Name: Handling Invoice Exceptions in SAP Ariba Buying and Invoicing
Uploaded: 2024-9-24
Duration: 199 s
Description: This video teaches you the steps required to handle invoice in a timely and accurate manner. You will learn about the different types of invoice exception and the options to handling them.

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<div><div><div><div><div><div><div><div>This video teaches you the steps required to handle invoice in a timely and accurate manner. You will learn about the different types of invoice exception and the options to handling them. </div></div></div></div></div></div></div></div>

Handling Invoice Exceptions in SAP Ariba Buying and Invoicing

This video covers the handling of invoice exceptions on the invoice reconciliation document, also known as IR document. Invoice exceptions can represent a variety of issues, such as missing receipts, mismatched quantities or prices, duplicate invoices, or tax variances. For example, an exception can be the difference between the quantity ordered on a purchase order and the quantity invoiced. But from a system perspective, an invoice exception is a discrepancy between the data on the invoice and the data on the associated order, contract, or receipt. Depending on your group membership, you might be able to view only the invoice reconciliations you are able to approve or other invoice reconciliations in the system. Invoice reconciliations that you are required to reconcile are listed in your To Do list. Their status is Reconciling. When accessing the document, you will be taken to the Exceptions tab of the invoice. Here you can view header-level exceptions and line-level exceptions. In your invoicing solution, accumulators calculate how much of a PO or contract line has been invoiced, received, reconciled, and so forth. The Contracts section in the Reference tab on the invoice reconciliation page includes a link to the associated contract. If the invoice is based on PO, there will be a purchase order information on the IR. In this example, we are dealing with the IR of a contract-based invoice. Based on the rules and tolerances set up by administrators, the system has identified two exceptions. You can take action on an exception to either agree with the information the supplier provided on the invoice or apply the original purchase order or contract information instead. To handle the exceptions, you first have to open the IR document. Let us handle the two exceptions. Item unmatched means the system could not match the item on the invoice to any of the items in the contract. You can use the manual match to try and find the contract corresponding item. Let's assume that travel costs can be matched to the corporate lodging item. Contract received quantity variance indicates that the invoice line item quantity is greater, in this case 10 consulting hours, than the contract item received quantity. This means the system could not find any electronic record of this work actually having been performed. The exception handler can choose to accept the invoice quantity or accept the expected quantity. Additionally, they can try and find a receipt themselves or defer to someone else. You would refer the exception to another user for assistance. For example, you might require to refer an exception to your supervisor when you consider additional decision-making capabilities necessary to resolve the exception. After you complete this action, the invoice reconciliation document is listed in the To Do list of the user to whom you referred the exception. In this case, we will accept the invoice quantity. Once all exceptions have been handled, the IR document is fully reconciled and the invoice data can be sent to the back-end system for payment. This concludes our video on exception handling. Thank you for watching.