SAP MM / FI Document number Verification

There is a possibility that doc numbers of an invoice in MM and FI are not the same.
This will create a problem when you need to reverse a posted invoice.

Execute MR8M (cancel invoice doc)to reverse an invoice posted by MIRO.
This transaction requires invoice doc number and fiscal year as input fields.
To find MM doc number, go to FI doc and get it from the field Reference key of the doc header.

the first 10 characters of the MM document number followed by the fiscal year.


Compare MM Doc Number and FI Doc Number
The main difference between MM and FI doc is
-MM doc consists of two key fields, doc. number and fiscal year.
-FI doc consists of three key fields, company code, doc number, fiscal year

-MM doc numbers are stored in table MKPF
-FI doc numbers are in table BKPF.

Since the company code field is part of the FI doc number key, you can find the same FI doc number in different company codes.
For example, FI doc 1230004567 can be a doc within company code 1000 and also a doc within company code 2000.
The combination of all three key fields makes a document unique, not the doc number alone.

This example shows you how the MM and FI doc numbers can be different.

I post five invoices from MIRO for two different company codes, 1000 and 2000.
Both MM and FI doc numbers start with the same number.
To make it a little more challenging, I'll even post a cross-company code invoice (invoice 4).
I have not shown the fiscal year key field in the invoice-posting example because it is the same for all doc.

For the first two invoices, MM and FI doc numbers are the same.
The problem starts once you post the first invoice for a different company code, the MM and FI doc numbers are different.

Document Number Assignments
SAP gives you customizing options to make both doc numbers the same.
The solution lies in the number range assignment of MM and FI doc.
You need to configure MM doc number assignment as internal and external for FI doc.
(FI doc are set up with external-assigned numbering, while MM doc has internal, or system-generated, numbering.)

In this case, the MM doc number is passed on to FI doc, which means that the number of FI doc is identical to MM doc.

Because the doc number assignment in MM is not company code-specific, in contrast to the FI doc, you need to take the following points into consideration before using external doc number assignments for FI doc.

They have the following effects on your system:
- Continuous number assignments for FI documents are not guaranteed, especially if you have more than one company code.
- The document number ranges in MM and FI have to be the same for all company codes.


In the case that you have already posted thousands of invoices in your system and the numbers are already different, you need to find unused number range intervals in MM and FI.
Since most companies do not change the SAP standard delivered number ranges during the original implementation, number range interval 52 is usually available in MM and FI.

Now let's look at the detailed customizing steps.
With the following customizing steps, you can align the MM and FI doc numbers going forward only.
No fix is available for invoices already posted in your system, since SAP does not allow the change of doc numbers.

Customizing Steps
I will create a new number range interval 52 for MM and FI doc and assign it to the FI doc type and MM transactions.
Most companies that have these numbering problems have been using SAP for a couple of years and need to start with unused number range intervals.

The customizing consists of four steps:
Step 1. Maintain FI document number range.
Use transaction OMR4 and go to Number range for doc types in FI.
Select the company code for which you want to create the new number range interval and click on the change interval button.
Insert a new doc number range by clicking on the insert interval button on top of the screen.

In this example, I created number range interval 52 with the doc numbers 5200000000 – 5299999999.
Don't forget to set the external number range check box (Ext).

Step 2. Assign FI number range to FI doc types.
The second step is to assign the number range created in step 1 to the FI doc type for invoices.
Again use transaction OMR4 and go to Doc type.
Double-click on the doc type, which you are using for LIV invoices.
In my example, I used the SAP standard doc type RE.
In the number range field, assign the new number range interval 52.


Step 3. Maintain MM doc number ranges.
Use transaction OMRJ and click on change interval button.
Insert a new document number range by clicking on the insert button at the top of the screen.
For MM doc, I created number range interval 52 with the doc numbers 5200000000 – 5299999999.
For the internal number range assignment, do not set the external number range check box (Ext).


Step 4. Update MM number range assignment.
The last step is to assign the MM number range to your MM transaction via IMG menu path Materials Management>Logistics Invoice Verification>Incoming Invoice>Number Assignment>Maintain Number Assignments for Logistic Documents>Transaction – Assign Number ranges.
Two transactions are available.

LIV contains the following two internal transactions that are used for the MM doc number determination:
RD: manual invoice entry (MIRO)
RS: cancel, reverse invoice (MR8M), evaluated receipt settlement (MRRL), EDI invoice receipt, invoicing plan (MRIS), and revaluation (MRNB).

You need to update the number range interval for transaction RD.

LIV Invoice Posting
After changing the customizing of the number ranges, let's take my original example with five invoice postings in LIV and compare the doc numbers in MM and FI again .

both the MM doc number and the FI doc number are now the same

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