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Accounts Payable

H-pack Packaging Industries LLC

BUSINESS BLUEPRINT DOCUMENT

Financial Accounting

Accounts Payable

Project: Hotpack Revolution


Hotpack Packaging Industries LLC

Version: 1.0

Date: 01 November 2018

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Accounts Payable

FICO-AP

Document Information

Document Name Business Blue Print

Title Business BluePrint_FICO-AP.docx

Document Purpose Accounts Payable

Document Status

Contact for Enquiries Manesh M S

Release Description Created by Date Approved by Date

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

1.2 Enterprise Resource Planning Objectives ............................................................................. 5

1.3 SAP Accounts Payable Objectives ........................................................................................ 5

2 General Requirements / Expectations ....................................................................................... 6

3 Process flow charts ..................................................................................................................... 6

4 Organisational considerations ................................................................................................... 6

5 Solutions in SAP .......................................................................................................................... 6


5.1 Posting vendor invoices ......................................................................................................... 6

5.2 Posting credit memos received from vendors ....................................................................... 7

5.3 Parking of vendor invoices..................................................................................................... 7

5.4 Reversal of vendor invoices................................................................................................... 7

5.5 Down payments to vendors ................................................................................................... 8

5.6 Offsetting advances against invoices .................................................................................... 9

5.7 Outgoing payments to vendors .............................................................................................. 9

5.7.1 Manual payments ......................................................................................................... 10

5.7.2 Automatic payment program........................................................................................ 10

5.8 Handling of post dated checks (PDC) ................................................................................. 12

5.9 Handling payments for rent and term loan installments ...................................................... 12

5.10 Handling bank guarantees ................................................................................................... 12

5.11 Payment planning for import purchase ................................................................................ 14

5.12 Handling of vendor rebates and discounts .......................................................................... 14

5.13 Issuing balance confirmation letters to vendors .................................................................. 15

5.14 Terms of Payment ............................................................................................................... 16

6 Process Linkages/Integration points ....................................................................................... 16

7 Functional Deficits ..................................................................................................................... 16

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8 Approaches to Cover Functional Deficits ............................................................................... 16

9 Business process Improvements/Benefits ............................................................................. 16

10 Authorization and Roles ............................................................................................................ 17

11 Reports and Forms .................................................................................................................... 17

12 Interface/Developments ............................................................................................................. 17

13 Conversions ............................................................................................................................... 17

14 Signoff ......................................................................................................................................... 17

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1 General information about the scenario


This document defines an overall framework for implementing accounts payables functionalities in
SAP FI Module for H-pack packaging industries LLC. It highlights business objectives and benefits
expected to be achieved with this implementation. This document covers all major business
processes in accounts payable as described in the scope document awarded for implementation.

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

1.2 Enterprise Resource Planning Objectives


 To implement SAP S/4 HANA standard business processes, adhere to business basics and use
SAP as a model for best business practices.
 Integrate business processes and functions across the organization.
 Improve H-pack’s capacity to close its books quickly at the month end on global and consolidated

1.3 SAP Accounts Payable Objectives

 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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2 General Requirements / Expectations

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

3 Process flow charts

Not applicable

4 Organisational considerations

As explained in the blue print for FI module organisational structure.

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.

5.1 Posting vendor invoices


In scenarios where there are no goods or service receipt entry is involved, H-pack can book vendor
invoices in SAP using transaction code FB60. Once all the necessary parameters like the vendor
account, expense account, posting date, invoice date, baseline date, amount, cost center and profit

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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.

5.2 Posting credit memos received from vendors


To receive a credit memo from a vendor, H-pack can make use of transaction code FB65. The data
that needs to be entered on screen is almost similar to the one used while posting vendor invoices
using transaction code FB60. Successful posting of a credit note will create the following accounting
entry:-
Dr. Vendor account
Cr. Expense account

5.3 Parking of vendor invoices


Parking of invoices is an option given in SAP to store the document either for want of further details or
authorization. All vendor Invoices can be parked i.e. invoices received with PO or without PO. The
details entered in the parked invoice can be changed or corrected before posting by an authorized
person. Normally, a person who is entering the document would have authorization only to park the
entry. The person who has authorization to post the parked document would verify all the entered
details with physical documents and post the parked document. The following options are available in
SAP to park vendor invoices and H-pack make use of these:-
Park vendor invoices (FI route) - Transaction code FV60 – Invoices without any PO
Park vendor invoices (MM route) - Transaction code MIR7 – Invoices with a valid PO

5.4 Reversal of vendor invoices


In certain cases, H-pack would reverse vendor invoices, debit and credit notes. Following options are
available in SAP to reverse the Invoices:-

 Invoices accounted for without PO (Through an FI entry)


o Invoices that are accounted for in FI without PO can be reversed only in FI. The invoices can
be reversed either in the same month or in the previous month. If invoice needs to be

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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.

5.5 Down payments to vendors


It is quite normal for a business organization to give token advances to vendors against confirmed
purchase orders and H-pack has that practice. In order to facilitate this process, following transactions
in SAP can be made use of:-
F-47 - Create down payment requests
F-48 - Post down payments
Down payment request can be initiated by the procurement department depending on the payment
terms agreed while issuing a purchase order. Details required for entering a down payment request
are vendor account number, amount to be paid, document and posting dates and the special G/L
indicator reference. Special G/L indicators are used in SAP to determine alternate G/L while posting
and here the purpose is to determine an alternate reconciliation accounts as the vendor advances
and payments have to be posted to different G/L accounts as a practice. “F” is the standard special
G/L indicator used for down payment requests to vendor and “A” is the standard special G/L for down
payments to vendor and these are recommended for use by H-pack. Posting documents in
transaction will create a down payment request and will create an accounting entry that is statistical. It
will be like shown below:-
Cr. Vendor advance account
This request can be notified to the finance department and an approval workflow will be initiated in
SAP as required by H-pack.
Once the finance department gets notified about the down payment request, they can initiate
processing of that through transaction F-48. If the right authorization is there, it is also possible to
book a down payment directly through transaction F-48 without referring to a request. While
processing a down payment request, a bank account from which the payment will be processed has
to be specified. A payment mode (Cheque, bank transfer etc.) is also required. Following accounting
entry will get generated upon posting a down payment to vendor:-
Dr. Vendor advance account
Dr. Input tax account (Optional)
Cr. Outgoing bank account

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5.6 Offsetting advances against invoices


Irrespective the value of advance paid to vendors, the advances paid would be adjusted whenever the
vendor invoices are posted. The adjustment or offsetting the advances may be a complete, partial or
residual adjustment. For H-pack, all the processes are applicable. While doing complete offsetting of
advances, the entry would be*:-
Dr. Vendor account (Invoice value)
Dr. Vendor account (If advance is more than Invoice)
Cr. Vendor advance account
Cr. Vendor account (if advance is less than Invoice)
While doing partial offsetting of advances, the entry would be:-
Dr. Vendor account (To the extent of advance adjusted or Invoice Value)
Cr. Vendor advance account
Both the entries would be appearing as open item in the Vendor sub ledger.
While doing residual offsetting of advances, the entry would be:-
Dr. Vendor account (Invoice value)
Dr. Vendor unadjusted advance account (Unadjusted Adv. Amount)
Cr. Vendor total advance account (Total Adv Amount)
During residual clearing, entire advance amount would be credited and a new open line item would be
created for the balance or unadjusted amount.
* Entries to be viewed in the context of net payable to vendor and open item management in SAP.

5.7 Outgoing payments to vendors


H-pack would be making payments to its vendors against invoices or payable. Multiple invoices would
be paid against single payment document and invoices would be selected while making payment to
vendors. The following payment methods are intended to be used:-
 Check
 Bank Transfers
 Cash
 Bank Guarantee
H-pack’s bank accounts will be configured in the system from which payments can be initiated. SAP
system check printing facility along with payment advices would be provided. Printing of payment
advices should be optional. Debit and Credit notes would be adjusted against Invoices while making
payment to vendors. Flow diagram shows below gives an overview of the payment process in SAP.

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Invoice Verfication
Processing

Vendor Open
Item Created

Check Down AP Supervisor


Payments Exist

Down Payments Down Payments


exist do not exist

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.

5.7.1 Manual payments


Sometimes it is necessary to process the payments through manual mode. H-pack can make use of
this functionality available through transaction F-53 whenever such requirement arises. A payment
document can be created using this transaction by manually entering the bank account number and
amount along with other necessary details. They can choose the open items that need to be cleared
using this document based on selection criteria input on a screen that is issued when “Process Open
Items” button is clicked. Once the payment document is successfully created, proceed to transaction
FCH5 for creating the checks to be paid and transaction FBZ5 for printing the checks thus created.
Instead of F-53, users may use transaction F-58 to create payment document and print checks in one
go. Please note that this method of payment is only supported in case of check payments. Automatic
payment program needs to be used if payment modes like bank transfer need to be enabled.

5.7.2 Automatic payment program


This is the preferred payment transaction in SAP. Figure shown below, outlines its working principle.

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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.

5.8 Handling of post dated checks (PDC)


It is quite normal in H-pack to issue post dated checks to vendors and they need this to be tracked in
the system. Bill of exchange functionality available in SAP can be used for this purpose. Bills of
exchange for payment can be created manually in SAP using transaction F-40 or automatically
through the automatic payment program by configuring the payment type for bill of exchange. Bills of
exchange are handled as special G/L transactions in SAP. Special G/L indicator “W” is used for this
purpose. Once a bill of exchange is created either automatically or manually, all subsequent postings,
such as the payment of a bill of exchange by the bank and the cancellation of the bill of exchange
payable and the bill of exchange liability, have to be made manually.
Following accounting entries are made when a PDC is posted in SAP:-
Dr. Vendor account
Cr. PDC payable account (Special vendor reconciliation account)
There is an option in the bill of exchange functionality available in SAP post to a bank subaccount that
displays the bill liability for each bank. This enables H-pack to monitor when PDCs are due at which
bank. This posting is particularly useful for cash management and forecast. The PDC payable
remains on the accounts until it is paid by the bank upon reaching the due date. Once the bank pays
the PDC, it needs to be posted in SAP clearing the PDC liability account and the bank subaccount if
any.

5.9 Handling payments for rent and term loan installments


Payments towards rent and term loans are usually recurring based on a cycle and hence H-pack can
use the facility for creation of recurring documents in SAP. Recurring documents are initiated using
transaction FBD1 and further processed using transaction F-14. A detailed overview of this process is
mentioned in the BBP for general ledger.

5.10 Handling bank guarantees

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.

5.11 Payment planning for import purchase

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.

5.12 Handling of vendor rebates and discounts

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.

5.13 Issuing balance confirmation letters to vendors

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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5.14 Terms of Payment

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.

6 Process Linkages/Integration points

Please refer to the same chapter in the blue print for general ledger.

7 Functional Deficits

 Development of custom check printing formats with modifications suggested by H-pack


 Development of balance confirmation letters for vendors in a custom templates
 Mail triggers in approval cycles.

8 Approaches to Cover 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.

9 Business process Improvements/Benefits

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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10 Authorization and Roles

Detailed authorization matrix need to be prepared during project execution phase based on functional
roles and responsibilities.

11 Reports and Forms

Table below shows some of the available standard reports for accounts payable:-
Sl.No. Transaction code Description

1 FK10N Vendor account balances

2 FBL1N Vendor line items / Ageing analysis / Outgoing payments

3 S_ALR_87012077 Vendor information system

4 S_ALR_87012078 Due date analysis of open items

5 MB5S List of GR/IR vendor wise

6 S_ALR_87012084 Vendor due date forecast

7 S_P99_41000099 Payment list

8 S_P99_41000101/FCHN Check register

9 S_ALR_87012115 Bill of exchange list

10 F.15 List of recurring entries

12 Interface/Developments

Nil

13 Conversions

Nil

14 Signoff

Role Name Signature Date

Core Team Sajad Kottayi

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Core Team Akhil C Prasad

SAP Consultant – IVL Mahesh Ravindran

Project Manager- Hotpack Thomas K K

Project Manager-IVL Manesh M S

Head- Project Delivery, IVL Rajesh Thampy

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