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Accounts PayableProcess Walkthrough
March 2, 2007
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Objectives
Present the Accounts Payable process in SAP
Explain the Vendor Management process
Present screenshots on:
How to create a VendorHow to create and approve an invoice
How to drill down to the Purchase Order and Goods Receipt
Give a high-level overview of the Imprest Fund Process & Reimbursement
Training Curriculum
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BTS Scope
Portals, Business Warehouse, and Workflow
Finance
General Ledger Accounts Receivable Grants Management Project Systems Funds Management Controlling Internal Orders Financial Reports: BTS
management reports
(Finance) Portal
HR/Payroll/Budget
Organization Mgmt. Personnel Administration Benefits Time Management Payroll Position Budget Control Budget Development Budget Maintenance HR/ Payroll Reports
Financial Reports: BTSmanagement reports (HR)
Procurement,Accounting,
MSS and ESS
Procurement Supplier Relations
Management
Inventory Contracts Accounts Payable Asset Management Cash Management Travel Management Controlling (Job Cost) Availability Control Manager Self-Service Employee Self-Service
Release 1Go-Live: July 2006
Release 2Go-Live: Jan 2006
Release 3Go-Live: July 2007
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Accounts Payable Process
Accounts Payable
Managing VendorsCreation of a master record for each of the Districts vendors. Masterrecords control how business transactions are recorded and processed
Managing InvoicesInvoices are entered as parked in SAP. A work flow notifies approversto post invoices. There are PO related invoices, non PO related invoicesand interfaced invoices
Processing Claims andReimbursements
Claims and Reimbursements correspond to internal liabilities. Thesevendors are usually employees of the district (e.g. Imprest Fund
Reimbursement and Travel related claims)
Managing Retentions andWithholds
Management of liabilities to Contractors for Retentions and Withholdsby recording these in the financial system as detail line items
Managing Invoice Blocks,Returns and Corrections
After the invoice has been generated, there may be necessary actionsthat need to be done to rectify any errors or omissions. This deals withthe after the fact transactions relating to an invoice
Enabling Payment
Payment to the supplier for goods and services is based on theachievement of a required level of assurance in verifying that approvedreceipt has occurred. The process includes manual and automaticpayment
Periodic Processing inAccounts Payable
Includes 1099 processing, processing AP reports, processing interfacesand year end / month end processes
Term Concept
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SAP Key Terminology
SAP terminology Description
Legacy equivalent or
example
Park InvoiceEnter and store an unfinished invoice in the system. Aparked invoice is pending posting
Hold status
Save asCompleted
A button that initiates the workflow to the approver to approve N/A
Goods Receipts(GRIR) Account
Once goods are received, values are posted on the GRIRaccount (clearing account)
N/A
ReconciliationAccounts forvendor
Creates the liability for vendors
IFS goes directly tovouchers payable(without end-usersknowledge)
Post Invoice Approve an invoice and update the General Ledger Accepted status
Workflow
Ensures "the right work is brought in the right sequence at theright time to the right people". It is a tool designed to facilitateand automate business processes (e.g. a parked document isrouted through for approval prior to posting)
N/A
BlockedInvoices
Two types:1) Block on vendor master does not allow any transaction2) Block invoice or on hold pending new info from vendor whohas lien or garnishment , creditor assignment
1) Block of the vendoror Y Hold
2) N/A
SimulateCheck that all fields within the account string code and detailsare correct. The button validates all data and proceeds
F2 button within IFS
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High Level AccountsPayable Process Flow
A/P HighA/P High--LevelLevelProcess FlowProcess Flow
Start Here
ReceiveInvoice
Check Vendorinformation
Create and
Park Invoice
Validate aninvoice
ApproveInvoice (Post)
Pay Invoice
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Vendor ManagementProcess Overview
Z001General Vendors
1000000-1999999
Z005Charter Schools
5000000-5999999
Z006Employees
6000000-6999999
Z007
Miscellaneous7000000-7999999
General Vendors are winning biddersVendors are Self RegisteringSensitive fields are regulated
Charter Schools are created at thebeginning of the year. Used for paying revenues/ property taxesthat District received on their behalf
Employee vendors are used to administerreimbursement transactions (e.g. Travel ) Created through HR Employee Number
Vendor Services/Procurement
Vendor Services/Accounting
Vendor Services/HR Unit
Vendor Services
NO Purchase Orders are necessary tocreate invoices (e.g. Imprest Fund
reimbursements)
Vendor AccountGroup
Description Managed by
950001
950002
950003
950004
ReconciliationAccount
A/P HighA/P High--LevelLevel
Process FlowProcess Flow
Start Here
ReceiveInvoice Check
Vendorinformation
Create andPark
Invoice
Validate aninvoice
ApproveInvoice(Post)
Pay Invoice
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How to Create a Vendor(XK01)
1. Enter 1000 forthe Company code,
1000 for thePurchasing
Organization andselect the Account
Group
2. Click Enterto validateentries and
proceed to thenext screen
A/P HighA/P High--LevelLevelProcess FlowProcess Flow
Start Here
ReceiveInvoice Check
Vendorinformation
Create and
ParkInvoice
Validate aninvoice
ApproveInvoice(Post)
Pay Invoice
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Create Vendor Address
3. Click Enterto validateentries and
proceed to thenext screen
1. Fill innecessary
information aboutthe vendor.Please note:
Region refers to aUS State
2. Fill with keyname forvendor
A/P HighA/P High--LevelLevelProcess FlowProcess Flow
Start Here
ReceiveInvoice Check
Vendorinformation
Create and
ParkInvoice
Validate aninvoice
ApproveInvoice(Post)
Pay Invoice
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Insert Tax and AccountingInformation
1. Insert vendorstax number, forexample, 999-
99-9999
3. Insert Recon. Accountnumber 950001. The
Recon. Account is based onvendor account group. It isdefaulted for invoice and
payment transactions
4. This is pre-populatedwith the IFS vendor
number duringconversion of IFS
vendor to SAP
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2. Click Enter
to validateentries and
proceed to thenext screen
5. Click Enterto validateentries and
proceed to thenext screen
A/P HighA/P High--LevelLevelProcess FlowProcess Flow
Start Here
ReceiveInvoice Check
Vendorinformation
Create and
ParkInvoice
Validate aninvoice
ApproveInvoice(Post)
Pay Invoice
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Select PaymentConditions
11 4. Click Enter
to validateentries and
proceed to thenext screen
3. Enter tolerancegroup Z001. A tolerance group enables
the system to have a guideline of executing ornot executing a request based on the amount
2. Click the drop down
button of thePayment Methods
and select the appropriatepayment method. For
example, A is Mail to Payee
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1. Select chk double inv.,if not selected already. Thisfield enables the system tocheck invoice for duplicate
A/P HighA/P High--LevelLevel
Process FlowProcess Flow
Start Here
ReceiveInvoice Check
Vendorinformation
Create andPark
Invoice
Validate aninvoice
ApproveInvoice(Post)
Pay Invoice
l hh ld
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Apply Withholding Tax
1. Click onWith t. type
(Withholding taxtype) drop down
button
2. In the pop upwindow, insert thecorrect withholding
tax for the invoicetype
11
3. Click Enterto validate
entries andproceed to thenext screen
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A/P HighA/P High--LevelLevel
Process FlowProcess Flow
Start Here
ReceiveInvoice Check
Vendorinformation
Create andPark
Invoice
Validate aninvoiceApprove
Invoice(Post)
Pay Invoice
P h i D t
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Purchasing Data
2. Footer will confirm that thevendor has been created
1. If checked,
Good Receipts willpre calculated
when a PurchaseOrder is createdfor this vendor
A/P HighA/P High--LevelLevel
Process FlowProcess Flow
Start Here
ReceiveInvoice Check
Vendorinformation
Create andPark
Invoice
Validate aninvoice
ApproveInvoice(Post)
Pay Invoice
H t Di l V d
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How to Display Vendor(XK03)
3. Check all the boxes to ensurethat all information of the
inquired vendor is captured.This section enables the user toaccess and display informationregarding the vendor system
master data. Only VendorService Unit and AP unit will be
able to view tax accountinformation
4. ClickEnter to
validateentries andproceed to
the nextscreen
1. Enter Vendor, forexample, 7000012
and Company Code, forexample, 1000information of theinquired vendor
2. To searchfor a vendorclick drop
down button
A/P HighA/P High--Level ProcessLevel Process
FlowFlow
Start Here
ReceiveInvoice Check
Vendorinformation
Create andPark Invoice
Validate aninvoice
ApproveInvoice(Post)
Pay Invoice
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Viewing vendorinformation
1. The inquiredvendors
information isdisplayed on thefirst page, under
Address
2. Check onthe nextpage to view
additionalinformation
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22
A/P HighA/P High
--LevelLevel
Process FlowProcess Flow
Start Here
ReceiveInvoice Check
Vendorinformation
Create andPark
Invoice
Validate aninvoice
ApproveInvoice(Post)
Pay Invoice
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Viewing vendorinformation (contd)
2. This number
refers to thevendor number
within the legacysystem
1. This Recon.Account will becredited after
invoice is createdfor the vendor
3. Additionalinformation can
be viewedthrough the back
and forwardbutton
A/P HighA/P High--LevelLevel
Process FlowProcess Flow
Start Here
ReceiveInvoice Check
Vendorinformation
Create andPark
Invoice
Validate aninvoice
ApproveInvoice(Post)
Pay Invoice
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PO Based
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PO BasedInvoice Processing
AP PO
Invoice
Processor
AP PO
Invoice
Approver
AP PO based InvoiceProcessor enters the
transactions and parks the
document
AP PO Based InvoiceApprovers will give the
final approval of the invoice
Paper
Based
Supporting Docs
Threshold
Level
AP PO
Invoice
Processor
Paper
Based
Supporting Docs
Note: Below threshold,
theres no workflow!
(to be determined)
A/P HighA/P High--LevelLevel
Process FlowProcess Flow
Start Here
ReceiveInvoice Check
Vendorinformation
Create andPark
Invoice
Validate aninvoice
ApproveInvoice(Post)
Pay Invoice
Non PO Based
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Non PO BasedInvoice Processing
AP Non PO
Invoice
Processor
AP Non PO
Invoice
Approver
AP Non PO (incoming)Invoice Processor enters the
transactions and parks the
document
AP Non PO Approverswill give the final
approval of the invoice
Paper
Based
Supporting Docs
Threshold
Level
AP Non PO
Invoice
Processor
Paper
Based
Supporting Docs
Note: Below threshold,
theres no workflow!
(to be determined)
A/P HighA/P High--LevelLevel
Process FlowProcess Flow
Start Here
ReceiveInvoice Check
Vendorinformation
Create andPark
Invoice
Validate aninvoice
ApproveInvoice(Post)
Pay Invoice
Interface Invoice
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AP Interfaced
Invoice
Processor
Accounts Payable
AP Interfaced
based invoices can
be a PO base ornon-PO base.
Interface Process
System
UTILITIES
Various vendorupload files
FIRS
Interface InvoiceProcessing
A/P HighA/P High--LevelLevel
Process FlowProcess Flow
Start Here
ReceiveInvoice Check
Vendorinformation
Create andPark
Invoice
Validate aninvoice
ApproveInvoice(Post)
Pay Invoice
Invoice Processing
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Invoice Processing Initiated Outside AP
Invoice
Initiator
AP PO
Invoice
Approver
Accounts Payable
Individuals outside
the AP unit prepare the
document by entering the
transaction and parking the
invoice. The initiator will doa Save As Completed to
create a work item for
approval of the Invoice
Approver
These approvers in the AP department
will approve the documents either through the
Non PO or the PO way of releasing documents
AP Non PO
Invoice
Approver
or
A/P HighA/P High--LevelLevel
Process FlowProcess Flow
Start Here
ReceiveInvoice Check
Vendorinformation
Create andPark
Invoice
Validate aninvoice
ApproveInvoice(Post)
Pay Invoice
Create a Non PO Parked
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C eate a o O a edInvoice(FV60)
2. Enter Items onto required fields. Requiredfields includes: G/L account: 430001, Amount:100.00, Fund, 010-0000, Functional Area,
1110-1000-14170 and Cost Center, 1201401.Additional notes could be added within the Text
column at the end of the item description
1. For a Non Purchasing orderinvoice, Enter Vendor, 10000033,
Invoice Date, 02/16/2007,Reference number, Invoiceand invoice amount, 100.00
3. ClickEnter to
validate
entries andproceed tothe nextscreen
A/P HighA/P High--LevelLevel
Process FlowProcess Flow
Start Here
ReceiveInvoice Check
Vendorinformation
Create andPark
Invoice
Validate aninvoice
ApproveInvoice(Post)
Pay Invoice
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Validating a parked
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g pinvoice
11
22
2. Click Back afterreviewing the invoice
3. Click on Save ascompleted. this will triggerworkflow. The approver willreceive an e-mail with a link
to check his/her inbox to
view/approve/reject therequest
1. Click on Simulate
before saving theinformation. This willproceed to next screen
to for an overview of thedocument before
submittingA/P HighA/P High--LevelLevel
Process FlowProcess Flow
Start Here
ReceiveInvoice Check
Vendorinformation
Create andPark
Invoice
Validate aninvoice
ApproveInvoice(Post)
Pay Invoice
Create an Invoice(Purchase Order)
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(Purchase Order)(MIR7)(MIRO)
2. Enter invoice date, amount,100.00 and also reference,
Invoice Number ClickSimulate to pull up PO and GLdetails and validate transaction
1. Enter Purchasing OrderReference code,4500000037
A/P HighA/P High--LevelLevel
Process FlowProcess Flow
Start Here
ReceiveInvoice Check
Vendorinformation
Create andPark
Invoice
Validate aninvoice
ApproveInvoice(Post)
Pay Invoice
Create an Invoice
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(Purchase Order) (contd)
1. After clicking Enter,the purchase order will show
up. Click on the purchaseorder link to display the
purchase order and relatedgoods receipt
A/P HighA/P High--LevelLevel
Process FlowProcess Flow
Start Here
ReceiveInvoice Check
Vendorinformation
Create andPark
Invoice
Validate aninvoice
ApproveInvoice(Post)
Pay Invoice
Create an Invoice(P h O d ) ( td)
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(Purchase Order) (contd)
2. The Purchase Orderinformation will pull
up. The user can then
click into the generalledger and/orpurchasing order links
A/P HighA/P High--LevelLevel
Process FlowProcess Flow
Start Here
ReceiveInvoice Check
Vendorinformation
Create andPark
Invoice
Validate aninvoice
ApproveInvoice(Post)
Pay Invoice
How to Post an Invoicef P h O d
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for Purchase Order(MIR6)
1. Enter the necessaryparameters
2. Check all the entrytypes and invoice
status regardingparked invoice,including Background
3. Click on theExecute button
to verify andproceed to the
next screen
A/P HighA/P High--Level ProcessLevel Process
FlowFlow
Start Here
ReceiveInvoice Check
Vendorinformation
Create andPark Invoice
Validate aninvoice
ApproveInvoice(Post)
Pay Invoice
How to Post an Invoice(contd)
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(contd)
2. Select an invoice, e.g.,5105600135 by clicking on
the edit button
1. Select the listedparked invoices toinquire and/or post
A/P HighA/P High--LevelLevel
Process FlowProcess Flow
Start Here
ReceiveInvoice Check
Vendorinformation
Create andPark
Invoice
Validate aninvoice
ApproveInvoice(Post)
Pay Invoice
How to Post an Invoice(contd)
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(cont d)
1. Review theinvoice and
click the Savebutton to post
the invoice
A/P HighA/P High--Level ProcessLevel Process
FlowFlow
Start Here
ReceiveInvoice Check
Vendorinformation
Create andPark Invoice
Validate aninvoice
ApproveInvoice(Post)
Pay Invoice
Imprest Fund Workflow
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Imprest
Preparer
Imprest
Owner
AP Imprest
Approver
Imprest preparers
enter the pro-forma
Journal Entries
Imprest Owners
review the transaction
and execute the
Save as Completed
to trigger the workflow
Imprest Approvers
will give the final
approval
Accounts Payable
Schools/ Offices
AP Imprest
Reviewer
AP Imprest
Approver
Paper
Based
Supporting DocsIf the AP Imprest
reviewer gets a form
based request, he/she will enter the
JV Invoice and do save as completed
to create a work item for the AP
Imprest Approver
A/P HighA/P High--LevelLevel
Process FlowProcess Flow
Start Here
ReceiveInvoice Check
Vendorinformation
Create andPark
Invoice
Validate aninvoice
ApproveInvoice(Post)
Pay Invoice
Claims Reimbursements
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Imprest FundPreparer
Imprest FundReviewer
Imprest FundApprover
Imprest Fund
AP ReceiveInvoice
From varioussources
AP InvoicePreparer
AP InvoiceApprover
Travel Reimbursement Others
TravelManagement
Module
POSTSettlement
(post) POST
TravelProcessor
A/P HighA/P High--LevelLevel
Process FlowProcess Flow
Start Here
ReceiveInvoice Check
Vendorinformation
Create andPark
Invoice
Validate aninvoiceApprove
Invoice(Post)
Pay Invoice
Accounts Payable
Payment Processing
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Receive
Warrants
Automatic
Processing
(F110)
Parameters
Set-up
Payment Processing
Payment
Run
Manual
Processing
(F-53)
Proposal
Run
LACOE
Payment List
Interface
EnterTransactions
Update
Peoplesoftmanually
Warrants PaymentRegister
List
Interface
To SAP
A/P HighA/P High--LevelLevel
Process FlowProcess Flow
Start Here
ReceiveInvoice Check
Vendorinformation
Create andPark
Invoice
Validate aninvoice
ApproveInvoice(Post)
Pay Invoice
Payment
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In SAP you will be able to run a payment
SAP lists on the posted orders from the given parameters
You will be able to look up vendor information
By Vendor
By using Search Help
By Time FrameOther factors includes:
Fiscal Period
Balances
Absolute total commitments
Master Record Recon. Account
Line Items Reconciliation Account
Posting Date
Document Date
Net Due Date
A/P HighA/P High--LevelLevel
Process FlowProcess Flow
Start Here
ReceiveInvoice Check
Vendorinformation
Create andPark
Invoice
Validate an
invoiceApproveInvoice(Post)
Pay Invoice
Summary of AP RelatedKey Changes
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Key Changes
Key Changes
Vendor management in SAP will affect LAUSDs supply chain. Vendors will be categorized byaccount groups and vendor numbers will change. Each account group will be assigned a vendornumber range. E.g., general vendor numbers will range from 1,000,000 to 1,999,999.
Vendors and bidders will have the ability to self-register and pre-enter information in SupplierRelationship Management (SRM).
In the legacy system, withholds and retentions were not booked or recorded. In SAP, they willbe recorded as liabilities.
In the new system, invoices above a specified threshold will be entered as parked documents.Parked documents will be saved as completed and this will trigger the approval workflowprocess, which means that a message is sent to an approver letting them know that an invoice
has been entered and is awaiting their approval. Once the invoice is approved, the paymentprocess will proceed until a warrant is generated. This park and post workflow functionalitystabilizes the line of authorities.
Imprest fund managers will have the ability to enter transactions in SAP as parked documentsinstead of submitting paper for claim reimbursements. As a parked document, it is submitted to
AP for approval. In SAP, a select group of AP branch supervisors will have the ability to release blocked invoices.
AP will no longer create an asset shell when they book an invoice. The Purchase Requisitioner willrequest for an asset shell to be created. Fixed Asset Accounting will create asset shells. If arequestor mistakenly expenses an item instead of creating an asset then AP is the gatekeeper
who should catch the mistake.
Training CurriculumSample
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Sample
Accounts Payable
28 Hr
Basic Navigation
3 Hr
Account StringWizard
WBL 1HR
Basic Navigationfor SAP R/3WBL 1HR
AP100 Processinginvoices with
purchase orders
ILT 8 HR
AP125 Processinginvoices without
purchase
orders/claims
ILT 8 HR
AP150 ImprestFund
reimbursementclaims
ILT 4 HRAP200 ProcessingPayments ELT
8 HR
Communication andTraining Highlights
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g g g
Feb March April May
2007
June
End UserTraining
July
Go LiveCampaign
Process Walkthroughs
One month prior to the start of training, each BTS user will receive apersonalized e-mail called My change and training guide. The guide lists
the training courses each individual must enroll in.
How to Access AP
and General
Reports
Post Go Live
ESS/MSS
Communication
Campaign
AP Packet: What s
New for the AP
Department
More Project Information
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To learn about the BTS project:Check out the BTS Website (www.lausd.net/bts)
E-mail address: [email protected]
Questions
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Before leaving the room, please make sure that you have:
Signed in
Completed the process walkthrough assessment survey
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