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SAP B1 / AP Invoices received from a vendor business partner code different than Goods Receipts'

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Hello experts,

at my company (electronics industry) we use SAP B1 with Italian localization and we have this situation where we place orders to the usual vendor as set in the Item Master Data of the different part numbers, we receive the order through Goods Receipts PO on the same vendor code as the PO, but we receive the invoice from vendors with a different BP code than the PO and the GRPO. This situation typically occurs when we place the order to  electronic component distributors that have multiple branches and controlled companies throughout Europe, or even outside Europe, each iderntified by its specific European Tax ID ("partita IVA"). The Purchasing team and even the vendor itself don't know for sure what country and company the components will be shipped from, so they are not able to use the correct BP code in the PO from the start. The Receiving team in the warehouse receive the shipping against the PO, but A/P team can't post the invoice using the same BP code as the PO and the GRPO, because they have to use the BP code of that Tax ID that has raised the invoice. In SAP B1 they cannot copy the invoice on the correct BP code using the "Copy from" function because SAP shows only the GRPO with the same BP code as in the invoice. If they use the function "Copy in" from the GRPO to the AP invoice and then they change the BP code in the AP invoice window, the relation between the GRPO and the invoice is lost and the GRPO remains open and unmatched to the invoice.

Using the Consolidation BP code is not an option because it allows to consolidate the GRPO from multiple vendor codes to one single consolidation vendor code (many-to-one relation), instead we have the opposite case where we have one consigning vendor code but receive invoices from multiple different vendor codes (one-to-many relation) depending on what country the distributor has the components available and where they decide to ship from.

We either cannot book the invoice under the same BP as the GRPO and then move the balance to the correct BP with a journal entry because this way all our tax declarations (i.e. Intrastat, and others) involving GRPO and AP invoices data (part numbers information such as prices in euro, weights, BP tax ID of the vendor of the parts etc) will not come out correctly.

We face the exact same problem for example with Amazon, we place the order to Amazon but we don't know what country they will ship and raise the invoice from and with which tax ID.

Typically the AP team asks for reversing the GRPO and redo it with the correct BP code, but this is not always possible, plus it's an unacceptable waste of time as we have GRPO and invoices with hundreds of lines and it takes forever.

Ideally we'd like to be able to book the AP invoice under the correct BP vendor code by using the Copy From function and copy it from a GRPO with a different BP code that cannot be set as a Consolidation vendor in the Business Partner Master Data (for the reasons above).

Any idea? Does anyone else face this same problem and how do you handle it in your company?


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Active Contributor
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Hello, I think in your case, there is no easy solution, but you try this idea

Say your PO was placed to Vendor A, and GRPO is created on Vendor A, but your invoice is received on Vendor B or C.

So in this case, you would need to some sort automation here.

1. Use service type invoice on Vendor B or C, with a UDF to type in the Original GRPO from Vendor B.

2. Use some automation to automatically close GRPO from Vendor A, and a JE to shift the amount out of Good clearing account (This amount is automatically put by SAP when you close the GRPO). 

3. For any report, you will try to use the UDF to link the Vendor B/C's service type invoice to GRPO from Vendor A.

There are a few automations can be done to improve the end user experience. And there are some variances on flow itself, but overall the concept is similar. 

I am willing to help if needed.