sap accounts payable ap003

Advanced AP ProcessingAdvanced AP Processing 11

Advanced AP ProcessingAdvanced AP Processing


Course ObjectivesCourse Objectives Describe new SAP Accounts Payable terms Describe new SAP Accounts Payable terms

(pg 4-10)(pg 4-10)

Give an overview of the AP process and invoice Give an overview of the AP process and invoice processing processing (pg 11-30)(pg 11-30)

You will be introduced to the following processes:You will be introduced to the following processes:► Parking vendor invoices/credit memos F-63/F-66 (pg 31-Parking vendor invoices/credit memos F-63/F-66 (pg 31-

35) 35) ► Releasing Blocked Documents MRBR (pg 36) Releasing Blocked Documents MRBR (pg 36) ► Invoice processing F-30/F-44 (pg 37-40) Invoice processing F-30/F-44 (pg 37-40) ► Good receipt/invoice receipt account maintenance MR11 Good receipt/invoice receipt account maintenance MR11

(pg 41) (pg 41) ► Cancel invoice documents MR8M (pg 42-43) Cancel invoice documents MR8M (pg 42-43) ► Document processing FB08/FBRA/FB02 (pg 44-47) Document processing FB08/FBRA/FB02 (pg 44-47) ► Payment processing F110/F-58 (pg 48-52) Payment processing F110/F-58 (pg 48-52) ► Check processing FCH1/FCH2/FCH8/FCH7/FCHN (pg 53-Check processing FCH1/FCH2/FCH8/FCH7/FCHN (pg 53-

57) 57)


Accounts Payable

Transaction Processing

Accounts Payable

Transaction Processing

Document processingDocument processing

Payment processingPayment processing

Goods receipt/invoice receipt account maintenance

Goods receipt/invoice receipt account maintenance

OverviewOverview

Invoice processingInvoice processing

Course OverviewCourse Overview

Check processingCheck processing

Cancel invoice documentsCancel invoice documents

Park vendor invoices/credit memos

Park vendor invoices/credit memos


New TermsNew Terms Vendor Master Record Vendor Master Record – contains information needed to – contains information needed to

service a vendor account and is divided into general, service a vendor account and is divided into general, company code, and purchasing organization data.company code, and purchasing organization data.

Park a documentPark a document – You can use document parking to – You can use document parking to enter and store (park) incomplete documents in the SAP enter and store (park) incomplete documents in the SAP System without carrying out extensive entry checks. System without carrying out extensive entry checks.

Parked documents can be completed, checked, and then Parked documents can be completed, checked, and then posted at a later date. When documents are parked, posted at a later date. When documents are parked, data is not updated. data is not updated.

Save (Park) as completedSave (Park) as completed – After entering the document – After entering the document you can Save as completed. SAP will make sure all of the you can Save as completed. SAP will make sure all of the appropriate fields are filled in and that the document appropriate fields are filled in and that the document can be posted but the document will still be parked. can be posted but the document will still be parked.

The difference between Parking only and Save as The difference between Parking only and Save as complete is Save as complete will hit funds managementcomplete is Save as complete will hit funds management(only posting will update the G/L).(only posting will update the G/L).


New TermsNew Terms Header Header - Contains data that applies to the - Contains data that applies to the

whole document such as vendor, document whole document such as vendor, document date, document type, document number, date, document type, document number, company code, and posting date.company code, and posting date.

Line Item Line Item - Contains the individual entries - Contains the individual entries or postings (either debit or credit) made to or postings (either debit or credit) made to each account. It includes an amount, an each account. It includes an amount, an account number, the assignment to debits account number, the assignment to debits or credits and additional information or credits and additional information depending on the transaction to be posted.depending on the transaction to be posted.

Posting KeyPosting Key - A two-digit numeric key that - A two-digit numeric key that determines the way line items are posted. determines the way line items are posted. This key determines several factors This key determines several factors including the:including the:► Account type Account type ► Type of posting (debit or credit) Type of posting (debit or credit)


New TermsNew Terms Purchase Order Purchase Order - a request from the purchasing - a request from the purchasing

organization to a vendor to provide a specified organization to a vendor to provide a specified quantity of goods or services within a specified quantity of goods or services within a specified time. time.

It provides the vendor with a reference It provides the vendor with a reference document to link to the shipping (goods receipt) document to link to the shipping (goods receipt) and invoicing (invoice verification) processes.and invoicing (invoice verification) processes.

Blanket Purchase Order Blanket Purchase Order - This type of purchase - This type of purchase order does NOT require a goods receipt/service order does NOT require a goods receipt/service entry sheet against it. It is normally issued for entry sheet against it. It is normally issued for a specified value to be used against incoming a specified value to be used against incoming invoices for a period of time. invoices for a period of time.

Invoices processed against a blanket purchase Invoices processed against a blanket purchase order will require a signature from the order will require a signature from the department to authorize payment.department to authorize payment.


New TermsNew Terms Goods Receipt Goods Receipt - a document that - a document that

acknowledges the receipt of a material acknowledges the receipt of a material from a supplier. from a supplier. It is another of three documents in the It is another of three documents in the three-way match that must be recognized three-way match that must be recognized in order for a vendor to be paid (along with in order for a vendor to be paid (along with purchase order and vendor’s invoice). purchase order and vendor’s invoice).

Service Entry SheetService Entry Sheet - a document that - a document that acknowledges the receipt of a service from acknowledges the receipt of a service from a supplier. a supplier. It is another of three documents in the It is another of three documents in the three-way match that must be recognized three-way match that must be recognized in order for a vendor to be paid (along with in order for a vendor to be paid (along with purchase order and vendor’s invoice). purchase order and vendor’s invoice).


New TermsNew Terms Invoice Invoice - A document (bill) prepared by the - A document (bill) prepared by the

seller for services or to inform the buyer of seller for services or to inform the buyer of the charge for product purchased and the charge for product purchased and shipped by the seller. It includes content, shipped by the seller. It includes content, price and quantity of goods.price and quantity of goods.

Invoice Verification (3-way Match) Invoice Verification (3-way Match) - Invoice - Invoice verification is the entry and checking of verification is the entry and checking of incoming vendor invoices. Vendor invoices incoming vendor invoices. Vendor invoices are compared with the purchase order and are compared with the purchase order and the goods receipt, and are checked for the goods receipt, and are checked for content, price, and quantity.content, price, and quantity.


New TermsNew Terms Open Items Open Items - Incomplete transactions, such - Incomplete transactions, such

as a vendor invoice which has not been as a vendor invoice which has not been paid. In order for an open item transaction paid. In order for an open item transaction to be considered complete, the transaction to be considered complete, the transaction must have been cleared.must have been cleared.

Clearing Clearing - A procedure where open items - A procedure where open items in an account are marked cleared. Most in an account are marked cleared. Most open items will be cleared through open items will be cleared through payment processing. The balance of open payment processing. The balance of open items can be matched manually and items can be matched manually and cleared. Open items can be cleared if debits cleared. Open items can be cleared if debits and credits balance to zero.and credits balance to zero.


New TermsNew Terms GR/IR Clearing AccountGR/IR Clearing Account - The GR/IR account - The GR/IR account

is a general ledger account that includes is a general ledger account that includes postings for goods received but not yet postings for goods received but not yet invoiced, and also postings for goods invoiced, and also postings for goods invoiced but not yet received.invoiced but not yet received.


AP Process AP Process Changes: Changes:

The Vendor master will be centrally The Vendor master will be centrally maintained by the auditors office.maintained by the auditors office.

Employee advances and reimbursements will Employee advances and reimbursements will defaultdefaultto HR address.to HR address.

Documents will be Parked as complete for non Documents will be Parked as complete for non PO processed invoices and posted but blocked PO processed invoices and posted but blocked for payment for PO processed invoices for payment for PO processed invoices regardless of where entered. regardless of where entered.

Invoices will be entered at source and parked Invoices will be entered at source and parked as complete or posted with a payment block as complete or posted with a payment block until the Accounts Payable auditors review for until the Accounts Payable auditors review for completeness, correctness, and posts or completeness, correctness, and posts or releases payment block to allow payment to releases payment block to allow payment to be made.be made.


Manages vendor invoices

Manages responsibility accounting

The “Top” book of financial records

Manages customer billing

Manages fixed assets and depreciation

Accounts Receivable

FIFI

Controlling

Accounts Payable

Asset Accounting

FIFI

COCO

FIFI

General Ledger

FIFI

Components of FI & COComponents of FI & CO


FI ModuleOther

Financial Modules

HR/MaterialsManagement

Modules

ACCOUNTSRECEIVABL

E

ACCOUNTS

PAYABLE

ASSETS FUNDS MANAGEMEN

T

CONTROLLING

GRANTSMANAGEMEN

T

What Goes WhereWhat Goes Where

PAYROLL

PURCHASING

INVENTORYMANAGEMEN

T


Master Records

20002000

19991999

19981998

What is Master Data?What is Master Data?G/L Accounts

Customer MasterVendor MasterBank MasterAsset MasterCost Centers

Internal Orders

Is shared across functional areasIs shared across functional areas

A “Template” for transactional dataA “Template” for transactional data


Company code data

General data

Vendor Name Vendor Address

Accounting info.Payment terms

Purchasing org. data

Purchasing data

Vendor Master RecordVendor Master Record


Vendor Contact Info

Vendor Address

-G/L reconciliation account

-Withholding tax

-Reference data

-Default data for tax reports

Accounting InfoVendor Master Record

-Record invoices

-Manage payables

-Create purchase orders

-Manage purchase orders

Accounting/Purchasing

Process

Vendor Master RecordVendor Master Record


6. Corrections are made to the invoice document or to the purchase order.

6. Corrections are made to the invoice document or to the purchase order.

7. Post the invoice document with a payment block to AP Audit for review.

7. Post the invoice document with a payment block to AP Audit for review.

8. Audit reviews the listing of blocked documents.

8. Audit reviews the listing of blocked documents.

9. Invoice is released and available for payment.

9. Invoice is released and available for payment.

10. Payment generated.10. Payment generated.

1. Obtain Goods/Services.1. Obtain Goods/Services.

2. Enter Invoice Document referencing the PO.

2. Enter Invoice Document referencing the PO.

3. 3-way match (invoice verification).

3. 3-way match (invoice verification).

5. Parked documents are reviewed with assistance of buyer and requisitioner.

5. Parked documents are reviewed with assistance of buyer and requisitioner.

(Control Point)

(Control Point) 4. Document is parked.

4. Document is parked.

Successful Match

Match Fails

Accounts Payable CycleAccounts Payable Cycle

(Invoices processed against a PO)(Invoices processed against a PO)


Process

Accounts Payable

The Accounts Payable (A/P) application component The Accounts Payable (A/P) application component records and manages accounting data for all vendors. records and manages accounting data for all vendors.

It is tightly integrated with the procurement, delivery It is tightly integrated with the procurement, delivery and processing of vendor invoices.and processing of vendor invoices.

For PO based billing, the transaction flow of a vendor For PO based billing, the transaction flow of a vendor relationship starts with the purchase requisition and relationship starts with the purchase requisition and purchase order, followed by goods receipt and purchase order, followed by goods receipt and subsequent invoice receipt, and ends with the subsequent invoice receipt, and ends with the payment of the vendor invoice.payment of the vendor invoice.

Accounts Payable -Accounts Payable -Business Process OverviewBusiness Process Overview


Purchase OrderPurchase OrderProcess Flow -Process Flow -Invoice Verification Invoice Verification

Purchase Order

Invoice Receipt (IR)

Goods Receipt (GR) 3-way

match:

• Purchase order• Goods receipt/

Service Entry Sheet• Invoice

Payment

Accounts Payable

Goods ReceiptGoods Receipt

Invoice ReceiptInvoice Receipt

?

(Control Point)

Invoice Verification process occurs within MIRO.


Purchase Order

Invoice Receipt (IR)

2-wayMatch

PAYMENTAccounts Payable

Purchasing Group

Invoice Payment: Invoice Payment: 2-Way Match2-Way Match

(For Blanket Purchase Orders)(For Blanket Purchase Orders)

Purchase OrderPurchase Order

Invoice ReceiptInvoice Receipt

?

Note: All 2-way match invoices require a physical signature on them prior to payment being made.


Process

Accounts Payable

When the invoice is entered against a vendor sub-When the invoice is entered against a vendor sub-ledger account, it has a corresponding impact in the ledger account, it has a corresponding impact in the general ledger. It is also matched against both the general ledger. It is also matched against both the purchase order and the goods receipt to confirm the purchase order and the goods receipt to confirm the quantity and value.quantity and value.

If the invoice is incorrect, it is parked pending If the invoice is incorrect, it is parked pending resolution of problem. If it matches the expected resolution of problem. If it matches the expected quantity and amount, it is posted with payment block quantity and amount, it is posted with payment block pending AP Audit review.pending AP Audit review.



Process

Accounts Payable

Balance lists, journals, balance audit trails, and other Balance lists, journals, balance audit trails, and other internal evaluations are available for documenting internal evaluations are available for documenting transactions in A/P.transactions in A/P.

Business transactions include entries such as general Business transactions include entries such as general ledger journals, customer invoices, and vendor ledger journals, customer invoices, and vendor payments. In A/P, the emphasis is on vendor payments. In A/P, the emphasis is on vendor transactions. Each transaction will create a document transactions. Each transaction will create a document with a unique number and will provide a complete with a unique number and will provide a complete audit trail. audit trail.



Definitions

Accounts Payable

A A documentdocument generally consists of a document header generally consists of a document header and at least two line items. While a document may and at least two line items. While a document may have multiple line items, it must have a balanced entry.have multiple line items, it must have a balanced entry.

The The document headerdocument header contains data that identifies a contains data that identifies a document and applies to the entire document. For document and applies to the entire document. For example, vendor, document date, document type, example, vendor, document date, document type, document number, company code, posting date, document number, company code, posting date, period, etc.period, etc.



Definitions

Accounts Payable

The line items generally include an amount, an The line items generally include an amount, an account number, credit or debit assignment, and account number, credit or debit assignment, and additional details specific to the transaction being additional details specific to the transaction being posted.posted.

There are two types of documents:There are two types of documents:Original documentsOriginal documents – for example, receipts, invoices, – for example, receipts, invoices, checks, bank statements.checks, bank statements.Processing documentsProcessing documents – accounting documents, sample – accounting documents, sample documents, recurring entry documents, which are documents, recurring entry documents, which are primarily used to simplify document entry.primarily used to simplify document entry.



Document TypesDocument TypesA document type represents a key that is used to classify accounting documents and distinguishes between business transactions to be posted. The document type is entered in the document header and applies to the whole document.

(Customer View)


Definitions

Accounts Payable

Document types help manage accounting documents Document types help manage accounting documents and are located on the header portion of every and are located on the header portion of every document.document.

The document type is used to distinguish between The document type is used to distinguish between different business transactions and to control different business transactions and to control document number assignment.document number assignment.

Some transactions will automatically default to a Some transactions will automatically default to a document type. For other transactions, you will be document type. For other transactions, you will be required to enter a document type.required to enter a document type.

Document TypesDocument Types


AP/AR Document Types/RangesAP/AR Document Types/RangesDescription Doc

TypeStart Doc #

RangeEnd Doc #

RangeAsset posting AA 0100000000 0199999999

Customer document reversal DA 0700000000 0799999999

Customer credit memo DG 1600000000 1699999999

Customer invoice DR 1800000000 1899999999

Vendor document reversal KA 800000000 899999999

Vendor credit memo KG 1700000000 1799999999

Vendor invoice KR 1900000000 1999999999

Vendor payment (Payment through F-58)

KZ 1500000000 1599999999

Invoice - gross RE 5100000000 5199999999

Goods receipt WE 5000000000 5099999999

Recurring Customer Invoice ZI 2100000000 2199999999

Recurring Vendor Invoice ZL 2600000000 2699999999

Payment Posting ZP 2000000000 2099999999


Acme Brick39 Second St.Fort Worth, TX 76102

ABC Corporation Invoice # 9567 672 Lancaster Ave. Dallas, TX 19010 05/03/04

Concerning your purchase order 45000895 of04/06/04, we delivered the following goods:

VGE-raw 1 10,000 pcs. $ 2,500VGE-sem 1 300 lbs. $ 1,500

_________

$ 4,000plus 8.75% TAX $ 560

_________

$ 4,560_ _

Payable within a period of 20 days from date of invoice.2% cash discount for payment within 10 days.Account no. 11223344 Nord Lb (code 300 210 55).

Acme Brick39 Second St.Fort Worth, TX 76102

ABC Corporation Invoice # 9567 672 Lancaster Ave. Dallas, TX 19010 05/03/04

Concerning your purchase order 45000895 of04/06/04, we delivered the following goods:

VGE-raw 1 10,000 pcs. $ 2,500VGE-sem 1 300 lbs. $ 1,500

_________

$ 4,000plus 8.75% TAX $ 560

_________

$ 4,560_ _

Payable within a period of 20 days from date of invoice.2% cash discount for payment within 10 days.Account no. 11223344 Nord Lb (code 300 210 55).

AW

Purchase orderPurchase orderPurchase orderPurchase order

Invoice itemsInvoice itemsInvoice itemsInvoice items

MaterialMaterialMaterialMaterial

Unit of measureUnit of measureUnit of measureUnit of measure

Terms of paymentTerms of paymentTerms of paymentTerms of payment

Amount per itemAmount per itemAmount per itemAmount per item

Tax amountTax amountTax amountTax amount

Invoiced amountInvoiced amountInvoiced amountInvoiced amount

Tax rateTax rateTax rateTax rate

Bank dataBank dataBank dataBank data

VendorVendorVendorVendor

You will enter some invoice data, while other information is copied from the purchase order, purchase order history, and tax configuration.

You will enter some invoice data, while other information is copied from the purchase order, purchase order history, and tax configuration.

QuantitiesQuantitiesQuantitiesQuantities

Document dateDocument dateDocument dateDocument date

ReferenceReference(Invoice Number)(Invoice Number)ReferenceReference(Invoice Number)(Invoice Number)

Vendor Invoice InformationVendor Invoice Information


When invoices have been received from a vendor When invoices have been received from a vendor referencing a Purchase Order number, those referencing a Purchase Order number, those invoices are to be entered against that Purchase invoices are to be entered against that Purchase Order.Order.

A 3-way match between the Purchase Order values A 3-way match between the Purchase Order values and quantities and the Goods Receipt quantities is and quantities and the Goods Receipt quantities is made with the invoice quantities/values. made with the invoice quantities/values.

Invoice ProcessingInvoice Processing


Documents are to be completed (posted) within a Documents are to be completed (posted) within a reasonable time frame to ensure that the vendor reasonable time frame to ensure that the vendor account activity is accurately maintained. account activity is accurately maintained.

When credit memos are received referencing a When credit memos are received referencing a Purchase Order, the same 3-way-match procedure Purchase Order, the same 3-way-match procedure is followed. However the match is between the is followed. However the match is between the Purchase Order and the quantities/values invoiced Purchase Order and the quantities/values invoiced to date with those on the credit Memo. to date with those on the credit Memo.

Invoice Processing (cont)Invoice Processing (cont)


Park incomplete invoice/credit memo

Complete parked

document

Post parked documents

(individually or in mass) to

make available for payment

processing and hit the GL

Accounting personnel

Accounting personnel

Accounts Payable

Manager or Auditor

Process to Park & PostProcess to Park & PostPark as

Complete for review

and FM posting

Control Point


Document Document ParkingParking

You can use document parking to enter and store You can use document parking to enter and store (park) incomplete documents in the SAP System (park) incomplete documents in the SAP System without carrying out extensive entry checks. without carrying out extensive entry checks.

Parked documents can be completed, checked, and Parked documents can be completed, checked, and then posted at a later date. Parked documents then posted at a later date. Parked documents receive a document number. When documents are receive a document number. When documents are parked, data is not updated. parked, data is not updated.


Document Parking Document Parking (cont.)(cont.)

You can display parked documents in the document You can display parked documents in the document journal or in the line item display.journal or in the line item display.

Data in parked documents is deleted when posted. Data in parked documents is deleted when posted. When documents are posted to an account, the When documents are posted to an account, the system automatically updates the account balance. system automatically updates the account balance.


Document Parking Document Parking (cont.)(cont.) Save (Park) as completedSave (Park) as completed – After entering the – After entering the

document you can Save as completed. SAP will document you can Save as completed. SAP will make sure all of the appropriate fields are filled in make sure all of the appropriate fields are filled in and that the document can be posted but the and that the document can be posted but the document will still be parked. document will still be parked.

The difference between Parking only and Save as The difference between Parking only and Save as complete is Save as complete will hit funds complete is Save as complete will hit funds managementmanagement(only posting will update the G/L).(only posting will update the G/L).

Only when the parked document is posted will a Only when the parked document is posted will a financial document be created. Audit will review financial document be created. Audit will review and post documents making the document and post documents making the document available for payment.available for payment.


Document Parking Document Parking (F-63/F-66)(F-63/F-66)

TransactionTransaction F-63 F-63 is used to park or save as is used to park or save as complete a Vendor Invoice. complete a Vendor Invoice.

F-66F-66 is used to park or save as complete a Vendor is used to park or save as complete a Vendor Credit Memo.Credit Memo.

F-63 and F-66 will only be used to process invoices for assets not purchased on a purchase order.

F-63 and F-66 will only be used to process invoices for assets not purchased on a purchase order.


Releasing Blocked Documents Releasing Blocked Documents (MRBR) (MRBR)

Blocked

Vendor

Document

Review

Approval

Release for payment

OK

All invoices that meet the 3-way-match are automatically All invoices that meet the 3-way-match are automatically blocked for payment when posting is complete. The entry clerk blocked for payment when posting is complete. The entry clerk manually blocks all credit memos. manually blocks all credit memos.

This is done so that Audit can review documents prior to This is done so that Audit can review documents prior to payment to vendors. payment to vendors.

Audit will review and either release or request corrections of the Audit will review and either release or request corrections of the documents so that invoices for each vendor are accurately documents so that invoices for each vendor are accurately maintained. maintained.


Document Document PostingPosting

Posting creates a document and saves the data. Posting creates a document and saves the data. Before saving the data, the SAP System performs Before saving the data, the SAP System performs consistency checks. If an error occurs, the data is consistency checks. If an error occurs, the data is not saved, but displayed for correction.not saved, but displayed for correction.

To post a document, the debits and credits must To post a document, the debits and credits must balance to zero. This updates the account balances. balance to zero. This updates the account balances.

Open items are incomplete transactions.Open items are incomplete transactions.

In order for an open item transaction to be In order for an open item transaction to be considered complete, the transaction must have considered complete, the transaction must have been cleared. A transaction is considered cleared been cleared. A transaction is considered cleared when an offset value is posted to an item or group when an offset value is posted to an item or group of items, so that the resulting balance of the items of items, so that the resulting balance of the items is zero.is zero.


Invoice(relating to purchaseorder) PostPost

AXX

BXX

Purch. order history

Goods receipts Invoices

Doc. No. 5105600xxx

Vendor 100 -GR/IR 100 +

When an invoice is posted, an accounting document is created. Appropriate transactions are posted to the general ledger.

When an invoice is posted, an accounting document is created. Appropriate transactions are posted to the general ledger.

The material master record and purchase order history are updated when the invoice is posted.

The material master record and purchase order history are updated when the invoice is posted.

Material Master Record

Moving average priceValue

Posting an InvoicePosting an Invoice


Activate or deactivate line items.


Total balance should be zero.


F-30 allows you to select two or more accounts, then select debit and credit amounts across these accounts for clearing against each other.

F-30 allows you to select two or more accounts, then select debit and credit amounts across these accounts for clearing against each other.

Most open items will be cleared through payment processing. The balance of open items can be matched manually and cleared.

Most open items will be cleared through payment processing. The balance of open items can be matched manually and cleared.

Post and Clear Vendor AccountPost and Clear Vendor Account (F-30)(F-30)






F-44 differs from posting with clearing in that you can only clear open items from one account and you do not need to enter a document header.

F-44 differs from posting with clearing in that you can only clear open items from one account and you do not need to enter a document header.

Clear Vendor Account (F-44)Clear Vendor Account (F-44)


Transaction MR11MR11 is used to review and maintain variances in the GR/IR (Goods Receipt/Invoice Receipt) clearing account in order to keep balances in the account at a reasonable level.

You select items and then post to make an offsetting entry to clear that GR/IR account.

GR/IR Clearing AccountGR/IR Clearing Account


Invoice documents in Invoice Verification are either invoices or credit memos. These documents can be cancelled using MR8MMR8M.

For invoice cancellation, the system automatically creates a credit memo.

For credit memo cancellation, the system automatically creates an invoice.

Cancel LIV Invoice Document Cancel LIV Invoice Document (MR8M(MR8M))


An invoice document can only be cancelled if:► It was posted in Logistics Invoice Verification. ► It has not already been cancelled. ► It is not a cancellation document for another document.

To do a cancellation of a LIV document, you need to have reviewed the document and the related Purchase Order to determine that canceling is the correct action to take in the situation.

Cancel LIV Invoice Document Cancel LIV Invoice Document (cont(cont))


You can reverse an incorrect document that has been entered. Transaction FB08 FB08 is used to restore items that were cleared that should not have been.

It also effects a change in the related accounts. When a document is reversed the system automatically generates reversing entries for each item that is posted incorrectly.

Reverse a Document Reverse a Document (FB08)(FB08)

Credit

Debit


To reverse a document : It must contain no cleared itemsIt must contain no cleared items It must contain only vendor, customer, or G/L It must contain only vendor, customer, or G/L

line itemsline items It must contain only valid values, such as It must contain only valid values, such as

business areas, cost centers, and tax codesbusiness areas, cost centers, and tax codes

Reverse a Document Reverse a Document (FB08)(FB08)

Credit

Debit


You can reset cleared items that should not have been cleared.

This process can be used to reset credit memos that were incorrectly cleared against an invoice.

When resetting clearing postings, the clearing data is removed from the line items and any reversal data is removed from the document header.

Payment history and credit limit will be corrected when needed after resetting cleared items.

Reset Cleared Items Reset Cleared Items (FBRA)(FBRA)


Change Document Change Document (FB02)(FB02)FB02 allows you to adjust changeable fields in a posted AP or AR document.

FB02 allows you to adjust changeable fields in a posted AP or AR document.

Click the withholding tax button to change withholding tax data at the document level.

Click the withholding tax button to change withholding tax data at the document level.


Vendormaster record

Invoice document

Onlineparameters

General data

Name

Address

Control

Vendor number

Payment terms

Payment method

Payment block

Dollar Amount

Payment Method Supplement

Payment due

Selected Vendors to be paid

Selected company codes

Next payment date

Information used by the Payment ProgramInformation used by the Payment Program

Payment Processing Payment Processing (F110)(F110)


Edit process

ProposalProposaldatadata

ProposalProposallistlist

ExceptionsExceptionslistlist

ProposProposalal

loglog

Payment Proposal OutputsPayment Proposal Outputs

Payment Processing Payment Processing (cont)(cont)


11

22

33

44

Enter the payment program on-line Enter the payment program on-line parameters:parameters:Who is to be paid? When?Who is to be paid? When?

Run date, run ID, payment method, posting date, Run date, run ID, payment method, posting date, company, vendor accounts, next posting date, must company, vendor accounts, next posting date, must be entered be entered Schedule Payment Proposal run:Schedule Payment Proposal run:

Proposes items that are ready for payment and Proposes items that are ready for payment and allows optional edit to change or block allows optional edit to change or block payment proposalspayment proposals

Schedule Payment run to Schedule Payment run to update FI:update FI:

Generates payment for proposed Generates payment for proposed itemsitems

Schedule Print run:Schedule Print run: Payment media is Payment media is

produced and sent to produced and sent to vendorvendor



Online paramete

rs

Online paramete

rs

Edit Proposa

l

Edit Proposa

l

Payment advice

Payment summary

Basic paramete

rs

Basic paramete

rs

Bank transfer

Proposal RunProposal Run

Payment RunPayment Run

Print RunPrint Run

Check

VendorVendorMasterMaster

InvoiceInvoiceDoc.Doc.

AutomaticAutomatic Payment Payment

Run Program Run Program F110F110



Post Payments with Printout Post Payments with Printout (F-58)(F-58)

F-58 allows you to print checks without running the payment program or the print program.

You can post the payment and print the associated check. This may be used to print checks outside the normal payment run.

F-58 allows you to print checks without running the payment program or the print program.

You can post the payment and print the associated check. This may be used to print checks outside the normal payment run.

Use only the standard tab.

Use only the standard tab.

Select invoices for payment by double-clicking on the document line or use activate / deactivate buttons.

“Not assigned” amount should equal zero before posting.

Select invoices for payment by double-clicking on the document line or use activate / deactivate buttons.

“Not assigned” amount should equal zero before posting.


Check InfoCheck Info

Aside from basic check information, Aside from basic check information, the system also provides the the system also provides the following:following:Check recipientCheck recipient

Check issuerCheck issuer

Link to accompanying documentsLink to accompanying documents

Link to the payment documentLink to the payment document


Click the Accompanying docs button to view associated invoice and payment document (FBL1N).


FCH1 is used to display check information including check recipient, check issuer, payment documents and any accompanying documents.

FCH1 is used to display check information including check recipient, check issuer, payment documents and any accompanying documents.

Click the Payment document button to view the payment document (FB03).


Click the Check recipient button to view vendor name, city and state.


Display Check Information Display Check Information (FCH1)(FCH1)




FCH2 is used to display check information by entering the payment document number.

FCH2 is used to display check information by entering the payment document number.





Display Check Information Via Payment DocDisplay Check Information Via Payment Doc (FCH2)(FCH2)


Reverse/Cancel/Reverse/Cancel/Reprint CheckReprint Check

DamagedDamaged(issued)(issued)

Lost or stolenLost or stolen

If the check is:If the check is:

IncorrectIncorrectReverse/Cancel Check PaymentFCH8

Void & Reprint CheckFCH7


Double-click on a line to see more information.

Double-click on a line to see more information.

FCHN gives a complete overview of check information.FCHN gives a complete overview of check information.

Display Check Register Display Check Register (FCHN)(FCHN)


Process Triggers and Process Triggers and OutputsOutputs

Process Trigger Output

Park incoming invoices (F-63)

Invoice is received with complete information and entered into SAP.

Parked invoice save as complete

Park incoming credit memos (F-66)

A credit memo from vendor for overcharge or damaged goods are received and entered.

Parked credit memo save as complete

Post parked documents (FBV0)

Desire to post a parked document. Document posted

Process blocked invoices (MRBR)

Invoices have been blocked in Logistics Invoice Verification and need to be released to enable payment.

Invoice items are released for payment

Post/clear debits and credits across multiple vendor accounts (F-30)

You wish to select a group of two or more accounts and select debit and credit amounts across these accounts for clearing against each other.

Entries are cleared across multiple vendor accounts

Clear items within one vendor account (F-44)

You wish to select debit and credit amounts for clearing against each other within a single account.

Entries are cleared within a single account




Maintain GR/IR clearing account (MR11/MR11SHOW)

Need to reconcile items in the GR/IR account.

Reconciled items in the GR/IR account.

Cancel LIV Invoice Document (MR8M)

An incorrect posted document needs to be canceled to enable the correct document to be posted against the Purchase Order items.

Canceled invoice document

Reset cleared items (FBRA)

You wish to reset cleared items that should not have been cleared.

When resetting clearing postings, the clearing data is removed from the line items and any reversal data is removed from the document header.

Reverse a document (FB08)

You wish to reverse an incorrect document that has been entered.

Document is reversed.




Mass Reversal of Documents (F.80)

Need to reverse several documents. Selected documents are reversed.

Make changes to an accounts payable document (FB02)

Need to change fields in an accounts payable document.

Changed fields.

Process manual payments with printout (F-58)

Need Need to print a check without running the payment program.

Printed check.

Perform payment processing (F110)

Vendor payments need to be made. Checks generated.

Edit/display payment proposals (FBZ0)

Need to display/edit a payment proposal.

Edited payment proposal.

Display payment runs (FBZ8)

Need to display a payment run. Displayed payment run.




Display/change check information (FCH1/ FCH6)

Need to display or change check information.

Displayed or changed check information.

Display check payment documents (FCH2)

Need to display check information for a specific payment document.

DDisplayed check payment documents.

Reprint checks (FCH7)

A check is missing or is rendered unusable.

Reprinted check.

Void Issue Check (FCH9)

Need to void checks after they have been printed.

Voided checks.

Reverse check payments (FCH8)

Need to void a check and cancel the payment document for that check.

Voided check and canceled payment document.




Delete payment run check information (FCHD)

Need to delete the check information for a payment print run that failed before completion.

Deleted check information.

Display a complete check register (FCHN)

Need to display complete check register.

Check listing.

Delete manual/voided checks (FCHF/ FCHE)

Need to delete the void information stored for checks voided by mistake.

Deleted void information.

Creating/deleting extract files (FCHX/ FCHG)

Need for list that can then be used to check for errors in incoming checks for payment.

Extracted checklist.


SummarySummary

You should now be able to:You should now be able to:

Describe new SAP Accounts Payable terms Describe new SAP Accounts Payable terms Give an overview of the AP process and Give an overview of the AP process and

invoice processinginvoice processing Describe the following processes:Describe the following processes:

► Parking vendor invoices/credit memosParking vendor invoices/credit memos► Releasing Blocked DocumentsReleasing Blocked Documents► Invoice processingInvoice processing► Good receipt/invoice receipt account Good receipt/invoice receipt account

maintenancemaintenance► Cancel invoice documentsCancel invoice documents► Document processingDocument processing► Payment processingPayment processing► Check processingCheck processing


Accessing Training MaterialsAccessing Training Materials All TITAN training materials for Phase II are stored on the All TITAN training materials for Phase II are stored on the

Tarrant County websiteTarrant County website This website is accessed through your Internet Explorer from This website is accessed through your Internet Explorer from

any computer that has internet access; you do not have to be any computer that has internet access; you do not have to be on the Tarrant County network. The URL for direct link to the on the Tarrant County network. The URL for direct link to the Training Materials website is:Training Materials website is:

http://www.tarrantcounty.com/titan/lib/titan/training/index.asphttp://www.tarrantcounty.com/titan/lib/titan/training/index.asp

Set up this website as a favorite in your web browser for quick Set up this website as a favorite in your web browser for quick future accessfuture access

Enter the URL above in the addressEnter the URL above in the address field in your browserfield in your browser When you reach the website, go toWhen you reach the website, go to Favorites>Add to FavoritesFavorites>Add to Favorites in the in the Browser menuBrowser menu A pop-up window will be displayed withA pop-up window will be displayed with a default name for the site. Click OK.a default name for the site. Click OK. To access this site in the future, justTo access this site in the future, just click on the Favorites item in the menuclick on the Favorites item in the menu and highlight the name for the website.and highlight the name for the website. You will go directly to the website. You will go directly to the website.

http://www.tarrantcounty.com/titan/lib/titan/training/index.asp


Accessing Training Materials Accessing Training Materials (cont’d)(cont’d)

Review the instruction page to see how to use the websiteReview the instruction page to see how to use the website

Click on the Click on the CoursewareCourseware link at the top of the Instruction page link at the top of the Instruction page

A A Listing of CoursesListing of Courses will be displayed will be displayed

Click on the Click on the Course TitleCourse Title to see a general description of the to see a general description of the content of the coursecontent of the course

oror

Click on one of the buttons beside the Course Title to go directly Click on one of the buttons beside the Course Title to go directly to either the to either the Overview, Quick Reference Cards, Overview, Quick Reference Cards, oror Tutorials Tutorials

These training materials will be available for your use and These training materials will be available for your use and reference at any timereference at any time


Running TutorialsRunning Tutorials An additional learning tool is being provided with the Phase II SAP An additional learning tool is being provided with the Phase II SAP

implementation -- implementation -- TutorialsTutorials Tutorials are simulations of the SAP system that take you through a Tutorials are simulations of the SAP system that take you through a

transaction step-by-step in a mock SAP environment. transaction step-by-step in a mock SAP environment. These can be viewed in two ways:These can be viewed in two ways:

► As a movie that takes you through the transaction in a demonstration, As a movie that takes you through the transaction in a demonstration, oror

► As an interactive, hands-on practice session that stops on each screen As an interactive, hands-on practice session that stops on each screen and directs you to make entries in fields or take actions per instructions and directs you to make entries in fields or take actions per instructions provided by the provided by the wizardwizard and in the and in the bubblesbubbles

Tutorials are provided with each course in the Finance and Tutorials are provided with each course in the Finance and Purchasing trainingPurchasing training

A list of the tutorials is provided at the end of each course.A list of the tutorials is provided at the end of each course. Go to the Training Materials website to access and run these Go to the Training Materials website to access and run these

tutorials. Detailed instructions are provided on the websitetutorials. Detailed instructions are provided on the website

Happy Tutoring!!


Training SandboxTraining Sandbox

An SAP environment An SAP environment (Training Sandbox)(Training Sandbox) where you can practice where you can practice your skills in a real instance of SAP will be available after June 18your skills in a real instance of SAP will be available after June 18

The sandbox can be accessed through the standard logon The sandbox can be accessed through the standard logon process discussed in Lesson 2 of the SAP Basic Navigation courseprocess discussed in Lesson 2 of the SAP Basic Navigation course

The only differences are:The only differences are: Highlight the Training environment on the Logon padHighlight the Training environment on the Logon pad Enter Enter 520520 in the Client field in the Client field Click logonClick logon Enter the same User Id and Password you are assigned for Enter the same User Id and Password you are assigned for

ProductionProduction

Feel free to practice any of the tasks in the basic navigation course Feel free to practice any of the tasks in the basic navigation course and any of the transactions included in other courses you take. and any of the transactions included in other courses you take. Use the Use the Quick Reference CardsQuick Reference Cards to walk you through the to walk you through the transactions.transactions.


Additional HelpAdditional Help

1

2

3

Review the on-line help in SAP

Ask your peers or super user for assistance.

Review your training materials and notes.


Tarrant County HelpTarrant County HelpProblems with running tutorials?Problems with running tutorials?

Training Mailbox –Training Mailbox – [email protected]@tarrantcounty.com

After utilizing the various methods of help on After utilizing the various methods of help on the previous page, if you still have questions the previous page, if you still have questions or problems or problems

oror

If you have problems at any time with If you have problems at any time with accessing SAP, printing, computer or network accessing SAP, printing, computer or network problems, etc.problems, etc.

Contact the Tarrant County IT Help Desk Contact the Tarrant County IT Help Desk at at 817-884- 817-884-35073507

mailto:[email protected]


CONGRATULATIONS! You have completed the course review.

Now you are ready to view the SAP Tutorials and use the Quick Reference Cards for the related transactions.

Tutorials for this course include:

• Perform payment processing (F110)Perform payment processing (F110)

• Post Outgoing Payment (F-58) Post Outgoing Payment (F-58)

• Display Check Register (FCHN)Display Check Register (FCHN)

Advanced AP ProcessingAdvanced AP Processing

sap accounts payable ap003

Documents

document type

document parking

document date

document number

invoice processing pg

reference document

vendor account

invoice processing f