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Unit3: AccountsPayable AC010
5. Checkwhetherthecommissionamounthasbeenpostedtothereconciliation
accountintheGeneralLedger. Restrictthebalancedisplaytoyour profit
centerPRCTR##(derivedfromthecostcenterCC##automaticallybasedon
the Customizing settings).
Task 2: Enter vendor invoice (difference cost centers)
with document splitting
Besidestheinvoicefromour rentscenario(withwhichwewill continueinthe
followingtask),wereceiveaserviceinvoicefortheinspectionoftwocompany
cars. The invoicerefers totwo difference cost centersand thus two difference
profitcenters. TheinvoiceamountisEUR1,100. Theamountincludesinputtax
(tax code 1l) of 10%, that is, EUR 100. EUR 600 is attributed to cost center
CC##;EUR400tocostcenterCC00. Amasterrecordalreadyexistsforthecar
dealership(vendornumber1016). Theinvoicehasthepreviousdayastheinvoice
dateandwassentdirectlytotheaccountingdepartment,withoutgoingthrough
logisticsinvoiceverification. Theinvoicehasthenumber4##. TheG/Laccount
assignmentis toaccount 475000 (VehicleCosts).
1. Post theinvoiceto thetwocost centersspecified (CC##and CC00). Use
the with cost center screen variant. Use the G/L account 475000 as an
offsettingaccount. EntertheinvoicenumberintheReferencefieldandenter
Inspection costs group ## asthetext.
Write down the accounting document number.
Displaythedocument. Choosealayoutinwhichthe"ProfitCenter"fieldis
displayed. Youwanttomakesurethatthisdocumentissuitableforcreating
financial statementsat profit center level. Call upthe relevant document
view.
2. Display thedocument. Use the option to switchbetween each document
view. Usealayoutinwhichalltherelevantfieldsaredisplayed. Ifthisisnot
thecase,chooselayoutAC_1(LayoutwithCC,BU,PL,SEG,FA).What
distinguishestheentryviewfromthegeneralledgerview?
Task 3: Enter and track vendor invoice in connection
with account assignments relevant to cost accounting
We also receive a service invoice for the inspection of another company car.
OngoingcostsforallIDESvehiclesaretypicallyenteredinthe“Vehicles”cost
center. Atthesametime,IDESwantstobeabletoevaluatecostsforeachvehicle
with an internal order.
1. Wereceiveaserviceinvoiceforourcompanycar(car##)intheamountof
EUR550. Entertheincominginvoiceundervendornumber1016.
(Use thescreen variant STANDARD2_0100.)
Continued on next page
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AC010 Lesson: Daily Accounting Transactions in Accounts Payable
Choose the“Calculate Tax” option. Use tax code1l (input tax (training)
10%). Posttheexpensetoaccount475000,vehiclecosts. Enterthecostson
the car## order.
2. Display the costs in the cost center for vehicles (1220) and the internal
order car##.
Task 4: Create recurring entries
Inourrentscenario,therentisEUR2,000permonth(inputtaxis0%,taxcode
0I),andisdueonthefirstofeverymonth. Therentalpaymentsshouldstartnext
month. Therental agreement hasthenumber 0815andisvalidfor exactly one
year,sincetheemployeewillthenreturntohisnativecountry. Toensurethatthe
postingandpaymentoftheopenrentitemisnotforgotten,theopenitemshould
be generated automatically.
1. Createarecurringentrydocumentfortherentpayable. Thedocumentshould
bedocumenttypeKR.EnterContract 0815astheReference. Youhave
alreadycreatedthevendoraccountLANDLORD##forthelandlord. Use
thetext editformatRENTfor theitem text. Theoffsettingentry ismade
toaccount470000(occupancycosts). Debittherenttothisaccount. The
employeeworksforcostcenterCC##. ThetermsofpaymentZB00or0001
are to be used.
2. The recurring entry program must be run once a month so that actual
documentsaregeneratedfromthemonthlyrecurringentrydocuments.
Start the recurring entry program.
3. Toassistyouwiththeentriesontheselectionscreen,reportvariantAC010
was created.
Usethisvariantandreplace##withyourgroupnumberinthethreeindicated
fields. Enterthefirstofthenextmonthasthesettlementperiod.
Note: Itisimportantthatyouuseonlytherecurringentrydocuments
foryourownuser,AC010-##,soeachgroupcancarryoutitsown
recurring entries.
4. The recurringentry program generatesabatch input sessionthat mustbe
processedsotheactual documentsareposted.
Havethesystemprocessthebatchinput sessionintheforegroundsoyou
canseehowbatchinputprocessingworks. Thebatchinputsessionwould
normally be much larger (depending on the number of recurring entry
documents),andwouldbeprocessedinthebackground.
Caution: Processonlythesessionthatyoucreatedyourself.
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2009 © 2009 SAP AG. All rights reserved.
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Unit3: AccountsPayable AC010
5. Checkwhetherthebatchinputsessionhasgeneratedanopenitemforthe
rent payable.
Task 5: Post a manual outgoing payment with cheque
printing
The real estate agency, Agency##, requires the money urgently, and asks the
accountingdepartment tomakethepayment quickly.
1. ChangethelanguageintheVendorMasterRecordtothelanguageofyour
country.
2. Post amanual outgoingpayment withsimultaneouschequeprinting. The
payment is to be made via housebank 1000. Enter LP01 as the printer.
Havethesystem calculatethepaymentamount.
Useeither payment methodC(prenumberedcheques)inconnectionwith
chequelot1(Here, youspecifyalotofprenumberedchequesthatalready
existinthesystem)orpaymentmethodS(non-prenumberedcheques).
3. Writedownthenumberofthepaymentdocument.
4. Checkwhethertheoutgoingpaymenthasclearedtheoriginalopenitem,and
writedownhowmuchcashdiscountwascalculatedandposted.
Task 6: Create an automatic payment
IDEShastheA/Pdepartmentrunthepaymentprogramonceaweek. Therentis
paidautomaticallybythepaymentprogramatthebeginningofthenextmonth,
together with all the other open vendor items.
1. Createyourownpaymentrun. Enterthefirstdayofthenextmonthasthe
rundate,andyourbusinessarea,BA##,astheidentification.
2. Maintain the payment run parameters so that the payment run selects all
documentsthathavebeenenteredupuntilthefirstofnextmonthforyour
landlord’saccount,LANDLORD##,incompanycode1000. Anypayments
inthisrunshouldbemadebycheque(paymentmethodS) andpostedon
thefirstofnextmonth. Youmustenterthepostingdateofthenextpayment
run sothat thesystem candecidewhetherthepaymenthasto be madein
thispaymentrun,orwhetheritcouldwaituntilthenextpaymentrun. The
next paymentrunisaweekafter thepostingdate.
Note: IDES normally has the system include all vendors in the
paymentrun,andalsospecifiesallpaymentmethodsthatareused.
Hint: Fortestpurposes,itisadvisabletoactivatetheadditionallog
sothatanyerrorscanbemoreeasilytraced. Activatetheadditional
log for your payment run.
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AC010 Lesson: Daily Accounting Transactions in Accounts Payable
3. Havethesystem startgenerating thepaymentproposalbyschedulingthe
proposaltostartimmediately. IDESusuallyschedulesthepaymentproposal
tobeprocessedinthebackgroundattimeswhenthesystemislessbusy(at
night, for example).
Keepupdating thestatus until amessageisdisplayed telling you thatthe
payment proposal has been created.
4. Accounts payable clerks print out the payment proposal and check the
payments before the actual payment run takes place. This prevents any
incorrect payments from being made. If necessary, you can then edit the
payment proposal by editing the exception list, removing itemsfrom the
payment run, or changing payments.
Havethesystemdisplaythepaymentproposalonthescreen.
5. Youneedtodefinevariantsfortheprintprogramsbeforethepaymentmedia
andpaymentadvicenotescanbeprinted. Sincepaymentscanonlybemade
by chequein thispayment run, youonly need to choose avariant for the
appropriateprintprogram,RFFOD__S.UsetheScheckvariant,whichhas
already been set up.
6. Afterthepaymentproposalhasbeencheckedandacceptedascorrect,the
actualpaymentrunisstarted,whichpoststhepayments. Byhavingselected
avariantfortheprintprogramaheadoftime,wecanalsoprintthecheque
in this step.
Startthepaymentrunbyschedulingittostartimmediately. IDESusually
schedulesthepaymentruninthesamewayasthepaymentproposal,tobe
processedinthebackgroundattimeswhenthesystemislessbusy. Selectthe
CreatepaymentmediumcheckboxintheSchedulePaymentdialogboxto
print out the check with the payment run.
7. Gototheoutputcontrollertoviewtheautomaticallycreatedcheque.
8. Check whether the automatic payment run has cleared the original open
item. Drilldownfromthebalanceofthevendor'saccounttothepayment
document. Then view the complete payment document by using the
document overview icon.
Task 7: OPTIONAL – Display the due date analysis
report
Togainanoverviewoftheopenitemsthataredueinthefuture,youcandisplaya
drilldown report for due date analysis.
1. Carry out thisreport for company code1000.
Note: Drilldown reporting is another SAP reporting tool, in
additiontotheclassicABAPreports,SAPQuery,andtheAccounts
Receivable/AccountsPayableInformationSystem.
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Unit3: AccountsPayable AC010
Solution 9: Accounting Transactions
Within a Period in Accounts Payable
Task 1: Enter a vendor invoice and check the posting
TherealestateagentinvoicesacommissionofEUR4,400forhisservices. The
invoiceincludesinputtax(taxcode1l)of10%,thatisEUR400. AsIDEShas
oftenusedtheservicesofthisreal estateagency,amasterrecordalreadyexists
for it. ThenumberofthemasterrecordisAgency##. Thecommissioninvoice
hasthepreviousdayastheinvoicedateandwassentdirectlytotheaccounting
department,withoutgoingviathelogisticsinvoiceverification. Theinvoicehas
invoice number 1##.
1. Post the invoice to your Cost Center: CC##. Use the with cost center
screen variant. Use the G/L account 470000 as an offsetting account.
EntertheinvoicenumberintheReferencefieldandenterReal estate
commission group ## as the text.
Write down the accounting document number.
a) Choose Accounting → Financial Accounting→ Accounts Payable
→ Document Entry → Invoice.
b) Enterthecompanycodeifthecompanycodedialogboxappears.
Field Name Value
Company code 1000
Select Enter.
c) Basic data tab page:
Field Name Value
Vendor Agency##
Invoice date <yesterday’s date>
Posting Date <today's date>
Reference 1##
d) ChooseEnter. Notethelinktothevendormasterrecordontheright
of the screen.
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©2009SAPAG.Allrightsreserved. 2009
| Field Name | Value |
|---|---|
| Company code | 1000 |
| Field Name | Value |
|---|---|
| Vendor | Agency## |
| Invoice date | <yesterday’s date> |
| Posting Date | <today's date> |
| Reference | 1## |
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AC010 Lesson: Daily Accounting Transactions in Accounts Payable
Field Name Value
Amount 4400
Tax amount 400
Tax code (1I – input tax
(training) 10%)
Text *Real estate
commission group ##
e) SelectTreeonbutton. IntheScreenvariantsforitemsfolder, select
variant Z_WITH COST CENTER.
Field Name Value
G/L account 470000
D/C Debit
Doc. currencyamount 4000
Tax code 1I
Cost center CC##
f) Select Post.
g) Writedowntheaccountingdocument number.
h) Returntothe SAPEasyAccessmenu by typing /Ninthecommand
field.
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2009 © 2009 SAP AG. All rights reserved.
| Field Name | Value |
|---|---|
| Amount | 4400 |
| Tax amount | 400 |
| Tax code | (1I – input tax (training) 10%) |
| Text | *Real estate commission group ## |
| Field Name | Value |
|---|---|
| G/L account | 470000 |
| D/C | Debit |
| Doc. currencyamount | 4000 |
| Tax code | 1I |
| Cost center | CC## |
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Unit3: AccountsPayable AC010
2. Usethebalancedisplaytocheckwhetheranopenitemwascreatedforthe
vendoraccountwhenyourdocumentwasposted. Identifytheopenitemthat
was generated by your document.
a) SelectAccounting→FinancialAccounting→AccountsPayable→
Account → Display Balances.
Field Name Value
Vendor Agency##
Company Code 1000
Fiscal Year <current year>
b) Choose Execute (F8).
c) Double-clickthebalanceofthecurrentmonth.
A list of open items appears. Use the document number you wrote
downtoidentifyyourdocument. Double-clickthedocumentnumber.
3. Viewthewholedocumentbychoosingthe (CallupDocumentoverview)
icon. Althoughyouenteredonlytwoitems(avendoritemandanexpense
item),thedisplayeddocumentalsocontainsathirditem. Whatsortofitemis
it and how was it generated?
a) Drilldownonthislineitem, andthenchoosetheCallupDocument
overview icon.
Note: An input tax item hasbeen automatically generated.
Thetaxcodeyou entereddetermineswhichaccount thetax
is posted to.
b) ReturntotheSAPEasyAccessmenubytyping /Ninthecommand
field.
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©2009SAPAG.Allrightsreserved. 2009
| Field Name | Value |
|---|---|
| Vendor | Agency## |
| Company Code | 1000 |
| Fiscal Year | <current year> |
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AC010 Lesson: Daily Accounting Transactions in Accounts Payable
4. Whichreconciliationaccountisdefinedinthemasterrecordofthevendor
Agency ##?
a) Choose Accounting → Financial Accounting → Accounts Payable
→ Master Records → Display.
Field Name Value
Vendor Agency##
Company code 1000
AccountingInformation
ThereconciliationaccountisfoundontheAccountinginfoscreenof
thecompanycodedata. Inthiscase,ithasthenumber160000.
5. Checkwhetherthecommissionamounthasbeenpostedtothereconciliation
accountintheGeneral Ledger. Restrictthebalancedisplaytoyour profit
centerPRCTR##(derivedfromthecostcenterCC##automaticallybasedon
the Customizing settings).
a) Choose Accounting→FinancialAccounting→GeneralLedger →
Account → Display Balances (New).
Field Name Value
G/L account 160000
Company Code 1000
Fiscal Year Current year
b) Choose Execute.
c) ChoosetheDisplayMoreCharsicon(directlyabovethetable). Atthe
end of theProfit Center line, chooseChange. Scroll down to your
profitcenterPRCTR##,selectit(double-clickorselectline),andpress
Choose. Younowseetheexactvaluethatyouentered.
d) ReturntotheSAPEasyAccessmenubyentering/Ninthecommand
field.
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2009 © 2009 SAP AG. All rights reserved.
| Field Name | Value |
|---|---|
| Vendor | Agency## |
| Company code | 1000 |
| AccountingInformation |
| Field Name | Value |
|---|---|
| G/L account | 160000 |
| Company Code | 1000 |
| Fiscal Year | Current year |
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Unit3: AccountsPayable AC010
Task 2: Enter vendor invoice (difference cost centers)
with document splitting
Besidestheinvoicefromour rentscenario(withwhichwewill continueinthe
followingtask),wereceiveaserviceinvoicefortheinspectionoftwocompany
cars. The invoicerefers totwo difference cost centersand thus two difference
profitcenters. TheinvoiceamountisEUR1,100. Theamountincludesinputtax
(tax code 1l) of 10%, that is, EUR 100. EUR 600 is attributed to cost center
CC##;EUR400tocostcenterCC00. Amasterrecordalreadyexistsforthecar
dealership(vendornumber1016). Theinvoicehasthepreviousdayastheinvoice
dateandwassentdirectlytotheaccountingdepartment,withoutgoingthrough
logisticsinvoiceverification. Theinvoicehasthenumber4##. TheG/Laccount
assignmentis toaccount 475000 (VehicleCosts).
1. Post theinvoiceto thetwocost centersspecified (CC##and CC00). Use
the with cost center screen variant. Use the G/L account 475000 as an
offsettingaccount. EntertheinvoicenumberintheReferencefieldandenter
Inspection costs group ## asthetext.
Write down the accounting document number.
Displaythedocument. Choosealayoutinwhichthe"ProfitCenter"fieldis
displayed. Youwanttomakesurethatthisdocumentissuitableforcreating
financial statementsat profit center level. Call upthe relevant document
view.
a) Choose Accounting → Financial Accounting→ Accounts Payable
→ Document Entry → Invoice.
b) Enterthecompanycodeifthecompanycodedialogboxappears.
Field Name Value
Company code 1000
Choose Enter.
c) Basic data tab page:
Field Name Value
Vendor 1016
Invoice date <yesterday’s date>
Posting date <today’s date>
Reference 4##
d) ChooseEnter. Alinktothevendormasterrecordisnowshownonthe
right of the screen.
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©2009SAPAG.Allrightsreserved. 2009
| Field Name | Value |
|---|---|
| Company code | 1000 |
| Field Name | Value |
|---|---|
| Vendor | 1016 |
| Invoice date | <yesterday’s date> |
| Posting date | <today’s date> |
| Reference | 4## |
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AC010 Lesson: Daily Accounting Transactions in Accounts Payable
Field Name Value
Amount 1100
Tax amount 100
Tax code (1I – input tax
(training) 10%)
Text *Inspection costs
group ##
e) SelectTreeonbutton. IntheScreenvariantsforitemsfolder, select
variant Z_WITH COST CENTER.
Field Name Value
G/L account 475000
D/C Debit
Amount indoc. curr. 600
Tax code 1I
Cost center CC##
Field Name Value
G/L acct 475000
D/C Debit
Amount indoc. curr. 400
Tax code 1I
Cost center CC00
f) Choose Post.
g) Writedowntheaccountingdocument number.
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2009 © 2009 SAP AG. All rights reserved.
| Field Name | Value |
|---|---|
| Amount | 1100 |
| Tax amount | 100 |
| Tax code | (1I – input tax (training) 10%) |
| Text | *Inspection costs group ## |
| Field Name | Value |
|---|---|
| G/L account | 475000 |
| D/C | Debit |
| Amount indoc. curr. | 600 |
| Tax code | 1I |
| Cost center | CC## |
| Field Name | Value |
|---|---|
| G/L acct | 475000 |
| D/C | Debit |
| Amount indoc. curr. | 400 |
| Tax code | 1I |
| Cost center | CC00 |
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Unit3: AccountsPayable AC010
2. Display thedocument. Use the option to switchbetween each document
view. Usealayoutinwhichalltherelevantfieldsaredisplayed. Ifthisisnot
thecase,chooselayoutAC_1(LayoutwithCC,BU,PL,SEG,FA).What
distinguishestheentryviewfromthegeneralledgerview?
a) ChooseDocument→Display. Youareinthedisplayview“Display
Document: EntryView”. Youseethethreelineitemsthatyouentered
andthetaxitemgeneratedautomaticallybythesystem.
b) Switch the viewby choosing the layout pushbutton (in the function
toolbardirectlyabovethelineitems; thirdiconfromtheright here).
Choose Choose Layout. Select the layout AC 1 (Layout with CC,
BU,PL,SEG,FA).Thislayoutshowsthatthetwoexpenseitemsrefer
todifferentprofit centers. Thevendorlineitemandthetaxitemare
displayedwithout profit center assignment.
To ensure that thebalance sheet can also be created at profit center
level, the balance must be zero in the document at profit center
level. This iswhy document splitting is used. When the document
isposted, thesystemautomaticallysplitsthedocumentaccordingto
theCustomizingsettings. Youcandisplaythedocumentsplittingby
choosing the General Ledger View pushbutton in the application
toolbar. ChoosetheGeneralLedgerViewpushbutton. Insteadofthe
fourlineitems,sixaredisplayedinthegeneralledgerview(alsocalled
thesplitview). AftertheamountsintheG/Laccounthavebeensplit,
theamountsforthevendorpayablesandtaxitemaresplitinthesame
way. Thisensuresthatthebalanceforeachprofitcenteriszero.
Youcancheckthisbyselectingthe"ProfitCenter"columnandthen
choosingtheSubtotalsicon(twosummationsigns). Thetotalzerois
displayedforeachprofitcenter. Youcanswitchbetweentheviewsas
manytimesasyouwant. (Onlyonedocumentexistsinthedatabase;
just the display differs.)
c) ReturntotheSAPEasyAccessmenubytyping /Ninthecommand
field.
Task 3: Enter and track vendor invoice in connection
with account assignments relevant to cost accounting
We also receive a service invoice for the inspection of another company car.
OngoingcostsforallIDESvehiclesaretypicallyenteredinthe“Vehicles”cost
center. Atthesametime,IDESwantstobeabletoevaluatecostsforeachvehicle
with an internal order.
1. Wereceiveaserviceinvoiceforourcompanycar(car##)intheamountof
EUR550. Entertheincominginvoiceundervendornumber1016.
(Use thescreen variant STANDARD2_0100.)
Continued on next page
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AC010 Lesson: Daily Accounting Transactions in Accounts Payable
Choose the“Calculate Tax” option. Use tax code1l (input tax (training)
10%). Posttheexpensetoaccount475000,vehiclecosts. Enterthecostson
the car## order.
a) In the SAP Easy Access menu, choose Accounting → Financial
Accounting→AccountsPayable→DocumentEntry→Invoice.
Enterthecompanycodeifthecompanycodedialogboxappears.
Field name Value
Company code 1000
Select Enter.
Basic data tab page:
Field name Value
Vendor 1016
Invoice date <Yesterday’s date>
Posting Date <Today's date>
Reference 10##
SelectEnter. Alinktothevendormasterrecordisnowshownonthe
right of the screen.
Field name Value
Amount 550
Calculate tax
Tax code (1I – input tax
(training) 10%)
Text *Service invoice
company car car##
Choose the Tree on button. In the Screen variants for items folder,
select theSTANDARD2_0100screenvariant.
Field name Value
G/L acct 475000
D/C Debit
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2009 © 2009 SAP AG. All rights reserved.
| Field name | Value |
|---|---|
| Company code | 1000 |
| Field name | Value |
|---|---|
| Vendor | 1016 |
| Invoice date | <Yesterday’s date> |
| Posting Date | <Today's date> |
| Reference | 10## |
| Field name | Value |
|---|---|
| Amount | 550 |
| Calculate tax | |
| Tax code | (1I – input tax (training) 10%) |
| Text | *Service invoice company car car## |
| Field name | Value |
|---|---|
| G/L acct | 475000 |
| D/C | Debit |
第 144 页 / 共 499 页
Unit3: AccountsPayable AC010
Field name Value
Amount indoc. curr. 550
Tax code 1I
Order Car##
b) Select “Enter”.
Hint: Thisautomaticallyfillsinthecostcenter1220(Vehicles)
inthelineitem. Inthemasterdataofthestatisticalordercar##,
thiscostcenterisnowdefinedasarealcostcentertobeposted.
c) Choose (Post).
2. Display the costs in the cost center for vehicles (1220) and the internal
order car##.
a) IntheSAPEasyAccessmenu,choose: Accounting→Controlling→
CostCenterAccounting→Information System →ReportsforCost
Center Accounting → Plan/Actual Comparisons → Cost Centers:
Actual/Plan/Variance.
Field name Value
Controlling area 1000
Fiscal year Current fiscal year
From period Current month
To period Current month
Selection groups
Cost center group Leave blank
Or value(s) 1220
Cost ElementGroup Leave blank
Or value(s) 475000
b) Choose Execute. Youreceiveanoverviewofactualcostspostedto
costcenter1220inconnectionwithcostelement475000.
c) Double-click thetotal amount displayed to viewalistof lineitems.
Then, in the "Select report" dialogscreen, choosetheCost centers
Actual line items variant.
d) UsetheCommandlinetogobacktotheSAPEasyAccessmenu.
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©2009SAPAG.Allrightsreserved. 2009
| Field name | Value |
|---|---|
| Amount indoc. curr. | 550 |
| Tax code | 1I |
| Order | Car## |
| Field name | Value |
|---|---|
| Controlling area | 1000 |
| Fiscal year | Current fiscal year |
| From period | Current month |
| To period | Current month |
| Selection groups | |
| Cost center group | Leave blank |
| Or value(s) | 1220 |
| Cost ElementGroup | Leave blank |
| Or value(s) | 475000 |
第 145 页 / 共 499 页
AC010 Lesson: Daily Accounting Transactions in Accounts Payable
e) IntheSAPEasyAccessmenu,choose: Accounting→Controlling→
InternalOrders→InformationSystem→ReportsforInternalOrders
→Plan/ActualComparisons→Orders: Actual/Plan/Variance
Field name Value
Controlling area 1000
Fiscal year Current fiscal year
From period Current month
To period Current month
Selection groups
Order group Leave blank
Or value(s) Car##
Cost Element Group Leave blank
Or value(s) 475000
f) Choose Execute. You receivean overview of statistically posted
costs for the internal order Car## in connection with cost element
475000.
g) Double-clicktheamountdisplayedtoviewalistoflineitems. Then,
onthe"Selectreport"dialogscreen,choosetheOrders: ActualLine
items variant.
h) UsetheCommandlinetogobacktotheSAPEasyAccessmenu.
Task 4: Create recurring entries
Inourrentscenario,therentisEUR2,000permonth(inputtaxis0%,taxcode
0I),andisdueonthefirstofeverymonth. Therentalpaymentsshouldstartnext
month. Therental agreement hasthenumber 0815andisvalidfor exactly one
year,sincetheemployeewillthenreturntohisnativecountry. Toensurethatthe
postingandpaymentoftheopenrentitemisnotforgotten,theopenitemshould
be generated automatically.
1. Createarecurringentrydocumentfortherentpayable. Thedocumentshould
bedocumenttypeKR.EnterContract 0815astheReference. Youhave
alreadycreatedthevendoraccountLANDLORD##forthelandlord. Use
thetext editformatRENTfor theitem text. Theoffsettingentry ismade
toaccount470000(occupancycosts). Debittherenttothisaccount. The
employeeworksforcostcenterCC##. ThetermsofpaymentZB00or0001
are to be used.
Continued on next page
133
2009 © 2009 SAP AG. All rights reserved.
| Field name | Value |
|---|---|
| Controlling area | 1000 |
| Fiscal year | Current fiscal year |
| From period | Current month |
| To period | Current month |
| Selection groups | |
| Order group | Leave blank |
| Or value(s) | Car## |
| Cost Element Group | Leave blank |
| Or value(s) | 475000 |
第 146 页 / 共 499 页
Unit3: AccountsPayable AC010
a) Choose Accounting → Financial Accounting→ Accounts Payable
→ Document Entry → Reference Documents → Recurring Entry
Document.
Field Name Value
First run on <1st of the next
month>
Last run on <1st of the preceding
month of next year>
Interval in months 1
Run date 1
Document type KR
Reference Contract 0815
Posting key(PstKy) 31
Account LANDLORD##
b) Choose Enter.
c) In the Enter Recurring Entry: Add Vendor Item screen, fill out the
following fields:
Field Name Value
Amount 2000
Payment terms ZB00 or 0001
Text =RENT
Posting key(PstKy) 40
Account 470000
d) Choose Enter. Choose Enter again if you receive a message about
having changed the payment terms.
e) In the Enter Reoccuring Entry: Add G/L Account Item screen, fill
out the following fields:
Field Name Value
Amount 2000
Tax code 0I (input tax training
0%)
Cost center CC##
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©2009SAPAG.Allrightsreserved. 2009
| Field Name | Value |
|---|---|
| First run on | <1st of the next month> |
| Last run on | <1st of the preceding month of next year> |
| Interval in months | 1 |
| Run date | 1 |
| Document type | KR |
| Reference | Contract 0815 |
| Posting key(PstKy) | 31 |
| Account | LANDLORD## |
| Field Name | Value |
|---|---|
| Amount | 2000 |
| Payment terms | ZB00 or 0001 |
| Text | =RENT |
| Posting key(PstKy) | 40 |
| Account | 470000 |
| Field Name | Value |
|---|---|
| Amount | 2000 |
| Tax code | 0I (input tax training 0%) |
| Cost center | CC## |
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AC010 Lesson: Daily Accounting Transactions in Accounts Payable
f) Choose Post. Write down thedocument number. Notethemessage
aboutthedocumentbeingsaved, butnotposted.
g) Returntothe SAPEasyAccessmenu by typing /Ninthecommand
field.
2. The recurring entry program must be run once a month so that actual
documentsaregeneratedfromthemonthlyrecurringentrydocuments.
Start the recurring entry program.
a) ChooseAccounting→FinancialAccounting→AccountsPayable→
PeriodicProcessing→RecurringEntries→Execute.
3. Toassistyouwiththeentriesontheselectionscreen,reportvariantAC010
was created.
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2009 © 2009 SAP AG. All rights reserved.
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Unit3: AccountsPayable AC010
Usethisvariantandreplace##withyourgroupnumberinthethreeindicated
fields. Enterthefirstofthenextmonthasthesettlementperiod.
Note: Itisimportantthatyouuseonlytherecurringentrydocuments
foryourownuser,AC010-##,soeachgroupcancarryoutitsown
recurring entries.
a) Fromthemenu,chooseGoto→Variants→Getorthe (GetVariant)
iconin the upper left cornerof thescreen.
b) Choose variant AC010.
Thedisplayedvariantshouldsuggestthefollowingdata:
Field Name Value
Company code 1000
Settlement period <1st of the next
month>
User AC010-##
Batchinputsessionname SAPF120-##
User name AC010-##
c) Replace##withyourgroupnumberinthethreefieldsindicated
above.
d) Choose Execute (F8).
Note: Amessageshouldappearinthestatusbarinformingyou
thatsessionSAPF120-##wascreated. Ifthismessagedoesnot
appear,oneofthefollowinghashappened:
• Therecurringentryoriginal documentwasnotcreated
correctly.
• Your selections for the recurring entry program were
incorrect.
• Anothergrouphasgeneratedyourrecurringentry.
4. Therecurringentry program generatesabatch inputsession that must be
processedsotheactual documentsare posted.
Havethesystemprocessthebatchinputsession intheforegroundsoyou
canseehowbatchinputprocessingworks. Thebatchinputsessionwould
normally be much larger (depending on the number of recurring entry
documents),andwouldbeprocessedinthebackground.
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136
©2009SAPAG.Allrightsreserved. 2009
| Field Name | Value |
|---|---|
| Company code | 1000 |
| Settlement period | <1st of the next month> |
| User | AC010-## |
| Batchinputsessionname | SAPF120-## |
| User name | AC010-## |
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AC010 Lesson: Daily Accounting Transactions in Accounts Payable
Caution: Processonlythesessionthatyoucreatedyourself.
a) Fromthemenu,choose: System→Services→BatchInput→Sessions.
b) On the screen Batch Input: Session Overview, select session
SAPF120-##.
c) Choose Process.
d) Select the run mode Process/Foreground. Then choose Process.
Observehowthesystementersvaluesfromthesessiononasequence
ofscreens. Accepteachscreenandbypassanymessagesbychoosing
Enter.
Whenyousee“Processingofbatchinputsessioncompleted,”choose
Exit batch input.
5. Checkwhetherthebatchinputsessionhasgeneratedanopenitemforthe
rent payable.
a) SelectAccounting→FinancialAccounting→AccountsPayable→
Account → Display Balances.
Field Name Value
Vendor LANDLORD##
Company code 1000
Fiscal year <current year>
b) Choose Execute.
Youshouldseeabalanceof2,000EURfornextmonth.
c) Drilldownonthebalanceofthenextmonth.
The automatically generated rent item is displayed. Call up the
document display by double-clicking the document number. Then
choose the Display document header symbol (hat) to call up the
documentheader. Thedocumentheaderdialogboxcontainsareference
totherecurringentrydocumentandtothebatchinputsessionname.
d) Close the header box and return to the SAP Easy Access menu by
typing /N in the command field.
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137
2009 © 2009 SAP AG. All rights reserved.
| Field Name | Value |
|---|---|
| Vendor | LANDLORD## |
| Company code | 1000 |
| Fiscal year | <current year> |
第 150 页 / 共 499 页
Unit3: AccountsPayable AC010
Task 5: Post a manual outgoing payment with cheque
printing
The real estate agency, Agency##, requires the money urgently, and asks the
accountingdepartment tomakethepayment quickly.
1. ChangethelanguageintheVendorMasterRecordtothelanguageofyour
country.
a) ChooseAccounting→FinancialAccounting→AccountsPayable→
Master Records → Change.
Field Name Value
Vendor Agency##
Company Code 1000
Generaldata: Address select this screen
b) Choose Enter.
c) EnteryourlanguageintheLanguagefield, ifithasnotbeenentered
already.
d) Choose Save.
2. Post amanual outgoingpayment withsimultaneouschequeprinting. The
payment is to be made via housebank 1000. Enter LP01 as the printer.
Havethesystem calculatethepaymentamount.
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138
©2009SAPAG.Allrightsreserved. 2009
| Field Name | Value |
|---|---|
| Vendor | Agency## |
| Company Code | 1000 |
| Generaldata: Address | select this screen |
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AC010 Lesson: Daily Accounting Transactions in Accounts Payable
Useeitherpayment methodC(prenumberedcheques)inconnectionwith
chequelot1(Here,youspecifyalotofprenumberedchequesthatalready
existinthesystem)orpaymentmethodS(non-prenumberedcheques).
a) ChooseAccounting→FinancialAccounting→AccountsPayable→
DocumentEntry→OutgoingPayment→Post+PrintForms.
ThescreenPaymentwithprintout: Headerdataisdisplayed.
Hint: Ifyoudonotseethisheaderscreen,usethegreenarrow
(back)toreturntoit. Onceyouaccessthisheaderscreenwhen
you logon, thesystem assumes you want to keep thesame
headerinformationforallsinglecheques. Thusthisscreenis
skippedafteryouenterdataintoitthefirsttime.
Field Name Value
Company code 1000
Payment method C or S
House bank 1000
Chequelot number 1 (only with payment
method C)
Printer for forms LP01
Calculatepaymentamount Select this screen
Recipient’s lang. select this screen
b) Choose the Enter paymentsbutton.
Section “Payee”:
Field Name Value
Vendor Agency##
c) Adopt all of the other data.
d) Choose Process open items.
Hint: Theinvoiceisalreadyautomaticallyselectedwith4400.
e) Choose Post.
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139
2009 © 2009 SAP AG. All rights reserved.
| Field Name | Value |
|---|---|
| Company code | 1000 |
| Payment method | C or S |
| House bank | 1000 |
| Chequelot number | 1 (only with payment method C) |
| Printer for forms | LP01 |
| Calculatepaymentamount | Select this screen |
| Recipient’s lang. | select this screen |
| Field Name | Value |
|---|---|
| Vendor | Agency## |
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Unit3: AccountsPayable AC010
3. Writedownthenumberofthepaymentdocument.
a) Write down your document number.
b) Confirminformationaboutthedocumentnumberwith“Enter”. This
automaticallydisplaysanoverviewofcreatedprinterlists.
c) SelectInternationalerScheck(C)orScheck/Check(S).
d) Placethecursoronthecorrectspoolfilecheckbox. ChooseDisplay
contents(eyeglasses). Thechequeisdisplayedandcanbeprintedfrom
theprinterthatisinstalled. Usethescrollbartoviewtheentirecheque.
e) ReturntotheSAPEasyAccessmenubytyping /Ninthecommand
field.
4. Checkwhethertheoutgoingpaymenthasclearedtheoriginalopenitem,and
writedownhowmuchcashdiscountwascalculatedandposted.
a) SelectAccounting→FinancialAccounting→AccountsPayable→
Account → Display Balances.
Field Name Value
Vendor Agency##
Company Code 1000
Fiscal Year <current year>
b) Choose Execute.
c) Drilldownonthebalancecolumnofthecurrentmonth.
Theoriginalopenitemhasbeenclearedandapaymentitemwiththe
number you wrotedown hasbeenadded.
d) OnlyforpaymentmethodC:Selectthecheckboxbeforethepayment
documentlineitem(documenttypeKZ)andinthemenubarchoose
Environment→CheckInformationtodisplayinformationaboutthe
checkyoujustcreated. ChooseBack(greenarrow).
e) Double-click the payment item, then go to the document overview
(F9). In the document, you will see the item for posting the cash
discount received.
Because the vendor AGENCY## grants a 3% cash discount for
paymentmadewithin14days,youreceiveacashdiscountof120EUR
onyourpaymentof4000EUR.Inaddition,12EURarepostedtothe
input taxaccountasataxonsalesorpurchases
f) ReturntotheSAPEasyAccessmenubytyping /Ninthecommand
field.
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140
©2009SAPAG.Allrightsreserved. 2009
| Field Name | Value |
|---|---|
| Vendor | Agency## |
| Company Code | 1000 |
| Fiscal Year | <current year> |
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AC010 Lesson: Daily Accounting Transactions in Accounts Payable
Task 6: Create an automatic payment
IDEShastheA/Pdepartmentrunthepaymentprogramonceaweek. Therentis
paidautomaticallybythepaymentprogramatthebeginningofthenextmonth,
together with all the other open vendor items.
1. Createyourownpaymentrun. Enterthefirstdayofthenextmonthasthe
rundate,andyourbusinessarea,BA##,astheidentification.
a) ChooseAccounting→FinancialAccounting→AccountsPayable→
Periodic Processing → Payments.
Field Name Value
Run date <1st of the next
month>
Identification GR##
b) Choose Enter.
Thestatusofthenewpaymentrunis: Noparametersenteredasyet.
2. Maintain the payment run parameters so that the payment run selects all
documentsthathavebeenenteredupuntilthefirstofnextmonthforyour
landlord’saccount,LANDLORD##,incompanycode1000. Anypayments
inthisrunshouldbemadebycheque(paymentmethodS)andpostedon
thefirstofnextmonth. Youmustenterthepostingdateofthenextpayment
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141
2009 © 2009 SAP AG. All rights reserved.
| Field Name | Value |
|---|---|
| Run date | <1st of the next month> |
| Identification | GR## |
第 154 页 / 共 499 页
Unit3: AccountsPayable AC010
run sothat thesystem candecidewhetherthepaymenthasto be madein
thispaymentrun,orwhetheritcouldwaituntilthenextpaymentrun. The
next paymentrunisaweekafter thepostingdate.
Note: IDES normally has the system include all vendors in the
paymentrun,andalsospecifiesallpaymentmethodsthatareused.
Hint: Fortestpurposes,itisadvisabletoactivatetheadditionallog
sothatanyerrorscanbemoreeasilytraced. Activatetheadditional
log for your payment run.
a) Select the Parameter tab.
Field Name Value
Posting date <1st of the next
month>
Documentsenteredupto <1st of the next
month>
Company codes 1000
Payment methods S
Next posting date <one week after the
posting date>
Vendor LANDLORD##
b) Choose Save Parameters..
c) Select the Additional log tab.
Field Name Value
Due date check Select (firstbox)
Payment methodselectioninall Select (secondbox)
cases
Line items of the payment Select (fourthbox)
documents
Vendors (from/to) LANDLORD##
d) Choose Save Parameters..
e) Go back to the Status tab.
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©2009SAPAG.Allrightsreserved. 2009
| Field Name | Value |
|---|---|
| Posting date | <1st of the next month> |
| Documentsenteredupto | <1st of the next month> |
| Company codes | 1000 |
| Payment methods | S |
| Next posting date | <one week after the posting date> |
| Vendor | LANDLORD## |
| Field Name | Value |
|---|---|
| Due date check | Select (firstbox) |
| Payment methodselectioninall cases | Select (secondbox) |
| Line items of the payment documents | Select (fourthbox) |
| Vendors (from/to) | LANDLORD## |
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AC010 Lesson: Daily Accounting Transactions in Accounts Payable
3. Havethesystem startgenerating thepaymentproposalbyschedulingthe
proposaltostartimmediately. IDESusuallyschedulesthepaymentproposal
tobeprocessedinthebackgroundattimeswhenthesystemislessbusy(at
night, for example).
Keepupdating thestatus until amessageisdisplayed telling you thatthe
payment proposal has been created.
a) Choose Schedule proposal.
Select Start immediately.
b) Choose Enter.
KeepupdatingthestatusbychoosingEnterortheStatusbuttonuntil
amessageisdisplayedinformingyouthatthepaymentproposalhas
been created.
4. Accounts payable clerks print out the payment proposal and check the
payments before the actual payment run takes place. This prevents any
incorrect payments from being made. If necessary, you can then edit the
payment proposal by editing the exception list, removing itemsfrom the
payment run, or changing payments.
Havethesystemdisplaythepaymentproposalonthescreen.
a) Choose the Display proposal button.
b) Youshouldseeachequelistedfor 2,000EUR.
Hint: Ifnopaymentsaredisplayedonthescreen,oronlythe
exceptionlistisdisplayed,youhavemadeanerrorsomewhere.
Lookattheproposallogfromtheinitialscreenbychoosing
Displayproposallogtoseeifyoucanfindtheerror. Deletethe
paymentproposal(Edit→Proposal→Delete)andremovethe
error. Thenrestartthepaymentproposal. Repeatthisprocess
untilpaymentsaredisplayedintheproposal.
c) Return to the Status tab.
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2009 © 2009 SAP AG. All rights reserved.
第 156 页 / 共 499 页
Unit3: AccountsPayable AC010
5. Youneedtodefinevariantsfortheprintprogramsbeforethepaymentmedia
andpaymentadvicenotescanbeprinted. Sincepaymentscanonlybemade
by chequein thispayment run, you onlyneed tochoose avariant for the
appropriateprintprogram,RFFOD__S.UsetheScheckvariant,whichhas
already been set up.
a) Select the Printout/data medium tab.
Field Name Value
VariantforRFFOD__S SCHECK
b) Choose Save.
c) Return to the Status tab.
6. Afterthepaymentproposalhasbeencheckedandacceptedascorrect, the
actualpaymentrunisstarted,whichpoststhepayments. Byhavingselected
avariantfortheprintprogramaheadoftime,wecanalsoprintthecheque
in this step.
Startthepaymentrunbyschedulingittostartimmediately. IDESusually
schedulesthepaymentruninthesamewayasthepaymentproposal,tobe
processedinthebackgroundattimeswhenthesystemislessbusy. Selectthe
CreatepaymentmediumcheckboxintheSchedulePaymentdialogboxto
print out the check with thepayment run.
a) Choose Schedule payment run (F7).
b) Select Start immediately.
c) Select Create payment medium.
d) Choose Enter.
e) KeepupdatingthestatusbychoosingEnteruntilamessageisdisplayed
tellingyouthatthepaymentrunhasbeencarriedoutandpostingorders
have been generated and completed.
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©2009SAPAG.Allrightsreserved. 2009
| Field Name | Value |
|---|---|
| VariantforRFFOD__S | SCHECK |