Professional Documents
Culture Documents
Sap Fi Accounts Payable
Sap Fi Accounts Payable
Accounts Payable
Table of contents
AP Overview
Sub Processes
Master Data
Invoice Processing
Payments / Disbursements
Account Analysis / Reconciliation
Periodic Processing
Reporting
Sales &
Distribution
FI
Financial
Accounting
CO
MM
PP
Materials
Mgmt.
Controlling
AM
Product
Planning
Fixed Asset
Mgmt.
SAP R/3
QM
Quality
Mgmt.
PS
OC
PM
Plant Maint.
HR
Human
Resources
IS
Project
System
Office &
Comm.
Industry
Solutions
Special Ledger
APP
A
SL
Legal
Consolidation
TM
AR
CM
AM
&
Accounts Receivable
Accounts Payable
FI
LC
Travel
Management
General Ledger
IM
Cash Management
Financial
Accounting
Accounts
Payable
Master
Data
Invoice
Processing
Sundry
Logistics
Payments /
Disbursements
Account
Analysis &
Reconciliation
Periodic
Processing
Reporting
Master Data
Maintenance
Creation 3 Levels
General Data (name, address)
Company Data (reconciliation acct, payment term)
Purchasing Data (PO currency, incoterms)
Change
Block
Delete
Account Groups
Intercompany
One-time vendors
Company
Code
9100 A
Ltd.
Purchasing
Organization:
9100 A Purch.Org.
General data
Address
Control data
Payment Transactions
Account Management
Payment Transactions
Correspondence
Purchasing Organization
Purchasing Data
Partner functions
Vendor
Master
Groups
Implemented
GEV
OTV
AFV
One-Time Vendor
0005
Foreign Vendors
SWV
Number
Ranges
GEV
0005
01
0000100000
0000299999
OTV
02
0000300000
0000399999
03
0000400000
0000499999
ZZ
1000000000
1999999999
AFV
SWV
Vendor master
record can be
blocked in the
following areas:
Posting block,
Purchasing block
Financial
Accounting
Accounts
Payable
Master
Data
Invoice
Processing
Sundry
Logistics
Payments /
Disbursements
Account
Analysis &
Reconciliation
Periodic
Processing
Reporting
Invoice Processing
Business Transactions included in Process:
Sundry
Invoice
Credit Memo
Down Payment (Special G/L)
Foreign Currency
Cancel/Reverse Document
Inter-company (Idocs)
Screen Tab
Posting a document
OR
Document
Simulation
Park document:
Held document:
The parked
document may be:
Posted,
Edited,
Saved as
completed,
Deleted.
Vendors
reconciliation
accounts
Accounts defined
for Special GL
Transactions
GL Down
Payments
Bank
Account
10
10
A Ltd pays the vendor a down-payment: $10.000, The down payment is booked on Vendor account with a Special GL
indicator
The amount of $10.000,- is shown on Vendor account, but on different GL
Account, instead of Vendor reconciliation account
Exchange
Exchange rates
rates
Currency/rate
USD 43.5
Amount
1,000
Translation date
09.30.05
Line
Line items
items
Amount FC:
1,000.00 USD
Amount LC:
43500 INR
2.
3.
Reverse an AP document
Mass Reversal
Procedure
Inter-company Processing
Inter-coy Billing
Invoice (IV)
AR header reference
=
AP header reference
SD Document
2000002244
HDR Ref:
2000002244
Inter-coy Billing
Invoice (IV)
AP
AR
SD Document
1000001144
A1 Ltd
HDR Ref:
1000001144
F110
AP
FI Document
3000015244
HDR Ref:
2000002244
AR
A2 Ltd
FI Document
2000006344
HDR Ref:
1000001144
A Ltd
F110
AR header reference
=
AP header reference
Credit Memo
Evaluated Receipt Settlement (ERS)
Consignment / Pipeline Settlement
Procurement Cycle
Purchase
requisition
Invoice
Invoice
verification
Goods
receipt
Payment
processing
Determination
of reqmts.
Purchase
order
10
20
7
Quotation
10
20
3
Purchase
order
10
20
PO
PO
monitoring
processing
Source
determination
Vendor
selection
Accounting Entries
Cost Element Object
1.
1. Goods received.
2. Invoice received.
GR/IR
2.
Acc. Payable
1.
3. Vendor paid.
4. Bank account credited/charged
3.
3.
2.
Bank
4.
Invoice verification
Invoice
Check Discrepancies
Purchase
order
Goods receipt
Invoice
document
Payment
program
Purchase
Purchase
Requisition
Purchase
Requisition
Purchase
Requisition
Purchase
10
Requisition
Purchase
10
Requisition
20 10
Requisition
Purchase
Order
20 10
30 20 10
30 20 10
30 20
30 20
30
30
10
20
30
Source
Source
Assignment
Assignment
Vendor
A Vendor Invoice
quantity, amount
account determination.
You can park or hold an invoice before posting it. When you save
the document, the system creates an unposted document that only
contains the data on the initial screen such as the gross invoice
amount, tax amount, terms of payment and allocation, but no item
data.
Later you can use the Invoice overview function to change and
post the parked / held document
PO 456
100 pcs
300 INR
PO 456
50 pcs
150 INR
PO History
2 Invoice for
3 Invoice for
PO 456
Subsequent costs
50 pcs
30 INR
Delivery Costs
Purchase
order 456
Purchase
order 123
100 pcs
Freight
10 INR
1 INR/pc
100 pcs
Freight
10 INR
-
100 pcs
Freight
1000 INR
100 INR
Total:
1100 INR
Delivery costs
100 pcs
Freight
1000 INR
100 INR
Total:
1100 INR
Unplanned costs
Delivery
MIRO
Accounting Document
For planned delivery costs, the postings are made to a clearing account
at goods receipt. There are separate accounts for costs of different
origins.
If the delivery costs in the invoice differ from the planned delivery costs,
the differences are posted in the same way as for normal price and
quantity variances.
Accounting Document
Credit Memo
Purchase
order 123
100 pcs 10 INR/pc
Credit Memo
80 pcs
800 INR
30 pcs
300 INR
Purchase
order 123
100 pcs 10 INR/pc
Subsequent
Credit
50 pcs
800 INR
50 pcs
300 INR
Goods Receipt
Vendor Invoice
Purchase
Order
10
20
30
Pipeline Settlement
Bill
Billof
of
Materials
Materials
Goods
Goods
Receipts
Receipts
PIPE
Material
PIPE
Material
10
10
20
20
30
30
Vendor
Vendor
Invoice
Invoice
Dt Accruals
Ct Vendor
Financial
Accounting
Accounts
Payable
Master
Data
Invoice
Processing
Sundry
Logistics
Payments /
Disbursements
Account
Analysis &
Reconciliation
Periodic
Processing
Reporting
Payments / Disbursements
Business Transactions included in Process:
Manual payments
Automatic Payment Run
Outgoing Payments
Reports
Inter-company Payments
IDocs (REMADV)
Automatic
Payment Run
Yes
Schedule
Proposal
No
Post Outgoing
Payment With
Printout
Proposal
List
Checks /
Transfer
Approval
Edit Proposal
Send transfers
to Banks and/or
checks to
Vendors
Propos
al
Approv
al
Schedule
Payment
Print Payment
Medium
Payment
documents
are printed
Invoices are
proposed for
payment
Payments are
approved
Payments are
modified
Schedule Proposal
Payment proposals are created
Edit Proposal
Payment proposals are edited
Schedule Payments
Payment run is carried out
Schedule Printing
Invoice
Payment
Program
Online Parameters
Selection Parameters
Which payment
methods?
Whos being
paid?
When is the
next run?
Proposal List
List of Vendors
included in the run
Line
Items
Payment
Method
Discounts/
Exceptions
Amounts included in
proposal
Currency
Bank details
Exception List
Exception List!
Payment
Items
...
...
Total
Invoice is blocked
Invalid data in the master record
Invalid payment method
Invalid house bank
Payment amount is less than the
minimum amount specified for
payment
Not enough money in the house
bank per configuration
Items
Payment
Items
Item 1
Item 2
Item 3
...
Schedule Proposals
Schedule a start
time
- OR -
Payment Runs
Clear paid open
items
Post payments to
general ledger
Payment
Run
Supply print program
with necessary data
Enter
Variant &
print checks
1.
AP clerk creates
and posts payment
run,
2.
AP manager creates
electronic payment
documents
3.
Data is downloaded
to a local file.
Financial
Accounting
Accounts
Payable
Master
Data
Invoice
Processing
Sundry
Logistics
Payments /
Disbursements
Account
Analysis &
Reconciliation
Periodic
Processing
Reporting
Account Clearing
Internal Post with Clearing
Clearing with Customer
Januar
1 2 3 4 5 6 7
y
8 9 1011121314
2,000 5,000
3,000
16171819202122
23242526272829
293031
Invoice
16171819202122
23242526272829
293031
Goods receipt
Can be cleared
3
Clearing an
account
Post with
clearing
1
2
Invoice
Credit memo
1000
1000
Clearing account
1
1000
1000
xxxxxx
-------------------------------
xxxxxx
-------------------------------
xxxxxx
-------------------------------
Automatic clearing
program
Ref no.
Amount
425
425
2500 2500+
Clearing
document
Clearing
document
Ref no.
9624
9624
Clearing
document
Amount
7500 7500+
Clearing
document
50000
40000
10000
20000
Amounts can be
cleared
Clearing
document
Customer
1
ABC Inc.
46,000
46,000 3
Bank
3
26,000
Customer invoice
Vendor invoice
Customer payment
46,000
20,000
26,000
Vendor
3
20,000
ABC Inc.
20,000 2
Reversal of Clearing
Reversal of clearing
Financial
Accounting
Accounts
Payable
Master
Data
Invoice
Processing
Sundry
Logistics
Payments /
Disbursements
Account
Analysis &
Reconciliation
Periodic
Processing
Reporting
Periodic Processing
Business Transactions included in Process:
LIV
invoice variances
Invoice
differences
Blocked
invoices
Tolerances
GR/IR
(not configured)
Account Maintenance
Vendor
Correspondence
Standard
Balance
Letters
Confirmation
Goods
Receipt
Purchase order
price quantity
Vendor Invoice
Date
Quantity variance
Price variance
Purchase order price quantity variance
Date variance
97 pcs
@ 10.00 USD
100 pcs
Goods Receipt
Stock account
1,000 +
GR / IR account
1,000 -
Vendor Account
Invoice
Goods
Receipt
Invoice
GR / IR Account
Maintenance
30 970 +
970 -
30 +
Invoice
Goods
Receipt
80 pcs
@ 10.00 USD
50 pcs
Goods
Receipt
30 pcs
The GR/IR clearing account is cleared for a purchase order item when the
delivered quantity and the invoice quantity are the same.
In this example the invoice quantity is greater than the delivered quantity, the
system expects another goods receipt.
Invoice #1
Goods
Receipt
97 pcs
@ 10.00 USD
100 pcs
Invoice #2
3 pcs
@ 10.00 USD
In this example the delivered quantity is greater than the invoice quantity,
the system expects another invoice.
Any differences in the GR/IR clearing account must be cleared. If the
differences are not cleared by another goods receipt (or a return delivery)
or by an invoice (or a credit memo), the GR/IR clearing account must be
maintained manually.
Automatic release
Manual release
Tolerances
Requesting Correspondence
Correspondence request
Standard letter
Internal documents
Mass request
selection program
Individual request
manual
Individual request
automatic
Bill of exchange
settlement
Individual
correspondence
Payment notice
Correspondence
requests
Trigger report
Print programs
Balance confirmation
Letter to the
Vendor
Open items
200.00-
Vendor Reply to
the Sender
354.00
126.20.
Printer
Fax
Financial
Accounting
Accounts
Payable
Master
Data
Invoice
Processing
Sundry
Logistics
Payments /
Disbursements
Account
Analysis &
Reconciliation
Month
End
Processing
Reporting
Reporting
Business Transactions included in Process:
Standard
Open
Reports
Items List
Cleared
Items List
Account
List
Account
Balance List
Vendor
Evaluations
Customised
Aged
Reports
Accessing Reports
1
SAP Menu
2
Transaction SA38
Report Variant
1) Enter the required
criteria on the selection
screen
Report Execution
Report Execution
Variant Selection
Dynamic selection
Overdue items
Currency analysis
Evaluation types
Evaluation Views
- Corporate group
- Company code
- Business Area
Variable
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B
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