03 - accounts payable

8/11/2019 03 - Accounts Payable

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TimPengajar

SAP

STMIK

Mikroskil

1

Overview

Introducesomeofthedailyactivitiesthatareperformed inaccountspayable(AP),suchascreatinginvoicesandcreditmemos,creating recurringdocuments,andexecutingtherecurringdocumentprogram

Introduce thewaysofprocessingpayments

Introduce theintegrationpoints withmaterialsmanagementand

management

Introduce closingactivitiesnecessary topreparefinancialstatementsinaccountspayable,suchasforeigncurrency valuation

2

Objectives

Aftercompletingthisunit,youllbeableto:

Createalistofvendors

Maintainvendormasterrecordsinaccounting

Describe

the

role

of

an

account

groupPostvendorinvoicesandcreditmemosinFI

Createarecurringdocumentandexecutetherecurringentriesprogram

Postamanualoutgoingpaymentandprintacheque

Runtheautomaticpaymentprogram

, ,

DescribethemostimportantorganizationalunitsinMaterialManagement

DescribeandtrackthebasicpurchasingprocessinMaterialManagement anddescribeitseffectsinFinancialAccounting

Printbalanceconfirmations

Revalueforeigncurrencyopenitems

Regroupaccountspayableaccordingtoduedate

3

Contents

DailyAccountingTransactionsinAccountsPayable

Integration

with

Materials

Management ClosingOperationsinAccountsPayable

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LessonOverview

masterrecordintheSAPsystem

Examinehowtheaccount groupcontrolstheappearanceandnumberingofvendormasterrecords

6

Objectives

,

Createalistofvendors

Maintain

vendor

master

records

in

accounting Describetheroleofanaccountgroup

7

VendorAccount

,Avendoraccountisdefinedforallcompanycodesattheclientlevel.

Generaldata,suchasthevendor'snameandaddress,isstoredhere.

Postings

cannot

be

made

to

the

account

for

a

company

code

until

companycodespecificsettingshavebeencreated.Thesesettingsreferonlytotherelevantcompanycodeandincludedetails,suchasagreedpayment conditionsorreconciliationaccount.

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VendorAccountinFinancial

Accounting

9

InitialScreentoDisplayAVendor

MasterRecord

10

AccountGroups

Vendoraccountscanbedividedintovariousaccount rou sinthesamewayasG/Laccounts,sothattheycanbeorganizedandmanagedmoreeasilyHowever, theaccountgroupcontrolsthescreenlayoutofallareasofthe

vendormaster record,

not

just

the

company

code

data

as

is

the

case

with

G/L

accountgroups

TheaccountsinanaccountgroupusuallyhavesimilarcharacteristicsFor example,user couldhaveoneaccountgroupfordomesticvendors,one

for vendors abroad,oneforaffiliatedvendors,andoneforonetimevendors

Thesenumberrangesareusually internalwherethesystemassignsusera numberwhenuser savethevendormasterrecord

However,somenumberrangesareexternal

Withexternalnumberranges, user fillinthevendornumbermanuallywhencreatingthevendormasterrecord

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AccountGroupsforVendors

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Enjoy

Vendor

Invoice

Screen

21

Account

Assignment Whenacom an urchasesmaterialsforconsum tion the

transactionmustidentify theaccountassignmentobjecttobechargedforthepurchaseaswellasthe generalledgeraccountstobedebitedandcredited

Anaccountassignment objectidentifiesthebearerofthecostofthepurchaseandistheentityfor whichthematerialswerepurchasedE.g.Whenacompanypurchases officesuppliesforthemarketing

department,itdebitsaconsumptionaccount,suchasthesuppliesex enseaccountinthe eneralled er anditchar esthemarketin

departmentcost

center

for

the

purchase

AcostcenterisacostobjectusedtoaccumulatecostsforadepartmentInthe aboveexample,theaccountassignmentobjectisthecostcenter

22

AccountAssignment

,ascars,andtoobtain materialsneededtosupportprocessessuchasproduction,fulfillment, andenterpriseassetmanagementand

projects

such

as

constructing

a

new factory Thespecificaccountingdataneededaredeterminedbythe

account assignmentcategory

Thetypicalaccountassignmentcategoriesare describedbelowalongwiththeaccountingdata specifically,theaccountassignmentobjecttobechargedandthegeneralledgeraccountnumber that arerequiredforeachcategory

Thelettersinparenthesesarethecodesused inSAPERP

23

AccountAssignment

Asset AAcompanyusesthiscategorywhenitacquiresafixedasset,suchasacaror

land

Thevalueof fixedassetsistrackedinseparatesubledgeraccountswith

corresponding assetmaster

records

Whenassetsarepurchasedusinga purchaseorder, theaccountassignmentobjecttobeincludedinthepurchaseorder istheassetmasterrecord

Order (F)Companiesusethiscategorywhentheypurchasematerials fordifferent

typesoforders

Anexampleofanorderisa productionorderthatwillbeusedtoproduceanothermaterial

Whenacompanypurchasesmaterialsforanorder,itmustinclude theordernumber(theaccountassignmentobject)andageneral ledgeraccountnumberinthepurchaseorder

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Account

Assignment

Whenacompanypurchasesmaterials(e.g. supplies)forconsumption,thenthepurchaseordermustinclude boththecostcentertobecharged(theaccountassignmentobject) andtheappropriategeneralledgerexpenseaccountnumber(e.g.suppliesexpense)

SalesOrder (C)Whenthepurchaseisassociatedwithaspecific salesorder(whichispart

ofthefulfillmentprocess),thenthesalesordernumberandageneralledgeraccountnumbermustbe provided

Project (P)Whenthepurchaseisrelatedtoaproject,thenthe projectnumberanda

generalledgeraccountnumbermustbe specified

25

CO

Account

Assignment

Logic Whenenterin anex enseitemforano eratin ex ense user

mustalsoenter acostaccountingrelevantassignment,suchasacostcenterorinternalorderThismeansthatwhentheitemisposted,documentsarecreatedin

Management AccountingandAccounting

AprimarycostelementmustexistfortheG/L accountinorderforthistohappen

TheManagementAccountingdocumentposts thecostscorrespondingtotheexpensetotheManagementAccounting

object User canpostcostsandrevenuesinCOeitherasrealpostingsor

statisticalpostings:UsercansettlerealpostingswithotherCOobjects

Statisticalpostingsareonlyforinformationpurposes

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COAccountAssignmentLogic

Theaccountassignment objectitselfcaneitherbearealorastatistical objectFor example,aninternalorderisdefinedasrealorstatisticalwhenitis

created

Arealorder

can

only

be

executed

with

real

postings,

and

astatistical

orderonlywith statisticalpostings

CostcentersareanexceptiontothisAcostcenterisalwaysa realobject,butuser canmakestatisticalorreal

postingstothem

TopostcostsinCO,user needtoidentifythecorrespondingrealCOaccoun ass gnmen o ec n esource ocumen orexamp e,avendorinvoice)

Only onerealobjectcanbeassignedtoeachdocumentiteminthesourcedocument

Additionalstatistical objectscanbeenteredorderivedfromthesystem

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COAccountAssignmentLogic

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OverviewoftheAutomatic

PaymentProgram

automaticallyusing thepaymentprogram

Thestandardsystemcontainscommonpaymentmethodsandcorrespondingforms thathavebeendefinedseparatelyforeachcountry

Thepaymentprogramwasdevelopedfortheinternationalpaymenttransactions betweenvendorsandcustomers

However,it

is

more

commonly

used

for

outgoing

payments

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OverviewoftheAutomatic

PaymentProgram

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AutomaticPaymentProgramParameters

Thefirststepismaintainingtheparameters

User usetheparameterstodefine whichaccountsanditemsthepayment

program

is

to

include

in

the

automatic payment

run

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Parameters

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Proposal

Run

Duringtheproposal run,thesystemdoesthefollowing:Checkstheaccountsanddocumentsspecifiedintheparametersfordue

items

Groupsitemsdueforpayment

Selectstherelevantpaymentmethods,housebanks,andpartnerbanks

37

Proposal

Run

38

EditProposal

editingthe paymentproposal

Thisstepcanbeomitted,butuser areadvisedtocheckthat the

datais

accurate

before

actually

running

the

payment

program

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EditProposal

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Payment

Run

Duringthepaymentrun,thesystemdoesthefollowing:Postspaymentdocuments

Clearsopenitems

Preparesdatafortheprintingofpaymentmedia

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Payment

Run

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PrintPaymentMedia

Paymentmediaaregeneratedinthisstep,whichmeansthatoneofthefollowing occurs:

Paymentmedia,

such

as

cheques,

are

printed

IDocsaregeneratedfortheelectronicdatainterface(EDI)

Adatafileiscreatedaspartofthedatamediumexchange

Thesystemcomesstandardwithpaymentmediaprogramsforman countries andman a mentmethods. .ThepaymentprogramRFFOD__S isactivatedinordertoprintcheques

inGermany

IntheUSA,theprogramRFFOUS_Cisused

Notethatthepaymentprogramnamecontainsthecodeforthecountryandforthepaymentmethod

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PrintPaymentMedia

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Plant

Aplantisanoperating areaorbranchwithinacompany

Aplantcanbeacentraldeliverywarehouse, aregionalsalesoffice,amanufacturingfacility,acorporateheadquarters,oramaintenanceplant

AplantmustbeassignedtoasinglecompanycodeHowever, oneormoreplantscanbeassignedtothesamecompanycode

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Plant

50

Purchasing

organization

A purchasingorganizationisanorganizationalelementthat

negotiatesconditions

of purchase

with

vendors

for

one

or

more

plants

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Purchasing

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PurchasingDataintheVendor

MasterRecord

Inorderforthe rocurement rocesstobeusedinMaterialsManagement foravendor,thevendormasterrecordofthatvendormusthaveathirdpart: thepurchasingdata

Thepurchasingdataisspecifictoasinglepurchasing organization,justlikethecompanycodedataofthemasterrecordisspecifictoa singlecompanycode

InthesamewaythatseveralCompanyCodesegmentsofthevendormasterrecordcanexist,therecanbeseveralpurchasedatasegmentsofthevendormasterrecord

Everypurchasedatasegmentpresentsdata,which arespecificforexactly

one

purchase

organization.

User canaccesspurchasingdataofvendormasterrecordsinaccountspayable accountingwiththetransactionCentralmaintenance(TransactioncodeXK01 toXK03)

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PurchasingDataintheVendor

MasterRecord

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VendorMasterRecord

55

VendorMasterRecord

Generaldata includethevendorsname,address,andcommunication informationsuc asp onean axnum ers Thesedataaredefinedattheclientlevelandareconsistentacrossallcompanycodesand

purchasingorganizations intheenterprise(client) Generaldataarecommontothepurchasingandaccountingdepartmentsandcanbe

maintainedbyeitherdepartment

Accounting

data includetax

related

data,

bank

data,

and

payment

terms and

methods Thesedataaredefinedatthecompanycodeleveland arerelevanttoallpurchasing

transactionsinthecompanycode The accountingdepartm entwilltypicallycompletethissegmentofthevendormaster Accountingdatamustalsospecifythereconciliationaccountinthegeneral ledger

Avendoraccountisasubledgeraccount andthatthereconciliation accountidentifiestheaccountsl l lpayableaccountinthegeneralledgerassociatedwiththevendor

Ifthevendorsuppliesmultiple companies(companycodes)withintheenterprise,thenthedataverylikelywillvaryforeachcompany

Thereconciliation accountwillbedifferentifeachcompanyusesadifferentchartofaccountsandgeneralledgeraccounts

Bankdataandpaymenttermsmayvaryaswell Thus,accountingdataaremaintainedseparatelyforeachcompanycodewithwhichthevendorhad

dealings

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Vendor

Master

Record

prices,creatingandcommunicatingpurchaseorders,verifyinginvoices, andotherstepsinvolvedinexecutingpurchaseswiththevendorThepurchasing departmentwilltypicallycompletethissegment

Purchasingdata aredefinedatthepurchasingorganizationallevelandareapplicableonlytothatorganization

fanenterprisehasmultiplepurchasingorganizations thatdealwiththevendor,thenitmustmaintainseparatedataforeachone

Forexample,

delivery

and

payment

terms

may

vary

for

different

purchasing organizations

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Procurement

Cycle

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ProcurementCycle

Demanddetermination:Thedepartmentresponsiblecanregisterarequirementformaterials

manuallyviaapurchaseordertoPurchasing

Determiningthesourceofsupply:The

purchaser

responsible

is

supported by

the

system

in

determining

possiblesourcesofsupply

Onepossibilityfor determiningthesourceofsupplyiscreatingqueriesandsubsequentlyentering thequotations

Furthermore,usercanaccesspurchaseordersandconditionsthat

Supplierselection:Comparingthepricesinthedifferentquotationsmakesselecting

supplierseasier

Lettersofrejectioncanbesentautomatically

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ProcurementCycle

Purchaseorderhandling:Whencreatingpurchaseorders,thesystemprovides user intheentryprocess

Purchaseordermonitoring:Thepurchasercanmonitortheprocessingstatusofthepurchaseorderinthe

system

Forexample,hecandeterminewhetherthe goodsortheinvoicehavebeenreceivedforthecorrespondingpurchaseorder item

Dunningprocessesarealsosupported

Goodsreceipt:Thesystemcheckstheamountofgoodsreceivedagainstthe purchaseorder

Invoiceverification:Thevendorinvoicesarecheckedtoseeiftheaccountingandthecontentare

correct

Paymentprocessing:ThevendorpaymentisusuallydoneintheFinancial Accounting

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Posting

Procurement

TransactionsThethreestepverification,commonlyreferredtoasthethreeway

match,isthestandardprocedureforpostingprocurementtransactionsinMM

The procedurecontainsthreesteps:Purchaseorder:

CreateapurchaseorderinMaterials Management Do notmakeanypostingsin FinancialAccounting

Goodsreceipt: Toupdatethereceiptofinventoryorconsumablematerial,generateamaterial

documentinMaterialsManagement(MM) Atthesametime,createadocumentinFinancialAccounting(FI)thatpoststhevalue

o egoo s o emerc an seaccoun asa e an egoo srece p nvo ce

receipt

to

the

clearing

account

(GR/IR)

as

a

credit

in

the

general

ledgerInvoiceverification: PostavendorinvoiceinMaterials Management(MM) usinginvoiceverification Thisautomatically generatesadocumentin FinancialAccounting(FI) TheaccountingdocumentcontainstheinvoiceamountthatgetspostedtotheGR/IR

account(debit)andthevendoraccount(credit)

61

Posting

Procurement

Transactions ,

theorder thegoodsandtheinvoicearereceived

Thegoodsreceipt/invoice receiptclearingaccountensuresthatgoodswere receivedforeachinvoice,andviceversa

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ThreeStepVerification(Standard)

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InvoiceVerification

Whenacom an receivesavendorinvoice itverifiesthatthe invoiceisaccurate,

beforeitmakespayment

Themostcommonmethod ofinvoiceverificationisathreewaymatchbetweenthepurchaseorder,the goodsreceiptordeliverydocument,andtheinvoice

The

objective

is

to

ensure that

the

quantities

and

price

in

all

three

documents

are

consistent

Analternative isatwowaymatchbetweenapurchaseorderandthegoodsreceiptdocument

Thismethodisnotverycommon,anditrequiresahighdegreeoftrustandcooperationbetweenpartners

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FinancialImpactofInvoice

Verification

69

PaymentProcessing

Pa ment istri eredb therecei tand verificationofaninvoice

Paymentscanbemademanuallyorautomaticallyviaapaymentprogram

Typically,anorganizationwillhaveanumberofinvoicestopay,andthemostcommonmethodistoexecuteapaymentprogramperiodically, suchas dailyorweekly

Theprogramwillretrieveallauthorizedinvoicesoveraspecifiedtimeframeandautomaticallycreatepayments

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DataNeededforVendorPayment

Datafrom theinvoiceincludethedate thevendornumber andtheinvoiceamount

In addition,paymentterms,method,andaddressareobtainedfromthevendormaster

Thedates

of

the

invoices

are

compared

with

the

payment

terms

andthe

date

ofthenextscheduledrunofthepaymentprograminordertodetermine whichinvoicesaredueforpayment

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TaskswithinVendorPayment

Processingpaymentinvolvesseveralsteps:selectingapaymentmethodandabank,deciding, ,

documents,andprintingthepaymentmedium

Whenmakingpaymentsmanually,theuserwillselectthepaymentmethodandthebankandwillprovidethevendornumberandtheamountofthepayment

The systemwillthendisplayalistofopeninvoicesforthatvendor

Theuserwillnextselecttheinvoicesthataretobepaid

Any applicablediscountsbasedonpaymenttermsarethenapplied Forexample,ifthepaymentterm is2%/10Net30andpaymentisbeingmadewithinthe10days

specifiedintheterms,thesystemwillapplya2%discount

Oncethepaymentispostedinthegeneralledger,theactualpaymentcanbesent

payment sma ee ectron ca y,t esystemw automat ca ysen t epayment

Ifitistobemadeviaa printedcheck,theuserwillprintandsendthechecktothevendor

Ifthecompanyhasanautomatedpaymentprogram,thentheprogram willretrieveandprocessalloftheinvoicesthataredueforpaymentusingthe parametersspecifiedinthepaymentprogram

Userstypicallybecomeinvolvedonlyifthereareexceptionsthatrequirespecialresolution

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OutcomesfromVendorPayment

,electronically orviaacheck

Appropriategeneralledgeraccountsarealsoupdated andacorrespondingfinancialaccountingdocumentis createdThebankaccountiscreditedbytheamountofthepayment,andthe

vendoraccountisdebited,asistheassociatedaccounts payablereconciliationaccount

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FinancialImpactofVendor

Payment

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PurchaseOrder

A urchaseorderisacommunicationsenttoa vendorinwhichacom an commitstopurchasingthespecifiedmaterials underthestatedterms

Apurchaseorderistypicallycreatedwithreference toarequisition,anRFQ,aquotation,orapreviouslycreatedpurchaseorder

Whenreference documents

are

used

to

create

apurchase

order,

then

muchofthenecessary dataiscopiedfromthesedocuments

Inaddition,apurchaseordercanbecreatedwithoutreferencetoanydocument

Inthiscase,allthenecessarydataare enteredmanually

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DatainAPurchaseOrder

A urchaseorderincludesdatafromavariet ofsources

Besidesthesourcedocuments,datafromseveralmasterrecords,suchas materialmaster,vendormaster,inforecords,andconditions,arealsoincluded

Inaddition,datafromspecificagreementsandcontractswiththeselectedvendor

can

be

incorporated

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DatainAPurchaseOrder

Mostofthedataina urchasere uisitionareincludedin thepurchaseorder

Inaddition,thepurchaseorderwillcontainotherdata dependingonhowtheorderiscreatedandwhichreferencedocumentsareusedE.g.Materialcharacteristicssuchasweightareincludedfromthe

materialmaster.Vendordata,suchascommunicationmethod,contactperson,andaddress,areincludedfromthevendormasterorquotation.Pricingdata,paymentterms,andIncoterms areincludedfromthequotation,purchasing inforecord,otherconditionrecords,orspecificcontractsandagreements withvendors,dependingonhowtheprocess

isconfigured

at

each

company.

Ifthenecessarydataarenotavailablefromareferencedocument,then theusermustprovidethisinformationmanuallywhenheorsheiscreatingthe purchaseorder

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PurchaseOrderScreen

ThePurchaseOrderScreenhasseveralsubdivisions: typeofdocumentandvendor

headerdata

positiondetails

itemdetail

Theheaderincludesdatasuchasthepurchaseordernumber,vendor,currency,dates,andpayment terms Thesedataapplytotheentiredocument,includingalllineitems

Theitemdetailssectionincludesdatas ecifictoeachiteminthe urchaseorder,suchasthematerialnumber,description,quantity,deliverydate,and price

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PurchaseOrderScreen

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LessonOverview

Describe theforeigncurrencyvaluationprogramforopenvendoritems

LearnfunctionforRegroupingreceivables andpayablestogroupaccountspayableonthebalancesheetbased ontheirremaininglife

81

Objectives

,

Printbalanceconfirmations

Revalueforeigncurrencyopenitems

Regroupaccountspayableaccordingtoduedate

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AccountsPayableClosingOperationsYearendclosingcanbedividedintotwomainsections:

Legalrequirements(proceduresrequiredbythegovernmentauthorities) Technicalandorganizationalrequirements(proceduresthataretechnically

requiredorneededtosupporttheaccountingorganization)

AC010 onlyfocusesonthelegalrequirements

Atthebeginningofthefiscalyear,thebalancecarryforwardprogramisrun, carryingforwardthebalancesofthevendoraccountstothenextfiscalyear

Thepostingperiodsoftheoldfiscalyearareblockedandthespecialperiodsfor closingpostingsforfiscalyearendadjustmentsareopened

Afterwards,thebalanceswithselectedvendorsareconfirmed,theforeigncurrency documentsarevaluated,andtheaccountspayableareregroupedaccordingto remaininglife(requiredonlyincertaincountries)

Oncecomplete,thespecialperiodscanbeclosed

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AccountsPayableClosingOperations

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BalanceConfirmations

requestsfora freelydefinablenumberofvendors,areconciliationlist,andaresultstable

The balanceconfirmationsandreplyrequestsaresenttothevendors;thelistsareusedasacontrolmeasure

Thevendorscheckthebalanceinformationtheyreceiveandsendtheirreplies tothecontrolcenterauditdepartment,whichcomparesthereplieswiththe reconciliationlistandenterstheresultsintheresultstable

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BalanceConfirmations

86

ForeignCurrencyValuation

Aforei ncurrencyvaluationisnecessaryifvendoraccountscontainsopen itemsinaforeigncurrency

Theamountsoftheseopenitemsweretranslated into thelocalcurrencyatthetimetheywereenteredusingtheexchangeratewhich

wasvalid

on

the

posting

date

Theexchangerateisprobablydifferentatthetimeofclosing,andopenitemsneed tobevaluatedagain

Aprogramvaluatestheopenitemsusingthenewexchange rateandentersthevaluationdifference inthevaluatedlineitems

Italsocreates thevaluationpostings:Debit:Expensefromforeign currencyvaluation;Credit:Balancesheet

adjustmentaccount

Debit:Balancesheetadjustmentaccount;Credit:Revenuefromforeigncurrencyvaluation

87


,sincereconciliation accountscannotbedirectlypostedtoForthisreason,postingsappearinan adjustmentaccount,whichis

displayedinthebalancesheetitemoftheassociated reconciliation

account

AvaluationmethoddetermineshowtheindividuallineitemsarevaluatedThishastobesetupinconjunctionwiththecountryspecificvaluation

re ulations

It defines,forexample,whetherthelowestvalueprinciple,thestrictlowestvalue principle,orageneralprinciple(alsowithrevenuefromthevaluation)istobe usedforvaluation

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89

RegroupingAccountsPayable

balancesheet

Sinceitispossibleforsomevendorstohaveadebitbalance,theseaccountsneed tobechangedtovendorswithadebitbalancepriortocreatingthefinancial statements

Inmanycountries,itisalsonecessarytogroupaccountspayableinthebalance sheetbasedontheirremaininglife

Atthe

same

time,

these regroupings

are

removed

on

the

first

day

ofthenextperiod,sinceregroupings arenotnecessaryfordailyprocessing

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werepostedto adjustmentaccountsseparately,sothatthebalancesheetcouldbeprepared

Additionally,vendorswithadebitbalanceareregrouped

Anadjustmentaccount isusedastheoffsettingaccounthereaswell,sinceadjustmentscannotbeposted directlytoareconciliationaccount

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Note

, ,completedindifferentwaystomeetvariouslegalrequirementsThe resultsarethenpostedtovariousaccountsthatareusedbydifferent

financialstatementversions

Theregroupingprogramisalsousedwhenthereconciliationaccountofavendorhasbeenchangedduringtheyear

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03 - accounts payable

Documents