Accounts Payable (158) - Acostauacnlinks.org/sap/.../PERTS_158_-Accounts-Payable.pdf · EHP4 for...

EHP4 for SAP ERP 6.0

March 2010

English

Accounts Payable (158)

SAP AG Dietmar-Hopp-Allee 16 69190 Walldorf Germany

Business Process Documentation

SAP Best Practices Accounts Payable (158): BPD

© SAP AG Page 2 of 35

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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

External Process

Business Process Alternative/Decision Choice

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Cross-references to other documentation.

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<Example text> Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.



Contents

1 Purpose ................................................................................................................................... 5

2 Prerequisites............................................................................................................................ 5

2.1 Master Data ...................................................................................................................... 5

2.2 Roles ................................................................................................................................ 6

3 Process Overview Table ......................................................................................................... 6

4 Process Steps ......................................................................................................................... 8

4.1 Creating a Vendor Master Record ................................................................................... 8

4.2 Down Payment Request .................................................................................................. 8

Posting a Down Payment Manually .......................................................................................... 11

4.3 Posting Down Payment using the Payment Program .................................................... 13

4.4 Posting Vendor Invoices ................................................................................................ 15

4.5 Posting Vendor Invoices with Document Packing.......................................................... 18

4.6 Down Payment Clearing ................................................................................................ 20

4.7 Entering Vendor Credit Memo with Reference to Invoice .............................................. 21

4.8 Reviewing and Releasing Blocked Invoices .................................................................. 23

4.9 Selecting Invoices to be Paid (Proposal Run) ................................................................ 23

4.10 Reviewing and Blocking Invoices for Payment as Needed ........................................ 25

4.11 Posting Payments using the Payment Program ......................................................... 26

4.11.1 Creation of Payment Media using Payment Media Workbench (Altern. 1) ............ 26

4.11.2 Creation of Payment Media using Classical Payment Medium Program (Altern. 2) 29

4.12 Posting Manual Outgoing Payment ............................................................................ 32

4.13 Manual Bank Statement Processing .......................................................................... 33

5 Appendix ................................................................................................................................ 34

5.1 Reversal of Process Steps ............................................................................................. 34

5.2 Used Forms .................................................................................................................... 35



Accounts Payable

1 Purpose This scenario deals with posting accounting data for vendors in Accounts Payable. From there, the data is sorted by vendor and made available to other areas such as the purchasing system. When you post data in Accounts Payable, the system creates a document and passes the data entered to the general ledger. General ledger accounts and vendor accounts are then updated according to the transaction concerned (payable, down payment, credit memo and so on) vendor payment activities. All business transactions are posted to and managed by means of accounts and for this vendor master records are created.

Business Process Accounts Payable focuses on the following activities:

Down payment request

Post down payments using the payment program

Post vendor invoice

Down payment clearing

Enter vendor credit memo

Review and Release Blocked Invoices

Select invoices to be Paid

Review and block invoices for payment as needed

Post payment using the payment program Creation of payment media using Payment Media Workbench (Alternative 1) Creation of payment media using Classical Payment Medium program( Alternative 2)

Manual payment

Manual bank statement processing

Display of posted documents

2 Prerequisites

2.1 Master Data

You have entered the master data required to go through the procedures of this scenario. Ensure that the following scenario-specific master data exists before you test this scenario:

Service Area

Master Data Value Selection Comment

Cost Center * All Select all cost centers

Material Master * Material type DIEN, SEMI, HAWA

Select all materials which belong to this material type

Manufacturing Area / Trading Area





Cost Center * All Select all cost centers

Material Master * Material type FERT, HAWA

Select all materials which belong to this material type

2.2 Roles

Use

The following roles must have already been installed to test this scenario in the SAP NetWeaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scenario. You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.

Prerequisites

The business roles have been assigned to the user who is testing this scenario.

Details Business Role Activity Transaction

Employee (Professional User)

SAP_NBPR_EMPLOYEE-S Assignment of this role is necessary for

basic functionality.

Accounts Payable Accountant

SAP_NBPR_AP_CLERK-S F-47

FB60

F-54

FB65

MRBR

F110

F-53

3 Process Overview Table Process step

External process reference

Business condition

Business role

Transaction code

Expected results

Creating a vendor Master record

Create Vendor Master (155.14)

See (155.14) scenario



The vendor master record has been created and the account can now be posted

Down Payment Request

These noted items are required to enable the system to post the down payments to your vendor automatically using the payment


F-47 The down payment request is posted to specified GL account (Down payment requests (vendors)) as an



Process step


Business condition

Business role

Transaction code

Expected results

program. open noted item.

Posting Down Payment Using the Payment Program

Down payments to vendors can be posted automatically using the payment program


F110 The document is posting the bank account in credit and the payable account in debit with the deviating reconciliation account (down payments)

Post Vendor Invoices

Invoice contains necessary approval signature and G/L account assignment


FB60 Accounting invoice document posted to allow payment to vendor.

Down Payment Clearing

To clear the down payment with the invoice so that, in a later payment run, only the open difference remains to be paid.


F-54 The down payment has been cleared and the balance of account (down payments) is zero again.

Enter Vendor Credit Memo with reference to invoice

Credit Memo contains necessary approval signature and G/L account assignment


FB65 Accounting document is posted to allow credit to vendor

Review and Release Blocked Invoices

This activity will review and release blocked invoices


MRBR The invoice(s) are released for payment.

Select Invoices to be Paid

Select the invoices to be paid.


F110 Vendor open items selected for payment.

Review and Block Invoices for Payment as needed

Review and block invoices for payment.


F110 Unneeded vendor open items blocked for payment.

Post Payments Using the Payment Program

Make the payment to Vendor of the amount due


F110 The difference between the down payment (if any), the credit note (If any) and the invoice will now be posted automatically by the payment program

Creation of Payment Media Using Payment media

Invoices are paid by bank transfer. It also describes how the payment is debited from the bank


F110

The payment media is generated (DME files) can now be sent to the bank,



Process step


Business condition

Business role

Transaction code

Expected results

Workbench (Alternative 1)

account via the account statement and how the account statement is post processed

which will execute the payment.

Creation of Payment Media Using Classical Payment medium Program (Alternative 2)

Invoices are paid by bank transfer. It also describes how the payment is debited from the bank account via the account statement and how the account statement is post processed


F110 The payment media is generated (DME files) can now be sent to the bank, which will execute the payment.

Post Manual Outgoing payment


F-53 The document posts the bank account and the vendor account. The system clears the open invoices and credit memos.

Manual Bank Statement Processing

Cash Management (160)

The bank debits the bank transfer, and the foreign bank transfer directly from your account.

see Cash Management (160) scenario

FF67 Those items which had been posted on the bank sub account have been cleared with the items created during the bank statement processing.

4 Process Steps

4.1 Creating a Vendor Master Record

Use

In this activity, you create a vendor master.

Procedure

To execute this activity, run the processes in the Create Vendor Master (155.14) scenario, using the master data from this document.

4.2 Down Payment Request

Use





Down payment requests are noted items that do not affect the balance sheet. These noted items are required to enable the system to post the down payments to your vendor automatically using the payment program.

Procedure

1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Accounting Financial Accounting Accounts Payable

Document Entry Down Payment Request

Transaction code F-47

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

Business role Accounts Payable Accountant

(SAP_NBPR_AP_CLERK-S)

Business role menu Accounts Payable Posting Payments Vendor Down Payment Request

2. On the Down Payment Request: Header Data screen, make the following entries:

Field name Description User action and values Comment

Document Date * for example today’s date –1

Type * (vendor payment doc.type)

for example <KA>

Company Code <company code>

CORPRATE CENTER

1000

UNICO

2000

CAP

3000

UFL

4000

SWAN

4010

GCL

5000

3. Choose Enter.

4. On the Down Payment Request: Add Vendor item screen, make the following entries:


Amount * for example 1000



Tax Code * for example domestic tax V1

Calculate tax X

Due On * for example today’s date -1

5. Choose Post (Ctrl + S). The system displays the message Document xxxxxxxxxx was posted in company code 1000, 2000, 3000, 4000, 4010 or 5000 : Make a note of the document number.

Result

The down payment request is posted as an open noted item (Special G/L Indicator F). The attribute noted item effects that the account balance is not updated.

Posting a Down Payment Manually

Use

You can post down payments either manually or automatically (payment program SAPF110V, automatic credit or bank direct credit payment method; the down payment request must already be posted).

The manual posting process is described below. You should process like this especially in case of manual payment or a manual step by step posting of the account statement.

Prerequisites

The Customizing settings for special general ledger transaction A with alternative general ledger account 121100 (Down payment requests - Vendor) have been made.

Procedure




Document Entry Down Payment Down Payment



Business role Accounts Receivable Accountant

(SAP_NBPR_AR_CLERK-S)

Business role menu Accounts Payable Posting Payments Post Customer Down Payment

2. On the Post Vendor Down Payment: Header Data screen, make the following entries:




Document Date <document date> For example Today’s date

Company Code <select company

code> 1000, 2000, 3000, 4000, 4010 or 5000

Currency NGN

Reference <reference> Choose the reference entered in the down payment request.

For example REQ 0001

Vendor

Account <vendor >

CORPRATE CENTER

AFROMEDIA NIG

UN ICO

BIDMOT VENTURES

CAP

BUMGRACE VENTURES

UFL

ALIMSONS NIG. LTD

SWAN

PRIMAL NIG. LTD.

GCL

NEDUS VENTURES

Special G/L Indicator

A

Bank

Account <Bank G/L account

to be posted> For Example 161613

Amount <amount> Enter the amount from the down payment request entered in previous step.

For example 1900

Value Date <Value date of

down payment> For example Today’s date

3. Choose Requests.

4. On the Post Vendor Down Payment: Choose Requests screen, select the required item.

5. Choose Post (Ctrl + S). The system displays the message Document XXXXXXXXXX was posted in company code

1000, 2000, 3000, 4000, 4010 or 5000 :. Check the posted document using Document Display.



If you post a down payment without first posting the associated down payment request, carry out steps 1 and 2 only. Then proceed as follows:

In step 3, choose New Item instead of Requests.

1. On the Post Customer Down Payment: Add Customer Item screen, enter the required data.


Amount <Down payment

amount> For example 1900

Tax Code <Select a tax

code> For example V0

2. Choose Post (Ctrl + S).

3. Check the posted document using Document Display.

Result

The document posts the bank account (Vendor incoming payments) on the credit side and the vendor with the alternative reconciliation account (Down payments received) on the debit side. The system automatically sets a payment block in the down payment. The calculated tax has been posted.

If selected during posting, the request has been cleared.

4.3 Posting Down Payment using the Payment Program

Use

Down payments to vendors can be posted automatically using the payment program.

Prerequisites

Down Payments have to be posted.

Procedure




Periodic Processing Payments

Transaction code F110




Business role menu Accounts Payable Posting Payments Automatic Payment

2. On the Automatic payment transactions: Status screen, make the following entries:




Run Date * for example today’s day

Identification * identifying information

3. Choose Enter.

4. Choose Parameter.

5. On the Automatic payment transactions: Parameter screen, make the following entries:


Posting Date * for example today’s day

Docs Entered Up To

* for example today’s day

Company Code

<select company

code>

1000, 2000, 3000, 4000, 4010 or 5000

Prmt Meths Payment Methods * select the payment method you want to post (for example <CE>)

Next p/date Next Posting Date * the day of the next posting date you want to run

Vendor <select vendor> Vendor

to <select vendor> Vendor, if you select an interval

6. Note: If you want to select specific vendors, you can select (multiple selection) and enter single value of vendors.

7. Note: This is an additional step and optional: On the Automatic payment transactions: Status screen, select tab Additional Log and make following entries:


Due Date Check select indicator

Pmnt method selection if not successful

select indicator

Line items of the payment documents

select indicator

Vendors from <select vendor> Vendor (from)

Vendors to <select vendor> Vendor (to)

8. Choose Save Parameters (Ctrl + S).

9. Choose Status.

10. Choose Proposal (Shift + F1).

11. On the Schedule Proposal screen, make the following entries:




Start Date * for example today’s day

Start immediately select indicator

12. Choose Schedule (Enter). The message Proposal run has been scheduled appears.

13. Choose – for more than one time - Status (Shift + F2) to update the status

14. As soon as the proposal has been created, this will be shown on the screen Automatic payment transactions: Status.

15. To maintain or display the payment proposal, choose Edit Proposal (Shift + F4) or Display

Proposal (Shift + F9) and confirm the following screen (selection of accounting clerks) by

pressing Continue (Shift + F1).

16. Go Back (F3).

17. Choose Schedule Payment run (F7).

18. On the Schedule Payment screen, make the following entries:



Start immediately X select indicator

19. Choose Schedule (Enter). The message Payment run has been scheduled appears.

20. Choose – for more than one time - Status (Shift + F2) to update the status.

21. As soon as the payment run has been finished, this will be shown on screen Schedule Payment.

22. To show the result of the payment run, at first the document number of the posted document

has to be determined. Choose Edit Payments Payment List, confirm the following

screen by choosing Continue (Enter).

23. In the appearing list display, pick the document nu

24. mber of the payment document from the Payment column.

25. To display the document, use transaction FB03.

Result

The document is posting the bank account in credit and the payable account in debit with the deviating reconciliation account. On the account payable a down payment with special G/L indicator A is posted. The down payment request (special G/L indicator F) became balanced by the payment program.

4.4 Posting Vendor Invoices

Use

You receive the invoice from the vendor and post it in the system. Vendor Invoices for material are posted in materials module, Refer document for this. You can also post invoices in FI for other than materials like expenses for example as explained below.

Note: The most vendor invoices are posted with logistics. Such invoices will need to be posted for material with purchasing.



Procedure




Document Entry Invoice

Transaction code FB60


Business role Accounts Payable Accountant (SAP_NBPR_AP_CLERK-S)

Business role menu Accounts Payable Posting Invoices Enter Vendor Invoice w/o PO Reference

2. On the Enter Vendor Invoice screen, make the following entries:


Vendor <select vendor> Refer Master Data

Invoice Date * for example today’s date

Reference (*) optional


Currency NGN NGN

Calculate tax X select

Tax Code * select

3. Choose the Tax tab. A message informs you of an existing balance of down payments.

Confirm the message with Continue (Enter).

4. Make the following entry:


Tax Code * domestic input tax; for example V1 = 5% for Nigeria

5. Choose the Payment tab.

6. On the Enter Vendor Invoice / Payment screen, enter the following data.


G/L Account * (all cost elements; G/L accounts > 499.999)

for example 640020

D/C Debit

Amount in Document Currency

* Gross amount; for example 6250





Cost Center

CORPRATE CENTER

Cost center 1002

CHIEF FINANCIAL OFFICER

UNICO

Cost center 2002 COMMERCIAL

CAP

Cost center 3010 FINANCE/IT

UFL

Cost center 4010

PROCUREMENT – HEAD OFFICE

SWAN

Cost center

4120


GCL

Cost center 5177 Quality Assurance

To allow the entry on the complete entry screen, double-click the line item and enter the data here. Then choose Back (F3) to return to the initial screen.

7. Enter the following data for the item:


G/L Account * 640000

D/C Debit Debit


* for example 5500


Cost Center

CORPRATE CENTER

Cost center 1002


UNICO


CAP




UFL

Cost center 4010


SWAN

Cost center

4120


GCL


8. Choose the Basic Data tab. Choose Post (Ctrl + S).

4.5 Posting Vendor Invoices with Document Packing

Use

You receive G/L account documents that have to be posted manually in the SAP system but require vetting and approval before posting.

Procedure




Document Entry Invoice

Transaction code FB60 (FV50)


Business role Accounts Payable Accountant (SAP_NBPR_AP_CLERK-S)

Business role menu Accounts Payable Posting Invoices Enter Vendor Invoice w/o PO Reference

To execute this activity please refer to process steps 2 – 8 of 4.1.1 of this document above

1. select pack (fF8). This sends a message to the authorise to review the document for approval. To view message, use transaction cose SBWP to display message

2. Ot the Business Workplace of XXXXXXX screen, click on the workflow icon to display document. Preview and select Approve or Deny action for the document

If the document is satisfactory, scoose approve else choose deny. If it is denies, it will be refered back to the originator of the document with the neccessary



information to make the necesary ammendment then the process can be repeated.

3. If Approve, choose satisfactory then Post (Ctrl + S) to Post the document,

4. Else, choose unsactifactory, make the necessary correction then post

5. Make a note of the document number.

Result

The invoice has been posted. For further processing, make a note of the document number.



4.6 Down Payment Clearing

Use

You now want to clear the down payment with the invoice so that, in a later payment run, only the open difference remains to be paid.

Procedure




Document Entry Down Payment Clearing





Business role menu Accounts Payable Posting Document Processing (Homepage)

2. Only SAP NetWeaver Business Client (SAP NWBC): Choose the tab All Vendor Line Items Open.

3. Only SAP NetWeaver Business Client (SAP NWBC): Mark the first row of the required business partner and choose Clear Vendor Down Payments.

4. On the Clear Vendor Down Payment: Header Data screen, make the following entries:


Document Date * for example today’s date


code>

1000, 2000, 3000, 4000, 4010 or 5000

Currency/Rate Currency NGN currency NGN for example

Account <select vendor> Vendor account you want to clear

Relevant Invoice * Enter the document number of the invoice that you have posted.

5. Choose Process Down Payments. The down payment document created by the payment program is then displayed.

6. Select the down payment document, and then choose Post (Ctrl + S). The system now displays the document overview. At the bottom of the screen, a message appears requesting you to correct the marked (in blue writing) line items.

7. Select the line item highlighted in blue color by double-clicking it. Enter a text for example Down payment clearing.



Result

The down payment has been cleared and the balance of the account is zero again. The system posts a new item in the vendor account. The new item can now be handled as a partial payment, and included and cleared when an outgoing payment is made (or by the payment program).

4.7 Entering Vendor Credit Memo with Reference to Invoice

Use

You receive vendor credit memos regarding a deficient delivery of the goods you ordered. The credit memo has to be posted manually in the SAP system.

Procedure




Document Entry Credit Memo

Transaction code FB65




Business role menu Accounts Payable Posting Invoices - Enter Vendor Credit Memo w/o PO Reference

2. Enter the following data unless it is already defaulted by the system:



code>

1000, 2000, 3000, 4000, 4010 or 5000

3. Choose Enter.

4. On the Enter Vendor Credit Memo: Company Code 1000, 2000, 3000, 4000, 4010 or 5000 : screen, make the following entries:

Basic data:


Vendor <select vendor>





Currency NGN NGN

Calculate tax X

Item data:




G/L Account * (all cost elements; G/L accounts > 499.999)

for example 640020

D/C Credit Credit


* for example 200 (must be the same amount as mentioned within row amount)

Tax Code * domestic tax code; for example V1 = 5% (Nigeria)

Cost Center

CORPRATE CENTER

Cost center 1002


UNICO


CAP


UFL

Cost center 4010


SWAN

Cost center

4120


GCL


5. On the Payment tab, on the Enter Vendor Credit Memo: Company Code 1000, 2000, 3000, 4000, 4010 or 5000 :- Payment screen, make the following entries:


Invoice Reference (*) If an invoice reference exists

If you enter the FI document number of the invoice in the Invoice Reference field, the invoice payment data are automatically copied (baseline date for payment, terms of payment). This ensures that the invoice and the credit memo is taken into account for payment at the same time. Confirm the respective message with Enter. If you do not enter an invoice reference, the credit memo created is due immediately.

Result



The credit memo is posted.

4.8 Reviewing and Releasing Blocked Invoices

Use

This activity reviews and releases blocked invoices.

Procedure



SAP ECC menu Logistics Materials Management Logistic Invoice Verification

Further Processing Release Blocked Invoices

Transaction code MRBR




Business role menu Accounts Payable Posting Invoices Release Blocked Invoice w/PO Reference

2. In the Company code field, enter 1000, 2000, 3000, 4000, 4010 or 5000 : and choose Execute.

3. On the Release blocked invoices screen, choose the invoices to be released, and then choose Release Invoice.

4. Choose Save.

If the invoice is not authorized, resolve any issues, then re-run this transaction. Otherwise, go to the next step.

Result

The invoice(s) are released for payment.

4.9 Selecting Invoices to be Paid (Proposal Run)

Use

This activity selects the invoices to be paid.

Procedure














Run Date * for example today’s date

Identification * identifying information





Docs Entered Up To

* for example today’s day


code> 1000, 2000, 3000, 4000, 4010 or 5000

Prmt Meths Payment Methods CE select the payment method you want to post (for example <CE>)

Next p/date Next Posting Date * the day of the next posting date you want to run

Vendor * all vendors all vendors (Note: If you want to select specific vendors, you can select

(multiple selection) and enter single value of vendors.)


6. Choose the Status tab.

7. Choose Schedule Proposal (shift f1). Confirm the dialog box.

8. On the Schedule Proposal screen, make the following entries:



Start immediately X

Create Payment Medium

X

9. Choose Schedule (Enter). The message Proposal run has been scheduled appears at the bottom of the window.



10. Choose – for more than one time - Status (Shift + F2) to update the status.

11. As soon as the proposal run has been finished, this is shown on screen Automatic Payment Transactions: Status.

12. Do not leave the transaction, as you will need to continue the next transaction from this point.

Result

The Vendor open items are selected for payment.

4.10 Reviewing and Blocking Invoices for Payment as Needed

Use

This activity reviews and blocks/ unblocks invoices for payment.

If you block/unblock an invoice, only the payment block indicator A can be changed. All the other indicators are set in logistics and cannot be changed with FI.

Procedure










2. On the Status tab, choose Proposal (change).

3. Select All accounting clerks and choose Enter. The list of vendors and amounts to be paid displays.

4. To review invoices for a particular vendor, double-click that vendor's line. A list of invoices displays.

5. To block a particular invoice for the payment run, put the cursor on that invoice and choose Change.

6. Enter the payment block indicator and choose Continue.

7. To unblock a particular invoice for the payment run, put the cursor on that invoice and choose Change.

8. Delete the payment block indicator and choose Continue.



9. Choose Save.

10. Do not leave the transaction, as you need to continue the next transaction from this point.

Result

Unneeded vendor open items are blocked for payment.

For displaying the print output and the payment media to be processed by the bank, refer to the next chapters 4.10.1 and 4.10.2. In these chapters you can see how the payment summary, the payment list and the exception list can be executed.

After having processed the payment you can check the result, for example by displaying the documents that have been posted, on the Vendor Line Item Display screen.

4.11 Posting Payments using the Payment Program

Use

The difference between the down payment, the credit note and the invoice will now be posted automkatically by the payment program.

You can generate payment media using either the classic payment medium programs (RFFO*), or payment medium formats from the Payment Medium Workbench.

Both alternatives are described in the following steps.

4.11.1 Creation of Payment Media using Payment Media Workbench (Altern. 1)

Use

This scenario describes the process of posting vendor invoices and explains how the invoices are paid by check or bank transfer. It also describes how the payment is debited from the bank account via the account statement and how the account statement is post processed.

Prerequisites

1. Vendor invoices (vendor with payment methods E).



Procedure












Run Date <Any date for

identification> for example today’s day

Identification <Unique Run

Identifier> identifying information




Posting Date <Posting date of

the documents> for example today’s day

Docs Entered Up To

<Entry date of the

documents to be

considered>

for example today’s day


code> 1000, 2000, 3000, 4000, 4010 or 5000

Prmt Meths Payment Methods

E

Next p/date Next Posting Date

<Specify the day

of the next

payment run>

the day of the next posting date you want to run e.g (today +1 month)

Vendor <Start of range of

vendors to be

included in the

payment run>

to <End of range of

vendors to be

included in the

payment run>





7. Choose the Status tab.

8. Choose Proposal (Schedule Proposal Shift + F1).

9. In the Schedule Proposal dialog box, enter the following data:


Start date Specify start date For example Today’s date

Start immediately X

10. Choose Schedule (Enter).

11. Keep choosing Status (Shift + F2) until the status text changes to Payment Proposal has been created.

12. You can view the Proposal by selecting ‘Display Proposal (Shift + F9) and view the

proposal log by selecting ‘Display Proposal Log (Shift + F7)

13. To Edit the proposal and Select Items to be paid and Paying Bank for Items Select Edit Proposal (Shift+F4) and Continue (Shift+F1) the all accounting clerks screen. A list of Customers to receive payments for is displayed.

14. Double Click on a Customer and a list of Open Items is displayed. Double Click an Item to receive payment for and select the Reallocate (F6)

15. Enter the following data and Continue and then Save


Payment Method E Transfer Out

House Bank ACCSS Access Bank PLC

Account ID ACCS1 Access Account 1

16. Go back to Main screen you have the message “Payment proposal has been edited”

17. Choose Pmnt Run (Schedule Payment Run (F7)). Confirm the Schedule payment dialog box with Yes.

18.

19. Choose Schedule Payment run (F7). Confirm the dialog box.




Start immediately X select indicator


X


22. Choose – more than one time - Status (Shift + F2) to update the status.

23. As soon as the payment run has been finished, this will be shown on screen Schedule Payment. The number of generated and completed posting orders is displayed.



24. Make a note of the DME reference numbers (GB_BACS) You will need these later for the manual account statement.

To find out the DME reference numbers, go to DME Administration by choosing Environment

Payment Medium DME Administration. By double-clicking the data medium, you can display its attributes. Make a note of the reference number (Data Medium tab) for the domestic payment GB_BACS.(

25. For additional information regarding the payment, see the payment summary, which is automatically generated as a spool list as well.

26. In addition you can create the payment list and the exception list. To do so, choose Edit

Payments Payment List or Edit Payments Exception List. Choose Continue (Enter) to execute the list.

Result

The invoices have been paid taking a cash discount into account and posted to the bank clearing accounts. The generated DME files can now be sent to the bank, which executes the payment.

4.11.2 Creation of Payment Media using Classical Payment Medium Program (Altern. 2)

Use

You receive the invoice from the vendor and post it in the system.

Prerequisites

.

Vendor invoices (vendor with payment methods C).



Procedure












Run Date <Any date for

identification> for example today’s day

Identification <Unique Run

Identifier> identifying information




Posting Date <Posting date of

the documents> for example today’s day

Docs Entered Up To

<Entry date of the

documents to be

considered>

for example today’s day


code> 1000, 2000, 3000, 4000, 4010 or 5000

Prmt Meths Payment Methods

C

Next p/date Next Posting Date

<Specify the day

of the next

payment run>

the day of the next posting date you want to run (e.g. today + 1month)

Vendor <Start of range of

vendors to be

included in the

payment run>

to <End of range of

vendors to be

included in the

payment run>




6. Choose Printout/data medium.

7. Make the following entries:


Program RFFOUS_C Payment media program for payment type C

Variant BPFIGB_C_10 The variant for payment method C


9. Choose Status.

10. Choose Proposal (Schedule Proposal Shift + F1).

11. In the Schedule Proposal dialog box, enter the following data:


Start date Specify start date For example Today’s date

Start immediately X

12. Choose Schedule (Enter).

13. Keep choosing Status (Shift + F2) until the status text changes to Payment Proposal has been created.

14. You can view the Proposal by selecting ‘Display Proposal (Shift + F9) and view the

proposal log by selecting ‘Display Proposal Log (Shift + F7)

15. To Edit the proposal and Select Items to be paid and Paying Bank for Items Select Edit Proposal (Shift+F4) and Continue (Shift+F1) the all accounting clerks screen. A list of Customers to receive payments for is displayed.

16. Double Click on a Customer and a list of Open Items is displayed. Double Click an Item to receive payment for and select the Reallocate (F6)

17. Enter the following data and Continue and then Save


Payment Method D Transfer In

House Bank ACCSS Access Bank PLC

Account ID ACCS1 Access Account 1

18. Go back to Main screen you have the message “Payment proposal has been edited”

19. Choose Pmnt Run (Schedule Payment Run (F7)). Confirm the Schedule payment dialog box with Yes.

20. Choose Schedule Payment run (F7). Confirm the dialog box.



Start Date * for example today’s date

Start immediately X





X


23. Choose – more than one time - Status (Shift + F2) to update the status.

24. As soon as the payment run has been finished, this will be shown on screen Schedule Payment. The number of generated and completed posting orders is displayed.

25. tabFor additional information regarding the payment, see the payment summary, which is automatically generated as a spool list as well.

In addition you can create the payment list and the exception

list. To do so, choose Edit Payments Payment List or Edit

Payments Exception List. Choose Continue (Enter) to execute the list. Result

The invoices has been paid taking a cash discount into account and posted to the bank clearing accounts. The generated DME files can now be sent to the bank, which executes the payment.

4.12 Posting Manual Outgoing Payment

Use

You can post outgoing payments either manually or automatically (payment program SAPF110).

The manual posting process is described below. You process like this especially in case of manual payment or a manual step by step posting of the account statement.

Prerequisites

A new payment method 9 has to be to configured for using this alternative.

Procedure




Document Entry Outgoing payment Post





Business role menu Accounts Payable Posting Payments Post Outgoing Payments

2. On the Post Outgoing Payment: Header Data screen, make the following entries:






Posting Date * for example today’s date


code> 1000, 2000, 3000, 4000, 4010 or 5000

Currency NGN NGN


Bank data

Account * (bank transfer domestic account)

for example 161613


Value Date * for example today’s date

Open item selection

Account <select vendor> Enter the existing Vendor with open invoice:

Account Type K


3. Choose Process Open Items.

4. On the Process Open Items: select the required item (Open invoices, credit memos, and so on).

5. Choose Post (Ctrl + S). The system displays the message Document XXXXXXXXXX was posted in company code

1000, 2000, 3000, 4000, 4010 or 5000 : Check the posted document using Document Display

Result

The document posts the bank account (Bank transfer domestic) on the credit side and the vendor with the alternative reconciliation account (Domestic payables) on the Debit side. The system clears the open invoices and credit memos that were selected during the process open items along with payment made.

4.13 Manual Bank Statement Processing

Use

The bank debits the bank transfer, and the foreign bank transfer directly from your account.

Procedure

To execute this activity, run the processes in the Cash Management (160) scenario, using the master data from this document.



5 Appendix

5.1 Reversal of Process Steps

In the following section, you can find the most common reversal steps, which you can take to reverse some of the activities described in this document,

Down Payment Request

Transaction code ( SAP GUI) F-47

Reversal: Reverse Document

Transaction code ( SAP GUI) FB08



Business role menu Accounts Payable Posting Document Processing: select line (business partner) and choose Reverse Document

Comment The reversal document has no line items; only the original document is cleared with the number of the reverse document

Post Vendor Invoices







Comment A new reversal document is created with the inverted posting keys of the original document

Vendor Credit Memo







Comment A new reversal document is created with the inverted



posting keys of the original document

5.2 Used Forms

Use

In some of the activities of this business process, forms are used. The table below provides details on these forms.

Common form name

Form type

Used in process step

Output type

Technical name

Payment Advice Note

SAPscript 4.10 New YB_IN_AVIS

Cheque SAPscript 4.10 New YB_PRENUM_CH

EDI Accompanying sheet

SAPscript 4.10 New

YB_F110_EDI_01

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