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Accounts Payable Enduser Training Manual

Accounts Payable Enduser Training Manual

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Published by: Biswajit Bhukta on Feb 06, 2012
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  • Course Overview: FI02 – Accounts Payable Accounting
  • 1: Course Introduction
  • 2. Curriculum
  • 1.1 Pre Requisite Training
  • 1.2 Finance Course Curriculum
  • 3. Business Processes Overview
  • 4: Business Impact
  • 3.1 Key Impacts
  • 3.2 Glossary
  • 5. Practical Component
  • 5.1: Unit 1: Finance Organizational Structures & Master Data in Accounts Payable
  • 5.1.1: Create Vendor Master – FK01
  • 5.1.2: Change Vendor Master Data - FK02
  • 5.1.3: Block/Unblock Vendor Master Data - FK05
  • 5.1.4: Mark Vendor Master Data for deletion – FK06
  • 5.2: Unit 2: Accounting Transactions in Accounts Payable
  • 5.2.1: Park Invoice – F-63
  • 5.2.2: Change Parked Document – FBV2
  • 5.2.3: Display a Parked Document – FBV3
  • 5.2.4: Post/Delete a parked Document – FV60
  • 5.2.5: Post Vendor Invoice – FB60
  • 5.2.6: Park/Edit Credit Memo – F-66
  • 5.2.7: Post Credit Memo – FB65
  • 5.2.8: Post Outgoing Payment - F-53
  • 5.2.9: Display Accounting Document – FB03
  • 5.2.10: Clear Vendor Account - F-44
  • 5.2.11: Reset Cleared Items - FBRA
  • 5.2.12 : Document Reversal (Individual Reversal) Document – FB08
  • 5.3: Unit 3: Advance Payments in Accounts Payable
  • 5.3.1: Down Payment Request – F-47
  • 5.3.2: Post Vendor down Payment – F-48
  • 5.3.3: Clear Vendor down Payment – F-54
  • 5.4: Unit 4: Automatic outgoing payment process & Check Voiding
  • 5.4.1: Automatic Payment Run Process – F110
  • 5.4.2: Voiding of Unused checks – FCH3
  • 5.4.3: Void Issued Checks- FCH9
  • 5.4.4: Cancel Check Payment - FCH8
  • 5.4.5: Display the Check Register – FCHN
  • 5.5: Unit 5: Correspondences & Foreign Currency Revaluation
  • 5.5.1: Vendor correspondence request – FB12
  • 5.5.2: Maintain Correspondence -F-61
  • 5.5.3: Foreign currency Revaluation procedure-FAGL_FC_VAL
  • 5.6: Unit 6: Vendor Reports
  • 5.6.1: Display Vendor Balances – FK10N
  • 5.6.2: Vendor Payment History with OI (Open Items) Sorted list

Saudi Arabian Airlines

SAP ACCOUNTS PAYABLE

FI_02 USER TRAINING MANUAL

2008 Version: 01

FI_02 Accounts Payable Version 1

1

Accounts Payables
Contents Course Overview: FI02 – Accounts Payable Accounting..............................................4 1: Course Introduction ..................................................................................................5 2. Curriculum ................................................................................................................6 1.1 Pre Requisite Training..................................................................................6 1.2 Finance Course Curriculum. ........................................................................6 3. Business Processes Overview..................................................................................7 4: Business Impact .....................................................................................................11 3.1 Key Impacts ...............................................................................................11 3.2 Glossary.....................................................................................................11 5. Practical Component ..............................................................................................12 5.1: Unit 1: Finance Organizational Structures & Master Data in Accounts Payable ..13 5.1.1: Create Vendor Master – FK01 ...............................................................14 5.1.2: Change Vendor Master Data - FK02......................................................17 5.1.3: Block/Unblock Vendor Master Data - FK05............................................18 5.1.4: Mark Vendor Master Data for deletion – FK06 .......................................20 5.2: Unit 2: Accounting Transactions in Accounts Payable.........................................22 5.2.1: Park Invoice – F-63 ................................................................................23 5.2.2: Change Parked Document – FBV2 ........................................................28 5.2.3: Display a Parked Document – FBV3......................................................29 5.2.4: Post/Delete a parked Document – FV60................................................30 5.2.5: Post Vendor Invoice – FB60 ..................................................................31 5.2.6: Park/Edit Credit Memo – F-66................................................................33 5.2.7: Post Credit Memo – FB65......................................................................35 5.2.8: Post Outgoing Payment - F-53...............................................................37 5.2.9: Display Accounting Document – FB03...................................................40 5.2.10: Clear Vendor Account - F-44 ...............................................................42 5.2.11: Reset Cleared Items - FBRA................................................................44 5.2.12 : Document Reversal (Individual Reversal) Document – FB08 .............47 FI_02 Accounts Payable Version 1 2

5.3: Unit 3: Advance Payments in Accounts Payable .................................................48 5.3.1: Down Payment Request – F-47 .............................................................49 5.3.2: Post Vendor down Payment – F-48 .......................................................51 5.3.3: Clear Vendor down Payment – F-54 ......................................................53 5.4: Unit 4: Automatic outgoing payment process & Check Voiding ...........................55 5.4.1: Automatic Payment Run Process – F110 ..............................................56 5.4.2: Voiding of Unused checks – FCH3 ........................................................61 5.4.3: Void Issued Checks- FCH9....................................................................62 5.4.4: Cancel Check Payment - FCH8 .............................................................64 5.4.5: Display the Check Register – FCHN ......................................................65 5.5: Unit 5: Correspondences & Foreign Currency Revaluation ................................66 5.5.1: Vendor correspondence request – FB12 ...............................................67 5.5.2: Maintain Correspondence -F-61.............................................................68 5.5.3: Foreign currency Revaluation procedure-FAGL_FC_VAL .....................70 5.6: Unit 6: Vendor Reports ........................................................................................73 5.6.1: Display Vendor Balances – FK10N ........................................................74 5.6.2: Vendor Payment History with OI (Open Items) Sorted list .....................76

FI_02 Accounts Payable Version 1

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Course Overview: FI02 – Accounts Payable Accounting Course Version: 2008 . 3. 4. Unit 1 : Finance organizational elements and Master data in Accounts Payable Unit 2 : Accounting Transactions in Accounts payable Unit 3 : Advance payments in Accounts payable Unit 4 : Automatic outgoing payments process & check voiding Unit 5 : Periodic processes Unit 6 : Vendor Reports FI_02 Accounts Payable Version 1 4 . 5. Understand the integration between FI-AP and other R/3 modules.Version 1 Duration 3 Days Course Goals At the completion of the course the delegates should be able to • • • • Understand the components of the SAP FI-AP Module. 2. 6. Understand the SAP terminology and vocabulary. Process business transactions and generate required reports. Target Audience • Financial accounting End users Prerequisites Essential • PC Literacy • SAP 01 Basics and Navigation Course • Knowledge of basic accounting Course Content 1.

document reversals. efts ( electronic funds transfers) and transfers The SAP system allows for the viewing of documents at each stage of processing which makes it easy to track a transaction from the beginning to the end and also make it easy to analyze the related documents as you can navigate from the initial document going back wards. accounts clearing. The starting point of the course will introduce the concept of Vendor Master Record’s creation and will give explanations with regards as to how they will relate to transactional processes.1: Course Introduction This course will focus on how SAP Accounts Payable module manages Vendor transactions and activities. adjustments and also assist in areas of internal and external reporting. document changing. The course will also touch on the structures of Vendor Master Record and their significance to processes that are critical to Accounts payables accounting in the recording of accounting transactions such as expenses. posting. Master records fields and their impact on transactional processing will also be under focus. During this course you will be taken through the steps of the creation of the Vendor Master Records execute transactional processes in areas of: parking. This is due to integration of modules in the SAP system FI_02 Accounts Payable Version 1 5 . reporting and processing of invoices for payment using various methods payments namely check.

2. Curriculum 1.1 Pre Requisite Training Course SAP 01 Content Sap Basics and Sap Navigation Training 1.2 Finance Course Curriculum. FI_01 FI_02 FI_03 FI_04 FI_05 FI_06 FI_07 GL Accounting Accounts Payable Accounts Receivable Fixed Assets Funds Management Bank Accounting FI Executive & Management FI_02 Accounts Payable Version 1 6 .

3. Business Processes Overview FI_02 Accounts Payable Version 1 7 .

FI_02 Accounts Payable Version 1 8 .

FI_02 Accounts Payable Version 1 9 .

FI_02 Accounts Payable Version 1 10 .

1 Key Impacts Business Process Impact 3.sa LAN : http://ahd. Credit notes into the SAP system Approval of Accounting Documents Creditors (those who provide us with services/goods) Cancellation 3.sv.4: Business Impact 3.net FI_02 Accounts Payable Version 1 11 .com.2 Glossary Terminology SAP Parking Posting Vendor Voiding Meaning Software being used for business processes : System Application Products Capturing /introducing a Vendor Invoice.3 Post Go Live Support Process Any queries: Contact Telephone: 4000 E-mail: ithelpdesk@saudiairlines.

with detailed instructions and notes. Practical Component The unit will focus on exercises that will help you learn how to apply the SAP Accounts Payable Business Tools to your Job. please feel free to stop the Trainer and ask questions FI_02 Accounts Payable Version 1 12 . If at anytime you have any questions. There are a series of exercises relating to Business Scenarios.5.

Much of its data is obtained from procurement (Materials Management).e. the creation. blocking and marking for deletion of a Vendor. There are various methods of creating the Vendor master records but before its creation there are requirements that need to be fulfilled first: Preparation of the new Vendor master request form Checking and verification of the form Checking the existence of the Vendor master record in the system Master data must be maintained centrally to ensure data integrity. Accounts Payable records all accounting transactions for dealings with suppliers. FI_02 Accounts Payable Version 1 13 .5. changing displaying.1: Unit 1: Finance Organizational Structures & Master Data in Accounts Payable This unit will look at Financial accounting organizational elements and how they relate to accounts payable master data maintenance i.

O. 1.1: Create Vendor Master – FK01 A new vendor master can be created if there is need for a new one and a vendor can be created for financial accounting only or centrally for both financial accounting and materials management. Click the Enter button to confirm your entries and continue.1. you are required to create a local vendor master record in your Company Code for Financial accounting only. The number will be generated by the system at the end of the exercise Code identifying a separate legal entity. To create a vendor master data .5.BOX 2333 75400 ALKHOBAR SA Enter your E-mail Address Values 5. Click the Enter button to confirm your entries and continue. Update the following required and optional fields: Field Name Vendor Description Code identifying the vendor account. 4. follow the menu path given below or use transaction code FK01 in the command field : Accounting → Financial Accounting →Accounts Payable → Master Data → FK01. Update the following required and optional fields: Field Name Name Address Postal Code City Country Email Name of the vendor Maintain the address of vendor Maintain the postal code of vendor City of Vendor The Country of the Vendor E-Mail address of the Vendor Description “Trainee xx Al-Khobar P. FI_02 Accounts Payable Version 1 14 .Create 2. Code used to determine the classification of the account (this data should appear automatically) Values Example: leave blank Company code Account group Example: 1100 Example: SA01 3.

SV01 Values CET Tick Chk Double Invoice Pmt adv. Update the following required and optional fields: Field Name Recon Account Sort Key Prev. Update the following required and optional fields: Field Name Ctry Bank Key Bank Account Account Holder Alternative Payee Description Country where the bank account is maintained Code which identifies the Bank Bank Account Number of the Vendor The name of the Account holder Enter only if Vendors payment can be redirected to another vendor account SA SABA01 123456xxx Trainee xx Example: leave blank or pick any account number Values 8. Click the Enter button to continue. Field Name Payt Terms Payment Methods. By EDI 11.Acct. Leave Customer field blank. Click the Enter button to confirm your entries and continue. Description Terms that determine how the vendor will be paid List of payment methods which may be used in automatic payment transactions Activates the checking of dual processing of the same invoice under Vendor accounts This indicator specifies that the customer/vendor should be sent all payment advice information by EDI. 7.no Description Vendors’ Reconciliation account updated through sub ledgers Direct posting not permitted) Determines the Document line lay out rules Enter the account number from the legacy system Values 2012100 002 123456 10. Click the Enter button to confirm your entries and continue.6. Click the Enter button to confirm your entries and continue. 9. FI_02 Accounts Payable Version 1 15 .

12. Click the Save button. Click on the Exit button screen. FI_02 Accounts Payable Version 1 16 . The message bar displays “Vendor number 1000XX was created in company code 1100”. 11. or press Shift+F3 to return to the SAP Easy Access The system task is complete.10.

Click the Save button.1.FK02 The Vendor has just changed his Address details you are required to make changes to the record. 6. A message will appear on the status bar: Changes have been made. button to confirm your entries and continue 5. Values Example: From exercise 1:-1000xx Example: 1100 3.2: Change Vendor Master Data . To change a vendor master follow the Menu Path or use transaction code FK02: Accounting → Financial Accounting → Accounts Payable → Master Records → FK02. Code identifying a separate legal entity.5. Update the following required and optional fields: Field Name Vendor Company code Description Code identifying the vendor account. Change the contents of the Box number field. 7. FI_02 Accounts Payable Version 1 17 . Click in the 4. 1. button or press Shift+F3 to return to the SAP Easy Access The system task is complete. Click on the Exit screen. 2.Change. 8. Click the Enter Check box.

Click in the Click the Save button or press Ctrl +S Check box. 1. you cannot clear any open items in it.1. 4.3: Block/Unblock Vendor Master Data . 2. Click the Enter button to confirm your entries and continue.5. “Changes have been made”. You need to block one of the vendor master records to prevent postings on this account. 3. FI_02 Accounts Payable Version 1 18 . A message will appear on the Status bar. To block/unblock a vendor master follow the Menu Path or use transaction code FK05: Accounting → Financial Accounting → Accounts Payable → Master Records → FK05-Block/unblock. 5. If an account is blocked. Click on the Exit button screen. 7. or press Shift+F3 to return to the SAP Easy Access The system task is complete. Update the following required and optional fields: Field Name Vendor Description Code identifying the vendor account Values Example: 1000xxx created in Exercise 1 Example: 1100 Company code Code identifying a separate legal entity.FK05 A vendor master record (for the same vendor) was created twice. Only block an account if there are no more open items in the account. 6.

Deselect Click on the Save it to allow postings. button or press Ctrl+S to update vendor master and unblock 11. Click on the Enter button or press Enter to unblock the vendor master record. FI_02 Accounts Payable Version 1 19 .TO UNBLOCK Enter Details as in line 2 of the blocking exercise above 8. 10. Click on the Exit screen. button or press Shift+F3 to return to the SAP Easy Access The system task is complete. 9. check box.

7. 1. Select the deletion. Click on the Enter button or press Enter.4: Mark Vendor Master Data for deletion – FK06 You cannot physically delete a Vendor master directly. Click the Enter button to confirm your entries and continue. 20 FI_02 Accounts Payable Version 1 . 4. Click on the Save check box.1. this record can be archived. After ensuring that no transaction is posted to this vendor account for a period of one fiscal year.Mark for deletion 2. 3. TO UNMARK Enter Details as in line 2 of the marking for deletion exercise above. To mark vendor master for deletion follow the menu path or use transaction code FK06: Accounting → Financial Accounting → Accounts Payable → Master Records → FK06. The message bar displays “Changes have been saved”. you can mark it for deletion. However. This process flags the vendor record for button or press Ctrl+S. 5. 6. In this exercise you need to mark vendor master for deletion and save your data.5. Update the following required and optional fields: Field Name Vendor Description Code identifying the vendor account Values Example: 1000xxx created in Exercise 1 Example: 1100 Company code Code identifying a separate legal entity. to update the vendor master.

FI_02 Accounts Payable Version 1 21 . check box to deselect.8. Click on the Save 10. Click on the for vendor record deletion. button or press Ctrl+S. button or press Shift+F3 to return to the SAP Easy Access The system task is complete. Click on the Exit screen. This process removes the flag 9. to update the vendor master.

Management of vendor accounts in terms of reconciliations will also be under focus. Trainees will learn how to use general and simple accounts payable transactions and also be able to provide up to date information on vendor accounts.5. FI_02 Accounts Payable Version 1 22 .2: Unit 2: Accounting Transactions in Accounts Payable The unit will introduce you to accounting transactions in accounts payable such as parking checking and approving invoices. It will also help in understanding how Accounts Payable records all accounting transactions for dealings with suppliers.

2. you can enter Invoice in the system without posting the Accounts Payable sub ledger.1: Park Invoice – F-63 Using this standard accounting function. that is. Date for posting to Ledger Invoice currency Vendor Invoice Number The document header text contains explanations or notes which apply to the document as a whole. Update the following required and optional fields. not only for certain line items. approved and posted to Accounts Payable. You can park an incomplete document. 1 To park vendor invoice follow the menu path or use transaction code F-63: Accounting → Financial Accounting → Accounts Payable→ Document Document Parking → F-63. the posting key with which the next document line item should be entered is specified.Park Document Entry → 2. In this field. Vendor # Today’s date Example : 1100 Today’s Date Example: SAR Example: Invoice # 123 Example : Voucher 1/2008 Values Posting Key Example : 31 Vendor Example: 1000xxx FI_02 Accounts Payable Version 1 23 . The PARKED Invoice is subsequently checked.5. Field Name Document Date Company Code Posting Date Currency Reference Doc Header Text Description Date of the invoice The company code is an organizational unit within financial accounting.

Click the Enter button to confirm the entries 4. 7. 5. 6. Enter 100 in the amount field for the First Item. Enter Text that describes the transaction in the text field.3. Enter Posting Key 40 in the PstgKey field. Enter General Ledger Account 50xxxxx being charged/ debited in the account field. FI_02 Accounts Payable Version 1 24 .

12. Enter a * (star) in the Amount field for the Second Item then press Enter to adopt the amount from the first line item. + (plus) in the Text filed then press Enter to adopt the text from the first line item. 10.8. 11. Enter I0 In the Tax code Field. Click the Enter button to confirm the entries 9. FI_02 Accounts Payable Version 1 25 . Enter 11111xx in cost centre field.

13. FI_02 Accounts Payable Version 1 26 . Click on the Document overview button.

15. or press Shift+F3 to return to the SAP Easy Access The system task is complete FI_02 Accounts Payable Version 1 27 . Click on the Exit button screen. 16. The system will display a message at the status bar: Document Number: 2500000xxx was parked in Company Code 1100 record this below.14. Click on the Save button or press Ctrl+S to park the invoice.

4. 5.2: Change Parked Document – FBV2 Parked Vendors’ invoices need to be verified before they are posted. Update the following required and optional fields. You are required to correct the document before posting. Click on the Enter button. Enter Trainee xx in the Reference field. A message will appear on the status bar: A preliminary posted document 25000000xx 1100 2008 has been changed. Click on the Exit screen is displayed. FI_02 Accounts Payable Version 1 28 . To change a parked document use the following menu path or use code FBV2: transaction Accounting → Financial Accounting → Accounts Payables → Document Entry→ Documents Parking →FBV2 – Park/Edit Invoice 2. 8. Change data in the text field Click on the Save button to record you changes. therefore errors can be corrected before being posted. The parked document number The fiscal year in which the parked document Values Example: 1100 Example: 2500000xxx Example : 2008 3.5. button or press SHIFT-F3 until the SAP Easy Access The system task is complete. A document had been parked but did not contain adequate text and also that there were no reference details entered on the document. 1. 7. Field Name Company code Document Number Fiscal Year Description Code identifying a separate legal entity.2. 6.

2. To display a parked document use the following menu path or use transaction code FBV3: Accounting → Financial Accounting → Accounts Payables Entry→ Documents Parking →FBV3 – Park/Edit Invoice → Document 2. the SAP system allows for the display of such documents so that this process can be fulfilled. Field Name Company code Document Number Fiscal Year Description Code identifying a separate legal entity. click on the Exit SAP Easy Access screen is displayed The system task is complete. button to display data. Update the following required and optional fields. button or press SHIFT-F3 until the FI_02 Accounts Payable Version 1 29 . The parked document number The fiscal year in which the parked document Values Example: 1100 Example: 2500000004 Example : 2008 3. Click on each tab To exit this transaction. 5. 4. Display the parked document 1.3: Display a Parked Document – FBV3 A parked document is subject to a verification process before it can be posted. Click on the Enter button.5.

button or press SHIFT-F3 until the 6.5. Select from menu Document→ Delete parked document. Field Name Company code Document Number Fiscal Year Description Code identifying a separate legal entity. FI_02 Accounts Payable Version 1 30 . To exit this transaction. You can choose to post the parked document in this environment or choose to delete it. In the SAP system a parked document can be deleted but once a document is posted it can not be deleted. Delete the parked document. click on the Exit SAP Easy Access screen is displayed. The parked document number The fiscal year in which the parked document Values Example: 1100 Example: 2500000xxx Example : 2008 3. Update the following required and optional fields. A message will appear on the status bar: Parked document 25000000xxx 1100 2008 deleted. 4. It will only be regularized by entering a reversal document. The system task is complete. 1. 5. Click on the Enter button. To delete a parked document follow the menu path or use transaction code FV60: Accounting → Financial Accounting → Accounts Payables → Document Parked Documents →FV60 – Post/Delete → You can choose from the menu Document→ Select parked document 2.4: Post/Delete a parked Document – FV60 A Vendors’ Invoice was parked twice for the same service however it was picked before it was posted.2.

Instances of when a vendor invoice will be posted by AP will be payments for electricity bills. reconciliation account).2.5. Payable → Document 2. Click on the Tab Enter new Payment terms SV01 ‘upon invoice presentation” Enter Payment method C. 3. 6. You can use this transaction to post the invoices that do not pass through Purchasing Department. telephone charges etc. Update the following required and optional fields for 1st line item Field Name Vendor Invoice date Reference Amount Text G/L Account D/C Amount In Doc Curr Text Cost Center Description Code identifying the vendor account Invoice date Additional document description Invoice Amount Description of line item The Account Being Charged or Debited Code identifying whether line item is a debit or a credit Amount to be posted for the line item Description of line item Cost Center Values Example: 1000xxxx Example: today’s date Example: Invoice Example: 500 Example: 5026110 Example: Debit Example : 500 or * Example : put a + sign Example : 15151130 4. 1. To post vendor invoice follow the Menu path or use transaction code FB60: Accounting → Financial Accounting → Accounts entry → FB60 – Invoice.5: Post Vendor Invoice – FB60 This transaction allows you to enter vendor invoices. Click on the button and Enter Company code 1100 in the field. In this exercise you will enter and post vendor invoice. 5. It creates postings in Accounts Payable Sub Ledger and updates also the relevant GL Accounts (e. FI_02 Accounts Payable Version 1 31 .g.

Click on the Exit screen. The system will display the number of the document generated by this Invoice.7. button or press Ctrl+S to post the invoice. record this below. 9. Click on the Click on the Save button to replicate an overview of a document before posting. button or press Shift+F3 to return to the SAP Easy Access Note: Please carry out all these steps once again in order to create another invoice for the following exercises. The system task is complete. Document Number: 2500000xxx was posted in Company Code 10. 8. FI_02 Accounts Payable Version 1 32 .

2. approved and posted to Accounts Payable. Field Name Document Date Company Code Posting Date Currency Reference Doc Header Text Description Date of the invoice The company code is an organizational unit within financial accounting. that is. is specified. Vendors normally issues credit notes when we return purchased goods or if we had overpaid them. you can enter a credit memo in the system without posting the Accounts Payable sub ledger.6: Park/Edit Credit Memo – F-66 Using this standard accounting function. Credit memos have the effect have reducing our liabilities under the vendor’s accounts. Date for posting to Ledger Invoice currency Vendor Credit Note Number The document header text contains explanations or notes which apply to the document as a whole. not only for certain line items.5. The Parked credit memo is subsequently checked. In this field.Credit Memo parking 2. 1 To park vendor invoice follow the Menu path or Use transaction code F-66: Accounting Document → Financial Accounting → Accounts Payable→ Document Entry → Parking → F-66. the posting key with which the next document line item should be entered. Update the following required and optional fields. Click the Enter button to confirm the entries FI_02 Accounts Payable Version 1 33 . Vendor # Today’s date Example : 1100 Today’s Date Example: SAR Example: Credit memo ref 123 Example : Voucher 2/2008 Values Posting Key Example : 21 Vendor Example: 1000xxx 3.

6.4. Click on the Document overview 12 Click on the Save button. Document Number: 2200000xxx was parked in Company Code 14. 7. The system will display the number of the document generated by this Invoice. Enter Text that describes the transaction in the text field. 5. Enter Posting Key 50 in the PstgKey field. Enter 100 in the amount field. Click the Enter button to confirm the entries 9. 8. record this below. FI_02 Accounts Payable Version 1 34 . Click on the Exit screen. button or press Shift+F3 to return to the SAP Easy Access The system task is complete. Enter * a star in the Amount field. button or press Ctrl+S to park the invoice. 10 Enter 111211xx in cost centre field 11. 13. Enter General Ledger Account 50261xx being charged/ debited in the account field.

Click on the button and Enter Company code 1100 in the field. Date that the business transaction occurred Credit note number. Amount to be posted to Indicator whether tax is to be calculated Represents the tax chargeable Description of line item The Account Being Charged or Debited Code identifying whether line item is a debit or a credit Document currency. (This is a direct posting exercise and has no relevance to the above exercise) 1. Description of line item Cost Center I0 Credit Memo Values Example: 1000xxx Example: today’s date Example: today’s date Example: Credit Memo 500 Example: 500 Example: 5026111 Example: credit Example: 500 Example : put a + sign Example : 11111130 4. but a user can change it. To post vendor credit memo follow the Menu path or use transaction code FB65: Accounting → Financial Accounting entry → FB65 . In this exercise you need to post the received vendor credit memo. 3. Text Cost Center Description Code identifying the vendor account Credit note date.2. You’ve asked the vendor to issue a credit memo to correct this mistake. On the main screen update the following required and optional fields: Field Name Vendor Document date Posting date Reference Amount Calculate Tax Tax Code Text G/L Account D/C Amount doc. FI_02 Accounts Payable Version 1 35 .5.curr.Credit memo → Accounts Payable → Document 2. Click on the Enter button to confirm the entries.7: Post Credit Memo – FB65 The vendor invoice you’ve posted in the previous exercise contains an incorrect amount. By default system proposes the Company Code currency. The vendor was invoiced for an excess amount.

Click on the Save 11. Ref (Fiscal Year) The fiscal year the invoice was created in Example: 2008 Values Example: 25000xxx Created in posting exercise 7. Entering the original invoice will copy the invoice details from the original invoice. Inv. record this below. Document Number: 2200000xxx was posted in Company Code 12. Click on the Exit button screen. Click on the Enter button to confirm the entries. 10. button or press Ctrl+S to post the invoice.5. Ref (Invoice) Description Enter the Document Number which refers to a original invoice. Update the following required and optional fields: Field Name Inv. The system will display the number of the document generated by this Invoice. Click on the button to replicate an overview of a document before posting. or press Shift+F3 to return to the SAP Easy Access The system task is complete. Imp Note:-This will facilitate in clearing the vendor account at a later point in time. FI_02 Accounts Payable Version 1 36 . 6 Click on the Tab. 8. 9. A message will appear on the status bar that Data was copied.

F-53 This functionality is used to process outgoing vendor payment but can only process single vendor accounts at any given time.post Document 2. not only for certain line items. that is. Invoices have been parked checked and approved (posted) process the payment.2. A request has been made for the processing of an urgent payment which can not wait for the normal payment run process.8: Post Outgoing Payment . Update the following fields under bank data box Field Name Account Description Account to be posted to Values Example: 1012991 FI_02 Accounts Payable Version 1 37 . To post an outgoing payment for a vendor account follow the menu path or use transaction code F-53 to complete the exercise: Accounting → Financial Accounting → Accounts Payable→ Entry → Other → Outgoing payment → F-53.5. Update the following required and optional fields Field Name Document Date Company Code Posting Date Currency Reference Doc Header Text Description Date of the invoice The company code is an organizational unit within financial accounting. 1. Today’s date Example : 1100 Today’s Date Example: SAR Values Example: invoice XXX Example : Voucher 2/2008 Clearing Text Example : Payment for xxxx 3. Date for posting to Ledger Invoice currency Vendor Credit Note Number The document header text contains explanations or notes which apply to the document as a whole. This text is copied into all clearing entries which are created within the current processing.

See screen below Scroll 8. through the remaining documents and select this document. button. To deselect the items first click the Select all . Values Example:1000xxx box. Double click on the SAR Gross field for each of those items to be cleared. You will need to select one or more documents to balance this clearing. Update the following required and optional fields under Field Name Account Account Type Description Vendor Account to be cleared The account type determines whether the general ledger or one of the sub ledgers is used. 6. All the open items are now deactivated (they are no longer highlighted in blue). This is a date at which the payments will be honored by the bank Example : 1000 Today’s Date Values 4. Note: The system will highlight these items in blue. All open items are selected by default. Now you need to choose and select the items you want to clear.Field Name Amount Value Date Description Amount to be paid in total The value date is used in bank accounts and bank sub-accounts. 9. 7 Then click Deactivate Items button. When the value of the field not assigned is equal 0 and you can clear open items. Click on the button. Example: K ( default Value) 5. FI_02 Accounts Payable Version 1 38 .

or press Shift+F3 to return to the SAP Easy Access The system task is complete. Document Number: __________________________________________________ 11. You can check your document before postings. click the Save button. The message bar displays: “Document 2600xxxx was posted in company code 1100” – record this number below. 10.8. FI_02 Accounts Payable Version 1 39 . To post your entries. Click on the Exit button screen. 9. Select Document→Simulate.

This function will you allow to quickly address queries pertaining to individual invoices/ documents 1. simply double click on it. You are required to display a Vendors’ document. The system will display a take you to document overview: FI_02 Accounts Payable Version 1 40 . The system will display a screen where you can enter your search criteria: Update the following required and optional fields: Field Name Company Code Fiscal year Document type Posting date Description The company code is an organizational unit within financial accounting.9: Display Accounting Document – FB03 Documents entered in the system can be viewed as and when they are required. Fiscal year number Code identifying the method that the system uses to process the transaction Date that the business transaction occurred Values Example:1100 Example: 2008 Example: KR Example: 5. To display your document. The system will display a list of documents that fulfill your criteria: 7. If you know the required document number. click Button to search for documents: 3.5. If you don’t. To display G/L (general ledger) document follow the menu path or make use of the transaction code FB03: Accounting → Financial Accounting → Accounts payable FB03-Display → Document → 2.2. 6. enter it in the field “Document number”. 4. Click Execute button to start searching.

Or from the initial screen display Vendor Document 1. 2. 3. 4. 5. Enter the Document number you have on hand Enter the Company Code 1100. Enter the Fiscal Year 2008 or leave field blank. Click on the Enter Click on the button to proceed. button to change you screen view.

Note: the system will show you more fields not shown under entry view and you can be able to and a change your document from this document display screen

6. 7. 8. 9.

Click on the menu Document → Display< >Change Click on the Document header button if you want to change header details

Identify fields that can be changed and change header text Analyze it and Click on the Enter Continue/Confirm displayed document header sub screen. To store your changes in the document, click save To exit this transaction, click on the Exit SAP Easy Access screen is displayed. The system task is complete. button button to leave the

10. 11.

button or press SHIFT-F3 until the

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5.2.10: Clear Vendor Account - F-44

The function allows you to clear open items on Vendor account. You have to identify open items that can be matched in terms of debits and credits. In this exercise you need to clear open items on the Vendors’ account.

1.

To clear open items on Vendors’ account follow the menu path or use transaction code F-44 to complete the exercise: Accounting → Financial Accounting → Accounts Payable → Account → F-44 – Clear

2.

Update the following required and optional fields:
Field Name Account Clearing date Description Code identifying the Vendor account Date when you want the transaction to be cleared. It is used later in a header of a clearing document. Number of the company code that the Vendor belongs to Currency code. Values Example: 100xxx Example: today’s date

Company code Currency

Example: 1100 Example: SAR

Note: You can clear also the transactions posted in different currencies. The system will automatically calculate and post exchange rate differences. 3. Click the Enter entered criteria: button .The system will display open items that fulfill previously

4.

All open items are selected by default (later in this instruction how to change default system settings). To deselect the items first click the Select all button.

5.

Then click Deactivate Items button. All the open items are now deactivated (they are no longer highlighted in blue). Now you need to choose and select the items you want to clear. Double click on the SAR Gross field for each of those items to be cleared. 42

6.

FI_02 Accounts Payable Version 1

7.

You will need to select one more document to balance this clearing. Scroll through the remaining documents and select this document. Note: The system will highlight these items in blue. When the value of the field not assigned is equal 0 and you can clear open items. See screen below

8. 9.

You can check your document before postings. Select Document→Simulate. To post your entries, click the Save system stored a clearing document. button. No “real” posting took place, but the

10.

The message bar displays: “Document 11000xxxx was posted in company code 1100” – record this number below. Document Number: __________________________________________________

11. Click on the Exit button screen.

or press Shift+F3 to return to the SAP Easy Access

The system task is complete.

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43

2.Reset Cleared Items Payables → Document → 2. Click on the Save button or press Ctrl+S to post the resetting FI_02 Accounts Payable Version 1 44 . To reset cleared items follow the Menu path or use transaction code FBRA to complete the exercise: Accounting → Financial Accounting → Accounts FBRA .FBRA A posting with clearing had been made to a wrong Vendor Account due to similarities in names therefore the outgoing payment document has to be reversed to enable the correct transaction to take place. and then reset the cleared document.11: Reset Cleared Items . Note: An Accounting Document that contains line items have cleared been can not be reversed it requires that the cleared items be reset first. 4. Update the following required and optional fields: Field Name Clearing document Company code Fiscal year Description Number of the document to be reset Code identifying a separate legal entity. Fiscal year number Values Example: Example: 1100 Example: 2008 3. In this exercise you’re going to display the clearing document and its line items. button to display documents cleared by the clearing operation: 6.5. 5. 1. The system will display all the accounts involved in clearing operation: Click the Continue Click the Items button to continue. Click the Accounts button.

Otherwise the above resetting transaction is complete. A screen reversal of clearing Document will be displayed with 2 (two) options to select from.Resetting and reversing will reset the cleared line items and also reverses the clearing document 8.e. For you to carry out a transaction where you are going to select on resetting and reversing you have to start with a new document. If you choose to Click on Resetting and Reversing button you will proceed as follows FI_02 Accounts Payable Version 1 45 . The clearing document will also be found under the open items of the Vendor Account and must be removed from this environment by the reversal process. open item stage. Click on Only Resetting button Note: only resetting will remove the clearing document from the cleared document and restore it to its pre-clearing state i. A message will appear on the status bar clearing document 26000000xxx reset. .7.Only Resetting will remove the clearing from the document that was cleared and changes the documents’ status from cleared item to open item .The clearing document also changes status to an open item and this has effect on the overall Vendor Account. 9. . Click on the Exit button or press Shift+F3 Note: If you choose the later button the system will reset and reverse the clearing document in one transaction.

FI_02 Accounts Payable Version 1 46 . A message will appear that document 9000000xxx was posted in company code 1100. Enter 01 in the Reversal Reason field. Click the Continue reset will appear. Click on the Exit screen.1. 2. button. A message clearing 3. 4. button or press Shift+F3 to return to the SAP Easy Access The system task is complete. 5.

follow the menu path or use transaction code FB08: Accounting → Financial Accounting → Accounts Receivable Reverse → FB08 . 5. Click the Back Click on the Save button or F3. or press Shift+F3 to return to the SAP Easy Access 7. button or press Ctrl+S. Click on the Exit button screen. → Document → 2.12 : Document Reversal (Individual Reversal) Document – FB08 Sometimes posted document contains incorrect information. FI_02 Accounts Payable Version 1 47 . A document to be reversed can not include already cleared items.5. This function allows you to reverse an incorrect document. Update the following required and optional fields: Field Name Document no. you need to reset all cleared items before posting a reversal. To reverse a document. The system task is complete. If you want to reverse document that was already cleared. unlike resetting clearing documents which only allow resetting one clearing document at a time. The reason the document will be reversed. 1.Individual Reversal. Click the Display document before reversal press F5. Reversal Reason Description The document that is to be reversed. Values Example: Example: 01 3. button or 4. There is also a function that allows mass document reversal (Transaction code). 6. The system will post a reversal document and a message will appear on the status bar "Document 90000000xxx was posted in Company code 1100.2.

5. FI_02 Accounts Payable Version 1 48 .3: Unit 3: Advance Payments in Accounts Payable This unit will focus on how down (advance) payments will be handled from request to payment. The unit will also show the differences between processing normal and advance payments.

T=Petty Cash Re-imbursement=Payment request 3. Update the following required and optional fields: Field Name Amount Calculate Tax Description Amount of the line item the system calculates the taxes automatically Values Example: 500 FI_02 Accounts Payable Version 1 49 . To enter down payment request follow the Menu path or use transaction code F-47 to complete the exercise: Accounting → Financial Accounting → Accounts Payable → entry → Down payment → F-47 –Request Document 2.5. 1.e. Description Code identifying the vendor account Special GL transaction code. Description Date the transaction occurred Document type Code identifying a separate legal entity. Values Example: today’s date Example: KA Example: 1100 Example: today’s date Example: SAR Example: down payment Example: 1000xxx Example: Select the appropriate indicator i. In this exercise you need to create a down payment request. Click the New item button to enter Down Payment line item: 4.3. Update the following required and optional fields: Field Name Document date Type Company code Posting date Currency/rate Reference Account Trg. You determine the special G/L indicator for a down payment request in this field with which the corresponding down payment is to be posted later. R=POS & Contracts=Security Deposits/Guarantees.G/L ind.1: Down Payment Request – F-47 Down payment request function does not create posting but only stores information in the systems that can be used later to post a “normal” down payment manually or using the automatic payment program.sp. Date that the business transaction occurred Code identifying the currency used in the transaction Doc.

The system task is complete.Due on Date when the down payment is due Example: today’s date 5 6. A message will appear on the status bar informing you that”Document 210000000xx was posted in company code 1100”. 7. 10. Click on the Exit screen. button or press Shift+F3 to return to the SAP Easy Access 11. button to display a document before posting: button to post the down payment request. Click the Enter Click the Overview Click the Save button to confirm your entries. FI_02 Accounts Payable Version 1 50 .

To post a down payment for vendor follow the Menu path or transaction code F-48: Accounting → Financial Accounting → Accounts Payable → Document entry → Down payment → F-48 . Update the following required and optional fields Field Name Document date Type Company code Posting date Currency/rate Reference Account Special G/L ind Account Amount Description Date the transaction occurred Document type Code identifying a separate legal entity. 4. Select the Down payment request number created in the previous exercise.Down payment 2. by selecting the row containing the document number like by clicking anywhere on that row. You can use an existing down payment request to post the down payment. FI_02 Accounts Payable Version 1 51 .2: Post Vendor down Payment – F-48 A down payment is an advance payment for a service or goods and down Payment is a function that allows you to post the document to an alternative GL account instead of “normal” vendor’s reconciliation account. In this exercise you need to post a vendor down payment 1. Code identifying the vendor account Enter here required special GL transaction code Bank account number Amount of the line item Values Example: today’s date Example: KZ Example: 1100 Example: today’s date Example: SAR Example: down payment Example: 1000xxx Example: E Example: 1012991 Example: 500 3. Click the Requests button.3.5. Date that the business transaction occurred Code identifying the currency used in the transaction Description of the Reference.

5. Click on the Exit button screen. In this example we have posted SAR 500 for Down payment and invoice will also be posted with same amount. The message bar displays “Document 260000000xx was posted in company code 1100” Note: Before proceeding to clear down payment you are required to post Vendor Invoice (FB60) so that invoice and down payment can clear. Click on the Save button to post the down payment. In case if the invoice amount is more than down payment then rest of the balance will be paid through normal payment and the clearing will automatically take place for the balance 8. or press Shift+F3 to return to the SAP Easy Access The system task is complete. The system will display a document 6. 7. FI_02 Accounts Payable Version 1 52 . Click on the overview: button.

g. Update the following required and optional fields: Field Name Document date Type Company code Posting date Currency/rate Reference Account Invoice Line Item Fiscal year Description Date the transaction occurred Type of accounting document Code identifying a separate legal entity. Date that the business transaction occurred Code identifying the currency used in the transaction Additional document description Code identifying the vendor account Enter here an invoice number you want clear a down payment with Enter here the line item number you want clear a down payment with Fiscal year number Values Example: today’s date Example: KA Example: 1100 Example: today’s date Example: SAR Example: down payment Example: 1000xx Example: See Invoice List Example: 1 Example: 2008 Note: If you don’t know the vendor invoice number. You can use it e. 1. button) and display the vendor open items FI_02 Accounts Payable Version 1 53 .g. to clear a down payment (posted with special GL transaction) with another vendor document (e.3. you can open another SAP session (Press Create New Session – transaction code FBL1N. vendor invoice).5.3: Clear Vendor down Payment – F-54 This function allows you to post a clearing document manually. In this exercise you need to clear vendor down payment with an invoice. To clear Vendor Down Payment follow the Menu path Use transaction code F-54 to complete the exercise: Accounting → Financial Accounting → Accounts Payable → Entry → Down Payment → F-54 Down Payment Clearing Document 2.

Select the Down payment request number used in the previous exercise. Double click on this line. 8. button or press Shift+F3 to return to the SAP Easy Access The system task is complete. Click on the Exit screen. 9. Click the Enter button to confirm your entries. 10. in the field Transfer posting. the newly posted clearing document is still outstanding and you need to clear it with the invoice using the account clearing process (Transaction F-44). 5. 14. (Side scroll to the right to see this entry) 7. The system will enter the amount 6.4. Line item 002 is highlighted in blue. (Please confirm the information message that appears on the status bar with enter) 12. Click on the button to process down payments. Enter Text describing the down payment. 11. by and by clicking selecting the row containing the document number like anywhere on that row. Some additional data must be entered. The message bar displays “Document 21000000xx was posted in company code 1100” This transaction clears only down payment posting and stores information in the system which amount of the invoice was cleared. Click the Save button. Click the Save button to post a clearing document. Click the Enter button to confirm your entries. 13. To Display/Change Vendor Open Items execute Transaction FBL1N . As you can see. FI_02 Accounts Payable Version 1 54 .

FI_02 Accounts Payable Version 1 55 . posting of orders and printing of payment media. scheduling proposal.5. editing the proposal scheduling the run.4: Unit 4: Automatic outgoing payment process & Check Voiding Trainees will be able to process or execute an automatic payment run process and understand whole automatic process from entering parameters. Trainees will be able to identify differences between a manual payment process and the automatic payment run.

5.999999 FI_02 Accounts Payable Version 1 56 . reviewing and editing payment proposal and execution of the actual payment run. Vendor accounts to paid Values Example : Today’s’ date Example: Today’s Date Example: 1100 Example: CE Enter next date of payment Example : 100000 . Periodic 2. Update the following required and optional fields. To execute a payment run process follow the menu path or use transaction code F110: Accounting → Financial Accounting → Accounts Payable → processing → F110– Payments. 4. Update the following required and optional fields: Field Name Posting Date Docs entered up to Company Codes Payment Methods Next P/Date Vendor Description Date which is used when entering the document in Financial Accounting This specifies the date up to which open items are taken into account during processing Company code which are to be processed List of payment methods that should be used in the payment run The date when the next payment run is scheduled.4. 1. The process involves posting to relevant sub ledgers and the general ledger but this happens through an automated process which involves selection of Vendors with open items that are due.1: Automatic Payment Run Process – F110 This SAP functionality allows for the clearing of Vendors’ Account line items that are due for payment. Click on the tab. Field Name Run Date Identification Description The run date is used for identifying the parameters Freely definable the identification to distinguish between several runs with the same run date Values Example: Today’s Date Example: SV001 3.

6. Click on the button repeatedly the prior message will be updated and now reads Payment proposal has been created. 14. button. 17. button.5. Click in the Click in the Click in the Click on the check box. program will appear on the 13. data medium tab. 18 19. Click on the tab. Enter SAMBA_CHQS in the variant field against Click on the Save A message status bar Click on the Back button. 11. check box to schedule your proposal. 16. 15. 10. A message will appear in the status box: Parameters have been entered Click on the Click in the Click on the Schedule button. 12. 7. FI_02 Accounts Payable Version 1 57 . 8. A message will appear in the status box: Proposal is ready to be started. 9. check box check box.

XX completed" Click on the Payments button to view log. check box to schedule your payment run. Double click on the record for a breakdown of the component documents Click on the Back button twice to return to the Status tab. 29. The screen will list the accounts cleared. Click on the be displayed.20. 30. A pop up screen will 27. 25. button repeatedly until You will be returned to the status tab. “F110-20080503-SVxxx Payment run” This screen indicates that the payment program ran successfully and Financial Accounting documents created in company code 1100. Then button. a detailed log will be displayed. Click on the Select the Schedule button to schedule the payment run. Click on the Display button to view the proposal list. 23. The green traffic light on the “Indicator: Payment/Exception” field indicates that there are no errors. 31. 21.e. FI_02 Accounts Payable Version 1 58 . the clearing documents and the related amounts. 24.Proposal Display log. 22. Click the Back button to return to the Status tab 26. 28. To display the proposal log Got to Edit . Click on the the message “Payment run has been carried out” and "Posting orders: XX generated. Then double click on your job name within a pop screen that comes up i.

35. button for 39. The system will display the below screen showing you the details of your job. The job will appear with the status finished in green implies that the job has been correctly executed Click in the Check box against your Job log then click details of the job execution. Click the Schedule Print button. The payment media will now be created. Replace the (Question mark)? With A1 or any character you prefer. Click the Back button to return to the Status tab 33.32. Click the Enter icon. FI_02 Accounts Payable Version 1 59 . Select the ‘Start Immediately’ option on the Schedule print popup box. A message will appear on the status bar 34. SAP will return you to the status screen. Select from the menu System Own Jobs: 37. To view the Job Log proceed as follows: 36. 38.

44. button or press Shift+F3 to return to the SAP Easy Access The system task is complete. Click on the Print immediately button to start your actual printing. Click on the Display Contents button. Individual Checks together with the remittances will be displayed it’s always advisable to have a print preview before executing the printing function. Click on the button. Click in the Check box against your spool for checks. 45. Click on the Back button 41. Click the Back button. 43. FI_02 Accounts Payable Version 1 60 . Click on the Exit screen. 47. Note: Before you command the printing make sure that your checks are properly aligned and the correct leaf of the pre-numbered check is at the beginning.40. 46. 42.

FI_02 Accounts Payable Version 1 61 . Enter 000xxx the Check(s) to be cancelled in the Check number field from – to fields.4. 8. 5. 10. A message will appear on the status bar: Checks 000xxx to 000xxx have been voided. 3. destroyed etc.5. stolen. 1. Enter SA001 in the House Bank field. Enter 08 in the Void reason Code. Enter CA01 Account ID field. 6. Click on the button. 9. Enter 1100 in the Paying company code field. 7. To cancel unused checks follow the menu path or use transaction code FCH3: Accounting → Financial Accounting → Accounts Payable→ Environment → Payments → Check information→ Void → Unused Checks 2.2: Voiding of Unused checks – FCH3 Checks can be cancelled before they are printed due to various reasons: Soiled. 4. Click on the Enter button to confirm your entries. Click on the Exit screen.numbered checks in the check lot. button or press Shift+F3 to return to the SAP Easy Access The system task is complete. These reasons warrant the cancellation in order to maintain the correct sequence of pre.

Check and please satisfy yourself that it is the correct check to be voided/cancelled FI_02 Accounts Payable Version 1 62 . 4. Click on the Enter button to confirm your entries.Issued Checks. Enter CA01 Account ID field.5. 7. 8. Enter 1100 in the Paying company code field. Enter 000xxx the Check number field.3: Void Issued Checks. Enter 04 in the Void reason Code. → 2. Click on the button to display the check you are about to cancel.4. Enter SA001 in the House Bank field.FCH9 This function allows you to cancel a Check that was issued to a vendor and was not presented to the bank until it went stale. To cancel check that would have been issued follow the menu path or use transaction code FCH9: Accounting → Financial Accounting→Accounts Payable→Environment Payments →Check information→ Void → FCH9. 6. 5. 3. 9. 1. The details of the check you about to cancel will be displayed.

Click on the Exit screen. The Check line items will be displayed. 13. button or press Shift+F3 to return to the SAP Easy Access The system task is complete. Click on the Back button twice.payment document not reversed. Click on the button 11. 12. FI_02 Accounts Payable Version 1 63 .10. 15. A message will appear on the status bar: Checks 000xxx voided . 14. Click on the button.

10. 7. stolen destroyed and these reasons warrant the cancellation in order to maintain the correct sequence of pre. Enter 01 in the Reversal Reason Field Click on the Enter Click on the button to confirm your entries.5. 4. 6. Enter CA01 Account ID field. Enter 07 in the Void reason Code field.numbered checks in the check lot. FI_02 Accounts Payable Version 1 64 . reverse document 9000000xxxx. button. This functionality allows for the cancellation of the Check and at the same time reversing the clearing document. Click on the Exit screen.4. 1. 8. A message will appear on the status bar: Payment for check 0000xx was cancelled.4: Cancel Check Payment .FCH8 Checks can be cancelled before they are printed due to various reasons: Soiled. button or press Shift+F3 to return to the SAP Easy Access The system task is complete. Enter 000xxx the Check to be cancelled in the Check number field. 11. 3. Enter SA001 in the House Bank field. To cancel checks as well as the reversing clearing documents follow the menu path or use transaction code FCH8: Accounting → Financial Accounting→Accounts Payable→Environment→Check information→ Void → FCH8 – Cancel payment 2. 9. 5. Enter 1100 in the Paying company code field.

voided (cancelled).4. FI_02 Accounts Payable Version 1 65 . 7. → 2. Enter SA001 in the House Bank Field. Click on the Execute button. To display a check register follow the menu path or use transaction code FCHN: Accounting → Financial Accounting → Accounts Payable → Environment Check information → Display → FCHN – Check Register. 4. Select Radio button if you want to view a check listing only or Select Radio button if you want to view a check listing which includes the list of documents that make up the payment.5. Enter CA01 in the Account ID (Account Identification). 6. yet to be presented to the bank for payment and those that have just been printed. It lists those that were cashed. 1. Click on the Exit screen. 3. Enter 1100 in the Paying Company Code field. 5. button or press Shift+F3 to return to the SAP Easy Access The lesson is complete.5: Display the Check Register – FCHN You can use this transaction to view a list of checks.

5.5: Unit 5: Correspondences & Foreign Currency Revaluation The unit will introduce you the functions that are carried out to periodically such generating account statements and month end and year end procedure However. a more detailed course FI_06 on Financial Closing & Reporting will help you have broader view in foreign currency revaluation and its implications to financial reporting FI_02 Accounts Payable Version 1 66 .

1.5. Click on the Exit screen. 4.5.2008 6. Payment notice with line items. A message will appear on the status bar: Account Statement was requested. 8. button or press Shift+F3 to return to the SAP Easy Access The system task is complete.05. 7.1: Vendor correspondence request – FB12 Correspondence are business documents such as Vendor account statements.04. Click on the button. Enter 1100 in the Company Code Field. Update the following required and optional fields: Field Name Vendor Postings from Postings to Description Account for Vendor Start Date to your Selection End date to your Selection Values Example: 100xxx Example: 13. 3. Payment notice to legal department These documents can be requested and be printed any time but are usually printed at the end of the month. 5.Request Payable →Account 2. Payment notice to accounting department. Double Click on SAP06 Account Statement. FI_02 Accounts Payable Version 1 67 .2008 Example: 13. Click the Enter button. To process a request for correspondence follow the menu path or use transaction code .FB12: Accounting → →Correspondence → Financial Accounting→Accounts FB12 .

Click on the button 9. 3. 4.5. To process a request for correspondence follow the menu path or use transaction code . A message will appear within a pop up screen: A correspondence was issued would you like to issue a request? Click on the button to proceed. 7. 10. Enter 1100 in Company code Field. 1.61: Accounting → Financial Accounting → Accounts Payable → Account → Periodic Processing → Print Correspondence → F. 6. Payment notice to legal department These documents can be requested and be printed any time. Payment notice with line items.61 -As per Requests 2. 8.2: Maintain Correspondence -F-61 Correspondence are business documents such as Vendor account statements. Select from the menu System ->Services->Output Controller FI_02 Accounts Payable Version 1 68 . Enter SAPxx In Correspondence Field. Payment notice to accounting department. print the correspondences. Enter printer name LP01 in the output device field. 5.F.5. Click on the Execute button to continue. A log will be issued for triggered correspondences.

13.Press F6 12. button Press Ctrl + Shift + F8 to send to the printer button or press Shift+F3 to return to the SAP Easy Access The system task is complete. Click on display contents .11. 14. Press F3 to exit the display view screen Click the on Print directly Click on the Exit screen. FI_02 Accounts Payable Version 1 69 .

vendors. Check the checkbox to select Code identifying the batch session that is created Date the transaction occurred Date that the business transaction occurred Fiscal month when the transaction posts to the General Ledger Date when you want to post a reverse. that is. G/L accounts) posted in foreign currency (the line items are valuated). FI_02 Accounts Payable Version 1 70 . The valuation includes the following accounts and items: Foreign currency balance sheet accounts.3: Foreign currency Revaluation procedure-FAGL_FC_VAL You carry out the foreign currency valuation before you create the financial statements. Update the following required and optional fields: Field Name Company code Evaluation Key Date Valuation method Company code Key date for the foreign currency valuation. This key can be valid for cross-chart of accounts. Click the open items tab.5. A unique key for determining a foreign currency valuation method. G/L accounts that you run in foreign currency (the balances of the G/L accounts in foreign currency are valuated) Open items (customers.5. This exercise will be covered in detail under financial closing and reporting course 1. To valuate open items follow the menu path: Accounting → Financial Accounting → Accounts Payable Foreign processing → Closing → Valuate → FAGL_FC_VAL– Valuation of open items (New) → Periodic Currency 2. st Normally the 1 day of next month Posting period for reversal Enter a batch name: FCV –TODAYS DATE 300508 300508 300508 010608 Enter Reverse Posting Period: 06 Description Values Enter Company Code: 1500 Enter Evaluation Key Date: To-day’s date Enter Valuation Area:10 or 20 Create Posting Batch input session name Document date Posting date Posting period Reversal posting date Reverse posting period 3.

all the accounts will be selected for valuation. You can open another SAP session. follow the menu path: From the main menu choose System → Services → Batch input → Sessions Select the row that contains your Batch Input Session FAGL_FC_VAL 14. If you leave the selection fields empty (like in our example). by clicking in the check box. 10. FI_02 Accounts Payable Version 1 71 . you need to process the Batch Input Session that you’ve just created. button.4. 8. Click on the Execute button to perform valuation. 12. 11. To post the valuation. if required so You can select only a particular General Ledger/ General Ledger accounts to be valuated. Once the session is processed. 5. FAGL_FC_VAL Click on the Click in the Radio Select the button. To analyze your batch input session. 13. you need to check the results. Select Select by clicking in the check box. 15. button to begin the posting of documents 9. Click on the Back button or press F3. e.g. From the main menu choose System → Services → Batch input → Sessions Select the session you want to process. (Select the row that contains your Batch input session. 7. 6. Note: The system does not create the postings immediately but creates a batch input session instead.

FI_02 Accounts Payable Version 1 72 . The system task is complete.16. Click the Analysis button. The system will display the details regarding the session that was processed button or press Shift+F3 to return to the SAP Easy Access 17. Click on the Exit screen.

FI_02 Accounts Payable Version 1 73 .6: Unit 6: Vendor Reports The unit will introduce how accounts payable reports can be executed in the SAP ERP system.5. a more detailed course FI_06 on Financial Closing & Reporting will help you have broader view in reporting. However.

1: Display Vendor Balances – FK10N This function allows you to display vendor balances (both per month and cumulative). To Display Vendor Balances.5. Click the Execute button to display a report. In this exercise you need to : Display balances on the Vendor account 1. You can also display balances for more than one vendor account cross-company code in a list. to display all the documents for Period 4 mark this row on the report screen (it will be highlighted in yellow) and click the Call up line item report button.6. 6. To display the details of a particular line item simply double-click on any listed document the system will display this line item. FI_02 Accounts Payable Version 1 74 . follow the Menu path or use transaction code FK10N: Accounting → Financial Accounting FK10N– Display Balances → Accounts Payable → Account → 2. You can display the line items or even particular document directly from this report. For instance. Click the Back Or button to return. You can now see all the documents posted in Period 4. Update the following required and optional fields: Field Name Vendor Company code Fiscal year Description Code identifying the vendor account Code identifying a separate legal entity. 4. 5. Fiscal year number Values Example: 1000xxx Example: 1100 Example: 2008 3.

Click on the button to begin export.. Click the Display -> Change button.xls 14. Double click on it.. 13. 19... The message bar displays “2xxx Bytes transferred”.. The fields that can be changed are highlighted in red or they will be white .. button to select the location to save the file.. If you there is need.. FI_02 Accounts Payable Version 1 75 . Click the Save button to update this document. For instance you can add the description of the field “Text”: 8. Click on the Exit screen.. button or press Shift+F3 to return to the SAP Easy Access 18.. Example: Vendor Balances. you can format this file the way you like. Update the following required and optional fields of the invoice you posted in an earlier exercise.7... 15. Select the Desktop as the location and update the following required field: Field Name Directory File name Description Enter the path where you would like to save file Enter here the name of your file Values C:\Documents and Settings\.. The system task is complete... Click on the Match code radio button and click the Continue button to continue. 17. you can change some of the fields. 10. You can also export the account balance to a local file.. Go to the desktop environment of your look for the file Vendors Balances you exported from SAP. Select from the menu path: List→Export→Local file… 11. Select the 12. Field Name Text Description Additional document description Values Example: Credit note for incorrect Invoice 9.

6. Type in your message to the person(s) you want to mail that document to. The report can be send to anyone on the SAP system. To Display Vendor Payment History with OI (Open Items) Sorted list. 4. the current payment status for vendors requiring special attention.6. Update the following required and optional fields. Click on the Continue button 76 7. the program carries out an analysis of the vendor open items for the report. as accurately as possible.5. Type in the Receivers’ name (Trainee xxx*) under Recipient field and place an *at the end. 1. follow the menu path or use transaction code S_ALR_87012085: Accounting → Financial Accounting → Accounts Payable → Reporting → Information System→ Reports for Accounts Payable Accounting → Vendor Items→S_ALR_87012085_ Vendor Payment History with OI (Open Items) Sorted list 2.04. The year you want to report on The up to date Values Example: 1000xx Example: 1100 Example: 2008 Example : 30.2008 3. Click the Execute button to display a report. 5. you can use current data from the master database such as Balances on an open item basis or special G/L balances.2: Vendor Payment History with OI (Open Items) Sorted list This evaluation is used for determining. Click on the menu System List Send. In addition to the payment status analysis. As criteria for this evaluation. Field Name Vendor Company Code Fiscal Year Open items at key date Description Vendors Account Number Code identifying a separate legal entity. FI_02 Accounts Payable Version 1 .

Click on the Exit screen. Click on the Send button press Shift+F8. 9. The Document has been sent to the chosen recipients.8. FI_02 Accounts Payable Version 1 77 . 10. button or press Shift+F3 to return to the SAP Easy Access The system task is complete.

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