Sap ap-user-training-tutorial

4,516 views
4,341 views

Published on

Published in: Technology, Economy & Finance
2 Comments
1 Like
Statistics
Notes
No Downloads
Views
Total views
4,516
On SlideShare
0
From Embeds
0
Number of Embeds
5
Actions
Shares
0
Downloads
364
Comments
2
Likes
1
Embeds 0
No embeds

No notes for slide

Sap ap-user-training-tutorial

  1. 1. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 1 of 58Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  2. 2. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 2 of 58Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  3. 3. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 3 of 58 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 CommentsPrepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  4. 4. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 4 of 58Vendor If you use external number O Internal Number Number ranges assignment, enter the vendors assignment method defined in the account number. If you use internal used for ZEEL & ZNL. system. System number assignment, the system Leave Blank generates unique assigns a number when you save the number master data. automaticallyCompany code the company code ID R Company Code =1000 Select from drop downAccount group A classifying feature within the R 1001 – ZEEL/ZNL Select from drop vendor master record which Vendors for Expenses down determines if the vendor account number will be assigned internally or externally and which fields are proposed for inputReference/ Vendor account number being used O Vendor specific data of Not to use as reference as an alternative way the referenced vendorVendorAccount to create a vendor account 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 dataReference/ The company code associated with C 1000 the referenced vendorCompanyCode (R= Required, O= Optional, C= Conditional) Press Enter button or Click on to proceed to the next screenPrepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  5. 5. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 5 of 58 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 CommentsName Vendor name R MARSHAL SECURITYSearch term Short name which is used to R SECURITY search the identical vendorsStreet Street address R RAJBHAVAN ROAD, SOMAJIGUDALocality Area R 6-3-1092City City R HYDERABADPostal code or Zip code R 500082PO boxCountry Two digit country identifier R INRegion (state) Two letter state abbreviation R 01 ANDHRA PRADESH Select from ListLanguage One letter language code R EN System Default Press Enter or Click on to proceed to the next screenPrepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  6. 6. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 6 of 58 Field Name Description R/O/C User Action and Comments Values Customer If the vendor is also a customer, use this O NA Enter customer field to link the two records together for number, if same balances display vendor already created as customer Group Key If the vendor belongs to a group, you can O NA enter a freely assigned group key here. If you create a match code using this group key, group evaluations are possible. Reference Industry key used to group vendors by O NA Data/Industr industry y Click on to proceed to the next screenPrepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  7. 7. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 7 of 58 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 R Drilldown available country is stored Bank The number at the bank under which the R NA Account account is managed Account Another name that the payment program can O NA Holder use if the name of the account holder is not the same as the name of the vendor CK Indicator as to whether account is a checking R NA or savings account BnkT Key for which business partner’s bank the O Business Partner’sPrepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  8. 8. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 8 of 58 system should use defined by role within organization e.g. proprietor bank of a the owner of a vendor Reference Additional specifications for the bank details O Details of the vendor Alternative The alternative vendor’s account number O This field is used only if Payee the payment is to be made to a separate vendor. Alternative If this indicator is set, you can enter address O Payee in or bank details for automatic payment Document/In transactions in the document which differ dividual from those in the master record. Spec. indicator Permitted Specifies the permitted alternative payees for O Payee the vendor. On screen “Create Vendor: Accounting Information Accounting”, enter information in the fields as specified in the below table:Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  9. 9. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 9 of 58 Field Name Description R/O/C User Action and Values Comments Reconciliatio Account which is updated parallel to the R Accounts payable - n account sub-ledger account for normal postings Transporter Sort Key Indicates the layout rule for the Allocation field in O 001 = Posting Date Press F4 for the document line item. drilldown Click on to proceed to the next screen On screen “Create Vendor: Payment Transactions Accounting” Enter information in the optional fields as applicable:Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  10. 10. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 10 of 58 Field Name Description R/O/C User Action and Values Comments Payment Key for defining payment terms composed O F4 to drilldown Terms of cash discount percentages and payment option available periods Tolerence Define the tolerance O Group Chk double Indicator which means that incoming O Tick check box inv. invoices and credit memos are checked for double entries at the time of entry. Payment Different methods by which the vendor can O CD Methods be paid using the automatic payment C - Cheque, D- Draft program Alternative The alternative vendor’s account number O To be filled in case Payee payment to be made in the name of proprietor of the Sole Proprietorship Firm Payment Block key used to block an open item or an O Block account for payment transactions. Clrg with Indicator signifying the vendor open items O This indicator will only cust. should be processed collectively with display if a customer customer open items. account is specified in the Control section of master record. TDS Details Click on to proceed to the next screenPrepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  11. 11. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 11 of 58 Field Name Description R/O/C User Action and Comments Values Withholding Key for defining the country in which R IN complusory Tax withholding tax is to be paid Country Withholding Select the tax type applicable for payments R C1= contractor F4 for drill down tax type or invoices selection Withholding Select the tax code applicable for payments R C2=Contractor 2% It determine TDS tax code or invoices. Rate % Liable Set this indicator you tell the system that R Tick the check box the vendor is subject to withholding tax for this withholding tax type. Recipient Used to group vendors together according R CO=Company Type to particular characteristics such as Individual/HUF or Others To save the Vendor Master Record, select Vendor  Save. Or press button, Below Message has displayedPrepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  12. 12. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 12 of 58 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 AccountingFinancial AccountingAccounts PayableDocument Entry  Invoice - general Via Transaction Code FB60Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  13. 13. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 13 of 58 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 Vendor Invoice Number R Vendor Invoice No. 1234 No. Posting Date Posting date of the document R Default is system which will determine the period it posts to Currency/rat Currency that the amounts will be R INR e entered into the system under Calculate Calculates the tax amount as per O Tick check box to calculate tax Tax tax code amount as per tax code GL Account Ledger account to which amount R Enter GL Acct.: 408801Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  14. 14. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 14 of 58 to be debited Amount Amount to be debited to Ledger R Amount = 100000 Cost Centre Cost Centre for which the R Cost Centre : 10022H0103 expenses were incurred Payment Date of Invoice. System use this R Invoice Date : 29.01.2010 Tab : date to calculate the due date of Base Line payment as per vendor payment Date terms 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 : FBV0Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  15. 15. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 15 of 58 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 AccountingFinancial AccountingAccounts PayableDocument 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:Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  16. 16. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 16 of 58 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 R Default is system will determine the period to post the entry Amount Total amount of the document R Amount = 5000 Currency/rate Currency that the amounts will be R INR entered into the system under Calculate Tax Calculates the tax amount as per tax O Tick check box to calculate tax amount as code per tax code GL Account Ledger account to which amount to R Enter GL Acct.: 408801 be Credited Amount Amount to be debited to Ledger R Amount = 5000 Cost Centre Cost Centre for which the expenses R Cost Centre : 10022H0103 were incurredPrepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  17. 17. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 17 of 58 - 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 OverviewPrepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  18. 18. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 18 of 58 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 of Request for down payment R 30.01.2010 Date Doc. type Document Type R KA : Vendor DocumentPrepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  19. 19. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 19 of 58 Company Company code ID R 1000 Code Posting Date Date of voucher. R default to current date Currency/Rat Payment currency. Can be entered as a code or a rate R INR e Account Vendor account number R 110040 Target Spl. GL Indicator for a down payment request with R A Special G/L which the corresponding down payment is to be Indicator posted later. (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.Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  20. 20. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 20 of 58 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 1000Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  21. 21. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 21 of 58 Posting Date Effective date of posting in the R 30.01.2010 ledgers. Currency/Rate Payment currency R INR Vendor Account Vendor account number R 110040 Special G/L Indicator which identifies a special R For all line items in customer or vendor Indicator G/L transaction 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 Bank account from which payment is R 233021 Number released 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:Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  22. 22. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 22 of 58 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:Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  23. 23. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 23 of 58 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:Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  24. 24. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 24 of 58 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 R 30.01.2010 ledgers. Currency/Rate Payment currency R INR Vendor Account Vendor account number R 110040 Special G/L Indicator which identifies a special R For all line items in customer or vendor Indicator G/L transaction 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.Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  25. 25. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 25 of 58 Bank Account Bank account from which payment is R 233021 Number released 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 – SimulatePrepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  26. 26. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 26 of 58 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.Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  27. 27. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 27 of 58 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 :Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  28. 28. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 28 of 58 Enter Vendor Number, which is created by TC FK01 Press Enter On the screen “Create Vendor: Initial Screen” will appearPrepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  29. 29. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 29 of 58 Field Description R/O User Action and Values Order Currency Currency in which we deal with R INR Vendor Terms of Payment Payment Terms with vendor O Incoterms Applicable to Import Vendors only O Schema Group Classification of Vendor in terms of R Domestic Vendor Domestic, Import Control Date Tick GR-Based Inv.Verification O check box, he supplies Goods or Tick SR-Based Inv.Verification check box, he supplies Services 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.Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  30. 30. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 30 of 58 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: Ensure Zero Balance before posting Purchase Order Number Goods/ Services Indicator Base Amount as per PO 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 06.02.2010Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  31. 31. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 31 of 58 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 RPrepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  32. 32. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 32 of 58 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:Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  33. 33. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 33 of 58 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.Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  34. 34. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 34 of 58 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:Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  35. 35. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 35 of 58 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 R “KA” : Vendor Document posted Company Code Financial company code R 1000 Posting Date The date to determine the period for the R 06.02.2009 transaction to be posted Period Fiscal period in which transaction to be R The proper period will default for the posted 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 O Down payment Clearing notes Vendor Account Enter the account number for vendor R 110040 Number 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 O NA information reference field in the line item.Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  36. 36. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 36 of 58 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:Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  37. 37. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 37 of 58 Then press Document – Simulate as shown in below screenPrepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  38. 38. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 38 of 58 System will display the entry as show in below screen:Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  39. 39. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 39 of 58 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.Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  40. 40. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 40 of 58 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 Details have been saved for the run on <Run Date> <Identification> Identification has been saved. 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:Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  41. 41. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 41 of 58 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:Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  42. 42. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 42 of 58 Field Name Description R/O User Action and Values Company Codes Company (ies) for which the program is to be R 1000 run. Documents Upto Selects the documents posted upto given R 06.02.2009 date Payment Method(s) Payment method(s) to be included in the R C payment run. Next Posting Date Date of the next expected payment program R 25.02.2009 run. Vendor Number (s) Vendor(s) to be included in the payment R FROM 100000 program run. TO 999999 (R = Required, O = Optional)Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  43. 43. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 43 of 58 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 tabPrepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  44. 44. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 44 of 58Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  45. 45. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 45 of 58 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 screenPrepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  46. 46. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 46 of 58 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 screenPrepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  47. 47. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 47 of 58 OK for Payment Exception: Not included for payment 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:Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  48. 48. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 48 of 58 Click on Payment Block and select the option blocked for payment as shown below screen :Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  49. 49. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 49 of 58 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:Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  50. 50. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 50 of 58 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:Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  51. 51. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 51 of 58 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:Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  52. 52. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 52 of 58 Press Maintain Variants button, On screen “Maintain Variant: Report ZFR045_CHEQUEPRINT”, enter the information as specified belowPrepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  53. 53. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 53 of 58 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, R C - Cheque Draft, Bank Transfer House Bank Bank from which payment to be made R BNH01 Account ID Account Number from which payment to R BC128 be done Check Lot Cheque Lot R 1 Print Immediately Cheque will be printed immediately O TickPrepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  54. 54. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 54 of 58Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  55. 55. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 55 of 58 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:Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  56. 56. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 56 of 58 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 If tick the check box, it Automatically update the O Tick Amount check amount of check Print Immediately Prints check immediately after posting the entry O Tick Printer for Forms Specify the printer on which the payment forms are R LOCL to be printed.. 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:Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  57. 57. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 57 of 58 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 R Will default to “KZ” document 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 R 730020 number Standard OIs Standard Open Items R Select Additional Selection criteria based R Enter selection selections upon  None  Amount  OthersPrepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only
  58. 58. Zee Entertainment Enterprises Ltd & Zee News Limited Doc. No.:- Accounts Payable Version No. :- Date of issue :- Page 58 of 58Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L Classification: For Internal Use Only

×