Create Customer Invoice

Invoices from MIT dunning area departments are entered into SAP via automated feed or manually.

Automated Feed

• ZAR3 - Feed departmental invoices into SAP

Client (or dunning area) departments with their own data processing systems (medical, libraries and benefits accounting) forward new invoices to A/R via electronic feeds.

The program that reads invoices into SAP uses a series of translation tables. The first maps division and group to a sales organization which, in turn, assigns the document type.

An additional table (see Appendix A) determines general ledger account and cost/profit center for the revenue side of the A/R receivable (by mapping the current transaction code of the receivable line item to a general ledger account and cost/profit center).

Manual Invoice Entry

• F-22 - Enter customer invoice

Other client departments (CAES, Housing & Dining and Journal Vouchers) enter invoices manually via SAP data entry screens. Because SAP is a real-time system, invoices, when posted, will be immediately reflected in the A/R subledger and also in the General Ledger.

To enter invoices manually:

• First, total the activity to be posted to customers' accounts and enter this amount into the system as a control total for the batch of invoices to be entered (see FB07 - Maintain invoice control totals, step 1).
• As you enter invoices into the system, be sure to note the first and last document numbers created in the batch. These document numbers are necessary to SA38 - Run line item journal on a batch of invoices. Note: Although we refer to a "batch" here, no batch number is created and/or attached to transactions.
• While entering the invoices into A/R, use the overview button to review the entries prior to posting.
• Once the batch has been completed:
  • Review the totals to verify that the data was entered correctly (see FB07 - Maintain invoice control totals, step 2).
  • To assist in identifying any variances that may exist, use SA38 - Run line item journal. Compare the items on the report to the source documents.
  • Reset the control total to zero (see FB07 - Maintain invoice control totals, step 3).

The fields Document Type, Dunning Area and Allocation are utilized for invoice control and department reporting in online sessions and report generation. The name of the department entering the invoice is automatically entered into the allocation field based upon the dunning area used (see Appendix A).

Unique document types have been developed for invoices created by each department. Authorization to view specific document types will also be granted based on these document types. As an example, for reasons of confidentiality, only Medical and Central A/R will have access to view document type MD (Medical).