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Training Monday, February 04, 2013 1 Tuesday, June 18, 2013 1 1 Account Payable Invoice Processing PTP0401B

Account Payable Invoice Processing

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Page 1: Account Payable Invoice Processing

Training

Monday, February 04, 2013 1 Tuesday, June 18, 2013 1 1

Account Payable Invoice Processing PTP0401B

Page 2: Account Payable Invoice Processing

Training

Monday, February 04, 2013 2 Tuesday, June 18, 2013 2 2

Introduction

Ramon Mira

Welcome and

Introductions

Logistics

Ground Rules

Course Objectives

Course Content

Page 3: Account Payable Invoice Processing

Training

Monday, February 04, 2013 3 Tuesday, June 18, 2013 3 3

Course Agenda

Chapter Description

1 Processing Non PO Based Invoices

2 Processing Credit Memos

3 Processing Travel Expenses

Page 4: Account Payable Invoice Processing

Training

Monday, February 04, 2013 4 Tuesday, June 18, 2013 4 4

By the end of this class, you will be able to:

Process Non PO Based Invoices

Create Credit Memos

Process Travel Related Expenses

Describe Vendor Master Data

Describe Vendor Reporting

Course Objectives

Page 5: Account Payable Invoice Processing

Training

Monday, February 04, 2013 5 Tuesday, June 18, 2013 5 5

Course Chapters

Chapter Description

1 Processing Non PO Based Invoices

2 Processing Credit Memos

3 Processing Travel Expenses

Page 6: Account Payable Invoice Processing

Training

Monday, February 04, 2013 6 Tuesday, June 18, 2013 6 6

By the end of this Chapter, you will be able to:

• Describe Non PO Based Process Flow

• Approve Non PO Based Invoices Initiated by Locations

• Create Non PO Based Invoices by AP

Chapter Objectives

Page 7: Account Payable Invoice Processing

Training

Monday, February 04, 2013 7 Tuesday, June 18, 2013 7 7

NON PO Based Invoices

• Locations will process invoices which will then be

routed to Accounts Payable for validation/approval

• Accounts Payable will have the ability to enter Non

PO Based invoices directly

Page 8: Account Payable Invoice Processing

Training

Monday, February 04, 2013 8 Tuesday, June 18, 2013 8 8

Non PO Based Invoice Processing - Locations

Create Non-PO

Based Invoice

FV60

AP Site Clerk

Approve/Reject

Invoice

Universal Work List

AP Central Clerk

Save as

Completed

Initiates Workflow

FV60

AP Site Clerk

Invoice Appears

in Processing

Queue

Universal Work List

AP Central Clerk

Process Invoice

Universal Work List

AP Central Clerk

Additional

Approval

Universal Work List

AP Central Specialist

If invoice is Approved and No

Additional Approval is required

Invoice is auto posted

If invoice is Approved and

Additional Approval is required

Invoice is routed automatically

Page 9: Account Payable Invoice Processing

Training

Monday, February 04, 2013 9 Tuesday, June 18, 2013 9 9

Non PO Based Invoice Processing -Locations

• The Site Clerk will enter Non PO Invoice into SAP

• Upon saving with Save as Completed button it will

trigger approval workflow

• The invoice will appear in the AP Central Clerks work

queue for review and approval

• The invoice will be reviewed and approved

• If the invoice is above $100,000 or $50 Million for

global vendors it will automatically be routed for

additional approval

Page 10: Account Payable Invoice Processing

Training

Monday, February 04, 2013 10 Tuesday, June 18, 2013 10 10

Review/Approve Non-PO Based Invoice

This is a

demonstration only.

Watch as the

instructor shows you

how to complete the

task in SAP.

Walkthrough Review/Approve Non-PO

Based Invoice

Page 11: Account Payable Invoice Processing

Training

Monday, February 04, 2013 11 Tuesday, June 18, 2013 11 11

Review/Approve Non-PO Based Invoice

To complete this

exercise

follow the

instructions listed

here.

Exercise: Review/Approve Non-PO Based

Invoice

Page 12: Account Payable Invoice Processing

Training

Monday, February 04, 2013 12 Tuesday, June 18, 2013 12 12

Non PO Based Invoice Processing – Account Payable

Create Non-PO

Based Invoice

FV60

AP Central Clerk

Save as

Completed

FV60

AP Central Clerk

Additional

Approval

Universal Work List

AP Central Specialist

If No Additional Approval is

required Invoice is auto posted

If Additional Approval is required

Invoice is routed automatically

Page 13: Account Payable Invoice Processing

Training

Monday, February 04, 2013 13 Tuesday, June 18, 2013 13 13

Non PO Based Invoice Processing –Accounts Payable

• This process is performed when an invoice is to be

posted directly by the AP Central Clerk

• Upon saving with Save as Completed button it will

trigger workflow only if the second level approval is

required

• If no additional approval is required the invoice will

post automatically

Page 14: Account Payable Invoice Processing

Training

Monday, February 04, 2013 14 Tuesday, June 18, 2013 14 14

Create Non-PO Based Invoice

This is a

demonstration only.

Watch as the

instructor shows you

how to complete the

task in SAP.

Walkthrough Create Non-PO Based

Invoice

Page 15: Account Payable Invoice Processing

Training

Monday, February 04, 2013 15 Tuesday, June 18, 2013 15 15

Create Non-PO Based Invoice

To complete this

exercise

follow the

instructions listed

here.

Exercise: Create Non-PO Based

Invoice

Page 16: Account Payable Invoice Processing

Training

Monday, February 04, 2013 16 Tuesday, June 18, 2013 16 16

Course Chapters

Chapter Description

1 Processing Non PO Based Invoices

2 Processing Credit Memos

3 Processing Travel Expenses

Page 17: Account Payable Invoice Processing

Training

Monday, February 04, 2013 17 Tuesday, June 18, 2013 17 17

By the end of this Chapter, you will be able to:

Describe Credit Memo Process

Create Credit Memo

Chapter Objectives

Page 18: Account Payable Invoice Processing

Training

Monday, February 04, 2013 18 Tuesday, June 18, 2013 18 18

Processing Credit Memos

• A school or department will receive a credit memo

and it will be forwarded to Accounts Payable

• The Accounts Payable staff will enter credit memo

• The credit memo will post immediately

Page 19: Account Payable Invoice Processing

Training

Monday, February 04, 2013 19 Tuesday, June 18, 2013 19 19

Credit Memo Processing

Create Credit

Memo

FB65

AP Central Clerk

Save as

Completed

FB65

AP Central Clerk

Page 20: Account Payable Invoice Processing

Training

Monday, February 04, 2013 20 Tuesday, June 18, 2013 20 20

Create Credit Memo

This is a

demonstration only.

Watch as the

instructor shows you

how to complete the

task in SAP.

Walkthrough Create Credit Memo

Page 21: Account Payable Invoice Processing

Training

Monday, February 04, 2013 21 Tuesday, June 18, 2013 21 21

Create Credit Memo

To complete this

exercise

follow the

instructions listed

here.

Exercise: Create Credit Memo

Page 22: Account Payable Invoice Processing

Training

Monday, February 04, 2013 22 Tuesday, June 18, 2013 22 22

Course Chapters

Chapter Description

1 Processing Non PO Based Invoices

2 Processing Credit Memos

3 Processing Travel Expenses

Page 23: Account Payable Invoice Processing

Training

Monday, February 04, 2013 23 Tuesday, June 18, 2013 23 23

By the end of this Chapter, you will be able to:

Describe the Travel Related Payments Process

Describe Vendor Reporting

Chapter Objectives

Page 24: Account Payable Invoice Processing

Training

Monday, February 04, 2013 24 Tuesday, June 18, 2013 24 24

Travel Expense Processing

• Two different Processes for Travel Expenses

Schools

Central Offices

• AP will enter actual expenses for Schools

• AP will confirm/approve not enter expenses for

Central Office

Page 25: Account Payable Invoice Processing

Training

Monday, February 04, 2013 25 Tuesday, June 18, 2013 25 25

Schools Travel Expenses Process

Create

Estimated

Expense Report

Procurement

Enter Actual

Expenses

PR05

Central Travel Support

Specialist

Attach Scanned

Documentation

PR05

Central Travel Support

Specialist

School Submits 10.12

with Travel Receipts to

AP

Expenses

Paid in

Paycheck

Page 26: Account Payable Invoice Processing

Training

Monday, February 04, 2013 26 Tuesday, June 18, 2013 26 26

School Travel Expense Report

• This process is performed when a school submits a

10.12 to the Procurement office

• The Procurement office will create an estimated

expense report

• Once travel is completed the traveler will submit

10.12 with receipts to AP

• AP will enter actuals in the previously created

estimated expense report

• Scanned supporting documentation will be attached

• Travel reimbursements will be paid in paycheck

Page 27: Account Payable Invoice Processing

Training

Monday, February 04, 2013 27 Tuesday, June 18, 2013 27 27

Enter Actual Travel Expenses

This is a

demonstration only.

Watch as the

instructor shows you

how to complete the

task in SAP.

Walkthrough Enter Actual Travel Expenses

Page 28: Account Payable Invoice Processing

Training

Monday, February 04, 2013 28 Tuesday, June 18, 2013 28 28

Enter Actual Travel Expenses

To complete this

exercise

follow the

instructions listed

here.

Exercise: Enter Actual Travel Expenses

Page 29: Account Payable Invoice Processing

Training

Monday, February 04, 2013 29 Tuesday, June 18, 2013 29 29

Central Office Travel Expenses Process

Create

Estimated

Expense Report

Central Office Staff

Enter Actual

Expenses

Central Office Staff

Attach Scanned

Documentation

Central Office Staff

Expenses

Approved by Head

of Organization

Head of Organization

Expenses

Approved by

Accounts Payable

PR05

Central Office Travel

Specialist

Expenses

Paid in

Paycheck

Page 30: Account Payable Invoice Processing

Training

Monday, February 04, 2013 30 Tuesday, June 18, 2013 30 30

Central Office Travel Expense Report

• This process is performed when a traveler submits a

10.12 to their Department Administrative Support

Staff

• The Department Administrative Aide will create an

estimated expense report

• Once travel is completed the traveler will submit

10.12 with receipts to the Department Administrative

Aide

• The Aide will enter actuals in the previously created

estimated expense report

• Scanned supporting documentation will be attached

• Travel reimbursements will be paid in paycheck

Page 31: Account Payable Invoice Processing

Training

Monday, February 04, 2013 31 Tuesday, June 18, 2013 31 31

Vendor Inquiries

• SAP has many reports to aide in finding detailed

vendor line item information

• Reports allow drill down capability

• Examples of available reports:

Display Vendor Account Line Balances

Display Vendor Line Items

Page 32: Account Payable Invoice Processing

Training

Monday, February 04, 2013 32 Tuesday, June 18, 2013 32 32

Approve Expense Report

This is a

demonstration only.

Watch as the

instructor shows you

how to complete the

task in SAP.

Walkthrough Approve Expense Report

Page 33: Account Payable Invoice Processing

Training

Monday, February 04, 2013 33 Tuesday, June 18, 2013 33 33

Approve Expense Report

To complete this

exercise

follow the

instructions listed

here.

Exercise: Approve Expense Report

Page 34: Account Payable Invoice Processing

Training

Monday, February 04, 2013 34 Tuesday, June 18, 2013 34 34

You have just completed the ….course.

Thank you for attending!