Duplicate Customer Invoice Check

[sachin_thombre]

Hello Team,

To prevent duplicate accounting posting, there is standard config for Vendors

(1) FK02: Check Double Inv (Company Code - Payment Data)

(2) SPRO-MM-Logi Inv Verification-Incoming Inv-Set check for Duplicate Inv

Similar to this, do we have standard functionality for Customers to restrict duplicate accounting postings in S4?

Thanks,

Sachin

[Lakshmipathi]

Not sure what do you mean by "Duplicate account postings"

• Is it that, in a billing document, you have one line item and after saving the billing document, you have two accounting documents ? or
• you have more line items in a billing document and after saving, you could see two accounting documents ?

I don't the first scenario will happen and if it is the second case, how many line items you have in billing ? As you might be knowing, there is a limitation of line items in accounting document posted against a billing document.

[sachin_thombre]

Hi Sanil/Lakshmi/Preeti,

Thanks for your response. Sorry my query was not clear.

We have 3rd party system, we receive a file, and Inbound IDOC is created, which will post accounting doc in S4, also has customer line item. There could be chances the same file could be sent by 3rd party multiple time, to avoid posting duplicate accounting doc, we want to see if by Standard is there any way we can restrict posting duplicates in S4.

Acc Entry is: Dr Customer A/c & Cr. Clearing Account.

[P15309982]

Hi,

Billing documents are generated automatically in SD through delivery or sales orders, so I do not see any such provision for customers.

Regards,

Priti K.

[sanilbhandari]

Hi

I do not see a rationale for the same, since the customer invoices would be generated most of the times against a delivery or sales order. Still if you need you have an extremely pressing need, you might want to go for a custom logic in FI Validation in GGB0

Thanks & Regards

Sanil Bhandari

[sachin_thombre]

Thank you Sanil for taking time to respond, I have added more comments on my query below

[sanilbhandari]

Hello sachin.thombre

There is no standard functionality for checking if the customer invoices have been posted twice (especially non order based or FI Invoices).

Now that you have given more details, I see bigger issues in the check that you want to build on the ERP system only. I am not sure, if your ERP System or 3rd Party system is exposed to customer or externally outside your IT landscape. For example, your 3rd party system is an e commerce platform accessed by your customers, where you generate invoices and orders and the invoice is sent back to ERP which is a system of records, than it does not make sense at all from a process perspective. You should have checks first in the 3rd party platform itself to prevent invoice generationa well as sending twice for customers twice.

That said, please check if your 3rd party system can have additional checks to not generate and send invoices twice. May be they have a flag to say that once a file is generated, the flag is ticked and invoice cannot be sent through the normal route. Only in case of exceptional cases, you have the possibility to generate a file and may be download and upload it in ERP or have it sent with a duplicate mark to ERP. That way you do not need to build a custom development on ERP side which also has a cost (capital and opex attached).

However if you still want to build checks in ERP, please read through.

Coming specifically to ERP, you have not specified if the IDOC generates an SD Invoice or FI Invoice and what are you specific criterion to say, that the invoice is duplicate. It could be the value in the reference field, invoice no from 3rd party system which you store in a specific field or something else. First finalize on the same, than check if you have an SD or an FI Invoice. If it is FI invoice, you could do the following:

1) Park the invoice and use a BTE to be triggered at time of posting to check specific fields to decide if invoice is already posted. The parked invoices can be posted by an AR Clerk. To ease the work, you could build a custom report checking the same

2) If you do not want to park and post, the logic from 1) above could also be triggered when the accounting document is generated for the IDOC.

Please bear in mind all this would be a custom development with a fair amount of complexity.

Thanks & Regards

Sanil Bhandari