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Cash and Liquidity Management (Processing Payables and Payments)
July 28, 2012 2
Table of Content
1 About this Document ....................................................................................................................... 3
1.1 Purpose .................................................................................................................................... 3
1.2 Reference System and Model Company .................................................................................... 3
2 Master and Organizational Data ...................................................................................................... 4
3 Business Process Tasks ................................................................................................................. 5
3.1 Processing Outgoing Payments Automatically ........................................................................... 5
3.1.1 Enter Supplier Invoice without Purchase Order .............................................................. 5
3.1.2 Approve Supplier Invoice ............................................................................................... 6
3.1.3 Create/Check Payment Proposal and Execute Payment ................................................ 6
3.1.4 Approve a Payment ....................................................................................................... 8
3.2 Processing Outgoing Payments Manually with Open Item Clearing ........................................... 9
3.2.1 Recurring Supplier Invoice............................................................................................. 9
3.2.2 Approve Supplier Invoice ............................................................................................. 11
3.2.3 Select Items and Release Payment ............................................................................. 11
3.2.4 Approve a Payment ..................................................................................................... 13
3.3 Payment Management (Check) – Bank Statement................................................................... 13
3.3.1 Transfer Outgoing Payments Manually (Send to Payee - Check) ................................. 13
3.3.2 Process a Bank Statement .......................................................................................... 14
3.4 Connected Scenarios .............................................................................................................. 15
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1 About this Document
1.1 Purpose
The objective of this business scenario document is to give you hands-on experience of running the chosen business processes in a realistic business environment using the SAP Business ByDesign system. It allows you to quickly become familiar with this business scenario by guiding you through the steps that you need to carry out in the reference system.
To obtain a better understanding of the business processes that make up this scenario, also refer to the Scenario Outline for this scenario.
1.2 Reference System and Model Company
A reference system is a system that is preconfigured and loaded with fictitious users and sample data. The users and sample data are based on the model company Almika Inc.. By following the step-by-step instructions in this document, you can assume the identity of the Almika users and use the built-in sample
data to carry out each of the business process tasks. This hands-on experience will help you to understand the relevance and benefits of this business scenario.
To learn more about the model company that uses the business processes described in this document, read the Company Fact Sheet, which contains an overview of the reference
company, its organizational set up, employees and their different roles and work centers, as well as a comprehensive list of the master data used in your system.
You can find the Company Fact Sheet in the Help Center of your reference system. To access
this document, choose Help Help Center and open the link under the heading Company-Specific Help.
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2 Master and Organizational Data
Each SAP Business ByDesign Reference System contains essential master and organizational data, which
reflect the typical organizational structure of a mid-size company of a specific industry
allow you to run the industry specific processes using the appropriate master data, for example, materials, vendors or customers.
For this scenario, use the master data as described below.
If you want to run the scenario with customer and project-specific values, you can copy master data with certain characteristics from the sample entries in the table and adapt this data.
For an illustration of the organizational data as well as additional information (bill of material, logistics layout) about the reference company, refer to the Company Fact Sheet.
Master / Org. Data Type Name and Value Usage
Supplier ABM Insurance Inc.
(S100901)
For business process „Processing Outgoing Payments
Automatically‟
Supplier Televista Inc. (S100903) For business process „Processing Outgoing Payments Manually with Open Item
Clearing‟
Company Almika Inc. (1000)
Bank Account ID Bank of Cleveland (1100062588)
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3 Business Process Tasks
3.1 Processing Outgoing Payments Automatically
3.1.1 Enter Supplier Invoice without Purchase Order
What You Should Know
Most of the supplier invoices are posted based on purchase orders. In addition, you can also enter a supplier invoice without a purchase order.
Logon and Work Center Information
Logon ID (Role) FINANCIAL02 (Accountant / Iris Green)
Work Center / View Supplier Invoicing Common Tasks: New Invoice Without Purchase Order
Procedure
Field Name Data to Enter Activity / Button / Comment
New Invoice screen
Supplier ABM Insurance Inc. (S100901)
External Document ID Any number, e.g.110001
Invoice Date <current date>
Invoice Description Insurance Expense whole year
Posting Date <current date>
Payment Terms Due net payable immediately
Items - Description Insurance Expense whole year
Tax Code Sales Tax Standard (Vendor
Collected)
Quantity 1 EA
Net Price 5000 USD
Price Unit 1 EA
Net Amount 5000 USD
G/L Account A-7280 - Insurance
Account Assignment
Type Cost Center
Cost Center Headquarters Cleveland (A1100)
Choose Actions Calculate Total Amounts.
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Field Name Data to Enter Activity / Button / Comment
Click Check.
Click Post.
Make a note of the supplier invoice ID: _________.
A supplier invoice without a purchase order for the yearly insurance contribution is posted if no approval is required. Because of the payment term “Due Net Payable Immediately”, the
invoice will be paid with a payment run that will be executed in the next step.
3.1.2 Approve Supplier Invoice
Logon and Work Center Information
Logon ID (Role) FINANCIAL01 (Chief Financial Officer / Edward Black)
Work Center / View Managing My Area Approvals
Procedure
Field Name Data to Enter Activity / Button / Comment
Approvals view
Approvals Select the item to be approved and click Approve.
3.1.3 Create/Check Payment Proposal and Execute Payment
Logon and Work Center Information
Logon ID (Role) FINANCIAL02 (Accountant / Iris Green)
Work Center / View Payables Periodic Tasks Payment Runs
Procedure
Field Name Data to Enter Activity / Button / Comment
Payment Runs subview
Click New Payment Run.
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Field Name Data to Enter Activity / Button / Comment
New Payment Run screen
Run Description Payment run_ <current date>
Company 1000
Supplier from /to ID <blank>
Currency USD
Next Payment Run Date <current date> + 5 working
days
Click Set to Active.
Click Schedule.
Schedule Job screen
Confirm Start Immediately.
Click Save and Close.
Payment Run: # screen
Click Close.
Make a note of the Run ID: _________.
Show Active Payment Runs Click Go.
Select your payment run. Check if the Processing Status is set to “Finished”.
(If the status is “In Process”,
click Go to refresh the data.)
Select the line and click View
Payment Proposals.
Payment Proposal List: # screen
Check the payment proposal.
Click Close.
Make a note of the Execution ID: _________.
Choose the Work view.
Work view
Select the line item created by the payment run (“Review Supplier Payments in Payment Run <#>”)
Click Edit.
In the payment proposal list, you can work on individual payment proposals. Choose Edit Proposal to display the details for the payment and make changes. Via You Can Also
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Field Name Data to Enter Activity / Button / Comment
Open Bank and Payment Settings, you can view the master data and settings currently used
by the system to automatically propose the bank account and the payment method details. In
addition, the payment method is proposed for automatic payments.
The system shows due supplier payments. Once you have checked the proposed payments, you can execute the proposal. Mark the corresponding proposed payments you want to pay. Click Execute Proposal.
Click Close.
Click Refresh and Actions to
Complete your task.
You only need to continue with the next chapter („Approve a Payment„) if the payment item amount exceeds the payment approval limit. If the amount is below the limit you can skip this
step.
3.1.4 Approve a Payment
Logon and Work Center Information
Logon ID (Role) FINANCIAL01 (Chief Financial Officer / Edward Black)
Work Center / View Managing My Area Approvals
Procedure
Field Name Data to Enter Activity / Button / Comment
Approvals view
Approvals Select the approval item and click Approve.
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3.2 Processing Outgoing Payments Manually with Open Item
Clearing
3.2.1 Recurring Supplier Invoice
What You Should Know
Each month, the company receives an invoice which contains the same line item and the same amount. To reduce the processing work, you can define a recurring supplier invoice in the Supplier Invoicing
work center.
Logon and Work Center Information
Logon ID (Role) FINANCIAL02 (Accountant / Iris Green)
Work Center / View Supplier Invoicing Recurring Invoices
Procedure
Field Name Data to Enter Activity / Button / Comment
Recurring Invoices subview
Click New Recurring
Invoice.
New Recurring Invoice guided activity
Step 1: Enter Invoice Template
Supplier Televista Inc. (S100903)
Payment Reason Flat Rate
Items - Description Flat Rate
Tax Code Sales Tax Standard (Vendor
Collected)
Quantity 1 EA
Net Price 1000 USD
Choose Actions Calculate
Total Amounts.
G/L Account A-7400-Telephone and telecommunication
Account Assignment Type
Cost Center
Cost Center Headquarters Cleveland
(A1100)
Click Next.
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Field Name Data to Enter Activity / Button / Comment
Step 2: Define Recurring Invoice
Recurring Invoice Description
Flat Rate monthly
Recurrence Pattern Select this item as recurrence
type.
Start Date <current date>
End By <date>
End Date <last day in 12 months>
Recurrence Monthly
Every 1 (Month)
Day of Month <specific day>
Specific Day <current date> + one day Click Next.
Step 3: Recurring Invoice Forecast
Click Check.
Click Save.
Click Release.
Click Close.
Make a note of the Recurring Supplier Invoice ID: _________.
Based on the scheduled posting data, a supplier invoice is automatically created and receives the status “In Approval” if the invoice amount exceeds the approval limitation. Please check in your system if any recurring invoice has been defined. If such a recurring invoice as described above already exists, please use other business information to define a different recurring invoice within your system.
Recurring Invoices subview
Click Refresh.
Select your recurring invoice.
Check invoice details under Details on the
General tab (Number of
Invoices Posted, Number
of Invoices Planned)
Invoice History tab
Invoices and Credit Memos view
In this view you can check the invoices posted according to
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Field Name Data to Enter Activity / Button / Comment
the recurring invoice template
and schedule.
According to the definition of the recurring invoice, you are supposed to wait one working day to execute the step “Select Items and Release Payment”. Or you may select another supplier that has an open account balance.
3.2.2 Approve Supplier Invoice
Logon and Work Center Information
Logon ID (Role) FINANCIAL01 (Chief Financial Officer / Edward Black)
Work Center / View Managing My Area Approvals
Procedure
Field Name Data to Enter Activity / Button / Comment
Approvals view
Approvals Select the item to be approved and click Approve.
3.2.3 Select Items and Release Payment
What You Should Know
In the Payables work center, you can execute a manual payment. In the example below, the recurring
supplier invoice has already been posted in the current month.
Logon and Work Center Information
Logon ID (Role) FINANCIAL02 (Accountant / Iris Green)
Work Center / View Payables Suppliers → Supplier Accounts
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Procedure
Field Name Data to Enter Activity / Button / Comment
Supplier Accounts subview
Supplier Televista Inc. (S100903) Click View.
Supplier Account Monitor screen
Select an open item.
Click Pay Manually By Outgoing Check.
Check Number 125468
Payment Amount <Net Price + Tax Amount> USD
If the checkbox “Calculate Payment Amount Automatically” is selected, the system will calculate the payment amount. The sum is derived from the applied net amounts of the matched open
items.
Bank Account ID 1100062588
Click Complete Bank Data.
Click You Can Also Open Bank and Payment Settings.
Check Bank and Payment
Settings.
Under the Master Data and Business Configuration Data tab, you can view the master data
and settings currently used by the system to automatically propose the bank account and the payment method details. In addition, the payment method is proposed for automatic payments.
Click Close.
Click Preview Memo Line.
Do not change the automatically created memo line.
Click Close.
The Preview Memo Line screen shows the memo line the system will create if you release
this payment as it is now. Alternatively, you can enter a memo line manually in the Memo Line field.
Click Post.
Click Close.
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Field Name Data to Enter Activity / Button / Comment
Make a note of the transfer ID: _________.
3.2.4 Approve a Payment
Logon and Work Center Information
Logon ID (Role) FINANCIAL01 (Chief Financial Officer / Edward Black)
Work Center / View Managing My Area Approvals
Procedure
Field Name Data to Enter Activity / Button / Comment
Approvals view
Approvals Select the item to be approved and click Approve.
3.3 Payment Management (Check) – Bank Statement
3.3.1 Transfer Outgoing Payments Manually (Send to Payee - Check)
What You Should Know
The payment items you have executed in the payment run or the manual payment process are to be transferred. In the Payment Management work center, you can initiate the transfer.
Logon and Work Center Information
Logon ID (Role) FINANCIAL02 (Accountant / Iris Green)
Work Center / View Payment Management Payment Monitor
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Procedure
Field Name Data to Enter Activity / Button / Comment
Payment Monitor view
Show Payments Ready for Transfer Click Go.
Click Show Filter Row.
Payment Method Outgoing Check
Select one or more Ready for Transfer status items.
You create the payment medium manually and indicate this accordingly in the system
by clicking on
Actions for Checks. Set to In Transfer.
The payment status is changing from “Ready for
Transfer” to “In Transfer”.
You can also print a check via Actions for Checks Print Check Form or automate and schedule the creation of payment media with the payment media run. In the Payment Media Runs subview in the Periodic Tasks view, you can perform automatic runs which generate
payment media for e.g. checks and bank transfers.
3.3.2 Process a Bank Statement
What You Should Know
In the Liquidity Management work center, you can manually enter items from a paper bank statement into the system.
Logon and Work Center Information
Logon ID (Role) FINANCIAL02 (Accountant / Iris Green)
Work Center / View Liquidity Management Bank Statements
Procedure
Field Name Data to Enter Activity / Button / Comment
Bank Statements view
Choose New Bank
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Field Name Data to Enter Activity / Button / Comment
Statement.
Bank Statement guided activity
Step 1: Enter General Data
Bank Account ID 1100062588
Statement Date <current date>
Posting Date <current date>
Opening Balance <system default>
Closing Balance Enter the opening balance minus the amount of the
outgoing payment items.
Click Next.
Step 2: Select Items
Select the corresponding items under All Not Confirmed Items in Transit.
Click Next.
Step 3: Create and Edit Items
Click Check.
Click Post.
Click Close.
The bank statement is entered and the payment items are reconciled. The payment status is set to Confirmed now.
3.4 Connected Scenarios
For more details please refer to the following document:
Cash and Liquidity Management – Processing Receivables and Payments
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Icons
Caution
Example
Tip
Note
User ID and User Role
Work Center and Work Center View
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