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  • 1. Accounts PayableVersion 1.0Unit 3: Invoice and Credit NoteProcessing
  • 2. Course Agenda Unit 1: Introduction Unit 2: Master Data Unit 3: Invoice and Credit Note Processing Unit 4: Payments Unit 5: Inquiries Unit 6: Reporting Unit 7: Vendor Reconciliation Here comes your footer FI: Accounts Payable 2
  • 3. Unit Objectives At the completion of this unit, you will be able to:  Understand non-Purchase Order and Purchase Order related invoice and Credit Memo processing.  Perform non-Purchase Order related invoice and Credit Memo processing  Perform purchase invoice processing through Logistics Invoice Verification Here comes your footer FI: Accounts Payable Page 3 3
  • 4. Key Terms  2 Way- Match Concept  3 Way-Match Concept  Logistics Invoice Verification Here comes your footer FI: Accounts Payable Page 4 4
  • 5. SAP R/3 Process Represents a process within LIMSRepresents a manual process outside of LIMS Here comes your footer FI: Accounts Payable Page 5 5
  • 6. In Summary – PO Related Invoices3 Way Match Concept Two way match concept 1. Purchase 2. Invoice 3. Approval 4. Payment Order Receipt obtained 2 FI documents created to record Dr and Cr entries Here comes your footer FI: Accounts Payable Page 6 6
  • 7. Non-PO Related Invoices and Credit Memos  Invoices and Credit Memos not requiring a Purchase Order are entered directly into SAP through the Accounts Payable module.  Approvals: - Can be approved before they are entered into SAP R/3. - Can be entered and blocked for payment then trigger non-PO workflow  Examples of purchases that do not require a Purchase Order are: - Utilities - Contributions  Note: See Admin Policy 601 Here comes your footer FI: Accounts Payable Page 7 7
  • 8. SAP Accounts Payable Module Screen –Non-PO Invoice and Credit Note Processing Non-PO Invoice Entry Transactions Here comes your footer FI: Accounts Payable Page 8 8
  • 9. Non-PO Invoice Entry (FB60) Note: May need to set your editing options to make document type visibleNet doc type: Invoice amount less the discount posts to the expense accountGross doc type: Full amount posts to expense account; discount taken will post to cash discount account during payment run 9 Here comes your footer FI: Accounts Payable Page 9
  • 10. PO Related Invoices and Credit Memos  Invoices requiring a purchase order are entered into the Materials Management module of SAP R/3 through Logistics Invoice Verification in order to verify them against the Purchase Order (PO) and the Goods Receipts (GR).  In SAP R/3, 3-way matching process is known as Invoice Verification.  Invoices which fall outside the price/quantity tolerances are blocked from payment. 10 Here comes your footer FI: Accounts Payable Page 10
  • 11. SAP Accounts Payable Module Screen – PO Invoice andCredit Note Processing Invoice Verification Transactions 11 Here comes your footer FI: Accounts Payable Page 11
  • 12. PO Related Invoice – Displaying PO (ME23N) PO History tab allows you to see any goods receipts, invoices posted 12 Here comes your footer FI: Accounts Payable Page 12
  • 13. PO Related Invoice – Entry via LIV (MIRO) Selecting calculate tax tells the system to determine amount, versus you entering it directly Entry of PO number results in lines below being populated. Accounting treatment is derived from PO. 13 Here comes your footer FI: Accounts Payable Page 13
  • 14. PO Related Invoice – LIV – Details Tab Freight charges can be entered via the Unplanned Delivery Costs If remit-to information is incorrect, use Inv. Party to select correct vendor 14 Here comes your footer FI: Accounts Payable Page 14
  • 15. PO Related Invoice – LIV – Payment Tab Note: remember to check the payment terms after selecting a new remit-to vendor, as this may have changed the terms originally defaulted form the PO 15 Here comes your footer FI: Accounts Payable Page 15
  • 16. PO Related Invoice – LIV – Simulation Provides overview of the Acctg doc to be posted Here comes your footer FI: Accounts Payable 16
  • 17. Logistics Invoice Verification  Invoice Verification is the process of entering and checking vendor invoices. The invoices are verified against the Purchase Order and Goods Receipt or an approval is obtained.  In SAP R/3, 3-way matching process is known as Invoice Verification.  Credit memos with reference to a PO are posted to the MM module through the invoice verification process also.  Matching Process: Vendor Goods Vendor Invoice = Purchase = Receipt or Order Approval 17 Here comes your footer FI: Accounts Payable Page 17
  • 18. Other Accounts Payable Processing Functions  Reverse a Document  Display Documents  Change Documents 18 Here comes your footer FI: Accounts Payable Page 18
  • 19. Transactions for Additional Functionality Display Change Transactions 19 Here comes your footer FI: Accounts Payable Page 19
  • 20. Reversing Vendor Invoices  If documents are entered incorrectly, they can be reversed.  Reversing open invoices prevents the invoice from any further processing.  An invoice may be reversed if the invoice has not been selected for payment or a check has not been generated through the payment program.  The invoice must be reversed through the module in which it was posted. - Non-PO Invoices - posted in FI/AP, must be reversed in FI/AP. - PO Invoices - posted in MM/LIV, must be reversed in MM/LIV. 20 Here comes your footer FI: Accounts Payable Page 20
  • 21. Reversing Documents – Transaction CodesFI/AP Reversal Transactions MM/LIV Reversal Transactions Note: Currently auto-clear program does not work for MR8M reversals; must clear manually via F-44 21 Here comes your footer FI: Accounts Payable Page 21
  • 22. Change/Display Documents  It is possible to change certain fields on a posted invoice or credit note - Reference field - Payment Terms - Text fields  Similar to reversing a document, an invoice posted in FI/AP is changed in the FI/AP module and an invoice posted in MM/LIV is changed in MM /LIV. 22 Here comes your footer FI: Accounts Payable Page 22
  • 23. Display Documents Posted  It is possible to display a list of transactions for a particular user, date range, and/or doc type.  Transaction FB03 (select list will bring up this screen): Possible Selection Screen 23 Here comes your footer FI: Accounts Payable Page 23
  • 24. Questions and Answers 24 Here comes your footer FI: Accounts Payable Page 24