Park Miscellaneous Customer Invoice-Credit Memo (FV70,
FV75)
Purpose
Use this transaction to enter outgoing miscellaneous
invoices or credit memos. These transactions are used to record
non-merchandise related receivables where an invoice/credit memo is to be
generated. These invoices/credit memos can be subsequently printed or emailed
to the customer as needed.
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), or when the need for a miscellaneous invoice is identified by an
ESS department related to Dispute Management, Commitment or Liability PO
invoicing, etc. This procedure allows the user to enter a miscellaneous
invoice or credit memo for review and posting by another ESS associate.
In most cases, merchandise sales should be processed via
the SAP Sales and Distribution module. However, in some cases a miscellaneous
invoice may be warranted.
Prerequisites
For scenarios related to Dispute Management cases (either
claim or cancellation related), or corrective action as a result of one of
these processes, a Miscellaneous Invoice/Credit Memo Request Form is not
required prior to entry of a parked invoice/credit memo. The appropriate
support is contained within the dispute case referenced when entering the invoice/credit
memo.
For all other miscellaneous invoicing/crediting scenarios,
a completed Miscellaneous Invoice/Credit Memo Request form (ATP.08.MBPP.02)
should be received prior to entry/posting of a miscellaneous invoice. The
completed form should include all required information (ATP.08.MBPP.03)
as well as an authorizing signature.
Menu Path
Use the following menu path(s) to begin this transaction:
·
Select Accounting 
Financial Accounting Customers Document Entry Document Parking Park/Edit Invoice to go to the Park
Customer Invoice: Company Code XXXX screen.
·
Select Accounting Financial Accounting Customers Document Entry Document Parking Park/Edit Credit Memo to go to the Park
Customer Credit Memo: Company Code XXXX screen.
Transaction Code
Helpful Hints
·
Use 
to assist in invoice posting (i.e. -
document date equal to posting date). This transaction is a user-specific
setting that allows for the viewing and entering of data in different ways.
These settings can be saved under the user profile until you log out of the
system, or they may be saved permanently to the user master record. Review the
options available and their effects on the transaction, and decide what options
work best.
·
Use the "Simulate" functionality to review the impact of a
document without actually posting the document in the system. After entering
all data needed, and prior to posting, click 
. A document overview displays to allow the selection
of various options for data preparation prior to posting.
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:
|
Field Name
|
R/O/C
|
Description
|
|
Company Code
|
R
|
The Company Code is an
organizational unit within financial accounting.
 Be sure to check the Company Code prior
to entering invoice data. If the Company Code needs to be changed after data
entry, the system will force the user to re-enter the invoice data.
Example: 1080
|
5. Click 
to continue.
Enter
Customer Invoice: Company Code 1080
6. As required, complete/review the following header fields:
|
Field Name
|
R/O/C
|
Description
|
|
Customer
|
R
|
SAP code that identifies
a customer. A customer is a business partner who orders goods and services.
Example: 10000308
|
|
Invoice date
|
R
|
The date appearing on
the invoice.
Example: 07/09/2007
|
|
Reference
|
C
|
Allows for further
clarification of an entry by referencing to other sources of information,
either internal or external to SAP. Any SAP-posted document number can be
used as a "reference" when entering a new document.
When entering a miscellaneous
invoice/credit memo for a Dispute Case, the case# should be entered
here.
Example: Case#
123 DR1
|
|
Document type
|
R
|
Key that identifies to
which group of documents this document will be assigned. Documents of the
same type contain common information which is relevant to posting and update
of the value fields in the data base.
When entering a miscellaneous
invoice/credit memo for a Dispute Case, utilize the appropriate Dispute Case
document type indicated by the Doc Type descriptions (YR, YS, or LI).
Example: DR
DR (Customer invoice)
|
|
Amount
|
R
|
A figure in the pricing
procedure that determines how the system calculates a condition value.
Example: 1000.00
|
|
Text
|
O
|
Explanatory text for a
line item.
 This header text appears as the first
line of the invoice body.
Example: Case#
123
|
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:
|
Field Name
|
R/O/C
|
Description
|
|
G/L acct
|
R
|
Accounting ledger
created to support the creation of statutory reports.
This is the offset account within the
posting. Typical offsets will be clearing accounts (for DM related
processing) or sales adjustment accounts as needed.
Example: 200483
|
|
Amount in doc.curr.
|
R
|
Value in the current
location currency.
Example: 1000.00
|
|
Assignment
|
O
|
Text field that SAP will
use to sort line item details.
When entering an invoice/credit memo
related to a dispute case, the case# should be added here to facilitate
clearing within the GL account.
Example: Case#
123
|
|
Text
|
O
|
Explanatory text for a
line item.
Example: Invoice
for Dispute Case# 123
|
|
Company code
|
R
|
The Company Code is an
organizational unit within financial accounting.
Be sure to change the Company Code when
attempting to cross-charge to another company code!!!
Example: 1080
|
|
Sales order
|
O
|
The contract document
between the customer and selling entity based on a customer purchase order.
If the miscellaneous invoice/credit memo
is related to a particular order and that order# should be recorded in the
General Ledger, this field should be populated.
Example: 10001040
|
|
Item in sales order
|
O
|
The individual line item
within the Sales Order affected by the miscellaneous invoice/credit.
When handling Dispute Management related
entries, the Sales Order Line Item is not significant to the process, but is
required by the system. Choose the first line item (item# 10).
Example: 10
|
|
Profit Center
|
C
|
Area of responsibility
within a company for which an independent operating profit can be calculated.
This determines the division/department
responsible for any P&L impact from the posting. This field is also
required for balance sheet accounts to ensure a balanced set of financials at
the Profit Center level.
Example: USIGANF034
|
|
Purch. Doc.
|
O
|
The Vendor Purchase
Order, Commitment, or other SAP Purchasing document affiliated with the
miscellaneous invoice/credit.
When processing a miscellaneous
invoice/credit memo as a result of a cancellation, this field should be
populated with the PO# being cancelled.
Example: 4200000328
|
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.
|
Field Name
|
R/O/C
|
Description
|
|
Ref.key 1
|
O
|
Free text field used to
input additional customer information not included in another standard
field. These fields can be used to enter data required for subsequent
processing, etc.
Example: Ref
Key 1
|
|
Ref.key 2
|
O
|
Free text field used to
input additional customer information not included in another standard
field. These fields can be used to enter data required for subsequent
processing, etc.
Example: Ref
Key 2
|
|
RefKey 3
|
O
|
Free text field used to
input additional customer information not included in another standard field.
These fields can be used to enter data required for subsequent processing,
etc.
Example: Ref
Key 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:
|
Field Name
|
R/O/C
|
Description
|
|
Notes
|
O
|
The area to record all
relevant dispute case details not accommodated in a specific dispute case
field. Examples include explanation for rejection of the case, details from
the customer, correspondence between Finance and Production associates, and
most importantly details of liability acceptance.
Example: Adding
notes to the invoice
|
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
xxxx.
