SAP FI Accounts Payable

Table of contents

AP Overview Sub Processes

Master Data Invoice Processing Payments / Disbursements Account Analysis / Reconciliation Periodic Processing Reporting

SAP Modules - Overview

SD
Sales & Distribution

FI
Financial Accounting

MM
Materials Mgmt.

CO
Controlling

PP
Product Planning

AM
Fixed Asset Mgmt.

QM
Quality Mgmt.

SAP R/3
HR
Human Resources

PS
Project System

PM
Plant Maint.

OC
Office & Comm.

IS
Industry Solutions

FI Financial Accounting Modules

FI - Financial Accounting Modules

General Ledger Special Ledger

Accounts Receivable

Legal Consolidation

LC

FI
TM

Accounts Payable

Travel Management

Cash Management

Asset and Investment Management

Accounts Payable Process Overview

Financial Accountin g

Process decompositions are the starting point for process documentation. They summarise what is involved in a the AP process at a high level

Accounts Payable

Master Data

Invoice Process ing Sundry Logisti cs

Payments / Disburse ments

Account Analysis & Reconcili ation

Periodi c Process ing

Reporti ng

Master Data
Maintenance
Creation 3 Levels
General Data (name, address) Company Data (reconciliation acct, payment term) Purchasing Data (PO currency, incoterms)

Change Block Delete

Account Groups Intercompany One-time vendors

Master Data: Structure

Client 230

General data
Address Control data Payment Transactions

Vendor Master

Comp any Code 9100 A Ltd.

Company Code data

Account Management Payment Transactions Correspondence

Purchasing Organization: 9100 A [Link].

Purchasing Organization
Purchasing Data Partner functions

Master Data: Account Groups

Local Vendors Groups Implemented

GEV

OTV

AFV
One-Time Vendor

0005
Foreign Vendors

SWV

Master Data: Number Ranges

Groups Implemented Number Ranges

GEV 0005

01

0000100000 0000299999

OTV

02

0000300000 0000399999

03

AFV

0000400000 0000499999

SWV

ZZ 1000000000 1999999999

Master Data: Blocking a Vendor

Vendor master record can be blocked in the following areas:

Posting block, Purchasing block

In addition user may specify reason for blocking

Master Data: Mark for Deletion

All data in this master record is to be deleted. Deletion is done by archiving program, provided that there is no dependent data on vendor account.

Master Data: Intercompany

Master Data: One-time Vendor

We use One-time Vendor Master Record to avoid large number of unnecessary master data Every time we enter a business transaction, the systems stores the specific Master Data information separately in the document

Accounts Payable Process Overview

Financial Accountin g

Process decompositions are the starting point for process documentation. They summarise what is involved in a the AP process at a high level

Accounts Payable

Master Data

Invoice Process ing Sundry Logisti cs

Payments / Disburse ments

Account Analysis & Reconcili ation

Periodi c Process ing

Reporti ng

Invoice Processing
Business Transactions included in Process: Sundry
Invoice Credit Memo Down Payment (Special G/L) Foreign Currency Cancel/Reverse Document Inter-company (Idocs)

Document Entry Basic Data

Enter company code

Screen Tab

All required data on one screen, A user can use tabs to switch between sub-screens

Posting a document

O R

Docume nt Simulati on

Parked doc. vs. Held doc.

Park document:
Assigned number (according to document type) Available for many users (depending on authorizations in the system)

Held document:
Internal document number (defined by the user) Available only for the user who created it.

Processing of Parked Documents

Save the document

The parked document may be:

Posted, Edited, Saved as complete d, Deleted.

Edit your document

Special GL Transactions: Definition

Special GL Indicator

Vendors reconciliation accounts

Accounts defined for Special GL Transactions

Special GL Transactions allow the user to post the document to an alternative GL account instead of normal Vendor reconciliation account, They are defined in Customizing for Vendor and Customer reconciliation accounts, Customer / Vendor account balances are not affected.

Posting a Down Payment

Vendor Accoun t 1 10

Bank Accoun t 1 10

GL Down Paymen ts 10

A Ltd pays the vendor a down-payment: $10.000, The down payment is booked on Vendor account with a Special GL indicator The amount of $10.000,- is shown on Vendor account, but on different GL Account, instead of Vendor reconciliation account

Display of Special GL Transactions

Transaction code: FBL1N Line item Display

To display the transaction posted with Special GL Indicator, mark the relevant field on the Line items display screen. Dynamic selections may be used to search for different GL indicators.

Posting in Foreign Currency

For every Company Code theres defined a company code currency, Every document, posted in different currency than CC currency, is processed as a foreign currency document.

Posting in Foreign Currency (2)

Document header
Currency/rate USD 43.5 Amount 1,000 Translation date 09.30.05

Exchange rates

08.15.05 USD INR 43.60 09.30.05 USD INR 43.50

Line items Amount FC: USD Amount LC: 43500 INR 1,000.00

Posting in Foreign Currency (3)

1.

2.

3.

1. Exchange rate can be entered manually, 2. Or derived from Exchange Rates Table 3. System automatically translates the foreign currency into CC currency.

Reverse an AP document

Document entered incorrectly

Balance sheet Assets

Liabilities

Document corrected by Reversal:

Reverse with a standard reversal posting Reverse with a negative posting

Shared equity

Document re-entered correctly

Mass Reversal of Documents

Mass Reversal Procedure

Many documents may be reversed at the same time, Process may be scheduled to be performed in the background.

Inter-company Processing
Inter-coy Billing

AR header reference = AP header reference

Invoice (IV)

SD Document 2000002244 HDR Ref: 2000002244

A Ltd

AP

Inter-coy Billing Invoice (IV)

AR

SD Document 1000001144 HDR Ref: 1000001144

A1 Ltd

F110

FI Document 3000015244
AP

HDR Ref: 2000002244

AR

A2 Ltd

FI Document 2000006344 HDR Ref: 1000001144

F110

AR header reference = AP header reference

Invoice Processing continued

Business Transactions included in Process: Logistics
Invoice Receipt
Overview Subsequent DRs / CRs Delivery Costs (Planned / Unplanned)

Credit Memo Evaluated Receipt Settlement (ERS) Consignment / Pipeline Settlement

Procurement Cycle
Purchase requisition

8
Invoice

1
Determinati on of reqmts.
Quotation 10

Payment processi ng
Purchase order 10

Invoice verificati on

7 20

20

Source determinati on

Good s recei pt

Vendor selecti on
Purchase order 10

PO monitori ng

20 PO processi ng

Accounting Entries

Cost Element Object GR/IR

1. 2. 1.

Acc. Payable
3. 2.

Bank Clearing AccountBank 1. Goods received.

2. Invoice received.

4.

3.

4.

3. Vendor paid.
4. Bank account credited/charged

Invoice Verification (Three Way Matching)

Master data

Invoice verification Invoice

Invoice docum ent

Paym ent progr am

Check Discrepancies Purch ase order

Goods receipt

Display Purchase Order

Purchase orders are the actual requests for a vendor or a plant within A Ltd. to deliver materials and or services based on predefined agreements (e.g. contract or quotation). Use TCode ME23N to display PO.

Purchase Purchase Requisitio Purchase nRequisitio Purchase nRequisitio Purchase 10 nRequisitio Purchase 10 nRequisitio 20 10 nRequisitio 20 30 10 n
20 30 10 20 30 10 20 30 20 30 30

Purchase Order
10 20 30

Vendor

Source Assignment

A Vendor Invoice

The user must enter the following data:

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

The following items are copied from the purchase order:

vendor, terms of payment, invoice items

The following items are transferred from the purchase order history:
quantity, amount account determination.

The bank information is stored in the vendor master record.

Parking a Vendor Invoice

You can park or hold an invoice before posting it. When you save the document, the system creates an unposted document that only contains the data on the initial screen such as the gross invoice amount, tax amount, terms of payment and allocation, but no item data. Later you can use the Invoice overview function to change and post the parked / held document

Subsequent Debit / Credit

1 Invoice
for PO 456
100 pcs 300 INR

100 pcs - 300 INR

2 Invoice
for PO 456
50 pcs INR 150

PO History

150 pcs - 450 INR

3 Invoice
Subsequent costs 50 pcs INR

for PO 456

30

150 pcs - 480 INR

Subsequent Debit / Credit Posting Rules

When you post a subsequent debit/credit, the invoice amount is posted to the vendor account. If the quantity to be subsequently debited or credited has already been delivered, the system makes the offsetting entry to the stock account or the price difference account, depending on the type of price control used. For purchase order items with account assignment, the system makes the offsetting entry to the cost account. If the quantity to be subsequently debited or credited has not yet been delivered, the R/3 System makes the posting to the GR/IR clearing account. When you post the goods receipt, the system debits/credits the stock account or the price difference account, depending on the price control used. (Note: Generally always GR based IV followed)

Delivery Costs

Purchas e order 123

100 pcs INR Freight INR/pc 10 1

Purchas e order 456

100 pcs INR Freight 10 -

Delivery costs

Unplanned costs Delivery

100 pcs 1000 INR Freight INR Total: INR 100 1100 100 pcs 1000 INR Freight INR Total: INR 100 1100

Delivery costs can be divided into:

Planned delivery costs Unplanned delivery costs

Planned Delivery Costs Postings

Invoice with reference to the PO

MIRO

Accounting Document

For planned delivery costs, the postings are made to a clearing account at goods receipt. There are separate accounts for costs of different origins. If the delivery costs in the invoice differ from the planned delivery costs, the differences are posted in the same way as for normal price and quantity variances.

Unplanned Delivery Costs Postings

MIRO

Accounting Document

Credit Memo

Purchas e order 123

100 pcs 10 INR/pc

Credit Memo
80 pcs INR 800 30 pcs INR 300

Goods Receipt: 50 pcs

Purchas e order 123

100 pcs 10 INR/pc

Subsequen t Credit
50 pcs INR 800 50 pcs INR 300

Evaluated Receipt Settlement

In Evaluated Receipt Settlement (ERS), goods receipts are settled (posted) directly without the vendor having to issue an invoice. To generate vendor invoice the system uses information from the purchase order and the goods receipt. The following prerequisites must be met to use ERS functionality:
The goods receipt must refer to a purchase order. Goods-receipt-based Invoice Verification must be defined for the purchase order item. The order price of the materials may not be an estimated price The Vendor master record must be flagged as being subject to ERS.

Evaluated Receipt Settlement (2)

Purchase Order

Goods Receipt

Vendor Invoice

Purchas e Order
10 20 30

Goods receipts are settled automatically. The system posts the invoice document automatically on the basis of the data in the purchase order and goods receipts. This way you can eliminate invoice variances.

Pipeline Settlement

Bill of Materials
PIPE Material
10 20 30

Goods Receipts
PIPE Material
10 20 30

Vendor Invoice
Dt Accruals Ct Vendor

A Ltd. have pipeline materials as part of their Bill of Material, Theres no invoice from the vendor for goods withdrawals, Instead, A Ltd. will settle posted withdrawals, issue a statement of the settlement and send it the vendor.

Accounts Payable Process Overview

Financial Accountin g

Process decompositions are the starting point for process documentation. They summarise what is involved in a the AP process at a high level

Accounts Payable

Master Data

Invoice Process ing Sundry Logisti cs

Payments / Disburse ments

Account Analysis & Reconcili ation

Periodi c Process ing

Reporti ng

Payments / Disbursements
Business Transactions included in Process: Manual payments Automatic Payment Run Outgoing Payments
Reports

Inter-company Payments
IDocs (REMADV)

Manual outgoing payment

Open items

This transaction is being used to post vendor outgoing payments that have not been cleared by the automatic payment program, All data on one screen, no posting keys required.

Automated Outgoing [Link] Flow

Invoices, Credit Memos, Payment Requests Automatic Payment Run
Yes

Create Pay. Run & maintain Parameters

Schedule Proposal

Post Outgoing Payment With Printout

Checks / Transfer Approval

Send transfers to Banks and/or checks to Vendors

No

Proposal List

Edit Proposal

Propos al Approv al

Schedule Payment

Print Payment Medium

Automatic Payment Process

Invoices or payment requests are entered Payment documents are printed Open invoices are analysed

Invoices are paid

Invoices are proposed for payment

Payments are approved

Payments are modified

Payment Program Steps

Maintain Parameters
Parameters are entered

Schedule Proposal
Payment proposals are created

Edit Proposal
Payment proposals are edited

Schedule Payments
Payment run is carried out

Schedule Printing

Inputs to the Payment Program

Master Data

Invoice

Payment Program

Online Parameters

Selection Parameters

Maintaining Payment Parameters

Identifies each individual payment run

Status of the payment run

Payment Program Parameters

Which company codes are included?

Which payment methods?

Whos being paid? When is the next run?

Proposal List
List of Vendors included in the run Discount s/ Exceptio ns Amounts included in proposal

Line Items Payment Method

Bank details

Curren cy

Exception List

Items that cannot be paid are detailed on the exception list Possible reasons:
Invoice is blocked Invalid data in the master record Invalid payment method Invalid house bank Payment amount is less than the minimum amount specified for payment Not enough money in the house bank per configuration

Exception List!
Payment
Items ... ... Total

Edit Payment Proposals

Payments Payment Items Payment Changing line items Line Item 1 Payment block Discount

Items Payment Payment Item 1 Method Payment Payment Item 2 House Method Payment Bank Payment Item 3 House Amount Method Payment Bank Payment ... ... House Amount Method Payment Bank Payment ... House Amount Method Payment Bank Payment ... House Amount Method Payment Bank Payment ... House Create new Amount Method Account Bank payment or ... House Amount Amount allocate item to Bank ... existing Amount Payment Method payment ... House Bank Due Date ...

Reallocate

Change payment Line Item 1 Payment method House Bank

Schedule Proposals

Schedule a start time

- OR -

Choose this option to start immediately

Payment Runs

Clear paid open items

Post payments to general ledger

Post related postings for tax, discounts

Payment Run

Supply print program with necessary data

Post related postings for exchange rate differences

Printing Schedule - Checks

AP Department employee creates and posts payment run, Checks & payment advices are printed

Enter Variant & print checks

Print Program - Bank Transfer

AP

Department employee creates and posts payment run,

Payment

files & payment advices are generated / printed

Enter variant

Print Program - Bank Transfer

1.

AP clerk creates and posts payment run, AP manager creates electronic payment documents Data is downloaded to a local file.

2.

3.

Create a local file - electronic pay. medium

Payment Program - Reports

List of Spool Requests

Payment program generates several different outputs (like DME files, error logs, payment proposal list, payment settlement list etc.) You can access those reports directly from Payment program menus or from AP/AR information system. Some of the reports payment program generates automatically and you can access them from the spool (transaction SP02 or SP01).

Payment Run - Print a List

Choose the relevant function from the main menu

Payment Settlement List

Accounts Payable Process Overview

Financial Accountin g

Process decompositions are the starting point for process documentation. They summarise what is involved in a the AP process at a high level

Accounts Payable

Master Data

Invoice Process ing Sundry Logisti cs

Payments / Disburse ments

Account Analysis & Reconcili ation

Periodi c Process ing

Reporti ng

Account Analysis / Reconciliation

Business Transactions included in Process: Accounts Balance
Line Item display

Account Clearing
Internal Post with Clearing Clearing with Customer

Display Account Balance

Account balance displays totals of transactions, per month as well as cumulative values The report may be printed or saved as a local file

Display Account Line items

Line items report displays particular transactions, It it possible to change the documents directly from this screen, The report may be printed or saved as a local file

Open Item Clearing

2
Febr uary 1234567
8 910 12 14 11 13 16 18 20 22 17 19 21 23 25 27 29 24 26 28 29 31 30

1
Open item account

Janu 1 2ary 6 7 345

8 910 12 14 11 13 16 18 20 22 17 19 21 23 25 27 29 24 26 28 29 31 30

2,0 5,0 00 00 3,000

Invoice
Can be cleared

Goods receipt

3
Clearing an account Post with clearing

Clearing Open Items Manually

1 2

Invoice Credit memo

1000 1000

?
Clearing account 1 1000 1000 2

Automatic Clearing Program

Accounts
xxxxxx --------------------xxxxxx --------------------xxxxxx --------------------xxxxxx ---------------------

Automatic clearing program

Recon acc. 160000 Ref no.

5287 5287 5287

Amount
5000 7000 12000 +

Clearin g docume nt

Recon acc. 160100 Ref no.

16978 16978 16978

Amount
1500 3200 4700 +

Clearin g docume nt

Ref no.
425 425

Amount
2500 2500+

Clearin g docume nt

Ref no.
9624 9624

Amount
7500 7500+

Clearin g docume nt

The Clearing Document

Open Item Account

40000 10000 50000 20000

Clearin g docume nt

Amounts can be cleared

Clearing: Vendor and Customer

1 2 3

Customer invoice Vendor invoice Customer payment

46,000 20,000 26,000

Customer 1 46,000

ABC Inc. 46,000 3 3

Vendor 20,000

ABC Inc. 20,000 2

Bank 3 26,000

Reversal of Clearing

Display of cleared items

Reversal of clearing

Reversal of documents that have been cleared before is not possible, First the clearing operation must be reset and then you can reverse a document.

Accounts Payable Process Overview

Financial Accountin g

Process decompositions are the starting point for process documentation. They summarise what is involved in a the AP process at a high level

Accounts Payable

Master Data

Invoice Process ing Sundry Logisti cs

Payments / Disburse ments

Account Analysis & Reconcili ation

Periodi c Process ing

Reporti ng

Periodic Processing
Business Transactions included in Process:
LIV

invoice variances
differences invoices (not configured)

Invoice

Blocked

Tolerances

GR/IR

Account Maintenance

Vendor

Correspondence
Letters Confirmation

Standard Balance

Invoice Variances (AP-MM integration)

Quantity Price

Goods Receipt

Purchase order price quantity Date

Vendor Invoice

The system carries out the following checks for each invoice item:
Quantity variance Price variance Purchase order price quantity variance Date variance

GR/IR Account Movements

Purchas e order

Good s Recei pt
100 pcs

Invoice

97 pcs @ 10.00 USD

100 pcs @ 10.00 USD

Goods Receipt

Invoi ce

GR / IR Account Maintenance

Stock account GR / IR account Vendor Account

1,000 + 1,000 -

30 970 + 970 30 +

GR/IR Quantity Variances

Invoice Purchas e order Good s Recei pt
50 pcs

80 pcs @ 10.00 USD

100 pcs @ 10.00 USD

Good s Recei pt
30 pcs

The GR/IR clearing account is cleared for a purchase order item when the delivered quantity and the invoice quantity are the same. In this example the invoice quantity is greater than the delivered quantity, the system expects another goods receipt.

GR/IR Quantity Variances (2)

Invoice #1
Good s Recei pt
100 pcs

Purchas e order

97 pcs @ 10.00 USD

100 pcs @ 10.00 USD

Invoice #2

3 pcs @ 10.00 USD

In this example the delivered quantity is greater than the invoice quantity, the system expects another invoice. Any differences in the GR/IR clearing account must be cleared. If the differences are not cleared by another goods receipt (or a return delivery) or by an invoice (or a credit memo), the GR/IR clearing account must be maintained manually.

Releasing Blocked Invoices

An invoice is blocked for payment when you post it, because the Payment block indicator is selected in the vendor line item of the invoice document. Financial Accounting is then unable to pay the invoice. A blocked invoice can be released for payment in a separate step. This deletes the payment block. An invoice is also blocked when the variance between goods receipt and an invoice exceeds tolerance limits. The invoice will not be blocked if the variance is within certain tolerance limits.

Releasing Blocked Invoices (2)

Make selection Define processing

Automatic release

Manual release

The blocked invoices can be released. In the time between the blocking and releasing of an invoice, the cash discount period could expire. When you release an invoice, you have the opportunity to change the baseline date for payment. You can define whether you want to release the invoices manually or automatically via the field Automatic release.

Tolerances

In every company code there defined tolerances for: Quantity variance Price variance Purchase order price quantity variance Date variance In the case of quantity variance the system checks purchase order price vs. quantity variance (the greater the purchase order price, the lower the tolerated quantity variance) In the case of schedule variance the system checks invoice value vs. days variance (the greater the invoice value, the lower the tolerated schedule variance).

Requesting Correspondence

Correspondence request

Mass request selection program

Periodic account statement Internal documents Standard letter

Individual request manual

Open item list

Individual request automatic

Bill of exchange settlement

Account statement

Individual corresponde nce

Payment notice

Correspond -ence reque sts

Trigger report

Print programs

Balance confirmation

Letter to the Vendor 200.00 354.00 126.20 .

Vendor Reply to the Sender

Open items

This function enables you to create and print letters to the Vendors for checking the open items. System prints also a necessary reply form, so a Vendor can confirm the outstanding items or specify the differences.

Correspondence: Output Type

Printer

Email Fax

Accounts Payable Process Overview

Financial Accountin g

Process decompositions are the starting point for process documentation. They summarise what is involved in a the AP process at a high level

Accounts Payable

Master Data

Invoice Process ing Sundry Logisti cs

Payments / Disburse ments

Account Analysis & Reconcili ation

Month End Process ing

Reporti ng

Reporting
Business Transactions included in Process:
Standard
Open

Reports

Items List Items List List Balance List

Cleared Account Account Vendor

Evaluations

Customised
Aged

Reports

Open Items List

Accessing Reports
1

SAP Menu

2 Transaction SA38

A user can run the required report in two ways:

Directly from The Report Tree, Using transaction SA38, provided that he/she knows the reports name

Report Variant
2 1) Enter the required criteria on the selection screen

2) Click Save button

3) Enter the variants name

Report Execution
Report Execution

Selection of Report Parameters

Variant Selection

Dynamic selection

A report can be executed directly or scheduled in the background

Accounts Payable Evaluations

- Company code - Business Area Due date analysis Currency analysis Overdue items

Evaluation types

Variable

Evaluation Views - Corporate group