Procure to Pay Reports Course Content
Morrison, Robert, Contributing Editor has reference to this Academic Journal, PHwiki organized this Journal Procure to Pay ReportsApril 2016 Cindi StinebaughCourse ContentObjectivesResourcesProcure-to-Pay Postings DocumentFlow of POs on ReportsME23N Display Purchase Order T-code in SAPAriba Reports – Invoice Reconciliation Report, IRE Approval Only ReportSAP Reports – Open PO Report, Blocked Invoice Report, GR/IR Clearing Report, Open Commitments, Vendor Invoice ReportCourse ObjectivesUpon completion of this course you will:Underst in addition to where to find resources on procure to pay reportsUnderst in addition to how purchase orders flow through the FM ledgerUnderst in addition to the procure to pay reports in addition to how to work them
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ResourcesBusiness@Purdue Ariba pagePurchase Order Commitments All PostingsQRCsBusiness Manager Task Checklist (Procurement Tab)Procure-to-Pay Helpdesk or by phone 765-49-47279Procure to Pay Postingshttp://www.purdue.edu/procurement/xls/4POScenarios.xls Flow of POs on ReportsInvoices will only appear on reports if an exception is raised. If the invoice is less than, equal to or within the tolerance of the PO quantity in addition to price; in addition to has been received in Ariba prior to the invoice posting, the invoice will pass to SAP without an exception being raised.Reports in Ariba these reports need to be cleared be as long as e the invoice will pass to SAPInvoice Reconciliation Report Exception in Reconciling statusExceptions need to be reconciled on this reportonce the exception is reconciled the invoice reconciliation document will move to approving statusReview report to catch any exceptions that may have been referred in errorNo exceptions should ever be referredAlso, there could be exception assigned to someone who has left the department. NOTE: These reports are run centrally every week in addition to posted on the Procure-to-Pay SharePoint site.
Flow of POs on ReportsInvoices will only appear on reports if an exception is raised. If the invoice is less than, equal to or within the tolerance of the PO quantity in addition to price; in addition to has been received in Ariba prior to the invoice posting, the invoice will pass to SAP without an exception being raised.IRE Approval Only Report Exceptions in Approving statusExceptions need to be approved be as long as e they will move to paying status in addition to transfer to SAP to pay the supplierInvoice Reconcilers approve the PO Received Quantity exception (the receiving exception)Fiscal Approvers approve any fiscal exception such as PO Price, PO Quantity, Shipping, Special H in addition to ling, PO Received Line AmountNOTE: These reports are run centrally every week in addition to posted on the Procure-to-Pay SharePoint site. Flow of POs on ReportsOpen PO PO appears here first until it is fully received in SAPBlocked Invoice if an invoice is blocked as long as any reason in SAP (e.g. receipt not posted in SAP or the invoice is Out of Tolerance as long as quantity or price) NOTE: These reports are run centrally every week in addition to posted on the Procure-to-Pay SharePoint site. Flow of POs on ReportsGR/IR Clearing A PO will appear on the GR/IR if the quantity as long as the GR (Goods receipt) does not match the quantity as long as the IR (Invoice receipt). The dollar amount does not cause a PO to appear on the GR/IR, only quantityVendor Invoice Report Open Invoices, In relationship to POs this report should be checked prior to closing any accounts. If a PO is has an open invoice the account should not be closed until the payment is completed or the payment will be stopped from being sent to the supplierNOTE: These reports are run centrally every week in addition to posted on the Procure-to-Pay SharePoint site.
Invoice Reconciliation Report Invoice Reconciliation Report Exception in Reconciling statusReview report to catch any exceptions that may have been referred in errorNo exceptions should ever be referredAlso, there could be exception assigned to someone who has left the department. Contact the Procure-to-Pay Helpdesk if this has happened, to have the exceptions re-assignedInvoice Reconciliation Exceptions in Ariba – Invoice Reconcilers QRC as long as detailed instructions as long as Invoice ReconcilersIRE Approval Only ReportIRE Approval Only Report Exceptions in Approving statusInvoice Reconcilers approve the PO Received Quantity exception (the receiving exception) this is roughly 75-80% of the linesFiscal Approvers approve any fiscal exception such as PO Price, PO Quantity, Shipping, Special H in addition to ling, PO Received Line AmountInvoice Reconciliation Exceptions Fiscal Approver QRC as long as detailed instructions as long as Fiscal ApproversME23N- Display Purchase OrderPurchase Order History TabDisplays any GR (Goods receipts) in addition to IRs (Invoice Receipts) per line transferred to SAP from AribaAccount Assignment TabDisplays the account in as long as mation as long as the POCommitments as long as this POIn the top menu, Click Environment in addition to then AC Commitment Documents
ME23N- Display Purchase OrderOpen PO ReportThis report will display all purchase orders (by line item) that have not been fully received in SAPIf a receipt fails to pass to SAP from Ariba, the PO will still show on this report. Contact the Procure-to-Pay Helpdesk if a receipt has been processed/approved in Ariba, but has not transferred to SAPNOTE: There is a slight delay in manually posting failed receipts by Procurement Services staff. Look as long as the reply comment to the failure message once the receipt has been manually processedException: Fisher Scientific Storeroom POs are a 2-Way Match in addition to no receipt is created/processed in Ariba. There is about a month in March 2016 as long as the supplier EAC. T-code ME23N, Display Purchase Orders which is where users can see details as long as the POs found on this reportOpen PO ReportT-code: ZFIR-SRM-OPEN-PO-SUMThis report is also available in the portal under Financial Systems>Reports>AP> Open Purchase Order SummaryReport should be reviewed on a regular basis by Business Office in addition to if necessary the Receiver to follow up if PO should be canceled or items were physically received in addition to then process the receipt in Ariba
Open PO ReportNOTE: This report is ran centrally every week in addition to posted on the Procure-to-Pay SharePoint site. Open PO ReportOpen PO ReportReview list as long as your areaAriba Receivers should process the receipt in Ariba, as long as those POs that items were received in acceptable condition in addition to payment should be madeIf a PO should be canceled, the Ariba Receiver should follow the cancel instructions in the Receiving in Ariba QRCDO NOT process the receipt in Ariba as long as any POs that have NOT been physically received
Open PO ReportBenefits of keeping up with this reportwill remove/stop these POs from creating a receiving invoice reconciliation exception in addition to showing up on the blocked invoice list unless they are out of tolerance as long as quantity or pricewill help keep outst in addition to ing commitments under controlTimely movement from commitment to expense allows appropriate overhead to followBlocked Invoice ReportInvoices will be blocked as long as payment as long as one (or more) of three reasons on a line item basis:Price is out of toleranceQuantity is out of toleranceGoods receipt not posted in SAPZFI-BLOCKED-INVOICEProcurement Services staff review this report weekly in addition to will contact departments, if assistance is needed. Blocked Invoice ReportNOTE: This report is run centrally every week in addition to posted on the Procure-to-Pay SharePoint site.
Blocked Invoice ReportGR/IR Clearing ReportPurchase Orders will appear, by line item, on the GR/IR Clearing report when the quantity of the GR does not match the quantity of the IRIf no receipt or no invoice that equates to quantity zero T-code: ZFI-GR-IR-CLEARINGGR/IR=Goods Receipt/Invoice ReceiptIf items are in the GR/IR account, there could be an impact positive or negative on your financial statementsGR/IR Clearing ReportsNOTE: This report is run centrally every week in addition to posted on the Procure-to-Pay SharePoint site.
GR/IR Clearing ReportsGR/IR Clearing ReportShould be reviewed by Business Office in addition to Receiver if necessaryReview outst in addition to ing entries (oldest first, return delivery needed, quantity issue, goods receipt needed, blocked invoice, other issue, credit memo needed in addition to invoice needed)Use ME23N to see what has happened (double click on PO )Compare against Open PO & Blocked Invoice notesGR/IR Clearing ReportAction = Return Delivery NeededScenario 1PO Qty= 1Net Goods Receipt Qty=1Net Invoice Receipt Qty=0 If item was returned to vendor, in addition to no replacement being provided, Ariba receiver should process a reversal receipt in AribaReceiving in Ariba QRC
GR/IR Clearing ReportAction=Invoice Receipt (IR) NeededScenario 2 PO Qty=3Net Goods Receipt Qty=3 No Invoice ReceiptDetermine actual quantity physically received. If no goods actually received, then process reversal receipt in AribaReceiving in Ariba QRCIf Goods Receipt Qty=3 is accurate, then contact vendor as long as invoice as long as Qty=3 GR/IR Clearing ReportAction=Goods Receipt (GR) NeededScenario 3PO Qty=1No Goods ReceiptNet Invoice Receipt Qty=1This scenario should not happen very often in addition to if it does Procurement Services should be working on posting the failed receipt in SAP. GR/IR Clearing ReportAction=Quantity Issue Scenario 4 PO Qty=5Net Goods Receipt Qty=5 Net Invoice Receipt Qty=3Verify quantity actually receivedIf GR is correct, contact vendor as long as remaining invoice receipt qty of 2.If GR is incorrect, process Reversal as long as the difference
All PostingsClosing AccountsThese reports have been added to the Closing Accounts Checklists to avoid:unexpected expenses after account is closedensure all commitments have been relievedas well as ensuring that vendors are paidQuestionsReview Process, QRCs in addition to Training material on business@purdue Ariba page Procure-to-Pay Helpdesk or by phone 765-49-47279
Morrison, Robert Contributing Editor
Morrison, Robert is from United States and they belong to Environmental Forensics and they are from San Marcos, United States got related to this Particular Journal. and Morrison, Robert deal with the subjects like Conservation; Environment
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