Process invoices with the SAP S/4HANA Cloud ES integration
When you process invoices using the SAP S/4HANA Cloud ES, you follow the normal procedures for verifying, coding and approval, with these additional features:
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Purchase order support.
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Document parking.
Purchase order support
Purchase orders are imported from SAP S/4HANA Cloud ES to Tungsten AP Essentials, so the data is available for selection during invoice processing in Tungsten AP Essentials. When specifying line items during verification, if you do not specify a purchase order number, the purchase order number from the header field is used. Purchase orders are exported to SAP S/4HANA Cloud ES with the status, Posted.
Purchase orders that contain service lines
The integration supports posting purchase order invoices that contain service lines. Invoices can be parked automatically when service entry sheets (SES) are missing, unapproved, or ambiguous. This ensures smoother invoice processing by reducing rejection rates and enabling manual resolution of SES-related issues. When parking invoices with service lines, problematic service lines are removed. In the target system settings, you can choose to Park invoices with too many service entry sheets and/or Park invoices that do not have service entry sheets .
3-way matching
Three-way matching, if enabled, is performed according to the quantities of goods received on the purchase order. In SAP S/4HANA, purchase order lines can have a setting called Goods-Receipt-Based Invoice Verification. When this setting is enabled, an invoice must reference a specific Goods Receipt related to the purchase order and invoice. To simplify this process, AP Essentials automatically determines the correct goods receipt reference, ensuring invoices can be sent to SAP without requiring manual selection.
When an invoice is posted for a purchase order with goods-receipt-based invoice verification, the connector checks for available goods receipts and determines whether the invoice can be created.
For each purchase order line that requires a goods receipt reference, the connector evaluates three possible scenarios:
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No goods receipt exists — The invoice is rejected.
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A goods receipt exists but has already been fully or partially invoiced — If the available (uninvoiced) quantity is less than what the invoice requires, the invoice is rejected.
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A goods receipt exists with enough quantity for the invoice — The invoice is created with a reference to that goods receipt.
If there is only one suitable goods receipt for a purchase order line, the invoice is created. If there are multiple suitable goods receipts or none at all, the invoice is rejected and returned to AP Essentials with an error.
Note:
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Each invoice line is processed independently.
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The connector does not attempt to split an invoice line across multiple goods receipts.
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The decision process ensures invoices are only created when there is complete certainty about the correct goods receipt reference.
Document parking
Credit notes (credit memos)
The integration supports processing these types of credit notes:
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Credit notes containing only header fields.
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Credit notes with general-ledger items.
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Credit notes with purchase-order references.
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Credit notes with coding lines.
Credit notes without purchase order lines are mapped to general-ledger items in SAP. The DebitCreditCode field each line is set to "H" in SAP.
Automatic multiple-account assignment of purchase order lines
SAP S/4HANA lets you create purchase orders with multiple account assignments. Each account assignment distributes portions of the costs of the purchase order to multiple cost centers. For example, 60% of the cost can be assigned to one account, and 40% of the cost can be assigned to another account. The integration performs account assignment of purchase order lines automatically. When the integration posts a PO invoice to SAP, it checks the purchase order information in SAP and automatically assigns each amount to the correct account.