SAP FI AP: Configuration & End User Guide

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Step by step instructions to configuration and end user processes with screenshots for SAP Finance Accounts Payable module..

Step by step instructions to configuration and end user processes with screenshots for SAP Finance Accounts Payable module..

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  • 1. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable1uploaded by http://www.sapdocs.info/ACCOUNTS PAYABLE
  • 2. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable2uploaded by http://www.sapdocs.info/INTRODUCTIONIt is a sub ledger. This module is implemented when material management module isnot implemented. This is used for material Purchases & salariesWhen MM Module is used  Use for services where TDS is to be deductedWe will create the Complete Vendor/Customer Account at 3 segments.Every Customer/Vendor account has three segments.A) General Data SegmentB) Company Code Segment Complete Vendor Account – XK01C) Purchasing Organization Segment
  • 3. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable3uploaded by http://www.sapdocs.info/General Data Segment+ FI View of Vendor Account – FK01Company Code SegmentGeneral Data Segment+ MMI View of Vendor Account – MK01Purchase Organization Segment
  • 4. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable4uploaded by http://www.sapdocs.info/Basic settings for Accounts Payable:a. Creation of Vendor Accounts groups:FI – (Financial Vendors) (Service Vendors)sMM – (Material Management Vendors) (Material Supplier Parties)For above both cases we have to specify reconciliation account field requirementb. Define No. ranges for Vendors Accounts:c. Assign No. ranges to Vendor accounts groupsd. Define Tolerance Group for Vendorse. Creation of 2 G/L Accountsi. Inventory Raw Material  Under Assets Account Groupii. Sundry Creditors  Under Liabilities Account Groupf. Creation of Vendor masterg. Document types and No. rangesKR – Vendor InvoicesKZ –Vendor PaymentKA –Vendor document for transfers/reversalsh. Posting Keys  31 Vendor Credit25 Vendor debit
  • 5. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable5uploaded by http://www.sapdocs.info/1. Creation of Vendor Account Groups T.code: OBD3SPRO  Financial Accounting  Accounts receivable and Accounts payable  Customer Accounts  Master data Preparation for creating customer master data  Define accounts groups with screen lay out (Vendors)When creating a customer account, you must specify an account group.We use the account group to determine: The interval for the account numbers Whether the number is assigned internally by the system or externally by the user(type of number assignment) Whether it is a one-time account Which fields are ready for input or must be filled when creating and changingmaster records (field status)Select New Entries buttonDouble click on company code data; it will take you to next screen
  • 6. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable6uploaded by http://www.sapdocs.info/Double click on Account Management; it will take you to next screenHere we have to select as Reconciliation Account is required entry.Save.
  • 7. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable7uploaded by http://www.sapdocs.info/2. Create No Ranges for Vendor Account Groups XKN1SPRO  Financial Accounting  Accounts receivable and Accounts payable  Customer Accounts  Master data Preparation for creating customer master data  Create Number Ranges for Vendorr AccountsIn this activity you create the number ranges for the customer accounts. To do this,specify the following under a two-character key: A number interval from which the account number for the customer accounts isto be selected The type of number assignment (internal or external number assignment)In this screen you will notice that there is no company code selection. The customernumber is created at a client level. This means that the same customer number can beextended by more than one company code.Step 1 – Double click Change Intervals ButtonThen it goes to next screenStep 2 – Double click Insert IntervalThen Maintain Number RangesSave.
  • 8. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable8uploaded by http://www.sapdocs.info/3. Assign No Ranges to Vendor Account Groups OBASSPRO  Financial Accounting  Accounts receivable and Accounts payable  Customer Accounts  Master data Assign No Ranges to Vendor Account GroupsIn this step we assign Number Range to Account Group.4. Define Tolerance Group for Vendors OBA3IMG  Financial Accounting  Accounts receivable/Payable  Business Transactions  Open Item Clearing Clearing Differences  Define Tolerances for Customers/VendorsStep 1 – Click New EntriesStep 2 – Enter the Require ParametersSave
  • 9. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable9uploaded by http://www.sapdocs.info/5. Creation of GL Accounts FS00G/L Account No: 200120 – Inventory Raw MaterialStep 1Step 2Step 3
  • 10. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable10uploaded by http://www.sapdocs.info/Save.2) G/L Account No: 100501 – Sundry Creditors AccountSave
  • 11. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable11uploaded by http://www.sapdocs.info/6. Define Document Number Ranges T.code: OBA7/FBN1SPRO  Financial Accounting  Financial Accounting Global Setting  Document  Document Header  Define Document Types.Step 1Double Click Change Intervals Tab, it will take us to next screenStep 2Double Click Insert Interval and enter the number ranges19 2009 100001 200000 KR15 2009 200001 300000 KZ17 2009 300001 400000 KA
  • 12. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable12uploaded by http://www.sapdocs.info/Save7. Creation of Vendor Master T.code: XK01SPRO  Financial Accounting  Accounts Payable  Master Records  Maintain Centrally  Create.Step 1Press Enter, it will go to next screen and enter the details asfollows.Press Enter 4 times
  • 13. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable13uploaded by http://www.sapdocs.info/Press EnterPress Enter twice and save.Vendor Master 100000 has been created.
  • 14. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable14uploaded by http://www.sapdocs.info/8. Purchase Invoice Posting T.code: F-43SPRO  Financial Accounting  Accounts Payable  Document Entry  Invoice GeneralIn this step, we are purchasing the goodsPosting Keys31 – G/L Account Credit40-G/L Account DebitAccounting entry:Inventory Raw Material A/c Dr 10,000/-To Vendor A/c A/c Cr 10,000/-Press Enter
  • 15. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable15uploaded by http://www.sapdocs.info/Save or Simulate.9. How to View Party T.code: FBL1NSPRO  Financial Accounting  Accounts Payable  Account  Display/Change line items
  • 16. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable16uploaded by http://www.sapdocs.info/We see the Outstanding amount of 10000.00 is showing in red mark.10. Manual Outgoing Payment T.code: F-53Accounting  Financial Accounting  Accounts Payable  Document Entry  Outgoing PaymentUsing this transaction code you can post a vendor payment manually and clear the openitems. Sometimes you want to make an immediate payment to a single vendor, in sucha case this is faster method of making payment rather than executing payment program
  • 17. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable17uploaded by http://www.sapdocs.info/Save.11. View Party Details T.code: FBL1NSPRO  Financial Accounting  Accounts Payable  Account  Display/Change line items
  • 18. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable18uploaded by http://www.sapdocs.info/
  • 19. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable19uploaded by http://www.sapdocs.info/Advance Payments to VendorsIn SAP it is called as down payments to vendors.a. Creation of G/L Account: 200150 Advance to vendors under AssetsAccount Groupb. Link between Sundry Creditors and advance to vendorsc. Advance payment posting - Advance – Advance to vendor- Purchased. Purchase invoice postingse. Master of advance from special G/L To normal by clearing special G/L itemsf. Clearing of normal items.1. Creation of GL Account FS00G/L Account No: 200150 – Advance to VendorsStep 1
  • 20. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable20uploaded by http://www.sapdocs.info/2. Link between Sundry Creditors and Advance Payment toVendors OBYRSPRO  Financial Accounting  Accounts receivable & Accounts payable  Business transactions Down payment made  Define alternative reconciliation Account for down paymentsDouble Click on SGL Ind: AEnter
  • 21. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable21uploaded by http://www.sapdocs.info/Save.3. Advance Payment Posting F-48SPRO  Financial Accounting  Accounts Payable  Document Entry  Down payment Down PaymentPress Enter
  • 22. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable22uploaded by http://www.sapdocs.info/Save4. View the Vendor Account FBL1NSPRO  Financial Accounting  Accounts Payable  Account  Display/Change line items
  • 23. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable23uploaded by http://www.sapdocs.info/5. Purchase Invoice Posting T.code: F-43SPRO  Financial Accounting  Accounts Payable  Document Entry  Invoice GeneralPress Enter
  • 24. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable24uploaded by http://www.sapdocs.info/Save
  • 25. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable25uploaded by http://www.sapdocs.info/6. View the Vendor Account FBL1NSPRO  Financial Accounting  Accounts Payable  Account  Display/Change line items7. Transfer of Advance from Special GL to Normal by clearingSpecial GL Items F-54SPRO  Financial Accounting  Accounts Payable Document Entry  Down Payment  Clearing
  • 26. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable26uploaded by http://www.sapdocs.info/Click Process Down PaymentEnter 5000 in Transfer posting TabSave8. View Vendor Balances T.code: FBL1NSPRO  Financial Accounting  Accounts Payable  Account  Display/Change line items
  • 27. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable27uploaded by http://www.sapdocs.info/Click Back
  • 28. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable28uploaded by http://www.sapdocs.info/Click Execute
  • 29. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable29uploaded by http://www.sapdocs.info/9. Manual Outgoing Payment T.code: F-53Accounting  Financial Accounting  Accounts Payable  Document Entry  Outgoing PaymentUsing this transaction code you can post a vendor payment manually and clear the openitems. Sometimes you want to make an immediate payment to a single vendor, in sucha case this is faster method of making payment rather than executing payment programClick Process Open ItemsSave
  • 30. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable30uploaded by http://www.sapdocs.info/10. View Vendor Balances T.code: FBL1NSPRO  Financial Accounting  Accounts Payable  Account  Display/Change line items
  • 31. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable31uploaded by http://www.sapdocs.info/AUTOMATIC PAYMENT PROGRAM
  • 32. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable32uploaded by http://www.sapdocs.info/Automatic Payment Program is used for processing of outgoing payment as well asincoming payments (for both vendors and customers) based on accepted Terms ofPayment for the purpose of obtaining Cash Discount benefit.APP automatically issues cheques, prints covering letters for mailing along with thecheques & posts entries in the books of accounts.APP is useful when you have a large number of vendors or customers with whomyour organization conducts large volumes of business.APP can also be used for processing salaries for employees. (This is Optional)We can have the option of paying Special G/L Transactions (Ex: Advances toVendors) using APP.1) Automatic Outgoing Payments T.code: FBZPSPRO  Financial Accounting  Accounts receivable and accounts payable  Business transactions  outgoing payments  Automatic out going payments  Payment method/ bank  selection for payment program set up all company codes for payment transactionsA) Set up All Company Codes for Payment TransactionsHere we make specifications for all company codes involved in payment transactions.For each company code, you make the following specifications: Paying company codeYou assign a paying company code to each company code. This means that you can haveone company code process payment transactions centrally for several company codes. Cash discount and toleranceThe payment program uses these entries to determine the cash discount strategy for thecompany code. Special G/L transactionsSpecify which special G/L transactions are to be settled for customers and vendors.F = Down payment requestP = Payment requestA = Down payment on current assets
  • 33. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable33uploaded by http://www.sapdocs.info/Click on New Entries and update the following things.Save .B) Set up Paying Company Codes for Payment TransactionsHere we make the following specifications for the paying company codes: Data for controlling the payment programHere we specify the minimum amount for which an incoming (100 INR) or outgoingpayment (1000 INR) is created.If you do not want exchange rate difference to be generated when the payment is inforeign currency you need to select the parameter. If you want to make separatepayment for each reference you need to select the parameter. Specifications for paying with bills of exchangeYou can show or hide the settings for paying with bills of exchange. Forms and sender details for advice notes and EDI accompanying sheetsIf you wish to print payment advice notes or an EDI accompanying sheet, specify theform name. Specify also the SAP script text modules that contain details about thesender that are to be printed on the payment advice note. You can go directly from thistransaction to the transaction for editing forms and text modules.Click on New Entries and update the following things.
  • 34. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable34uploaded by http://www.sapdocs.info/Click onClick International
  • 35. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable35uploaded by http://www.sapdocs.info/ClickClick EnterSelect and update the following things.
  • 36. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable36uploaded by http://www.sapdocs.info/Save.C) Set up Payment Methods per country for PaymentTransactionsHere you specify which payment methods are to be used in each country.The following parameters are entered:-1) Whether it is an outgoing payment or incoming payment2) Payment classification – check, bank transfer3) What master data specification required – address required, bank details required etc.4) Document type is attached5) The payment program name is attached.6) Which currencies are to be permitted?Ensure that the payment methods to be used for paying the open items of a businesspartner have been entered in the appropriate customer or vendor master record.To get a list of payment media programs, use transaction code SA38 and enter RFFO*.Click on Utilities  Find program Execute.Click onPress Enter
  • 37. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable37uploaded by http://www.sapdocs.info/Double Click onClick to Scroll down and update the following.Click on
  • 38. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable38uploaded by http://www.sapdocs.info/SaveD) Set up Payment Methods per Company code for PaymentTransactionsHere we specify which payment methods can be used per company code anddetermine the conditions under which a payment method should be used.Specifications for grouping items for payment (such as single payment formarked items)Specifications for foreign/foreign currency paymentsIf you specify that the payment method can also be used for foreign currencies, allcurrencies are permitted.Specifications for optimizing bank selectionYou can optimize either by bank groups or by postal codes. If you optimize by bankgroups, money is transferred from the house bank to the business partners bank inthe shortest possible time. For this to be possible, you assign all banks in the masterData to a bank group defined by you.If you optimize by postal codes, the house bank selection is determined by thebusiness partners domicile. If you select the "Optimization by postal codes" field,you can go directly to the activity for assigning house banks to an interval of postalcodes.Specifications for the form to be used for the payment mediumSpecifications for issuing payment advice notesDepending on the space available on the payment medium form for informationabout the note to payee, you have the following options:If unlimited space is available, you do not need to print payment advice notes (forchecks, for example), but can do so if desired.If there is no space available, a payment advice note containing all the informationabout the purpose of payment is always printed (for bills of exchange, for example).
  • 39. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable39uploaded by http://www.sapdocs.info/If only limited space is available and there is therefore a risk that the space willnot be sufficient, you can choose from the following options:You can have the system create a payment advice note containing theinformation about the note to payee.If a payment advice note is to be created every time, select "Always paymentadvice". The note to payee is then printed on both the form (so far as the number oflines selected on the form allow) and the payment advice note. If insufficient space isavailable, a payment advice note indicator is printed on the payment medium.A payment advice note can only be created if the note to payee information doesnot fit into the available space. Select Payment advice after X lines.You can have the system distribute the items between several forms. To doso, select No payment advice and Distribute items, XX lines per payment.We are configuring payment method check for company code 1000, the minimumamount for which a check should be raised is 1000 INR and the maximum amount is9999,999,999 INR. We have selected SAP standard check layout formF110_PRENUM_CHECK. This need to be modified as per the customer requirement and Zform needs to be attached here.Since the check will contain all the information of payment details we have selected theparameter under Note to payee lines on the form -as many as required and Parameter -no Payment advice.In case you get error while entering the maximum amount enter a lower figure such as9999999 and press enter. System will automatically set the format.
  • 40. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable40uploaded by http://www.sapdocs.info/Click on New Entries and update the following things.Click on and update the following things.Save.
  • 41. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable41uploaded by http://www.sapdocs.info/E) Set up Bank Determination for Payment TransactionsBefore you can configure this step you need a house bank to be configured. You canrefer the SAP Bank configuration manual.Here you define the following:Ranking order of banksYou specify which house banks are permitted and rank them in a list.Bank accountsFor each house bank and payment method and currency, you specify which bankaccount is to be used for payments.Available amountsFor each account at a house bank, you enter the amounts that are available for thepayment run. You enter separate amounts for incoming and outgoing payments.Specifying available amounts enables you to control which bank account is to beused for payments. You can specify the amounts depending on the value date at thebank.Value dateYou specify how many days elapse between the posting date of the payment runand the value date at the bank, dependent on the payment method, bank account,payment amount and currency.You can have the system determine the value date, taking into account the bankcalendar and any individual arrangements made with the bank. To do so, choose theactivity Define value date rulesSelect andDouble Click on
  • 42. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable42uploaded by http://www.sapdocs.info/House banks are ranked for payment based on payment method and currency. If thereare more than one house bank, the second bank will be ranked based on paymentmethod and currency.Whenever you want to make payment from the desired bank you need to check theranking of the house bank here and change the ranking to 1, which is possible throughtransaction code S_ALR_87001487 - Bank selection for payment program (which isavailable on the SAP Easy access menu).Click on Save .Double Click on FolderClick on New Entries and update the following things.Click on Save .Double Click on Folder
  • 43. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable43uploaded by http://www.sapdocs.info/Click on New Entries and update the following things.Click on Save .2. Purchase Invoice Posting T.code: F-43SPRO  Financial Accounting  Accounts Payable  Document Entry  Invoice GeneralPress Enter
  • 44. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable44uploaded by http://www.sapdocs.info/Press EnterClick on .Another Transaction
  • 45. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable45uploaded by http://www.sapdocs.info/
  • 46. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable46uploaded by http://www.sapdocs.info/Click on .3. View the Party Open items T.code: FBL1NSPRO  Financial Accounting  Accounts Payable  Account  Display/Change line items
  • 47. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable47uploaded by http://www.sapdocs.info/4. Automatic Payment program Run T.code: F110Accounting  Financial Accounting Banks  Outgoings  Automatic Payment Open Items(Customers andVendors)Step 1Step 2Click on Tab and update the required fields.
  • 48. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable48uploaded by http://www.sapdocs.info/Click on SaveThen Click Back TabStep 3Click on Proposal Tab to create Payment Proposal.The system will now look for all the outstanding vendor documents that fulfill yourpreviously entered criteria.Press Enter Button to begin creation of Payment ProposalThe process of creation a payment proposal usually takes a while (the system has toprocess many documents). To refresh the screen click on Status Buttonuntil you’ll see a system message “Payment proposal has been created”.
  • 49. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable49uploaded by http://www.sapdocs.info/Step 4Click Pmnt run Button to begin processing.Mark radio button Start immediately and click Enter Button The system willperform postings.Click Status Button to refresh the screenSometimes you need to press Status button several times, if there arelots of transactions to be processed.
  • 50. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable50uploaded by http://www.sapdocs.info/Step 5The first phase (posting documents) is done. To display / print the list of paymentdocument select from Menu path: EditPaymentsPayment list.Click Enter Button.Payment listThe system has displayed a list of documents included in the payment proposal.The list can be printed or stores as local file.Click Back .
  • 51. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable51uploaded by http://www.sapdocs.info/Step 6For check printings update the detailsNow you can print the checks. First, click <tab button> Printout/data medium.Click Maintain Variant and update the details.Scroll down
  • 52. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable52uploaded by http://www.sapdocs.info/Click onSaveClick Back Tab.
  • 53. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable53uploaded by http://www.sapdocs.info/Click on Printout TabMark Start immediately radio button and update the following fields:Field Name Description ValuesJob name Job name for the print job BearingPoint APPClick Enter Button.The print job was created and saved in the spool. The system created three print jobs:a) payment summaryb) payment advices,c) checksTo print the checks, select from the menu path: SystemServicesOutputcontrol. (Transaction SP01)
  • 54. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable54uploaded by http://www.sapdocs.info/ClickOutput Controller: List of Spool RequestsA) Mark the required print job, e.g. click 8051 checkboxThen You can display your print job before printing it. Click Display Button .Payment Summary
  • 55. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable55uploaded by http://www.sapdocs.info/B) Mark the required print job, e.g. click 8050 checkboxThen You can display your print job before printing it. Click Display Button .Payment Advice
  • 56. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable56uploaded by http://www.sapdocs.info/C) Mark the required print job, e.g. click 8049 checkboxThen You can display your print job before printing it. Click Display Button .
  • 57. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable57uploaded by http://www.sapdocs.info/
  • 58. B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable58uploaded by http://www.sapdocs.info/Click Back .Now you can print the checks. Make sure that the 8049 checkbox isselected and press Print Directly icon.