PROCESS DIRECTOR
Accounts Payable
Performing your core tasks
1. Introduction
Introduction
Objectives
To provide you with an understanding of:
What types of actions are possible and how to perform them
How to use PROCESS DIRECTOR in typical business scenarios
Introduction
Contents
This component covers the following areas:
1. Introduction
2. Performing your core tasks
3. Examining business scenarios - Exercises
4. Summary
2. Performing your core tasks
Performing your core tasks
Actions - Options for starting commands
Menus
Buttons
Function keys
Performing your core tasks
Popular actions in detail
Invoice information Actions
View the invoice image Check
View the vendor Edit
View the PO Change processors
View PO item history Transfer FI / MM
View the SAP document PO item determination
View log messages Save
View and compare document versions Send mail
Add note
Set follow-up flags
Post and Perform
Park
Reverse document
Reject document
Import document
Finish document
Performing your core tasks
Invoice information
Display invoice image
Extras > Display Image
SHIFT + F1
Retrieves archived
image of originally
scanned invoice
Can be “docked” on the
right or left
Can be displayed in an
external application
Performing your core tasks
Invoice information
View the vendor
Go to > Display vendor
SHIFT + F7
View the purchase order
Go to > Display purchase order
SHIFT + F8
Performing your core tasks
Invoice information
View the PO item history
Click the PO history button in the line item
View the SAP document
Go to > Show SAP document
CTRL + F2
Performing your core tasks
Invoice information
View message logs
Extras > Display messages
Shift + F6
Performing your core tasks
Exercise
View the messages for a document.
Change a value in the document, save it, and view the messages again.
What do message logs tell you? What do they not tell you?
Performing your core tasks
Invoice information
View and compare versions
Extras > Display versions
Extras > Compare versions
Allows you to view or compare the various saved states of the document.
Performing your core tasks
Exercise
View and compare the previous versions of a document.
Change a value in the document, save it, and view and compare the versions
again.
What does the version information tell you that the message log does not?
Performing your core tasks
Check
Check documents
Document > Check
SHIFT + F11
Performing your core tasks
Check
Primary action that determines
If the document is complete
If the document contains errors
Performs SAP standard posting checks
Performs configurable PROCESS DIRECTOR checks
“Additional checks”
If checks are satisfied, the document status changes
“Free of errors but not yet processed”
Performing your core tasks
Exercise
Perform a check on a document with errors.
Open the message log.
What do you see?
Performing your core tasks
Editing actions
Display / Change
Document > Display / Change
CTRL + F1
Performing your core tasks
Editing actions
Change processors
Changes when you enter edit mode
Make change manually from the Change menu
Performing your core tasks
Editing actions
Change the FI / MM flag
Change > Transfer FI <> MM
SHIFT + F5
When changing to MM,
you must assign a PO or
Delivery note reference.
Performing your core tasks
Proposing line items
Same feature as in MIRO
Only billable items are typically proposed/added to invoice
Performing your core tasks
Adding line items from the PO
Add line items from the PO using drag and drop:
Click the Assign line items button below the item data
Performing your core tasks
Adding line items from the PO
Drag line items from the PO to the MM invoice to change existing line item
assignments or add new line items
Performing your core tasks
Saving documents
Not the same as saving in SAP
Does not post the document
Just saves the current state
Performing your core tasks
Follow-up flags
Visual indicator for special action or attention
Built-in flags
Payment flags indicate that a document is nearing the due dates for payment or whether
payment is overdue
Flags for new attachments or workflow notes
Flag for sent messages
You can add your own follow-up flags to documents
These flags are pre-defined by your SAP administrator
Performing your core tasks
Follow-up flags
Built-in payment flags
Payment term day 1
Payment term day 2 Appear automatically at a pre-defined period before
the net due date
Payment term net
Payment overdue Appears as soon as the payment date has elapsed
and the invoice has not been paid
Fast payment trigger Appears when a vendor using WEB BOARD changes
the payment terms of an invoice
Performing your core tasks
Follow-up flags
Other built-in flags
New attachment in PROCESS DIRECTOR
New attachment in WEB CYCLE/WEB BOARD/Supplier Portal
New note in WEB CYCLE/WEB BOARD/Supplier Portal
Message sent
Performing your core tasks
Follow-up flags
Adding your own flags to documents
3
Performing your core tasks
Communicating
Send message
Document > Send message
Typically used to communicate with vendors
Pre-defined message texts are available
Performing your core tasks
Communicating
Create note
Workflow > Create note
CTRL + F6
Workflow > Display note
CTRL + F7
Notes are attached to the document
Notes are internal to PROCESS DIRECTOR users
Performing your core tasks
Exercise
Open a document with errors.
What are the errors?
Use the message log to find out.
Create an internal note.
Assign the document to someone else.
Performing your core tasks
Posting actions
The Post action uses background processes (BAPI)
Document > Post
SHIFT + F4
The Perform action uses standard SAP transactions
Document > Perform
SHIFT + F12
Performing your core tasks
Posting actions – Post
Executes checks before posting in SAP
After a successful post, PROCESS DIRECTOR returns the SAP posting document
number.
On the status bar
or
In a pop-up window
Performing your core tasks
Exercise
Find a document in your SAP system that contains no errors.
Post the document in PROCESS DIRECTOR.
What happened?
Performing your core tasks
Posting actions – Perform
The Perform action uses standard SAP transactions
Transaction could be FB01, FB60, MIRO or other (configurable).
Clicking Perform in PROCESS DIRECTOR takes you to the SAP transaction.
Data from the PROCESS DIRECTOR document is filled in on the SAP transaction screen.
After a successful posting in the SAP transaction, you return to PROCESS DIRECTOR with the
document in the Posted status.
Performing your core tasks
Exercise
Find a document in your SAP system that contains no errors.
Perform the document in PROCESS DIRECTOR.
Post the document in PROCESS DIRECTOR.
What happened?
Performing your core tasks
Posting actions – Post and Perform
Background process for Post has some small limitations
The filling of multi-account assignments line items is limited
Some fields supported by MIRO are not supported by the BAPI
Business place
Performing your core tasks
Posting actions – Post and Perform
After posting, you cannot change the document
You can send it to informational (that is, read-only) workflows, though.
Performing your core tasks
Posting actions – Park
The Park action is carried out in SAP standard
Not a recommended menu function
Once the document is parked, it is finished from a PROCESS DIRECTOR point of view (an SAP
document is created)
Performing your core tasks
Posting actions – Reverse
Allows you to reverse documents within
PROCESS DIRECTOR
No need to use MR8M or FB08
Document status changes to
No errors
PO history is updated
For MM documents:
Depending on the system’s configuration,
vendor items are also cleared or
must be cleared manually in F-44
Performing your core tasks
Reversing MM documents
1. Go to Document > Reverse
2. Specify the Reversal reason.
3. Clear vendor items in F-44.
(Only if Automatic
clearance was not selected.)
Performing your core tasks
Reversing FI documents
1. Go to Document > Reverse
2. Specify the Reversal reason.
Performing your core tasks
Rejecting documents
1. Go to Document > Reject
2. Specify the reason for the rejection (if configured).
Performing your core tasks
Exercise
Find a posted MM document in PROCESS DIRECTOR.
Reverse the document.
Note the reversal document number.
Find the corresponding reversal FI document.
Clear the FI documents in F-44.
Performing your core tasks
Import SAP documents
A way to create a document in PROCESS DIRECTOR based on a previously
posted document in SAP
1. First find the MM or FI posting document number
Performing your core tasks
Import SAP documents
2. Then choose Import SAP document and enter the appropriate information.
Performing your core tasks
Import SAP documents
3. The result is a PROCESS DIRECTOR document based on the previously posted document in
SAP
Performing your core tasks
Finish documents
A way to connect an existing PROCESS DIRECTOR document to a posted
document in SAP
Performing your core tasks
Finish documents
1. From the PROCESS DIRECTOR
document, choose the Finish command
2. Enter the appropriate SAP document
number and fiscal year
Performing your core tasks
Finish documents
3. The PROCESS DIRECTOR document now has a posted status and contains the posting
document number
Performing your core tasks
Importing v Finishing
Finish
Posted
SAP Unposted Posted
document PD document SAP
document
Change
Import PD doc status
SAP doc
number
added
Posted Posted
PD document PD document
Performing your core tasks
Cross-company code postings
For purchasing organizations responsible for different company codes
Invoices can be posted containing items belonging to different company
codes
Company code field in
the accounting item
table
Performing your core tasks
Cross-company code postings
Company Code (BVORG) document number is added after posting
Opens document in FB03
3. Examining business scenarios
Examining business scenarios
Exercise 1 - Automatically posted invoices
How do you know they have been posted?
How can you check what actions have happened?
What is or is not possible after posting?
Examining business scenarios
Exercise 2 - A general expense (FI) invoice with errors
Find the status and the error
Open the message log
Find the errors
Correct the error
Post the document
Check the document first
Now post (not Perform)
Examining business scenarios
Exercise 3 – An FI invoice?
Is this invoice really an FI invoice?
If not, perform the appropriate actions to correct this document.
Once finished, Perform the document.
4. Summary
Summary
Key ideas from this component
How to view document information
Viewing the invoice image
Viewing message logs
Viewing the vendor, PO, and SAP document
Common actions in PROCESS DIRECTOR
Posting
Checking
Sending messages
PROCESS DIRECTOR
Accounts Payable
Performing your core tasks