Accounts Payable Fundamentals and Reporting

Copyright: SIPC

PGS_AP100005
File Title
2/9/2020
Agenda
 Introduction
 Non PO Invoice Processing Process
 PO Invoice Processing Process
 Payment Processing
 Vendor and General Ledger Account Line Items
 Vendor and General Ledger Account Balances
 Standard SAP reports
 Summary

2
Learning objectives

After completing this module, you will be able to:

• Display parked and posted FI (Non PO Invoice) documents and document
changes
• Display parked and posted LIV (Logistics Invoice) documents and document
changes
• Display payment Transactions and documents
• Display vendor Line items and Vendor Account balances
• Display general Ledger Line items and Account balances
• Navigate to SAP Information systems and execute
Include a picture /
SAP Standard reports. illustration

3
Transactions in this Module

The following transactions and actions will be covered in this training module:
• Parked and Posted FI Documents:
– FBV3 Display Parked FI Documents
– FBV5 Display Parked FI Document Changes
– FB03 Display Posted FI Documents
– FB04 Display Posted FI Document Changes

• Parked and Posted LIV Documents

– MIR6 Display Parked LIV Documents
– MIR4 Display Posted LIV Document

4
Transactions in this Module (Cont’)

• Process Payment Proposal:

– Payment Posting Documents
– Payment Terms
– Payment Methods
– House Banks

• Vendor and G/L Account Balances and Line Items

– FBL1N Display Vendor Line Items
– FK10N Display Vendor Account Balances
– FBL3N Display G/L Account Line Items
– FS10N Display G/L Account Balances

5
Transactions in this Module (Cont’)

• SAP Standard Reports are grouped under :

– Vendor Balances
– Vendor Items
– Master Data
– Payment Transactions
– Account List, Balances and Open items

• GSAP Customised Reports

6
Process Invoices without PO

Is Invoice Process Process

Receive legitimate FI Yes
Invoice Payment
invoices spend? FI Proposal

No

Invoice
returned to
vendor

7
FI Only Posting document types

Description Doc No Range Reversal Doc No Range

Type
Type
FI Invoice KN 1500000000 to KM 0800000000 to
(manual/paper) - 1599999999 0899999999
Net
FI Credit Notes KC 9000000000 to KM 0800000000 to
(manual/paper) - 9099999999 0899999999
Net
FI Invoice KR 1900000000 to KA 1700000000 to
(manual/paper) - 1999999999 1799999999
Gross
FI Credit Notes KG 0700000000 to KA 1700000000 to
(manual/paper)- 0799999999 1799999999
Gross

8
Parked and Posted FI Documents

• It is a legal requirement to post/log accepted vendor invoices

• In GSAP design all FI Invoices are parked in SAP
• Documents can also be parked due to other missing information
• Incorrect or unrelated invoices should be returned to Vendor immediately
• It is possible to delete parked documents, but posted documents cannot be
deleted
• Posted documents can be reversed or a credit memo is posted
• Limited changes can be made to the posted FI documents
• No changes can be made to cleared/paid documents
• It is important to timely complete and post invoices to ensure on-time vendor
payments.

9
Demonstration & Exercise

Display Parked FI Documents – FBV3

Your instructor will now walk you through an SAP demonstration of this process.
You will have the opportunity to practice the transaction yourself after the
demonstration.
• R3K_PGS_AP1_FBV3_Display Parked Document

10
Demonstration & Exercise

Display Parked FI Document Changes – FBV5

Your instructor will now walk you through an SAP demonstration of this process.
You will have the opportunity to practice the transaction yourself after the
demonstration.
• R3K_PGS_AP1_FBV5_Display Parked Document Changes

11
 Quiz

When a non-PO purchasing is allowed and not allowed?

What happens if the process is not followed?
What are the differences between a parked and posted document?
Which one can be paid?

12
Demonstration & Exercise

Display Posted FI Document – FB03

Your instructor will now walk you through an SAP demonstration of this process.
You will have the opportunity to practice the transaction yourself after the
demonstration.
• R3K_PGS_AP1_FB03_Display Document

13
Demonstration & Exercise

Display Posted FI Document Changes – FB04

Your instructor will now walk you through an SAP demonstration of this process.
You will have the opportunity to practice the transaction yourself after the
demonstration.
• R3K_PGS_AP1_FB04_Display Document Changes

14
Quiz

What type of data does document header contain?

Where on the document can you see the Vendor payment terms?
How do you display multiple document changes?
Can you tell if a document was parked before?

How can you tell if a document can be paid or not?

15
 Process Invoices with PO
Role Inputs Process flow Outputs

Invoices must be matched to service

receipts
PGS Process

Yes
Process Invoice
3way GR/IV
Invoice

Is PO
Receive
Flagged
Invoice
GRIV?
Process Invoice
3way GR/IR
No Material invoices matched
to PO

Issue Process Consignment

Material
Create Goods and Service

Stock Process
Payment
Proposal,
Material Process Evaluated Account
Receipts Receipt Settlement Maintenance
Self billing invoices generated from
Goods Receipting
Maintain Self billing invoices generated from
Receipt

Service Goods Issue

Receipt
Invoicing dates scheduled
for Periodic payments

Monitor
Purchase

and
Create

Invoice Plan
Order

Maintain
Order

16
GSAP PGS LIV Document Types

The Logistics Invoice Verification module has its own invoice document types.
In the GSAP design the LIV invoices are mainly
– Paper LIV invoices : Invoices received as paper copy and scanned.
– Self-billing invoices as part of ERS, Consignment or Invoice Plan settlement.
– HM invoices.
– Inter-company invoice documents.
– Credit Notes: Received as paper copy and scanned.
– Reversal Documents.
– Good Movement documents
– Account Clearing documents

17
Parked and Posted LIV Documents

• 3WGRIV LIV invoices are parked if the related SE and GR documents have not
been posted in the system
• Documents can also be parked due to missing information
• Workflows will assist the parking, posting and issue resolution of LIV documents
• Parked LIV documents will have a LIV and FI document number assigned to
them similar to posted documents. This number will not change when the
document is posted unless the period is closed in year end.
• It is possible to delete parked documents. If this is the case the original document
should be sent back to the vendor
• Parked documents will appear under open vendor line items as parked, but
cannot be paid until they are completed and posted.

18
Parked and Posted LIV Documents

• It is not possible to delete posted documents. Posted documents can only be

reversed / cancelled in the system
• Only a limited number of document fields can be changed after the document is
posted
• No changes can be made to cleared/paid documents
• It is important to timely post and approve invoice documents to ensure on-time
vendor payments
• Invoices can be in paper format, or self generated within SAP.

19
Demonstration & Exercise

Display Parked LIV Documents – MIR6

Your instructor will now walk you through an SAP demonstration of this process.
You will have the opportunity to practice the transaction yourself after the
demonstration.
• R3K_PGS_AP1_MIR6_Invoice Overview

20
Demonstration & Exercise

Display Posted LIV Document – MIR4

Your instructor will now walk you through an SAP demonstration of this process.
You will have the opportunity to practice the transaction yourself after the
demonstration.
• R3K_PGS_AP1_MIR4_Display LIV Document

21
Quiz

What are the difference between MIR4 and MIR6?

How do you see the follow-on documents? What are they?
What is the difference between an LIV document and a FI document?
How can you display Evaluated Receipt Settlement invoices?

22
Agenda

 Introduction
 Non PO Invoice Processing Process
 PO Invoice Processing Process
 Payment Processing
 Vendor and General Ledger Account Line Items
 Vendor and General Ledger Account Balances
 Standard SAP reports
 Summary

23
 Process Payment Proposals
Payments are sent
electronically to the bank

Process
Credit Corrections are made to ensure
Invoices posted and linked to
Notes down payments
correct statement of liabilities

Process Payment
Electronic Transfer

Manage Stale
Cheques, Banstas
and Rejected
Process Yes Process Payments
Down payment Settlement being
Invoices Down
request received? made electronically?
with PO Payment
Yes

No

Process Payment
Process No Cheques;
Invoices Treasury Bank;
w/out PO Manage Stale
Cheques are raised when Cheques, Banstas
bank cannot provide cheque and Rejected
service Payments

24
GSAP PGS Document Types

The main payment posting document type is:

• ZP with the no range 2000000000 to 2099999999.
• It is posted automatically by the payment program when the payment is scheduled
and posted.

25
Payment Posting Documents

• Payment Posting documents are generated after the payment program is run,
and posted in SAP
• Document types start with Z and the most common one is ZP
• When the payment is posted it clears the vendor open item
• Payment posting document types can be displayed via FI Document Display
transaction FB03
• SAP also provides some standard reports.

26
Payment Terms

Payment Terms:
• Part of the terms and conditions agreement with the Vendor during contracting
• Should be entered to the Vendor Master in SAP
• They define in how many days the invoice should be paid.
• System checks the baseline date and adds number of days from the payment terms and
calculates due date
• GSAP PGS Payment Terms start with Y.
• GSAP HM Payment Terms start with H.
• GSAP StBC (Customer Incoming Payment) Terms start with Z.

27
Payment Methods

Payment Methods:
Part of the terms and conditions agreement with the Vendor during contracting

Should be entered to the Vendor Master in SAP

They define how the payment is made to the Vendor.
GSAP PGS Payment Methods are:
- C Outgoing cheque in-House Print
- K Outgoing Direct Debit
- L Local Reporting Requirements
- Q Outgoing cheque Bank Print
- S SAME BANK CLEARANCE
- T Outgoing Foreign Bank Transfer
- U Outgoing Urgent Payment
- X Outgoing Domestic Bank Transfer
- Z Payment in USD

28
House Banks

• SAP’s method of grouping the Bank accounts in the system for payments
• It defines what type of payments should be paid from which bank accounts.

29
Account Line Items

• Documents posted against General Ledger and Vendor Accounts are listed under
account line item display transactions.
• General Ledger and Vendor Line items can be displayed for normal, parked,
held, posted and noted items (like down payments.)
• The reports will show them under, Open, Parked, Cleared.
• Vendor Open and parked items will also be classified as Due, Overdue or Not
due.

30
Demonstration & Exercise

Display Vendor Line Items – FBL1N

Your instructor will now walk you through an SAP demonstration of this process.
You will have the opportunity to practice the transaction yourself after the
demonstration.
• R3K_PGS_AP1_FBL1N_Vendor Line Item Display

31
Demonstration & Exercise

Display GL Account Line Items – FBL3N

Your instructor will now walk you through an SAP demonstration of this process.
You will have the opportunity to practice the transaction yourself after the
demonstration.
• R3K_FSS_C22_FBL3N_General Ledger Account Line Item Display

32
Vendor and G/L Line Items

How can you display the status of a document by a given date?

How do you know if the invoice has been paid or not?
How can you see if the invoice has any blocks on it?

33
Account Balances

• Account balances shows all transactions per posting period, broken down into
debit and credit transaction figures
• General Ledger and Vendor Account balances can be displayed for a given
period, for all periods per company code and per account.

34
Demonstration & Exercise

Display Vendor Account Balances – FK10N

Your instructor will now walk you through an SAP demonstration of this process.
You will have the opportunity to practice the transaction yourself after the
demonstration.
• R3K_PGS_AP_FK10N_Display Vendor Account Balances

35
Demonstration & Exercise

Display General Ledger Account Balances – FS10N

Your instructor will now walk you through an SAP demonstration of this process.
You will have the opportunity to practice the transaction yourself after the
demonstration.
• R3K_FSS_C08_FS10N _ FI General Ledger Account Balance Display

36
Quiz

What do the account balances show?

Are the results cumulative or per period?
How can you see the line items per period?
Do you know the reconciliation GL account for vendors?

37
Standard SAP reports

• SAP has some standard AP and General Ledger reports that can be run at any
time
• In SAP Menu Path Accounts Payable related reports are listed under:
– SAP menu> Accounting> Financial Accounting> Accounts Payable> Information
system> Reports for Accounts Payable Accounting
or
– SAP menu> Information Systems> Accounting> Financial Accounting> Accounts
Payable> Information system> Reports for Accounts Payable Accounting.

38
Standard SAP reports

Here the reports are listed under :

• Vendor Balances
• Vendors: Items
• Master Data
• Payment Transactions
• F.40 - Account List
• F.42 - Account Balances

• F.41 - Open Items

39
Demonstration & Exercise

The following are the SAP standard reports listed under Vendor Balances:
• S_ALR_87012077 - Vendor Information System
• S_ALR_87012082 - Vendor Balances in Local Currency
• S_ALR_87012093 - Vendor Business
• S_ALR_87012079 - Transaction Figures: Account Balance
• S_ALR_87012080 - Transaction Figures: Special Sales
• S_ALR_87012081 - Transaction Figures: Sales

Your instructor will now walk you through a SAP

demonstration of report
S_ALR_87012082 .

40
Demonstration & Exercise

The following are the SAP standard reports listed under Vendors Items :
• S_ALR_87012078 - Due Date Analysis for Open Items
• S_ALR_87012103 - List of Vendor Line Items
• S_ALR_87012083 - List of Vendor Open Items for Printing
• S_ALR_87012084 - Open Items - Vendor Due Date Forecast
• S_ALR_87012085 - Vendor Payment History with OI Sorted List
• S_ALR_87012104 - List of Cleared Vendor Items for Printing

• S_ALR_87012105 - List of Down Payments Open On Key Date-Vendors

Your instructor will now walk you through a SAP

demonstration of report
S_ALR_87012103.

41
Demonstration & Exercise

The following are the SAP standard reports listed under Master Data :
• S_ALR_87012086 - Vendor List
• S_ALR_87012087 - Address List
• S_ALR_87012089 - Display Changes to Vendors

• S_ALR_87012090 - Display/Confirm Critical Vendor Changes

Your instructor will now walk you through a SAP

demonstration of report
S_ALR_87012089.

42
Demonstration & Exercise

The following are the SAP standard reports listed under Payment Transactions :
• S_P99_41000099 - Payment List
• S_P99_41000101 - Check Register
• S_ALR_87012119 - Cashed Checks
• S_P99_41000102 - Number Ranges for Checks

Your instructor will now walk you through a SAP

demonstration of report
S_P99_41000099.

43
Demonstration & Exercise

The following are the SAP standard reports listed under Reports for Accounts
Payable Accounting :
– F.40 - Account List
– F.42 - Account Balances
– F.41 - Open Items

Your instructor will now walk you through a SAP

demonstration of report
– F-41.

44
Quiz

Where in the SAP Menu are the reports located?

How do you run a report?

45
Customised reports

• In GSAP design a few ABAP reports have been developed where BW or SAP
standard reports did not meet the business requirements.
• These type of reports can only be accessed via their unique transaction codes.
• They can be part of the global design or specific per country.

46
Customised Global Reports

• PGS_01_FTI_PGSR050 Filenet Documents not assigned to SAP Doc & Visa

Versa

• PGS_01_FTI_PGSR078 Filenet Document Audit Report

• PGS_01_FTI_PGSR067 Duplicate Invoice Check Report

• PGS_01_FTI_PGSR803 StBC Freight Pre-Billing Report for ERS Hauliers

• PGS_01_FTI_PGSR851 AP Unplanned Delivery Costs within a selected period

47
Summary

In this module, you learnt how to:

• Display parked and posted FI (Non PO Invoice) documents and document
changes
• Display parked and posted LIV (Logistics Invoice) documents and document
changes
• Display payment Transactions and documents
• Display vendor Line items and Vendor Account balances
• Display general Ledger Line items and Account balances
• Navigate to SAP Information systems and execute
SAP Standard reports.

48
 Appendix

Appendix 1 – Definition of Terms

Appendix 2 – PGS Document Types
Copyright: SIPC
File Title
2/9/2020
Definition of terms

The following terms are used during this course and may be unfamiliar to you:
– Streamline: OP Downstream's Global Business processes.
– GSAP: Global SAP implementation of the Streamline Processes.
– PGS: Procure Goods and Services
– F&SS : Finance and Support Services. The new terminology for Shell OP Finance organization
– AP: Accounts Payable
– FI document : Financial Accounting Document.
– LIV document: Logistics Invoice Verification Document.
– RtP: Requisition to Pay.
– PO: Purchase Order.
– GR:Goods Receipt
– IR: Invoice Receipt
– IV: Invoice Verification

50
Definition of terms

– SE: Service Entry

– 3WGRIR: 3 Way GRIR. Mainly used for purchasing of Materials in PGS design. Total
GR needs to match PO and the total IR needs to match GR and PO
– 3WGRIV: 3Way GRIV. Mainly used for purchasing of Services in PGS design. The GR
needs to match PO line by line and the Invoice needs to match GR and PO line by line
– Self-billing: Where the vendor invoice is auto-created in the GSAP system, like ERS,
Invoice Plan and Consignment Stock Settlement
– ERS: Evaluated Receipt Settlement. Vendor invoices are auto-created based on the
Goods Receipted
– HM: Hydrocarbon Management
– SRM: SAP’s Supplier Relationship Management module
– EBP: Enterprise Buyer Professional , which is part of SRM
– T&C: Terms and Conditions.

51
Appendix 1

PGS Document Types

52
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