GM Andean Accounts Payable Workshop v1 April09

8/8/2019 GM Andean Accounts Payable Workshop v1 April09

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Andean Trading Company

Trade Co Project

Accounts Payable Workshop Preparation

April 9th , 2010

Accounts Payable



Workshop Objective

Discuss the functionality of Accounts Payable with respect toMaster Data and Posting of Transactions.



Agenda

Account payable Vendor Master Record

Vendor Account Groups

Payment Methods

Terms of Payment

Vendor Invoice Processing

Invoice Verification

By MM functionality

Within FI

Exchange rate difference Management

Foreign Currency Valuation

Down Payment Automatic Payment

Manual Payment

Vendor Payment Clearing

Reports



4

Vendor Master Data

The Vendor Master record contains data that controls how business

transactions are recorded and processed by the system. It alsoincludes all the information about a vendor that you need to be able

to conduct business with him or her.

General Data:-

-Basic information such as company address, phone,etc.,

Company Code:-

- Individual account information concerning theVendor

Purchasing Organization Data:-

- Information on request for quotation, purchaseorders and invoice verification



Vendor Groups

Vendor Account Group is a classifying feature within

Vendor Master Records. It helps in determining:

The Number Interval for the Account Number of the Vendor,

Whether the number is assigned by the user or by the

system,

Which specifications are necessary and/or possible in the

Master Record.

Sl.No. Account Group Account Group Description

1 ZF01 Domestic Vendors

2 ZF01 Foreign Vendors

3 ZE01 Employees



Payment Methods

The Payment Method in the Vendor Master controls the automaticpayment program and determines the form or payment carrier (such

as cheque or bank transfer) of payment for a line item.

Following are some of the example of Payment Methods are in

Trading Company:

Payment Methods Description

C Check

T Transfer



Terms of Payment

Payment terms primarily define payment periods. They are used in

invoices to provide information for cash management. Terms of payment include settings for the payment terms, the day

limit, the baseline date for payment, and installment payments.

Baseline date determines the date from which payment terms will

be calculated. Payment terms will be defined in system and will

maintain inV

endor Master.

Terms of Payment Description

WNA1 Payable immediately due net

WN10 Payable within 10 daysWN25 Payable within 25 days



Invoice Verification: Integration withMM

Invoice verification:

Completes the procedure of materials procurement from thepurchase requisition through purchasing up to goods receipt

Invoices are verified by matching them a purchase order and goods

receipt

In case of mismatching the invoice is blocked for payment.

For correct invoice balance are posted to the General Ledger and to

Cost Accounting.



Valuated Good Receipt

Accounting treatment of Stock Item Purchasing

Goods receipt rise accrual and increases stock in value and

quantity updating MAP.

Posting Invoice with the corresponding Purchase Order/GoodsReceipt won¶t cause economic effects (except for variations in

quantity and price) since it clears the previous accrual.

Vendor

100

MMInvoice

Verification andPosting

100

GR/IR (Accrual 408000)Stock (322000)

Good ReceiptMM

100 100

12



Invoice Variances

Goods receipt

Document

no. 5100012345

created

Post

POPO

InvoicePurchase

order

Warning: variance!Warning: variance!

Document

no. 5100012345

created

PostPost

TolerancesTolerances

10% 10%

Warning: variance!Warning: variance!

Blockedfor payment

Post

If an upper tolerance limit is exceeded in an invoice item

(according to PO Price) SAP System blocks payment of the

entire invoice when you post it.



Non-Purchase Order InvoiceProcessing

This is a process where non-purchase order invoice/debit or credit note received from vendor for purchases of goods or

services.

Non-purchase order incoming invoice processing covers:

Invoice received from vendor

Debit note received from vendor

Credit note received from vendor (Debit note issued

to Vendor)



Invoice Approval Process within FI-

AP

The invoice approval process will be supported by the SAP µPark

Document¶ functionality: At first level the responsible dept. (PCD) will park the invoice

entering header data plus vendor information (code, amount,

payment)

The parked document will be printed and attached to the

supporting documentation (original invoice, PO, service/goodreceipt)

At second level the accounting dept. will add the cost

element/cost object in the parked doc.; the completed parked

doc will be printed and attached to the supporting

documentation

The accounting department will make the required adjustments

in parked document (i.e. disputed amounts, down payment,

payment terms, etc.) and finally post the parked document.



Outgoing Payment

It is process where cheque, bank draft, payments orders and

other outgoing payment instruments are recorded in the system. Payment processing covers: -

-Automatic payment

-Manual Payment

Ad-hoc payment (Manual Cheque)

Payment to foreign currency vendor



Automatic Payment

Payment program configuration- Company code

-Banks

-Posting date

- Methods of payment

- Next payment runCreating and editing payment proposal

-Proposal Payment

-Edit Proposal Payment

-Changes to the Payment

Executing the Payment Run

Print the Payment



Vendor Payment Blocking

Blocking vendor for posting

Blocking vendor for payment

Blocking a vendor document for payment



Foreign Currency Valuation

Basically Valuation process is necessary if Vendor andCustomer accounts contain open items in a foreign currency.

The amount of these open items were translated into the local

currency at the time.



Reporting

For master data reporting, the following standard reports are

available in SAP:

-Vendor list

-Display changes to Vendor

-Display/Confirm critical Vendor Changes

For transactional data:

-Vendor balance

- Transaction figures

- Open Items

- Due Date Analysis

-Aging Reports



Thank You!

GM Andean Accounts Payable Workshop v1 April09

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