HI All,
I have run the Payables invoice import prorgam. result is completed normal. now the problem here is invoices data is not populated in Base table. when i check ap_rejections_table, it does not contain any records. can some one guide me how to slove this issue.
Thanks.

HI,
i have submited the invoice import program from procedure as below.
Fnd_Request.submit_request(
application => 'SQLAP'
, program => 'APXIIMPT'
, description => 'Invoice import'
, sub_request => p_sub_request
, argument1 => p_argument1
, argument2 => p_argument2
, argument3 => p_argument3
, argument4 => p_argument4
, argument5 => p_argument5
, argument6 => p_argument6
, argument7 => p_argument7
, argument8 => p_argument8
, argument9 => p_argument9
, argument10 => p_argument10);
It is executed like completed with Error. where as invoices are created in base table.
please find the below errors in log file.
REP-0004: Warning: Unable to open user preference file.
MSG-0000: 2 invoice(s) were created during the process run
MSG-0000: 2 invoice(s) were fetched during the process run
MSG-0000: summarize flagN
REP-1401: 'cf_source_nameformula': Fatal PL/SQL error occurred
ORA-01403: no data found
REP-0069: Internal error
REP-57054: In-process job terminated: Terminated with error:
REP-1401: MSG-00000: 2 invoice(s) were created during the process run
MSG-0000: summarize flagN
REP-1401: 'cf_source_nameformula': Fatal PL/SQL error occurred
ORA-01403: no data found
please guide me to solve this issue.
Thanks.
Edited by: user627525 on Oct 9, 2009 4:33 AM

Account Payable Invoice Creation

Hi All,
I just want to know the Account Payable Invoice creation screen.
How many data hit by invoice screen for master table
AP_INVOICE_ALL
specially invoice_date and gl_date column.
Please help.
Regards

Hi,
Did you check the settings in VKOA. Check Sales Org/ Order Reason. Check whether GL Accounts assigned is correct or not. Also check the settings in Account key
Regards,
Jigar

Imaging Payables Invoices upon Receipt for attachment to approval workflow

Looking for a solution to image Payable Invoices on receipt. This Invoice image has to flow through the approval workflow as an attachment with the ability to open / print.
Would appreciate any help you may be able to provide or insight from any experience you might have with similar requirement (Best practices, Issues/challenges, etc). Thanks.

1) PO approval and invoice approval is independent of each other. You have to have PO approvals. Invoice approvals are optional.
2) Check ap_wfapproval_history_v and ap_inv_aprvl_hist_all
Hope this answers your question,
Sandeep Gandhi

Open account payable invoice migration

Hi All,
We have a scenario where we have to migrate open account payable invoice from legacy system to sap system .Please share relevant knowledge if anyone has worked on the same scenario.
Thanks in advance.
regards,
Twinkle

Hi Twinkle,
Y cant u use LSMW (Direct input method/Recording method).Tcode f-43.
if u want to use Direct input method ,
Analyze these below details if it is suitable for ur requirement or not
Object:--0060
Method:-0000
Programe name:-RM06BI0( Batch Input for Purchasing Info)/ u want to more details and what are the fields the data is updating, better to see in se38.
if u want to use Recording method, u can
Because y am suggesting means because iam flexible to LSMW.
Onemore thing if u have to do more coding before uploading i suggest u to go for BDC or BAPI.
Reward points if helpful.
Thanks
Naveen khan
Message was edited by:
Pattan Naveen

Payable Invoices Approval

Hi
I need to customize the payable invoices approval method for the legacy data (data migration)
Approach
Get the API which the Workflow is using to approve the Invoices... and customize it... create a concurrent program and submit the concurrent program...
after the data migration is completed enable the workflow...
Can you pls let me know the API name which does the approval opeartion..
I do not want to customize the workflow as it is a one time job...
If there is any changes which can be done in the interface table pls let me know.. if i can do a manual update on to the tables, if possible pls let me know the tables for same.
Regards
Yram

Hi,
We have done an extension on the approval workflow here.
Basically, if you set the WF_APPROVAL_STATUS status of the invoice and corresponding invoice line to ‘WFAPPROVED’ then the invoice is approved.

Preventing Overbilling in payable invoices matched to PO/Receipts

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