The following restrictions apply to prepayment (see also SAP Note 937129 - Prepayment Restrictions):
Prepayment can be used only for invoices, not for credit memos or subsequent credits.
Prepayment is not possible for one-time suppliers.
Prepayment cannot be used in connection with import sales/purchases tax or acquisition tax.
Prepayment cannot be used for invoices in which the cash discount base amount is not equal to the tax basis amount.
Prepayment cannot be used in connection with the Calculate Tax function and cannot be used in connection with an external tax system.
External number assignment for FI documents is not supported.
Prepayment is not intended to be used for invoice documents sent to the system via the Ariba network.
Invoices for which the prepayment is relevant cannot be entered using the Create Supplier Invoice Fiori app.
Prepayment Prerequisites
In addition, the following prerequisites must be fulfilled in the system for the prepayment:
Customizing: The prepayment must be allowed for the company code.
In Customizing choose Materials Management → → Logistics Invoice Verification → Incoming Invoice → Prepayment → Configure Control of Prepayment at Company Code Level.
Customizing: In account determination, a G/L account (prepayment clearing account) must be assigned to transaction PPX (prepayment).
In Customizing choose Materials Management → Logistics Invoice Verification → Configure Automatic Postings.Application: In the supplier master record (use BP role FLVN00 Fi Vendor), prepayment must be permitted by setting the Prepayment indicator (in Company code data - Payment).
To create an invoice with prepayment, you must enter the invoice with the Park Incoming Invoice (MIR7) transaction or the Enter Invoice for Invoice Verification in Background (MIRA) transaction. The prepayment can also be used during an invoice entry with an electronic data interchange (EDI) or Business Application Programming Interface (BAPI).
Account Movements During a Prepayment
If the Prepayment Status of an invoice is A (Relevant, invoice not yet saved) when it is parked or held, a prepayment is generated in Financial Accounting (FI) as an FI invoice (this FI document is generated with the document type that is specified in the document header on the Detail tab page). The system posts the relevant data for the payment in FI against a clearing account for the prepayment and generates an open supplier item. The payment of the supplier invoice can then occur independently of the goods receipt entry and invoice verification.
Hint
If you hold a document with a prepayment status of A in transaction MIR7 or MIRA, the system displays a dialog box to inform that a prepayment will be generated in FI.
Invoice verification does not occur at the item level when the prepayment occurs. The system does not determine variances between the invoice and the PO or GR. The system also does not set an automatic payment block for the prepayment in accordance with the tolerance limits that can be set in Customizing.
The posting date of the invoice document is used as the posting date of the prepayment document. You can use the method SET_POSTING_DATE of Business Add-In (BAdI) WRF_PREPAY_INVOICE to change the posting date to the current system date or the document date of the invoice document.
When the held or parked document is posted, the clearing account of the prepayment is balanced instead of the vendor posting and tax posting.
Customizing - Prepayment
To use prepayment for a company code, enter the necessary data in Customizing. Choose Materials Management → Logistics Invoice Verification → Incoming Invoice → Prepayment → Configure Control of Prepayment at Company Code Level.
You specify the Customizing activity as follows:
- The document type for the FI document that is generated when an invoice is posted with a prepayment document
- The reversal reason with which a reversal posting is to be posted, for example, when deleting the parked MM document
- The parking status that the MM invoice document must have so that a prepayment document can be generated
Configure Field Control for Prepayment
Using a field selection group, you decide for each company code which fields in the MM document can still be changed if a prepayment document exists. You can choose between the following options:
- Field is not ready for input
- Field can be changed if it can also be changed in the prepayment document
- Field can always be changed (the prepayment document is canceled and reposted)
To define field selection groups, in Customizing choose Materials Management → Logistics Invoice Verification → Incoming Invoice → Prepayment → Configure Field Control for Prepayment.
Note that for a series of fields the internal control settings determine that these fields can no longer be changed after posting. This includes all fields that affect the compliance of the accounting.
If you permit a field change in the invoice document in prepayment-specific Customizing, you can change a particular header field of an entered, prepaid invoice document. This Customizing setting means that the field is ready for input in the invoice. If this field can also be changed in the FI prepayment document, the system changes the existing FI prepayment document when you save. If it cannot, the system cancels the prepayment document and creates it again.
If you do not permit a field change in prepayment-specific Customizing, you must delete the logistics invoice and create it again. The system cancels the FI prepayment document when you delete a prepaid invoice.
If the FI prepayment document has already been cleared and you are using a standard system, you cannot delete the parked MM invoice document or post it with an invoice reduction. First you have to switch off the M8 791 Prepayment document is already cleared message in Customizing for Logistics Invoice Verification .
Caution
Prepayment BAdI
In addition the Business Add-In WRF_PREPAY_INVOICE for prepayment provides the following methods:
- SET_POSTING_DATE:
You can change the posting date of the prepayment document. The posting date and document date are transferred from the logistics invoice document.
- PREPAYMENT_RELEVANCE_CHANGE:
You can use this method if a prepayment document has not yet been posted, so that the prepayment status field overrides the header of the logistics invoice currently being edited. A prepayment can then be prevented or triggered. Therefore, this is a way to enhance the logic that controls the prepayment relevance (request or reject).