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TRANSCRIPT
EHP4 for SAP ERP 6.0
March 2010
English
Accounts Payable (158)
SAP AG Dietmar-Hopp-Allee 16 69190 Walldorf Germany
Business Process Documentation
SAP Best Practices Accounts Payable (158): BPD
© SAP AG Page 2 of 35
Copyright
© 2010 SAP AG. All rights reserved.
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Icons
Icon Meaning
Caution
Example
Note
Recommendation
Syntax
External Process
Business Process Alternative/Decision Choice
Typographic Conventions
Type Style Description
Example text Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths and options.
Cross-references to other documentation.
Example text Emphasized words or phrases in body text, titles of graphics and tables.
EXAMPLE TEXT Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.
Example text Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools.
EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the
ENTER key.
Example text Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.
<Example text> Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.
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Contents
1 Purpose ................................................................................................................................... 5
2 Prerequisites............................................................................................................................ 5
2.1 Master Data ...................................................................................................................... 5
2.2 Roles ................................................................................................................................ 6
3 Process Overview Table ......................................................................................................... 6
4 Process Steps ......................................................................................................................... 8
4.1 Creating a Vendor Master Record ................................................................................... 8
4.2 Down Payment Request .................................................................................................. 8
Posting a Down Payment Manually .......................................................................................... 11
4.3 Posting Down Payment using the Payment Program .................................................... 13
4.4 Posting Vendor Invoices ................................................................................................ 15
4.5 Posting Vendor Invoices with Document Packing.......................................................... 18
4.6 Down Payment Clearing ................................................................................................ 20
4.7 Entering Vendor Credit Memo with Reference to Invoice .............................................. 21
4.8 Reviewing and Releasing Blocked Invoices .................................................................. 23
4.9 Selecting Invoices to be Paid (Proposal Run) ................................................................ 23
4.10 Reviewing and Blocking Invoices for Payment as Needed ........................................ 25
4.11 Posting Payments using the Payment Program ......................................................... 26
4.11.1 Creation of Payment Media using Payment Media Workbench (Altern. 1) ............ 26
4.11.2 Creation of Payment Media using Classical Payment Medium Program (Altern. 2) 29
4.12 Posting Manual Outgoing Payment ............................................................................ 32
4.13 Manual Bank Statement Processing .......................................................................... 33
5 Appendix ................................................................................................................................ 34
5.1 Reversal of Process Steps ............................................................................................. 34
5.2 Used Forms .................................................................................................................... 35
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Accounts Payable
1 Purpose This scenario deals with posting accounting data for vendors in Accounts Payable. From there, the data is sorted by vendor and made available to other areas such as the purchasing system. When you post data in Accounts Payable, the system creates a document and passes the data entered to the general ledger. General ledger accounts and vendor accounts are then updated according to the transaction concerned (payable, down payment, credit memo and so on) vendor payment activities. All business transactions are posted to and managed by means of accounts and for this vendor master records are created.
Business Process Accounts Payable focuses on the following activities:
Down payment request
Post down payments using the payment program
Post vendor invoice
Down payment clearing
Enter vendor credit memo
Review and Release Blocked Invoices
Select invoices to be Paid
Review and block invoices for payment as needed
Post payment using the payment program Creation of payment media using Payment Media Workbench (Alternative 1) Creation of payment media using Classical Payment Medium program( Alternative 2)
Manual payment
Manual bank statement processing
Display of posted documents
2 Prerequisites
2.1 Master Data
You have entered the master data required to go through the procedures of this scenario. Ensure that the following scenario-specific master data exists before you test this scenario:
Service Area
Master Data Value Selection Comment
Cost Center * All Select all cost centers
Material Master * Material type DIEN, SEMI, HAWA
Select all materials which belong to this material type
Manufacturing Area / Trading Area
Master Data Value Selection Comment
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Master Data Value Selection Comment
Cost Center * All Select all cost centers
Material Master * Material type FERT, HAWA
Select all materials which belong to this material type
2.2 Roles
Use
The following roles must have already been installed to test this scenario in the SAP NetWeaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scenario. You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.
Prerequisites
The business roles have been assigned to the user who is testing this scenario.
Details Business Role Activity Transaction
Employee (Professional User)
SAP_NBPR_EMPLOYEE-S Assignment of this role is necessary for
basic functionality.
Accounts Payable Accountant
SAP_NBPR_AP_CLERK-S F-47
FB60
F-54
FB65
MRBR
F110
F-53
3 Process Overview Table Process step
External process reference
Business condition
Business role
Transaction code
Expected results
Creating a vendor Master record
Create Vendor Master (155.14)
See (155.14) scenario
See (155.14) scenario
See (155.14) scenario
The vendor master record has been created and the account can now be posted
Down Payment Request
These noted items are required to enable the system to post the down payments to your vendor automatically using the payment
Accounts Payable Accountant
F-47 The down payment request is posted to specified GL account (Down payment requests (vendors)) as an
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Process step
External process reference
Business condition
Business role
Transaction code
Expected results
program. open noted item.
Posting Down Payment Using the Payment Program
Down payments to vendors can be posted automatically using the payment program
Accounts Payable Accountant
F110 The document is posting the bank account in credit and the payable account in debit with the deviating reconciliation account (down payments)
Post Vendor Invoices
Invoice contains necessary approval signature and G/L account assignment
Accounts Payable Accountant
FB60 Accounting invoice document posted to allow payment to vendor.
Down Payment Clearing
To clear the down payment with the invoice so that, in a later payment run, only the open difference remains to be paid.
Accounts Payable Accountant
F-54 The down payment has been cleared and the balance of account (down payments) is zero again.
Enter Vendor Credit Memo with reference to invoice
Credit Memo contains necessary approval signature and G/L account assignment
Accounts Payable Accountant
FB65 Accounting document is posted to allow credit to vendor
Review and Release Blocked Invoices
This activity will review and release blocked invoices
Accounts Payable Accountant
MRBR The invoice(s) are released for payment.
Select Invoices to be Paid
Select the invoices to be paid.
Accounts Payable Accountant
F110 Vendor open items selected for payment.
Review and Block Invoices for Payment as needed
Review and block invoices for payment.
Accounts Payable Accountant
F110 Unneeded vendor open items blocked for payment.
Post Payments Using the Payment Program
Make the payment to Vendor of the amount due
Accounts Payable Accountant
F110 The difference between the down payment (if any), the credit note (If any) and the invoice will now be posted automatically by the payment program
Creation of Payment Media Using Payment media
Invoices are paid by bank transfer. It also describes how the payment is debited from the bank
Accounts Payable Accountant
F110
The payment media is generated (DME files) can now be sent to the bank,
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Process step
External process reference
Business condition
Business role
Transaction code
Expected results
Workbench (Alternative 1)
account via the account statement and how the account statement is post processed
which will execute the payment.
Creation of Payment Media Using Classical Payment medium Program (Alternative 2)
Invoices are paid by bank transfer. It also describes how the payment is debited from the bank account via the account statement and how the account statement is post processed
Accounts Payable Accountant
F110 The payment media is generated (DME files) can now be sent to the bank, which will execute the payment.
Post Manual Outgoing payment
Accounts Payable Accountant
F-53 The document posts the bank account and the vendor account. The system clears the open invoices and credit memos.
Manual Bank Statement Processing
Cash Management (160)
The bank debits the bank transfer, and the foreign bank transfer directly from your account.
see Cash Management (160) scenario
FF67 Those items which had been posted on the bank sub account have been cleared with the items created during the bank statement processing.
4 Process Steps
4.1 Creating a Vendor Master Record
Use
In this activity, you create a vendor master.
Procedure
To execute this activity, run the processes in the Create Vendor Master (155.14) scenario, using the master data from this document.
4.2 Down Payment Request
Use
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Down payment requests are noted items that do not affect the balance sheet. These noted items are required to enable the system to post the down payments to your vendor automatically using the payment program.
Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu Accounting Financial Accounting Accounts Payable
Document Entry Down Payment Request
Transaction code F-47
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role Accounts Payable Accountant
(SAP_NBPR_AP_CLERK-S)
Business role menu Accounts Payable Posting Payments Vendor Down Payment Request
2. On the Down Payment Request: Header Data screen, make the following entries:
Field name Description User action and values Comment
Document Date * for example today’s date –1
Type * (vendor payment doc.type)
for example <KA>
Company Code <company code>
CORPRATE CENTER
1000
UNICO
2000
CAP
3000
UFL
4000
SWAN
4010
GCL
5000
3. Choose Enter.
4. On the Down Payment Request: Add Vendor item screen, make the following entries:
Field name Description User action and values Comment
Amount * for example 1000
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Tax Code * for example domestic tax V1
Calculate tax X
Due On * for example today’s date -1
5. Choose Post (Ctrl + S). The system displays the message Document xxxxxxxxxx was posted in company code 1000, 2000, 3000, 4000, 4010 or 5000 : Make a note of the document number.
Result
The down payment request is posted as an open noted item (Special G/L Indicator F). The attribute noted item effects that the account balance is not updated.
Posting a Down Payment Manually
Use
You can post down payments either manually or automatically (payment program SAPF110V, automatic credit or bank direct credit payment method; the down payment request must already be posted).
The manual posting process is described below. You should process like this especially in case of manual payment or a manual step by step posting of the account statement.
Prerequisites
The Customizing settings for special general ledger transaction A with alternative general ledger account 121100 (Down payment requests - Vendor) have been made.
Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu Accounting Financial Accounting Accounts Payable
Document Entry Down Payment Down Payment
Transaction code F-48
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role Accounts Receivable Accountant
(SAP_NBPR_AR_CLERK-S)
Business role menu Accounts Payable Posting Payments Post Customer Down Payment
2. On the Post Vendor Down Payment: Header Data screen, make the following entries:
Field name Description User action and values Comment
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Document Date <document date> For example Today’s date
Company Code <select company
code> 1000, 2000, 3000, 4000, 4010 or 5000
Currency NGN
Reference <reference> Choose the reference entered in the down payment request.
For example REQ 0001
Vendor
Account <vendor >
CORPRATE CENTER
AFROMEDIA NIG
UN ICO
BIDMOT VENTURES
CAP
BUMGRACE VENTURES
UFL
ALIMSONS NIG. LTD
SWAN
PRIMAL NIG. LTD.
GCL
NEDUS VENTURES
Special G/L Indicator
A
Bank
Account <Bank G/L account
to be posted> For Example 161613
Amount <amount> Enter the amount from the down payment request entered in previous step.
For example 1900
Value Date <Value date of
down payment> For example Today’s date
3. Choose Requests.
4. On the Post Vendor Down Payment: Choose Requests screen, select the required item.
5. Choose Post (Ctrl + S). The system displays the message Document XXXXXXXXXX was posted in company code
1000, 2000, 3000, 4000, 4010 or 5000 :. Check the posted document using Document Display.
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If you post a down payment without first posting the associated down payment request, carry out steps 1 and 2 only. Then proceed as follows:
In step 3, choose New Item instead of Requests.
1. On the Post Customer Down Payment: Add Customer Item screen, enter the required data.
Field name Description User action and values Comment
Amount <Down payment
amount> For example 1900
Tax Code <Select a tax
code> For example V0
2. Choose Post (Ctrl + S).
3. Check the posted document using Document Display.
Result
The document posts the bank account (Vendor incoming payments) on the credit side and the vendor with the alternative reconciliation account (Down payments received) on the debit side. The system automatically sets a payment block in the down payment. The calculated tax has been posted.
If selected during posting, the request has been cleared.
4.3 Posting Down Payment using the Payment Program
Use
Down payments to vendors can be posted automatically using the payment program.
Prerequisites
Down Payments have to be posted.
Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu Accounting Financial Accounting Accounts Payable
Periodic Processing Payments
Transaction code F110
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role Accounts Payable Accountant
(SAP_NBPR_AP_CLERK-S)
Business role menu Accounts Payable Posting Payments Automatic Payment
2. On the Automatic payment transactions: Status screen, make the following entries:
Field name Description User action and values Comment
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Run Date * for example today’s day
Identification * identifying information
3. Choose Enter.
4. Choose Parameter.
5. On the Automatic payment transactions: Parameter screen, make the following entries:
Field name Description User action and values Comment
Posting Date * for example today’s day
Docs Entered Up To
* for example today’s day
Company Code
<select company
code>
1000, 2000, 3000, 4000, 4010 or 5000
Prmt Meths Payment Methods * select the payment method you want to post (for example <CE>)
Next p/date Next Posting Date * the day of the next posting date you want to run
Vendor <select vendor> Vendor
to <select vendor> Vendor, if you select an interval
6. Note: If you want to select specific vendors, you can select (multiple selection) and enter single value of vendors.
7. Note: This is an additional step and optional: On the Automatic payment transactions: Status screen, select tab Additional Log and make following entries:
Field name Description User action and values Comment
Due Date Check select indicator
Pmnt method selection if not successful
select indicator
Line items of the payment documents
select indicator
Vendors from <select vendor> Vendor (from)
Vendors to <select vendor> Vendor (to)
8. Choose Save Parameters (Ctrl + S).
9. Choose Status.
10. Choose Proposal (Shift + F1).
11. On the Schedule Proposal screen, make the following entries:
Field name Description User action and values Comment
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Start Date * for example today’s day
Start immediately select indicator
12. Choose Schedule (Enter). The message Proposal run has been scheduled appears.
13. Choose – for more than one time - Status (Shift + F2) to update the status
14. As soon as the proposal has been created, this will be shown on the screen Automatic payment transactions: Status.
15. To maintain or display the payment proposal, choose Edit Proposal (Shift + F4) or Display
Proposal (Shift + F9) and confirm the following screen (selection of accounting clerks) by
pressing Continue (Shift + F1).
16. Go Back (F3).
17. Choose Schedule Payment run (F7).
18. On the Schedule Payment screen, make the following entries:
Field name Description User action and values Comment
Start Date * for example today’s day
Start immediately X select indicator
19. Choose Schedule (Enter). The message Payment run has been scheduled appears.
20. Choose – for more than one time - Status (Shift + F2) to update the status.
21. As soon as the payment run has been finished, this will be shown on screen Schedule Payment.
22. To show the result of the payment run, at first the document number of the posted document
has to be determined. Choose Edit Payments Payment List, confirm the following
screen by choosing Continue (Enter).
23. In the appearing list display, pick the document nu
24. mber of the payment document from the Payment column.
25. To display the document, use transaction FB03.
Result
The document is posting the bank account in credit and the payable account in debit with the deviating reconciliation account. On the account payable a down payment with special G/L indicator A is posted. The down payment request (special G/L indicator F) became balanced by the payment program.
4.4 Posting Vendor Invoices
Use
You receive the invoice from the vendor and post it in the system. Vendor Invoices for material are posted in materials module, Refer document for this. You can also post invoices in FI for other than materials like expenses for example as explained below.
Note: The most vendor invoices are posted with logistics. Such invoices will need to be posted for material with purchasing.
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Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu Accounting Financial Accounting Accounts Payable
Document Entry Invoice
Transaction code FB60
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role Accounts Payable Accountant (SAP_NBPR_AP_CLERK-S)
Business role menu Accounts Payable Posting Invoices Enter Vendor Invoice w/o PO Reference
2. On the Enter Vendor Invoice screen, make the following entries:
Field name Description User action and values Comment
Vendor <select vendor> Refer Master Data
Invoice Date * for example today’s date
Reference (*) optional
Amount * for example 11750
Currency NGN NGN
Calculate tax X select
Tax Code * select
3. Choose the Tax tab. A message informs you of an existing balance of down payments.
Confirm the message with Continue (Enter).
4. Make the following entry:
Field name Description User action and values Comment
Tax Code * domestic input tax; for example V1 = 5% for Nigeria
5. Choose the Payment tab.
6. On the Enter Vendor Invoice / Payment screen, enter the following data.
Field name Description User action and values Comment
G/L Account * (all cost elements; G/L accounts > 499.999)
for example 640020
D/C Debit
Amount in Document Currency
* Gross amount; for example 6250
Tax Code * domestic input tax; for example V1 = 5% for Nigeria
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Field name Description User action and values Comment
Cost Center
CORPRATE CENTER
Cost center 1002
CHIEF FINANCIAL OFFICER
UNICO
Cost center 2002 COMMERCIAL
CAP
Cost center 3010 FINANCE/IT
UFL
Cost center 4010
PROCUREMENT – HEAD OFFICE
SWAN
Cost center
4120
PROCUREMENT – HEAD OFFICE
GCL
Cost center 5177 Quality Assurance
To allow the entry on the complete entry screen, double-click the line item and enter the data here. Then choose Back (F3) to return to the initial screen.
7. Enter the following data for the item:
Field name Description User action and values Comment
G/L Account * 640000
D/C Debit Debit
Amount in Document Currency
* for example 5500
Tax Code * domestic input tax; for example V1 = 5% for Nigeria
Cost Center
CORPRATE CENTER
Cost center 1002
CHIEF FINANCIAL OFFICER
UNICO
Cost center 2002 COMMERCIAL
CAP
Cost center 3010 FINANCE/IT
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UFL
Cost center 4010
PROCUREMENT – HEAD OFFICE
SWAN
Cost center
4120
PROCUREMENT – HEAD OFFICE
GCL
Cost center 5177 Quality Assurance
8. Choose the Basic Data tab. Choose Post (Ctrl + S).
4.5 Posting Vendor Invoices with Document Packing
Use
You receive G/L account documents that have to be posted manually in the SAP system but require vetting and approval before posting.
Procedure
9. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu Accounting Financial Accounting Accounts Payable
Document Entry Invoice
Transaction code FB60 (FV50)
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role Accounts Payable Accountant (SAP_NBPR_AP_CLERK-S)
Business role menu Accounts Payable Posting Invoices Enter Vendor Invoice w/o PO Reference
To execute this activity please refer to process steps 2 – 8 of 4.1.1 of this document above
1. select pack (fF8). This sends a message to the authorise to review the document for approval. To view message, use transaction cose SBWP to display message
2. Ot the Business Workplace of XXXXXXX screen, click on the workflow icon to display document. Preview and select Approve or Deny action for the document
If the document is satisfactory, scoose approve else choose deny. If it is denies, it will be refered back to the originator of the document with the neccessary
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information to make the necesary ammendment then the process can be repeated.
3. If Approve, choose satisfactory then Post (Ctrl + S) to Post the document,
4. Else, choose unsactifactory, make the necessary correction then post
5. Make a note of the document number.
Result
The invoice has been posted. For further processing, make a note of the document number.
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4.6 Down Payment Clearing
Use
You now want to clear the down payment with the invoice so that, in a later payment run, only the open difference remains to be paid.
Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu Accounting Financial Accounting Accounts Payable
Document Entry Down Payment Clearing
Transaction code F-54
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role Accounts Payable Accountant
(SAP_NBPR_AP_CLERK-S)
Business role menu Accounts Payable Posting Document Processing (Homepage)
2. Only SAP NetWeaver Business Client (SAP NWBC): Choose the tab All Vendor Line Items Open.
3. Only SAP NetWeaver Business Client (SAP NWBC): Mark the first row of the required business partner and choose Clear Vendor Down Payments.
4. On the Clear Vendor Down Payment: Header Data screen, make the following entries:
Field name Description User action and values Comment
Document Date * for example today’s date
Company Code <select company
code>
1000, 2000, 3000, 4000, 4010 or 5000
Currency/Rate Currency NGN currency NGN for example
Account <select vendor> Vendor account you want to clear
Relevant Invoice * Enter the document number of the invoice that you have posted.
5. Choose Process Down Payments. The down payment document created by the payment program is then displayed.
6. Select the down payment document, and then choose Post (Ctrl + S). The system now displays the document overview. At the bottom of the screen, a message appears requesting you to correct the marked (in blue writing) line items.
7. Select the line item highlighted in blue color by double-clicking it. Enter a text for example Down payment clearing.
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Result
The down payment has been cleared and the balance of the account is zero again. The system posts a new item in the vendor account. The new item can now be handled as a partial payment, and included and cleared when an outgoing payment is made (or by the payment program).
4.7 Entering Vendor Credit Memo with Reference to Invoice
Use
You receive vendor credit memos regarding a deficient delivery of the goods you ordered. The credit memo has to be posted manually in the SAP system.
Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu Accounting Financial Accounting Accounts Payable
Document Entry Credit Memo
Transaction code FB65
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role Accounts Payable Accountant
(SAP_NBPR_AP_CLERK-S)
Business role menu Accounts Payable Posting Invoices - Enter Vendor Credit Memo w/o PO Reference
2. Enter the following data unless it is already defaulted by the system:
Field name Description User action and values Comment
Company Code <select company
code>
1000, 2000, 3000, 4000, 4010 or 5000
3. Choose Enter.
4. On the Enter Vendor Credit Memo: Company Code 1000, 2000, 3000, 4000, 4010 or 5000 : screen, make the following entries:
Basic data:
Field name Description User action and values Comment
Vendor <select vendor>
Document Date * for example today’s date
Posting Date * for example today’s day
Reference (*) optional
Amount * for example 200
Currency NGN NGN
Calculate tax X
Item data:
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Field name Description User action and values Comment
G/L Account * (all cost elements; G/L accounts > 499.999)
for example 640020
D/C Credit Credit
Amount in Document Currency
* for example 200 (must be the same amount as mentioned within row amount)
Tax Code * domestic tax code; for example V1 = 5% (Nigeria)
Cost Center
CORPRATE CENTER
Cost center 1002
CHIEF FINANCIAL OFFICER
UNICO
Cost center 2002 COMMERCIAL
CAP
Cost center 3010 FINANCE/IT
UFL
Cost center 4010
PROCUREMENT – HEAD OFFICE
SWAN
Cost center
4120
PROCUREMENT – HEAD OFFICE
GCL
Cost center 5177 Quality Assurance
5. On the Payment tab, on the Enter Vendor Credit Memo: Company Code 1000, 2000, 3000, 4000, 4010 or 5000 :- Payment screen, make the following entries:
Field name Description User action and values Comment
Invoice Reference (*) If an invoice reference exists
If you enter the FI document number of the invoice in the Invoice Reference field, the invoice payment data are automatically copied (baseline date for payment, terms of payment). This ensures that the invoice and the credit memo is taken into account for payment at the same time. Confirm the respective message with Enter. If you do not enter an invoice reference, the credit memo created is due immediately.
Result
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The credit memo is posted.
4.8 Reviewing and Releasing Blocked Invoices
Use
This activity reviews and releases blocked invoices.
Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu Logistics Materials Management Logistic Invoice Verification
Further Processing Release Blocked Invoices
Transaction code MRBR
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role Accounts Payable Accountant
(SAP_NBPR_AP_CLERK-S)
Business role menu Accounts Payable Posting Invoices Release Blocked Invoice w/PO Reference
2. In the Company code field, enter 1000, 2000, 3000, 4000, 4010 or 5000 : and choose Execute.
3. On the Release blocked invoices screen, choose the invoices to be released, and then choose Release Invoice.
4. Choose Save.
If the invoice is not authorized, resolve any issues, then re-run this transaction. Otherwise, go to the next step.
Result
The invoice(s) are released for payment.
4.9 Selecting Invoices to be Paid (Proposal Run)
Use
This activity selects the invoices to be paid.
Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu Accounting Financial Accounting Accounts Payable
Periodic Processing Payments
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Transaction code F110
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role Accounts Payable Accountant
(SAP_NBPR_AP_CLERK-S)
Business role menu Accounts Payable Posting Payments Automatic Payment
2. On the Automatic payment transactions: Status screen, make the following entries:
Field name Description User action and values Comment
Run Date * for example today’s date
Identification * identifying information
3. Choose Parameter.
4. On the Automatic payment transactions: Parameter screen, make the following entries:
Field name Description User action and values Comment
Posting Date * for example today’s day
Docs Entered Up To
* for example today’s day
Company Code <select company
code> 1000, 2000, 3000, 4000, 4010 or 5000
Prmt Meths Payment Methods CE select the payment method you want to post (for example <CE>)
Next p/date Next Posting Date * the day of the next posting date you want to run
Vendor * all vendors all vendors (Note: If you want to select specific vendors, you can select
(multiple selection) and enter single value of vendors.)
5. Choose Save Parameters (Ctrl + S).
6. Choose the Status tab.
7. Choose Schedule Proposal (shift f1). Confirm the dialog box.
8. On the Schedule Proposal screen, make the following entries:
Field name Description User action and values Comment
Start Date * for example today’s day
Start immediately X
Create Payment Medium
X
9. Choose Schedule (Enter). The message Proposal run has been scheduled appears at the bottom of the window.
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10. Choose – for more than one time - Status (Shift + F2) to update the status.
11. As soon as the proposal run has been finished, this is shown on screen Automatic Payment Transactions: Status.
12. Do not leave the transaction, as you will need to continue the next transaction from this point.
Result
The Vendor open items are selected for payment.
4.10 Reviewing and Blocking Invoices for Payment as Needed
Use
This activity reviews and blocks/ unblocks invoices for payment.
If you block/unblock an invoice, only the payment block indicator A can be changed. All the other indicators are set in logistics and cannot be changed with FI.
Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu Accounting Financial Accounting Accounts Payable
Periodic Processing Payments
Transaction code F110
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role Accounts Payable Accountant
(SAP_NBPR_AP_CLERK-S)
Business role menu Accounts Payable Posting Payments Automatic Payment
2. On the Status tab, choose Proposal (change).
3. Select All accounting clerks and choose Enter. The list of vendors and amounts to be paid displays.
4. To review invoices for a particular vendor, double-click that vendor's line. A list of invoices displays.
5. To block a particular invoice for the payment run, put the cursor on that invoice and choose Change.
6. Enter the payment block indicator and choose Continue.
7. To unblock a particular invoice for the payment run, put the cursor on that invoice and choose Change.
8. Delete the payment block indicator and choose Continue.
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9. Choose Save.
10. Do not leave the transaction, as you need to continue the next transaction from this point.
Result
Unneeded vendor open items are blocked for payment.
For displaying the print output and the payment media to be processed by the bank, refer to the next chapters 4.10.1 and 4.10.2. In these chapters you can see how the payment summary, the payment list and the exception list can be executed.
After having processed the payment you can check the result, for example by displaying the documents that have been posted, on the Vendor Line Item Display screen.
4.11 Posting Payments using the Payment Program
Use
The difference between the down payment, the credit note and the invoice will now be posted automkatically by the payment program.
You can generate payment media using either the classic payment medium programs (RFFO*), or payment medium formats from the Payment Medium Workbench.
Both alternatives are described in the following steps.
4.11.1 Creation of Payment Media using Payment Media Workbench (Altern. 1)
Use
This scenario describes the process of posting vendor invoices and explains how the invoices are paid by check or bank transfer. It also describes how the payment is debited from the bank account via the account statement and how the account statement is post processed.
Prerequisites
1. Vendor invoices (vendor with payment methods E).
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Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu Accounting Financial Accounting Accounts Payable
Periodic Processing Payments
Transaction code F110
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role Accounts Payable Accountant
(SAP_NBPR_AP_CLERK-S)
Business role menu Accounts Payable Posting Payments Automatic Payment
2. On the Automatic payment transactions: Status screen, make the following entries:
Field name Description User action and values Comment
Run Date <Any date for
identification> for example today’s day
Identification <Unique Run
Identifier> identifying information
3. Choose Parameter.
4. On the Automatic payment transactions: Parameter screen, make the following entries:
Field name Description User action and values Comment
Posting Date <Posting date of
the documents> for example today’s day
Docs Entered Up To
<Entry date of the
documents to be
considered>
for example today’s day
Company Code <select company
code> 1000, 2000, 3000, 4000, 4010 or 5000
Prmt Meths Payment Methods
E
Next p/date Next Posting Date
<Specify the day
of the next
payment run>
the day of the next posting date you want to run e.g (today +1 month)
Vendor <Start of range of
vendors to be
included in the
payment run>
to <End of range of
vendors to be
included in the
payment run>
5. Note: If you want to select specific vendors, you can select (multiple selection) and enter single value of vendors.
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6. Choose Save Parameters (Ctrl + S).
7. Choose the Status tab.
8. Choose Proposal (Schedule Proposal Shift + F1).
9. In the Schedule Proposal dialog box, enter the following data:
Field name Description User action and values Comment
Start date Specify start date For example Today’s date
Start immediately X
10. Choose Schedule (Enter).
11. Keep choosing Status (Shift + F2) until the status text changes to Payment Proposal has been created.
12. You can view the Proposal by selecting ‘Display Proposal (Shift + F9) and view the
proposal log by selecting ‘Display Proposal Log (Shift + F7)
13. To Edit the proposal and Select Items to be paid and Paying Bank for Items Select Edit Proposal (Shift+F4) and Continue (Shift+F1) the all accounting clerks screen. A list of Customers to receive payments for is displayed.
14. Double Click on a Customer and a list of Open Items is displayed. Double Click an Item to receive payment for and select the Reallocate (F6)
15. Enter the following data and Continue and then Save
Field name Description User action and values Comment
Payment Method E Transfer Out
House Bank ACCSS Access Bank PLC
Account ID ACCS1 Access Account 1
16. Go back to Main screen you have the message “Payment proposal has been edited”
17. Choose Pmnt Run (Schedule Payment Run (F7)). Confirm the Schedule payment dialog box with Yes.
18.
19. Choose Schedule Payment run (F7). Confirm the dialog box.
20. On the Schedule Payment screen, make the following entries:
Field name Description User action and values Comment
Start Date * for example today’s day
Start immediately X select indicator
Create Payment Medium
X
21. Choose Schedule (Enter). The message Payment run has been scheduled appears.
22. Choose – more than one time - Status (Shift + F2) to update the status.
23. As soon as the payment run has been finished, this will be shown on screen Schedule Payment. The number of generated and completed posting orders is displayed.
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24. Make a note of the DME reference numbers (GB_BACS) You will need these later for the manual account statement.
To find out the DME reference numbers, go to DME Administration by choosing Environment
Payment Medium DME Administration. By double-clicking the data medium, you can display its attributes. Make a note of the reference number (Data Medium tab) for the domestic payment GB_BACS.(
25. For additional information regarding the payment, see the payment summary, which is automatically generated as a spool list as well.
26. In addition you can create the payment list and the exception list. To do so, choose Edit
Payments Payment List or Edit Payments Exception List. Choose Continue (Enter) to execute the list.
Result
The invoices have been paid taking a cash discount into account and posted to the bank clearing accounts. The generated DME files can now be sent to the bank, which executes the payment.
4.11.2 Creation of Payment Media using Classical Payment Medium Program (Altern. 2)
Use
You receive the invoice from the vendor and post it in the system.
Prerequisites
.
Vendor invoices (vendor with payment methods C).
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Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu Accounting Financial Accounting Accounts Payable
Periodic Processing Payments
Transaction code F110
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role Accounts Payable Accountant
(SAP_NBPR_AP_CLERK-S)
Business role menu Accounts Payable Posting Payments Automatic Payment
2. On the Automatic payment transactions: Status screen, make the following entries:
Field name Description User action and values Comment
Run Date <Any date for
identification> for example today’s day
Identification <Unique Run
Identifier> identifying information
3. Choose Parameter.
4. On the Automatic payment transactions: Parameter screen, make the following entries:
Field name Description User action and values Comment
Posting Date <Posting date of
the documents> for example today’s day
Docs Entered Up To
<Entry date of the
documents to be
considered>
for example today’s day
Company Code <select company
code> 1000, 2000, 3000, 4000, 4010 or 5000
Prmt Meths Payment Methods
C
Next p/date Next Posting Date
<Specify the day
of the next
payment run>
the day of the next posting date you want to run (e.g. today + 1month)
Vendor <Start of range of
vendors to be
included in the
payment run>
to <End of range of
vendors to be
included in the
payment run>
5. Note: If you want to select specific vendors, you can select (multiple selection) and enter single value of vendors.
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6. Choose Printout/data medium.
7. Make the following entries:
Field name Description User action and values Comment
Program RFFOUS_C Payment media program for payment type C
Variant BPFIGB_C_10 The variant for payment method C
8. Choose Save Parameters (Ctrl + S).
9. Choose Status.
10. Choose Proposal (Schedule Proposal Shift + F1).
11. In the Schedule Proposal dialog box, enter the following data:
Field name Description User action and values Comment
Start date Specify start date For example Today’s date
Start immediately X
12. Choose Schedule (Enter).
13. Keep choosing Status (Shift + F2) until the status text changes to Payment Proposal has been created.
14. You can view the Proposal by selecting ‘Display Proposal (Shift + F9) and view the
proposal log by selecting ‘Display Proposal Log (Shift + F7)
15. To Edit the proposal and Select Items to be paid and Paying Bank for Items Select Edit Proposal (Shift+F4) and Continue (Shift+F1) the all accounting clerks screen. A list of Customers to receive payments for is displayed.
16. Double Click on a Customer and a list of Open Items is displayed. Double Click an Item to receive payment for and select the Reallocate (F6)
17. Enter the following data and Continue and then Save
Field name Description User action and values Comment
Payment Method D Transfer In
House Bank ACCSS Access Bank PLC
Account ID ACCS1 Access Account 1
18. Go back to Main screen you have the message “Payment proposal has been edited”
19. Choose Pmnt Run (Schedule Payment Run (F7)). Confirm the Schedule payment dialog box with Yes.
20. Choose Schedule Payment run (F7). Confirm the dialog box.
21. On the Schedule Payment screen, make the following entries:
Field name Description User action and values Comment
Start Date * for example today’s date
Start immediately X
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Field name Description User action and values Comment
Create Payment Medium
X
22. Choose Schedule (Enter). The message Payment run has been scheduled appears.
23. Choose – more than one time - Status (Shift + F2) to update the status.
24. As soon as the payment run has been finished, this will be shown on screen Schedule Payment. The number of generated and completed posting orders is displayed.
25. tabFor additional information regarding the payment, see the payment summary, which is automatically generated as a spool list as well.
In addition you can create the payment list and the exception
list. To do so, choose Edit Payments Payment List or Edit
Payments Exception List. Choose Continue (Enter) to execute the list. Result
The invoices has been paid taking a cash discount into account and posted to the bank clearing accounts. The generated DME files can now be sent to the bank, which executes the payment.
4.12 Posting Manual Outgoing Payment
Use
You can post outgoing payments either manually or automatically (payment program SAPF110).
The manual posting process is described below. You process like this especially in case of manual payment or a manual step by step posting of the account statement.
Prerequisites
A new payment method 9 has to be to configured for using this alternative.
Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu Accounting Financial Accounting Accounts Payable
Document Entry Outgoing payment Post
Transaction code F-53
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role Accounts Payable Accountant
(SAP_NBPR_AP_CLERK-S)
Business role menu Accounts Payable Posting Payments Post Outgoing Payments
2. On the Post Outgoing Payment: Header Data screen, make the following entries:
Field name Description User action and values Comment
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Field name Description User action and values Comment
Document Date * for example today’s date
Posting Date * for example today’s date
Company Code <select company
code> 1000, 2000, 3000, 4000, 4010 or 5000
Currency NGN NGN
Reference (*) optional
Bank data
Account * (bank transfer domestic account)
for example 161613
Amount * for example 11750
Value Date * for example today’s date
Open item selection
Account <select vendor> Enter the existing Vendor with open invoice:
Account Type K
Document Date * for example today’s date
3. Choose Process Open Items.
4. On the Process Open Items: select the required item (Open invoices, credit memos, and so on).
5. Choose Post (Ctrl + S). The system displays the message Document XXXXXXXXXX was posted in company code
1000, 2000, 3000, 4000, 4010 or 5000 : Check the posted document using Document Display
Result
The document posts the bank account (Bank transfer domestic) on the credit side and the vendor with the alternative reconciliation account (Domestic payables) on the Debit side. The system clears the open invoices and credit memos that were selected during the process open items along with payment made.
4.13 Manual Bank Statement Processing
Use
The bank debits the bank transfer, and the foreign bank transfer directly from your account.
Procedure
To execute this activity, run the processes in the Cash Management (160) scenario, using the master data from this document.
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5 Appendix
5.1 Reversal of Process Steps
In the following section, you can find the most common reversal steps, which you can take to reverse some of the activities described in this document,
Down Payment Request
Transaction code ( SAP GUI) F-47
Reversal: Reverse Document
Transaction code ( SAP GUI) FB08
Business role Accounts Payable Accountant
(SAP_NBPR_AP_CLERK-S)
Business role menu Accounts Payable Posting Document Processing: select line (business partner) and choose Reverse Document
Comment The reversal document has no line items; only the original document is cleared with the number of the reverse document
Post Vendor Invoices
Transaction code ( SAP GUI) FB60
Reversal: Reverse Document
Transaction code ( SAP GUI) FB08
Business role Accounts Payable Accountant
(SAP_NBPR_AP_CLERK-S)
Business role menu Accounts Payable Posting Document Processing: select line (business partner) and choose Reverse Document
Comment A new reversal document is created with the inverted posting keys of the original document
Vendor Credit Memo
Transaction code ( SAP GUI) FB65
Reversal: Reverse Document
Transaction code ( SAP GUI) FB08
Business role Accounts Payable Accountant
(SAP_NBPR_AP_CLERK-S)
Business role menu Accounts Payable Posting Document Processing: select line (business partner) and choose Reverse Document
Comment A new reversal document is created with the inverted
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posting keys of the original document
5.2 Used Forms
Use
In some of the activities of this business process, forms are used. The table below provides details on these forms.
Common form name
Form type
Used in process step
Output type
Technical name
Payment Advice Note
SAPscript 4.10 New YB_IN_AVIS
Cheque SAPscript 4.10 New YB_PRENUM_CH
EDI Accompanying sheet
SAPscript 4.10 New
YB_F110_EDI_01