Supplier invoice payment approval

[Former Member]

Hi,

Currently have purchase order approvals on SAP but do not use goods/service receipting.

is there any way for a process to be setup in SAP so that an invoice needs to be approved prior to payment?

i.e the invoice is booked into SAP via PO but requires approvel prior to payment.

Jay

[Former Member]

Hello Jaydeep,

As Marlene informed, you need to scope the approval process for Supplier Invoice from BC work center. Then the invoice approval process will be Active in the Approval Process view of Application and User Management work center. Here you can define the Default approval process for Supplier Invoice document.

As similar to PO, you can use any work distribution rules + conditions during multi step approvals.(MSA) Once PO is sent (GSR not expected) & then based on the criteria system will trigger the approval process when you post the new invoice.

Please mark it as answered, if this is helpful.

Best Regards,
Arun

[Former Member]

Hi,

I think you have misunderstood me.

I do not want to create any delays in posting to financial accounting. by using supplier invoice approval - will this prevent postings to financial accounting until approved?

Jay

[former_member200567]

Hi Jay

->will this prevent postings to financial accounting until approved?

Yes, this will not be posted until approved by the approver.

Best Regards,

Fred

[marlene_katzschner]

Hi Jay,

posting to AP and Accounting is at the same time since we delivered the Feature Pack 1.0 in 2008. So there is no way to separate the invoice posting to AP and Accounting.

You could think of payment approvals instead. Then you post the invoice to AP and Accounting and do not release a payment until it is approved.

Best regards

Marlene

[Former Member]

Hi,

is it possible to specify a payment approval based on cost center manager?

cannot find much info on this.

Jay

[lokesh2]

Hi Jaydeep,

Go to Application & User Management work center

Select 'Employee Work Distribution' under Task  Distribution.

Edit > Approver for Payables/ Approver for Liquidity Management as per your requirement

Select the 'Employee responsible' and other details.

Then payments will go for approval as per the above settings that you make.

Please mark it as answered/helpful if we answered your query.

Thanks

Lokesh Sharma

[Former Member]

HI,

I can only specify company and employee responsible.

I need the approval to be based on cost center manager/purchasing unit manager.

[lokesh2]

Hi Jaydeep,

In the dropdown for the employee responsible , do you see the cost center manager ?

For the employee ( who is the cost center manager/purchasing unit manager ) did you already assigned 'Managing My Area' please check.

Thanks

Lokesh Sharma

[Former Member]

Hi,

no I cannot see the names in the drop down.

how does the system know who needs to approve it? if we select multiple names.

[marlene_katzschner]

Hi Jaydeep,

maybe there is a confusion regarding the "cost center manager".

You can define approvers for the payment per company. All approvers get a task in their worklist in managing my area. The approver of the payment is not the manager of the cost center, when you post the costs, too. For such approvals you need to use the Supplier Invoice Approval.

A very good description of the setup you see in case note 1814357, which you can find when you enter the case document number in the help center.

Hope this helps. If there are more questions, please let me know

Best regards

Marlene

[Former Member]

Hello Jay,

Please be precise where you want to implement the cost center manager approval?

Do you want to implement it for supplier invoice document?

If yes, as informed by Marlene, we have multiple Work Distribution rules.

Yes, you can set up cost center manager based approvals. Please see the below work distribution rules.

Approval by Cost Assignment:

Depending on the cost assignment, the approver can be the cost center manager or project manager, or the reporting line unit manager of the buyer responsible.

Approval by Cost Center Manager based on Project Task:

Depending on the cost assignment, the approver can be the cost center manager of the project task, the project task manager or the project manager.

Approval by Cost Center Manager based on Superordinate Cost Center:

The manager of the superordinated cost center based on the cost center or project task which is assigned to the supplier invoice has to approve.

Approval by Cost Center Manager by Value Limit:

Cost center managers approve if their approval limit matches or exceeds the supplier invoice value. If the limit for the cost center manager is exceeded, higher level managers are determined. If no cost center is assigned to the supplier invoice, the reporting line unit manager approves.

Note:

Value limit has to be set up for each cost center manager.

Hope you are aware of where to set up this.

Best Regards,
Arun

[marlene_katzschner]

Hi Jay,

have you tried the Supplier Invoice Approval?

You have to scope it and then configure it in the activities (see attached screens).

Best regards
Marlene