ap processoruserguidev1.2

8/10/2019 AP ProcessorUserGuideV1.2

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City of Portland

Accounts Payable SAP Accounts Payable Processor


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Page 2 This document last modified: 5/12/2014

This guide was developed by EBS Training in collaboration with OMF Financial Services.


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Accounts Payable How to Use This Guide

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Table of Contents

How to Use This Guide ........................................................................................................... 5

1. Overview ............................................................................................................................. 5

1.1 The Procurement Process ............................................................................................. 6

1.2 The Accounts Payable Process ..................................................................................... 7

1.3 Check and ACH Processing .......................................................................................... 7

1.4 AP Bureau Processor Checklist ..................................................................................... 8

2. Vendors .............................................................................................................................. 9

2.1 Account Groups Different Types of Vendor Records ................................................... 9 2.2 How to Search for Vendors (XK03 and ZVLIST) ...........................................................10

2.3 How to Request a New Vendor be Added to SAP (ZVR1) ............................................10

2.3 How to Request an Update to an Existing Vendor Record. (ZVR1) ...............................13

2.4 How to Request Re-Activation of Inactive Vendors .......................................................13

3. PO Related Invoice Process (MIRO) ..................................................................................15

3.2 How to Process a PO-Related Invoice (MIRO) .............................................................15

3.3 How to Reverse a Posted PO-Related Invoice (MR8M) ................................................19

3.4 How to Change a PO-related invoice (FB02) ................................................................20

3.5 How to Process a PO-Related Invoice with Multiple Account Assignments (MIRO) ......24

3.6 Helpful Hints for PO-Related Invoices ...........................................................................26

4. Non-PO Invoice Process (FV60) ........................................................................................29

4.1 How to Process (Park) a Non-PO Invoice (FV60) .........................................................29

4.2 How to Park a One-Time Vendor Refund (FV60) ..........................................................32

4.3 How to Process Petty Cash Replenishment (FV60) ......................................................33

4.4 How to Park an Employee Reimbursement (FV60) .......................................................33 4.5 How to Set-Up an Account Assignment Template (FV60) .............................................34

4.6 Helpful Hints for Parking Non-PO Invoices ...................................................................36

5. Credit Memos, Subsequent Credit, Subsequent Debit .......................................................37

5.1 How to Process a Credit Memo for a PO-related invoice (MIRO) ..................................37


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How to Use This Guide Accounts Payable


5.2 How to Process a Credit Memo for a non-PO invoice (FV60) .......................................37

5.3 How to Process a Subsequent Credit (MIRO) ...............................................................38

5.4 How to Process a Subsequent Debit (MIRO) ................................................................38

5.5 Helpful Hints .................................................................................................................38

6. Blocking or Unblocking an Invoice for Payment (FBL1N and FB02) ..................................39

6.1 How to Block and Unblock an Invoice Using FBL1N: ....................................................39

6.2 How to Block and Unblock an Invoice Using FB02:.......................................................41

Appendices ...............................................................................................................................43

A. What to do if the amount and/or quantity on your invoice is greater than what is left on thePO. ........................................................................................................................................43

B. Blocking ............................................................................................................................43

B.1 What to do if your PO-related invoice has a system block (R). .....................................44

C. How to check and choose alternate addresses for invoice payments. ..............................45

D. How to search for vendors in reports XK03 and ZVLIST. ..................................................47

E. What to do if Budget exceeded message appears when posting a PO -related invoice ...49

F. How to make the Document Type field visible in transaction FV60 ...................................49

G. How to locate a Cost Center ............................................................................................51

H. How to research a check related problem by displaying the Check Register (FCHN) .......53

I. How to Confirm Vendor ACH Payment (FBL1N) ................................................................58 J. How to request a check cancel or reissue or a Vendor check refund..................................59

Quick Guide ...........................................................................................................................60

SAP Icons ..............................................................................................................................62

Glossary of Terms .................................................................................................................63


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Accounts Payable How to Use This Guide

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Accounts Payable

How to Use This Guide

The user guide has six main sections:1) An overview of the Procure to Pay Process.2) A section for each process associated with the AP Processor role. Each process section

contains:a) An overviewb) A how-to with step by step procedures and screen shots for accomplishing the process.

Note: If the steps have been shown in a previous process there are references to thosepages and no new screen shots.

c) Helpful Hints3) An appendix with additional instructions to guide the user through different scenarios he/she

may encounter.4) A Quick Guide which lists the relevant transaction codes used by a bureau AP Processor.5) A guide to SAP Icons.6) A glossary of terms.

When viewing the user-guide on a computer, you can click on the link for each section in thetable of contents and be taken to that section of the guide.

1. Overview

The AP Bureau Processor Role allows an SAP user to do the following Bureau transactions andactivities:

Post PO-Related (Purchase Order) invoices (MIRO) Park Non-PO related invoices (FV60) Process Credit Memos both PO and non-PO Process PO-Related Subsequent Credits and Debits Park One-Time Vendor Refunds Park Petty Cash Replenishment Process a Vendor Down Payment (Advance) Request Change an Invoice (PO-related), Cancel an Invoice (PO-related), Reverse an Invoice,

Bureau Block an Invoice Review invoices and supporting documentation Research Vendor History Run reports


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1. Overview Accounts Payable


The Accounts Payable SAP module is closely linkedwith nearly all other Finance and Logistics modules

in SAP. The module links to vendor and master dataas well as to receiving and invoice related data. Allpostings are made to the general ledger.

1.1 The Procurement Process

The City of Portland uses the following process

when a bureau wants to purchase goods orservices. This process occurs before an invoicecan be paid.

The Requisitioner for the bureau createsa purchase requisition in SAP.

The Requisition Approver in the bureaureviews the requisition and, if all is inorder, the Requisition Approverapproves the requisition. If there areproblems with the requisition, the

Requisition Approver rejects therequisition and types a note in theheader explaining why it was rejected.

Once the requisition is approved, aBuyer identifies the vendor and createsthe Document type Purchase Order orDocument Type Distributed PurchaseOrder (DPO).

If a PO or Document Type PO is over $500,000.00 a PO Approver in Central Purchasingreviews and approves or rejects the PO.

When the goods or services are received, the Receiver enters a Goods Receipt (GR).When the invoice is received it is sent to Accounts Payable for processing.

Note: There are certain items and services that can be purchased by a bureauwithout using a PO, formal contract or DPO. These items are identified on thePayment Authorization list. You can view the list on the Financial Services website.These payments are the only ones that can be made via the SAP "Non-PO Payment"method. All other payments require a PO, DPO or formal Contract as appropriate.


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Accounts Payable 1. Overview

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Note: Some purchases up to $5000.00 can be made on a Procurement Card (P-Card).Please contact your bureau Procurement Card Contact for information on what ispurchased in your bureau with a P-Card.

1.2 The Accounts Payable Process When the bureau receives an invoice that references a Purchase Order, the bureau AP

Processor posts the invoice in SAP using the MIRO transaction code making it eligiblefor payment when due.

If the invoice does not reference a purchase order (is on the approved list that does notneed a PO), the bureau APProcessor parks the invoice,using the FV60 transactioncode, and the bureau AP

Approver reviews the parked

document.Note: If the invoice should referencea PO and there isnt one in SAP, theAP processor will have to work withthe bureau to get a requisition,goods receipt and PO entered.

If the parked document iscorrect, the bureau AP Approverposts the invoice making iteligible for payment when due.The AP Processor is contactedif the document needscorrections.

Payment processors in Operational Accounting execute a payment run (see 1.3 fortimelines) and coordinate with Treasury to ensure the necessary funds are available.

The Auditor reviews the check, including any required attachments and mails them tothe vendor.

1.3 Check and ACH Processing

Payment Terms are negotiated by the buyer and specified on the contract and purchase order.The payment occurs based on the payment terms and the invoice date.

Paper Check Process : Invoices that are posted by midnight the previous evening arereviewed on Tuesday and Thursday and checks are printed and mailed for payments that aredue on Wednesday and Friday.

ACH Process: Invoices that were posted the day prior are reviewed each morning. Forpayments that are due, the ACH payment file is sent that day along with an ACH Deposit Advicee-mailed to the vendor or the employee (for employee reimbursements). If an employee does


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1. Overview Accounts Payable


not have an e- mail address in the SAP system, the deposit advice is sent to the employeestimekeeper.

Note: ACH Payments will settle in two days. This means that you will need to enter yourinvoices a minimum of three bank business days before the payment is due. The ACHpayment run will be scheduled so that settlement will occur on the invoice due dater ather than one day after the due date. (Settlement occurs when the Citys bank transfersfunds through the ACH network to the payees bank account.) Of course, you can enteryour invoices earlier; payment will still settle on the invoice due date.

1.4 AP Bureau Processor Checklist

Daily

Post PO-related invoices, credit memos or subsequent credits/debits (MIRO) Park non-PO related invoices and credit memos (FV60)

Weekly Check for past due invoices (FBL1N and FB03) Check for blocked invoices (FBL1N and FB03) Check the no attachment report (ZFI_NOPDF) GR/IR Monitoring (FAGLL03 and GR_IR Open variant)

Monthly:

Check for parked invoices (FVB3) GR/IR Monitoring (FAGLL03 and GR_IR Open variant) Monitoring is done after AP is

closed at the end of each month. Operational Accounting sends out reports and works

with the bureaus to clear up 30+ day open GR/IR items.As needed:

Request new vendor be added to SAP (ZVR1) Requests an update to an existing vendor (ZVR1) Request activation of inactive vendor (ZVR1) Process petty cash replenishment (FV60) Park a One-Time Vendor Refund (FV60) Park an employee reimbursement (FV60) Bureau block or unblock an invoice (FBL1N or FB02)

Request vendor down payment advance (F-47). This requires a contract with a downpayment clause. The contact must specify when and how expenditure of down paymentwill be documented.

Verify invoice payment (FBL1N and FCHN) Display or search for a vendor record (XK03) List or search for vendor records (ZVLIST)

Year-End:


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Accounts Payable 2. Vendors

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Check for past due invoices (FBL1N and FB03) Check for blocked invoices (FBL1N and FB03) Check the no attachment report (ZFI_NOPDF) GR/IR Monitoring (FAGLL03 and GR_IR Open variant)

Year-end accrual process Vendor down payment advance clean-up (FBL1N and FAGLL03)

2. Vendors

Vendors must be set up in SAP before an invoice can be paid to the vendor. The chart belowshows the different Vendor Account Groups, how they are used, and the number at thebeginning of each vendor account. Knowing the number the record begins with will help theuser recognize what type of vendor account they are viewing in reports and documents.

Note: ZEMPs (used for employee reimbursements) are automatically set up in SAP.

2.1 Account Groups Different Types of Vendor RecordsVendor Account

GroupVendor Usage Vendor #

BeginsWith:

Example

ZVND Primary vendor record used forcontracts, purchase order, andinvoices.

1100050

ZVOA Alternate order address selected aspartner on purchase order. Must beconnected to a ZVND.

2200001

ZVRT Alternate remit address selected aspermitted payee on invoice. Must beconnected to a ZVND.

3300010

ZCTP Third-party remittance vendor createdand used by Payroll. 4

401001

ZEMP Employee (Reimbursements) 81 or 82

810001

820001

ZVNV Used only for no value or revenuecontract vendors 9

900001

ZVOT One-time (Refund) vendor categories(set up at discretion of Operational

Accounting)99

999900


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2. Vendors Accounts Payable


A ZVND (primary vendor record) must be set up before a ZVOA (alternate order address) or aZVRT (alternate remit address) and they must be linked to the ZVND.

2.2 How to Search for Vendors (XK03 and ZVLIST)

All bureau SAP users may view vendors using transaction code XK03 or ZVLIST. (Seeappendix D for how to run these reports).

2.3 How to Request a New Vendor be Added to SAP (ZVR1)

If a vendor is not found in SAP, a bureau AP processor can request for the new vendor to be setup by submitting a Vendor Master Request (ZVR1).

Note: A vendor master request does not need to be submitted for ZEMPs. These areautomatically set up for each employee and blocked when an employee leaves the city.

Step 1: Acquire a completed W-9 form from the vendor.

Step 2: Enter the transaction code,ZVR1.

Step 3: Click on the Create new vendorlink.

Step 4: Complete the Vendor Master Request Form following the information below. The formmust be completed using all caps.

a. Click the Account Group drop-down menu and choose the appropriate account group.Remember, in order for a ZVOA or ZVRT to be set up there must first be a ZVND for thevendor.

b. Enter the Vendor using the Citys convention for the vendor names: Use the legal nameof the vendor (1099 name) using all caps and excluding punctuation except for


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ampersands (&), dashes (-), or spaces ( ). Do not shorten the name. You can use thesecond Name field for long names that dont fit completely in Vendor Name or you canenter a DBA.

c. Click the Business Activity drop-down menu. Select the category that best describes

the type of business activity the vendor is engaged in. This information is used todetermine the vendors 1099 reporting status.

d. Click the Business Entity drop-down menu. Select the category that best indicates thebusiness entity for the vendor. This information is used to determine the vendors 1099reporting status.

e. Complete the remaining fields paying attention to the notes below.


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Note: Use abbreviations in the Street field: AVE, BLVD, HWY, ST, etc

Note: Do not enter the words PO Box in the PO Box field. Do not enter private (non -US

Postal Service) box or mail stop numbers in the PO Box field.

Note: The Tax identification number is required in the EIN Number field.

Step 5: Select Check W9 Sent to Vendor Administrator check box. Attach the PDF of theW9 to the Vendor Master Request form but only do this after selecting Review . The VendorMaster Request form is not processed until the W9 arrives.

Step 6: If needed, enter supporting information in the Additional Information field and enteryour last name, bureau and date submitted.

Step 7: Click the Review button at the top of the form. Review the information

entered, and change incorrect fields as needed.Step 8 : Click the Attachments button.

Step 9: Click Add a new attachment button.


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Step 10: Select the W-9 PDF to attach. Click the Open button.

Note: The file name is displayed as an attachment to the vendor master request.

Note: Repeat steps 8-10 if there is additional documentation to be attached to theVendor Master Request.

Note: Click the Edit button if edits are needed before submitting the form.

Step 11: Click the Review button and then the Send for Approval

button.

Step 12: Click the Save button. The Vendor Administrator will review the request, contact youif anything additional is needed and then process the request.

You will receive an email confirmation that your request has been sent including the PDFVendor Master Request Form.

2.3 How to Request an Update to an Existing Vendor Record. (ZVR1)

Make sure you clarify with the vendor whether an address change is the new primary address,or a new remit address or an additional remit address, etc.

Step1 : Scan appropriate documentation such as change of address notification.

Step 2 : Enter the transaction code, ZVR1.

Step 3: Click on the Update existing vendor link. (look at screen shots from 2.2 )

Step 4: Enter appropriate vendor number or search for it using the match code next to thefield.

Step 5: Click on the Update button.

Step 6: Change the appropriate fields.

Step 7: Click on the Review button. Review and make any necessary changes.

Step 8: Follow steps 8-12 in Section 2.2 to attach backup documentation.

The Vendor Administrator will review the request, contact you if anything additional is neededand then process the request.

You will receive an email confirmation that your request has been sent.

2.4 How to Request Re-Activation of Inactive Vendors

Vendors may be inactivated for a variety of reasons such as no purchase orders have beencreated in the last 24 months, no A/P invoices have been created in the last 24 months, nocontracts have been created in the last 24 months and vendors created more than 3 months


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ago without any purchasing documents or invoices. These accounts will be blocked forposting/purchasing/payment and also flagged for deletion.

Note: No data is immediately lost when flagging for deletion it is simply an attribute inthe record.

If you find that vendor you are planning to do business with has been blocked or flagged fordeletion, submit a Vendor Master Request Update as in 2.3 above. Provide the vendor number,ask to have the vendor unblocked in the comments, and attach a new W-9. If updates to streetaddress or PO Box are required, this should be noted in the comment section also.


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Accounts Payable 3. PO Related Invoice Process (MIRO)

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3. PO Related Inv oic e Proc ess (MIRO)

SAP users create four (4) different documents during the PO-related invoice process.

1) A Purchase Order (PO) is generated to purchase goods or services.2) A Goods Receipt (GR) is posted when the goods or services are received from the vendor.3) When the Vendor Invoice is received, it is entered into SAP using the MIRO transaction

code.a) The invoice is matched against the PO and GR within tolerance (the lesser of 10% or

$25.00), if appropriate. This is the 3-Way Match. Invoices are automatically blockedfor payment until there is a 3-Way Match!

b) Once the invoice is posted, it is paid when due.4) The payment processing is completed by Operational Accounting in coordination with the

Treasury and Auditors Office.

Note: Payment terms are negotiated by the buyer and specified on the contract andpurchase order. The payment occurs based on the payment terms and the invoice date.

3.2 How to Process a PO-Related Invoice (MIRO)

Step 1: Have the following available:

a. The vendor invoiceb. The PO numberc. A scan of the invoice that can be attached to the transaction in SAP.

Note: Statements cannot be used as an invoice and invoices cannot be combined.

Step 2: Enter the transaction code, MIRO

PurchaseOrder

GoodsReceipt Invoice Payment


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3. PO Related Invoice Process (MIRO) Accounts Payable


Step 3 : Enter the following information in the appropriate fields on the Basic data tab:

a. Invoice Date the date on the vendor invoices.b. Reference the vendor invoice number.

Note: The system checks the reference field for duplicate entries so that the sameinvoice isnt paid twice. Do not enter extra blank spaces at the beginning or in the middleof your entry. The system will not identify this as a duplicate invoice and a duplicatepayment can be made. In order for the system to recognize an entry as a duplicate thefollowing four items must be the same: Invoice #, Invoice date, Vendor #, and dollaramount.

c. Amount the amount due on the invoice.d. Text this is an optional field. If you would like the text to print on the check remittance

or ACH deposit remittance precede the text with an asterisk (*)Example: *Contract No. 30002110 . If you do not want the text to print on the check or

ACH deposit remittance, do not include the asterisk.

e. Purchase Order/Scheduling Agreement Enter the PO # Select Goods/service items+ planned delivery

Step 4: Click the Enter button to validate.

Step 5: Once you validate, the amount showing in the detail grid is the amount that has beenreceived but not yet invoiced.


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Step 6: If your invoice is for the same amount check the box indicating that your invoice isfor the same amount. Checking this box validates that the processor has validated the quantityand amount are correct.

Note: You can click on the PO # and drill down to the PO and to the Goods Receipt. Youcan also review GL account, cost object, etc. If there is an error you will need to workwith the MM user in your bureau.

Step 7: If your invoice is for less than the amount showing, change the amount and quantity to

what is on your invoice and check the box. (See appendix A for what to do if the amountand/or quantity on your invoice is greater than what the amount and/or quantity that is showingin MIRO.)

Step 8: Check the vendor address to make sure it is the same as the remit address on theinvoice. (See appendix C for what to do if the address is not the same as shown.)

Step 9: Click on the Details tab.


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Step 10: Check with your bureau to see if you should enter the two character Bureau Code in

the Header Text Field or other bureau specific information to enter. If not, leave blank.

Step 11: Click on the Payment Tab. In the Pmmt. Meth. Sup . field you may need to mark HP (Hold for Pick up) or AR (Attachment Required)

Check the Payt. Terms to make sure they are appropriate for receiving discount terms. Workwith your MM user if appropriate.

Note: The payment terms use the baseline date to calculate the due date. This field ispopulated with the invoice date when you hit the enter button. If you change/correct theinvoice date after this point, the baseline date will not change to match.

Step 11: Click on the Save icon to post the invoice.

Note: Read the message at the bottom of the screen after posting for doc# and possiblesystem blocks.

Step 13: The last step is to attach the scanned invoice.

Note: Attachments must be complete and legible! All pages of the invoice must beincluded, the invoice cannot be altered and no portion of the invoice can be covered.


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a) Click on Invoice Document > Displayb) The Display Invoice

Document screen displays.c) Click on the drop down

menu in the Services for

Object button andselect Create>CreateAttachment .

d) Select the scannedcopy that you want toattach.

e) Click on Open .f) Youll receive a

message at thebottom of the screensaying Theattachment wassuccessfullycreated.

You have now successfully posted a PO-Related invoice.

3.3 How to Reverse a Posted PO-Related Invoice (MR8M)

Use the following steps to cancel (reverse) a posted PO-related invoice that has not been paid.

If a check has been issued, but the check has not been cashed, you will need to do a checkreversal before the invoice may be cancelled.

(You can access the check cancellation and reissue form on the Financial Services website onthe Resources for City Employee page.)

Step 1: Have available the document number of the invoice you wish to cancel.

Step 2: Enter the transaction code, MR8M.


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Step 3: Enter the following information in the appropriate fields:

a. Invoice Document No. the document number of the invoice you wish to cancel. b. Fiscal Year the relevant fiscal year c. Reversal Reason click on the match code to see the drop down of choices

Use 01 if the invoiceis both posted andreversed in thecurrent period.

Use 02 if the invoicewas posted in a priorperiod but will bereversed in thecurrent period. Youmust enter thecurrent date as thePosting Date.

Step 4: Click on the Display Document button and make sure it is the document you want toreverse (cancel).

Step 5: Click the Reverse button .

Step 6: You will see the message Document reversed with no. XXXX: Please manually clearF1 documents.

Step 7 : Contact Operational Accounting by sending an e-mail to Inbox, SAP AP Cancel

include the document # of the original invoice and the reversal invoice, vendor number, amount,and Operational Accounting will clear the document

3.4 How to Change a PO-related invoice (FB02)

The only fields that can be changed on a PO-related invoice after it has been posted are

Document Header Text Vendor Text G/L line item text Payment block bureau block only. Payment method Payment method supplement.

Step 1: Enter the transaction code, FB02 .

Step 2: Enter the document number.

Step 3 : Enter the fiscal year of the document (makes it easier to find the document) or you canleave this field blank.


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Step 4: Click on the Enter button.


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Step 5: Click on the document header hat if you want to change the document headertext. Enter or change document header text.

Step 6: Click on the vendor line item if you want to change the vendor text field (this is whatprints in the remit field).


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Step 7: Enter or change the Text.

Step 8: Click on the G/L line if you want to change the G/L line item text.


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Step 9: Enter or change the text.

Note: Do not change the assignment field. This is automatically populated with thevendor reference.

Note: In the payment block field you can only add or remove the D bureau block. (SeeSection 6 for more information on blocking and unblocking a PO-Related invoice.)

Note: The only time you will ever manually enter a payment method is if the vendor isgoing to be paid by a wire (W) or if a vendor paid by ACH has requested a check paymentin writing (C). Otherwise the vendor will be paid by the payment method on the vendormaster record.

Step 10: Click the Save button.

3.5 How to Process a PO-Related Invoice with Multiple Account

Assignments (MIRO)When a purchase order is created with multiple account assignments, the system automaticallyallocates the quantity and amount invoiced to the accounts. If the quantity and amount of theinvoice is the same quantity and amount of the total PO, process as any other PO-relatedinvoice. If the invoice is for a different amount and quantity than the total on the PO, then enterthe appropriate information on the Basic data tab as when processing any MIRO transaction,and then complete the following steps:


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Step 1: Scroll to the right in the detail grid until you see the Account Assignment button.

Step 2: Click on the Account Assignment button and The Multiple Account Assignment dialog box displays.

Step 3: Change the amount in the Total Amount field and the Total Quantity field to the

amount on your invoice. Click on the button. The system automatically updates theamount and quantity of each account asignment line.


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Step 4: Click on the Back button . The Amount and Quantity are now updated on the detailgrid and you can continue with the posting of the invoice.

3.6 Helpful Hints for PO-Related Invoices

1. By clicking on the Show POstructure button, you can view thevendor, when the PO was posted,the amount and quantity of the PO,and the amount and quantity of theGoods Receipt and when it was posted.

2. Click on the message button at the top of the page to trouble shoot errors.


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You can click on the next to the message to get more information about the error.


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You can also click on the message icon when you receive a message at the bottom of thescreen to see more information about the message.


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Accounts Payable 4. Non-PO Invoice Process (FV60)

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Vendor Invoice(Non-PO)

Enter InvoiceDetails

Park

FV60

Pay VendorWhen Due

Attach ScannedOriginal Invoice

FV60

Post ParkedInvoice

FBV0

Review

FBV0

Rejected

Approved

4. Non -PO Invo ice Pro cess (FV60)

There are certain items and services that can be purchased by a bureau without using a PO,

formal contract, or DPO. These items are identified on the Payment Authorization list. You canview the list on the Financial Services website. These payments are the only ones that can bemade via the SAP "Non-PO Payment" method. All other payments require a PO, DPO or formalContract as appropriate.

The non-PO invoice processing starts with a vendor invoice. The AP Processor receives a non-PO invoice, reviews for accuracy and enters the invoice in SAP using transaction code (FV60)and parks the invoice. The original invoice is scanned and attached to the transaction in SAPand saved. The approver looks for parked invoices (FBVO) and reviews them to make sure thevendor remit address is correct, the amount is correct, the invoice is attached and theappropriate cost objects are used. The approver then posts the transaction if all is correct, orrejects the document if there is something that needs to be corrected.

4.1 How to Process (Park) a Non-PO Invoice (FV60)

Step 1: Enter transaction code FV60.

Step 2: Enter the following information in the appropriate fields on the Basic data tab (makesure the transaction is set to Invoice ). (Screen shot on next page).

a) Vendor enter the appropriate vendor record number that is in SAP for the vendor. Ifyou dont know the number, click on the matchcode next to the field and double clickthe correct vendor number. Remember, this number needs to be the ZVND numberwhich starts with the #1. (If the remit address on your invoice is different than whatdisplays, see appendix D ). .

b) Invoice date the date on the vendor invoice.

c) Reference the vendor invoice number.d) Amount the total amount on the invoice to be paid.e) Text this is an optional field. If you would like the text to print on the check remittance

or ACH deposit remittance, precede the text with an asterisk. Example: *Location 739. If you dont want the text to pri nt on the check or ACH deposit remittance, do not includethe asterisk.

Step 3 : In the grid below the header enter the following for each line item:


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Step 6: Click on the Payment Tab . Check the payment terms. Enter HP (hold for pickup) or AR (attachment required) if needed in the Pmnt method.Sup.field. (See appendix C if the remitaddress is different than the ZVND address.)

Step 7: Once all required fields explained in steps 1-6 above are complete, click on the Save button. Your document is now parked. Make sure to write down your document #.

Step 7: You now need to attach a scanned copy of the invoice to the transaction.

a) Click on Document on the main menu at the top of the page.b) From the drop-down menu select Display .c) Click the drop-down arrow on the Services for Objects button d) Select Create>Create Attachment.

e) Select the scanned copy that you want to attach.f) Click on Open .

g) Youll receive a message at the bottom of the screen saying The attachment wassuccessfully created.

You have now parked a non-PO invoice. Your bureau AP Approver will either approve thedocument so it can be posted and paid, or reject the document back to you for corrections.

Note: Only an AP Approver can reverse an FV60 doc that has been posted. Parkeddocuments can be deleted by other AP Processors but you cant delete your own parkeddocument.


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4. Non-PO Invoice Process (FV60) Accounts Payable


4.2 How to Park a One-Time Vendor Refund (FV60)

This process is used to create a non-PO invoice for a One-Time Vendor refund payment. Youdo NOT need to create a primary vendor (ZVND) for payment of a One-Time Vendor refund.

You will need a copy of the invoice for refund and the name and mailing address of theindividual, group or business to receive the refund.

The steps are the same as the steps for processing a non-PO invoice ( 3.1 ) except for thefollowing:

a) On the Basic data tab in the Vendor field enter the appropriate One-Time Vendornumber from the list below:

999910 Development Services Refunds 999911 Parks Refund 999912 Fire Alarms/Inspection Refunds 999913 Auditor Tow Company Refunds 999914 BES Downspout Disconnects 999915 Benefits Refunds 999916 Police Evidence Refunds 999917 Risk Non-1099 999918 Other Refunds

b) When all required fields are complete on the Basic data tab, click on the enter buttonand the Address and Bank Data window will open. Enter the name and mailingaddress of the vendor to receive the refund. This information determines what will printon the refund check. Click on the Enter button.

c) Park the invoice by clicking on the Save button and attach the copy of the invoice.


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4.3 How to Process Petty Cash Replenishment (FV60)

This process is used when petty cash needs to be replenished. It is done after the petty cashcustodian has entered and posted petty cash disbursements, requested replenishment of the

petty cash fund, and provided a report of disbursements.The steps are the same as the steps for processing a non-PO invoice ( 3.1 ) except for thefollowing:

a) The Vendor is the petty cash vendor for your bureau/division. You can search for thepetty cash vendor by clicking on the match code next to the vendor field and enter*petty* in the search term field. You can double click on the vendor and the number willpopulate in the vendor field.

b) Document Type must be cash replenishment .(See appendix F if the Document Typefield is not visible)

c) Always enter 120030 in the G/L account field. This is a balance sheet account set up forpetty cash replenishment.

d ) Only enter the G/L account field and amount on the line item grid. Do not en teranythin g else!

e) Go to the Detail tab and enter the Business Area (always ZCTR), the Fund (always900001) and type in Not-Relevant in the Grant field. Do not enter anything else on theDetail tab.

f) Click on the Payment tab. Check to make sure the Payt Terms is Z001 (DueImmediately).

g) Click the Save button and attach the scanned report of disbursements.

4.4 How to Park an Employee Reimbursement (FV60)The FV60 transaction is used to process employee reimbursements. You will need appropriatedocumentation which must include the employees Personnel Number (PERNR). You will alsoneed the employees Vendor # (ZEMP) which will start with #81xxxx or #82xxxx. ZEMPs areautomatically created and updated in SAP for all existing employees, and anytime there is anew hire. In addition, ZEMPs are blocked and flagged for deletion when an employee endsemployment with the City of Portland.

You can look up the employees ZEMP with transaction XK03. (See appendix D for moreinformation on looking up vendor #s.)

The steps for parking an employee reimbursement are the same as the steps for parking a non-PO invoice ( 3.1 ). You use the employees vendor # in the Vendor field, use your bureausconvention for the Reference field, and attach the appropriate documentation after parking thedocument.

Note: Employees who receive their pay check through direct deposit will also receivetheir employee reimbursement through direct deposit. An e-mail with the deposit advicewill be sent to either their city e-mail address or their home e-mail address, whichever e-mail address is in their SAP employee record. For those employees who do not have an


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e-mail address in their employee record, an e-mail will be sent to their timekeeper whowill then forward it on to the employee.Employees who do not receive their pay through direct deposit will receive a papercheck.

Employees can set up direct deposit at any time through Employee Self-Service (ESS).4.5 How to Set-Up an Account Assignment Template (FV60)

You can create a template for invoices that have recurring default data such as GL Account,Cost Center, Order or WBS element. The template saves you time by populating these fields soyou dont have to key them in every time you process an invoice from the same vendor. Anexample of a recurring invoice would be a PGE bill.

To create a template follow the steps for processing a non-PO invoice ( 3.1 ) except for thefollowing:

a) On the Basic data tab do not enter an invoice # in the Reference Field, or an amount inthe Amount field.

b) Enter the G/L account and other account information that you want to always have in thetemplate such as Cost Center, or Order, or WBS element.

c) Once you have entered the data that you want to always derive on your template, clickon the Edit button in the main menu.

d) In the drop-down window select account assignment templates>Save AccountAssignment Template.

e) The Save Assignment Template dialogue box opens. Enter the name of your template(start with the bureau indicator) and click on the Continue button.

f) Click the Exit button and click Yes on the Exit Editing dialogue box.


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To use your template:

a) Enter FV60 in the SAP Easy Access field or click on the FV60 transaction in yourfavorites.

b) Click on Tree on c) Expand the Account assignment template

d) Right click on the name of the Account assignment template you created and click onSelect Account Assignment Template.


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e) Your template will open with the derived fields completed, and you can enter the otherrelevant data to complete the transaction.

Note: The vendor information is not saved in the template you will need to enter thevendor.

4.6 Helpful Hints for Parking Non-PO Invoices

1) On the Payment tab:a) Do not change the payment terms on the Payment tab. If a different payment term is

needed, work with Operational Accounting. The standard payment terms for that vendorare set up by Operational Accounting on the vendor record.

b) If an attachment needs to be sent with the check, enter or select AR in the paymentsupplement field. Use HP if a vendor wants to pick up the check.

2) If a payment is 1099 reportable, the fields in the withholding tax tab will self-populate whenthe invoice is posted.

3) Additional information can be entered in the Notes tab and notes will stay with the record.


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Accounts Payable 5. Credit Memos, Subsequent Credit, Subsequent Debit

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5. Credit Memos , Subs equent Credit , Subsequ ent Debit

When a bureau receives a credit memo from a vendor, the AP Processor has to determinewhich process to use in SAP. For a PO-related invoice (MIRO) there are three processes tochoose from: Credit Memo, Subsequent Debit, or Subsequent Credit. For all non-POrelated invoices (FV60) the process will always be Credit Memo .

Term Description

Credit Memo Used to decrease both quantity and amount on original purchase ordersor non-PO related invoice. Always used when PO quantity is in USD.

Subsequent Credit Used to decrease only the amount on original purchase order billed on aseparate invoice. Cannot be used when PO quantity is in USD .

Subsequent Debit Used to increase only the amount on original purchase order billed on aseparate invoice. Cannot be used when PO quantity is in USD .

The scenarios below illustrate when each type of process should be used.

Scenario 1: The bureau bought 10 pens @ $1.50 each and returned one pen. A credit memowill be used because both the quantity and the amount on the original purchase order willchange. Quantity 9, Amount $13.50.

Scenario 2: The bureau bought 10 pens @ $1.50 each and received a credit memo stating thepens only cost $1.00 each. Because the quantity of the pens stays the same and the amount is

decreasing, a subsequent credit will be used. Quantity 10, Amount $10.00.Scenario 3: The bureau bought 10 pens @ $1.50 each and received a credit memo stating thatthe pens cost $1.75 each. Because the quantity of the pens stays the same and the amount isincreasing, a subsequent debit will be used. Quantity 10, Amount 17.50.

5.1 How to Process a Credit Memo for a PO-related invoice (MIRO)

Follow the steps for posting a PO-related invoice ( 3.2 ) except for the following:

a) Change the Transaction to Credit Memo using the drop down list.b) On the Basic data tab in the Amount field enter the amount to be credited

c) In the grid below the header change the Amount and Quantity to what is being credited

5.2 How to Process a Credit Memo for a non-PO invoice (FV60)

Follow the steps for parking a non- PO-related invoice ( 4.1 ) except for the following:

a) Change the Transaction to Credit Memo using the drop down list.b) On the Basic data tab in the Amount field enter the amount to be credited.c) In the grid below the header enter the Amount that is being credited.


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5. Credit Memos, Subsequent Credit, Subsequent Debit Accounts Payable


5.3 How to Process a Subsequent Credit (MIRO)

The steps are the same as a PO-related (MIRO) Credit Memo except for the following:

a) Change the Transaction to Subsequent Credit .b) Only change the amount , not the quantity.

5.4 How to Process a Subsequent Debit (MIRO)

The steps are the same as a PO-related (MIRO) Credit Memo except for the following:

a) Change the Transaction to Subsequent Debit .b) Only change the amount , not the quantity.

5.5 Helpful Hints

1. When you change the transaction setting in a MIRO document, the next time you open anew MIRO, it will default to the last transaction. Example: if the last transaction was a creditmemo, the new MIRO will open as a credit memo. Always double check the transactionsetting before posting the transaction!


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Accounts Payable 6. Blocking or Unblocking an Invoice for Payment (FBL1N and FB02)

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6. Bloc king or Unb locking an Invo ice for Paym ent (FBL1N and FB02)

There are times when a bureau needs to block a payment or unblock a payment once aninvoice has been posted to an account. You can use transaction FBL1N or FB02 . Thedirections for each are below.

Note: To remove a payment block made by Operational Accounting the issue thatcaused the block must first be resolved, Operational Accounting needs to be informedand then Operational Accounting will remove the payment block.

Note: Bureaus cannot remove a system payment block. The cause must be determined,the issue corrected and the system block gets automatically removed overnight.

6.1 How to Block and Unblock an Invoice Using FBL1N:

Step 1: Enter transaction code FBL1N .

Step 2: Enter the Vendor Account # in the Vendor account field.


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6. Blocking or Unblocking an Invoice for Payment (FBL1N and FB02) Accounts Payable


Step 3: Click on the Execute button .

Step 4: Select the check box for the line item to be blocked.

Step 5: Click the change button . The Change Document: Line Item screen displays.

Step 6: Enter D (Bureau Block) in the Pmnt Block field.


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Accounts Payable 6. Blocking or Unblocking an Invoice for Payment (FBL1N and FB02)

Page 41

Step 7: Click the Save button. You will be brought back to the Vendor Line Item Displayscreen. The system displays the message, Changes have been saved.

Reverse the process to unblock the invoice.

Note: Bureaus should never remove a D payment block during OperationalAccountings payment reviews on Tuesdays or Thursdays without first informingOperational Accounting.

6.2 How to Block and Unblock an Invoice Using FB02:

Step 1: Enter transaction code FB02. .

Step 2: Enter or search for the Document Number .

Step 3 : Click on the Enter button .

Step 4: Double click on the line item to open the Change Document Line Item screen.


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6. Blocking or Unblocking an Invoice for Payment (FBL1N and FB02) Accounts Payable


Step 5: Enter D in the Pmnt. Block field and click on Save .

Reverse the process to unb lock an invoice .

Note: Bureaus should never rem ove a D payment block during Operational Accountings payment reviews on Tuesdays or Thursdays without first informingOperational Accounting.


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Accounts Payable A. What to do if the amount and/or quantity on your invoice is greaterthan what is left on the PO.

Page 43

AppendicesA. What to do i f the amo unt and/or quant i ty on you r invoice is greater

than w hat is left on th e PO.

When the amount of dollars left on a PO is less than your invoice, it will take some detectivework on your part. Work with your bureau buyer and receiver to understand why there is adifference in the PO amount and invoice amount. You can also use reports ME2B and

Y_DRP_63000031 to view what goods (if any) were received, when and for how much or useMIR4 display the MIRO document and then use the Show PO structure button to view he PO,Goods Receipts and Invoices.

B. Blocking

There are a variety of reasons your invoice may be blocked and there are different types ofblocks.

Payment blocks function to stop payment of an invoice if certain conditions havent been met(e.g., the 3-way match, tolerance limits) or if potential errors have been identified by Operational

Accounting (e.g., missing documentation, wrong vendor, wrong remit address, wrong amount,etc.). A bureau can also block an invoice for payment if there is missing documentation orquestions about the correctness of the invoice.

Here is a summary of payment block functionality.

1. The system R payment block can only be removed using transaction MRBR releaseblocked invoices. The AP Operational Accounting Payment Processor and the AP VendorClearing (also Operational Accounting) roles can use this transaction. This is also thetransaction that the system runs nightly to remove any system blocks that no longer apply (3-way match is now present)

2. The bureaus can only add or remove the payment block D. Operational Accounting canalso remove this payment block

a. The bureaus should never remove a D payment block during Operational Accounting spayment reviews on Tuesdays or Thursdays without first informing Operational Accounting

3. Operational Accounting can manually add or remove payment blocks A, B, C, D, I, M, N, U,W, and * using transactions FBL1N or FB02 change document

4. If necessary, the retention X payment block can be removed using transaction MRBR release blocked invoices

Operational Accounting will block invoices for the following reasons:


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B. Blocking Accounts Payable


1. Any discrepancy between the invoice and the entry1. Amount2. Vendor name3. Remit to address

2. Other issues1. Invoice stacking2. Using a statement as an invoice3. Including the prior balance as part of the invoice entry4. Memos used as an invoice5. Advances treated as a regular invoice6. Invoices that are not legible7. Invoices that are not entered based on the original information (e.g. Hand written

changes)8. Invoices that should be based on a purchase order entered as a direct entry9. Invoices that put someone at risk due public information access10. Payments through general payables for City employees11. Invoice not attached12. City of Portland or its bureaus not listed as the customer

B.1 What to do if your PO-related invoice has a system block (R).

You will need to do some research to determine why your invoice was blocked. Some commonreasons are no goods receipt (need 3-way match), the invoice is for more than what has beenreceived or there is a difference between ratio of quantity to $ amount. You can use transactionMIR4 or FB02 or FB03 to do some trouble shooting. The example below uses MIR4.

Step 1: Enter the document number

Step 2: Click on the Display Document button

Step 3: Click on the Show PO structure button .

Step 4: Check the GoodsReceipt amount and Invoice amount. In the examplebelow the invoice amount isgreater than the GoodReceipt amount which is thereason for the system block.

You will need to work with


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Accounts Payable C. How to check and choose alternate addresses for invoice payments.

Page 45

your bureau goods receiver to figure out the problem. If the good were received, but notentered in the system, the goods receiver can enter the transaction. The block will be removedin the nightly process and vendor will get paid.

C. How to check and choo se al ternate addresses for invoicepayments .

When posting or parking an invoice, an AP Processor must ensure that the vendor address onthe transaction is the same as the remit address on the invoice. Many vendors have more thanone location or remit address, so this is an important step to make sure the check goes to thecorrect address. Below are steps you can take to check to make sure the remit address iscorrect.

Step 1: View the vendor address on the transaction. If it is the same as the remit address,continue processing the transaction.


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C. How to check and choose alternate addresses for invoice payments. Accounts Payable


Step 2: If the address is not the same:

a . Click on the Payment tab.

b . Click on the Payee field. (If there is no payee field then there is no ZVRT linked to theZVND. See Step 5).

c . Click on the match code next to the payee field and all the addresses for that vendor areviewable. Double click on the correct address.

Step 3: The code for the correct vendor address will populate the Payee field.

Note: You may want to open up a separate session of SAP and run XK03 to see allinformation on the payee as not all fields show in the method above.

Step 4: Then proceed with your transaction. The payment will go to the correct remit address!

Step 5: If you do not see the correct remit address you must complete the Vendor MasterRequest Form using transaction ZVR1. (See section 2.3 for instructions).The request isreviewed by the Vendor Administrator in Operational Accounting. If accepted, the request isuploaded into SAP. If the request is rejected, the request is sent back to the requestor withnotes as to why it was rejected.

Note: A ZVND (Primary Vendor) must be submitted and created prior to the submissionof a ZVRT (alternate remit address linked to Primary vendor) or a ZVOA (alternate orderaddress linked to the Primary vendor).


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D. How to search for vendors in reports XK03 and ZVLIST. Accounts Payable


You can see the different vendor records and their account numbers.

To search for a vendor in ZVLIST:

Step 1: EnterZVLIST in thesearch field of the

SAP Easy Accesspage or click on thetransaction in yourfavorites.

Step 2 : You cannarrow your searchby using any of thesearch fields.


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Accounts Payable E. What to do if Budget exceeded messa ge appears when posting aPO-related invoice

Page 49

Step 3: Click on the Execute button.

Step 4: You can right click on any of the headings and sort the columns or use the find or setfilter features.

E. What to do if Bud get exceeded message appears w hen pos t ing aPO-related in voic e

If you are trying to post a PO invoice and receive an error message stating "Annual budget isexceeded by XXX, XXX.XX USD (FM PB Availability Control.) this is a hard stop and youcannot post the invoice until the problem is fixed. Do the following to fix the error:

Step 1: Write down the vendor master record number, vendor name, purchase order number,fund, and document number (after posting).

Step 2: Make a print screen of the error message.

Step 3: Contact the MM buyer for this purchase order. Send the buyer the information fromsteps 1 and 2.

Step 4: The buyer should use transaction Y_DRP_63000039 - Budget vs. Actual Report - FundCenter to view the encumbrances and available budget.

a) The error message indicates that the encumbrances exceed the available budgetb) Either the budget or encumbrances have been entered incorrectly and require fixing.

F. How to m ake the Docum ent Type fie ld vis ible in t ransact ion FV60

Depending on your settings in SAP, the document type field in FV60 may be hidden. Followthese steps to display the Document Type Field.

Step 1: Enter transaction code FV60 in the search field on the SAP Easy Access Page or clickon the code in your favorites.

Step 2: Click the Editing Options button.


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F. How to make the Document Type field visible in transaction FV60 Accounts Payable


Step 3: Go to the Doc Type Option field in the Special Options for Single ScreenTransactions section.

Step 4: Click on the pull down menu and select Document type ready for input .


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Accounts Payable G. How to locate a Cost Center

Page 51

Step 5: Click the Save button. This should permanently save the new edit option. The systemmessage The options were entered in the user master record will display at the bottom ofthe screen.

Note: If you just click the Back button and dont click Save, the change will go awaywhen you log off SAP.

Step 6: Once you have saved, click on the back button to return to the transaction entryscreen. The Document Type field will be displayed and ready for input!

G. How to locate a Cost Center

To locate a cost center for your bureau and division follow these steps:

Step 1: Enter KSH3 in the search field of the SAP Easy Access page or click on the transaction

in your favorites

Step 2: COP1 will appear in the Cost Center Group field. Click on the enter button .

Step 3: Left click once on COP1 to position your cursor.


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G. How to locate a Cost Center Accounts Payable


Step 4: Click on the collapse all button in the header.

Step 5: Display is of bureau names and the first two letters of each bureaus cost center. Clickon the + sign next to a bureau and you

will be able to drill down to specificareas within the bureau.

Step 6: Click on the + sign next to thedivision and the cost centers will display.


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Accounts Payable H. How to research a check related problem by displaying the CheckRegister (FCHN)

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H. How to research a check related problem by d isplaying the Check

Regis ter (FCHN)There are times when you will need to research whether a check is outstanding, has cleared, orother related issues. Follow these steps to view the check register.

Step 1: Enter FCHN in the search field of the SAP Easy Access page or click on thetransaction in your favorites.

Step 2: Enter data in the following fields:

a) Paying Company Code COP1b) House Bank for current checks use WFAP. (for old checks you may need to use

WEFA)c) Account ID AP

Note: You can leave fields a-c blank.

Enter the following on the General Selections Tab :

d) If you know the check # you can enter it in the Check number field. (you must enterleading zeros of the check #).

e) If you only want to see a list of outstanding checks, click on the check box next to List ofoutstanding checks.

f) If you want to display invoices paid on the check select the With Line Items radiobutton.

g) If you want to display a summarized check list select the W/out line items radio button.


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H. How to research a check related problem by displaying the CheckRegister (FCHN)

Accounts Payable


You can filter your search even more by entering information on the Further Selections Tab .

Step 3: Click the Execute button . The Check Register screen updates.

Step 4: You can click on the any of the Check Numbers and the Display Check Information

screen will display which tells you the payment date and check encashment date. (You canalso sort the columns in the register).


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Step 5: You can display the document by clicking on the Payment Document button.

Step 6: Click the Back button to return to the Display Check Information screen.


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H. How to research a check related problem by displaying the CheckRegister (FCHN)

Accounts Payable


Step 7 : Click the Check recipient button.

Step 8: The Check Recipient dialog box displays.

Step 8: Click the Accompanying Docs button and an invoice list displays.


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Note: You can use Transaction FCH1 if you want to look up a particular check and youknow the check number.


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I. How to Confirm Vendor ACH Payment (FBL1N) Accounts Payable


I . How to Con firm Vendor ACH Paym ent (FBL1N)

Step 1: Enter FBL1N or click on the transaction in your favorites.

Step 2:a. Enter the vendor account number.

b. Enter the clearing date range of interest.

c. Under Type check Normal items, Special G/L transactions, and Noted items.

Step 3: Click the Execute button .


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Accounts Payable J. How to request a check cancel or reissue or a Vendor check refund.

Page 59

Step 4: When the report displays, add payment method to the layout. Payments made by AP ACH will display Payment Method A.

J . How to request a ch eck cancel or reissue or a Vendor ch eck refund.

1. If you need a check cancelled or reissued use the Check and Invoice Cancellation form onthe Bureau of Financial Services website in the Resources for City employees areawww.portlandoregon.gov/bfs . Complete, sign and scan the form including backupdocuments, if applicable and send to InBox SAP AP CANCEL via Outlook. Send theoriginal check(s) to 106/1250 J. Maloney. Operational Accounting will request stoppayments, reverse invoices and clear where appropriate.

2. The most efficient way to process a Vendor refund is if the Vendor issues a credit memo.However, if there is no credit memo use the Vendor Overpayment Refund Form on theBureau of Financial Services website in the Resources for City employees areawww.portlandoregon.gov/bfs . Complete, sign and scan the form including backupdocuments, if applicable and send to InBox SAP AP CANCEL via Outlook. Operational

Accounting will deposit vendor refund checks, then clear CR Memo(s) where appropriate.The bureau will update AP invoices and goods receipts where appropriate.
http://www.portlandoregon.gov/bfshttp://www.portlandoregon.gov/bfshttp://www.portlandoregon.gov/bfshttp://www.portlandoregon.gov/bfshttp://www.portlandoregon.gov/bfshttp://www.portlandoregon.gov/bfs


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Quick Guide Accounts Payable


Quick Guide

Below is a consolidated list of transaction codes and report codes to help you in your role as aBureau AP Processor.

Transactions

T-Code Description/Use

MIRO Post a PO-Related Invoice, Process a Credit Memo, Process a SubsequentCredit, Process a Subsequent Debit

MR8M Reverse a Posted PO-Related Invoice

FB02 Change a PO-Related Invoice

FV60 Park a Non-PO Related Invoice, Park a One-Time Vendor Refund, ProcessPetty Cash Replenishment, Park an Employee Reimbursement, Set-Up an

Account Assignment Template, Process a Non-PO Related Credit Memo

F-47 Process a Vendor Down Payment Request

ZVR1 Request New Vendor Record, Request Vendor Record Update

FBL1N or FB02 Block or Unblock an Invoice

Reports/Lists


XK03 Displays Vendors

ZVLIST List of Vendors

FB03 Displays Posted Documents

FBV3 Displays Parked Documents

ME23N Displays Purchase Orders

Y_DRP_63000031 List of Purchase Orders


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Accounts Payable Quick Guide

Page 61


Y_DRP_63000036 Displays Cancelled and Voided Checks

Y_DRP_63000035 Displays Payments by Due Date and Method

MIR5 Displays List of Invoice Documents

FCHN Displays Check Register

FCH1 Displays Information on a single check payment

FBLIN Confirm Vendor Payment


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SAP Icons Accounts Payable


SAP Icons


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Accounts Payable Glossary of Terms

Page 63

Glossary of Terms

Term Description

AccountAssignment

Specifies which accounts to post to for the transaction.

Account Groups Different types of vendor records. Also determines the vendoraccount number range.

Baseline DateDate from which the system calculates the payment due date andthe cash discount deadline. The date should not be overwritten .

City-Held Retention held by the City and paid over the life of a contract or untilspecific milestones are met.

Credit Memo Reduces the amount payable to the vendor. Used to decrease bothquantity and amount on original purchase order billed on a separateinvoice.

Goods Receipt(GR)

Indicates receipt of goods or acceptance of services. The GoodsReceipt process uses the MIGO transaction. Goods receipts canbe processed for total or partial receipt of goods or servicesordered. The bureau PO processor or Central Purchasing createthe goods receipt upon arrival of the good or service.

MultipleAccount

Assignment

Distribution of quantity and amount is assigned to more than oneaccount based on either quantity or percentage.

Non-PO Invoice Invoices that do not reference a purchase order. Items identified onthe Payment Authorization List ) are entered using a Non-POInvoice. (List available on Financial Services website)

Order Address An address where orders are mailed. This can be an address onthe primary vendor master record (ZVND) or an alternative orderaddress (ZVOA). For example, when a vendor has more than onephysical location (a branch store or a sub-division of a parent


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Glossary of Terms Accounts Payable


Term Descriptioncompany).

Park

Function that creates an invoice document and saves the data inSAP, but does now allow payment. A Bureau AP Approver thenposts the document.

If a transaction is parked as a non-PO invoice and is not on the Authorization list, it will get blocked by Operational Accounting.

Post Records an invoice document as an open liability and makes itavailable for payment per terms on vendor master record.

Posting Date

The date a transaction is posted within SAP. The date defines towhich accounting period a transaction is assigned.For AP transactions the posting date is the date of entry of thetransaction.

PO Invoice Written notice from Vendor that references a PO and requestspayment for deliver goods or services.

Purchase Order(PO)

Request or instruction from City Bureau to a vendor to deliver aquantity of material or to perform services at a certain point in time.The City of Portland uses two types of Purchase Orders:Distributed purchase order (DPO) : Used for goods or services of$5000.00 or less or to purchase from an established contract.Standard purchase order : Used for purchases above $5000.00and maintained by Central Purchasing.

Remit Address An address where payments are mailed. This can be an addresson the primary vendor master record (ZVND) or an alternative remitaddress (ZVRT).

Retention Contractually agreed upon dollar amount or percentage ofpayments to be withheld from periodic payments to a contractor assecurity for the contract.


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Accounts Payable Glossary of Terms

Term Description

SubsequentCredit

Reduces the amount payable to the vendor. Used to decrease onlythe amount on original purchase order billed on a separate invoice.

SubsequentDebit

Increases the amount payable to the vendor. Used to increase onlythe amount on original purchase order billed on a separate invoice.

Vendor InvoiceDate

Date on the vendors invoice.

Vendor MasterRecord

Data record containing information on the Citys creditors. TheVendor Master Record (ZVND) retains all the address, banking andother details about the vendor that is needed for remittance. Seeappendix on how to request a new vendor record.

VendorOverpayment

RefundThe process when a vendor issues a check to the City to refund anoverpayment of an invoice. The form is available on the FinancialServices website.