Invoices with Different Payee

 An invoice has a different payee if the invoice payment is not to be credited to the invoicing party specified in the purchase order. In the SAP System, this procedure is controlled in two ways:

Ø  The different payee is already taken into account when the invoice is posted.

The invoice is posted to the vendor account for the different invoicing party. The payment program then accesses this account. A vendor master record must have been maintained for the different invoicing party.

Ø  The different payee is only taken into account when the payment program runs.

The invoice is posted to the account of the vendor with whom the purchase order was placed. The payment program then makes the posting from this vendor to the bank account of the different payee. In this case, we do not have to create a vendor master record for the different payee.

Posting to the Different Payee’s Account

To post an invoice to the account of an invoicing party different to the one specified in the purchase order, proceed as follows:

Automatic replacement of the vendor, for example, replacing a branch office with the head office

To post an invoice to a head office account:

Ø  A vendor master record must have been created for the head office

Ø  The head office must be entered on the Accounting information view in the vendor master record of the invoicing party specified in the purchase order.

If a head office is maintained in the vendor master record, the account number of the branch is displayed in the header data after you create and allocate the invoice. The payment program uses the vendor for the head office and the branch office, in this case it makes the posting to the head office account.

Manual replacement when entering an invoice

If we have to post an invoice to a vendor account different to the one specified in the purchase order, we enter the Different invoicing party on the Details tab page in the invoice header and choose  to confirm our entries. The system adopts the different invoicing party in the Vendor data . In the Allocation screen area, enter the document number to which the invoice refers.

If there is no indication in the invoice that the invoicing party is different to the one specified in the purchase order, we only enter the document number in the Allocation screen area. In the Vendor data , the system adopts the invoicing party specified in the purchase order. If we subsequently want to change the invoicing party, we enter the Different invoicing party in the Header and  choose  . The system copies the last-used invoicing party.

Note: Note that when entering a different invoicing party, the terms of payment from the underlying purchase order item are valid.

Posting to the Account of the Vendor in the Purchase Order

If we want to post an invoice to the account of the vendor in the purchase order, but the payment is intended for a third party, you enter the allowed payee on the Payment transactions view in the vendor master record.

To do this, select the Individual spec. field in the Different payee in document frame and choose Allowed payee .