As we know, Procure to Pay cycle is required when we need to purchase materials/services from an external supplier for our company. The process mostly starts with purchase requisition followed by purchase order creation, goods receipt generation, invoice verification and finishes with payment to the supplier.

Here in this blog-post, we are focussing upon these possibilities-

  • User is able to post multiple invoices documents although there is only one goods receipt document
  • User is able to post multiple invoices documents although the only goods receipt document existent is cancelled
  • User can post multiple invoices leading to an invoice quantity higher than the quantity delivered so far.

 

Initially, reproducing the issue by creating a PO with GR-Bsd IV flag set (Inside Item details > Invoice tab), posting a goods receipt and invoice for the total quantity delivered.

Again, the user can post an invoice with additional quantity by filling some amount.

Hence, when it is set inside purchase order the GR-Bsd IV flag, User is able to post invoices for a quantity greater than the delivered quantity. And, Even if the only goods receipt document is cancelled, the system allows the post of an invoice.

Note: This happens with or without the GR-Bsd IV flag set inside the purchase order.

 

Now we will focus upon one of the business need, it is required that the system avoids an invoice gets posted for a higher quantity than the current goods receipt quantity. To achieve this we can proceed as follows:

1. If GR Based IV is not set, configure a tolerance limit for tolerance key DQ, and set message M8081 into an error (transaction OMRM).

DQ: Exceed amount: Quantity variance

  • If a goods receipt has been defined for an order item and a goods receipt has already been posted, the system multiplies the net order price by (quantity invoiced - (total quantity delivered - total quantity invoiced)).
  • If no goods receipt has been defined, the system multiplies the net order price by (quantity invoiced - (quantity ordered -total quantity invoiced)).
  • The system compares the outcome with the absolute upper and lower limits defined.
  • This allows relatively high quantity variances for invoice items for small amounts, but an only small quantity variances for invoice items for larger amounts.
  • You can also configure percentage limits for the quantity variance check. In this case, the system calculates the percentage variance from the expected quantity. irrespective of the order price, and compares the outcome with the percentage limits configured.
  • The system also carries out a quantity variance check for planned delivery costs.

Note: In case no GR is created yet, tolerance DW  needs to be set, as DQ will not be checked in this case.

2. If GR Based IV is setset message number M8504 as an Error using OMRM transaction. Then, error message M8 504 will appear to stop the posting process in MIRO:

  • Quantity invoiced greater than goods receipt quantity

Message no M8504

  • Diagnosis

This message can appear for two reasons:

The quantity for which you are entering the invoice is greater than the difference between the quantity delivered so far and the quantity invoiced so far.

The invoice refers to a service item for which an invoice has already been posted.

  • System Response

The system has determined that the product of (invoice quantity - quantity to be invoiced) * order price is greater than the tolerance limit for quantity variances set in Customizing.

In the case of order-based Invoice Verification, the system blocks the invoice for payment at the time of posting with the blocking reason "Quantity variance".

  • Procedure

Check the entries and make any necessary corrections.

1. Goods Receipt-Based Invoice Verification

Conventional Invoice Verification

The system does not allow you to post the quantity entered. For this reason, you can only post the invoice as a subsequent debit/credit If you want to do this, enter the appropriate subsequent debit/credit indicator in the field Subseq. debit/credit.

Logistics Invoice Verification

If you post the invoice despite the variance, the system carries out the posting and the associated account movements. However, the document also receives a blocking indicator, so that the system cannot pay it.

2. Order-based Invoice Verification

If you post the invoice despite the variance, the system carries out the posting and the associated account movements. However, the document also receives a blocking indicator, so that the system cannot pay it.

3. Invoice for a Service

A service item is considered to be completely settled when the first invoice is posted. if you receive another invoice, as in this case, you can only post the invoice as a subsequent debit/credit. Enter the appropriate subsequent debit/credit indicator in the field Subseq. debit/credit.

 Note:  In case the GR is cancelled, tolerance DW needs to be set, as message M8 504 will not be raised in this case, but message M8088 - Quantity delivered is zero.

Now, you’ve successfully stopped the auto-posting of IR although GR is not posted yet. For further information, please refer below mention links. 

Hope this information is useful. Feel free to post your queries here. 

For more information on SAP S/4HANA Cloud, check out the following links: 

·        Best practices for SAP S/4HANA Cloud here

·        Help Portal Product Page here

·        SAP Activate Page here