Accounts Payable

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Accounts Payable

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Accounts Payable
1. Vendor Master Creation:

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

Via Menus Via Transaction Code

Accounting Financial Accounting  Accounts Payable  Master records  Create FK01

On screen “Create Vendor: Initial Screen”, enter information in the fields as specified in the below table:

Field Name
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Description

R/O/C User Action and Values
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Comments

Accounts Payable

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Vendor

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

Internal Number assignment method used for ZEEL & ZNL. Leave Blank

Number ranges defined in the system. System generates unique number automatically Company Code =1000 Select from drop down Select from drop 1001 – ZEEL/ZNL Vendors for Expenses down

Reference/ Company Code

The company code associated with the referenced vendor

C

Vendor specific data of Not to use the referenced vendor such as address is not carried over. The data from the referenced vendor is used for default values and it is suggested that all screens be reviewed before saving any data 1000

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

Press Enter button or Click on

to proceed to the next screen

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Accounts Payable

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On screen “Create Vendor: Address”, enter information in the fields as specified in the table below:

Field Name Name Search term Street Locality City Postal code or PO box Country Region (state) Language

Description Vendor name Short name which is used to search the identical vendors Street address Area City Zip code Two digit country identifier Two letter state abbreviation One letter language code

R/O/C R R R R R R R R R

User Action and Values MARSHAL SECURITY SECURITY RAJBHAVAN ROAD, SOMAJIGUDA 6-3-1092 HYDERABAD 500082 IN 01 ANDHRA PRADESH EN

Comments

Select from List System Default

Press Enter or Click on
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Accounts Payable

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Field Name Customer

Description If the vendor is also a customer, use this field to link the two records together for balances display If the vendor belongs to a group, you can enter a freely assigned group key here. If you create a match code using this group key, group evaluations are possible.

R/O/C User Action and Values O NA

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

Group Key

O

NA

Reference Industry key used to group vendors by Data/Industr industry y

O

NA

Click on

to proceed to the next screen

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Accounts Payable

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On screen “Create Vendor: Payment Transactions”, enter the vendor’s banking information if applicable:

Press enter or Click on Field Name Ctry Bank Key Bank Account Account Holder

to proceed to the next screen R/O/C User Action and Values R IN Drilldown available NA NA Comments

Description Bank country key

Key under which bank data in the respective R country is stored R The number at the bank under which the account is managed Another name that the payment program can O use if the name of the account holder is not the same as the name of the vendor Indicator as to whether account is a checking R or savings account O Key for which business partner’s bank the

CK BnkT
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NA Business Partner’s

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Accounts Payable

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system should use

defined by role within organization e.g. proprietor bank of a the owner of a vendor

Reference Details Alternative Payee

Additional specifications for the bank details O of the vendor The alternative vendor’s account number O This field is used only if the payment is to be made to a separate vendor.

Alternative Payee in Document/In dividual Spec. indicator Permitted Payee

If this indicator is set, you can enter address O or bank details for automatic payment transactions in the document which differ from those in the master record.

Specifies the permitted alternative payees for O the vendor.

On screen “Create Vendor: Accounting Information Accounting”, enter information in the fields as specified in the below table:

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Accounts Payable

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Field Name Description Reconciliatio Account which is updated parallel to the n account sub-ledger account for normal postings Sort Key
Indicates the layout rule for the Allocation field in the document line item.

R/O/C User Action and Values R Accounts payable Transporter O 001 = Posting Date

Comments

Press F4 for drilldown

Click on

to proceed to the next screen

On screen “Create Vendor: Payment Transactions Accounting” Enter information in the optional fields as applicable:

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Accounts Payable

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Field Name Description R/O/C User Action and Values Payment Key for defining payment terms composed O Terms of cash discount percentages and payment periods Tolerence Group Define the tolerance O Tick check box

Comments F4 to drilldown option available

O Chk double Indicator which means that incoming inv. invoices and credit memos are checked for double entries at the time of entry. Payment Methods Different methods by which the vendor can O be paid using the automatic payment program O

CD C - Cheque, D- Draft To be filled in case payment to be made in the name of proprietor of the Sole Proprietorship Firm

Alternative The alternative vendor’s account number Payee

Payment Block Clrg with cust.

Block key used to block an open item or an O account for payment transactions. Indicator signifying the vendor open items O should be processed collectively with customer open items.

This indicator will only display if a customer account is specified in the Control section of master record.

TDS Details

Click on

to proceed to the next screen

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Accounts Payable

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Field Name Description Withholding Key for defining the country in which Tax withholding tax is to be paid Country

R/O/C User Action and Values R IN

Comments complusory

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

C1= contractor C2=Contractor 2% Tick the check box

F4 for drill down selection It determine TDS Rate %

CO=Company

To save the Vendor Master Record, select Vendor  Save. Or press displayed

button, Below Message has

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Accounts Payable
2. Vendor Invoice Processing
Invoice Posting to Vendor Account.
Business Process Description Overview

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After receipt of invoices from Vendor and on confirmation their services we need to post the invoice entry to crediting their account. Every Invoice posting document consists: 1.Document Header and 2.Line Items.   The document header contains information that is valid for the whole document, such as the document date and the document number, document type. The line items only contain information on the particular item in question, for instance an account number and amount. Whether any additional information is present depends on the business transaction involved.

Following are the most critical steps involved in entering and posting a document: 1. Call up the required document entry function. Bear in mind that the system offers several functions. Each function is designed for a specific business transaction. The General Ledger document entry function is covered here which will post one or more debits vs one or more credits to general ledger master records (accounts). 2. Enter the document header data. 3. Enter the line items. 4. Enhance or correct the line items as needed. 5. Post the document. The system creates the document, updates the transaction figures for the accounts affected, and in some cases, displays an internally assigned document number when the document is posted.

Steps to post the invoice

Via Menus Via Transaction Code

AccountingFinancial AccountingAccounts PayableDocument Entry  Invoice - general FB60

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Accounts Payable

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On the screen “Enter Vendor Invoice: Reference field ,Header Data”, enter the information in the fields as specified in the table below:

Field Name Vendor SGL Ind Invoice Date

Description Vendor Code Special GL Indicator Date of Vendor Invoice

Reference Vendor Invoice Number No. Posting Date Posting date of the document which will determine the period it posts to Currency/rat Currency that the amounts will be e entered into the system under Calculate Calculates the tax amount as per Tax tax code GL Account Ledger account to which amount
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R/O User Action and Values R Enter Vendor Code : 110040 O R Enter Vendor Invoice Date : 29.01.2010 R Vendor Invoice No. 1234 R Default is system

Comments

R O R

INR Tick check box to calculate tax amount as per tax code Enter GL Acct.: 408801

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Accounts Payable

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Amount Cost Centre Payment Tab : Base Line Date

to be debited Amount to be debited to Ledger Cost Centre for which the expenses were incurred Date of Invoice. System use this date to calculate the due date of payment as per vendor payment terms

R R R

Amount = 100000 Cost Centre : 10022H0103 Invoice Date : 29.01.2010

Once the above steps have been completed, there are some optional functions which may be performed before saving the document: - This will temporarily hold the document. Accounting entry will not posted - This will create any automatically generated document line items and allow you to view them before posting.

- This will park the document (NOT post it) and can be retrieved for future reference. It save the document. To post the parked document use TCode : FBV0 Prepared by : Approved by : Allwyn Tauro, Johnson T F & Venkateswarlu K Mehul Shah, Dinesh Garg & Sivananda L
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Accounts Payable

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Press to save and post the document. The system displays a message confirming the posting and returns to a blank entry screen.

3. Vendor Credit Memo (Deductions)
Business Process Description Overview If any amount need to deduct from vendor invoice amount, We use Vendor Credit Memo functionality in SAP. For Credit Note or Debit Note to Vendor we use the same functionality. Every Credit Memo document consists: 1.Document Header and 2.Line Items.   The document header contains information that is valid for the whole document, such as the document date and the document number, document type. The line items only contain information on the particular item in question, for instance an account number and amount. Whether any additional information is present depends on the business transaction involved.

Following are the most critical steps involved in entering and posting a credit memo document: 1. 2. 3. 4. 5. Call up the required document entry function by using TCode or trough Menu navigation. Enter the document header data. Enter the line item details Enhance or correct the line items as needed. Post the document.

The system creates the document, updates the transaction figures for the accounts affected, and in some cases, displays an internally assigned document number when the document is posted.

To issue the debit note to the vendor: Via Menus Via Transaction Code AccountingFinancial AccountingAccounts PayableDocument Entry  Credit memo FB65

On the screen “Enter Vendor Credit Memo: Header Data”, enter the information in the fields as specified in the table below:

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Accounts Payable

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Field Name Vendor SGL Ind Document Date Reference No. Posting Date

Amount Currency/rate Calculate Tax GL Account Amount Cost Centre
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Description Vendor Code Special GL Indicator Date of Vendor Debit Note Vendor Invoice Number Posting date of the document which will determine the period to post the entry Total amount of the document Currency that the amounts will be entered into the system under Calculates the tax amount as per tax code Ledger account to which amount to be Credited Amount to be debited to Ledger Cost Centre for which the expenses were incurred

R/O R O R R R

User Action and Values Enter Vendor Code : 110040 Not to use in credit memo Document Date : 29.01.2010 Vendor Invoice No. 1234 Default is system

R R O R R R

Amount = 5000 INR Tick check box to calculate tax amount as per tax code Enter GL Acct.: 408801 Amount = 5000 Cost Centre : 10022H0103

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Accounts Payable

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- This will create any automatically generated document line items and allow you to view them before posting.

Press to save and post the document. The system displays a message confirming the posting and returns to a blank entry screen.

4. Vendor Down Payment Request
Business Process Description Overview
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Accounts Payable

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Down payment to vendor is nothing but giving advance to Vendor. A particular department dealing with a particular vendor can request the finance department to release the advance to vendor against purchase order. When the user department post a down payment request, the system records a document but accounting entry will not be posted at that time. It is merely a noted item for vendor to remind the finance department to execute a down payment. To enter the down payment request, you enter one or more line items in the vendor account without an offsetting entry. Consequently, the system does not check whether the debits equal the credits. Down payment requests do not update the monthly debits and credits in vendor accounts. However, you can display down payment requests as line items for accounts payable accounts under noted items. Down Payment Request : Via Menu Navigation

Accounting  Financial Accounting  Account Payable  Document Entry  Down Payment  Request F-47

Via Transaction Code

On screen “Down Payment Request: Header Date” screen, enter information in the fields in the table below:

Field Name Document Date Doc. type
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Description Date of Request for down payment Document Type

R/O User Action and Values R 30.01.2010 R KA : Vendor Document

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Accounts Payable

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Company Code Posting Date Currency/Rat e Account Target Special G/L Indicator

Company code ID

R

1000 default to current date INR 110040 A

Date of voucher. R Payment currency. Can be entered as a code or a rate R Vendor account number Spl. GL Indicator for a down payment request with which the corresponding down payment is to be posted later. R R

(R = Required, O = Optional)

After filling header details Press

button or press enter

Press to save and post the document. The system displays a message confirming the posting and returns to a blank entry screen.

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Accounts Payable
5. Vendor Down Payment (Advance to Vendor)
Business Process Description Overview

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

Via Menu Navigation Via Transaction Code

Accounting  Financial Accounting  Accounts Payable  Document Entry  Down Payment  Down Payment F-48

On the screen “Post Vendor Down Payment: Header Data”, enter information in the fields as specified in the table below:

Field Document Date Doc. Type Company Code
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Description PAYMENT DATE Document Type Company code ID

R/O R R

User Action and Values 30.01.2010 KZ : Vendor Payment 1000

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Accounts Payable

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Posting Date Currency/Rate Vendor Account Special G/L Indicator

Effective date of posting in the ledgers. Payment currency Vendor account number Indicator which identifies a special G/L transaction

R R R R

30.01.2010 INR 110040 For all line items in customer or vendor accounts that are updated to an alternative reconciliation account in the general ledger, the special G/L indicator determines which account is to be selected. This account will be debited along with the vendor account. 233021 90000

Bank Account Number Amount

Bank account from which payment is R released Amount of the total down payment R

If a down payment request exists: Select the

button.

On the screen “Post Vendor Down Payment Choose Request”, enter information in the fields as specified in the table below

Select the line item and then Press Create down payments:

button or go to menu - edit –

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Accounts Payable

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

The actual entry posted for down payment to vendor shown below:

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Accounts Payable

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Down payment without down payment request:
On the screen “Post Vendor Down Payment: Header Data”, enter information in the fields as specified in the table below:

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Accounts Payable

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Field Document Date Doc. Type Company Code Posting Date Currency/Rate Vendor Account Special G/L Indicator

Description PAYMENT DATE Document Type Company code ID Effective date of posting in the ledgers. Payment currency Vendor account number Indicator which identifies a special G/L transaction

R/O R R R R R R

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

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Accounts Payable

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Bank Account Number Amount

Bank account from which payment is R released Amount of the total down payment R

233021 90000

Select

button or press enter

Field Amount Business Area Text

Description Amount to be paid to Vendor Business area Narration

R/O R O R

User Action and Values Rs.100000/1000 Advance to Vendor

Document – Simulate
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Accounts Payable
On the screen “Post Vendor Down Payment Display Overview” :

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

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Accounts Payable
Actual Financial entry shown below screen:

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

Extension of Vendors Created in FICO module to MM module

Via Menu Navigation Via Transaction Code

Logistics > Materials Management > Purchasing > Master Date > Vendor > Central > Create XK01

On the screen “Create Vendor: Initial Screen” will appear :

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Accounts Payable

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Enter Vendor Number, which is created by TC FK01

Press Enter On the screen “Create Vendor: Initial Screen” will appear

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Accounts Payable

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Field Order Currency Terms of Payment Incoterms Schema Group Vendor Control Date

Description Currency in which we deal with Vendor Payment Terms with vendor Applicable to Import Vendors only Classification of Vendor in terms of Domestic, Import Tick GR-Based Inv.Verification check box, he supplies Goods or Tick SR-Based Inv.Verification check box, he supplies Services

R/O R O O R O

User Action and Values INR

Domestic

Press to save and post the document. The system displays a message, as shown below, confirming the posting and returns to a blank entry screen. Prepared by : Approved by : Allwyn Tauro, Johnson T F & Venkateswarlu K Mehul Shah, Dinesh Garg & Sivananda L
Classification: For Internal Use Only

Accounts Payable

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Invoice posting to vendor through MM Module

Via Menu Navigation Via Transaction Code

Logistics > Materials Management > Logistics Invoice Verification > Document Entry > Enter Invoice MIRO

On screen “Invoice Verification”, enter information in the fields as specified in the table below:

Ensure Zero Balance before posting

Purchase Order Number

Base Amount as per PO

Goods/ Services Indicator

Field Name Invoice Date Posting date
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Description The Vendor Invoice date Date which is used when entering the

R/O R R

User Action and Values 06.02.2010 06.02.2010

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Accounts Payable

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Reference Amount Calculate Tax Text PO Base Line Date

document in Financial Accounting or Controlling Vendor Invoice number or reference Vendor Invoice Amount incl. Taxes Tick check box to calculate the taxes Narration Vendor PO against which invoice is posted Payment Base line date

O R O O R R

1234 1,10,300 Tick Check box Vendor Invoice Posting PO No. 1200000017 06.02.2010

(R = Required, O = Optional)

If Purchase Order Number not know, Press F4 to search the Vendor PO’s and you will get below screen:

Field Name Vendor Company Code PO Check Box
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Description Vendor Number Company Code

R/O R R R R

User Action and Values 110040 1000 Tick PO Check Box

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Accounts Payable

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Provide the relevant data and just press F8 or execute of PO.

Button, there will be a screen for selection

Select the documents for the vendor for which the invoice is to be posted, it may be a single invoice or multiple invoice or a single invoice for different materials. Select the documents and press the “Copy”

button.
button to check the entry. You will get the

After entering all the above details, Press
following screen:

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Accounts Payable

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

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Accounts Payable
7. Vendor Down Payment Clearing

Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:Version No. :Date of issue :Page 34 of 58

Business Process Description Overview In SAP, Open Item Management functionality activated for ZEEL/ZNL for Vendors, Customers and some General ledger accounts viz ESIC, PF etc. With this functionally we can link the Outstanding invoice to the payments. Whenever advance given to the vendor, we need to adjust the same against the invoice after invoice posting. This we call as clearing of vendor down payments. We can clear the down payment with the closing invoice by either:   Transferring the down payment to the payables account and taking account of this transfer when posting the payment, or Directly clearing the down payment with the invoice when the outgoing payment is made

You can carry out both procedures manually or automatically using the accounts payable payment program.

Access the “Clear Vendor Down Payments” transaction by:

Via Menu Navigation

Accounting  Financial Accounting  Accounts Payable  Document Entry  Down Payment  Clearing F-54

Via Transaction Code

On the “Clear Vendor Down Payment: Header Data” screen, enter information in the fields specified in the table below:

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Accounts Payable

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Field Name Document Date Document Type Company Code Posting Date Period Currency/rate Reference Doc. header text Vendor Account Number Relevant Invoice Fiscal Year Assignment

Description Document Entry Date Document type that the transaction to be posted Financial company code The date to determine the period for the transaction to be posted Fiscal period in which transaction to be posted Document Currency Enter the reference document number Enter document header explanations or notes Enter the account number for vendor

R/O User Action and Values R 06.02.2009 R “KA” : Vendor Document R R R R O O R 1000 06.02.2009 The proper period will default for the entered posting date INR Not applicable Down payment Clearing 110040 Enter Doc No.: 1500000036 2009 NA

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

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Accounts Payable

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After entering the above information, press or press enter, system display all the advances line items of the vendor will displayed as shown in the screen below:

Select Line item 3, which we want to clear, and press enter total amount will be updated with Rs.1,00,000 as shown below screent:

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Accounts Payable

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Then press Document – Simulate as shown in below screen

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Accounts Payable

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System will display the entry as show in below screen:

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Accounts Payable

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At the time of posting this entry, system reverses the TDS entry because we deducted the TDS at the time of advance posting and also at the time of Invoice posting. Also system transfers the advance amount from Advance – Vendors a/c (226000) to Vendor a/c (110040).
Press to save and post the document. The system displays a message, as shown below, confirming the posting and returns to a blank entry screen

8. Vendor Payment- Automatic Payment Program
SAP provides automatic payment programme (APP) functionality for making the payment to all the vendors against their due invoice. To execute the payments program and print checks for the
payment run (This BPP will consist of two steps: the first step details the procedures for executing the payment program, the second step which begins from 1.19 defines how to exclude an invoice from the payment program) . Business Process Description Overview

Before you can use the payment program, you need to define your house banks and the accounts at your banks, the required payment methods and the payment forms. The standard system already contains payment methods and payment forms. You can transfer them and adapt them to meet your requirements.

Exclude an invoice from the payment program. Vendor invoices may be blocked at several levels. The invoice may be blocked at the vendor master record level, the invoice document level, or through the payment proposal. Blocking the vendor invoice will result in a valid open item that will be blocked for payment in a payment run. The following process description details the procedure for blocking/unblocking invoices through the payment proposal.

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Accounts Payable

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Input - Required Fields Run Date Identification Company Code(s) Payment Method Next Posting Date Vendor Number (s) Program Variants

Field Value / Comments 24.11.2009 RTX14 7000 C 25.11.2009 Test

Output - Results Message That Your Payment Identification has been saved.

Comments Details have been saved for the run on <Run Date> <Identification>

Tips and Tricks  For today’s date, use the keystrokes F4 followed by F2 instead of using the drop-down calendar feature.  

Use the standard system delivered payment methods and payment forms. Transfer them and adapt them to meet your requirements. The system, by default, shows the last successful payment run that was executed. Enter the information for a new payment in run including a future date and a unique identifier to override this default and create a new run to execute.

Procedure Steps
1.1. Access “Create Automatic Payment transaction” by: Via Menu Navigation Via Transaction Code Accounting  Financial Accounting  Accounts Payable  Periodic Processing  Payments F110

On screen, “Automatic Payment Transactions: Status”, enter the information as specified in the fields in the table below:

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Classification: For Internal Use Only

Accounts Payable

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Field Name Run Date Identification

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

R/O User Action and Values R 06.02.2010 R APP01

(R = Required, O = Optional) Select the “Parameters” tab. On screen “Automatic Payment Transactions: Parameters screen”, enter the information as specified in the fields in the table below:

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Accounts Payable

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Field Name Company Codes

Description Company (ies) for which the program is to be run. Documents Upto Selects the documents posted upto given date Payment Method(s) Payment method(s) to be included in the payment run. Next Posting Date Date of the next expected payment program run. Vendor Number (s) Vendor(s) to be included in the payment program run. (R = Required, O = Optional)
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R/O R R R R R

User Action and Values 1000 06.02.2009 C 25.02.2009 FROM 100000 TO 999999

Accounts Payable
Select the “Additional Log” tab.

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On screen “Automatic Payment Transactions: Additional Log”, enter the information as specified below:

Tick Due date check box. Tick Check the Payment method selection if not successful box. Tick Check the Line Items of the payment documents box. Tick Vendors accounts to be processed can be quantified by designating the range in the “Accounts” box. SAVE

Click the Status tab

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Accounts Payable

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Accounts Payable
Click the “PROPOSAL” pushbutton.

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Tick “START IMMEDIATELY” box and press enter button. Praposal will be created and on Status tab “Payment proposal has been created” message will appear as shown in below screen

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Accounts Payable

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To Review the Completed Payment Proposal created above:

Edit  Proposal  Display Proposal: The system will display a list of payments included in the payment run as show in below screen

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Accounts Payable

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OK for Payment

Exception: Not included for payment

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

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Accounts Payable

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

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Accounts Payable

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

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Accounts Payable

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

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Accounts Payable

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When the status displays “Payment Run has been carried out” the payment run is complete.
Note

At this point in the payment process, the system has created and posted a payment document (general ledger entry) for each of the payments in the run.

The output of the payment run may be reviewed by choosing:
EDIT  PAYMENT PAYMENT LIST, from the main status screen. Financial document numbers will be displayed on the listing. A payment list variant must first be created before the payment list can be executed. Optional: for printing of checks Click the “PRINT OUT/DATA MEDIUM” tab. Enter the print program variants for the relevant programs. For Check printing, enter a variant from options for program/report ZFR045_CHEQUEPRINT

For creation of variant for Print Out of the cheques, enter variant name for programme/report ZFR045_CHEQUEPRINT as show in below screen:
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Accounts Payable

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Press Maintain Variants button, On screen “Maintain Variant: Report ZFR045_CHEQUEPRINT”,
enter the information as specified below

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Accounts Payable

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Field Name Company Code Payment Method House Bank Account ID Check Lot Print Immediately

Description Financial company code Method of payment to vendor like Cehque, Draft, Bank Transfer Bank from which payment to be made Account Number from which payment to be done Cheque Lot Cheque will be printed immediately

R/O User Action and Values R 1000 R C - Cheque R R R O BNH01 BC128 1 Tick

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Accounts Payable

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Accounts Payable
9. Vendor Payment with Check Printout

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Trigger : Need to print a check without running the automatic payment program. Business Process Description Overview You can have the system print checks without running the payment program or the print program. The process outlined below assumes you want to post the payment and print the associated check at the same time. However, you may also just print the check for a payment, which has already been posted. This may be necessary, for example, if a check is damaged during printing with the print program.

Input - Required Fields Company Payment Method House Bank Printer for forms Document Date Company Code Posting Date Currency Bank account Amount Value Date Vendor

Field Value / Comments ZEEL/ZNL C BNH01 LP01 09.02.2010 1000/4000 09.02.2010 INR 10000 09.02.2010

Procedural Steps
Access the “Create Manual Vendor Payment - System Generated Check” transaction by:

Via Menu Navigation Via Transaction Code

Accounting  Financial Accounting  Accounts Payable  Document entry  Outgoing Payment Post + Print Forms F-58

On the screen “Payment with Printout: Header Data” screen, enter information in the fields specified in the table below:

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Accounts Payable

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Field Name Company Code Payment Method House Bank Check Lot Number Calculate Payment Amount Print Immediately Printer for Forms

Description Company code Payment method used to settle open items. Bank Account from which payment to be paid Enter a check lot number. If tick the check box, it Automatically update the check amount of check Prints check immediately after posting the entry Specify the printer on which the payment forms are to be printed..

R/O R R R R O O R

User Action and Values 1000 “C” for Check BNH01 1 Tick Tick LOCL

1.1. Press Enter or press

button, On the screen “Payment with Printout:

Header Data” enter information in the fields specified in the table below:

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Accounts Payable

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Field Name Description Document Date Date of the document. Document Type Classifies the accounting document Company Code Posting Date Currency/rate Document currency Amount The payment amount Value Date Vendor The vendor account number Standard OIs Standard Open Items Additional Selection criteria based selections upon  None  Amount  Others

R/O/C User Action and Values R 24.11.2009 R Will default to “KZ” R R R R R R R R 7000 24.11.2009 INR 93100 Will default to current date 730020 Select Enter selection

Comments

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Allwyn Tauro, Johnson T F & Venkateswarlu K Mehul Shah, Dinesh Garg & Sivananda L
Classification: For Internal Use Only

Accounts Payable

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