| # To process purchase invoices Recording and processing a purchase invoice in Financials consists of the following steps: Optionally record receipt of the purchase invoices. Confirm the received invoices if required, and register the purchase invoices. If a hold reason is linked to the invoice, remove the hold reason. Do one of the following: For cost invoices, enter the transaction lines. For purchase invoices, match the invoices to the related receipts, purchase orders, or freight orders. Display the error log and solve the matching errors. Approve the price differences. Display the error log and solve the approval errors. If payment approval is required, authorize the invoice for payment. Note If a receipt schedule is linked to the terms of payment of the invoice, you perform the described actions on the receipt schedule lines rather than on the invoice. For more information, refer to How LN determines the applicable bank charges. You can process individual purchase invoices manually or you can match and approve ranges of purchase invoices in a background job. For the postings created during each step, refer to the User's Guide for Financial Integration and Reconciliation Transactions. If you use self-billing, you agree with your suppliers that they do not send you invoices, and you automatically generate the required purchase invoices. The procedure for self billed invoices is similar to the purchase invoices procedure. The invoice status The invoice status reflects the various stages of the process, and can change as follows: Received (optional) --> Registered Registered--> Matched if you have partially or fully matched the invoice Matched--> Approved Approved--> Matched if you unapprove the invoice. You can also approve an invoice without matching it first. If you unapprove the invoice, the status becomes Registered. 1. To receive and confirm the purchase invoices Before you register received purchase invoices, you can optionally record the receipt in the Received Purchase Invoices (tfacp1500m000) session. LN then sets the status of the invoice to Received. For example, if several employees or departments must confirm the invoices before the invoices are processed, you can first record receipt of the invoice. For more information, refer to Confirmation of received purchase invoices. 2. To register purchase invoices If you register a purchase invoice, LN creates an open entry in the Accounts Payable module and a posting to the general ledger. To register purchase invoices To register a purchase invoice, you can enter a new purchase invoice in this session or you can copy a received purchase invoice from the Received Purchase Invoices (tfacp1500m000) session. Take the following steps: Start the Transactions (tfgld1101m000) session. Select or create a transaction batch. Add a record to the batch, using a transaction type of the Purchase Invoices transaction category. Save the record. Select the record and on the appropriate menu, click Transaction Entry. The Purchase Invoices (tfacp1110s000) session starts. Do one of the following: To enter a new purchase invoice, enter the invoice details. To register Received invoice, take the following steps: In the Purchase Invoices (tfacp1110s000) session, on the appropriate menu, click Copy Received Purchase Invoices. The Copy Received Purchase Invoices (tfacp1210m000) session starts Select the invoice to be copied and click OK. LN copies the invoice details to the Purchase Invoices (tfacp1110s000) session. When you enter an invoice in the Purchase Invoices (tfacp1110s000) session, LN sets the Invoice Status field to Registered. If you copied a received invoice, in the Received Purchase Invoices (tfacp1500m000) session, LN sets the status of the copied invoice to Copied. You cannot copy an invoice multiple times. If you defined a general default hold reason or a default hold reason for the invoice-from business partner, LN blocks all registered purchase invoices for automatic processing. How you continue the purchase invoice procedure depends on the type of invoice that you select in the Invoice Type field of the Purchase Invoices (tfacp1110s000) session. The following invoice types exist: Cost Invoice Purchase invoices for which no related purchase orders exist. Invoices related to purchase orders Invoices related to freight orders Related topics Purchase invoice authorization To match and approve purchase invoices To process cost invoices Authorization of registered invoices Automatic or uninterrupted payment process Self billing Financial business partner group ledger accounts |