158_ERP607_BPD_EN_IN.pdf

EHP7 for SAP ERP 6.0April 2014English

Accounts Payable (158)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices Accounts Payable (158): BPD

Copyright

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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

External Process

Business Process Alternative/Decision Choice

Typographic Conventions

Type Style Description

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

Example text Emphasized words or phrases in body text, titles of graphics and tables.EXAMPLE TEXT Names of elements in the system. These include report names,

program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.

Example text Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools.

EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the ENTER key.

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

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

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Contents

1 Purpose.................................................................................................................................. 52 Prerequisites.......................................................................................................................... 5

2.1 Master Data..................................................................................................................... 52.2 Roles............................................................................................................................... 5

3 Process Overview Table.........................................................................................................64 Process Steps........................................................................................................................ 8

4.1 Creating a Vendor Master Record...................................................................................84.2 Down Payment Request..................................................................................................84.3 Posting Down Payment Using the Payment Program.....................................................94.4 Posting Vendor Invoices................................................................................................124.5 Down Payment Clearing................................................................................................134.6 Entering Vendor Credit Memo with Reference to Invoice..............................................144.7 Reviewing and Releasing Blocked Invoices..................................................................164.8 Selecting Invoices to be Paid (Proposal run).................................................................174.9 Reviewing and Blocking Invoices for Payment as Needed............................................194.10 Posting Manual Outgoing Payment...........................................................................194.11 Manual Bank Statement Processing..........................................................................21

5 Appendix.............................................................................................................................. 215.1 Reversal of Process Steps............................................................................................215.2 Used Forms...................................................................................................................22

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Accounts Payable

1 PurposeThis scope item deals with posting accounting data for vendors in Accounts Payable. Fromthere, the data is sorted by vendor and made available to other areas such as the purchasingsystem. When you post data in Accounts Payable, the system creates a document and passesthe data entered to the general ledger. General ledger accounts and vendor accounts are thenupdated according to the transaction concerning vendor payment activities (payable, downpayment, credit memo, and so on). All business transactions are posted to and managed withaccounts and, for this, vendor master records are created. Business Process Accounts Payable focuses on the following activities:

Down payment request Post down payments using the payment program Post vendor invoice Down payment clearing Enter vendor credit memo Review and Release Blocked Invoices Select invoices to be Paid Review and block invoices for payment as needed Post payment using the payment program

Manual payment Manual bank statement processing Display of posted documents

2 Prerequisites2.1 Master DataYou have entered the master data required to go through the procedures of this scope item. Ensure that the following scope item-specific master data exists before you test this scope item:

Service AreaMaster Data Value Selection Comment

Cost Center * All Select all cost centers

Material Master * Material type DIEN, SEMI, HAWA

Select all materials that belong to this material type

Manufacturing Area / Trading AreaMaster Data Value Selection Comment

Cost Center * All Select all cost centers

Material Master * Material type FERT, HAWA

Select all materials that belong to this material type

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

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

Details Business Role Activity Transaction

Employee (Professional User)

SAP_NBPR_EMPLOYEE_S Assignment of this role is necessary for basic functionality.

Accounts Payable Accountant

SAP_NBPR_AP_CLERK_S F-47

FB60

F-54

FB65

MRBR

FBL1H (only with HANA)

F110

F-53

3 Process Overview TableProcess step

External process reference

Business condition

Business role

Trans-action code

Expected results

Creating a vendor Master record

Create Vendor Master (155.14)

See (155.14) scope item

See (155.14)scope item

See (155.14)scope item

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

Down Payment Request

These noted itemsare required to enable the systemto post the down payments to your vendor automatically using the paymentprogram.


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

Posting Down Payment

Down payments to vendors can be posted


F110 The document is posting the bank account in

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Process step


Business condition

Business role

Trans-action code

Expected results

Using the Payment Program

automatically using the paymentprogram

credit and the payable account in debitwith the deviating reconciliation account (down payments)

Post VendorInvoices

Invoice contains necessary approval signatureand G/L account assignment


FB60 Accounting invoice document posted to allow payment to vendor.

Down Payment Clearing

To clear the down payment with the invoice so that, in a later payment run, only the opendifference remainsto be paid.


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

Enter Vendor Credit Memo with reference toinvoice

Credit Memo contains necessary approval signatureand G/L account assignment


FB65 Accounting document is posted to allow credit to vendor

Review and Release Blocked Invoices

This activity reviews and releases blocked invoices


MRBR The invoice(s) are released forpayment.

Vendor Open Items

This activity reviews all open invoices

FBL1H (only with HANA)

Open and clear invoices

Select Invoices to be Paid

Select the invoices to be paid.


F110 Vendor open items selected for payment.

Review and Block Invoices for Payment as needed

Review and block invoices for payment.


F110 Unneeded vendor open items blocked for payment.

Post Payments Using the Payment Program

Make the paymentto Vendor of the amount due


F110 The difference between the down payment (if any), the credit note (If any) and the

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Process step


Business condition

Business role

Trans-action code

Expected results

invoice is now posted automatically by the payment program

Post ManualOutgoing payment


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

Manual Bank Statement Processing

Cash Management (160)

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

see Cash Management(160) scope item

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

4 Process Steps4.1 Creating a Vendor Master Record UseIn this activity, you create a vendor master.

Procedure

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

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

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

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Accounting Financial Accounting Accounts Payable

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Document Entry Down Payment Request

Transaction code F-47

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

Business role Accounts Payable Accountant (SAP_NBPR_AP_CLERK_S)

Business role menu Accounts Payable Posting Payments Vendor Down Payment Request

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

Field name Description User action and values Comment

Document Date

* for example, todays date 1

Type * (vendor payment doc.type)

for example,

Company Code

1000

Posting Date * for example, todays date -1

Currency INRReference optional

Account * Vendor account for example, 310000

Trg.sp.G/L ind.

A Enter the appropriate special G/L indicator.

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


Amount * for example, 1000

Due On * for example, todays date -1

Pmt Method C Payment methodAssignment for example, PRFRMA-07-

08/254 Example

Text Being advance payment request made

Example

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

6. Make a note of the document number.

7. Choose Back to return to the SAP Easy Access screen (SAP GUI)OrChoose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

Result

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

4.3 Posting Down Payment Using the Payment ProgramUseDown payments to vendors can be posted automatically using the payment program.

Prerequisites Down Payments have to be posted.



SAP ECC menu Accounting Financial Accounting Accounts Payable Periodic Processing Payments

Transaction code F110



Business role menu Accounts Payable Posting Payments Automatic Payment

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


Run Date * for example, todays day

Identification * identifying information

3. Choose Enter.4. Choose Parameter.5. On the Automatic Payment Transactions: Parameters screen, make the following entries:


Posting Date * for example, todays day

Docs Entered Up To

* for example, todays day

Company Codes

1000

Pmt meths Payment Methods * select the payment method you want to post (for example, )

Next p/date Next Payment Run Date

* Specify the Next Payment run date

Vendor * For example, Vendor - 310000

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If you want to select specific vendors, you can choose Multiple Selection and enter an additional single value or range of vendors.

6. Choose the Additional Log tab and make following entries:


Due date check

select indicator

Pmnt methodselection if not successful

select indicator

Line items of the payment documents

select indicator

Vendor * E.g. Vendor - 310000

This is an additional step and is optional.7. Choose Save Parameters (Ctrl+S).8. Choose Status.9. Choose Proposal (Shift+F1).10. On the Schedule Proposal screen, make the following entries:


Start Date * for example, todays day

Start immediately

select indicator

11. Choose Schedule (Enter). The message Proposal run has been scheduled appears.12. Choose Status (Shift+F2) more than once to update the status of the Payment Proposal.13. As soon as the proposal has been created, it is shown on the Automatic Payment

Transactions: Status screen.

To maintain or display the payment proposal, choose Edit Proposal (Shift+F4) or Display Proposal (Shift+F9) and confirm the following screen (selection of accounting clerks) by choosing Continue (Shift+F1).Choose Back (F3) to come to the Initial screen.

14. Choose Payment Run (Schedule Payment run (F7)). 15. On the Schedule Payment screen, make the following entries:



Start immediately

select indicator

16. Choose Schedule (Enter). The message Payment run has been scheduled displays.17. Choose Status (Shift+F2) more than once to update the status of the Payment Run under

the status tab.

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To show the result of the payment run, the document number of the posted document has to be determined. Choose Edit Payments Payment List, andconfirm the following screen by choosing Continue (Enter).

In the displayed list, from the Payment column, pick the document number of thepayment document.

To display the document, use transaction FB03.18. Choose Back to return to the SAP Easy Access screen (SAP GUI)

OrChoose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

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

4.4 Posting Vendor InvoicesUseYou receive the invoice from the vendor and post it in the system. Vendor Invoices for material are posted in the materials module; refer document for this. You can also post invoices in FI for other than materials, for example, expenses, as explained below. Note: Most vendor invoices are posted with logistics. Such invoices need to be posted for material with purchasing.



SAP ECC menu Accounting Financial Accounting Accounts Payable Document Entry Invoice

Transaction code FB60



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

2. If the Company Code dialog box displays, enter company code 1000.3. On the Enter Vendor Invoice screen, make the following entries:


Vendor * Refer to Master Data for example, 310000

Invoice date * for example, todays date

Reference (*) optional


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Currency INR INR

4. Choose the Payment tab. 5. On the Enter Vendor Invoice / Payment screen, enter the following data:


G/L acc * for example, 46986600, Cost Audit Fee

D/C Debit

Amount in doc. curr.

Amount in Document Currency

* Gross amount; for example, 6200

Cost Center * For example, enter Cost Center No - 1101

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

6. Enter the following data for the second line item:


G/L Account * 46986600

D/C Debit Debit


* for example, 5700

Cost Center * for example, Enter Cost Center No - 1201

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


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

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



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

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Business role menu Accounts Payable Posting Document Processing

2. Only SAP NetWeaver Business Client (SAP NWBC): Choose the All Vendor Line Items Open tab.

3. Only SAP NetWeaver Business Client (SAP NWBC): Select the first row of the required business partner and choose Clear Vendor Down Payments.

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


Document Date

* for example, todays date

Company Code

1000 company code 1000

Currency/Rate Currency INR currency INR for example

Account * Vendor account you want to clear

Relevant Invoice

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

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

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

7. Double-click the line item highlighted in the color blue. Enter a text, for example, Down payment clearing.

8. Choose Post (Ctrl+S).

9. Choose Back to return to the SAP Easy Access screen (SAP GUI).OrChoose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

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

4.6 Entering Vendor Credit Memo with Reference to Invoice

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

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

Transaction code FB65



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

3. Enter the following data unless it is already defaulted by the system and choose Enter.


Company Code

1000

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


Vendor * 310000

Document date



Reference (*) optional


Currency INR INRCalculate tax X

Item data:


G/L acct G/L Account * for example, 46986600

D/C Credit Credit


Amount in Document Currency

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

Cost center * for example, 1101

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


Invoice Reference

(*) If an invoice referenceexists

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

6. Choose Post (Ctrl+S).


ResultThe credit memo is posted.

4.7 Reviewing and Releasing Blocked InvoicesUseThis activity reviews and releases blocked invoices.



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

Transaction code MRBR



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

2. On the Release Blocked Invoices screen, make the following entries and choose Execute:


Company Code

1000

Invoice Document

Choose Multiple selection to delete selection row and choose Copy.

Fiscal Year Choose Multiple selection to delete selection row and choose Copy.

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

3. Choose Save.

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If the invoice is not authorized, resolve any issues, and then rerun this transaction. Otherwise, go to the next step.


ResultThe invoice(s) are released for payment.

With a system based on the HDB database type, you have the option to call the following transaction by directly entering the transaction code in the command field.

Option 3: For HANA:

SAP Menu n/a

Transaction Code FBL1H (Vendor Line Item Browser)

1. Only SAP NetWeaver Business Client (SAP NWBC): On the Vendor Line Item Display screen, enter the required data.


Vendor account Select Vendor Select an existing vendor account For example 300000

Company Code 10002. Choose Execute (F8).

3. If you choose All Items, the system displays all the account items. You can also choose to display only open items or cleared items.

For the HANA transaction, additional vendor layouts can be created to provide more flexible analysis for vendor open line items.

4.8 Selecting Invoices to be Paid (Proposal run)UseThis activity selects the invoices to be paid.






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


Run Date * for example, todays date

Identification * identifying information

3. Choose Parameter.4. On the Automatic Payment Transactions: Parameters screen, make the following entries:



Docs enteredup to

* for example, todays day

Company Code

1000

Pmt Meths Payment Methods * select the payment method you want to post (for example, )

Next p/date Next Payment Run Date

* Specify the day of the next payment run. E.g. current date + 1 month

Vendor * For example 310000

5. Choose Save Parameters (Ctrl+S).6. Choose the Status tab.7. Choose Schedule Proposal (F7). Confirm the dialog box.8. On the Schedule Proposal screen, make the following entries:



Start immediately

X

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

10. Choose Status (Shift+F2) more than once to update the status of the Payment Proposal.11. As soon as the proposal run has finished, it is shown on the Automatic Payment

Transactions: Status screen.12. Do not leave the transaction, as you will need to continue the next transaction from this

point.

ResultThe Vendor open items are selected for payment.

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4.9 Reviewing and Blocking Invoices for Payment as Needed

UseThis activity reviews and blocks/unblocks invoices for payment.

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








2. On the Status tab, choose Edit Proposal (Shfit+F4).3. In the Accounting clerk dialog box, choose All accounting clerks and choose Enter. The list

of vendors and amounts to be paid displays.4. To review invoices for a particular vendor, double-click that vendor's line. The system

displays a list of invoices.5. To block a particular invoice for the payment run, put the cursor on that invoice and choose

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

You can continue paying the vendor by executing the Payment Run (Schedule Payment Run (F7)). Refer to BPD Accounts Receivables (157).


ResultUnneeded vendor open items are blocked for payment.

4.10 Posting Manual Outgoing PaymentUseYou can post outgoing payments either manually or automatically (payment program SAPF110). The manual posting process is described below. You process this way especially in case of a manual payment or a manual step-by-step posting of the account statement.

Prerequisites

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There are open items for the vendor you use in this step. If not, refer step Error: Reference source not found Post Vendor invoice to create one.



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




Business role menu Accounts Payable Posting Payments Post Outgoing Payments

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


Document Date


Posting Date * for example, todays date

Company Code

1000

Currency INR INRReference (*) optional

Bank data

Account * (bank transfer domestic account)

for example, 24100111


Value Date * for example, todays date

Open item selection

Account * Enter the existing Vendor with open invoice:

Account Type

K

3. Choose Process Open Items.4. On the Post Outgoing Payments Process open items screen, select the required item (Open

invoices, credit memos, and so on).5. Choose Post (Ctrl+ S).

The system displays the message Document XXXXXXXXXX was posted in company code1000. Check the posted document using Document Display.

6. Choose Back to return to the SAP Easy Access screen (SAP GUI)Or

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Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

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

4.11 Manual Bank Statement ProcessingUseThe bank debits the bank transfer, and the foreign bank transfer directly from your account.

Procedure

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

5 Appendix5.1 Reversal of Process StepsIn the following section, you can find the most common reversal steps, which you can take to reverse some of the activities described in this document,

Down Payment Request

Transaction code (SAP GUI) F-47

Reversal: Reverse Document

Transaction code (SAP GUI) FB08


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

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

Post Vendor Invoices





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

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

Vendor Credit Memo





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

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

5.2 Used FormsUseIn some of the activities of this business process, forms are used. The following table provides details on these forms.

Common form name

Form type Used in process step

Output type

Technical name

Check SAPscript 4.10 New YBIN_F110_D_SCHECK

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1 Purpose2 Prerequisites2.1 Master Data2.2 Roles

3 Process Overview Table4 Process Steps4.1 Creating a Vendor Master Record4.2 Down Payment Request4.3 Posting Down Payment Using the Payment Program4.4 Posting Vendor Invoices4.5 Down Payment Clearing4.6 Entering Vendor Credit Memo with Reference to Invoice4.7 Reviewing and Releasing Blocked Invoices4.8 Selecting Invoices to be Paid (Proposal run)4.9 Reviewing and Blocking Invoices for Payment as Needed4.10 Posting Manual Outgoing Payment4.11 Manual Bank Statement Processing

5 Appendix5.1 Reversal of Process Steps5.2 Used Forms

Documents

158_ERP607_BPD_EN_IN.pdf