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EHP4 for SAP ERP 6.0

March 2010

English

Letter of Credit (Y158)

SAP AG Dietmar-Hopp-Allee 16 69190 Walldorf Germany

Business Process Documentation

SAP Best Practices Letter of Credit (Y158): BPD

© SAP AG of 18

Copyright

© 2010 SAP AG. All rights reserved.

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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.


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Contents

1 Purpose .................................................................................................................................................. 5

2 Prerequisites .......................................................................................................................................... 5

2.1 Master Data ................................................................................................................................... 5

2.2 Roles ............................................................................................................................................. 6

3 Process Overview Table ........................................................................................................................ 6

4 Process Steps ........................................................................................................................................ 7

4.1 Create PO for Consumable Goods ............................................................................................... 7

4.2 Approve / Release Purchase Orders .......................................................................................... 10

4.3 Posting a Down Payment Manually ............................................................................................ 12

4.4 Goods Receipt of Consumables ................................................................................................. 14

4.5 Invoice Receipt by Line Item ....................................................................................................... 15

4.6 Manual Clearing .......................................................................................................................... 17


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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


Cost Center * All Select all cost centers


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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


FB60 Accounting invoice document posted to allow payment to vendor.

Post Manual Outgoing payment


F-53 The document posts the retention amount to the retention account and pays Vendor payable amount from bank account

Post retention

Finance F-02


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Process step

External process reference

Business condition

Business role

Transaction code

Expected results

amount to Vendor

Manager

Post Manual Outgoing payment


F-53 The document posts the retention amount to the retention account and pays Vendor payable amount from bank account

4 Process Steps

4.1 Create PO for Consumable Goods

Use This activity creates a purchase order for consumables.

Procedure

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

Option 1: SAP Graphical User Interface (SAP GUI)

SAP Menu Logistics → Materials Management → Purchasing → Purchase Order → Create → Vendor/Supplying Plant Known

Transaction code ME21N

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role

Business role Buyer (SAP_NBPR_PURCHASER-S)

Business Role Menu Purchasing Purchase Orders Create Purchase Order

2. On the Initial screen, make the following entries and choose Enter:

Field name User action and values

PO type NB Standard PO

Purchasing Organization (Org. Data)

Purchasing Group (Org. Data)

Company Code (Org. Data)

Vendor


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CORPRATE CENTER

Field name

Purchasing Organization (Org. Data) 1000

Purchasing Group (Org. Data) 100

Company Code (Org. Data) 1000

Vendor 30000120

UNICO

Field name




Vendor 37000810

CAP

Field name




Vendor 30000119

UFL

Field name




Vendor 30000032

SWAN

Field name




Vendor 30000005

GCL

Field name




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Vendor 31002165

3. On the item line, make the following entries:

Field name User action and values Comment

Account Assignment Category

K for cost center

F for internal order

If you choose K you should enter the relevant cost center

Short text Enter description of item

Quantity 10 Enter a quantity

OUn PC Enter order unit

Net price 1000 NGN Enter a net price

OPU PC Enter order price unit

Material Group 01

Plant

Plant

CORPRATE CENTER

Field name Description User action and values Comment

Plant 1000

UNICO


Plant 2000

CAP


Plant 3000

UFL


Plant 4000

SWAN


Plant 4010

GCL


Plant 5000


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Currency NGN Enter purchase currency

4. Choose Enter.

5. On the Account Assignment tab page, if prompted, enter cost center,

6. Enter the G/L account based on consumable, (the account has to be selected according to the required goods).

7. Choose Save and note the PO number here: ______________________________.

Result 1. A purchase order is created.

4.2 Approve / Release Purchase Orders

Use The purchase orders that require approval are listed and require release by a release authorization person.

Procedure



SAP Menu Logistics → Materials Management → Purchasing → Purchase Order → Collective Release

Transaction code ME28

2. On the Release Standard PO XXX screen, choose the button Document Flow On, if not already activated.

3. Choose the selection criteria Purchase Orders in the list that appears when clicking the left button in the Document overview screen area.

4. On the Purchasing Documents screen, enter your PO number and choose Execute.

The purchase order may need to be released by multiple people depending on its value. Once the last person has released the purchase order, the buyer or planner can output the purchase order (print, fax, EDI), if required.

5. Go on the head of the purchase order and choose release strategy. Choose release options.

6. The release status changed.

7. Choose button Save.


Business role Purchasing Manager (SAP_NBPR_PURCHASER-M)

Business Role Menu Purchasing Approval


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1. Choose on the tape All Purchase order Awaiting Release(x)

2. Enter in the Search criteria Release code 01 and press Apply.

3. Select your purchase order and press Release purchase order.

The purchase order is released.


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4.3 Posting a Down Payment Manually

Use The manual posting process is described below. You should process like this especially in case of manual payment or a manual step by step posting of the account statement.

Prerequisites The Customizing settings for special general ledger transaction A with alternative general ledger account 144012 (Down payment requests - Vendor) have been made.

Procedure



SAP ECC menu Accounting Financial Accounting Accounts Payable

Document Entry Down Payment Down Payment

Transaction code F-48

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

Business role Accounts Receivable Accountant

(SAP_NBPR_AR_CLERK-S)

Business role menu Accounts Payable Posting Payments Post Customer Down Payment

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


Document Date <document date> For example Today’s date

Company Code

COMPANY CODE

CORPRATE CENTER


Company Code 1000

UNICO

Company Code 2000

CAP


Company Code 3000

UFL


Company Code 4000

SWAN


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Company Code 4010

GCL


Company Code 5000

Currency NGN

Reference <reference> Choose the reference entered in the down payment request.

For example REQ 0001

Customer

Account <vendor >

Vendor

CORPRATE CENTER


Vendor 30000120

UNICO

Vendor 37000810

CAP


Vendor 30000119

UFL


Vendor 30000032

SWAN


Vendor 30000005

GCL


Vendor 31002165

Special G/L A


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Indicator

Bank

Account <Bank G/L account

to be posted> For Example 144012

Amount <amount> 1900

Value Date <Value date of

down payment> For example Today’s date

3. Choose Requests.

4. On the Post Vendor Down Payment: Choose Requests screen, select the required item.

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.

If you post a down payment without first posting the associated down payment request, carry out steps 1 and 2 only. Then proceed as follows:

In step 3, choose New Item instead of Requests.

1. On the Post Customer Down Payment: Add Customer Item screen, enter the required data.


Amount <Down payment

amount> For example 1900

Tax Code <Select a tax

code>

2. Choose Post (Ctrl + S).

3. Check the posted document using Document Display.

Result The document posts the bank account (Vendor incoming payments) on the credit side and the vendor with the alternative reconciliation account (Down payments received) on the debit side. The system automatically sets a payment block in the down payment. The calculated tax has been posted.

If selected during posting, the request has been cleared

4.4 Goods Receipt of Consumables

Use The vendor posts the receipt of the consumable goods.

This step is only relevant for consumable goods, not for service materials.

Procedure

Access the transaction choosing one of the following navigation options:


SAP Menu Logistics → Materials Management → Inventory Management → Goods Movement → Goods Receipt →


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For Purchase Order → GR for Purchase Order (MIGO)

Transaction code MIGO_GR

1. On the initial screen, enter the purchase order number and choose Enter.

2. On the General tab page of the Header Data, select the checkbox for printing the material document via output control. Choose Collective Slip.

3. On the Quantity tab page, enter an amount.

4. On the Where tab page, enter text in the text field.

5. Select the Item OK checkbox and choose Check.

6. The message Document is O.K. is displayed

7. Choose Post.

8. The system message material document xxxxxxx posted is displayed.

9. Display the purchase order and review the purchase order history.


Business role Warehouse Clerk (SAP_NBPR_WAREHOUSECLERK-S)

Business Role Menu Warehouse Management → Receiving

1. On the All Open Purchase Orders tab, select your PO number and choose Goods Receipt.

2. On the General tab page of the Header Data, select the checkbox for printing the material document via output control. Choose Collective Slip.

3. Select the Item OK checkbox and choose Check.

4. The message Document is O.K. is displayed

5. Choose Post.

6. The system message Material document xxxxxxx posted is displayed.

7. Display the purchase order and validate the purchase order history.

Result 1. A goods receipt of consumables is issued and a posting document is created. You can now proceed

with section Invoice Receipt by Line Item.

4.5 Invoice Receipt by Line Item

Use In this step, you realize the invoice verification for the actual invoice received from the vendor. The actual invoice amount may not be identical with the purchase order reference amount; therefore an invoice reduction might be required in this step.


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Procedure



SAP Menu Logistics Materials Management Logistics Invoice

Verification Document Entry Enter Invoice

Transaction code MIRO


Business role Accounts Payable Accountant 1 (SAP_NBPR_AP_CLERK-S)

Business Role Menu Accounts Payable Invoices Enter Incoming Invoice w/ PO Reference

2. If popup Enter company code appears, enter the respective company code. Choose Enter.

3. Optional: If company code should be changed, goto menu Edit – Switch Company Code. Enter new company code. Choose Enter.

4. Transaction: Invoice

5. On the Enter Incoming Invoice: Company Code screen, make the following entries:


Company Code Relevant company code

6. The Basic Data tab page appears. Make the following entries:


Invoice date Actual date

Reference Any reference text for example, vendor invoice

Amount Enter the gross invoice amount

Calculate tax deselect

Tax Code V1

Tax amount

7. On the PO reference tab, enter your purchase order number, and choose Enter. The PO information is copied and displayed in the below table.

Make sure that tax code V1 is selected (normally automatically set by the system).

8. If the balance is not Zero and an invoice reduction is necessary, proceed as follows:

a. In the item line of the PO reference data, select Vendor Error in the Correctn ID field.

b. After this the system will open two more fields: In field Invoice amount acc. to Vendor you have to enter the gross amount from the invoice minus tax amount. In the field Invoice Qty acc. to Vendor, you have to enter the quantity from the invoice. Based on this data, the


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system calculates the invoice reduction and the message amount reduced in invoice is now XXX,XX PEN is displayed.

9. To test for errors, choose Simulate.

The deviations in price, quantity and out of balance conditions are displayed. Yellow messages are warnings; red messages are fatal errors. You have to correct the red messages to proceed.

10. To save the transaction, choose Post. A message confirming the posting is displayed

Result Financial postings for consumable products:

4.6 Manual Clearing

Use If documents cannot be cleared automatically (for example the assignment is not equal), they can be cleared manually.

Prerequisites

To use this activity, documents with open items have to be posted. Run the processes in scenario General Ledger (156), Accounts Receivable (157) or Accounts Payable (158) using the master data from this document

Run the processes in scenario General Ledger (156, section 4.13) or Accounts Receivable (157, Section 4.11. Documents from accounts payable also can be cleared manually.

The process for accounts payable is described as follows.

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


SAP ECC menu Accounting → Financial Accounting → Accounts Payable → Account

→ Clear

Transaction code

F-44


Business role Accounts Payable Manager

(SAP_NBPR_AP_CLERK_M)

Business role menu Accounts Payable → Posting → Document Processing

2. Only SAP NetWeaver Business Client (SAP NWBC): On the All Vendor Line Items Open tab, select the relevant document number for the required vendor and choose Clear Vendor Items.

3. Only for SAP GUI: On the Clear Vendor: Header Data screen enter the required data:


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Field name Description User action and values

Comment

Account Enter Vendor. Enter the vendor account number for whom the invoice and credit memo was posted.

Company Code

the respective company code

Additional Selections

Reference

Clearing Date For Example, <Today’s Date>

4. Choose Enter.

5. On the Clear Vendor: Enter Selection Criteria screen, enter the required data:

6. Choose Process Open Items.

7. Depending on your user settings, the open items you want to clear have to be activated first. To do this, select the open items and choose Activate Items.

8. If discount has been calculated, delete the amounts that are defaulted in the respective column.

9. You have to specify the open items that are to be fully cleared, and the open items for which a residual item is to be created. Choose Residual Items and enter the residual amount for the invoice. As an alternative, you can also double-click the entry field, which causes the transaction to calculate the residual amount itself.

10. For some reasons it makes sense not to allocate the residual amount to one item, but to post it to the account without allocation. To do so, use the Difference Postings field instead and enter the residual amount here.

11. Choose Post (Ctrl+S) to save your entries. The document overview is displayed now, and you are asked to update the highlighted line item. Choose the residual item by double-clicking and enter a describing text for the line item. Choose Post (Ctrl+S) to finally post the document.

Result The open items selected in the account have been cleared. If a difference is determined, a residual item or a new open item is created.