Document Title SAP User Manual Accounts · PDF fileAccounts Payable _____ 3 3. CENTRALIZED...

Document History Date Version Editor Description 03-Aug-2009 V1.0 Zumra Ahmed Initial 10-Oct-2009 V1.1 Zumra Ahmed 05-Sep-2010 V1.2 Zumra Ahmed

Document Title SAP User Manual – Accounts Payable

Author Zumra Ahmed

SAP Module Accounts Payable

Accounts Payable

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Contents

1. AN OVERVIEW OF SAP ORGANIZATION STRUCTURE 1

2. ACCOUNTS PAYABLE 2

3. CENTRALIZED PAYMENT PROCESS 3

4. NON-PO INVOICES CREATED IN ACCOUNTS PAYABLE 5

1.1 Park 5

1.2 Change 9

1.3 Post 11

5. LOGISTIC INVOICE VERIFICATION (INVOICES FROM MM MODULE) 12

1.4 Park 12

1.5 Change 16

1.6 Post 17

6. DISPLAYING FI DOCUMENT NUMBER OF A RELATIVE MM DOCUMENT 19

7. CANCEL INVOICE DOCUMENT 21

8. CREDIT MEMO 23

1.7 Park 23

1.8 Change 27

1.9 Post 28

9. ASSET ACQUISITION 30

1.10 Park 31

1.11 Edit 34

1.12 Post 35 1.12.1 How to edit an asset document if the wrong vendor, asset, GL account is taken 36 1.12.2 Entering an invoice with more than one asset and a recurrent expenditure 41

10. PROJECTS 46

Accounts Payable

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11. TRUST FUND 51

12. LOCAL CURRENCY PAYMENTS 55

13. FOREIGN CURRENCY PAYMENTS 56

14. TYPES OF ENTRIES 62

1.13 Dhiraagu 62

1.14 MWSC 63

1.15 STELCO 64

1.16 ISLAND AVIATION 65

1.17 STO 66

1.18 One Time Vendor 67

1.19 Petty Cash 69

1.20 Salary 74

1.21 Work Permit Deposit Entry 84

15. DISPLAY VENDOR 89

16. DISPLAY PARKED DOCUMENT 90

17. DISPLAY POSTED DOCUMENTS 93

18. VENDOR LINE ITEM DISPLAY 96

19. DELETE PARKED DOCUMENTS 99

20. REVERSE DOCUMENT 100

21. REVERSAL AFTER PAYMENT IS EXECUTED. 101

22. HOW TO SCAN & ATTACH SUPPORTING DOCUMENTS 102

23. HOW TO PRINT PAYMENT ADVICE 105

24. DOCUMENTS WHICH ARE BLOCKED FOR PAYMENT 108

Accounts Payable

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1

1. AN OVERVIEW OF SAP ORGANIZATION STRUCTURE

Company Code: Highest organizational structure for financial accounting and control purposes.

All structures within a company code have similar financial processes and use the same chart of

accounts.

Business Area: Represent separate, high-level areas of operation and responsibility within an

organization. These are agencies, lines of business, or locations where complete (or partial)

financial statements are required.

Cost Centre: Represent lower-level organizational units with responsibility for on-going

activities.

Accounts Payable

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2

2. ACCOUNTS PAYABLE

The AP module manages invoices from creation up to payments. All vendors transacting with

various government agencies will be created and managed centrally in a single database in the

AP module. This means that for each vendor, a single vendor master record will be created and

used by all agencies in GOM. This ensures that everyone will use the same assigned vendor

number, address details, bank details, payment methods and payment terms for each vendor. If

an agency wants to transact with a new vendor or edit an existing vendor‟s details they need to

complete Vendor Maintenance Form (Annex 1) and send it to MoFT/Public Accounting Division

where it‟s managed centrally.

As all vendor invoices are stored in a single database, this enable payments to be made via a

central payment department and through a Treasury Single Account. Payments can be made via

the following options:

Cheque.

Local Transfer.

Foreign Transfer.

Foreign Bank Draft.

Manual/Cash payment.

Accounts Payable

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3

3. CENTRALIZED PAYMENT PROCESS

Centralized Payment Process

MoFT-Public Accounting

DivisionAgency

Materials

Management

Module

Invoices Matched

to PO and GR

Invoices Directly

entered to AP

module

Enters data into the

system (PARK)

Authorizing Officer

Verifies and

Approves the data

entered (POST)

Payment Execution

Entering officer enters invoices into the system. Once the information required is complete, the

officer will save the document as complete (PARK). This indicates that the document is ready

for posting. Please note that there is no checking of availability of funds at this stage. Changes to

the document can also be made at this stage.

Authorizing officer will review the parked invoice, if entries are correct, invoice will be posted.

Approval for payment (POST), at this stage, there will be fund checking. The AP invoices can

only be successfully created if there is available fund. If there is insufficient fund, the invoice

cannot be posted.

Accounts Payable

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4

Payment Run is processed centrally in Ministry of Finance & Treasury. There are two types of

Payment Run, Manual and Automatic Payment Run. The AP auto-payment run transaction will

determine which invoices to be paid based on payment term and next payment run date.

Invoices can be created directly in the AP module or via the Materials Management (MM)

module. Invoices from MM are linked to a Purchase Order, and a Goods Receipt. The vendor

invoice is only created after it has been verified against the Purchase Order and Goods Receipt

has been confirmed.

Accounts Payable

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5

4. NON-PO INVOICES CREATED IN ACCOUNTS PAYABLE

These Invoices are directly entered into AP module. No purchase order or goods receipt are

linked to these invoices (example: utility bills).

Menu Path: Accounting Financial Accounting Accounts Payable

Document Entry Document Parking FV60 (Park Incoming Invoices)

Transaction Code: FV60

1.1 Park

SAP Screen Input

field Sample Value Comments

Vendor 500041 Click on the dropdown list and select the vendor.

Invoice date 05.07.2009 Invoice Date/ Bill Date

Posting date 19.07.2009 Date which is used when entering the document in

SAPEVENT:DOCU_LINK/GL:document

Accounts Payable

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Financial Accounting or Controlling.

Reference AS/2009/1423 Invoice/ Bill No

Amount 500 Total invoice amount.

Currency MVR Default currency is MVR but can be changed to

other currency.

Click tab

SAP Screen Input


BaselineDt 19.07.2009 Baseline Date for Due Date Calculation

Payt Terms C003 Terms of payment default by setting in vendor

master record but can be overwritten.

Accounts Payable

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7

Due on 22.07.2009 The due date for net payment is calculated from

the baseline date for payment.

Payment Method C Defines the mode of payment

Click tab.

SAP Screen Input


Assign. 1058/2009/0012 PV Number.

Bus. Area 1058 Click on the dropdown list and select the relevant

bus. area.

Fund C-GOM

SAPEVENT:DOCU_LINK/GL:baseline_date_for_payment

Accounts Payable

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8

SAP Screen Input


G/L acct 222001 Enter GL account

D/C Debit Debit/Credit Indicator. In this case debit

expenses.

Amount 500 Line item amount

Tax code I0 Expense account will always use I0 (Input tax =

0)


bus. area.

Cost center C10589999 For PL account should always have CO object

(Cost Ctr, WBS, IO, etc). In this case cost center.

Text Box Files Detail description of the line item.

Funds Center C10589999 Derived from cost center

Commitment Item 222001 Derived from GL account master data.

Fund C-GOM Derivation rule: if cost center entered, fund is

always L00

Functional Area 0000 Derivation rule: always use functional area 0000

Press

Accounts Payable

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9

Press button.

Document 1900000831 was parked.

Note: Public Finance Regulation requires 2 level authorization for invoices above 10,000.

However invoices which are directly entered into Accounts Payable module can only be posted

(authorized) once, hence for invoices which are MVR 10,000 or more, two authorized signatures

are required to be on such invoices. The following shows the stamp format which should be on

the scanned and attached invoice. (This only applies for MM live agencies)

Business Area:

Invoice Number:

Invoice/Document Date Name Signature

Authorized by:

Authorized by:

1.2 Change

Menu Path: Accounting Financial Accounting Accounts Payable Document Parked

Documents FBV2

Accounting Financial Accounting Accounts Payable Document FB02

Transaction Code: FBV2

FB02

Accounts Payable

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10

SAP Screen Input


Company Code GOM Click on the dropdown list and select the relevant

Company Code. Company code is always GOM.

Doc. Number 1900000831 Enter parked document number

Fiscal Year 2009 Enter Fiscal Year

Click button to continue.

Accounts Payable

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11

All fields which are not grayed are available for edit. Press button to save

document as completed.

1.3 Post

Transaction Code: ZFV60_POST- Post Vendor Invoice for Company Code

DocumentSelect Parked Document

SAP Screen Input



Company Code.




Press button to post document by authorizing officer.

Accounts Payable

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12

5. LOGISTIC INVOICE VERIFICATION (INVOICES FROM MM MODULE)

PO related invoices are invoices that are created from Materials Management (MM) module.

Each invoice must originate from an approved Purchase Order (PO). During the creation of the

PO, SAP ensures that there is sufficient fund in the released budget before it can be created.

The purchasing department is responsible for the creation of the PO and confirmation of goods

receipt (if applicable). Once these activities have been completed, the transition point between

the MM module (i.e. purchasing) and AP module (i.e. finance) will be the logistic invoice

verification (LIV) process. This is to be performed by the finance department within the

purchasing agency.

LIV will be triggered by the receipt of an invoice from the vendor. The vendor‟s invoice must

indicate the SAP PO number as the reference. With the PO reference, the finance officer will

perform the LIV. In this process, upon entry of the PO number, and the invoice amount, SAP

will perform a three way match, among the invoice, the purchase order and the goods receipt.

The invoice amount must match the PO amount and goods receipt has been performed.

Menu Path: Logistics Materials Management Logistic Invoice Verification Document

Entry MIR7 - Park Invoice

Transaction Code : MIR7

1.4 Park

SAP Screen Input


Purchase

Order/Scheduling

Agreement

1006090019

Enter the PO/Scheduling Agreement or click on

the dropdown list to choose PO/ Scheduling

Agreement by vendor.

Accounts Payable

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Select the correct vendor from the dropdown list and click „Enter‟.

Tick the relevant PO and click

SAP Screen Input


Invoice Date 03.06.2009 Invoice/Bill Date

Posting Date 03.06.2009 Current Date

Reference Inv42531 Invoice/Bill Number

Amount 240 Invoice Total

Click tab.

Accounts Payable

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14

SAP Screen Input


Baseline Date 04.06.2009 Current/Entry Date

Payt Terms C003 Select from the dropdown list.

Pmt Method C

Click tab.

Accounts Payable

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SAP Screen Input


Doc. Type Invoice - gross The document type classifies the accounting

documents.

Assignment 1006/2009/1128 Payment Voucher Number.

Header Text The document header text contains explanations or

notes which apply to the document as a whole.

Inv. Party 500004 The vendor to whom the amount due is payable.

Bus. Area 1006 Click on the dropdown list and select the relevant bus.

area.

Click button to simulate.

SAPEVENT:DOCU_LINK/DS:GLOS.3526B7FCAFAB52B9E10000009B38F974

SAPEVENT:DOCU_LINK/DS:GLOS.3526B7FCAFAB52B9E10000009B38F974


Accounts Payable

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Press button to park document by Officer.

1.5 Change

Transaction Code: MIR7

Click Invoice Document Other Invoice Document

SAP Screen Input


Invoice Document

No. 5105600124

Enter invoice document number you want to

change.

Fiscal Year 2009 Enter fiscal year.

Accounts Payable

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All the fields which are not grayed are available for edit.

1.6 Post

Click Invoice Document Other Invoice Document

SAP Screen Input


Invoice Document

No. 5105600124


change.


Accounts Payable

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Click .

Accounts Payable

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6. DISPLAYING FI DOCUMENT NUMBER OF A RELATIVE MM DOCUMENT

Menu Path: Logistics Materials Management Logistic Invoice Verification Further

Processing MIR4 – Displaying Invoice Document

Transaction Code: MIR4

SAP Screen Input


Invoice Document

No. 5105600165


display.


Go to

The following Screen appears.

Accounts Payable

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20

Click and you will see the relative Accounting Document.

Accounts Payable

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21

7. CANCEL INVOICE DOCUMENT

To reverse a PO related invoice after posting

Menu Path: Logistics Logistic Invoice Verification Further Processing MR8M - Cancel

Invoice Document

Transaction Code : MR8M

Procedural Steps

1. Cancel Invoice Document

SAP Screen Input

field Sample Value

R/O/

D Comments

Invoice Document

No. 5105600101

R Enter invoice document number.

Fiscal Year 2008 R Enter fiscal year.

Reversal Reason 01 R Enter reversal reason.

Click button to verify document to be cancelled.

Accounts Payable

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22

Click button to go to the initial screen.

Click button to reverse.

Accounts Payable

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8. CREDIT MEMO

In case of double payment, or payment to a wrong vendor, or where goods are returned relating

to an invoice already issued, or any another reason for amendment of a supplier‟s invoice, the

supplier will usually submit a credit note. Besides vendor invoices, vendor credit memos can also

be created via the Accounts Payable module. For a credit memo, the entry will debit the vendor

and credit the expense account.

Menu Path: Accounting Financial Accounting Accounts Payable Document Entry

FV65 - Credit Memo


1.7 Park

SAP Screen Input



Invoice date 06.07.2009 Invoice/ Bill Date

Accounts Payable

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Reference AST/2009/45613

Vendor Invoice/ Bill Number. The reference

document number can contain the document

number of the business partner.

Amount 50.00 Total credit memo amount.


other currency.

Text Contains an explanatory text on the line item.

Click tab.

SAP Screen Input


BaselineDt 20.07.2009 Current Date

Due on 20.07.2009

The due date for net payment is calculated from

the baseline date for payment and the maximum

permissible target dates in the terms of payment.

Pmnt Method C Specifies the mode of payment required.



SAPEVENT:DOCU_LINK/GL:terms_of_payment

Accounts Payable

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Click tab

SAP Screen Input


Assign. 1058/2009/0012 Enter payment voucher number as follows.

Agency account no./year/PV running no.


bus. area.

Accounts Payable

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26

SAP Screen Input



D/C Credit Debit/Credit Indicator


Tax code I0 Expense account will always use I0 (Input tax

(Purchases: 0%)


bus. area.






always C-GOM

Functional Area 0000 Derivation rule: use functional area 0000

Company Code GOM

Press

Accounts Payable

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27

Press button to park document by Officer.

1.8 Change

Menu Path: Accounting Financial Accounting Accounts Payable Document Parked

Documents FBV2 - Change




document as completed by certifying officer.


document as completed by certifying officer.

Accounts Payable

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28

1.9 Post

Authorizing officer will review the approved park credit memo, if entries are correct, credit

memo will be posted.

Transaction Code: ZFV65_POST

Post Parked Document: Initial Screen

Documents Parked Document

SAP Screen Input



Company Code.



Click

Accounts Payable

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29

Accounts Payable

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30

9. ASSET ACQUISITION

Before acquisition of an asset is posted in the system, an asset master number is required to enter

an asset invoice. Asset creation is also done centrally in MoFT. Before entering an asset for asset

acquisition, an agency will need to request asset number from MoFT/Public Accounting

Division.

1. Fill Asset Application

Form

Applicant Agency Finance Officer MoFT/PAD

2. Create Asset Master

Record

4. Enter asset invoice

3. Inform Applicant

Accounts Payable

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31

1.10 Park

Transaction Code: F-63

SAP Screen Input


Company Code GOM

Currency MVR

Document Date 12.07.2009 Invoice/Bill Date


Reference 5196731 Invoice/Bill Number

PstKY 31 31 Denotes Credit Entry.

Account 500300 Select the vendor.

Press Enter

Accounts Payable

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32

SAP Screen Input



Business Area 1058 Click on the dropdown list and select the relevant

Business Area

Pay Terms C003

Determines the date due for payment of vendor

invoice.

Baseline Date 20.07.2009 Current Date.

Payment Method C

Assignment 1058/2009/0116

PstgKey 70 Debit Asset

Account 70000005-0 Select the asset from the asset master.

TType 100 External Asset Acquisition

Accounts Payable

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SAP Screen Input



Tax Code I0 Input Tax (Purchases: 0%)

Quantity 1 Number of assets.

Text Printer Asset Description

Press

Accounts Payable

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34

1.11 Edit

Transaction Code: FBV2/ FB02

Document Change

Double click the line item that needs to be changed. All fields which are not grayed are available

for edit. To change the header details (document date, posting date etc) select GotoDocument

Header.

To save the changes, press button to save document as completed.

Accounts Payable

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35

1.12 Post

Transaction Code: ZFV60_POST

Document select parked document

SAP Screen Input


Company Code GOM Company Code is always GOM.



Accounts Payable

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36

Click

Check all the details are correct and click

1.12.1 How to edit an asset document if the wrong vendor, asset, GL account is taken

In asset invoices we can‟t change vendor, asset, GL account once the invoice is even parked.

Therefore in a case where one of these needs to be changed do as follows. In the following

example assume that a wrong vendor is entered.


As you can see the vendor is grayed, so it can‟t be changed

Accounts Payable

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37

Click on the line item you want to change, in this case the vendor.

Select delete item .

Accounts Payable

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38

The line item amount becomes zero. Enter correct line item details.

SAP Screen Input


PstKy 31 Denotes Credit Entry.

Account 500300 Select the correct vendor.

Accounts Payable

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39

SAP Screen Input


Amount 20000 Enter invoice total

Business Area 1006 Select the relevant business area

PayT Terms C003 Due within three days.

Baseline Date 16.07.2009 Current Date

Pmt Method C Cheque

Assignment 0026/2009/0135 Payment Voucher Number

Accounts Payable

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40

The deleted item still appears but it won‟t be displayed when the document is posted.

Accounts Payable

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41

1.12.2 Entering an invoice with more than one asset and a recurrent expenditure

SAP Screen Input


Document Date 02.08.2009 Invoice/Bill Date


Reference INV/14235/2009

Invoice Number

Currency MVR Select the relevant currency

PstKy 31 Credit Vendor

Account 500041 Select the vendor from the vendor master.

Press Enter or

Accounts Payable

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42

SAP Screen Input




business area.

Payt terms C003 Due within three days. Those which are urgent

select C000-Due Immediately

Bline Date 06.08.2009 Current Date. Due date will be calculated based on

this date.

Pmt Method C

Assignment 0026/2009/0125 Payment Voucher Number

PstKey 70 Debit Asset

Account 70000001-0 Select the asset from the asset master (First Asset)


Press Enter or

Accounts Payable

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43

SAP Screen Input


Amount 2100 Amount of the first asset.


Quantity 1

Text Photocopier-

Toshiba Asset Description

Pst Key 70 Debit Asset

Account 730000001-0 Select the asset from the asset master (Second

Asset)


Press Enter or

Accounts Payable

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44

SAP Screen Input


Amount 2400 Amount of the second asset.


Quantity 1

Text Printer Asset Description

Pst Key 40 Debit Expense Account

Account 222001 Select the relevant GL account

Accounts Payable

___________________________________________________________________________________

45

SAP Screen Input


Amount 1800 Amount


Cost Centre C10069999 Select the relevant cost centre

Fund C-GOM

Fund Centre C10069999 Derived from cost centre

Text Box Files Additional Description.

Click

Accounts Payable

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46

10. PROJECTS

Project system module is used to monitor the utilization of the fund for Investment Project.


SAP Screen Input

field Sample Value

Comments

Vendor 200024 Select the vendor.

Invoice date 14.06.2009 Invoice/Bill Date


Reference 1610587 Invoice/Bill Number

Amount 4171.26 Invoice Total

Text

(000031885)

(4982116) (2009/5-

1)

Additional Information.

Accounts Payable

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47

Click tab

SAP Screen Input


Baseline Date 02.08.2009 Current Date

Payment Terms C003 Select the payment terms from the dropdown

list.

Payment Method L Select the correct payment method.

Accounts Payable

___________________________________________________________________________________

48

Click tab

SAP Screen Input


Assign 0047/2009/0058 Enter PV Number

Business Area 1063 Select the relevant business area from the

dropdown list.

Fund P-GOM For Projects, fund is P-GOM

Next Enter Line Item details

Accounts Payable

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49

SAP Screen Input


GL Account 271003 Select the relevant GL account

Amount 4171.26 Line Item Amount

Tax Code I0 Input Tax (Purchases:0%)


WBS Element P-MOE002-200

A work breakdown structure is used to manage

complex capital investments. Select the

relevant project code from the dropdown.

Text Electricity bill for

the month of June Additional Information

Fund P-GOM For projects, fund is P-GOM

Fund Centre 999999999

Click

Accounts Payable

___________________________________________________________________________________

50

Click

Document 1900042483 was parked.

To Edit go to transaction FBV2 or FB02

To Post go to transaction ZFV60_POST

Accounts Payable

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51

11. TRUST FUND


SAP Screen Input

field Sample Value

Comments

Vendor 500048 Select the vendor.

Invoice date 14.09.2010 Invoice/Bill Date


Reference ASRIV003 Invoice/Bill Number


Text Additional Information.

Click tab

Accounts Payable

___________________________________________________________________________________

52

SAP Screen Input


Baseline Date 06.11.2010 Current Date.

Payment Terms C003 Select the payment terms from the dropdown

list.

Payment Method C Select the correct payment method.

Click tab.

Accounts Payable

___________________________________________________________________________________

53

SAP Screen Input


Assign 8001/2010/0016 Enter PV Number

Business Area 8001 Select the relevant business area from the

dropdown list.

Fund T-GOM For Trust Fund, fund is T-GOM

Accounts Payable

___________________________________________________________________________________

54

SAP Screen Input


GL Account 228999 Select the relevant GL account

Amount 1500 Line Item Amount

Tax Code I0 Input Tax (Purchases:0%)


Cost Centre C80011001

Text Additional Information

Fund T-GOM For Trust Funds, fund is T-GOM

Click

Click



Accounts Payable

___________________________________________________________________________________

55

12. LOCAL CURRENCY PAYMENTS

For local transfers always choose the partner bank . Click on the dropdown and

select the relevant bank account. Partner Bank Type is used to distinguish between various

banks or between multiple bank accounts of a vendor.

In complex posting screen(F-63), to select the partner bank go to .

Accounts Payable

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56

13. FOREIGN CURRENCY PAYMENTS


SAP Screen Input


Vendor 400109

Click on the dropdown list and select the vendor. If

it‟s to buy foreign currency select the relevant

business areas‟ audit card holder.




Reference inv7132456 Invoice/ Bill No


Currency GBP Select the foreign currency from the dropdown list.

Note: Do not select Foreign Currency if you are

entering a local Vendor, even if the Invoice amount


Accounts Payable

___________________________________________________________________________________

57

Click tab

SAP Screen Input



Payt Terms C000 Select due immediately (C000) for foreign

payments.



Payment Method F

For Foreign Currency Payments use payment

methods as follows:

F- For Foreign Transfer/ LC

M- For Buying Foreign Currency

D- For Bank Draft

is in foreign currency, because we do not pay local

vendors by Foreign Currency.


Accounts Payable

___________________________________________________________________________________

58

Click tab.

SAP Screen Input




bus. area.

Fund C-GOM

Accounts Payable

___________________________________________________________________________________

59

SAP Screen Input



D/C Debit Debit/Credit Indicator


Tax code I0 Expense account will always use I0 (Input tax = 0)


bus. area.






always L00

Accounts Payable

___________________________________________________________________________________

60

Press

Press button .

To Edit go to transaction FBV2 or FB02. If by mistake a wrong currency is taken delete the

amount in basic data and also delete the line item details, then you would be able to change the

currency.


Functional Area 0000 Derivation rule: use functional area 0000

Accounts Payable

___________________________________________________________________________________

61

Accounts Payable

___________________________________________________________________________________

62

14. TYPES OF ENTRIES

1.13 Dhiraagu

Enter Dhiraagu bills in the given format.

Reference: 000095/0000/0904

Text: (DHIA87/000095/0000/2009/04/01) (3349164)

Accounts Payable

___________________________________________________________________________________

63

1.14 MWSC

For MWSC bills enter the data in the given format.

Reference Field: 10260647

Text: (30019971) (96A202445)

Accounts Payable

___________________________________________________________________________________

64

1.15 STELCO

Enter STELCO bills in the given format.

Reference: 1547764

Text: (0000005531) (1430059) (2009/3-1)

Accounts Payable

___________________________________________________________________________________

65

1.16 ISLAND AVIATION

Enter Island Aviation bills as follows.

Reference: IAS 2009/3804

Text: SJ 90055

Accounts Payable

___________________________________________________________________________________

66

1.17 STO

Reference: Invoice/Bill Number

Text: (CHQ000)

Accounts Payable

___________________________________________________________________________________

67

1.18 One Time Vendor

A one-time vendor is used for vendors who only have a one-off transaction with the Government

of Maldives. The same one-time vendor number will be used, however for each usage, the name,

address and other details needs to be entered.

Search term for one time vendor is “T”.

And select onetime vendor

Enter one time vendor‟s details in the given format.

Accounts Payable

___________________________________________________________________________________

68

Title: Mr.

Name: Ajfan Ahmed

National ID: A246151

Address: Blue House, Buruzu Magu

City: Male’

Accounts Payable

___________________________________________________________________________________

69

Petty Cash

SAP Screen Input


Vendor A124758 Select the person authorized to collect

cheques from MoFT (Audit Card Holder).

Invoice date 18.08.2009 Date of applying for replenishment.

Posting date 18.08.2009

Date which is used when entering the

document in Financial Accounting or

Controlling.

Reference PC (PV Number).

Amount 500 Amount of replenishment

Currency MVR Default currency, MVR

Text

Replenishment of petty

cash <from date> to <to

date>

Description of the replenishment period.


Accounts Payable

___________________________________________________________________________________

70

Click tab

SAP Screen Input


BaselineDt 18.08.2009 Date of applying for replenishment.

Payt Terms C003 Payment Term, Due within 3 days.

Pmt Method C Payment method for replenishment of

petty cash.

Click tab.

Accounts Payable

___________________________________________________________________________________

71

SAP Screen Input


Assign 0026/2009/0153 PV Number

Business Area 1006 Enter the business area number.

Accounts Payable

___________________________________________________________________________________

72

SAP Screen Input



D/C Debit Debit/Credit Indicator


Tax code Not needed

Bus. Area 1006 Click on the dropdown list and select the

relevant bus. area.

Cost center Leave it blank This GL account is a balance sheet item.

Hence no cost centre is required

WBS Element Leave it blank Petty cash are usually general budget

expenditures

Assignment Leave it blank Not needed

Text

<Petty cash journal

number> - <from date> to

<to date>

This GL account is a balance sheet item.

Hence no cost centre is required.

Fund Leave it blank

System derives it

Funds Center Leave it blank System derives it

Commitment Item Leave it blank System derives it

Functional Area Leave it blank

System derives it

Accounts Payable

___________________________________________________________________________________

73

Click



Accounts Payable

___________________________________________________________________________________

74

1.19 Salary

This applies for agencies where SAP HR & Payroll Module is not live. The following illustrates

how salary vouchers should be entered. It could be entered either by using FB60 or F-63.

Accounts Payable

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Transaction Code: FB60

SAP Screen Input


Vendor 200009 Click on the dropdown list and select

the first vendor.

Invoice date 22.10.2009 PV date

Posting date 23.10.2009

Date which is used when entering the

document in Financial Accounting or

Controlling.

Reference 2009-10 (1008)

Amount 1745.10 Enter the amount payable to BML.

Currency MVR Default currency is MVR but can be

changed to other currency.

Text Salary for the month of

October Additional Description.


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Click tab

SAP Screen Input



Payt Terms C000 Due Immediately




Click tab.


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SAP Screen Input


Assign 0026/2009/1555 PV Number

Business Area 1008 Enter the business area number.

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GL Account Debit/Credit Amount

Tax Code

Business Area Cost Centre

211001 Debit 6641.85 I0 1008 c10089999

211002 Debit 536.17 I0 1008 c10089999

212002 Debit 473.03 I0 1008 c10089999

212011 Debit 364.81 I0 1008 c10089999

212012 Debit 593.67 I0 1008 c10089999

212014 Debit 670.03 I0 1008 c10089999

126004 Credit 38 o0 1008 c10089999

512001 Credit 366.68 1008

These GL Accounts are balance sheet items. Hence no Cost

Centre is required

512002 Credit 506.7 1008

512006 Credit 276.53 1008

512007 Credit 371.82 1008

512008 Credit 299.82 1008

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To select other vendors, go to Environment Complex posting

SAP Screen Input


PstKY 31 31 Denotes Credit Entry.

Account 500461 Select the vendor.

Press Enter

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SAP Screen Input


Amount 1553.92 Enter the amount.


business area.

Payt terms C000 C000-Due Immediately


this date.

Pmt Method C

Assignment 2009-10 Payroll Additional Information

PstKey 31 Credit.

Account A107777 Select the vendor

Press Enter

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SAP Screen Input




business area.



this date.

Pmt Method C


PstKey 31 Credit.

Account 500462 Select the vendor

Press Enter

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SAP Screen Input




business area.



this date.

Pmt Method C


PstKey 31 Credit.

Account 500463 Select the vendor

Press Enter

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Go to, Document Park

To Post Go to FBV0

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1.20 Work Permit Deposit Entry

SAP Screen Input






Reference 26078/2010 Invoice/ Bill No



other currency.

Text Sumso Miah,

B0299678 Additional Information.


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Click tab.

SAP Screen Input



Payt Terms C003 Terms of payment default by setting in vendor

master record but can be overwritten.





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Click tab.

SAP Screen Input



Bus. Area 1029 Click on the dropdown list and select the

relevant bus. area.

Fund C-GOM

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SAP Screen Input


G/L acct 513005 Work-permit deposits

D/C Debit Debit/Credit Indicator. In this case debit

expenses.


Tax code


bus. area.

Cost center This GL Accounts is a balance sheet item. Hence

no Cost Centre is required.

Text Sumso Miah,

B0299678 Additional Information.

Funds Center 99999999 Derived automatically.


Fund C-GOM

Functional Area 0000 Derivation rule: always use functional area 0000

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Press

Press button .

To Edit go to transaction FBV2 or FB02.


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15. DISPLAY VENDOR

Menu Path: Accounting Financial Accounting Accounts Payable Master Records

FK03 - Display

Transaction Code: FK03

SAP Screen Input


Vendor Click on the dropdown list and select the Vendor.

Company Code GOM

General Data

Company Code

Data

Press Enter or .

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16. DISPLAY PARKED DOCUMENT


Using this transaction code you could view all the transactions in “parked” status. Even if you

forget to note down the document number, you could find the document number by displaying

all the documents you have parked.

SAP Screen Input





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SAP Screen Input



Fiscal Year 2009

Entered by 0058832

Enter your User ID to display all the documents

you have parked. If you leave it blank you will see

all the documents in parked status.

Click

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By double clicking a document number you can view the document details.

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17. DISPLAY POSTED DOCUMENTS


SAP Screen Input


Document Number Enter the document number you want to display

Company Code GOM

Fiscal Year 2009

Click Enter

To display all documents a user posted, go to .

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You can select any selection criteria shown.

SAP Screen Input


Company Code GOM

Fiscal Year 2009 Enter the year

Document Type KZ Invoice Document

Own documents

only

Tick if you want to see your own documents, if not

leave it blank.

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Accounts Payable

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18. VENDOR LINE ITEM DISPLAY

Transaction Code: FBL1N

Invoice status can be checked from this transaction.

SAP Screen Input


Dynamic Selections

1006 Select the relevant business Area.


Company code GOM Click on the dropdown list and select the relevant

Company Code.

Open Items

Open at key date

06.08.2009

Select all open items till this date

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Cleared Items

Clearing date

Open at key date

Items that were cleared at the clearing date specified

and which were open at the key date are displayed.

If you do not make any specifications for the clearing

date and key date, all cleared items are displayed.

All Items

Posting date

All items posted on the posting date specified are

displayed.

Type

Normal Items

Parked Items

To view parked documents select parked items.

Click button to execute.

Denotes Parked Items

Denotes Open Items

Denotes Cleared Items

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Payment document starts from either ‟15‟ (manual payment document number) or „80‟

(automatic payment document number). To see if cheque is ready click on the payment

document number and go to (display check information).

Go to to select the layout. From the list select standard layout.

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19. DELETE PARKED DOCUMENTS

Transaction Code: FBV2 or FB02

Document Change

Document Delete Parked Document

Note: Instead of deleting you can always replace the document number with a new invoice.

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20. REVERSE DOCUMENT


If errors are discovered after posting, the posted invoice will need to be reversed. The reversal

document transaction will create a new document to clear the incorrect invoice.

SAP Screen Input


Reversal Reason 02

01 = Reversal in current period means posting

date will take the actual payment posting date.

02= Reversal in closed period means posting date

will be in open period since the actual payment

posting date was done in a period which already

been closed

Go to to confirm if it‟s the document you want to reverse.

Go Back and Click

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21. REVERSAL AFTER PAYMENT IS EXECUTED.

If an Agency wants to make any change, (for example: change the amount or change the vendor),

after payment run is executed, the agency needs to inform MoFT/PAD to reverse the payment

document. After payment document is reversed, the posting officer needs to reverse the invoice

document and then the invoice has to be entered again.

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22. HOW TO SCAN & ATTACH SUPPORTING DOCUMENTS

All relevant supporting documents need to be attached before posting a document.


Go to services for object .

Create Create Attachment

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Double click the file you want to attach.

To display the attached document go to Attachment list and double click the document.

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Scan Document Specification: 150 dpi and grayscale.

Naming Convention:

Payment Voucher: Agency Account Number-Year-PV Running No PV

Example: 0039-2009-1456 PV

Agency Account Number-Year-PV Running No-Invoice No.

Example: 0039-2009-1456- 12345

- Attach all the other supporting documents (Quotations, Purchase Order) with this

document.

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23. HOW TO PRINT PAYMENT ADVICE


SAP Screen Input


Company Code GOM Enter Company Code

Press Enter

SAP Screen Input



Document No 1500030894 Enter the Payment Document Number.


Press

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Next Go to Transaction: F.64

SAP Screen Input


Correspondence ZLPA1 Select GOM - Payment Advice of Local Vendor(1)

Company Code GOM Enter Company Code.

Click

Double click the document you requested.

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24. DOCUMENTS WHICH ARE BLOCKED FOR PAYMENT

Invoices which are incorrect or incomplete will be blocked for payment. Each agency must go

through their list of blocked items and correct it daily. Documents are usually blocked for the

following reasons.

Amount entered is wrong. Invoice amount and amount entered do not match.

Supporting documents are not attached.

Vendor is wrong.

All the invoices in a PV are not posted/entered.

Wrong currency taken.

And any document which needs to be reversed.

The following illustrates how to view documents which are blocked for payment.

Go to FBL1N (Vendor Line Item display). Select Dynamic Selections.

From the selection criteria, double click payment block.

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Type in the business area number and from the payment block dropdown list select B-Blocked

for payment.

Click Execute.

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The list shows all documents which are blocked for payment. Please review and do the necessary

corrections. After correcting please e-mail the user who blocked the document.

To view who blocked the document first go to FB04- Document Changes.

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SAP Screen Input



Doc. Number 1900107760 Enter the blocked document number.


Press “Enter”. The following screen appears. Go to

To view the user who blocked the document, place the cursor on payment block and go to .

The user Id will be displayed as follows.

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Now to display the user‟s details, go to transaction code SU01D. Type in the user ID and go to

.

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Annex 1

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Annex 2- Transaction Codes

FBL1N- Display Vendor Line Items (Status Update)

FB60- Park

FV60- Park

F-63- Park (Asset)

FV65- Park Credit Memo

ZFV60_POST- Post

FBV3- Display Parked Items

FB03- Display Posted Items

FK03- Display Vendor

FB04- Document Changes

MIR7- Park/ Post (PO related invoices)

MIR4- Displaying MM Document

MR8M- Cancel Invoice Document

FBV2- Change Document

FB02- Change Document

FB08- Reverse Document

FBV5- Document Changed of Parked Document

FCHN- Cheque Register

SU01D- User Maintenance

SU3- Maintain User Profile

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FB12- Request Correspondence

F.64- Maintain Correspondence Requests

Document Title SAP User Manual Accounts · PDF fileAccounts Payable _____ 3 3. CENTRALIZED...

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