sap fi accounts payable

8/3/2019 Sap Fi Accounts Payable

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SAP FIAccounts Payable


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Table of contents

AP Overview

Sub Processes

Master Data

Invoice ProcessingPayments / Disbursements

Account Analysis / Reconciliation

Periodic ProcessingReporting


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Accounts Payable Process Overview

InvoiceProcessingSundry

Logistics

MasterData

AccountsPayable

Payments /Disbursements

AccountAnalysis &

Reconciliation

Reporting

FinancialAccounting

PeriodicProcessing


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aster Data

Maintenance

Creation 3 Levels General Data (name, address)

Company Data (reconciliation acct, payment term)

Purchasing Data (PO currency, incoterms)

Change Block

Delete

Account Groups

Intercompany One-time vendors


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Master Data: Structure

General data

Address Control data

Payment Transactions

Company Code data Account Management

Payment Transactions

Correspondence

Purchasing Organization Purchasing Data

Partner functions

Client230

Company

Code9100 A

Ltd.

PurchasingOrganization:

9100 A Purch.Org.

VendorMaster


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Master Data: Account Groups

Local Vendors

Foreign Vendors

One-Time Vendor

GEV

OTV

AFV

GroupsImplemented

0005

SWV


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Master Data: Number Ranges

GEV

0005

OTV

AFV

GroupsImplemented

Number

Ranges

01 0000100000 0000299999

02 0000300000 0000399999

03 0000400000 0000499999

ZZ 1000000000 1999999999SWV


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Master Data: Blocking a Vendor

Vendor masterrecord can beblocked in thefollowing areas: Posting block,

Purchasing block

In addition user mayspecify reason for

blocking


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Master Data: Mark for Deletion

All data in this masterrecord is to be deleted.

Deletion is done byarchiving program,provided that there isno dependent data onvendor account.


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Master Data: One-time Vendor

We use One-time VendorMaster Record to avoidlarge number of

unnecessary master data Every time we enter a

business transaction, thesystems stores the

specific Master Datainformation separately inthe document


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Logistics

MasterData

AccountsPayable


AccountAnalysis &

Reconciliation

Reporting

FinancialAccounting

Process decompositions are the starting

point for process documentation.

They summarise what is involved in a

the AP process at a high level

PeriodicProcessing


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Document Entry Basic Data

All required data on one screen,

A user can use tabs to switch between sub-screens

Screen Tab

Enter company code


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Posting a document

DocumentSimulation

OR


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Parked doc. vs. Held doc.

Park document: Assigned number (according to

document type)

Available for many users (dependingon authorizations in the system)

Held document:

Internal document number (defined bythe user)

Available only for the user who createdit.


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Processing of Parked Documents

The parkeddocument may be:

Posted,

Edited, Saved as

completed,

Deleted.

Save the document

Edit your document


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Special GL Transactions: Definition

Special GL Transactions allow the user to post the document to an alternativeGL account instead of normal Vendor reconciliation account,

They are defined in Customizing for Vendor and Customer reconciliationaccounts,

Customer / Vendor account balances are not affected.

Vendors

reconciliationaccounts

Accounts definedfor Special GLTransactions

Special GLIndicator


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Posting a Down Payment

BankAccount

Vendor

Account

10

GL DownPayments

10101 1

A Ltd pays the vendor a down-payment: $10.000,-

The down payment is booked on Vendor account with a Special GLindicator

The amount of $10.000,- is shown on Vendor account, but on different GLAccount, instead of Vendor reconciliation account


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Display of Special GL Transactions

To display the transaction posted with Special GL Indicator, markthe relevant field on the Line items display screen.

Dynamic selections may be used to search for different GL

indicators.

Transaction code:

FBL1N - Line itemDisplay


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Posting in Foreign Currency

For every Company Code theres defined a company code

currency,

Every document, posted in different currency than CC currency, isprocessed as a foreign currency document.


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Posting in Foreign Currency (2)

Document header

Currency/rate USD 43.5Amount 1,000Translation date

09.30.05

Line items

Amount FC: 1,000.00 USD

Exchange rates

08.15.05 USD INR 43.60

09.30.05 USD INR 43.50

Amount LC: 43500INR


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Posting in Foreign Currency (3)

1.

3.

2.

1. Exchange rate can be entered manually,

2. Or derived from Exchange Rates Table

3. System automatically translates the foreign currency intoCC currency.


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Reverse an AP document

Document entered incorrectly

Document corrected by Reversal:Reverse with a standard

reversal posting

Reverse with a negative posting

Document re-entered correctly


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Mass Reversal of Documents

Many documents may be reversed at the same time,

Process may be scheduled to be performed in the background.

Mass ReversalProcedure


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Inter-company Processing

A2 Ltd

A Ltd

A1 Ltd

F110

Inter-coy BillingInvoice (IV)

AR

AR

AP

Inter-coy BillingInvoice (IV)

F110

AP

SD Document

1000001144

HDR Ref:

1000001144

SD Document

2000002244

HDR Ref:

2000002244

FI Document

3000015244

HDR Ref:

2000002244

FI Document

2000006344

HDR Ref:

1000001144

AR header reference=

AP header reference

AR header reference

=AP header reference


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nvoice Processing continued

Business Transactions included in Process:

Logistics Invoice Receipt

Overview

Subsequent DRs / CRs

Delivery Costs (Planned / Unplanned) Credit Memo

Evaluated Receipt Settlement (ERS)

Consignment / Pipeline Settlement


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Accounting Entries

Cost Element Object GR/IR Acc. Payable

Bank1. Goods received.

2. Invoice received.

3. Vendor paid.

4. Bank account credited/charged

1.

4.

3. 2.2. 1.

Bank Clearing Account

3.4.


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Invoice Verification (Three Way Matching)

PaymentprogramInvoice

Invoice verification

Purchaseorder

Goods receipt

Invoicedocument

Master data

Check Discrepancies


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Display Purchase Order

Purchase orders are the actual requests for a vendor or a

plant within A Ltd. to deliver materials and or servicesbased on predefined agreements (e.g. contract orquotation). Use TCode ME23N to display PO.

Purchase

Requisition

10

20

30

PurchaseRequisition

10

20

30

PurchaseRequisition

10

20

30

PurchaseRequisition

10

20

30

PurchaseRequisition

10

20

30

PurchaseRequisition

10

20

30

PurchaseOrder

10

20

30

Vendor

Source

Assignment


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A Vendor Invoice

The user must enter the following data:

document date, purchase order number invoiced amount, terms of payment (if necessary)

The following items are copied from thepurchase order:

vendor, terms of payment, invoice items The following items are transferred from the

purchase order history: quantity, amount

account determination.

The bank information is stored in the vendormaster record.


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Parking a Vendor Invoice

You can park or hold an invoice before posting it. When you savethe document, the system creates an unposted document that onlycontains the data on the initial screen such as the gross invoiceamount, tax amount, terms of payment and allocation, but no itemdata.

Later you can use the Invoice overview function to change and

post the parked / held document


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Subsequent Debit / Credit

100 pcs - 300 INRInvoice forPO 456

100 pcs 300 INR

1

Invoice for

PO 456

50 pcs 150 INR

2

Invoice for

PO 456

50 pcs 30 INR

3

Subsequent costs

PO

History

150 pcs - 450 INR

150 pcs - 480 INR


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Subsequent Debit / Credit - Posting Rules

When you post a subsequent debit/credit, the invoice

amount is posted to the vendor account. If the quantity to be subsequently debited or credited hasalready been delivered, the system makes the offsettingentry to the stock account or the price difference account,depending on the type of price control used. For purchase

order items with account assignment, the system makes theoffsetting entry to the cost account.

If the quantity to be subsequently debited or credited hasnot yet been delivered, the R/3 System makes the postingto the GR/IR clearing account. When you post the goods

receipt, the system debits/credits the stock account or theprice difference account, depending on the price controlused. (Note: Generally always GR based IV followed)


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Delivery Costs

Purchase

order 123

100 pcs 10 INR

Freight 1 INR/pc

100 pcs 1000 INR

Freight 100 INR

Total: 1100 INR

Purchase

order 456

100 pcs 10 INR

Freight -

100 pcs 1000 INR

Freight 100 INR

Total: 1100 INR

Delivery costs

Unplanned costsDelivery

Delivery costs can be divided into: Planned delivery costs

Unplanned delivery costs


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Planned Delivery Costs - Postings

For planned delivery costs, the postings are made to a clearing accountat goods receipt. There are separate accounts for costs of differentorigins.

If the delivery costs in the invoice differ from the planned delivery costs,the differences are posted in the same way as for normal price andquantity variances.

Invoice with referenceto the PO

Accounting Document

MIRO


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Unplanned Delivery Costs - Postings

MIRO

Accounting Document


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Credit Memo

Goods Receipt: 50 pcs

Purchase

order 123

100 pcs 10 INR/pc80 pcs 800 INR 30 pcs 300 INR

Credit Memo

Purchaseorder 123

100 pcs 10 INR/pc 50 pcs 800 INR 50 pcs 300 INR

SubsequentCredit


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Evaluated Receipt Settlement (2)

PurchaseOrder

1020

30

Purchase Order

Goods Receipt Vendor Invoice

Goods receipts are settled automatically.

The system posts the invoice document automatically onthe basis of the data in the purchase order and goodsreceipts.

This way you can eliminate invoice variances.


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Pipeline Settlement

Bill of

MaterialsPIPEMaterial

10

20

30

Vendor

Invoice

Goods

ReceiptsPIPEMaterial

10

20

30

Dt Accruals

Ct Vendor

A Ltd. have pipeline materials as part of their Bill ofMaterial,

Theres no invoice from the vendor for goods withdrawals,

Instead, A Ltd. will settle posted withdrawals, issue astatement of the settlement and send it the vendor.

A t P bl P O i


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InvoiceProcessing

SundryLogistics

MasterData

AccountsPayable


AccountAnalysis &

Reconciliation

Reporting

FinancialAccounting





PeriodicProcessing

P t / Di b t


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Payments / Disbursements


Manual payments Automatic Payment Run

Outgoing Payments

Reports

Inter-company Payments IDocs (REMADV)

M l t i t


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Manual outgoing payment

This transaction is being used to post vendor outgoing paymentsthat have not been cleared by the automatic payment program,

All data on one screen, no posting keys required.

Open items

A t t d O t i P A ti it Fl


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Automated Outgoing Pay.-Activity Flow

Create Pay. Run &maintain

Parameters

ProposalList

Edit Proposal

Proposal

Approv

al

SchedulePayment

Print Payment

Medium

Schedule

Proposal

Automatic

Payment Run

Post OutgoingPayment With

Printout

Checks /TransferApproval

Send transfersto Banks and/or

checks to

Vendors

No

Invoices, CreditMemos,

PaymentRequests

Yes

A t ti P t P


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Automatic Payment Process

Invoices are paidInvoices areproposed for

payment

Open invoices areanalysed

Invoices orpayment

requestsare

entered

Payments aremodified

Payments areapproved

Payment

documents

are printed

P t P St


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Payment Program Steps

Maintain Parameters

Schedule Proposal

Edit Proposal

Schedule Payments

Schedule Printing

Parameters are entered

Payment proposals are created

Payment proposals are edited

Payment run is carried out

I t t th P t P


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Inputs to the Payment Program

Master Data Invoice

Selection ParametersOnline Parameters

PaymentProgram

M i t i i P t P t


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Maintaining Payment Parameters

Identifies each individualpayment run

Status of the payment run

Payment Program Parameters


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Payment Program Parameters

Which paymentmethods?

Which companycodes are included?

Whos beingpaid?

When is thenext run?

Proposal List


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Proposal List

List of Vendorsincluded in the run

LineItems Payment

Method Bank details

Currency

Discounts/Exceptions

Amounts included inproposal

Exception List


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Exception List

Items that cannot be paid aredetailed on the exception list

Possible reasons: Invoice is blocked

Invalid data in the master record

Invalid payment method

Invalid house bank

Payment amount is less than theminimum amount specified forpayment

Not enough money in the housebank per configuration

Edit Payment Proposals


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Edit Payment Proposals

Line Item 1Payment block

Changing line items

Line Item 1

Payment method

Change payment

Reallocate

Create new paymentor allocate item toexisting payment

Items

ItemsItem 1

Payment

Amount

Payment MethodHouse BankDue Date

...

Item 2Item 3

...

Discount

House Bank

Schedule Proposals


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Schedule Proposals

Choose this option to

start immediately- OR -

Schedule a start

time

Payment Runs


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Payment Runs

Post payments to

general ledger

Clear paid open

items

Post related postingsfor tax, discounts

Post related postingsfor exchange rate

differences

Supply print programwith necessary data

PaymentRun

Printing Schedule Checks


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Printing Schedule - Checks

EnterVariant &

print checks

AP Department employee creates andposts payment run,

Checks & payment advices are printed

Print Program Bank Transfer


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Print Program - Bank Transfer

Enter

variant

AP Department employee creates andposts payment run,

Payment files & payment advices aregenerated / printed



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1. AP clerk createsand posts paymentrun,

2. AP manager creates

electronic paymentdocuments

3. Data is downloadedto a local file.

Create a local file - electronic pay. medium

Payment Program - Reports


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Payment Program - Reports

Payment program generates several different outputs (like

DME files, error logs, payment proposal list, paymentsettlement list etc.)

You can access those reports directly from Paymentprogram menus or from AP/AR information system.

Some of the reports payment program generatesautomatically and you can access them from the spool(transaction SP02 or SP01).

List of Spool Requests

Payment Run - Print a List


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Payment Run - Print a List

Payment Settlement List

Choose the relevant functionfrom the main menu



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InvoiceProcessing

SundryLogistics

MasterData

AccountsPayable


AccountAnalysis &

Reconciliation

Reporting

FinancialAccounting

PeriodicProcessing


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ccount Analysis / Reconciliation


Accounts Balance

Line Item display

Account Clearing

Internal Post with ClearingClearing with Customer

Display Account Balance


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Display Account Balance

Account balance displays totals of transactions, per month as wellas cumulative values

The report may be printed or saved as a local file

Display Account Line items


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Display Account Line items

Line items report displays particular transactions,

It it possible to change the documents directly from this screen,

The report may be printed or saved as a local file

Clearing Open Items Manually


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Open item account

Can be cleared

Post withclearing

Invoice2,000 5,000

12

3Clearing anaccount

Goods Receipt



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Clearing account

1 1000 1000 2

?

1 Invoice 10002 Credit memo 1000


Automatic Clearing Program


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Accounts

xxxxxx--------------------

--------------------

xxxxxx--------------------

--------------------

xxxxxx--------------------

--------------------

xxxxxx--------------------

--------------------

Automatic clearingprogram

Ref no. Amount

5000 -7000 -

12000 +

52875287

5287

Recon acc. 160000

Ref no. Amount

2500 -

2500+

425

425

Clearingdocument

Clearingdocument

Ref no. Amount

1500 -3200 -

4700 +

1697816978

16978

Recon acc. 160100

Ref no. Amount

7500 -

7500+

9624

9624

Clearingdocument

Clearingdocument

Automatic Clearing Program

The Clearing Document


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Open Item Account

40000

10000

50000 20000

Amounts can becleared

Clearingdocument

The Clearing Document

Clearing: Vendor and Customer


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1 Customer invoice 46,0002 Vendor invoice 20,0003 Customer payment 26,000

Customer ABC.

1 46,000 46,000 3

Vendor ABC

3 20,000 20,000 2

Bank

3 26,000

Clearing: Vendor and Customer

Reversal of Clearing


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Reversal of Clearing

Reversal of documents that have been cleared before is notpossible,

First the clearing operation must be reset and then you canreverse a document.

Display of cleared items

Reversal of clearing



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Logistics

MasterData

AccountsPayable


AccountAnalysis &

Reconciliation

Reporting

FinancialAccounting





PeriodicProcessing


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eriodic Processing


LIV invoice variancesInvoice differences

Blocked invoices

Tolerances (not configured)

GR/IR Account Maintenance

Vendor Correspondence

Standard Letters

Balance Confirmation

Invoice Variances (AP-MM integration)


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( g )

The system carries out the following checks for each invoiceitem:

Quantity variance Price variance

Purchase order price quantity variance

Date variance

Quantity

Price

GoodsReceipt

Vendor InvoicePurchase orderprice quantity

Date

GR/IR Account Movements


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100 pcs

@ 10.00 USD

Purchaseorder Goods

Receipt

100 pcs

97 pcs

@ 10.00 USD

Invoice

Goods Receipt Invoice

1,000 +

1,000 - 970 +970 -

Stock account

GR / IR accountVendor Account

GR / IR AccountMaintenance

30 -

30 +

GR/IR Quantity Variances


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y

100 pcs

@ 10.00 USD

Purchase

orderGoodsReceipt

50 pcs

80 pcs

@ 10.00 USD

Invoice

Goods

Receipt

30 pcs

The GR/IR clearing account is cleared for a purchase order item when the

delivered quantity and the invoice quantity are the same. In this example the invoice quantity is greater than the delivered quantity, the

system expects another goods receipt.

GR/IR Quantity Variances (2)


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y ( )

100 pcs

@ 10.00 USD

Purchase

orderGoodsReceipt

100 pcs

97 pcs

@ 10.00 USD

Invoice #1

In this example the delivered quantity is greater than the invoice quantity,

the system expects another invoice. Any differences in the GR/IR clearing account must be cleared. If the

differences are not cleared by another goods receipt (or a return delivery)or by an invoice (or a credit memo), the GR/IR clearing account must bemaintained manually.

3 pcs

@ 10.00 USD

Invoice #2

Releasing Blocked Invoices


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g

An invoice is blocked for payment when you post it, becausethe Payment block indicator is selected in the vendor lineitem of the invoice document. Financial Accounting is thenunable to pay the invoice.

A blocked invoice can be released for payment in a separatestep. This deletes the payment block.

An invoice is also blocked when the variance between goodsreceipt and an invoice exceeds tolerance limits.

The invoice will not be blocked if the variance is within certaintolerance limits.

Releasing Blocked Invoices (2)


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g ( )

Make selection

Define processing

Automatic release Manual release

The blocked invoices can be released.

In the time between the blocking and releasing of aninvoice, the cash discount period could expire. When you

release an invoice, you have the opportunity to change thebaseline date for payment.

You can define whether you want to release the invoicesmanually or automatically via the field Automatic release.

Tolerances


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In every company code there defined tolerances for: Quantity variance

Price variance

Purchase order price quantity variance

Date variance

In the case of quantity variance the system checks purchase order price vs.quantity variance (the greater the purchase order price, the lower the toleratedquantity variance)

In the case of schedule variance the system checks invoice value vs. daysvariance (the greater the invoice value, the lower the tolerated schedulevariance).

Requesting Correspondence


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Corre-spond-ence

requests

Correspondence request

Print programs

Trigger report

Mass requestselection program

Individual requestmanual

Individual requestautomatic

Bill of exchangesettlement

Open item list

Account statement

Periodicaccountstatement

Internaldo

cuments

Stand

ardletter

Individualcorrespondence Payment notice

Balance confirmation


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This function enables you to create and print letters to theVendors for checking the open items.

System prints also a necessary reply form, so a Vendor canconfirm the outstanding items or specify the differences.

Letter to theVendor

200.00-

354.00

126.20-

.

O

penitems

Vendor Reply tothe Sender

Correspondence: Output Type


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Email

Printer

Fax



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Logistics

MasterData

Accounts

Payable


AccountAnalysis &

Reconciliation

Reporting

FinancialAccounting





MonthEnd

Processing

Reporting


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Standard ReportsOpen Items List

Cleared Items List

Account List

Account Balance List

Customised Reports

Aged Open Items List


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