PDD_Accounts Payable (158)

Process Definition Document

Title: Accounts PayableAuthor: IBMOwner: IBMVersion: 1.0

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Table of Contents1. Document Management 3

1.1 Client Organization 3

1.2 Versioning 3

1.3 Approvals 3

1.4 Attachments 3

1.5 Notes 3

2. Document Details 5

2.1 Overview5

2.2 Process Model 6

2.3 Process Steps 6

2.4 Supplier, Inputs, Outputs and Customers 27

2.5 User Requirements 27

2.6 Risks 27

3. Organization Change28

3.1 Organizational Change Impacts 28

3.2 Business Benefits 28

3.3 Business Realization 28

3.4 Key Performance Indicators 28

3.5 Enablers 28

4. Design 29

4.1 Key Design Decisions 29

4.2 Integration Considerations 29

4.3 GAP Analysis 29

4.4 Key Data Elements 30

4.5 Regulations 31

4.6 Security Roles 31

5. Testing 32

5.1 Scenarios 32

6. Training 33

6.1 Business Process Procedures 33

1. Document ManagementProject ID: 158

Title: Accounts Payable

Status:

Priority:

Release:

Business Owner:

Team:

Author:

Date Created:

Created By:

1.1 Client Organization

This document pertains to the following components of the client organization

1.2 Versioning

1.3 Approvals

This document requires the following approval signatures:

1.4 Attachments

1.5 Notes

Copyright

© Copyright 2010 SAP AG. All rights reserved.

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2. Document Details

2.1 Overview

Description Purpose

This process variant deals with posting accounting data for vendors in Accounts Payable. From there, the data is sorted by vendor and made available to other areas such as the purchasing system. When you post data in Accounts Payable, the system creates a document and passes the data entered to the general ledger. General ledger accounts and vendor accounts are then updated according to the transaction concerned (payable, down payment, credit memo, and so on) vendor payment activities. All business transactions are posted to and managed by means of accounts and for this a 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

Creation of payment media using Classical Payment Medium program

Manual payment

Manual bank statement processing

Display of posted documents

Triggers

Dependencies Key DataElements

You have entered the master data required to go through the procedures of this process variant. Ensure that the following process variant-specific master data exists before you test this process variant:

Use the master data, found under Key Data Elements, in the process steps described in this document

Roles

A very specific set of roles must have been installed to test this process variant in the SAP Netweaver Business Client (NWBC). These are not needed if you are not using

the NWBC interface, but the standard SAP GUI. Those Role with not specific Step impact are noted here. All others can be found in the section titled “Security Roles”.

Details Business Role Activity Transaction

Employee (Professional User)

SAP_NBPR_EMPLOYEE-S

Assignment of this role is necessary for basic functionality.

2.2 Process Model

2.3 Process Steps

Step Application Transaction Transaction Description

Menu Path

Down Payment Request

ECC F-47 SAP system menu : Accounting --> Financial Accounting --> Accounts Payable --> Document Entry --> Down Payment --> Request

Business role Menu : Accounts Payable-->Posting-->Payments --> Vendor Down Payment Request

Posting Down Payment Using the Payment Program

ECC F110 SAP system menu : Accounting --> Financial Accounting --> Accounts Payable --> Periodic Processing --> Payments

Business role Menu : Accounts Payable-->Posting-->Payments --> Automatic Payment

Post Vendor Invoices

ECC FB60 SAP system menu : Accounting --> Financial Accounting --> Accounts Payable --> Document Entry --> Invoice

Business role Menu : Accounts Payable-->Posting-->Invoices --> Enter Vendor Invoice w/o PO Reference

Down Payment Clearing

ECC F-54 SAP system menu : Accounting --> Financial Accounting --> Accounts Payable --> Document Entry --> Down Payment --> Clearing

Business role Menu : Accounts Payable-->Posting-->Document

Processing (homepage)

Enter Vendor Credit Memo with reference to invoice

ECC FB65 SAP system menu : Accounting --> Financial Accounting --> Accounts Payable --> Document Entry --> Credit Memo

Business role Menu : Accounts Payable-->Posting-->Invoices -- Enter Vendor Credit Memo w/o PO Reference

Review and Release Blocked Invoices

ECC MRBR SAP system menu : Logistics --> Materials Management --> Logistic Invoice Verification --> Further Processing --> Release Blocked Invoices

Business role Menu : Accounts Payable --> Posting --> Invoices --> Release Blocked Invoice w/PO Reference

Choose Invoices to be Paid (Proposal Run)



Review and Block Invoices for Payment as Needed



Post Payments Using the Payment Program



Post Manual Outgoing payment

ECC F-53 SAP system menu : Accounting --> Financial Accounting --> Accounts Payable --> Document Entry --> Outgoing payment --> Post

Business role Menu : Accounts

Payable-->Posting-->Payments --> Post Outgoing Payments

Manual Bank Statement Processing

ECC

Reversal : Reverse Document

ECC 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



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



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

Step Down Payment Request

Description Use

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

Prerequisites

None.

Procedure

1 Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP system menu

Accounting --> Financial Accounting --> Accounts Payable --> 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 Only SAP NetWeaver Business Client (SAP NWBC): Mark the first row and then choose down payment request.

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

Field name Description User action and values

Comment :

Document Date

* For Example, today’s date –1

Type * (Vendor payment doc.type

For Example, <KA>

Company Code

1000

Posting Date * For Example, today’s date -1

Currency USD

Reference Optional

Account * Vendor account <300000>

Trg.sp.G/L ind.

A Enter the appropriate special G/L indicator.

4 Choose Enter.

5 On the Down Payment Request: Add Vendor item screen, make the following entries:

Field name Description User action and values Comment :

Amount * For Example, 1000

Due On * For Example, today’s date -1

Choose Post (Ctrl+S). The system displays the message Document xxxxxxxxxx was posted in company code 1000. Make a note of the document number: Result

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

Creating a Vendor Master record

Use

In this activity, you create a vendor master.

Procedure

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

Creating a Vendor Master record

Use

In this activity, you create a vendor master.

Procedure

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

Triggers

Dependencies

Roles Accounts Payable Accountant

Step Posting Down Payment Using the Payment Program

Description Use

Down payments to vendors can be posted automatically using the payment program.

Prerequisites

Down Payments have to be posted.

Procedure

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


SAP system menu

Accounting --> Financial Accounting --> Accounts Payable --> Periodic Processing --> Payments

Transaction code

F110




Accounts Payable-->Posting-->Payments --> Automatic Payment

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


Run Date * For Example, today’s day

Identification * identifying information

3. Choose Enter.

4. Choose Parameter.

5. On the Automatic payment transactions: Parameter screen, make the following entries:


Comment :

Posting Date * For Example, today’s day

Docs Entered Up To

* For Example, today’s day

Company Code

1000

Prmt Meths Payment Methods

* select the payment method you want to post (For Example, <1>)

Next p/date Next Posting Date

* the day of the next posting date you want to run

Vendor * For example, vendor 300000

to * Vendor, if you select an interval

6. Note: If you want to select specific vendors, you can select (multiple selection) and enter single value of vendors

7. Note: This is an additional step and optional:On the Automatic payment transactions: Status screen, select tab Additional Log and make following entries:


Comment :

Due Date Check select indicator

Pmnt method selection if not successful

select indicator

Line items of the payment documents

select indicator

Vendors from * Vendor (from)

Vendors to * Vendor (to)

8. Choose Save Parameters (Ctrl+S).

9. Choose Status.

10. Choose Proposal (Shift+F1).

11. On the Schedule Proposal screen, make the following entries:


Comment :

Start Date * For Example, today’s day

Start immediately select indicator

12. Choose Schedule (Enter). The message Proposal run has been scheduled displays.

13. Choose – for more than one time - Status (Shift+F2) to update the status

14. As soon as the proposal has been created, this is shown on the screen Automatic payment transactions: Status.

15. 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).

16. Choose Back (F3).

17. Choose Schedule Payment run (F7).

18. On the Schedule Payment screen, make the following entries:


Comment :


Start immediately X select indicator

19. Choose Schedule (Enter). The message Payment run has been scheduled displays.

20. Choose – for more than one time - Status (Shift+F2) to update the status.

21. As soon as the payment run has been finished, this is shown on screen Schedule Payment.

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

23. In the appearing list display, pick the document number of the payment document from the Payment column.

24. To display the document, use transaction FB03.

25. Go to the spool administration to print out the checks and payment advices. Access the transaction from the screen choosing one of the following navigation options:

SAP system menu System --> Own Spool Requests

Transaction code /nSP02

Select the relevant spool request and choose Print Directly

Result

The 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 A) became balanced by the payment program.

Triggers

Dependencies


Step Post Vendor Invoices

Description Use

You receive the invoice from the vendor and post it in the system. Vendor Invoices for material are posted in materials module, Refer document for this. You can also post invoices in FI for other than materials like expenses for example as explained below.

Most vendor invoices are posted with logistics. Such invoices must be posted for material with purchasing.

Procedure



SAP system menu

Accounting --> Financial Accounting --> Accounts Payable --> Document Entry --> Invoice

Transaction code

FB60




Accounts Payable-->Posting-->Invoices --> Enter Vendor Invoice w/o PO Reference

2. On the Enter Vendor Invoice screen, make the following entries:


Comment :


Invoice Date * For Example, today’s date

Reference (*) optional


Currency USD USD

Calculate tax X select

Tax Code * select

3. Choose the Tax tab. A message informs you of an existing balance of down payments. Confirm the message with Continue (Enter).

4. Make the following entry:


Comment :

Tax Code * domestic input tax; For Example, I0

5. Choose the Payment tab.

6. On the Enter Vendor Invoice / Payment screen, enter the following data.


G/L Account * (all cost elements; G/L accounts > 499,999)

For Example, 651000 (office supplies)

D/C Debit

Amount in Document Currency

* Gross amount; For Example, 6200


Tax Jurisdiction Code

* For Example, CA0000000

Cost Center * For example. 1201

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.

7. Enter the following data for the item:


Comment :

G/L Account * 651000 (office Supplies)

D/C Debit Debit


* For Example, 5700


Tax Jurisdiction Code * For Example, CA0000000

Cost Center * For Example. 1301

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

Result

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

Triggers

Dependencies


Step Down Payment Clearing

Description Use

You 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.

Procedure



SAP system menu

Accounting --> Financial Accounting --> Accounts Payable --> Document Entry --> Down Payment --> Clearing

Transaction code

F-54




Accounts Payable-->Posting-->Document Processing (homepage)

2. Only SAP NetWeaver Business Client (SAP NWBC):

Choose the tab All Vendor Line Items Open.

3. Only SAP NetWeaver Business Client (SAP NWBC):

Mark 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:


Comment :

Document Date * For Example, today’s date

Company Code 1000 company code 1000

Currency/Rate Currency USD currency USD for exampleAccount * Vendor account you want to clear

Relevant Invoice

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

5. Choose Process Down Payments. 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 requesting you to correct the marked (in blue writing) line items.

7. Select the line item highlighted in blue color by double-clicking it. Enter a text (for example, Down payment clearing).

8. Choose Post (Ctrl+S)

Result

The 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).

Triggers

Dependencies


Step Enter Vendor Credit Memo with reference to invoice

Description Use

You 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.

Procedure



SAP system menu

Accounting --> Financial Accounting --> Accounts Payable --> Document Entry --> Credit Memo

Transaction code

FB65




Accounts Payable-->Posting-->Invoices -- Enter Vendor Credit Memo w/o PO Reference

2. Enter the following data unless it is already defaulted by the system:


Company Code 1000

3. Choose Enter.

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

Basic data:


Comment :






Currency USD USD

Calculate tax X

Item data:


Comment :

G/L Account * (all cost elements; G/L accounts > 499,999)

For Example, 651000

D/C Credit Credit


* For Example, 200 (must be the same amount as mentioned within row amount)

Tax Code * domestic tax code; For Example, I0 (if relevant)

Tax Jurisdiction code

* For Example, CA0000000

Cost Center * For Example, 1201

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


Comment :

Invoice Reference

(*) If an invoice reference exists

If you enter the FI document number of the invoice in the Invoice Reference field, the invoice payment data are automatically copied (baseline date for payment, terms of payment). This ensures that the invoice and the credit memo is 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.

Result

The credit memo is posted.

Triggers

Dependencies


Step Review and Release Blocked Invoices

Description Use

This activity reviews and releases blocked invoices.

Procedure



SAP system menu

Logistics --> Materials Management --> Logistic Invoice Verification --> Further Processing --> Release Blocked Invoices

Transaction code

MRBR




Accounts Payable --> Posting --> Invoices --> Release Blocked Invoice w/PO Reference

2. In the Company code field, enter 1000and choose Execute.

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

4. Choose Save.

If the invoice is not authorized, resolve any issues, then re-run this transaction. Otherwise, go to the next step.

Result

The invoices are released for payment.

Triggers

Dependencies


Step Choose Invoices to be Paid (Proposal Run)

Description Use

This activity selects the invoices to be paid.

Procedure



SAP system menu


Transaction code

F110







Run Date * For Example, today’s date





Comment :


Docs Entered Up To


Company Code

1000 Company Code


* select the payment method you want to post (For Example, <1>)



Vendor * all vendors Vendor number or ranges


6. Choose the Status tab.

7. Choose Schedule Proposal (Shift+F1).

8. On the Schedule Proposal screen, make the following entries:


Comment :


Start immediately X Select this box

Create Payment Medium

X

9. Choose Schedule (Enter). The message Proposal is running is displayed at the bottom of the window.

10. Choose Status (Shift+F2) more than one time to update the status.

11. The message ‘proposal is running’ is now turns out to ‘payment proposal has been created’

12. Do not leave the transaction, as you continue the next transaction from this point.

Result

The Vendor open items are selected for payment.

Triggers

Dependencies


Step Review and Block Invoices for Payment as Needed

Description Use

This activity reviews and block/ unblock 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.

Procedure



SAP system menu :


Transaction code

F110





2. On the Status tab, choose Proposal (change).

3. Select 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. A list of invoices displays.

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 and choose Continue.

7. To unblock a particular invoice for the payment run, put the cursor on that invoice and choose Change.

8. Delete the payment block indicator and choose Continue.

9. Choose Save.

10. Do not leave the transaction, as you continue the next transaction from this point.

Result

Unneeded vendor open items are blocked for payment.

After having processed the payment you can check the result, for example by displaying the documents that have been posted, on the Vendor Line Item Display screen.

Triggers

Dependencies


Step Post Payments Using the Payment Program

Description Use

The difference between the down payment, the credit note, and the invoice are posted automatically by the payment program. You can generate payment media using the classic payment medium programs (RFFOUS_C),

You receive the invoice from the vendor and post it in the system.

Prerequisites

Payment method 1 has to be configured for using this alternative.

Procedure



SAP system menu :


Transaction code

F110







Run Date * For Example, today’s day





Comment :


Docs Entered Up To


Company Code 1000


1



Vendor * Vendor

To * Vendor, if you select an interval

If you want to select specific vendors, you can select (multiple selection) and enter single value of vendors.

5. Choose Printout/data medium.

6. Make the following entries:


Comment :

Program RFFOUS_C Payment media program RFFOUS_C

Variant 0010_1 Store the variant for payment method 1


8. Choose Status.

9. Choose Schedule Payment run (F7). Confirm the dialog box.

10. On the Schedule Payment screen, make the following entries:


Comment :

Start Date * For Example, today’s date

Start immediately X

Create Payment Medium

X

11. Choose Schedule (Enter). The message Payment run has been scheduled displays.

12. Choose – more than one time - Status (Shift+F2) to update the status.

13. As soon as the payment run has been finished, this is shown on screen Schedule Payment. The number of generated and completed posting orders is displayed.

14. For more information about the payment, see the payment summary, which is automatically generated as a spool list as well.

15. In addition you can create the payment list and the exception list. To do so, choose Edit --> Payments --> Payment List or Edit --> Payments --> Exception List. Choose Continue (Enter) to execute the list.

16. Go to the spool administration to print out the checks and payment advices. Access the transaction from the screen choosing one of the following navigation options:

SAP system menu System --> Own Spool Requests

Transaction code /nSP02

17. Select the relevant spool request and choose Print Directly.

Result

The invoices are paid, taking a cash discount into account and posted to the bank clearing accounts.

Triggers

Dependencies


Step Post Manual Outgoing payment

Description Use

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

Prerequisites

A new payment method 1 has to be to configured for using this alternative.

Procedure



SAP system menu

Accounting --> Financial Accounting --> Accounts Payable --> Document Entry --> Outgoing payment --> Post

Transaction code

F-53




Accounts Payable-->Posting-->Payments --> Post Outgoing Payments

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


Comment :


Posting Date * For Example, today’s date

Company Code 1000

Currency USD USD


Bank data

Account * (bank transfer domestic account)

For Example, 113008


Value Date * For Example, today’s date

Open item selectionAccount * Enter the existing Vendor

with open invoice:Account Type K


3. Choose Process Open Items.

4. On the Process Open Items: 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 code 1000. Check the posted document using Document -> Display

Result

The document posts the bank account (Bank transfer domestic) on the credit side and the vendor with the alternative reconciliation account (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.

Triggers

Dependencies


Step Manual Bank Statement Processing

Description Use

The 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) process variant, using the master data from this document.

Triggers

Dependencies

Roles

Step Reversal : Reverse Document

Description This is the most common reversal steps that you can take to reverse the following

Down Payment Request

Transaction code ( SAP GUI) F-47Triggers

Dependencies



Description Post Vendor Invoices

Transaction code ( SAP GUI) FB60

This is the most common reversal steps that you can take to reverse the following

Triggers

Dependencies



Description This is the most common reversal steps that you can take to reverse the following

Vendor Credit Memo

Transaction code ( SAP GUI) FB65Triggers

Dependencies


2.4 Supplier, Inputs, Outputs and Customers

2.5 User Requirements

2.6 Risks

3. Organization Change

3.1 Organizational Change Impacts

3.2 Business Benefits

3.3 Business Realization

3.4 Key Performance Indicators

3.5 Enablers

4. Design

4.1 Key Design Decisions

4.2 Integration Considerations

4.3 GAP Analysis

Project ID

Title Fit GAP(s)

Application RICEF Priority

RICEF Complexity

Payment Advice Note Form ECC

Check Form ECC

EDI Accompanying sheet

Form ECC

Title Payment Advice Note

Description Form typeSAPscript

Output typeNew

Technical nameYBUS_F110_AVIS

Resolution Rationale

Business Organization

Impact

Steps Impacted

Title Check


Output typeNew

Technical nameYBUS_F110_D_SCH



Impact

Steps Impacted

Title EDI Accompanying sheet


Output typeNew

Technical nameYBUS_F110_EDI_01



Impact

Steps Impacted

4.4 Key Data Elements

Data Name Existing Indicator

Service Area

Manufacturing Area / Trading Area

Data Name Service Area

Description Master 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

Security Considerations

Data Name Manufacturing Area / Trading Area

Description Master 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

Security Considerations

4.5 Regulations

Regulation ID Regulation Name Step Title TCode TCode Description

4.6 Security Roles

Security Role Technical Role Name Standard ? Type

Accounts Payable Accountant SAP_NBPR_AP_CLERK-S

5. Testing

5.1 Scenarios

6. Training

6.1 Business Process Procedures

Documents

PDD_Accounts Payable (158)