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Vendor invoices and adapting to unexpected charges or discounts

Learn how to adapt to unexpected changes in vendor invoice IDocs and how to book the additional amounts. NetWeaver expert Axel Angeli explains how.

Suppose a vendor's invoice includes an unanticipated surcharge, discount or freight charge at the HEADER level (=not at the PO-line-item level). Such an amount was not part of the original PO, so we'd be booking a non-PO-based additional amount. How can we book the unanticipated charge using the INVOIC02 IDOC?

One approach might be to create an additional E1EDP01 segment, (or the appropriate sub-segments, like E1EDP26,...

etc.), but then SAP would want to know the GL account (and cost center?) to which book that amount. I cannot determine which INVOIC segment would carry such account-assignment information.

The offset to that additional E1EDP01 segment would be to adjust the net amount of the invoice within the E1EDS01 segment (SUMID = 010 for net amount, SUMME for the new net amount, WAERQ for the currency-code).

Can you provide some assistance?

The question you raise needs to be properly discussed with your auditors. Generally it can be said that an incoming billing IDoc is a legal document, like a paper invoice is also a legal document. This means that you are not allowed to change the information contained therein when booking them into your system. So if unexpected surcharges occur, you have to book them as it is sent by the vendor.

How to book the additional amounts? Mapping them into an additional E1EDP01 may be the proper approach. Finding the correct GL account is not the task of the IDoc mapping software, however, but needs to be carried out automatically (or with some assistance of the billing manager) within R/3. Usually this works the same way as it does when you would create a new item in your purchase order. I have limited information about how your SAP installation is set up, but a common approach would be create an appropriate item category and customize the finding of the proper COPA and FI accounting from the item category.

But principally, your approach is designed well, and should work that way.

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