53329611 Accounts Payable Enduser Training Manual

8/6/2019 53329611 Accounts Payable Enduser Training Manual

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FI_02 Accounts Payable Version 1 1

Saudi Arabian Airlines

SAP ACCOUNTS PAYABLE

FI_02

USER TRAINING MANUAL

2008Version: 01


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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 .......................................................515.3.3: 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


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Course Overview: FI02 Accounts Payable Accounting

Course Version: 2008 - Version 1

Duration3 Days

Course Goals

At the completion of the course the delegates should be able to

Understand the components of the SAP FI-AP Module, Understand the integration between FI-AP and other R/3 modules,

Understand the SAP terminology and vocabulary,

Process business transactions and generate required reports.

Target Audience

Financial accounting End users

Prerequisites

Essential PC Literacy

SAP 01 Basics and Navigation Course

Knowledge of basic accounting

Course Content

1. Unit 1 : Finance organizational elements and Master data in Accounts Payable2. Unit 2 : Accounting Transactions in Accounts payable3. Unit 3 : Advance payments in Accounts payable4. Unit 4 : Automatic outgoing payments process & check voiding5. Unit 5 : Periodic processes6. Unit 6 : Vendor Reports


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1: Course Introduction

This course will focus on how SAP Accounts Payable module manages Vendortransactions and activities.

The starting point of the course will introduce the concept of Vendor Master Recordscreation and will give explanations with regards as to how they will relate to transactionalprocesses. The course will also touch on the structures of Vendor Master Record and theirsignificance to processes that are critical to Accounts payables accounting in the recordingof accounting transactions such as expenses, adjustments and also assist in areas ofinternal 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, documentchanging, accounts clearing, document reversals, reporting and processing of invoices forpayment 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 whichmakes it easy to track a transaction from the beginning to the end and also make it easy toanalyze the related documents as you can navigate from the initial document going backwards. This is due to integration of modules in the SAP system


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2. Curriculum


1.1 Pre Requisite Training

Course Content

SAP 01 Sap Basics and Sap Navigation Training

1.2 Finance Course Curriculum.

FI_01 GL Accounting

FI_02 Accounts Payable

FI_03 Accounts Receivable

FI_04 Fixed AssetsFI_05 Funds Management

FI_06 Bank Accounting

FI_07 FI Executive & Management


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4: Business Impact

3.1 Key Impacts

Business Process Impact

3.2 Glossary

Terminology Meaning

SAP Software being used for business processes : SystemApplication Products

ParkingCapturing /introducing a Vendor Invoice, Credit notes into theSAP system

Posting Approval of Accounting Documents

Vendor Creditors (those who provide us with services/goods)

Voiding Cancellation

3.3 Post Go Live Support Process

Any queries:

Contact Telephone: 4000

E-mail: ithelpdesk @ saudiairlines.com.sa

LAN : htt p ://ahd.sv.n et
mailto:[email protected]://ahd.sv.net/http://ahd.sv.net/http://ahd.sv.net/mailto:[email protected]


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5. Practical Component

The unit will focus on exercises that will help you learn how to apply the SAP AccountsPayable Business Tools to your Job.

There are a series of exercises relating to Business Scenarios, with detailed instructionsand notes.

If at anytime you have any questions, please feel free to stop the Trainer and askquestions


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5.1: Unit 1: Finance Organizational Structures & MasterData in Accounts Payable

This unit will look at Financial accounting organizational elements and how they relate toaccounts payable master data maintenance i.e. the creation, changing displaying, blockingand marking for deletion of a Vendor.

Accounts Payable records all accounting transactions for dealings with suppliers. Muchof 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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10. Click the Save button.

11. The message bar displays Vendor number 1000XX was created in company code1100.

12. Click on the Exit button or press Shift+F3 to return to the SAP Easy Accessscreen.

The system task is complete.


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5.1.2: Change Vendor Master Data - FK02

The Vendor has just changed his Address details you are required to make changes to therecord.

1. To change a vendor master follow the Menu Path or use transaction code FK02:

Accounting Financial Accounting Accounts Payable Master Records FK02- Change.

2. Update the following required and optional fields:

Field Name Description Values

Vendor Code identifying the vendor account. Example: From exercise 1:-1000xx

Company code Code identifying a separate legal entity. Example: 1100

3. Click in the Check box.

4. Click the Enter button to confirm your entries and continue

5. Change the contents of the Box numberfield.

6. Click the Save button.

7. A message will appear on the status bar: Changes have been made.




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5.1.3: Block/Unblock Vendor Master Data - FK05


A vendor master record (for the same vendor) was created twice. You need to block one ofthe vendor master records to prevent postings on this account.

Only block an account if there are no more open items in the account. If an account isblocked, you cannot clear any open items in it.

1. To block/unblock a vendor master follow the Menu Path or use transaction codeFK05:

Accounting Financial Accounting Accounts Payable Master Records FK05-Block/unblock.



Vendor Code identifying the vendor account Example: 1000xxx created inExercise 1


3. Click the Enter button to confirm your entries and continue.

4. Click in the Check box.

5. Click the Save button or press Ctrl +S

6. A message will appear on the Status bar. Changes have been made.




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TO UNBL OCK

Enter Details as in line 2 of the blocking exercise above

8. Click on the Enter button or press Enterto unblock the vendor master record.

9. Deselect check box.

10. Click on the Save button or press Ctrl+S to update vendor master and unblockit to allow postings.




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8. Click on the check box to deselect. This process removes the flagfor vendor record deletion.

9. Click on the Save button or press Ctrl+S, to update the vendor master.10. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access

screen.



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5.2: Unit 2: Accounting Transactions in Accounts Payable

The unit will introduce you to accounting transactions in accounts payable such as parkingchecking and approving invoices. It will also help in understanding how Accounts Payablerecords all accounting transactions for dealings with suppliers.

Trainees will learn how to use general and simple accounts payable transactions and alsobe able to provide up to date information on vendor accounts. Management of vendoraccounts in terms of reconciliations will also be under focus.


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5.2.1: Park Invoice F-63

Using this standard accounting function, you can enter Invoice in the system withoutposting the Accounts Payable sub ledger. The PARKED Invoice is subsequently checked,approved and posted to Accounts Payable. You can park an incomplete document.

1 To park vendor invoice follow the menu path or use transaction code F-63:

Accounting Financial Accounting Accounts Payable Document Entry Document Parking F-63- Park Document

2. Update the following required and optional fields;


Document Date Date of the invoice Todays date

Company Code The company code is an organizationalunit within financial accounting.

Example : 1100

Posting Date Date for posting to Ledger Todays Date

Currency Invoice currency Example: SAR

Reference Vendor Invoice Number Example: Invoice # 123

Doc Header Text The document header text containsexplanations or notes which apply to thedocument as a whole, that is, not onlyfor certain line items.

Example : Voucher 1/2008

Posting Key In this field, the posting key with whichthe next document line item should beentered is specified.

Example : 31

Vendor Vendor # Example: 1000xxx


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3. Click the Enter button to confirm the entries

4. Enter 100 in the amount field for the First Item.

5. Enter Text that describes the transaction in the text field.

6. Enter Posting Key 40 in the PstgKey field.

7. 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 S econd Item then press Enter to adoptthe amount from the first line item.

10. EnterI0 In the Tax code Field.

11. Enter11111xx in cost centre field.

12. + (plus) in the Text filed then press Enterto adopt the text from the first line item.


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13. Click on the Document overview button.


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14. Click on the Save button or press Ctrl+S to park the invoice.

15. The system will display a message at the status bar: Document Number: 2500000xxxwas parked in Company Code 1100 record this below.


The system task is complete


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5.2.3: Display a Parked Document FBV3


A parked document is subject to a verification process before it can be posted, the SAPsystem 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 codeFBV3:

Accounting Financial Accounting Accounts Payables Document

Entry Documents Parking FBV3 Park/Edit Invoice




Document NumberThe parked document number

Example: 2500000004

Fiscal YearThe fiscal year in which the parked document

Example : 2008

3. Click on the Enter button.

4. Click on each tab button to display data.

5. To exit this transaction, click on the Exit button or press SHIFT-F3 until theSAP Easy Access screen is displayed



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5.2.4: Post/Delete a parked Document FV60


A Vendors Invoice was parked twice for the same service however it was picked before itwas posted. In the SAP system a parked document can be deleted but once a document isposted it can not be deleted. It will only be regularized by entering a reversal document.

You can choose to post the parked document in this environment or choose to delete it.Delete the parked document.

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




Document NumberThe parked document number

Example: 2500000xxx

Fiscal YearThe fiscal year in which the parked document

Example : 2008

3. Click on the Enter button.

4. Select from menu Document Delete parked document.

5. A message will appear on the status bar: Parked document 25000000xxx 1100 2008deleted.

6. To exit this transaction, click on the Exit button or press SHIFT-F3 until theSAP Easy Access screen is displayed.



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5.2.5: Post Vendor Invoice FB60


This transaction allows you to enter vendor invoices. It creates postings in AccountsPayable Sub Ledger and updates also the relevant GL Accounts (e.g. reconciliationaccount). You can use this transaction to post the invoices that do not pass throughPurchasing Department. Instances of when a vendor invoice will be posted by AP will bepayments for electricity bills, telephone charges etc. In this exercise you will enter and postvendor invoice.

1. To post vendor invoice follow the Menu path or use transaction code FB60:

Accounting Financial Accounting Accounts Payable Documententry FB60 Invoice.

2. Click on the button and Enter Company code 1100 in the field.

3. Update the following required and optional fields for 1st

line item


Vendor Code identifying the vendor account Example: 1000xxxx

Invoice date Invoice date Example: todays date

Reference Additional document description Example: Invoice

Amount Invoice Amount Example: 500

Text Description of line item

G/L Account The Account Being Charged or Debited Example: 5026110

D/C Code identifying whether line item is a debitor a credit

Example: Debit

Amount In Doc Curr Amount to be posted for the line item Example : 500 or *

Text Description of line item Example : put a + sign

Cost Center Cost Center Example : 15151130

4. Click on the Tab

5. Enter new Payment terms SV01 upon invoice presentation

6. Enter Payment method C.


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7. Click on the button to replicate an overview of a document before posting.

8. Click on the Save button or press Ctrl+S to post the invoice.9. The system will display the number of the document generated by this Invoice, record

this below.

Document Number: 2500000xxx was posted in Company Code


Note: Please carry out all these steps once again in order to create anotherinvoice for the following exercises.



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4. Enter 100 in the amount field.

5. Enter Text that describes the transaction in the text field.

6. Enter Posting Key 50 in the PstgKey field.

7. Enter General Ledger Account 50261xx being charged/ debited in the account field.


9. Enter * a star in the Amount field.

10 Enter 111211xx in cost centre field

11. Click on the Document overview button.

12 Click on the Save button or press Ctrl+S to park the invoice.

13. The system will display the number of the document generated by this Invoice, recordthis below.

Document Number: 2200000xxx was parked in Company Code




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5.2.7: Post Credit Memo FB65

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 creditmemo to correct this mistake. In this exercise you need to post the received vendor creditmemo. (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 Accounts Payable Documententry FB65 - Credit memo

2. Click on the button and Enter Company code 1100 in the field.

3. On the main screen update the following required and optional fields:


Vendor Code identifying the vendor account Example: 1000xxx

Document date Credit note date. Example: todays date

Posting date Date that the business transaction occurred Example: todays date

Reference Credit note number. Example: Credit Memo 500

Amount Amount to be posted to Example: 500

Calculate Tax Indicator whether tax is to be calculated

Tax Code Represents the tax chargeable I0

Text Description of line item Credit Memo

G/L Account The Account Being Charged or Debited Example: 5026111

D/C Code identifying whether line item is a debit or a credit Example: credit

Amount doc.curr. Document currency. By default system proposes the CompanyCode currency, but a user can change it.

Example: 500

Text Description of line item Example : put a + sign

Cost Center Cost Center Example : 11111130

4. Click on the Enter button to confirm the entries.


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5. Click on the Tab.

6 Update the following required and optional fields:


Inv. Ref (Invoice) Enter the Document Number which refers to a originalinvoice. Entering the original invoice will copy the invoicedetails from the original invoice.

Imp Note:-This will facilitate in clearing the vendoraccount at a later point in time.

Example: 25000xxx Created inposting exercise

Inv. Ref (Fiscal Year) The fiscal year the invoice was created in Example: 2008

7. Click on the Enter button to confirm the entries.

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.

10. Click on the Save 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




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5.2.8: Post Outgoing Payment - F-53

This functionality is used to process outgoing vendor payment but can only process singlevendor accounts at any given time.

A request has been made for the processing of an urgent payment which can not wait forthe normal payment run process. Invoices have been parked checked and approved(posted) process the payment.

1. To post an outgoing payment for a vendor account follow the menu path or usetransaction code F-53 to complete the exercise:

Accounting Financial Accounting Accounts Payable DocumentEntry Other Outgoing payment F-53- post

2. Update the following required and optional fields


Document Date Date of the invoice Todays date

Company Code The company code is an organizationalunit within financial accounting.

Example : 1100

Posting Date Date for posting to Ledger Todays Date

Currency Invoice currency Example: SAR

Reference Vendor Credit Note Number Example: invoice XXX

Doc Header Text The document header text contains

explanations or notes which apply to thedocument as a whole, that is, not onlyfor certain line items.

Example : Voucher 2/2008

Clearing Text This text is copied into all clearing entrieswhich are created within the currentprocessing.

Example : Payment for xxxx

3. Update the following fields under bank data box


Account Account to be posted to Example: 1012991


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8. You can check your document before postings. Select DocumentSimulate.

9. 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:




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5.2.9: Display Accounting Document FB03

Documents entered in the system can be viewed as and when they are required. You arerequired to display a Vendors document. This function will you allow to quickly addressqueries pertaining to individual invoices/ documents

1. To display G/L (general ledger) document follow the menu path or make use of thetransaction code FB03:

Accounting Financial Accounting Accounts payable Document FB03-Display

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. The system will display a screen where you can enter your search criteria:



Company Code The company code is an organizational unit withinfinancial accounting.

Example:1100

Fiscal year Fiscal year number Example: 2008

Document type Code identifying the method that the system uses toprocess the transaction

Example: KR

Posting date Date that the business transaction occurred Example:

5. Click Execute button to start searching.

6. 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 takeyou to document overview:


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Or from the initial screen display Vendor Document

1. Enter the Document number you have on hand

2. Enter the Company Code 1100.

3. Enter the Fiscal Year2008 or leave field blank.

4. Click on the Enter button to proceed.

5. Click on the button to change you screen view.

Note: - the system will show you more fields not shown under entry view and you canbe able to and a change your document from this document display screen

6. Click on the menu Document Display< >Change

7. Click on the Document header button if you want to change header details

8. Identify fields that can be changed and change header text

9. Analyze it and Click on the Enter Continue/Confirm

displayed document header sub screen.

button to leave the

10. To store your changes in the document, click save button

11. To exit this transaction, click on the Exit button or press SHIFT-F3 until theSAP Easy Access screen is displayed.



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5.2.10: Clear Vendor Account - F-44

The function allows you to clear open items on Vendor account. You have to identify openitems that can be matched in terms of debits and credits. In this exercise you need to clearopen items on the Vendors account.

1. To clear open items on Vendors account follow the menu path or use transactioncode F-44 to complete the exercise:

Accounting Financial Accounting Accounts Payable Account F-44 Clear



Account Code identifying the Vendor account Example: 100xxx

Clearing date Date when you want the transaction to be

cleared. It is used later in a header of a clearingdocument.

Example: todays date

Company code Number of the company code that the Vendorbelongs to

Example: 1100

Currency Currency code. Example: SAR

Note: You can clear also the transactions posted in different currencies. Thesystem will automatically calculate and post exchange rate differences.

3. Click the Enter button .The system will display open items that fulfill previously

entered criteria:

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 nowdeactivated (they are no longer highlighted in blue).

6. Now you need to choose and select the items you want to clear. Double click on theSAR Gross field for each of those items to be cleared.


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7. You will need to select one more document to balance this clearing. Scroll throughthe remaining documents and select this document.

Note: The system will highlight these items in blue. When the value of thefield not assigned is equal 0 and you can clear open items. See screenbelow

8. You can check your document before postings. Select DocumentSimulate.

9. To post your entries, click the Save button. No real posting took place, but thesystem stored a clearing document.

10. The message bar displays: Document 11000xxxx was posted in company code1100 record this number below.

Document Number:




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5.2.11: Reset Cleared Items - FBRA

A posting with clearing had been made to a wrong Vendor Account due to similarities innames therefore the outgoing payment document has to be reversed to enable the correcttransaction to take place.

Note: An Accounting Document that contains line items have cleared beencan 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 thenreset the cleared document.

1. To reset cleared items follow the Menu path or use transaction code FBRA tocomplete the exercise:

Accounting Financial Accounting Accounts Payables Document FBRA - Reset Cleared Items



Clearing document Number of the document to be reset Example:


Fiscal year Fiscal year number Example: 2008

3. Click the Accounts button. The system will display all the accountsinvolved in clearing operation:

4. Click the Continue button to continue.

5. Click the Items button to display documents cleared by the clearing operation:

6. Click on the Save button or press Ctrl+S to post the resetting


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7. A screen reversal of clearing Document will be displayed with 2 (two) options toselect from.

- Only Resetting will remove the clearing from the document that was cleared andchanges 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 theclearing document

8. Click on Only Resetting button

Note: only resetting will remove the clearing document from the cleared documentand restore it to its pre-clearing state i.e. open item stage. The clearing document willalso 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. Click on the Exit button or press Shift+F3

Note: If you choose the later button the system will reset and reverse the clearingdocument in one transaction. For you to carry out a transaction where you are goingto 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 asfollows


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1. Enter01 in the Reversal Reason field.

2. A message clearing reset will appear.

3. Click the Continue button.

4. A message will appear that document 9000000xxx was posted in company code1100.




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5.2.12 : Document Reversal (Individual Reversal) Document FB08

Sometimes posted document contains incorrect information. This function allows you toreverse an incorrect document. A document to be reversed can not include alreadycleared items. If you want to reverse document that was already cleared, you need to resetall cleared items before posting a reversal.

There is also a function that allows mass document reversal (Transaction code), unlikeresetting clearing documents which only allow resetting one clearing document at a time.

1. To reverse a document, follow the menu path or use transaction code FB08:

Accounting Financial Accounting Accounts Receivable Document Reverse FB08 - Individual Reversal.



Document no. The document that is to be reversed. Example:

Reversal Reason The reason the document will be reversed. Example: 01

3. Click the Display document before reversal button orpress F5.

4. Click the Back button orF3.

5. Click on the Save button or press Ctrl+S.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.




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5.3: Unit 3: Advance Payments in Accounts Payable

This unit will focus on how down (advance) payments will be handled from request topayment. The unit will also show the differences between processing normal and advancepayments.


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5.3.1: Down Payment Request F-47

Down payment request function does not create posting but only stores information in thesystems that can be used later to post a normal down payment manually or using theautomatic payment program.

In this exercise you need to create a down payment request.

1. To enter down payment request follow the Menu path or use transaction code F-47 tocomplete the exercise:

Accounting Financial Accounting Accounts Payable Documententry Down payment F-47 Request



Document date Date the transaction occurred Example: todays date

Type Document type Example: KA



Currency/rate Code identifying the currency used in the transaction Example: SAR

Reference Doc. Description Example: down payment

Account Code identifying the vendor account Example: 1000xxx

Trg.sp.G/L ind. Special GL transaction code. You determine thespecial G/L indicator for a down payment request inthis field with which the corresponding downpayment is to be posted later.

Example:Select the appropriateindicatori.e.R=POS & Contracts=SecurityDeposits/Guarantees, T=Petty CashRe-imbursement=Payment request

3. Click the New item button to enter Down Payment line item:



Amount Amount of the line item Example: 500

Calculate Tax the system calculates the taxesautomatically


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5.3.2: Post Vendor down Payment F-48

A down payment is an advance payment for a service or goods and down Payment is afunction that allows you to post the document to an alternative GL account instead ofnormal 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. Update the following required and optional fields


Document date Date the transaction occurred Example: todays date

Type Document type Example: KZ



Currency/rate Code identifying the currency used in the transaction Example: SAR

Reference Description of the Reference. Example: downpayment

Account Code identifying the vendor account Example: 1000xxx

Special G/L ind Enter here required special GL transaction code Example: E

Account Bank account number Example: 1012991

Amount Amount of the line item Example: 500

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 clickinganywhere on that row.


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5. Click on the button. The system will display a documentoverview:

6. Click on the Save button to post the down payment.

7. The message bar displays Document 260000000xx was posted in company code1100

Note: Before proceeding to clear down payment you are required to post VendorInvoice (FB60) so that invoice and down payment can clear. In this example wehave 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 thebalance will be paid through normal payment and the clearing will automaticallytake place for the balance




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4. Click on the button to process down payments.

5. Select the Down payment request number used in the previous exercise, by

selecting the row containing the document number like and by clickinganywhere on that row.

6. Click the Enter button to confirm your entries. The system will enter the amount

in the field Transfer posting. (Side scroll to the right to see this entry)

7. Click the Save button to post a clearing document.

8. Line item 002 is highlighted in blue. Some additional data must be entered. Doubleclick on this line.

9. EnterText describing the down payment.

10. Click the Enter button to confirm your entries.

11. Click the Save button. (Please confirm the information message that appears onthe status bar with enter)

12. The message bar displays Document 21000000xx was posted in company code1100

This transaction clears only down payment posting and stores information inthe system which amount of the invoice was cleared.

13. To Display/Change Vendor Open Items execute Transaction FBL1N . As you cansee, the newly posted clearing document is still outstanding and you need to clear itwith the invoice using the account clearing process (Transaction F-44).




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5.4: Unit 4: Automatic outgoing payment process & CheckVoiding

Trainees will be able to process or execute an automatic payment run process andunderstand whole automatic process from entering parameters, scheduling proposal,editing the proposal scheduling the run, posting of orders and printing of payment media.

Trainees will be able to identify differences between a manual payment process and theautomatic payment run.


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5.4.1: Automatic Payment Run Process F110

This SAP functionality allows for the clearing of Vendors Account line items that are duefor payment. The process involves posting to relevant sub ledgers and the general ledgerbut this happens through an automated process which involves selection of Vendors withopen items that are due, reviewing and editing payment proposal and execution of theactual payment run.

1. To execute a payment run process follow the menu path or use transaction code

F110:

Accounting Financial Accounting Accounts Payable Periodicprocessing F110 Payments.

2. Update the following required and optional fields.


Run Date The run date is used for identifying the parameters Example: Todays Date

Identification Freely definable the identification to distinguishbetween several runs with the same run date

Example: SV001

3. Click on the tab.



Posting Date Date which is used when entering the document inFinancial Accounting

Example : Todays date

Docs entered up to This specifies the date up to which open items aretaken into account during processing

Example: Todays Date

Company Codes Company code which are to be processed Example: 1100

Payment Methods List ofpayment methods that should be used in thepayment run

Example: CE

Next P/Date The date when the next payment run is scheduled. Enter next date of payment

Vendor Vendor accounts to paid Example : 100000 - 999999


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20. Click on the Display button to view the proposal list.

21. The green traffic light on the Indicator: Payment/Exception field indicates thatthere are no errors.

22. Double click on the record for a breakdown of the component documents

23. Click on the Back button twice to return to the Status tab.

24. To display the proposal log Got to Edit -ProposalDisplay log, a detailed logwill be displayed.

25. Click the Back button to return to the Status tab

26. Click on the button to schedule the payment run. A pop up screen will

be displayed.

27. Click on the check box to schedule your payment run. Then

Select the Schedule button.

28. You will be returned to the status tab. Click on the button repeatedly untilthe message Payment run has been carried out and "Posting orders: XXgenerated, XX completed"

29. Click on the Payments button to view log. Then double click on yourjob name within a pop screen that comes up i.e. F110-20080503-SVxxxPayment run

30. This screen indicates that the payment program ran successfully and FinancialAccounting documents created in company code 1100.

31. The screen will list the accounts cleared, the clearing documents and the related

amounts.


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32. Click the Back button to return to the Status tab

33. Click the Schedule Print button. Select the Start Immediately optionon the Schedule print popup box. Replace the (Question mark)? With A1 oranycharacter you prefer.

34. Click the Enter icon. The payment media will now be created. SAP will returnyou to the status screen.

35. A message will appear on the status bar

To view the Job Log proceed as follow s:

36. Select from the menu System Own Jobs:

37. The job will appear with the status finished in green implies that the job has beencorrectly executed

38. Click in the Check box against your Job log then click button fordetails of the job execution.

39. The system will display the below screen showing you the details of your job.


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40. Click on the Back button

41. Click on the button.

42. Click in the Check box against your spool for checks.

43. Click on the Display Contents button.

44. Individual Checks together with the remittances will be displayed its alwaysadvisable to have a print preview before executing the printing function.

45. Click the Back button.

46. Click on the Print immediately button to start your actual printing.

Note: Before you command the printing make sure that your checks are properly alignedand the correct leaf of the pre-numbered check is at the beginning.




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5.4.2: Voiding of Unused checks FCH3

Checks can be cancelled before they are printed due to various reasons: Soiled, stolen,destroyed etc. These reasons warrant the cancellation in order to maintain the correctsequence of pre- numbered checks in the check lot.

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. Enter 1100 in the Paying company code field.

3. Enter SA001 in the House Bank field.

4. Enter CA01 Account ID field.

5. Enter 000xxx the Check(s) to be cancelled in the Check number field from tofields.

6. Enter 08 in the Void reason Code.

7. Click on the Enter button to confirm your entries.


9. A message will appear on the status bar: Checks 000xxx to 000xxx have beenvoided.




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5.4.3: Void Issued Checks- FCH9


This function allows you to cancel a Check that was issued to a vendor and was notpresented to the bank until it went stale.

1. To cancel check that would have been issued follow the menu path or usetransaction code FCH9:

Accounting

Financial Accounting

Accounts Payable

Environment

Payments Check information Void FCH9- Issued Checks.




5. Enter 000xxx the Check number field.

6. Enter 04 in the Void reason Code.


8. Click on the button to display the check you are about to cancel.

9. The details of the check you about to cancel will be displayed. Check and pleasesatisfy yourself that it is the correct check to be voided/cancelled


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10. Click on the button

11. The Check line items will be displayed.

12. Click on the Back button twice.


14. A message will appear on the status bar: Checks 000xxx voided - paymentdocument not reversed.




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5.4.4: Cancel Check Payment - FCH8

Checks can be cancelled before they are printed due to various reasons: Soiled, stolendestroyed and these reasons warrant the cancellation in order to maintain the correctsequence of pre- numbered checks in the check lot. This functionality allows for thecancellation 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 pathor use transaction code FCH8:

Accounting Financial AccountingAccountsPayableEnvironmentCheck information Void FCH8 Cancel payment




5. Enter 000xxx the Check to be cancelled in the Check number field.

6. Enter 07 in the Void reason Code field.

7. Enter 01 in the Reversal Reason Field



10. A message will appear on the status bar: Payment for check 0000xx was cancelled,reverse document 9000000xxxx.




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5.4.5: Display the Check Register FCHNFFFFF


You can use this transaction to view a list of checks. It lists those that were cashed,voided (cancelled), yet to be presented to the bank for payment and those that have justbeen printed.

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. Enter 1100 in the Paying Company Code field.

3. Enter SA001 in the House Bank Field.

4. Enter CA01 in the Account ID (Account Identification).

5. Select Radio button if you want to view a check listing only or

Select Radio button if you want to view a check listing whichincludes the list of documents that make up the payment.

6. Click on the Execute button.


The lesson is complete.


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5.5: Unit 5: Correspondences & Foreign CurrencyRevaluation

The unit will introduce you the functions that are carried out to periodically such generatingaccount statements and month end and year end procedure

However, a more detailed course FI_06 on Financial Closing & Reporting will help youhave broader view in foreign currency revaluation and its implications to financial reporting


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5.5.1: Vendor correspondence request FB12

Correspondence are business documents such as Vendor account statements, Paymentnotice with line items, Payment notice to accounting department, Payment notice to legaldepartment

These documents can be requested and be printed any time but are usually printed at theend of the month.

1. To process a request for correspondence follow the menu path or use transaction

code - FB12:

Accounting Financial AccountingAccounts Payable AccountCorrespondence FB12 - Request

2. Enter1100 in the Company Code Field.

3. Click the Enter button.

4. Double Click on SAP06 Account Statement.



Vendor Account for Vendor Example: 100xxx

Postings from Start Date to your Selection Example: 13.04.2008

Postings to End date to your Selection Example: 13.05.2008


7. A message will appear on the status bar: Account Statement was requested.




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5.5.2: Maintain Correspondence -F-61


Correspondence are business documents such as Vendor account statements, Paymentnotice with line items, Payment notice to accounting department, Payment notice to legaldepartment

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. Enter SAPxx In Correspondence Field.

3. Enter 1100 in Company code Field.

4. Click on the Execute button to continue.

5. A message will appear within a pop up screen: A correspondence was issuedwould you like to issue a request?

6. Click on the button to proceed.

7. Enter printer name LP01 in the output device field.

8. Click on the button

9. A log will be issued for triggered correspondences.

10. Select from the menu System ->Services->Output Controller


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11. Click on display contents - Press F6

12. Press F3 to exit the display view screen

13. Click the on Print directly button Press Ctrl + Shift + F8 to send to the printer




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5.5.3: Foreign currency Revaluation procedure-FAGL_FC_VAL

You carry out the foreign currency valuation before you create the financial statements.The valuation includes the following accounts and items:Foreign currency balance sheet accounts, that is, G/L accounts that you run in foreigncurrency (the balances of the G/L accounts in foreign currency are valuated)Open items (customers, vendors, G/L accounts) posted in foreign currency (the line itemsare valuated).

This exercise will be covered in detail under financial closing and reporting course

1. To valuate open items follow the menu path:

Accounting Financial Accounting Accounts Payable Periodicprocessing Closing Valuate FAGL_FC_VAL Foreign CurrencyValuation of open items (New)



Company code Company code Enter Company Code: 1500

Evaluation Key Date Key date for the foreign currency valuation. Enter Evaluation Key Date: To-daysdate

Valuation method A unique key for determining a foreigncurrency valuation method. This key can bevalid for cross-chart of accounts.

Enter Valuation Area:10 or 20

Create Posting Check the checkbox to select

Batch input session

name

Code identifying the batch session that is

created

Enter a batch name: FCV TODAYS

DATEDocument date Date the transaction occurred 300508

Posting date Date that the business transaction occurred 300508

Posting period Fiscal month when the transaction posts tothe General Ledger

300508

Reversal posting date Date when you want to post a reverse.Normally the 1

stday of next month

010608

Reverse posting period Posting period for reversal Enter Reverse Posting Period: 06

3. Click the open items tab.


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4. Select by clicking in the check box.

5. Select by clicking in the check box, if required so

You can select only a particular General Ledger/ General Ledger accounts tobe valuated. If you leave the selection fields empty (like in our example), allthe 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. Click on the Back button or press F3.8. 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 chooseSystem

Services Batch input Sessions

9. Select the session you want to process. (Select the row that contains your Batch

input session, e.g. FAGL_FC_VAL


11. Click in the Radio button.

12. Select the button to begin the posting of documents

13. Once the session is processed, you need to check the results. To analyze your batch

input session, follow the menu path:

14. From the main menu choose System Services Batch input Sessions

15. Select the row that contains your Batch Input Session FAGL_FC_VAL


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16. Click the Analysis button. The system will display the details regardingthe session that was processed




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5.6.1: Display Vendor Balances FK10N

This function allows you to display vendor balances (both per month and cumulative). Youcan 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 Accounts Payable Account

FK10N Display Balances



Vendor Code identifying the vendor account Example: 1000xxx

Company code Code identifying a separate legal entity. Example: 1100Fiscal year Fiscal year number Example: 2008

3. Click the Execute button to display a report.

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 listeddocument the system will display this line item.

6. Click the Back button to return.

Or


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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 anearlier exercise.


Text Additional document description Example: Credit note for incorrectInvoice

9. Click the Save button to update this document.

10. You can also export the account balance to a local file. Select from the menu path:ListExportLocal file

11. Select the radio button and click the Continue button to continue.

12. Click on the Match code button to select the location to save the file.

13. Select the Desktop as the location and update the following required field:


Directory Enter the path where you would like to save file C:\Documents andSettings\................

File name Enter here the name of your file Example: Vendor Balances.xls

14. Click on the button to begin export..

15. The message bar displays 2xxx Bytes transferred.


18. Go to the desktop environment of your look for the file Vendors Balances youexported from SAP.

19. Double click on it; you can format this file the way you like.



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5.6.2: Vendor Payment History with OI (Open Items) Sorted list

This evaluation is used for determining, as accurately as possible, the current paymentstatus for vendors requiring special attention. As criteria for this evaluation, you can usecurrent data from the master database such as Balances on an open item basis or specialG/L balances.

In addition to the payment status analysis, the program carries out an analysis of thevendor open items for the report.

1. To Display Vendor Payment History with OI (Open Items) Sorted list, follow the menupath or use transaction code S_ALR_87012085:

Accounting Financial Accounting Accounts Payable Reporting Information System Reports for Accounts Payable Accounting VendorItemsS_ALR_87012085_ Vendor Payment History with OI (Open Items)Sorted list

2. Update the following required and optional fields.


Vendor Vendors Account Number Example: 1000xx

Company Code Code identifying a separate legal entity. Example: 1100

Fiscal Year The year you want to report on Example: 2008

Open items at key date The up to date Example : 30.04.2008

3. Click the Execute button to display a report.

4. The report can be send to anyone on the SAPSystemListSend.

system. Click on the menu

5. Type in your message to the person(s) you want to mail that document to.

6. Type in the Receivers name (Trainee xxx*) under Recipient field and place an *atthe end.

7. Click on the Continue button


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8. Click on the Send button press Shift+F8.

9. The Document has been sent to the chosen recipients.

