iDocuments Reserve Invoices

First published on: 04/25/2024/10:05 am

User Guide

Overview

Introduction

This document provides an overview of the iDocuments Reserve Invoice functionality.

This function is linked to SAP Business One to create A/P reserve invoices. These invoices don't affect inventory/inventory values and are used to document an A/P invoice you receive from a vendor before goods arrive.

The purchase order and A/P reserve invoice are created in iDocuments. After you receive the goods, you create a goods receipt PO based on the A/P reserve invoice, which allows SAP Business One to update inventory quantities and values.

The A/P reserve invoice is relevant for items only and is not available for services.

Processing

Scenario

• Purchase Orders

The purchase order process would be initially standard.

The purchase will be created as an 'Open Purchase Order' in SAP.

• A/P Reserve Purchase Invoice

If the purchase invoice matches its purchase order, you'll get an 'awaiting GRN' message as standard.

The invoice can be amended to a reserve type by selecting the ‘Is Reserve’ flag.

Re-selecting the PO allows you to add the lines without needing a goods receipt.

The relationship is updated in iDocuments.

The invoice will be approved as standard.

Once the purchase invoice is approved, an A/P reserve invoice will be created in SAP Business One.

With a link to the related purchase order

This process will also close the purchase order in SAP Business One.

This process will synchronise, and the PO will close in iDocuments.

• Goods Receipt Linked to A/P Reserve Purchase Invoice

After you receive the goods, you create a goods receipt PO based on the A/P reserve invoice.

As with other goods receipts, you'll select the options to filter (e.g., the group and the supplier) before pressing the ‘Select Order’ option.

For those to link to an AP invoice, you must first select ‘Copy from Invoice’ to display the reserve invoices instead of orders.

When the goods receipt is posted, SAP Business One will update inventory quantities and values and the AP reserve invoice will be marked as delivered.

The relationship map then shows the full process.

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