sap fico accounts payable end user training manual -

FI_02 Accounts Payable Version 1 1

Saudi Arabian Airlines

SAP ACCOUNTS PAYABLE

FI_02

USER TRAINING MANUAL 2008 Version: 01


Accounts Payables

Contents

Course Overview: FI02 – Accounts Payable Accounting..............................................4

1: Course Introduction ..................................................................................................5

2. Curriculum ................................................................................................................6

1.1 Pre Requisite Training..................................................................................6

1.2 Finance Course Curriculum. ........................................................................6

3. Business Processes Overview..................................................................................7

4: Business Impact .....................................................................................................11

3.1 Key Impacts ...............................................................................................11

3.2 Glossary.....................................................................................................11

5. Practical Component ..............................................................................................12

5.1: Unit 1: Finance Organizational Structures & Master Data in Accounts Payable ..13

5.1.1: Create Vendor Master – FK01 ...............................................................14

5.1.2: Change Vendor Master Data - FK02......................................................17

5.1.3: Block/Unblock Vendor Master Data - FK05............................................18

5.1.4: Mark Vendor Master Data for deletion – FK06.......................................20

5.2: Unit 2: Accounting Transactions in Accounts Payable.........................................22

5.2.1: Park Invoice – F-63 ................................................................................23

5.2.2: Change Parked Document – FBV2........................................................28

5.2.3: Display a Parked Document – FBV3......................................................29

5.2.4: Post/Delete a parked Document – FV60................................................30

5.2.5: Post Vendor Invoice – FB60 ..................................................................31

5.2.6: Park/Edit Credit Memo – F-66................................................................33

5.2.7: Post Credit Memo – FB65......................................................................35

5.2.8: Post Outgoing Payment - F-53...............................................................37

5.2.9: Display Accounting Document – FB03...................................................40

5.2.10: Clear Vendor Account - F-44 ...............................................................42

5.2.11: Reset Cleared Items - FBRA................................................................44

5.2.12 : Document Reversal (Individual Reversal) Document – FB08 .............47


5.3: Unit 3: Advance Payments in Accounts Payable .................................................48

5.3.1: Down Payment Request – F-47 .............................................................49

5.3.2: Post Vendor down Payment – F-48 .......................................................51

5.3.3: Clear Vendor down Payment – F-54 ......................................................53

5.4: Unit 4: Automatic outgoing payment process & Check Voiding ...........................55

5.4.1: Automatic Payment Run Process – F110 ..............................................56

5.4.2: Voiding of Unused checks – FCH3 ........................................................61

5.4.3: Void Issued Checks- FCH9....................................................................62

5.4.4: Cancel Check Payment - FCH8 .............................................................64

5.4.5: Display the Check Register – FCHN......................................................65

5.5: Unit 5: Correspondences & Foreign Currency Revaluation ................................66

5.5.1: Vendor correspondence request – FB12 ...............................................67

5.5.2: Maintain Correspondence -F-61.............................................................68

5.5.3: Foreign currency Revaluation procedure-FAGL_FC_VAL .....................70

5.6: Unit 6: Vendor Reports ........................................................................................73

5.6.1: Display Vendor Balances – FK10N........................................................74

5.6.2: Vendor Payment History with OI (Open Items) Sorted list .....................76


Course Overview: FI02 – Accounts Payable Accounting

Course Version: 2008 - Version 1 Duration 3 Days Course Goals At the completion of the course the delegates should be able to

• Understand the components of the SAP FI-AP Module, • Understand the integration between FI-AP and other R/3 modules, • Understand the SAP terminology and vocabulary, • Process business transactions and generate required reports.

Target Audience

• Financial accounting End users Prerequisites

Essential • PC Literacy • SAP 01 Basics and Navigation Course • Knowledge of basic accounting

Course Content

1. Unit 1 : Finance organizational elements and Master data in Accounts Payable 2. Unit 2 : Accounting Transactions in Accounts payable 3. Unit 3 : Advance payments in Accounts payable 4. Unit 4 : Automatic outgoing payments process & check voiding 5. Unit 5 : Periodic processes 6. Unit 6 : Vendor Reports


1: Course Introduction This course will focus on how SAP Accounts Payable module manages Vendor transactions and activities.

The starting point of the course will introduce the concept of Vendor Master Record’s creation and will give explanations with regards as to how they will relate to transactional processes. The course will also touch on the structures of Vendor Master Record and their significance to processes that are critical to Accounts payables accounting in the recording of accounting transactions such as expenses, adjustments and also assist in areas of internal and external reporting.

Master records fields and their impact on transactional processing will also be under focus. During this course you will be taken through the steps of the creation of the Vendor Master Records execute transactional processes in areas of: parking, posting, document changing, accounts clearing, document reversals, reporting and processing of invoices for payment using various methods payments namely check, efts ( electronic funds transfers) and transfers

The SAP system allows for the viewing of documents at each stage of processing which makes it easy to track a transaction from the beginning to the end and also make it easy to analyze the related documents as you can navigate from the initial document going back wards. This is due to integration of modules in the SAP system


2. Curriculum 1.1 Pre Requisite Training

Course Content

SAP 01 Sap Basics and Sap Navigation Training 1.2 Finance Course Curriculum.

FI_01 GL Accounting FI_02 Accounts Payable FI_03 Accounts Receivable FI_04 Fixed Assets FI_05 Funds Management FI_06 Bank Accounting FI_07 FI Executive & Management


3. Business Processes Overview


4: Business Impact 3.1 Key Impacts

Business Process Impact

3.2 Glossary

Terminology Meaning

SAP Software being used for business processes : System Application Products

Parking Capturing /introducing a Vendor Invoice, Credit notes into the SAP system

Posting Approval of Accounting Documents

Vendor Creditors (those who provide us with services/goods)

Voiding Cancellation

3.3 Post Go Live Support Process

Any queries: Contact Telephone: 4000

E-mail: [email protected]

LAN : http://ahd.sv.net


5. Practical Component

The unit will focus on exercises that will help you learn how to apply the SAP Accounts Payable Business Tools to your Job.

There are a series of exercises relating to Business Scenarios, with detailed instructions and notes.

If at anytime you have any questions, please feel free to stop the Trainer and ask questions


5.1: Unit 1: Finance Organizational Structures & Master Data in Accounts Payable

This unit will look at Financial accounting organizational elements and how they relate to accounts payable master data maintenance i.e. the creation, changing displaying, blocking and marking for deletion of a Vendor. Accounts Payable records all accounting transactions for dealings with suppliers. Much of its data is obtained from procurement (Materials Management). There are various methods of creating the Vendor master records but before its creation there are requirements that need to be fulfilled first:

Preparation of the new Vendor master request form Checking and verification of the form Checking the existence of the Vendor master record in the system

Master data must be maintained centrally to ensure data integrity.


5.1.1: Create Vendor Master – FK01

A new vendor master can be created if there is need for a new one and a vendor can be created for financial accounting only or centrally for both financial accounting and materials management, you are required to create a local vendor master record in your Company Code for Financial accounting only.

1. To create a vendor master data , follow the menu path given below or use transaction code FK01 in the command field :

Accounting → Financial Accounting →Accounts Payable → Master Data → FK01- Create

2. Update the following required and optional fields:

Field Name Description Values

Vendor Code identifying the vendor account. The number will be generated by the system at the end of the exercise

Example: leave blank

Company code Code identifying a separate legal entity. Example: 1100

Account group Code used to determine the classification of the account (this data should appear automatically)

Example: SA01

3. Click the Enter button to confirm your entries and continue.



Name Name of the vendor “Trainee xx

Address Maintain the address of vendor Al-Khobar P.O.BOX 2333

Postal Code Maintain the postal code of vendor 75400

City City of Vendor ALKHOBAR

Country The Country of the Vendor SA

Email E-Mail address of the Vendor Enter your E-mail Address



6. Leave Customer field blank. Click the Enter button to continue.



Ctry Country where the bank account is maintained SA

Bank Key Code which identifies the Bank SABA01

Bank Account Bank Account Number of the Vendor 123456xxx

Account Holder The name of the Account holder Trainee xx

Alternative Payee Enter only if Vendors payment can be redirected to another vendor account

Example: leave blank or pick any account number




Recon Account

Vendors’ Reconciliation account updated through sub ledgers Direct posting not permitted) 2012100

Sort Key Determines the Document line lay out rules 002

Prev.Acct.no Enter the account number from the legacy system 123456



Payt Terms Terms that determine how the vendor will be paid SV01

Payment Methods.

List of payment methods which may be used in automatic payment transactions

CET

Chk Double Invoice Activates the checking of dual processing of the same invoice under Vendor accounts Tick

Pmt adv. By EDI

This indicator specifies that the customer/vendor should be sent all payment advice information by EDI.



10. Click the Save button.

11. The message bar displays “Vendor number 1000XX was created in company code 1100”.

12. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access screen.

The system task is complete.


5.1.2: Change Vendor Master Data - FK02

The Vendor has just changed his Address details you are required to make changes to the record.

1. To change a vendor master follow the Menu Path or use transaction code FK02: Accounting → Financial Accounting → Accounts Payable → Master Records → FK02- Change.



Vendor Code identifying the vendor account. Example: From exercise 1:-1000xx


3. Click in the Check box.

4. Click the Enter button to confirm your entries and continue

5. Change the contents of the Box number field. 6. Click the Save button. 7. A message will appear on the status bar: Changes have been made. 8. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access

screen.



5.1.3: Block/Unblock Vendor Master Data - FK05 A vendor master record (for the same vendor) was created twice. You need to block one of the vendor master records to prevent postings on this account. Only block an account if there are no more open items in the account. If an account is blocked, you cannot clear any open items in it.

1. To block/unblock a vendor master follow the Menu Path or use transaction code FK05: Accounting → Financial Accounting → Accounts Payable → Master Records → FK05-Block/unblock.



Vendor Code identifying the vendor account Example: 1000xxx created in Exercise 1



4. Click in the Check box.

5. Click the Save button or press Ctrl +S 6. A message will appear on the Status bar. “Changes have been made”. 7. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access

screen.



TO UNBLOCK

Enter Details as in line 2 of the blocking exercise above 8. Click on the Enter button or press Enter to unblock the vendor master record.

9. Deselect check box.

10. Click on the Save button or press Ctrl+S to update vendor master and unblock it to allow postings.




5.1.4: Mark Vendor Master Data for deletion – FK06

You cannot physically delete a Vendor master directly. However, you can mark it for deletion. After ensuring that no transaction is posted to this vendor account for a period of one fiscal year, this record can be archived. In this exercise you need to mark vendor master for deletion and save your data.

1. To mark vendor master for deletion follow the menu path or use transaction code FK06: Accounting → Financial Accounting → Accounts Payable → Master Records → FK06- Mark for deletion



Vendor Code identifying the vendor account Example: 1000xxx created in Exercise 1



4. Select the check box. This process flags the vendor record for deletion.

5. Click on the Save button or press Ctrl+S, to update the vendor master. 6. The message bar displays “Changes have been saved”. TO UNMARK

Enter Details as in line 2 of the marking for deletion exercise above.

7. Click on the Enter button or press Enter.


8. Click on the check box to deselect. This process removes the flag for vendor record deletion.

9. Click on the Save button or press Ctrl+S, to update the vendor master.




5.2: Unit 2: Accounting Transactions in Accounts Payable

The unit will introduce you to accounting transactions in accounts payable such as parking checking and approving invoices. It will also help in understanding how Accounts Payable records all accounting transactions for dealings with suppliers. Trainees will learn how to use general and simple accounts payable transactions and also be able to provide up to date information on vendor accounts. Management of vendor accounts in terms of reconciliations will also be under focus.


5.2.1: Park Invoice – F-63

Using this standard accounting function, you can enter Invoice in the system without posting the Accounts Payable sub ledger. The PARKED Invoice is subsequently checked, approved and posted to Accounts Payable. You can park an incomplete document.

1 To park vendor invoice follow the menu path or use transaction code F-63: Accounting → Financial Accounting → Accounts Payable→ Document Entry → Document Parking → F-63- Park Document

2. Update the following required and optional fields;


Document Date Date of the invoice Today’s date

Company Code The company code is an organizational unit within financial accounting.

Example : 1100

Posting Date Date for posting to Ledger Today’s Date

Currency Invoice currency Example: SAR

Reference Vendor Invoice Number Example: Invoice # 123

Doc Header Text The document header text contains explanations or notes which apply to the document as a whole, that is, not only for certain line items.

Example : Voucher 1/2008

Posting Key In this field, the posting key with which the next document line item should be entered is specified.

Example : 31

Vendor Vendor # Example: 1000xxx


3. Click the Enter button to confirm the entries

4. Enter 100 in the amount field for the First Item. 5. Enter Text that describes the transaction in the text field. 6. Enter Posting Key 40 in the PstgKey field. 7. Enter General Ledger Account 50xxxxx being charged/ debited in the account field.



9. Enter a * (star) in the Amount field for the Second Item then press Enter to adopt the

amount from the first line item. 10. Enter I0 In the Tax code Field. 11. Enter 11111xx in cost centre field. 12. + (plus) in the Text filed then press Enter to adopt the text from the first line item.


13. Click on the Document overview button.


14. Click on the Save button or press Ctrl+S to park the invoice. 15. The system will display a message at the status bar: Document Number: 2500000xxx was parked in Company Code 1100 record this below.


The system task is complete


5.2.2: Change Parked Document – FBV2

Parked Vendors’ invoices need to be verified before they are posted; therefore errors can be corrected before being posted. A document had been parked but did not contain adequate text and also that there were no reference details entered on the document.

You are required to correct the document before posting.

1. To change a parked document use the following menu path or use transaction code FBV2: Accounting → Financial Accounting → Accounts Payables → Document Entry→ Documents Parking →FBV2 – Park/Edit Invoice




Document Number The parked document number

Example: 2500000xxx

Fiscal Year The fiscal year in which the parked document

Example : 2008

3. Click on the Enter button.

4. Enter Trainee xx in the Reference field. 5. Change data in the text field 6. Click on the Save button to record you changes.

7. A message will appear on the status bar: A preliminary posted document 25000000xx 1100 2008 has been changed.

8. Click on the Exit button or press SHIFT-F3 until the SAP Easy Access screen is displayed.



5.2.3: Display a Parked Document – FBV3

A parked document is subject to a verification process before it can be posted, the SAP system allows for the display of such documents so that this process can be fulfilled. Display the parked document

1. To display a parked document use the following menu path or use transaction code FBV3: Accounting → Financial Accounting → Accounts Payables → Document Entry→ Documents Parking →FBV3 – Park/Edit Invoice





Example: 2500000004


Example : 2008


4. Click on each tab button to display data. 5. To exit this transaction, click on the Exit button or press SHIFT-F3 until the SAP Easy Access screen is displayed



5.2.4: Post/Delete a parked Document – FV60

A Vendors’ Invoice was parked twice for the same service however it was picked before it was posted. In the SAP system a parked document can be deleted but once a document is posted it can not be deleted. It will only be regularized by entering a reversal document. You can choose to post the parked document in this environment or choose to delete it. Delete the parked document.

1. To delete a parked document follow the menu path or use transaction code FV60: Accounting → Financial Accounting → Accounts Payables → Document →

Parked Documents →FV60 – Post/Delete

You can choose from the menu Document→ Select parked document 2. Update the following required and optional fields;




Example: 2500000xxx


Example : 2008


4. Select from menu Document→ Delete parked document. 5. A message will appear on the status bar: Parked document 25000000xxx 1100 2008 deleted. 6. To exit this transaction, click on the Exit button or press SHIFT-F3 until the SAP Easy Access screen is displayed.



5.2.5: Post Vendor Invoice – FB60

This transaction allows you to enter vendor invoices. It creates postings in Accounts Payable Sub Ledger and updates also the relevant GL Accounts (e.g. reconciliation account). You can use this transaction to post the invoices that do not pass through Purchasing Department. Instances of when a vendor invoice will be posted by AP will be payments for electricity bills, telephone charges etc. In this exercise you will enter and post vendor invoice.

1. To post vendor invoice follow the Menu path or use transaction code FB60: Accounting → Financial Accounting → Accounts Payable → Document entry → FB60 – Invoice.

2. Click on the button and Enter Company code 1100 in the field. 3. Update the following required and optional fields for 1st line item


Vendor Code identifying the vendor account Example: 1000xxxx

Invoice date Invoice date Example: today’s date

Reference Additional document description Example: Invoice

Amount Invoice Amount Example: 500

Text Description of line item

G/L Account The Account Being Charged or Debited Example: 5026110

D/C Code identifying whether line item is a debit or a credit

Example: Debit

Amount In Doc Curr Amount to be posted for the line item Example : 500 or *

Text Description of line item Example : put a + sign

Cost Center Cost Center Example : 15151130

4. Click on the Tab 5. Enter new Payment terms SV01 ‘upon invoice presentation” 6. Enter Payment method C.


7. Click on the button to replicate an overview of a document before posting.

8. Click on the Save button or press Ctrl+S to post the invoice. 9. The system will display the number of the document generated by this Invoice, record this below. Document Number: 2500000xxx was posted in Company Code


Note: Please carry out all these steps once again in order to create another invoice for the following exercises.



5.2.6: Park/Edit Credit Memo – F-66

Using this standard accounting function, you can enter a credit memo in the system without posting the Accounts Payable sub ledger. The Parked credit memo is subsequently checked, approved and posted to Accounts Payable. Credit memos have the effect have reducing our liabilities under the vendor’s accounts. Vendors normally issues credit notes when we return purchased goods or if we had overpaid them.

1 To park vendor invoice follow the Menu path or Use transaction code F-66: Accounting → Financial Accounting → Accounts Payable→ Document Entry → Document Parking → F-66- Credit Memo parking





Example : 1100



Reference Vendor Credit Note Number Example: Credit memo ref 123



Posting Key In this field, the posting key with which the next document line item should be entered, is specified.

Example : 21

Vendor Vendor # Example: 1000xxx



4. Enter 100 in the amount field. 5. Enter Text that describes the transaction in the text field. 6. Enter Posting Key 50 in the PstgKey field. 7. Enter General Ledger Account 50261xx being charged/ debited in the account field.


9. Enter * a star in the Amount field. 10 Enter 111211xx in cost centre field

11. Click on the Document overview button.

12 Click on the Save button or press Ctrl+S to park the invoice. 13. The system will display the number of the document generated by this Invoice, record this below. Document Number: 2200000xxx was parked in Company Code




5.2.7: Post Credit Memo – FB65

The vendor invoice you’ve posted in the previous exercise contains an incorrect amount. The vendor was invoiced for an excess amount. You’ve asked the vendor to issue a credit memo to correct this mistake. In this exercise you need to post the received vendor credit memo. (This is a direct posting exercise and has no relevance to the above exercise)

1. To post vendor credit memo follow the Menu path or use transaction code FB65: Accounting → Financial Accounting → Accounts Payable → Document entry → FB65 - Credit memo

2. Click on the button and Enter Company code 1100 in the field.

3. On the main screen update the following required and optional fields:


Vendor Code identifying the vendor account Example: 1000xxx

Document date Credit note date. Example: today’s date

Posting date Date that the business transaction occurred Example: today’s date

Reference Credit note number. Example: Credit Memo 500

Amount Amount to be posted to Example: 500

Calculate Tax Indicator whether tax is to be calculated Tax Code Represents the tax chargeable I0

Text Description of line item Credit Memo

G/L Account The Account Being Charged or Debited Example: 5026111

D/C Code identifying whether line item is a debit or a credit Example: credit

Amount doc.curr. Document currency. By default system proposes the Company Code currency, but a user can change it.

Example: 500

Text Description of line item Example : put a + sign

Cost Center Cost Center Example : 11111130

4. Click on the Enter button to confirm the entries.


5. Click on the Tab.

6 Update the following required and optional fields:


Inv. Ref (Invoice) Enter the Document Number which refers to a original invoice. Entering the original invoice will copy the invoice details from the original invoice.

Imp Note:-This will facilitate in clearing the vendor account at a later point in time.

Example: 25000xxx Created in posting exercise

Inv. Ref (Fiscal Year) The fiscal year the invoice was created in Example: 2008

7. Click on the Enter button to confirm the entries.

8. A message will appear on the status bar that Data was copied. 9. Click on the button to replicate an overview of a document before posting.

10. Click on the Save button or press Ctrl+S to post the invoice. 11. The system will display the number of the document generated by this Invoice, record this below. Document Number: 2200000xxx was posted in Company Code




5.2.8: Post Outgoing Payment - F-53

This functionality is used to process outgoing vendor payment but can only process single vendor accounts at any given time. A request has been made for the processing of an urgent payment which can not wait for the normal payment run process. Invoices have been parked checked and approved (posted) process the payment.

1. To post an outgoing payment for a vendor account follow the menu path or use transaction code F-53 to complete the exercise: Accounting → Financial Accounting → Accounts Payable→ Document Entry → Other → Outgoing payment → F-53- post

2. Update the following required and optional fields




Example : 1100



Reference Vendor Credit Note Number Example: invoice XXX



Clearing Text This text is copied into all clearing entries which are created within the current processing.

Example : Payment for xxxx

3. Update the following fields under bank data box


Account Account to be posted to Example: 1012991



Amount Amount to be paid in total Example : 1000

Value Date The value date is used in bank accounts and bank sub-accounts. This is a date at which the payments will be honored by the bank

Today’s Date

4. Update the following required and optional fields under box.


Account Vendor Account to be cleared Example:1000xxx

Account Type The account type determines whether the general ledger or one of the sub ledgers is used.

Example: K ( default Value)

5. Click on the button.

6. All open items are selected by default. To deselect the items first click the Select all . button.

7 Then click Deactivate Items button. All the open items are now deactivated (they are no longer highlighted in blue).

8. Now you need to choose and select the items you want to clear. Double click on the SAR Gross field for each of those items to be cleared.

9. You will need to select one or more documents to balance this clearing. Scroll through the remaining documents and select this document.

Note: The system will highlight these items in blue. When the value of the field not assigned is equal 0 and you can clear open items. See screen below


8. You can check your document before postings. Select Document→Simulate.

9. To post your entries, click the Save button.

10. The message bar displays: “Document 2600xxxx was posted in company code 1100” – record this number below.

Document Number: __________________________________________________




5.2.9: Display Accounting Document – FB03

Documents entered in the system can be viewed as and when they are required. You are required to display a Vendors’ document. This function will you allow to quickly address queries pertaining to individual invoices/ documents

1. To display G/L (general ledger) document follow the menu path or make use of the transaction code FB03: Accounting → Financial Accounting → Accounts payable → Document → FB03-Display

2. If you know the required document number, enter it in the field “Document number”.

If you don’t, click Button to search for documents:

3. The system will display a screen where you can enter your search criteria:




Example:1100

Fiscal year Fiscal year number Example: 2008

Document type Code identifying the method that the system uses to process the transaction

Example: KR

Posting date Date that the business transaction occurred Example:

5. Click Execute button to start searching.

6. The system will display a list of documents that fulfill your criteria:

7. To display your document, simply double click on it. The system will display a take you to document overview:


Or from the initial screen display Vendor Document 1. Enter the Document number you have on hand 2. Enter the Company Code 1100.

3. Enter the Fiscal Year 2008 or leave field blank.

4. Click on the Enter button to proceed.

5. Click on the button to change you screen view.

Note: - the system will show you more fields not shown under entry view and you can be able to and a change your document from this document display screen

6. Click on the menu Document → Display< >Change

7. Click on the Document header button if you want to change header details

8. Identify fields that can be changed and change header text

9. Analyze it and Click on the Enter Continue/Confirm button to leave the displayed document header sub screen.

10. To store your changes in the document, click save button

11. To exit this transaction, click on the Exit button or press SHIFT-F3 until the SAP Easy Access screen is displayed.



5.2.10: Clear Vendor Account - F-44

The function allows you to clear open items on Vendor account. You have to identify open items that can be matched in terms of debits and credits. In this exercise you need to clear open items on the Vendors’ account.

1. To clear open items on Vendors’ account follow the menu path or use transaction code F-44 to complete the exercise: Accounting → Financial Accounting → Accounts Payable → Account → F-44 – Clear



Account Code identifying the Vendor account Example: 100xxx

Clearing date Date when you want the transaction to be cleared. It is used later in a header of a clearing document.

Example: today’s date

Company code Number of the company code that the Vendor belongs to

Example: 1100

Currency Currency code. Example: SAR

Note: You can clear also the transactions posted in different currencies. The system will automatically calculate and post exchange rate differences.

3. Click the Enter button .The system will display open items that fulfill previously entered criteria:

4. All open items are selected by default (later in this instruction how to change default system settings). To deselect the items first click the Select all button.

5. Then click Deactivate Items button. All the open items are now deactivated (they are no longer highlighted in blue).

6. Now you need to choose and select the items you want to clear. Double click on the SAR Gross field for each of those items to be cleared.


7. You will need to select one more document to balance this clearing. Scroll through the remaining documents and select this document.

Note: The system will highlight these items in blue. When the value of the field not assigned is equal 0 and you can clear open items. See screen below

8. You can check your document before postings. Select Document→Simulate.

9. To post your entries, click the Save button. No “real” posting took place, but the system stored a clearing document.

10. The message bar displays: “Document 11000xxxx was posted in company code 1100” – record this number below.

Document Number: __________________________________________________

11. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access

screen.



5.2.11: Reset Cleared Items - FBRA

A posting with clearing had been made to a wrong Vendor Account due to similarities in names therefore the outgoing payment document has to be reversed to enable the correct transaction to take place.

Note: An Accounting Document that contains line items have cleared been can not be reversed it requires that the cleared items be reset first.

In this exercise you’re going to display the clearing document and its line items, and then reset the cleared document.

1. To reset cleared items follow the Menu path or use transaction code FBRA to complete the exercise: Accounting → Financial Accounting → Accounts Payables → Document → FBRA - Reset Cleared Items



Clearing document Number of the document to be reset Example:



3. Click the Accounts button. The system will display all the accounts involved in clearing operation:

4. Click the Continue button to continue.

5. Click the Items button to display documents cleared by the clearing operation:

6. Click on the Save button or press Ctrl+S to post the resetting


7. A screen reversal of clearing Document will be displayed with 2 (two) options to select from. - Only Resetting will remove the clearing from the document that was cleared and changes the documents’ status from cleared item to open item - The clearing document also changes status to an open item and this has effect on the overall Vendor Account. - Resetting and reversing will reset the cleared line items and also reverses the clearing document

8. Click on Only Resetting button

Note: only resetting will remove the clearing document from the cleared document and restore it to its pre-clearing state i.e. open item stage. The clearing document will also be found under the open items of the Vendor Account and must be removed from this environment by the reversal process.

A message will appear on the status bar clearing document 26000000xxx reset. 9. Click on the Exit button or press Shift+F3

Note: If you choose the later button the system will reset and reverse the clearing document in one transaction. For you to carry out a transaction where you are going to select on resetting and reversing you have to start with a new document. Otherwise the above resetting transaction is complete.

If you choose to Click on Resetting and Reversing button you will proceed as follows


1. Enter 01 in the Reversal Reason field.

2. A message clearing reset will appear.

3. Click the Continue button.

4. A message will appear that document 9000000xxx was posted in company code 1100.




5.2.12 : Document Reversal (Individual Reversal) Document – FB08

Sometimes posted document contains incorrect information. This function allows you to reverse an incorrect document. A document to be reversed can not include already cleared items. If you want to reverse document that was already cleared, you need to reset all cleared items before posting a reversal. There is also a function that allows mass document reversal (Transaction code), unlike resetting clearing documents which only allow resetting one clearing document at a time.

1. To reverse a document, follow the menu path or use transaction code FB08: Accounting → Financial Accounting → Accounts Receivable → Document → Reverse → FB08 - Individual Reversal.



Document no. The document that is to be reversed. Example:

Reversal Reason The reason the document will be reversed. Example: 01

3. Click the Display document before reversal button or press F5.

4. Click the Back button or F3.

5. Click on the Save button or press Ctrl+S.

6. The system will post a reversal document and a message will appear on the status bar "Document 90000000xxx was posted in Company code 1100.




5.3: Unit 3: Advance Payments in Accounts Payable

This unit will focus on how down (advance) payments will be handled from request to payment. The unit will also show the differences between processing normal and advance payments.


5.3.1: Down Payment Request – F-47

Down payment request function does not create posting but only stores information in the systems that can be used later to post a “normal” down payment manually or using the automatic payment program. In this exercise you need to create a down payment request.

1. To enter down payment request follow the Menu path or use transaction code F-47 to complete the exercise: Accounting → Financial Accounting → Accounts Payable → Document entry → Down payment → F-47 –Request



Document date Date the transaction occurred Example: today’s date

Type Document type Example: KA



Currency/rate Code identifying the currency used in the transaction Example: SAR

Reference Doc. Description Example: down payment

Account Code identifying the vendor account Example: 1000xxx

Trg.sp.G/L ind. Special GL transaction code. You determine the special G/L indicator for a down payment request in this field with which the corresponding down payment is to be posted later.

Example: Select the appropriate indicator i.e. R=POS & Contracts=Security Deposits/Guarantees, T=Petty Cash Re-imbursement=Payment request

3. Click the New item button to enter Down Payment line item:



Amount Amount of the line item Example: 500

Calculate Tax the system calculates the taxes automatically


Due on Date when the down payment is due Example: today’s date

5 Click the Enter button to confirm your entries.

6. Click the Overview button to display a document before posting:

7. Click the Save button to post the down payment request.

10. A message will appear on the status bar informing you that”Document 210000000xx was posted in company code 1100”.




5.3.2: Post Vendor down Payment – F-48

A down payment is an advance payment for a service or goods and down Payment is a function that allows you to post the document to an alternative GL account instead of “normal” vendor’s reconciliation account.

In this exercise you need to post a vendor down payment

1. To post a down payment for vendor follow the Menu path or transaction code F-48: Accounting → Financial Accounting → Accounts Payable → Document entry → Down payment → F-48 - Down payment

2. Update the following required and optional fields



Type Document type Example: KZ



Currency/rate Code identifying the currency used in the transaction Example: SAR

Reference Description of the Reference. Example: down payment

Account Code identifying the vendor account Example: 1000xxx

Special G/L ind Enter here required special GL transaction code Example: E

Account Bank account number Example: 1012991

Amount Amount of the line item Example: 500

3. You can use an existing down payment request to post the down payment. Click the Requests button.

4. Select the Down payment request number created in the previous exercise, by selecting the row containing the document number like by clicking anywhere on that row.


5. Click on the button. The system will display a document overview:

6. Click on the Save button to post the down payment.

7. The message bar displays “Document 260000000xx was posted in company code 1100”

Note: Before proceeding to clear down payment you are required to post Vendor Invoice (FB60) so that invoice and down payment can clear. In this example we have posted SAR 500 for Down payment and invoice will also be posted with same amount. In case if the invoice amount is more than down payment then rest of the balance will be paid through normal payment and the clearing will automatically take place for the balance




5.3.3: Clear Vendor down Payment – F-54

This function allows you to post a clearing document manually. You can use it e.g. to clear a down payment (posted with special GL transaction) with another vendor document (e.g. vendor invoice). In this exercise you need to clear vendor down payment with an invoice.

1. To clear Vendor Down Payment follow the Menu path Use transaction code F-54 to complete the exercise: Accounting → Financial Accounting → Accounts Payable → Document Entry → Down Payment → F-54 Down Payment Clearing




Type Type of accounting document Example: KA



Currency/rate Code identifying the currency used in the transaction

Example: SAR

Reference Additional document description Example: down payment

Account Code identifying the vendor account Example: 1000xx

Invoice Enter here an invoice number you want clear a down payment with

Example: See Invoice List

Line Item Enter here the line item number you want clear a down payment with

Example: 1


Note: If you don’t know the vendor invoice number, you can open another SAP

session (Press Create New Session button) and display the vendor open items – transaction code FBL1N.


4. Click on the button to process down payments.

5. Select the Down payment request number used in the previous exercise, by selecting the row containing the document number like and by clicking anywhere on that row.

6. Click the Enter button to confirm your entries. The system will enter the amount

in the field Transfer posting. (Side scroll to the right to see this entry)

7. Click the Save button to post a clearing document.

8. Line item 002 is highlighted in blue. Some additional data must be entered. Double click on this line.

9. Enter Text describing the down payment.

10. Click the Enter button to confirm your entries.

11. Click the Save button. (Please confirm the information message that appears on the status bar with enter)

12. The message bar displays “Document 21000000xx was posted in company code 1100”

This transaction clears only down payment posting and stores information in the system which amount of the invoice was cleared.

13. To Display/Change Vendor Open Items execute Transaction FBL1N . As you can see, the newly posted clearing document is still outstanding and you need to clear it with the invoice using the account clearing process (Transaction F-44).




5.4: Unit 4: Automatic outgoing payment process & Check Voiding

Trainees will be able to process or execute an automatic payment run process and understand whole automatic process from entering parameters, scheduling proposal, editing the proposal scheduling the run, posting of orders and printing of payment media. Trainees will be able to identify differences between a manual payment process and the automatic payment run.


5.4.1: Automatic Payment Run Process – F110

This SAP functionality allows for the clearing of Vendors’ Account line items that are due for payment. The process involves posting to relevant sub ledgers and the general ledger but this happens through an automated process which involves selection of Vendors with open items that are due, reviewing and editing payment proposal and execution of the actual payment run.

1. To execute a payment run process follow the menu path or use transaction code F110: Accounting → Financial Accounting → Accounts Payable → Periodic processing → F110– Payments.

2. Update the following required and optional fields.


Run Date The run date is used for identifying the parameters Example: Today’s Date

Identification Freely definable the identification to distinguish between several runs with the same run date

Example: SV001

3. Click on the tab.



Posting Date Date which is used when entering the document in Financial Accounting

Example : Today’s’ date

Docs entered up to This specifies the date up to which open items are taken into account during processing

Example: Today’s Date

Company Codes Company code which are to be processed Example: 1100

Payment Methods List of payment methods that should be used in the payment run

Example: CE

Next P/Date The date when the next payment run is scheduled. Enter next date of payment

Vendor Vendor accounts to paid Example : 100000 - 999999


5. Click on the tab.

6. Click in the check box.

7. Click in the check box

8. Click in the check box. 9. Click on the data medium tab.

10. Enter SAMBA_CHQS in the variant field against program 11. Click on the Save button.

12. A message will appear on the status bar

13. Click on the Back button.

14. A message will appear in the status box: Parameters have been entered 15. Click on the button.

16. Click in the check box to schedule your proposal.

17. Click on the Schedule button. 18 A message will appear in the status box: Proposal is ready to be started. 19. Click on the button repeatedly the prior message will be updated and now reads Payment proposal has been created.


20. Click on the Display button to view the proposal list.

21. The green traffic light on the “Indicator: Payment/Exception” field indicates that there are no errors. 22. Double click on the record for a breakdown of the component documents

23. Click on the Back button twice to return to the Status tab. 24. To display the proposal log Got to Edit - Proposal Display log, a detailed log will be displayed.

25. Click the Back button to return to the Status tab

26. Click on the button to schedule the payment run. A pop up screen will be displayed.

27. Click on the check box to schedule your payment run. Then Select the Schedule button. 28. You will be returned to the status tab. Click on the button repeatedly until the message “Payment run has been carried out” and "Posting orders: XX generated, XX completed"

29. Click on the Payments button to view log. Then double click on your job name within a pop screen that comes up i.e. “F110-20080503-SVxxx Payment run”

30. This screen indicates that the payment program ran successfully and Financial Accounting documents created in company code 1100.

31. The screen will list the accounts cleared, the clearing documents and the related amounts.


32. Click the Back button to return to the Status tab

33. Click the Schedule Print button. Select the ‘Start Immediately’ option on the Schedule print popup box. Replace the (Question mark)? With A1 or any character you prefer.

34. Click the Enter icon. The payment media will now be created. SAP will return you to the status screen. 35. A message will appear on the status bar

To view the Job Log proceed as follows: 36. Select from the menu System Own Jobs:

37. The job will appear with the status finished in green implies that the job has been

correctly executed

38. Click in the Check box against your Job log then click button for details of the job execution. 39. The system will display the below screen showing you the details of your job.


40. Click on the Back button


42. Click in the Check box against your spool for checks.

43. Click on the Display Contents button.

44. Individual Checks together with the remittances will be displayed it’s always advisable to have a print preview before executing the printing function.

45. Click the Back button.

46. Click on the Print immediately button to start your actual printing.

Note: Before you command the printing make sure that your checks are properly aligned and the correct leaf of the pre-numbered check is at the beginning.




5.4.2: Voiding of Unused checks – FCH3

Checks can be cancelled before they are printed due to various reasons: Soiled, stolen, destroyed etc. These reasons warrant the cancellation in order to maintain the correct sequence of pre- numbered checks in the check lot.

1. To cancel unused checks follow the menu path or use transaction code FCH3: Accounting → Financial Accounting → Accounts Payable→ Environment → Payments → Check information→ Void → Unused Checks

2. Enter 1100 in the Paying company code field. 3. Enter SA001 in the House Bank field. 4. Enter CA01 Account ID field. 5. Enter 000xxx the Check(s) to be cancelled in the Check number field from – to

fields. 6. Enter 08 in the Void reason Code.

7. Click on the Enter button to confirm your entries.

8. Click on the button. 9. A message will appear on the status bar: Checks 000xxx to 000xxx have been

voided.




5.4.3: Void Issued Checks- FCH9

This function allows you to cancel a Check that was issued to a vendor and was not presented to the bank until it went stale.

1. To cancel check that would have been issued follow the menu path or use transaction code FCH9: Accounting → Financial Accounting→Accounts Payable→Environment → Payments →Check information→ Void → FCH9- Issued Checks.

2. Enter 1100 in the Paying company code field. 3. Enter SA001 in the House Bank field. 4. Enter CA01 Account ID field. 5. Enter 000xxx the Check number field. 6. Enter 04 in the Void reason Code.


8. Click on the button to display the check you are about to cancel.

9. The details of the check you about to cancel will be displayed. Check and please

satisfy yourself that it is the correct check to be voided/cancelled


10. Click on the button

11. The Check line items will be displayed.

12. Click on the Back button twice.

13. Click on the button. 14. A message will appear on the status bar: Checks 000xxx voided - payment

document not reversed.




5.4.4: Cancel Check Payment - FCH8

Checks can be cancelled before they are printed due to various reasons: Soiled, stolen destroyed and these reasons warrant the cancellation in order to maintain the correct sequence of pre- numbered checks in the check lot. This functionality allows for the cancellation of the Check and at the same time reversing the clearing document.

1. To cancel checks as well as the reversing clearing documents follow the menu path or use transaction code FCH8: Accounting → Financial Accounting→Accounts Payable→Environment→Check information→ Void → FCH8 – Cancel payment

2. Enter 1100 in the Paying company code field. 3. Enter SA001 in the House Bank field. 4. Enter CA01 Account ID field. 5. Enter 000xxx the Check to be cancelled in the Check number field. 6. Enter 07 in the Void reason Code field. 7. Enter 01 in the Reversal Reason Field


9. Click on the button. 10. A message will appear on the status bar: Payment for check 0000xx was cancelled,

reverse document 9000000xxxx.




5.4.5: Display the Check Register – FCHN

You can use this transaction to view a list of checks. It lists those that were cashed, voided (cancelled), yet to be presented to the bank for payment and those that have just been printed.

1. To display a check register follow the menu path or use transaction code FCHN: Accounting → Financial Accounting → Accounts Payable → Environment → Check information → Display → FCHN – Check Register.

2. Enter 1100 in the Paying Company Code field. 3. Enter SA001 in the House Bank Field. 4. Enter CA01 in the Account ID (Account Identification).

5. Select Radio button if you want to view a check listing only or

Select Radio button if you want to view a check listing which includes the list of documents that make up the payment. 6. Click on the Execute button.


The lesson is complete.


5.5: Unit 5: Correspondences & Foreign Currency Revaluation

The unit will introduce you the functions that are carried out to periodically such generating account statements and month end and year end procedure However, a more detailed course FI_06 on Financial Closing & Reporting will help you have broader view in foreign currency revaluation and its implications to financial reporting


5.5.1: Vendor correspondence request – FB12

Correspondence are business documents such as Vendor account statements, Payment notice with line items, Payment notice to accounting department, Payment notice to legal department These documents can be requested and be printed any time but are usually printed at the end of the month.

1. To process a request for correspondence follow the menu path or use transaction code - FB12: Accounting → Financial Accounting→Accounts Payable →Account →Correspondence → FB12 - Request

2. Enter 1100 in the Company Code Field.

3. Click the Enter button. 4. Double Click on SAP06 Account Statement. 5. Update the following required and optional fields:


Vendor Account for Vendor Example: 100xxx

Postings from Start Date to your Selection Example: 13.04.2008

Postings to End date to your Selection Example: 13.05.2008

6. Click on the button. 7. A message will appear on the status bar: Account Statement was requested.




5.5.2: Maintain Correspondence -F-61

Correspondence are business documents such as Vendor account statements, Payment notice with line items, Payment notice to accounting department, Payment notice to legal department These documents can be requested and be printed any time, print the correspondences.

1. To process a request for correspondence follow the menu path or use transaction code - F.61: Accounting → Financial Accounting → Accounts Payable → Account → Periodic Processing → Print Correspondence → F.61 -As per Requests

2. Enter SAPxx In Correspondence Field. 3. Enter 1100 in Company code Field. 4. Click on the Execute button to continue.

5. A message will appear within a pop up screen: A correspondence was issued would you like to issue a request? 6. Click on the button to proceed. 7. Enter printer name LP01 in the output device field. 8. Click on the button

9. A log will be issued for triggered correspondences. 10. Select from the menu System ->Services->Output Controller


11. Click on display contents - Press F6

12. Press F3 to exit the display view screen 13. Click the on Print directly button Press Ctrl + Shift + F8 to send to the printer 14. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access screen.



5.5.3: Foreign currency Revaluation procedure-FAGL_FC_VAL

You carry out the foreign currency valuation before you create the financial statements. The valuation includes the following accounts and items: Foreign currency balance sheet accounts, that is, G/L accounts that you run in foreign currency (the balances of the G/L accounts in foreign currency are valuated) Open items (customers, vendors, G/L accounts) posted in foreign currency (the line items are valuated). This exercise will be covered in detail under financial closing and reporting course

1. To valuate open items follow the menu path: Accounting → Financial Accounting → Accounts Payable → Periodic processing → Closing → Valuate → FAGL_FC_VAL– Foreign Currency Valuation of open items (New)



Company code Company code Enter Company Code: 1500

Evaluation Key Date Key date for the foreign currency valuation. Enter Evaluation Key Date: To-day’s date

Valuation method A unique key for determining a foreign currency valuation method. This key can be valid for cross-chart of accounts.

Enter Valuation Area:10 or 20

Create Posting Check the checkbox to select

Batch input session name

Code identifying the batch session that is created

Enter a batch name: FCV –TODAYS DATE

Document date Date the transaction occurred 300508

Posting date Date that the business transaction occurred 300508

Posting period Fiscal month when the transaction posts to the General Ledger

300508

Reversal posting date Date when you want to post a reverse. Normally the 1st day of next month

010608

Reverse posting period Posting period for reversal Enter Reverse Posting Period: 06

3. Click the open items tab.


4. Select by clicking in the check box.

5. Select by clicking in the check box, if required so

You can select only a particular General Ledger/ General Ledger accounts to be valuated. If you leave the selection fields empty (like in our example), all the accounts will be selected for valuation.

6. Click on the Execute button to perform valuation.

Note: The system does not create the postings immediately but creates a batch input session instead.

7. Click on the Back button or press F3.

8. To post the valuation, you need to process the Batch Input Session that you’ve just created. You can open another SAP session. From the main menu choose System → Services → Batch input → Sessions

9. Select the session you want to process. (Select the row that contains your Batch input session, e.g. FAGL_FC_VAL


11. Click in the Radio button.

12. Select the button to begin the posting of documents

13. Once the session is processed, you need to check the results. To analyze your batch input session, follow the menu path:

14. From the main menu choose System → Services → Batch input → Sessions

15. Select the row that contains your Batch Input Session FAGL_FC_VAL


16. Click the Analysis button. The system will display the details regarding the session that was processed




5.6: Unit 6: Vendor Reports

The unit will introduce how accounts payable reports can be executed in the SAP ERP system, However, a more detailed course FI_06 on Financial Closing & Reporting will help you have broader view in reporting.


5.6.1: Display Vendor Balances – FK10N

This function allows you to display vendor balances (both per month and cumulative). You can also display balances for more than one vendor account cross-company code in a list. In this exercise you need to : Display balances on the Vendor account

1. To Display Vendor Balances, follow the Menu path or use transaction code FK10N: Accounting → Financial Accounting → Accounts Payable → Account → FK10N– Display Balances



Vendor Code identifying the vendor account Example: 1000xxx



3. Click the Execute button to display a report.

4. You can display the line items or even particular document directly from this report. For instance, to display all the documents for Period 4 mark this row on the report

screen (it will be highlighted in yellow) and click the Call up line item report button. You can now see all the documents posted in Period 4.

5. To display the details of a particular line item simply double-click on any listed document the system will display this line item.

6. Click the Back button to return.

Or


7. If you there is need, you can change some of the fields. Click the Display -> Change button. The fields that can be changed are highlighted in red or they will be white

. For instance you can add the description of the field “Text”:

8. Update the following required and optional fields of the invoice you posted in an earlier exercise.


Text Additional document description Example: Credit note for incorrect Invoice

9. Click the Save button to update this document.

10. You can also export the account balance to a local file. Select from the menu path: List→Export→Local file…

11. Select the radio button and click the Continue button to continue.

12. Click on the Match code button to select the location to save the file.

13. Select the Desktop as the location and update the following required field:


Directory Enter the path where you would like to save file C:\Documents and Settings\................

File name Enter here the name of your file Example: Vendor Balances.xls

14. Click on the button to begin export..

15. The message bar displays “2xxx Bytes transferred”.


18. Go to the desktop environment of your look for the file Vendors Balances you exported from SAP.

19. Double click on it; you can format this file the way you like.



5.6.2: Vendor Payment History with OI (Open Items) Sorted list

This evaluation is used for determining, as accurately as possible, the current payment status for vendors requiring special attention. As criteria for this evaluation, you can use current data from the master database such as Balances on an open item basis or special G/L balances. In addition to the payment status analysis, the program carries out an analysis of the vendor open items for the report.

1. To Display Vendor Payment History with OI (Open Items) Sorted list, follow the menu path or use transaction code S_ALR_87012085: Accounting → Financial Accounting → Accounts Payable → Reporting → Information System→ Reports for Accounts Payable Accounting → Vendor Items→S_ALR_87012085_ Vendor Payment History with OI (Open Items) Sorted list

2. Update the following required and optional fields.


Vendor Vendors Account Number Example: 1000xx

Company Code Code identifying a separate legal entity. Example: 1100

Fiscal Year The year you want to report on Example: 2008

Open items at key date The up to date Example : 30.04.2008

3. Click the Execute button to display a report. 4. The report can be send to anyone on the SAP system. Click on the menu System List Send.

5. Type in your message to the person(s) you want to mail that document to. 6. Type in the Receivers’ name (Trainee xxx*) under Recipient field and place an *at the end. 7. Click on the Continue button


8. Click on the Send button press Shift+F8.

9. The Document has been sent to the chosen recipients.

