How to prevent Duplicate AP Invoices ??

[former_member188586]

hi Experts

End user Raised Po for 1000 quantities but good receipt Po comes one time 100,2nd time 200 ,3time 300 and so on...in between invoice raised for 100 ,2time 200 ... against GRPO..in between End user miss understand or communication some Duplicate bills are raised...

how i restrict duplicate postings??

note:(im using sap b1 2007 pl 17)

  Thanks & Regards

     AKR

[kothandaraman_nagarajan · Accepted solution]

Hi,

Please explain complete scenario with PO-GRPO-AP invoice. What about your standard process for purchasing?

Thanks & Regards,

Nagarajan

[former_member188586 · Accepted solution]

hi Nagarajan sir

my purchase scenario is PO-GRPO-AP

Some We will go to direct AP Also

[former_member188586 · Accepted solution]

hi sir

observe bellow scenario

PO raised for 500 ltr for diesel,

GRPO raised for 200ltr

AP Invoice raised for 200ltr

now its ok fine but again they raised for AP invoice for 200 ltrs .here how could i restrict Double entry

1st time they gave suppler ref no:123 next time they gave :123..

Thanks &regards

  AKR

[former_member186712 · Accepted solution]

Hi,

Why don't you implement thatthe user has to copy ALWAYS from a GRPO?

Thanks,

Augusto

[former_member205766 · Accepted solution]

Hi

You can Restrict Special character for Vendor Reference No in following  SP.

IF @object_type = '18' and @transaction_type in('A','U')

BEGIN

-----VERIFY IF THE Vendor Reference No has specical character OR IS NULL------

IF(SELECT COUNT(*) FROM OPCH WHERE DocEntry = @list_of_cols_val_tab_del AND (Isnull(NumAtCard,'') = '' OR NumAtCard LIKE '%ã%' OR NumAtCard LIKE '%á%' OR NumAtCard LIKE '%.%' OR NumAtCard LIKE'%à%' OR NumAtCard LIKE '%[%]%'))> 0 

BEGIN

  SET @error = 1;

  SET @error_message = 'Vendor Reference No can not be null or special characters!'

END

END

With Regards

Balaji Sampath

[kothandaraman_nagarajan · Accepted solution]

Hi,

The ordered quantity is decreased when there is GRPO. But standalone AP invoice,  will increase stock without decreasing in ordered quantity.

So you can block AP invoice without base document.

Thanks & Regards,

Nagarajan

[former_member188586]

HI to ALL

Any Updates

[Former Member]

Dear AndakondaRamudu,

Here I would like to share my related implementation:

Detail:

=====

1.Create User Define Table like 'Bill_Register'

   Fields: GRPO #, PO #, Supplier, BillNo, BillDate,Amount,Qty etc.

   Note: At the time of creating UDT, make BillNo+Supplier as key for avoiding wrong user entry

2.Make SOP that Supplier Bill must be entered in this User Define Table Then A/P Invoice.

3.Make SOP that user must enter 'Bill No' in  A/P Invoice's Bill No ('U_BillNo' UDF)

4.Add following TN that can't allow duplicate A/P Invoice against single Bill (entered in Bill Register).

IF @transaction_type IN ('A','U') AND @Object_type = '18'

  BEGIN

  declare @ChkDuplicate numeric(19,6);

  declare @BillNoC varchar(10);

  select @BillNoC = U_BillNo from opch where docentry = @list_of_cols_val_tab_del;

  select @ChkDuplicate = Count(U_BillNo) from opch where U_BillNo = @BillNoC;

        IF  (@ChkDuplicate IS NOT NULL)

           BEGIN

                IF @ChkDuplicate > 1

                   BEGIN

                     Set @error = 1;

                     Set @error_message = 'This Bill No is Already Posted, Please Check It';

                  END

             END

  END

=====================================================

Note: You can create more controls like A/P Invoice amount will same as Bill Amount

I hope this will help you...

Regards,

M.Sadiq Qadri

[former_member205766]

Hi

Try this Stored Procedure in Test Environment.

if (@object_type = '20' or @object_type = '18')

     and (@transaction_type= 'A' or @transaction_type= 'U')

begin

     declare @venno as varchar(100)   

     if @object_type = '20'

     begin

          select @venno = NumAtCard

          from opdn

          where docentry =@list_of_cols_val_tab_del

          if 1 != (select count(docentry) from opdn with(nolock) where NumAtCard = @venno)

          begin

               select @error = 1

               select @error_message = 'Duplicate vendor ref no in PO Receipts. ! '

          end

     end

     else

     if @object_type = '18'

     begin

          select @venno = NumAtCard

          from opch

          where docentry =@list_of_cols_val_tab_del

          if 1 != (select count(docentry) from opch with(nolock) where NumAtCard = @venno)

          begin

               select @error = 2

               select @error_message = 'Duplicate vendor ref no in AP Invoices. ! '

          end

     end

end

With Regards

Balaji Sampath

[former_member188586]

HI

Balaji Sampath

I tried SP but it's not working

Because  Earlier ref:123

next time  user will assign 123..(or any other no  will assign it will accept )

for this case what i will do ???

[Former Member]

Hi Dear,

Please check the below path.

SPRO- Material Managment- Logistics Invoice Verification-Incoming Invoice- Set Check for Duplicate Invoices.

In this screen just activate the chk co code, reference,inv date.  so whenever user posting the docment with these details system populates the error message.  Hopes it helpfull.  Thank you.

Regards,

Ahemmed

[former_member186712]

Hi,

In AP Invoices, the user has to insert the supplier invoice number in the Supplier Reference number.

In the documents settings you can customize like below picture.

Hope it helps

[former_member188586]

Hi Augusto silva

  we are following same things then also facing problem.

[Former Member]

Hi,

In vendor Mast record Under company code data (Payment Transactions) please select the "Chk double inv"  field.  Thank you.

Regards,    

Ahemmed

[Former Member]

Hi,

What do you mean by duplicate posting, if invoice qty is more than GRPO, systems will not allow user to create the invoice, so it should not happen on receiving exceeding. I tried on 8.81. Not sure about 2007.

or may try to create a SP_TransactionNotification.

Thanks

[former_member188586]

Hi olga hu

  with help ref no we can restrict but  Supplier receipt no  will come Same what we will do???

[Former Member]

Hi,

What do the supplier receipt no refer to?

It make sense to have duplicate ref no since one GPRO may refer to multiple invoice, ref no can be use for tracking purpose.

Suggest not to restrict it.

Thanks