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Training
Monday, February 04, 2013 1 Tuesday, June 18, 2013 1 1
Account Payable Invoice Processing PTP0401B
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
Training
Monday, February 04, 2013 34 Tuesday, June 18, 2013 34 34
You have just completed the ….course.
Thank you for attending!