Step-by-Step Guide: Creating Invoices in SAP

How To Make Invoice In Sap

To create an incoming invoice, choose Accounting → Financial Accounting → Accounts Payable → Document Entry → Invoice . To create a supplier credit memo, choose Accounting → Financial Accounting → Accounts Payable → Document Entry → Credit Memo.

How to Generate an Invoice in SAP

To create an invoice receipt in the system, you can use Transaction MIRO, or you can follow the application menu path Logistics > Materials Management > Logistic Invoice Verification > Document Entry > Enter Invoice. In the Enter Incoming Invoice screen, as shown in the figure below, fill in the required data, such as Invoice date , Posting Date , and Reference (usually the document number of the supplier invoice).

Input the purchase order number in the designated field labeled “Purchase Order/Scheduling Agreement” and press the Enter key. The system will automatically fetch relevant details from both the purchase order and goods receipt, populating the corresponding line in the PO Reference tab as depicted here:.

You can now cross-check the amount and compare it with the supplier invoice. If both amounts match, simply enter the amount in the designated field under the Basic Data tab and tick the OK box next to the PC value on the purchase order line. Press (Enter) and you will notice that any remaining balance of EUR -100 will be eliminated. The traffic light indicator beside the balance will turn green, indicating that you can proceed to post the invoice.

The SAP Fiori application that corresponds to this process is known as MIRO (Create Supplier Invoice/Create Supplier Invoice Advanced). It shares a similar appearance and functionality with the SAP GUI transaction.

If you wish to view the progression of documents starting from the purchase order, then moving on to the goods receipt and finally reaching the supplier invoice, there are a couple of ways to do so. For example, you can access the generated invoice by navigating through the application menu: Logistics > Materials Management > Logistic Invoice Verification > Further Processing > Display Invoice Document. Alternatively, you can also use Transaction MIR4 for this purpose.

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Upon reaching the Display Invoice Document screen, as depicted below, you will be required to specify the Invoice Document Number and the Fiscal Year.

Once you press the (Enter) key, the subsequent screen will appear as depicted in the following figure. On the left side of the screen, you can observe the entire document flow under Display – PO structure.

You can see the source document is purchase order 4500000020. The follow-on document is goods receipt 5000000370 , posted as of October 12, 2019. Subsequently, there is supplier invoice 5105600168.

In this case, there are no discrepancies between these documents in terms of price and quantity. However, if there are any variations or absence of subsequent documents, regular checks become necessary, which will be explained further in the upcoming section.

Creating a billing invoice in SAP: A step-by-step guide

To access your SAP S/4HANA Cloud system as a Billing Clerk (SAP_BR_BILLING_CLERK), follow these steps:

1. Log in to your SAP S/4HANA Cloud system using the credentials provided.

2. Open the Create Billing Documents application.

3. Adjust the billing due date according to your requirements.

4. Select the “Create” option once you have made the necessary adjustments.

5. After the billing document is displayed, choose “Save” to save any changes made.

6. Navigate to the Output Items tab and select “Edit” for further modifications or additions.

How To Generate Invoices in SAP

In SAP S/4HANA, it is possible to verify whether there are any discrepancies in terms of quantity and price between goods receipts and supplier invoices for a particular purchase order. It is crucial to regularly review the GR/IR clearing account to ensure accuracy and address any issues that may arise.

To conduct regular checks, typically on a monthly basis, you have the option to utilize a standard report that displays GR/IR balances. This can be accessed by initiating Transaction MB5S or navigating through the application menu path Logistics > Materials Management > Inventory Management > Environment > Balances Display > List of GR/IR Balances.

On the GR/IR Balances screen, you can search for a specific purchase order and enter additional criteria to refine your query.

For this example, enter the purchase order number, for example”4500000007″. If you’ve given a unique purchase order number, you don’t need to fill in more fields. If you’re not sure about that, enter at least the respective Purch. organization. To get the full information with this report, select the Cleared Items too checkbox, and then click the Execute button.

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The output report displays the purchase order, item number, Quantity Received (100), Quantity Invoiced (100), GR value (USD 1,100.00), and Invoice amount (1,100.00) in a sequential manner as depicted in the following illustration.

By clicking twice on the purchase order entry, a new screen will appear displaying the complete record of purchase order 4500000007, including details about goods receipt and invoice receipt. This can be observed in the final illustration.

In the SAP system, you have the option to switch between goods receipt and invoice receipt by simply clicking on the corresponding line. By doing so, you can access various details related to your purchase order, including vendor data, payment information, bank details, tax information, material document number, amount, accounting document, and material ledger. It is recommended to click on each of these elements to ensure that there is consistency between the goods receipt and the invoice receipt.

Creating a manual invoice in SAP: A step-by-step guide

Under Common Tasks choose New Manual Invoice and the system opens a New Manual Invoice Request. Enter the account details. In the Account field, enter the account number. The system automatically displays the related master data under Account, Main Contact, Employee Responsible, and Payment Terms.

Conclusion

The procurement process in logistics using SAP S/4HANA is initiated when a company requires purchasing goods or services from one of its vendors. The accounts payable aspect of the purchase-to-pay process becomes involved at the end, specifically when it comes to documenting invoices and settling payments.

Editor’s note : This post has been adapted from a section of the book Financial Accounting with SAP S/4HANA: Business User Guide by Jonas Tritschler, Stefan Walz, Reinhard Rupp, and Nertila Mucka.

Creating an invoice receipt in SAP: How is it done?

1. Open Transaction MIRO or navigate through the application menu.

2. Select Logistics and then Materials Management.

3. Choose Logistic Invoice Verification from the dropdown menu.

4. Click on Document Entry and then select Enter Invoice.

5. Fill in the necessary details such as vendor information, invoice date, and reference number.

6. Enter the items or services provided along with their respective quantities and prices.

7. Verify all entered data for accuracy before proceeding further.

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8. Save your entries by clicking on the save button.

SAP Tcode FB65: Explanation

1. Access SAP and log in with your credentials.

2. Navigate to the “Accounting” module.

3. Select “Financial Accounting” from the options.

4. Choose “Accounts Payable” from the submenu.

5. Click on “Document Entry.”

6. Locate and select “FB65 Credit Memo.”

7. Fill in all required fields, such as vendor details and invoice information.

8. Enter relevant data for credit memo creation, including amounts owed to vendors.

9. Review all entered information for accuracy.

10.Submit or save the credit memo.

What does FB75 mean in SAP?

Please keep in mind that these instructions are specific to SAP software and may vary depending on your system configuration or version.

Creating an invoice: A step-by-step guide

To create an invoice in SAP, follow these steps:

1. Brand your invoice by adding a professional header.

3. Clearly state the dates of the invoice, including the issue date and due date for payment.

4. Provide a detailed description of the goods or services delivered to ensure clarity for both parties involved.

5. Include tax details, such as applicable taxes or VAT rates, and highlight the total amount owed by the customer.

6. Specify payment terms to outline when and how payment should be made (e.g., net 30 days).

Understanding SAP Invoicing

The invoicing processes in SAP encompass the various steps involved in creating invoices and integrating billing documents within the FI-CA module. These processes essentially capture the business transactions related to billing, including document processing, invoice creation, and synchronous posting of invoices.

To begin with, the invoicing process starts by gathering all relevant information required for generating an invoice. This includes details such as customer data, product or service information, pricing conditions, and any applicable taxes or discounts. Once this data is collected and validated, it is used to create a billing document that serves as the basis for generating an invoice.

After successful integration of billing documents into FI-CA, the actual invoice generation takes place. The system utilizes predefined templates or formats to generate professional-looking invoices tailored to meet specific business requirements. These invoices typically include essential details like customer name and address, itemized list of products/services provided along with corresponding prices and quantities, total amount due (including taxes), payment terms/conditions if applicable.