AC010_EN_Col92_FV_Part_A4 (第5页) | ERP软件技术分享

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AC010 Lesson: Daily Accounting Transactions in Accounts Payable

7. Gototheoutputcontrollertoviewtheautomaticallycreatedcheque.

a) Viewthechequein thespool list. FromthemenuchooseSystem →

Services → Output control.

Field Name Value

Created by AC010-##

b) Choose Execute.

c) Selecttheboxinthelinethatshowsthecheque,andviewitscontents

by choosingtheDisplaycontents(F6)icon.

d) Return to the SAP Easy Accessmenu.

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.

a) SelectAccounting→FinancialAccounting→AccountsPayable→

Account → Display Balances.

Field Name Value

Vendor LANDLORD##

Company code 1000

Fiscal year <current year>

b) Choose Execute.

c) Drilldownonthebalancecolumnofthenextmonth.

The original open item has now been cleared and a payment item

(document type ZP) has been created. Drill down on thedocument

and select the call up document overview icon to see the complete

transaction.

d) Returntothe SAPEasyAccessmenu by typing /Ninthecommand

field.

Continued on next page

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Field Name	Value
Created by	AC010-##

Field Name	Value
Vendor	LANDLORD##
Company code	1000
Fiscal year	<current year>

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Unit3: AccountsPayable AC010

Task 7: OPTIONAL – Display the due date analysis

report

Togainanoverviewoftheopenitemsthataredueinthefuture,youcandisplaya

drilldown report for due date analysis.

1. Carry out thisreport for companycode 1000.

Note: Drilldown reporting is another SAP reporting tool, in

additiontotheclassicABAPreports,SAPQuery,andtheAccounts

Receivable/AccountsPayableInformationSystem.

a) ChooseAccounting→FinancialAccounting→AccountsPayable→

InformationSystem→ReportsforAccountsPayableAccounting→

Vendors: Items→DueDataAnalysisforOpenItems.

Field Name Value

Company code 1000

Openitemsatkeydate <today’s date>

b) Choose Execute.

c) ChooseEnterpast anyinformationmessage.

At the bottom of the screen, you see all the due and non-due items

ordered by days.

Thecolumnontheleftcontainsthenavigationcharacteristicsyoucan

usetorestrictthedisplay. Ifyoudouble-clicktheCountrycharacteristic,

forexample,alistofallvendorsandthetotalsofeachoftheirdueand

non-dueopenitemsisdisplayedontheright,orderedbycountry.

d) ReturntotheSAPEasyAccessmenubytyping /Ninthecommand

field.

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Field Name	Value
Company code	1000
Openitemsatkeydate	<today’s date>

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AC010 Lesson: Daily Accounting Transactions in Accounts Payable

Lesson Summary

You should now be able to:

• Post vendor invoices and credit memos inFI

• Distinguish between the entry view and the general ledger view of a

document

• Createarecurringdocumentandexecutetherecurringentriesprogram

• Postamanualoutgoingpaymentandprintacheque

• Run the automatic payment program

• Checkaccountbalances, lineitemsanddocuments

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Unit3: AccountsPayable AC010

Lesson: Integration with Materials Management

Lesson Overview

Inthislesson, wewill first of all showhowasimplepurchaseorderiscreated.

Followingthat,wewilldealwiththegoodsreceiptandtheinvoiceverificationin

theMaterialsManagement. Inaddition,wewilldiscussintegrationwithFinancial

Accountingforgoodsreceiptandinvoiceverificationinthepurchasingprocess.

Lesson Objectives

After completingthislesson, you will beable to:

• DescribethemostimportantorganizationalunitsinMaterialManagement

• Describeandtrackthebasicpurchasing processinMaterial Management

anddescribeitseffectsin Financial Accounting

Business Example

TheplantinHamburg(1000)needs10cylinderheads. Theresponsiblepurchase

organizationsubmitsacorrespondingpurchaseordertoaknownsupplier.

Afewdayslaterfirstthegoods,andthentheinvoice,arrive.

IDES Plants in Germany

Thecentralorganizationalobjectinlogisticsistheplant. Aplantisanoperating

areaorbranchwithinacompany. Aplant can beacentraldeliverywarehouse,

a regional sales office, a manufacturing facility, a corporate headquarters, or a

maintenanceplant. Aplantmustbeassignedtoasinglecompanycode. However,

oneormoreplantscanbeassignedtothesamecompanycode.

SomeoftheplantsincludedinIDEScompanycode1000(Germany)are:

• 1000 (Hamburg)

• 1100 (Berlin)

• 1200 (Dresden)

• 1300 (Frankfurt)

• 1400 (Stuttgart)

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AC010 Lesson: Integration with Materials Management

Figure 51: IDES Plants in Germany

Allcompanycode-relevanttransactionsfromtheseplantsarepostedincompany

code1000becausetheseplantsareassignedtocompanycode1000.

IDES Purchasing in Germany

Purchasing for the plants is completed by the purchasing organization. A

purchasingorganizationisanorganizationalelementthatnegotiatesconditionsof

purchase with vendorsfor one or more plants.

Each country in which IDES plants operate has one purchasing organization.

Eachpurchasingorganizationpurchasesforallplantsinthecountryandpoststhe

purchases inthe company codeof that country.

InGermany,forexample,purchasingorganization1000takescareofpurchasing

for all German plants (Hamburg, Berlin, Dresden, Frankfurt and Stuttgart).

PostingsaremadeinGermancompanycode1000becausealltheGermanplants

areassignedtocompanycode1000inconfiguration.

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Unit3: AccountsPayable AC010

Figure 52: IDES Purchasing in Germany

Purchasing Data in the Vendor Master Record

In order for the procurement process to be used in Materials Management

for a vendor, the vendor master record of that vendor must have a third part:

the purchasing data. The purchasing data is specific to a single purchasing

organization,justlikethecompanycodedataofthemasterrecordisspecifictoa

singlecompanycode. InthesamewaythatseveralCompanyCodesegmentsof

thevendormasterrecordcanexist,therecanbeseveralpurchasedatasegments

ofthevendormasterrecord. Everypurchasedatasegmentpresentsdata,which

arespecificfor exactly onepurchase organization.

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AC010 Lesson: Integration with Materials Management

Figure 53: PurchasingData in the VendorMasterRecord

You can access purchasing data of vendor master recordsin accounts payable

accounting withthe transactionCentral maintenance (Transactioncode XK01

to XK03).

Figure 54: Procurement cycle

Demanddetermination: Thedepartmentresponsiblecanregisterarequirement

formaterialsmanuallyviaapurchaseordertoPurchasing.

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Unit3: AccountsPayable AC010

Determining the source of supply: The purchaser responsible is supported

by the system in determining possible sources of supply. One possibility for

determiningthesourceof supplyiscreatingqueriesandsubsequentlyentering

thequotations. Furthermore,youcanaccesspurchaseordersandconditionsthat

already exist in the system.

Supplier selection: Comparing the prices in the different quotations makes

selectingsupplierseasier. Lettersofrejectioncanbesentautomatically.

Purchaseorderhandling: Whencreatingpurchaseorders,thesystemprovides

you in the entry process.

Purchaseordermonitoring: Thepurchasercanmonitortheprocessingstatus

ofthepurchaseorderinthesystem. Forexample,hecandeterminewhetherthe

goods or theinvoicehave been received for thecorresponding purchase order

item. Dunning processes are also supported.

Goods receipt: The system checks the amount of goods received against the

purchase order quantity.

Invoiceverification: Thevendorinvoicesarecheckedtoseeiftheaccounting

and the content are correct.

Payment processing: The vendor payment is usually done in the Financial

Accounting.

Posting Procurement Transactions

Thethree-stepverification,commonlyreferredtoasthe“three-waymatch”,is

thestandardprocedureforpostingprocurementtransactionsinMM.inMM.The

procedure contains three steps.

1. Purchase order: Create a purchase order in Materials Management

(abbreviatedinthefollowingdiagramasMM).Donotmakeanypostingsin

FinancialAccounting(abbreviatedinthefollowingdiagramasFI).

2. Goodsreceipt: Toupdatethereceiptofinventoryorconsumablematerial,

generateamaterialdocumentinMaterialsManagement(MM).Atthesame

time,createadocumentinFinancialAccounting(FI)thatpoststhevalueof

thegoodstothemerchandiseaccountasadebitandthegoodsreceipt/invoice

receipttotheclearingaccount(GR/IR)asacreditinthegeneralledger.

3. Invoiceverification: PostavendorinvoiceinMaterialsManagement(MM)

using invoice verification. This automatically generates a document in

FinancialAccounting(FI).Theaccountingdocumentcontainstheinvoice

amountthatgetspostedtotheGR/IRaccount(debit)andthevendoraccount

(credit).

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AC010 Lesson: Integration with Materials Management

Figure 55: Three-Step Verification (Standard)

The last two steps can be completed in reverse order, depending on the order

the goods and the invoice are received.

The goods receipt/invoice receipt clearing account ensures that goods were

received for each invoice, and vice versa.

Figure 56: Purchase Order Screen

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Unit3: AccountsPayable AC010

ThePurchaseOrderScreen hasseveralsubdivisions:

• type of document and vendor

• header data

• position details

• item details

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AC010 Lesson: Integration with Materials Management

Exercise 10: Integration with Materials

Management

Exercise Objectives

After completingthisexercise, youwillbeableto:

• MapapurchasingprocesswithMaterialsManagement

Business Example

IDES buys from vendors using an integral process that begins in Materials

Management,withaccountingdocumentsautomaticallycreated.

Task 1: Create a purchase order

Create a purchase order.

1. Createapurchaseorder. Inthispurchaseorder,thepurchasingorganization

isIDESGermany(1000),thepurchasinggroupisCorporatePurchasing

(100) and the company code is IDES AG (1000). The supplier is 1006

(BlacksAG).OrdertwoLE50Pflatscreens(materialnumber: M-05)ata

netpriceofEUR550,plantHamburg(1000)andstoragelocationmaterial

warehouse (0001).

Task 2: Post a goods receipt

IDES has received the flat screens.

1. Postagoodsreceiptinreferencetothepurchaseorderyoujustcreated. Use

today’sdateasthedocumentandpostingdate. (Althoughinmostcases,the

goodsreceiptandinvoicereceiptwouldarriveonseparatedaysinthefuture,

wewillhaveeverythinghappentodaytosimplifytheexercise).

Task 3: Carry out invoice verification

IDEShasreceivedtheinvoicefromthevendor. Enterthedetailsoftheinvoice.

The invoice details will be compared with the purchase order and the goods

receipt document.

1. Entertheinvoicefromthevendorforthepurchaseorderyoucreated. The

amountis1,210,-, includingtaxof10%(taxcode1I).Usetoday’sdateas

the posting and invoice date.

Continued on next page

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Unit3: AccountsPayable AC010

Task 4: Display the purchase order history and

follow-on documents

All the related documentscreatedin thepurchasingprocesscan be seen inthe

purchaseorder historytabof thepurchase order.

1. Displayyourpurchaseorder. ChoosethePurchaseorderhistorytabinthe

thirdareaofthepurchaseorder(itemoritemdetails). Inthistab, display

thedocumentsforthegoodsreceiptandtheinvoicereceiptaswell asthe

correspondingaccountingdocuments. Checkthepostingrecordsforeach

accounting document.

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AC010 Lesson: Integration with Materials Management

Solution 10: Integration with Materials

Management

Task 1: Create a purchase order

Create a purchase order.

1. Createapurchaseorder. Inthispurchaseorder,thepurchasingorganization

isIDESGermany(1000),thepurchasinggroupisCorporatePurchasing

(100) and the company code is IDES AG (1000). The supplier is 1006

(BlacksAG).OrdertwoLE50Pflatscreens(materialnumber: M-05)ata

netpriceofEUR550,plantHamburg(1000)andstoragelocationmaterial

warehouse (0001).

a) Choose Logistics → Materials Management → Purchasing →

PurchaseOrder→Create→Vendor/SupplyingPlantKnown.

If documentation about EnjoySAP appears on the left side of the

screen, choose Close.

b) Completethepurchaseorderheaderwiththefollowinginformationin

theOrg. datatab. Todoso,choosethebuttontotheleftof“Header”.

Field Name Value

Purchasingorganization 1000 (IDESDeutschland)

Purchasing group 100 (CorporatePurchasing)

Company code 1000 (IDES AG)

Enterthevendorin theappropriatefieldabovethetab intheheader

data:

Field name Value

Vendor 1006(Blacks AG)

Choose “Enter”.

c) EnterthefollowingdatainthepurchaseorderunderItemoverview:

Field Name Value

Material M-05 (FlatscreenLE50P)

PO Quantity 2

Deliv. date Today’s date

net price 550

Continued on next page

157

Field Name	Value
Purchasingorganization	1000 (IDESDeutschland)
Purchasing group	100 (CorporatePurchasing)
Company code	1000 (IDES AG)

Field name	Value
Vendor	1006(Blacks AG)

Field Name	Value
Material	M-05 (FlatscreenLE50P)
PO Quantity	2
Deliv. date	Today’s date
net price	550

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Unit3: AccountsPayable AC010

Field Name Value

currency EUR

plant 1000(Hamburg)

storage location 0001(Materiallager)

d) Choose Enter.

PressEntertoconfirmthemessage“Deliverydateok?...”

e) Expand the item details part of the screen (bottom part) if it is not

already expanded.

f) ChooseSave tocreate the purchaseorder.

g) Writedownthepurchaseordernumber. Youwillneedthisnumber

in the next steps of this exercise.

h) ReturntotheSAPEasyAccessmenubytyping/Ninthecommandfield.

Continued on next page

158

Field Name	Value
currency	EUR
plant	1000(Hamburg)
storage location	0001(Materiallager)

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AC010 Lesson: Integration with Materials Management

Task 2: Post a goods receipt

IDES has received the flat screens.

1. Postagoodsreceiptinreferencetothepurchaseorderyoujustcreated. Use

today’sdateasthedocumentandpostingdate. (Althoughinmostcases,the

goodsreceiptandinvoicereceiptwouldarriveonseparatedaysinthefuture,

wewillhaveeverythinghappentodaytosimplifytheexercise).

a) Choose Logistics → Materials Management → Purchasing →

PurchaseOrder→Follow-onFunctions→GoodsReceipt.

Enteryourordernumberontherightnexttothetwodrop-downlists

labeled“GoodsReceipt”and“PurchaseOrder”:

Field Name Value

Purchase Order (field in upper <your purchase order

center of screen) number>

Documentandpostingdate <today's date>

b) Choose Enter.

c) Confirm any messages with Enter.

ThegoodsreceiptitemisdisplayedintheMaterialtabatthebottomof

thescreen. Scrolldowntotheverybottom of thescreen. Select the

boxtotheleftofItemOK.Youmayneedtoclosethecenterpartofthe

screen to see the box to select.

d) Choose the (Post) icon.

e) Writedownyourgoodsreceiptdocumentnumber.

f) Return to the SAP Easy Accessmenu.

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Field Name	Value
Purchase Order (field in upper center of screen)	<your purchase order number>
Documentandpostingdate	<today's date>

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Unit3: AccountsPayable AC010

Task 3: Carry out invoice verification

IDEShasreceivedtheinvoicefromthevendor. Enterthedetailsoftheinvoice.

The invoice details will be compared with the purchase order and the goods

receipt document.

1. Entertheinvoicefromthevendorforthepurchaseorderyoucreated. The

amountis1,210,-, includingtaxof10%(taxcode1I).Usetoday’sdateas

the posting and invoice date.

a) Choose Logistics → Materials Management → Logistics - Invoice

Verification→DocumentEntry→EnterInvoice.

Field Name Value

Invoiceandpostingdate <today's date>

Amount 1210

Calculate tax Select this box

Tax code 1I(Inputtaxtraining10%)

Enteryourpurchaseordernumberonthe“Purchaseorderreference”tab

totherightofthedrop-downlistlabeled“PurchaseOrder/Scheduling

Agreement”.

b) Choose Enter.

c) Thepurchaseorderitemappears(theflatscreens). Checkthatthetax

codefortheitemisthesameasintheheaderofthedocument. Ifnot,

change it to 1I (Input tax training 10%).

d) Choose Post (the icon).

e) Makea noteof the document number.

f) Return to the SAP Easy Access menu.

Task 4: Display the purchase order history and

follow-on documents

All the related documentscreatedin thepurchasingprocesscan be seen inthe

purchaseorder historytabof thepurchase order.

1. Displayyourpurchaseorder. ChoosethePurchaseorderhistorytabinthe

thirdareaofthepurchaseorder(itemoritemdetails). Inthistab, display

thedocumentsforthegoodsreceiptandtheinvoicereceiptaswell asthe

correspondingaccountingdocuments. Checkthepostingrecordsforeach

accounting document.

Continued on next page

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Field Name	Value
Invoiceandpostingdate	<today's date>
Amount	1210
Calculate tax	Select this box
Tax code	1I(Inputtaxtraining10%)

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AC010 Lesson: Integration with Materials Management

a) Choose Logistics → Materials Management → Purchasing →

Purchase Order → Display.

Thepurchaseorderisdisplayed. Ifthepurchaseorderisnotdisplayed

inthestandardwayinthefieldontheupperedgeofthescreen,click

theOtherpurchaseordersymbol(ontherightbesidethesymbolfor

change/display). Enter your purchaseorder numberandclick Other

document.

b) Expand the Item details section in the lower part of the screen if it

is not already expanded.

Intheitemdetailssection,selectthePurchaseorderhistorytab.

c) Clickonthenumberofthegoodsreceiptdocument.

d) Opentheheader areaof thedocument ifthisisnot alreadyopen. In

addition,chooseHeader. ChoosetheDoc. infotab.

e) Choose AC docmts.

f) Choose Accounting document.

The posting record is:

Debit: Trading goods 1,100

Credit: GR/IR-clearing-externalprocurement1,100

g) ChoosethegreenarrowtogobacktotheDisplaymaterialdocument

screen. Close thedialog windowfor theaccountingdocuments and

click the green arrow again.

h) Clickonthenumberoftheinvoicereceiptdocument.

i) Choose Follow-on documents.

j) Choose Accounting document.

The posting record is:

Debit: GR/IR - clearing account 1,100

Debit: Input tax 110

Credit: Blacks AG 1,210

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Unit3: AccountsPayable AC010

Lesson Summary

You should now be able to:

• DescribethemostimportantorganizationalunitsinMaterialManagement

• Describeandtrackthebasicpurchasing processinMaterial Management

anddescribeitseffectsin Financial Accounting

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AC010 Lesson: Closing Operations in Accounts Payable

Lesson: Closing Operations in Accounts Payable

Lesson Overview

Inthislesson,wewilllearntohowtorunbalanceconfirmationsforourvendors.

Thislessonalsodescribestheforeigncurrencyvaluationprogramforopenvendor

items.

Insomecountries,accountspayablemustbegroupedonthebalancesheetbased

ontheirremaininglife. IntheSAPsystem,afunctionforRegroupingreceivables

and payables handles this task.

Lesson Objectives

After completingthislesson, youwillbeable to:

• Print balance confirmations

• Revalue foreign currency open items

• Regroup accountspayableaccordingtoduedate

Business Example

Attheendofthemonthand/oryear,severalactivitiesmustbeperformedinAP,

including sending confirmation of balances to vendors, accounting for open

itemsinaforeigncurrency, andregroupingaccountspayableaccordingtotheir

remaining life (in certain countries only).

Accounts Payable Closing Operations

Year-endclosingcanbedividedintotwomainsections.

• Legalrequirements(proceduresrequiredbythegovernmentauthorities)

• Technicalandorganizationalrequirements(proceduresthataretechnically

requiredorneededtosupporttheaccountingorganization)

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Unit3: AccountsPayable AC010

Figure 57: Accounts Payable Closing Operations

In this course, we will focus on the legal requirements. Course AC205

(held over several days) covers both areas - the legal requirements and the

technical/organizationalaspectsofclosingoperations.

At the beginning of the fiscal year, the balance carry forward program is run,

carryingforwardthebalancesofthevendoraccountstothenextfiscalyear.

Thepostingperiodsoftheoldfiscalyearareblockedandthespecialperiodsfor

closingpostingsforfiscalyear-endadjustmentsareopened.

Afterwards,thebalanceswithselectedvendorsareconfirmed,theforeigncurrency

documents are valuated, and the accounts payable are regrouped according to

remaining life(required onlyin certaincountries).

Oncecomplete, thespecial periodscan be closed.

Balance Confirmations

Theprogramforcreatingbalanceconfirmationsalsocreatesreplyrequestsfora

freelydefinablenumberofvendors,areconciliationlist,andaresultstable. The

balance confirmations and reply requests are sent to the vendors; the lists are

usedasacontrol measure. For IDES, thiscontroliscarriedout bytheinternal

audit department.

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AC010 Lesson: Closing Operations in Accounts Payable

Figure 58: Balance Confirmations

The vendorscheck thebalanceinformation they receiveand send their replies

to the control center audit department, which compares the replies with the

reconciliationlistandenterstheresultsintheresultstable.

Foreign Currency Valuation

A foreign currency valuation is necessary if vendor accounts contains open

itemsinaforeigncurrency. Theamountsoftheseopenitemsweretranslatedinto

thelocalcurrencyatthetimethey wereentered using theexchangeratewhich

was valid on the posting date.

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Unit3: AccountsPayable AC010

Figure 59: Foreign Currency Valuation

Theexchangerateisprobablydifferentatthetimeofclosing,andopenitemsneed

tobevaluatedagain. Aprogramvaluatestheopenitemsusingthenewexchange

rateandentersthevaluationdifferenceinthevaluatedlineitems. Italsocreates

the valuation postings:

• Debit: Expense from foreign currency valuation; Credit: Balance sheet

adjustment account

• Debit: Balancesheet adjustment account; Credit: Revenue from foreign

currency valuation

Avaluationcannotbemadebypostingtothepayableaccount,sincereconciliation

accounts cannot be directly posted to. For this reason, postings appear in an

adjustmentaccount,whichisdisplayedinthebalancesheetitemoftheassociated

reconciliation account.

Avaluationmethoddetermineshowtheindividuallineitemsarevaluated. This

hastobesetupinconjunctionwiththecountry-specificvaluationregulations. It

defines,forexample,whetherthelowestvalueprinciple,thestrictlowestvalue

principle, or ageneralprinciple(also withrevenuefromthevaluation) istobe

used for valuation.

ValuationareasareusedinFinancialAccountingforclosingoperations. Youcan

use themto depict differentvaluation approaches.

Avaluationareaisassignedexactlyonevaluationmethod. However,avaluation

methodcanbeassignedtomorethanonevaluationarea.

Thevaluationmethoddefineshowistobevaluated,thatis,withwhichvaluation

approach(forexample,maximumvalueprincipleforpayables).

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AC010 Lesson: Closing Operations in Accounts Payable

You also use these valuation areas if you want to model parallel accounting

principles in the SAP system.

Regrouping Accounts Payable

Accountspayableandreceivablehavetobelistedseparatelyinthebalancesheet.

Sinceitispossibleforsomevendorstohaveadebitbalance,theseaccountsneed

to be changed to vendors with a debit balance prior to creating the financial

statements.

Inmanycountriesitisalsonecessarytogroupaccountspayableinthebalance

sheet based on their remaining life.

Bothregroupingsarecarriedoutusingaspecialprogram. Atthesametime,these

regroupingsareremoved onthefirst dayof thenext period, sinceregroupings

are not necessary for daily processing.

Figure 60: Regrouping Accounts Payable

Thediagramshowshowreceivableswithlongremainingtermswerepostedto

adjustment accounts separately, so that the balance sheet could be prepared.

Additionally,vendorswithadebitbalanceareregrouped. Anadjustmentaccount

isusedastheoffsettingaccounthereaswell,sinceadjustmentscannotbeposted

directly to a reconciliation account.

Note: Theforeigncurrencyvaluation,aswellastheregrouping,canbe

completed in different ways to meet various legal requirements. The

results are then posted to various accounts that are used by different

financial statement versions.

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Unit3: AccountsPayable AC010

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AC010 Lesson: Closing Operations in Accounts Payable

Exercise 11: Closing Procedures in

Accounts Payable

Exercise Objectives

After completingthisexercise, youwillbeableto:

• Print balance confirmations

• Valuate open items in foreign currency

• Regroupaccountspayablebyremainingterm(optional)

Business Example

Dependingonlegalrequirements,variousproceduresneedtobecompletedinthe

subsidiaryledgersbeforefinancialstatementscanbecreatedinthegeneralledger.

Task 1: Print balance confirmations

IDESmustsendbalanceconfirmationstoselectedvendorsaspartofitsannual

audit process.

1. Print abalanceconfirmationfor vendor1000.

Toassistyouwiththeentriesintheselectionscreen,reportvariantAC010

was created.

2. Whatisthereconciliationkeydate(checkdate)forthebalanceconfirmation?

3. BywhichdatedoesIDESexpecttohavethebalanceconfirmationsreturned

by the vendors (date of reply)?

Task 2: Revalue foreign currency

Vendorsabroadoftencreatetheirinvoicesinthecurrencyoftheirowncountry. If

hiscurrencyisnotthesameasthecompanycodecurrency,thesystemtreatsitasa

foreigncurrencyandtranslatesitintolocalcurrencyusingadefinedexchangerate.

Whenthefinancialstatementisprepared,theopenitemsinforeigncurrencyhave

toberevaluatedaccordingtocountry-specificrequirementsbecausetheexchange

ratemayhavechangedsincetheopenitemswerecreated.

1. TheaccountingdepartmentdiscoversaninvoicefromthevendorAgency##

thathasnotyetbeenposted. It isdatedthe15th of thepreviousmonth.

Fortunately, thelastpostingperiodisstillopen, sotheinvoicecanstillbe

postedinthisperiodbeforethemonth-endclosingiscarriedout. Thisisan

invoiceinUSD,withoutanytaxonsales/purchases(taxcode0I).

Posttheinvoicewiththenumber2## (reference)for5,000 USDon

the last day of the previous month.

Continued on next page

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Unit3: AccountsPayable AC010

2. ChoosetheLocal currency tab. Hereyou will findtheamount translated

into local currency. The latest exchange rate in the table is used for the

conversion. Changetheexchangerateto/2.00000andchooseEnter.

3. EntertheG/Llineitemusingthewithcostcenterentryvariant.

Useaccount470000asaG/Laccount. Usetax code 0I.Postthecosts

to your cost center, CC##.

4. CarryouttheforeigncurrencyvaluationforthevendoraccountAgency##

only.

You call up thevaluation program by choosing Accounting →Financial

Accounting → Accounts Payable → Periodic Processing → Closing →

Valuate→ForeignCurrencyValuationofOpenItems(New).

Toassistyouwiththeentriesintheselectionscreen,reportvariantAC010

was created.

Usethisvariantandreplace##withyourgroupnumberinallrelevanttabs.

5. Onwhichkeydate isthevaluationcarriedout?

6. Run thebatch input sessionintheforeground.

Task 3: Regroup accounts payable (optional)

Manycountry-specificregulationsrequirethataccountspayable(andreceivables)

be ordered according to remaining term. In Europe, for example, accounting

convention93requiresthisclassification,andthestandardSAPsystemprovides

the necessary sorted list.

1. Postaninvoicewitharemainingtermof twoyears.

Postaninvoicewiththenumber3##(reference)for6,000EURforvendor

Agency##. Useaccount470000astheoffsettingaccount. Usethetaxcode

0I.Theinvoiceandpostingdatesareboththe15thofthepreviousmonth.

Usetheentry variantwithcost centertopost the cost toyour cost center,

CC##.

2. Before posting the document, select thePayment tab. You will find the

termsofpaymenthere, aswellasotherinformation. Changethetermsof

paymenttoZB99. Thesetermsofpaymenthavebeendefinedwithatermof

24 months.

3. Write down the accounting document number.

4. Carry out theregrouping byremaining term.

You call up the program for reclassification by choosing Accounting →

Financial Accounting → Accounts Payable → Periodic Processing →

Closing→Reclassify→Sorting/Reclassification(New).

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AC010 Lesson: Closing Operations in Accounts Payable

Toassistyouwiththeentriesintheselectionscreen,reportvariantAC010

wascreated. Usethisvariantandreplace##withyourgroupnumberinthe

Selections and Postings tabs.

5. Whatisthereconciliationkeydatefortheregrouping?

6. Onwhichdocumentdateistheregroupingreversed?

7. Runthebatch input sessionin the foreground.

8. Gotothebalancedisplayfor account160020inprofitcenterPRCTR##.

This is the balance sheet account that is configured to record accounts

payablewitharemainingtermofonetofiveyears. Whatdothetransaction

figures show?

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Unit3: AccountsPayable AC010

Solution 11: Closing Procedures in

Accounts Payable

Task 1: Print balance confirmations

IDESmustsendbalanceconfirmationstoselectedvendorsaspartofitsannual

audit process.

1. Print abalanceconfirmation for vendor1000.

Toassistyouwiththeentriesintheselectionscreen,reportvariantAC010

was created.

a) Choose Accounting → Financial Accounting→ Accounts Payable

→ Periodic Processing → Closing → Check/Count → Balance

Confirmation: Print.

Inthemenu, chooseGoto→Variants→Get.

b) Choose variant AC010.

c) Choose Execute to run the report.

The balance confirmation isdisplayed.

Inthemenu,chooseGoto→Pagetodisplaythesubsequentpages.

2. Whatisthereconciliationkeydate(checkdate)forthebalanceconfirmation?

a) End of last month (date may vary)

3. BywhichdatedoesIDESexpecttohavethebalanceconfirmationsreturned

by the vendors (date of reply)?

a) Ten daysfrom today'sdate(datemay vary)

b) ReturntotheSAPEasyAccessmenubytyping /Ninthecommand

field.

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AC010 Lesson: Closing Operations in Accounts Payable

Task 2: Revalue foreign currency

Vendorsabroadoftencreatetheirinvoicesinthecurrencyoftheirowncountry. If

hiscurrencyisnotthesameasthecompanycodecurrency,thesystemtreatsitasa

foreigncurrencyandtranslatesitintolocalcurrencyusingadefinedexchangerate.

Whenthefinancialstatementisprepared,theopenitemsinforeigncurrencyhave

toberevaluatedaccordingtocountry-specificrequirementsbecausetheexchange

ratemayhavechangedsincetheopenitemswerecreated.

1. TheaccountingdepartmentdiscoversaninvoicefromthevendorAgency##

thathasnotyetbeenposted. It isdatedthe15th of thepreviousmonth.

Fortunately, thelastpostingperiodisstillopen, sotheinvoicecanstillbe

postedinthisperiodbeforethemonth-endclosingiscarriedout. Thisisan

invoiceinUSD,withoutanytaxonsales/purchases(taxcode0I).

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Unit3: AccountsPayable AC010

Posttheinvoicewiththenumber2## (reference)for5,000 USDon

the last day of the previous month.

a) Choose Accounting → Financial Accounting→ Accounts Payable

→ Document Entry → Invoice.

Enterthecompanycodeifthedialogboxappears

Field Name Value

Company code 1000

b) Choose Enter.

Basic data tab page:

Field Name Value

Vendor Agency##

Invoice date <15th of the previous

month>

Posting date <last day of the

previous month>

Reference 2##

c) Choose Enter.

d) Awarningmessagemayappeartotellyouthatthecurrentperiodmust

conformtothepostingdate. ConfirmthismessagebychoosingEnter.

Themasterrecordofthevendorisdisplayedintheupperrightofthe

screen.

e) Basic data tab page:

Field Name Value

Amount 5000 USD

Tax code OI(taxcode: inputtraining0%)

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174

Field Name	Value
Company code	1000

Field Name	Value
Vendor	Agency##
Invoice date	<15th of the previous month>
Posting date	<last day of the previous month>
Reference	2##

Field Name	Value
Amount	5000 USD
Tax code	OI(taxcode: inputtraining0%)

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AC010 Lesson: Closing Operations in Accounts Payable

2. Choose the Local currencytab. Hereyouwill find the amounttranslated

into local currency. The latest exchange rate in the table is used for the

conversion. Changetheexchangerateto/2.00000andchooseEnter.

Field Name Value

Exchange rate /2

Choose Enter.

Note: Theproposed exchange rate wasalso changed. This

meansthat, when therevaluation programisruninthenext

step,theexchangerateituses(fromthetable)willbedifferent

fromtheoneintheinvoice. Asaresult,anunrealizedgainor

loss will be calculated.

b) ChooseEnterpastthemessagesabouttheexchangeratehavingbeen

changed.

3. EntertheG/Llineitemusingthewithcostcenterentryvariant.

Useaccount470000asaG/Laccount. Usetax code 0I.Postthecosts

to your cost center, CC##.

a) Intheleftcolumn,selectthewithcostcenterentryvariantintheScreen

variants for items folder.

Field Names Value

G/L account 470000

D/C Debit

Amount in doc. cur. 5000

tax code 0I

cost center CC##

b) ChoosePost. ChooseEnterpastanymessages.

c) Writedowntheaccountingdocument number.

d) Returntothe SAPEasyAccessmenu by typing /Ninthecommand

field.

4. CarryouttheforeigncurrencyvaluationforthevendoraccountAgency##

only.

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175

Field Name	Value
Exchange rate	/2

Field Names	Value
G/L account	470000
D/C	Debit
Amount in doc. cur.	5000
tax code	0I
cost center	CC##

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Unit3: AccountsPayable AC010

You call up thevaluation program by choosing Accounting →Financial

Accounting → Accounts Payable → Periodic Processing → Closing →

Valuate→ForeignCurrencyValuationofOpenItems(New).

Toassistyouwiththeentriesintheselectionscreen,reportvariantAC010

was created.

Usethisvariantandreplace##withyourgroupnumberinallrelevanttabs.

a) Choose Accounting → Financial Accounting→ Accounts Payable

→PeriodicProcessing→Closing→Valuate→ForeignCurrency

Valuation of Open Items (New). In the menu bar, choose Goto →

Variants → Get.

Hint: DeletecreatedbyintheFindvariantwindow. Choose

Executein thedialog box to continue.

b) Choose variant AC010.

c) Replace##withyourgroupnumberonthePostingsandOpenItems

tabs.

d) Choose Execute.

A list of all items tobe valuated appears.

e) ChoosethePostingsbutton. Thetwodocuments(valuationandreverse

document) are displayed in list format.

5. Onwhichkeydate isthevaluationcarriedout?

a) Last day of the previous month.

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AC010 Lesson: Closing Operations in Accounts Payable

6. Runthebatch input sessionin the foreground.

a) Processthebatchinputsessioncreatedbytheprogram.

Inthemenu,chooseSystem→Services→BatchInput→Sessions.

b) Select the session SAPF100–##.

c) Choose Process.

d) Select Process/Foreground.

e) Choose Process.

f) Confirm thesubsequent screensbychoosingEnteruntil thesession

has finished running.

g) ReturntotheSAPEasyAccessmenubychoosingExitbatchinput.

Note: IDES runs the valuation report for all accounts

simultaneously. Sincethisvaluationdoesnot formapart of

thelegalyear-endclosing,thevaluationsarenotnotedinthe

documents,andthepostingswillbereversedonthefirstdayof

the next period.

Task 3: Regroup accounts payable (optional)

Manycountry-specificregulationsrequirethataccountspayable(andreceivables)

be ordered according to remaining term. In Europe, for example, accounting

convention93requiresthisclassification,andthestandardSAPsystemprovides

the necessary sorted list.

1. Postaninvoicewitharemainingtermoftwoyears.

Postaninvoicewiththenumber3##(reference)for6,000EURforvendor

Agency##. Useaccount470000astheoffsettingaccount. Usethetaxcode

0I.Theinvoiceandpostingdatesareboththe15thofthepreviousmonth.

Usetheentry variantwithcostcenterto post thecost toyour cost center,

CC##.

a) Choose Accounting → Financial Accounting → Accounts Payable

→ Document Entry → Invoice.

Enter company code 1000, if required.

Field Name Value

Company code 1000

b) Choose Enter.

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Field Name	Value
Company code	1000

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Unit3: AccountsPayable AC010

Field Name Value

Vendor Agency##

Invoice date <15th of the previous

month>

Posting date <15th of the previous

month>

Reference 3##

c) Choose Enter.

A warning message appears to tell you that the current period is

beingadjustedtoconformtothepostingdate. Confirmthismessage

by choosing Enter.

Themasterrecordofthevendorisdisplayedintheupperrightofthe

screen.

d) Vendor item:

Field Name Value

Amount 6000 EUR

Tax code 0I (tax code: Input taxtraining

0%)

e) Choose the “Tree On” button, then in the left column choose the

Z_WITHCOST CENTER screen variant.

G/L item:

Field Names Value

G/L account 470000

D/C Debit

Amount indoc. curr. 6000

tax code 0I

cost center CC##

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178

Field Name	Value
Vendor	Agency##
Invoice date	<15th of the previous month>
Posting date	<15th of the previous month>
Reference	3##

Field Name	Value
Amount	6000 EUR
Tax code	0I (tax code: Input taxtraining 0%)

Field Names	Value
G/L account	470000
D/C	Debit
Amount indoc. curr.	6000
tax code	0I
cost center	CC##

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AC010 Lesson: Closing Operations in Accounts Payable

2. Before posting the document, select the Payment tab. You will find the

termsofpaymenthere, aswellasotherinformation. Changethetermsof

paymenttoZB99. Thesetermsofpaymenthavebeendefinedwithatermof

24 months.

a) Select the Payment tab.

Field Name Value

Terms of payment ZB99

b) ChooseEnter. ConfirmanywarningmessagesbychoosingEnter.

c) Choose Post.

3. Writedown theaccountingdocument number.

a) Writedowntheaccountingdocumentnumberforfuturereference.

b) Returntothe SAPEasyAccessmenu by typing /Ninthecommand

field.

4. Carry out the regrouping by remaining term.

You call up the program for reclassification by choosing Accounting →

Financial Accounting → Accounts Payable → Periodic Processing →

Closing→Reclassify→Sorting/Reclassification(New).

Toassistyouwiththeentriesintheselectionscreen,reportvariantAC010

wascreated. Usethisvariantandreplace##withyourgroupnumberinthe

Selections and Postings tabs.

a) Choose Accounting → Financial Accounting → Accounts

Payable → Periodic Processing → Closing → Reclassify →

Sorting/Reclassification(New). Fromthemenubar,chooseGoto→

Variants → Get.

b) Choose variant AC010

c) OnthePostingsandSelectionstabpages,replace##withyourgroup

number.

d) Choose Execute.

Alist ofall itemstoberegroupedappears.

e) Choose Postings. The two documents (regrouping and reverse

document) aredisplayed in list format.

5. Whatisthereconciliationkeydatefortheregrouping?

a) Last day of previous month

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Field Name	Value
Terms of payment	ZB99

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Unit3: AccountsPayable AC010

6. Onwhichdocumentdateistheregroupingreversed?

a) First day of this month

7. Run thebatch input sessionintheforeground.

a) Process the batch input session.

Inthemenu,chooseSystem→Services→BatchInput→Sessions.

b) Select the sessionFAGLREGR-##.

c) Choose Process.

d) Choose Process/Foreground.

e) Choose Process.

f) Confirm the following screens by choosing Enter until the session

has finished running.

g) ReturntotheSAPEasyAccessmenubychoosingExitbatchinput.

8. Gotothebalancedisplayfor account160020inprofitcenterPRCTR##.

This is the balance sheet account that is configured to record accounts

payablewitharemainingtermofonetofiveyears. Whatdothetransaction

figures show?

a) ChooseAccounting →FinancialAccounting→GeneralLedger →

Account → Display Balances (New).

Field Name Value

G/L account 160020

Company code 1000

Fiscal year <current year>

Clickthe"Freeselections(CTRL +F1)"icon.

b) On the next screen (Free Selection), enter the valuePRCTR## for

the profit center.

c) Save your free selection.

d) ExecutetheG/L account balance display.

e) Choose Execute.

The transaction figures show that 6,000 EUR were posted to this

accountforthelastperiod. Thisisyourregroupingforthepurposeof

creatingthefinancialstatement. Youcanalsoseethatthe6,000EUR

posting was reversed in thenext period.

f) ReturntotheSAPEasyAccessmenubytyping /Ninthecommand

field.

180

Field Name	Value
G/L account	160020
Company code	1000
Fiscal year	<current year>

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AC010 Lesson: Closing Operations in Accounts Payable

Lesson Summary

You should now be able to:

• Print balance confirmations

• Revalue foreign currency open items

• Regroup accountspayableaccordingtoduedate

Related Information

Acourseonthesubjectofclosingoperations(AC205)focusesonbothlegaland

technicalaspectsof closingin accountspayable.

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