Steps in the screenshots correspond to the numbers in the headings.
Remember, all invoices are originally loaded as parked, and you cannot cancel or delete a parked invoice. Several times a day, the system runs a 3-way match process - looking at the vendor invoice, receipts and the PO. At that time, the system is looking for Variances that are outside acceptable parameters.
These variances can relate to shipping, line quantity or price, or total PO quantity or price.
As long as the Invoice is still in the Parked Status (showing a yellow Icon at the front of the line on the ZPARKED Report), updates can still be made to the Invoice. To avoid GRIEF, the buyer will verify whether or not the variance is OK, and provide instructions to the Accounting Team on how to proceed. If we are going to pay the invoice, the transaction that is used is MIR6.
After receiving instructions from the Purchasing team, the Accounting Team will do one of two things:
A) adjust the Invoice price to get it out of variance and POST, or
B) go into the parked invoice and POST to pay regardless of the variance.
Things that can be adjusted or updated include:
- Quantity - at the header or line level
- Price - at the header or line level
- Shipping Cost
- Tax amount
1. Log into SAP.
2. Enter MIR6 in the search bar.
3. Click the green checkmark to process.
4. The request parameters load. Load the pre-saved variant by clicking on the icon next to Execute in the upper toolbar.
5. Double click on the variant name.
6. The search criteria loads.
7. Delete RFCUSER from the processor.
In looking at the ZPARKED Report, this invoice is parked because it fails the shipping variance.
8. Enter the SAP Vendor Invoice number in the document number field.
9. Click the Execute Button.
10. The overview screen loads. Double-click on the doc number to enter the detail.
11. Click on the appropriate tab to see the data. In our case, this will be the GL tab.
In this example, the shipping charges on the PO were to be $50 and the vendor charged us $61 on the invoice.
As it was over the $60 threshold, it didn't automatically pass.
In our example, the buyer spoke to the vendor, and agreed to reduce the shipping charge to $50.00
12. Change the dollar amount to $50.00 in the Amount in doc. curr. field.
13. The Total Amount must also match. In our case, we decreased the amount by $1 to lower the shipping costs into the acceptable variance limit, so we must take a dollar off the total dollar amount as well.
14. The Balance must be zero.
If you receive an error message "Error on Post 50000 requires an assignment of CO object" this means Invoice total and the details don't add up. Check to see that the invoice Total #13 has been adjusted to show the change you made in #12 and the balance shown in #14 is zero.
15. You must click on the Floppy Disc to POST the Invoice in order for the changes to take effect.
If you forget to Post, the invoice will not be picked up in the Ready to Pay process.
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