supplier invoice workflow

[jerrysam]

Hello Experts,

i have an issue where  in workflow  supplier invoice got approved by person who is in purchasing department instead of accounting department and got released .

How can it be possible w/O forwarding to specific person. Is there any chance that we can check the history of the workflow who forwarded it and how is it possible in sap public cloud ...?

CAN BE INVOICE POSTED WITHOUT PO ?

[FernandaKlauck]

Dear Jerry

Thank you for your questions.

Considering your first situation, I´m going to give you some scenarios, so you can evaluate which one can be applied to you.

Scenario 01:

The user does not have Business Catalogs specific for posting a Supplier Invoice. However, they are the recipient of the workflow for 'Parked Invoice as Complete' and when they receive an invoice to release in their tasks, they can release the invoice, effectively they are still able to post the Supplier Invoice.

If the user is a recipient (along with the respective role) of the workflow, then that user is able to approve the workflow. Afterwards the supplier invoice is posted by a generic system user - not by the user who was included in the workflow. So please check if this user is included in the workflow 'Parked Invoice as Complete' because if so, this user will be able to post the supplier invoice.
Please check this info in the following document:KB0886994 - Authorization for posting a Supplier Invoice via workflow 

Scenario 02:

It is noticed that, when parking an invoice as completed in app "Create Supplier Invoice" or "Create Supplier Invoice - Advanced", if workflow for Parked Invoice as Complete (WS00800303) is active and running, it is still possible to post the invoice manually using the apps.

When done, workflow is shown as "Cancelled" in the "Approval Details" Tab.

It is considered as standard design that the "Post" button is visible and usable on all completed invoices if the user has the authorization to release invoices even though there is a workflow in process. This to ensure a completed invoice can be released quickly if necessary.

I suggest That you take a look at this document where is stating it and next steps: KB0868561 - Supplier invoice can be posted manually even though workflow is active 

Considering the both above scenarios, (I´m not sure that some of them is applied to you), we may suggest you to check the following idea:KBA2834732 - Restrict the authorization of users to post supplier invoices.

About the second point of your message, regarding the verification of a workflow historic, I found a documentation where you can check the workflow errors: KBA 2658950 - How to handle and analyse workflow errors for Manage Supplier Invoice app . Maybe you can find in this note the answer for your request.

And at last, the answer for you question about if a supplier invoice can be posted without a purchase order.

In a finance perspective it is possible to post a supplier invoice, however for some countries and in a tax payment perspective, it can have consequence once this can lead to errors in tax reporting and payment, potentially resulting in non-compliance with tax regulations and incurring penalties or fines.

This information of the possibility to create/post a supplier invoice without a PO, you can find in the test script of the scope item J60 (item 4.2_page 50): Accounts Payable (J60) 

I hope I could answer all your question.

Kind regards.

[Daphne_Mengwein · Accepted solution]

Hello @jerrysam , it looks like you got some help. If your question has been answered, please accept.

Have a great day 🌼