Post on 24-Dec-2015
description
Advanced AP ProcessingAdvanced AP Processing 11
Advanced AP ProcessingAdvanced AP Processing
Advanced AP ProcessingAdvanced AP Processing 22
Course ObjectivesCourse Objectives Describe new SAP Accounts Payable terms Describe new SAP Accounts Payable terms
(pg 4-10)(pg 4-10)
Give an overview of the AP process and invoice Give an overview of the AP process and invoice processing processing (pg 11-30)(pg 11-30)
You will be introduced to the following processes:You will be introduced to the following processes:► Parking vendor invoices/credit memos F-63/F-66 (pg 31-Parking vendor invoices/credit memos F-63/F-66 (pg 31-
35) 35) ► Releasing Blocked Documents MRBR (pg 36) Releasing Blocked Documents MRBR (pg 36) ► Invoice processing F-30/F-44 (pg 37-40) Invoice processing F-30/F-44 (pg 37-40) ► Good receipt/invoice receipt account maintenance MR11 Good receipt/invoice receipt account maintenance MR11
(pg 41) (pg 41) ► Cancel invoice documents MR8M (pg 42-43) Cancel invoice documents MR8M (pg 42-43) ► Document processing FB08/FBRA/FB02 (pg 44-47) Document processing FB08/FBRA/FB02 (pg 44-47) ► Payment processing F110/F-58 (pg 48-52) Payment processing F110/F-58 (pg 48-52) ► Check processing FCH1/FCH2/FCH8/FCH7/FCHN (pg 53-Check processing FCH1/FCH2/FCH8/FCH7/FCHN (pg 53-
57) 57)
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Accounts Payable
Transaction Processing
Accounts Payable
Transaction Processing
Document processingDocument processing
Payment processingPayment processing
Goods receipt/invoice receipt account maintenance
Goods receipt/invoice receipt account maintenance
OverviewOverview
Invoice processingInvoice processing
Course OverviewCourse Overview
Check processingCheck processing
Cancel invoice documentsCancel invoice documents
Park vendor invoices/credit memos
Park vendor invoices/credit memos
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New TermsNew Terms Vendor Master Record Vendor Master Record – contains information needed to – contains information needed to
service a vendor account and is divided into general, service a vendor account and is divided into general, company code, and purchasing organization data.company code, and purchasing organization data.
Park a documentPark a document – You can use document parking to – You can use document parking to enter and store (park) incomplete documents in the SAP enter and store (park) incomplete documents in the SAP System without carrying out extensive entry checks. System without carrying out extensive entry checks.
Parked documents can be completed, checked, and then Parked documents can be completed, checked, and then posted at a later date. When documents are parked, posted at a later date. When documents are parked, data is not updated. data is not updated.
Save (Park) as completedSave (Park) as completed – After entering the document – After entering the document you can Save as completed. SAP will make sure all of the you can Save as completed. SAP will make sure all of the appropriate fields are filled in and that the document appropriate fields are filled in and that the document can be posted but the document will still be parked. can be posted but the document will still be parked.
The difference between Parking only and Save as The difference between Parking only and Save as complete is Save as complete will hit funds managementcomplete is Save as complete will hit funds management(only posting will update the G/L).(only posting will update the G/L).
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New TermsNew Terms Header Header - Contains data that applies to the - Contains data that applies to the
whole document such as vendor, document whole document such as vendor, document date, document type, document number, date, document type, document number, company code, and posting date.company code, and posting date.
Line Item Line Item - Contains the individual entries - Contains the individual entries or postings (either debit or credit) made to or postings (either debit or credit) made to each account. It includes an amount, an each account. It includes an amount, an account number, the assignment to debits account number, the assignment to debits or credits and additional information or credits and additional information depending on the transaction to be posted.depending on the transaction to be posted.
Posting KeyPosting Key - A two-digit numeric key that - A two-digit numeric key that determines the way line items are posted. determines the way line items are posted. This key determines several factors This key determines several factors including the:including the:► Account type Account type ► Type of posting (debit or credit) Type of posting (debit or credit)
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New TermsNew Terms Purchase Order Purchase Order - a request from the purchasing - a request from the purchasing
organization to a vendor to provide a specified organization to a vendor to provide a specified quantity of goods or services within a specified quantity of goods or services within a specified time. time.
It provides the vendor with a reference It provides the vendor with a reference document to link to the shipping (goods receipt) document to link to the shipping (goods receipt) and invoicing (invoice verification) processes.and invoicing (invoice verification) processes.
Blanket Purchase Order Blanket Purchase Order - This type of purchase - This type of purchase order does NOT require a goods receipt/service order does NOT require a goods receipt/service entry sheet against it. It is normally issued for entry sheet against it. It is normally issued for a specified value to be used against incoming a specified value to be used against incoming invoices for a period of time. invoices for a period of time.
Invoices processed against a blanket purchase Invoices processed against a blanket purchase order will require a signature from the order will require a signature from the department to authorize payment.department to authorize payment.
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New TermsNew Terms Goods Receipt Goods Receipt - a document that - a document that
acknowledges the receipt of a material acknowledges the receipt of a material from a supplier. from a supplier. It is another of three documents in the It is another of three documents in the three-way match that must be recognized three-way match that must be recognized in order for a vendor to be paid (along with in order for a vendor to be paid (along with purchase order and vendor’s invoice). purchase order and vendor’s invoice).
Service Entry SheetService Entry Sheet - a document that - a document that acknowledges the receipt of a service from acknowledges the receipt of a service from a supplier. a supplier. It is another of three documents in the It is another of three documents in the three-way match that must be recognized three-way match that must be recognized in order for a vendor to be paid (along with in order for a vendor to be paid (along with purchase order and vendor’s invoice). purchase order and vendor’s invoice).
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New TermsNew Terms Invoice Invoice - A document (bill) prepared by the - A document (bill) prepared by the
seller for services or to inform the buyer of seller for services or to inform the buyer of the charge for product purchased and the charge for product purchased and shipped by the seller. It includes content, shipped by the seller. It includes content, price and quantity of goods.price and quantity of goods.
Invoice Verification (3-way Match) Invoice Verification (3-way Match) - Invoice - Invoice verification is the entry and checking of verification is the entry and checking of incoming vendor invoices. Vendor invoices incoming vendor invoices. Vendor invoices are compared with the purchase order and are compared with the purchase order and the goods receipt, and are checked for the goods receipt, and are checked for content, price, and quantity.content, price, and quantity.
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New TermsNew Terms Open Items Open Items - Incomplete transactions, such - Incomplete transactions, such
as a vendor invoice which has not been as a vendor invoice which has not been paid. In order for an open item transaction paid. In order for an open item transaction to be considered complete, the transaction to be considered complete, the transaction must have been cleared.must have been cleared.
Clearing Clearing - A procedure where open items - A procedure where open items in an account are marked cleared. Most in an account are marked cleared. Most open items will be cleared through open items will be cleared through payment processing. The balance of open payment processing. The balance of open items can be matched manually and items can be matched manually and cleared. Open items can be cleared if debits cleared. Open items can be cleared if debits and credits balance to zero.and credits balance to zero.
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New TermsNew Terms GR/IR Clearing AccountGR/IR Clearing Account - The GR/IR account - The GR/IR account
is a general ledger account that includes is a general ledger account that includes postings for goods received but not yet postings for goods received but not yet invoiced, and also postings for goods invoiced, and also postings for goods invoiced but not yet received.invoiced but not yet received.
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AP Process AP Process Changes: Changes:
The Vendor master will be centrally The Vendor master will be centrally maintained by the auditors office.maintained by the auditors office.
Employee advances and reimbursements will Employee advances and reimbursements will defaultdefaultto HR address.to HR address.
Documents will be Parked as complete for non Documents will be Parked as complete for non PO processed invoices and posted but blocked PO processed invoices and posted but blocked for payment for PO processed invoices for payment for PO processed invoices regardless of where entered. regardless of where entered.
Invoices will be entered at source and parked Invoices will be entered at source and parked as complete or posted with a payment block as complete or posted with a payment block until the Accounts Payable auditors review for until the Accounts Payable auditors review for completeness, correctness, and posts or completeness, correctness, and posts or releases payment block to allow payment to releases payment block to allow payment to be made.be made.
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Manages vendor invoices
Manages responsibility accounting
The “Top” book of financial records
Manages customer billing
Manages fixed assets and depreciation
Accounts Receivable
FIFI
Controlling
Accounts Payable
Asset Accounting
FIFI
COCO
FIFI
General Ledger
FIFI
Components of FI & COComponents of FI & CO
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FI ModuleOther
Financial Modules
HR/MaterialsManagement
Modules
ACCOUNTSRECEIVABL
E
ACCOUNTS
PAYABLE
ASSETS FUNDS MANAGEMEN
T
CONTROLLING
GRANTSMANAGEMEN
T
What Goes WhereWhat Goes Where
PAYROLL
PURCHASING
INVENTORYMANAGEMEN
T
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Master Records
20002000
19991999
19981998
What is Master Data?What is Master Data?G/L Accounts
Customer MasterVendor MasterBank MasterAsset MasterCost Centers
Internal Orders
Is shared across functional areasIs shared across functional areas
A “Template” for transactional dataA “Template” for transactional data
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Company code data
General data
Vendor Name Vendor Address
Accounting info.Payment terms
Purchasing org. data
Purchasing data
Vendor Master RecordVendor Master Record
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Vendor Contact Info
Vendor Address
-G/L reconciliation account
-Withholding tax
-Reference data
-Default data for tax reports
Accounting InfoVendor Master Record
-Record invoices
-Manage payables
-Create purchase orders
-Manage purchase orders
Accounting/Purchasing
Process
Vendor Master RecordVendor Master Record
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6. Corrections are made to the invoice document or to the purchase order.
6. Corrections are made to the invoice document or to the purchase order.
7. Post the invoice document with a payment block to AP Audit for review.
7. Post the invoice document with a payment block to AP Audit for review.
8. Audit reviews the listing of blocked documents.
8. Audit reviews the listing of blocked documents.
9. Invoice is released and available for payment.
9. Invoice is released and available for payment.
10. Payment generated.10. Payment generated.
1. Obtain Goods/Services.1. Obtain Goods/Services.
2. Enter Invoice Document referencing the PO.
2. Enter Invoice Document referencing the PO.
3. 3-way match (invoice verification).
3. 3-way match (invoice verification).
5. Parked documents are reviewed with assistance of buyer and requisitioner.
5. Parked documents are reviewed with assistance of buyer and requisitioner.
(Control Point)
(Control Point) 4. Document is parked.
4. Document is parked.
Successful Match
Match Fails
Accounts Payable CycleAccounts Payable Cycle
(Invoices processed against a PO)(Invoices processed against a PO)
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Process
Accounts Payable
The Accounts Payable (A/P) application component The Accounts Payable (A/P) application component records and manages accounting data for all vendors. records and manages accounting data for all vendors.
It is tightly integrated with the procurement, delivery It is tightly integrated with the procurement, delivery and processing of vendor invoices.and processing of vendor invoices.
For PO based billing, the transaction flow of a vendor For PO based billing, the transaction flow of a vendor relationship starts with the purchase requisition and relationship starts with the purchase requisition and purchase order, followed by goods receipt and purchase order, followed by goods receipt and subsequent invoice receipt, and ends with the subsequent invoice receipt, and ends with the payment of the vendor invoice.payment of the vendor invoice.
Accounts Payable -Accounts Payable -Business Process OverviewBusiness Process Overview
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Purchase OrderPurchase OrderProcess Flow -Process Flow -Invoice Verification Invoice Verification
Purchase Order
Invoice Receipt (IR)
Goods Receipt (GR) 3-way
match:
• Purchase order• Goods receipt/
Service Entry Sheet• Invoice
Payment
Accounts Payable
Goods ReceiptGoods Receipt
Invoice ReceiptInvoice Receipt
?
(Control Point)
Invoice Verification process occurs within MIRO.
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Purchase Order
Invoice Receipt (IR)
2-wayMatch
PAYMENTAccounts Payable
Purchasing Group
Invoice Payment: Invoice Payment: 2-Way Match2-Way Match
(For Blanket Purchase Orders)(For Blanket Purchase Orders)
Purchase OrderPurchase Order
Invoice ReceiptInvoice Receipt
?
Note: All 2-way match invoices require a physical signature on them prior to payment being made.
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Process
Accounts Payable
When the invoice is entered against a vendor sub-When the invoice is entered against a vendor sub-ledger account, it has a corresponding impact in the ledger account, it has a corresponding impact in the general ledger. It is also matched against both the general ledger. It is also matched against both the purchase order and the goods receipt to confirm the purchase order and the goods receipt to confirm the quantity and value.quantity and value.
If the invoice is incorrect, it is parked pending If the invoice is incorrect, it is parked pending resolution of problem. If it matches the expected resolution of problem. If it matches the expected quantity and amount, it is posted with payment block quantity and amount, it is posted with payment block pending AP Audit review.pending AP Audit review.
Accounts Payable -Accounts Payable -Business Process OverviewBusiness Process Overview
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Process
Accounts Payable
Balance lists, journals, balance audit trails, and other Balance lists, journals, balance audit trails, and other internal evaluations are available for documenting internal evaluations are available for documenting transactions in A/P.transactions in A/P.
Business transactions include entries such as general Business transactions include entries such as general ledger journals, customer invoices, and vendor ledger journals, customer invoices, and vendor payments. In A/P, the emphasis is on vendor payments. In A/P, the emphasis is on vendor transactions. Each transaction will create a document transactions. Each transaction will create a document with a unique number and will provide a complete with a unique number and will provide a complete audit trail. audit trail.
Accounts Payable -Accounts Payable -Business Process OverviewBusiness Process Overview
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Definitions
Accounts Payable
A A documentdocument generally consists of a document header generally consists of a document header and at least two line items. While a document may and at least two line items. While a document may have multiple line items, it must have a balanced entry.have multiple line items, it must have a balanced entry.
The The document headerdocument header contains data that identifies a contains data that identifies a document and applies to the entire document. For document and applies to the entire document. For example, vendor, document date, document type, example, vendor, document date, document type, document number, company code, posting date, document number, company code, posting date, period, etc.period, etc.
Accounts Payable -Accounts Payable -Business Process OverviewBusiness Process Overview
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Definitions
Accounts Payable
The line items generally include an amount, an The line items generally include an amount, an account number, credit or debit assignment, and account number, credit or debit assignment, and additional details specific to the transaction being additional details specific to the transaction being posted.posted.
There are two types of documents:There are two types of documents:Original documentsOriginal documents – for example, receipts, invoices, – for example, receipts, invoices, checks, bank statements.checks, bank statements.Processing documentsProcessing documents – accounting documents, sample – accounting documents, sample documents, recurring entry documents, which are documents, recurring entry documents, which are primarily used to simplify document entry.primarily used to simplify document entry.
Accounts Payable -Accounts Payable -Business Process OverviewBusiness Process Overview
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Document TypesDocument TypesA document type represents a key that is used to classify accounting documents and distinguishes between business transactions to be posted. The document type is entered in the document header and applies to the whole document.
(Customer View)
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Definitions
Accounts Payable
Document types help manage accounting documents Document types help manage accounting documents and are located on the header portion of every and are located on the header portion of every document.document.
The document type is used to distinguish between The document type is used to distinguish between different business transactions and to control different business transactions and to control document number assignment.document number assignment.
Some transactions will automatically default to a Some transactions will automatically default to a document type. For other transactions, you will be document type. For other transactions, you will be required to enter a document type.required to enter a document type.
Document TypesDocument Types
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AP/AR Document Types/RangesAP/AR Document Types/RangesDescription Doc
TypeStart Doc #
RangeEnd Doc #
RangeAsset posting AA 0100000000 0199999999
Customer document reversal DA 0700000000 0799999999
Customer credit memo DG 1600000000 1699999999
Customer invoice DR 1800000000 1899999999
Vendor document reversal KA 800000000 899999999
Vendor credit memo KG 1700000000 1799999999
Vendor invoice KR 1900000000 1999999999
Vendor payment (Payment through F-58)
KZ 1500000000 1599999999
Invoice - gross RE 5100000000 5199999999
Goods receipt WE 5000000000 5099999999
Recurring Customer Invoice ZI 2100000000 2199999999
Recurring Vendor Invoice ZL 2600000000 2699999999
Payment Posting ZP 2000000000 2099999999
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Acme Brick39 Second St.Fort Worth, TX 76102
ABC Corporation Invoice # 9567 672 Lancaster Ave. Dallas, TX 19010 05/03/04
Concerning your purchase order 45000895 of04/06/04, we delivered the following goods:
VGE-raw 1 10,000 pcs. $ 2,500VGE-sem 1 300 lbs. $ 1,500
_________
$ 4,000plus 8.75% TAX $ 560
_________
$ 4,560_ _
Payable within a period of 20 days from date of invoice.2% cash discount for payment within 10 days.Account no. 11223344 Nord Lb (code 300 210 55).
Acme Brick39 Second St.Fort Worth, TX 76102
ABC Corporation Invoice # 9567 672 Lancaster Ave. Dallas, TX 19010 05/03/04
Concerning your purchase order 45000895 of04/06/04, we delivered the following goods:
VGE-raw 1 10,000 pcs. $ 2,500VGE-sem 1 300 lbs. $ 1,500
_________
$ 4,000plus 8.75% TAX $ 560
_________
$ 4,560_ _
Payable within a period of 20 days from date of invoice.2% cash discount for payment within 10 days.Account no. 11223344 Nord Lb (code 300 210 55).
AW
Purchase orderPurchase orderPurchase orderPurchase order
Invoice itemsInvoice itemsInvoice itemsInvoice items
MaterialMaterialMaterialMaterial
Unit of measureUnit of measureUnit of measureUnit of measure
Terms of paymentTerms of paymentTerms of paymentTerms of payment
Amount per itemAmount per itemAmount per itemAmount per item
Tax amountTax amountTax amountTax amount
Invoiced amountInvoiced amountInvoiced amountInvoiced amount
Tax rateTax rateTax rateTax rate
Bank dataBank dataBank dataBank data
VendorVendorVendorVendor
You will enter some invoice data, while other information is copied from the purchase order, purchase order history, and tax configuration.
You will enter some invoice data, while other information is copied from the purchase order, purchase order history, and tax configuration.
QuantitiesQuantitiesQuantitiesQuantities
Document dateDocument dateDocument dateDocument date
ReferenceReference(Invoice Number)(Invoice Number)ReferenceReference(Invoice Number)(Invoice Number)
Vendor Invoice InformationVendor Invoice Information
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When invoices have been received from a vendor When invoices have been received from a vendor referencing a Purchase Order number, those referencing a Purchase Order number, those invoices are to be entered against that Purchase invoices are to be entered against that Purchase Order.Order.
A 3-way match between the Purchase Order values A 3-way match between the Purchase Order values and quantities and the Goods Receipt quantities is and quantities and the Goods Receipt quantities is made with the invoice quantities/values. made with the invoice quantities/values.
Invoice ProcessingInvoice Processing
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Documents are to be completed (posted) within a Documents are to be completed (posted) within a reasonable time frame to ensure that the vendor reasonable time frame to ensure that the vendor account activity is accurately maintained. account activity is accurately maintained.
When credit memos are received referencing a When credit memos are received referencing a Purchase Order, the same 3-way-match procedure Purchase Order, the same 3-way-match procedure is followed. However the match is between the is followed. However the match is between the Purchase Order and the quantities/values invoiced Purchase Order and the quantities/values invoiced to date with those on the credit Memo. to date with those on the credit Memo.
Invoice Processing (cont)Invoice Processing (cont)
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Park incomplete invoice/credit memo
Complete parked
document
Post parked documents
(individually or in mass) to
make available for payment
processing and hit the GL
Accounting personnel
Accounting personnel
Accounts Payable
Manager or Auditor
Process to Park & PostProcess to Park & PostPark as
Complete for review
and FM posting
Control Point
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Document Document ParkingParking
You can use document parking to enter and store You can use document parking to enter and store (park) incomplete documents in the SAP System (park) incomplete documents in the SAP System without carrying out extensive entry checks. without carrying out extensive entry checks.
Parked documents can be completed, checked, and Parked documents can be completed, checked, and then posted at a later date. Parked documents then posted at a later date. Parked documents receive a document number. When documents are receive a document number. When documents are parked, data is not updated. parked, data is not updated.
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Document Parking Document Parking (cont.)(cont.)
You can display parked documents in the document You can display parked documents in the document journal or in the line item display.journal or in the line item display.
Data in parked documents is deleted when posted. Data in parked documents is deleted when posted. When documents are posted to an account, the When documents are posted to an account, the system automatically updates the account balance. system automatically updates the account balance.
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Document Parking Document Parking (cont.)(cont.) Save (Park) as completedSave (Park) as completed – After entering the – After entering the
document you can Save as completed. SAP will document you can Save as completed. SAP will make sure all of the appropriate fields are filled in make sure all of the appropriate fields are filled in and that the document can be posted but the and that the document can be posted but the document will still be parked. document will still be parked.
The difference between Parking only and Save as The difference between Parking only and Save as complete is Save as complete will hit funds complete is Save as complete will hit funds managementmanagement(only posting will update the G/L).(only posting will update the G/L).
Only when the parked document is posted will a Only when the parked document is posted will a financial document be created. Audit will review financial document be created. Audit will review and post documents making the document and post documents making the document available for payment.available for payment.
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Document Parking Document Parking (F-63/F-66)(F-63/F-66)
TransactionTransaction F-63 F-63 is used to park or save as is used to park or save as complete a Vendor Invoice. complete a Vendor Invoice.
F-66F-66 is used to park or save as complete a Vendor is used to park or save as complete a Vendor Credit Memo.Credit Memo.
F-63 and F-66 will only be used to process invoices for assets not purchased on a purchase order.
F-63 and F-66 will only be used to process invoices for assets not purchased on a purchase order.
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Releasing Blocked Documents Releasing Blocked Documents (MRBR) (MRBR)
Blocked
Vendor
Document
Review
Approval
Release for payment
OK
All invoices that meet the 3-way-match are automatically All invoices that meet the 3-way-match are automatically blocked for payment when posting is complete. The entry clerk blocked for payment when posting is complete. The entry clerk manually blocks all credit memos. manually blocks all credit memos.
This is done so that Audit can review documents prior to This is done so that Audit can review documents prior to payment to vendors. payment to vendors.
Audit will review and either release or request corrections of the Audit will review and either release or request corrections of the documents so that invoices for each vendor are accurately documents so that invoices for each vendor are accurately maintained. maintained.
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Document Document PostingPosting
Posting creates a document and saves the data. Posting creates a document and saves the data. Before saving the data, the SAP System performs Before saving the data, the SAP System performs consistency checks. If an error occurs, the data is consistency checks. If an error occurs, the data is not saved, but displayed for correction.not saved, but displayed for correction.
To post a document, the debits and credits must To post a document, the debits and credits must balance to zero. This updates the account balances. balance to zero. This updates the account balances.
Open items are incomplete transactions.Open items are incomplete transactions.
In order for an open item transaction to be In order for an open item transaction to be considered complete, the transaction must have considered complete, the transaction must have been cleared. A transaction is considered cleared been cleared. A transaction is considered cleared when an offset value is posted to an item or group when an offset value is posted to an item or group of items, so that the resulting balance of the items of items, so that the resulting balance of the items is zero.is zero.
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Invoice(relating to purchaseorder) PostPost
AXX
BXX
Purch. order history
Goods receipts Invoices
Doc. No. 5105600xxx
Vendor 100 -GR/IR 100 +
When an invoice is posted, an accounting document is created. Appropriate transactions are posted to the general ledger.
When an invoice is posted, an accounting document is created. Appropriate transactions are posted to the general ledger.
The material master record and purchase order history are updated when the invoice is posted.
The material master record and purchase order history are updated when the invoice is posted.
Material Master Record
Moving average priceValue
Posting an InvoicePosting an Invoice
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Activate or deactivate line items.
Activate or deactivate line items.
Total balance should be zero.
Total balance should be zero.
F-30 allows you to select two or more accounts, then select debit and credit amounts across these accounts for clearing against each other.
F-30 allows you to select two or more accounts, then select debit and credit amounts across these accounts for clearing against each other.
Most open items will be cleared through payment processing. The balance of open items can be matched manually and cleared.
Most open items will be cleared through payment processing. The balance of open items can be matched manually and cleared.
Post and Clear Vendor AccountPost and Clear Vendor Account (F-30)(F-30)
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Activate or deactivate line items.
Activate or deactivate line items.
Total balance should be zero.
Total balance should be zero.
F-44 differs from posting with clearing in that you can only clear open items from one account and you do not need to enter a document header.
F-44 differs from posting with clearing in that you can only clear open items from one account and you do not need to enter a document header.
Clear Vendor Account (F-44)Clear Vendor Account (F-44)
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Transaction MR11MR11 is used to review and maintain variances in the GR/IR (Goods Receipt/Invoice Receipt) clearing account in order to keep balances in the account at a reasonable level.
You select items and then post to make an offsetting entry to clear that GR/IR account.
GR/IR Clearing AccountGR/IR Clearing Account
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Invoice documents in Invoice Verification are either invoices or credit memos. These documents can be cancelled using MR8MMR8M.
For invoice cancellation, the system automatically creates a credit memo.
For credit memo cancellation, the system automatically creates an invoice.
Cancel LIV Invoice Document Cancel LIV Invoice Document (MR8M(MR8M))
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An invoice document can only be cancelled if:► It was posted in Logistics Invoice Verification. ► It has not already been cancelled. ► It is not a cancellation document for another document.
To do a cancellation of a LIV document, you need to have reviewed the document and the related Purchase Order to determine that canceling is the correct action to take in the situation.
Cancel LIV Invoice Document Cancel LIV Invoice Document (cont(cont))
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You can reverse an incorrect document that has been entered. Transaction FB08 FB08 is used to restore items that were cleared that should not have been.
It also effects a change in the related accounts. When a document is reversed the system automatically generates reversing entries for each item that is posted incorrectly.
Reverse a Document Reverse a Document (FB08)(FB08)
Credit
Debit
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To reverse a document : It must contain no cleared itemsIt must contain no cleared items It must contain only vendor, customer, or G/L It must contain only vendor, customer, or G/L
line itemsline items It must contain only valid values, such as It must contain only valid values, such as
business areas, cost centers, and tax codesbusiness areas, cost centers, and tax codes
Reverse a Document Reverse a Document (FB08)(FB08)
Credit
Debit
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You can reset cleared items that should not have been cleared.
This process can be used to reset credit memos that were incorrectly cleared against an invoice.
When resetting clearing postings, the clearing data is removed from the line items and any reversal data is removed from the document header.
Payment history and credit limit will be corrected when needed after resetting cleared items.
Reset Cleared Items Reset Cleared Items (FBRA)(FBRA)
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Change Document Change Document (FB02)(FB02)FB02 allows you to adjust changeable fields in a posted AP or AR document.
FB02 allows you to adjust changeable fields in a posted AP or AR document.
Click the withholding tax button to change withholding tax data at the document level.
Click the withholding tax button to change withholding tax data at the document level.
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Vendormaster record
Invoice document
Onlineparameters
General data
Name
Address
Control
Vendor number
Payment terms
Payment method
Payment block
Dollar Amount
Payment Method Supplement
Payment due
Selected Vendors to be paid
Selected company codes
Next payment date
Information used by the Payment ProgramInformation used by the Payment Program
Payment Processing Payment Processing (F110)(F110)
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Edit process
ProposalProposaldatadata
ProposalProposallistlist
ExceptionsExceptionslistlist
ProposProposalal
loglog
Payment Proposal OutputsPayment Proposal Outputs
Payment Processing Payment Processing (cont)(cont)
Advanced AP ProcessingAdvanced AP Processing 5050
11
22
33
44
Enter the payment program on-line Enter the payment program on-line parameters:parameters:Who is to be paid? When?Who is to be paid? When?
Run date, run ID, payment method, posting date, Run date, run ID, payment method, posting date, company, vendor accounts, next posting date, must company, vendor accounts, next posting date, must be entered be entered Schedule Payment Proposal run:Schedule Payment Proposal run:
Proposes items that are ready for payment and Proposes items that are ready for payment and allows optional edit to change or block allows optional edit to change or block payment proposalspayment proposals
Schedule Payment run to Schedule Payment run to update FI:update FI:
Generates payment for proposed Generates payment for proposed itemsitems
Schedule Print run:Schedule Print run: Payment media is Payment media is
produced and sent to produced and sent to vendorvendor
Payment Processing Payment Processing (cont)(cont)
Advanced AP ProcessingAdvanced AP Processing 5151
Online paramete
rs
Online paramete
rs
Edit Proposa
l
Edit Proposa
l
Payment advice
Payment summary
Basic paramete
rs
Basic paramete
rs
Bank transfer
Proposal RunProposal Run
Payment RunPayment Run
Print RunPrint Run
Check
VendorVendorMasterMaster
InvoiceInvoiceDoc.Doc.
AutomaticAutomatic Payment Payment
Run Program Run Program F110F110
Payment Processing Payment Processing (cont)(cont)
Advanced AP ProcessingAdvanced AP Processing 5252
Post Payments with Printout Post Payments with Printout (F-58)(F-58)
F-58 allows you to print checks without running the payment program or the print program.
You can post the payment and print the associated check. This may be used to print checks outside the normal payment run.
F-58 allows you to print checks without running the payment program or the print program.
You can post the payment and print the associated check. This may be used to print checks outside the normal payment run.
Use only the standard tab.
Use only the standard tab.
Select invoices for payment by double-clicking on the document line or use activate / deactivate buttons.
“Not assigned” amount should equal zero before posting.
Select invoices for payment by double-clicking on the document line or use activate / deactivate buttons.
“Not assigned” amount should equal zero before posting.
Advanced AP ProcessingAdvanced AP Processing 5353
Check InfoCheck Info
Aside from basic check information, Aside from basic check information, the system also provides the the system also provides the following:following:Check recipientCheck recipient
Check issuerCheck issuer
Link to accompanying documentsLink to accompanying documents
Link to the payment documentLink to the payment document
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Click the Accompanying docs button to view associated invoice and payment document (FBL1N).
Click the Accompanying docs button to view associated invoice and payment document (FBL1N).
FCH1 is used to display check information including check recipient, check issuer, payment documents and any accompanying documents.
FCH1 is used to display check information including check recipient, check issuer, payment documents and any accompanying documents.
Click the Payment document button to view the payment document (FB03).
Click the Payment document button to view the payment document (FB03).
Click the Check recipient button to view vendor name, city and state.
Click the Check recipient button to view vendor name, city and state.
Display Check Information Display Check Information (FCH1)(FCH1)
Advanced AP ProcessingAdvanced AP Processing 5555
Click the Accompanying docs button to view associated invoice and payment document (FBL1N).
Click the Accompanying docs button to view associated invoice and payment document (FBL1N).
FCH2 is used to display check information by entering the payment document number.
FCH2 is used to display check information by entering the payment document number.
Click the Payment document button to view the payment document (FB03).
Click the Payment document button to view the payment document (FB03).
Click the Check recipient button to view vendor name, city and state.
Click the Check recipient button to view vendor name, city and state.
Display Check Information Via Payment DocDisplay Check Information Via Payment Doc (FCH2)(FCH2)
Advanced AP ProcessingAdvanced AP Processing 5656
Reverse/Cancel/Reverse/Cancel/Reprint CheckReprint Check
DamagedDamaged(issued)(issued)
Lost or stolenLost or stolen
If the check is:If the check is:
IncorrectIncorrectReverse/Cancel Check PaymentFCH8
Void & Reprint CheckFCH7
Advanced AP ProcessingAdvanced AP Processing 5757
Double-click on a line to see more information.
Double-click on a line to see more information.
FCHN gives a complete overview of check information.FCHN gives a complete overview of check information.
Display Check Register Display Check Register (FCHN)(FCHN)
Advanced AP ProcessingAdvanced AP Processing 5858
Process Triggers and Process Triggers and OutputsOutputs
Process Trigger Output
Park incoming invoices (F-63)
Invoice is received with complete information and entered into SAP.
Parked invoice save as complete
Park incoming credit memos (F-66)
A credit memo from vendor for overcharge or damaged goods are received and entered.
Parked credit memo save as complete
Post parked documents (FBV0)
Desire to post a parked document. Document posted
Process blocked invoices (MRBR)
Invoices have been blocked in Logistics Invoice Verification and need to be released to enable payment.
Invoice items are released for payment
Post/clear debits and credits across multiple vendor accounts (F-30)
You wish to select a group of two or more accounts and select debit and credit amounts across these accounts for clearing against each other.
Entries are cleared across multiple vendor accounts
Clear items within one vendor account (F-44)
You wish to select debit and credit amounts for clearing against each other within a single account.
Entries are cleared within a single account
Advanced AP ProcessingAdvanced AP Processing 5959
Process Triggers and Process Triggers and OutputsOutputs
Process Trigger Output
Maintain GR/IR clearing account (MR11/MR11SHOW)
Need to reconcile items in the GR/IR account.
Reconciled items in the GR/IR account.
Cancel LIV Invoice Document (MR8M)
An incorrect posted document needs to be canceled to enable the correct document to be posted against the Purchase Order items.
Canceled invoice document
Reset cleared items (FBRA)
You wish to reset cleared items that should not have been cleared.
When resetting clearing postings, the clearing data is removed from the line items and any reversal data is removed from the document header.
Reverse a document (FB08)
You wish to reverse an incorrect document that has been entered.
Document is reversed.
Advanced AP ProcessingAdvanced AP Processing 6060
Process Triggers and Process Triggers and OutputsOutputs
Process Trigger Output
Mass Reversal of Documents (F.80)
Need to reverse several documents. Selected documents are reversed.
Make changes to an accounts payable document (FB02)
Need to change fields in an accounts payable document.
Changed fields.
Process manual payments with printout (F-58)
Need Need to print a check without running the payment program.
Printed check.
Perform payment processing (F110)
Vendor payments need to be made. Checks generated.
Edit/display payment proposals (FBZ0)
Need to display/edit a payment proposal.
Edited payment proposal.
Display payment runs (FBZ8)
Need to display a payment run. Displayed payment run.
Advanced AP ProcessingAdvanced AP Processing 6161
Process Triggers and Process Triggers and OutputsOutputs
Process Trigger Output
Display/change check information (FCH1/ FCH6)
Need to display or change check information.
Displayed or changed check information.
Display check payment documents (FCH2)
Need to display check information for a specific payment document.
DDisplayed check payment documents.
Reprint checks (FCH7)
A check is missing or is rendered unusable.
Reprinted check.
Void Issue Check (FCH9)
Need to void checks after they have been printed.
Voided checks.
Reverse check payments (FCH8)
Need to void a check and cancel the payment document for that check.
Voided check and canceled payment document.
Advanced AP ProcessingAdvanced AP Processing 6262
Process Triggers and Process Triggers and OutputsOutputs
Process Trigger Output
Delete payment run check information (FCHD)
Need to delete the check information for a payment print run that failed before completion.
Deleted check information.
Display a complete check register (FCHN)
Need to display complete check register.
Check listing.
Delete manual/voided checks (FCHF/ FCHE)
Need to delete the void information stored for checks voided by mistake.
Deleted void information.
Creating/deleting extract files (FCHX/ FCHG)
Need for list that can then be used to check for errors in incoming checks for payment.
Extracted checklist.
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SummarySummary
You should now be able to:You should now be able to:
Describe new SAP Accounts Payable terms Describe new SAP Accounts Payable terms Give an overview of the AP process and Give an overview of the AP process and
invoice processinginvoice processing Describe the following processes:Describe the following processes:
► Parking vendor invoices/credit memosParking vendor invoices/credit memos► Releasing Blocked DocumentsReleasing Blocked Documents► Invoice processingInvoice processing► Good receipt/invoice receipt account Good receipt/invoice receipt account
maintenancemaintenance► Cancel invoice documentsCancel invoice documents► Document processingDocument processing► Payment processingPayment processing► Check processingCheck processing
Advanced AP ProcessingAdvanced AP Processing 6464
Accessing Training MaterialsAccessing Training Materials All TITAN training materials for Phase II are stored on the All TITAN training materials for Phase II are stored on the
Tarrant County websiteTarrant County website This website is accessed through your Internet Explorer from This website is accessed through your Internet Explorer from
any computer that has internet access; you do not have to be any computer that has internet access; you do not have to be on the Tarrant County network. The URL for direct link to the on the Tarrant County network. The URL for direct link to the Training Materials website is:Training Materials website is:
http://www.tarrantcounty.com/titan/lib/titan/training/index.asphttp://www.tarrantcounty.com/titan/lib/titan/training/index.asp
Set up this website as a favorite in your web browser for quick Set up this website as a favorite in your web browser for quick future accessfuture access
Enter the URL above in the addressEnter the URL above in the address field in your browserfield in your browser When you reach the website, go toWhen you reach the website, go to Favorites>Add to FavoritesFavorites>Add to Favorites in the in the Browser menuBrowser menu A pop-up window will be displayed withA pop-up window will be displayed with a default name for the site. Click OK.a default name for the site. Click OK. To access this site in the future, justTo access this site in the future, just click on the Favorites item in the menuclick on the Favorites item in the menu and highlight the name for the website.and highlight the name for the website. You will go directly to the website. You will go directly to the website.
Advanced AP ProcessingAdvanced AP Processing 6565
Accessing Training Materials Accessing Training Materials (cont’d)(cont’d)
Review the instruction page to see how to use the websiteReview the instruction page to see how to use the website
Click on the Click on the CoursewareCourseware link at the top of the Instruction page link at the top of the Instruction page
A A Listing of CoursesListing of Courses will be displayed will be displayed
Click on the Click on the Course TitleCourse Title to see a general description of the to see a general description of the content of the coursecontent of the course
oror
Click on one of the buttons beside the Course Title to go directly Click on one of the buttons beside the Course Title to go directly to either the to either the Overview, Quick Reference Cards, Overview, Quick Reference Cards, oror Tutorials Tutorials
These training materials will be available for your use and These training materials will be available for your use and reference at any timereference at any time
Advanced AP ProcessingAdvanced AP Processing 6666
Running TutorialsRunning Tutorials An additional learning tool is being provided with the Phase II SAP An additional learning tool is being provided with the Phase II SAP
implementation -- implementation -- TutorialsTutorials Tutorials are simulations of the SAP system that take you through a Tutorials are simulations of the SAP system that take you through a
transaction step-by-step in a mock SAP environment. transaction step-by-step in a mock SAP environment. These can be viewed in two ways:These can be viewed in two ways:
► As a movie that takes you through the transaction in a demonstration, As a movie that takes you through the transaction in a demonstration, oror
► As an interactive, hands-on practice session that stops on each screen As an interactive, hands-on practice session that stops on each screen and directs you to make entries in fields or take actions per instructions and directs you to make entries in fields or take actions per instructions provided by the provided by the wizardwizard and in the and in the bubblesbubbles
Tutorials are provided with each course in the Finance and Tutorials are provided with each course in the Finance and Purchasing trainingPurchasing training
A list of the tutorials is provided at the end of each course.A list of the tutorials is provided at the end of each course. Go to the Training Materials website to access and run these Go to the Training Materials website to access and run these
tutorials. Detailed instructions are provided on the websitetutorials. Detailed instructions are provided on the website
Happy Tutoring!!
Advanced AP ProcessingAdvanced AP Processing 6767
Training SandboxTraining Sandbox
An SAP environment An SAP environment (Training Sandbox)(Training Sandbox) where you can practice where you can practice your skills in a real instance of SAP will be available after June 18your skills in a real instance of SAP will be available after June 18
The sandbox can be accessed through the standard logon The sandbox can be accessed through the standard logon process discussed in Lesson 2 of the SAP Basic Navigation courseprocess discussed in Lesson 2 of the SAP Basic Navigation course
The only differences are:The only differences are: Highlight the Training environment on the Logon padHighlight the Training environment on the Logon pad Enter Enter 520520 in the Client field in the Client field Click logonClick logon Enter the same User Id and Password you are assigned for Enter the same User Id and Password you are assigned for
ProductionProduction
Feel free to practice any of the tasks in the basic navigation course Feel free to practice any of the tasks in the basic navigation course and any of the transactions included in other courses you take. and any of the transactions included in other courses you take. Use the Use the Quick Reference CardsQuick Reference Cards to walk you through the to walk you through the transactions.transactions.
Advanced AP ProcessingAdvanced AP Processing 6868
Additional HelpAdditional Help
1
2
3
Review the on-line help in SAP
Ask your peers or super user for assistance.
Review your training materials and notes.
Advanced AP ProcessingAdvanced AP Processing 6969
Tarrant County HelpTarrant County HelpProblems with running tutorials?Problems with running tutorials?
Training Mailbox –Training Mailbox – titansaptraining@tarrantcounty.comtitansaptraining@tarrantcounty.com
After utilizing the various methods of help on After utilizing the various methods of help on the previous page, if you still have questions the previous page, if you still have questions or problems or problems
oror
If you have problems at any time with If you have problems at any time with accessing SAP, printing, computer or network accessing SAP, printing, computer or network problems, etc.problems, etc.
Contact the Tarrant County IT Help Desk Contact the Tarrant County IT Help Desk at at 817-884- 817-884-35073507
Advanced AP ProcessingAdvanced AP Processing 7070
CONGRATULATIONS! You have completed the course review.
Now you are ready to view the SAP Tutorials and use the Quick Reference Cards for the related transactions.
Tutorials for this course include:
• Perform payment processing (F110)Perform payment processing (F110)
• Post Outgoing Payment (F-58) Post Outgoing Payment (F-58)
• Display Check Register (FCHN)Display Check Register (FCHN)
Advanced AP ProcessingAdvanced AP Processing