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Accounts Payable Version 1.0 Unit 1: Introduction SAP-ERP

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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>

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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>

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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>

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Accounts Payable Easy Access Screen Different SAP R/3 Modules – AP module highlighted Non-purchase order invoice processing

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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

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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>

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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>

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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>

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Standard Document Types for AP AP Document Types

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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

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Financial Document Overview Line Item Data Header Data Overview Data

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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

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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>

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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>

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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>

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SAP R/3 Menu Path for Vendor Master Records Vendor Master Records Transaction for both company code and purchasing views

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Initial Vendor Master Record Screen (FK03)

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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>

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A/C Inquiries and Management Transactions Display Line Items and Balances

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Reporting Functionality <ul><li>SAP R/3 provides multiple standard Accounts Payable Reports. </li></ul>SAP R/3 Standard Reports

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Reporting Functionality Additional Wyeth custom reports

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Questions and Answers