Creating Invoices for Purchase Orders with Account Assignment

Objective

After completing this lesson, you will be able to enter an invoice for a purchase order with account assignment

Account Assignment and Invoice Verification

Depicts cost centers requesting folders, involving purchasing to create an order with account assignments that allocate quantities to each center, promoting organized and accurate resource management.

In a purchase order, you can make an account assignment for a item if the material or service is being procured for consumption. For example, you must make account assignments for a purchase order if you order the following items:

  • A material that is not planned for inventory management (a material that goes directly for consumption).
  • An external service.

The quantity of a PO item can be distributed to multiple account assignment objects. When doing so, you must specify how the PO quantity needs to be distributed between the various account assignment objects.

Normally, you cannot know from the supplier invoice whether it refers to a PO with an account assignment. You can view this in the item list in Logistics Invoice Verification, where the Acct Assgt (account assignment) column displays whether the PO item has an account assignment. During invoice entry, you can display the account assignment information from PO and change it under certain conditions.

Types of Account Assignment

Shows account assignment categories in purchase orders, linking them to assets, cost centers, projects, and orders, with customization options to change assignments during invoice receipt and goods receipt.

You use the account assignment category to define the type of account assignment. Among other things the account assignment category controls the following:

  • If a goods receipt (GR) can be posted for the PO item.
  • If an invoice receipt (IR) can be posted for the PO item..

If you cannot post a GR, the system suggests the difference between the PO quantity and the invoiced quantity in invoice verification.

The prerequisites for the changeability of the account assignment in invoice verification are as follows:

  • The Customizing settings for the account assignment category must allow that the account assignment can be changed in invoice verification. To do this, in Customizing for Materials Management, choose Purchasing → Account Assignment → Maintain Account Assignment Categories (OME9) and select the AA Changeable at IR (Acct Assgt Changeable at IR) checkbox.

  • A non-valuated or no goods receipt must be planned for the purchase order item.

Account Movements for POs with Account Assignment

Multiple Account Assignment in the Purchase Order Item

Partial Invoice Indicator for Multiple Account Assignment

Demonstrates distribution methods in purchase orders; contrasting sequence and proportional strategies for goods receipt and invoicing across cost centers, facilitating precise financial tracking and reporting.

For multiple account assignment, you must specify in the PO item how the partial invoices have to be distributed among the individual account assignments. You use the Partial Inv. (partial invoice indicator) field to determine whether costs are distributed to rows on a progressive fill-up basis of the row, or proportionally for the planned quantity distribution. Depending on the account assignment category, you can maintain a default value for the partial invoice indicator in Customizing settings for the account assignment category.

If you enter a partial invoice during an IR, the system calculates the distribution of the costs in the invoice verification according to the setting of the partial invoice indicator. The system then proposes the relevant values for the individual account assignments.

If you have selected the option of the valuated GR for a PO item with multiple account assignment, the partial invoice indicator is taken into account when the GR is posted. If in this case only a partial quantity is entered in the GR for the PO item, the system distributes to the account assignment items according to the partial invoice indicator. In the GR, you usually have no option to change this distribution. You can use Business Add-In (BAdI) MB_ACCOUNTING_DISTRIBUTE to redefine the distribution to individual account assignments when you enter a valuated GR for a PO item with multiple account assignment. But you cannot change the account assignment category selected in the PO or the actual account assignments.

Multiple Account Assignment in Logistics Invoice Verification

Highlights adjustments to total amount and quantity in account assignments for items, enhancing precision in financial allocations across cost centers, with a check feature to verify accurate entries.

You can change the total amount and total quantity of the invoice item on the multiple account assignment screen. The amounts and quantities of the individual account assignment items are then adjusted automatically.

  • Change the total amount and/or the total quantity:

    If you change the total amount or total quantity and choose the Check or the Back pushbutton, the new value is distributed automatically to the selected account assignment objects according to the previous distribution schema. This means that you do not have to calculate and enter amounts manually. This prevents data entry and copying errors.

  • Change the quantities and amounts in the account assignment lines:

    If you change the amounts or quantities in the account assignment lines and choose the Check pushbutton, the system calculates the total amounts or quantities. This also happens when you change quantities or amounts in the account assignment lines and the total quantity or amount at the same time. The system calculates total quantity or amount from the values in the account assignment lines and issues a message.

The values calculated automatically are used as default values and can be changed until you save the invoice.

Hint

The user parameter IVAMOUNTADJUST is not supported in the multiple account assignment screen.

You can also configure whether the Quantity and the Amount fields are ready for input in the multiple account assignment screen. To do this, in Customizing forMaterials Management, choose Logistics Invoice Verification → Incoming Invoice → Configure Settings for Multiple Account Assignment.

How to Enter an Invoice for a Purchase Order with Account Assignment

DemoStart Demo

Enter an Invoice for a Purchase Order with Account Assignment

ExerciseStart Exercise

Learning

SAP FacebookSAP YoutubeSAP LinkedIn