Financial Accounting -AP.pdf

SAP FI

Accounts Payable

Overview

Table of contents

AP Overview

Sub Processes• Master Data

• Invoice Processing

• Payments / Disbursements

• Account Analysis / Reconciliation

• Periodic Processing

• Reporting

Accounts Payable Process Overview

InvoiceProcessing•Sundry•Logistics

Master Data

Accounts Payable

Payments / Disbursements

Account Analysis & Reconciliation

Reporting

FinancialAccounting

Process decompositions are the starting

point for process documentation.

They summarise what is involved in a

the AP process at a high level

PeriodicProcessing

Master Data• Maintenance

• Creation 3 Levels• General Data (name, address)

• Company Data (reconciliation acct, payment term)

• Purchasing Data (PO currency, incoterms)

• Change

• Block

• Delete

• Account Groups

• Intercompany

• One-time vendors

Master Data: Structure• General data

• Address

• Control data

• Payment Transactions

• Company Code data• Account Management

• Payment Transactions

• Correspondence

• Purchasing Organization• Purchasing Data

• Partner functions

Client230

CompanyCode 9100 A Ltd.

Purchasing Organization: 9100 A Purch.Org.

VendorMaster

Master Data: Account GroupsLocal Vendors

Foreign Vendors

One-Time Vendor

GEV

OTV

AFV

Groups Implemented

0005

SWV

Master Data: Number Ranges

GEV0005

OTV

AFV

Groups ImplementedNumber Ranges

01 0000100000 0000299999

02 0000300000 0000399999

03 0000400000 0000499999

ZZ 1000000000 1999999999SWV



Master Data

Accounts Payable



Reporting

FinancialAccounting





PeriodicProcessing

Invoice Processing

Business Transactions included in Process:

• Sundry

• Invoice

• Credit Memo

• Down Payment (Special G/L)

• Foreign Currency

• Cancel/Reverse Document

• Inter-company (Idoc’s)

Document Entry – Basic Data

All required data on one screen,

A user can use “tabs” to switch between sub-screens

Screen Tab

Enter company code

Posting a document

DocumentSimulation

OR

Special GL Transactions: Definition

Special GL Transactions allow the user to post the document to an alternative GL account instead of “normal” Vendor reconciliation account,

They are defined in Customizing for Vendor and Customer reconciliation accounts,

Customer / Vendor account balances are not affected.

Vendors’ reconciliation accounts

Accounts defined for Special GL Transactions

Special GL Indicator

Posting a Down PaymentBank Account

Vendor Account

10

GL Down Payments

10101 1

A Ltd pays the vendor a down-payment: $10.000,-

The down payment is booked on Vendor account with a Special GL indicator

The amount of $10.000,- is shown on Vendor account, but on different GL Account, instead of Vendor reconciliation account

Display of Special GL Transactions

To display the transaction posted with Special GL Indicator, mark the relevant field on the “Line items display” screen.

“Dynamic selections” may be used to search for different GL indicators.

Transaction code: FBL1N -Line item Display

Procurement Cycle

Determinationof reqmts.

Sourcedetermination

Vendorselection

POmonitoring

Goodsreceipt

Invoiceverification

Paymentprocessing

Purchaserequisition

Quotation

1020

1020

Purchaseorder

1020

Purchaseorder

Invoice

1

2

3

7

6

5 4

8

POprocessing

Accounting EntriesCost Element Object GR/IR Acc. Payable

Bank1. Goods received.

2. Invoice received.

3. Vendor paid.

4. Bank account credited/charged

1.

4.

3. 2.2. 1.

Bank Clearing Account

3.4.



Master Data

Accounts Payable



Reporting

FinancialAccounting





PeriodicProcessing

Payments / Disbursements Business Transactions included in Process:

• Manual payments

• Automatic Payment Run

• Outgoing Payments

• Reports

• Inter-company Payments

• IDoc’s (REMADV)

Manual outgoing payment

This transaction is being used to post vendor outgoing payments that have not been cleared by the automatic payment program,

All data on one screen, no posting keys required.

Open items

Automated Outgoing Pay.-Activity Flow

Create Pay. Run &

maintain

Parameters

Proposal

List

Edit Proposal

Propos

al

Approv

al

Schedule

Payment

Print Payment

Medium

Schedule

Proposal

Automatic

Payment Run

Post Outgoing

Payment With

Printout

Checks /

Transfer

Approval

Send transfers

to Banks and/or

checks to

Vendors

No

Invoices, Credit

Memos,

Payment

RequestsYes

Automatic Payment Process

Invoices are paidInvoices are proposed forpayment

Open invoices areanalysed

Invoices or payment requests are entered

Payments are modified

Payments are approved

Payment

documents

are printed

Payment Program StepsMaintain Parameters

Schedule Proposal

Edit Proposal

Schedule Payments

Schedule Printing

Parameters are entered

Payment proposals are created

Payment proposals are edited

Payment run is carried out



Master Data

Accounts Payable



Reporting

FinancialAccounting





PeriodicProcessing

Account Analysis / Reconciliation Business Transactions included in Process:

Accounts Balance

•Line Item display

Account Clearing

•Internal Post with Clearing

•Clearing with Customer

Display Account Balance

Account balance displays totals of transactions, per month as well as cumulative values

The report may be printed or saved as a local file

Display Account Line items

“Line items” report displays particular transactions,

It it possible to change the documents directly from this screen,

The report may be printed or saved as a local file

Open Item Clearing

January1 2 3 4 5 6 7

8 9 10 11 12 13 14

16 17 18 19 20 21 22

23 24 25 26 27 28 29

29 30 31

Open item account

2,000 5,000

Can be cleared

Februar

y1 2 3 4 5 6 7

8 9 10 11 12 13 14

16 17 18 19 20 21 22

23 24 25 26 27 28 29

29 30 31

2 1

Clearing an account

Post with clearing

3

3,000

Goods receiptInvoice

Clearing account

1 1000 1000 2

?

1 Invoice 10002 Credit memo 1000

Clearing Open Items Manually

Accounts

xxxxxx--------------------

--------------------

xxxxxx--------------------

--------------------

xxxxxx--------------------

--------------------

xxxxxx--------------------

--------------------

Automatic clearing program

Ref no. Amount5000 -

7000 -

12000 +

5287

5287

5287

Recon acc. 160000


2500+

425

425

Clearing document

Clearing document


3200 -

4700 +

16978

16978

16978

Recon acc. 160100


7500+

9624

9624

Clearing document

Clearing document

Automatic Clearing Program

Open Item Account

40000

10000

50000 20000

Amounts can be cleared

Clearing document

The Clearing Document



Master Data

Accounts Payable



Reporting

FinancialAccounting





PeriodicProcessing

Periodic Processing Business Transactions included in Process:nLIV invoice variances

•Invoice differences

•Blocked invoices

•Tolerances (not configured)

nGR/IR Account Maintenance

nVendor Correspondence•Standard Letters

•Balance Confirmation



Master Data

Accounts Payable



Reporting

FinancialAccounting





Month EndProcessing

ReportingBusiness Transactions included in Process:nStandard Reports

•Open Items List

•Cleared Items List

•Account List

•Account Balance List

•Vendor Evaluations

nCustomised Reports•Aged Open Items List

Accounts Payable Tables

AP PCA Split Flow in BI system

AP flow

DataSources

• The AP data flow consists of the following data sources:

• 0FI_AP_3: It is based on the table BSIK. (This is the old flow).

• ZFI_V_BFOK_A: It is a custom data source based on the view GECPC_BFOK_A. The view is in turn made on the tables BFOK_A, BKPF, TKA02, T001.

• 0FI_AP_4: It is delta enabled and is based on the table BSAK/BSIK

Data Flow

• PCA data flows from the R/3 systems, through the Business Model BW system to the AP Split Line item Cubes. The first level ODS’s are now “Write Optimised “ rather than Standard ODS’s”

Architecture Overview

PC Split Logic

• Profit Centre (PC) data is not, as standard, populated in AP data SAP R/3 (more precisely the postings to the reconciliation account are not split up by the different Profit Centres – while the expense offset is split).

• Therefore a balance sheet adjustment process is performed on SAP R/3 to populate the profit centre information and

recording these details into BFOK_A and BFOD_A.



• The standard BI-Content does not extract this information.

• This information is loaded into BW and used to enhance the data in the AP Cube with the corresponding PC. Every record in the cube is split by the number of PCs involved. This split allows users to filter and drill down by Profit Center in AP reports.

AP Design Flow

• The system uses The AP line Items as the primary source and enhances the data with a lookup to data sourced from BFOK_A and BFOD_A data sources. The new design will now use BFOK_A and BFOD_K as the primary data source and enhance the data from AP Line Item Line. This will ensure that the cube is updated in a timely and accurate fashion.

• A delta extractor on Creation date will use the Subsequent BA/PC Adjustment: Posting Runs (RF180) and select postings from BFOD_A and BFOK_A using the run Id for the posting adjustment. .

AP Reconciliation Report in BI

AP Reconciliation Report in BI

Documents

Financial Accounting -AP.pdf