Mass Import for Supplier Invoices in SAP S/4HANA On’prem (FIORI)

[mickaelquesnot]

Mass Import for Supplier Invoices

 

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Purpose

This app is used when there are many invoices arriving for the company, such as:

• Recurring invoices


• Posting of regular acquisitions


• Posting of travel expenses

Prerequisite

Create an electronic spreadsheet with the invoice details to be uploaded (with a maximum of 500 items in a single file).

Business Partner (BP) master data exists.

 

Log on to the SAP Fiori launchpad as an Accounts Payable Accountant.

 

Open Import Supplier Invoices (F3041)

 

 

 

The Import Supplier Invoices (F3041) view displays.

 

Choose Download (Download Template) to download the spreadsheet template and choose:

 

Template Language: For example, English

 

Format: For example, *.xlsx, for MS Excel Workbook

 

Choose Download to continue.

 

Enter the following content into the template data sections:

 

 

 

 

Note The template has hidden columns. If you do not see a field, unhide the columns as needed.

Note Ensure that you use the correct date format in the template.

 

 

Header data section

 

Invoice ID: For example, 12345001

 

Company Code (4):1210

 

Transaction (1): 1

 

Invoicing Party (10): 12300001

 

Reference (16): <any text with maximum number of 16 characters>

 

Document Date: <Today's date MM/DD/YYYY>

 

Posting Date: <Today's date MM/DD/YYYY>

 

Document Type (2): KR

 

Document Header Text (25): <any text with maximum number of 25 characters>

 

Currency: EUR

 

Gross Invoice Amount in Document Currency: 1190

 

Date for Determining Tax Rates: <tax calculation dates> (Optional: Depends on country/region setting)

 

G/L Account Items section

 

Account (10): For example, 63001000

 

Item Text (50): <any text with maximum number of 50 characters>

 

Debit/Credit (1) S=Debit, H=Credit: S

 

Amount in Document Currency: For example, 1000

 

Note The Gross Invoice Amount in Document Currency field may have a different value, depending on, where applicable, the chosen Tax Code.

 

Tax Code (2): <Input Tax Code>

 

Cost Center (10): 12101201

 

save

 

To upload a file, choose Browse and select the file to upload.

 

File is uploaded and the Worklist section displays Inv. Status Draft for items uploaded.

 

Select the checkbox of the documents to be checked and choose Check.

 

Any items containing errors are identified in the Invoice Status column with red icons.

 

Correct the Excel file

 

Otherwise, a green flag icon displays for correct entries.

 

To view log, select the checkbox of the documents and choose Show Log.

 

Details of logs are displayed.

 

Select the item to review and correct any errors.

 

Supplier invoice application is displayed showing details of uploaded item.

 

The Draft Status column changes to a green flag icon after correcting the error and returning to the worklist.

 

If supplier invoice application reveals any errors, correct those errors and return to the worklist.

 

Select the checkboxes for the documents to post and choose Post.

 

Items are posted.

 

Procedure

Test Step #	Test Step Name	Instruction	Expected Result
1	Log On	Log on to the SAP Fiori launchpad as an Accounts Payable Accountant.
2	Access the SAP Fiori App	Open Import Supplier Invoices (F3041)	The Import Supplier Invoices (F3041) view displays.
3	Download	Choose Download (Download Template) to download the spreadsheet template and choose: Template Language: For example, English Format: For example, *.xlsx, for MS Excel Workbook Choose Download to continue.
4	Enter Details	Enter the following content into the template data sections: Note The template has hidden columns. If you do not see a field, unhide the columns as needed. Note Ensure that you use the correct date format in the template. Header data section Invoice ID: For example, 12345001 Company Code (4):1210 Transaction (1): 1 Invoicing Party (10): 12300001 Reference (16): <any text with maximum number of 16 characters> Document Date: <Today's date MM/DD/YYYY> Posting Date: <Today's date MM/DD/YYYY> Document Type (2): KR Document Header Text (25): <any text with maximum number of 25 characters> Currency: EUR Gross Invoice Amount in Document Currency: 1190 Date for Determining Tax Rates: <tax calculation dates> (Optional: Depends on country/region setting) G/L Account Items section Account (10): For example, 63001000 Item Text (50): <any text with maximum number of 50 characters> Debit/Credit (1) S=Debit, H=Credit: S Amount in Document Currency: For example, 1000 Note The Gross Invoice Amount in Document Currency field may have a different value, depending on, where applicable, the chosen Tax Code. Tax Code (2): <Input Tax Code> Cost Center (10): 12101201
5	Upload	To upload a file, choose Browse and select the file to upload.	File is uploaded and the Worklist section displays Inv. Status Draft for items uploaded.
6	Check	Select the checkbox of the documents to be checked and choose Check.	Any items containing errors are identified in the Invoice Status column with red icons. Otherwise, a green flag icon displays for correct entries.
7	Review the Log	To view log, select the checkbox of the documents and choose Show Log.	Details of logs are displayed.
8	Correct any Errors	Select the item to review and correct any errors.	Supplier invoice application is displayed showing details of uploaded item. The Draft Status column changes to a green flag icon after correcting the error and returning to the worklist.
9	Correct any Errors in Supplier Invoice Application	If supplier invoice application reveals any errors, correct those errors and return to the worklist.
10	Post	Select the checkboxes for the documents to post and choose Post. Tip To use approval workflow with this app, the Consumable Purchasing (BNX) test script provides additional information and procedures that must be executed. Follow the preliminary step described in Activate Flexible Workflow for Supplier Invoice and then use the Create Supplier Invoice procedure for reference.	Items are posted.