Creating of incoming invoice automatically when documen info record created

[Former Member]

Hi all,

I apologize because I am asking many questions on this forum during the last few weeks, but I have some problems which I can't solve by myself in one project.

So, this time the question is about incoming invoices.

Here is the situation:

When our customer receives incoming invoice (in paper form) we scan it and send it to one Document management system. In that system we verify the invoice and approve it. After that step the document is released to SAP (only the document info record is created and that info record points to the original document (pdf file) in that DMS).

Now the question is:

Is it possible to automatically create incoming invoice (parked) when the document is released to SAP (it+s document info record created) and to create link between these two SAP objects? Basically it means that at the moment when doc. info record is created, the incoming invoice is created (only with mandatory data) and saved (parked).

We need this functionality because our client wants to have the access to original document (pdf file) when he is about to finish the incoming invoice.

So, is it possible to set up some parameters so that incoming invoice is created automatically after the document info record is created, and linked to that document info record?

[Former Member · Accepted solution]

Hi Karlo,

it is possible. you can create the DIR from object side also, and approve it with specified user to clear the invoice.

you have to specify one document type for that and do required object linking. In object linking you have to specify create simple document / use transaction to creat document as per your requirement.

With above settings you can creat DIR from object side with pdf invoice as original. The specified user will approve the DIR and once the DIR will released, user from object side can approve the invoice.

I hope the above information will help u to solve ur query.

Please let me know if u want any additonal information.

Regards,

Pramod

Plz award pts if its useful / solve ur query.

[Former Member · Accepted solution]

Hi Pramod,

Your answer has helped me, but I still don't know how to do the following:

After the DIR is created (I create it automatically with agent for all documents in that foreign DMS) in SAP I would like to create incoming invoice (parked version) automatically with only basic information (like vendor, PO number, etc.).

So, the trigger for creating incoming invoice would be created DIR (or released).

Of course, there should be link in incoming invoice to that DIR, so that the person who will be finishing that invoice can see the original document.

How can do that?

Thanks for any kind of help!

[Former Member · Accepted solution]

hi karlo,

for your requirement of creating invoice with vendor name and PO no. automatically once DIR released is not possible to do in standard SAP DMS. may be it will require some development.

whereas as per my earlier information it can possible from object side in Standard SAP. while creating invoice in SAP, u can create DIR with pdf original by selecting create simple document option in object linking tab in dc10. Assign internal or mixed numbering system for this document type.

Please let me know if u would like to know further reg 2nd option

Regards,

Pramod

Plz award pts if its useful / solve ur query

[Former Member]

It is possible with help of a development.

Not sure abt the FM's modules used for creation of Invoice, but to link the object(Invoice) to DIR u need to use BAPI_DOCUMENT_SAVEOBJECTLINK.

U need to develop a program which will create an Invoice and link the DIR to that invoice. This program can be triggered from the status of the DIR.

Are u maintaining any initial status for DIR when it is created? U may mention this program in settings of that status, so that it is triggered as soon as the status is applied and the DIR is saved.

[Former Member]

Hi Abhishek,

I am configuring the status of Document when DIR is created and it would be OK for me to create and link invoice when status field is updated. But I don't know how to watch that status field. Should I add that part of code to BAPI_DOCUMENT_CREATE? The only way I know how to do it is to put it in that BAPI, so when the document is in the process of creation, I would also create and link incoming invoice.

The other question that is bothering me is about default object links for document types. As much as I have seen, there is no default option for creating object links between DIR and incoming invoice. Better said, there is no default object and screen number. Is that correct?

If it is, then it is not an option because I would have to change default SAP objects which is not a good solution at the moment.

Thanks on answers guys!

[Former Member]

I was not aware that u have already done coding to create DIR in SAP. In that case u don't need to rely on status triggering, u may create the invoice prior to DIR creation and then link it to the DIR.It can be done in the way u have mentioned. I.e. linking at the time of DIR with BAPI_DOCUMENT_CREATE.

I doubt we have any direct link to Incoming Invoice from DIR. One of the options i can think of is linking DIR to EKPO(Purchase Order Item) which is mentioned in Invoice.

Else u may need to add another object with object table "RBKP"

Following link will help u in creating new Object for development of new screens [http://help.sap.com/saphelp_erp60_sp/helpdata/en/c1/1c31a243c711d1893e0000e8323c4f/frameset.htm]

BAPI_DOCUMENT_CREATE2 is the latest BAPI instead of BAPI_DOCUMENT_CREATE.

Points Appreciated.