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Accounts Payable Components
• • • • • • Master data Accounts group Number range Reconciliation account Payment terms Transaction & reports
Vendor Master Records
Vendor master records contain information about the vendor account that controls how business transactions are posted to it and how it is managed.
The accounts payable part of the FI system records and administers the accounting data for all vendors. It is also an integral part of the purchasing system: deliveries, and invoices are recorded for each vendor. Postings in accounts payable are simultaneously recorded in the general ledger, with different G/L accounts being updated according to the transaction involved (payables, down payments).
Vendor - Master Data
• Introduction: vendor master records • Functions for maintaining master data • Creating a vendor master record • Displaying a vendor master record • Changing a vendor master record
.Vendor .Master Data Introduction (contd.) The following topics introduce you to the concept of vendor master data: •What data is contained in the vendor master record? •What is the function of the account group? •How are master records numbered? •Screen layout •Functions of the reconciliation account •Access authorization •Special fields in the vendor master record 6 ..
for example. Company code data includes. 3. Purchasing organization data. Data that applies to every company code and every purchasing organization in your company. Data specific to the purchasing organizations in your company. for example.Master Data How is the data organized? 1. The general area includes.Vendor . such as requests for quotations. language. Company code data. the vendor's name. 7 . Data that is specific to an individual company code. and inventory control. and telephone number. address. invoice verification. 2. General data. reconciliation account number and payment terms. You require the MM materials management application to enter this data and to print purchase orders. purchase orders.
Vendor .Enter the customer account number in the customer field in the control section of the general data in the vendor master record. 3. or vice versa.Master Data Clearing between customer and vendor.Enter a customer master record for the customer who is also a vendor. 2. •Before you can clear between a vendor and customer account. you can have the payment program clear vendor and customer open items against each other. when you display the vendor line items for this account. 4. •If a vendor is also a customer. 8 . You can also select the customer line items.Click in the clear w/ customer field or clear w/ vendor field in the company code data in both the customer and vendor master records.Enter the vendor account number in the vendor field in the control section of the general data in the customer master record. you must: 1.
Master Data Functions for maintaining master data The following functions are available for processing vendor master records: – Create – Change – Display 9 .Vendor .
•The system only transfers data that is not vendor-specific. the address or a block indicator is not transferred from the reference master record.Vendor . if you have already maintained data. •You can create a master record by referring an existing one. •The transfer of data depends on the data you have already entered for your vendor. 10 . the data is not overwritten with data from the reference record. In general. For example.Master Data Creating a vendor master record with reference.
3. You can create a vendor master record centrally as follows: 1.Master Data Creating a vendor master record centrally. The initial screen for creating the vendor appears. Enter a company code and a purchasing department. select master records → maintain centrally → create. If you use internal number assignment. Enter an account group and select ENTER. the word "INTERNAL" appears on the screen in place of the account number. Until then. enter the vendor's account number. 11 . 2. 4.Vendor . depending on the data areas you want to maintain. From the accounts payable menu. If you use external number assignment. the system assigns a number when you save the vendor master record.
you are in the general area.. •In each screen the system displays. 5. When you enter company code or purchasing data. 6. in the upper left-hand corner.Vendor . the company code or the purchasing organization is displayed. Enter the vendor data and select ENTER to reach the next entry screen.). In the last screen. If neither of these is displayed.Master Data Creating a vendor master record centrally (contd. 12 . which data area you are entering data for.. save your master data by selecting vendor → save.
so that you do not have to create a large number of vendor master records that are used only once. 13 . address and bank address data. For vendors with whom you do business only once or rarely. When you post to a one-time account. In this screen. you should create one and only one vendor master record. the system automatically goes to a master data screen. In contrast to other vendor master records. As a result. a one-time vendor master record is used for several vendors. for example.Master Data Creating one-time vendor accounts. which is stored separately in the document. you enter the specific master data for the vendor. you do not store any vendor-specific data in the vendor master record for one-time accounts. This includes name.Vendor .
Enter the vendor account number and the company code. 5.Vendor . 4. –The master data from the account is displayed.Master Data Changing a master record for accounting. 2. Change the required data by overwriting it or adding to it. Select master records → change. –You can select the screens to make changes directly in the initial screen. –You reach the initial screen for changing master data. Select ENTER to reach the next screen. 6. If you want to change only the accounting data in a vendor master record. 14 . proceed as follows: 1. Select which screens of the vendor master record to display by clicking in the field before the name of one or more screens. Save your changes by selecting vendor → save. 3.
The system displays the initial screen for entering a vendor master record.Master Data Displaying a vendor master record for accounting. proceed as follows: 1. This returns you to the accounts payable menu. 4. 2. 5. Select one or more screens to display by clicking in the field before the name of the screen. Select ENTER to reach the next screen. 15 . If you want to display only that vendor master data required by the accounting department. Select master records → display. 3. select vendor → exit. The system then displays the corresponding screens only. To leave the display. select the screens in the initial screen. Enter the vendor account number and the company code. To display particular data only. The system displays the next screen that you have selected in the vendor master record.Vendor .
overview •General data •Company code specific data •The reconciliation accounts •Special GL accounts •Head office and branch accounts •Analyses with the financial accounting information system 16 .Vendor .Master Data Vendor master data .
Master Data 17 .Vendor .
Master Data Company code specific data • Only valid for a certain company code Examples • Reconciliation account • Payment method • Terms of payment 18 .Vendor .
Master Data 19 .Vendor .
Master Data 20 .Vendor .
Vendor .Master Data 21 .
Vendor .Master Data 22 .
Company Code. and Sales Segments t and Company Code Segments 23 .Creating a Vendor Master Record Option 2. Create Client.
Initial Screen 24 .Creating a Vendor Master Record .
Client Segment 25 .Vendor Master Record .
Vendor Master Record .Client Segment 26 .
Vendor Master Record .Client Segment 27 .
Vendor Master Record .Company Code Segment 28 .
Company Code Segment 29 .Vendor Master Record .
–A number interval for assigning the account numbers.Accounts Group What is the function of the account group? When you create a master record. and whether these fields are optional or required entries. which determines.AP . you must specify an account group. for example. 30 . –Which fields are displayed on the screens when you enter or change vendor master data. –How the account is numbered.
AP .Account Group 31 .
AP . With external assignment. External numbers can be alphanumeric.Number Range How are master records numbered? Each master record has a unique number. With internal assignment. •The account group determines whether account numbers are internal or external and what the valid number interval for a vendor master record is. You need this number to display or change the master record or to post to the vendor account. while you enter external numbers yourself when you create the vendor master record. 32 . Internal numbers are assigned by the system. the system prevents you from entering the same number twice. •The system ensures that the numbers assigned are always unique in each case. •The vendor master record number can be assigned either internally or externally. the system always selects the next number from the interval.
Account Group Number Ranges 33 .
• When you post an invoice or other transaction data to a vendor (i. 34 .e. • These reconciliation accounts ensure that the balance of the general ledger accounts is always zero.AP .Reconciliation Account Functions of the reconciliation account. • You must specify a reconciliation account in every vendor master record. the system automatically posts the same data to general ledger accounts. • As a result. • The general ledger contains one or more reconciliation account for each sub-ledger account. you can print a balance sheet at any time without having to transfer data from sub-ledger accounts to the general ledger. Sub-ledger) account.
Reconciliation Account Suble d g e r G e n e ra l Ledger O r ig . d o c u m e n t V endor account P a y a b le s fo r g o o d s a n d s e r v ic e s 35 .AP . d o c u m e n t C u s to m e r a c c o u n t R e c e iv a b le s fr o m g o o d s a n d s e r v ic e s O r ig .
The conditions define the invoice payment due date and the cash discount offered for early settlement of the invoice. Payment terms enable the system to calculate a cash discount and invoice due date.Payment Terms Terms of payment are conditions established between business partners to settle the payment of invoices. the system needs the following three data elements: Baseline date: The date from which the due date is derived. Cash discount percentage rate: The rate used to calculate the discount value.AP . Cash discount periods: The period during which the discount is allowed to be taken. In order to perform this calculation. 36 .
1997 Customer Line Item Payment Terms 0002 Days / Percent 14 days 2%/30 net Baseline Date 15.01.1997 Discount Amount________________ Pmnt Block ___ Pmnt Method ____ 37 .01.01.Payment Terms: Document Document Header Document Date 10.1997 Posting Date 15.
AP . credit memo • Down payment – Down payment – Clearing 38 .Business Transactions Accounts payables business transactions: overview • Document entry – Invoice.
Booking Provide Cost Centre 39 .AP .Invoice Inv.
AP .Invoice Provide Cost Centre & Dimensions Document - Simulate - If ok. Post 40 .
Code : FB65 Document - Simulate- if ok. Post 41 .AP – Vendor Credit Memo Expense a/c is credited and vendor is debited T.
AP – Down Payments Special GL Indicator must 42 .
AP – Down Payments Vendor is debited to the tune of advance made 43 .
Reference 44 .AP – Clearing Give the Inv.
AP .Reports Accounts payables reporting: overview • • Document list Display vendor balances * Open line items * Cleared line items • • • Vendor age-wise report MIRO Posting Pending Invoice verification Report 45 .
AP – Document List 46 .
AP – Document List 47 Execute (F8) to view list of documents generated .
AP – Display Vendor Balances Select Vendors 48 .
AP – Vendor Age-wise Report 49 .
AP – Pending Invoice Verification Report Give GR/IR Clearing A/c 50 .
AP – Pending Invoice Verification Report 51 .
MIRO Tick the indicator for taxes other than TDS Provide PO No.AP – Invoice Verification . 52 .
AP – Pending Invoice Verification Report 53 .
Thank You 54 .