Sap AP User Training Tutorial

Accounts Payable
Zee Entertainment Enterprises

Ltd & Zee News Limited
Doc. No.:Version No. :Date of issue :Page 1 of 58
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Allwyn Tauro, Johnson T F & Venkateswarlu K

Mehul Shah, Dinesh Garg & Sivananda L
Classification: For Internal Use Only
Accounts Payable

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Approved by :

Accounts Payable

1. Vendor Master Creation:

Business Process Overview
Vendor master records controls how transaction data is posted and processed for a vendor. Vendor
master data is used not only by the FICO but also by the MM module for purchase of
Materials/Services. We have the option to create the Vendor Masters in FICO module or in MM
modules. Vendor masters created in MM Module can be used for direct FICO postings also. But
vendor masters created in FICO module are only used for direct FICO postings and does not allow to
use by MM module. However Vendor Master created in FICO can be extended to MM module, if
required.
A Vendor Master record will have the following data:
- Vendor Name, Address, Communication
- CIN Details Viz Sales Tax Numbers, PAN, Excise Numbers
- Bank Details
- GL Reconciliation Account
- Payment Terms, Payment Methods Via Cheque, DD, Bank Transfer etc
- TDS Codes
Via Menus
Via Transaction Code
Accounting Financial Accounting Accounts Payable Master records

Create
FK01
On screen Create Vendor: Initial Screen, enter information in the fields as specified in the
below table:
Field Name
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Description
R/O/C User Action and Values

Comments

Doc. No.:Version No. :Date of issue :-
Accounts Payable
Page 4 of 58
Vendor
If you use external number

O
assignment, enter the vendor's
account number. If you use internal
number assignment, the system
assigns a number when you save the
master data.
R
Company code the company code ID
R
Account group A classifying feature within the
vendor master record which
determines if the vendor account
number will be assigned internally
or externally and which fields are
proposed for input
Vendor account number being used O
Reference/
as reference as an alternative way
Vendor
to create a vendor account
Account
Reference/
Company
Code
The company code associated with

the referenced vendor
Internal Number
assignment method
used for ZEEL & ZNL.
Leave Blank
Number ranges
defined in the
system. System
generates unique
number
automatically
Company Code =1000 Select from drop
down
Select from drop
1001 ZEEL/ZNL
Vendors for Expenses down
Vendor specific data of Not to use

the referenced vendor
such as address is not
carried over. The data
from the referenced
vendor is used for
default values and it is
suggested that all
screens be reviewed
before saving any data
1000
(R= Required, O= Optional, C= Conditional)
Press Enter button or Click on
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to proceed to the next screen

Accounts Payable

On screen Create Vendor: Address, enter information in the fields as specified in the table
below:
Field Name
Name
Description
Vendor name
R/O/C
R
User Action and Values

MARSHAL SECURITY
Search term
Short name which is used to

search the identical vendors
SECURITY
Street
Street address
Locality
Area
RAJBHAVAN ROAD,
SOMAJIGUDA
6-3-1092
City
City
HYDERABAD
Postal code or
PO box
Zip code
500082
Country
Two digit country identifier
IN
Region (state)
Two letter state abbreviation
01 ANDHRA PRADESH
Select from List
Language
One letter language code
EN
System Default
Press Enter or Click on

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Accounts Payable
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Field Name
Description
Customer
If the vendor is also a customer, use this

field to link the two records together for
balances display
Group Key
If the vendor belongs to a group, you can

enter a freely assigned group key here. If
you create a match code using this group
key, group evaluations are possible.
Reference
Industry key used to group vendors by
Data/Industr industry
y
Click on
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R/O/C User Action and

Values
O
NA
NA
NA

Comments
Enter customer
number, if same
vendor already
created as customer

Accounts Payable
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On screen Create Vendor: Payment Transactions, enter the vendors banking information if
applicable:
Press enter or Click on
Field Name
Ctry
Description
Bank country key
Bank Key
Key under which bank data in the respective R

country is stored
R
The number at the bank under which the
account is managed
Another name that the payment program can O
use if the name of the account holder is not
the same as the name of the vendor
Drilldown available
Indicator as to whether account is a checking R

or savings account
O
Key for which business partners bank the
NA
Bank
Account
Account
Holder
CK
BnkT
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R
IN
NA
NA
Business Partners

Comments

Accounts Payable
Page 8 of 58
system should use
defined by role within

organization
e.g. proprietor bank of a
the owner of a vendor
Reference
Details
Additional specifications for the bank details O

of the vendor
Alternative
Payee
The alternative vendors account number
Alternative
Payee in
Document/In
dividual
Spec.
indicator
If this indicator is set, you can enter address O

or bank details for automatic payment
transactions in the document which differ
from those in the master record.
Permitted
Payee
Specifies the permitted alternative payees for O

the vendor.
This field is used only if

the payment is to be
made to a separate
vendor.
On screen Create Vendor: Accounting Information Accounting, enter information in the fields as
specified in the below table:
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Field Name Description

Reconciliatio Account which is updated parallel to the
n account
sub-ledger account for normal postings
Sort Key
Indicates the layout rule for the Allocation field in

the document line item.
Click on

R
Accounts payable Transporter
Comments
Press F4 for
drilldown
001 = Posting Date
On screen Create Vendor: Payment Transactions Accounting Enter information in the optional fields
as applicable:
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Payment
Key for defining payment terms composed O
Terms
of cash discount percentages and payment
periods
Tolerence
Group
Define the tolerance
O
Chk double Indicator which means that incoming
inv.
invoices and credit memos are checked for
double entries at the time of entry.
Payment
Methods
Different methods by which the vendor can O

be paid using the automatic payment
program
Alternative The alternative vendors account number

Payee
Payment
Block
Clrg with
cust.
Block key used to block an open item or an O

account for payment transactions.
Indicator signifying the vendor open items O
should be processed collectively with
customer open items.
Tick check box
CD
C - Cheque, D- Draft
To be filled in case
payment to be made in the
name of proprietor of the
Sole Proprietorship Firm
This indicator will only

display if a customer
account is specified in the
Control section of master
record.
TDS Details
Click on
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Comments
F4 to drilldown
option available

Accounts Payable
Page 11 of 58

Withholding Key for defining the country in which
Tax
withholding tax is to be paid
Country
R/O/C User Action and

Values
R
IN
Withholding Select the tax type applicable for payments R

tax type
or invoices
Withholding Select the tax code applicable for payments R
tax code
or invoices.
R
Liable
Set this indicator you tell the system that
the vendor is subject to withholding tax for
this withholding tax type.
Recipient
Used to group vendors together according R
Type
to particular characteristics such as
Individual/HUF or Others
complusory
C1= contractor
F4 for drill down

selection
C2=Contractor 2%
It determine TDS
Rate %
Tick the check box
CO=Company
To save the Vendor Master Record, select Vendor Save. Or press

displayed
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Comments

button, Below Message has
Accounts Payable

2. Vendor Invoice Processing

Invoice Posting to Vendor Account.
Business Process Description Overview
After receipt of invoices from Vendor and on confirmation their services we need to post the invoice entry to
crediting their account.
Every Invoice posting document consists: 1.Document Header and 2.Line Items.
The document header contains information that is valid for the whole document, such as the document
date and the document number, document type.
The line items only contain information on the particular item in question, for instance an account
number and amount. Whether any additional information is present depends on the business
transaction involved.
Following are the most critical steps involved in entering and posting a document:
1. Call up the required document entry function. Bear in mind that the system offers several functions.
Each function is designed for a specific business transaction. The General Ledger document entry
function is covered here which will post one or more debits vs one or more credits to general ledger
master records (accounts).
2. Enter the document header data.
3. Enter the line items.
4. Enhance or correct the line items as needed.
5. Post the document.
The system creates the document, updates the transaction figures for the accounts affected, and in some cases,
displays an internally assigned document number when the document is posted.
Steps to post the invoice
Via Menus
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AccountingFinancial AccountingAccounts
PayableDocument Entry Invoice - general
FB60

Accounts Payable

On the screen Enter Vendor Invoice: Reference field ,Header Data, enter the information in the fields
as specified in the table below:
Field Name
Vendor
SGL Ind
Invoice Date
Description
Vendor Code
Special GL Indicator
Date of Vendor Invoice
Reference
Vendor Invoice Number
No.
Posting Date Posting date of the document
which will determine the period it
posts to
Currency/rat Currency that the amounts will be
e
entered into the system under
Calculate
Calculates the tax amount as per
Tax
tax code
GL Account Ledger account to which amount
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R/O User Action and Values

R
Enter Vendor Code : 110040
O
R
Enter Vendor Invoice Date :
29.01.2010
R
Vendor Invoice No. 1234
R
Default is system
INR
Tick check box to calculate tax

amount as per tax code
Enter GL Acct.: 408801

Comments
Accounts Payable

to be debited
Amount to be debited to Ledger
Cost Centre for which the
expenses were incurred
Date of Invoice. System use this
date to calculate the due date of
payment as per vendor payment
terms
Amount
Cost Centre
Payment
Tab :
Base Line
Date
R
R
Amount = 100000
Cost Centre : 10022H0103
Invoice Date : 29.01.2010
Once the above steps have been completed, there are some optional functions which may be performed before
saving the document:
- This will temporarily hold the document. Accounting entry will not posted
- This will create any automatically generated document line items and allow you to view them
before posting.
- This will park the document (NOT post it) and can be retrieved for future reference. It save the
document. To post the parked document use TCode : FBV0
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Accounts Payable

Press
to save and post the document. The system displays a message confirming the posting and returns to
a blank entry screen.
3. Vendor Credit Memo (Deductions)

If any amount need to deduct from vendor invoice amount, We use Vendor Credit Memo functionality in
SAP. For Credit Note or Debit Note to Vendor we use the same functionality.
Every Credit Memo document consists: 1.Document Header and 2.Line Items.
The document header contains information that is valid for the whole document, such as the
document date and the document number, document type.
The line items only contain information on the particular item in question, for instance an account
number and amount. Whether any additional information is present depends on the business
transaction involved.
Following are the most critical steps involved in entering and posting a credit memo document:
1.
2.
3.
4.
5.
Call up the required document entry function by using TCode or trough Menu navigation.
Enter the document header data.
Enter the line item details
Enhance or correct the line items as needed.
Post the document.
The system creates the document, updates the transaction figures for the accounts affected, and in some
cases, displays an internally assigned document number when the document is posted.
To issue the debit note to the vendor:

Via Menus
AccountingFinancial AccountingAccounts
PayableDocument Entry Credit memo
FB65
On the screen Enter Vendor Credit Memo: Header Data, enter the information in the fields as
specified in the table below:
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Field Name
Vendor
SGL Ind
Document Date
Reference No.
Posting Date
Amount
Currency/rate
Calculate Tax
GL Account
Amount
Cost Centre
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Description
Vendor Code
Special GL Indicator
Date of Vendor Debit Note
Vendor Invoice Number
Posting date of the document which
will determine the period to post the
entry
Total amount of the document
Currency that the amounts will be
entered into the system under
Calculates the tax amount as per tax
code
Ledger account to which amount to
be Credited
Amount to be debited to Ledger
Cost Centre for which the expenses
were incurred
R/O
R
O
R
R
R

Enter Vendor Code : 110040
Not to use in credit memo
Document Date : 29.01.2010
Vendor Invoice No. 1234
Default is system
R
R
Amount = 5000
INR
O
R
Tick check box to calculate tax amount as

per tax code
Enter GL Acct.: 408801
R
R
Amount = 5000
Cost Centre : 10022H0103

Accounts Payable

- This will create any automatically generated document line items and allow you to view them
before posting.
Press
4. Vendor Down Payment Request

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Down payment to vendor is nothing but giving advance to Vendor. A particular department dealing with a
particular vendor can request the finance department to release the advance to vendor against purchase
order. When the user department post a down payment request, the system records a document but
accounting entry will not be posted at that time. It is merely a noted item for vendor to remind the finance
department to execute a down payment. 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 accounts under noted items.
Down Payment Request :
Via Menu Navigation
Accounting Financial Accounting Account Payable

Document Entry Down Payment Request
F-47
On screen Down Payment Request: Header Date screen, enter information in the fields in the
table below:
Field Name
Document
Date
Doc. type
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Description
Date of Request for down payment

R
30.01.2010
Document Type

KA : Vendor Document

Accounts Payable
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Company
Code
Posting Date
Currency/Rat
e
Account
Target
Special G/L
Indicator
Company code ID
1000
Date of voucher.
R
Payment currency. Can be entered as a code or a rate R
default to current date

INR
Vendor account number

Spl. GL Indicator for a down payment request with
which the corresponding down payment is to be
posted later.
110040
A
R
R
(R = Required, O = Optional)
After filling header details Press
button or press enter
Press
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5. Vendor Down Payment (Advance to Vendor)

Down payment to vendor can be given against Down payment request or without down payment
request. Creating a down payment request is an optional step and is simply a noted credit entry against
the vendor (not included as a financial posting). After invoice posting to the vendor, we need to Clear
Vendor Down Payment transaction against invoice document by using TCode F-54 to avoid the double
payment.
Via Menu Navigation

Accounting Financial Accounting Accounts Payable

Document Entry Down Payment Down Payment
F-48
On the screen Post Vendor Down Payment: Header Data, enter information in the fields as
Field
Document Date
Doc. Type
Company Code
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Description
PAYMENT DATE
Document Type
Company code ID
R/O
R
R

30.01.2010
KZ : Vendor Payment
1000


Accounts Payable
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Posting Date
Currency/Rate
Vendor Account
Special G/L
Indicator
Effective date of posting in the

ledgers.
Payment currency
Indicator which identifies a special
G/L transaction
Bank Account
Number
Amount
Bank account from which payment is R

released
Amount of the total down payment
R
If a down payment request exists: Select the
30.01.2010
R
R
R
INR
110040
For all line items in customer or vendor
accounts that are updated to an alternative
reconciliation account in the general
ledger, the special G/L indicator
determines which account is to be
selected. This account will be debited
along with the vendor account.
233021
90000
button.
On the screen Post Vendor Down Payment Choose Request, enter information in the fields as
specified in the table below
Select the line item and then Press

Create down payments:
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button or go to menu - edit

Accounts Payable

Press
to save and post the document. The system displays a message, as shown below, confirming the
posting and returns to a blank entry screen.
The actual entry posted for down payment to vendor shown below:
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Accounts Payable

Down payment without down payment request:

On the screen Post Vendor Down Payment: Header Data, enter information in the fields as
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Accounts Payable
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Field
Document Date
Doc. Type
Company Code
Posting Date
Currency/Rate
Vendor Account
Special G/L
Indicator
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Description
PAYMENT DATE
Document Type
Company code ID
Effective date of posting in the
ledgers.
Payment currency
Indicator which identifies a special
G/L transaction
R/O
R
R
R
R
R
R

30.01.2010
KZ : Vendor Payment
1000
30.01.2010
INR
110040
For all line items in customer or vendor
accounts that are updated to an alternative
reconciliation account in the general
ledger, the special G/L indicator
determines which account is to be
selected. This account will be debited
along with the vendor account.


Accounts Payable
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Bank Account
Number
Amount
Select
Field
Amount
Business Area
Text
Bank account from which payment is R

released
Amount of the total down payment
R
233021
90000
button or press enter
Description
Amount to be paid to Vendor
Business area
Narration
R/O
R
O
R

Rs.100000/1000
Advance to Vendor
Document Simulate
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Accounts Payable

On the screen Post Vendor Down Payment Display Overview :
Press
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Accounts Payable

Actual Financial entry shown below screen:
6. Logistics Invoice Verification (LIV)

.
Business Process Procedure Overview
SAP is integrated system. The procurement of services/material will happen in MM module. PO will be
issued to Vendor for supply of material/service. On receipt of Goods(MIGO) or on confirmation of Services
(ML81N) an accounting entry will be posted (real time) and provisional liability will be created. Two
provisional liability accounts viz GRIR, SRIR accounts are created for posting the provisional liabilities at the
time receipt of goods and services. After receipt of goods or on confirmation of services, a invoice will be
forwarded to account department to post the actual liability to the vendor account. For this TCode MIRO is
used. To post the actual liability to vendor by using the TCode MIRO, we must open the vendor account in
MM module by using TCode XK01 only. Otherwise, vendor master created in FICO module by using TCode
FK01, can be extended to MM module, if required, by using the TCode XK02.
Extension of Vendors Created in FICO module to MM module
Via Menu Navigation

Logistics > Materials Management > Purchasing > Master Date > Vendor >
Central > Create
XK01
On the screen Create Vendor: Initial Screen will appear :
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Accounts Payable
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Enter Vendor Number,

which is created by TC
FK01
Press Enter
On the screen Create Vendor: Initial Screen will appear
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Field
Order Currency
Terms of Payment
Incoterms
Schema Group
Vendor
Control Date
Description
Currency in which we deal with
Vendor
Payment Terms with vendor
Applicable to Import Vendors only
Classification of Vendor in terms of
Domestic, Import
Tick GR-Based Inv.Verification
check box, he supplies Goods or
Tick SR-Based Inv.Verification
check box, he supplies Services
R/O
R

INR
O
O
R
Domestic
Press
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Invoice posting to vendor through MM Module
Via Menu Navigation

Logistics > Materials Management > Logistics Invoice Verification >

Document Entry > Enter Invoice
MIRO
On screen Invoice Verification, enter information in the fields as specified in the table below:
Ensure Zero Balance

before posting
Purchase Order Number
Goods/
Services
Indicator
Base Amount as per PO
Field Name
Invoice Date
Posting date
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Description
The Vendor Invoice date
Date which is used when entering the
R/O
R
R


06.02.2010
06.02.2010

Accounts Payable
Page 31 of 58
Reference
Amount
Calculate Tax
Text
PO
Base Line Date
document in Financial Accounting or

Controlling
Vendor Invoice number or reference
Vendor Invoice Amount incl. Taxes
Tick check box to calculate the taxes
Narration
Vendor PO against which invoice is posted
Payment Base line date
O
R
O
O
R
R
1234
1,10,300
Tick Check box
Vendor Invoice Posting
PO No. 1200000017
06.02.2010
If Purchase Order Number not know, Press F4 to search the Vendor POs and you will
get below screen:
Field Name
Vendor
Company Code
PO Check Box
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Description
Vendor Number
Company Code
R/O
R
R
R
R


110040
1000
Tick PO Check Box

Accounts Payable
Page 32 of 58
Provide the relevant data and just press F8 or execute

of PO.
Button, there will be a screen for selection
Select the documents for the vendor for which the invoice is to be posted, it may be a single invoice or
multiple invoice or a single invoice for different materials.
Select the documents and press the Copy
After entering all the above details, Press
button.
button to check the entry. You will get the
following screen:
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Accounts Payable

Press
Post button to save and post the document. The system displays a message, as shown below,
confirming the posting and returns to a blank entry screen.
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Accounts Payable

7. Vendor Down Payment Clearing

In SAP, Open Item Management functionality activated for ZEEL/ZNL for Vendors, Customers and some
General ledger accounts viz ESIC, PF etc. With this functionally we can link the Outstanding invoice to
the payments. Whenever advance given to the vendor, we need to adjust the same against the invoice after
invoice posting. This we call as clearing of vendor down payments.
We 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.
Access the Clear Vendor Down Payments transaction by:
Via Menu Navigation

Document Entry Down Payment Clearing
F-54
On the Clear Vendor Down Payment: Header Data screen, enter information in the fields
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Field Name
Document Date
Document Type
Company Code
Posting Date
Period
Currency/rate
Reference
Doc. header text
Vendor Account
Number
Relevant Invoice
Fiscal Year
Assignment
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Description
Document Entry Date
Document type that the transaction to be
posted
Financial company code
The date to determine the period for the
transaction to be posted
Fiscal period in which transaction to be
posted
Document Currency
Enter the reference document number
Enter document header explanations or
notes
Enter the account number for vendor

R
06.02.2009
R
KA : Vendor Document
R
R
1000
06.02.2009
R
R
O
O
The proper period will default for the

entered posting date
INR
Not applicable
Down payment Clearing
110040
Invoice Document Number

O
Enter the relevant Fiscal Year
O
The assignment number is an additional
O
information reference field in the line item.

Enter Doc No.: 1500000036

2009
NA
Accounts Payable

After entering the above information, press

or press enter, system
display all the advances line items of the vendor will displayed as shown in the screen below:
Select Line item 3, which we want to clear, and press enter total amount will be updated with
Rs.1,00,000 as shown below screent:
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Accounts Payable

Then press Document Simulate as shown in below screen
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Accounts Payable

System will display the entry as show in below screen:
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Accounts Payable

At the time of posting this entry, system reverses the TDS entry because we deducted the
TDS at the time of advance posting and also at the time of Invoice posting. Also system
transfers the advance amount from Advance Vendors a/c (226000) to Vendor a/c (110040).
Press
posting and returns to a blank entry screen
8. Vendor Payment- Automatic Payment Program

SAP provides automatic payment programme (APP) functionality for making the payment to
all the vendors against their due invoice. To execute the payments program and print checks for the
payment run (This BPP will consist of two steps: the first step details the procedures for executing the
payment program, the second step which begins from 1.19 defines how to exclude an invoice from the
payment program) .
Before you can use the payment program, you need to define your house banks and the accounts at
your banks, the required payment methods and the payment forms. The standard system already
contains payment methods and payment forms. You can transfer them and adapt them to meet your
requirements.
Exclude an invoice from the payment program. Vendor invoices may be blocked at several levels.
The invoice may be blocked at the vendor master record level, the invoice document level, or
through the payment proposal. Blocking the vendor invoice will result in a valid open item that will
be blocked for payment in a payment run. The following process description details the procedure
for blocking/unblocking invoices through the payment proposal.
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Accounts Payable

Input - Required Fields

Run Date
Field Value / Comments

24.11.2009
Identification
RTX14
Company Code(s)
7000
Payment Method
Next Posting Date
25.11.2009
Vendor Number (s)

Program Variants
Test
Output - Results
Message That Your Payment
Identification has been saved.
Comments
Details have been saved for the run on <Run Date> <Identification>
Tips and Tricks

For todays date, use the keystrokes F4 followed by F2 instead of using the drop-down calendar
feature.
Use the standard system delivered payment methods and payment forms. Transfer them and adapt
them to meet your requirements.
The system, by default, shows the last successful payment run that was executed. Enter the
information for a new payment in run including a future date and a unique identifier to override this
default and create a new run to execute.
Procedure Steps
1.1. Access Create Automatic Payment transaction by:
Via Menu Navigation
Accounting Financial Accounting Accounts Payable Periodic

Processing Payments
F110
On screen, Automatic Payment Transactions: Status, enter the information as specified in the
fields in the table below:
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Accounts Payable

Field Name
Run Date
Identification
Description
Date on which the payments process is to be run.
User-definable identifier for the payment run.

R
06.02.2010
R
APP01
Select the Parameters tab.
On screen Automatic Payment Transactions: Parameters screen, enter the information
as specified in the fields in the table below:
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Accounts Payable
Page 42 of 58
Field Name
Company Codes
Description
Company (ies) for which the program is to be
run.
Documents Upto
Selects the documents posted upto given
date
Payment Method(s) Payment method(s) to be included in the
payment run.
Next Posting Date Date of the next expected payment program
run.
Vendor Number (s) Vendor(s) to be included in the payment
program run.
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R/O
R

1000
06.02.2009
25.02.2009
FROM 100000
TO 999999
Accounts Payable

Select the Additional Log tab.

On screen Automatic Payment Transactions: Additional Log, enter the information as
specified below:
Tick Due date check box.

Tick Check the Payment method selection if not successful box.
Tick Check the Line Items of the payment documents box.
Tick Vendors accounts to be processed can be quantified by designating the range in the
Accounts box.
SAVE
Click the Status tab
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Accounts Payable

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Accounts Payable

Click the PROPOSAL pushbutton.
Tick START IMMEDIATELY box and press enter

button. Praposal
will be created and on Status tab Payment proposal has been created
message will appear as shown in below screen
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Accounts Payable

To Review the Completed Payment Proposal created above:
Edit Proposal Display Proposal: The system will display a list of payments included
in the payment run as show in below screen
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Accounts Payable

OK for Payment
Exception: Not included for

payment
Blocked or otherwise, ineligible payments will be displayed as Exceptions. The payment

proposal may be printed or circulated to appropriate personnel, if approval is required prior to
actual payment.
To exclude an invoice from the automatic payment program, refer to section 1.19.
Once the payment proposal is run, all vendor accounts included in the proposal are locked.
That is, until the payment process is completed for this proposal, the vendor will be excluded
from any other payment proposal runs.
To change the status of the any line item, from payment to exception or from exception to
payment, double click on respective line item and make necessary changes. In this example
status of line item 1 of the above screen, will be changed from payment to exception (from
payment mode to Payment Block) as shown in below screen:
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Accounts Payable

Click on Payment Block and select the option blocked for payment as shown below screen :
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Accounts Payable

Press
to save the changes and go back. Status Tab will be update with message
Payment proposal has been edited and shown in below screen:
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Accounts Payable

After ensuring the payment proposal is ok, Click the Pushbutton

PAYMENT RUN. A pop-up window will be displayed to allow for input of
scheduling information. Click the Start Immediately and Press Enter.
Status Tab will be update with message Payment run is ready to be started. Press Enter
Status Tab will be updated with the message Payment run has been carried out as show
on below screen:
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Accounts Payable

When the status displays Payment Run has been carried out the payment run is
complete.
Note
At this point in the payment process, the system has created and posted a payment document
(general ledger entry) for each of the payments in the run.
The output of the payment run may be reviewed by choosing:

EDIT PAYMENT PAYMENT LIST, from the main status screen.
Financial document numbers will be displayed on the listing.
A payment list variant must first be created before the payment list can be executed.
Optional: for printing of checks
Click the PRINT OUT/DATA MEDIUM tab.
Enter the print program variants for the relevant programs.
For Check printing, enter a variant from options for program/report ZFR045_CHEQUEPRINT
For creation of variant for Print Out of the cheques, enter variant name for programme/report
ZFR045_CHEQUEPRINT as show in below screen:
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Accounts Payable

Press Maintain Variants button, On screen Maintain Variant: Report ZFR045_CHEQUEPRINT,

enter the information as specified below
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Accounts Payable
Page 53 of 58
Field Name
Company Code
Payment Method
House Bank
Account ID
Check Lot
Print Immediately
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Description
Financial company code
Method of payment to vendor like Cehque,
Draft, Bank Transfer
Bank from which payment to be made
Account Number from which payment to
be done
Cheque Lot
Cheque will be printed immediately

R
1000
R
C - Cheque
R
R
BNH01
BC128
R
O
1
Tick

Accounts Payable

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Accounts Payable

9. Vendor Payment with Check Printout

Trigger : Need to print a check without running the automatic payment program.
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, you may also just print the check for a payment, which has already been posted. This
may be necessary, for example, if a check is damaged during printing with the print program.
Input - Required Fields

Company
Payment Method
House Bank
Printer for forms
Document Date
Company Code
Posting Date
Currency
Bank account
Amount
Value Date
Vendor
Field Value / Comments

ZEEL/ZNL
C
BNH01
LP01
09.02.2010
1000/4000
09.02.2010
INR
10000
09.02.2010
Procedural Steps
Access the Create Manual Vendor Payment - System Generated Check transaction by:
Via Menu Navigation


Document entry Outgoing Payment Post + Print Forms
F-58
On the screen Payment with Printout: Header Data screen, enter information in the fields
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Accounts Payable

Field Name
Description
R/O
Company Code
Payment Method
House Bank
Check Lot Number
Company code
Payment method used to settle open items.
Bank Account from which payment to be paid
Enter a check lot number.
R
R
R
R
User Action and

Values
1000
C for Check
BNH01
1
Calculate Payment
Amount
Print Immediately
If tick the check box, it Automatically update the

check amount of check
Prints check immediately after posting the entry
Tick
Tick
Printer for Forms
Specify the printer on which the payment forms are

to be printed..
LOCL
1.1. Press Enter or press
button, On the screen Payment with Printout:
Header Data enter information in the fields specified in the table below:
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Field Name
Description
Document Date Date of the document.
Document Type Classifies the accounting
document
Company Code
Posting Date
Currency/rate
Document currency
Amount
The payment amount
Value Date
Vendor
The vendor account
number
Standard OIs
Standard Open Items
Additional
Selection criteria based
selections
upon
None
Amount
Others
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R
24.11.2009
R
Will default to KZ
R
R
R
R
R
R
7000
24.11.2009
INR
93100
Will default to current date
730020
R
R
Select
Enter selection

Comments
Accounts Payable

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Accounts Payable

Zee Entertainment Enterprises

Allwyn Tauro, Johnson T F & Venkateswarlu K

Zee Entertainment Enterprises

Allwyn Tauro, Johnson T F & Venkateswarlu K

Zee Entertainment Enterprises

1. Vendor Master Creation:

Accounting Financial Accounting Accounts Payable Master records

R/O/C User Action and Values

Zee Entertainment Enterprises

If you use external number

The company code associated with

Vendor specific data of Not to use

(R= Required, O= Optional, C= Conditional)

Press Enter button or Click on

to proceed to the next screen

Allwyn Tauro, Johnson T F & Venkateswarlu K

Zee Entertainment Enterprises

User Action and Values

Short name which is used to

Two digit country identifier

Two letter state abbreviation

Select from List

One letter language code

Press Enter or Click on

to proceed to the next screen

Zee Entertainment Enterprises

If the vendor is also a customer, use this

If the vendor belongs to a group, you can

R/O/C User Action and

to proceed to the next screen

Allwyn Tauro, Johnson T F & Venkateswarlu K

Zee Entertainment Enterprises

Press enter or Click on

to proceed to the next screen

Key under which bank data in the respective R

Indicator as to whether account is a checking R

R/O/C User Action and Values

Allwyn Tauro, Johnson T F & Venkateswarlu K

Zee Entertainment Enterprises

system should use

defined by role within

Additional specifications for the bank details O

The alternative vendors account number

If this indicator is set, you can enter address O

Specifies the permitted alternative payees for O

This field is used only if

Allwyn Tauro, Johnson T F & Venkateswarlu K

Zee Entertainment Enterprises

Field Name Description

Indicates the layout rule for the Allocation field in

to proceed to the next screen

R/O/C User Action and Values

001 = Posting Date

Allwyn Tauro, Johnson T F & Venkateswarlu K

Zee Entertainment Enterprises

Field Name Description

Define the tolerance

Different methods by which the vendor can O

Alternative The alternative vendors account number

Block key used to block an open item or an O

Tick check box

This indicator will only

to proceed to the next screen