11/05/2015

DuplicateInvoiceCheckPart1|SCN

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Version8

createdbyG.AjitKumaronJan24,201312:29PM,lastmodifiedbyG.AjitKumaronFeb4,20137:21AM

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Introduction:

WhenIwassentonmyfirstassignmentonstartingoutmycareerasanapprenticewithanAuditingfirm,thefirst
instructionthatwashandedoutwastocrosscheckalltheInvoiceswiththeirPurchaseordersandtheGRdocuments.

Ifallthedocumentswereinplacetheyhadtobemarkedwithagreentick.Andifbyanychanceanyinstancewas
noticedwhereinallthedocumentswerenotinplace,itwasaprobableduplicateinvoicepostedinthesystemandit
hadtobemarkedwitharedmarktobediggedinfurther.

Atthattime,Iusedtowonderiftherewasanyautomatedsystemtodothismanualtaskorevenbettertopreventanyof
thisfromhappening,itwouldhavebeengreat.

SAPhasananswertoaddressthisissue.

Objectofthedocument:

Thisdocumentisanattempttoanalyzetheissueofduplicateinvoicepostingsandwaystopreventthem.

Thedocumentcovers:

BriefintroductiontoDuplicateInvoices
PossiblereasonsforDuplicateInvoicePostings
HolisticapproachtobeadoptedtopreventDuplicateInvoicePostings
DetailedoverviewoftheprocessesavailableinSAPtopreventDuplicateInvoicePostings
ExampleillustratingtheduplicateinvoicecheckprocessinSAP

DuplicateInvoices:

DuplicateInvoicepostingshappenwhenasingleinvoicereceivedfromavendorispostedinthesystemmorethan
onceandconsequentlypaidmorethanonce.

ReasonsforDuplicateInvoicePosting:

DuplicateInvoicesmightbepostedintheSAPsystembecauseofvariousreasonssuchas:

Vendorssendinginvoicesmorethanoncebecauseofdelayinpaymentsormisplacementofinvoices
Invoicespostedtwicebecauseofsimpleinefficiencyofaccountingstaff
DuplicateInvoicespostedbystaffwithanintentiontodefraudtheorganization

DuplicateInvoicePostingwhichcanbeprevented:

DuplicateinvoicepostingsandconsequentpaymentsmadeasaresultofAPstaffcolludingwithvendorswithan
intentiontodefraudtheorganizationwouldrequiretargetedeffortstodetectandprevent.

Incasesotherthantheabove,duplicateinvoicepostingscanbepreventedbyadoptingtheinbuiltfeaturesand
processesinSAP.

HolisticApproachtoPreventDuplicateInvoicePostings:
ImplementingtheinbuiltprocessesinSAPforcheckingDuplicateInvoicePostingswillnoteliminatetheriskof
duplicateinvoicepostingarisingbecauseofcollusionofAPstafftocommitfraud.

Butitwillcertainlyhelpinmakingthesystemmorerobustandreducethechancesofduplicateentriesbecauseof
reasonsotherthanfraud.

Aholisticapproachtomitigatetheriskofduplicateinvoicepostingsincludes:

RestrictingtheaccesstocreatevendormasterstoauthorizedpeopleonlyandpreferablystafffromnonAP
functions
Puttinginplaceframeworkforpreventingcreationofduplicatevendors
Creatingaframeworkforidentifyingandblockingvendorsthatdonothaveanytransactionsinsay,previous
threemonths
MakingcertainfieldslikeBankAccountNumber,AlternatePayeeetc.inthevendormasterassensitivefields,
requiringapprovalbyauthorizedpersons,formakingchanges
UsethePOprocessformost,ifnotallprocurements

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Usethethreewaycheck(PurchaseOrder,GoodsReceiptandInvoiceVerification)
LimittheusageofNonPOprocessesforprocurement
Adoptingtheprocessofparking,postingandapprovingofinvoicesbydifferentusers,torecordinvoices.
MakingtheHeaderReferenceNumberfieldasamandatoryfieldforallthedocumenttypesusedforposting
vendorinvoices
MakingrequisiteconfigurationsettingstoachievetheduplicateinvoicechecksincaseofLogisticsInvoices.
Finally,creatingprogramsforidentifyingduplicatepaymentswhichhavepassedthroughdespitethebestefforts

ProcessestobeadoptedinSAPtocarryoutacheckforDuplicateInvoicePosting:

InSAPthereisaninbuiltcheckforensuringthatduplicateinvoicesarenotposted.

Thecheckcanbeachievedbyacombinationofthefollowing:

VendorMasterdatamaintainedwithIndicatorforduplicateinvoicesandcreditmemoschecked
MessagetobedisplayedonenteringaduplicateinvoiceshouldbemaintainedasErrorMessageType
AdditionalparametersconfiguredinSPROtocontrolthefieldstobecheckedincaseofLogisticsInvoice
Verification
MakingtheReferencedocumentnumberfieldasamandatoryfieldforallthedocumenttypesusedforposting
vendorinvoices
MaintainthefieldCheckFlagforDoubleInvoicesandCreditMemos(LFB1REPRF),asmandatory,forthe
accountgroupsbeingusedforvendors

DuplicateInvoiceCheckRelationshipwithInvoiceType:

TheDuplicateInvoicecheckcarriedoutbythesystemwilldependuponwhethertheinvoiceisa:

FIDocumentor
LogisticsInvoicedocument

ProcessFlowofDuplicateInvoiceCheckdependinguponInvoiceType:

FieldscheckedincaseofLogisticsInvoiceVerifiaction:

IncaseofLogisticsInvoice,thefollowingsixfieldswouldbecheckedtoidentifyduplicateinvoicesinstandardSAP:

CompanyCode
Vendor
Currency
GrossInvoiceAmount
Referencedocumentnumber
InvoiceDate

Outoftheabovefields,thereisanoptionavailabletoskipthecheckingofanyofthefollowingthreefieldswhiletrying
toidentifyduplicateinvoices:

CompanyCode
Referencedocumentnumber
InvoiceDate

ThiscanbeacheivedbycarryingouttherequisiteconfigurationinthetransactionOMRDC.

WhethertheduplicateinvoicecheckswouldconsiderthefieldsCompanyCode,ReferenceDocumentNumberand
InvoiceDatewoulddependuponwhetherthesefieldsareconfiguredasactivatedordeactivatedinOMRDC.

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Description

TransactionCode

SetCheckforDuplicateInvoices

OMRDC

ScreenshotofDuplicateInvoiceCheckConfiguration:

FieldscheckedincaseofFIInvoices:

ThefieldstobecheckedtoidentifyduplicateinvoicesinthecaseofFIinvoicesdependuponwhetherthereference
documentnumberisfilledornot.

ReferencedocumentnumberisNOTfilledup:

Inthecaseswherethereferencedocumentnumberfieldisnotfilledup,thefollowingfieldswouldbecheckedto
identifyduplicateinvoices:

CompanyCode
Vendor
Currency
InvoiceDate
Amountindocumentcurrency

Referencedocumentnumberisfilledup:

Inthecaseswherethereferencedocumentnumberfieldisfilledup,thefollowingfieldswouldbecheckedtoidentify
duplicateinvoices:

CompanyCode
Vendor
Currency
InvoiceDate
Referencedocumentnumber

IllustrationofDuplicateInvoiceCheck:

SAPConfigurationDefinethefieldDoubleinvoicevalidationasmandatoryfield:

MaintainingthefieldstatusofthefieldDoubleinvoicevalidationasarequiredentryfieldwillensurethatwhenevera
vendormasteriscreatedthefieldCheckFlagforDoubleInvoicesorCreditMemosinthePaymentDatatabofthe
companycodesegmentofthevendormasterisalwayschecked.

Description

TransactionCode

DefineScreenLayoutperCompanyCode(Vendors)

SPRO

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ScreenshotofFieldStatusofDoubleInvoicevalidationfieldmarkedasmandatory:

MasterdataMaintainVendorMaster:

Description

TransactionCode

Create/Changevendormaster

FK01/FK02/XK01/XK02

ScreenshotofVendorMasterData:

SAPConfigurationChangeMessageControl:

MaintainthemessageCheckwhetherdocumenthasalreadybeenenteredundernumber&&&asanError
messagetype.

Thiswillputahardstoptotheprocessofduplicateinvoicebeingpostedinthesystem.

Ifthemessageisnotmaintainedasanerrormessagethesystemwilldisplaythemessageasawarningorinformation
andallowtheusertogoaheadandposttheduplicateinvoice.

Description

TransactionCode

CheckMessageControl

OBA5

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ScreenshotofErrorMessagemaintained:

SAPConfigurationMaintainDocumentType:

MaintainthefieldReferenceDocumentNumber(XBLNR)inallthedocumenttypesusedforpostingvendorinvoices
asrequiringanentrywhilepostinginvoices.

ThiswillmaketheusermandatorilyenteraVendorInvoicenumberinthefield.Thiswillaidintheprocessofduplicate
invoicecheckinthesystem.

Description

TransactionCode

Maintain/ChangeDocumentTypes

OBA7

ScreenshotofDocumentTypewithReferencedocumentnumberfieldmarkedasmandatory:

Transactionaldata1forillustratingDuplicateInvoiceCheckprocess:

Description

TransactionCode

EnterVendorInvoice

FB60

PostanInvoiceagainstavendor.

Intheexampleaninvoiceispostedagainstavendorwiththefollowingparameters:

CompanyCode0001
VendorTESTVENDOR
CurrencyEUR

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InvoiceDate19.12.2012
ReferencedocumentnumberDUPL1

ScreenshotofDocumententered

Adocumentispostedwithnumber1900000005asdisplayedabove.

Transactionaldata2forillustratingDuplicateInvoiceCheckprocess:

Description

TransactionCode

EnterVendorInvoice

FB60

TrytopostaDuplicateInvoiceagainstthesamevendorwiththesameparametersasalreadymentionedabove.

Inthisexampleaninvoiceistriedtobepostedagainstthesamevendorwiththeidenticalinputparametersasalready
enteredfordocument1900000005:

CompanyCode0001
VendorTESTVENDOR
CurrencyEUR
InvoiceDate19.12.2012
ReferencedocumentnumberDUPL1

AfterenteringtheinputparameterswhenthesavebuttonisclickedanerrormessageisdisplayedCheckwhether
documenthasalreadybeenenteredundernumber000119000000052012

ErrorMessageScreenShot:

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ForfurtherdetailsandillustrationspleaserefertotheSCNdocument

http://scn.sap.com/docs/DOC35424

22163Views
Products:sap_erp_financialsTopics:enterprise_resource_planningTags:liv,duplicate_invoice_check,fi_invoice_posting,
double_invoice_verification

AverageUserRating
(15ratings)

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16Comments
YoelToviJan6,20147:46AM

Thankyou!
Veryclearandinformative.
Like(0)

VijVFeb19,20148:57AM

HiAjit,

Averygoodexplanation.Ihaveaquestion,woulditbepossibletodothischeckcombiningboth
FI&MMincoices.?

Imean,ifaninvoiceisenteredthroughMIROandifthesameisalsoenteredthroughFB60,will
systemstillchecks?

Iknowitismorefromtheprocesssideratherthansystemcontrol,wantedtocheckifthisispossiblein
SAP.

Thanks
Vijay
Like(0)

DevendraFFeb20,201411:44AM

Hi,
Itisveryhelpfulanddetailed,

BR

Devendra
Like(0)

SupriyaKadamFeb28,201410:43AM

Hi,

Greatinformationwithexplanation.
ItoohavequerylikeVijaythatwoulditbepossibletodothischeckcombiningbothFI(FB60)&MM
invoices(MIRO)?

Thanks
SupriyaKadam
Like(0)

MehmetOzgurUnalMar21,201412:06AM(inresponsetoSupriyaKadam)

hiAjit,

Nicepresentation,thanks..
Like(0)

AmithAApr23,20145:11AM

DearAjithverygooddocumentYaar,keepitup
Like(0)

SreejaSreekumarApr23,20146:08AM

HiAjith
Itsreallyasimple,butgooddocument.
Thankyou
Sreeja
Like(0)

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UmamageshwaranSrinivasanMay17,20143:22PM

HiAjit,

Reallyaverygooddocument.

Regards,

Umamageshwaran.S
Like(0)

TrinathGujariMay29,20149:07AM

HiAjit,

GreatEffortsthanksforsharinginformativedocuments

thanks

Trinath
Like(0)

ShekharGaikwadJun3,201410:53AM

Hi,
Inourcasevendorissuessameinvoicenumberseriesintheirnewfinancialyear,thereforewe
receivesameinvoicenumberwithdifferentinvoicedate.WehavedoneMessageno.117aserror
message,butMIROisnotallowingsameinvoicenumberwithdifferentInvoicedate.
Howwecanavoiderrormessageforsameinvoicenumberwithdifferentinvoicedate.
Pleasehelp.
Like(0)

JoyceMartinsJul3,20145:35PM

Helloall,

DoyouknowhowIcantellifinvoicesarealreadyprocessedinCockpitwithoutmechecking
FB03?

Thanksforyourhelp.
Like(0)

AtulMahajanSep16,20141:11PM

Good,Ilike....
Like(0)

MADHUSUDHANANSep23,201411:02PM

HiAll,
IhaveaprobleminGL,regaringoneentrypostedTwice.SoitleadstoduplicationinGL.
PleasegivesolutiontoavoidsigleentrypostedattwiceinGL(SA&ACEntriesTcodeforentry
FB50andFBS1).

Thanks,
Madhusudhanan.
Like(0)

krishSMar19,20157:28AM

HiAjit,

Nicedocumentyouprepared.
Like(0)

abdulraheemmohammadMar19,20158:16AM

Verynicedocument
Like(0)

KokChoonLingApr24,20156:07AM

Thankyouforsharing.Thisisaverynicedocument.
Like(0)

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