Optimizing Supplier Invoices Processing

Jennifer has now gained a lot of knowledge about the basic functions of Accounts Payable Accounting. Now she wants to find out what tools and techniques the accounts payable accountants can use to speed up their work, make them more efficient and help to do more difficult tasks.

As part of the onboarding, Jennifer met various colleagues and their way of working. She noticed that even with the same apps, small things can look different on the screen of the colleagues. There appear to be settings that a user can choose for themselves. A colleague shows her the app Edit Supplier Invoice Settings.

With this app, it's possible to select user-specific parameters for supplier invoices. This app provides the following parameters:

• Display Journal Entry: If activated, post or park a supplier invoice: You get as information both the invoice number and the journal entry)

• Apply Company Code as Default Value: If activated, the company code entered for the invoice is defaulted in the value help for purchase order references within the app Manage Supplier Invoices (view Create Supplier Invoice).

• Apply Supplier as Default Value: If activated, the supplier entered for the invoice is defaulted in the value help for purchase order references within the app Manage Supplier Invoices (view Create Supplier Invoice).

• Deactivate Default Currency from Finance: If activated, the currency is not defaulted for the invoice.

Discover how to enter recurring supplier invoices in the SAP S/4HANA system by viewing the video provided.

The suppliers of Jennifer’s company are located all over the world. Supplier invoices come from different countries and in different currencies. Jennifer wants to learn how to post supplier invoices in different currencies.

You can enter documents in any foreign currency for which a currency key is defined in the system. When you post a vendor invoice in foreign currency, the system stores the amount in both local and foreign currency for each line item. When entering the amount in foreign currency, the system translates the items to the local currency at the same time, using the exchange rate that is valid on the posting date.

To post a vendor invoice in a foreign currency in SAP S/4HANA, you can use the same apps as for postings in the local currency. You'll come across a field labeled 'currency key'. While in many scenarios, the local currency is suggested by default, it's essential to know that this can be modified. If you're familiar with the desired currency key, for instance, USD for United States Dollar, you can enter it directly or choose the search function.

To learn more about supplier postings in foreign currency, watch the video:

Jennifer is very surprised that supplier invoices arrive at the company in very different channels and ways. She now wants to know what options there are, for example, for posting vendor invoices, which are also in an Excel file or are available in electronic form, quickly and effectively in the system.

The screen describes possible techniques for posting supplier invoices from Excel or supplier invoices that are available in electronic form in the system.

In addition to the invoices, a supplier has sent an Excel file with the invoice data. Jennifer is now asked to post the invoices and would like to use the Excel and reduce the time and effort. A colleague gives her the tip that there is an import function for importing vendor invoices in the SAP system. Jennifer now wants to know more about how the import works.

Jennifer, watch this video to learn how to do the import of supplier invoices.

With this app, you can import multiple supplier invoices into the system all at once. You can download a template file, enter the invoice information, and upload the completed file back to the app. You can then post the invoices or save them as complete. It's possible to check for errors in the invoices before posting.

With this app, you can upload attachments, that you have stored as electronic invoice documents on your directory. It is possible to link each uploaded file as an attachment to the corresponding invoice.

Business Benefits:

• Simplify invoice processing right from the start with a customer grade upload user interface.

• Increase process efficiency by automating image data recognition and invoice creation in the digital core.

• Prioritize invoices requiring expert attention.

• Create instant access to the invoice image in SAP S/4 HANA Cloud for Accounts Payable clerks and auditors.

• Prevent missing links between document and transaction.

Jennifer has received an order to change the reference number in a vendor invoice that has already been posted because the entered is incorrect. In addition, a colleague has reported that the terms of payment of a vendor have improved for us, and that the terms of payment are now to be adjusted in all vendor items that are still open for this vendor. The vendor master record has already been adjusted. Jennifer sees a lot of work to be done because the supplier has many open invoices in the system.

Therefore, she is looking for information on how to make these changes in the system as effectively as possible.

First some background information to changes of posted documents:

Accounting principles require that accounting journal entry modifications are kept to a minimum once an FI document has been posted in SAP S/4HANA. In any case, all accounting related information, like posting keys, account numbers, posting date, amounts, and so on, can never be modified under any circumstance as this data has already led to an update of account balances.

Additionally, it is possible to customize SAP to apply certain rules so that the changes to fields are only allowed under certain conditions. For example, the changes are accepted only if the posting period is open or if the line item has not been reconciled yet. The reason for this is to prevent undesired modifications of data that would make reconciliation impossible or could jeopardize the auditability of the data.

To learn more about the possible changes (single and mass) in posted supplier invoices, watch the video: