invoicing participant guide

SABRE PROJECT

SPRING

INVOICE PROCESSING

Accounts Payable Invoicing

Table of Contents

Using this Guide....................................................................................................................3Lesson 1: FI-AP Overview...................................................................................4

Lesson 1 Objectives..............................................................................................................4Integration of Materials Management (MM) and Accounts Payable (AP)..........................................................6Vendor Master Data Exercise............................................................................................................................ 8

Lesson 2 Exercise 1 – Display Vendor Master Data (XK03)..........................................................................8Lesson 3: Non-PO Invoice Processing..............................................................9

Lesson 3 Objectives..............................................................................................................9Non-PO Invoice Process................................................................................................................................... 9Processing Non-PO Invoices, Credit Memos and Recurring Entries.................................................................9

Lesson 3 Exercise 1 – Accounting Editing Options (FB00)..........................................................................10Lesson 3 Exercise 2 – Post Invoice Document (FB60)................................................................................11Lesson 3 Exercise 3 – Store Document with Invoice (FB02).......................................................................12Lesson 3 Exercise 4 – View Stored Document............................................................................................13Lesson 3 Exercise 5 – Post Invoice Document (FB60)................................................................................13Lesson 3 Exercise 6 – Vendor Line Item Display (FBL1H)..........................................................................15Lesson 3 Exercise 7 – Post a Vendor Credit Memo (FB60)........................................................................15Lesson 3 Exercise 8 – Vendor Line Item Display.........................................................................................16Lesson 3 Exercise 9 – Display Document – FB03......................................................................................17Lesson 3 Exercise 10 – Create Recurring Entry – FBD1 Demo only..........................................................17Lesson 3 Exercise 11 – Change Recurring Entries – FBD2 – Demo Only................................................18Lesson 3 Exercise 12 – Display Changes to Recurring Entries – FBD4 – Demo Only...............................19Lesson 3 Exercise 13 – List Recurring Entries – F.15 – Demo only...........................................................20Lesson 3 Exercise 14 – Create Posting Documents from Recurring Entries – F.14 – Demo only..............20

Lesson 4: PO Invoice Processing....................................................................23Lesson 4 Objectives............................................................................................................23

Logistics Invoice Verification (LIV)................................................................................................................... 23Process for entering PO Invoices.................................................................................................................... 24

Lesson 4 Exercise 1 – Enter Invoice for PO (MIRO) No Variance...............................................................25Lesson 4 Exercise 2 – Display a Vendor Invoice (MIR4).............................................................................25Lesson 4 Exercise 3 – PO Invoice (MIRO) with Variance............................................................................26Lesson 4 Exercise 4 – Enter Invoice for two POs (MIR0)...........................................................................27Lesson 4 Exercise 5 – Enter PO Vendor Credit Memo (MIR0)...................................................................27Lesson 4 Exercise 6 – Cancel a Vendor Invoice (MR8M) – Demo only.......................................................28Lesson 4 Exercise 7 – Release Blocked Invoices (MRBR) – Demo only.....................................................29Lesson 4 Exercise 8 – Display Purchase Order (ME23N) – Demo only......................................................29Lesson 4 Exercise 9 – Display List of Purchase Orders (ME2L)- Demo only..............................................30

Lesson 5: AP Reporting & Analysis.................................................................31Lesson 5 Objectives............................................................................................................31

Reporting Terminology.................................................................................................................................... 31General Reporting Workflow........................................................................................................................... 32Report Execution............................................................................................................................................. 33Report Analysis............................................................................................................................................... 34Reporting Exercises........................................................................................................................................ 35

Lesson 5 Exercise 1 – Vendor Line Item Display (FBL1H)..........................................................................35Lesson 5 Exercise 2 – Vendor Balance Display (FK10N)............................................................................38Lesson 5 Exercise 3 – Additional Vendor Reports.......................................................................................39

Quick Reference Guides...................................................................................40AP Report Matrix..................................................................................................................40

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Accounts Payable (AP) IntroductionThe following topics are covered in this guide:

FI-AP Overview Vendor Master Data PO Invoice Processing Non-PO Invoice Processing Payment Processing AP Reporting & Analysis

After completing this course, you will be able to:

Explain the FI-AP structure and process in SAP Determine vendor master data requirements Post PO related invoices and credit memos Post non-PO related invoices and credit memos Process automatic payments and review check processing transactions Evaluate and analyze vendor accounts

Prerequisites for taking this course are:

Complete the SAP Basic Navigation course

Using this GuideThis guide is designed to provide you with:

Information regarding the listed topics Exercises to practice what you learn Quick reference guides to assist you while doing your job in SAP

Use this guide in a classroom setting to follow along with the instructor and add notes wherever needed. You can also use this guide in a self-paced manner to review how to perform the listed tasks learned in class.

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LESSON 1: FI-AP OVERVIEW

Lesson 1 ObjectivesAfter completing this lesson, you will be able to:

Describe the organizational structure of Sabre in SAP and the elements that make up the structure Define common SAP terms used in Accounts Payable (AP) Explain SAP concepts used in Finance and AP Explain the integration of Materials Management (MM) with AP including and master data

Organizational Structure in SAPThe organizational structure is designed to carry out business transactions necessary to provide services to vendors, procure goods/services from vendors, perform maintenance on equipment, and perform financial accounting postings to carryout reporting.

The Controlling Area is the Top level and is called 022

The Chart of Accounts is next level and is SUSA

The Profit Centers are the next level and are valid for all company codes

The Cost Centers are by company code

+

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Controlling Area - 022

Profit Center XXXX

Company Code 4001

Cost Center XXXX

Cost Center XXXX

Company Code XXXX

Cost Center XXXX

Cost Center XXXX

Company Code XXXX

Profit Center XXXX

Company Code XXXX

Company Code XXXX

Cost Center XXXX

Chart of Accounts &

Cost/Revenue Elements


Term DefinitionCompany Code Company Code is the highest organizational unit in Financial Accounting

that represents a business organization for which a complete self-contained set of accounts can be drawn upon for purposes of external and internal reporting.

Controlling Area The Controlling Area is an organizational unit within an institution representing a reporting entity for internal cost accounting purposes. Sabre has one (1) Controlling Area which is 022.

Plant Place where materials are produced, or goods and services are provided. There is one plant for each company code which is the same as the company code. (Company code 4001 and Plant 4001)

Purchasing Organization A Purchasing Organization procures materials and services, negotiates conditions of purchase with vendors, and is responsible for such transactions. Sabre has one Purchasing Organization.

Sales Organization Entity responsible for selling materials and services and negotiating pricing.

Distribution Channel Channel through which saleable materials or services reach customers. Sabre will use a common distribution channel, 00, for most contracts and materials.

Division At Sabre, Division is used to establish responsibility for profits.

Table 1: Organizational Structure Terminology

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SAP Concepts in Financial Accounting (FI)Several important SAP concepts are important to FI.

Master data is data objects that are fairly static, centrally located and shared across the entire system.

Figure 2: Master Data Examples

The Document Principle is used throughout the system.o Each completed transaction creates a document in SAP.o Each document has a document type.o Document types are used to identify and differentiate business transactions. Document types

control the posting account type (vendor, customer or G/L) and assign the document number.o Each document type is assigned to a number range – these categorize documents, helping you

to identify the origin of the documents.o All documents can be traced to the user ID, transaction code, and time of entry.o All document numbers are automatically assigned by SAP.

Document Type

Description Number Range

SA G/L document 32xxxxxxxx

WE Goods Receipt MIGO 24xxxxxxxxKR Vendor Invoice 44xxxxxxxxKG Vendor credit (debit memo) – non PO related 41xxxxxxxxRE Vendor Invoice PO related (MIRO) 21xxxxxxxx

Table 2: Commonly Used Document Types & Number Ranges

Integration of Materials Management (MM) and Accounts Payable (AP)AP receives invoices for purchases of goods and services involving a purchase order (PO). AP uses a function of MM called Logistics Invoice Verification (LIV) to validate the invoice amount against the amount of the PO and the goods receipt (GR).

A vendor master record is required for purchase order. For purchases from a vendor with which business may not frequently be conducted, a “one-time” vendor master can be used in place of a complete vendor master data record.

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Term DefinitionAP Accounts PayablePO Purchase OrderGR Goods ReceiptIR Invoice ReceiptMM Materials Management module in SAPMaster Data Master data is data that remains unchanged over a period of time.

Master data is information that is always needed in the same way. Account Group An account group is used to classify the type of vendor and to assign the

number series for the vendor master data account.Vendor Master The vendor master stores business information about a vendor and

includes the data necessary for processing purchase orders, goods receipts, vendor invoicing and vendor payments.

Payment Term The period (in days) by which the vendor expects Sabre to pay. The payment term may include a discount.

Reconciliation Accounts Reconciliation accounts are GL balance sheet accounts set up to capture and control postings made to sub-ledger (customer and vendor) accounts. They are the highest level GL accounts. Postings made to the sub-ledger accounts automatically create postings in the associated reconciliation (GL) account so the G/L reconciliation accounts are always in balance with the associated sub-ledger accounts. Reconciliation accounts cannot be posted to by journal entry.

Tolerance Tolerance defines how the settlement of the differences from the original purchase order, goods receipt, invoice and the vendor payment are to be handled by the system.

Logistics Invoice Verification (LIV) LIV is an SAP function that matches purchasing and invoicing documents. A “3-way match” compares the original PO to the goods receipt (GR) and the vendor invoice. A “2-way” match compares the original PO to the vendor invoice. In either case, matching items can be paid immediately and items with discrepancies must be researched to determine the cause and appropriate corrective action.

Automatic Payment Program The automatic payment program in SAP is a mechanism to schedule payments to multiple vendors simultaneously.

Table 3: Accounts Payable Terminology

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Vendor Master Data Exercise

Lesson 2 Exercise 1 – Display Vendor Master Data (XK03)Scenario: A vendor has had a change of address and you need to review the data in a vendor master record to be sure the change has been made.

Transaction Code XK03

Complete the following field(s): Required Data

Vendor 1002122

Company Code 4001

Select the General and Company code views

Answer the following questions.

What is the vendor’s name?

Preview the way the vendor’s address will print on documents.

Is a bank set up for electronic payments for this vendor?

What Reconciliation Account is assigned to this vendor and what is the significance of this account?

What Payment Terms are set for this vendor?

Is the Check Double Invoice indicator selected for this vendor?

What Payment Method(s) are used for this vendor?

Return to the main menu using /N

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LESSON 3: NON-PO INVOICE PROCESSING


Explain the process for posting non-PO invoices Post non-PO invoices Post credit memos related to non-PO invoices Reverse non-PO invoices Create recurring entry documents

Non-PO Invoice ProcessAt Sabre most AP invoices will be uploaded via an Excel worksheet. There are transactions to do manual entries as well but even one entry can be done through the upload program and is the preferred method at Sabre.

Figure 3: Non-PO Invoice Process Flow

Processing Non-PO Invoices, Credit Memos and Recurring EntriesExpenses that do not require a purchase order are posted by the AP Processor. Samples of these invoices are:

Services Rent

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Yes


Utilities

These invoices are posted using transaction FB60

A vendor master must exist prior to invoice entry and all required fields must be completed. The line item entries allow the user to specify to which account the expense should accumulate.

On the Basic data tab there are required fields of entry. This tab contains Header information that affects the entire entry.

Line items must have several fields entered for balancing to occur. GL account must be entered. Cost objects such as Cost Center may be required as well based on the GL account. The system assumes a credit to the vendor for invoices and therefore defaults all GL line items to debit. The system assumes a debit to the vendor for credit memos and therefore defaults all GL line items to

credit. Once all required data is complete and the entry balances, the indicator light next to the Bal. field will turn

green. If document data is incomplete or the entries do not balance, the indicator light next to the Bal. field will be

red.

o Green light means the invoice/credit memo meets all requirements for posting (debits = credits).o Red light means the invoice/credit memo does not meet the requirements for posting.

Recurring entries are used to automatically execute transactions that occur on a regular periodic basis with postings to the same accounts, for the same amounts for the same frequency. For example, Sabre will use recurring entries in AP for some vendors who have invoices that are the same each month

Recurring entries are processed by setting up an entry, creating a posting document and posting the recurring entry. The process looks as follows.

Figure 4: Recurring Entry Posting Process

Post Vendor Invoices and Credit Memos Exercises

Lesson 3 Exercise 1 – Accounting Editing Options (FB00)Scenario: It is possible to set up options that are specific to you.

Transaction Code FB00


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Create stored documents of

recurring entries FBD1

Execute list of stored recurring documents F.15

Execute the recurring entries

F.14

Run the batch session at month

end SM35


Lesson 3 Exercise 1 – Accounting Editing Options (FB00)When entering invoices for a vendor the Vendor Invoice Number is entered in the Reference field. To enable look up by the vendor invoice number you need activate the Reference field.

Choose the Doc. Display tab

Put a checkmark in the Reference no. field

When looking up a vendor’s invoice you can enter it in the reference field. You must enter either a Document number or a Reference no. but not both.

When entering payments or clearing for Vendors all items are automatically selected as available for payment. To have the items not selected you change it to Initially Inactive.

Choose the Open items tab

Put a checkmark in the Select items initially inactive

When entering payments or clearing a vendor account, you just double click on the item you want to process.

Lesson 3 Exercise 2 – Post Invoice Document (FB60)Scenario: An invoice has been received for services and you need to post it in the system.



Company Code Data Sheet (This will be your Company code for all exercises)

Vendor Data Sheet (This will be your vendor for all exercises in Lesson 3)

Invoice date Today’s date

Reference

3.2 XX

(XX = participant number assigned by instructor)

(This is only for training- will use vendor invoice number after go-live)

Amount 450

G/L acct 5301103

Amount 450

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Lesson 3 Exercise 2 – Post Invoice Document (FB60)

Cost Center Data Sheet (Use this Cost Center for all exercises for all exercises in Lesson 3)

Choose simulate to view the proposed posting

Post the document and write the document number to the right.

Document #_____________________________________

Lesson 3 Exercise 3 – Store Document with Invoice (FB02)Scenario: An invoice has been posted for services and you need to attach associated documentation. You first must scan the document and then attach the scanned image. The document must be a PDF.



Document Number From exercise 3.2

Company Code Your company code

Fiscal YearCurrent fiscal year

Choose enter

Choose Services for Object

Choose Create –> Store Business Document

Choose Non-PO Invoice

Use the down arrow and choose Desktop

Choose attachment by double clicking on it

You will get a message that the document was successfully stored

Enter

Use /N to return to the main menu

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Lesson 3 Exercise 4 – View Stored DocumentScenario: An invoice has been posted for services and documentation attached. View the attachment



Document Number From exercise 3.3

Company Code Data Sheet

Fiscal YearCurrent fiscal year

Choose enter

Choose Services for Object

Choose Attachment list

View attachment by double clicking on it


Lesson 3 Exercise 5 – Post Invoice Document (FB60)Scenario: An invoice has been received for the Telephone expenses. The expenses belong to 4 different cost centers so you will need to enter 4 line items to post the invoice.



Company Code Your Company Code

Vendor Your Vendor


Reference

3.5 XX


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Lesson 3 Exercise 5 – Post Invoice Document (FB60)Amount $1600.00

G/L acct 7120140

Amount $400.00

Cost Center Your Cost Center

Using the same G/L account enter 3 more line items for 3 different Cost Centers for the same amount. Look up Cost Centers to use

$400.00

Post the document and write the document number to the right.

Document #_____________________________________

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Lesson 3 Exercise 6 – Vendor Line Item Display (FBL1H)Scenario: After posting an entry, verify the effect on the vendor’s account using the Vendor Line Item Display report.

In this exercise you will run the Vendor Line Item Display to review posted items.

Transaction Code FBL1H



Vendor Your vendor

Open items Selected

Execute the report.

What is the vendor’s outstanding balance?

Highlight row by clicking on the box to the left

Choose Call Line Item Report


Do you see your document in the list?

Double-click on your document.

How many days until payment is due for the invoice you posted?

Go back to previous screen

Leave the report open for future use.

Lesson 3 Exercise 7 – Post a Vendor Credit Memo (FB60)Scenario: The person who requested the purchase for the invoice you just posted has negotiated a discount of by 10% for the items they bought. A credit memo needs to be issued to reflect the adjustment to the vendor’s account.


Transactn Choose Credit Memo

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Lesson 3 Exercise 7 – Post a Vendor Credit Memo (FB60)Complete the following field(s): Required Data

Vendor Your vendor


Reference

3.7 XX


Amount $45.00

G/L acct 7120140

Amount $45.00


Simulate the entries.

Save the document as completed and write the document number to the right.

Document #_____________________________________

Lesson 3 Exercise 8 – Vendor Line Item Display Scenario: You want to make sure the credit memo processed correctly.

In this exercise you will return to the session containing the Vendor Line Item Display and refresh the data to review open items.


Select Menu List Refresh


Do you see your credit memo in the list?


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Lesson 3 Exercise 9 – Display Document – FB03Scenario: You want to verify that you posted all the invoices you received for a day. You enter selection criteria for one day and then when you get the list you enable the reference field in the displayed list to match the Reference field to the vendor invoices.



Choose Document list


Posting date Today’s date

Choose Own documents only

Execute

Press enter to bypass warning message if one occurs

Choose Layout

Find Reference in the Column Set on the right and highlight it

Using the arrow to move Reference to the list of Displayed Columns on the left

Click on Save layout

Click the green checkmark to return to the list of entries

Check the list to be sure all your documents from today are listed

Lesson 3 Exercise 10 – Create Recurring Entry – FBD1 Demo onlyScenario: You have entries that are the same each month so you create a template for these entries.

Transaction Code FBD1



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Lesson 3 Exercise 10 – Create Recurring Entry – FBD1 Demo onlyFirst run on Today’s date

Last run on Yesterday’s date plus one year

Interval in months 1

Document Type KR

Reference

3.10 XX


PstKy 31 (Vendor invoice)

Account (vendor) Your Vendor

Enter

Amount 3000

PstKy 40 (Debit)

Account 7120140

Enter

Amount 3000


Save your entry and record the number to the right

Document #_____________________________________

Return to main menu using /N

Lesson 3 Exercise 11 – Change Recurring Entries – FBD2 – Demo OnlyScenario: You entered the wrong date for the recurring entry and need to change it.




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Lesson 3 Exercise 11 – Change Recurring Entries – FBD2 – Demo OnlyDocument Number 9300000001

Fiscal Year Current

Enter

Goto Recurring Entry Data

Last run on Add one year to the date

Save your changes and return to main menu

Lesson 3 Exercise 12 – Display Changes to Recurring Entries – FBD4 – Demo OnlyScenario: You want to review changes made to a recurring entry.



Company Code 4001

Document Number 9300000001

Fiscal Year Current

Enter

Double click on Changed On

What date was it changed?

Enter

Return to the previous screen

Double click on Last run on

What change was made?

Old is what is was changed from and New is what it was changed to.

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Lesson 3 Exercise 13 – List Recurring Entries – F.15 – Demo onlyScenario: You want to see a list of recurring entries.

Transaction Code F.15



Document Number Leave Blank

Fiscal Year Current

Enter

Review the list of recurring entries

Is the one just created on the list?

Return to main menu

Lesson 3 Exercise 14 – Create Posting Documents from Recurring Entries – F.14 – Demo onlyScenario: As part of the monthly closing, posting documents need to be created from recurring entry documents

Transaction Code F.14



Document NumberYour Recurring Entry document number

(If you leave blank you will process everybody’s)

Fiscal Year Current fiscal year

Settlement Period 1st day of month to last day of month

Choose execute

You will get a message Session SAPF120 was created

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Lesson 3 Exercise 14 – Create Posting Documents from Recurring Entries – F.14 – Demo onlyEnter /NSM35 in the command field

Highlight your job by clicking to the left of it

Choose Process

Highlight Background and click on process

You will get a message that job has been transferred to background processing

One job has been transferred to background processing

View own documents in FB03

See exercise 3.9 for steps

Write down the document number

Lesson 3 Exercise 15 – Reverse Document Posting (FB08) Scenario: You realize the entry was entered incorrectly and you need to reverse it



Document Number Your document number posted in Exercise 3.2

Reversal Reason 01

Display the document prior to reversal.

Post the reversal and write the document number to the right.

Document #: _________________________--

Display the document using FB03.

Choose Display Document Header

What is listed as an associated document (Reverse doc, for field)?

Review the Header of the original document.

What is listed as the associated document (Reversed by field)?

Return to the main menu

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Lesson 3 Exercise 16 – Reverse Intercompany Document (FBU8) – Demo OnlyScenario: You posted a document in error and need to reverse it

Transaction Code FBU8


Cross-cc Doc Number 3200000000402216

Fiscal Year Current

Reversal Reason. 01

Click enter

Documents for both company codes will be listed

You will get a message Intercompany transaction can be reversed

Place a checkmark in the box to the left of each document

Post

You will get a document number for each Company Code

You will get a message Intercompany transaction completely reversed

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LESSON 4: PO INVOICE PROCESSING


Explain Logistics Invoice Verification (LIV) for PO invoice processing Process PO invoices using the 3-way match Reverse PO invoices Review the GR/IR account

Logistics Invoice Verification (LIV) Invoices are verified against the purchase order and goods receipts to create a 3-way match.

LIV functions to compare the data and provide a means to post and pay the invoice when all data matches or post the invoice and block it from being paid if data does not match.

Entering the PO number on the invoice screen automatically retrieves:

o Vendoro All open GR items for the PO

Variance tolerance is set up when items do not match to facilitate posting if meeting the criteria. If goods are not received the Accounts Payable processor will inform purchasing and hold the invoice

pending resolution.

Variance ToleranceTolerance settings in the system dictate when an invoice that does not match the PO/GR can be posted and paid. The only valid situation that does not automatically block the invoice for payment is when the IR quantity equals the GR quantity (zero tolerance). Price Variance – The system checks price per item and overall invoice amount.

o If the price per item or the total invoice is less than the price tolerance of the Vendor PO invoice will posted as “free for payment” status.

o If the price per item or the total invoice meets or exceeds the price tolerance the Vendor PO invoice will post with a “blocked for payment” status. Contact Purchasing for resolution

Quantity Variance - 0 and 0.00% tolerances

o If IR quantity is less than GR quantity, then the invoice will be posted as “free for payment” status.o If IR quantity is greater than GR quantity, the Accounts Payable processor will notify purchasing

of the discrepancy.

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Process for entering PO InvoicesThe process for entering an invoice related to a PO is as follows:

1. The AP Processor receives an invoice and enters the data into SAP using transaction code MIRO. Data from the PO is automatically added to the MIRO screen.

2. The AP Processor compares the invoice to the data from the PO/GR and determines if there is a match:a. If GR is complete and all values match, the invoice is posted as “free for payment”.b. If GR is complete but values do not match, the invoice is posted and automatically “blocked for

payment” (information message is displayed at the bottom of the screen). The AP Processor notifies Purchasing of the blocked invoice. Purchasing reviews blocked invoice documents using transaction code MRBR.

c. If GR is not complete the AP Processor contacts the requisitioner to clarify the status and rectify the situation.

Figure 5: FI-AP PO Invoices Process Flow

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Post Invoice Corrected PO or GR or Invoice

Send to Purchasing for

Resolution

Within Tolerance

Limit?

YesPost

Invoice MIRO

Enter Invoice MIRO

Automatic Payment

RunF110

Receive Invoice

No


PO Invoices

Lesson 4 Exercise 1 – Enter Invoice for PO (MIRO) No VarianceScenario: You have received an invoice related to a PO. The invoice needs to be entered into SAP so the vendor will be paid

Note to Instructor: A lot of the invoices are for the same vendor so the participants may get a message “Check if Invoice was already entered” Instruct the participants to press enter to bypass message.

Transaction Code MIRO



Reference4.1 XX


Amount From Data Sheet

PO From Data Sheet

Enter

The GR information will default in

Post the invoice and write the document number to the right.

Document # ________________________________


Lesson 4 Exercise 2 – Display a Vendor Invoice (MIR4) Scenario: Display an invoice for a vendor

Transaction Code MIR4


Invoice Document No. From exercise 4.1

Fiscal Year Current Fiscal Year

Choose Display Document

Double click on the Purchase Order

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Lesson 4 Exercise 2 – Display a Vendor Invoice (MIR4) Who is the vendor for your Purchase Order?

What is the Material number

Choose the Account Assignment tab

What is the Cost Center?

What is the G/L Acct?

Return to the main menu using /N

Lesson 4 Exercise 3 – PO Invoice (MIRO) with VarianceScenario: You have received an invoice related to a PO. The invoice is for a larger than the GR because the goods were only partially received.

In this exercise you will enter the PO invoice and compare the invoice data to the PO data.

Transaction Code MIRO



Reference4.3XX


Amount From Data Sheet

PO From Data Sheet

Change the amount above to match the Goods Receipt

Simulate the entry to view how the document will post.

Post the invoice and write the document number to the right.

Document # ________________________________

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Lesson 4 Exercise 3 – PO Invoice (MIRO) with VarianceWhat message do you receive?

Lesson 4 Exercise 4 – Enter Invoice for two POs (MIR0) Scenario: You have received an invoice from a vendor for two purchase orders.

In this exercise you will post one invoice for two purchase orders




Reference4.4XX


Amount Total of two Purchase Orders From Data Sheet

Choose Multiple Assignment

Enter Purchase order numbers From Data Sheet

Choose Adopt

Post the invoice and write the document number to the right. Document # _______________________

Use FBL1H – Vendor Line Item Display to view the vendor’s account and answer the following questions.


Lesson 4 Exercise 5 – Enter PO Vendor Credit Memo (MIR0) Scenario: You have received the credit memo from the vendor for the missing items for a PO. The credit memo needs to be entered into SAP to reduce the open balance due to the vendor.

In this exercise you will post a PO credit memo and review the entries on the PO.



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Lesson 4 Exercise 5 – Enter PO Vendor Credit Memo (MIR0) Transaction Choose Credit Memo


Reference4.5XX


Amount 2500

PO From exercise 4.3

Enter

Post the credit memo and write the document number to the right. Document # _______________________

Lesson 4 Exercise 6 – Cancel a Vendor Invoice (MR8M) – Demo onlyScenario: You entered and invoice against the wrong PO and need to cancel it.

Transaction Code MR8M


Invoice Document No. From exercise 4.1

Fiscal Year Current Fiscal Year

Reversal Reason 01

Choose Save to reverse

Write the document number to the right. Document # _______________________


Lesson 4 Exercise 7 – Release Blocked Invoices (MRBR) – Demo onlyScenario: You entered and invoice against the wrong PO and need to cancel it.

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Lesson 4 Exercise 7 – Release Blocked Invoices (MRBR) – Demo onlyTransaction Code MRBR



Release Manually Choose

Blocked Due to Variances Choose

Execute

Select Blocked invoice by clicking to the left of the line

Choose Release

The invoice is released


Lesson 4 Exercise 8 – Display Purchase Order (ME23N) – Demo onlyScenario: Viewing the Purchase Order history for a purchase order will show whether the goods have been received and whether the invoice has been entered

Transaction Code ME23N


Purchase Order The last purchase you processed will default

Choose other Purchase order to display a different Purchase order

Pur. Order 4600000129

Choose the Purchase Order History tab

Have the goods been received?

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Lesson 4 Exercise 8 – Display Purchase Order (ME23N) – Demo onlyHas the invoice been processed?

Has there been a credit memo applied?


Lesson 4 Exercise 9 – Display List of Purchase Orders (ME2L)- Demo onlyScenario: You want to view Purchase Orders that have not been invoiced.

Transaction Code ME2L


Vendor Your Vendor

Scope of LIst BEST (Purchase Orders)

Execute

Purchase Order 4600000000

Still to be delivered 0 (fully received)

Still to be invoiced 0 (fully invoiced)

Purchase Order 4600000001

Still to be delivered 45 (not received)

Still to be invoiced 45 (not invoiced)


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LESSON 5: AP REPORTING & ANALYSIS


Describe report terms and types of reports Explain report functionality Execute and analyze SAP reports

Reporting TerminologyThe following terms are common to reporting in SAP.

Term DefinitionPossible Entries Search

A comparison search which enables the location of database records to be found by entering information contained in the record.

Possible Entries An SAP function used to display valid input values for a specific field.Selection Criteria Data used to narrow the report results.

Multiple Selections Allows for the inclusion or exclusion of specific data or ranges of data.

Selection Variant A set of selection criteria values that have been entered and saved.

Layout Variant A set of report results layout characteristics that have been defined and saved.

Table 4: Reporting Terminology

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General Reporting Workflow

Figure 6: Reporting Workflow

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Report ExecutionReports in SAP are called up using either a transaction code, menu path or report tree. Selection criteria are added to refine the report results. Different types of reports are available throughout the system.

Report Type DescriptionABAP ABAP is coding the language in which SAP programming is written. These reports

provide only the requested data and very limited additional functionality.List Display (ALV) ALV stands for ABAP List Viewer. These reports typically provide data in a spreadsheet

type layout, some of which operate similar to a spreadsheet. Controls on the results screen permit some “customization” of the results display by allowing columns to be added/removed, data to be filtered, totaled, subtotaled, sorted, download to a spreadsheet and data to be “drilled” into to reveal additional information.

Custom Custom reports are developed when standard SAP reports do not provide the exact data required to analyze the business. These reports typically mimic an existing SAP report and will have similar functionality as the original from which it was copied.

Table 5: Reporting Types

Selection CriteriaSAP uses selection criteria to determine the information to be included in a report. Adding selection criteria helps to refine the report results to include only the requested information. Many reports allow you to limit or expand selections based on available fields. If no selection criteria are entered, the report will include everything available (for the report) and may take a long time to process.

Many fields on selection screens provide the ability to search for the required data using the Possible Entries Search function. This is handy when you do not know, or are not sure of the data to be entered.

Dynamic SelectionsDynamic selections are available on many selection screens to allow for further filtering of report results. This function provides the ability to add more fields for selection criteria. If a field you need to report on is not on the initial selection screen, look for dynamic selections to see if the field is listed. If the field is listed, it can easily be added as selection criteria.

Multiple SelectionsMultiple selections allow you to add individual items and ranges of items or exclude individual items or ranges of items. Additional features are included to allow you to further define the selections. Possible Entries Searches are also available for many fields that allow for multiple selections.

Selection OptionsSelection options are operators that provide additional ways to filter a field.

Selection VariantsSelection variants allow you to save the selection criteria for future use. By saving the selections as a variant, they can be called up any time you need to run the report using the same selections. Modifications to the selections are permitted for all fields.

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Figure 7: Report Initial Screen

Report AnalysisReports are analyzed using several methods. Various tools are available within report results to change the layout to suit analysis needs. Some reports, do not offer any additional functionality.

Report Analysis FeaturesFeature DescriptionDrill-down Report Access to additional data or reports is provided through on-screen icons, buttons and by

double-clicking line items.Filter Apply factors to limit displayed data based on available data within a column and restrict

values that do not meet the specified parameters from the display.Sort Rearrange data in a column in ascending or descending order.

Total Automatically add a grand total to a numeric column.

Subtotal Automatically subtotal a column based on the column values.

Freeze Panes Keep the header row of the report stationary while scrolling through the remaining data.

Optimize Columns Automatically adjust the width of all columns to fit up to the longest data string within the column and remove any leading spaces.

Change Layout Add or remove columns to allow more accurate analysis.

Select Layout Change the default layout showing the report results to another layout.

Layout Variant Save changes to a layout for future use.

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Table 6: Report Analysis Features

Report OutputReports can be:

Displayed on screen Printed in hard copy or saved electronically to PDF Exported to Excel

Reporting Exercises

Lesson 5 Exercise 1 – Vendor Line Item Display (FBL1H) Scenario: You need to analyze the line items on a vendor’s account.

In this exercise you will set up selection data to run the Vendor Line Item Display report using various selection criteria and save a selection variant. Once you run the report, you will change the report layout and review original posting documents and other available data.

Transaction Code FBL5H


Set up the initial screen with the following data.

AccountALL of the vendors you have worked with in this course using the single value Multiple Selections option


All items Selected

Posting date This month

TypeNormal items

Layout 1SAP

Save the selections as a variant Goto VariantsSave as Variant

Variant NameAP01-XX

(XX = Your participant number as assigned by instructor)

DescriptionAP Class Variant XX


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Lesson 5 Exercise 1 – Vendor Line Item Display (FBL1H) Use your variant for the report Goto VariantsGet

Double click on your variant

Execute

Highlight row by clicking on the box to the left

Choose Call Line Item Report

Choose Layout

Add columnsNet due date

Reference

Remove column Assignment

Save the Layout

Layout/AP01-XX


DescriptionAP Class Layout XX


Exit the report and return to selection screen.

Select your Selection Variant and add your Layout Variant to the selection screen and save your Selection Variant.

Overwrite the initial settings

Return to the SAP Easy Access screen.

Get your Selection Variant and answer the following questions.

Did all of your selections default into the selection screen?

Can you make any changes to the selections on the screen?

How can you quickly reset any changes back to the original Selection Variant?

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Lesson 5 Exercise 1 – Vendor Line Item Display (FBL1H) Execute the report and answer the following questions.

Did the layout come in with your settings?

Can you make additional changes using the reporting tools?

How can you quickly reset any changes back to the original Layout Variant?

Double-click any line item and describe what you see.

Return to the report results and review the Account master data.

Exit the report.

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Lesson 5 Exercise 2 – Vendor Balance Display (FK10N) Scenario: You need to analyze the balance of a vendor’s account.

In this exercise you will review a vendor’s balance and display related line items using drill-down functionality.

Transaction Code FK10N



Account One of the vendors you have worked with in this course


Fiscal year This year

What is the vendor’s current balance?

What is the vendor’s Debit balance?

What is the vendor’s Credit balance?

Display the line items for this vendor and apply your Layout Variant to the results.

Exit the report.

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Lesson 5 Exercise 3 – Additional Vendor Reports Scenario: You need to analyze a vendor’s account.

In this exercise you will run the remaining reports in the AP Report Matrix and answer questions regarding each report.

Transaction Code Various



Run the Due Date Analysis for Open Items for one of your vendors and answer the following questions.

Describe what happens when you double-click on each of the items listed in the Navigation panel on the report.

Run the List of Vendor Line Items Report for one of your vendors and answer the following questions.

How are the results in this report different from the Vendor Line Item Display report?

Run the remaining reports in the AP Report Matrix and answer the following questions.

List the reports that you will use daily and how you think you will use them.

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QUICK REFERENCE GUIDES

AP Report MatrixTransaction Code

& Report TitleSuggested Selection

Criteria & Other Information

Business Purpose/Report Usage

AP ReportsFB03 – Document List The Documents List can be

accessed using: FB02 - Change Document FB03 – Display Document

Use to open the report initial screen. Common selection criteria used: Company Code Fiscal Year Entered by (Will default to

username of person running report but can be deleted altogether or changed to a specific SAP username)

This report is for Finance documents only to display AP, non-PO invoices.Posted documents are items that are posted to the vendor and GL accounts. This report is used to display a list of all documents that are approved and posted.Special features include: Drill down to actual posted document Changes to posted documents are permitted

with security authorization for limited fields such as text and date fields

Additional columns can be added but selection is somewhat limited; columns can also be removed

MIR4 – Display Invoice Document

Common selection criteria used: Invoice Document number Fiscal Year

This report is for Logistics Invoice Verification (LIV), PO-related invoices only.This transaction is used to review the original posting document and related FI postings for a PO invoice. FI postings can be accessed using the Follow-on Documents… feature.

MIR5 – Display List of Invoice Documents

Common selection criteria used: Invoice Document number Fiscal Year User Company Code Document Date Posting Date Origin and Status indicators for

Entry Type and Invoice Status

This report is for Logistics Invoice Verification (LIV), PO-related invoices only.This report is used to review PO invoices based on the type of entry and posting status. Selections in the Origin and Status section of the initial screen are available to control the report results. Review a list of posted and cancelled invoices with the ability to drill-down to the original posting document.

After drill-down to the original posting document, FI postings can be accessed using the Follow-on Documents… feature.

MR11 – Maintain GR/IR Clearing Account

Common selection criteria used: Company Code Purchase Order Date Surplus Types selection

(Delivery and/or Invoice)

This report is used to determine items that will not automatically clear. These are items where: GR has been posted and the invoice has not

(Delivery surplus) Invoice has been posted but the GR has not

(Invoice surplus)

The report can be used to post clearing to GR/IR clearing and Delivery Costs Accounts.

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S_ALR_87012077 – Accounts Payable Info System

Select evaluations from a report tree by Company Code or various other objects from various menu items and sub-menu items: Due date analysis Currency analysis Overdue itemsAfter a selection is made, report results are provided in a dynamic display with drill-down capabilities.

Due date analysis – This report is used to analyze all due in one report. Drill-down functionality allows analysis of individual vendor items.Currency analysis – This report is used to analyze payables in foreign currencies. Drill-down functionality allows for analysis of individual vendor items.Overdue items – This report is used to analyze all overdue payables to determine days in arrears. Drill-down functionality allows for display of actual posting document.

S_ALR_87012093 - Vendor Business

Common selection criteria used: Vendor account Company Code Reporting periods Fiscal Year

This report is used to review purchases during a specified time period as well as identify vendors with no activity during a specified time period (“Accounts with no purchases” selection).

Master Data ReportsS_ALR_87012086 - Vendor List

Common selection criteria used: Vendor account Company Code Further selections narrow the

report results

This report is used to review fields on vendor master records for accuracy and completeness. The Further selections can be used to review only the item(s) selected rather than reviewing all fields.

S_ALR_87012087 – List of vendor addresses

Common selection criteria used: Vendor account Output format selections

change the way report results are displayed

This report is used to review the addresses on vendor accounts.

S_ALR_87012089 - Display Changes to Vendors

Common selection criteria used: Vendor account Changed On Changed By Further selections can be

made to narrow the results by master data views

This report is used to review changes made to vendor master records.

S_ALR_87012090 - Display/Confirm Critical Vendor Changes

Common selection criteria used: Vendor account Company Code Make selections based on

confirmation types

This report is used to review whether or not a vendor master record has been confirmed or refused. Confirmation of vendors in the list can be completed from within the report by selecting a vendor record and drilling-down to the Confirm Change Vendor transaction (FK08).

Vendor Account Detail ReportsFBL1N – Vendor Line Item Display

Common selection criteria used: Vendor account Company Code Select either Open items,

Cleared items, or Both Select Normal

This report is used to review line item postings and original posting documents on the account. It can be used to determine accuracy of invoicing and payments. The report is often used to troubleshoot customer/vendor inquiries. Results provide a list of all line items on selected vendor accounts. Special features include:

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. Drill down to actual posting documents Display account master data Display payment information Change layout to include or delete columns,

change order of columns, sort data, and filter data

Create layout variant of report results and enter on initial screen in order to have report results viewed immediately in the format of the layout variant

S_ALR_87012078 - Due Date Analysis for Open Items

Common selection criteria used: Vendor account Company Code Open items at key date

This drilldown report is used to evaluate the due dates for vendor open items. The report is dynamic in nature, meaning that you are able to select items in the Navigation column and change the display to focus only on those items. The center portion of the report provides a summary of the open items.The bottom portion of the report provides a summary of the Due, Not due and Total open items by Daily interval.

S_ALR_87012103 - List of Vendor Line Items

Common selection criteria used: Vendor account Company Code Select either Open items,

Cleared items, or Both Select Normal

This report is used to display a list of line items on a vendor account including the name and address of the vendor.The report does not have any drill-down functionality, however fields can be added/removed as needed.

S_ALR_87012084 - Open Items - Vendor Due Date Forecast

Common selection criteria used: Vendor account Company Code Open items at key date Select Normal and/or Noted

item type Column I due in Column II due in

This report is used to display vendor open items by the number of days in which they are due net per company code. This report forecasts the due dates of open items. It does not include open items that are overdue.The sorted totals of all vendors selected are aggregated and displayed on a summary by selecting "Summary sheet only".The system calculates the number of days in which an item is due by subtracting its due date from the key date. Grace days that are used in clearing payments manually are not used in this report.

S_ALR_87012085 - Vendor Payment History with OI Sorted List

Common selection criteria used: Vendor account Company Code Fiscal Year Open items at key date Select Normal and/or Noted

item type Output control settings are

used to determine the data displayed including settings for sorting and Due Date

This report is used to determine, as accurately as possible, the current payment status for vendors requiring special attention.

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ranges

1099 ReportsS_P00_07000134 - Generic Withholding Tax Reporting - 1099 Annual Reporting

Common selection criteria used: Process Type (various US

1099 reports) Output Group (how the results

are output) Country Key Reporting Period Additional selections can be

made to further narrow the report results

This report is used to create 1099 reports for tax reporting purposes.

Check Processing ReportsS_P99_41000101 - Check Register

Common selection criteria used: Paying company code House bank Account ID

This report is used to review a list of all checks in the check register for the selected bank.

S_P99_41000099 - Payment List

Common selection criteria used: Program run date Identification feature

This report is used after a Payment Proposal has been created to review the list of items that will be included in the Payment Run. Selection criteria requires the date of the payment proposal and the identification code used at the time of creation.

FCHN - Check Register

Common selection criteria used: Paying company code House bank Account ID

This report is used to review a list of all checks in the check register for the selected bank.

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