AC050_EN_Col62_FV_Part_A4 (第5页) | ERP软件技术分享

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Unit3: GeneralLedgerAccounting AC050

Duringtheprocedureoffinancialclosing,somespecialperiodsmayalsobeopen

forclosingpostings. Duringthetimeoftheclosingprocedure,twoperiodranges

havetobeopenatthesametime. Therefore,twoperiodrangescanbeenteredin

the posting period table.

Figure 71: Opening and Closing Posting Periods

At the document header level, R/3 checks the periods that areallocated to the

accounttype“+”. Thisisthefirstcheck. Thereforetheaccounttype“+”mustbe

openfor all periodswhich aresupposedtobeopenfor anyother accounttype.

Theaccounttype“+”istheminimumentryinthepostingperiodvariant.

Postingperiodscanbehandleddifferentlyfordifferentaccounttypes,i.e. fora

certainperiod,postingsoncustomeraccountsmaybepossiblewhilepostingson

vendoraccountsmaynot. Atthelineitemlevel,R/3checkstheaccounttypeof

thepostingkeytoverifythattheperiodisopenfortheassignedaccounttype.

The account range always contains G/L accounts. By entering certain

reconciliationaccountsbehindsubledgeraccounttypes,thesesubledgeraccounts

can be treated differently than accounts which have a different reconciliation

account.

Whenenteringadocument, amongotheritems,youenterthepostingdate-the

system automatically determines the posting period and fiscal year based on

the posting date entered. In the document overview, the posting date, posting

period, andfiscal year aredisplayed. Thedeterminedpostingperiodisentered

inthedocumentandthetransactionfiguresforthispostingperiodareupdated.

Ifyoudisplaythebalancesofanaccount,thetransactionsfiguresfortheposting

periods are displayed.

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AC050 Lesson: General Ledger Period End

Maintaining the Exchange Rate Table

Maintaining exchange ratesis an on-going task. To reduce maintenance, SAP

offersseveraltools. Foreachexchangeratetypeoneofthefollowingtoolscan

be used:

• Inversion(ofthetoolsavailable,inversionistheoldestandisseldomused

today)

• Base Currency

• Exchange Rate Spreads

Note: Just one of these three tools can be used per exchange rate;

however,fordifferentexchangeratetypesdifferenttoolscanbeused.

In addition: the program RFTBFF00 maintains the exchange rate table

automaticallybyuploadinganinputfileinmulticashformat. Anotheroptionfor

transferringexchangeratesisofferedbytheprogramRFTBDF07,whichusesa

data-feedinterfacetotransferdatainreal-time,iftheexternaldata-feedsupports

real-time exchange rate supply. With Remote Function Call (RFC), a direct

connectissetupdirectlybetweenanexternalsystemandaSAPSystem. Youcan

find information on the file format, data suppliers, file structures and so on in

the documentation for this program.

Figure 72: Maintaining the Exchange Rate Table

All SAP applications and functions process exchange rates using the direct

quotationaswellastheindirectquotation. Whethertheexchangerateisdefined

or communicated using the direct or indirect method of quotation depends on

the market standardor theindividual businesstransaction. The useof indirect

quotationisneitherapplicationnorcountry-specific-itaffectsallthecomponents

in which exchange rates are used. The direct quotation is also known as the

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Unit3: GeneralLedgerAccounting AC050

pricenotation: Thecurrencyvalueisexpressedinthelocalcurrencyperunitof

foreigncurrency. Theindirectquotationisalsoknownasthevolumenotation:

Thecurrencyvalueisexpressed inunitsoftheforeign currencyper unit of the

local currency.

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AC050 Lesson: General Ledger Period End

Exercise 5: General Ledger Period End

Exercise Objectives

After completingthisexercise, youwillbeableto:

• PostandReverseanAccrual/Deferral document

Business Example

AforeignemployeefromoneoftheothersubsidiariesisjoiningIDESAG.IDES

hastoorganiseaccommodationforhim. Alocallettingagencyhasbeenusedto

findanapartment. TheirfeeforthiswillbeEUR4,000.

Theemployeehasarrivedandisinhisapartmentbuttheinvoicefortheletting

agencyfeehasnotbeenreceived. Youneedtoaccruetheexpense.

Task:

Post an accrual for the letting agency fee.

1. Enteranaccrualtoreflecttheagency'sfee. Theexpenseaccountis470000

andtheaccrualaccountis1912##. TheamountontheinvoicewillbeEUR

4,000. TheemployeebelongstoyourcostcenterCC##.

Itislikelythattheinvoicewillarriveatthebeginningofnextmonth. Post

theaccrualwithtoday'sdateandareversingdateofthe1stofnextmonth.

Choose a suitable reversal reason.

2. Wehavenowmovedintonextmonth. Reversetheaccrualpostingthatyou

madeinthepreviousstepandthendisplaythedocument.

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Unit3: GeneralLedgerAccounting AC050

Solution 5: General Ledger Period End

Task:

Post an accrual for the letting agency fee.

1. Enteranaccrualtoreflecttheagency'sfee. Theexpenseaccountis470000

andtheaccrualaccountis1912##. TheamountontheinvoicewillbeEUR

4,000. TheemployeebelongstoyourcostcenterCC##.

Itislikelythattheinvoicewillarriveatthebeginningofnextmonth. Post

theaccrualwithtoday'sdateandareversingdateofthe1stofnextmonth.

Choose a suitable reversal reason.

a) Choose Accounting > Financial Accounting > General Ledger >

PeriodicProcessing> Closing >Valuate>EnterAccrual/Deferral

Document or transaction code FBS1.

b) Enter the following information:

Field Name Value

Document Date Today's Date

Document Type SA

Company Code 1000

Posting Date Today's Date

Currency EUR

Doc Header Text Accrue Letting Fee GR

Reversal Reason 05

Reversal Date 1st of next month

Posting Key 40

Account 470000

Hit Enter or to continue.

c) Enter the following data

Field Name Value

Amount 4,000

Cost Center CC##

Continued on next page

150

Field Name	Value
Document Date	Today's Date
Document Type	SA
Company Code	1000
Posting Date	Today's Date
Currency	EUR
Doc Header Text	Accrue Letting Fee GR ##
Reversal Reason	05
Reversal Date	1st of next month
Posting Key	40
Account	470000

Field Name	Value
Amount	4,000
Cost Center	CC##

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AC050 Lesson: General Ledger Period End

Field Name Value

Text Letting Fee Group ##

Posting key 50

Account 1912##

HitEnteror tocontinue. Enterpastanytaxwarnings.

d) Enter * in the amount field and + in the text field. Then click on

display document overview .

Hint: Ifthedocumentdoesnotbalanceatthispoint, double

click on the incorrect line and correct the entries or add an

extraentryatthebottomofthescreen. Ifyouhavetoomany

rows double click on the one you do not want and zero the

amount field.

e) Save the document by clicking .

Continued on next page

151

Field Name	Value
Text	Letting Fee Group ##
Posting key	50
Account	1912##

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Unit3: GeneralLedgerAccounting AC050

2. Wehavenowmovedintonextmonth. Reversetheaccrualpostingthatyou

madeinthepreviousstepandthendisplaythedocument.

a) Choose Accounting > Financial Accounting > General Ledger >

PeriodicProcessing>Closing>Valuate>ReverseAccrual/Deferral

Document or transaction code F.81.

b) Enter the following information

Field Name Value

Company Code 1000

Reverseposting date 1st of next period

to last day of next

period

User name Your logon ID

Test run Select

Hint: Besuretoonlyreverseyourowndocument. Ifyouget

morethanonedocumentlistedatthispointyouhaveprobably

notenteredyourusername. Gobackandtryagain.

c) If only your document appears in the list then select the Reverse

Documentsbutton. Youshouldnowgetareversaldocumentnumber.

d) Clickonthereversaldocument numberand choosethedisplayicon

. The document isdisplayed. Select the header icon and you

canseethelinkbetweentheoriginalandreversaldocument andthe

reversal reason.

152

Field Name	Value
Company Code	1000
Reverseposting date	1st of next period to last day of next period
User name	Your logon ID
Test run	Select

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AC050 Lesson: General Ledger Period End

Lesson Summary

You should now be able to:

• Post accruals and prepayments

• Analyze the GR/IR clearing account

• Open and close posting periods

• Enter exchange rates into the table

• Describe what the Schedule Manager does

Related Information

There is more information on the Schedule Manager in the course AC690.

FinancialClosinganditsconfigurationiscoveredindetailintheAC205.

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UnitSummary AC050

Unit Summary

You should now be able to:

• Display a chart of accounts

• Display the G/L account directory

• Create G/L accounts

• Describethespecialroleofreconciliationaccounts

• Maintain a financial statement version

• Discusstheuseofcountryandgroupchartsofaccounts

• PerformGLpostingsusingtheEnjoytransactionscreenandthetraditional,

complex screen

• Explain howan FI document isstructured

• Understand what document splitting means

• Create a Recurring Journal

• Display a General Ledger Account Balance

• Display General Ledger line items

• Display a document

• RuntheBalanceSheetandprofitandLossAccountreport

• Post accruals and prepayments

• Analyze the GR/IR clearing account

• Open and close posting periods

• Enter exchange rates into the table

• Describewhat theSchedule Manager does

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AC050 Test Your Knowledge

Test Your Knowledge

1. Towhichchartofaccountsmustacompanycodebeassignedinorderfor

postings to occur?

Choosethecorrectanswer(s).

□ A Group

□ B Country

□ C Operating

□ D None of the above

□ E All of the above

2. WhatarethetwopartsofaG/Laccountandwhatarethetworeportsthat

show those parts?

3. The isassignedanumberrange. Thiscontrols

howtheCompanyCodesegmentofaG/Laccountisdisplayedonthescreen.

Fillintheblankstocompletethesentence.

4. Reconciliationaccountscanbepostedtodirectly.

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

5. The determinesthe

structureofabalancesheetandanincomestatementreport: Thisspecifies

whichaccountscorrespondtowhichitemsinthereport.

Fillintheblankstocompletethesentence.

6. A document consists of two parts: a and the

Fillintheblankstocompletethesentence.

7. There are two posting keys for postings to GL accounts: for debit

postings and for credit postings.

Fillintheblankstocompletethesentence.

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TestYourKnowledge AC050

8. It ispossibleto drill down fromanaccount balance to the line itemsthat

make up that balanceforall GL accounts.

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

9. Apostingkeyallowspostingtojustoneaccounttype.

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

10. When a document is posted, a number is assigned to that

document. This number comes from number range assigned to the

intheheaderofthatdocument.

Fillintheblankstocompletethesentence.

11. Inorderforinformationtopassovertothecontrollingmodulewhenposting

toanexpenseaccountaspartofanFItransaction,a

mustexistfortheexpenseaccountthatisbeingpostedto.

Fillintheblankstocompletethesentence.

12. For postings to recur on a regular basis, the

can be used

to generate the necessary documents.

Fillintheblankstocompletethesentence.

13. The recurring entry program can only be used

when the and

remainunchanged

for every posting.

Fillintheblankstocompletethesentence.

14. WhenatransactionispostedinFI,itautomaticallyappearsonthebalance

sheet.

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

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AC050 Test Your Knowledge

15. Toaccesstheoriginaldocumentthatcreatedtheaccountingdocumentyou

must first go to the Document Relationship browser to get the reference

number and then go to the document display transaction in the relevant

application

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

16. TheTrialBalancecanbefoundinthe

sectionoftheInformationSystem. Toanalyseasingleaccountyouwould

look at the

Fillintheblankstocompletethesentence.

17. NamesomewaysofaccessingthelineitemsforaGeneralLedgerAccount.

18. Accrual and Deferral documents are reversing journals that reverse

automatically on the reversal date.

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

19. The tool that allows you to organize your closing activities is the

Fillintheblankstocompletethesentence.

20. IfthereisacreditbalanceintheGR/IRaccountwhenthebooksaretobe

closed,theRegroupGR/IRprogrammovesthatbalancetoanaccountcalled

Fillintheblankstocompletethesentence.

21. Youcanhavemorethanoneperiodopenforpostingatonce

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

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TestYourKnowledge AC050

22. Onceapostingperiodisclosedyoucannevermakeanotherpostingtoit

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

23. Exchange rates can be entered as either or

quotations.

Fillintheblankstocompletethesentence.

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AC050 Test Your Knowledge

Answers

1. Towhichchartofaccountsmustacompanycodebeassignedinorderfor

postings to occur?

Answer: C

A company code must be assigned to an operating chart of accounts. In

addition,acompanycodecanbeassignedtoacountrychartofaccounts. The

countrychartisrequiredforcountry-specificreporting. Anoperatingchart

ofaccountscanbeassignedtoagroupchartforconsolidationpurposes.

2. WhatarethetwopartsofaG/Laccountandwhatarethetworeportsthat

show those parts?

Answer: The two segments are the chart of accounts segment and the

companycodesegment. Thechartofaccountsreportisalistofaccounts

forwhichthechartofaccountssegmenthasbeencreated. TheG/Laccount

report isalist of accountsfor which thecompanycode segment hasalso

been created.

3. The account group is assigned a number range. This controls how the

CompanyCodesegmentofaG/Laccountisdisplayedonthescreen.

Answer: account group

4. Reconciliationaccountscanbepostedtodirectly.

Answer: False

Youcanposttoareconciliationaccountonlythroughasub-ledgeraccount.

5. Thefinancialstatementversiondeterminesthestructureofabalancesheet

andanincomestatementreport: Thisspecifieswhichaccountscorrespondto

which items in the report.

Answer: financial statement version

6. Adocumentconsistsoftwoparts: aheaderandthelineitems.

Answer: header, line items

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TestYourKnowledge AC050

7. TherearetwopostingkeysforpostingstoGLaccounts: 40fordebitpostings

and 50 for credit postings.

Answer: 40, 50

8. It ispossibleto drill down fromanaccount balance to the line itemsthat

make up that balanceforall GL accounts.

Answer: False

ThisispossibleforGLaccountsforwhichtheLineitemdisplayoptionis

activated in the master record.

9. Apostingkeyallowspostingtojustoneaccounttype.

Answer: True

The posting key supplies the system with the information about which

account has been posted to. GL account, customer, vendor, assets or

materials.

10. Whenadocumentisposted, anumber isassignedtothatdocument. This

number comes from number range assigned to the document type in the

header of that document.

Answer: document type

11. Inorderforinformationtopassovertothecontrollingmodulewhenposting

toanexpenseaccountaspartofanFItransaction,acostelementmustexist

for theexpenseaccount that isbeing postedto.

Answer: cost element

12. Forpostingstorecuronaregularbasis,therecurringentryprogramcanbe

used to generate the necessary documents.

Answer: recurring entry program

13. Therecurringentryprogramcanonlybeusedwhentheaccounts,amounts,

andcostaccountingassignmentsremainunchangedforeveryposting.

Answer: accounts,,amounts,,costaccountingassignments

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AC050 Test Your Knowledge

14. WhenatransactionispostedinFI,itautomaticallyappearsonthebalance

sheet.

Answer: True

The account must beassigned toanappropriatelineitem in the financial

statement version used when running the balance sheet. Otherwise, the

postingwillappearattheendofthefinancialstatementinacategorycalled

Accounts not assigned.

15. Toaccesstheoriginaldocumentthatcreatedtheaccountingdocumentyou

must first go to the Document Relationship browser to get the reference

number and then go to the document display transaction in the relevant

application

Answer: False

From the Document Relationship Browser you can access the source

document directly.

16. The Trial Balance can be found in the Account Balances section of the

Information System. To analyse a single account you would look at the

Balance Display

Answer: Account Balances, Balance Display

Thetrialbalanceisjustalistofaccountbalances. Thebalancedisplayallows

youto drill downtomoredetailedinformation.

17. NamesomewaysofaccessingthelineitemsforaGeneralLedgerAccount.

Answer: Line Item Display

Drill down from the Balance Display if line item display is activated in

the General Ledger master record

Line item reportsin theInformation System

18. Accrual and Deferral documents are reversing journals that reverse

automatically on the reversal date.

Answer: False

Accrualanddeferraldocumentshaveaspecifiedreversaldatebutaseparate

transactionmustberuntocompletethereversalposting

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TestYourKnowledge AC050

19. Thetoolthatallowsyoutoorganizeyourclosingactivitiesistheschedule

manager.

Answer: schedule manager

Theschedulemanagerallowsyoutocreateatasklistofthingstobedone

and then you can either process them manually or schedule them to run

automatically.

20. IfthereisacreditbalanceintheGR/IRaccountwhenthebooksaretobe

closed,theRegroupGR/IRprogrammovesthatbalancetoanaccountcalled

Goods Received but not Invoiced.

Answer: GoodsReceivedbut not Invoiced

Attheendoftheperiod,theGRIRaccountcanbemadeupofgoodsreceived

notinvoicedandInvoicesreceivedwithnogoods. Thereforethebalancehas

tobesplitupintoseparateaccrualsandprepaymentsfordisclosurepurposes.

21. Youcanhavemorethanoneperiodopenforpostingatonce

Answer: True

Youcanhavetworangesofperiodsopenatthesametimeandeachofthese

ranges can cover multiple periods.

22. Onceapostingperiodisclosedyoucannevermakeanotherpostingtoit

Answer: False

Youcannotpostintoaclosedperiodbutyoucanreopentheperiod.

23. Exchangeratescanbeenteredaseitherdirectorindirectquotations.

Answer: direct, indirect

Youcanenterbothtypesofquotationsintotheexchangeratetable. However,

oneisnormallydesignatedasthestandardquotationincustomising.

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Unit 4

Accounts Payable

Unit Overview

Inthisunitweshallbeginbystudyingthevendormasterrecord. Weshallthen

look at some of the daily activities that are performed in the accounts payable

(AP) department, such as creating invoices and credit memos. We shall also

studythewaysofprocessingpayments. Weshalllook attheintegrationpoints

withmaterialsmanagementandtheorganizationalelementsthatareapplicable

to materials management. Finally, we shalll take a look at closing activities

necessarytopreparefinancialstatementsinaccountspayable,suchasaccounting

for open invoicesin a foreigncurrency. Many of the concepts inthisunit will

also apply to accounts receivable (AR).

Unit Objectives

After completing thisunit, you will beableto:

• Create a list of vendors

• Maintain a vendor master record in FI

• Describe the role of an account group

• Post vendor invoices and credit memos inFI

• Postamanualoutgoingpaymentandprintacheck

• Run the automatic payment program

• DescribethemostimportantorganizationalunitsinMaterialManagement

• DescribeandtrackthebasicpurchasingprocessinMaterial Management

anddescribeitseffectsinFinancial Accounting

• CheckAccountBalances,LineItemsandDocuments

• AccessStandardReportsfromtheInformationSystem

• Revalue foreign currency open items

• Regroup accountspayableaccordingtoduedate

Unit Contents

Lesson: Accounts Payable Master Records in FI ..........................165

Procedure: CreatingaVendorMasterRecordforaCompanyCode 167

Exercise 6: Vendor Master Data..........................................169

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Unit4: AccountsPayable AC050

Lesson: Accounts Payable Transactions....................................174

Procedure: Invoice/Credit Memo Entry - Enjoy Transaction..........178

Procedure: Posting Documents in Accounts Payable using the classic

transactions .................................................................181

Procedure: Making a Manual Payment..................................183

Procedure: Running the Payment Program.............................190

Exercise 7: Accounting Transactions Within a Period in Accounts

Payable ......................................................................197

Lesson: Integration with Materials Management ...........................216

Procedure: Create Vendor Master Record..............................220

Procedure: Create a non-stock Purchase Order.......................224

Procedure: Enter a Goods Receipt for a Purchase Order ............226

Procedure: Post an Invoice using Logistics Invoice Verification .....227

Exercise 8: Business Process Integration with Materials

Management ................................................................229

Lesson: Accounts Payable Reporting........................................234

Exercise 9: Accounts Payable Reporting ...............................237

Lesson: Accounts Payable Period End......................................241

Procedure: Foreign Currency Valuation of Open Items...............244

Procedure: Regroup Payables and Receivables.......................246

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AC050 Lesson: Accounts Payable Master Records in FI

Lesson: Accounts Payable Master Records in FI

Lesson Overview

Inthislessonwewillreviewanexistingvendormasterrecordandcreateanew

vendormasterrecordintheSAPsystem. Wewillalsoexaminehowtheaccount

groupcontrolstheappearanceandnumberingofvendormasterrecords.

Lesson Objectives

After completingthislesson, youwillbeable to:

• Create a list of vendors

• Maintain a vendor master record in FI

• Describe the role of an account group

Business Example

Aforeignemployeeistoarrivenext month. IDESAGhasorganisedhistravel

viathelocaltravelagency. Theaccountingdepartmentneedstocreateavendor

masterrecordrepresentingtheagencytocreateandtracktheflightcosts.

Master Data

Figure 73: Vendor Account in SAP FI

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Unit4: AccountsPayable AC050

AswithG/Laccounts,vendoraccountsaremadeupoftwosegments:

• General Data

• Company Code Specific Data

Avendor account isdefinedforall company codesattheclientlevel. General

data,suchasthevendor'snameandaddress,isstoredhere.

Postings cannot be made to the account for a company code until company

code-specific settings have been created. These settings refer only to the

respective company code and include details, such as the agreed payment

conditions.

Figure 74: VendorMasterRecord: Selection Screen

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AC050 Lesson: Accounts Payable Master Records in FI

Creating a Vendor Master Record for a Company Code

1. From theAccountsPayablemenu, chooseMasterrecords> Create

transaction code FK01.

Theinitialscreenforcreatingthevendorappears.

2. If you useexternal number assignment , enter the vendor's account

number.

Ifyouuseinternalnumberassignment,thesystemassignsanumber

when you save the master data.

3. EnterthecompanycodeandtheaccountgroupandselectENTER .

Thefirstscreenforenteringmasterdataappears.

4. Enter your vendor data andthen select ENTER to reach thenext

entry screen.

5. SaveyourmasterdatabychoosingVendor>Save .

The system displays the initial screen again and a message that

confirms that the data is saved.

Hint:

Ifyouhavecreatedmasterrecordsinonecompanycodeandrequire

exactly the same master records in another company code, you

can distributethenewlycreatedmasterrecordstoothercompany

codes via the following menu path in the Financial Accounting

Configurationscreen: Tools>Datadistribution>Accountspayable

>Send.

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Unit4: AccountsPayable AC050

Account Groups

Figure 75: Account Groups for Vendors

InthesamewayasG/Laccounts, vendoraccountscanbecombinedinvarious

accountgroups,sothattheycanbeorganizedandmanagedmoreeasily. However,

theaccountgroupcontrolsthescreenlayoutofallsectionsofthevendormaster

record,notjustthecompanycodesection,asisthecaseforG/Laccountgroups.

The accounts in an account group usually have similar characteristics. For

example,youcouldhaveoneaccountgroupfordomesticvendors,oneforvendors

abroad,oneforaffiliatedvendors,andoneforone-timeaccounts.

Numberrangesareassignedtoaccountgroups. Thesenumberrangesareusually

internalwherethesystemassignsyouanumberwhenyousavethevendormaster

record. However,somenumberrangesareexternal. Withexternalnumberranges,

youfillinthevendornumbermanuallywhencreatingthevendormasterrecord.

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AC050 Lesson: Accounts Payable Master Records in FI

Exercise 6: Vendor Master Data

Exercise Objectives

After completingthisexercise, youwillbeableto:

• Create a list of vendors

• Createand maintain a vendor master record

Business Example

Accountingtransactionsinvolvingvendorsarerecordedintheaccountspayable

sub-ledger. Theaccountsaredividedintoaccountgroupssothatalargenumberof

vendors can be organized more easily.

Task 1: Create a vendor master record

IDESGermanyisexpectingaforeignemployeetoarrivenextmonthwhowillbe

spendingayearinGermany. Thelocaltravelagencyhasorganisedandpaidfor

thetravel. Theaccountingdepartmentnowhastocreateamasterrecordforthe

travelagencythatcanbeusedforpostingandpayingtheflightcosts.

1. Incompanycode1000,createthemasterrecordTRAV##forthelandlord.

ThemasterrecordshouldbelongtoaccountgroupVEND.IDEShascreated

areferenceaccountforeachaccountgroupsothatmasterdatacanbeentered

aseasilyandaccuratelyaspossible. Thereferenceaccountfortheaccount

group VEND is AGENCY00.

2. Intheaddressscreen,enterthesearchtermTRAVELandnameandaddress

information.

3. Acceptallthevaluesthatarecopiedfromthereferenceaccountasdefault

valuesexceptforthelanguage. Changethistoyourcourselanguage.

Task 2: Edit the vendor master record

Checkthetermsofpayment. Accordingtothetermsandconditions,theinvoices

arealwaystobepaidbychequeimmediatelyandwithoutcashdiscount. Which

paymenttermsandpaymentmethodscouldyouuse? Entertheseinthevendor

master record.

1. The landlordwishesto receivetherental payment bycheque. Definethe

appropriate payment methods.

2. Save the master record.

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Unit4: AccountsPayable AC050

Solution 6: Vendor Master Data

Task 1: Create a vendor master record

IDESGermanyisexpectingaforeignemployeetoarrivenextmonthwhowillbe

spendingayearinGermany. Thelocaltravelagencyhasorganisedandpaidfor

thetravel. Theaccountingdepartmentnowhastocreateamasterrecordforthe

travelagencythatcanbeusedforpostingandpayingtheflightcosts.

1. Incompanycode1000,createthemasterrecordTRAV##forthelandlord.

ThemasterrecordshouldbelongtoaccountgroupVEND.IDEShascreated

areferenceaccountforeachaccountgroupsothatmasterdatacanbeentered

aseasilyandaccuratelyaspossible. Thereferenceaccountfortheaccount

group VEND is AGENCY00.

a) ChooseAccounting→Financialaccounting→AccountsPayable→

Masterrecords→CreateortransactioncodeFK01.

Field Name Value

Vendor TRAV##

Company code 1000

Account group VEND

Reference

Vendor AGENCY00

Company code 1000

b) Choose Enteror the Next screen icon .

2. Intheaddressscreen,enterthesearchtermTRAVELandnameandaddress

information.

a) EnterthesearchtermTRAVELandmakeupanameandaddressfor

thevendor. EnteracompleteGermanaddress,includingastreetname

and city.

3. Acceptallthevaluesthatarecopiedfromthereferenceaccountasdefault

valuesexceptforthelanguage. Changethistoyourcourselanguage.

a) Enter the following data for the address.

1. screen Address

Continued on next page

170

Field Name	Value
Vendor	TRAV##
Company code	1000
Account group	VEND
Reference
Vendor	AGENCY00
Company code	1000

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AC050 Lesson: Accounts Payable Master Records in FI

Field Name Value

Name <name of your choice>

Search term TRAVEL

Otherstreetaddressfields enter a complete

address including a

street, city, region

and country

Language the language of your

course

b) Choose Enteror thenext screenicon .

c) Screen Control

Acceptanydefaultvaluesandleaveallotherfieldsblank.

Choose Enteror thenext screen icon .

d) Screen Payment transactions

Leave all fields blank.

Choose Enteror thenext screen icon .

e) ScreenAccountinginformation Accounting

The displayed data was copied from the reference vendor. Do not

change the data.

Choose Enteror thenext screenicon .

f) Screen Payment transactions Accounting

The displayed data was copied from the reference vendor. Do not

change the data.

Choose Enteror thenext screenicon .

g) Screen Correspondence Accounting

The displayed data was copied from the reference vendor. Do not

change the data.

h) Choose Save .

i) ReturntotheSAPEasyAccessmenubychoosingtheexiticon .

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171

Field Name	Value
Name	<name of your choice>
Search term	TRAVEL
Otherstreetaddressfields	enter a complete address including a street, city, region and country
Language	the language of your course

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Unit4: AccountsPayable AC050

Task 2: Edit the vendor master record

Checkthetermsofpayment. Accordingtothetermsandconditions,theinvoices

arealwaystobepaidbychequeimmediatelyandwithoutcashdiscount. Which

paymenttermsandpaymentmethodscouldyouuse? Entertheseinthevendor

master record.

1. Thelandlordwishesto receivethe rental payment bycheque. Definethe

appropriate payment methods.

a) ChooseAccounting→Financialaccounting→AccountsPayable→

Masterrecords→ChangeortransactioncodeFK02.

Field Name Value

Vendor TRAV##

Company code 1000

Company code data: payment Select this screen

transaction

b) Choose Enter .

c) Enter payment terms: 0001 or ZB00

Paymentmethods: ConfirmthatCandSareentered. Ifnotenterthem.

2. Save the master record.

a) Choose Save .

b) ReturntotheSAPEasyAccessmenubytyping /Ninthecommand

field.

172

Field Name	Value
Vendor	TRAV##
Company code	1000
Company code data: payment transaction	Select this screen

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AC050 Lesson: Accounts Payable Master Records in FI

Lesson Summary

You should now be able to:

• Create a list of vendors

• Maintain a vendor master record in FI

• Describe the role of an account group

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Unit4: AccountsPayable AC050

Lesson: Accounts Payable Transactions

Lesson Overview

InthislessonweshalldiscussindetaildailytransactionswithVendors. Weshall

studytheAPInvoicescreenandmultiplewaystoprocesspaymentsinmySAP

ERP Financials.

Lesson Objectives

After completingthislesson, you will beable to:

• Post vendor invoices andcredit memos in FI

• Post amanualoutgoingpaymentandprint acheck

• Run the automatic payment program

Business Example

Aforeignemployeeistoarrivenextmonth. IDESAGhasorganisedhistravelvia

the local travel agency.

The flight costs are 800 EUR. The invoicefor the flight is sent directly to the

accountingdepartmentandhastobeposted. Foruseoftheirservicesthetravel

agent charges afeeof 200 EUR plus10% VAT each month. Thisinvoicealso

needs to be posted.

Thefeeitselfispaidautomaticallybyrunningthepaymentprogramperiodically.

Thetravel agency urgentlyneeds themoneyfor the flight andasksIDES fora

fastpayment. Therefore,theaccountantcreatesacheckfor800EURandposts

the payment.

To see if every transaction was posted correctly, the accountants check the

accounts after each transaction.

Invoice/Credit Memo Entry

You can easily create and post a vendor invoices or credit memos using

a one-screen transaction. This type of invoice entered directly in AP is a

miscellaneousinvoice,withoutreferencetoapurchaseorder. TheAPentryscreen

is divided into the following areas:

Work templates

Here,youcanselectscreenvariants,accountassignmenttemplates,orheld

documents as references.

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AC050 Lesson: Accounts Payable Transactions

Header and vendor data

Documentheaderandvendorlineitemdataisenteredhere.

Line item information

TheG/Llineitemsforthedocumentareenteredhere.

Information area

Thedocumentbalanceandinformationaboutthevendorisdisplayedhere.

Figure 76: Enjoy Invoice/Credit Memo Entry

Thistransactioncanalsobeusedtocreatedocumentsinaforeigncurrency. The

foreigncurrencyamountistranslatedintolocalcurrencyusingdefinedexchange

rates.

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Unit4: AccountsPayable AC050

Figure 77: Enjoy Vendor Invoice Screen

When entering an expenseitem for an operating expense, you must also enter

onerealManagementAccountingobject,suchasacostcenterorinternalorder.

Thismeansthatwhentheitemisposted,aCOdocumentandanFIdocumentare

created. AprimarycostelementmustexistfortheG/Laccountinorderforthis

to happen. The CO document posts the costs corresponding to the expense to

management Accounting object.

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AC050 Lesson: Accounts Payable Transactions

Figure 78: CO Account Assignment Logic

In addition to the real CO object, you can also enter additional statistical CO

objectstowhichthecostsarestatisticallypostedforinformationpurposes(which

means they are non-allocatable).

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Unit4: AccountsPayable AC050

Invoice/Credit Memo Entry - Enjoy Transaction

1. From the SAP Easy Access screen, choose Accounting >Financial

Accounting >AccountsPayable>Document Entry> Invoice/Credit

MemoortransactionFB60foraninvoiceorFB65foraCreditNote.

2. The first time you carry out this transaction, a dialog box appears

prompting you to enter a company code. Enter the company code

requiredforyour invoicesor creditmemos. Forallfuturedocument

entrytransactions,thesystemdefaultsthiscompanycodeautomatically.

3. YouhavetomakethefollowingentriesontheBasicDatatab:

• Vendor account number

• Invoice date

• Posting date

• Invoice amount

Alloftheotherspecificationsonthistabareoptionalentries:

Vendor search

Ifyoudonotknowthevendoraccountnumber, youcansearch

for it using a search term. If you have selected the option

Complex Search for Business Partner under Editing Options,

and you start the transaction again, you first have to enter the

searchterm. Continueasifyouhadalreadyenteredthevendor

number. Thesystemsupportsthisprocessflowbydeactivating

theaccountnumber. Oncethecorrectaccountnumberhasbeen

determined, youcannotusethesearchtermagainfor thesame

posting. Instead,youhavetochangethevendornumbermanually.

Alternatively,ifyouonlywanttostartthesearchfunction,after

youhaveenteredthesearchtermchooseSearch. Youcanthen

start several search transactions.

Currency

ThesystemproposesthelocalcurrencydefinedinCustomizing.

Youcanalsohavethesystemproposeeithernocurrency,orthe

lastcurrencyused,bydefiningthisineditingoptions.

Changing theLeading Company Code

Ifthereceivableistobepostedinadifferentcompanycodetothe

oneproposed, youhavetodefinethenewcompanycodeusing

Change Leading Company Code.

Caution:

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AC050 Lesson: Accounts Payable Transactions

Data isnot transferred when youchange thecompany

code. Ifyouhavealreadyentereddata,thesystemwarns

you that data may be lost.

Changing the Transaction

In the field Transaction, you can choosewhether you want to

enter an invoice or a credit memo. You can also change the

transactionduringdocumententry. Ifyouchangethetransaction,

thisgenerallychangesthedocumenttype.

Calculating Taxes

Ifthereareseveraltaxcodesintheinvoice,andthetaxamounts

aretobetakenfromtheinvoice,youcanenterthemontheTax

tab. Assoonasyouhaveeditedthisscreenonce,changestothe

taxdatacanonlybemadeonthisscreen. Notethatthetaxcode

mustbeassignedtotheG/Laccount items.

Ifyouwanttousetheamountfromtheinvoice,enterataxamount

manuallyanddeselecttheCalculateTaxflag.

Ifyouwantthesystemtocalculatethetaxautomaticallywhen

posting, select the Calculate Tax flag and do not enter a tax

amount. Thetaxcodeentryinthiscaseisalsoproposedinthe

G/L account items.

Ifthereisauniquetaxcodeinthedocument,youcanenterthis

in the tax amount second field. The tax code selected is then

proposed in the G/L account items.

4. ChooseContinue. Thesystemdeterminesthemostimportantmaster

data for the customer and displays this in the upper right part of

the entry screen. You can therefore check immediatelywhether the

customeriscorrect. Inaddition,thetermsofpaymentfromthevendor

master data are also displayed.

ViaDisplayVendor,youcangodirectlytothemasterrecordtocarry

out any changes.

Hint:

Thechangesthatyoumakeinthemasterrecordarenottaken

intoaccountuntilyoupostthenextdocument.

Caution:

Youcanonlyenteradocumenttype,exchangerate,translation

date,cross-companycodenumber,invoicedate,orpostingdate

ifyouhavenotyetenteredanyG/Laccountitems. Afteryou

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Unit4: AccountsPayable AC050

have entered the first G/L account item, you can no longer

changethedocumentcurrency. Ifyouwanttochangedata,you

mustfirstdeletetheG/Laccountitems.

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AC050 Lesson: Accounts Payable Transactions

Posting Documents in Accounts Payable using the

classic transactions

1. From the Accounts Payable menu, call up the type of business

transactionrequired. Forexample,youcouldchooseDocumententry>

Other>Invoice-generaltransactionF-43orDocumententry>Other

>Credit memo - general transaction F-41.

2. Onthefirstscreen,entertherequiredheaderdata(usually: Document

date,documenttype,companycode,postingdate,andcurrency).

3. Alsoonthefirstscreen,enterthepostingkeyandthecustomeraccount

numberofthefirstlineitem. Confirmyourentrieswithenter.

Hint:

Thepostingkeyandthereconciliationaccountforthevendor

account number determine which fields appear on the next

screen.

4. Onthenextscreen,enterthedataforthefirstlineitem.

Hint:

The posting key andtheaccount number at theend of each

screendeterminewhichfieldsaredisplayedonthenextscreen

for entering a line item.

5. YouneedtoenteratleastonevendorlineitemandoneG/Laccount

line item.

6. When the debits equal the credits and the data is complete, choose

Document >Post or to post thedocument.

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Unit4: AccountsPayable AC050

Elements of the Payment Transaction

Allpaymenttransactionsincludetheelementsshowninthefigure.

Apaymenttransactioncanbecarriedouteithermanuallyorautomaticallyusing

the payment program.

Figure 79: Elements of the Payment Transaction

Thestandardsystemcontainscommonpaymentmethodsandcorrespondingforms

thathavebeen definedseparatelyfor eachcountry.

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AC050 Lesson: Accounts Payable Transactions

Making a Manual Payment

1. To post a payment, clear the items involved, and print the payment

medium immediately, proceed asfollows:

Choose Accounting > Financial Accounting > Accounts Payable

> Document entry > Outgoing payment > Post + print forms or

transaction F-58.

Thescreenforenteringthespecificationsappears.

2. Enterthespecificationsforprintingchecksandpaymentadvicenotes.

Theseincludecompanycode,paymentmethod, housebank, andthe

printerforthecheckandthepaymentadvicenote.

Hint:

Youenterthisdataonceperworkingsession. Youcanchange

yourentriesatanytime. Tochangethespecifications,choose

Goto > Specifications.

Choose Enter payments.

3. Ifyouwanttoposttheentirepaymentamountasapaymentonaccount,

selectthefieldPaymentonaccount,andenteratexttobedisplayedon

the payment advice note.

Hint:

Itisgenerallyonlynecessarytoentertheamountandvaluedate

asspecificationsforthebankposting. Thesystemdetermines

theG/Laccounttobepostedtofromthespecificationsforthe

payment method and the housebank. For thispurpose, the

systemreferstotheconfigurationforthepaymentprogram.

IfyouselectedCalculateAmountonthefrontscreenthenyou

donothavetoenteranamountfortheBankhere.

Enter the Vendor or Customer Account number and selectProcess

Open Items.

4. Select/Deselecttheitemstobepaidbydoubleclicking.

5. Save the Document .

Hint:

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Unit4: AccountsPayable AC050

Priortosavingyoucanviewthewholedocumentbyselecting

Document >Simulate. Youcanalsosimulatethedocument

splittingbyselectingDocument>SimulateGeneralLedger.

6. Ifyouhaveselectedthespecification Printimmediately, thesystem

issuesamessagethatthedocumentwasprinted.

IfyouhavenotchosenPrintimmediately,theprintrequestisstoredin

thespoolsystem. Afterposting,thesystemdisplaysthespoolnumbers

forthecheckorthepaymentadvicenote. Youcanthenstarttheprint

separately from the spool.

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AC050 Lesson: Accounts Payable Transactions

Automatic Payment Program

Figure 80: Overviewof the Automatic PaymentProgram

Thepaymentprogramwasdevelopedfortheinternationalpaymenttransactions

between vendors and customers. This program can be used for incoming and

outgoingpayments. However,itismorecommonlyusedforoutgoingpayments.

Automatic payment consists of several steps.

Figure 81: Parameters

185