Some invoices may need to be manually entered into SAP. If you receive an invoice that has not been sent electronically, it must be manually entered into SAP.
Steps in the screenshots correspond to the numbers in the headings.
1. Enter your Login Credentials and click the green checkmark.
2. 80% of the time the PO is listed on the invoice. The first thing you want to do is check to see if the Invoice is already loaded in the system. From the Search bar, enter ZFI_PO_XREF and click the green checkbox to load. This is the PO CROSS REFERENCE screen.
3. The screen will load. By default, you are in MIRO - which will allow you to see invoice data.
4. If you are trying to find a Purchase Order, You could switch to the ME23N option.
5. You can enter the SAP PO number if you have it.
6. Most of the time the PO that is listed is the EFP PO. To search by the EFP PO, you would enter the number in the ASTEA Purchase Order Number Field.
7. Click the Execute button.
- If you cannot find the PO number, you can search for it using the ME2L T-code.
- You can search for the PO by Vendor name (using an asterisk will help pull more results.)
- You can narrow the selection by entering the Site number in the Plant field, or entering a date range, etc.
If the PO cannot be found in the system, the Accounting team will note on the Invoice that the PO can't be found. They will write today's date on the invoice and and grief it to the buyer. It will go to ZUNMATCH and buyers will have to investigate.
Assuming that the PO can be found, you need to enter some information.
8. Enter the Invoice Date.
9. Enter the Invoice Number in the Reference number.
10. Enter the Invoice amount.
11. In the lower tabs, the SAP PO number is listed. To load the PO line(s), click on the icon.
12. Double click on the "Adopt" button to bring the PO lines in.
13. If receipts have been made, and everything matches, you will see the indicator light is green, and the balance is zero.
If there is a number (positive or negative) in the Balance, investigate to see if you can resolve, and if not, put it on the Grief log.
14. Click Save in the header.
15. You are returned back to the PO Cross Reference Screen.
16. The Invoice number is listed in the lower left corner of the screen.
If everything balances (as is this case), this will go into the three way match, and will be ready to pay.
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