SAP FI TRAINING

Accounts Payable

Accounts Payable Components

Master data Accounts group Number range Reconciliation account Payment terms Transaction & reports

Vendor Master Records

Vendor master records contain information about the vendor account that controls how business transactions are posted to it and how it is managed.

Accounts Payable

The accounts payable part of the FI system records and administers the accounting data for all vendors. It is also an integral part of the purchasing system: deliveries, and invoices are recorded for each vendor. Postings in accounts payable are simultaneously recorded in the general ledger, with different G/L accounts being updated according to the transaction involved (payables, down payments).

Vendor - Master Data

Introduction: vendor master records Functions for maintaining master data Creating a vendor master record Displaying a vendor master record Changing a vendor master record

Vendor - Master Data

Introduction (contd...) The following topics introduce you to the concept of vendor master data: What data is contained in the vendor master record? What is the function of the account group? How are master records numbered? Screen layout Functions of the reconciliation account Access authorization Special fields in the vendor master record
6

Vendor - Master Data

How is the data organized?
1. General data. Data that applies to every company code and every purchasing organization in your company. The general area includes, for example, the vendor's name, address, language, and telephone number. 2. Company code data. Data that is specific to an individual company code. Company code data includes, for example, reconciliation account number and payment terms. 3. Purchasing organization data. Data specific to the purchasing organizations in your company, such as requests for quotations, purchase orders, invoice verification, and inventory control. You require the MM materials management application to enter this data and to print purchase orders.

Vendor - Master Data

Clearing between customer and vendor.
If a vendor is also a customer, or vice versa, you can have the payment program clear vendor and customer open items against each other. You can also select the customer line items, when you display the vendor line items for this account. Before you can clear between a vendor and customer account, you must: 1.Enter a customer master record for the customer who is also a vendor. 2.Enter the customer account number in the customer field in the control section of the general data in the vendor master record. 3.Enter the vendor account number in the vendor field in the control section of the general data in the customer master record. 4.Click in the clear w/ customer field or clear w/ vendor field in the company code data in both the customer and vendor master records.
8

Vendor - Master Data

Functions for maintaining master data The following functions are available for processing vendor master records: Create Change Display

Vendor - Master Data

Creating a vendor master record with reference.
You can create a master record by referring an existing one. The system only transfers data that is not vendor-specific. For example, the address or a block indicator is not transferred from the reference master record. The transfer of data depends on the data you have already entered for your vendor. In general, if you have already maintained data, the data is not overwritten with data from the reference record.

10

Vendor - Master Data

Creating a vendor master record centrally.
You can create a vendor master record centrally as follows: 1. From the accounts payable menu, select master records maintain centrally create. The initial screen for creating the vendor appears. 2. If you use external number assignment, enter the vendor's account number. If you use internal number assignment, the system assigns a number when you save the vendor master record. Until then, the word "INTERNAL" appears on the screen in place of the account number. 3. Enter a company code and a purchasing department, depending on the data areas you want to maintain. 4. Enter an account group and select ENTER.

11

Vendor - Master Data

Creating a vendor master record centrally (contd...).
5. Enter the vendor data and select ENTER to reach the next entry screen. In each screen the system displays, in the upper left-hand corner, which data area you are entering data for. When you enter company code or purchasing data, the company code or the purchasing organization is displayed. If neither of these is displayed, you are in the general area. 6. In the last screen, save your master data by selecting vendor save.

12

Vendor - Master Data

Creating one-time vendor accounts.
For vendors with whom you do business only once or rarely, you should create one and only one vendor master record. In contrast to other vendor master records, a one-time vendor master record is used for several vendors, so that you do not have to create a large number of vendor master records that are used only once. As a result, you do not store any vendor-specific data in the vendor master record for one-time accounts. When you post to a one-time account, the system automatically goes to a master data screen. In this screen, you enter the specific master data for the vendor, which is stored separately in the document. This includes name, address and bank address data, for example.

13

Vendor - Master Data

Changing a master record for accounting.
If you want to change only the accounting data in a vendor master record, proceed as follows: 1. Select master records change. You reach the initial screen for changing master data. 2. Enter the vendor account number and the company code. You can select the screens to make changes directly in the initial screen. 3. Select which screens of the vendor master record to display by clicking in the field before the name of one or more screens. 4. Select ENTER to reach the next screen. The master data from the account is displayed. 5. 6. Change the required data by overwriting it or adding to it. Save your changes by selecting vendor save.
14

Vendor - Master Data

Displaying a vendor master record for accounting.
If you want to display only that vendor master data required by the accounting department, proceed as follows: 1. Select master records display. The system displays the initial screen for entering a vendor master record. 2. Enter the vendor account number and the company code. To display particular data only, select the screens in the initial screen. The system then displays the corresponding screens only. 3. Select one or more screens to display by clicking in the field before the name of the screen. 4. Select ENTER to reach the next screen. The system displays the next screen that you have selected in the vendor master record. 5. To leave the display, select vendor exit. This returns you to the accounts payable menu.

15

Vendor - Master Data

Vendor master data - overview General data Company code specific data The reconciliation accounts Special GL accounts Head office and branch accounts Analyses with the financial accounting information system

16

Vendor - Master Data

17

Vendor - Master Data

Company code specific data Only valid for a certain company code Examples Reconciliation account Payment method Terms of payment

18

Vendor - Master Data

19

Vendor - Master Data

20

Vendor - Master Data

21

Vendor - Master Data

22

Creating a Vendor Master Record

Option 2. Create Client, Company Code, and Sales Segments

t and Company Code Segments

23

Creating a Vendor Master Record - Initial Screen

24

Vendor Master Record - Client Segment

25

Vendor Master Record - Client Segment

26

Vendor Master Record - Client Segment

27

Vendor Master Record - Company Code Segment

28

Vendor Master Record - Company Code Segment

29

AP - Accounts Group
What is the function of the account group?
When you create a master record, you must specify an account group, which determines, for example. How the account is numbered. A number interval for assigning the account numbers. Which fields are displayed on the screens when you enter or change vendor master data, and whether these fields are optional or required entries.

30

AP - Account Group

31

AP - Number Range
How are master records numbered?
Each master record has a unique number. You need this number to display or change the master record or to post to the vendor account. The vendor master record number can be assigned either internally or externally. Internal numbers are assigned by the system, while you enter external numbers yourself when you create the vendor master record. External numbers can be alphanumeric. The account group determines whether account numbers are internal or external and what the valid number interval for a vendor master record is. The system ensures that the numbers assigned are always unique in each case. With internal assignment, the system always selects the next number from the interval. With external assignment, the system prevents you from entering the same number twice.

32

Account Group Number Ranges

33

AP - Reconciliation Account
Functions of the reconciliation account.
When you post an invoice or other transaction data to a vendor (i.e. Sub-ledger) account, the system automatically posts the same data to general ledger accounts. The general ledger contains one or more reconciliation account for each sub-ledger account. These reconciliation accounts ensure that the balance of the general ledger accounts is always zero. As a result, you can print a balance sheet at any time without having to transfer data from sub-ledger accounts to the general ledger. You must specify a reconciliation account in every vendor master record.
34

AP - Reconciliation Account

Suble d g e r

G e n e ra l Ledger

O r ig . d o c u m e n t

C u s to m e r a c c o u n t

R e c e iv a b le s fr o m g o o d s a n d s e r v ic e s

O r ig . d o c u m e n t

V endor account

P a y a b le s fo r g o o d s a n d s e r v ic e s

35

AP - Payment Terms
Terms of payment are conditions established between business partners to settle the payment of invoices. The conditions define the invoice payment due date and the cash discount offered for early settlement of the invoice. Payment terms enable the system to calculate a cash discount and invoice due date. In order to perform this calculation, the system needs the following three data elements: Baseline date: The date from which the due date is derived. Cash discount periods: The period during which the discount is allowed to be taken. Cash discount percentage rate: The rate used to calculate the discount value.
36

Payment Terms: Document

Document Header Document Date 10.01.1997 Posting Date 15.01.1997

Customer Line Item Payment Terms 0002 Days / Percent 14 days 2%/30 net Baseline Date 15.01.1997 Discount Amount________________ Pmnt Block ___ Pmnt Method ____

37

AP - Business Transactions
Accounts payables business transactions: overview
Document entry Invoice, credit memo Down payment Down payment Clearing

38

AP - Invoice

Inv. Booking

Provide Cost Centre

39

AP - Invoice

Provide Cost Centre & Dimensions

Document - Simulate - If ok, Post

40

AP Vendor Credit Memo

Expense a/c is credited and vendor is debited

T. Code : FB65

Document - Simulate- if ok, Post

41

AP Down Payments

Special GL Indicator must

42

AP Down Payments

Vendor is debited to the tune of advance made

43

AP Clearing

Give the Inv. Reference

44

AP - Reports
Accounts payables reporting: overview
Document list Display vendor balances * Open line items * Cleared line items Vendor age-wise report MIRO Posting Pending Invoice verification Report
45

AP Document List

46

AP Document List

47
Execute (F8) to view list of documents generated

AP Display Vendor Balances

Select Vendors

48

AP Vendor Age-wise Report

49

AP Pending Invoice Verification Report

Give GR/IR Clearing A/c

50

AP Pending Invoice Verification Report

51

AP Invoice Verification - MIRO

Tick the indicator for taxes other than TDS

Provide PO No.

52

AP Pending Invoice Verification Report

53

Thank You

54