SAP Accounts Payable Introduction

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  • Trademarks SAP and the SAP logo are registered trademarks of SAP AG. PowerPoint, Word, and photos are registered trademarks of Microsoft. NOTE: All screen shots in this presentation are representative examples. Screens in the actual environment may have minor differences, such as additional unused fields and colors based on system version. Copyright 2007 Wyeth. All rights reserved. Neither this training manual nor any part thereof may be passed on to others, copied or reproduced in any form or by any means, or translated into another language, for any purpose without the express prior consent in writing of Wyeth. All rights reserved.
  • The Accounts Payable module within SAP R/3 records all accounting data for vendors. SAP R/3 supports this process by: Verifying goods received against vendor invoices Settling outstanding invoices through the payment program Automatically transferring postings in the AP module to the G/L Supporting reporting requirements Postings made in Accounts Payable are simultaneously recorded in the General Ledger where different G/L accounts are updated based on the transaction involved. Vendor invoices are paid using the payment program.
  • Company Code: is maintained for every entity where a set of financial statements is required for external purposes. Purchasing Organization: within a company code is responsible for all the purchasing activities for that company. Plant: is the operating area or branch within a company. The plant can be used to subdivide a company into production, procurement, quality, or maintenance. Postings made in Accounts Payable are simultaneously recorded in the General Ledger where different G/L accounts are updated based on the transaction involved. Document Structure: is the format in which a transaction is recorded on SAP. Document Flow: is used to trace transactions through the system. It is possible to trace a material from the PO stage of the process right through to the payment stage of the process. SAP R/3 Modules: each business function is processed through a different module within SAP R/3, for example - Production Planning, Accounts Payable, Warehouse Management are all different modules.
  • With the use of the different document types when a business transaction is executed on SAP R/3, it is easy to identify the type of transaction that has been processed.
  • Each Document Type is also assigned a different number range. This also helps a user to identify the source of an entry into accounts. For example: Vendor Invoice Doc type KN = Number Range 0190000000 – 0199999999 Every time a KN document is posted, the next available number in this range will be posted as the document number. When an invoice is posted, the user will always know if the document number starts with 19 it was an invoice posted. For example: Vendor Payment Doc type KZ = Number Range 1500000000 – 1599999999 Every time a KZ document is posted, the next available number in this range will be posted as the document number. When an payment is posted, the user will always know if the document number starts with 15 then it was an payment posted. For example: Goods Receipt Doc type WE = Number Range 5000000000 – 5099999999 Every time a WE document is posted the next available number in this range will be posted as the document number. When a receipt is posted, the user will always know if the document number starts with 50, then it was a receipt was posted against a PO.
  • The benefits of the 3 way match concept within SAP R/3: Less processing for the Accounts Payable clerk. Full traceability of materials through the system from the Purchase Order to the payment (through the Document Flow functionality). Elimination of some processing errors. Postings automatically flow through the effective modules (all integrated).
  • The Vendor Master Record holds all relevant information relating to the vendor. For example: The Company Code - each vendor is linked to the company code, i.e. the company which purchases from the vendor. Purchasing Org - again each vendor is linked to the purchasing, i.e. the purchasing org which purchases from the vendor. Address, telephone, contact details are all maintained for each vendor. Payment Terms - details of how the vendor account will be settled each period. Currency - what currency the vendor will invoice and be paid in is maintained. Vendor A/C Creation: Both the Finance and the Purchasing views must be set up before any transaction can be processed for a vendor. It is possible to set up both views at the same time or a user from each department can be responsible for their own view, that is a user from finance will set up the finance views and a user from purchasing can set up the purchasing views.
  • A Vendor Master File template is utilized to request changes / adds to the vendor master file by Authorized personnel. Wyeth management approves all changes / adds.  
  • SAP Accounts Payable Introduction

    1. 1. Accounts Payable Version 1.0 Unit 1: Introduction SAP-ERP
    2. 2. Course Agenda <ul><ul><li>Unit 1: Introduction </li></ul></ul><ul><ul><li>Unit 2: Master Data </li></ul></ul><ul><ul><li>Unit 3: Invoice and Credit Note Processing </li></ul></ul><ul><ul><li>Unit 4: Payments </li></ul></ul><ul><ul><li>Unit 5: Inquiries </li></ul></ul><ul><ul><li>Unit 6: Reporting </li></ul></ul>
    3. 3. Course Objectives <ul><li>At the completion of this course, you will be able to: </li></ul><ul><li>Understand the Accounts Payable structure within SAP R/3 </li></ul><ul><li>Understand the Key Concepts and Functionality within the Accounts Payable module </li></ul><ul><li>View Vendor Master Records </li></ul>
    4. 4. Course Objectives (cont.) <ul><li>At the completion of this course, you will be able to: </li></ul><ul><li>Process Vendor Invoices and Credit Notes </li></ul><ul><li>Process Vendor Payments </li></ul><ul><li>Perform Vendor Inquiries </li></ul><ul><li>Reporting Capabilities </li></ul>
    5. 5. Accounts Payable Easy Access Screen Different SAP R/3 Modules – AP module highlighted Non-purchase order invoice processing
    6. 6. Materials Management Module <ul><li>Purchase Orders and Goods Received are all processed on SAP R/3 through the Material Management module within Logistics </li></ul>Purchase orders are created in Purchasing PO related invoices are processed in Logistic Invoice Verification Good Receipts are created in Inventory Management
    7. 7. Key Terms <ul><li>Company Code </li></ul><ul><li>Purchasing Organization </li></ul><ul><li>Plant </li></ul><ul><li>Document Types </li></ul><ul><li>Document Structure </li></ul><ul><li>Document Flow </li></ul><ul><li>SAP R/3 modules </li></ul>
    8. 8. A/P Module – Document Types <ul><li>Document Types: Different document types exist in SAP R/3 to cover different business transactions. </li></ul><ul><li>In Financial Accounting, there are different document types for the different transactions executed in each module: </li></ul><ul><ul><li>Accounts Payable </li></ul></ul><ul><ul><li>Accounts Receivable </li></ul></ul><ul><ul><li>General Ledger </li></ul></ul><ul><ul><li>Asset Accounting </li></ul></ul>
    9. 9. A/P Module – Document Types (cont.) <ul><li>In Materials Management, there are different document types for the different transactions executed for: </li></ul><ul><ul><li>Goods Received </li></ul></ul><ul><ul><li>Goods Shipped to customers </li></ul></ul><ul><ul><li>Purchase order related invoices processed </li></ul></ul>
    10. 10. Standard Document Types for AP AP Document Types
    11. 11. Document Structure <ul><li>Documents share a data structure consisting of: </li></ul><ul><ul><li>Overview </li></ul></ul><ul><ul><li>Header </li></ul></ul><ul><ul><li>Items </li></ul></ul>Overview Data Header Data Item Data Item Data
    12. 12. Financial Document Overview Line Item Data Header Data Overview Data
    13. 13. Key Concept Process <ul><li>Three way match concept </li></ul>Represents a manual process outside of LIMS Represents a process within LIMS Two way match concept 1. Purchase Order 2. Invoice Receipt 2 FI documents created to record Dr and Cr entries 3. Approval obtained 4. Payment 1. Purchase Order 2. Goods Receipt 3 FI documents created to record Dr and Cr entries 3. Invoice Receipt 4. Payment
    14. 14. Accounts Payable SAP R/3 Functionality <ul><li>Summary of: </li></ul><ul><ul><li>Vendor Master Data </li></ul></ul><ul><ul><li>Transaction Functionality </li></ul></ul><ul><ul><li>Inquiries </li></ul></ul><ul><ul><li>Reporting </li></ul></ul>
    15. 15. Vendor Master Data <ul><li>A Vendor Account on SAP R/3 is known as a Vendor Master Data Record. </li></ul><ul><li>The Vendor Master Record stores all purchasing and finance data for vendor. </li></ul><ul><li>A Vendor Master Record must exist on SAP R/3 for a vendor before any business activity can occur for Wyeth. </li></ul>
    16. 16. Vendor Master Data (cont.) <ul><li>A Vendor Master Record has three views: </li></ul><ul><ul><li>A General Data view which provides information on vendor address, telephone number, etc. </li></ul></ul><ul><ul><li>A Company Data view which provides details for vendor payments. </li></ul></ul><ul><ul><li>A Purchasing Organization Data view which provides details for creating and managing purchase orders. </li></ul></ul>
    17. 17. SAP R/3 Menu Path for Vendor Master Records Vendor Master Records Transaction for both company code and purchasing views
    18. 18. Initial Vendor Master Record Screen (FK03)
    19. 19. Vendor Inquiries and Vendor Account Management <ul><li>SAP R/3 provides multiple transactions for performing vendor account inquiries. </li></ul><ul><li>You can display: </li></ul><ul><li>Vendor Balances </li></ul><ul><li>Vendor Line Items </li></ul>
    20. 20. A/C Inquiries and Management Transactions Display Line Items and Balances
    21. 21. Reporting Functionality <ul><li>SAP R/3 provides multiple standard Accounts Payable Reports. </li></ul>SAP R/3 Standard Reports
    22. 22. Reporting Functionality Additional Wyeth custom reports
    23. 23. Questions and Answers

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