218_ERP605_BPD_EN_TH

EHP5 for SAP ERP 6.0

September 2011

English

Petty Cash Management(218)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices Petty Cash Management (218): BPD

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Contents

1 Introduction........................................................................................................................ 6

1.1 Purpose...................................................................................................................... 6

2 Prerequisites...................................................................................................................... 6

2.1 Master Data................................................................................................................6

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

3 Process Overview Table....................................................................................................7

4 Business Processes..........................................................................................................7

4.1 Master data................................................................................................................. 7

4.1.1 Setting up Petty Cashier as a Vendor..................................................................7

4.1.2 Creating Check Lots............................................................................................8

4.2 Posting Cash Operations............................................................................................9

4.2.1 Setting up the Petty Cash Fund...........................................................................9

4.2.2 Outgoing Payment Posting................................................................................11

4.2.3 Expense Paid by Petty Cashier.........................................................................12

4.2.4 Reimbursement for one Check..........................................................................15



Petty Cash

1 IntroductionPetty Cash is used for posting, overview and changing of following cash operations for petty cashier vendor

To set up the petty cash fund Post the journal entry for expense Get the reimbursement from Finance Dept.

1.1 PurposePetty Cash is used for management of cash income and outcome for petty cashier. Initial balance and turnover amounts are calculated automatically in vendor account balance. It allows doing posting by GL accounts, vendor and also deduct the withholding tax for service purchase.

Following document demonstrates posting of cash operations.

2 Prerequisites

2.1 Master Data Using Accounts Payable function by setting up petty cashier as a vendor . You have entered the master data required to go through the procedures of this scenario. Ensure that the following scenario-specific master data exists before you test this scenario:

Master Data Value Selection Comment

Vendors * All Cash Management Planning Group needs to be assigned to a vendor.

For master data creation, compare Central Master Data (152) scenario

G/L Accounts *

2.2 RolesBusiness Role Details Activity Transaction

Accounts Payable Manager

SAP_BPR_AP_CLERK-K

Create Vendor Master

XK01

Treasurer SAP_BPR_BANKACC_K

Create Check Lots FCHI

Accounts Payable Accountant 1

SAP_BPR_AP_CLERK-S1

Set up the Petty Cash Fund

FB60


SAP_BPR_AP_CLERK-S2

Outgoing payment posting

F-58




SAP_BPR_AP_CLERK-S1

Expense Paid by Petty Cashier

FB60

Finance Manager [Thailand]

SAP_BPR_TH_FINACC-K

Reimbursement for one check

F-51

3 Process Overview TableProcess step External

process reference

Business condition

Business role

Transaction code

Expected results

To set up the petty cash fund

Accountant-Account Payable

FB60

Outgoing Payment Posting

Accountant-Finance

F-58 , F-53 , F110

Reimbursement for Expense , withholding tax (If any ) account and AP-Petty Cashier Vendor Posting

Accountant-cashier

FB60

4 Business Processes

4.1 Master data4.1.1 Setting up Petty Cashier as a Vendor

Use Setting up petty cashier as a vendor can easily manage

To set up the petty cash fund Post the journal entry for expense Get the reimbursement from Finance Dept

Procedure

1. 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 Master Records Maintain Centrally Create

Transaction code XK01

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

Business role Accounts Payable Manager



(SAP_BPR_AP_CLERK-K)

Business role menu Accounts Payable Vendors Create Vendor

2. Choose Create vendor: Initial Screen, and maintain the necessary fields.

Field name Description User action and values Comment

Vendor Petty1

Company code (for example, 1000)

Purchase organization (for example, 1000)

Account group (for example, YBVE) Account group for Petty cashier

3. Choose Enter.

4. On the Create Vendor : Address screen, and enter Name, Search term 1, Street, House number, Postal code, City, Country, Time Zone, Tax jurisdiction code , Region, Telephone, Fax.

5. Choose Next Screen (F8).

6. On the Create Vendor: Control screen, and enter customer number (if vendor is also customer).

7. Choose Next Screen (F8)

8. On the Create Vendor: Payment Transaction screen, Section Alternative in document screen choose individual spec.

9. Choose Next Screen (F8) twice

10. On the Create Vendor: Accounting information accounting screen, enter Recon.account(245000), Sort Key.

11. Choose Next Screen (F8).

12. On the Create Vendor: Payment transactions accounting screen, enter payment terms, Chk double inv., and Payment methods.

13. Choose Next Screen (F8) twice

14. On the Create Vendor: Withholding tax accounting screen, enter wth.t.type 01 (deducted at invoice), choose Liable, choose Rec.ty 53

15. Choose Next Screen (F8)

16. Maintain a value for Order Currency.

17. Choose Save.

4.1.2 Creating Check Lots

UseWhen we need to paid by check running number and printed out from SAP.

PrerequisitesDefine house bank, GL account , account ID for company code.



Procedure1. Access the activity using one of the following navigation options:


SAP ECC menu Accounting Financial Accounting Accounts Payable Periodic Processing F110 Environment Check information Number range

Transaction code FCHI


Business role Treasurer

(SAP_BPR_BANKACC_K)

Business role menu Cash Management Bank data Check Lots

2. Make the following entries on the Check Lot screen :


Paying Company code

1000

House Bank For example, BBL01

Account ID For example, 10101

3. Choose Change.

4. Choose Create on the Maintain Check Lots Screen.

5. Make the following entries on Maintain Check Lots screen:


Lot Number 1 Identify lot number , for example 1

Check Number Identify check number, for example, 100000

To 199999

Short info BBL

6. Choose Enter.

7. Choose Save.

4.2 Posting Cash Operations4.2.1 Setting up the Petty Cash Fund

UseThe following example describes set up the petty cash fund, firstly you need to estimate how much cash needed for disbursement during a specified period such as week or month, and then from your supervisor or the authorized person in the finance department.

Prerequisites



Company has a cash on and/or cash in bank account.



SAP ECC menu Accounting Financial Accounting Accounts Payable Document Entry

Transaction code FB60


Business role Accounts Payable Accountant 1

(SAP_BPR_AP_CLERK-S1)

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

2. Make the following entries:


Vendor Choose vendor, for example, Petty1

Invoice Date <Current Date>

Posting Date <Current Date>

Reference

Amount 100,000 If you think that the amount of your petty cash fund is 100,000.00 THB per week,or month you will then get disbursement by cheque or cash with this amount.

Bus.place/sectn Choose business place, for example , 1000

3. Choose Environment , Choose Complex Posting. If there is any information occurs, choose Enter.



Posting Key 29 Choose posting key for debit vendor with special G/L indicator

Account Choose vendor, for example, petty1

SP/GL indicator J Choose special G/L indicator for BL petty cash, J

Amount *



Due on Current date

5. Choose Document Simulate system wills automatic post to debit and credit account for document overview.

6. Choose Save It causes posting in General Ledger and vendor account balance line item.

Results

The FI document will be posted as

PK Account SGL Ind GL account

31 Petty1 245000 (Other payable)

29 Petty1 J 103000 (Petty Cash Desk 1)

4.2.2 Outgoing Payment Posting

UseThe following example describes how to do the outgoing payment posting with cheque

PrerequisiteCompany has cash in bank account



SAP ECC menu Accounting Financial Accounting Accounts Payable Document Entry Outgoing Payment Post + Print Forms

Transaction code F-58




Business role menu Accounts Payable Payments Payment with Printout



Company code 1000

Payment Method

Choose payment method , for example , C account payee only

House Bank Choose Bank, for example , BBL01

Check lot number

Choose check lot, for example 1

Processing Type Mark Calculate pmnt



amnt

Printer for form Choose printer for printout cheque , for example, LOCL

Recipient’s Lang.

Mark

3. Choose Enter Payment

4. Make the following entries on Payment with Printout header data screen:


Document Date Current Date

Posting Date Current Date

Document Type KZ

Bank posting details

Value Date

Current Date

Payee

Vendor

Choose vendor, for example, petty1

5. Choose Process Open Items

6. Select line item that needs to paid.

7. Choose Document Simulate system will automatic post to debit and credit account for document overview.


9. Choose Continue in the following dialog box.

10. Choose Spool number.

11. Choose Type for print preview.

12. Or Mark this item and choose Print directly for printing out.

ResultPosting by petty cashier vendor account and G/L account. You can check them by General Ledger account balance screen run the transaction FAGLL03 or choose Accounting Financial Accounting General LedgerAccountsDisplay/Change Items(New) and vendor account balance line item screen run the transaction FBL1N or choose Accounting Financial Accounting Accounts Payable Accounts Display / Change line items

4.2.3 Expense Paid by Petty Cashier

UseDuring the period the expense request to paid by petty cashier:For Example: Cashier paid 1,500.00 THB for postage expense to ‘ABC’ vendor and 2,000.00 THB for seminar expense to ‘Tax Center’ Vendor

1. without withholding tax Debit Expenses-Postage 1,500.00

Debit Input Tax (7% x 1,500) 105.00



Credit Petty1 (ABC Co.) 1,605.00

2. with withholding taxDebit Expenses-Seminar 2,000.00Debit Input Tax (7% x 2,000) 140.00Credit Withholding Tax (3% x 2,000) 60.00

Credit Petty1 (Tax Center) 2,080.00

The following example describes how to do these two invoices.

PrerequisitesDuring the period when the amount of money in petty cash fund have paid for expense.



SAP ECC menu Accounting Financial Accounting Accounts Payable Document Entry

Transaction code FB60




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

2. Make the following entries on Basic Data screen :

Case 1


Vendor Choose vendor, for example, petty1

Invoice date Date of invoice

Posting date Date should be post for accounting period

Reference for example ,Inv. No.

Amount 1,605

Calculate Tax In dialog box mark for calculate tax (If any)

Vat code Choose Input vat for example , V7

Bus.place/sectn Choose Business place , for example, 1000

3. Choose Payment tab page.

4. Make the following entries on Payment screen:




Individual payee Check

5. Make the following entries on the following screen:


Name e.g. ABC

Street e.g. 1234

City e.g. Bangkok

6. Choose Enter



GL account Choose GL account for expense , for example 640000 postage charges

Amount in local currency

*

Tax code Choose Input vat for example , V7

Cost center 1602 Choose cost center, for example , 1602 cost center for Sales

8. Choose Simulate system will automatic post to debit and credit account for document overview.


Case 2


Vendor Choose vendor, for example, petty1

Invoice date Date of doc. , For example, Tax inv. Date

Posting date Date should be post for accounting period

Reference Doc no. , for example ,Tax inv. No.

Amount 2,140

Calculate Tax In dialog box mark for calculate tax (If any)

Vat code Choose Input vat for example , V7

Bus.place/sectn Choose Business place , for example,



1000

10. Choose Payment tab page :

11. Make the following entries on Payment screen:


Individual payee Check



Name e.g. xzy co.

Street e.g. Sukumvit Rd.

City e.g. Bangkok

13. Choose Enter

14. Choose withholding tax tab page

15. Make the following entries on the Withholding tax screen:


W/tax code Choose withholding tax code , for example 02

16. Make the following entries on the below screen:


GL account Choose GL account for expense , for example 601040 expense training and education

Amount in local currency

*

Tax code Choose Input vat for example , V7

Cost center 1602 Choose cost center, for example , 1602 cost center for Sales

17. Choose Simulate system will automatic post to debit and credit account for document overview.


4.2.4 Reimbursement for one Check

UseWhen the balance of petty cash fund reaches the predefined lowest limit, the fund needs to be replenished. The petty cashier has to request for the replenishment from the authorized person. The authorized person can check by displaying the total sheet, and then run the automatic payment to create a check for petty cashier. The following example describes how to combine Account Payables reimbursed and do the outgoing payment for one Check



PrerequisitesDuring the period when the balance of petty cash fund is lower than a predefined lowest limit, your fund should be replenished.



SAP ECC menu Accounting Financial Accounting Accounts Payable Document Entry Other With Clearing

Transaction code F-51


Business role Finance Manager [Thailand]

(SAP_BPR_TH_FINACC-K)

Business role menu Accounts Payable Invoices Post with Clearing

2. Make the following entries on the Post with clearing screen :


Company code 1000

Document Date Current Date

Posting Date Current Date

Document type AB

Transaction to be post

Outgoing payment Mark for outgoing payment

3. Choose Choose Open items.

4. Make the following entries on Post with Clearing Select open items screen:


Company code 1000


Account Type K

5. Choose Process Open Items

6. Select invoice line items for reimbursement at one check.

7. Choose Document Overview.

8. Make the following entries on Post with clearing display overview screen:


Posting Key 31


9. Choose Enter

10. Make the following entries on Post with clearing Add Vendor item screen:




Amount *

11. Choose Document Simulate system will automatic post to debit and credit account for document overview.


13. Go to 4.2.2 Outgoing payment posting


Documents

218_ERP605_BPD_EN_TH