EHP4 for SAP ERP 6.0
March 2010
English
Retention Process (Z158)
SAP AG Dietmar-Hopp-Allee 16 69190 Walldorf Germany
Business Process Documentation
SAP Best Practices Retention Process (Z158): BPD
© SAP AG Page 2 of 16
Copyright
© 2010 SAP AG. All rights reserved.
No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice.
Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors.
Microsoft, Windows, Excel, Outlook, and PowerPoint
are registered trademarks of Microsoft Corporation.
IBM, DB2, DB2 Universal Database, System i, System i5, System p, System p5, System x, System z, System z10, System z9, z10, z9, iSeries, pSeries, xSeries, zSeries, eServer, z/VM, z/OS, i5/OS, S/390, OS/390, OS/400, AS/400, S/390 Parallel Enterprise Server, PowerVM, Power Architecture, POWER6+, POWER6, POWER5+, POWER5, POWER, OpenPower, PowerPC, BatchPipes, BladeCenter, System Storage, GPFS, HACMP, RETAIN, DB2 Connect, RACF, Redbooks, OS/2, Parallel Sysplex, MVS/ESA, AIX, Intelligent Miner, WebSphere, Netfinity, Tivoli and Informix are trademarks or registered trademarks of IBM Corporation.
Linux is the registered trademark of Linus Torvalds in the U.S. and other countries.
Adobe, the Adobe logo, Acrobat, PostScript, and Reader are either trademarks or registered trademarks of Adobe Systems Incorporated in the United States and/or other countries.
Oracle is a registered trademark of Oracle Corporation.
UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group.
Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered
trademarks of Citrix Systems, Inc.
HTML, XML, XHTML and W3C are trademarks or registered trademarks of W3C®, World Wide Web Consortium,
Massachusetts Institute of Technology.
Java is a registered trademark of Sun Microsystems, Inc.
JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape.
SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, Clear Enterprise, SAP BusinessObjects Explorer, and
other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and other countries.
Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web
Intelligence, Xcelsius, and other Business Objects products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP France in the United States and in other countries.
All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary.
These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group
SAP Best Practices Retention Process (Z158): BPD
© SAP AG Page 3 of 16
products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.
SAP Best Practices Retention Process (Z158): BPD
© SAP AG Page 4 of 16
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.
<Example text> Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.
SAP Best Practices Retention Process (Z158): BPD
© SAP AG Page 5 of 16
1 Purpose .................................................................................................................................................. 6
2 Prerequisites .......................................................................................................................................... 6
2.1 Master Data ................................................................................................................................... 6
2.2 Roles ............................................................................................................................................. 7
3 Process Overview Table ........................................................................................................................ 7
4 Process Steps ........................................................................................................................................ 9
4.1 Posting Vendor Invoices ............................................................................................................... 9
4.2 Posting Manual Outgoing Payment ............................................................................................ 12
4.3 Posting of Retention Amount to Vendor ...................................................................................... 14
4.4 Posting Outgoing Payment to Clear difference ........................................................................... 16
SAP Best Practices Retention Process (Z158): BPD
© SAP AG Page 6 of 16
Accounts Payable
1 Purpose This scenario 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 vendor master records are created. It also tackes care of retention transactions
Business Process Accounts Payable focuses on the following activities:
Down payment request
Post down payments using the payment program
Post vendor invoice
Post vendor invoice with retetion amount
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 Payment Media Workbench (Alternative 1) Creation of payment media using Classical Payment Medium program( Alternative 2)
Manual payment
Manual payment of retention amount
Manual bank statement processing
Display of posted documents
2 Prerequisites
2.1 Master Data 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:
Service Area
Master Data Value Selection Comment
Cost Center * All Select all cost centers
Material Master * Material type DIEN, SEMI, HAWA
Select all materials which belong to this material type
Manufacturing Area / Trading Area
Master Data Value Selection Comment
SAP Best Practices Retention Process (Z158): BPD
© SAP AG Page 7 of 16
Master Data Value Selection Comment
Cost Center * All Select all cost centers
Material Master * Material type FERT, HAWA
Select all materials which belong to this material type
2.2 Roles
Use The following roles must have already been installed to test this scenario in the SAP NetWeaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scenario. 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.
Prerequisites The business roles have been assigned to the user who is testing this scenario.
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
FB60
F-53
SAP_BPR_BG_FINACC-K F-02
3 Process Overview Table Process step
External process reference
Business condition
Business role
Transaction code
Expected results
Post Vendor Invoices
Invoice contains necessary approval signature and G/L account assignment
Accounts Payable Accountant
FB60 Accounting invoice document posted to allow payment to vendor.
Post Manual Outgoing payment
Accounts Payable Accountant
F-53 The document posts the retention amount to the retention account and pays Vendor payable amount from bank account
SAP Best Practices Retention Process (Z158): BPD
© SAP AG Page 8 of 16
Process step
External process reference
Business condition
Business role
Transaction code
Expected results
Post retention amount to Vendor
Finance Manager
F-02
Post Manual Outgoing payment
Accounts Payable Accountant
F-53 The document posts the retention amount to the retention account and pays Vendor payable amount from bank account
SAP Best Practices Retention Process (Z158): BPD
© SAP AG Page 9 of 16
4 Process Steps
4.1 Posting Vendor Invoices
Use You receive the invoice from the vendor (Contractor) and post it in the system
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
Document Entry Invoice
Transaction code FB60
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 Invoices Enter Vendor Invoice w/o PO Reference
2. On the Enter Vendor Invoice screen, make the following entries:
Field name Description User action and values Comment
Vendor
Vendor
CORPRATE CENTER
Field name Description User action and values Comment
Vendor 30000120
UNICO
Vendor 37000810
CAP
Field name Description User action and values Comment
Vendor 30000119
UFL
Field name Description User action and values Comment
Vendor 30000032
SWAN
Field name Description User action and values Comment
Vendor 30000005
SAP Best Practices Retention Process (Z158): BPD
© SAP AG Page 10 of 16
GCL
Field name Description User action and values Comment
Vendor 31002165
Field name Description User action and values Comment
Invoice Date for example today’s date
Reference
Amount for example 10000
Currency NGN NGN
Calculate tax X Select
Tax Code V1 = 5% Select
Choose the Tax tab. A message informs you of an existing balance of down payments. Confirm the
message with Continue (Enter).
3. Make the following entry:
Field name Description User action and values Comment
Tax Code domestic input tax; for example V1 = 5%
4. Choose the Payment tab.
5. On the Enter Vendor Invoice / Payment screen, enter the following data.
Field name Description User action and values Comment
G/L Account for example 640000
D/C Debit
Amount in Document Currency
Gross amount; for example 10000
Tax Code domestic input tax; for example V1 = 5%
Cost Center
COST CENTER
CORPRATE CENTER
Field name Description User action and values Comment
Cost Center 1001
UNICO
Cost Center 2001
CAP
SAP Best Practices Retention Process (Z158): BPD
© SAP AG Page 11 of 16
Field name Description User action and values Comment
Cost Center 3001
UFL
Field name Description User action and values Comment
Cost Center 4001
SWAN
Field name Description User action and values Comment
Cost Center 4100
GCL
Field name Description User action and values Comment
Cost Center 5002
6. 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
SAP Best Practices Retention Process (Z158): BPD
© SAP AG Page 12 of 16
4.2 Posting Manual Outgoing Payment
Use 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 An open item for this transaction should have been posted
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
Document Entry Outgoing payment Post
Transaction code F-53
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 Post Outgoing Payments
2. On the Post Outgoing Payment: Header Data screen, make the following entries:
Field name Description User action and values Comment
Document Date * for example today’s date
Posting Date * for example today’s date
Company Code
COMPANY CODE
CORPRATE CENTER
Field name Description User action and values Comment
Company Code 1001
UNICO
Company Code 2001
CAP
Field name Description User action and values Comment
Company Code 3001
UFL
SAP Best Practices Retention Process (Z158): BPD
© SAP AG Page 13 of 16
Field name Description User action and values Comment
Field name Description User action and values Comment
Company Code 4001
SWAN
Field name Description User action and values Comment
Company Code 4100
GCL
Field name Description User action and values Comment
Company Code 5002
Field name Description User action and values Comment
Currency NGN NGN
Reference (*) optional
Bank data
Account * (bank transfer domestic account)
for example 161013
Amount * for example 9000
Value Date * for example today’s date
Open item selection
Account Vendor Account vendor (contractor) number
Account Type K
Document Date * for example today’s date
3. Choose Process Open Items.
4. On the Process Open Items: select the required item (deactivate all open items and double click the Open invoice).
5. Select Charge off diff.
6. Credit Retention account with posting key 39 enter vendor account and special GL indicator T then Enter
7. On the Post Outgoing Payment Add Vendor Item page, enter amount to be charged off and due date
8. Choose Post (Ctrl + S). The system displays the message Document XXXXXXXXXX was posted in company code XXXX.
Check the posted document using Document Display
Result The document posts the payable amount to the Vendor (contractor ) and then credits the retention account with the specified retention amount.
SAP Best Practices Retention Process (Z158): BPD
© SAP AG Page 14 of 16
4.3 Posting of Retention Amount to Vendor
Use After confirmation of a satisfactory work done by the vendor, the retained amount that was posted to the retention account will then be credited to the Vendor (Contractor) account for further payment processing. The following provides the steps by which the retained amount will be paid to the Vendor
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 General Ledger Posting
General Posting
Transaction code F-02
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role Finance Manager [Bulgaria]
(SAP_BPR_BG_FINACC-K)
Business role menu General Ledger Posting Enter G/L Account Posting
2. On the Enter G/L account posting: Header data screen, make the following entries:
Field name Description User action and values Comment
Document Date
* For example, today’s date
Posting Date * For example, today’s date
Type SA
Company code
SAP Best Practices Retention Process (Z158): BPD
© SAP AG Page 15 of 16
COMPANY CODE
CORPRATE CENTER
Field name Description User action and values Comment
Company Code 1001
UNICO
Company Code 2001
CAP
Field name Description User action and values Comment
Company Code 3001
UFL
Field name Description User action and values Comment
Company Code 4001
SWAN
Field name Description User action and values Comment
Company Code 4100
GCL
Field name Description User action and values Comment
Company Code 5002
Currency / Rate
NGN
Reference *
Doc.Header Text
* Optional
First line item
PstKy 31
Account Vendor Account vendor (contractor) number
3. Choose Enter to continue on the next screen.
4. Make the following entries:
Field name Description User action and values Comment
Amount 1000
Bline Date Bline Date as entered during the vendor
SAP Best Practices Retention Process (Z158): BPD
© SAP AG Page 16 of 16
outgoing payment
Next line item
PstKy 29 Enter posting key for credit side posting
Account Vendor Account vendor (contractor) number
SGL Ind T
5. Press Enter to continue
6. On the Enter Withholding tax information, enter the respective Withholding tax information as required then Enter
7. On the Enter G/L Account Document: Add Vendor item, enter the (retained )amount to be debited from the retention account and the Due Date
8. Choose from menu Document Simulate (Shift + F9).
9. On the Enter G/L Account Document: Display overview screen, the respective credit and debit will be displayed.
10. Then choose Post (Ctrl + S).
Result The Vendor account has been credited the retained amount, make a note of the document number.
4.4 Posting Outgoing Payment to Clear difference
Use The manual posting process is described below. You process like this especially in case of manual payment or a manual step by step posting for clearing the credited amount
Prerequisites Retained amount should have been credited to vendor (contractor) account
Procedure Repeat process step 1.2, procedure (1-4) of this document
5 Choose Post (Ctrl + S). The system displays the message Document XXXXXXXXXX was posted in company code
XXXX. Check the posted document using Document Display
Result The document posts the payable amount to the Vendor (contractor) and then debits vendors account