Accounts Payable (AP) Queries

 In Accounts Payable (AP), suppliers frequently reach out with various queries related to invoices, payments, and account reconciliation. Here are some common supplier queries and how to handle them:

--- 1. Payment-Related Queries 1.1 Payment Status Inquiry Query: "When will my invoice be paid?" ✅ Check in SAP T-Code: FBL1N (Vendor Line Item Display) ✅ Look for invoice status (Cleared = Paid, Open = Pending) ✅ Verify due date and payment terms ➡ Response: "Your invoice [Invoice No.] is scheduled for payment on [Payment Date]." --- 1.2 Payment Not Received Query: "We have not received the payment. Can you confirm?" ✅ Check in SAP T-Code: F110 (Payment Run) or FBL1N ✅ Verify if payment was processed & check bank details ✅ If processed, send remittance advice ➡ Response: "Your payment was processed on [Date]. Here’s the remittance advice. Please check with your bank." --- 1.3 Short Payment / Deduction Query: "Why was the payment amount less than the invoice?" ✅ Check in SAP T-Code: FB03 (Display Document) ✅ Look for deductions (taxes, penalties, early payment discounts, etc.) ➡ Response: "A deduction of [Amount] was made due to [Reason]. Let us know if you need further clarification." --- 2. Invoice-Related Queries 2.1 Invoice Not Found in System Query: "We submitted an invoice, but it’s not showing in your records." ✅ Search in SAP T-Code: FBL1N / FBV0 (Parked Documents) ✅ Check if the invoice is blocked, parked, or deleted ➡ Response: "We couldn’t find your invoice. Could you resend it along with the PO number?" --- 2.2 Duplicate Invoice Submission Query: "Why was our invoice rejected as a duplicate?" ✅ Check in SAP T-Code: FBL1N ✅ Compare invoice numbers, PO references, and amounts ➡ Response: "This invoice was already received under [Invoice No.]. Please verify and confirm." --- 2.3 Invoice Blocked for Payment Query: "Why is our invoice on hold?" ✅ Check in SAP T-Code: MRBR (Release Blocked Invoices) ✅ Find the blocking reason (Price variance, GRN missing, approval pending) ➡ Response: "Your invoice is blocked due to [Reason]. We are working on resolving this issue." --- 2.4 PO & Invoice Mismatch Query: "Our invoice is pending due to PO mismatch. What’s wrong?" ✅ Check in SAP T-Code: ME23N (Display PO) ✅ Verify PO quantity, price, and GRN status (MIGO) ➡ Response: "There is a mismatch in PO details. Could you confirm the correct details?"

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