Accounts Payable User Manual Ecc66

Accounts Payable-Processes
Financial Accounting
Version 01
OEL Project
SAP ERP Implementation ECC 6.0
Training Designed & Documented by
TABLE OF CONTENTS
1.
INTRODUCTION .................................................................................................................................................... 4
2.
COURSE OBJECTIVES ......................................................................................................................................... 4
3.
TARGET AUDIENCE ............................................................................................................................................. 4
4.
LEARNING OUTCOMES....................................................................................................................................... 4
5.
RELATED BUSINESS PROCESS.......................................................................................................................... 5
6.
VENDOR DOWN PAYMENT ................................................................................................................................ 6
6.1
DOWN PAYMENT REQUEST: ......................................................................................................................... 6
6.2
PAYMENT OF DOWN PAYMENT REQUEST:.............................................................................................. 9
6.3
CLEAR DOWN PAYMENT: ............................................................................................................................ 12
7.
INVOICES AND CREDIT MEMOS .................................................................................................................... 15
7.1
PARK VENDOR INVOICE: ............................................................................................................................. 15
7.2
PARK VENDOR CREDIT MEMO: ................................................................................................................. 19
7.3
DISPLAY PARKED DOCUMENT: ................................................................................................................. 21
7.4
CHANGE PARKED DOCUMENT : ................................................................................................................ 22
7.5
POST PARKED DOCUMENTS: ...................................................................................................................... 24
7.6
DIRECT POST AN INVOICE: ......................................................................................................................... 26
7.7
DIRECT POST A CREDIT MEMO:................................................................................................................ 29
8.
INVOICE VERIFICATION .................................................................................................................................. 32
8.1
LOGISTICS INVOICE VERIFICATION: ...................................................................................................... 32
8.2
CANCEL INVOICE DOCUMENT: ................................................................................................................. 36
9.
VENDOR PAYMENTS.......................................................................................................................................... 38
9.1
POST OUTGOING PAYMENT: ...................................................................................................................... 38
Business Process
Financial Accounting-AP_Processes
Created on
Created by
File Name
RP.OEL.FI.TM AP_PROCESSES-V01-14052008
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
- 2 -RP.OEL.FI.TM AP_PROCESSES-V01-14052
Page 2 of 72
10.
ACCOUNT CLEARING .................................................................................................................................... 41
10.1
CLEAR VENDOR ACCOUNT: ........................................................................................................................ 41
11.
CHECK MAINTENANCE & ANALYSIS ....................................................................................................... 44
11.1
MAINTAIN CHECK LOT: ............................................................................................................................... 44
11.2
DISPLAY CHECK REGISTER:....................................................................................................................... 48
12.
VENDOR ACCOUNT ANALYSIS ................................................................................................................... 50
12.1
DISPLAY BALANCES: ..................................................................................................................................... 50
12.2
DISPLAY/CHANGE LINE ITEMS:................................................................................................................. 53
12.3
INFORMATION SYSTEM: .............................................................................................................................. 56
13.
DOCUMENT ...................................................................................................................................................... 57
13.1
DISPLAY ............................................................................................................................................................. 57
14.
DOCUMENT REVERSAL ................................................................................................................................ 60
14.1
REVERSE SINGLE DOCUMENT: .................................................................................................................. 60
14.2
RESET CLEARED ITEMS: .............................................................................................................................. 62
15.
CLOSING ............................................................................................. ERROR! BOOKMARK NOT DEFINED.
16.1
VALUATE OPEN ITEMS IN FOREIGN CURRENCY: ................ ERROR! BOOKMARK NOT DEFINED.
16.2
BALANCES CARRY FORWARD: ................................................... ERROR! BOOKMARK NOT DEFINED.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 3 of 72
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
4.
AP Accountants
AP Supervisors
Chief Accountants
Finance Managers
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)
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 4 of 72
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).
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 5 of 72
6.
VENDOR DOWN PAYMENT
6.1
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:
Via Menus
Via Transaction Code
6.1.2
Accounting Financial Accounting Accounts Payable

Document entry Down Payment Request
F-47
On screen Down Payment Request: Header Date, enter information in the fields
as specified in the table below:
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 6 of 72
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
R/O/C
R
User Action and Values

Enter date
Will default to KA
4 character identifier of an
organizational unit within external
accounting.
Effective date of posting in the
ledgers.
Document currency
Enter company code
Will default to current date
Enter currency
Vendor Account Number
Enter account number
Indicator for a down payment request

with which the corresponding down
payment is to be posted later.
Enter special GL indicator

type
Comments
(Note: On above table, in column R/O/C: R = Required, O = Optional, C = Conditional)
6.1.3
Press Enter
6.1.4
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

Enter amount
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
Comments
07-06-2007
Zee
Page 7 of 72
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
Enter V0
Enter due date
Contains an explanatory text on the

line item.
Purchasing document reference
Enter relevant text
Mandatory field for all

types except non-trade
6.1.5
Press Enter or Select Green Check Mark
6.1.6
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.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 8 of 72
6.2
Payment of Down Payment Request:
To process a down payment, you will use the same transaction for any other payment:
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:
Via Menus

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.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 9 of 72
Field Name
Document Date
Doc. Type
Company Code
Posting Date
Currency/Rate
Vendor Account
Amount
Description
Date original document
was issued
Document type
classifies the
accounting document.
Company code ID
R/O/C
R

Enter appropriate date
Comments
Specify the proper company

code for this vendor
Effective date of
posting in the ledgers.
Payment currency
Accept default or specify

another date
Can be entered as a code
or a rate
Vendor account
number
Amount of the total
down payment
Will default to KZ
Special G/L Indicator
Will default if
previously
entered.
Will default to
current date.
Will default if
previously
entered.
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.
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.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 10 of 72
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
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 11 of 72
6.3
Clear Down Payment:

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:
Via Menus
6.3.2

Document entry Down Payment Clearing
F-54
On the screen Clear Vendor Down Payment: Header Data, enter information in the
fields specified in the table below:
Field Name
Document Date
Description
Document Entry Date
R/O/C
R

Enter document date
Document Type
The document type

classifies accounting
documents
Financial company code ID
Defaults to KA
Enter company code
Company Code
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
Comments
07-06-2007
Zee
Page 12 of 72
Posting Date
Effective date
Defaults to current date
Period
fiscal period
Enter the fiscal period
Currency/rate
Document Currency
Enter currency
Document
number
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
Enter doc. number to access

doc. number
You do not need to enter a

date unless the date in
question is not the same as
the document entry date.
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
Reference document number

contains the document
number for vendor
Enter doc. header
explanations or notes
Translation dte
Reference
Doc. header text
Vendor Account
Number
Relevant Invoice
R
O
Fiscal Year
Text
Enter the account number for

vendor
Enter the number of the
invoice the transaction
belongs to
Enter the relevant Fiscal Year
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)
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.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 13 of 72
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.
6.3.5
Once the document is reviewed, post the document by clicking on the

icon.
SAVE
NOTE: The system will return a document no. for the cleared vendor down payment.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 14 of 72
7.
INVOICES AND CREDIT MEMOS
7.1
Park Vendor Invoice:

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:
Via Menus
7.1.2

Document entry Document Parking Park Invoice
FV60
On the Park Vendor Invoice screen, enter the following information in the fields as
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 15 of 72
Field Name
Vendor
Description
Vendor account number
R/O/C
R
Invoice
date
Enter in the document date.
Posting
date
Reference
The date of posting.
Field allocated to any extra

numeric or name identifiers.
Amount/
Currency
Calculate
tax
Invoice Amount
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
Select this field, the system

calculates the taxes
automatically during
simulation or posting.
Mark this field to calculate Input tax.
Text
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
Enter text
This field can have a value default

in from the User Parameters
settings.
Amount
Amount to be debited to the

GL account
Tax Code
User can select input tax

code which starts with Y or
Z from drop down list.
Cost Center
Inter Order
Company
code
GL account
Cost Center
Order

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.
Comments
Enter input sales tax code.
R
R/O
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)
7.1.3
To reach the next screen click on the Payment Tab.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 16 of 72
To reach the next screen click on the details Tab.
Field Name
Baseline
Date
R/O/C
R

Enter Baseline date.
Payment
term
Payment
method
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
House is the branch from which the
Payment terms will default

from vendor master.
Take a drop-down and select
the appropriate payment
method.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
Comments
07-06-2007
Zee
Page 17 of 72
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

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
Area
business area.
appropriate Business Area.
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.
7.1.5
Click Simulate
7.1.6
Click the
R/O/C
C

Press F4 and choose
appropriate WHT code
Comments
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.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 18 of 72
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:

Document Entry Document Parking Park Credit Memo
FV65
Via Menus
7.2.2
On the Park Vendor Credit Memo screen, enter the following information in the
Field Name
Vendor
Description
R/O/C
R
Document
date

Enter vendor account number using
pull down menu
Enter in the date manually, use pulldown calendar, or use the F4-enter
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
Comments
07-06-2007
Zee
Page 19 of 72
Field Name
Description
R/O/C
Posting
date
Reference

Amount/
Currency
Calculate
tax
Credit Memo Amount

document reference numbers. This
is helpful as an additional document
search criterion, and can be used in
correspondence printing.
Enter amount
Select this field, the system

calculates the taxes
automatically during
simulation or posting.
Mark this field to calculate Input tax.
Text

on the line item.
will occur.
Enter text
This field can have a value default

in from the User Parameters
settings.
Amount

GL account
Tax Code
User can select input tax

code which starts with Y or
Z from drop down list.
Cost Center
Inter Order
Company
code
GL account
Cost Center
Order

shortcut.
Comments
Enter input sales tax code.
R
R/O
If expense is related to employee or

utilities than Statistical Internal order
is required
7.2.3
Fill in the remaining fields as mentioned in prior section
7.2.4
Click simulate
7.2.5
Click the
to view the parked document.
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.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 20 of 72
7.3
Display Parked Document:

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:

Document Parked documents Display
FBV3
Via Menus
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
7.3.3
Description
organizational unit within
external accounting.
Identifier for an accounting
document.
The year to which the park
document was created.
R/O/C
R

Enter company code.
Enter the parked document

number.
Enter the fiscal year.
Comments
Press ENTER to continue.
The requested document will be displayed.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 21 of 72
7.4
Change Parked Document :

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:

Document Parked Document Change Header
FBV4
Via Menus
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
Comments
R
Enter company code
Document
R
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
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 22 of 72
7.4.4
On the screen Edit Parker Document, make required changes
7.4.5
Click the SAVE
icon to post.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 23 of 72
7.5
Post Parked Documents:

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
7.5.1
Via Menus
7.5.2

Document Parked Documents Post/Delete
FBV0
On screen Post Parked Document : Initial Screen, enter information in the fields as
Field Name
Company
Code
Document
number
Fiscal Year
Description
document
Identifies the period for which
the company use to create its
balance sheet
R/O/C
R

Enter company code

number.
Comments
7.5.3
Press ENTER to advance to the next screen.
The next screen will be the document you selected. Change as required.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 24 of 72
7.5.4
Click the
SAVE icon to post.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 25 of 72
7.6
Direct Post an Invoice:

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
7.6.1

Document Entry Invoice
FB60
Via Menus
7.6.2
On screen Vendor Invoice Enter, enter the following information:
Field Name
Vendor
Description
R/O/C
R
Invoice
date
Posting
date
Reference


Enter vendor account number
using pull down menu
Enter in the date manually, use
pull-down calendar, or use the
F4-F2 shortcut.
document reference numbers.
This is helpful as an additional
document search criterion, and
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
Comments
07-06-2007
Zee
Page 26 of 72
Field Name
Description
R/O/C
Amount/
Currency
Text
Invoice Amount

can be used in correspondence
printing.
Enter amount

on the line item.
will occur.
Enter text
This field can have a value

default in from the User
Parameters settings.
Amount

GL account
Cost Center
Cost Center
Company
code
GL account
7.6.3
Click on the Details Tab

enter the following information:
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.
and
R/O/C
R

Enter text
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
Comments
Comments
07-06-2007
Zee
Page 27 of 72
7.6.4
Click on the Payment Tab

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
and
R/O/C
R

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
Click on Simulate
to view the document.
7.6.6
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.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 28 of 72
7.7
Direct Post a Credit Memo:

Similar to posting the Vendor invoice, credit memo can also be posted directly.
Procedural Steps
7.7.1

Document Entry Credit Memo
FB65
Via Menus
7.7.2
On screen Vendor Credit Memo Enter, enter the following information:
Field Name
Vendor
Description
R/O/C
R
Document
date
Posting
date
Reference

Amount/
Invoice Amount

Enter vendor account number using pull
down menu
Enter in the date manually, use pull-down
calendar, or use the F4-F2 shortcut.
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
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
Comments
07-06-2007
Zee
Page 29 of 72
Field Name
Currency
Text
Description
R/O/C

on the line item.
will occur.
Enter text
This field can have a value default in from

the User Parameters settings.
Amount

GL account
Cost Center
Cost Center
Company
code
GL account
7.7.3
Click on the Details Tab

and
Field Name
Description
R/O/C
Head text
The document header text contains

explanations or notes which apply to
the document as a whole, that is, not
only for certain line items.
Enter text
7.7.4
Comments
Comments
Click on the Payment Tab

and
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 30 of 72
Field Name
Baseline
Date
Terms of
payment
Discount
Description
going to calculate the due
date
Key for defining payment
terms composed of cash
discount percentages
document currency
R/O/C
R

Enter the baseline date as
agreed with vendor. (Ex. Invoice
Date or GR Date)
terms. Change if required using
the pull down menu
Comments
7.7.5
Click on Simulate
to view the document.
7.7.6
Review the invoice information. When the review is completed, post by clicking on
the save button
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 31 of 72
8.
INVOICE VERIFICATION
8.1
Logistics Invoice Verification:

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
8.1.1
Via Menus
8.1.2
Logistics>Materials Management>Invoice Verification>Logistics

Invoice Verification>Document Entry>Enter Invoice
MIRO
On screen Invoice Verification, enter information in the fields as specified in the

table below:
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 32 of 72
Field Name
Invoice
date
Posting
date
Reference
Amount
and
Currency
Tax code
Company
code
Purchase
order/sched
uling
agreement
Goods/Serv
ices Items
Logistics
Reference
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

Enter Document date
Posting date defaults to todays date
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.
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
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
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
Press ENTER to import PO information
8.1.4
Check that this is the PO you are relating the invoice to
8.1.5
Click on the Payment Tab:
8.1.6
Enter the following information:
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
Comments
07-06-2007
Zee
Page 33 of 72
Field Name
Baseline
Date
Description
going to calculate the due date
R/O/C
R
Terms of
payment
Key for defining payment terms

composed of cash discount
percentages
document currency
Discount
8.1.7
Click on Simulate

Enter the baseline date as agreed
with vendor. (Ex. Invoice Date or GR
Date)
terms. Change if required using the
pull down menu
Comments
to view the document
The following screen will appear to check your entry:
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 34 of 72
8.1.8
Review the invoice information.
8.1.9
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
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 35 of 72
8.2
Cancel Invoice Document:

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
8.2.1
Via Menus
8.2.2
On screen Cancel Invoice/Credit Memo: Initial Screen, enter information in the

Field Name
Invoice
Document
Number
Fiscal Year
Reversal
reason
Posting
date
8.2.3
Logistics>Materials Management>Invoice Verification>Logistics

Invoice Verification>Further Processing>Cancel Invoice
MR8M
Description
Number which uniquely identifies an
invoice document
R/O/C
R

Enter the invoice
document number
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
Enter the fiscal year
Date which is used when entering the

document in Financial Accounting or
Controlling
Reversal reason known

or via pull down menu
Enter Posting date
Comments
Cancel the invoice
Click the <Save> icon.

Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 36 of 72
Message Logistics Invoice Document ####/ (Fiscal Year) Cancelled is displayed.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 37 of 72
9.
VENDOR PAYMENTS
9.1
Post Outgoing Payment:

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:
Document Entry Outgoing Payment Post
F-58
Via Menus
9.1.2
On the screen Payment with Printout enter information in the fields as specified in
the table below:
Field Name
Description
R/O/C
Company Code
Company Code ID
Payment method
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
Select S for check

payment
enter a check lot num
Check lot
number
User Action and

Values
Enter Company Code
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
Comments
07-06-2007
Zee
Page 38 of 72
Field Name
Description
R/O/C
User Action and

Values
Comments
F110_PRENUM_CHC
K
Enter LP01
payment document number.

Alternate Form
Printer for Forms
Print
Immediately
9.1.3
Name of Form to print after

payment entry
Name of printer
Indicator specifying that the form
should be printed immediately.
Press
R
C
button to proceed to next screen
Field Name
Document Date
Description
Date of the document.
R/O/C
R

Enter date
Document Type
Classifies the accounting

document
Company Code ID
Will default to KZ
Enter Company Code
Currency/rate
Date used entering

document in Financial
Accounting or Controlling
Document currency
Enter currency
Account (Bank
data)
Amount
G/L cash/checking account

to be used.
The payment amount.
Select account number
Enter amount
Value Date
Transaction value date
Company Code
Posting Date
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
Comments
07-06-2007
Zee
Page 39 of 72
Field Name
Description
R/O/C
Account
(Vendor)
The vendor account number
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
To print the payment voucher use transaction ZPV after posting the payment.
9.1.8
To print the cheque use transaction ZCHEQ after posting the payment.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 40 of 72
10. ACCOUNT CLEARING

10.1 Clear Vendor Account:
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

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:
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 41 of 72
Field Name
Account
Description
Vendor Account Number
R/O/C
R
Company Code
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.

Enter the vendor account
number to clear or select from
the Drop Down Menu.
Enter company code
Defaults to current date
Enter currency
Clearing Date
Currency
Open item
selection
Normal OI
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
Comments
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.
Click if required
C
Additional
O
selections
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.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 42 of 72
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.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 43 of 72
11. CHECK MAINTENANCE & ANALYSIS

11.1 Maintain Check Lot:
Using this transaction, you will be able to enter the check lots number ranges in the system for
monitoring.
Procedural Steps
11.1.1 Access transaction by:
Via Menus

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
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
R/O/C
R

Enter company code
Comments
Enter house bank using the pull

down menu
Enter either
house bank or
bank key
07-06-2007
Zee
Page 44 of 72
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:
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 45 of 72
Field Name
Description
Lot Number
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
Check
Number
To
Last check number
R/O/
C
R

first check in your lot
last check in your lot
Comments
Enter your lot number
11.1.7 Press Enter.

The following screen will appear showing the new range you created.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 46 of 72
11.1.8 Click on the Save Icon.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 47 of 72
11.2 Display Check Register:

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

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
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
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
R/O/C
R

Enter company code
Comments
Enter house bank using the pull

down menu
Enter either
house bank or
07-06-2007
Zee
Page 48 of 72
bank key
Account ID
This ID together with the ID

for the house bank uniquely
defines a bank account.
Enter account ID using pull

down menu
11.2.3 Press Execute
Check Register is displayed
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 49 of 72
12. VENDOR ACCOUNT ANALYSIS

12.1 Display Balances:
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
Accounting Financial Accounting Account Payable
Account Display Balance
FK10N
Via Menus
12.1.2 On the screen Vendor Balance Display: enter the
Field Name
Vendor
Company
code
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
following information:

Enter vendor number
Comments
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)
12.1.3 Choose
Execute
12.1.4 The various tabs will shows the relevant information with regards to the vendor
account.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 50 of 72
12.1.5 For further details, click on the Special G/L tap
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 51 of 72
Note: If double click on any line item the system will display the line Item details.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 52 of 72
12.2 Display/Change Line Items:

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

Account Item Change
FBL1N
12.2.2 On the screen Vendor Line item Display: enter the following information:
Field Name
Vendor
Company
code
Description
A unique key used to clearly
identify the vendor within the
SAP system.
the company code
R/O/C
R

Enter vendor number
Comments

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)
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 53 of 72
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
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 54 of 72
You can only change the fields with the white background.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 55 of 72
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.
Information System Reports for Accounts Payable Reporting
Via Menus
From the menu you can run reports in regards to:
Vendor Balances
Vendors Items
Master Data
Payment Transactions
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 56 of 72
13. DOCUMENT
13.1 Display
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

Document Display
FB03
13.1.2 On screen Display Document: Initial Screen, enter information in the fields as
Field Name
Document
Number
Description
The document number is
unique per company code
and fiscal year
R/O/C
R
Company Code
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

You can specify the number
manually or
It can be determined by the
system from a pre-defined
area (number range)
Select the drop down arrow
to select from the available
choices.
Enter Fiscal year
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
Comments
07-06-2007
Zee
Page 57 of 72
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.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 58 of 72
To go to the next line item in the document click on the Next Item in List button
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 59 of 72
14. DOCUMENT REVERSAL

14.1 Reverse Single Document:
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

Document Reverse Individual Reversal
FB08
14.1.2 On screen Reverse Document: Header data, enter information in the fields as
Field Name
Document
number
Description
The document number of the
document to be reversed
R/O/C
R

Enter the document number.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
Comments
07-06-2007
Zee
Page 60 of 72
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
Select the drop down arrow to

view a list of available choices.

view a calendar.
Reason code for voiding a

related
check payment

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)
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.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 61 of 72
14.2 Reset Cleared Items:

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

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
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

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.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
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
07-06-2007
Zee
Page 62 of 72
reports regarding
previous years.
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
Description
Reason for reversing a
document.
R/O/C
R
Posting date
Date when a document is

reversed.
Posting
period
Period which corresponds to

the reversal date.

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.
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
Comments
07-06-2007
Zee
Page 63 of 72
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
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 64 of 72
> Session or use transaction SM35
16.1.2 Click on your session and press Process
Business Process
Created on
Created by
File Name
Last Printed on
Status
Final
Page no
Confidential
07-06-2007
Zee
Page 65 of 72

Accounts Payable User Manual Ecc66

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Accounts Payable User Manual Ecc66

Uploaded by

Copyright:

Available Formats

Accounts Payable-Processes

Training Designed & Documented by

COURSE OBJECTIVES ......................................................................................................................................... 4

TARGET AUDIENCE ............................................................................................................................................. 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

POST OUTGOING PAYMENT: ...................................................................................................................... 38

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 REVERSAL ................................................................................................................................ 60

REVERSE SINGLE DOCUMENT: .................................................................................................................. 60

RESET CLEARED ITEMS: .............................................................................................................................. 62

CLOSING ............................................................................................. ERROR! BOOKMARK NOT DEFINED.

BALANCES CARRY FORWARD: ................................................... ERROR! BOOKMARK NOT DEFINED.

At the end of this course, you should be able to know:

How to Request, Post and clear Down payment

RELATED BUSINESS PROCESS

The module integrates with the following modules:

VENDOR DOWN PAYMENT

Down Payment Request:

Access Vendor Down Payment Request transaction by:

Accounting Financial Accounting Accounts Payable

User Action and Values

Enter company code

Will default to current date

Vendor Account Number

Enter account number

Indicator for a down payment request

Enter special GL indicator

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

User Action and Values

The tax code represents a tax

Enter due date

Contains an explanatory text on the

Enter relevant text

Mandatory field for all

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

Press Enter or Select Green Check Mark

Review and Post the Down Payment

Payment of Down Payment Request:

Access the Post Vendor Down-Payment Screen by:

Accounting Financial Accounting Accounts Payable

User Action and Values