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This flowchart portrays the process for handling invoices associated with purchase orders (PO) within SAP, involving the Accounts Payable (AP) department and the Person in Charge (PIC). Here’s a step-by-step breakdown:

  • Document Verification (Ref. No. 1) 📄: An AP officer verifies the correctness of documents, including vendor invoices, debit notes, or credit notes.
  • Invoice Detail Entry (Ref. No. 2) đŸ’ģ: Details such as invoice date, amount, tax information, etc., are entered by the AP officer and the document is parked (not updated to G/L) using transaction MIR7.
  • Support Document Distribution (Ref. No. 3) 📤: The parked document is sent by the AP officer to the PIC to match the invoice with the PO.
  • PO Invoice Matching (Ref. No. 4) 🔍: The PIC matches the invoice against the PO. Any variances require an overwrite of the suggested amounts and an explanation in the Note tab. Transaction MIR7 is used again here.
  • Documentation to Accounting (Ref. No. 5) đŸ“Ŧ: After achieving ‘Park complete’ status, the PIC forwards the documents to Accounting.
  • Invoice Status Review (Ref. No. 6) 👀: The AP and Management Accounting officers monitor the invoice status and follow up on the matching process using transaction MIR5.
  • Invoice Posting in SAP (Ref. No. 7) 🔄: The AP officer posts the invoice, which updates the system and generates accounting entries using transaction MIRO. Invoices over the variance tolerance are blocked for payment.
  • Approval Notification (Ref. No. 8) đŸ“ĸ: If there’s a block, the AP officer informs an authorized person to review the invoice.
  • Variance Verification (Ref. No. 9) ✅: The authorized person checks any variances using transaction MRBR and decides whether to correct the invoice or release the block.
  • Block Release (Ref. No. 10) 🔓: If correct, the invoice block is released, allowing for the continuation of the payment process.
  • Vendor Contact (Ref. No. 11) ☎ī¸: In case of discrepancies, the AP officer or PIC contacts the vendor to resolve issues.
  • Vendor Debit/Credit Note Request (Ref. No. 12) đŸ’Ŧ: If the invoice remains incorrect, the vendor is asked to send a debit or credit note, restarting the process from Ref. No. 1.
  • Document Reversal (Ref. No. 13) ↩ī¸: If the invoice is to be canceled, the AP officer will reverse the document using transaction MR8M, generating a new document number for the reversal.

This flow ensures that invoices are verified, entered, and matched with corresponding POs in SAP FI, and it includes checks for variances and proper authorization for payment blocks, leading to a thorough invoice management process before the payment is processed.

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