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SAP FI Accounts Payable

SAP FI Accounts Payable. Table of contents. AP Overview Sub Processes Master Data Invoice Processing Payments / Disbursements Account Analysis / Reconciliation Periodic Processing Reporting. Accounts Payable. Financial Accounting. Master Data. Invoice Processing Sundry

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SAP FI Accounts Payable

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  1. SAP FI Accounts Payable

  2. Table of contents • AP Overview • Sub Processes • Master Data • Invoice Processing • Payments / Disbursements • Account Analysis / Reconciliation • Periodic Processing • Reporting

  3. Accounts Payable Financial Accounting Master Data • Invoice • Processing • Sundry • Logistics Payments / Disbursements Account Analysis & Reconciliation Reporting Periodic Processing Accounts Payable Process Overview

  4. 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

  5. General data Address Control data Payment Transactions Company Code data Account Management Payment Transactions Correspondence Purchasing Organization Purchasing Data Partner functions Master Data: Structure Client 230 Vendor Master Company Code 9100 A Ltd. Purchasing Organization: 9100 A Purch.Org.

  6. Master Data: Account Groups Local Vendors Groups Implemented GEV OTV AFV One-Time Vendor 0005 Foreign Vendors SWV

  7. Master Data: Number Ranges Groups Implemented Number Ranges GEV 0005 01 0000100000 0000299999 02 0000300000 0000399999 03 0000400000 0000499999 ZZ 1000000000 1999999999 OTV AFV SWV

  8. 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

  9. 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.

  10. Master Data: Intercompany

  11. 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

  12. Accounts Payable Financial Accounting Master Data • Invoice • Processing • Sundry • Logistics Payments / Disbursements Account Analysis & Reconciliation Reporting Periodic Processing Accounts Payable Process Overview • Process decompositions are the starting point for process documentation. • They summarise what is involved in a the AP process at a high level

  13. Invoice Processing Business Transactions included in Process: • Sundry • Invoice • Credit Memo • Down Payment (Special G/L) • Foreign Currency • Cancel/Reverse Document • Inter-company (Idoc’s)

  14. 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

  15. Posting a document OR Document Simulation

  16. 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.

  17. Processing of Parked Documents Save the document • The parked document may be: • Posted, • Edited, • Saved as completed, • Deleted. Edit your document

  18. 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.

  19. Posting a Down Payment Vendor Account GL Down Payments Bank Account 1 10 1 10 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

  20. 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.

  21. Posting in Foreign Currency • For every Company Code there’s defined a company code currency, • Every document, posted in different currency than CC currency, is processed as a foreign currency document.

  22. Posting in Foreign Currency (2) Document header Exchange rates Currency/rate USD 43.5 Amount 1,000 Translation date 09.30.05 08.15.05 USD INR 43.60 09.30.05 USD INR 43.50 Line items Amount FC: 1,000.00 USD Amount LC: 43500INR

  23. 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.

  24. Reverse an AP document Document entered incorrectly Document corrected by Reversal: Reverse with a standard reversal posting Reverse with a negative posting Document re-entered correctly

  25. 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.

  26. Inter-coy Billing AR header reference = AP header reference SD Document 2000002244 HDR Ref: 2000002244 Invoice (IV) A Ltd AP AR Inter-coy Billing SD Document 1000001144 HDR Ref: 1000001144 Invoice (IV) A1 Ltd F110 FI Document 3000015244 HDR Ref: 2000002244 AP AR FI Document 2000006344 HDR Ref: 1000001144 F110 A2 Ltd AR header reference = AP header reference Inter-company Processing

  27. Invoice Processing continued… Business Transactions included in Process: • Logistics • Invoice Receipt • Overview • Subsequent DR’s / CR’s • Delivery Costs (Planned / Unplanned) • Credit Memo • Evaluated Receipt Settlement (ERS) • Consignment / Pipeline Settlement

  28. Procurement Cycle Purchaserequisition 8 1 Paymentprocessing Determinationof reqmts. Invoice Purchase order Quotation 10 10 7 2 20 20 Invoiceverification Sourcedetermination Goodsreceipt 6 3 Vendorselection Purchaseorder 10 POprocessing 20 POmonitoring 5 4

  29. Accounting Entries Cost Element Object GR/IR Acc. Payable 1. 2. 1. 3. 2. Bank Bank Clearing Account 1. Goods received. 2. Invoice received. 3. Vendor paid. 4. Bank account credited/charged 3. 4. 4.

  30. Invoice Verification (Three Way Matching) Master data Invoice document Invoice verification Payment program Invoice Check Discrepancies Purchase order Goods receipt

  31. Purchase Order Purchase Requisition Purchase Requisition Purchase Requisition Purchase Requisition Purchase Requisition Purchase Requisition 10 20 30 10 20 30 10 20 30 10 20 30 10 20 30 10 20 30 10 20 30 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. Vendor Source Assignment

  32. 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.

  33. 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

  34. Subsequent Debit / Credit 1 PO History Invoice for PO 456 100 pcs - 300 INR 100 pcs 300 INR 2 Invoice for PO 456 150 pcs - 450 INR 50 pcs 150 INR 3 Invoice for PO 456 150 pcs - 480 INR Subsequent costs 50 pcs 30 INR

  35. 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)

  36. Delivery Costs Purchase order 456 Purchase order 123 • Delivery costs can be divided into: • Planned delivery costs • Unplanned delivery costs 100 pcs 10 INR 100 pcs 10 INR Freight - Freight 1 INR/pc Delivery costs Unplanned costs Delivery 100 pcs 1000 INR 100 pcs 1000 INR Freight 100 INR Freight 100 INR Total: 1100 INR Total: 1100 INR

  37. Planned Delivery Costs - Postings Invoice with reference to the PO • 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. MIRO Accounting Document

  38. Unplanned Delivery Costs - Postings MIRO Accounting Document

  39. Credit Memo Purchase order 123 Credit Memo 100 pcs 10 INR/pc 80 pcs 800 INR 30 pcs 300 INR Goods Receipt: 50 pcs Purchase order 123 Subsequent Credit 100 pcs 10 INR/pc 50 pcs 800 INR 50 pcs 300 INR

  40. 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.

  41. Purchase Order 10 20 30 Evaluated Receipt Settlement (2) Purchase Order Vendor Invoice Goods Receipt • 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.

  42. PIPE Material 10 20 30 PIPE Material 10 20 30 Dt Accruals Ct Vendor Pipeline Settlement Bill of Materials Goods Receipts Vendor Invoice • A Ltd. have pipeline materials as part of their Bill of Material, • There’s 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.

  43. Accounts Payable Financial Accounting Master Data • Invoice • Processing • Sundry • Logistics Payments / Disbursements Account Analysis & Reconciliation Reporting Periodic Processing Accounts Payable Process Overview • Process decompositions are the starting point for process documentation. • They summarise what is involved in a the AP process at a high level

  44. Payments / Disbursements Business Transactions included in Process: • Manual payments • Automatic Payment Run • Outgoing Payments • Reports • Inter-company Payments • IDoc’s (REMADV)

  45. 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.

  46. Automated Outgoing Pay.-Activity Flow

  47. Automatic Payment Process Invoices or payment requests are entered Payment documents are printed Open invoices areanalysed Invoices are paid Invoices are proposed forpayment Payments are approved Payments are modified

  48. 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

  49. Inputs to the Payment Program Master Data Invoice Payment Program Selection Parameters Online Parameters

  50. Maintaining Payment Parameters Identifies each individual payment run Status of the payment run

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