1. Posting of Sub Contracting Invoice in AP System
Standard of Procedures:
1. Upon receiving invoice from sub contractor, branch to stamp receiving date on the invoice.
2. Branch to verify and post all sub contracting invoices for their respective branch except invoices with value per invoice above RM 1,000.
3. Branch Head is authorized to approve sub-contracting invoices up to RM1,000 per invoice.
4.Branches are required to obtain approval from After Sales HQ for sub-contracting invoices above RM1,000. After approval, HQ After Sales is to send the invoices to Financial Accounting & Taxation department for posting.
5.Branch Head to approve all invoices on the audit trail report instead of individual invoice.
6.Branches are required to batch all posted invoices, sorted by invoice number (reference number) and submit to Financial Accounting & Taxation department on a weekly basis together with the batch cover and duly approved audit trail report.
7. If there is any error occurred or found after posting done, such as wrong invoice date, vendor code, amount, invoice number or etc. Branch Head is required to inform Financial Accounting & Taxation Department Manager via and stated the detail of error together with the SAP Document Number.
8. Reversal of documents will be done (if required) by Executive Financial Accounting & Taxation after obtain approval from the Manager. After reversal the invoice must be Re-Post with the correct information and follow the earlier steps.
9. Branch Head to review the Gross Profit margin for each sub-con job via transaction code
YI1007 – Sub Con GP report. This report will show invoices with GP below a certain percentage set
by the management.

2. Step 1
Click at basic data ;
At following column,
Invoice Date : Key in sub con invoice date (Not the date of the acknowledgement slip)
Reference : Key in the vendor invoice no. Example 1618, c2424 or INV018206
Posting Date : Current Date
Amount : Key in invoice value

3. Step 2
Click at Payment;
Pmnt Term : Key in 0060

4. Sublet order no Step 3 Click at Details; At the following column,
Bus. Area : Key in Branch /Location Code
PO reference : Key in sublet order form order no.

5. Vendor name & Address Step 4
To check the vendor name against fiscal invoice and ensure it is correct.

6. Step 5
Simulate

7. Amount Business Area Step 6
Make sure Business Area and Amount posted is correct.
Then click Save to post the invoice

8. Step 7
Write down the document number on the top right of the vendor invoice

9. Steps to generate the audit trail report
Transaction Code: FBL1N – Account Payable > Display Line Items
Steps
At following Column;
Enter Vendor Code : 7 digit; Example:
Company Code : 1000
Dynamic Selection - Enter Posting Date
Click at Open items
Open at key date : Current Date
List of Output : /Branch 1
Service Exec / Branch Head should verified and approved at the last page at the Total value of the audit trail report before send to Financial Accounting & Taxation Department for payment.

10. Enter Vendor Code : 7 digit; Example: 1400175
Company Code : 1000
Click at Open items
Open at key date : Current Date

11. Click Dynamic Selection Enter > Posting Date
Dynamic Selections
Click Dynamic Selection
Enter > Posting Date

12. Scroll Down
Type - Normal Items
List of Output : Click - > Selection option

13. Select variant- > /Branch 1

14. Execute

15. Display & Print

16. To generate Sub Contractor work Gross Profit Report
YI1007 – Sub Con GP Report

17. Sample of sub-con GP report