BUSINESS PROCESS DOCUMENT

Customer 1001 CapFrance BAT

Project Name 10-110 le SAP
Module MM Materials Management
Business Process 10-01 Logistics Invoice Verification
Issue Date 11-Jun-11
Revision 1.0
 Customer 1001 CapFrance BAT Effective Date 11-Jun-11
Project Name 10-110 – le SAP Revision No 1.0
Business Proc 10-01 Logistics Invoice Verification Module MM

Contents
Contents............................................................................................................................................................................................................... 2
About Document .............................................................................................................................................................................................. 3
Document Control ..................................................................................................................................................................................... 3
Document Approval .................................................................................................................................................................................. 3
Document Approval .................................................................................................................................................................................. 3
Copyright ....................................................................................................................................................................................................... 4
Icons Used ..................................................................................................................................................................................................... 5
1. Introduction ............................................................................................................................................................................................ 8
1.1 Purpose .......................................................................................................................................................................................... 8
1.2 Definitions..................................................................................................................................................................................... 9
1.3 Pre-Requisites ............................................................................................................................................................................. 9
1.4 Master Data ................................................................................................................................................................................10
1.5 Business Conditions ...............................................................................................................................................................10
1.6 User Roles ...................................................................................................................................................................................12
1.7 Process Group Overview ......................................................................................................................................................13
1.8 Process Flow ..............................................................................................................................................................................14
1.9 Process Steps - Summary .....................................................................................................................................................14
1.10 Process Steps – In Detail .......................................................................................................................................................15
2 Supplementary Processes ...............................................................................................................................................................19
2.1 Record Retention ....................................................................................................... Error! Bookmark not defined.
3 Document References .......................................................................................................................................................................20
3.1 Record Retention .....................................................................................................................................................................20
3.2 References...................................................................................................................................................................................20

Contents 2
 Customer 1001 CapFrance BAT Effective Date 11-Jun-11
Project Name 10-110 – le SAP Revision No 1.0
Business Proc 10-01 Logistics Invoice Verification Module MM

About Document

Document Control
Customer Number 1001
Customer Name CapFrance BAT
Project Number 10-110
Project Name le SAP
Document Type Business Process Document
Module MM - Materials Management
Document No 10-01
Document Name Logistics Invoice Verification
Issue Date 11-Jun-11
Revision 1.0

Document Approval
Document Project Role Name Date
Prepared by Application Consultant 11-Jun-11
Click here to
Reviewed by Project Manager
enter a date.
Click here to
Approved by Project Manager
enter a date.
Click here to
Customer Project Manager
enter a date.

Document Approval
Version Changed by Effective Date Reasons for Change Sections/Pages Revised
Click here to
enter a date.
Click here to
enter a date.
Click here to
enter a date.

About Document 3
 Customer 1001 CapFrance BAT Effective Date 11-Jun-11
Project Name 10-110 – le SAP Revision No 1.0
Business Proc 10-01 Logistics Invoice Verification Module MM

Copyright
 © 2010-2011 SAP AG and Inntree All rights reserved.
 No part of this publication may be reproduced or transmitted in any form or for any purpose without the express
permission of SAP AG. The information contained herein may be changed without prior notice.
 Some software products marketed by SAP AG and its distributors contain proprietary software components of other
software vendors.
 Microsoft, Windows, Excel, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation.
 IBM, DB2, DB2 Universal Database, System i, System i5, System p, System p5, System x, System z, System z10, System
z9, z10, z9, iSeries, pSeries, xSeries, zSeries, eServer, z/VM, z/OS, i5/OS, S/390, OS/390, OS/400, AS/400, S/390
Parallel Enterprise Server, PowerVM, Power Architecture, POWER6+, POWER6, POWER5+, POWER5, POWER,
OpenPower, PowerPC, BatchPipes, BladeCenter, System Storage, GPFS, HACMP, RETAIN, DB2 Connect, RACF,
Redbooks, OS/2, Parallel Sysplex, MVS/ESA, AIX, Intelligent Miner, WebSphere, Netfinity, Tivoli and Informix are
trademarks or registered trademarks of IBM Corporation.
 Linux is the registered trademark of Linus Torvalds in the U.S. and other countries.
 Adobe, the Adobe logo, Acrobat, PostScript, and Reader are either trademarks or registered trademarks of Adobe
Systems Incorporated in the United States and/or other countries.
 Oracle is a registered trademark of Oracle Corporation.
 UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group.
 Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered
trademarks of Citrix Systems, Inc.
 HTML, XML, XHTML and W3C are trademarks or registered trademarks of W3C®, World Wide Web Consortium,
Massachusetts Institute of Technology.
 Java is a registered trademark of Sun Microsystems, Inc.
 JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and
implemented by Netscape.
 SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, Clear Enterprise, SAP BusinessObjects Explorer, and other
SAP products and services mentioned herein as well as their respective logos are trademarks or registered
trademarks of SAP AG in Germany and other countries.
 Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web Intelligence,
Xcelsius, and other Business Objects products and services mentioned herein as well as their respective logos are
trademarks or registered trademarks of SAP France in the United States and in other countries.
 All other product and service names mentioned are the trademarks of their respective companies. Data contained in
this document serves informational purposes only. National product specifications may vary.
 These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated
companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP
Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group
products and services are those that are set forth in the express warranty statements accompanying such products
and services, if any. Nothing herein should be construed as constituting an additional warranty

About Document 4
 Customer 1001 CapFrance BAT Effective Date 11-Jun-11
Project Name 10-110 – le SAP Revision No 1.0
Business Proc 10-01 Logistics Invoice Verification Module MM

Icons Used

Use the following symbols selectively where you need highlight a particular portion of the
document and to draw the attention of the user

Icon Meaning
Caution

Example

Note

Recommendation

Syntax

External Process

Business Process Alternative/Decision Choice

Manual Entry

SAP Form generated. Choose Print option

SAP Report generated. Choose Print option

About Document 5
 Customer 1001 CapFrance BAT Effective Date 11-Jun-11
Project Name 10-110 – le SAP Revision No 1.0
Business Proc 10-01 Logistics Invoice Verification Module MM

Document Preparation Instructions

Please select the text in the column below and replace for each of them at the start of the document
preparation

Replacement Text
Replacement Text Example
Type
[CompanyId] CFB
[CompanyName] CapFrance Bat
[ProcessGroup} Purchasing
[ProcessName] Logistics Invoice Verification
[Module] MM
To add more

How to do it
1. Press Ctrl-F
2. Select “Replace”
3. Enter the ‘Replacement text type’ in “Find What”
4. Enter the ‘Replacement text’ in “Replace with”
5. Ensure “Match Case” is ticked
6. Press “Replace All”
7. If you have to select a particular open window (as below), then press FN-ALT-PrtSC
simultaneously

About Document 6
 Customer 1001 CapFrance BAT Effective Date 11-Jun-11
Project Name 10-110 – le SAP Revision No 1.0
Business Proc 10-01 Logistics Invoice Verification Module MM

Example for use of Icons

 Please ensure you have been assigned a user name (Check with System
Administrator)
 Ensure that the role specific to you has been assigned in your User Profile
(Check with System Administrator)

About Document 7
 Customer 1001 CapFrance BAT Effective Date 11-Jun-11
Project Name 10-110 – le SAP Revision No 1.0
Business Proc 10-01 Logistics Invoice Verification Module MM

1. Introduction

1.1 Purpose
This scenario describes the typical processes used in the construction industry to generate
and process Logistics Invoice Verification (LIV)

It is in Logistics Invoice Verification that incoming invoices are verified in terms of their
content, prices and arithmetic. When the invoice is posted, the invoice data is saved in the
system. The system updates the data saved in the invoice documents in Materials
Management and Financial Accounting.

Features of LIV
Logistics Invoice Verification has the following features:
 It completes the material procurement process, which started with the purchase
requisition and resulted in a goods receipt.
 It allows invoices that do not originate in materials procurement (such as services,
expenses, course costs) to be processed.
 It allows credit memos to be processed, either as invoice reversals or return
deliveries.

An invoice can be processed in Logistics Invoice Verification in various ways:

 Invoice Verification Online

Introduction 8
 Customer 1001 CapFrance BAT Effective Date 11-Jun-11
Project Name 10-110 – le SAP Revision No 1.0
Business Proc 10-01 Logistics Invoice Verification Module MM

You receive an invoice and enter the information contained in it in the system, comparing
the data (such as quantities and values) suggested by the system with that in the invoice and
making any necessary corrections. You then post the invoice. In the SAP system, a
distinction is made between the following types of invoices:
 Invoices with purchase order reference
All the items in a purchase order can be settled. With purchase-order-based Invoice
Verification, all the items of a purchase order can be settled together, regardless of whether
an item has been received in several partial deliveries.
 Invoices with goods receipt reference
Each goods receipt is settled separately.
 Invoices without purchase order reference
Invoices can be posted directly to G/L accounts or material accounts.
 Document Parking
You receive an invoice; enter the data in the system, and save the invoice document. The
system does not make any postings. You can change this parked document. When you have
finished changing the document, you can post the parked document.
 Invoice Verification in the Background
You receive an invoice, only enter the total amount of the invoice and match the invoice up
with another system document. The system then checks the invoice in the background. If no
errors occur, the system also posts the invoice in the background. If errors do occur, the
system saves the invoice and you then have to process it in a separate step.

1.2 Definitions

PR Purchase Requisition
RFQ Request for Quotation
PO Purchase Order
LIV Logistics Invoice Verification

1.3 Pre-Requisites

Introduction 9
 Customer 1001 CapFrance BAT Effective Date 11-Jun-11
Project Name 10-110 – le SAP Revision No 1.0
Business Proc 10-01 Logistics Invoice Verification Module MM

The following pre-requisites must be completed prior to initiating this process

Activity Description

Purchase Order Alphanumeric key uniquely identifying the document.

Goods Receipt Goods receipt should be completed

Current Period Roll MM and FI Period to Current Period

1.4 Master Data

Essential master and organizational data was created in your SAP system in the
implementation phase, such as the data that reflects the organizational structure of your
company and master data that suits its operational focus, for example, master data for
materials, vendors, and customers.

The business process is enabled with this organization-specific master data, examples which
are provided below

Org. Structure Value Comment

Company Code 1000 Company Code 1000
Vendor 1000 Code of the Vendor 1000

1.5 Business Conditions

List one or more business conditions that must have been completed before the user starts this
scenario:

Introduction 10
 Customer 1001 CapFrance BAT Effective Date 11-Jun-11
Project Name 10-110 – le SAP Revision No 1.0
Business Proc 10-01 Logistics Invoice Verification Module MM

Business Condition Scenario

You have completed all steps described in the Business Process Prerequisite
Documentation Prerequisite Process Steps. These process steps include Process Steps
the step Roll MM Period to Current Period. Perform this activity if the MM
period in the system is not set to the current period. Usually, this
activity has to be done once a month.
Goods receipt has to be carried out
MM and FI period has to be open to post the invoice

Introduction 11
 Customer 1001 CapFrance BAT Effective Date 11-Jun-11
Project Name 10-110 – le SAP Revision No 1.0
Business Proc 10-01 Logistics Invoice Verification Module MM

1.6 User Roles

The following roles have been defined for this Process – [Logistics Invoice Verification].
These roles have been designed to fulfill the particular business requirements of the
process.
 Please ensure you have been assigned a user name (Check with System
Administrator)
 Ensure that the role specific to you has been assigned in your User Profile
(Check with System Administrator)

List the roles and describe them below

Business Role Technical Name Process Step
Purchaser SAP_NBPR_PURCHASER-S  Convert Requisition to PO
 Change PO for Equipment
 Down Payment monitoring for PO
 Create PO for Materials w/o Material master record
 Create Blanket PO
 Evaluating vendors
 Compare vendor evaluation
 Print vendor evaluation sheet
 Enter Invoice
Purchasing SAP_NBPR_PURCHASER-  Release & approve PO
Manager M  Post Invoice

Introduction 12
 Customer 1001 CapFrance BAT Effective Date 11-Jun-11
Project Name 10-110 – le SAP Revision No 1.0
Business Proc 10-01 Logistics Invoice Verification Module MM

1.7 Process Group Overview

The following diagram depicts the overall process flow for the Process Group [Process
Group]. The particular process within the scope of this document is highlighted.

Introduction 13
 Customer 1001 CapFrance BAT Effective Date 11-Jun-11
Project Name 10-110 – le SAP Revision No 1.0
Business Proc 10-01 Logistics Invoice Verification Module MM

1.8 Process Flow

The following diagram depicts the overall process flow for [Logistics Invoice Verification].
The particular process within the scope of this document is highlighted.

1.9 Process Steps - Summary

The following section describes the process flow diagram in detail
Once you are ready to enter the vendor invoice after having reviewed
Use
the pre-requisites and business conditions
Step Process Step Performed by Description
Invoice receive from Vendor submits the Invoice for
Purchaser
Vendor Payment
Received Vendor Invoice will be
entered into the system and hold
1 Enter Invoice Purchaser
for further clarification or Park the
document for review and post.
Departmental Manager will be
reviewed the entered Invoice in
2 Review Invoice Departmental Manager
the system with respect to the
Vendor Invoice.
After review the document, as per
agreed payment terms with
3 Post Invoice Departmental Manager
vendor the parked or hold
document will be posted.
Display vendor balances for
4 Vendor Balances Accountant
payment
5 Follow up
Vendor invoice entered and financial documents updated automatically
Result
and follow-up maintained

Introduction 14
 Customer 1001 CapFrance BAT Effective Date 11-Jun-11
Project Name 10-110 – le SAP Revision No 1.0
Business Proc 10-01 Logistics Invoice Verification Module MM

1.10 Process Steps – In Detail

The following section describes the process flow diagram in detail
You can enter vendor invoices with the following.

SAP Menu Path Logistics  Materials Management  Logistics Invoice Verification 

Document Entry  Enter Invoice
SAP T-code MIRO
Business Role
(NWBC)
Screen View –

1.10.1 Process

Step Process Step Description

Enter Data for initiating

the entering invoice

Enter the following field values in the required fields as mentioned below
Field name Description User action and values
Specifies the issue date of the
Invoice Date
original document.

Introduction 15
 Customer 1001 CapFrance BAT Effective Date 11-Jun-11
Project Name 10-110 – le SAP Revision No 1.0
Business Proc 10-01 Logistics Invoice Verification Module MM

Date which is used when entering

Posting Date the document in Financial
Accounting or Controlling
Line Item Amount in Document
Amount
Currency
Alphanumeric key uniquely
Purchase Order
identifying the document.

Enter Invoice date, Reference, Posting date, Amount and Purchase order Number as shown above
and enter. Automatically system checks the entered data with reference to the Purchase order Data.

Hold the document for Review and Post.

Go to Invoice document  select hold as shown below

Introduction 16
 Customer 1001 CapFrance BAT Effective Date 11-Jun-11
Project Name 10-110 – le SAP Revision No 1.0
Business Proc 10-01 Logistics Invoice Verification Module MM

Post the Invoice

Select the document number from the Work List as shown below

Select document number and enter

Introduction 17
 Customer 1001 CapFrance BAT Effective Date 11-Jun-11
Project Name 10-110 – le SAP Revision No 1.0
Business Proc 10-01 Logistics Invoice Verification Module MM

Simulate and Post

Simulate as shown below, Invoice document  Post

Result Vendor Invoice posted.

Introduction 18
 Customer 1001 CapFrance BAT Effective Date 11-Jun-11
Project Name 10-110 – le SAP Revision No 1.0
Business Proc 10-01 Logistics Invoice Verification Module MM

2 Supplementary Processes

2.1 List of Supplementary Processes

Process Name Description

Park Invoice Parking the invoice
Cancel Invoice Cancelling the invoice

Supplementary Processes 19
 Customer 1001 CapFrance BAT Effective Date 11-Jun-11
Project Name 10-110 – le SAP Revision No 1.0
Business Proc 10-01 Logistics Invoice Verification Module MM

3 Document References

3.1 Record Retention

Outputs Retention Period/Remarks

Purchase Order 5 Years

3.2 References

Type of Document Reference

Company Policy
ISO 9000 Clause
Quality Manual
Quality Procedure

Document References 20
 Customer 1001 CapFrance BAT Effective Date 11-Jun-11
Project Name 10-110 – le SAP Revision No 1.0
Business Proc 10-01 Logistics Invoice Verification Module MM

Solution built on SAP Business All-in-One and SmartBuild from ROFF

All rights reserved

Copyright Inntree Technology Services Middle East 2010-2011

Document References 21