Professional Documents
Culture Documents
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Use this report to check goods and invoice receipts when the purchasing
documents show some discrepancy
Drill down is available to review the individual documents (goods receipt,
purchase order/service entry, or invoice)
Those items in red should be investigated, where the Invoiced quantity >
Received quantity. This means that budgets have not yet been charged for
amounts
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The GRIR account only relates to quantity booked for the goods receipt and
the invoice
Any quantity differences between Goods Receipt and Invoice Receipt need
to be cleared from the GRIR account
A process for GRIR clearing should be designed by Units but the account
should be checked EVERY Period. This process should include the
following items as examples:
Who is responsible for clearing the GRIR?
Who is responsible for highlighting GRIR difference?
When will GRIR clearing take place each Period?
Is there a certain age of item where the GRIR will be cleared
automatically?
How is regular checking of the GRIR account built into the AP Role?
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This slide shows an example where a goods receipt has been posted
but there is no invoice
The PO is for a quantity of 5 and this quantity can be seen on the GR
on the Purchase Order History tab
The screenshots come from MR11 and ME23N
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Why?
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This slide shows the posting that takes place based on the example
shown on the previous slides
When the GRIR clearing is posted the same postings take place in
FI:
DR GRIR Account for quantity of 8 and a value of 2,640
CR P&L expense account for quantity of 8 and a value of 2,640
In controlling this is also posted to a Cost Centre, which is
determined by the account assignment on the PO
To answer the questions on the previous slide:
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This slide shows an example where an invoices has been posted but
the PO is awaiting a goods receipt
The PO is for a quantity of 1 and this quantity can be seen on the
invoice posting on the Purchase Order History tab
The screenshots come from MR11 and ME23N
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There are two ways to enter an AP invoice into SAP, the selection of which
is dependent on whether the invoice relates to a PO or not.
PO Related can be posted using:
Park Logistics Invoice Verification - MIR7
Logistics Invoice Verification MIRO
Non-PO Related can be posted using:
Park Vendor Invoice - FV60
Vendor Invoice Posting - FB60
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Preliminary posting or parking allows Users to enter data and store it without posting it. This
allows you time to ensure that the analysis for the charge is correct.
A document is parked when a user cannot finish the document (invoice or credit memo) or
needs to gather further information before posting the document
Parking a document assigns a document number to the transaction without updating the
account transactions or totals
Parked documents can have any field on the document changed or updated, which allows
for another user to verify that the right accounts were being used, etc. Parked documents
can be changed as often as required
When no further changes are required, it is possible to post the parked document. Only
then does the system carry out the normal account movements and make the necessary
updates
Parked documents must be posted in order to update the accounts balance
When a parked document is posted, the document number does not change.
Parking a document should not be confused with holding a document. If you hold a
document it is simply suspended and no accounting or other update takes place. Held
documents are assigned a manual document reference.
The advantage of parking documents is that you can evaluate the data in the documents
online for reporting purposes from the moment they are parked, rather than having to wait
until they have been completed and posted.
The preliminary posting function can be of great advantage if:
Users are interrupted when entering an invoice, this saves duplicate data entry
Users wish to clear up some questions before you post an invoice.
Users wish to split the invoice authorisation process. One employee can, for
example, park an invoice without checking it, while another carries out the actual
checks and posts the document after making any necessary corrections
Depending on the G/L account it may require a cost object assignment e.g.; Cost
Centre, Internal order
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To post a parked document, select the parked document from the list of
documents, then the parked transaction is displayed.
To make changes and re-park the document, types the changes and select
the Save as Completed button.
To post the document, select the Post button. Once the document is posted,
the amounts are update the account balances.
A posted document has the same document number as the parked
document.
Select the Simulate button to see the entire document before posting.
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Transaction Select either Invoice or Credit Memo to indicate the type of transaction.
Header:
Company Code - SAP remembers the last used company code; you must verify this field.
If the wrong company code is displayed, select the Company Code button or use the menu path: Edit > Change Company
Code and type the new company code.
Vendor The organization that sent the invoice.
Invoice date The date on the invoice. This date, in conjunction with the vendors payment terms (on the vendor master)
determine the payment due date for this invoice. The Automatic Payment program uses the Invoice Date field to determine which
payment run the invoice will be included in.
Posting Date - Determines the period to post the invoice to and defaults to system date (required).
Reference The vendors invoice number is entered in this field (required).
Amount The total amount of the invoice including taxes into this field.
Currency This field is not labeled but is to the right of the Amount field. Indicate the currency that the payment is to be issued in.
Tax amount The amount of the taxes for this invoice.
Tax code This field is not labeled, but is to the right of the Tax Amount field. The tax code controls whether or not the item is to
be taxed and at what rate. For VAT type taxes, the tax code entered assists in calculating the tax amount and control where it is
posted in the GL.
Text Enter a description of the invoice.
Details tab fields:
Exchange Rate enter a specific exchange rate for foreign currency journal entries. Leave blank to default the rate from the
exchange rate table.
Translation Date used to select a specific exchange rate from the exchange rate table.
Calculate Tax - select this check box to have taxes calculated automatically at the time of posting.
Line Item Fields:
Status (first column) indicates the status of the line. A checkmark () the line is ok.
G/L Acct The General Ledger account to use in recording the expense portion for the vendor invoice.
Debit/Credit Indicator This determines how the item posts to the expense account. For AP invoices, the default is debit. When
entering a credit memo, the default is credit.
Amount The amount for this line (required). SAP enters an amount to balance the entry
Tax Code - Use this field to indicate if the transaction is tax relevant. Required only if a tax category has been specified for the
vendors master record (optional).
Tax Jurisdiction - This field represents how the taxes are calculated for the US by indicating the state and local tax areas
(optional).
Value Date - used for Foreign Currency valuation date (optional).
Text This field is used to enter an explanation of the line entry about the transaction. This helps when trying to follow an auditing
trail at a later date.
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If this message appears, the user review the indicated document number
and verify that the invoice is not being entered again.
There is an internal review mechanism to warn a user invoice entry matches
with an existing entry
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It is possible to enter an invoice (or a credit memo) without posting it and simply
"park" it. The system does not in this case make any postings
A parked document can be changed as often as required. When data is added or
changed, the changes are noted by the system. When no further changes are
required, it is possible to post the parked document. Only then does the system
carry out the normal account movements and make the necessary updates
Once the documents are posted GL Accounts and Vendor Line Items are updated
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If an invoice is posted that has a blocking reason, the field Payment block is filled
in the vendor line item of the invoice document. Financial Accounting is then
unable to settle the invoice
A blocked invoice must be released for payment in a separate step, possibly after
verifying with the purchasing department or vendor
In this step, the payment block A is deleted using FB02
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See the before and after field values for a specific document
Must know company code, year, and document number (no list button)
Use the Display a Document (FB03) screen to find the document number
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Once an entry has been posted in the system, the only way to change
critical fields, is to reverse the document
The system generates a reversing document that posts the proper reversing
debit and credit amounts.
If you do not make an entry in the Reverse document posting date field or
Reverse Document Posting Period field, the system uses today's date or the
current posting period.
The program generates a list of all the documents which can or cannot be
reversed or have already been reversed.
The period of the original document must be open to post a reversing
document. If the period is not open, you can overwrite the Posting Date field
using a date in the current period.
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Accounting>Financial Accounting>Accounts
Payable>Document>Reverse
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After the invoice has been posted, the document appears as an open item on the
vendor account
This means that the open item, once it becomes due for payment, can be picked
for the payment proposal list and the subsequent payment run
The payment run therefore:
Selects invoices for payment based on the payment terms in the vendor
master or purchase order
Generates payment for released invoices.
Updates accounting information
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Before the payment program can be used the following items need to
be defined:
Vendor bank accounts details
The required payment methods are completed on the Vendor
Master Data
The necessary payment forms are set up
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The payment proposal is run first, in order to generate proposal data that can be
edited before the actual payment run.
The proposal can be executed by the AP Clerk
The payment proposal can be run in the background or immediately.
The following parameters need to be entered for the payment proposal. The
parameters represent the selection criteria of the vendors to be paid:
Run Date = today's date
Identification = Payment Run ID usually includes the day
The payment status shows you the current state of the payment proposal job.
Document entered to = the date in which you want to pay vendors up to
Company Code = Company Code to be included in the payment run
Payment Methods = payment methods to be included in the proposal list
Next posting date = next payment run
Vendors Vendor to be included in the payment proposal
The Document Entered To field and the Next P/Date field determine which
invoices are selected for payment by the proposal run
The due date of the items is always determined via the baseline date and the
terms of payment in the open items.
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The logs of the payment proposal can be run and reviewed as part of
ongoing AP maintenance to ensure that invoices are unblocked in a timely
manner
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Once the payment proposal has been accepted the payment run can
be scheduled
During the payment run, the system:
Create and posts the payment documents.
Matches the payment document to the open item and clears the
open items. Each open item is marked as paid/closed.
Prepares the data for the printing of payment media.
The payment log is created showing the list of payments made by the
run
Several programs are used in creating the payments:
The payment program creates the payment documents and
prepares the data for printing the forms
Various payment medium programs use the data prepared by the
payment program to create forms or files for the data media
During the payment proposal run, the accounts of the selected
vendors are locked until the payment process is completed for this
proposal run. Any selected vendors are excluded from any other
payment proposal runs to avoid duplicate payments
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The Payment Program uses documents (open items) and Master data
(Vendor/Customer Records) information to generation various datasets including:
REGUH - Data on the payee or payment method is, for example, to be found in
REGUH.
REGUP - Information from the individual documents is to be found in REGUP.
REGUD - The complete bank data and the amount specifications are to be found
in REGUD.
The print program creates the payment media, payment advice notes as well as the
payment summary from the information contained in REGUH, REGUP, and REGUD.
Information can also be taken from the payment tables
The payment media can include:
The payment media (checks) are printed.
IDocs are generated for EDI.
The payment data is sent to DME administration
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An invoice will not be selected for the Payment Proposal or Payment Run if:
It has been selected by another proposal run
It has been manually fully cleared
It has been blocked for payment
If the vendor has been blocked for payment
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A Down payment request does not update the GL, instead when a down
payment request is posted the system records the line item in a special G/L
account.
Via this account, an overview of all down payments due at any time can be
seen.
It also impacts Treasury regarding Cash Flow and Liquidity Forecast reports
To enter the down payment request the following information is required:
Vendor account
Amount
Target Special GL indicator - This will correspond to the down payment
later in the cycle. This specification cannot be changed later. This value
determines which type of account (vendor, fixed assets, or project) can
be used when entering the down payment request.
Due date - used as the baseline date for cash discounts and payment
terms.
There is not an offsetting entry to the downpayment request and it does not
appear on the PO
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A Down payment request does not need to exist before creating a down
payment
Posting a Down Payment to a Down Payment Request:
To post a down payment made against a down payment request,
select the down payment request during the posting of the down
payment.
The system only needs the Vendor's account number, bank account
number, and special G/L indicator to complete the posting.
The system takes all other data, such as amount or tax code, from
the down payment request.
To post a Down Payment without reference to a Down Payment Request
the down payment can be posted directly.
All necessary data including the vendor's account number, the bank
account number, the special G/L indicator, amount, and due date are
entered.
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The down payment can be cleared against the paid invoice in 2 ways:
Manually using F-54 - transfers down payment to the payables account
and takes account of this transfer when posting the payment
Automatically using the payment run (F110), matching down payment
with the invoice when the outgoing payment is made
Clearing the downpayment transfers the amount from the Alternative
Reconciliation account to the Vendors reconciliation account
A document number for the cleared vendor down payment is displayed after
saving.
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Most Units have a cut off at Period Close for invoice processing.
After this time no further invoices in the period will be process
This is normally Wednesday or Thursday of Week 4
Budgetholders should be aware of the cutover to drive some accountability
and to ensure that all their invoices are processed or accrued as necessary.
This cut off also ensures that Finance Analysts in different areas can begin
to check postings move mispostings and have earlier visibility of outstanding
accruals
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General Ledger
GL accounts that require clearing are called open item managed accounts.
The Open Item Management check box on the GL account master record
must be selected.
For accounts that have Post Automatic only flagged in their GL account
master data the automatic clearing program is the only way to perform
clearing for these accounts.
Open items are incomplete transactions, such as an invoice for which goods
or services have not yet been received or a goods receipt that is awaiting an
invoice
In order for an open item transaction to be considered complete, the
transaction must be cleared. A transaction is considered cleared when an
offset value is posted to it, so that the resulting balance of the items is zero
Examples of posting with clearing depicted above:
A goods receipt is posted to the GRIR account. This is regarded as an
open item, because at this point the corresponding invoice has not been
received
The invoice is received and the Goods Receipt set off against it
The transaction is now cleared and the resulting balance is zero
There is an impact to performance if items are not cleared (reporting &
inability to archive data)
GRIR accounts should be cleared each Period
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Run daily to clear customer, vendor, and G/L accounts (particularly GRIR
clearing accounts) open items
Selects all accounts described by value quantities for which there are debit
and credit postings
Clearing is only carried out if the balance in local currency is zero
The system automatically clears them and creates clearing documents
The system will not clear items that balance in another currency
If clearing needs to be performed in a currency that is different from your
local currency you may need to use transaction F13E where you can specify
the clearing currency in order to clear transactions
The date of clearing is the date specified in the clearing parameters; the
default is todays date
When the program is running, all the accounts for which clearing can be
carried out are blocked
They are released again after the completion of clearing
After clearing, a clearing document number is given
This clearing may be processed in General Accounting rather than AP
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GRIR credit balances represent items that have been goods receipted but
not yet invoiced
These should be classified as a liability on the Balance Sheet
When the GRIR reclassification transaction is run the following postings
take place in FI:
DR GRIR Adj 953078 this is a manual entry account
CR Goods not yet invoices 953081
In PCA the Profit centre from Material Master or the cost centre is used
depending on the type of PO involved
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GRIR debit balances represent items that have been invoiced but not yet
goods receipted
These should be classified as a other current assets on the Balance Sheet
When the GRIR reclassification transaction is run the following postings
take place in FI:
CR GRIR Adj 953078 this is a manual entry account
DR Goods not yet delivered 913081
In PCA the Profit centre from Material Master or the cost centre is used
depending on the type of PO involved
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input session.
This transaction will not be executed by AP but the team should be aware
that it takes place
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Some Balance Sheet accounts are not assigned to cost objects during
postings therefore not all entries are transferred to Profit Center Accounting
PCA
AP Balance Sheet accounts (reconciliation account for example 953001)
are not transferred at the time of posting and require further processing in
PCA
AP accounts are transferred to PCA using 1KEK - PCA: Transfer AR/AP
1KEK is often run by the General Accounting Team but it is important for AP
to be aware of this process as well
Business Segment Profit center is determined by either:
Material on the AP invoice
Cost Center on the outstanding AP invoice
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The Account Balance display provides a list of the debits, credit and overall
balance for a Vendor by Period
Double clicking into any of the fields gives line item display information for
that balance
Double clicking again will take users to the Source Document
Line layouts in these lists can be set up to provide information important to
the Unit. Users can include additional fields in the layout or choose a
different layout variant.
There is also a Special G/L tab which shows the debits or credits made to
the Vendor. The downpayment items are kept separate from the standard
line time for accounting purposes.
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One of the most widely used report is Display Vendor Line Items
This allows Users to view Vendor:
Open items unpaid items which are open as at the date indicated in the
Open at Key Date field
Cleared Items - paid items as of the date indicated in the Open at Key
Date field. Use the Clearing Date fields to indicate a date range for
viewing paid items.
All items both paid and unpaid items as of the date range indicated in
the Posting Date fields.
Allows the ability to view the following types of items against the Vendor:
Normal Items
Special GL Transactions
Noted Items
Parked Items
The report includes the following useful columns which can be used to
analyse a Vendor Account:
Status Column - Indicates whether the item is open (unpaid), cleared
(paid), or parked (not posted).
Due Date Column and symbol - Indicates if the invoice is due to be paid:
overdue (late), due, or not due
Line Item drill down - Double click on a line item to drill down to the original
SAP invoice document.
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There is also a BW report that shows the age of the AP open balance per
Vendor
The report is split into the following age brackets:
1-30 days
31-60 days
61-90 days
91-120 days
121+ days
The overall Vendor open balance is split between these age brackets
The report can be found by typing AP Aging in the BW search function
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Who should create and change Vendor Master data - by the central Data
Administrator CVT or Regional Master data team
The distinction between a PO and FO:
PO = specific one off purchase
FO = recurring where one factor is uncertain
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