00:00:03
Welcome to the Efficient
e-Learning S A P training series.
00:00:06
In this video we'll be posting a vendor invoice
against a purchase order using transaction MIRO
00:00:13
and here's a list of topics.
00:00:17
First up we'll confirm where transaction
code MIRO fits in the procure-pay-process
00:00:24
followed by an explanation of the
difference between a non-PO invoice
00:00:27
and an invoice referencing a purchase order.
00:00:32
Before posting the invoice, we'll review
the status of the purchase requisition using
00:00:36
transaction ME53N (Display Purchase Requisition)
and the status of the purchase order using
00:00:42
transaction ME23N (Display Purchase Order) and
transaction ME2N (Purchase Orders by PO Number).
00:00:52
We'll then post an invoice against a purchase
order in S A P using transaction MIRO
00:01:00
and, finally, once the invoice has been posted,
00:01:02
we'll again review the status of the
purchase requisition using transaction ME53N
00:01:06
(Display Purchase Requisition) and the status
of the purchase order using transaction ME23N
00:01:12
(Display Purchase Order) and transaction
ME2N (Purchase Orders by PO Number)
00:01:19
Additionally, we'll also analyze the
vendor line display (transaction FBL1N).
00:01:28
Let's begin with where transaction MIRO
fits in the procure-to-pay process.
00:01:37
It's worth noting at this point that a
PO invoice references a purchase order
00:01:41
so the procurement steps in the procure to
pay process: create purchase requisition,
00:01:48
approve purchase requisition,
00:01:52
convert purchase requisition to purchase order,
00:01:56
and post goods receipt should have already been
completed (as is the case in this example).
00:02:04
Transaction MIRO sits within the post vendor
00:02:06
invoice step and is completed by
the accounts payable department.
00:02:15
Okay, so we've established where transaction MIRO
fits in the procure-to-pay process. Now let's
00:02:20
discuss the difference between a non-PO invoice
and an invoice referencing a purchase order.
00:02:28
Here's the two documents side by side.
00:02:35
Visually, the only real difference
is the purchase order field.
00:02:39
As you would expect, for a non-PO
invoice, this field is blank.
00:02:46
Conversely, for an invoice
referencing a purchase order,
00:02:48
the field is populated with the
relevant purchase order number.
00:02:55
So, why do some invoices reference
a purchase order and others don't?
00:02:59
Some organizations have a strict policy:
all invoices must reference a purchase order
00:03:03
or they cannot be processed but, typically,
most organizations will require the majority
00:03:08
of invoices to reference a purchase
order with some limited exceptions.
00:03:14
In this fictitious company example invoices
for mobile phone plan costs are a permitted
00:03:19
exception - that is, invoices
don't require a purchase order.
00:03:27
However, the purchase of mobile phone
handsets still requires a purchase order.
00:03:36
In this video the focus is on posting an invoice
00:03:38
against a purchase order so we
can discard the non-PO invoice.
00:03:49
Now let's review the status of the purchase
requisition and the purchase order in S A P
00:03:53
prior to posting the invoice. Navigate
to the S A P menu folder "Logistics",
00:04:05
"Materials Management",
00:04:09
"Purchasing", and "Purchase Requisition".
00:04:17
Double-click on the entry for transaction
ME53N (Display Purchase Requisition).
00:04:26
In my screen the correct purchase requisition
is currently displayed. However, if the correct
00:04:31
purchase requisition is not currently displayed,
click on the "Other Purchase Requisition" button.
00:04:40
Click in the "Purchase Requisition" field, type
in the relevant purchase requisition number,
00:04:44
and then click the "Other Document" button.
00:04:59
Click on the "Status" tab at item details level.
00:05:07
Note this section of the tab where the
purchase order number is displayed.
00:05:15
Once the invoice has been posted
it will appear in this section.
00:05:21
Click the green "Back" arrow to
return to the S A P main menu.
00:05:28
Expand the "Purchase Order" folder
00:05:33
and double-click on transaction
ME23N (Display Purchase Order).
00:05:42
Click the selection variant drop-down
and choose "My Purchase Orders".
00:05:52
If the purchase order you created
earlier is not already displayed
00:05:56
locate the purchase order in
the list and double click on it.
00:06:08
Click this icon to display the
list of tabs at item details level
00:06:18
and select the "Purchase Order History" tab.
00:06:25
You can see there is a goods receipt
posting for this line of the purchase
00:06:28
order. Once the invoice is posted
it will appear on this tab.
00:06:40
Now click the green "Back" arrow to return to
the S A P main menu. Expand the "List Displays"
00:06:50
folder and double-click on transaction
ME2N (Purchase Orders by PO Number).
00:07:06
Click in the "Purchasing Document" field
and type in the relevant purchase order
00:07:09
number.
00:07:21
Clear out any of the fields that have
automatically populated except for the
00:07:24
"Scope of List" field. This field
value should be set to "BEST_ALV"
00:07:29
(to utilize the more efficient
A L V grid reporting style).
00:07:34
Please note the code for the A L V layout for
purchase orders in your system may be different.
00:07:41
Click the "Execute" button to run the report.
00:07:56
Our main focus in this
report is these four columns.
00:08:03
As you can see the "Still to be Invoiced
Quantity" and "Still to be Invoiced
00:08:06
Value" fields currently represent the
full order quantity and order value
00:08:10
(as we've not yet posted any invoices
for this line of the purchase order).
00:08:16
Once the invoice has been posted these
fields will be updated in the report.
00:08:22
Click the green "Back" arrow twice
to return to the S A P main menu.
00:08:36
We'll now post an invoice against a
purchase order using transaction MIRO.
00:08:44
On the left of screen is the
invoice. On the right is S A P.
00:08:52
Collapse the "Purchase Order" folder
00:08:58
and navigate to folder "Logistics Invoice
Verification" and "Document Entry".
00:09:11
Now double click on transaction MIRO.
00:09:19
If it's your first time using the transaction
you may be prompted with this dialog box
00:09:23
asking you to enter the company code.
If so, enter the relevant company code
00:09:28
and click the green tick icon to continue. In
this example I'll be using company code 8520.
00:09:45
Regardless of whether you are prompted with a
dialogue box always make note of the company code.
00:09:52
If the company code is not correct you
can switch company code using menu option
00:09:56
"Edit" >> "Switch Company Code".
00:10:07
In this example the company code is
correct so there's no need to change it.
00:10:13
Also note the value in the "Transaction" field.
00:10:26
We'll delve deeper into the differences between
these transactions later on in the video series.
00:10:32
In this example we've ordered goods from the
vendor, the vendor has shipped the goods to us,
00:10:36
and we've received an invoice from the
vendor requesting payment for the goods.
00:10:40
So, we can leave the transaction field as the
default value (Invoice). The first field we
00:10:46
need to populate is the "Invoice Date" field
- this is the date on the vendor invoice.
00:11:00
Click in the "Invoice Date" field and
enter the date referenced on the invoice.
00:11:13
Next up is the "Reference" field -
this is the vendor's invoice number.
00:11:25
Click in the "Reference" field and type
in the invoice number from the invoice.
00:11:36
The "Posting Date" is pre-populated
with the current date.
00:11:40
Normally this date isn't changed unless you're
given specific instructions by the accounting
00:11:44
department. For example, sometimes at month end an
instruction is given to use the last date for the
00:11:49
prior month until the prior period is closed. In
this example we'll simply leave it as the default.
00:11:58
The "Amount" field represents the gross amount
of the invoice - so, the net amount plus tax.
00:12:08
Click in the "Amount" field and type
in the total value from the invoice.
00:12:19
The "Tax Amount" field is the
total tax value for the invoice.
00:12:32
Click in the "Tax Amount" field and
type in the value from the invoice.
00:12:42
To the right of the "Tax Amount" field is the "Tax
Code" field invoice header level. If all of the
00:12:48
lines on the invoice have the same tax code you
can enter that tax code in this field and it will
00:12:52
default to this value on all of the invoice line
items below. However, if not all of the line items
00:12:58
have the same tax code it's best to leave this
tax code field, at invoice header level, blank.
00:13:05
In our example there's only one line item
so we can enter the tax code in this field.
00:13:10
Based on the values on the invoice, and experience
of this type of purchase, the tax code should
00:13:15
be P1 (GST 10 per cent). As this is the default
value for this field there's no need to change it.
00:13:24
Now press the key on the keyboard
to validate the information entered.
00:13:31
The invoice header details are now complete.
We can now move on to the invoice line items.
00:13:41
Note the purchase order number
referenced on the invoice.
00:13:53
Click in the "Purchase Order" field,
00:13:55
enter the purchase order number from the
invoice, and press the key on the
00:13:58
keyboard.
00:14:10
Note the "Amount" and "Quantity" fields
at line item level are already populated.
00:14:17
The "Quantity" field defaults to
the open goods receipt quantity
00:14:20
(that is, the quantity that has been
goods receipted but not yet invoiced).
00:14:26
The "Amount" field defaults to
the open goods receipt quantity
00:14:29
multiplied by the net price
on the purchase order item.
00:14:33
Please note this "Amount" field at
line item level represents the net
00:14:36
amount for the line item (that is, excluding tax).
00:14:42
If required, you can edit the values in these
fields to match the values on the invoice.
00:14:47
However, in this example, these
values match the values on the
00:14:50
invoice so there's no need to change them.
00:15:05
If I scroll across the screen you can
also see the tax code that was copied
00:15:08
from the equivalent field at invoice header level.
00:15:29
Now press the key on the
keyboard to validate the entered values.
00:15:37
As the balance of the invoice is zero, and there
are no error messages, we can now click the "Post"
00:15:42
button to post the vendor invoice. However, there
is an option to simulate the invoice postings.
00:15:51
This is optional but I always like to include
this step as it can quickly highlight any possible
00:15:55
issues with the invoice (for example,
if there is a large variance posting).
00:16:02
Click the "Simulate" button to
simulate the invoice postings.
00:16:17
These are the expected postings (that
is, there is no variance posting) because
00:16:21
the quantity and value goods receipted
matches the quantity and value invoiced.
00:16:27
Please note you can post from this screen.
However, I prefer to return to the previous screen
00:16:32
to review any warning or error messages. Click the
"Back" button to return to the previous screen.
00:16:44
Again, as the balance of the invoice is
zero and there are no error messages,
00:16:48
I can now click the "Post" button
to post the vendor invoice.
00:17:01
Note the message at the bottom of the
screen with the invoice document number.
00:17:08
Now click the green "Back" arrow
to return to the S A P main menu.
00:17:23
Now that we've posted the invoice,
00:17:24
let's review the status of the purchase
requisition and the purchase order.
00:17:35
Double-click on the entry for transaction ME53N
(Display Purchase Requisition). If the correct
00:17:47
purchase requisition is not currently displayed
click on the "Other Purchase Requisition" button.
00:17:57
Click in the "Purchase Requisition" field, type
in the relevant purchase requisition number,
00:18:01
and then click the "Other Document" button.
00:18:13
Click on the "Status" tab at item details level.
00:18:21
As you can see the invoice now
appears under the goods receipt.
00:18:29
Click the green "Back" arrow to
return to the S A P main menu.
00:18:38
Expand the "Purchase Order" folder
and double-click on transaction ME23N
00:18:42
(Display Purchase Order).
00:18:54
If required click the selection variant
drop-down and choose "My Purchase Orders"
00:19:05
and, if the purchase order you created
earlier isn't already displayed,
00:19:09
locate in the list and double-click on it.
00:19:18
If required click this icon
to display the list of tabs
00:19:21
at item details level and select
the "Purchase Order History" tab.
00:19:35
You can now see the invoice
that was posted earlier.
00:19:44
Click on the link for the invoice document to
display the invoice. As you can see the invoice
00:19:54
document contains all the information
we entered when we posted the invoice.
00:20:05
Please note this is the
logistics invoice document.
00:20:08
A separate accounting document is
also generated for the invoice.
00:20:13
To view the accounting document click
the "Follow-on Documents" button.
00:20:23
For the moment we are simply noting the existence
of the two different documents - the logistics
00:20:28
invoice document and the accounting document. Time
permitting we'll create a separate video analyzing
00:20:33
and explaining the financial postings for the
goods receipt, the invoice, and also the payment.
00:20:41
Click the green "Back" arrow three
times to return to the S A P main menu.
00:20:54
In the "List Displays" folder double-click on
transaction ME2N (Purchase Orders by PO Number).
00:21:07
Click in the "Purchasing Document" field
and type in the relevant purchase order
00:21:10
number.
00:21:21
Again, clear out any other fields that have
been automatically populated except for the
00:21:25
"Scope of List" field. This field
value should be set to "BEST_ALV"
00:21:30
(to utilize the more efficient A
L V grid reporting style). Again,
00:21:34
please note the code for the A L V layout for
purchase orders in your system may be different.
00:21:42
Now click the "Execute" button to run the report.
00:21:54
Note the "Still to be Invoiced Quantity" and
"Still to be Invoiced Value" fields. The values
00:22:00
in these columns are now zero as we've just posted
an invoice for the full order quantity and value.
00:22:10
Click the green "Back" arrow twice
to return to the S A P main menu.
00:22:19
Now the invoice has been posted we can view it on
the vendor line item display (transaction FBL1N).
00:22:27
Click the S A P menu button to restore
the menu back to the default layout
00:22:37
then navigate to folder "Accounting",
00:22:43
"Financial Accounting",
00:22:47
"Accounts Payable",
00:22:51
and "Account". Now double click on
transaction FBL1N (Vendor Line Item Display).
00:23:09
The company code is correct but
I'm not sure of the vendor code
00:23:12
so I'll click the drop down list for the
"Vendor" field and search for the vendor.
00:23:21
Click in the "Name" field, type "XYZ*"
and then click the "Start Search"
00:23:26
button.
00:23:39
Double-click on the entry for "XYZ Mobile".
00:23:45
We can now choose the line item selection - there
are three choices: "Open Items", "Cleared Items",
00:23:55
and "All Items".
00:23:58
I'd like to see everything so
I'm going to choose "All Items"
00:24:07
and in the type section I'm simply going to
leave it as the default value (Normal Items).
00:24:14
Now click the "Execute" button to run the report.
00:24:22
As you can see the invoice we posted previously
in transaction MIRO now appears in this report.
00:24:30
The document type is "RE" -
this is the standard document
00:24:34
type for invoices posted via transaction MIRO.
00:24:40
Double-click on the document
number to display the invoice.
00:24:48
This is the accounting document
for the invoice posting.
00:24:51
The entry currently displayed is the vendor
line item. If you wish to see all of the
00:24:57
postings for the accounting document click
on the "Call up Document Overview" button.
00:25:07
You can now see all of the
financial postings for the invoice.
00:25:11
If you wish to see the original document posting
(that is, the logistics invoice document)
00:25:16
choose menu option: "Environment" >>
"Document Environment" >> "Original Document".
00:25:32
Click the "Back" arrow twice to return
to the vendor line item display.
00:25:44
We've now covered all of the content for this
video. Remember to "like" the video and subscribe
00:25:49
to the channel if you'd like to be notified when
new videos are uploaded. Thanks for watching.
