Park Miscellaneous Customer Invoice-Credit Memo (FV70, FV75)

 

When To Do This

Perform this procedure when:

·         a Miscellaneous Invoice Request form is received from a business unit or function (including other ESS departments),

·         the need for a miscellaneous invoice is identified by an Enterprise Shared Services department related to Dispute Management or a related process.

This transaction allows the user to enter a miscellaneous invoice or credit memo for review and posting by another ESS associate.

Note: In most cases, merchandise sales to customers should be processed via the SAP Sales and Distribution module (Sales Order).  However, in some cases (vendor resale, etc) a miscellaneous invoice may be warranted.

Business Process Overview
Execute this transaction when entering miscellaneous, non-merchandise related invoices.  The user entering the parked miscellaneous invoice/credit memo should then notify another associate on their team (or manager as appropriate) to review the entry and post the invoice/credit memo.

 

Input - Required Fields	Field Value/Comments
Customer	The customer being invoiced/credited.
Company Code	The company code (business entity) in which the customer receivable should be recorded.
Invoice Date	The date to appear on the invoice (generally today's date).
Document Type	Indicates the type of transaction being processed.  This should be changed from the default when processing a dispute related invoice/credit memo.
Amount	The header amount being invoiced/credited to the customer.
G/L Account	The offset account(s) being credited/debited when invoicing or crediting the customer.
Amount in document currency	The GL line item amount to offset the header amount.
Profit Center	The indicator of the division/department associated with the invoice/credit memo.  This indicates the group within the company code responsible for any revenue/expense within the transaction.

 

Output - Results	Next Steps
A miscellaneous invoice/credit memo is now parked pending approval/posting by another associate or manager as applicable.	Provide the details of the parked document to the appropriate associate for system posting.

 

Key Notes

The "Park and Post" process is an entry/approval procedure used to assure accuracy of invoice data and assure compliance with segregation of duty requirements.  Using this concept, no user should post invoices directly without first parking the document for review, approval, and posting by another associate or manager.

Requirements for manager approval are based on the individual process or business policy.

Procedure

1.       Please refer to the "Internal Controls Procedures" for manual procedures that are critical to ensuring an effective control environment for this activity.

2.       Start the activity using the menu path or transaction code.

      Park Customer Invoice: Company Code 1080

3.       Click  to select the Company Code for posting.

Enter Company Code

4.       As required, complete/review the following fields:

·         Company Code

5.       Click  to continue.

      Enter Customer Invoice: Company Code 1080

6.       As required, complete/review the following header fields:

·         Customer

·         Invoice date

·         Reference

·         Document type

·         Amount

·         Text

 

    SAP provides fields in the Invoice header for entry of tax amounts, tax codes, and a checkbox for the system to calculate taxes automatically.  This tax functionality is not included within the LimitedBrands design.  Any tax amount to be included in the invoice/credit memo should be included in the total of the invoice (Amount field in the header).

The user should then select the appropriate tax GL account and enter an additional line item (sales in one line, tax in a separate line).  The total of the two lines should equal the Amount in the header.  Sales Tax or something that clearly identifies the charge should be entered as text for the tax line as this text will appear on the invoice.

    The invoice header is complete.  The next step is to enter line item data for the invoice.  Enter the target GL account data to offset the debit/credit to the customer's account.  Portions of the line item data will display on the invoice, i.e., Amount in Document Currency, Line Item Text, etc.

7.       As required, complete/review the following GL offset fields:

·         G/L acct

·         Amount in doc.curr.

·         Assignment

·         Text

·         Company code

·         Sales order

·         Item in sales order

·         Profit Center

·         Purch. Doc.

 

8.       Click  in order to add additional information to the invoice if the above fields do not fulfill the requirement.  The fields listed will appear on both the invoice image when printed, and within the customer sub-ledger account for reference/search capability.

      Park Customer Invoice: Company Code 1080

9.       As required, complete/review the following fields:

    Ref Key fields appear on the invoice image and within the customer account, but do not appear in the offset GL account.  If an item needs to be searchable within the offset account, utilize a field from the GL Line Item when entering the invoice/credit memo.

·         Ref.key 1

·         Ref.key 2

·         RefKey 3

 

10.     Click  to add long text to the invoice document.  This will allow the user to include additional details the customer may require on the document.

    Notes entered here appear on the invoice!

      Park Customer Invoice: Company Code 1080

11.     As required, complete/review the following fields:

·         Notes

 

12.     Click  to park the document for review/posting.

    The system displays the message, "Document 1800004000 1080 was parked."

13.     This activity is now complete.

Result

A parked invoice/credit memo was successfully entered and is pending review for posting.

Comments

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