Saudi Arabian Airlines

SAP ACCOUNTS PAYABLE

FI_02 USER TRAINING MANUAL

2008 Version: 01

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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

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Course Overview: FI02 – Accounts Payable Accounting
Course Version: 2008 - 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, Understand the integration between FI-AP and other R/3 modules, 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. 2. 3. 4. 5. 6. 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

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1: Course Introduction
This course will focus on how SAP Accounts Payable module manages Vendor transactions and activities. 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. 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, adjustments and also assist in areas of internal and external reporting. 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, posting, document changing, accounts clearing, document reversals, reporting and processing of invoices for payment using various methods payments namely check, 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. This is due to integration of modules in the SAP system

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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

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3. Business Processes Overview

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4: Business Impact
3.1 Key Impacts Business Process Impact

3.2 Glossary Terminology SAP Parking Posting Vendor Voiding Meaning Software being used for business processes : System Application Products Capturing /introducing a Vendor Invoice, Credit notes into the SAP system Approval of Accounting Documents Creditors (those who provide us with services/goods) Cancellation

3.3 Post Go Live Support Process

Any queries: Contact Telephone: 4000 E-mail: ithelpdesk@saudiairlines.com.sa LAN : http://ahd.sv.net

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5. 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. There are a series of exercises relating to Business Scenarios, with detailed instructions and notes. If at anytime you have any questions, please feel free to stop the Trainer and ask questions

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5.1: 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.e. the creation, changing displaying, blocking and marking for deletion of a Vendor. Accounts Payable records all accounting transactions for dealings with suppliers. Much of its data is obtained from procurement (Materials Management). 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.

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5.1.1: 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, you are required to create a local vendor master record in your Company Code for Financial accounting only.

1. To create a vendor master data , follow the menu path given below or use transaction code FK01 in the command field : Accounting → Financial Accounting →Accounts Payable → Master Data → FK01- Create

2. Update the following required and optional fields:
Field Name Vendor Description Code identifying the vendor account. The number will be generated by the system at the end of the exercise Code identifying a separate legal entity. 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. Click the Enter

button to confirm your entries and continue.

4.

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.O.BOX 2333 75400 ALKHOBAR SA Enter your E-mail Address Values

5.

Click the Enter

button to confirm your entries and continue.

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6.

Leave Customer field blank. Click the Enter

button to continue.

7.

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 confirm your entries and continue.

9.

Update the following required and optional fields:
Field Name
Recon Account Sort Key Prev.Acct.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.

Field Name Payt Terms Payment Methods.

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. SV01

Values

CET Tick

Chk Double Invoice

Pmt adv. By EDI

11.

Click the Enter

button to confirm your entries and continue.

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10.

Click the Save

button.

11. The message bar displays “Vendor number 1000XX was created in company code 1100”. 12. 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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5.1.2: Change Vendor Master Data - FK02
The Vendor has just changed his Address details you are required to make changes to the record.

1. To change a vendor master follow the Menu Path or use transaction code FK02: Accounting → Financial Accounting → Accounts Payable → Master Records → FK02- Change.

2. Update the following required and optional fields:
Field Name Vendor Company code Description Code identifying the vendor account. Code identifying a separate legal entity. Values Example: From exercise 1:-1000xx Example: 1100

3. Click in the 4. Click the Enter

Check box. button to confirm your entries and continue

5. Change the contents of the Box number field. 6. 7. 8. Click the Save button.

A message will appear on the status bar: Changes have been made. Click on the Exit screen. button or press Shift+F3 to return to the SAP Easy Access

The system task is complete.

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5.1.3: Block/Unblock Vendor Master Data - FK05
A vendor master record (for the same vendor) was created twice. You need to block one of the vendor master records to prevent postings on this account. Only block an account if there are no more open items in the account. If an account is blocked, you cannot clear any open items in it.

1.

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.

2.

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.

3.

Click the Enter

button to confirm your entries and continue.

4. 5. 6. 7.

Click in the Click the Save button or press Ctrl +S

Check box.

A message will appear on the Status bar. “Changes have been made”. 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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TO UNBLOCK

Enter Details as in line 2 of the blocking exercise above 8. Click on the Enter button or press Enter to unblock the vendor master record.

9. 10.

Deselect Click on the Save it to allow postings. Click on the Exit screen.

check box. button or press Ctrl+S to update vendor master and unblock

11.

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

The system task is complete.

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5.1.4: Mark Vendor Master Data for deletion – FK06
You cannot physically delete a Vendor master directly. However, you can mark it for deletion. After ensuring that no transaction is posted to this vendor account for a period of one fiscal year, this record can be archived. In this exercise you need to mark vendor master for deletion and save your data.

1.

To mark vendor master for deletion follow the menu path or use transaction code FK06: Accounting → Financial Accounting → Accounts Payable → Master Records → FK06- Mark for deletion

2.

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.

3.

Click the Enter

button to confirm your entries and continue.

4. 5.

Select the deletion. Click on the Save

check box. This process flags the vendor record for button or press Ctrl+S, to update the vendor master.

6. The message bar displays “Changes have been saved”. TO UNMARK

Enter Details as in line 2 of the marking for deletion exercise above. 7. Click on the Enter button or press Enter. 20

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Click on the for vendor record deletion.

check box to deselect. This process removes the flag

9. Click on the Save 10. Click on the Exit screen.

button or press Ctrl+S, to update the vendor master. button or press Shift+F3 to return to the SAP Easy Access

The system task is complete.

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5.2: 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. 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. Management of vendor accounts in terms of reconciliations will also be under focus.

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5.2.1: Park Invoice – F-63
Using this standard accounting function, you can enter Invoice in the system without posting the Accounts Payable sub ledger. The PARKED Invoice is subsequently checked, 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- Park Document Entry →

2.

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. 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, that is, not only for certain line items. In this field, the posting key with which the next document line item should be entered is specified. 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

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3. Click the Enter

button to confirm the entries

4. 5. 6. 7.

Enter 100 in the amount field for the First Item. Enter Text that describes the transaction in the text field. Enter Posting Key 40 in the PstgKey field. Enter General Ledger Account 50xxxxx being charged/ debited in the account field.

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8. Click the Enter

button to confirm the entries

9.

Enter a * (star) in the Amount field for the Second Item then press Enter to adopt the amount from the first line item.

10. Enter I0 In the Tax code Field. 11. Enter 11111xx in cost centre field. 12. + (plus) in the Text filed then press Enter to adopt the text from the first line item.

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13. Click on the Document overview

button.

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14. Click on the Save button

or press Ctrl+S to park the invoice.

15. The system will display a message at the status bar: Document Number: 2500000xxx was parked in Company Code 1100 record this below.

16. 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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5.2.2: Change Parked Document – FBV2

Parked Vendors’ invoices need to be verified before they are posted; therefore errors can be corrected before being posted. A document had been parked but did not contain adequate text and also that there were no reference details entered on the document. You are required to correct the document before posting.

1.

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.

Update the following required and optional fields;
Field Name Company code Document Number Fiscal Year Description Code identifying a separate legal entity. The parked document number The fiscal year in which the parked document Values Example: 1100 Example: 2500000xxx Example : 2008

3.

Click on the Enter

button.

4. 5. 6. 7. 8.

Enter Trainee xx in the Reference field. Change data in the text field Click on the Save button to record you changes.

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. button or press SHIFT-F3 until the SAP Easy Access

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5.2.3: Display a Parked Document – FBV3

A parked document is subject to a verification process before it can be posted, the SAP system allows for the display of such documents so that this process can be fulfilled. Display the parked document

1.

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.

Update the following required and optional fields;
Field Name Company code Document Number Fiscal Year Description Code identifying a separate legal entity. The parked document number The fiscal year in which the parked document Values Example: 1100 Example: 2500000004 Example : 2008

3.

Click on the Enter

button.

4. 5.

Click on each tab To exit this transaction, click on the Exit SAP Easy Access screen is displayed The system task is complete.

button to display data. button or press SHIFT-F3 until the

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5.2.4: Post/Delete a parked Document – FV60
A Vendors’ Invoice was parked twice for the same service however it was picked before it was posted. In the SAP system a parked document can be deleted but once a document is posted it can not be deleted. It will only be regularized by entering a reversal document. You can choose to post the parked document in this environment or choose to delete it. Delete the parked document.

1.

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. Update the following required and optional fields;
Field Name Company code Document Number Fiscal Year Description Code identifying a separate legal entity. The parked document number The fiscal year in which the parked document Values Example: 1100 Example: 2500000xxx Example : 2008

3.

Click on the Enter

button.

4. 5.

Select from menu Document→ Delete parked document. A message will appear on the status bar: Parked document 25000000xxx 1100 2008 deleted. To exit this transaction, click on the Exit SAP Easy Access screen is displayed. The system task is complete. button or press SHIFT-F3 until the

6.

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5.2.5: Post Vendor Invoice – FB60
This transaction allows you to enter vendor invoices. It creates postings in Accounts Payable Sub Ledger and updates also the relevant GL Accounts (e.g. reconciliation account). You can use this transaction to post the invoices that do not pass through Purchasing Department. Instances of when a vendor invoice will be posted by AP will be payments for electricity bills, telephone charges etc. In this exercise you will enter and post vendor invoice.

1.

To post vendor invoice follow the Menu path or use transaction code FB60: Accounting → Financial Accounting → Accounts entry → FB60 – Invoice. Payable → Document

2. 3.

Click on the

button and Enter Company code 1100 in the field.

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. 5. 6.

Click on the

Tab

Enter new Payment terms SV01 ‘upon invoice presentation” Enter Payment method C.

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7. 8. 9.

Click on the Click on the Save

button to replicate an overview of a document before posting. button or press Ctrl+S to post the invoice.

The system will display the number of the document generated by this Invoice, record this below. Document Number: 2500000xxx was posted in Company Code

10.

Click on the Exit screen.

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.

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5.2.6: Park/Edit Credit Memo – F-66

Using this standard accounting function, you can enter a credit memo in the system without posting the Accounts Payable sub ledger. The Parked credit memo is subsequently checked, approved and posted to Accounts Payable. Credit memos have the effect have reducing our liabilities under the vendor’s accounts. Vendors normally issues credit notes when we return purchased goods or if we had overpaid them.

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- Credit Memo parking

2.

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. 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, that is, not only for certain line items. In this field, the posting key with which the next document line item should be entered, is specified. 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. Click the Enter

button to confirm the entries

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4. 5. 6. 7.

Enter 100 in the amount field. Enter Text that describes the transaction in the text field. Enter Posting Key 50 in the PstgKey field. Enter General Ledger Account 50261xx being charged/ debited in the account field.

8. Click the Enter

button to confirm the entries

9.

Enter * a star in the Amount field.

10 Enter 111211xx in cost centre field 11. Click on the Document overview 12 Click on the Save button.

button or press Ctrl+S to park the invoice.

13. The system will display the number of the document generated by this Invoice, record this below. Document Number: 2200000xxx was parked in Company Code

14. Click on the Exit screen.

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

The system task is complete.

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5.2.7: Post Credit Memo – FB65

The vendor invoice you’ve posted in the previous exercise contains an incorrect amount. The vendor was invoiced for an excess amount. You’ve asked the vendor to issue a credit memo to correct this mistake. In this exercise you need to post the received vendor credit memo. (This is a direct posting exercise and has no relevance to the above exercise)

1.

To post vendor credit memo follow the Menu path or use transaction code FB65: Accounting → Financial Accounting entry → FB65 - Credit memo

Accounts Payable →

Document

2.

Click on the

button and Enter Company code 1100 in the field.

3. 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.curr. Text Cost Center Description Code identifying the vendor account Credit note date. 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. By default system proposes the Company Code currency, but a user can change it. 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.

Click on the Enter

button to confirm the entries.

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5. 6

Click on the

Tab.

Update the following required and optional fields:
Field Name Inv. Ref (Invoice) Description Enter the Document Number which refers to a original invoice. Entering the original invoice will copy the invoice details from the original invoice. Imp Note:-This will facilitate in clearing the vendor account at a later point in time. Inv. Ref (Fiscal Year) The fiscal year the invoice was created in Example: 2008 Values Example: 25000xxx Created in posting exercise

7. Click on the Enter

button to confirm the entries.

8. A message will appear on the status bar that Data was copied. 9. Click on the button to replicate an overview of a document before posting. button or press Ctrl+S to post the invoice.

10. Click on the Save

11. The system will display the number of the document generated by this Invoice, record this below. Document Number: 2200000xxx was posted in Company Code

12.

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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5.2.8: Post Outgoing Payment - F-53
This functionality is used to process outgoing vendor payment but can only process single vendor accounts at any given time. A request has been made for the processing of an urgent payment which can not wait for the normal payment run process. Invoices have been parked checked and approved (posted) process the payment.

1. 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- post Document

2.

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. 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, that is, not only for certain line items. This text is copied into all clearing entries which are created within the current processing. 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.

Update the following fields under

bank data box

Field Name Account

Description Account to be posted to

Values Example: 1012991

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Field Name Amount Value Date

Description Amount to be paid in total The value date is used in bank accounts and bank sub-accounts. This is a date at which the payments will be honored by the bank Example : 1000 Today’s Date

Values

4.

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. Values Example:1000xxx

box.

Example: K ( default Value)

5.

Click on the

button.

6.

All open items are selected by default. To deselect the items first click the Select all . button.

7

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. You will need to select one or more documents to balance this clearing. 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 Scroll

8. 9.

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8. 9.

You can check your document before postings. Select Document→Simulate. To post your entries, click the Save button.

10. The message bar displays: “Document 2600xxxx 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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5.2.9: Display Accounting Document – FB03
Documents entered in the system can be viewed as and when they are required. You are required to display a Vendors’ document. This function will you allow to quickly address queries pertaining to individual invoices/ documents

1.

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.

If you know the required document number, enter it in the field “Document number”. If you don’t, click Button to search for documents:

3. 4.

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. 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. 6.

Click Execute

button to start searching.

The system will display a list of documents that fulfill your criteria:

7.

To display your document, simply double click on it. The system will display a take you to document overview:

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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.

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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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5.2.11: Reset Cleared Items - 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. Note: An Accounting Document that contains line items have cleared been can not be reversed it requires that the cleared items be reset first. In this exercise you’re going to display the clearing document and its line items, and then reset the cleared document.

1.

To reset cleared items follow the Menu path or use transaction code FBRA to complete the exercise: Accounting → Financial Accounting → Accounts FBRA - Reset Cleared Items Payables

Document

2.

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. 4. 5.

Click the Accounts button. The system will display all the accounts involved in clearing operation: Click the Continue Click the Items button to continue. button to display documents cleared by the clearing operation:

6.

Click on the Save button

or press Ctrl+S to post the resetting

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7.

A screen reversal of clearing Document will be displayed with 2 (two) options to select from. - 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. - Resetting and reversing will reset the cleared line items and also reverses the clearing document

8.

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.e. open item stage. 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. A message will appear on the status bar clearing document 26000000xxx reset.

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. 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. Otherwise the above resetting transaction is complete.

If you choose to Click on Resetting and Reversing button you will proceed as follows

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1. Enter 01 in the Reversal Reason field. 2. A message clearing 3. Click the Continue reset will appear. button.

4. A message will appear that document 9000000xxx was posted in company code 1100. 5. Click on the Exit screen. button or press Shift+F3 to return to the SAP Easy Access

The system task is complete.

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5.2.12 : Document Reversal (Individual Reversal) Document – FB08
Sometimes posted document contains incorrect information. This function allows you to reverse an incorrect document. A document to be reversed can not include already cleared items. If you want to reverse document that was already cleared, you need to reset all cleared items before posting a reversal. There is also a function that allows mass document reversal (Transaction code), unlike resetting clearing documents which only allow resetting one clearing document at a time.

1.

To reverse a document, follow the menu path or use transaction code FB08: Accounting → Financial Accounting → Accounts Receivable Reverse → FB08 - Individual Reversal.

Document

2.

Update the following required and optional fields:
Field Name Document no. Reversal Reason Description The document that is to be reversed. The reason the document will be reversed. Values Example: Example: 01

3.

Click the Display document before reversal press F5.

button or

4. 5. 6.

Click the Back Click on the Save

button or F3. button or press Ctrl+S.

The system will post a reversal document and a message will appear on the status bar "Document 90000000xxx was posted in Company code 1100. Click on the Exit button screen. or press Shift+F3 to return to the SAP Easy Access

7.

The system task is complete. FI_02 Accounts Payable Version 1 47

5.3: 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.

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5.3.1: 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. In this exercise you need to create a down payment request.

1. 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.

Update the following required and optional fields:
Field Name Document date Type Company code Posting date Currency/rate Reference Account Trg.sp.G/L ind. Description Date the transaction occurred Document type Code identifying a separate legal entity. Date that the business transaction occurred Code identifying the currency used in the transaction Doc. Description Code identifying the vendor account Special GL transaction code. 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. 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.e. R=POS & Contracts=Security Deposits/Guarantees, T=Petty Cash Re-imbursement=Payment request

3.

Click the New item

button to enter Down Payment line item:

4.

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

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Due on

Date when the down payment is due

Example: today’s date

5 6. 7. 10.

Click the Enter Click the Overview Click the Save

button to confirm your entries. button to display a document before posting: button to post the down payment request.

A message will appear on the status bar informing you that”Document 210000000xx was posted in company code 1100”. Click on the Exit screen. button or press Shift+F3 to return to the SAP Easy Access

11.

The system task is complete.

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5.3.2: 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.

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 - Down payment

2.

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. Date that the business transaction occurred Code identifying the currency used in the transaction Description of the Reference. 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.

You can use an existing down payment request to post the down payment. Click the Requests button.

4.

Select the Down payment request number created in the previous exercise, by selecting the row containing the document number like by clicking anywhere on that row.

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5.

Click on the overview:

button. The system will display a document

6. 7.

Click on the Save

button to post the down payment.

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. In this example we have posted SAR 500 for Down payment and invoice will also be posted with same amount. 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.

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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5.3.3: Clear Vendor down Payment – F-54

This function allows you to post a clearing document manually. You can use it e.g. to clear a down payment (posted with special GL transaction) with another vendor document (e.g. vendor invoice). In this exercise you need to clear vendor down payment with an invoice.

1.

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.

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 open another SAP session (Press Create New Session – transaction code FBL1N. button) and display the vendor open items

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4.

Click on the

button to process down payments.

5.

Select the Down payment request number used in the previous exercise, by and by clicking selecting the row containing the document number like anywhere on that row. Click the Enter button to confirm your entries. The system will enter the amount

6.

in the field Transfer posting. (Side scroll to the right to see this entry)

7.

Click the Save

button to post a clearing document.

8.

Line item 002 is highlighted in blue. Some additional data must be entered. Double click on this line. Enter Text describing the down payment.

9.

10.

Click the Enter

button to confirm your entries.

11. Click the Save button. (Please confirm the information message that appears on the status bar with enter) 12. 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. 13. To Display/Change Vendor Open Items execute Transaction FBL1N . As you can see, 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). 14. Click on the Exit screen. button or press Shift+F3 to return to the SAP Easy Access

The system task is complete. FI_02 Accounts Payable Version 1 54

5.4: 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, scheduling proposal, editing the proposal scheduling the run, posting of orders and printing of payment media. Trainees will be able to identify differences between a manual payment process and the automatic payment run.

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5.4.1: Automatic Payment Run Process – F110

This SAP functionality allows for the clearing of Vendors’ Account line items that are due for payment. 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, reviewing and editing payment proposal and execution of the actual payment run.

1.

To execute a payment run process follow the menu path or use transaction code F110: Accounting → Financial Accounting → Accounts Payable → processing → F110– Payments. Periodic

2.

Update the following required and optional fields.
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.

Click on the

tab.

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. Vendor accounts to paid Values Example : Today’s’ date Example: Today’s Date Example: 1100 Example: CE
Enter next date of payment

Example : 100000 - 999999

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5.

Click on the

tab.

6. 7. 8. 9.

Click in the Click in the Click in the Click on the

check box. check box check box. data medium tab.

10. 11. 12.

Enter SAMBA_CHQS in the variant field against Click on the Save A message status bar Click on the Back button. button.

program

will appear on the

13.

14. 15. 16. 17. 18 19.

A message will appear in the status box: Parameters have been entered Click on the Click in the Click on the Schedule button. check box to schedule your proposal. button.

A message will appear in the status box: Proposal is ready to be started. Click on the button repeatedly the prior message will be updated and now reads Payment proposal has been created.

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20.

Click on the Display

button to view the proposal list.

21.

The green traffic light on the “Indicator: Payment/Exception” field indicates that there are no errors. Double click on the record for a breakdown of the component documents Click on the Back button twice to return to the Status tab.

22. 23. 24.

To display the proposal log Got to Edit - Proposal Display log, a detailed log will be displayed.

25.

Click the Back

button to return to the Status tab

26.

Click on the be displayed. Click on the Select the Schedule

button to schedule the payment run. A pop up screen will

27.

check box to schedule your payment run. Then button.

28.

button repeatedly until You will be returned to the status tab. Click on the the message “Payment run has been carried out” and "Posting orders: XX generated, XX completed" Click on the Payments button to view log. Then double click on your job name within a pop screen that comes up i.e. “F110-20080503-SVxxx Payment run” This screen indicates that the payment program ran successfully and Financial Accounting documents created in company code 1100.

29.

30.

31.

The screen will list the accounts cleared, the clearing documents and the related amounts.

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32.

Click the Back

button to return to the Status tab

33.

Click the Schedule Print button. Select the ‘Start Immediately’ option on the Schedule print popup box. Replace the (Question mark)? With A1 or any character you prefer. Click the Enter icon. The payment media will now be created. SAP will return you to the status screen. A message will appear on the status bar

34. 35.

To view the Job Log proceed as follows: 36. Select from the menu System Own Jobs:

37. 38.

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. button for

39.

The system will display the below screen showing you the details of your job.

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40.

Click on the Back

button

41.

Click on the

button.

42.

Click in the Check

box against your spool for checks.

43.

Click on the Display Contents

button.

44. 45.

Individual Checks together with the remittances will be displayed it’s always advisable to have a print preview before executing the printing function. Click the Back button.

46.

Click on the Print immediately

button to start your actual printing.

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. 47. Click on the Exit screen. button or press Shift+F3 to return to the SAP Easy Access

The system task is complete.

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5.4.2: Voiding of Unused checks – FCH3
Checks can be cancelled before they are printed due to various reasons: Soiled, stolen, destroyed etc. These reasons warrant the cancellation in order to maintain the correct sequence of pre- numbered checks in the check lot.

1.

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. 3. 4. 5. 6. 7.

Enter 1100 in the Paying company code field. Enter SA001 in the House Bank field. Enter CA01 Account ID field. Enter 000xxx the Check(s) to be cancelled in the Check number field from – to fields. Enter 08 in the Void reason Code. Click on the Enter button to confirm your entries.

8. 9.

Click on the

button.

A message will appear on the status bar: Checks 000xxx to 000xxx have been voided.

10.

Click on the Exit screen.

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

The system task is complete.

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5.4.3: Void Issued Checks- 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.

1.

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- Issued Checks. →

2. 3. 4. 5. 6. 7.

Enter 1100 in the Paying company code field. Enter SA001 in the House Bank field. Enter CA01 Account ID field. Enter 000xxx the Check number field. Enter 04 in the Void reason Code. Click on the Enter button to confirm your entries.

8.

Click on the

button to display the check you are about to cancel.

9.

The details of the check you about to cancel will be displayed. Check and please satisfy yourself that it is the correct check to be voided/cancelled

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10.

Click on the

button

11.

The Check line items will be displayed.

12.

Click on the Back

button twice.

13. 14. 15.

Click on the

button.

A message will appear on the status bar: Checks 000xxx voided - payment document not reversed. Click on the Exit screen. button or press Shift+F3 to return to the SAP Easy Access

The system task is complete.

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5.4.4: Cancel Check Payment - FCH8

Checks can be cancelled before they are printed due to various reasons: Soiled, stolen destroyed and these reasons warrant the cancellation in order to maintain the correct sequence of pre- numbered checks in the check lot. This functionality allows for the cancellation of the Check and at the same time reversing the clearing document.

1.

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. 3. 4. 5. 6. 7. 8. 9. 10. 11.

Enter 1100 in the Paying company code field. Enter SA001 in the House Bank field. Enter CA01 Account ID field. Enter 000xxx the Check to be cancelled in the Check number field. Enter 07 in the Void reason Code field. Enter 01 in the Reversal Reason Field Click on the Enter Click on the button to confirm your entries. button.

A message will appear on the status bar: Payment for check 0000xx was cancelled, reverse document 9000000xxxx. Click on the Exit screen. button or press Shift+F3 to return to the SAP Easy Access

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5.4.5: Display the Check Register – FCHN
You can use this transaction to view a list of checks. It lists those that were cashed, voided (cancelled), yet to be presented to the bank for payment and those that have just been printed.

1.

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.

2. 3. 4. 5.

Enter 1100 in the Paying Company Code field. Enter SA001 in the House Bank Field. Enter CA01 in the Account ID (Account Identification). 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. 6. Click on the Execute button.

7.

Click on the Exit screen.

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

The lesson is complete.

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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

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5.5.1: Vendor correspondence request – FB12
Correspondence are business documents such as Vendor account statements, Payment notice with line items, Payment notice to accounting department, 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.

1.

To process a request for correspondence follow the menu path or use transaction code - FB12: Accounting

→Correspondence →

Financial Accounting→Accounts FB12 - Request

Payable

→Account

2. 3. 4. 5.

Enter 1100 in the Company Code Field. Click the Enter button.

Double Click on SAP06 Account Statement. 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: 13.04.2008 Example: 13.05.2008

6. 7. 8.

Click on the

button.

A message will appear on the status bar: Account Statement was requested. Click on the Exit screen. button or press Shift+F3 to return to the SAP Easy Access

The system task is complete.

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5.5.2: Maintain Correspondence -F-61

Correspondence are business documents such as Vendor account statements, Payment notice with line items, Payment notice to accounting department, Payment notice to legal department These documents can be requested and be printed any time, print the correspondences.

1.

To process a request for correspondence follow the menu path or use transaction code - F.61: Accounting → Financial Accounting → Accounts Payable → Account → Periodic Processing → Print Correspondence → F.61 -As per Requests

2. 3. 4.

Enter SAPxx In Correspondence Field. Enter 1100 in Company code Field. Click on the Execute button to continue.

5.

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.

6. 7. 8.

Enter printer name LP01 in the output device field. Click on the button

9. 10.

A log will be issued for triggered correspondences. Select from the menu System ->Services->Output Controller

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11.

Click on display contents - Press F6

12. 13. 14.

Press F3 to exit the display view screen Click the on Print directly Click on the Exit screen. 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.

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5.5.3: Foreign currency Revaluation procedure-FAGL_FC_VAL
You carry out the foreign currency valuation before you create the financial statements. The valuation includes the following accounts and items: Foreign currency balance sheet accounts, that is, G/L accounts that you run in foreign currency (the balances of the G/L accounts in foreign currency are valuated) Open items (customers, vendors, G/L accounts) posted in foreign currency (the line items are valuated). 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.

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. A unique key for determining a foreign currency valuation method. This key can be valid for cross-chart of accounts. 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. 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.

Click the

open items tab.

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4. 5.

Select Select

by clicking in the check box. by clicking in the check box, if required so

You can select only a particular General Ledger/ General Ledger accounts to be valuated. If you leave the selection fields empty (like in our example), all the accounts will be selected for valuation. 6. Click on the Execute button to perform valuation.

Note: The system does not create the postings immediately but creates a batch input session instead. 7. 8. Click on the Back button or press F3.

To post the valuation, you need to process the Batch Input Session that you’ve just created. You can open another SAP session. 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, e.g. FAGL_FC_VAL Click on the Click in the Radio Select the button. button. button to begin the posting of documents

9.

10. 11. 12. 13.

Once the session is processed, you need to check the results. To analyze your batch input 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. 15.

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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.

The system task is complete.

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

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5.6.1: Display Vendor Balances – FK10N

This function allows you to display vendor balances (both per month and cumulative). You can also display balances for more than one vendor account cross-company code in a list. In this exercise you need to : Display balances on the Vendor account

1.

To Display Vendor Balances, follow the Menu path or use transaction code FK10N: Accounting → Financial Accounting FK10N– Display Balances

Accounts Payable

Account

2.

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. Fiscal year number

Values Example: 1000xxx Example: 1100 Example: 2008

3.

Click the Execute

button to display a report.

4.

You can display the line items or even particular document directly from this report. For instance, 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. You can now see all the documents posted in Period 4.

5.

To display the details of a particular line item simply double-click on any listed document the system will display this line item.

6.

Click the Back Or

button to return.

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7.

If you there is need, you can change some of the fields. Click the Display -> Change button. The fields that can be changed are highlighted in red or they will be white . For instance you can add the description of the field “Text”:

8.

Update the following required and optional fields of the invoice you posted in an earlier exercise.
Field Name Text Description Additional document description Values Example: Credit note for incorrect Invoice

9. 10.

Click the Save

button to update this document.

You can also export the account balance to a local file. Select from the menu path:

List→Export→Local file…
11. Select the 12. 13. Click on the Match code radio button and click the Continue button to continue.

button to select the location to save the file.

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\................ Example: Vendor Balances.xls

14. 15. 17.

Click on the

button to begin export..

The message bar displays “2xxx Bytes transferred”. Click on the Exit screen. button or press Shift+F3 to return to the SAP Easy Access

18.

Go to the desktop environment of your look for the file Vendors Balances you exported from SAP.

19. Double click on it; you can format this file the way you like. The system task is complete.

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5.6.2: Vendor Payment History with OI (Open Items) Sorted list
This evaluation is used for determining, as accurately as possible, the current payment status for vendors requiring special attention. As criteria for this evaluation, you can use current data from the master database such as Balances on an open item basis or special G/L balances. In addition to the payment status analysis, the program carries out an analysis of the vendor open items for the report.

1.

To Display Vendor Payment History with OI (Open Items) Sorted list, 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.

Update the following required and optional fields.
Field Name Vendor Company Code Fiscal Year Open items at key date Description Vendors Account Number Code identifying a separate legal entity. The year you want to report on The up to date Values Example: 1000xx Example: 1100 Example: 2008 Example : 30.04.2008

3. 4.

Click the Execute

button to display a report.

The report can be send to anyone on the SAP system. Click on the menu System List Send.

5. 6.

Type in your message to the person(s) you want to mail that document to. Type in the Receivers’ name (Trainee xxx*) under Recipient field and place an *at the end. Click on the Continue button 76

7.

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8.

Click on the Send

button press Shift+F8.

9. 10.

The Document has been sent to the chosen recipients. Click on the Exit screen. button or press Shift+F3 to return to the SAP Easy Access

The system task is complete.

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