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Advanced AP
Course Objectives
Advanced AP
Course Overview
Accounts
Accounts
Payable
Payable
Transaction
Transaction
Processing
Processing
Overview
Overview
Park
Park vendor
vendor invoices/
invoices/
credit
credit memos
memos
Invoice
Invoice processing
processing
Goods
Goods receipt/invoice
receipt/invoice receipt
receipt
account
account maintenance
maintenance
Cancel
Cancel invoice
invoice documents
documents
Document
Document processing
processing
Payment
Payment processing
processing
Check
Check processing
processing
Advanced AP
New Terms
Vendor Master Record contains information needed to
service a vendor account and is divided into general,
company code, and purchasing organization data.
Park a document You can use document parking to enter
and store (park) incomplete documents in the SAP System
without carrying out extensive entry checks.
Parked documents can be completed, checked, and then
posted at a later date. When documents are parked, data
is not updated.
Save (Park) as completed After entering the document
you can Save as completed. SAP will make sure all of the
appropriate fields are filled in and that the document can
be posted but the document will still be parked.
The difference between Parking only and Save as complete
is Save as complete will hit funds management
Advanced
(only posting will update the
G/L). AP
4
New Terms
Header - Contains data that applies to the whole
document such as vendor, document date,
document type, document number, company code,
and posting date.
Line Item - Contains the individual entries or
postings (either debit or credit) made to each
account. It includes an amount, an account
number, the assignment to debits or credits and
additional information depending on the transaction
to be posted.
Posting Key - A two-digit numeric key that
determines the way line items are posted. This
key determines several factors including the:
Account type
Type of posting (debit or credit)
Advanced AP
New Terms
New Terms
Goods Receipt - a document that acknowledges
the receipt of a material from a supplier.
It is another of three documents in the threeway match that must be recognized in order for a
vendor to be paid (along with purchase order and
vendors invoice).
Service Entry Sheet - a document that
acknowledges the receipt of a service from a
supplier.
It is another of three documents in the threeway match that must be recognized in order for a
vendor to be paid (along with purchase order and
vendors invoice).
Advanced AP
New Terms
Invoice - A document (bill) prepared by the seller
for services or to inform the buyer of the charge
for product purchased and shipped by the seller.
It includes content, price and quantity of goods.
Invoice Verification (3-way Match) - Invoice
verification is the entry and checking of incoming
vendor invoices. Vendor invoices are compared
with the purchase order and the goods receipt,
and are checked for content, price, and quantity.
Advanced AP
New Terms
Open Items - Incomplete transactions, such as a
vendor invoice which has not been paid. In order
for an open item transaction to be considered
complete, the transaction must have been cleared.
Clearing - A procedure where open items in an
account are marked cleared. Most open items will
be cleared through payment processing. The
balance of open items can be matched manually
and cleared. Open items can be cleared if debits
and credits balance to zero.
Advanced AP
New Terms
GR/IR Clearing Account - The GR/IR account is a
general ledger account that includes postings for
goods received but not yet invoiced, and also
postings for goods invoiced but not yet received.
Advanced AP
10
AP Process Changes:
The Vendor master will be centrally maintained by
the auditors office.
Employee advances and reimbursements will default
to HR address.
Documents will be Parked as complete for non PO
processed invoices and posted but blocked for
payment for PO processed invoices regardless of
where entered.
Invoices will be entered at source and parked as
complete or posted with a payment block until the
Accounts Payable auditors review for completeness,
correctness, and posts or releases payment block to
allow payment to be made.
Advanced AP
11
Components of FI & CO
FI
General
Ledger
FI
Accounts
Payable
FI
Accounts
Receivable
FI
Asset
Accounting
CO
Controlling
Advanced AP
12
HR/Materials
Management
Modules
PAYROLL
PURCHASING
INVENTORY
MANAGEMENT
FI Module
ASSETS
ACCOUNT
S
PAYABLE
ACCOUNTS
RECEIVABL
E
Advanced AP
Other
Financial
Modules
FUNDS
MANAGEMENT
CONTROLLING
GRANTS
MANAGEMENT
13
G/L Accounts
Customer Master
Vendor Master
Bank Master
Asset Master
Cost Centers
Internal Orders
Advanced AP
14
General data
Vendor Name
Vendor Address
Company
code data
Accounting info.
Payment terms
Purchasing org.
data
Purchasing data
Advanced AP
15
Vendor
Master
Record
Accounting Info
-Record invoices
-Manage payables
-Create purchase orders
-Manage purchase orders
Vendor Address
Accounting/Purchasing
Process
Advanced AP
16
2.
2. Enter
Enter Invoice
Invoice Document
Document
referencing
referencing the
the PO.
PO.
3.
3. 3-way
3-way match
match (invoice
(invoice verification).
verification).
Successful
Match
Match Fails
4.
4. Document
Document is
is parked.
parked.
5.
5. Parked
Parked documents
documents are
are
reviewed
reviewed with
with assistance
assistance of
of
(Control
buyer
buyer and
and requisitioner.
requisitioner. Point)
6.
6. Corrections
Corrections are
are made
made to
to
the
the invoice
invoice document
document or
or
to
to the
the purchase
purchase order.
order.
Advanced AP
17
Purchase Order
Goods Receipt
Invoice Receipt
Purchase Order
Goods Receipt
(GR)
Accounts Payable
Invoice Receipt
(IR)
3-way
match:
(Control
Point)
Purchase order
Goods receipt/
Service Entry Sheet
Invoice
Payment
Advanced AP
19
Invoice Payment:
2-Way Match
Purchase Order
Invoice Receipt
Purchasing Group
Purchase Order
Invoice Receipt
(IR)
Accounts Payable
2-way
Match
PAYMENT
Note: All 2-way match invoices require a physical signature on them prior to
payment being made.
Advanced AP
20
23
Document Types
A document type represents a key that is used to classify accounting
documents and distinguishes between business transactions to be
posted. The document type is entered in the document header and
applies to the whole document.
(Customer View)
Advanced AP
25
Document Types
Accounts
Payable
Definitions
26
Doc
Type
Start Doc #
Range
End Doc #
Range
Asset posting
AA
0100000000
0199999999
DA
0700000000
0799999999
DG
1600000000
1699999999
Customer invoice
DR
1800000000
1899999999
KA
800000000
899999999
KG
1700000000
1799999999
Vendor invoice
KR
1900000000
1999999999
KZ
1500000000
1599999999
Invoice - gross
RE
5100000000
5199999999
Goods receipt
WE
5000000000
5099999999
ZI
2100000000
2199999999
ZL
2600000000
2699999999
Payment Posting
ZP
2000000000
2099999999
Advanced AP
27
AW
Acme
AcmeBrick
Brick
39
39Second
SecondSt.
St.
Fort
FortWorth,
Worth,TX
TX76102
76102
ABC
ABCCorporation
Corporation
672
672Lancaster
LancasterAve.
Ave.
Dallas,
Dallas,TX
TX19010
19010
Purchase
Purchase order
order
Concerning
Concerningyour
yourpurchase
purchaseorder
order45000895
45000895of
of
04/06/04,
we
delivered
the
following
04/06/04, we delivered the followinggoods:
goods:
Invoice
Invoice items
items
VGE-raw
VGE-raw 11
VGE-sem
VGE-sem11
Material
Material
Quantities
Quantities
10,000
10,000pcs.
pcs.
300
300lbs.
lbs.
plus
plus8.75%
8.75%TAX
TAX
Invoice
Invoice##9567
9567
05/03/04
05/03/04
$$ 2,500
2,500
$$ 1,500
1,500
_________
_________
$$ 4,000
4,000
$$ 560
560
_________
_________
$$ 4,560_
4,560___
Unit
Unit of
of measure
measure
Terms
Terms of
of payment
payment
Payable
Payablewithin
withinaaperiod
periodof
of20
20days
daysfrom
fromdate
dateof
ofinvoice.
invoice.
2%
cash
discount
for
payment
within
10
days.
2% cash discount for payment within 10 days.
Account
Accountno.
no.11223344
11223344Nord
NordLb
Lb(code
(code300
300210
21055).
55).
Advanced AP
Vendor
Vendor
Reference
Reference
(Invoice
(Invoice Number)
Number)
Document
Document date
date
Amount
Amount per
per item
item
Tax
Tax amount
amount
Invoiced
Invoiced amount
amount
Tax
Tax rate
rate
Bank
Bank data
data
28
Invoice Processing
When invoices have been received from a vendor
referencing a Purchase Order number, those invoices
are to be entered against that Purchase Order.
A 3-way match between the Purchase Order values and
quantities and the Goods Receipt quantities is made with
the invoice quantities/values.
Advanced AP
29
Advanced AP
30
Park as
Complete for
review and
FM posting
Accounting personnel
Park
incomplete
invoice/credit
memo
Control Point
Post parked
documents
(individually or in
mass) to make
available for
payment processing
and hit the GL
Accounts Payable
Manager or
Auditor
Accounting personnel
Advanced AP
31
Document Parking
You can use document parking to enter and store (park)
incomplete documents in the SAP System without
carrying out extensive entry checks.
Parked documents can be completed, checked, and then
posted at a later date. Parked documents receive a
document number. When documents are parked, data is
not updated.
Advanced AP
32
Advanced AP
33
Advanced AP
34
F-63
F-63 and
and F-66
F-66 will
will
only
only be
be used
used to
to
process
process invoices
invoices
for
for assets
assets not
not
purchased
purchased on
on aa
purchase
purchase order.
order.
35
OK
Review
All invoices that meet the 3-way-match are automatically blocked for
payment when posting is complete. The entry clerk manually blocks all
credit memos.
This is done so that Audit can review documents prior to payment to
vendors.
Audit will review and either release or request corrections of the
documents so that invoices for each vendor are accurately
maintained.
Advanced AP
36
Document Posting
Posting creates a document and saves the data. Before
saving the data, the SAP System performs consistency
checks. If an error occurs, the data is not saved, but
displayed for correction.
To post a document, the debits and credits must
balance to zero. This updates the account balances.
Open items are incomplete transactions.
In order for an open item transaction to be considered
complete, the transaction must have been cleared. A
transaction is considered cleared when an offset value
is posted to an item or group of items, so that the
resulting balance of the items is zero.
Advanced AP
37
Posting an Invoice
Invoice
(relating to
purchase
order)
Post
A
XX
XX
When
When an
an invoice
invoice is
is
posted,
posted, an
an accounting
accounting
document
document is
is created.
created.
Appropriate
Appropriate transactions
transactions
are
are posted
posted to
to the
the
general
general ledger.
ledger.
100 100 +
The
The material
material master
master record
record and
and purchase
purchase order
order
history
history are
are updated
updated when
when the
the invoice
invoice is
is posted.
posted.
Advanced AP
38
Total
Total balance
balance
should
should be
be
zero.
zero.
Advanced AP
39
Activate
Activate or
or deactivate
deactivate
line
line items.
items.
Total
Total balance
balance
should
should be
be
zero.
zero.
Advanced AP
40
Advanced AP
41
Advanced AP
42
Advanced AP
43
Debit
You can reverse an incorrect document that has been
entered. Transaction FB08 is used to restore items
that were cleared that should not have been.
It also effects a change in the related accounts.
When a document is reversed the system automatically
generates reversing entries for each item that is
posted incorrectly.
Advanced AP
44
Debit
To reverse a document :
It must contain no cleared items
It must contain only vendor, customer, or G/L line
items
It must contain only valid values, such as business
areas, cost centers, and tax codes
Advanced AP
45
Advanced AP
46
Click
Click the
the withholding
withholding
tax
tax button
button to
to change
change
withholding
withholding tax
tax data
data
at
at the
the document
document level.
level.
Advanced AP
47
Payment Processing
(F110)
Vendor
master record
Invoice
document
Online
parameters
General data
Vendor number
Payment due
Name
Payment terms
Address
Payment method
Selected Vendors
to be paid
Control
Payment block
Dollar Amount
Payment Method
Supplement
Selected company
codes
Next payment
date
Advanced AP
48
Payment Processing
(cont)
Proposal
data
Edit process
Proposal
list
Exceptions
list
Proposal
log
Advanced AP
49
Payment Processing
1
(cont)
Advanced AP
50
Payment Processing
Vendor
Master
Invoice
Doc.
Automatic
Payment
Run Program
F110
Basic
Basic
parameters
parameters
(cont)
Online
Online
parameters
parameters
Proposal Run
Edit
Edit Proposal
Proposal
Payment Run
Print Run
Payment
summary
Payment
advice
Bank transfer
Check
Advanced AP
51
Use
Use only
only the
the
standard
standard tab.
tab.
F-58
F-58 allows
allows you
you to
to print
print
checks
checks without
without running
running the
the
payment
payment program
program or
or the
the print
print
program.
program.
You
You can
can post
post the
the payment
payment and
and
print
print the
the associated
associated check.
check.
This
This may
may be
be used
used to
to print
print
checks
checks outside
outside the
the normal
normal
payment
payment run.
run.
Select
Select invoices
invoices for
for
payment
payment by
by doubledoubleclicking
clicking on
on the
the
document
document line
line or
or use
use
activate
activate // deactivate
deactivate
buttons.
buttons.
Not
Not assigned
assigned amount
amount
should
should equal
equal zero
zero
before
before posting.
posting.
Advanced AP
52
Check Info
Aside from basic check information,
the system also provides the following:
Check recipient
Check issuer
Link to accompanying documents
Link to the payment document
Advanced AP
53
Click
Click the
the Check
Check recipient
recipient button
button to
to
view
view vendor
vendor name,
name, city
city and
and state.
state.
Click
Click the
the Accompanying
Accompanying docs
docs
button
button to
to view
view associated
associated
invoice
invoice and
and payment
payment document
document
(FBL1N).
(FBL1N).
Advanced AP
54
Click
Click the
the Payment
Payment
document
document button
button to
to
view
view the
the payment
payment
document
document (FB03).
(FB03).
Click
Click the
the Check
Check recipient
recipient button
button to
to
view
view vendor
vendor name,
name, city
city and
and state.
state.
Click
Click the
the Accompanying
Accompanying docs
docs
button
button to
to view
view associated
associated
invoice
invoice and
and payment
payment document
document
(FBL1N).
(FBL1N).
Advanced AP
55
Reverse/Cancel/
Reprint Check
If the check is:
Reverse/Cancel
Check Payment
Incorrect
FCH8
Damaged(issued)
Lost or stolen
Void
& Reprint Check
FCH7
Advanced AP
56
FCHN
FCHN gives
gives aa complete
complete overview
overview of
of
check
check information.
information.
Double-click
Double-click
on
on aa line
line to
to
see
see more
more
information.
information.
Advanced AP
57
Trigger
Output
Advanced AP
Document posted
58
Trigger
Output
Maintain GR/IR
clearing account
(MR11/MR11SHOW)
Cancel LIV Invoice
Document (MR8M)
Reverse a document
(FB08)
Advanced AP
59
Trigger
Output
Mass Reversal of
Documents (F.80)
Make changes to an
accounts payable
document (FB02)
Process manual
payments with
printout (F-58)
Perform payment
processing (F110)
Edit/display
payment proposals
(FBZ0)
Display payment
runs (FBZ8)
Printed check.
Checks generated.
Advanced AP
60
Trigger
Output
Display/change
check information
(FCH1/ FCH6)
Display check
payment documents
(FCH2)
Reprint checks
(FCH7)
Displayed or changed
check information.
Reprinted check.
Voided checks.
Reverse check
payments (FCH8)
Advanced AP
61
Trigger
Output
Deleted check
information.
Creating/deleting
extract files (FCHX/
FCHG)
Extracted checklist.
Advanced AP
Check listing.
Deleted void information.
62
Summary
You should now be able to:
Describe new SAP Accounts Payable terms
Give an overview of the AP process and invoice
processing
Describe the following processes:
Advanced AP
63
All TITAN training materials for Phase II are stored on the Tarrant
County website
This website is accessed through your Internet Explorer from any
computer that has internet access; you do not have to be on the
Tarrant County network. The URL for direct link to the Training
Materials website is:
http://www.tarrantcounty.com/titan/lib/titan/training/index.asp
Set up this website as a favorite in your web browser for quick future
access
Enter the URL above in the address
field in your browser
When you reach the website, go to
Favorites>Add to Favorites in the
Browser menu
A pop-up window will be displayed with
a default name for the site. Click OK.
To access this site in the future, just
click on the Favorites item in the menu
and highlight the name for the website.
You will go directly to the website.
Advanced AP
64
(contd)
These training materials will be available for your use and reference at
any time
Advanced AP
65
Running Tutorials
Tutorials are simulations of the SAP system that take you through a
transaction step-by-step in a mock SAP environment.
Tutorials are provided with each course in the Finance and Purchasing
training
Happy Tutoring!!
Advanced AP
66
Training Sandbox
An SAP environment (Training Sandbox) where you can practice your
skills in a real instance of SAP will be available after June 18
The sandbox can be accessed through the standard logon process
discussed in Lesson 2 of the SAP Basic Navigation course
The only differences are:
Highlight the Training environment on the Logon pad
Enter 520 in the Client field
Click logon
Enter the same User Id and Password you are assigned for
Production
Feel free to practice any of the tasks in the basic navigation course and
any of the transactions included in other courses you take. Use the
Quick Reference Cards to walk you through the transactions.
Advanced AP
67
Additional Help
1
Advanced AP
68
titansaptraining@tarrantcounty.com
69
Advanced AP Processing
Advanced AP
70