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Transcript of Sap ap-user-training-tutorial
Accounts Payable
Zee Entertainment Enterprises
Ltd & Zee News Limited
Doc. No.:-
Version No. :-
Date of issue :-
Page 1 of 58
Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu K
Approved by : Mehul Shah, Dinesh Garg & Sivananda L
Classification: For Internal Use Only
Accounts Payable
Zee Entertainment Enterprises
Ltd & Zee News Limited
Doc. No.:-
Version No. :-
Date of issue :-
Page 2 of 58
Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu K
Approved by : Mehul Shah, Dinesh Garg & Sivananda L
Classification: For Internal Use Only
Accounts Payable
Zee Entertainment Enterprises
Ltd & Zee News Limited
Doc. No.:-
Version No. :-
Date of issue :-
Page 3 of 58
Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu K
Approved by : Mehul Shah, Dinesh Garg & Sivananda L
Classification: For Internal Use Only
1. Vendor Master Creation:
Business Process Overview
Vendor master records controls how transaction data is posted and processed for a vendor. Vendor master data is used not only by the FICO but also by the MM module for purchase of
Materials/Services. We have the option to create the Vendor Masters in FICO module or in MM
modules. Vendor masters created in MM Module can be used for direct FICO postings also. But vendor masters created in FICO module are only used for direct FICO postings and does not allow to
use by MM module. However Vendor Master created in FICO can be extended to MM module, if
required.
A Vendor Master record will have the following data:
- Vendor Name, Address, Communication
- CIN Details Viz Sales Tax Numbers, PAN, Excise Numbers - Bank Details
- GL Reconciliation Account
- Payment Terms, Payment Methods Via Cheque, DD, Bank Transfer etc
- TDS Codes
Via Menus Accounting Financial Accounting Accounts Payable Master records
Create
Via Transaction Code FK01
On screen “Create Vendor: Initial Screen”, enter information in the fields as specified in the
below table:
Field Name Description R/O/C User Action and Values Comments
Accounts Payable
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Classification: For Internal Use Only
Vendor If you use external number
assignment, enter the vendor's
account number. If you use internal
number assignment, the system
assigns a number when you save the
master data.
O Internal Number
assignment method
used for ZEEL & ZNL.
Leave Blank
Number ranges
defined in the
system. System
generates unique
number
automatically
Company code the company code ID R Company Code =1000 Select from drop
down
Account group 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
R 1001 – ZEEL/ZNL
Vendors for Expenses
Select from drop
down
Reference/
Vendor Account
Vendor account number being used
as reference as an alternative way
to create a vendor account
O Vendor specific data of
the referenced vendor
such as address is not
carried over. The data
from the referenced
vendor is used for
default values and it is
suggested that all
screens be reviewed
before saving any data
Not to use
Reference/
Company Code
The company code associated with
the referenced vendor
C 1000
(R= Required, O= Optional, C= Conditional)
Press Enter button or Click on to proceed to the next screen
Accounts Payable
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Classification: For Internal Use Only
On screen “Create Vendor: Address”, enter information in the fields as specified in the table below:
Field Name Description R/O/C User Action and Values Comments
Name Vendor name R MARSHAL SECURITY
Search term Short name which is used to search the identical vendors
R SECURITY
Street Street address R RAJBHAVAN ROAD,
SOMAJIGUDA
Locality Area R 6-3-1092
City City R HYDERABAD
Postal code or PO box
Zip code R 500082
Country Two digit country identifier R IN
Region (state) Two letter state abbreviation R 01 ANDHRA PRADESH Select from List
Language One letter language code R EN System Default
Press Enter or Click on to proceed to the next screen
Accounts Payable
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Classification: For Internal Use Only
Field Name Description R/O/C User Action and
Values
Comments
Customer If the vendor is also a customer, use this
field to link the two records together for balances display
O NA Enter customer
number, if same
vendor already
created as customer
Group Key If the vendor belongs to a group, you can
enter a freely assigned group key here. If you create a match code using this group
key, group evaluations are possible.
O NA
Reference Data/Industr
y
Industry key used to group vendors by industry
O NA
Click on to proceed to the next screen
Accounts Payable
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Classification: For Internal Use Only
On screen “Create Vendor: Payment Transactions”, enter the vendor’s banking information if
applicable:
Press enter or Click on to proceed to the next screen
Field Name Description R/O/C User Action and Values Comments
Ctry Bank country key R IN
Bank Key Key under which bank data in the respective country is stored
R Drilldown available
Bank
Account
The number at the bank under which the
account is managed
R NA
Account Holder
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
O NA
CK Indicator as to whether account is a checking
or savings account
R NA
BnkT Key for which business partner’s bank the O Business Partner’s
Accounts Payable
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Classification: For Internal Use Only
system should use defined by role within organization
e.g. proprietor bank of a
the owner of a vendor
Reference Details
Additional specifications for the bank details of the vendor
O
Alternative
Payee
The alternative vendor’s account number O This field is used only if
the payment is to be
made to a separate
vendor.
Alternative
Payee in Document/In
dividual
Spec. indicator
If this indicator is set, you can enter address
or bank details for automatic payment transactions in the document which differ
from those in the master record.
O
Permitted Payee
Specifies the permitted alternative payees for the vendor.
O
On screen “Create Vendor: Accounting Information Accounting”, enter information in the fields as
specified in the below table:
Accounts Payable
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Classification: For Internal Use Only
Field Name Description R/O/C User Action and Values Comments
Reconciliation account
Account which is updated parallel to the sub-ledger account for normal postings
R Accounts payable - Transporter
Sort Key Indicates the layout rule for the Allocation field in the document line item.
O 001 = Posting Date Press F4 for
drilldown
Click on to proceed to the next screen
On screen “Create Vendor: Payment Transactions Accounting” Enter information in the optional fields
as applicable:
Accounts Payable
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Classification: For Internal Use Only
Field Name Description R/O/C User Action and Values Comments
Payment Terms
Key for defining payment terms composed of cash discount percentages and payment periods
O F4 to drilldown option available
Tolerence Group
Define the tolerance O
Chk double
inv.
Indicator which means that incoming
invoices and credit memos are checked for double entries at the time of entry.
O Tick check box
Payment Methods
Different methods by which the vendor can be paid using the automatic payment program
O CD C - Cheque, D- Draft
Alternative Payee
The alternative vendor’s account number O To be filled in case
payment to be made in the name of proprietor of the
Sole Proprietorship Firm
Payment Block
Block key used to block an open item or an account for payment transactions.
O
Clrg with cust.
Indicator signifying the vendor open items should be processed collectively with
customer open items.
O This indicator will only
display if a customer
account is specified in the Control section of master
record.
TDS Details
Click on to proceed to the next screen
Accounts Payable
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Classification: For Internal Use Only
Field Name Description R/O/C User Action and
Values
Comments
Withholding Tax
Country
Key for defining the country in which withholding tax is to be paid
R IN complusory
Withholding tax type
Select the tax type applicable for payments or invoices
R C1= contractor F4 for drill down
selection
Withholding tax code
Select the tax code applicable for payments or invoices.
R C2=Contractor 2% It determine TDS Rate %
Liable Set this indicator you tell the system that the vendor is subject to withholding tax for
this withholding tax type.
R Tick the check box
Recipient
Type
Used to group vendors together according
to particular characteristics such as Individual/HUF or Others
R CO=Company
To save the Vendor Master Record, select Vendor Save. Or press button, Below Message has
displayed
Accounts Payable
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Classification: For Internal Use Only
2. Vendor Invoice Processing
Invoice Posting to Vendor Account.
Business Process Description Overview
After receipt of invoices from Vendor and on confirmation their services we need to post the invoice entry to
crediting their account.
Every Invoice posting document consists: 1.Document Header and 2.Line Items.
The document header contains information that is valid for the whole document, such as the document
date and the document number, document type.
The line items only contain information on the particular item in question, for instance an account
number and amount. Whether any additional information is present depends on the business
transaction involved.
Following are the most critical steps involved in entering and posting a document:
1. Call up the required document entry function. Bear in mind that the system offers several functions. Each function is designed for a specific business transaction. The General Ledger document entry
function is covered here which will post one or more debits vs one or more credits to general ledger
master records (accounts). 2. Enter the document header data.
3. Enter the line items.
4. Enhance or correct the line items as needed. 5. Post the document.
The system creates the document, updates the transaction figures for the accounts affected, and in some cases,
displays an internally assigned document number when the document is posted.
Steps to post the invoice
Via Menus AccountingFinancial AccountingAccounts
PayableDocument Entry Invoice - general
Via Transaction Code FB60
Accounts Payable
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Classification: For Internal Use Only
On the screen “Enter Vendor Invoice: Reference field ,Header Data”, enter the information in the fields
as specified in the table below:
Field Name Description R/O User Action and Values Comments
Vendor Vendor Code R Enter Vendor Code : 110040
SGL Ind Special GL Indicator O
Invoice Date Date of Vendor Invoice R Enter Vendor Invoice Date :
29.01.2010
Reference No.
Vendor Invoice Number R Vendor Invoice No. 1234
Posting Date Posting date of the document
which will determine the period it
posts to
R Default is system
Currency/rate
Currency that the amounts will be entered into the system under
R INR
Calculate
Tax
Calculates the tax amount as per
tax code
O Tick check box to calculate tax
amount as per tax code
GL Account Ledger account to which amount R Enter GL Acct.: 408801
Accounts Payable
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to be debited
Amount Amount to be debited to Ledger R Amount = 100000
Cost Centre Cost Centre for which the
expenses were incurred
R Cost Centre : 10022H0103
Payment
Tab : Base Line
Date
Date of Invoice. System use this
date to calculate the due date of payment as per vendor payment
terms
R Invoice Date : 29.01.2010
Once the above steps have been completed, there are some optional functions which may be performed before
saving the document:
- This will temporarily hold the document. Accounting entry will not posted
- This will create any automatically generated document line items and allow you to view them
before posting.
- This will park the document (NOT post it) and can be retrieved for future reference. It save the document. To post the parked document use TCode : FBV0
Accounts Payable
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Classification: For Internal Use Only
Press to save and post the document. The system displays a message confirming the posting and returns to
a blank entry screen.
3. Vendor Credit Memo (Deductions)
Business Process Description Overview
If any amount need to deduct from vendor invoice amount, We use Vendor Credit Memo functionality in SAP. For Credit Note or Debit Note to Vendor we use the same functionality.
Every Credit Memo document consists: 1.Document Header and 2.Line Items.
The document header contains information that is valid for the whole document, such as the
document date and the document number, document type.
The line items only contain information on the particular item in question, for instance an account
number and amount. Whether any additional information is present depends on the business transaction involved.
Following are the most critical steps involved in entering and posting a credit memo document:
1. Call up the required document entry function by using TCode or trough Menu navigation.
2. Enter the document header data.
3. Enter the line item details 4. Enhance or correct the line items as needed.
5. Post the document.
The system creates the document, updates the transaction figures for the accounts affected, and in some
cases, displays an internally assigned document number when the document is posted.
To issue the debit note to the vendor:
Via Menus AccountingFinancial AccountingAccounts
PayableDocument Entry Credit memo
Via Transaction Code FB65
On the screen “Enter Vendor Credit Memo: Header Data”, enter the information in the fields as
specified in the table below:
Accounts Payable
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Classification: For Internal Use Only
Field Name Description R/O User Action and Values
Vendor Vendor Code R Enter Vendor Code : 110040
SGL Ind Special GL Indicator O Not to use in credit memo
Document Date Date of Vendor Debit Note R Document Date : 29.01.2010
Reference No. Vendor Invoice Number R Vendor Invoice No. 1234
Posting Date Posting date of the document which
will determine the period to post the
entry
R Default is system
Amount Total amount of the document R Amount = 5000
Currency/rate Currency that the amounts will be
entered into the system under
R INR
Calculate Tax Calculates the tax amount as per tax
code
O Tick check box to calculate tax amount as
per tax code
GL Account Ledger account to which amount to be Credited
R Enter GL Acct.: 408801
Amount Amount to be debited to Ledger R Amount = 5000
Cost Centre Cost Centre for which the expenses
were incurred
R Cost Centre : 10022H0103
Accounts Payable
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Classification: For Internal Use Only
- This will create any automatically generated document line items and allow you to view them
before posting.
Press to save and post the document. The system displays a message confirming the posting and returns to
a blank entry screen.
4. Vendor Down Payment Request
Business Process Description Overview
Accounts Payable
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Classification: For Internal Use Only
Down payment to vendor is nothing but giving advance to Vendor. A particular department dealing with a particular vendor can request the finance department to release the advance to vendor against purchase
order. When the user department post a down payment request, the system records a document but
accounting entry will not be posted at that time. It is merely a noted item for vendor to remind the finance
department to execute a down payment. To enter the down payment request, you enter one or more line items in the vendor account without an offsetting entry. Consequently, the system does not check whether
the debits equal the credits.
Down payment requests do not update the monthly debits and credits in vendor accounts. However, you
can display down payment requests as line items for accounts payable accounts under noted items.
Down Payment Request :
Via Menu Navigation Accounting Financial Accounting Account Payable
Document Entry Down Payment Request
Via Transaction Code F-47
On screen “Down Payment Request: Header Date” screen, enter information in the fields in the
table below:
Field Name Description R/O User Action and Values
Document Date
Date of Request for down payment R 30.01.2010
Doc. type Document Type R KA : Vendor Document
Accounts Payable
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Classification: For Internal Use Only
Company Code
Company code ID R 1000
Posting Date Date of voucher. R default to current date
Currency/Rat
e
Payment currency. Can be entered as a code or a rate R INR
Account Vendor account number R 110040
Target
Special G/L
Indicator
Spl. GL Indicator for a down payment request with
which the corresponding down payment is to be
posted later.
R A
(R = Required, O = Optional)
After filling header details Press button or press enter
Press to save and post the document. The system displays a message confirming the posting and returns to
a blank entry screen.
Accounts Payable
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Classification: For Internal Use Only
5. Vendor Down Payment (Advance to Vendor)
Business Process Description Overview
Down payment to vendor can be given against Down payment request or without 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). After invoice posting to the vendor, we need to Clear
Vendor Down Payment transaction against invoice document by using TCode F-54 to avoid the double payment.
Via Menu Navigation Accounting Financial Accounting Accounts Payable
Document Entry Down Payment Down Payment
Via Transaction Code F-48
On the screen “Post Vendor Down Payment: Header Data”, enter information in the fields as
specified in the table below:
Field Description R/O User Action and Values
Document Date PAYMENT DATE R 30.01.2010
Doc. Type Document Type KZ : Vendor Payment
Company Code Company code ID R 1000
Accounts Payable
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Classification: For Internal Use Only
Posting Date Effective date of posting in the ledgers.
R 30.01.2010
Currency/Rate Payment currency R INR
Vendor Account Vendor account number R 110040
Special G/L
Indicator
Indicator which identifies a special
G/L transaction
R For all line items in customer or vendor
accounts that are updated to an alternative reconciliation account in the general
ledger, the special G/L indicator
determines which account is to be selected. This account will be debited
along with the vendor account.
Bank Account Number
Bank account from which payment is released
R 233021
Amount Amount of the total down payment R 90000
If a down payment request exists: Select the button.
On the screen “Post Vendor Down Payment Choose Request”, enter information in the fields as
specified in the table below
Select the line item and then Press button or go to menu - edit –
Create down payments:
Accounts Payable
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Classification: For Internal Use Only
Press to save and post the document. The system displays a message, as shown below, confirming the
posting and returns to a blank entry screen.
The actual entry posted for down payment to vendor shown below:
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Classification: For Internal Use Only
Down payment without down payment request:
On the screen “Post Vendor Down Payment: Header Data”, enter information in the fields as
specified in the table below:
Accounts Payable
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Classification: For Internal Use Only
Field Description R/O User Action and Values
Document Date PAYMENT DATE R 30.01.2010
Doc. Type Document Type KZ : Vendor Payment
Company Code Company code ID R 1000
Posting Date Effective date of posting in the
ledgers.
R 30.01.2010
Currency/Rate Payment currency R INR
Vendor Account Vendor account number R 110040
Special G/L
Indicator
Indicator which identifies a special
G/L transaction
R For all line items in customer or vendor
accounts that are updated to an alternative
reconciliation account in the general
ledger, the special G/L indicator determines which account is to be
selected. This account will be debited
along with the vendor account.
Accounts Payable
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Classification: For Internal Use Only
Bank Account Number
Bank account from which payment is released
R 233021
Amount Amount of the total down payment R 90000
Select button or press enter
Field Description R/O User Action and Values
Amount Amount to be paid to Vendor R Rs.100000/-
Business Area Business area O 1000
Text Narration R Advance to Vendor
Document – Simulate
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Classification: For Internal Use Only
On the screen “Post Vendor Down Payment Display Overview” :
Press to save and post the document. The system displays a message, as shown below, confirming the
posting and returns to a blank entry screen.
Accounts Payable
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Classification: For Internal Use Only
Actual Financial entry shown below screen:
6. Logistics Invoice Verification (LIV)
.
Business Process Procedure Overview
SAP is integrated system. The procurement of services/material will happen in MM module. PO will be issued to Vendor for supply of material/service. On receipt of Goods(MIGO) or on confirmation of Services
(ML81N) an accounting entry will be posted (real time) and provisional liability will be created. Two
provisional liability accounts viz GRIR, SRIR accounts are created for posting the provisional liabilities at the time receipt of goods and services. After receipt of goods or on confirmation of services, a invoice will be
forwarded to account department to post the actual liability to the vendor account. For this TCode MIRO is
used. To post the actual liability to vendor by using the TCode MIRO, we must open the vendor account in MM module by using TCode XK01 only. Otherwise, vendor master created in FICO module by using TCode
FK01, can be extended to MM module, if required, by using the TCode XK02.
Extension of Vendors Created in FICO module to MM module
Via Menu Navigation Logistics > Materials Management > Purchasing > Master Date > Vendor >
Central > Create
Via Transaction Code XK01
On the screen “Create Vendor: Initial Screen” will appear :
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Press Enter
On the screen “Create Vendor: Initial Screen” will appear
Enter Vendor Number,
which is created by TC
FK01
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Classification: For Internal Use Only
Field Description R/O User Action and Values
Order Currency Currency in which we deal with Vendor
R INR
Terms of Payment Payment Terms with vendor O
Incoterms Applicable to Import Vendors only O
Schema Group
Vendor
Classification of Vendor in terms of
Domestic, Import
R Domestic
Control Date Tick GR-Based Inv.Verification
check box, he supplies Goods or
Tick SR-Based Inv.Verification
check box, he supplies Services
O
Press to save and post the document. The system displays a message, as shown below, confirming the
posting and returns to a blank entry screen.
Accounts Payable
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Classification: For Internal Use Only
Invoice posting to vendor through MM Module
Via Menu Navigation Logistics > Materials Management > Logistics Invoice Verification >
Document Entry > Enter Invoice
Via Transaction Code MIRO
On screen “Invoice Verification”, enter information in the fields as specified in the table below:
Field Name Description R/O User Action and Values
Invoice Date The Vendor Invoice date R 06.02.2010
Posting date Date which is used when entering the R 06.02.2010
Purchase Order Number
Goods/
Services
Indicator
Ensure Zero Balance
before posting
Base Amount as per PO
Accounts Payable
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document in Financial Accounting or Controlling
Reference Vendor Invoice number or reference O 1234
Amount Vendor Invoice Amount incl. Taxes R 1,10,300
Calculate Tax Tick check box to calculate the taxes O Tick Check box
Text Narration O Vendor Invoice Posting
PO Vendor PO against which invoice is posted R PO No. 1200000017
Base Line Date Payment Base line date R 06.02.2010
(R = Required, O = Optional)
If Purchase Order Number not know, Press F4 to search the Vendor PO’s and you will
get below screen:
Field Name Description R/O User Action and Values
Vendor Vendor Number R 110040
Company Code Company Code R 1000
PO Check Box R Tick PO Check Box
R
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Provide the relevant data and just press F8 or execute Button, there will be a screen for selection
of PO.
Select the documents for the vendor for which the invoice is to be posted, it may be a single invoice or
multiple invoice or a single invoice for different materials.
Select the documents and press the “Copy” button.
After entering all the above details, Press button to check the entry. You will get the
following screen:
Accounts Payable
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Press Post button to save and post the document. The system displays a message, as shown below, confirming the posting and returns to a blank entry screen.
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7. Vendor Down Payment Clearing
Business Process Description Overview
In SAP, Open Item Management functionality activated for ZEEL/ZNL for Vendors, Customers and some
General ledger accounts viz ESIC, PF etc. With this functionally we can link the Outstanding invoice to the payments. Whenever advance given to the vendor, we need to adjust the same against the invoice after
invoice posting. This we call as clearing of vendor down payments.
We can clear the down payment with the closing invoice by either:
Transferring the down payment to the payables account and taking account of this transfer when
posting the payment, or
Directly clearing the down payment with the invoice when the outgoing payment is made
You can carry out both procedures manually or automatically using the accounts payable payment
program.
Access the “Clear Vendor Down Payments” transaction by:
Via Menu Navigation Accounting Financial Accounting Accounts Payable Document Entry Down Payment Clearing
Via Transaction Code F-54
On the “Clear Vendor Down Payment: Header Data” screen, enter information in the fields
specified in the table below:
Accounts Payable
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Field Name Description R/O User Action and Values
Document Date Document Entry Date R 06.02.2009
Document Type Document type that the transaction to be
posted
R “KA” : Vendor Document
Company Code Financial company code R 1000
Posting Date The date to determine the period for the transaction to be posted
R 06.02.2009
Period Fiscal period in which transaction to be
posted
R The proper period will default for the
entered posting date
Currency/rate Document Currency R INR
Reference Enter the reference document number O Not applicable
Doc. header text Enter document header explanations or
notes
O Down payment Clearing
Vendor Account
Number
Enter the account number for vendor R 110040
Relevant Invoice Invoice Document Number O Enter Doc No.: 1500000036
Fiscal Year Enter the relevant Fiscal Year O 2009
Assignment The assignment number is an additional
information reference field in the line item.
O NA
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After entering the above information, press or press enter, system
display all the advances line items of the vendor will displayed as shown in the screen below:
Select Line item 3, which we want to clear, and press enter total amount will be updated with
Rs.1,00,000 as shown below screent:
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Then press Document – Simulate as shown in below screen
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System will display the entry as show in below screen:
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At the time of posting this entry, system reverses the TDS entry because we deducted the
TDS at the time of advance posting and also at the time of Invoice posting. Also system
transfers the advance amount from Advance – Vendors a/c (226000) to Vendor a/c (110040).
Press to save and post the document. The system displays a message, as shown below, confirming the
posting and returns to a blank entry screen
8. Vendor Payment- Automatic Payment Program
SAP provides automatic payment programme (APP) functionality for making the payment to
all the vendors against their due invoice. To execute the payments program and print checks for the
payment run (This BPP will consist of two steps: the first step details the procedures for executing the payment program, the second step which begins from 1.19 defines how to exclude an invoice from the
payment program) .
Business Process Description Overview
Before you can use the payment program, you need to define your house banks and the accounts at
your banks, the required payment methods and the payment forms. The standard system already
contains payment methods and payment forms. You can transfer them and adapt them to meet your
requirements.
Exclude an invoice from the payment program. Vendor invoices may be blocked at several levels.
The invoice may be blocked at the vendor master record level, the invoice document level, or
through the payment proposal. Blocking the vendor invoice will result in a valid open item that will
be blocked for payment in a payment run. The following process description details the procedure
for blocking/unblocking invoices through the payment proposal.
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Input - Required Fields Field Value / Comments
Run Date 24.11.2009
Identification RTX14
Company Code(s) 7000
Payment Method C
Next Posting Date 25.11.2009
Vendor Number (s)
Program Variants Test
Output - Results Comments
Message That Your Payment
Identification has been saved.
Details have been saved for the run on <Run Date> <Identification>
Tips and Tricks
For today’s date, use the keystrokes F4 followed by F2 instead of using the drop-down calendar
feature.
Use the standard system delivered payment methods and payment forms. Transfer them and adapt
them to meet your requirements.
The system, by default, shows the last successful payment run that was executed. Enter the
information for a new payment in run including a future date and a unique identifier to override this default and create a new run to execute.
Procedure Steps
1.1. Access “Create Automatic Payment transaction” by:
Via Menu Navigation Accounting Financial Accounting Accounts Payable Periodic
Processing Payments
Via Transaction Code F110
On screen, “Automatic Payment Transactions: Status”, enter the information as specified in the
fields in the table below:
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Field Name Description R/O User Action and Values
Run Date Date on which the payments process is to be run. R 06.02.2010
Identification User-definable identifier for the payment run. R APP01
(R = Required, O = Optional)
Select the “Parameters” tab.
On screen “Automatic Payment Transactions: Parameters screen”, enter the information as specified in the fields in the table below:
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Field Name Description R/O User Action and Values
Company Codes Company (ies) for which the program is to be run.
R 1000
Documents Upto Selects the documents posted upto given date
R 06.02.2009
Payment Method(s) Payment method(s) to be included in the payment run.
R C
Next Posting Date Date of the next expected payment program run.
R 25.02.2009
Vendor Number (s) Vendor(s) to be included in the payment program run.
R FROM 100000 TO 999999
(R = Required, O = Optional)
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Select the “Additional Log” tab.
On screen “Automatic Payment Transactions: Additional Log”, enter the information as specified below:
Tick Due date check box.
Tick Check the Payment method selection if not successful box.
Tick Check the Line Items of the payment documents box.
Tick Vendors accounts to be processed can be quantified by designating the range in the “Accounts” box.
SAVE
Click the Status tab
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Accounts Payable
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Click the “PROPOSAL” pushbutton.
Tick “START IMMEDIATELY” box and press enter button. Praposal will be created and on Status tab “Payment proposal has been created”
message will appear as shown in below screen
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To Review the Completed Payment Proposal created above:
Edit Proposal Display Proposal: The system will display a list of payments included in the payment run as show in below screen
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Blocked or otherwise, ineligible payments will be displayed as “Exceptions”. The payment proposal may be printed or circulated to appropriate personnel, if approval is required prior to actual payment.
To exclude an invoice from the automatic payment program, refer to section 1.19.
Once the payment proposal is run, all vendor accounts included in the proposal are “locked”.
That is, until the payment process is completed for this proposal, the vendor will be excluded from any other payment proposal runs. To change the status of the any line item, from payment to exception or from exception to payment, double click on respective line item and make necessary changes. In this example status of line item 1 of the above screen, will be changed from payment to exception (from payment mode to Payment Block) as shown in below screen:
OK for Payment
Exception: Not included for
payment
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Click on Payment Block and select the option blocked for payment as shown below screen :
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Press to save the changes and go back. Status Tab will be update with message “Payment proposal has been edited” and shown in below screen:
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After ensuring the payment proposal is ok, Click the Pushbutton “PAYMENT RUN”. A pop-up window will be displayed to allow for input of scheduling information. Click the “Start Immediately” and Press Enter.
Status Tab will be update with message “Payment run is ready to be started”. Press Enter Status Tab will be updated with the message “Payment run has been carried out” as show on below screen:
Accounts Payable
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When the status displays “Payment Run has been carried out” the payment run is complete.
Note
At this point in the payment process, the system has created and posted a payment document
(general ledger entry) for each of the payments in the run.
The output of the payment run may be reviewed by choosing:
EDIT PAYMENT PAYMENT LIST, from the main status screen. Financial document numbers will be displayed on the listing. A payment list variant must first be created before the payment list can be executed.
Optional: for printing of checks
Click the “PRINT OUT/DATA MEDIUM” tab.
Enter the print program variants for the relevant programs.
For Check printing, enter a variant from options for program/report ZFR045_CHEQUEPRINT
For creation of variant for Print Out of the cheques, enter variant name for programme/report
ZFR045_CHEQUEPRINT as show in below screen:
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Press Maintain Variants button, On screen “Maintain Variant: Report ZFR045_CHEQUEPRINT”,
enter the information as specified below
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Classification: For Internal Use Only
Field Name Description R/O User Action and Values
Company Code Financial company code R 1000
Payment Method Method of payment to vendor like Cehque,
Draft, Bank Transfer
R C - Cheque
House Bank Bank from which payment to be made R BNH01
Account ID Account Number from which payment to be done
R BC128
Check Lot Cheque Lot R 1
Print Immediately Cheque will be printed immediately O Tick
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9. Vendor Payment with Check Printout
Trigger : Need to print a check without running the automatic payment program.
Business Process Description Overview
You can have the system print checks without running the payment program or the print program. The process outlined below assumes you want to post the payment and print the associated check at the
same time. However, you may also just print the check for a payment, which has already been posted. This
may be necessary, for example, if a check is damaged during printing with the print program.
Input - Required Fields Field Value / Comments
Company ZEEL/ZNL
Payment Method C
House Bank BNH01 Printer for forms LP01
Document Date 09.02.2010
Company Code 1000/4000 Posting Date 09.02.2010
Currency INR
Bank account
Amount 10000 Value Date 09.02.2010
Vendor
Procedural Steps
Access the “Create Manual Vendor Payment - System Generated Check” transaction by:
Via Menu Navigation Accounting Financial Accounting Accounts Payable
Document entry Outgoing Payment Post + Print Forms
Via Transaction Code F-58
On the screen “Payment with Printout: Header Data” screen, enter information in the fields
specified in the table below:
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Classification: For Internal Use Only
Field Name Description R/O User Action and Values
Company Code Company code R 1000
Payment Method Payment method used to settle open items. R “C” for Check
House Bank Bank Account from which payment to be paid R BNH01
Check Lot Number Enter a check lot number. R 1
Calculate Payment Amount
If tick the check box, it Automatically update the check amount of check
O Tick
Print Immediately Prints check immediately after posting the entry O Tick
Printer for Forms Specify the printer on which the payment forms are to be printed..
R LOCL
1.1. Press Enter or press button, On the screen “Payment with Printout:
Header Data” enter information in the fields specified in the table below:
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Field Name Description R/O/C User Action and Values Comments
Document Date Date of the document. R 24.11.2009
Document Type Classifies the accounting document
R Will default to “KZ”
Company Code R 7000
Posting Date R 24.11.2009
Currency/rate Document currency R INR
Amount The payment amount R 93100
Value Date R Will default to current date
Vendor The vendor account number
R 730020
Standard OIs Standard Open Items R Select
Additional selections None Amount Others
Selection criteria based upon
R Enter selection
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