Steps in the screenshots correspond to the numbers in the headings.
Every time 3-way match runs ZPARKED and ZUNMATCH will be run and sent to the FTP location for Buyer and Accounting use.
A new report has been added in SAP to show all Invoices that are in the Parked status. All invoices that are loaded into SAP (either manually or electronically) starts off in a parked status.
1. Log into SAP with your user name and password.
2. Enter ZPARKED in the search bar.
3. Click the green checkmark to load the report parameters.
4. By default, the report will pull all invoice numbers, all vendors, a range of invoice dates, and a wide open record creation range.
5. For Invoice Status, your choices are to pull Parked and Blocked, Ready, and All. The default is Parked and Blocked.
6. Click the Execute Button. The report will load.
The ZPARKED and ZUNMATCH reports are updated twice a day, once right after 3-way match runs, and once around noon.
Items in this report will be marked with two statuses: Either Parked (as designated with a yellow icon) or Blocked (designated with a Red icon)
7. A yellow icon indicates that the PO is Parked. There are a number of reasons why the Invoice may be in a parked status.
7.1. If nothing has happened to the Invoice, before 3-way match runs, you will see this message "Unprocessed Invoice - Status Parked".
7.1.1. If the Vendor has sent the invoice, but the site has not yet received the PO, you will see this message "No goods receipts". You need to wait until the SCS receives the PO in EFP.
After 3-Way Match runs, there are a number of reasons why the Invoice may still be on the ZPARKED report. Basically there is a validation that looks at both the header and line level, and confirms the variance amount is not greater than 5% or $50. At the PO line level, if the total of the PO line is over $1,000, then there is a tolerance of $50. If less than $1000, the tolerance level is 5%. For multiple receipts or multiple invoices, when calculating the Variance on the Purchase Order Line Price, the system uses the Total Receipt Unit Price and compares it to the total Invoice Line Price.
7.1.2. If the vendor invoices for a quantity greater than what the site received, you will see this message: "Invoice Qty Greater than the Goods Received" and the Invoice will stay parked and won't pay without intervention.
7.1.3. If the vendor invoices for a quantity greater than what was originally on the PO, you will see this message: "Invoice Qty greater than the Purchase Order line qty" and the Invoice will stay parked and won't pay without intervention.
7.1.4. Invoice Prices Variance is greater than 5% or $50 and the Invoice will stay parked and won't pay without intervention.
7.1.4.1. Shipping is taken as the DIFFERENCE between what was on the PO and what the Vendor Invoices. If the the difference between those two dollar amounts is not within the acceptable range (under $60), you will see the message "Invoice total shipping charges exceed the PO shipping charges by more than $60" and the Invoice will stay parked and won't pay without intervention.
In designing the system, it was determined that things that were below the $60 tolerance did not need to be reviewed by accounting. These are the situations that will automatically release for payment.
7.1.5. if the Invoice price is less than Purchase Order price, it will automatically pay.
7.1.6. When the Invoice shipping price is less than Purchase Order shipping price, we will automatically pay it.
7.1.7. Taxes sent on a non-tax state will get paid.
In a future release, the system will act as expected, and process Taxes for MS only. Other states will go as a note field on the PO.
8. A red icon indicates that the Status is Blocked. Blocked in SAP means that there are too many problems and the invoice cannot be released for payment.
Accounting must make a decision on how to proceed. This is Grief. Nothing can be changed on the invoice itself when it is red. Must be addressed immediately, because nothing in the system will fix it.
Please see the related training document: How do I release a blocked invoice?
9. The SAP invoice number is listed in the 3rd column.
Anything that is underlined is a hyperlink that will take you to the SAP screen to view.
10. The Vendor invoice number is listed in the 6th Column over.
This is the number you would use to look up the Invoice in the SPS Tool.
11. The 3.0 and SAP PO numbers are listed just after the Vendor Invoice.
12. Because the Accounting Department sorts their work alphabetically, the Vendor name is listed.
13. The Message Text gives you the reason that the Invoice is Parked.
14. You can still make changes to any invoice that is in a parked status. In our example, we want to look at the invoice has the shipping variance.
15. Click on the SAP Invoice number.
16. The "Change Parked Invoice screen" will load.
17. Shipping Charges are located on the GL Tab. Click there.
For our example, let's say the freight charge is valid that the shipping amount of $65 is supposed to be paid for a $100 part. This was an emergency repair for a critical one down Work Order.
18. In this case, you would accept the charge, save and post.
19. You must POST the invoice.
0 Comments
Add your comment