Accounts Payable User Manual Ecc6

Accounts Payable-Processes
Financial Accounting
Version 01
OEL Project
SAP ERP Implementation ECC 6.0
Training Designed & Documented by
TABLE OF CONTENTS
1. 2. 3. 4. 5. 6. 6.1 6.2 6.3 7. 7.1 7.2 7.3 7.4 7.5 7.6 7.7 8. 8.1 8.2 9. 9.1
INTRODUCTION .................................................................................................................................................... 4 COURSE OBJECTIVES ......................................................................................................................................... 4 TARGET AUDIENCE ............................................................................................................................................. 4 LEARNING OUTCOMES....................................................................................................................................... 4 RELATED BUSINESS PROCESS.......................................................................................................................... 5 VENDOR DOWN PAYMENT ................................................................................................................................ 6 DOWN PAYMENT REQUEST: ......................................................................................................................... 6 PAYMENT OF DOWN PAYMENT REQUEST:.............................................................................................. 9 CLEAR DOWN PAYMENT: ............................................................................................................................ 12 INVOICES AND CREDIT MEMOS .................................................................................................................... 15 PARK VENDOR INVOICE: ............................................................................................................................. 15 PARK VENDOR CREDIT MEMO: ................................................................................................................. 19 DISPLAY PARKED DOCUMENT: ................................................................................................................. 21 CHANGE PARKED DOCUMENT : ................................................................................................................ 22 POST PARKED DOCUMENTS: ...................................................................................................................... 24 DIRECT POST AN INVOICE: ......................................................................................................................... 26 DIRECT POST A CREDIT MEMO:................................................................................................................ 29 INVOICE VERIFICATION .................................................................................................................................. 32 LOGISTICS INVOICE VERIFICATION: ...................................................................................................... 32 CANCEL INVOICE DOCUMENT: ................................................................................................................. 36 VENDOR PAYMENTS.......................................................................................................................................... 38 POST OUTGOING PAYMENT: ...................................................................................................................... 38
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RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final
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10. 10.1 11. 11.1 11.2 12. 12.1 12.2 12.3 13. 13.1 14. 14.1 14.2 15. 16.1 16.2
ACCOUNT CLEARING .................................................................................................................................... 41 CLEAR VENDOR ACCOUNT: ........................................................................................................................ 41 CHECK MAINTENANCE & ANALYSIS ....................................................................................................... 44 MAINTAIN CHECK LOT: ............................................................................................................................... 44 DISPLAY CHECK REGISTER:....................................................................................................................... 48 VENDOR ACCOUNT ANALYSIS ................................................................................................................... 50 DISPLAY BALANCES: ..................................................................................................................................... 50 DISPLAY/CHANGE LINE ITEMS:................................................................................................................. 53 INFORMATION SYSTEM: .............................................................................................................................. 56 DOCUMENT ...................................................................................................................................................... 57 DISPLAY ............................................................................................................................................................. 57 DOCUMENT REVERSAL ................................................................................................................................ 60 REVERSE SINGLE DOCUMENT: .................................................................................................................. 60 RESET CLEARED ITEMS: .............................................................................................................................. 62 CLOSING ............................................................................................. ERROR! BOOKMARK NOT DEFINED. VALUATE OPEN ITEMS IN FOREIGN CURRENCY: ................ ERROR! BOOKMARK NOT DEFINED. BALANCES CARRY FORWARD: ................................................... ERROR! BOOKMARK NOT DEFINED.
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RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential
1.
INTRODUCTION
The Accounts Payable module will be used to administer the accounts payable functions within the business. It will be used for capturing all types of vendors invoices, checking them against the relevant purchase orders, and process vendors payments. Entries are automatically posted to the General Ledger, and therefore reconciliation between the Payable sub-ledger and the GL is unnecessary. In the same way, the system supplies the Cash Management application component with figures from invoices in order to optimize liquidity planning. Outstanding payables can be settled by the automatic payment program, which supports all standard payment methods (such as checks and transfers). This manual will cover the following functions: Vendor Down Payment Invoices And Credit Memos Invoice Verification Vendor Payments Account Clearing Check Maintenance & Analysis Vendor Account Analysis Document Document Reversal Statistical Posting Closing
2.
COURSE OBJECTIVES
The objective of this course is to train the Accounts Payable users on the modules functions, in order to be able to handle this functionality in the business once system is live.
3.

TARGET AUDIENCE
AP Accountants AP Supervisors Chief Accountants Finance Managers
4.
LEARNING OUTCOMES
At the end of this course, you should be able to know: How to Request, Post and clear Down payment How to enter incoming invoice and credit memo, park, change and display park invoice Reversal and mass reversal, recurring, transfer posting, post with clearing and post incoming payment How to view Balance analysis. How to post manual outgoing payment How to run automatic payment program How to issue correspondence with vendor How to valuate Open Item in Foreign Currency. How to run Regrouping (Balance Sheet Supplement OI Analysis) How to Carry Forward - Payable Balances How to post Document Processing ( Statistical Posting)
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5.
RELATED BUSINESS PROCESS
The module integrates with the following modules: GL: Postings made in Accounts Payable are simultaneously recorded in the General Ledger where different G/L accounts are updated based on the transaction involved. Logistics: The module is also integrated with the logistics module where the Purchase Order (PO) and Goods Receipt (GR) take place. This is necessary for doing the 3-way match (Invoice, PO, GR).
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6. 6.1
VENDOR DOWN PAYMENT Down Payment Request:
Manual Procedure: When you receive a request from a vendor for a down payment, you should compare that request against the approved PO or contract, and obtain the proper approval on the request. Business Process Description Overview Down payments must not be balanced with other payables and must be displayed separately on the balance sheet. A payable results from the delivery of a tangible asset or the performance of a service. On the balance sheet, down payments made are displayed on the assets side. When you post a down payment request, the system records a document that is not relevant for accounting purposes, but is merely a noted item to remind you to process a down payment. It does not update the monthly debits and credits. To enter the down payment request, you enter one or more line items in the vendor account without an offsetting entry. Consequently, the system does not check whether the debits equal the credits. Down payment requests do not update the monthly debits and credits in vendor accounts. However, you can display down payment requests as line items for accounts payable. When you post a down payment request, the system records the line item in a special G/L account. Via this account, you can obtain an overview at any time of all down payments due. The system notes the accounts to which down payment requests are assigned. To do this, it assigns the document number of the down payment request to the corresponding accounts in index tables.
Procedural Steps
6.1.1 Access Vendor Down Payment Request transaction by:
Accounting Financial Accounting Accounts Payable Document entry Down Payment Request F-47
Via Menus Via Transaction Code
6.1.2
On screen Down Payment Request: Header Date, enter information in the fields as specified in the table below:
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Field Name Document Date Doc. type Company Code Posting Date Currency/R ate Vendor Account Target Special G/L Indicator
Description The document date is the date on which the original document was issued. Document Type 4 character identifier of an organizational unit within external accounting. Effective date of posting in the ledgers. Document currency Vendor Account Number Indicator for a down payment request with which the corresponding down payment is to be posted later.
R/O/C R
User Action and Values Enter date
Comments
R R
Will default to KA Enter company code
R R R R
Will default to current date Enter currency Enter account number Enter special GL indicator type
(Note: On above table, in column R/O/C: R = Required, O = Optional, C = Conditional)
6.1.3 6.1.4
Press Enter On screen Down Payment Request: Add Vendor Item, enter information in the fields as specified in the table below:
Field Name Amount
Description Payment amount
R/O/C R
User Action and Values Enter amount
Comments
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Tax code
Due On Text Purch.doc.
The tax code represents a tax category, which must be taken into consideration when making a tax return to the tax authorities. Date on which down payment is due Contains an explanatory text on the line item. Purchasing document reference
Enter V0
R R C
Enter due date Enter relevant text Mandatory field for all types except non-trade
6.1.5 6.1.6
Press Enter or Select Green Check Mark Review and Post the Down Payment Select the Document Overview icon to review your entry prior to posting. Post your down payment request by selecting the Save icon, or use the menu path Document Post. The system will return a document number for your down payment request.
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6.2
Payment of Down Payment Request:
To process a down payment, you will use the same transaction for any other payment: Business Process Description Overview
You can have the system print checks without running the payment program or the print program. The process outlined below assumes you want to post the payment and print the associated check at the same time. However, if you want to post a payment without printing a check (transfer for example) you should use transaction Post outgoing payment F-53.
PROCEDURAL STEPS
6.2.1 Access the Post Vendor Down-Payment Screen by:
Accounting Financial Accounting Accounts Payable Document Entry Down Payment Down Payment F-48
6.2.2
On the screen Down Payment: Header Data, enter information in the fields as specified in the table below:
6.2.3
If a down payment is being made against a down payment request, click the Request button to show the requests against this down payment, if any.
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Field Name Document Date Doc. Type
Company Code
Description Date original document was issued Document type classifies the accounting document. Company code ID
R/O/C R
User Action and Values Enter appropriate date Will default to KZ
Comments
Specify the proper company code for this vendor Accept default or specify another date Can be entered as a code or a rate Enter the vendors account number Enter the proper amount to be credited to the cash account Take a drop-down and select SP.G/L V.
Posting Date Currency/Rate
Effective date of posting in the ledgers. Payment currency
R R
Will default if previously entered. Will default to current date. Will default if previously entered.
Vendor Account Amount
Vendor account number Amount of the total down payment
R R
Special G/L Indicator
Indicator which R identifies a special G/L transaction (Note: On above table, in column R/O/C; R = Required, O = Optional, C = Conditional)
6.2.4
On pressing ENTER, the next screen will appear as follows:
The withholding tax information on the down payments can be seen by clicking the Withholding Tax button shown in the following screen.
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Press 6.2.5
to proceed
Post the payment by selecting the Save icon
The system will return a confirmation message with a document number
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6.3
Clear Down Payment:

Business Process Description Overview
You can clear the down payment with the closing invoice by either: Transferring the down payment to the payables account and taking account of this transfer when posting the payment, or Directly clearing the down payment with the invoice when the outgoing payment is made You can carry out both procedures manually or automatically using the accounts payable payment program.
Procedural Steps
6.3.1 Access the Clear Vendor Down Payments transaction by:
Accounting Financial Accounting Accounts Payable Document entry Down Payment Clearing F-54
6.3.2
On the screen Clear Vendor Down Payment: Header Data, enter information in the fields specified in the table below:
Field Name Document Date Document Type
Description Document Entry Date The document type classifies accounting documents Financial company code ID
R/O/C R R
User Action and Values Enter document date Defaults to KA
Comments
Company Code
Business Process
Enter company code

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Posting Date Period Currency/rate Document number
Effective date fiscal period Document Currency The document number is the key the system uses to access the accounting document. Translation date for determining the exchange rate which is to be used for translation. The exchange rates are stored in the system. Enter the reference document number The document header text contains explanations or notes, which apply to the document as a whole, that is, not only for certain line items. The account number for vendor The number of the invoice the transaction belongs to
R R R O
Defaults to current date Enter the fiscal period Enter currency Enter doc. number to access doc. number
Translation dte
You do not need to enter a date unless the date in question is not the same as the document entry date.
Reference
Doc. header text
Reference document number contains the document number for vendor Enter doc. header explanations or notes
Vendor Account Number Relevant Invoice
R O
Fiscal Year Text
Enter the relevant Fiscal O Year Contains an explanatory O Enter relevant text text on the line item (Note: On table, column marked R,O,C, R=Required, O= Optional, C=Conditional)
Enter the account number for vendor Enter the number of the invoice the transaction belongs to Enter the relevant Fiscal Year
Press ENTER to advance to the next screen.
6.3.3
On the screen Clear Vendor Down Payment: Choose Down Payments, choose the down payments to be cleared by clicking the checkbox to the left of the item.
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6.3.4
On the screen Clear Vendor Down Payment: Display Overview, review the highlighted accounting document for missing or incorrect information. To edit, double click on the line item. Once the document is reviewed, post the document by clicking on the icon. SAVE
6.3.5
NOTE: The system will return a document no. for the cleared vendor down payment.
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7. 7.1
INVOICES AND CREDIT MEMOS Park Vendor Invoice:

Business Process Description Overview
A preliminary posting of a vendor invoice (parked invoice) allows for entry of the invoice without database update. This may be necessary for approval purposes, or if complete invoice information is not available, is incomplete, or if data entry is interrupted. Preliminary posting allows for documents to be saved in the system without passing standard document validations (documents may be unbalanced, required data may be left blank). Standard document validations are invoked when the preliminary postings are posted to the G/L database through a separate process.
Procedural Steps
7.1.1 Access Preliminary Posting of Vendor Invoice by:
Accounting Financial Accounting Accounts Payable Document entry Document Parking Park Invoice FV60
7.1.2
On the Park Vendor Invoice screen, enter the following information in the fields as specified in the table below:
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Field Name Vendor Invoice date Posting date Reference
Description Vendor account number Enter in the document date.
R/O/C R R
The date of posting. Field allocated to any extra numeric or name identifiers.
R R
User Action and Values Enter vendor account number using pull down menu Enter in the date manually, use pulldown calendar, or use the F4ENTER shortcut. Defaults in as todays date. Can be used to contain external document reference numbers. This is helpful as an additional document search criterion, and can be used in correspondence printing. Enter amount Mark this field to calculate Input tax.
Comments
Amount/ Currency Calculate tax
Invoice Amount Select this field, the system calculates the taxes automatically during simulation or posting. Contains an explanatory text on the line item. Up to 4 char identifier for the company in which the posting will occur. GL account to be debited Amount to be debited to the GL account User can select input tax code which starts with Y or Z from drop down list. Cost Center Inter Order
R R
Text Company code GL account Amount
R R
Enter text This field can have a value default in from the User Parameters settings.
R R
Tax Code
Enter input sales tax code.
Cost Center Order
If expense is related to employee or utilities than Statistical Internal order is required Note: On table, column marked R,O,C, R=Required, O= Optional, C=Conditional)
R R/O
7.1.3
To reach the next screen click on the Payment Tab.
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To reach the next screen click on the details Tab.
Field Name Baseline Date Payment term Payment method House

Business Process
Description Baseline date is used to determine due date. This will be the receiving date of the vendor invoice. Payment terms helps in determining the due date Payment method with which this item is to be paid. House is the branch from which the
R/O/C R
User Action and Values Enter Baseline date.
Comments
C O
Payment terms will default from vendor master. Take a drop-down and select the appropriate payment method. Take a drop-down and select
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Field Name bank Assignment
Description payment is to be credited. The assignment number is an additional information reference field in the line item.
R/O/C O
User Action and Values appropriate house bank. Enter the vendor invoice number in this field.
Comments
Header Txt
The document header text contains O Enter the explanatory note explanations or notes which apply to about the transaction the document as a whole, that is, not only for certain line items. Business Key that uniquely identifies a O Take a drop-down and select Area business area. appropriate Business Area. Note: On table, column marked R,O,C, R=Required, O= Optional, C=Conditional)
7.1.4
To reach the next screen click on the Withholding tax Tab.
Field Name W/tax code
Description One or more "withholding tax codes" are assigned to each withholding tax type. One of the things these codes determine is the various percentage rates for the withholding tax type.
R/O/C C
User Action and Values Press F4 and choose appropriate WHT code
Comments
7.1.5 7.1.6
Click Simulate Click the
to view the park document.
SAVE icon to park the document.
The system will display a message indicating that the document was successfully parked, indicating the document number was assigned.
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7.2
Park Vendor Credit Memo:
Business Process Procedure Overview
A preliminary posting of a vendor Credit Memo (parked Credit Memo) allows for entry of the Credit Memo without database update. This may be necessary for approval purposes, or if complete invoice information is not available, is incomplete, or if data entry is interrupted. Preliminary posting allows for documents to be saved in the system without passing standard document validations (documents may be unbalanced, required data may be left blank). Standard document validations are invoked when the preliminary postings are posted to the G/L database through a separate process.
Procedural Steps
7.2.1 Access Preliminary Posting of Vendor Credit Memo by:
Accounting Financial Accounting Accounts Payable Document Entry Document Parking Park Credit Memo FV65
7.2.2
On the Park Vendor Credit Memo screen, enter the following information in the fields as specified in the table below:
Field Name Vendor Document date

Business Process

R/O/C R R
User Action and Values Enter vendor account number using pull down menu Enter in the date manually, use pulldown calendar, or use the F4-enter
Comments
File Name Status
Field Name Posting date Reference
Description The date of posting. Field allocated to any extra numeric or name identifiers.
R/O/C R R
User Action and Values shortcut. Defaults in as todays date. Can be used to contain external document reference numbers. This is helpful as an additional document search criterion, and can be used in correspondence printing. Enter amount Mark this field to calculate Input tax.
Comments
Amount/ Currency Calculate tax
Credit Memo Amount Select this field, the system calculates the taxes automatically during simulation or posting. Contains an explanatory text on the line item. Up to 4 char identifier for the company in which the posting will occur. GL account to be debited Amount to be debited to the GL account User can select input tax code which starts with Y or Z from drop down list. Cost Center Inter Order
R R
Text Company code GL account Amount
R R
Enter text This field can have a value default in from the User Parameters settings.
R R
Tax Code
Enter input sales tax code.
Cost Center Order
If expense is related to employee or utilities than Statistical Internal order is required Note: On table, column marked R,O,C, R=Required, O= Optional, C=Conditional)
R R/O
7.2.3 7.2.4
Fill in the remaining fields as mentioned in prior section Click simulate to view the parked document.
7.2.5
Click the
SAVE icon to park the document.
The system will display a message indicating that the document was successfully parked, and which document number was assigned.
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7.3
Display Parked Document:
Business Process Procedure Overview You can display parked documents either individually, via a list or via the line item display function. To display them with the latter method, you must first select the parameter "Parked documents". To be able to display parked documents you must be authorized to display posted documents.
Procedural Steps
7.3.1 Access the transaction by:
Accounting Financial Accounting Accounts Payable Document Parked documents Display FBV3
7.3.2
On screen Change Parked Document: Initial Screen, enter information in the fields as specified in the table below:
Field Name Company Code Document number Fiscal Year
Description 4 character identifier of an organizational unit within external accounting. Identifier for an accounting document. The year to which the park document was created.
R/O/C R
User Action and Values Enter company code.
Comments
R R
Enter the parked document number. Enter the fiscal year.
7.3.3
Press ENTER to continue.
The requested document will be displayed.
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7.4
Change Parked Document :
Business Process Procedure Overview A parked document can be changed any time before posting. You can change either the document header information or the document line items. This transaction explains how to change the document header information.
Procedural Steps
7.4.1 Access transaction by:
Accounting Financial Accounting Accounts Payable Document Parked Document Change Header FBV4
7.4.2
On screen Change Parked Document (Header): Initial Screen, enter information in the fields as specified in the table below:
Field Name Company Code
Description R/O/C User Action and Values Comments 4 character identifier of an R Enter company code organizational unit within external accounting. Document Identifier for an accounting R Enter the parked document number document. number. Fiscal Year The year to which the park R Enter year. document was created. (Note: On Above table in column R/O/C, R = Required, O = Optional, C = Conditional)
7.4.3
Press ENTER to continue
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7.4.4
On the screen Edit Parker Document, make required changes
7.4.5
Click the SAVE
icon to post.
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7.5
Post Parked Documents:
Business Process Procedure Overview Document parking can be used to enter and store (park) documents in the SAP System, Parked documents can be posted at a later date by chief accountant.
Procedural Steps
Accounting Financial Accounting Accounts Payable Document Parked Documents Post/Delete FBV0
7.5.2
On screen Post Parked Document : Initial Screen, enter information in the fields as specified in the table below:
Field Name Company Code Document number Fiscal Year
Description 4 character identifier of an organizational unit within external accounting. Identifier for an accounting document Identifies the period for which the company use to create its balance sheet
R/O/C R
User Action and Values Enter company code
Comments
R R
Enter the parked document number. Enter the fiscal year.
(Note: On Above table in column R/O/C, R = Required, O = Optional, C = Conditional)
7.5.3
Press ENTER to advance to the next screen.
The next screen will be the document you selected. Change as required.
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7.5.4
Click the
SAVE icon to post.
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7.6
Direct Post an Invoice:
Business Process Description Overview The normal process for posting an invoice is to park it first by the Accountant and then post it by the chief accountant. However, if authorized invoice can be posted directly as well.
Procedural Steps
Accounting Financial Accounting Accounts Payable Document Entry Invoice FB60
7.6.2
On screen Vendor Invoice Enter, enter the following information:
Field Name Vendor Invoice date Posting date Reference
R/O/C R R
The date of posting. Field allocated to any extra numeric or name identifiers.
R R
User Action and Values Enter vendor account number using pull down menu Enter in the date manually, use pull-down calendar, or use the F4-F2 shortcut. Defaults in as todays date. Can be used to contain external document reference numbers. This is helpful as an additional document search criterion, and
Comments
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Field Name
Description
R/O/C
Amount/ Currency Text Company code GL account Amount
Invoice Amount Contains an explanatory text on the line item. Up to 4 char identifier for the company in which the posting will occur. GL account to be debited Amount to be debited to the GL account Cost Center
R R R
User Action and Values can be used in correspondence printing. Enter amount Enter text This field can have a value default in from the User Parameters settings.
Comments
R R
Cost Center
7.6.3
Click on the Details Tab enter the following information:
and
Field Name Head text
Description The document header text contains explanations or notes which apply to the document as a whole, that is, not only for certain line items.
R/O/C R
User Action and Values Enter text
Comments
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7.6.4
Click on the Payment Tab enter the following information:
and
Field Name Baseline Date Terms of payment Discount
Description Date from which system is going to calculate the due date Key for defining payment terms composed of cash discount percentages Cash discount amount in document currency
R/O/C R
User Action and Values Enter the baseline date as agreed with vendor. (Ex. Invoice Date or GR Date) Default is the vendors payment terms. Change if required using the pull down menu Enter cash discount only if not defined in the payment terms
Comments
7.6.5 7.6.6
Click on Simulate
to view the document.
Review the invoice information. When the review is completed, post the invoice by clicking on the save button
A message Document XXXX posted will display.
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7.7
Direct Post a Credit Memo:
Business Process Description Overview Similar to posting the Vendor invoice, credit memo can also be posted directly.
Procedural Steps
Accounting Financial Accounting Accounts Payable Document Entry Credit Memo FB65
7.7.2
On screen Vendor Credit Memo Enter, enter the following information:
Field Name Vendor Document date Posting date Reference
Description Vendor account number Enter in the document date. The date of posting. Field allocated to any extra numeric or name identifiers.
R/O/C R R R R
User Action and Values Enter vendor account number using pull down menu Enter in the date manually, use pull-down calendar, or use the F4-F2 shortcut. Defaults in as todays date. Can be used to contain external document reference numbers. This is helpful as an additional document search criterion, and can be used in correspondence printing. Enter amount
Comments
Amount/
Business Process
Invoice Amount
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Field Name Currency Text Company code GL account Amount
Description Contains an explanatory text on the line item. Up to 4 char identifier for the company in which the posting will occur. GL account to be debited Amount to be debited to the GL account Cost Center
R/O/C R R
User Action and Values Enter text This field can have a value default in from the User Parameters settings.
Comments
R R
Cost Center
7.7.3
Click on the Details Tab enter the following information:
and
Field Name
Head text
Description
The document header text contains explanations or notes which apply to the document as a whole, that is, not only for certain line items.
R/O/C
R
User Action and Values

Enter text
Comments
7.7.4
Click on the Payment Tab enter the following information:
and
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R/O/C R
Comments
7.7.5 7.7.6
Click on Simulate
to view the document.
Review the invoice information. When the review is completed, post by clicking on the save button
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8. 8.1
INVOICE VERIFICATION Logistics Invoice Verification:
Business Process Procedure Overview Vendor invoice is a purchasing document. The invoice is sent to a companys A/P department. The A/P Accountant enters the invoice into the system against a purchase order, or delivery note. Upon entry the system performs invoice verification and posts the invoice document into the system. This transaction is the actual entry of the vendor invoice into the R/3 system and the posting of that invoice.
Procedural Steps
Logistics>Materials Management>Invoice Verification>Logistics Invoice Verification>Document Entry>Enter Invoice MIRO
8.1.2
On screen Invoice Verification, enter information in the fields as specified in the table below:
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Field Name Invoice date Posting date
Reference
Amount and Currency
Description The invoice date is the date on which the original invoice was issued Date which is used when entering the document in Financial Accounting or Controlling The reference document number can contain the document number of the vendor. However it may contain a different value The gross invoice amount is the sum of the net item amounts
R/O/C R
User Action and Values Enter Document date Posting date defaults to todays date
Comments
Enter Reference number
Enter amount of invoice and the currency in the following field. If the amount of the invoice is higher than the PO, go down to the PO amount field and change manually to match with the invoice. The system will accept the change but the invoice will be blocked for payment.
Tax code
Company code Purchase order/sched uling agreement Goods/Serv ices Items
The tax code stands for a tax category, which must be taken into consideration when making a tax return to the tax authorities. The company code is an organizational unit within external accounting The type of purchasing reference
System will default to Purchase order/scheduling agreement.
Indicates if it is a normal invoice or freight and other costs
Logistics Reference
The main document you are relating the invoice to
System will default to goods/services. If the invoice is a freight, customs, clearance or any costs other than the goods, pull down the menu and choose Planned Delivery Costs Enter reference, ex. PO, Delivery Note, BOL..
8.1.3 8.1.4 8.1.5
Press ENTER to import PO information Check that this is the PO you are relating the invoice to Click on the Payment Tab:
8.1.6
Enter the following information:
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R/O/C R
Comments
8.1.7
Click on Simulate
to view the document
The following screen will appear to check your entry:
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8.1.8 8.1.9
Review the invoice information. If you want to hold this invoice and not post it you may press the Hold button to be able to edit and change it in the future.
8.1.10 If you want to post this invoice, click on the save button. You will not be able to change it in the future. You can only reverse it using transaction MR8M
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8.2
Cancel Invoice Document:
Business Process Procedure Overview An invoice was entered and posted into R/3 system incorrectly. Quantities, amounts, or posting dates could be incorrect. The invoice could be allocated incorrectly. This procedure outlines the steps involved in canceling a posted invoice. It has the effect of reversing the invoice posting. It allows for another correct invoice to be allocated against the purchasing document.
Procedural Steps
Logistics>Materials Management>Invoice Verification>Logistics Invoice Verification>Further Processing>Cancel Invoice MR8M
8.2.2
On screen Cancel Invoice/Credit Memo: Initial Screen, enter information in the fields as specified in the table below:
Field Name Invoice Document Number Fiscal Year
Description Number which uniquely identifies an invoice document The fiscal year defines a period, 12 months as a rule, for which the company is to create its inventory and balance sheet. The fiscal year can be the same as the calendar year, but does not have to be Reason for reversing a document Date which is used when entering the document in Financial Accounting or Controlling
R/O/C R
User Action and Values Enter the invoice document number Enter the fiscal year
Comments
Reversal reason Posting date
R O
Reversal reason known or via pull down menu Enter Posting date
8.2.3
Cancel the invoice
Click the <Save> icon.

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Message Logistics Invoice Document ####/ (Fiscal Year) Cancelled is displayed.
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9. 9.1
VENDOR PAYMENTS Post Outgoing Payment:
Business Process Description Overview For those checks that have been created manually (outside the SAP R/3 system, perhaps typed or handwritten) you still must post the vendor payment in order to reflect it in your records.
PROCEDURAL STEPS
9.1.1 Access the Create Manual Vendor Payment - Manual Check transaction by:
Accounting Financial Accounting Accounts Payable Document Entry Outgoing Payment Post F-58
9.1.2
On the screen Payment with Printout enter information in the fields as specified in the table below:
Field Name Company Code Payment method Check lot number
Description Company Code ID Payment method used to settle open items. The check lot number represents a batch of consecutively prenumbered checks, or serves as a number interval if the check number given is different to the
R/O/C R R R
User Action and Values Enter Company Code Select S for check payment
enter a check lot num
Comments
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Field Name
Description payment document number.
R/O/C
Comments
Alternate Form Printer for Forms Print Immediately
Name of Form to print after payment entry Name of printer Indicator specifying that the form should be printed immediately.
R R C
F110_PRENUM_CHC K Enter LP01
9.1.3
Press
button to proceed to next screen
Field Name Document Date Document Type Company Code Posting Date
Description Date of the document. Classifies the accounting document Company Code ID Date used entering document in Financial Accounting or Controlling Document currency G/L cash/checking account to be used. The payment amount. Transaction value date
R/O/C R R R R
User Action and Values Enter date Will default to KZ Enter Company Code Will default to current date
Comments
Currency/rate Account (Bank data) Amount Value Date

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R R R R
Enter currency Select account number Enter amount Will default to current date
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Field Name Account (Vendor)
Description The vendor account number
R/O/C R
Comments
9.1.4
Press PROCESS OPEN ITEMS or ENTER to continue.
9.1.5
Select open items to equal the payment amount.
If you need to adjust the check amount because of discounts, select the Overview icon and double-click on the G/L account line item to edit. Once the amount under Not Assigned equals zero (or falls within your predetermined tolerance level) you may post.
9.1.6
Post the payment by clicking the Save icon.
NOTES: The system will return a confirmation with a document number. At this point the vendor payment has been posted. Payment without check printing also works the same way except it will not assign payment a check number.
9.1.7 9.1.8
To print the payment voucher use transaction ZPV after posting the payment. To print the cheque use transaction ZCHEQ after posting the payment.
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10. ACCOUNT CLEARING 10.1 Clear Vendor Account:

Business Process Description Overview This function differs from posting with a clearing transaction or posting with a payment in the following ways: You do not need to enter a document header You can only clear open items from one account You can use this function to clear debits and credits that balance to zero (for example, invoices and payments that you have already entered).
Procedure Steps
10.1.1 Access Clear Vendor Transaction by:
Via Menus Via Transaction Code Accounting Financial Accounting Accounts Payable Account Clear F-44
10.1.2 On screen Clear Vendor: Header Data Screen, enter information in the fields as specified in the below table:
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Field Name Account
Description Vendor Account Number
R/O/C R
Company Code
Clearing Date
Currency Open item selection Normal OI
Up to 4 char identifier for the company in which the posting will occur. Date which is used when entering the document in Financial Accounting or Controlling. Currency key for amounts in the system.
User Action and Values Enter the vendor account number to clear or select from the Drop Down Menu. Enter company code
Comments
Defaults to current date
Enter currency
Special GL indicator
Indicator that only the standard open items are to be taken into consideration during clearing. List of special G/L indicators which are to be included in the clearing procedure.
Click if required C
Click if required C
Standard open items are all line items which do not represent a special G/L transaction. Leave the field blank if only items with no special G/L indicator are to be cleared, for example, invoices or credit memos.
Additional O selections (Note: On Above table in column R/O/C, R = Required, O = Optional, C = Conditional)
10.1.3 Select process open items to activate the necessary open items to clear. 10.1.4 On screen Clear Vendor: Process Open Items Screen, specify which open items to select.
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10.1.5 To Display the open items for processing, double-click on the line item. Use the green arrow to go back to the process open items screen. 10.1.6 Process the open items by choosing and then activating the necessary open items. To Select an open item, place the cursor on the line item and click the Select item icon. 10.1.7 Select the Save icon to save the changes.
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11. CHECK MAINTENANCE & ANALYSIS 11.1 Maintain Check Lot:

Business Process Description Overview Using this transaction, you will be able to enter the check lots number ranges in the system for monitoring.
Procedural Steps
Via Menus Via Transaction Code Accounting Financial Accounting Accounts Payable Periodic Processing Payments FCHI
11.1.2 On the Automatic Payment Transactions: Status screen, go to the following from the top menu:
Environment -> Check Information -> Number ranges
11.1.3 On the Check Lots screen, enter information in the fields as specified in the below table:
Field Name Paying Company Code
House bank
Description In this field you find the company code which processes the payment transactions (possibly for other company codes too). Short key for a house bank
R/O/C R
Comments
Enter house bank using the pull down menu

Enter either house bank or bank key
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Account ID
This ID together with the ID for the house bank uniquely defines a bank account.
Enter account ID using pull down menu
11.1.4 Click on the Change Icon
11.1.5 Click on the Create Icon 11.1.6 On the Create Lot window, enter information in the fields as specified in the below table:
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Field Name Lot Number
Description Checks are divided into check lots which are separated (physically and logically). Checks which are supplied by a house bank or printer's are divided this way in different printer locations or they are in part for the automatic printing process, in part for a manual filling out. If different lots are to be used in a certain sequence, a subsequent lot is to be specified. Starting check number Last check number
R/O/ C R
User Action and Values Enter your lot number
Comments
Check Number To
R R
Enter the number of the first check in your lot Enter the number of the last check in your lot
11.1.7 Press Enter.

The following screen will appear showing the new range you created.
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11.1.8 Click on the Save Icon.
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11.2 Display Check Register:

Business Process Description Overview The program generates a list of all check registers belonging to one paying company code, (prenumbered checks), if they fulfill the given selection criteria. The list is sorted by payment method and check number with manually voided checks at the start and manually issued checks at the end. This order of output is default but can be altered by the user.
Procedural Steps
Via Menus Via Transaction Code Accounting Financial Accounting Accounts Payable Environment Check Information Display Check Register FCHN
11.2.2 On the Payment Document Check screen, enter information in the fields as specified in the below table:
Field Name Paying Company Code
House bank
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Description In this field you find the company code which processes the payment transactions (possibly for other company codes too). Short key for a house bank
R/O/C R
Comments
Enter house bank using the pull down menu

Enter either house bank or
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bank key Account ID This ID together with the ID for the house bank uniquely defines a bank account. R Enter account ID using pull down menu
11.2.3 Press Execute
Check Register is displayed
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12. VENDOR ACCOUNT ANALYSIS 12.1 Display Balances:

Business Process Description Overview On the account balance display screen, the system displays the following account data per company code per fiscal year: Opening balance (balance carried forward) Total of all transactions per posting period, separated into debits and credits (transaction figures) Balance per posting period Accumulated account balance
Procedural Steps
Via Menus Via Transaction Code Accounting Financial Accounting Account Payable Account Display Balance FK10N
12.1.2 On the screen Vendor Balance Display: enter the
following information:
Field Name Vendor
Company code
Enter Company code or Select from the drop down menu Fiscal Year Current fiscal year R Enter Fiscal year Note: On table, column marked : R/O/C, R=Required, O=Optional, C=Conditional)
Description A unique key used to clearly identify the vendor within the SAP system. Four-character identifier of the company code
R/O/C R
User Action and Values Enter vendor number
Comments
12.1.3 Choose
Execute
12.1.4 The various tabs will shows the relevant information with regards to the vendor account.
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12.1.5 For further details, click on the Special G/L tap
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Note: If double click on any line item the system will display the line Item details.
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12.2 Display/Change Line Items:

Business Process Description Overview This program lists vendor line items. You can also display/ Change the items from more than one vendor account cross-company code in a list.
Procedural Steps
Via Menus Via Transaction Code Accounting Financial Accounting Account Payable Account Item Change FBL1N
12.2.2 On the screen Vendor Line item Display: enter the following information:
Field Name Vendor
Company code
Enter Company code or Select the drop down arrow to select from the available choices. (Note: On table, column marked : R/O/C, R=Required, O=Optional, C=Conditional)
Description A unique key used to clearly identify the vendor within the SAP system. Four-character identifier of the company code
R/O/C R
User Action and Values Enter vendor number
Comments
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12.2.3 Tick the desired options and Choose
Execute
12.2.4 If double click on any line item the system will display the appropriate line Item. 12.2.5 Choose Change
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You can only change the fields with the white background.
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12.3 Information System:

Information system is basically an option on the menu that contains a number of reports that can be run for Accounts Payable. Via Menus Via Transaction Code From the menu you can run reports in regards to: Accounting Financial Accounting Account Payable Information System Reports for Accounts Payable Reporting
Vendor Balances Vendors Items Master Data Payment Transactions
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13. DOCUMENT 13.1 Display

Business Process Description Overview You can display all line items on a document that has been posted before.
Procedural Steps
13.1.1 Access Change Document Release by:
Via Menus Via Transaction Code Accounting Financial Accounting Accounts Payable Document Display FB03
13.1.2 On screen Display Document: Initial Screen, enter information in the fields as specified in the table below:
Field Name Document Number
Description The document number is unique per company code and fiscal year
R/O/C R
Company Code
Four-character identifier of the company code
Fiscal Year
Period, 12 months as a rule, for which the company is to create its inventory and balance sheet. The fiscal year can be the same
User Action and Values You can specify the number manually or It can be determined by the system from a pre-defined area (number range) Enter Company code or Select the drop down arrow to select from the available choices. Enter Fiscal year
Comments
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as the calendar year, but does not have to be. (Note: On table, column marked R,O,C, R=Required, O=Optional,C= Conditional)
13.1.3 Press ENTER. (If you dont know the document number, click on list search for it)
to
13.1.4 On screen Document Overview, double-click on the line item to be displayed:
13.1.5 On screen Display Document: Line Item 001 , you can view the document.
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To go to the next line item in the document click on the Next Item in List button
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14. DOCUMENT REVERSAL 14.1 Reverse Single Document:

Business Process Description Overview If you have entered an incorrect document, you can reverse it, which also clears the open items. Note that R/3 can reverse a document only if the following conditions are met: Contains no cleared items Contains only vendor, customer, or G/L line items Was posted with the FI system Contains only valid values, such as company codes, cost centers Ordinarily, you post a reversing document in the same period you posted the original document. The period of the original document must be open to post a reversing document. If the period is not open, you can overwrite the posting date field with a date in an open period, such as the current period.
Procedural Steps
Via Menus Via Transaction Code Accounting Financial Accounting Accounts Payable Document Reverse Individual Reversal FB08
14.1.2 On screen Reverse Document: Header data, enter information in the fields as specified in the table below:
Field Name Document number

Business Process
Description The document number of the document to be reversed

R/O/C R
User Action and Values Enter the document number.
Comments
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Company code Fiscal year Reversal Reason Posting date
Posting period Void reason code
The company code identifier for the document to be reversed The fiscal year that the document was created in Reason for reversing a document If the reverse document cannot be posted to the same period as the original document, enter the posting date and the posting period of the reversing document Effective period of reversal posting Reason code for voiding a related check payment
Select the drop down arrow to view a list of available choices. Enter the fiscal year. Select the drop down arrow to view a list of available choices. Select the drop down arrow to view a calendar.
R R O
Codes 01 -03 are used only by the system. The user can create other codes as needed. (Note: On above table, in column R/O/C; R = Required, O = Optional, C = Conditional)
Select the drop down arrow to view a list of available choices.
14.1.3 To view the document before reversal click on 14.1.4 To post the reversing document go back to the first screen and post by
pressing the Save button The system generates a reversing document, transposing debit amounts and credit amounts.
You will receive a message at the bottom of the screen stating Document XXXXXXXXX was posted in company code XXXX.
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14.2 Reset Cleared Items:

Business Process Description Overview You can reset clearing transaction for individual documents. When resetting clearing postings, the clearing data is removed from the line items (and the reversal data, where it existed, is removed from the document header). The document changes are logged and can be displayed in the change documents.
Procedural Steps
14.2.1 Access the Reset cleared items transaction by:
Via Menus Via Transaction Code Accounting Financial Accounting Accounts Payable Document Reset cleared items FBRA
14.2.2 On the screen Reset cleared items, enter in the information from the table below:
Field Name Clearing document
Description Number of the document with which the line item was cleared.
R/O/C R
Company code Fiscal year
Four-character identifier of the company code. Defines a period, 12 months as a rule, for which the company is to create its inventory and balance sheet.
R R
User Action and Values Enter in the 10-digit systemassigned number. This is the clearing document or the payment number, or offset number. Enter in the company code. Enter year that the cleared item was posted.
Comments Make sure that you have the information of what payment or offset is to be reset. Can be set as default parameter. Make sure you enter the current year, otherwise it will affect the G/L reporting and upper management
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reports regarding previous years. (Note: On Above table in column R/O/C, R = Required, O = Optional, C = Conditional)
14.2.3 Press Items
to view the document, if OK go back
14.2.4 Select the SAVE icon to reset the document(s).

A dialog box will pop-up:
Select RESETTING AND REVERSE by double-clicking on the selection box this will cancel credit refunds and reissue. Select RESETTING by double-clicking on the selection box this cancels and reopens documents cleared by payment allocation or other cleared items. * If the document is involved with another clearing document, the system will generate an error message that the document is not purely a clearing document.
14.2.5 When selecting Resetting and Reverse, on the Reversal data box, enter the information from the table below:
Field Name Reversal reason Posting date
Description Reason for reversing a document. Date when a document is reversed. Period which corresponds to the reversal date.
R/O/C R
Posting period
User Action and Values Enter the proper reason code based on the process you will perform. Enter current date. This has to be todays date for auditing purposes. Enter current posting period. Enter the number of the current month.
Comments
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(Note: On Above table in column R/O/C, R = Required, O = Optional, C = Conditional)
14.2.6 Select the green check mark in the Reversal data box. 14.2.7 Select the green check mark in the Information box to post the document.
14.2.8 Select the green check mark in the next Information box to complete the reset of cleared items.
16.1.1 The batch now has been created. To run it go to: System -> Services -> Batch Input Business Process Financial Accounting-AP_Processes Created on Created by Last Printed on Page no Confidential 07-06-2007 Zee
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> Session or use transaction SM35
16.1.2 Click on your session and press Process
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RELATED BUSINESS PROCESS

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VENDOR DOWN PAYMENT Down Payment Request:

Via Menus Via Transaction Code

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User Action and Values Enter date

Will default to KA Enter company code

(Note: On above table, in column R/O/C: R = Required, O = Optional, C = Conditional)

Field Name Amount

Description Payment amount

User Action and Values Enter amount

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Due On Text Purch.doc.

(Note: On above table, in column R/O/C: R = Required, O = Optional, C = Conditional)

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Payment of Down Payment Request:

Via Menus Via Transaction Code

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Field Name Document Date Doc. Type

User Action and Values Enter appropriate date Will default to KZ

Posting Date Currency/Rate

Effective date of posting in the ledgers. Payment currency

Vendor Account Amount

Vendor account number Amount of the total down payment

Special G/L Indicator

On pressing ENTER, the next screen will appear as follows:

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Post the payment by selecting the Save icon

The system will return a confirmation message with a document number

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