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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 FI_02 Accounts Payable Version 1 2
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
Prerequisites Essential PC Literacy SAP 01 Basics and Navigation Course Knowledge of basic accounting Course Content 1. 2. 3. 4. 5. 6. Unit 1 : Finance organizational elements and Master data in Accounts Payable Unit 2 : Accounting Transactions in Accounts payable Unit 3 : Advance payments in Accounts payable Unit 4 : Automatic outgoing payments process & check voiding Unit 5 : Periodic processes 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 Records 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 SAP 01 Content Sap Basics and Sap Navigation Training
1.2 Finance Course Curriculum. FI_01 FI_02 FI_03 FI_04 FI_05 FI_06 FI_07 GL Accounting Accounts Payable Accounts Receivable Fixed Assets Funds Management Bank Accounting FI Executive & Management
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4: Business Impact
3.1 Key Impacts Business Process Impact
3.2 Glossary Terminology SAP Parking Posting Vendor Voiding Meaning Software being used for business processes : System Application Products Capturing /introducing a Vendor Invoice, Credit notes into the SAP system Approval of Accounting Documents Creditors (those who provide us with services/goods) Cancellation
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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
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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.
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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
4.
5.
14
6.
button to continue.
7.
8.
9.
Description Vendors Reconciliation account updated through sub ledgers Direct posting not permitted) Determines the Document line lay out rules Enter the account number from the legacy system
Values
2012100
002 123456
Description Terms that determine how the vendor will be paid List of payment methods which may be used in automatic payment transactions Activates the checking of dual processing of the same invoice under Vendor accounts This indicator specifies that the customer/vendor should be sent all payment advice information by EDI. SV01
Values
CET Tick
11.
15
10.
button.
11. The message bar displays Vendor number 1000XX was created in company code 1100. 12. Click on the Exit button screen. or press Shift+F3 to return to the SAP Easy Access
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1. To change a vendor master follow the Menu Path or use transaction code FK02: Accounting Financial Accounting Accounts Payable Master Records FK02- Change.
5. Change the contents of the Box number field. 6. 7. 8. Click the Save button.
A message will appear on the status bar: Changes have been made. Click on the Exit screen. button or press Shift+F3 to return to the SAP Easy Access
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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.
2.
Company code
3.
4. 5. 6. 7.
Check box.
A message will appear on the Status bar. Changes have been made. Click on the Exit button screen. or press Shift+F3 to return to the SAP Easy Access
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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. 10.
Deselect Click on the Save it to allow postings. Click on the Exit screen.
check box. button or press Ctrl+S to update vendor master and unblock
11.
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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
2.
Company code
3.
4. 5.
check box. This process flags the vendor record for button or press Ctrl+S, to update the vendor master.
Enter Details as in line 2 of the marking for deletion exercise above. 7. Click on the Enter button or press Enter. 20
8.
button or press Ctrl+S, to update the vendor master. button or press Shift+F3 to return to the SAP Easy Access
21
22
To park vendor invoice follow the menu path or use transaction code F-63: Accounting Financial Accounting Accounts Payable Document Document Parking F-63- Park Document Entry
2.
Posting Key
Example : 31
Vendor
Example: 1000xxx
23
4. 5. 6. 7.
Enter 100 in the amount field for the First Item. Enter Text that describes the transaction in the text field. Enter Posting Key 40 in the PstgKey field. Enter General Ledger Account 50xxxxx being charged/ debited in the account field.
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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.
25
button.
26
15. The system will display a message at the status bar: Document Number: 2500000xxx was parked in Company Code 1100 record this below.
27
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 code FBV2:
transaction
Accounting Financial Accounting Accounts Payables Document Entry Documents Parking FBV2 Park/Edit Invoice
2.
3.
button.
4. 5. 6. 7. 8.
Enter Trainee xx in the Reference field. Change data in the text field Click on the Save button to record you changes.
A message will appear on the status bar: A preliminary posted document 25000000xx 1100 2008 has been changed. Click on the Exit screen is displayed. button or press SHIFT-F3 until the SAP Easy Access
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 Entry Documents Parking FBV3 Park/Edit Invoice
Document
2.
3.
button.
4. 5.
Click on each tab To exit this transaction, click on the Exit SAP Easy Access screen is displayed The system task is complete.
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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;
Field Name Company code Document Number Fiscal Year Description Code identifying a separate legal entity. The parked document number The fiscal year in which the parked document Values Example: 1100 Example: 2500000xxx Example : 2008
3.
button.
4. 5.
Select from menu Document Delete parked document. A message will appear on the status bar: Parked document 25000000xxx 1100 2008 deleted. To exit this transaction, click on the Exit SAP Easy Access screen is displayed. The system task is complete. button or press SHIFT-F3 until the
6.
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1.
To post vendor invoice follow the Menu path or use transaction code FB60: Accounting Financial Accounting Accounts entry FB60 Invoice. Payable Document
2. 3.
Click on the
Update the following required and optional fields for 1st line item
Field Name Vendor Invoice date Reference Amount Text G/L Account D/C Amount In Doc Curr Text Cost Center
Description Code identifying the vendor account Invoice date Additional document description Invoice Amount Description of line item The Account Being Charged or Debited Code identifying whether line item is a debit or a credit Amount to be posted for the line item Description of line item Cost Center
Values Example: 1000xxxx Example: todays date Example: Invoice Example: 500
Example: 5026110 Example: Debit Example : 500 or * Example : put a + sign Example : 15151130
4. 5. 6.
Click on the
Tab
Enter new Payment terms SV01 upon invoice presentation Enter Payment method C.
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7. 8. 9.
button to replicate an overview of a document before posting. button or press Ctrl+S to post the invoice.
The system will display the number of the document generated by this Invoice, record this below. Document Number: 2500000xxx was posted in Company Code
10.
Note: Please carry out all these steps once again in order to create another
invoice for the following exercises.
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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 vendors accounts. Vendors normally issues credit notes when we return purchased goods or if we had overpaid them.
To park vendor invoice follow the Menu path or Use transaction code F-66: Accounting Document
Financial Accounting Accounts Payable Document Entry Parking F-66- Credit Memo parking
2.
Posting Key
Example : 21
Vendor
Example: 1000xxx
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4. 5. 6. 7.
Enter 100 in the amount field. Enter Text that describes the transaction in the text field. Enter Posting Key 50 in the PstgKey field. Enter General Ledger Account 50261xx being charged/ debited in the account field.
9.
10 Enter 111211xx in cost centre field 11. Click on the Document overview 12 Click on the Save button.
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
34
The vendor invoice youve posted in the previous exercise contains an incorrect amount. The vendor was invoiced for an excess amount. Youve 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 entry FB65 - Credit memo
Accounts Payable
Document
2.
Click on the
3. On the main screen update the following required and optional fields:
Field Name Vendor Document date Posting date Reference Amount Calculate Tax Tax Code Text G/L Account D/C Amount doc.curr. Text Cost Center Description Code identifying the vendor account Credit note date. Date that the business transaction occurred Credit note number. Amount to be posted to Indicator whether tax is to be calculated Represents the tax chargeable Description of line item The Account Being Charged or Debited Code identifying whether line item is a debit or a credit Document currency. By default system proposes the Company Code currency, but a user can change it. Description of line item Cost Center
I0 Credit Memo
Values Example: 1000xxx Example: todays date Example: todays date Example: Credit Memo 500 Example: 500
Example: 5026111 Example: credit Example: 500 Example : put a + sign Example : 11111130
4.
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5. 6
Click on the
Tab.
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. 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
12.
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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 Entry Other Outgoing payment F-53- post Document
2.
Field Name Document Date Company Code Posting Date Currency Reference Doc Header Text
Description Date of the invoice The company code is an organizational unit within financial accounting. Date for posting to Ledger Invoice currency Vendor Credit Note Number The document header text contains explanations or notes which apply to the document as a whole, that is, not only for certain line items. This text is copied into all clearing entries which are created within the current processing. Todays date Example : 1100 Todays Date Example: SAR
Values
Clearing Text
3.
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Description Amount to be paid in total 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 Example : 1000 Todays Date
Values
4.
box.
5.
Click on the
button.
6.
All open items are selected by default. To deselect the items first click the Select all . button.
Then click Deactivate Items button. All the open items are now deactivated (they are no longer highlighted in blue). 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. You will need to select one or more documents to balance this clearing. 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 Scroll
8. 9.
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8. 9.
You can check your document before postings. Select DocumentSimulate. 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: __________________________________________________ 11. Click on the Exit button screen. or press Shift+F3 to return to the SAP Easy Access
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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 FB03-Display
Document
2.
If you know the required document number, enter it in the field Document number. If you dont, click Button to search for documents:
3. 4.
The system will display a screen where you can enter your search criteria: Update the following required and optional fields:
Field Name Company Code Fiscal year Document type Posting date Description The company code is an organizational unit within financial accounting. Fiscal year number Code identifying the method that the system uses to process the transaction Date that the business transaction occurred Values Example:1100 Example: 2008 Example: KR Example:
5. 6.
Click Execute
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:
40
Or from the initial screen display Vendor Document 1. 2. 3. 4. 5. Enter the Document number you have on hand Enter the Company Code 1100. Enter the Fiscal Year 2008 or leave field blank. Click on the Enter Click on the button to proceed. 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. 7. 8. 9.
Click on the menu Document Display< >Change Click on the Document header button if you want to change header details
Identify fields that can be changed and change header text Analyze it and Click on the Enter Continue/Confirm displayed document header sub screen. To store your changes in the document, click save To exit this transaction, click on the Exit SAP Easy Access screen is displayed. The system task is complete. button button to leave the
10. 11.
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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
2.
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 entered criteria: button .The system will display open items that fulfill previously
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). 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. 42
6.
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. 9.
You can check your document before postings. Select DocumentSimulate. To post your entries, click the Save system stored a clearing document. button. No real posting took place, but the
10.
The message bar displays: Document 11000xxxx was posted in company code 1100 record this number below. Document Number: __________________________________________________
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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 youre 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 FBRA - Reset Cleared Items Payables
Document
2.
3. 4. 5.
Click the Accounts button. The system will display all the accounts involved in clearing operation: Click the Continue Click the Items button to continue. button to display documents cleared by the clearing operation:
6.
44
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.
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
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1. Enter 01 in the Reversal Reason field. 2. A message clearing 3. Click the Continue reset will appear. button.
4. A message will appear that document 9000000xxx was posted in company code 1100. 5. Click on the Exit screen. button or press Shift+F3 to return to the SAP Easy Access
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1.
To reverse a document, follow the menu path or use transaction code FB08: Accounting Financial Accounting Accounts Receivable Reverse FB08 - Individual Reversal.
Document
2.
3.
button or
4. 5. 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. Click on the Exit button screen. or press Shift+F3 to return to the SAP Easy Access
7.
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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 entry Down payment F-47 Request Document
2.
3.
4.
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Due on
5 6. 7. 10.
button to confirm your entries. button to display a document before posting: button to post the down payment request.
A message will appear on the status bar informing you thatDocument 210000000xx was posted in company code 1100. Click on the Exit screen. button or press Shift+F3 to return to the SAP Easy Access
11.
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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 vendors 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.
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.
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5.
6. 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
8.
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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 Entry Down Payment F-54 Down Payment Clearing Document
2.
Note: If you dont know the vendor invoice number, you can open another SAP session (Press Create New Session transaction code FBL1N. button) and display the vendor open items
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4.
Click on the
5.
Select the Down payment request number used in the previous exercise, by and by clicking selecting the row containing the document number like anywhere on that row. Click the Enter button to confirm your entries. The system will enter the amount
6.
in the field Transfer posting. (Side scroll to the right to see this entry)
7.
8.
Line item 002 is highlighted in blue. Some additional data must be entered. Double click on this line. Enter Text describing the down payment.
9.
10.
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). 14. Click on the Exit screen. button or press Shift+F3 to return to the SAP Easy Access
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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 processing F110 Payments. Periodic
2.
3.
Click on the
tab.
4.
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5.
Click on the
tab.
6. 7. 8. 9.
Enter SAMBA_CHQS in the variant field against Click on the Save A message status bar Click on the Back button. button.
program
13.
A message will appear in the status box: Parameters have been entered Click on the Click in the Click on the Schedule button. check box to schedule your proposal. button.
A message will appear in the status box: Proposal is ready to be started. Click on the button repeatedly the prior message will be updated and now reads Payment proposal has been created.
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20.
21.
The green traffic light on the Indicator: Payment/Exception field indicates that there are no errors. Double click on the record for a breakdown of the component documents Click on the Back button twice to return to the Status tab.
To display the proposal log Got to Edit - Proposal Display log, a detailed log will be displayed.
25.
26.
27.
28.
button repeatedly until You will be returned to the status tab. Click on the the message Payment run has been carried out and "Posting orders: XX generated, XX completed" 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 This screen indicates that the payment program ran successfully and Financial Accounting documents created in company code 1100.
29.
30.
31.
The screen will list the accounts cleared, the clearing documents and the related amounts.
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32.
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. Click the Enter icon. The payment media will now be created. SAP will return you to the status screen. A message will appear on the status bar
34. 35.
To view the Job Log proceed as follows: 36. Select from the menu System Own Jobs:
37. 38.
The job will appear with the status finished in green implies that the job has been correctly executed Click in the Check box against your Job log then click details of the job execution. button for
39.
The system will display the below screen showing you the details of your job.
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40.
button
41.
Click on the
button.
42.
43.
button.
44. 45.
Individual Checks together with the remittances will be displayed its always advisable to have a print preview before executing the printing function. Click the Back button.
46.
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. 47. Click on the Exit screen. button or press Shift+F3 to return to the SAP Easy Access
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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. 3. 4. 5. 6. 7.
Enter 1100 in the Paying company code field. Enter SA001 in the House Bank field. Enter CA01 Account ID field. Enter 000xxx the Check(s) to be cancelled in the Check number field from to fields. Enter 08 in the Void reason Code. Click on the Enter button to confirm your entries.
8. 9.
Click on the
button.
A message will appear on the status bar: Checks 000xxx to 000xxx have been voided.
10.
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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 AccountingAccounts PayableEnvironment Payments Check information Void FCH9- Issued Checks.
2. 3. 4. 5. 6. 7.
Enter 1100 in the Paying company code field. Enter SA001 in the House Bank field. Enter CA01 Account ID field. Enter 000xxx the Check number field. Enter 04 in the Void reason Code. Click on the Enter button to confirm your entries.
8.
Click on the
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
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10.
Click on the
button
11.
12.
button twice.
Click on the
button.
A message will appear on the status bar: Checks 000xxx voided - payment document not reversed. Click on the Exit screen. button or press Shift+F3 to return to the SAP Easy Access
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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 AccountingAccounts PayableEnvironmentCheck information Void FCH8 Cancel payment
2. 3. 4. 5. 6. 7. 8. 9. 10. 11.
Enter 1100 in the Paying company code field. Enter SA001 in the House Bank field. Enter CA01 Account ID field. Enter 000xxx the Check to be cancelled in the Check number field. Enter 07 in the Void reason Code field. Enter 01 in the Reversal Reason Field Click on the Enter Click on the button to confirm your entries. button.
A message will appear on the status bar: Payment for check 0000xx was cancelled, reverse document 9000000xxxx. Click on the Exit screen. button or press Shift+F3 to return to the SAP Easy Access
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. 3. 4. 5.
Enter 1100 in the Paying Company Code field. Enter SA001 in the House Bank Field. Enter CA01 in the Account ID (Account Identification). 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.
7.
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1.
To process a request for correspondence follow the menu path or use transaction code - FB12: Accounting
Correspondence
Payable
Account
2. 3. 4. 5.
Enter 1100 in the Company Code Field. Click the Enter button.
Double Click on SAP06 Account Statement. Update the following required and optional fields:
Field Name Vendor Postings from Postings to Description Account for Vendor Start Date to your Selection End date to your Selection Values Example: 100xxx Example: 13.04.2008 Example: 13.05.2008
6. 7. 8.
Click on the
button.
A message will appear on the status bar: Account Statement was requested. Click on the Exit screen. button or press Shift+F3 to return to the SAP Easy Access
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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. 3. 4.
Enter SAPxx In Correspondence Field. Enter 1100 in Company code Field. 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? Click on the button to proceed.
6. 7. 8.
Enter printer name LP01 in the output device field. Click on the button
9. 10.
A log will be issued for triggered correspondences. Select from the menu System ->Services->Output Controller
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11.
Press F3 to exit the display view screen Click the on Print directly Click on the Exit screen. button Press Ctrl + Shift + F8 to send to the printer
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1.
To valuate open items follow the menu path: Accounting Financial Accounting Accounts Payable Foreign processing Closing Valuate FAGL_FC_VAL Valuation of open items (New)
Periodic Currency
2.
Create Posting Batch input session name Document date Posting date Posting period Reversal posting date Reverse posting period
3.
Click the
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4. 5.
Select Select
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. 8. Click on the Back button or press F3.
To post the valuation, you need to process the Batch Input Session that youve just created. You can open another SAP session. From the main menu choose System Services Batch input Sessions Select the session you want to process. (Select the row that contains your Batch input session, e.g. FAGL_FC_VAL Click on the Click in the Radio Select the button. button. button to begin the posting of documents
9.
Once the session is processed, you need to check the results. To analyze your batch input session, follow the menu path: From the main menu choose System Services Batch input Sessions Select the row that contains your Batch Input Session FAGL_FC_VAL
14. 15.
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16.
Click the Analysis button. The system will display the details regarding the session that was processed button or press Shift+F3 to return to the SAP Easy Access
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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 FK10N Display Balances
Accounts Payable
Account
2.
Description Code identifying the vendor account Code identifying a separate legal entity. Fiscal year number
3.
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.
button to return.
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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.
Field Name Text Description Additional document description Values Example: Credit note for incorrect Invoice
9. 10.
You can also export the account balance to a local file. Select from the menu path:
ListExportLocal file
11. Select the 12. 13. Click on the Match code radio button and click the Continue button to continue.
Select the Desktop as the location and update the following required field:
Field Name Directory File name Description Enter the path where you would like to save file Enter here the name of your file Values C:\Documents and Settings\................ Example: Vendor Balances.xls
Click on the
The message bar displays 2xxx Bytes transferred. Click on the Exit screen. button or press Shift+F3 to return to the SAP Easy Access
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. The system task is complete.
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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 ItemsS_ALR_87012085_ Vendor Payment History with OI (Open Items) Sorted list
2.
3. 4.
The report can be send to anyone on the SAP system. Click on the menu System List Send.
5. 6.
Type in your message to the person(s) you want to mail that document to. Type in the Receivers name (Trainee xxx*) under Recipient field and place an *at the end. Click on the Continue button 76
7.
8.
9. 10.
The Document has been sent to the chosen recipients. Click on the Exit screen. button or press Shift+F3 to return to the SAP Easy Access
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