Professional Documents
Culture Documents
GROUP
SAP R/3 FINANCIALS
IMPLEMENTATION PROJECT
USER MANUAL
<FI - AP>
Page 1 of 54
TABLE OF CONTENTS
1
MASTER DATA.........................................................................3
1.1
1.2
1.3
TRANSACTIONS.....................................................................17
2.1
Down Payments....................................................................................17
2.2
2.3
2.4
2.5
2.6
2.7
2.8
2.9
2.10
Page 2 of 54
1 MASTER DATA
1.1 Create Vendor Master Record
Business Process Description Overview
All vendor data is stored in the vendor master record and controls how transaction data is
posted to a vendor.
Vendor master data is used not only by the accounting department but also by the
purchasing/materials management department. When setting up your master records, you
have the option to create the accounting and materials management sections separately,
each in its own application area, or together by creating the vendor master centrally.
Creating/storing vendor master records centrally permits common access and requires
data entry only once avoiding contradictory/redundant data. If a vendor's address has
changed, for example, you need to enter the change only once, and both the accounting
department and the purchasing department will have access to the most current data.
A vendor master record includes data such as:
Tax numbers
Bank data
Account control data, such as the G/L reconciliation account for the vendor account
purchasing data
This process describes creating the accounting section of the vendor master record.
Comments
0101
GENV
Enter Name of customer
400120
Output Results
Vendor Master Data created
Comments
Vendor is created.
Procedural Steps
1.1.
Access transaction by:
Page 3 of 54
Via Menus
FK01
1.2.
On screen Create Vendor: Initial Screen, enter information in the fields as specified in
the below table:
Field
Name
Vendor
Compan
y code
Account
group
REFERE
NCE/
Vendor
Account
Description
Since the vendor numbers
are assigned internally the
system assigns a number
when the data is saved.
The company code ID
A classifying feature within
the vendor master record
which determines if the
vendor account number will
be assigned internally or
externally and which fields
are proposed for input
Vendor account number
being used as a reference
as an alternative way to
create a vendor account
R/O
/C
O
0101
Comments
Page 4 of 54
REFERE
NCE/
Compan
y Code
Field
Name
Name
Search
term
Street
City
Description
R/O/C
Vendor name
Enter Kennitala Number
of the vendor
Street address
City
R
R
Maria
0107763929
R
R
insgtu 22
Reykjavk
Comments
Page 5 of 54
Postal
code or
PO box
Country
Zip code
105
IS
Region
(state)
Language
Click on
R
R
Enter EN (English)
System
Default
1.4.
On screen Create Vendor: Control, enter information in the optional fields as
applicable in the table below:
Field
Name
Customer
Description
If the vendor is also a customer, use
this field to link the two records
together for line item display and
transaction processing
R/O
/C
R
Comment
s
Page 6 of 54
Transactions section
if you want to
collectively manage
vendor/customer
open items.
Group Key
Click on
to proceed to the next screen
1.5.
On screen Create Vendor: Payment Transactions, enter the vendors banking
information if applicable (e.g. for wire transfers):
Field
Name
Ctry
Bank Key
Account
Holder
Bank
Account
CK
Description
Bank country key
Key under which bank data in the
respective country is stored
Another name that the payment
program can use if the name of the
account holder is not the same as the
name of the vendor
The number at the bank under which
the account is managed
Indicator as to whether account is a
checking or savings account
R/O
/C
R
R
Comment
s
R
R
Page 7 of 54
BnkT
IBAN
Alternativ
e Payee
Business Partners
defined by role
within organization
e.g. proprietor bank
of a the owner of a
vendor
1.6.
On screen Create Vendor: Accounting Information Accounting, enter information in
the fields as specified in the below table:
Field
Name
Reconcilia
tion
account
Cash
Managem
ent Group
Sort key
Description
Account which is updated parallel to
the sub-ledger account for normal
postings
Enter the cash management group
for liquidity forecast
This field determines how the
allocation field is populated during
document entry. When displaying
line items, the line items are sorted
R/O/
C
R
A4 Major vendors
Comments
Page 8 of 54
Withholdi
ng tax
code
Reference
Data/
Prev. acct.
no.
Click on
15010
1.7.
On screen Create Vendor: Payment Transactions Accounting. Enter information in the
optional fields as applicable:
Field
Name
Payment
Terms
Chk
double
inv.
Payment
Block
Payment
Methods
Description
Key for defining payment terms
composed of cash discount
percentages and payment periods
Indicator which means that incoming
invoices and credit memos are
checked for double entries at the
time of entry.
Enter here the block parameters for
vendors H to hold invoice for
approval process
Different methods by which the
vendor can be paid using the
automatic payment program
R/O/
C
R
H For FAKTA
approval
C for cheque
Comment
s
User can
select
from the
Page 9 of 54
drop
down list
Payment
Block
Individua
l
Payment
Clrg with
cust.
Click on
1.8.
Page 10 of 54
Output - Results
Data Was Saves
Comments
Procedural Steps
1.1.
Access transaction by:
Accounting Financial Accounting Accounts Payable
Master records Change
Via Transaction Code
FK02
1.2.
On screen Change Vendor: Initial Screen, enter information in the fields as specified
in the table below:
Via Menus
Page 11 of 54
Field
Name
Vendor
Company
code
Description
R/O/C
500006
0101
Comments
Page 12 of 54
Page 13 of 54
Output Results
Vendor is blocked (or cancel the
block) from posting.
Comments
Procedure Detail
1.1.
Access <transaction> by:
Via Menus
Page 14 of 54
Field Name
Description
Vendor
Vendor Number
Company
code.
R/O
/C
R
Comment
s
Field Name
Description
All
Company
Codes
Specified
Co. code
R/O/
C
O
Comme
nts
Page 15 of 54
Page 16 of 54
2 TRANSACTIONS
2.1 Down Payments
Down payment to be made to a vendor.
Business Process Description Overview
You can post a vendor down payment whether or not you have previously created a down
payment request. Creating a down payment request is an optional step and is simply a
noted credit entry against the vendor (not included as a financial posting) that is covered in
another BPP. Note that when the vendor invoice is eventually posted you should use the
Clear Vendor Down Payment transaction (f-54) to ensure that the invoice credit will offset
the proper down payment debit and the result will be cleared without the risk of double
payment.
To post a down payment made in cases where a down payment request has been issued,
you select the down payment request when you post the down payment. The system then
only needs the data in the initial screen to make the posting. These include the vendor's
account number, the bank account number, and the special G/L indicator. The system takes
all other data, such as amount or tax code, from the down payment request. If you need to
make any further specifications, the system offers you the down payment line item, after
you have selected the post function, so that you can make any necessary corrections.
To post a down payment made without reference to a down payment request, you post the
down payment directly. You supply all the necessary data including the vendor's account
number, the bank account number, the special G/L indicator, and the amount.
Comments
Date of the down payment
Defaults to BP
0101
Defaults to the system date
Enter Currency
Indicates the alternative reconciliation account to be
used
Vendors account number
The G/L Cash / Bank account to be credited
The amount of the down payment
Comments
Procedural Steps
Page 17 of 54
1.1.
Via Menus
Field
Description
Document Date
Date original
document was
issued
Document Type
Company code
ID
Doc. Type
Company Code
Posting Date
Currency/Rate
Effective date
of posting in
the ledgers.
Payment
R/O/
C
R
Comments
Will default to BP
0101
Will default if
previously
entered.
Will default to
current date.
ISK
Will default if
Page 18 of 54
currency
Vendor Account
previously
entered.
Vendor account
number
Indicator which
identifies a
special G/L
transaction
Bank Account
Number
Account to be
credited
Business Area
To Which
Business Area
This
Transaction
Belongs To
Amount of the
total down
payment
Amount
500006
R
Spl GL Indicators
A- Down pymt for
Current Assets.
10000
Enter the amount to be debited to the vendor account (and the reconciliation account).
To enter further items for this vendor, then select Edit New item. This will generate multiple
down payments as separate line items on this vendors account.
Page 19 of 54
Select the Document Overview icon or select Document/Simulate to review your entry prior to
posting.
1.6.
Select Document Post or click on the Save icon to post the down payment.
The system now posts the down payment debit amount (in either one or multiple line items) to
the vendor account and the Special G/L account, and will credit the bank account.
If additional postings, such as tax or cash discount, are necessary, they are carried out
automatically by the system.
The system automatically marks the selected down payment request noted items as cleared.
Page 20 of 54
Output - Results
Document Number
Comments
System generated document number based on the range
assigned to the Document Type
Page 21 of 54
Via Menus
Via Transaction Code
AccountingFinancial AccountingAccounts
PayableDocument Entry Invoice
FB60
On the screen Enter Vendor Invoice: Header Data, enter the information in the fields
as specified in the table below:
Field
Name
Vendor
Number
Invoice
Date
Description
R/O/C
500006
20-12-2005
Comments
Page 22 of 54
Posting
Date
Reference
Amount
Calculate
tax
Text
GL
Account
GL
Amount
VAT
Cost
Centre
20-12-2005
Inv Ref
R
R
100000 ISK
X
O
R
Test
711290
100000
R
R
I4
101001
Page 23 of 54
Field Name
Description
R/O/C
Approver Id
User Action
and Values
HPV
Comments
Select Document\SimulateShift + F9. This is an optional step, which will create any
automatically generated document lines such as inter-company entries and allow you to view
them before posting and to verify your entries. You can drill down by double-clicking existing
lines to change them or continue to enter more lines for this document at the bottom of the
screen as described above.
Page 24 of 54
A message displaying the document number of the transaction will appear in the status line at
the bottom of the screen.
Page 25 of 54
Output Results
The system will return a
document number for the
cleared vendor down payment.
Comments
Procedural Steps
1.1.
Access the Clear Vendor Down Payments transaction by:
Via Menus
Node
Transaction code
Nodes
Preceding
Preceding
Preceding
Preceding
Preceding
node
node
node
node
node
Nodes
Preceding
Preceding
Preceding
Preceding
node
node
node
node
Text
F-54
Clearing
Down payment
Document entry
Accounts Payable
Financial Accounting
Accounting
F-54
Clearing
Down payment
Document entry
Vendor menu
Postings
Page 26 of 54
Preceding node
contract
Preceding node
Preceding node
Field Name
Description
R/O/
C
R
Document
Date
Document
Type
Company
Code
Posting Date
Period
Defaults to KA
0101
Effective date
Enter the fiscal period
R
R
Currency/rate
Document Currency
Reference
Comments
Page 27 of 54
Doc. header
text
Vendor
Account
Number
Relevant
Invoice
Line Item
Fiscal Year
Assignment
Text
Contains an explanatory
text on the line item.
The
program
can display
the account
line items
sorted
according to
the content
of this field.
Texts with
an asterisk
at the first
position are
transferred
into the line
item list for
the
corresponde
nce, for
example, in
dunning
Page 28 of 54
letters or
payment
confirmation
s. It is a
requirement
, that the
field
"Segment
text" is
present in
the form for
the
corresponde
nce.
Note: In column R/O/C of above table, R = Required, O = Optional, C = Conditional
Select the Process Down Payments button to proceed.
1.4.
On the screen Clear Vendor Down Payment: Choose Down Payments, choose the
down payments to be cleared by clicking the checkbox to the left of the item.
1.5.
After the item(s) is selected, access the menu path Document Simulate to review the
accounting document.
Page 29 of 54
1.6.
On the screen Clear Vendor Down Payment: Display Overview, review the highlighted
accounting document for missing or incorrect information. To edit, double click on the line
item.
1.7.
Once the document is reviewed, post the document by clicking on the Save icon.
NOTES: The system will return a document number for the cleared vendor down payment.
Page 30 of 54
Output - Results
Document Number
Comments
System generated document number based on the range
assigned to the Document Type
Page 31 of 54
For todays date, use the keystrokes F4 followed by F2 instead of using the drop-down
calendar feature.
For setting user-specific editing defaults, set your Editing Options and User Parameters to
default in
the desired company code, currency and line layouts. Refer to the BPP on Setting Editing
Options and User Parameter IDs for guidance.
Procedural Steps
1.1.
Via Menus
Via Transaction Code
AccountingFinancial AccountingAccounts
PayableDocument Entry Credit memo
FB65
1.2.
On the screen Enter Vendor Credit Memo: Header Data, enter the information in
the fields as specified in the table below:
Page 32 of 54
Field
Name
Vendor
Number
Document
Date
Description
R/O/C
500006
Enter the
date of the
Document.
Posting
Date
ISK
The system
defaults in
the local
currency
10000
R
R
R
R
10000
4012003
Currency/
rate
Amount
Reference
Calculate
Tax
Text
GL
Account
Amount
Cost
Centre
Comments
Page 33 of 54
Field Name
Description
R/O/C
Approver ID
Comments
Select the Enter icon to proceed to enter more lines by repeating step 1.4 until the
debits equal the credits. When satisfied with your entry, proceed as described below.
1.5.
Page 34 of 54
Select Document\SimulateShift + F9. This optional step will create any automatically
generated document lines such as Tax Entries and allow you to view them before posting and
to ver-ify your entries. You can drill down by double-clicking existing lines to change them or
continue to enter more lines for this document at the bottom of the screen as described
above.
SAVE/the data--Select the POST iconControl + S.
get back to the fast entry screen/overview screen.
A message displaying the document number of the transaction will appear in the status line at
the bottom of the screen.
EXIT/Return to Main Menu--Select the Yellow Arrow, or press Shift + F3.
Page 35 of 54
Output - Results
Creation of a journal entry for
vendor payment
Comments
Access the Create Manual Vendor Payment - Manual Check transaction by:
Via Menus
Node
Nodes
Preceding
Preceding
Preceding
Preceding
Preceding
Transaction code
node
node
node
node
node
F-53
Nodes
F-53
Preceding node
Preceding node
Text
Post
Outgoing payment
Document entry
Accounts Payable
Financial Accounting
Accounting
Post
Outgoing payment
Document entry
Page 36 of 54
Preceding
Preceding
Preceding
contract
Preceding
Preceding
node
node
node
Vendor menu
Postings
Real estate general
node
node
Nodes
F-53
Preceding node
Preceding node
contract
Preceding node
Preceding node
Via Transaction Code
Outgoing payments
Postings
Real estate general
Real Estate Management
Accounting
F-53
1.2.
On the screen Post Outgoing Payments: Header Data enter information in the fields
as specified in the table below:
Field Name
Description
Document
Date
Document
Type
Company
Code
R/O/
C
R
Will default to BP
0101
Comments
21-12-2005
Page 37 of 54
Posting Date
Currency/rate
Account (Bank
data)
Amount
Value Date
ISK
201012
Account
(Vendor)
Account Type
Reference
Type of account
Field used to enter user
desired text
Descriptive text that
applies to the document
header
Additional explanatory
information
R
C
Document
Header Text
Clearing Text
Drill down
menu
available
Press Process Open Items button or hit the Enter icon to proceed.
Select open items to be paid.
Page 38 of 54
For Full Payment of the invoices including credit memos Select The Standard Tab:
Page 39 of 54
NOTES:
Select/deselect the appropriate items by double-clicking in the gross amount field for the item
(in some cases the system will default to all of the items being selected).
If you need to adjust the check amount because of discounts, select the Overview icon and
double-click on the G/L account line item to edit.
Then hit the green arrow to go back then select Process Open Items to continue.
Once the amount under Not Assigned equals zero (or falls within your predetermined
tolerance level) you may post.
1.5.
When satisfied with your selections, post the payment by clicking the Save icon.
NOTE: The system will return a confirmation with a document number. At this point
the vendor payment has been posted, but no check information has been entered.
Page 40 of 54
Output - Results
Detailed Account line item
display
FBL1N
On the screen Vendor Line Item Display:, enter information in the fields as specified in the
table below:
Page 41 of 54
Field
Name
Vendor
account
Company
code
Line item
Selection
- Open
items
Line item
Selection
- Cleared
items
Line item
Selection
- All items
Type Normal
Description
R/O/C
500006
0101
Comments
Page 42 of 54
Items
Type
Special
G/L
Transactio
ns
Type
Noted
Items
Type
Parked
Items
Type
Customer
Items
Types
Click on any of the Vendor line items to display and modify the relevant fields in the document.
Page 43 of 54
Output Results
Document is posted
Procedural Steps
Access the transaction by:
Via Menus
F-57
On the screen Vendor Noted item:, enter information in the fields as specified in the table
below:
Page 44 of 54
Field
Name
Document
Date
Posting
Date
Document
Type
Company
Code
Posting
Key
Description
R/O/C
21-12-2006
21-12-2006
0101
39
Spl GL
indicator
G (Guarantees Recd)
Account
500006
25000
01-02-2006
Amount
Due
Text
Comments
Select G for
Guarantees
received & L
for
Guarantees
given
Page 45 of 54
Output Results
Vendor is blocked (or cancel the
block) from posting and / or
order processing
Comments
Procedure Detail
1.1.
Access Clear Vendor Transaction by:
Via Menus
Accounting Financial Accounting Accounts Payable
Account Clear
Via Transaction Code
F-44
1.2.
On screen Clear Vendor: Header Data Screen, enter information in the fields as
specified in the below table:
Page 46 of 54
Field Name
Account
Company
Code
Clearing Date
Currency
Period
Open item
selection
Additional
selections
Description
Vendor Account
Number
Enter the company
code
Normal OI
Special G/L indicator
R/O/C
R
0101
R
R
R
O
Comments
Page 47 of 54
1.3.1. To Display the open items for processing, double-click on the line item. Use the green
arrow to go back to the process open items screen.
Process the open items by choosing and then activating the necessary open items. To Select
an open item, place the cursor on the line item and click the Select item icon.
Note: Processing is the last step before posting a clearing document. The system takes
tolerances, which are acceptable payment differences, into account when posting clearing
documents. Depending on your system configuration, the system posts small differences
between debits and credits to an account for underpayment or overpayment. Your system
administrator defines the limit of acceptable underpayment or overpayment. See Payment
Differences for more details. In general, you should try to choose and process open items so
that the debits equal the credits.
When the line item(s) you enter and the open item(s) you process have debits equal to
credits, you can post a clearing document. For example, if you enter a vendor payment for
Rs.1000, you must choose and process vendor open items that equal Rs.1000. If your system
has a 1% tolerance, then you can clear open items with a value from Rs.990 to Rs.1010.
In processing open items, you can:
Activate or deactivate an open item
Activate or deactivate cash discount
Page 48 of 54
1.4.
Select Yellow up Pointing Arrow or Shift F3 to return to the Main
Accounts Payable Menu.
Page 49 of 54
Output - Results
The system generates a
reversing document that will
post the proper reversing debit
and credit amounts.
Comments
Procedural Steps
1.1.
Access transaction by:
Via Menus
1.2.
On screen Reverse Document: Header data, enter information in the fields as
specified in the table below:
Page 50 of 54
Field
Name
Document
number
Company
code
Description
The document number of
the document to be
reversed
The company code
identifier for the document
to be reversed
R/O/
C
R
0101
Comments
Fiscal
year
Reversal
Reason
2006
01
Posting
date
Page 51 of 54
Posting
period
Void
reason
code
reversing document.
Effective period of reversal
posting
Reason code for voiding a
related check payment.
This functionality can only
be
used provided the
document in question
is an accounting document
for a check
payment.
Codes 01 -03
can only be
used
automatically
by the system.
The user can
use the others
manually and
also create
their own
customized
codes.
Page 52 of 54
Fiscal Year
Output - Results
Vendor balances by month
Procedural Steps
Access the transaction by:
Via Menus
FK10N
On the screen Vendor Balance Display:, enter information in the fields as specified in the
table below:
Page 53 of 54
Field
Name
Vendor
Company
code
Fiscal Year
Description
R/O/C
500006
0101
2006
Comments
On the Vendor Balance Display initial screen, click on the Execute icon to continue. The
Vendors balances are shown on the following screen.
Page 54 of 54