Retention Process (Z158) -...

EHP4 for SAP ERP 6.0

March 2010

English

Retention Process (Z158)

SAP AG Dietmar-Hopp-Allee 16 69190 Walldorf Germany

Business Process Documentation

SAP Best Practices Retention Process (Z158): BPD

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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

External Process

Business Process Alternative/Decision Choice

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths and options.

Cross-references to other documentation.

Example text Emphasized words or phrases in body text, titles of graphics and tables.

EXAMPLE TEXT Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.

Example text Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools.

EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the

ENTER key.

Example text Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.

<Example text> Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.


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1 Purpose .................................................................................................................................................. 6

2 Prerequisites .......................................................................................................................................... 6

2.1 Master Data ................................................................................................................................... 6

2.2 Roles ............................................................................................................................................. 7

3 Process Overview Table ........................................................................................................................ 7

4 Process Steps ........................................................................................................................................ 9

4.1 Posting Vendor Invoices ............................................................................................................... 9

4.2 Posting Manual Outgoing Payment ............................................................................................ 12

4.3 Posting of Retention Amount to Vendor ...................................................................................... 14

4.4 Posting Outgoing Payment to Clear difference ........................................................................... 16


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Accounts Payable

1 Purpose This scenario deals with posting accounting data for vendors in Accounts Payable. From there, the data is sorted by vendor and made available to other areas such as the purchasing system. When you post data in Accounts Payable, the system creates a document and passes the data entered to the general ledger. General ledger accounts and vendor accounts are then updated according to the transaction concerned (payable, down payment, credit memo and so on) vendor payment activities. All business transactions are posted to and managed by means of accounts and for this vendor master records are created. It also tackes care of retention transactions

Business Process Accounts Payable focuses on the following activities:

Down payment request

Post down payments using the payment program

Post vendor invoice

Post vendor invoice with retetion amount

Down payment clearing

Enter vendor credit memo

Review and Release Blocked Invoices

Select invoices to be Paid

Review and block invoices for payment as needed

Post payment using the payment program Creation of payment media using Payment Media Workbench (Alternative 1) Creation of payment media using Classical Payment Medium program( Alternative 2)

Manual payment

Manual payment of retention amount

Manual bank statement processing

Display of posted documents

2 Prerequisites

2.1 Master Data You have entered the master data required to go through the procedures of this scenario. Ensure that the following scenario-specific master data exists before you test this scenario:

Service Area

Master Data Value Selection Comment

Cost Center * All Select all cost centers

Material Master * Material type DIEN, SEMI, HAWA

Select all materials which belong to this material type

Manufacturing Area / Trading Area



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Cost Center * All Select all cost centers

Material Master * Material type FERT, HAWA

Select all materials which belong to this material type

2.2 Roles

Use The following roles must have already been installed to test this scenario in the SAP NetWeaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scenario. You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.

Prerequisites The business roles have been assigned to the user who is testing this scenario.

Details Business Role Activity Transaction

Employee (Professional User) SAP_NBPR_EMPLOYEE-S Assignment of this role is necessary for

basic functionality.

Accounts Payable Accountant

SAP_NBPR_AP_CLERK-S

FB60

F-53

SAP_BPR_BG_FINACC-K F-02

3 Process Overview Table Process step

External process reference

Business condition

Business role

Transaction code

Expected results

Post Vendor Invoices

Invoice contains necessary approval signature and G/L account assignment


FB60 Accounting invoice document posted to allow payment to vendor.

Post Manual Outgoing payment


F-53 The document posts the retention amount to the retention account and pays Vendor payable amount from bank account


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Process step

External process reference

Business condition

Business role

Transaction code

Expected results

Post retention amount to Vendor

Finance Manager

F-02

Post Manual Outgoing payment


F-53 The document posts the retention amount to the retention account and pays Vendor payable amount from bank account


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4 Process Steps

4.1 Posting Vendor Invoices

Use You receive the invoice from the vendor (Contractor) and post it in the system

Procedure

1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Accounting Financial Accounting Accounts Payable

Document Entry Invoice

Transaction code FB60

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

Business role Accounts Payable Accountant (SAP_NBPR_AP_CLERK-S)

Business role menu Accounts Payable Posting Invoices Enter Vendor Invoice w/o PO Reference

2. On the Enter Vendor Invoice screen, make the following entries:

Field name Description User action and values Comment

Vendor

Vendor

CORPRATE CENTER


Vendor 30000120

UNICO

Vendor 37000810

CAP


Vendor 30000119

UFL


Vendor 30000032

SWAN


Vendor 30000005


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GCL


Vendor 31002165


Invoice Date for example today’s date

Reference

Amount for example 10000

Currency NGN NGN

Calculate tax X Select

Tax Code V1 = 5% Select

Choose the Tax tab. A message informs you of an existing balance of down payments. Confirm the

message with Continue (Enter).

3. Make the following entry:


Tax Code domestic input tax; for example V1 = 5%

4. Choose the Payment tab.

5. On the Enter Vendor Invoice / Payment screen, enter the following data.


G/L Account for example 640000

D/C Debit

Amount in Document Currency

Gross amount; for example 10000

Tax Code domestic input tax; for example V1 = 5%

Cost Center

COST CENTER

CORPRATE CENTER


Cost Center 1001

UNICO

Cost Center 2001

CAP


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Cost Center 3001

UFL


Cost Center 4001

SWAN


Cost Center 4100

GCL


Cost Center 5002

6. Choose the Basic Data tab. Choose Post (Ctrl + S).

Result The invoice has been posted. For further processing, make a note of the document number


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4.2 Posting Manual Outgoing Payment

Use The manual posting process is described below. You process like this especially in case of manual payment or a manual step by step posting of the account statement.

Prerequisites An open item for this transaction should have been posted

Procedure



SAP ECC menu Accounting Financial Accounting Accounts Payable

Document Entry Outgoing payment Post

Transaction code F-53


Business role Accounts Payable Accountant

(SAP_NBPR_AP_CLERK-S)

Business role menu Accounts Payable Posting Payments Post Outgoing Payments

2. On the Post Outgoing Payment: Header Data screen, make the following entries:


Document Date * for example today’s date

Posting Date * for example today’s date

Company Code

COMPANY CODE

CORPRATE CENTER


Company Code 1001

UNICO

Company Code 2001

CAP


Company Code 3001

UFL


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Company Code 4001

SWAN


Company Code 4100

GCL


Company Code 5002


Currency NGN NGN

Reference (*) optional

Bank data

Account * (bank transfer domestic account)

for example 161013

Amount * for example 9000

Value Date * for example today’s date

Open item selection

Account Vendor Account vendor (contractor) number

Account Type K

Document Date * for example today’s date

3. Choose Process Open Items.

4. On the Process Open Items: select the required item (deactivate all open items and double click the Open invoice).

5. Select Charge off diff.

6. Credit Retention account with posting key 39 enter vendor account and special GL indicator T then Enter

7. On the Post Outgoing Payment Add Vendor Item page, enter amount to be charged off and due date

8. Choose Post (Ctrl + S). The system displays the message Document XXXXXXXXXX was posted in company code XXXX.

Check the posted document using Document Display

Result The document posts the payable amount to the Vendor (contractor ) and then credits the retention account with the specified retention amount.


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4.3 Posting of Retention Amount to Vendor

Use After confirmation of a satisfactory work done by the vendor, the retained amount that was posted to the retention account will then be credited to the Vendor (Contractor) account for further payment processing. The following provides the steps by which the retained amount will be paid to the Vendor

Procedure



SAP ECC menu

Accounting Financial Accounting General Ledger Posting

General Posting

Transaction code F-02


Business role Finance Manager [Bulgaria]

(SAP_BPR_BG_FINACC-K)

Business role menu General Ledger Posting Enter G/L Account Posting

2. On the Enter G/L account posting: Header data screen, make the following entries:


Document Date

* For example, today’s date

Posting Date * For example, today’s date

Type SA

Company code


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COMPANY CODE

CORPRATE CENTER


Company Code 1001

UNICO

Company Code 2001

CAP


Company Code 3001

UFL


Company Code 4001

SWAN


Company Code 4100

GCL


Company Code 5002

Currency / Rate

NGN

Reference *

Doc.Header Text

* Optional

First line item

PstKy 31


3. Choose Enter to continue on the next screen.

4. Make the following entries:


Amount 1000

Bline Date Bline Date as entered during the vendor


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outgoing payment

Next line item

PstKy 29 Enter posting key for credit side posting


SGL Ind T

5. Press Enter to continue

6. On the Enter Withholding tax information, enter the respective Withholding tax information as required then Enter

7. On the Enter G/L Account Document: Add Vendor item, enter the (retained )amount to be debited from the retention account and the Due Date

8. Choose from menu Document Simulate (Shift + F9).

9. On the Enter G/L Account Document: Display overview screen, the respective credit and debit will be displayed.

10. Then choose Post (Ctrl + S).

Result The Vendor account has been credited the retained amount, make a note of the document number.

4.4 Posting Outgoing Payment to Clear difference

Use The manual posting process is described below. You process like this especially in case of manual payment or a manual step by step posting for clearing the credited amount

Prerequisites Retained amount should have been credited to vendor (contractor) account

Procedure Repeat process step 1.2, procedure (1-4) of this document

5 Choose Post (Ctrl + S). The system displays the message Document XXXXXXXXXX was posted in company code

XXXX. Check the posted document using Document Display

Result The document posts the payable amount to the Vendor (contractor) and then debits vendors account

Retention Process (Z158) -...

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