Accounts Payable
ContentsPurpose...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
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
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
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)
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
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
Process Flow
Chart
Complete Supplier Master DataInvoice 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
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
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
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
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.
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.
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.
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.
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
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
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:
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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