Lecture Notes: Posting Supplier Invoice in SAP S/4HANA

Overview of Purchasing Process

• Aim: Explain how to post a supplier invoice with reference to a purchase order in SAP S/4HANA.
• Key Questions Addressed:
  • How to post the supplier invoice?
  • How to compare the invoice against the goods receipt and purchase order?
  • How to book invoices to different suppliers using the same purchase order?

Steps in the Purchasing Process

1. Creation of Purchase Order

   • Agreement with supplier: product details, quantity, pricing.
   • Other information is available but not covered in detail.

2. Goods Receipt

   • The supplier sends products to the warehouse.
   • Warehouse personnel record the received items and quantities.
   • This is known as the goods receipt.

3. Supplier Invoice

   • The supplier sends the invoice to the accounts payable accountant.
   • Comparison between invoice, goods receipt, and purchase order (Three-way matching).
   • Example: If product price in invoice differs from agreed price, accountant must contact supplier for clarification.

Demonstration

Creating a Purchase Order

• Transaction Code: M/21N Enter
• Key Steps:
  1. Insert vendor number.
  2. Enter purchase organization, company code, and purchase group.
  3. Insert material number and plant.
  4. Specify quantity and price (e.g., 10 chairs at 80 euros each).
• Freight Cost Management:
  • Important to link freight costs to inventory.
  • Use freight condition to include transport costs in purchase order.

Posting Goods Receipt

• Transaction Code: MIGO
  • Not a financial transaction (usually handled by warehouse staff).
• Key Steps:
  1. Select goods receipt purchase order.
  2. Paste purchase order number and modify quantity if necessary.
  3. Specify storage location and check for errors.
  4. Post the goods receipt.

Posting Supplier Invoices

• Transaction Code: MIR
• Key Steps:
  1. Insert invoice date, reference, and purchase order number.
  2. Post invoice for products and freight:
     • For product invoice, select normal goods item.
     • For freight invoice, change item type to delivery costs.
  3. Handle tax codes and adjustments if invoice amount differs from purchase order (requires approval).

Key Concepts

• Three-way Matching: Essential for ensuring correctness of invoices.
• Invoice Handling: Different invoices can be posted for different suppliers under the same purchase order.
• Tax Management: Understanding tax codes is crucial for compliance.
• Blocking for Payment: Invoices higher than agreed amounts can be blocked for payment until authorized.

Conclusion

• Key Functions Learned:
  • Creation of purchase orders.
  • Processing goods receipts.
  • Posting supplier invoices including freight.
• Importance of accurate financial accounting practices in purchasing.

Additional Notes

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