Energy Transfer How to Report on Manually

Business Process Released Invoices

File Name: Solution/Releas ECC 6.0
e:
Responsibility: SAP Support Status: In Progress

How to Report on
Manually Released
Invoices

Last changed on: Last changed by Version. Page:

5/31/2011 Walter Nichols 1.0 1/8
 Energy Transfer How to Report on Manually
Business Process Released Invoices
File Name: Solution/Releas ECC 6.0
e:
Responsibility: SAP Support Status: In Progress

Process Description

In most cases, invoice blocks should be resolved automatically using a background job running
nightly that will remove the specific hold if it no longer applies. There may be times when the
hold has been removed manually with human intervention. These manually released invoices
will need to be documented and identified to understand why we circumvented the system. A
report can be used to gather this information.

SAP Transactions

SE16N is used to display SAP table data

MRBR is used to review blocked invoices

Contents

This document will take you through the process required to run the Manually Released Invoice
report following the steps below

1.1 Input Fields & Descriptions..........................................................3

1.2 Accessing the General Table Display screen..................................4
1.3 Selection of Manually Released Invoices.......................................4

Last changed on: Last changed by Version. Page:

5/31/2011 Walter Nichols 1.0 2/8
 Energy Transfer How to Report on Manually
Business Process Released Invoices
File Name: Solution/Releas ECC 6.0
e:
Responsibility: SAP Support Status: In Progress

1.1Input Fields & Descriptions

Input Fields Field Value / Comments

The smallest organizational unit of Financial Accounting for which a
Company Code complete self-contained set of accounts can be drawn up for purposes of
external reporting.
A document evidencing the posting of an incoming physical or electronic
Invoice Document
invoice in the SAP System during the invoice verification process.
A period of usually 12 months, for which the company produces financial
Fiscal Year
statements and takes inventory.
Vendor A business partner from whom materials or services can be procured.
Date on which a business transaction is transferred into one or more
Posting Date
accounting ledgers on document entry.
Date on which payment is due according to the terms of payment agreed
Due Date between the total invoice payer or the monthly invoice recipient and the
company issuing the invoices.
A key for a buyer or group of buyers responsible for certain purchasing
Purchasing group
activities.
User User ID of the person who created the invoice document
Release Manually Releases all selected blocked invoices manually
Release Automatically Releases all selected blocked invoices automatically
Determines that the cash discount date in the vendor line item of the
Move Cash Disc. Date
accounting document is moved when invoices are released.
Specifies that in the list of blocked invoices only those invoices that
Blocked Due to Variances
contain individual items blocked due to variances are displayed.
Specifies that the list of blocked invoices is to contain only those invoices
Manual Payment Block that you have blocked manually by setting a payment block in the
document header.
Specifies that the list of blocked invoices is to contain only those invoices
Stochastically Blocked
that the system has blocked stochastically.
Variant Lists the variants created for blocked invoice selection criteria
Table Table Name used to describe the specific table lookup
Text Table Table that holds free text information
Layout Variant used to give the information in a particular format
Maximum no. of hits The maximum number of entries that will be returned

Last changed on: Last changed by Version. Page:

5/31/2011 Walter Nichols 1.0 3/8
 Energy Transfer How to Report on Manually
Business Process Released Invoices
File Name: Solution/Releas ECC 6.0
e:
Responsibility: SAP Support Status: In Progress

1.2Accessing the General Table Display screen

To access the General Table Display screen follow the SAP standard menu path:
Tools-ABAP Workbench-Overview-SE16N – Data Browser

Or use the transaction code SE16N in the Command Field

1.3Selection of Manually Released Invoices

On the screen General Table Display screen, enter data from the table below

Field Name Description Required User Action and Values Comments

Optional
or N/A
Table Table Name used to Required Type in the Table name or Use the table RSEG –
describe the specific select from drop down Document Item:
table lookup menu Incoming Invoice

Text Table Table that holds free N/A

text information
Layout Variant used to give Optional Type in the Layout
the information in a description or select from
particular format a drop down menu
Maximum The maximum Optional Type in the number of The default number is
no. of hits number of entries entries 500
that will be returned

Once the data is entered, click the execute button. Enter the search criteria from the
data below:

Last changed on: Last changed by Version. Page:

5/31/2011 Walter Nichols 1.0 4/8
 Energy Transfer How to Report on Manually
Business Process Released Invoices
File Name: Solution/Releas ECC 6.0
e:
Responsibility: SAP Support Status: In Progress

Field Name Description Required User Action and Values Comments

Optional
or N/A
Fiscal Year Fiscal Year the Optional Type in the fiscal year
invoice was created
Purchasing Purchase order with Optional Type in the purchasing
Document which the invoice is document or select from
referenced the drop down menu
Plant Plant where the Optional Type in the plant code or
material was goods select from a drop down
issued menu

Enter in any search criteria (Fiscal Year, Purchase Order, Plant, etc.). The default setting will
have all fields selected for Output. If there are only a select set of fields needed in the output,
uncheck the Output check box for the unnecessary fields. Once all the search criteria is

entered, click the execute button.

Review the list for any documents that have a blocked reason associated with them. The
blocked reason indicators will be shown with an X as seen below:

Last changed on: Last changed by Version. Page:

5/31/2011 Walter Nichols 1.0 5/8
 Energy Transfer How to Report on Manually
Business Process Released Invoices
File Name: Solution/Releas ECC 6.0
e:
Responsibility: SAP Support Status: In Progress

To extract this list from SAP into Excel:

Click the right side of the Export button. From the drop down list, select Local File.

Select the Spreadsheet option and click the green check button.

Name the file and click the Generate button

NOTE: Use the Directory matchcode button to select the directory namespace to store the
file if you do not want to use the file path listed.

Once you click Generate, the file should be saved. A message will appear at the bottom left

corner of the screen.

Last changed on: Last changed by Version. Page:
5/31/2011 Walter Nichols 1.0 6/8
 Energy Transfer How to Report on Manually
Business Process Released Invoices
File Name: Solution/Releas ECC 6.0
e:
Responsibility: SAP Support Status: In Progress

In this example the blocked reason indicator shows as a Price block. Items that have a block
reason may still be in process for reconciliation. The reconciliation can happen in the
background when the invoice hold has been resolved. These invoices will drop off of the MRBR
report once the background job clears the invoice block. Manually released invoices will
continue to show a block reason in the RSEG table and not show up in the MRBR report. To
verify the manually released invoice, enter the data from the following table:

Field Name Description Required User Action and Values Comments

Optional
or N/A
Fiscal Year Fiscal Year the Optional Type in the fiscal year
invoice was created
Invoice Document number of Optional Type in the invoice You can copy/paste all
Document the invoice document or select from invoice document
the drop down menu numbers you export
from SAP and add
them to the search list

NOTE: When looking up multiple invoices, select the arrow button to the right of the
invoice document field. This will give you a new box where you can paste all of the invoice

items you copy from the excel file using the clipboard button. Click the Execute button to
select the entries.

Last changed on: Last changed by Version. Page:

5/31/2011 Walter Nichols 1.0 7/8
 Energy Transfer How to Report on Manually
Business Process Released Invoices
File Name: Solution/Releas ECC 6.0
e:
Responsibility: SAP Support Status: In Progress

If the invoice does not exist on the MRBR report, you will get the following message:

All invoices that show up in the blocked invoice list (MRBR) can be deleted from the excel file.
These still have active blocks associated with them that have not been resolved and therefore
are valid.

If the invoice data from the SE16N/RSEG table shows a blocked reason associated with it, but
does not show up in the MRBR blocked invoice list, this means that the blocked invoice was
manually released.

Last changed on: Last changed by Version. Page:

5/31/2011 Walter Nichols 1.0 8/8