P2P-13

Control Description

SAP checks for duplicate vendor invoices during non-PO (Financial Accounting) invoice entry by evaluating transaction key fields such as the vendor, company code, currency, amount, and reference invoice number. If a newly entered invoice matches a previously posted document, the system triggers an error message that blocks the duplicate posting.

Risk

The company could accidentally process and pay the same non-PO vendor invoice twice due to duplicate submissions or processing errors, resulting in unauthorized financial outflows.

Implementation Details

• Access the Configuration: Navigate via SPRO to Financial Accounting > Financial Accounting Global Settings > Document > Default Values > Change Message Control for Document Processing.

• Select Application Area: Enter Application Area F5 (which governs FI General Ledger and document entry checks).

• Configure Message 117: Locate Message number 117 (which corresponds to checking for duplicate invoice references based on vendor, reference number, company code, currency, and amount).

• Set System Reaction: Define the desired behavior when a duplicate is encountered by assigning the appropriate system message type (e.g., setting it to E for a hard Error that blocks posting, or W for a Warning).

Test Procedures

Test of Design (TOD)
• Non-PO FI Message Control: Navigate via SPRO to Financial Accounting > Financial Accounting Global Settings > Document > Default Values > Change Message Control for Document Processing to inspect Application Area F5, Message 117 settings.

OpenText VIM Duplicate Rules: Inspect OpenText SPRO (/n/OPT/SPRO) to confirm that the automated "Suspected Duplicate" business rule is explicitly mapped to the Non-PO Document Type (ZNPO_FI).

Test of Operating Effectiveness (TOE)
• Vendor Master Compliance: Download table LFB1 (Vendor Master Company Code) and inspect the double invoice check indicator (REPRF) to identify and investigate any vendors where checks are inactive.

• Non-PO Native Testing: Attempt to post a duplicate non-PO invoice (e.g., via FB60) using an existing vendor reference number to verify system error generation.

• OpenText VIM Duplicate Testing: Review VIM Analytics (/n/OPT/VIM_VA2) to confirm that incoming non-PO duplicates correctly trigger the exception workflow and halt processing.