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Accounts Payable

Contents

Purpose...2

Restrictions...2

Country Localizations Supported...2

Prerequisites...3

Process Steps...5

Process Flow Chart...6

Procedure...9

Process Step-1: Complete Supplier Master Data...9

Process Step-2: Invoice Entry without Purchase Order...9

Process Step-3: Display logistic Invoice...10

Process Step-4: View Supplier Line Items...11

Process Step-5: Manage Payment Blocks...11

Process Step-6: View Supplier Balance...12

Process Step-7: Create Single Outgoing Payment...12

Process Step-8: Invoice Entry without Purchase Order...12

Process Step-9: Display logistic Invoice...12

Process Step-10: Schedule Payment Proposals...12

Process Step-11: Revise Payment Proposal...14

Process Step-12: Release Payment Proposal...14

Process Step-13: Invoice Entry without Purchase Order...14

Process Step-14: Display logistic Invoice...14

Process Step-15: Post Outgoing Payment-Manual Payment Online...14

Process Step-16: Print or Email Payment Advice...15

Process Step-17: Correspondence...15

Process Step-18: Reset Clearing for Invoices and Payments...15

Process Step-19: Create Down Payment Request...15

Process Step-20: Post down Payment...15

Process Step-21: Invoice Entry...15

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Process Step-23: Post Outgoing Payment...15

Process Step-24: Invoice Entry without Purchase Order...15

Process Step-25: Display logistic Invoice...16

Process Step-26: Clear Open Items...16

Process Step-27: Days Payable Outstanding...16

Process Step-28: Overdue Payables...16

Process Step-29: Future Payables...16

Process Step-30: Cash Discount Forecast...16

Process Step-31: Cash Discount Utilization...16

Process Step-32: Invoice Processing Time...16

Process Step-33: Aging Analysis...17

Process Step-34: Automatic and Manual Payments Analysis...17

Process Step-35: Supplier Payments Analysis...17

Process Step-36: Display Supplier List...17

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Purpose

With Accounts Payables, you can manage your open payables invoices that are automatically created from purchasing processes. You can manage and control open items with various analytical tools to optimize accounts payable handling. You can process payments automatically, ensure approval of all payments before payment, and monitor payment progress.

Restrictions

Below Process steps are not covered in automation. Step: Maintain Check Lots

Step: Approval by First Approver Step: Approval by Second Approver Step: Check Printing

Step: Manage Printed Checks

Country Localizations Supported

Country Code Country

DE Germany NL Netherlands BE Belgium FR France SG Singapore HU Hungary PH Philippines CN China

AE United Arab Emirates

BR Brazil

HK Hong Kong

JP Japan

LU Luxembourg

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Prerequisites

Process Step: “Invoice Entry without Purchase Order” has to be executed

with the User AP_Accountant

Transactional Data Required for Accounts Payable

Process/Scenario

Prerequisite

J45 Procurement Processing

J13 Service and Material Procurement - Project-Based Accounts Payable (J60) Services

J77 Bank Account Management J78 Cash Daily Operation-Extended

Master Data Required for Accounts Payable

Master Data

Sample Value

Company Code 1010 ( Can be varied) Controlling Area A000 ( Can be varied) Cost Center 101012001 ( Can be varied) House Bank-Account ID DEBK1-USAC1 ( Can be varied) Bank G/L Account 61400000 ( Can be varied)

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SAP S/4HANA User Guide

Supplier 10300001 ( Can be varied)

Master Data

· Company Code

· Controlling Area J60

· Cost Center

· House Bank-Account ID Accounts Payable

· Bank G/L Account · Supplier

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Process Steps

S.No

Process Step Description

1 Complete Supplier Master Data 2 Invoice Entry without Purchase Order 3 Display logistic Invoice

4 View Supplier Line Items 5 Manage Payment Blocks 6 View Supplier Balance

7 Create Single Outgoing Payment 8 Invoice Entry without Purchase Order 9 Display logistic Invoice

10 Schedule Payment Proposals 11 Revise Payment Proposal 12 Release Payment Proposal

13 Invoice Entry without Purchase Order 14 Display logistic Invoice

15 Post Outgoing Payment-Manual Payment Online 16 Print or Email Payment Advice

17 Correspondence

18 Reset Clearing for Invoices and Payments 19 Create Down Payment Request

20 Post Down Payment 21 Invoice Entry

22 Display logistic Invoice 23 Post Outgoing Payment

24 Invoice Entry without Purchase Order 25 Display logistic Invoice

26 Clear Open Items

27 Days Payable Outstanding 28 Overdue Payables

29 Future Payables

30 Cash Discount Forecast 31 Cash Discount Utilization 32 Invoice Processing Time 33 Aging Analysis

34 Automatic and Manual Payments Analysis. 35 Supplier Payments Analysis

36 Display Supplier List

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Process Flow

Chart

Complete Supplier Master Data

Invoice Entry without Purchase Order Displa y Logisti c Invoic e View Supplie r Line Items Manag e Payme nt Blocks View Suppl ier Balan ce Create Single Outgoing Payment Invoice Entry without Purchase Order Display Logistic Invoice Schedule Payment Proposals Revise Payment Proposal Release Payment Proposal Logistic Invoice Accounting Invoice Logistic Invoice Accounting Invoice Identifica tion P

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Display Logistic Invoice

Post Outgoing Payment-Manual Payment Online

Print or Email Payment Advice

Corresponde nce

Reset Clearing for Invoices and Payments

Create Down Payment Request Post Down Payment Invoice Entry Display logistic Invoice Post Outgoing Payment

Invoice Entry without Purchase Order s p l a y l o g i s t i c I n v o i c e Cl ea r O pe n It e m s Accounting Invoice Payment Document Clearing Document Down Payment Request Number Down Payment Document Logistic Invoice Accounting Document Payment Document Logistic Invoice Accounting Document Clearing Document Number Page | 7

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Overdue Payables

Future Payables

Cash Discount Forecast

Cash Discount Utilization

Invoice Processing Time

Aging Analysis

Automatic and Manual Payments Analysis.

Supplier Payments Analysis

Display Supplier List

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SAP S/4HANA User Guide

Procedure

Process Step-1: Complete Supplier Master Data

Purpose:

Vendor master records are used by both the Accounting component and the Purchasing component

Note: Below business partner (Action-3) has be changed according to business function using, as it is master data.

Process Step-2: Invoice Entry without Purchase Order

Purpose:

Vendor master records are used by both the Accounting component and the Purchasing component,

Note: Action:- 4,5 and 11 are related to Master data (Company code and currency) it will differ based on the business functions.

Action ID-12: Date

In action 11, the system expects the current date for which the variable $TODAY will return the current date.

Variable $TODAY will take today’s date in format as per user profile

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From period: - System expects current month the variable $MONTH will return the current month.

Note-2: - To add or subtract ‘n’ months to current month use variable

$MONTH[+/-n ]

In action 11, System expects current year for which the variable $YEAR will return the current year

Note: - To add or subtract ‘n’ years to current year use variable $YEAR [+/-n ]

Action ID-50: Read document number from posted value. Scenario: 1 exporting the value

Once we post the invoice using we will get output as “Invoice 1500000001/2017 Posted” from this message we will have to export the Invoice number (this is called as export value), this would be import value to preceding step, hence we will have to export the Invoice number as below highlighted in rectangular,

In action 50, Asset number will be read from the success message and will be stored in variable LOGISTIC_INVOICE

Process Step-3: Display logistic Invoice

Purpose:

Whenever we create logistic invoice, we would get only material document. If we want to make payments to vendor we would require accounting document, so this process step help us to find corresponding accounting document for the logistic documents.

Scenario: 2 importing the value from Scenario 1

The value in variable LOGISTIC_INVOICE is imported from process step 3.

Data in below highlighted fields can be changed according to your organizational need.

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SAP S/4HANA User Guide

Note: Process step Display Logistic Invoice is not part of BPD, hence it has been

added to get the Accounting document,

Process Step-4: View Supplier Line Items

Purpose:

This lists all AP line items. You can modify some fields of a document to be paid

Process Step-5: Manage Payment Blocks

Purpose:

This activity reviews and releases blocked invoices as the further process to logistics invoice verification.

When an invoice is blocked, Financial Accounting cannot pay the invoice. Invoices can be blocked either automatically or manually depends on the payment block reason and release in the configuration.

Action ID-4: LISTINDEX

Generally whenever we search with supplier number there will be a list displayed, to select that list we use the variant called LISTINDEX, and [1] it displays the list number if we have more than one list for particular vendor we can give the list number, so that it will select a particular list.

Data in below highlighted fields can be changed according to your organizational need.

Ex: if you observe below screen we have only one list, if it has more than one list

we can provide particular list number.

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Process Step-6: View Supplier Balance

Purpose:

In this activity, you display the supplier balances.

Process Step-7: Create Single Outgoing Payment

Purpose:

You can use this process to pay a single invoice exact amount without discounts.

Process Step-8: Invoice Entry without Purchase Order

Please refer step-3

Process Step-9: Display logistic Invoice

Please refer step-4

Process Step-10: Schedule Payment Proposals

Purpose:

This activity selects the invoices to be paid. When a vendor has been paid directly via an online banking system, you then add the information to the ERP system manually.

Action ID-4: D$RANDOM[1-99]PM

Here Logic has given to allow system pick any unique payment Identification, whenever we execute the payment proposal.

1. "D” refers each time we execute proposal an Identification created starting with “D”.

2. “$RANDOM[1-99]” is a variant to allow system to pick a unique number randomly, between the range given [1-99],

3. “PM” refers to end the Identification with “PM” whenever we execute this will remain same

Ex:- When we execute Payment program first time Identification can be created with above criteria as “D41PM”, so this will vary for each Payment program as “S31PM” and so on…..

Data in below highlighted fields can be changed according to your organizational need.

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Note: - Please do not retest Accounts Payable (J60) from the same test plan;

create a new test plan for this. Otherwise you may get the error Payment data already exists for parameter (run date: 12/02/2017; ID: S41PM).

If you want to retest Accounts Payable (J60) in the same test plan, you need to change the # {Identification ID} field to a value different from “S41PM”.

Note: - Do not execute payment program twice in a day, unless you post new

Invoices for same Vendor.

Action ID-8: Payment Method

Payment method has to specify in whichever mode we schedule the payment program.

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SAP S/4HANA User Guide

Action ID-12: Next Payment date

In this example next payment date we have considered as “Payment run date +5 days” so this will vary from business to business, if we want to give future date from today. Add +numerical value. Example have explained in earlier process step

(Invoice entry without purchase order”.

In action 12, Depending on the system configuration, date needs to be incremented or to be decremented by following below mentioned example:

Examples for DATE usage:

$TODAY [+5 ] – This will take today’s date in specified format and add 5 days to it.

$TODAY [+5] – This will take today’s date in format as per user profile and add 5 days to it

Data in below highlighted fields can be changed according to your organizational need.

Process Step-11: Revise Payment Proposal

Purpose:

In this activity we will review the Invoices whichever scheduled for Payments.

Process Step-12: Release Payment Proposal

Purpose:

In this activity we will release the payment for scheduled payment proposals.

Process Step-13: Invoice Entry without Purchase Order

Please refer step-3

Process Step-14: Display logistic Invoice

Please refer step-4

Process Step-15: Post Outgoing Payment-Manual Payment Online

Please refer process step-8

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Process Step-16: Print or Email Payment Advice

In this section you can review or print a payment advice, email is sent automatically after the payment has been approved.

Process Step-17: Correspondence

Purpose:

Open items correspondence is created.

Process Step-18: Reset Clearing for Invoices and Payments

Purpose: In this step we will rest the clearing document.

Process Step-19: Create Down Payment Request

Purpose:

A down payment request is created

Process Step-20: Post down Payment

Purpose:

A down payment request is created

Process Step-21: Invoice Entry

Please refer step-3

Process Step-22: Display logistic Invoice

Please refer step-4

Process Step-23: Post Outgoing Payment

Purpose:

Use this process to make a payment to an invoice where a down payment will be applied. The payment should be equal to the invoice amount less down payment amount.

Process Step-24: Invoice Entry without Purchase Order

Please refer step-3

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Process Step-26: Clear Open Items

Purpose:

In this step you manually clear open items.

Note: From Step number 28 to 38 is related different reporting

view.

Process Step-27: Days Payable Outstanding

Purpose:

In this activity, you view a report showing day’s payable outstanding.

To change the view, choose the drill-down button or buttons in the first row of the report.

Process Step-28: Overdue Payables

Purpose:

In this activity, you view any payables that are overdue.

To change the view, choose the drill-down button or buttons in the first row of the report.

Process Step-29: Future Payables

Purpose:

In this activity, you view the analysis of Future Payables.

To change the view, choose the drill-down button or buttons in the first row of the report.

Process Step-30: Cash Discount Forecast

Purpose:

In this activity, you view the analysis of Cash Discount Forecast.

To change the view, choose the drill-down button or buttons in the first row of the report.

Process Step-31: Cash Discount Utilization

Purpose:

In this activity, you view the analysis of Cash Discount Utilization.

To change the view, choose the drill-down button or buttons in the first row of the report.

Process Step-32: Invoice Processing Time

Purpose:

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SAP S/4HANA User Guide

In this activity, you view the analysis of Cash Invoice Processing Time.

To change the view, choose the drill-down button or buttons in the first row of the report.

Process Step-33: Aging Analysis

Purpose:

In this activity, you view the Aging Analysis.

To change the view, choose the drill-down button or buttons in the first row of the report.

Process Step-34: Automatic and Manual Payments Analysis.

Purpose:

In this activity, you view payments done automatically and manually.

To change the view, choose the drill-down button or buttons in the first row of the report.

Process Step-35: Supplier Payments Analysis.

Purpose:

In this activity, you view the supplier payments analysis. The report displays payments that are not applied to supplier invoices.

To change the view, choose the drill-down button or buttons in the first row of the report.

Process Step-36: Display Supplier List

Purpose:

The supplier list provides a list of suppliers that can be searched by company code, city, country, bank key, posting block and deletion flag. The output provides the suppliers with additional information such as the bank key, bank account, payment methods, posting block or deletion flag. You can choose a supplier from the displayed list and drill down to the fact sheet of the supplier.

Note:- The application URL in action 1 has some parameters attached which

may/may not work. The solution to this is that standard process needs to be copied and the URL with the parameters should be used.

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Copyright

© 2016 SAP SE or an SAP affiliate company. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP SE. The information contained herein may be changed without prior notice.

Some software products marketed by SAP SE and its distributors contain proprietary software components of other software vendors.

National product specifications may vary.

These materials are provided by SAP SE and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.

SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP SE in Germany and other countries. Please see http://www.sap.com/corporate-en/legal/copyright/index.epx#trademark for additional trademark information and notices.

Important Disclaimers and Legal Information

Coding Samples

Any software coding and/or code lines / strings ("Code") included in this documentation are only examples and are not intended to be used in a productive system environment. The Code is only intended to better explain and visualize the syntax and phrasing rules of certain coding. SAP does not warrant the correctness and completeness of the Code given herein, and SAP shall not be liable for errors or damages caused by the usage of the Code, unless damages were caused by SAP intentionally or by SAP's gross negligence.

Accessibility

The information contained in the SAP documentation represents SAP's current view of accessibility criteria as of the date of publication; it is in no way intended to be a binding guideline on how to ensure accessibility of software products. SAP in particular disclaims any liability in relation to this document. This disclaimer, however, does not apply in cases of wilful misconduct or gross negligence of SAP. Furthermore, this document does not result in any direct or indirect contractual obligations of SAP.

Gender-Neutral Language

As far as possible, SAP documentation is gender neutral. Depending on the context, the reader is addressed directly with "you", or a gender-neutral noun (such as "sales person" or "working days") is used. If when referring to members of both sexes, however, the third-person singular cannot be avoided or a gender-neutral noun does not exist, SAP reserves the right to use the masculine form of the noun and pronoun. This is to ensure that the documentation remains comprehensible.

Internet Hyperlinks

The SAP documentation may contain hyperlinks to the Internet. These hyperlinks are intended to serve as a hint about where to find related information. SAP does not warrant the availability and correctness of this related information or the ability of this information to serve a particular purpose. SAP shall not be liable for any damages caused by the use of related information unless damages have been caused by SAP's gross negligence or willful misconduct. All links are categorized for transparency

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