Accounts Payable-Processes

Financial Accounting
Version 01

OEL Project
SAP ERP Implementation ECC 6.0

Training Designed & Documented by

TABLE OF CONTENTS

1. 2. 3. 4. 5. 6. 6.1 6.2 6.3 7. 7.1 7.2 7.3 7.4 7.5 7.6 7.7 8. 8.1 8.2 9. 9.1

INTRODUCTION .................................................................................................................................................... 4 COURSE OBJECTIVES ......................................................................................................................................... 4 TARGET AUDIENCE ............................................................................................................................................. 4 LEARNING OUTCOMES....................................................................................................................................... 4 RELATED BUSINESS PROCESS.......................................................................................................................... 5 VENDOR DOWN PAYMENT ................................................................................................................................ 6 DOWN PAYMENT REQUEST: ......................................................................................................................... 6 PAYMENT OF DOWN PAYMENT REQUEST:.............................................................................................. 9 CLEAR DOWN PAYMENT: ............................................................................................................................ 12 INVOICES AND CREDIT MEMOS .................................................................................................................... 15 PARK VENDOR INVOICE: ............................................................................................................................. 15 PARK VENDOR CREDIT MEMO: ................................................................................................................. 19 DISPLAY PARKED DOCUMENT: ................................................................................................................. 21 CHANGE PARKED DOCUMENT : ................................................................................................................ 22 POST PARKED DOCUMENTS: ...................................................................................................................... 24 DIRECT POST AN INVOICE: ......................................................................................................................... 26 DIRECT POST A CREDIT MEMO:................................................................................................................ 29 INVOICE VERIFICATION .................................................................................................................................. 32 LOGISTICS INVOICE VERIFICATION: ...................................................................................................... 32 CANCEL INVOICE DOCUMENT: ................................................................................................................. 36 VENDOR PAYMENTS.......................................................................................................................................... 38 POST OUTGOING PAYMENT: ...................................................................................................................... 38
Financial Accounting-AP_Processes Created on Created by Last Printed on Page no Confidential 07-06-2007 Zee

Business Process

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final

- 2 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 2 of 72

10. 10.1 11. 11.1 11.2 12. 12.1 12.2 12.3 13. 13.1 14. 14.1 14.2 15. 16.1 16.2

ACCOUNT CLEARING .................................................................................................................................... 41 CLEAR VENDOR ACCOUNT: ........................................................................................................................ 41 CHECK MAINTENANCE & ANALYSIS ....................................................................................................... 44 MAINTAIN CHECK LOT: ............................................................................................................................... 44 DISPLAY CHECK REGISTER:....................................................................................................................... 48 VENDOR ACCOUNT ANALYSIS ................................................................................................................... 50 DISPLAY BALANCES: ..................................................................................................................................... 50 DISPLAY/CHANGE LINE ITEMS:................................................................................................................. 53 INFORMATION SYSTEM: .............................................................................................................................. 56 DOCUMENT ...................................................................................................................................................... 57 DISPLAY ............................................................................................................................................................. 57 DOCUMENT REVERSAL ................................................................................................................................ 60 REVERSE SINGLE DOCUMENT: .................................................................................................................. 60 RESET CLEARED ITEMS: .............................................................................................................................. 62 CLOSING ............................................................................................. ERROR! BOOKMARK NOT DEFINED. VALUATE OPEN ITEMS IN FOREIGN CURRENCY: ................ ERROR! BOOKMARK NOT DEFINED. BALANCES CARRY FORWARD: ................................................... ERROR! BOOKMARK NOT DEFINED.

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 3 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 3 of 72

1.

INTRODUCTION

The Accounts Payable module will be used to administer the accounts payable functions within the business. It will be used for capturing all types of vendors‟ invoices, checking them against the relevant purchase orders, and process vendors‟ payments. Entries are automatically posted to the General Ledger, and therefore reconciliation between the Payable sub-ledger and the GL is unnecessary. In the same way, the system supplies the Cash Management application component with figures from invoices in order to optimize liquidity planning. Outstanding payables can be settled by the automatic payment program, which supports all standard payment methods (such as checks and transfers). This manual will cover the following functions:  Vendor Down Payment  Invoices And Credit Memos  Invoice Verification  Vendor Payments  Account Clearing  Check Maintenance & Analysis  Vendor Account Analysis  Document  Document Reversal  Statistical Posting  Closing

2.

COURSE OBJECTIVES

The objective of this course is to train the Accounts Payable users on the module‟s functions, in order to be able to handle this functionality in the business once system is live.

3.
   

TARGET AUDIENCE
AP Accountants AP Supervisors Chief Accountants Finance Managers

4.

LEARNING OUTCOMES

At the end of this course, you should be able to know:           How to Request, Post and clear Down payment How to enter incoming invoice and credit memo, park, change and display park invoice Reversal and mass reversal, recurring, transfer posting, post with clearing and post incoming payment How to view Balance analysis. How to post manual outgoing payment How to run automatic payment program How to issue correspondence with vendor How to valuate Open Item in Foreign Currency. How to run Regrouping (Balance Sheet Supplement OI Analysis) How to Carry Forward - Payable Balances How to post Document Processing ( Statistical Posting)

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 4 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 4 of 72

5.

RELATED BUSINESS PROCESS

The module integrates with the following modules:  GL: Postings made in Accounts Payable are simultaneously recorded in the General Ledger where different G/L accounts are updated based on the transaction involved.  Logistics: The module is also integrated with the logistics module where the Purchase Order (PO) and Goods Receipt (GR) take place. This is necessary for doing the 3-way match (Invoice, PO, GR).

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 5 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 5 of 72

6. 6.1

VENDOR DOWN PAYMENT Down Payment Request:

Manual Procedure: When you receive a request from a vendor for a down payment, you should compare that request against the approved PO or contract, and obtain the proper approval on the request. Business Process Description Overview Down payments must not be balanced with other payables and must be displayed separately on the balance sheet. A payable results from the delivery of a tangible asset or the performance of a service. On the balance sheet, down payments made are displayed on the assets side. When you post a down payment request, the system records a document that is not relevant for accounting purposes, but is merely a noted item to remind you to process a down payment. It does not update the monthly debits and credits. To enter the down payment request, you enter one or more line items in the vendor account without an offsetting entry. Consequently, the system does not check whether the debits equal the credits. Down payment requests do not update the monthly debits and credits in vendor accounts. However, you can display down payment requests as line items for accounts payable. When you post a down payment request, the system records the line item in a special G/L account. Via this account, you can obtain an overview at any time of all down payments due. The system notes the accounts to which down payment requests are assigned. To do this, it assigns the document number of the down payment request to the corresponding accounts in index tables.

Procedural Steps
6.1.1 Access “Vendor Down Payment Request” transaction by:
Accounting  Financial Accounting  Accounts Payable  Document entry  Down Payment  Request F-47

Via Menus Via Transaction Code

6.1.2

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

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 6 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 6 of 72

Field Name Document Date Doc. type Company Code Posting Date Currency/R ate Vendor Account Target Special G/L Indicator

Description The document date is the date on which the original document was issued. Document Type 4 character identifier of an organizational unit within external accounting. Effective date of posting in the ledgers. Document currency Vendor Account Number Indicator for a down payment request with which the corresponding down payment is to be posted later.

R/O/C R

User Action and Values Enter date

Comments

R R

Will default to “KA” Enter company code

R R R R

Will default to current date Enter currency Enter account number Enter special GL indicator type

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

6.1.3 6.1.4

Press Enter On screen “Down Payment Request: Add Vendor Item”, enter information in the fields as specified in the table below:

Field Name Amount

Description Payment amount

R/O/C R

User Action and Values Enter amount

Comments

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 7 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 7 of 72

Tax code

Due On Text Purch.doc.

The tax code represents a tax category, which must be taken into consideration when making a tax return to the tax authorities. Date on which down payment is due Contains an explanatory text on the line item. Purchasing document reference

R

Enter V0

R R C

Enter due date Enter relevant text Mandatory field for all types except non-trade

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

6.1.5 6.1.6

Press Enter or Select Green Check Mark Review and Post the Down Payment    Select the Document Overview icon to review your entry prior to posting. Post your down payment request by selecting the Save icon, or use the menu path Document  Post. The system will return a document number for your down payment request.

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 8 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 8 of 72

6.2

Payment of Down Payment Request:

To process a down payment, you will use the same transaction for any other payment: 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, if you want to post a payment without printing a check (transfer for example) you should use transaction “Post outgoing payment” F-53.

PROCEDURAL STEPS
6.2.1 Access the “Post Vendor Down-Payment” Screen by:
Accounting  Financial Accounting  Accounts Payable Document Entry  Down Payment  Down Payment F-48

Via Menus Via Transaction Code

6.2.2

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

6.2.3

If a down payment is being made against a down payment request, click the „Request‟ button to show the requests against this down payment, if any.

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 9 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 9 of 72

Field Name Document Date Doc. Type

Company Code

Description Date original document was issued Document type classifies the accounting document. Company code ID

R/O/C R

User Action and Values Enter appropriate date Will default to “KZ”

Comments

R

Specify the proper company code for this vendor Accept default or specify another date Can be entered as a code or a rate Enter the vendor‟s account number Enter the proper amount to be credited to the cash account Take a drop-down and select SP.G/L “V”.

Posting Date Currency/Rate

Effective date of posting in the ledgers. Payment currency

R R

Will default if previously entered. Will default to current date. Will default if previously entered.

Vendor Account Amount

Vendor account number Amount of the total down payment

R R

Special G/L Indicator

Indicator which R identifies a special G/L transaction (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)

6.2.4

On pressing ENTER, the next screen will appear as follows:

The withholding tax information on the down payments can be seen by clicking the „Withholding Tax‟ button shown in the following screen.

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 10 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 10 of 72

Press 6.2.5

to proceed

Post the payment by selecting the Save icon

The system will return a confirmation message with a document number

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 11 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 11 of 72

6.3

Clear Down Payment:
Business Process Description Overview

You can clear the down payment with the closing invoice by either: Transferring the down payment to the payables account and taking account of this transfer when posting the payment, or Directly clearing the down payment with the invoice when the outgoing payment is made You can carry out both procedures manually or automatically using the accounts payable payment program.

Procedural Steps
6.3.1 Access the “Clear Vendor Down Payments” transaction by:
Accounting  Financial Accounting  Accounts Payable  Document entry  Down Payment  Clearing F-54

Via Menus Via Transaction Code

6.3.2

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

Field Name Document Date Document Type

Description Document Entry Date The document type classifies accounting documents Financial company code ID
Financial Accounting-AP_Processes

R/O/C R R

User Action and Values Enter document date Defaults to “KA”

Comments

Company Code
Business Process

R

Enter company code
Created on Created by Last Printed on Page no 07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 12 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 12 of 72

Posting Date Period Currency/rate Document number

Effective date fiscal period Document Currency The document number is the key the system uses to access the accounting document. Translation date for determining the exchange rate which is to be used for translation. The exchange rates are stored in the system. Enter the reference document number The document header text contains explanations or notes, which apply to the document as a whole, that is, not only for certain line items. The account number for vendor The number of the invoice the transaction belongs to

R R R O

Defaults to current date Enter the fiscal period Enter currency Enter doc. number to access doc. number

Translation dte

O

You do not need to enter a date unless the date in question is not the same as the document entry date.

Reference

O

Doc. header text

O

Reference document number contains the document number for vendor Enter doc. header explanations or notes

Vendor Account Number Relevant Invoice

R O

Fiscal Year Text

Enter the relevant Fiscal O Year Contains an explanatory O Enter relevant text text on the line item (Note: On table, column marked “R,O,C”, “R”=Required, “O”= Optional, ”C”=Conditional)

Enter the account number for vendor Enter the number of the invoice the transaction belongs to Enter the relevant Fiscal Year

Press ENTER to advance to the next screen.

6.3.3

On the screen “Clear Vendor Down Payment: Choose Down Payments”, choose the down payments to be cleared by clicking the checkbox to the left of the item.

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 13 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 13 of 72

6.3.4

On the screen “Clear Vendor Down Payment: Display Overview”, review the highlighted accounting document for missing or incorrect information. To edit, double click on the line item. Once the document is reviewed, post the document by clicking on the icon. SAVE

6.3.5

NOTE: The system will return a document no. for the cleared vendor down payment.

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 14 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 14 of 72

7. 7.1

INVOICES AND CREDIT MEMOS Park Vendor Invoice:
Business Process Description Overview

A preliminary posting of a vendor invoice (parked invoice) allows for entry of the invoice without database update. This may be necessary for approval purposes, or if complete invoice information is not available, is incomplete, or if data entry is interrupted. Preliminary posting allows for documents to be saved in the system without passing standard document validations (documents may be unbalanced, required data may be left blank). Standard document validations are invoked when the preliminary postings are posted to the G/L database through a separate process.

Procedural Steps
7.1.1 Access Preliminary Posting of Vendor Invoice by:
Accounting  Financial Accounting  Accounts Payable  Document entry  Document Parking  Park Invoice FV60

Via Menus Via Transaction Code

7.1.2

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

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 15 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 15 of 72

Field Name Vendor Invoice date Posting date Reference

Description Vendor account number Enter in the document date.

R/O/C R R

The date of posting. Field allocated to any extra numeric or name identifiers.

R R

User Action and Values Enter vendor account number using pull down menu Enter in the date manually, use pulldown calendar, or use the F4ENTER shortcut. Defaults in as today‟s date. Can be used to contain external document reference numbers. This is helpful as an additional document search criterion, and can be used in correspondence printing. Enter amount Mark this field to calculate Input tax.

Comments

Amount/ Currency Calculate tax

Invoice Amount Select this field, the system calculates the taxes automatically during simulation or posting. Contains an explanatory text on the line item. Up to 4 char identifier for the company in which the posting will occur. GL account to be debited Amount to be debited to the GL account User can select input tax code which starts with “Y” or “Z” from drop down list. Cost Center Inter Order

R R

Text Company code GL account Amount

R R

Enter text This field can have a value default in from the User Parameters settings.

R R

Tax Code

C

Enter input sales tax code.

Cost Center Order

If expense is related to employee or utilities than Statistical Internal order is required Note: On table, column marked “R,O,C”, “R”=Required, “O”= Optional, ”C”=Conditional)

R R/O

7.1.3

To reach the next screen click on the “Payment” Tab.

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 16 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 16 of 72

To reach the next screen click on the “details” Tab.

Field Name Baseline Date Payment term Payment method House
Business Process

Description Baseline date is used to determine due date. This will be the receiving date of the vendor invoice. Payment terms helps in determining the due date Payment method with which this item is to be paid. House is the branch from which the
Financial Accounting-AP_Processes

R/O/C R

User Action and Values Enter Baseline date.

Comments

C O

O

Payment terms will default from vendor master. Take a drop-down and select the appropriate payment method. Take a drop-down and select
Created on Created by Last Printed on Page no 07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 17 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 17 of 72

Field Name bank Assignment

Description payment is to be credited. The assignment number is an additional information reference field in the line item.

R/O/C O

User Action and Values appropriate house bank. Enter the vendor invoice number in this field.

Comments

Header Txt

The document header text contains O Enter the explanatory note explanations or notes which apply to about the transaction the document as a whole, that is, not only for certain line items. Business Key that uniquely identifies a O Take a drop-down and select Area business area. appropriate Business Area. Note: On table, column marked “R,O,C”, “R”=Required, “O”= Optional, ”C”=Conditional)

7.1.4

To reach the next screen click on the “Withholding tax” Tab.

Field Name W/tax code

Description One or more "withholding tax codes" are assigned to each withholding tax type. One of the things these codes determine is the various percentage rates for the withholding tax type.

R/O/C C

User Action and Values Press F4 and choose appropriate WHT code

Comments

7.1.5 7.1.6

Click Simulate Click the

to view the park document.

SAVE icon to park the document.

The system will display a message indicating that the document was successfully parked, indicating the document number was assigned.

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 18 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 18 of 72

7.2

Park Vendor Credit Memo:

Business Process Procedure Overview

A preliminary posting of a vendor Credit Memo (parked Credit Memo) allows for entry of the Credit Memo without database update. This may be necessary for approval purposes, or if complete invoice information is not available, is incomplete, or if data entry is interrupted. Preliminary posting allows for documents to be saved in the system without passing standard document validations (documents may be unbalanced, required data may be left blank). Standard document validations are invoked when the preliminary postings are posted to the G/L database through a separate process.

Procedural Steps
7.2.1 Access Preliminary Posting of Vendor Credit Memo by:
Accounting  Financial Accounting  Accounts Payable  Document Entry  Document Parking  Park Credit Memo FV65

Via Menus Via Transaction Code

7.2.2

On the “Park Vendor Credit Memo” screen, enter the following information in the fields as specified in the table below:

Field Name Vendor Document date
Business Process

Description Vendor account number Enter in the document date.
Financial Accounting-AP_Processes

R/O/C R R

User Action and Values Enter vendor account number using pull down menu Enter in the date manually, use pulldown calendar, or use the F4-enter
Created on Created by Last Printed on Page no 07-06-2007 Zee

Comments

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 19 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 19 of 72

Field Name Posting date Reference

Description The date of posting. Field allocated to any extra numeric or name identifiers.

R/O/C R R

User Action and Values shortcut. Defaults in as today‟s date. Can be used to contain external document reference numbers. This is helpful as an additional document search criterion, and can be used in correspondence printing. Enter amount Mark this field to calculate Input tax.

Comments

Amount/ Currency Calculate tax

Credit Memo Amount Select this field, the system calculates the taxes automatically during simulation or posting. Contains an explanatory text on the line item. Up to 4 char identifier for the company in which the posting will occur. GL account to be debited Amount to be debited to the GL account User can select input tax code which starts with “Y” or “Z” from drop down list. Cost Center Inter Order

R R

Text Company code GL account Amount

R R

Enter text This field can have a value default in from the User Parameters settings.

R R

Tax Code

C

Enter input sales tax code.

Cost Center Order

If expense is related to employee or utilities than Statistical Internal order is required Note: On table, column marked “R,O,C”, “R”=Required, “O”= Optional, ”C”=Conditional)

R R/O

7.2.3 7.2.4

Fill in the remaining fields as mentioned in prior section Click simulate to view the parked document.

7.2.5

Click the

SAVE icon to park the document.

The system will display a message indicating that the document was successfully parked, and which document number was assigned.

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 20 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 20 of 72

7.3

Display Parked Document:

Business Process Procedure Overview You can display parked documents either individually, via a list or via the line item display function. To display them with the latter method, you must first select the parameter "Parked documents". To be able to display parked documents you must be authorized to display posted documents.

Procedural Steps
7.3.1 Access the transaction by:
Accounting  Financial Accounting  Accounts Payable  Document  Parked documents  Display FBV3

Via Menus Via Transaction Code

7.3.2

On screen “Change Parked Document: Initial Screen”, enter information in the fields as specified in the table below:

Field Name Company Code Document number Fiscal Year

Description 4 character identifier of an organizational unit within external accounting. Identifier for an accounting document. The year to which the park document was created.

R/O/C R

User Action and Values Enter company code.

Comments

R R

Enter the parked document number. Enter the fiscal year.

7.3.3

Press ENTER to continue.

The requested document will be displayed.

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 21 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 21 of 72

7.4

Change Parked Document :

Business Process Procedure Overview A parked document can be changed any time before posting. You can change either the document header information or the document line items. This transaction explains how to change the document header information.

Procedural Steps
7.4.1 Access transaction by:
Accounting  Financial Accounting  Accounts Payable  Document  Parked Document  Change Header FBV4

Via Menus Via Transaction Code

7.4.2

On screen “Change Parked Document (Header): Initial Screen”, enter information in the fields as specified in the table below:

Field Name Company Code

Description R/O/C User Action and Values Comments 4 character identifier of an R Enter company code organizational unit within external accounting. Document Identifier for an accounting R Enter the parked document number document. number. Fiscal Year The year to which the park R Enter year. document was created. (Note: On Above table in column “R/O/C”, “R” = Required, “O” = Optional, “C” = Conditional)

7.4.3

Press ENTER to continue

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 22 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 22 of 72

7.4.4

On the screen “Edit Parker Document”, make required changes

7.4.5

Click the SAVE

icon to post.

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 23 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 23 of 72

7.5

Post Parked Documents:

Business Process Procedure Overview Document parking can be used to enter and store (park) documents in the SAP System, Parked documents can be posted at a later date by chief accountant.

Procedural Steps
7.5.1 Access transaction by:
Accounting  Financial Accounting  Accounts Payable  Document  Parked Documents  Post/Delete FBV0

Via Menus Via Transaction Code

7.5.2

On screen “Post Parked Document : Initial Screen”, enter information in the fields as specified in the table below:

Field Name Company Code Document number Fiscal Year

Description 4 character identifier of an organizational unit within external accounting. Identifier for an accounting document Identifies the period for which the company use to create its balance sheet

R/O/C R

User Action and Values Enter company code

Comments

R R

Enter the parked document number. Enter the fiscal year.

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

7.5.3

Press ENTER to advance to the next screen.

The next screen will be the document you selected. Change as required.

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 24 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 24 of 72

7.5.4

Click the

SAVE icon to post.

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 25 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 25 of 72

7.6

Direct Post an Invoice:

Business Process Description Overview The normal process for posting an invoice is to park it first by the Accountant and then post it by the chief accountant. However, if authorized invoice can be posted directly as well.

Procedural Steps
7.6.1 Access transaction by:
Accounting  Financial Accounting  Accounts Payable  Document Entry  Invoice FB60

Via Menus Via Transaction Code

7.6.2

On screen “Vendor Invoice Enter”, enter the following information:

Field Name Vendor Invoice date Posting date Reference

Description Vendor account number Enter in the document date.

R/O/C R R

The date of posting. Field allocated to any extra numeric or name identifiers.

R R

User Action and Values Enter vendor account number using pull down menu Enter in the date manually, use pull-down calendar, or use the F4-F2 shortcut. Defaults in as today‟s date. Can be used to contain external document reference numbers. This is helpful as an additional document search criterion, and
Created on Created by Last Printed on Page no 07-06-2007 Zee

Comments

Business Process

Financial Accounting-AP_Processes

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 26 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 26 of 72

Field Name

Description

R/O/C

Amount/ Currency Text Company code GL account Amount

Invoice Amount Contains an explanatory text on the line item. Up to 4 char identifier for the company in which the posting will occur. GL account to be debited Amount to be debited to the GL account Cost Center

R R R

User Action and Values can be used in correspondence printing. Enter amount Enter text This field can have a value default in from the User Parameters settings.

Comments

R R

Cost Center

R

7.6.3

Click on the “Details” Tab enter the following information:

and

Field Name Head text

Description The document header text contains explanations or notes which apply to the document as a whole, that is, not only for certain line items.

R/O/C R

User Action and Values Enter text

Comments

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 27 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 27 of 72

7.6.4

Click on the “Payment” Tab enter the following information:

and

Field Name Baseline Date Terms of payment Discount

Description Date from which system is going to calculate the due date Key for defining payment terms composed of cash discount percentages Cash discount amount in document currency

R/O/C R

O

O

User Action and Values Enter the baseline date as agreed with vendor. (Ex. Invoice Date or GR Date) Default is the vendor‟s payment terms. Change if required using the pull down menu Enter cash discount only if not defined in the payment terms

Comments

7.6.5 7.6.6

Click on Simulate

to view the document.

Review the invoice information. When the review is completed, post the invoice by clicking on the save button

A message Document XXXX posted will display.

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 28 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 28 of 72

7.7

Direct Post a Credit Memo:

Business Process Description Overview Similar to posting the Vendor invoice, credit memo can also be posted directly.

Procedural Steps
7.7.1 Access transaction by:
Accounting  Financial Accounting  Accounts Payable  Document Entry  Credit Memo FB65

Via Menus Via Transaction Code

7.7.2

On screen “Vendor Credit Memo Enter”, enter the following information:

Field Name Vendor Document date Posting date Reference

Description Vendor account number Enter in the document date. The date of posting. Field allocated to any extra numeric or name identifiers.

R/O/C R R R R

User Action and Values Enter vendor account number using pull down menu Enter in the date manually, use pull-down calendar, or use the F4-F2 shortcut. Defaults in as today‟s date. Can be used to contain external document reference numbers. This is helpful as an additional document search criterion, and can be used in correspondence printing. Enter amount
Created on Created by Last Printed on Page no 07-06-2007 Zee

Comments

Amount/
Business Process

Invoice Amount
Financial Accounting-AP_Processes

R

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 29 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 29 of 72

Field Name Currency Text Company code GL account Amount

Description Contains an explanatory text on the line item. Up to 4 char identifier for the company in which the posting will occur. GL account to be debited Amount to be debited to the GL account Cost Center

R/O/C R R

User Action and Values Enter text This field can have a value default in from the User Parameters settings.

Comments

R R

Cost Center

R

7.7.3

Click on the “Details” Tab enter the following information:

and

Field Name
Head text

Description
The document header text contains explanations or notes which apply to the document as a whole, that is, not only for certain line items.

R/O/C
R

User Action and Values
Enter text

Comments

7.7.4

Click on the “Payment” Tab enter the following information:

and

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 30 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 30 of 72

Field Name Baseline Date Terms of payment Discount

Description Date from which system is going to calculate the due date Key for defining payment terms composed of cash discount percentages Cash discount amount in document currency

R/O/C R

O

O

User Action and Values Enter the baseline date as agreed with vendor. (Ex. Invoice Date or GR Date) Default is the vendor‟s payment terms. Change if required using the pull down menu Enter cash discount only if not defined in the payment terms

Comments

7.7.5 7.7.6

Click on Simulate

to view the document.

Review the invoice information. When the review is completed, post by clicking on the save button

A message Document XXXX posted will display.

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 31 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 31 of 72

8. 8.1

INVOICE VERIFICATION Logistics Invoice Verification:

Business Process Procedure Overview Vendor invoice is a purchasing document. The invoice is sent to a company‟s A/P department. The A/P Accountant enters the invoice into the system against a purchase order, or delivery note. Upon entry the system performs invoice verification and posts the invoice document into the system. This transaction is the actual entry of the vendor invoice into the R/3 system and the posting of that invoice.

Procedural Steps
8.1.1 Access transaction by:
Logistics>Materials Management>Invoice Verification>Logistics Invoice Verification>Document Entry>Enter Invoice MIRO

Via Menus Via Transaction Code

8.1.2

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

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 32 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 32 of 72

Field Name Invoice date Posting date

Reference

Amount and Currency

Description The invoice date is the date on which the original invoice was issued Date which is used when entering the document in Financial Accounting or Controlling The reference document number can contain the document number of the vendor. However it may contain a different value The gross invoice amount is the sum of the net item amounts

R/O/C R

User Action and Values Enter Document date Posting date default‟s to today‟s date

Comments

R

R

Enter Reference number

R

Enter amount of invoice and the currency in the following field. If the amount of the invoice is higher than the PO, go down to the PO amount field and change manually to match with the invoice. The system will accept the change but the invoice will be blocked for payment.

Tax code

Company code Purchase order/sched uling agreement Goods/Serv ices Items

The tax code stands for a tax category, which must be taken into consideration when making a tax return to the tax authorities. The company code is an organizational unit within external accounting The type of purchasing reference

R

R

R

System will default to Purchase order/scheduling agreement.

Indicates if it is a normal invoice or freight and other costs

R

Logistics Reference

The main document you are relating the invoice to

R

System will default to goods/services. If the invoice is a freight, customs, clearance or any costs other than the goods, pull down the menu and choose Planned Delivery Costs Enter reference, ex. PO, Delivery Note, BOL..

8.1.3 8.1.4 8.1.5

Press ENTER to import PO information Check that this is the PO you are relating the invoice to Click on the Payment Tab:

8.1.6

Enter the following information:

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 33 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 33 of 72

Field Name Baseline Date Terms of payment Discount

Description Date from which system is going to calculate the due date Key for defining payment terms composed of cash discount percentages Cash discount amount in document currency

R/O/C R

O

O

User Action and Values Enter the baseline date as agreed with vendor. (Ex. Invoice Date or GR Date) Default is the vendor‟s payment terms. Change if required using the pull down menu Enter cash discount only if not defined in the payment terms

Comments

8.1.7

Click on Simulate

to view the document

The following screen will appear to check your entry:

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 34 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 34 of 72

8.1.8 8.1.9

Review the invoice information. If you want to hold this invoice and not post it you may press the Hold button to be able to edit and change it in the future.

8.1.10 If you want to post this invoice, click on the save button. You will not be able to change it in the future. You can only reverse it using transaction MR8M

A message Document XXXX posted will display.

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 35 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 35 of 72

8.2

Cancel Invoice Document:

Business Process Procedure Overview An invoice was entered and posted into R/3 system incorrectly. Quantities, amounts, or posting dates could be incorrect. The invoice could be allocated incorrectly. This procedure outlines the steps involved in canceling a posted invoice. It has the effect of reversing the invoice posting. It allows for another correct invoice to be allocated against the purchasing document.

Procedural Steps
8.2.1 Access transaction by:
Logistics>Materials Management>Invoice Verification>Logistics Invoice Verification>Further Processing>Cancel Invoice MR8M

Via Menus Via Transaction Code

8.2.2

On screen “Cancel Invoice/Credit Memo: Initial Screen”, enter information in the fields as specified in the table below:

Field Name Invoice Document Number Fiscal Year

Description Number which uniquely identifies an invoice document The fiscal year defines a period, 12 months as a rule, for which the company is to create its inventory and balance sheet. The fiscal year can be the same as the calendar year, but does not have to be Reason for reversing a document Date which is used when entering the document in Financial Accounting or Controlling

R/O/C R

User Action and Values Enter the invoice document number Enter the fiscal year

Comments

R

Reversal reason Posting date

R O

Reversal reason known or via pull down menu Enter Posting date

8.2.3

Cancel the invoice

Click the <Save> icon.
Business Process Financial Accounting-AP_Processes Created on Created by Last Printed on Page no Confidential 07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final

- 36 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 36 of 72

Message “Logistics Invoice Document ####/ (Fiscal Year) Cancelled” is displayed.

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 37 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 37 of 72

9. 9.1

VENDOR PAYMENTS Post Outgoing Payment:

Business Process Description Overview For those checks that have been created manually (outside the SAP R/3 system, perhaps typed or handwritten) you still must post the vendor payment in order to reflect it in your records.

PROCEDURAL STEPS
9.1.1 Access the “Create Manual Vendor Payment - Manual Check” transaction by:
Accounting  Financial Accounting  Accounts Payable  Document Entry  Outgoing Payment  Post F-58

Via Menus Via Transaction Code

9.1.2

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

Field Name Company Code Payment method Check lot number

Description Company Code ID Payment method used to settle open items. The check lot number represents a batch of consecutively prenumbered checks, or serves as a number interval if the check number given is different to the

R/O/C R R R

User Action and Values Enter Company Code Select “S” for check payment
enter a check lot num

Comments

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 38 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 38 of 72

Field Name

Description payment document number.

R/O/C

User Action and Values

Comments

Alternate Form Printer for Forms Print Immediately

Name of Form to print after payment entry Name of printer Indicator specifying that the form should be printed immediately.

R R C

F110_PRENUM_CHC K Enter LP01

9.1.3

Press

button to proceed to next screen

Field Name Document Date Document Type Company Code Posting Date

Description Date of the document. Classifies the accounting document Company Code ID Date used entering document in Financial Accounting or Controlling Document currency G/L cash/checking account to be used. The payment amount. Transaction value date
Financial Accounting-AP_Processes

R/O/C R R R R

User Action and Values Enter date Will default to “KZ” Enter Company Code Will default to current date

Comments

Currency/rate Account (Bank data) Amount Value Date
Business Process

R R R R

Enter currency Select account number Enter amount Will default to current date
Created on Created by Last Printed on Page no 07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 39 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 39 of 72

Field Name Account (Vendor)

Description The vendor account number

R/O/C R

User Action and Values

Comments

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

9.1.4

Press PROCESS OPEN ITEMS or ENTER to continue.

9.1.5

Select open items to equal the payment amount.

If you need to adjust the check amount because of discounts, select the Overview icon and double-click on the G/L account line item to edit. Once the amount under “Not Assigned” equals zero (or falls within your predetermined tolerance level) you may post.

9.1.6

Post the payment by clicking the Save icon.

NOTES: The system will return a confirmation with a document number. At this point the vendor payment has been posted. Payment without check printing also works the same way except it will not assign payment a check number.

9.1.7 9.1.8

To print the payment voucher use transaction ZPV after posting the payment. To print the cheque use transaction ZCHEQ after posting the payment.

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 40 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 40 of 72

10. ACCOUNT CLEARING 10.1 Clear Vendor Account:
Business Process Description Overview This function differs from posting with a clearing transaction or posting with a payment in the following ways: You do not need to enter a document header You can only clear open items from one account You can use this function to clear debits and credits that balance to zero (for example, invoices and payments that you have already entered).

Procedure Steps
10.1.1 Access Clear Vendor Transaction by:
Via Menus Via Transaction Code Accounting  Financial Accounting  Accounts Payable  Account  Clear F-44

10.1.2 On screen “Clear Vendor: Header Data” Screen, enter information in the fields as specified in the below table:

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 41 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 41 of 72

Field Name Account

Description Vendor Account Number

R/O/C R

Company Code

Clearing Date

Currency Open item selection Normal OI

Up to 4 char identifier for the company in which the posting will occur. Date which is used when entering the document in Financial Accounting or Controlling. Currency key for amounts in the system.

R

User Action and Values Enter the vendor account number to clear or select from the Drop Down Menu. Enter company code

Comments

R

Defaults to current date

R

Enter currency

Special GL indicator

Indicator that only the standard open items are to be taken into consideration during clearing. List of special G/L indicators which are to be included in the clearing procedure.

Click if required C

Click if required C

Standard open items are all line items which do not represent a special G/L transaction. Leave the field blank if only items with no special G/L indicator are to be cleared, for example, invoices or credit memos.

Additional O selections (Note: On Above table in column “R/O/C”, “R” = Required, “O” = Optional, “C” = Conditional)

10.1.3 Select process open items to activate the necessary open items to clear. 10.1.4 On screen “Clear Vendor: Process Open Items” Screen, specify which open items to select.

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 42 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 42 of 72

10.1.5 To Display the open items for processing, double-click on the line item. Use the green arrow to go back to the process open items screen. 10.1.6 Process the open items by choosing and then activating the necessary open items. To Select an open item, place the cursor on the line item and click the Select item icon. 10.1.7 Select the “Save” icon to save the changes.

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 43 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 43 of 72

11. CHECK MAINTENANCE & ANALYSIS 11.1 Maintain Check Lot:
Business Process Description Overview Using this transaction, you will be able to enter the check lots number ranges in the system for monitoring.

Procedural Steps
11.1.1 Access transaction by:
Via Menus Via Transaction Code Accounting  Financial Accounting  Accounts Payable  Periodic Processing  Payments FCHI

11.1.2 On the “Automatic Payment Transactions: Status” screen, go to the following from the top menu:
Environment -> Check Information -> Number ranges

11.1.3 On the “Check Lots” screen, enter information in the fields as specified in the below table:

Field Name Paying Company Code

House bank

Description In this field you find the company code which processes the payment transactions (possibly for other company codes too). Short key for a house bank

R/O/C R

User Action and Values Enter company code

Comments

R

Enter house bank using the pull down menu
Created on Created by Last Printed on Page no 07-06-2007 Zee

Enter either house bank or bank key

Business Process

Financial Accounting-AP_Processes

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 44 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 44 of 72

Account ID

This ID together with the ID for the house bank uniquely defines a bank account.

R

Enter account ID using pull down menu

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

11.1.4 Click on the Change Icon

11.1.5 Click on the Create Icon 11.1.6 On the “Create Lot” window, enter information in the fields as specified in the below table:

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 45 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 45 of 72

Field Name Lot Number

Description Checks are divided into check lots which are separated (physically and logically). Checks which are supplied by a house bank or printer's are divided this way in different printer locations or they are in part for the automatic printing process, in part for a manual filling out. If different lots are to be used in a certain sequence, a subsequent lot is to be specified. Starting check number Last check number

R/O/ C R

User Action and Values Enter your lot number

Comments

Check Number To

R R

Enter the number of the first check in your lot Enter the number of the last check in your lot

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

11.1.7 Press Enter.
The following screen will appear showing the new range you created.

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 46 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 46 of 72

11.1.8 Click on the Save Icon.

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 47 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 47 of 72

11.2 Display Check Register:
Business Process Description Overview The program generates a list of all check registers belonging to one paying company code, (prenumbered checks), if they fulfill the given selection criteria. The list is sorted by payment method and check number with manually voided checks at the start and manually issued checks at the end. This order of output is default but can be altered by the user.

Procedural Steps
11.2.1 Access transaction by:
Via Menus Via Transaction Code Accounting  Financial Accounting  Accounts Payable  Environment  Check Information  Display  Check Register FCHN

11.2.2 On the “Payment Document Check” screen, enter information in the fields as specified in the below table:

Field Name Paying Company Code

House bank
Business Process

Description In this field you find the company code which processes the payment transactions (possibly for other company codes too). Short key for a house bank
Financial Accounting-AP_Processes

R/O/C R

User Action and Values Enter company code

Comments

R

Enter house bank using the pull down menu
Created on Created by Last Printed on Page no 07-06-2007 Zee

Enter either house bank or

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 48 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 48 of 72

bank key Account ID This ID together with the ID for the house bank uniquely defines a bank account. R Enter account ID using pull down menu

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

11.2.3 Press Execute

Check Register is displayed

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 49 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 49 of 72

12. VENDOR ACCOUNT ANALYSIS 12.1 Display Balances:
Business Process Description Overview On the account balance display screen, the system displays the following account data per company code per fiscal year: Opening balance (balance carried forward) Total of all transactions per posting period, separated into debits and credits (transaction figures) Balance per posting period Accumulated account balance

Procedural Steps
12.1.1 Access transaction by:
Via Menus Via Transaction Code Accounting  Financial Accounting  Account Payable  Account Display Balance FK10N

12.1.2 On the screen “Vendor Balance Display:” enter the

following information:

Field Name Vendor

Company code

Enter Company code or Select from the drop down menu Fiscal Year Current fiscal year R Enter Fiscal year Note: On table, column marked :” R/O/C”, “R=Required, “O”=Optional, “C”=Conditional)

Description A unique key used to clearly identify the vendor within the SAP system. Four-character identifier of the company code

R/O/C R

User Action and Values Enter vendor number

Comments

R

12.1.3 Choose

Execute

12.1.4 The various tabs will shows the relevant information with regards to the vendor account.
Business Process Financial Accounting-AP_Processes Created on Created by Last Printed on Page no Confidential 07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final

- 50 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 50 of 72

12.1.5 For further details, click on the Special G/L tap

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 51 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 51 of 72

Note: If double click on any line item the system will display the line Item details.

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 52 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 52 of 72

12.2 Display/Change Line Items:
Business Process Description Overview This program lists vendor line items. You can also display/ Change the items from more than one vendor account cross-company code in a list.

Procedural Steps
12.2.1 Access transaction by:
Via Menus Via Transaction Code Accounting  Financial Accounting  Account Payable  Account  Item Change FBL1N

12.2.2 On the screen “Vendor Line item Display:” enter the following information:

Field Name Vendor

Company code

Enter Company code or Select the drop down arrow to select from the available choices. (Note: On table, column marked :” R/O/C”, “R=Required, “O”=Optional, “C”=Conditional)

Description A unique key used to clearly identify the vendor within the SAP system. Four-character identifier of the company code

R/O/C R

User Action and Values Enter vendor number

Comments

R

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 53 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 53 of 72

12.2.3 Tick the desired options and Choose

Execute

12.2.4 If double click on any line item the system will display the appropriate line Item. 12.2.5 Choose Change

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 54 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 54 of 72

You can only change the fields with the white background.

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 55 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 55 of 72

12.3 Information System:
Information system is basically an option on the menu that contains a number of reports that can be run for Accounts Payable. Via Menus Via Transaction Code From the menu you can run reports in regards to: Accounting  Financial Accounting  Account Payable  Information System  Reports for Accounts Payable Reporting

-

Vendor Balances Vendors Items Master Data Payment Transactions

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 56 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 56 of 72

13. DOCUMENT 13.1 Display
Business Process Description Overview You can display all line items on a document that has been posted before.

Procedural Steps
13.1.1 Access “Change Document Release” by:
Via Menus Via Transaction Code Accounting  Financial Accounting  Accounts Payable  Document  Display FB03

13.1.2 On screen “Display Document: Initial Screen”, enter information in the fields as specified in the table below:

Field Name Document Number

Description The document number is unique per company code and fiscal year

R/O/C R

Company Code

Four-character identifier of the company code

R

Fiscal Year

Period, 12 months as a rule, for which the company is to create its inventory and balance sheet. The fiscal year can be the same
Financial Accounting-AP_Processes

R

User Action and Values You can specify the number manually or It can be determined by the system from a pre-defined area (number range) Enter Company code or Select the drop down arrow to select from the available choices. Enter Fiscal year

Comments

Business Process

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 57 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 57 of 72

as the calendar year, but does not have to be. (Note: On table, column marked “R,O,C”, “R”=Required, “O”=Optional,”C”= Conditional)

13.1.3 Press ENTER. (If you don‟t know the document number, click on list search for it)

to

13.1.4 On screen “ Document Overview”, double-click on the line item to be displayed:

13.1.5 On screen “Display Document: Line Item 001 ”, you can view the document.

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 58 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 58 of 72

To go to the next line item in the document click on the “Next Item in List” button

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 59 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 59 of 72

14. DOCUMENT REVERSAL 14.1 Reverse Single Document:
Business Process Description Overview If you have entered an incorrect document, you can reverse it, which also clears the open items. Note that R/3 can reverse a document only if the following conditions are met: Contains no cleared items Contains only vendor, customer, or G/L line items Was posted with the FI system Contains only valid values, such as company codes, cost centers Ordinarily, you post a reversing document in the same period you posted the original document. The period of the original document must be open to post a reversing document. If the period is not open, you can overwrite the posting date field with a date in an open period, such as the current period.

Procedural Steps
14.1.1 Access transaction by:
Via Menus Via Transaction Code Accounting  Financial Accounting  Accounts Payable  Document  Reverse  Individual Reversal FB08

14.1.2 On screen “Reverse Document: Header data”, enter information in the fields as specified in the table below:

Field Name Document number
Business Process

Description The document number of the document to be reversed
Financial Accounting-AP_Processes

R/O/C R

User Action and Values Enter the document number.

Comments

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 60 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 60 of 72

Company code Fiscal year Reversal Reason Posting date

Posting period Void reason code

The company code identifier for the document to be reversed The fiscal year that the document was created in Reason for reversing a document If the reverse document cannot be posted to the same period as the original document, enter the posting date and the posting period of the reversing document Effective period of reversal posting Reason code for voiding a related check payment

R

Select the drop down arrow to view a list of available choices. Enter the fiscal year. Select the drop down arrow to view a list of available choices. Select the drop down arrow to view a calendar.

R R O

O

Codes 01 -03 are used only by the system. The user can create other codes as needed. (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)

O

Select the drop down arrow to view a list of available choices.

14.1.3 To view the document before reversal click on 14.1.4 To post the reversing document go back to the first screen and post by

pressing the Save button The system generates a reversing document, transposing debit amounts and credit amounts.
You will receive a message at the bottom of the screen stating “Document XXXXXXXXX was posted in company code XXXX”.

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 61 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 61 of 72

14.2 Reset Cleared Items:
Business Process Description Overview You can reset clearing transaction for individual documents. When resetting clearing postings, the clearing data is removed from the line items (and the reversal data, where it existed, is removed from the document header). The document changes are logged and can be displayed in the change documents.

Procedural Steps
14.2.1 Access the “Reset cleared items” transaction by:
Via Menus Via Transaction Code Accounting  Financial Accounting  Accounts Payable  Document  Reset cleared items FBRA

14.2.2 On the screen “Reset cleared items”, enter in the information from the table below:

Field Name Clearing document

Description Number of the document with which the line item was cleared.

R/O/C R

Company code Fiscal year

Four-character identifier of the company code. Defines a period, 12 months as a rule, for which the company is to create its inventory and balance sheet.
Financial Accounting-AP_Processes

R R

User Action and Values Enter in the 10-digit systemassigned number. This is the clearing document or the payment number, or offset number. Enter in the company code. Enter year that the cleared item was posted.

Comments Make sure that you have the information of what payment or offset is to be reset. Can be set as default parameter. Make sure you enter the current year, otherwise it will affect the G/L reporting and upper management

Business Process

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 62 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 62 of 72

reports regarding previous years. (Note: On Above table in column “R/O/C”, “R” = Required, “O” = Optional, “C” = Conditional)

14.2.3 Press Items

to view the document, if OK go back

14.2.4 Select the SAVE icon to reset the document(s).
A dialog box will pop-up:

Select RESETTING AND REVERSE by double-clicking on the selection box – this will cancel credit refunds and reissue. Select RESETTING by double-clicking on the selection box – this cancels and reopens documents cleared by payment allocation or other cleared items. * If the document is involved with another clearing document, the system will generate an error message that the document is not purely a clearing document.

14.2.5 When selecting Resetting and Reverse, on the „Reversal data‟ box, enter the information from the table below:

Field Name Reversal reason Posting date

Description Reason for reversing a document. Date when a document is reversed. Period which corresponds to the reversal date.

R/O/C R

R

Posting period

R

User Action and Values Enter the proper reason code based on the process you will perform. Enter current date. This has to be today‟s date for auditing purposes. Enter current posting period. Enter the number of the current month.
Created on Created by Last Printed on Page no 07-06-2007 Zee

Comments

Business Process

Financial Accounting-AP_Processes

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 63 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 63 of 72

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

14.2.6 Select the green check mark in the „Reversal data‟ box. 14.2.7 Select the green check mark in the „Information‟ box to post the document.

14.2.8 Select the green check mark in the next „Information‟ box to complete the reset of cleared items.

.

16.1.1 The batch now has been created. To run it go to: System -> Services -> Batch Input Business Process Financial Accounting-AP_Processes Created on Created by Last Printed on Page no Confidential 07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final

- 64 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 64 of 72

> Session or use transaction SM35

16.1.2 Click on your session and press Process

Business Process

Financial Accounting-AP_Processes

Created on Created by Last Printed on Page no

07-06-2007 Zee

File Name Status

RP.OEL.FI.TM AP_PROCESSES-V01-14052008 Final Confidential

- 65 -RP.OEL.FI.TM AP_PROCESSES-V01-14052 Page 65 of 72

Sign up to vote on this title
UsefulNot useful