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Financial Accounting
Accounts Payable
Version: 1.0
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Accounts Payable
FICO-AP
Document Information
Document Status
Accounts Jenson T V /
V1.0 01 Nov 2018 Manesh M S 15 Nov 2018
Payable Mahesh Ravindran
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INDEX
Contents
1 General information about the scenario .................................................................................... 5
1.1 Background ............................................................................................................................ 5
5.9 Handling payments for rent and term loan installments ...................................................... 12
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8 Approaches to Cover Functional Deficits ............................................................................... 16
12 Interface/Developments ............................................................................................................. 17
13 Conversions ............................................................................................................................... 17
14 Signoff ......................................................................................................................................... 17
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1.1 Background
H-pack packaging industries LLC undertakes trading, manufacturing, marketing and distribution of
different varieties of food packaging materials and related products. They manufacture high quality
disposable packaging materials and related materials, paper and protection and hygiene products
through its different manufacturing facilities in UK. Managed by a team of highly qualified and
experienced professionals, it has adopted policies for developing and enriching the potential of each
of its employees who serves the business. With a view to further expand operations and also to adopt
world class business practices, the management has decided to implement S/4 HANA ERP product
from SAP and they would like to derive the maximum benefits out of it.
H-pack plans to implement the following modules available in SAP S/4 HANA ERP:-
FI Financial Accounting
CO Controlling
SD Sales and Distribution
PP Production Planning & Controlling
MM Materials Management
HR Human Resources
The SAP accounts payable process is an indispensable functionality of the SAP ERP system.
Maintaining accurate data on the goods or services a company receives from its various
suppliers.
Reconcile such information with payments that are made to suppliers.
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H-pack expects the following to be covered using the accounts payable module in SAP:-
Streamlined procure-to-pay process with enough financial controls
Booking of invoices, matching of invoices against purchase orders and approval of invoices
Booking of debit memos
Parking and reversal of invoices
Manual and automatic payments for invoices
Down payments
Maintenance of payment terms
Handling of post dated checks, and bank guarantees
Printing and issuance of checks to vendors and emails to them on payment initiation
Advance planning for import payments
Balance confirmations, account statements and other forms of reports to suit business
requirements
Not applicable
4 Organisational considerations
5 Solutions in SAP
SAP had introduced AP process in its system to facilitate for effectual and error-free management of
critical data. In essence, this functionality can be viewed as a file that keeps records of what a firm
owes its various suppliers. It is also sometimes referred to as trade payables for this particular reason.
All invoices that are received from the suppliers for the goods or services delivered are added to this
file and removed when payment has been made in full.
Sections below outline some of the functions that are available in the accounts payable module of
SAP. H-pack can make use of these functionalities to satisfy their business expectations in this area.
A pre-requisite to usage of accounts payable functionality is the availability of necessary vendor
master accounts details of which will be discussed as part of the master data blueprint for FI module.
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center are entered, users can click on “Simulate” to see whether the document is saved with the
following accounting entry:-
Cr. Vendor account
Dr. Expense GL account
Dr. Input tax account
The document can be posted by clicking on “Save” button.
Whenever a vendor invoice with reference to a purchase order that had triggered a goods receipt or
service receipt is received, it has to be processed through logistics invoice verification route in MM
module using transaction MIRO. Please refer to the MM blueprint for details on logistics invoice
verification process.
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reversed in the previous month, the period should be opened. It is suggested and advised to
reverse the invoices in the current month though the invoices are pertaining to earlier periods
or months.
Invoices account for with PO (With MM Module Integration)
o Invoices that are accounted against PO can be reversed only in MM. Invoices can be
reversed either in the current month or previous month only. The accounting entries for for
Invoice and reversed invoices against PO would be created as open items. These open items
needs to be cleared manually in FI using transaction F-44.
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Invoice Verfication
Processing
Vendor Open
Item Created
Clear Vendor
Payable against AP Supervisor Manual Payment AP Supervisor Automatic Payment AP Supervisor
Downpayment
Vendor Open
Item Cleared.
As indicated in the above diagram, there are manual and automatic methods through which payments
can be processed once the invoices or down payments are booked in SAP. They are explained
below.
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As a pre-requisite for the effective functioning of the automatic payment program, we have to
configure the payment methods, house banks and the payment forms in SAP. It supports different
payment modes like checks, bank transfer, bill of exchange etc. and can be accessed by using
transaction F110.
The automatic payment program works on certain rules that are set as part of configuration. Rules are
set for the following:-
Determining the open items to be paid
Specifications for selecting a payee
Selection of payment method
Selection of house banks
Specifications for automatic postings
Through the rule specifications for selection of house banks, the automatic payment program can
address H-pack’s requirement for selection of bank accounts based on balance available in it. It will
stop if sufficient balance is not available for making payments.
Different steps in the execution of automatic payment program are as below:-
Creation of payment proposals
Editing the proposal created
Execution of payment run
Execution of payment medium program
Some of the features in automatic payment program and how it helps achieving H-pack’s
requirements are mentioned below:-
Since the automatic payment program is integrated with Payment Medium Workbench in SAP, it
has facility to process multiple payment modes. It also supports generation of a payment medium
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file in an electronic format that can be directly uploaded into the bank’s software. This feature can
be achieved using transaction DMEE (Data Medium Exchange Engine) in SAP.
Check printing in multiple formats can be enabled from SAP and a custom development is
required for this purpose as the checks from different banks could be different. It is a requirement
at H-pack to cross account payee checks and this has to be considered during development of
print forms.
There is a requirement from H-pack to change beneficiary name at the time of printing a check.
This option is not available by default and hence this needs to be addressed while during
development of print forms.
H-pack use bank guarantees in certain transactions with their customers and vendors and they wish
to have functionality for considering this in SAP. SAP offers a solution for handling bank guarantees
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via creation of statistical items. Statistical items are treated as special G/L transactions in SAP and
these are called statistical since the system always makes an offsetting entry to clearing account. This
is ideal since the bank guarantees are generally not displayed in balance sheet or they are shown
only in appendix. An image representing how a bank guarantee is posted in SAP is shown below:-
In the above figure step 1 indicates posting of bank guarantees by a user in SAP and step 2 indicates
automatic creation of offsetting entry in a clearing account. As understandable from the image,
following are pre-requisites for creating a bank guarantee in SAP:-
Customer/Vendor account
Separate special GL accounts for guarantees made and received
Clearing accounts for offsetting entry
In SAP, H-pack can use transaction F-55 to enter bank guarantees received (from a vendor) and
transaction F-38 for bank guarantees made (for a customer). SAP also allows configuration of
additional transactions while creating an automatic offsetting entry. This will allow H-pack to handle
bank guarantees with or without fixed deposit as this can be used to post interest receivables to the
same clearing account. Once the due date has surpassed or if the potential liability for which the BG
is processed is over, it can be reversed using transactions F-56 for BGs made and F-19 for BGs
received. Reversal of BG will create entries in SAP as shown in image below:-
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In the image above step 3 indicates reversal of BG and step 4 indicates creation of automatic
offsetting entries.
H-pack needs functionality in SAP which will help the finance team to plan for vendor payment for
import shipments. This can be done in the following manner explained below:-
For all import purchases done through SAP, an advance delivery notification can be booked in the
system in the form an inbound delivery using transaction VL31N. This will have to be done by the
procurements department as soon as the import vendor notifies them regarding the arrival of goods.
Booking of this information about an incoming shipment in SAP can be used as an alert for finance
department to plan payments for import purchase. Intimation about an incoming delivery can be sent
to the finance department in the form of a mail that can be triggered using output types for the
inbound delivery transaction. Upon receipt of this mail, finance department can create a noted item
using transaction F-57 with the amount that needs to be paid to the vendor. Tracking of a noted item
is possible using different report transactions available in SAP.
Vendors of H-pack offer them rebates and discounts based on purchase volume or accrued value for
a period and they would need a functionality to tackle this in SAP. SAP offers a solution to this
scenario via a process called “Subsequent Settlement” wherein the agreed rebates and discounts are
not settled in a goods invoice but are settled instead at a later date. This involves conditions that
depend on the goods procured, such as annual quantity discounts, incremental and account end-of-
period rebates, and conditions that are independent of the goods procured, such as promotion
rebates, disposal rebates etc.
The subsequent conditions negotiated with the vendor are entered in the system, whereby the
conditions that are valid within the same period and must be settled at the same time are grouped
together to form rebate arrangements. The starting point for a rebate arrangement can be backdated
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here. A process flow indicating different steps that are used in SAP to handle rebate arrangements is
shown in the diagram below:-
From the process flow diagram, one can observe that it is tightly integrated to the procurement
process and accounts payable entry is also generated during posting the settlement made with
vendor. Rebate arrangements can have validity dates and since it uses the condition techniques
available in SAP, a variety of value based or quantity based conditions can be mapped. Settlement
process can be initiated at end of validity period for a rebate arrangement by comparing business
volumes and posting the settlement generates an entry in accounts payable for further processing.
Vendor balances in SAP can be viewed through multiple report transaction codes that are available.
However, it may be required sometimes to get this balance confirmed by vendors. This enables H-
pack to detect and correct any discrepancies in vendor transaction records.
In the SAP system, there are several different methods of confirming balances, depending on the
purpose of the confirmation. These are:
Balance confirmation
Here, a vendor is notified with a statement of individual amounts that the sender needs
confirmation. Vendor is expected to give a reply irrespective of whether the amount confirms to
their records or not.
Balance notification
This is similar to balance confirmation. However, the partner sends a reply only if he or she does
not agree with the balance stated.
Balance request
Here, the sender asks a customer or vendor to notify the amount on sender’s account according
to his records.
This can be done in SAP using transaction F.18 for vendor balances. Since this transaction allows
customization of standard templates available, H-pack can use their own format for balance
confirmation with vendors. The custom template will have to be taken up as an ABAP development in
the realization phase.
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In SAP, provision is available for customers to define its own terms of payment and H-pack can make
use of this. This will set up during configuration and the same will be used while creating vendor
master records. Terms of payment defined in vendor master will be defaulted into various transactions
like PO and invoice where this can be modified if required. If it is modified in transaction data, it will
supersede the one in master data for that transaction and the due dates for that transaction will be
determined based on modified payment terms.
The due date for a transaction will be calculated from a baseline date as per the payment terms,
which will be either of the following dates
Document date
Posting date
System date
Statement date
It is recommended that document date be considered as baseline date.
Please refer to the same chapter in the blue print for general ledger.
7 Functional Deficits
Functional deficits are planned to be covered using custom ABAP developments and enablement
of approval workflow cycles in SAP. Proper integration with H-pack mail server is also required so
that the notification alerts reach the inbox of the intended approvers/creators.
Implementation of different functionalities in the accounts payments module of SAP will help H-pack to
streamline its business with various suppliers and also eliminate errors while reconciling their
transactions with them. This will improve their handling of trade payables which will have a great
impact in the supply chain functions of the organization. This will improve efficiency of their business
and will allow them to make well informed business decisions.
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Detailed authorization matrix need to be prepared during project execution phase based on functional
roles and responsibilities.
Table below shows some of the available standard reports for accounts payable:-
Sl.No. Transaction code Description
12 Interface/Developments
Nil
13 Conversions
Nil
14 Signoff
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