158 bpp en cn - accounts payable

EHP4 for SAP ERP 6.0

March 2010

English

Accounts Payable (158)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices Accounts Payable (158): BPD

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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

External Process

Business Process Alternative/Decision Choice

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths and options.

Cross-references to other documentation.

Example text Emphasized words or phrases in body text, titles of graphics and tables.

EXAMPLE TEXT Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.

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Example text Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.

<Example text> Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.

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Contents

1 Purpose............................................................................................................................. 5

2 Prerequisites...................................................................................................................... 5

2.1 Master Data................................................................................................................5

2.2 Roles.......................................................................................................................... 6

3 Process Overview Table....................................................................................................6

4 Process Steps.................................................................................................................... 8

4.1 Creating a Vendor Master Record..............................................................................8

4.2 Down Payment Request.............................................................................................8

4.3 Posting Down Payment using the Payment Program.................................................9

4.4 Posting Vendor Invoices...........................................................................................12

4.5 Down Payment Clearing...........................................................................................13

4.6 Entering Vendor Credit Memo with Reference to Invoice.........................................15

4.7 Reviewing and Releasing Blocked Invoices.............................................................16

4.8 Selecting Invoices to be Paid (Proposal Run)...........................................................17

4.9 Reviewing and Blocking Invoices for Payment as Needed.......................................19

4.10 Posting Payments using the Payment Program....................................................20

4.11 Posting Manual Outgoing Payment.......................................................................22

4.12 Manual Bank Statement Processing.....................................................................24

5 Appendix.......................................................................................................................... 24

5.1 Reversal of Process Steps.......................................................................................24

5.2 Used Forms..............................................................................................................25

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Accounts Payable

1 PurposeThis scenario deals with posting accounting data for vendors in Accounts Payable. From there, the data is sorted by vendor and made available to other areas such as the purchasing system. When you post data in Accounts Payable, the system creates a document and passes the data entered to the general ledger. General ledger accounts and vendor accounts are then updated according to the transaction concerned (payable, down payment, credit memo and so on) vendor payment activities. All business transactions are posted to and managed by means of accounts and for this a vendor master records are created.

Business Process Accounts Payable focuses on the following activities:

Down payment request

Post down payments using the payment program

Post vendor invoice

Down payment clearing

Enter vendor credit memo

Review and Release Blocked Invoices

Select invoices to be Paid

Review and block invoices for payment as needed

Post payment using the payment program Creation of payment media using Payment Media Workbench (Alternative 1)Creation of payment media using Classical Payment Medium program( Alternative 2)

Manual payment

Manual bank statement processing

Display of posted documents

2 Prerequisites

2.1 Master DataYou have entered the master data required to go through the procedures of this scenario. Ensure that the following scenario-specific master data exists before you test this scenario:

Service AreaMaster Data Value Selection Comment

Cost Center * All Select all cost centers

Material Master * Material type DIEN, SEMI, HAWA

Select all materials which belong to this material type

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Manufacturing Area / Trading AreaMaster Data Value Selection Comment

Cost Center * All Select all cost centers

Material Master * Material type FERT, HAWA

Select all materials which belong to this material type

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2.2 Roles

UseThe following roles must have already been installed to test this scenario in the SAP NetWeaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scenario. You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.

PrerequisitesThe business roles have been assigned to the user who is testing this scenario.

Business Role Technical Name Process Step

Employee (Professional User)

SAP_NBPR_EMPLOYEE-S Assignment of this role is necessary for basic functionality.

Accounts Payable Accountant

SAP_NBPR_AP_CLERK-S F-47

FB60

F-54

FB65

MRBR

F110

F-53

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3 Process Overview TableProcess Step

External Process Reference

Business Condition

Business Role

Transaction Code

Expected Results

Creating a vendor Master record

Create Vendor Master (155.14)

See (155.14) scenario



The vendor master record has been created and the account can now be posted

Down Payment Request

These noted items are required to enable the system to post the down payments to your vendor automatically using the payment program.


F-47 The down payment request is posted to specified GL account (Down payment requests (vendors)) as an open noted item.

Posting Down Payment Using the Payment Program

Down payments to vendors can be posted automatically using the payment program


F110 The document is posting the bank account in credit and the payable account in debit with the deviating reconciliation account (down payments)

Post Vendor Invoices

Invoice contains necessary approval signature and G/L account assignment


FB60 Accounting invoice document posted to allow payment to vendor.

Down Payment Clearing

To clear the down payment with the invoice so that, in a later payment run, only the open difference remains to be paid.


F-54 The down payment has been cleared and the balance of account (down payments) is zero again.

Enter Vendor Credit Memo with reference to invoice

Credit Memo contains necessary approval signature and G/L account assignment


FB65 Accounting document is posted to allow credit to vendor

Review and Release Blocked Invoices

This activity will review and release blocked invoices


MRBR The invoice(s) are released for payment.

Select Invoices to be Paid

Select the invoices to be paid.


F110 Vendor open items selected for payment.

Review and Block Invoices for Payment as

Review and block invoices for payment.


F110 Unneeded vendor open items blocked for payment.

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Process Step

External Process Reference

Business Condition

Business Role

Transaction Code

Expected Results

needed

Post Payments Using the Payment Program

Make the payment to Vendor of the amount due


F110 The difference between the down payment (if any), the credit note (If any) and the invoice will now be posted automatically by the payment program.

Post Manual Outgoing payment


F-53 The document posts the bank account and the vendor account. The system clears the open invoices and credit memos.

Manual Bank Statement Processing

Cash Management (160)

The bank debits the bank transfer, and the foreign bank transfer directly from your account.

see Cash Management (160) scenario

FF67 Those items which had been posted on the bank sub account have been cleared with the items created during the bank statement processing.

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4 Process Steps

4.1 Creating a Vendor Master Record

UseIn this activity, you create a vendor master.

Procedure

To execute this activity, run the processes in the Create Vendor Master (155.14) scenario, using the master data from this document.

4.2 Down Payment Request

UseDown payment requests are noted items that do not affect the balance sheet. These noted items are required to enable the system to post the down payments to your vendor automatically using the payment program.

Procedure1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Accounting Financial Accounting Accounts Payable Document Entry Down Payment Request

Transaction code F-47

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Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

Business role Accounts Payable Accountant

(SAP_NBPR_AP_CLERK-S)

Business role menu Accounts Payable Posting Payments Vendor Down Payment Request

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2. On the Down Payment Request: Header Data screen, make the following entries:

Field name Description User action and values Comment

Document Date * for example today’s date –1

Type * (vendor payment doc. type)

for example <KA>

Company Code 1000

Posting Date * for example today’s date -1

Currency CNY

Reference optional

Account * Vendor account

Trg.sp.G/L ind. A Enter the appropriate special G/L indicator.

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3. Choose Enter.

4. On the Down Payment Request Add Vendor item screen, make the following entries:


Amount * for example 1000

Due On * for example today’s date -1

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5. Choose Post (Ctrl+S).The system displays the message Document xxxxxxxxxx was posted in company code 1000

6. Make a note of the document number.

ResultThe down payment request is posted as an open noted item (Special G/L Indicator F). The attribute noted item effects that the account balance is not updated.

4.3 Posting Down Payment using the Payment Program

UseDown payments to vendors can be posted automatically using the payment program.

PrerequisitesDown Payments have to be posted.



SAP ECC menu Accounting Financial Accounting Accounts Payable Periodic Processing Payments

Transaction code F110

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Business role menu Accounts Payable Posting Payments Automatic Payment

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2. On the Automatic Payment Transactions: Status screen, make the following entries:


Run Date * for example today’s day

Identification * identifying information

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3. Choose Enter.

4. Choose Parameter.

5. On the Automatic payment transactions: Parameter screen, make the following entries:


Posting Date * for example today’s day

Docs Entered Up To

* for example today’s day

Company Code

1000

Prmt Meths Payment Methods * select the payment method you want to post (for example <U>)

Next p/date Next Posting Date * the day of the next posting date you want to run

Vendor * Vendor

to * Vendor, if you select an interval

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6. Note: If you want to select specific vendors, you can choose multiple selection and enter single value of vendors.

7. Note: This is an additional step and optional: On the Automatic payment transactions: Parameters screen, select the Additional Log tab and make following entries:


Due Date Check select indicator

Pmnt method selection if not successful

select indicator

Line items of the payment documents

select indicator

Vendors from * Vendor (from)

Vendors to * Vendor (to)

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8. Choose Save Parameters (Ctrl+S).

9. Choose Status.

10. Choose Proposal (Shift+F1).

11. On the Schedule Proposal screen, make the following entries:


Start Date * for example today’s day

Start immediately select indicator

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12. Choose Schedule (Enter). The message Proposal run has been scheduled appears.

13. Choose – for more than one time - Status (Shift+F2) to update the status

14. As soon as the proposal has been created, this will be shown on the screen Automatic payment transactions: Status.

15. To maintain or display the payment proposal, choose Edit Proposal (Shift+F4) or Display Proposal (Shift+F9) and confirm the following screen (selection of accounting clerks) by pressing Continue (Shift+F1).

16. Choose Back (F3).

17. Choose Schedule Payment run (F7).

18. On the Schedule Payment screen, make the following entries:


Start Date * for example today’s day

Start immediately X select indicator

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19. Choose Schedule (Enter). The message Payment run has been scheduled appears.

20. Choose – for more than one time - Status (Shift+F2) to update the status.

21. As soon as the payment run has been finished, this will be shown on screen Schedule Payment.

22. To show the result of the payment run, at first the document number of the posted document has to be determined. Choose (NWBC: More…) Edit Payments Payment List; confirm the following screen List Variant by choosing Continue (Enter).

23. In the appearing list display, pick the document number of the payment document from the Payment column.

24. To display the document, use transaction FB03.

ResultThe document is posting the bank account in credit and the payable account in debit with the deviating reconciliation account. On the account payable a down payment with special G/L indicator A is posted. The down payment request (special G/L indicator F) became balanced by the payment program.

4.4 Posting Vendor Invoices

UseYou receive the invoice from the vendor and post it in the system. Vendor Invoices for material are posted in materials module, Refer document for this. You can also post invoices in FI for other than materials like expenses for example as explained below.

Note: The most vendor invoices are posted with logistics. Such invoices will need to be posted for material with purchasing.



SAP ECC menu Accounting Financial Accounting Accounts Payable Document Entry Invoice

Transaction code FB60

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Business role menu Accounts Payable Posting Invoices Enter Vendor Invoice w/o PO Reference

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2. On the Enter Vendor Invoice screen, make the following entries:


Vendor * Refer Master Data

Invoice Date * for example today’s date

Reference (*) optional


Currency CNY CNY

Calculate tax X select

Tax Code * Select e.g. J1

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3. Choose the Tax tab page. A message informs you of an existing balance of down payments. Confirm the message with Continue (Enter).

4. Make the following entry:


Tax Code * domestic input tax; for example J1 = 17% for China

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5. Choose the Payment tab page.

6. On the Enter Vendor Invoice / Payment screen, enter the following data.


G/L Account * (all cost elements) for example 57010401 (Office supplies)

D/C Debit

Amount in Document Currency

* Gross amount; for example 6000

Tax Code * domestic input tax; for example J1 = 17% (China)

Cost Center * for example 1101

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To allow the entry on the complete entry screen, double-click the line item and enter the data here. Then choose Back (F3) to return to the initial screen.

7. Enter the following data for the item:


G/L Account * for example 57010401 (Office supplies)

D/C Debit Debit


* for example 5700

Tax Code * domestic input tax; for example J1 = 17% (China)


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8. Choose the Basic Data tab page. Choose Post (Ctrl + S).

ResultThe invoice has been posted. For further processing, make a note of the document number.

4.5 Down Payment Clearing

UseYou now want to clear the down payment with the invoice so that, in a later payment run, only the open difference remains to be paid.



SAP ECC menu Accounting Financial Accounting Accounts Payable Document Entry Down Payment Clearing


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Business role menu Accounts Payable Posting Document Processing (Homepage)

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2. Only for NWBC: Choose the All Vendor Line Items Open tab.

3. Only for NWBC: Mark the first row of the required business partner and choose Clear Vendor Down Payments.

4. On the Clear Vendor Down Payment: Header Data screen, make the following entries:


Document Date * for example today’s date

Company Code 1000 company code 1000

Currency/Rate Currency CNY currency CNY for example

Account * Vendor account you want to clear

Relevant Invoice * Enter the document number of the invoice that you have posted.

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5. Choose Process Down Payments. The down payment document created by the payment program is then displayed.

6. Select the down payment document, and then choose Post (Ctrl+S). The system now displays the document overview. At the bottom of the screen, a message appears requesting you to correct the marked (in blue writing) line items.

7. Select the line item highlighted in blue color by double-clicking it. Enter a text for example Down payment clearing.

8. Choose Post.

ResultThe down payment has been cleared and the balance of the account is zero again. The system posts a new item in the vendor account. The new item can now be handled as a partial payment, and included and cleared when an outgoing payment is made (or by the payment program).

4.6 Entering Vendor Credit Memo with Reference to Invoice

UseYou receive vendor credit memos regarding a deficient delivery of the goods you ordered. The credit memo has to be posted manually in the SAP system.



SAP ECC menu Accounting Financial Accounting Accounts Payable Document Entry Credit Memo

Transaction code FB65

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Business role menu Accounts Payable Posting Invoices - Enter Vendor Credit Memo w/o PO Reference

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2. Enter the following data unless it is already defaulted by the system:


Company Code 1000

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3. Choose Enter.

4. On the Enter Vendor Credit Memo: Company Code 1000 screen, make the following entries:

Basic data:


Vendor *


Posting Date * for example today’s date



Currency CNY CNY

Calculate tax X

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Item data:


G/L Account * (all cost elements) for example 57010401

D/C Credit Credit


* for example 200 (must be the same amount as mentioned within row amount)

Tax Code * domestic tax code; for example J1 = 17% (China)


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5. On the Payment tab page, on the Enter Vendor Credit Memo: Company Code 1000 - Payment screen, make the following entries:


Invoice Reference (*) If an invoice reference exists

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If you enter the FI document number of the invoice in the Invoice Reference field, the invoice payment data are automatically copied (baseline date for payment, terms of payment). This ensures that the invoice and the credit memo is taken into account for payment at the same time. Confirm the respective message with Enter.If you do not enter an invoice reference, the credit memo created is due immediately.

6. Choose Post.

ResultThe credit memo is posted.

4.7 Reviewing and Releasing Blocked Invoices

UseThis activity reviews and releases blocked invoices.



SAP ECC menu Logistics Materials Management Logistic Invoice Verification Further Processing Release Blocked Invoices

Transaction code MRBR

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Business role menu Accounts Payable Posting Invoices Release Blocked Invoice w/PO Reference

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2. In the Company code field, enter 1000 and choose Execute.

3. On the Release blocked invoices screen, choose the invoices to be released, and then choose Release Invoice.

4. Choose Save.

If the invoice is not authorized, resolve any issues, then re-run this transaction. Otherwise, go to the next step.

ResultThe invoice(s) are released for payment.

4.8 Selecting Invoices to be Paid (Proposal Run)

UseThis activity selects the invoices to be paid.

Prerequisites Create vendor invoices (vendor with payment methods U)





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2. On the Automatic payment transactions: Status screen, make the following entries:


Run Date * for example today’s date


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Docs Entered Up To


Company Code 1000

Prmt Meths Payment Methods * select the payment method you want to post (for example <U>)

Next p/date Next Posting Date * the day of the next posting date you want to run

Vendor * all vendors all vendors

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5. Choose the Print out/data medium tab.

6. On the Automatic payment transactions: Printout and DME screen, enter a name in field Variant for program RFFOM100, for example, test_01

7. Select the variant name entered and choose Maintain Variants.

8. If the Variants: Change Screen Assignment dialog box appears, choose For All Selection Screens. And Choose Continue (Enter).

9. On the Maintain Variant: Report RFFORM100, Variant **** screen, making the following entries.


Printer LOCL

Printer LOCL

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10. Choose Attributes. On the Variant Attributes screen, make the following entries.


Meaning * For Example Test.

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11. Choose Save. Choose Back.


13. Choose the Status tab page.

14. Choose Schedule Proposal (F7).

15. On the Schedule Proposal screen, make the following entries:


Start Date * for example today’s date

Start immediately X

Create Payment Medium

X

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16. Choose Schedule (Enter). The message Proposal run has been scheduled appears at the bottom of the window.

17. Choose – for more than one time - Status (Shift+F2) to update the status.

18. As soon as the proposal run has been finished, this is shown on the Automatic Payment Transactions: Status screen.

19. Do not leave the transaction, as you will need to continue the next transaction from this point.

ResultThe Vendor open items are selected for payment.

4.9 Reviewing and Blocking Invoices for Payment as Needed

UseThis activity reviews and blocks/ unblocks invoices for payment.

If you block/unblock an invoice, only the payment block indicator A can be changed. All the other indicators are set in logistics and cannot be changed with FI.





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2. On the Status tab page, choose Proposal (change).

3. Choose All accounting clerks and choose Enter. The list of vendors and amounts to be paid displays.

4. To review invoices for a particular vendor, double-click that vendor's line. A list of invoices displays.

5. To block a particular invoice for the payment run, put the cursor on that invoice and choose Change.

6. Enter the payment block indicator A and choose Continue.

7. To unblock a particular invoice for the payment run, put the cursor on that invoice and choose Change.

8. Delete the payment block indicator and choose Continue.

9. Choose Save.

10. Do not leave the transaction, as you need to continue the next transaction from this point.

ResultUnneeded vendor open items are blocked for payment.

For displaying the print output and the payment media to be processed by the bank, refer to the next chapters 4.10.

4.10 Posting Payments using the Payment Program

UseThe difference between the down payment, the credit note and the invoice will now be posted automatically by the payment program.

You can generate payment media using either the classic payment medium programs (RFFO*), or payment medium formats from the Payment Medium Workbench. We will use the first alternative the following steps to post payments.

PrerequisitesPayment method U has to be configured for using this alternative.

The process is divided into four steps:

1. Create vendor invoices (vendor with payment method U).

2. Schedule and run the payment program, create payment media (DME file, check).

3. Enter and post a manual account statement.

4. Post process the account statement.




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2. On the Automatic payment transactions: Status screen, make the following entries:


Run Date * for example today’s day


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Docs Entered Up To


Company Code 1000

Prmt Meths Payment Methods

U

Next p/date Next Posting Date

* the day of the next posting date you want to run

Vendor * Vendor

to * Vendor, if you select an interval

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5. Note: If you want to select specific vendors, you can choose multiple selection and enter single value of vendors.

6. Choose Printout/data medium.

7. Make the following entries:


Program RFFOM100 Payment media program RFFOM100

Variant Test_* For example, Test_02, Store the variant for payment method U

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8. Select the variant name entered and choose Maintain Variants.

9. If the Variants: Change Screen Assignment dialog box appears, choose For All Selection Screens. And choose Continue (Enter).

10. On the Maintain Variant: Report RFFORM100, Variant **** screen, make the following entries.


Printer LOCL

Printer LOCL

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11. Choose Attributes. On the Variant Attributes screen, make the following entries.


Meaning * For Example Test.

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12. Choose Save. Choose Back.


14. Choose Status.

15. Choose Schedule Payment run (F7). Confirm the dialog box.

16. On the Schedule Payment screen, make the following entries:


Start Date * for example today’s date

Start immediately X

Create Payment Medium

X

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17. Choose Schedule (Enter). The message Payment run has been scheduled appears.

18. Choose – more than one time - Status (Shift+F2) to update the status.

19. As soon as the payment run has been finished, this will be shown on screen Schedule Payment. The number of generated and completed posting orders is displayed.

20. Make a note of the DME reference numbers (DTAUS and DTAZV). You need these later for the manual account statement.

To find out the DME reference numbers, go to DME Administration by choosing (NWBC: More…) Environment Payment Medium DME Administration. By double-clicking the data medium, you can display its attributes. Make a note of the reference number (Data Medium tab page).

For additional information regarding the payment, see the payment summary, which is automatically generated as a spool list as well.

21. In addition you can create the payment list and the exception list. To do so, choose (NWBC: More…) Edit Payments Payment List or (NWBC: More…) Edit Payments Exception List. Choose Continue (Enter) to execute the list.

ResultThe invoices has been paid taking a cash discount into account and posted to the bank clearing accounts. The generated DME files can now be sent to the bank, which executes the payment.

4.11 Posting Manual Outgoing Payment

UseYou can post outgoing payments either manually or automatically (payment program SAPF110).

The manual posting process is described below. You process like this especially in case of manual payment or a manual step by step posting of the account statement.

PrerequisitesVendor open items have been posted.



SAP ECC menu Accounting Financial Accounting Accounts Payable Document Entry Outgoing payment Post


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2. On the Post Outgoing Payment: Header Data screen, make the following entries:



Posting Date * for example today’s date

Company Code 1000

Currency CNY CNY


Bank data

Account * (bank transfer domestic account)

for example 10020102


Value Date * for example today’s date

Open item selection

Account * Enter the existing Vendor with open invoice:

Account Type K

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3. Choose Process Open Items.

4. On the Process Open Items screen, select the required item (Open invoices, credit memos, and so on).

5. Choose Post (Ctrl+ S). Message Correct the marked line items appears at the bottom of the screen.

6. Double-click the marked line item, and choose Enter,

7. On the Post Customer Down Payment Correct G/L account item screen, make the following entry :


Reason code 068 example

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8. Choose Post (Ctrl+ S)

9. The system displays the message Document XXXXXXXXXX was posted in company code 1000. Check the posted document using Document Display

ResultThe document posts the bank account (Bank transfer domestic) on the credit side and the vendor with the alternative reconciliation account (Domestic payables) on the Debit side. The system clears the open invoices and credit memos that were selected during the process open items along with payment made.

4.12 Manual Bank Statement Processing

UseThe bank debits the bank transfer, and the foreign bank transfer directly from your account.

Procedure

To execute this activity, run the processes in the Cash Management (160) scenario, using the master data from this document.

5 Appendix

5.1 Reversal of Process StepsIn the following section, you can find the most common reversal steps, which you can take to reverse some of the activities described in this document,

Down Payment Request

Transaction code (SAP GUI) F-47

Reversal: Reverse Document

Transaction code (SAP GUI) FB08



Business role menu Accounts Payable Posting Document Processing: select line (business partner) and choose Reverse Document

Comment The reversal document has no line items; only the original document is cleared with the number of the reverse document

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Post Vendor Invoices







Comment A new reversal document is created with the inverted posting keys of the original document

Vendor Credit Memo







Comment A new reversal document is created with the inverted posting keys of the original document

5.2 Used Forms

UseIn some of the activities of this business process, forms are used. The table below provides details on these forms.

Common Form Name

Form Type

Used in Process Step

Output Type

Technical Name

Bank Transfer SAPScript 4.3

4.8

4.9

4.10

New YB_F110_D_UEBERWEIS

Payment Advice Note

SAPscript 4.10 New YB_F110_D_AVIS

Check SAPscript 4.10 New YB_F110_IN_CHECK

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