Workflow task "Approval"
The first step in the workflow is an invoice being sent to the workflow task "Approval."
In the workflow task "Approval," you can check and correct invoice details such as price or quantity. You can also edit item data and add account-assignment information.
When the invoice data is complete and correct, click Approve to send the invoice to the release step.
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If invoice data has to be corrected, click Reject. This will send the invoice to an agent for revision. Add a message with the reason for your rejection.
The invoice is then transferred to the "Revision" workflow task. The agent of this task can process the invoice and rectify the reason for the rejection.
Errors such as unfilled mandatory fields can be found with the check function. To check for errors, use the button Check. How many errors have been found is indicated in the lower left-hand corner. To see details, click the number.
The detail pane shows where (e.g., fields and work spaces) errors are located. To go directly to a field with an error, click on the respective error message header (in the example this would be Mandatory field must be filled in).
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In the field Business Partner, select the number of the business partner.
Enter values in the remaining mandatory fields.
Notice
An asterisk after the field name indicates that a field is mandatory. If a mandatory field is empty, it will be highlighted in red. In order to continue, all mandatory fields must be completed.
Notice
In some fields, you can select the necessary values with input help. To open input help, click on the
icon in the field.If required, enter values in the other fields.
Click
Activate draft.➤ The data is now saved.
Line items and account-assignment information such as amount, G/L account, and cost center can be added in the Items area. Which fields and buttons are available will depend on whether the invoice has a PO reference.
Adding an item to an invoice without a PO reference
In the Items area, click
Create Item.➣ An empty item line will be added to the item table.
In the field Amount, enter the amount of the item.
Enter values in the remaining mandatory fields.
Notice
An asterisk after the field name indicates that a field is mandatory. If a mandatory field is empty, it will be highlighted in red. In order to continue, all mandatory fields must be completed.
Notice
In some fields, you can select the necessary values with input help. To open input help, click on the
icon in the field.If required, enter values in the other fields.
Click
Activate draft.➤ The data is now saved.
Adding an item to an invoice with PO reference
In the Items area, click Order Data Proposal.
➣ The dialog Order Data Proposal will open.
In the dropdown list Type, select the type that the proposal is based on:
Purchase orderDelivery Note
Click
Add.➣ A new line will be added.
Enter the PO number and PO item, or the delivery note number.
Notice
To search for the PO number or delivery note number, you can use input help. Click on the
icon to open input help.Click Execute.
➣ In the area Items, a new line item with the selected data will be added. You can edit data such as Amount and Quantity.
Click
Activate draft.➤ The data is now saved.
Activate the checkbox in the first column of the item you wish to delete.
Click Delete/Undelete.
➣ The item will be marked for deletion. The icon
will appear in the column To Be Deleted.
Notice
At this point, the item will not have been deleted. You can deselect the deletion action by clicking Delete/Undelete again.
Click
Activate draft.➤ The item will now be deleted.
For invoices with a purchase order reference, goods receipts can be created for line items.
In the Items area, in the column Actions, select
Additional Options → Create goods movement.
➣ The dialog Create goods movement will open.
Enter the relevant data for the goods receipt (e.g., the material) and fill in all mandatory fields.
Notice
An asterisk after the field name indicates that a field is mandatory. If a mandatory field is empty, it will be highlighted in red. In order to continue, all mandatory fields must be completed.
Click OK.
Click
Activate draft.➤ The goods receipt has now been created.
In the Attachments area, click
Create attachment.➣ The dialog Create attachment will open.
Click Upload and select the PDF file to be uploaded.
Notice
Alternatively, you can drag and drop the file into the dialog.
➣ The file will appear in the dialog, with the Filename field filled automatically.
In the field Archive Document Type, select the document type of the attachment.
In the field Description, you can enter a short description of the attachment.
Click Create.
➤ The file will be added as an attachment, to appear in the list Attachments. After upload, you can edit the fields Filename, Archive Document Type, and Description.
Notice
To view the attachment in the Viewer, click
Details at the end of the line.
Activate the checkbox in the first column of the attachment you wish to delete.
Click Delete/Undelete.
➣ The attachment has now been marked for deletion, with the column To Be Deleted displaying the icon
.
Notice
At this point, the attachment will not yet have been deleted. You can deselect the deletion action by clicking Delete/Undelete again.
Click
Activate draft.➤ The attachment has now been deleted.
In the Message area, click
Add.➣ The message field will open.
Enter text in the message field.
The text will be displayed to all other agents of the invoice.
Click
Activate draft.➤ The message will now be added.