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SAP FI Accounts Payables
 

SAP FI Accounts Payables

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This document relates to Accounts Payable Configuration and I have prepared in the name of SAPTAC. Copyrights belongs to SAPTAC Bangalore

This document relates to Accounts Payable Configuration and I have prepared in the name of SAPTAC. Copyrights belongs to SAPTAC Bangalore

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  • SAP PP question and answers file send please.
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    SAP FI Accounts Payables SAP FI Accounts Payables Document Transcript

    • SAP FI ACCOUNTS PAYABLE ACCOUNTS PAYABLE CONFIGURATIONPrepared By: Ms.Pramila Nagaraj First Class MBA Finance Graduate (2009-10) Global Academy of Technology, Bangalore (VTU- Belgaum) Trained up in SAP FICO @ SAPTAC Bangalore (FRESHER) © 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • Table of Contents 1. Create Vendor Master Data 2. One Time Vendor 3. Purchase Invoice Posting 4. Document Reversal 5. Purchases Returns – Credit Memo 6. Outgoing Payments 7. Foreign Currency Vendor Invoice 8. Post With Holding Tax during Vendor Invoice Posting 9. Post With Holding Tax during Payment Posting 10. Outgoing Partial Payments By Residual Method 11. Outgoing Partial Payments by Partial Payment Method 12. Reset AP Cleared Items 13. Automatic Payment Run 14. Posting Rounding Differences© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • SAP FI ACCOUNTS PAYABLE1. How to Create Vendor Master Data?This tutorial takes you through the steps to create Vendor Master DataEnter Transaction code FK01 in SAP Command FieldIn the Initial Screen, Enter 1. Select Account Group 2. Enter the Company code in which you want to create the vendor 3. Enter unique Vendor id according to number range in Account GroupPress Enter© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • In the next screen, In Address TabEnter the Following 1. Enter the name of the Vendor 2. Enter Search Term ,for searching the Vendor Id 3. Enter Street/House Number 4. Enter Postal code/City 5. Enter Country/RegionNext in the Account Control section pageEnter the Corporate Group if the Vendor belongs to a corporate group enter the group key© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • Next in the Account Management Section 1. Enter the Reconciliation Account 2. Enter the Cash Management GroupNext in Payment Accounting Section , Enter the Payment TermsChoose Save from the Standard Toolbar© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • Check the Status bar for Confirmation of successful creation of Vendor Master.2. How to Create One Time Vendor Master Data?In SAP, we can create One Time Vendor Master Record for those Vendors who do not have frequenttransactions and we do not want to maintain their master records separately. In such cases we createOne Time Vendor in which General Information (Name, Address, Phone no etc) can be maintained atthe time of transaction. To Create a One Time Vendor Master -Enter Transaction Code FK01 in SAP Command FieldIn the next screen , Select Account Group and Press F4 for HelpIn the next dialog box, Select the Account Group in which One Time Vendor Property is Checked.© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • In the main screen, Enter the Following 1. Enter the Vendor Id as per the Number range Assigned to the Account Group 2. Enter the Company Code in which the master is to be created© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • In the next screen in the General data – Address Tab, Enter the Following 1. Enter the name for the One Time Vendor Master 2. Enter the Search Term 3. Enter the Communication LanguageIn the next screen in the Company Code Section,in the Account Management Tab 1. Enter the Reconciliation G/L Account Number 2. Enter the Cash Management Group© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • Press ‘Save’ to Create the new One time Vendor MasterCheck the Status bar for the Creation of the new Vendor Master© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • 3. How to post a Purchase Invoice?Enter transaction FB60 in SAP Command FieldIn the Next Screen , Enter Company Code you want to post invoice toIn the next screen, Enter the Following 1. Enter the Vendor ID of the Vendor to be Invoiced 2. Enter Invoice Date 3. Enter Amount for Invoice 4. Select Tax Code for the Tax Applicable 5. Select Tax Indicator “Calculate Tax”.© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • Check for Payment Terms in the Payment Tab PageIn the Item Details Section, Enter the Following 1. Enter the Purchase Account 2. Select Debit 3. Enter Amount for the Invoice 4. Check Tax codeAfter completing the above entries check the status of the documentPress Post Button in Standard barAnd wait for Document number to be generated and display on the status bar for Conformation4. How to perform Document Reversal?This tutorial will take you through the steps to perform Document ReversalEnter Transaction code FB08 in the Command Field© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • In the next screen, Enter the Following Data 1. Enter the Document number of the Document to be reversed 2. Enter Company code of the Document posting 3. Enter the Fiscal Year for the Posting 4. Enter the Reversal Code (Reason for Reversal) 5. Enter the posting date 6. Or Enter the posting period 7. If Document has allotted a check for payment, Enter the reason code to void the check.© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • Check the document by pressing ” Display before reversal”check the document© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • Move back to previous screen and then Press Save from the Standard toolbarcheck the status bar for the reversal document number generatedYou have successfully done a document reversal.5. How to post a Purchase returns – Credit Memo?Enter the transaction code FB65 in the Command FieldIn the next screen, Enter the Company Code for which document is to be postedIn the Basic Data tab , Enter the Following data 1. Enter the Vendor ID of the Vendor to be issued the credit memo 2. Enter the Document Date 3. Enter the Amount to be credited 4. Enter the tax code used in the original invoice 5. Check the Calculate Tax check box© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • In the Item details section, Enter the following data 1. Enter the Purchase Account for the Original Invoice was posted 2. Enter the Amount to be debited 3. Select Credit 4. check the Tax codeCheck the status of the documentPress Post button from the Standard ToolbarCheck the status bar for the document number to be generatedYou have successfully posted a Vendor credit memo for the Purchase Return© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • 6. How to post Outgoing Vendor Payment?Enter Transaction Code F-53 in the Command FieldIn the next screen, Enter the following data 1. Enter the Document Date 2. Enter the Company Code 3. Enter the Payment Currency 4. Enter the Cash/Bank Account in which Payment is to be credited 5. Enter the Payment Amount 6. Enter the Vendor Id of the vendor receiving the Payment© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • Press the Process Open Items Button to display the list of Pending InvoiceAssign the Payment Amount to Appropriate Invoice so as to balance the Payment with the InvoiceAmountPress Post from the Standard Toolbar to post the Outgoing PaymentCheck for the Status bar for the Document number to be generatedYou have successfully post the Outgoing Payment for Vendor© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • 7. How to post Foreign Currency Vendor Invoice?Enter Transaction code FB60 in the SAP Command FieldIn the next screen Enter the Following Data 1. Enter Vendor Id of the customer whom invoice is to be posted. 2. Enter Invoice Date 3. Enter Document Type as Vendor Invoice 4. Enter the Invoice Amount in Currency in which invoice is to be posted (Document Currency) 5. Enter Tax Code applicable in the invoice 6. Enter the Purchase G/L Account to be Debited 7. Enter the Debit Amount© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • We can adjust the Exchange Rate in the Local Currency TabAfter Maintaining the Exchange Rate , Press ‘Save’ to post the DocumentCheck the Status bar for the Document Number generated© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • 8. How to Post Withholding Tax during Vendor Invoice Posting?Enter transaction FB60 in SAP Command FieldIn the Next Screen , Enter Company Code you want to post invoice toIn the next screen, Enter the Following 1. Enter the Vendor ID (Withholding Tax Enabled )of the Vendor to be Invoiced 2. Enter Invoice Date 3. Check Document Type Vendor Invoice 4. Enter Amount for Invoice 5. Select Tax Code for the Tax Applicable 6. Select Tax Indicator “Calculate Tax”. 7. Enter the Purchase Account 8. Enter Amount for the Invoice© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • After completing the above entries Select the Withholding Tax Tab and Enter the Following 1. Enter the Tax Base Amount 2. Enter the Tax Exempt Amount 3. Check the Withholding Tax Code© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • Press Post Button in Standard barAnd wait for Document number to be generated and display on the status bar for Conformation9. How to Post Withholding Tax During Payment Posting?Enter the transaction code F-53 in the Command FieldIn the next screen, Enter the following data 1. Enter the Document Date 2. Enter the Cash/Bank Account the Payment is to be posted 3. Enter the Payment Amount 4. Enter the Vendor Id of the Vendor receiving the Payment© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • In the next screen, Assign the Payment Amount to Appropriate Invoice so as to balance the Paymentwith the Invoice Amount© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • From the Standard Menu bar , Navigate to Simulate the Clearing DocumentIn the next screen, we can check the Withholding Tax is also Credited as per the base amountentered in the Invoice.© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • Press Post from the Standard Toolbar to post the Incoming PaymentCheck for the Status bar for the Document number to be generated© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • 10. How to Post Outgoing Partial Payments By Residual Method?In SAP, when a Partial Payment to Vendor is Posted as Residual Item then , the system clearsthe Outstanding document and creates a fresh document with residual amount as the openitem.Enter Transaction Code F-53 in the SAP Command FieldIn the next screen, Enter the following data 1. Enter Document Date 2. Enter Company Code in which the payment is to be posted 3. Enter the Cash/Bank Account in which the payment is to be posted 4. Enter the Payment Amount 5. Enter Vendor ID of the Vendor making the payment 6. Press ‘Process Open Items’© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • In the next screen , 1. Choose the Residual Items Tab 2. Select and Activate the Invoice against which the partial payment has been made. 3. Enter the Residual Amount© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • Press ‘Save’ to post the Payment DocumentCheck the Status bar for the Document Number Generated.© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • 11. How to Post Outgoing Partial Payments By Partial Payment Method?In SAP we can post Outgoing Payments as Partial Payments. The partial payments will be posted asa separate open (Outstanding) item . For example a Vendor has an outstanding of 1000 and wemake a payment of 400 as partial payment. Then there will be two separate open(Outstanding)items of 1000 Dr and 400 Cr .No clearing document is created.Enter a Transaction Code F-53 in the SAP Command FieldIn the next screen, Enter the following data 1. Enter Document Date 2. Enter Company Code in which the payment is to be posted 3. Enter the Cash/Bank Account in which the payment is to be posted 4. Enter the Payment Amount 5. Enter Vendor ID of the Vendor making the payment 6. Press ‘Process Open Items’© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • In the next screen , 1. Choose the Partial Payment Tab 2. Select and Activate the Invoice against which the partial payment has been made. 3. Enter Partial Amount© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • Press ‘Save’ to post the Payment DocumentCheck the Status bar for the Document Number Generated.© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • 12. How to Reset Cleared Items?In SAP, if a Vendor Payment is made against incorrect invoice then it can be Reset.Enter Transaction Code FBRA in the SAP Command FieldIn the next screen, Enter the Following 1. Enter the Clearing Document Number for the Cleared Items 2. Enter the Company Code in which it was posted 3. Enter the Fiscal Year in which it was postedPress ‘Save’ button to reset the Cleared Status of the Items© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • In the next dialog box, Confirm the Reset of the Clearing DocumentCheck the Status Bar for the Confirmation of Reset© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • 13. Automatic Payment RunAll about Automatic Payment RunIntroductionThe Payment Process includes the Following Steps 1. Invoices are Entered 2. Pending Invoices are analyzed for due date 3. Invoices due for payment are prepared for review 4. Payments are approved or modified 5. Invoices are paidA consistently high volume of invoices have to be processed. Accounts Payable Invoices have to bepaid on time to receive possible discounts. The accounting department wishes to perform thisprocessing of invoices automatically. The Automatic Payment Program is a tool that will help usersmanage payables. SAP gives users the options to automatically: 1. Select Open(Pending) Invoices to be paid or collected 2. Payment Documents to be posted 3. Print Payment Media or generate EDIThe Automatic Payment Program has been developed for both national and international paymenttransactions with vendors and customers , and handles both outgoing and incoming payments.ConfigurationWe can configure the Payment Program by selecting the Payment Program (Tcode – F110 )Application menu Environment -> Maintain ConfigThe Settings for Automatic Payment program are divided into following Categories : 1. All Company Codes 2. Paying Company Codes 3. Payment Methods / Country 4. Payment Methods / Company Codes© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • 5. Bank Selection 6. House BanksAll Company Codes : In this section we perform the following settings 1. Inter Company Payment Relationship 2. The Company codes that process payments 3. Cash Discounts 4. Tolerance days for Payments 5. The Customer and Vendor Transactions to be Processed© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • Paying Company codes : In this section we perform the following settings1. Minimum Amounts for Incoming and Outgoing Payments2. Bill of Exchange Parameters3. Forms for Payment Advice and EDIPayment Method / Country : In this section we perform the following settings1. Methods of Payments – Cheques , bank transfers etc2. Settings for individual Payment Methods - 1. Master record requirements© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • 2. Document Types for Posting 3. Permitted currencies 4. Print ProgramsPayment Method / Company Code: In this section we perform the following settings1. Minimum and maximum payment amounts2. Whether payments abroad and foreign currencies are allowed3. Grouping Options4. Bank Optimization5. Forms for payment mediaBank Selection :1. Ranking Order2. Amounts3. Accounts4. Charges5. Value Dates© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • Ranking Order© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • Bank AccountsAvailable Amounts© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • Value Dates Expenses / ChargesExecution :After Configuration of the Payment Process we will enter parameters to execute the program.Enter the Transaction code F110 in the SAP Command Field© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • Every Payment Program run is identified by two fields 1. Run date 2. IdentificationIn the Parameters Tab , We have to define the following 1. What is to be paid – Docs. Entered Up to 2. What payment methods will be used – Payment Methods 3. When will the payments be made – Posting Date 4. Which company codes will be considered – Company Codes 5. How are they going to be paid – Payment Method Sequence decides the Priority of the Payment Method© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • Save the Parameters EnteredAfter the Parameters are Entered we execute the Program by pressing the proposal button inApplication ToolbarIn the next dialog box , Check the “Start Immediately” and press Continue© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • A payment proposal is generated based on the parameters.We can view the Proposal Log for possible errors by Pressing the Proposal Log Button© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • We can edit the proposal to block the some payments if we want, Press the Edit Proposal Button© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • In the next screen, the Proposal List of Vendors is generated who are to receive the PaymentsAfter edit the Proposal, and then run the payment run to release the payments. We can schedule thepayment run by coming back to main screen pressing the Payment Run buttonIn the next Dialog box , Check “Start Immediately” to start the payment run instantly and Presscontinue© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • We can check the status of the Payment run on the Status Tab© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • 14. Posting Rounding DifferencesSometimes when a Clearing document is posted , it’s amount is rounded .The rounding difference can be posted to a G/L Account .It could be expense or revenue.In SAP ,we can configure the Account in which the Rounding Differences are posted in the followingmanner.Enter Transaction Code SPRO in the SAP Command FieldIn the next screen, Select “SAP Reference IMG”In the next screen , Display IMG follow the menu pathFinancial Accounting -> Accounts Receivable and Payable -> Business Transactions -> OutgoingPayments -> Outgoing Payments Global Settings ->Define Accounts for Rounding Differences© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • In the screen, Select the Charts of Accounts in which G/L Account is CreatedIn the next screen, Enter the Following 1. Enter the G/L Account in which the rounding differences are posted 2. Select the Posting Key Button to set the Credit and Debit key for the posting© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE
    • In the next screen, Enter the Credit and Debit Posting keyPress “Save” from the SAP Standard MenuIn the next screen, Enter the Customizing Request number to save the configuration© 2010-2012 ALL RIGHTS RESERVED SAPTAC BANGALORE