Creating an Invoicing Plan in SAP

Prerequisites

• Before you can use the invoicing plan with automatic settlement, the Evaluated receipt settlement indicator must be set in the vendor master record.
  (If you wish to enter invoicing dates manually, this is not necessary.)
• SAP recommends using order type FO, i.e. a purchase order with a predefined extended validity period and a "reason for cancellation". The invoicing plan can adopt the validity period specified in the PO header.
• PO items for which you wish to use an invoicing plan must have account assignment irrespective of whether a material with a master record, a material described by a short text, or an external service is involved.
• The GR/IR control facility must be set up in such a way that no goods receipt (or, in the case of services, no service entry) is expected - only an incoming invoice. If you wish to have automatic settlement, you must also set the Evaluated receipt settlement indicator.

If you nevertheless wish to allow service entry sheets for the item (e.g. for information purposes only), you must set the GR non-val. indicator.

Procedure

1. Create a purchase order with the order type FO and an account assignment category.

Choose Continue to obtain the item overview (or the overview of service lines if you chose the item category External service).

2. Maintain the desired material or service, the quantity, and the price. If you now choose Continue, the account assignment screen appears.
3. Enter the account assignment for the item.
4. Ensure that the GR/IR control indicators are set correctly on the item detail screen. GR and GR-based invoice verification may not be set. IR must be set, and you must set Evaluated receipt settlement if you wish to use the automatic settlement facility. If you wish to have service entry sheets simply for information purposes, allow non-valuated goods receipts.
5. To do so, select the item and choose Item
® Invoicing plan.
A box appears, allowing you to choose from the invoicing plan types that have been predefined in Customizing.

Periodic Invoicing Plan

• If you choose a periodic invoicing plan, you will get the overview of invoicing dates determined by the system on the basis of the settings in Customizing.
• The invoicing date and the amount to be invoiced are shown for each settlement period (e.g. month). In the case of the periodic invoicing plan, the amount represents the total value of the PO item.
• You can change the suggested dates and block individual dates for automatic invoicing if necessary.
• You can enter the end-date for the invoicing plan.
• With the Dates from and Dates to fields, you can determine that an invoicing plan does not contain invoicing dates extending over the entire validity period of the purchase order but only for a certain period within that validity period. (E.g. within a validity period from 1.1. to 12.31, only dates within the period 1.1. to 06.30.)
• The In advance indicator allows you to specify whether the invoice is to be created with regard to a foregoing or subsequent period. (E.g. at the beginning of February, either in advance for the month of February or in arrears for the month of January).
• In addition, fields with information on the existing invoicing plan are displayed (e.g. the calendar upon which the date determination process is based).

Partial Invoicing Plan

• In this case, you wish to schedule the dates for partial invoices relating to a procurement project yourself. With the partial invoicing plan, there is therefore no automatic date proposal facility. Instead you are provided with a date overview, in which you can enter the desired dates manually.
• However, if you wish to have due dates suggested by the system as an entry aid, you can reference an existing plan when creating a new invoicing plan. Invoicing dates can then be adopted from the former. The system provides you with date proposals derived from the reference plan.
• You can flag a date as a date for a down payment in the B (billing/invoicing plan rule) field.

2. Save the PO item with the invoicing plan.

You can then start the automatic invoice creation process during invoice verification.

Once assigned to an item, the invoicing plan type (e.g. partial invoicing plan) cannot be changed. If you wish to assign a different invoicing plan type, you must delete the item and create a new one.

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