AC050_EN_Col62_FV_Part_A4 (第6页) | ERP软件技术分享

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Unit4: AccountsPayable AC050

Thefirststepismaintainingthe parameters. Youusetheparameterstodefine

which accounts and items the payment program is to include in the automatic

payment run.

Theparametersalsoincludethenext paymentdatewhichisveryimportant for

determining whether an individual item should be paid or can be left until the

next run.

Figure 82: Proposal Run

Thesecondstepofthepaymentprogramistheproposalrun. Duringtheproposal

run, the system does the following:

• Checkstheaccountsanddocumentsspecifiedintheparametersfordueitems

• Groups items due for payment

• Selectstherelevantpaymentmethods,housebanks,andpartnerbanks

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AC050 Lesson: Accounts Payable Transactions

Figure 83: Edit Proposal

The third step of the payment program involves checking and editing the

paymentproposal. Thisstepcanbeomitted,butyouareadvisedtocheckthat

thedataisaccuratebeforeactuallyrunningthepaymentprogram.

Figure 84: Payment Run

Thefourthstepofthepaymentprogramistheactualpaymentrun.

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Unit4: AccountsPayable AC050

Duringthepaymentrun, thesystemdoesthefollowing:

• Posts payment documents

• Clears open items

• Preparesdatafor theprinting of payment media

Figure 85: Print Payment Media

The final step of thepayment run isprinting.

Paymentmediaaregeneratedinthisstep,whichmeansthatoneofthefollowing

occurs:

• Payment media, such as cheques, are printed.

• IDocsaregeneratedfortheelectronicdatainterface(EDI).

• PaymentdataissenttoDME(datamediumexchange)administration.

The system comesstandardwithpayment media programsfor many countries

andmanypaymentmethods. Inthisexercise,thepaymentprogramRFFOD__S

is activated in order to print checks in Germany. In the USA, the program

RFFOUS_Cisused. Notethatthepaymentprogramnamecontainsthecodefor

the country and for the payment method.

Itispossibletocombinethepaymentrunandprintpaymentmediastepsusingthe

PaymentMediumWorkbenchincustomising. Thisalsoallowsforthecombination

ofmultiplepaymentrunsintoasingledatafilefortransmissiontothebank. Inthis

case,asingleoutputprogramisusedratherthanlotsofcountryspecificprograms.

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AC050 Lesson: Accounts Payable Transactions

Youcanskipthepaymentproposalandexecutethepaymentrundirectly. Inthis

case, businesstransactionsthatbalancetheopenitemsareposteddirectlyafter

enteringtheparameters. Also, youcancombinethepayment runstepwith the

paymentmediastepbyenteringavariantforthepaymentmediaprograminthe

Printout/datamediumtabbeforerunningthepaymentprogram.

SinceEnterpriseVersion4.7anadditional versionof thepaymentprogramhas

been available for scheduling (transaction F110S. This allows you to run the

programalltogetherwithouthavingtostopattheindividualpartsoftheprogram.

Thisinturnmakesthepaymentprogrameasiertoschedule.

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Unit4: AccountsPayable AC050

Running the Payment Program

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

Accounting>AccountsPayable>PeriodicProcessing>Paymentsor

transactionF110. TheAutomaticPaymentTransactionsscreenappears.

Before you can start the payment run, you first have to enter the

payment parameters. You use these payment parameters to define

when,forwhichperiod,whichcompanycode,whichbusinesspartners,

andsoonshouldbeconsideredbythepaymentprogram.

2. Enter the following data:

Run Date

Enterthedateforwhichthepaymentrunshouldbeexecuted.

Identification

Chooseanalphanumerickeytouniquely identify thepayment

run. Thisisnecessaryshouldyouscheduleseveralpaymentruns

for the same day.

3. Choose the Parameters tab.

Here,youcaneitherenterpaymentparametersorcopyparametersfrom

apreviouspaymentrun(choose ). Otherwise, enterthefollowing

data:

Posting Date

Enterthedatetobeprintedonthepaymentmedia.

Documents entered up to

Enterthedateupto whichdocumentsshouldbeconsidered in

the payment run. The creation date and not the posting date

is definitive here. Open items entered after this date are not

processed in the payment run.

Customer items due by

Datebywhichanopenitemmustbedueinordertobeconsidered

inthepaymentrun. Ifyoudonotspecifyaduedate,theposting

date counts as the due date.

Company Code

Enterthefour-charactercompanycodesthatyouwanttopay.

Payment Method

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AC050 Lesson: Accounts Payable Transactions

Enter thekeys of the payment methodsthat are tobe used for

everycompanycodeorcompanycodeintervalinthispayment

run. Thesequenceofthekeysdetermineswhichmethodsareused

topayopenitems,whennoparticularpaymentmethodhasbeen

specifiedintheopenitemormasterrecord.

Next Posting Date

Enterthepostingdateofthenextpaymentrun. Usingthisdate,

theprogramdetermineswhethertheopenitemsarepaidinthis

payment run or the next.

Account Restrictions (optional)

Ifyouwanttorestrictpaymenttospecificcustomersorvendors,

enter the required data. You thereby restrict the number of

accounts to be paid.

To clear items with each other from a business partner that is

bothacustomerandavendor,enterbothaccountnumbers. The

paymentprogramthendeterminesajointbalance

Hint: Open items for which no payment method has been

specified, can be settled using various payment methods

(e.g. check(C), transfer(T) orbill of exchange(B)). Ifyou

enter, for example, BTC in the parameters, the system first

checks whether a bill of exchangecan be generated. If this

isnot possible, thesamecheck is made for a bank transfer.

Should this also not be feasible (for example, because of

inconsistenciesinthecustomer/vendor'sbankdetails),thenthe

systemcheckswhethertheitemscanbepaidbycheck.

4. Youcanmakefurtherrestrictionstothepaymentrun. ChoosetheFree

selection tab.

Youcanenteruptothreeadditionalselectioncriteriaforaccountsand

documents. FieldsoftablesBSEG,BKPF,LFA1,LFB1,KNA1,and

KNB1serveasselectioncriteria. Youcanassignvaluestothesefields,

andincludeorexcludethosevaluesduringthesearch.

Thesystemexpectstheentriestobemadeeitherasalistofindividual

values,e.g. value1,value2,value3,andsoon,orasalistofintervals,

e.g. (fromvalue1, tovalue1), (fromvalue2, tovalue2). However,

youcanenterindividualspecificationsandintervalsatthesametime.

A comma must separate them, and no blanks should be used. Set

intervalsbetweenbrackets-(""). Specifyindividualvaluesusingthe

definedfieldlength; donotomitleadingzeros.

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Unit4: AccountsPayable AC050

5. You can definecriteriafor anadditionallog. ChoosetheAdditional

log tab.

Ifyoucalluptheloglateron,thesystemdisplaystheprocessinglogic

of thepaymentprogram inappropriatedetail.

Thefollowingprocessingstepscanbelogged:

• Due date check

• Payment methodselection in all cases

• Paymentmethodselectionifnotsuccessful

• Payment document items

Clicknexttothecorrespondingoptionandentertheaccountnumbers

of the vendors or customers.

6. Saveyourentriesbyclicking andthenchoosetheStatustab.

Here,thesystemdisplaysthecurrentstatusofeachofthepaymentruns.

7. Inordertoplanapaymentproposal,proceedasfollows:

ChooseEdit>Proposal>Planor Proposal.

8. Enter the start date and time.

Ifthepaymentprogramistoimmediatelycreatethepaymentproposal,

youmustclickinthefieldStart immediately.

Ifyouwanttotestthepaymentmediumprogramsusingthedunning

proposaldata,selecttheoptionwithprintprograms. Thisisgenerally

onlyusefulinthetestingandconfigurationstages.

9. Choose Schedule .

Hint:

As well as the payment medium programs you can also

schedulethereportsforgeneratingthepaymentproposallist

(RFZALI00)andtheexceptionlist(RFZALI10). Thenames

of thesereportshavebeenenteredbeforehandusingPRINT

PROGRAMS .

The additional option With lists then appears in a pop-up

window.

10. Thesystemtellsyouthattheproposalisbeingprocessed. Eachtime

youhittheenterkeyorclick ,thecurrentstatusoftheproposalrun

isdisplayed. Uponcompletionofthejob,themessagethattheproposal

run has been executed appears.

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AC050 Lesson: Accounts Payable Transactions

11. Afteryouhavecreatedthepaymentproposal,youshouldcallupand

read the log. To do this, choose Edit > Proposal > Display log or

Proposal.

Theloginformsyouofpossibleconfigurationerrors. Inthiscase,no

paymentispossible. Youmustcorrecttheerrors,deletethepayment

proposal, andcarryoutanewpaymentproposal.

Caution:

Ifyouenteredcriteriaforanadditionallogduringparameter

maintenance(for example, payment method selection inall

cases) the log will be more extensive processing will take

longer. Anadditionallogisonlytobedefinedinexceptional

situations or for testing purposes.

To go back to the Statusscreenselect .

12. Todisplaythepaymentproposal,chooseEdit>Proposal>Displayor

Proposal.

Whenyoudisplayingthepaymentproposal,youcanalsogivesyouthe

capabilitytomonitoritscontents. Everypaymentisdisplayed,evenif

youdividedprocessingbetweendifferentaccountingclerks. Following

processing, you can view the payment proposal again to see which

changeshavebeenmade, andbywhichclerks.

To go back to the Status tab select .

13. Toeditthepaymentproposal,chooseEdit>Proposal>Editproposal

or Proposall. Thesystemdisplaysadialogboxinwhichyoucan

choose whether to edit every payment (all clerks) or only those for

which you are responsible (clerk ID code). Make a selection and

then click .

Thepaymentsselectedarethenlistedonthenextscreen(listlevel1).

Onelineitem isdisplayed per payment. If there are anyexceptions

for anaccount (forexample, blockeditems), an additional lineitem

appears in the list.

14. In onlineediting of line items, you can:

• Block or unblock line items

• Change the cash discount amount

• Assign lineitems toanother payment

Doubleclicktoseethebreakdownofanaccountintoindividualitems.

To make changes, position the cursor on the line item you want to

change,andchooseEdit>Changeorthechangebutton.

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Unit4: AccountsPayable AC050

15. Toblockopenitemsforthispaymentrun,enterablockindicatorinthe

Paymentblockfieldand chooseContinue .

A blocked line item is indicated in the list display with an entry in

thepaymentblockcolumn. Thismeansthattheopenitemnolonger

belongsto the payment. If you now displaythelist of paymentsby

pressingF3 ,youseethattheblockedlineitemhasbeentransferred

into thegroup ofexceptions andtheoutgoing payment hasbeen

reduced by thecorresponding amount.

To reset a block indicator, position the cursor on the exception list

inquestionandselectChoose. Positionthecursor ontheitemsthat

youwanttounblockandchooseEdit>Change. Overwritetheblock

indicator in the dialog box.

Hint:

Inapaymentproposal,youcansetanddeleteonlythoseblock

indicators that can be edited. Block indicators that can be

editedaredeterminedin Customizing.

16. To change the cash discount amount, place the cursor on the Cash

discountfieldorthedaysfor cashdiscount, andchangetheamount.

Then choose continue .

17. You can remove line items from one payment and assign them to

anotherone. Todothis,chooseReallocateinthechangedialogbox. If

thereareotherpaymentsforthisaccountintheproposal, thesystem

willlistthepaymentstowhichyoucanassigntheitem. Selectoneof

thedisplayedpaymentmethodsbyselectingChoose. Otherwiseenter

thenewpaymentmethod,HouseBankandHouseBankAccount.

Changesyoumakebecomeeffectiveonlyifyousavethem .

18. If you want to block all items of a payment, you can do this by

choosing Block all.

Hint:

Whenmakingchangestoalotofopenitems,youshouldsave

your datafrequently. BychoosingEnvironment>Lineitem

changes,youcandisplaythechangehistoryandalsoseewhich

changes are not saved yet.

19. Once you have edited and accepted the proposal, you can plan the

payment run Pmnt Run.

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AC050 Lesson: Accounts Payable Transactions

Thepaymentprogramcreatesthepaymentdocumentsandpreparesthe

dataforprintingtheformsorcreatingthetapeordisk.

You can choose from the following options when carrying out the

payments:

• Youcanschedulejustthepaymentprogramfirst,andthenonce

theruniscompletedsuccessfully,youcanschedulethepayment

medium program.

• Or you can schedule the payment program and the payment

medium program at the same time.

• Oryoucanexecutethepaymentprogramfirst,andthenoncethe

runiscompletedsuccessfully,youcanexecutetheprintoutonline.

SelectStart Immediatelyand Schedule .

20. The following steps describe how to execute the payment medium

programsseparately fromthepayment run.

Choose Printout/Data Medium Tab from the Automatic Payment

Transactionsscreen. Youthenreachthescreenforenteringvariants.

Checkwhethertherequiredvariantshavebeenentered. Ifnot,enterthe

variantscreatedforthedatamediumexchangeintothecorresponding

payment medium program.

21. Choose Save .

Hint:

Youmusthaveyour requiredvariantsalreadydefinedinthe

systemforthepaymentmediumprogram.

22. GobacktotheStatusTabandscheduletheprint Printout. Adialog

box appears.

23. Enter the required start date or select Start Immediatelyand specify

the job name.

24. Select Schedule .

Theprogramwillnowgenerate,foreachvariant,separatefilesinthe

output controller where you select and print them separately. The

numbersofthegeneratedprintrequestscanbefoundintheprintrun

log.

You can access the prints spools from System > Services > Output

Control.

Filesmayalsobegeneratedfordatamediumexchange. Youcanaccess

DMEadministrationviaEnvironment>DMEadministration.

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Unit4: AccountsPayable AC050

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AC050 Lesson: Accounts Payable Transactions

Exercise 7: Accounting Transactions

Within a Period in Accounts Payable

Exercise Objectives

After completingthisexercise, youwillbeableto:

• Post a vendor invoice

• Postamanualoutgoingpaymentandprintacheck

• Carry out automatic payment

Business Example

IDESusesmySAPERPasanintegratedsystem. Therefore,theopenvendoritems

arenormallypostedtothevendors'accountsviainvoiceverificationinmaterials

management(MM).Vendor invoicesareposteddirectlyinaccountspayablein

exceptionalcasesonly,suchasintheprevioustravelcostsscenario.

Task 1: Post a vendor invoice and check the posting

ThetravelagentinvoicesafeeofEUR220forhisservices. Theinvoiceincludes

inputtax(tax code1l) of 10%, that isEUR20. Amasterrecordalreadyexists

for it. Thenumber of themaster record isTRAV##. Thecommission invoice

hasthepreviousdayastheinvoicedateandwassentdirectlytotheaccounting

department,withoutgoingviathelogisticsinvoiceverification. Theinvoicehas

invoice number 1##.

1. PosttheinvoicetoyourCostCenter: CC##. UsetheWithcostcenterentry

variant. Use the G/L account 474240 as the expense account. Enter the

invoicenumberintheReferencefieldandenterTravel Costs group

## as the text.

Writedown theaccountingdocument number.

2. Use the balance display to check whether a posting was created for the

vendoraccountwhenyourdocumentwasposted. Identifytheopenitemthat

was generated by your document.

3. Viewthewholedocument. Althoughyouenteredonlytwoitems(avendor

item and an expense item), the displayed document also contains a third

item. Whatsortofitemisitandhowwasitgenerated?

4. Display the General Ledger View of the document. What additional

information is now visible?

5. Whichreconciliationaccountisdefinedinthemasterrecordofthevendor

TRAV ##?

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Unit4: AccountsPayable AC050

6. Check whether the invoice amount has been posted to the reconciliation

accountintheGeneralLedger. Todoso,limitthebalancedisplaytoyour

business area, BA##.

Task 2: Post an Invoice using the traditional screen

Theaccountspayabledepartmentreceivestheinvoicefortheflightfromthetravel

agent and this needs to be posted.

1. Posttheinvoiceusingthetraditionalinvoicepostingscreen. Theexpense

shouldbepostedtoaccountandthereisnotaxassociatedwiththeposting.

The expense belongsto Cost Center CC##

Task 3: Post a manual outgoing payment with cheque

printing

Thetravelagency,TRAV##,requiresthemoneyfortheflightinvoiceurgently,

andaskstheaccountingdepartmenttomakethepaymentquickly.

1. Check that the language in the Vendor Master Record is the language of

your course.

2. Post a manual outgoing payment with simultaneous check printing. The

payment is to be made via housebank 1000. Enter LP01 as the printer.

Havethesystem calculatethepaymentamount.

Note: You can use either payment method C (prenumbered

checks)inconnectionwithchecklot1(Here, youspecifyalotof

prenumberedchecksthat alreadyexist inthesystem) or payment

method S (non-prenumbered checks).

3. Writedownthenumberofthepaymentdocument.

4. Checkwhethertheoutgoingpaymenthasclearedtheoriginalopenitem,and

writedownhowmuchcashdiscountwascalculatedandposted.

Task 4: Create an automatic payment

IDES has the AP department run the payment program once a week. The fee

shouldbepaidautomaticallybythepaymentprogramtogetherwithalltheother

open vendor items.

1. Createyour ownpaymentrun. EntertheMondayofnextweekastherun

date and , PY##, as the identification.

2. Maintain the payment run parameters so that the payment run selects all

documentsthathavebeenenteredupuntilthefirstofnextmonthforyour

Vendoraccount,TRAV##,incompanycode1000. Anypaymentsinthisrun

shouldbemadebycheque(paymentmethodS)andpostednextMonday.

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AC050 Lesson: Accounts Payable Transactions

Youmustenterthepostingdateofthenextpaymentrunsothatthesystem

can decide whether the payment has to be made in this payment run, or

whetheritcouldwaituntilthenextpaymentrun. Thenextpaymentrunisa

week after the posting date.

Note: IDES normally has the system include all vendors in the

paymentrun,andalsospecifiesallpaymentmethodsthatareused.

HoweveryouarerunningthisjustforyourVendor.

Hint: Fortestpurposes,itisadvisabletoactivatetheadditionallog

sothatanyerrorscanbemoreeasilytraced. Activatetheadditional

log for your payment run.

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

avariantfor theprint program ahead of time, wecanalsoprintthecheck

in this step.

Startthepaymentrunbyschedulingittostartimmediately. IDESusually

schedulesthepaymentruninthesamewayasthepaymentproposal,tobe

processedinthebackgroundattimeswhenthesystemislessbusy. Selectthe

CreatepaymentmediumcheckboxintheSchedulePaymentdialogboxto

print out the check with the payment run.

7. Gototheoutputcontrollertoviewtheautomaticallycreatedcheque.

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Unit4: AccountsPayable AC050

8. Check whether the automatic payment run has cleared the original open

item. DisplaythelineitemsontheVendoraccount. Thenviewthecomplete

paymentdocumentbyusingthedocumentoverviewicon.

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AC050 Lesson: Accounts Payable Transactions

Solution 7: Accounting Transactions

Within a Period in Accounts Payable

Task 1: Post a vendor invoice and check the posting

ThetravelagentinvoicesafeeofEUR220forhisservices. Theinvoiceincludes

inputtax(tax code1l) of 10%, that isEUR20. Amasterrecordalreadyexists

for it. Thenumber of themaster record isTRAV##. Thecommission invoice

hasthepreviousdayastheinvoicedateandwassentdirectlytotheaccounting

department,withoutgoingviathelogisticsinvoiceverification. Theinvoicehas

invoice number 1##.

1. PosttheinvoicetoyourCostCenter: CC##. UsetheWithcostcenterentry

variant. Use the G/L account 474240 as the expense account. Enter the

invoicenumberintheReferencefieldandenterTravel Costs group

## as the text.

Writedown theaccountingdocument number.

a) ChooseAccounting→FinancialAccounting→AccountsPayable→

DocumentEntry→InvoiceortransactioncodeFB60.

b) Enterthecompanycodeifthecompanycodedialogboxappears.

Field Name Value

Company code 1000

and then choose enter .

Hint: Whenthenextscreenappears,iftheCompanyCodeis

not1000clickontheCompanyCodebuttonatthetopofthe

screen to access the pop up.

c) Basic data tab:

Field Name Value

Vendor Trav##

Invoice date <yesterday’s date>

Posting date <today’s date>

Reference 1##

d) Choose Enter . Notethe link to the vendor master record on the

right of the screen.

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Field Name	Value
Company code	1000

Field Name	Value
Vendor	Trav##
Invoice date	<yesterday’s date>
Posting date	<today’s date>
Reference	1##

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Unit4: AccountsPayable AC050

Field Name Value

Amount 220 EUR

Calculate Tax Select

Tax code 1I – input tax 10%

Text Travel Costs group ##

e) Select Tree-on. OpentheScreenvariantsforitemsfolderwith and

selecttheZ_AC050_0100screenvariantbydoubleclicking.

Field Name Value

G/L account 474240

D/C Debit

Amount indoc. curr. 220

Tax code 1I

Cost center CC##

f) Hitenterorselect . Youshouldnowhaveagreentrafficlight

at the top right of the screen.

Hint: Ifthebalanceisnotzeroorthetrafficlightisnotgreen

check your tax settings.

g) Simulate the posting by selecting .

Theexpenselineitemshouldhaveadjusteditselftothenetamountof

200EURandthereshouldbeanautomaticentryforthetaxof20EUR.

h) Choose Post .

i) Writedowntheaccountingdocumentnumber.

j) ReturntotheSAPEasyAccessmenubytyping /Ninthecommand

field.

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Field Name	Value
Amount	220 EUR
Calculate Tax	Select
Tax code	1I – input tax 10%
Text	Travel Costs group ##

Field Name	Value
G/L account	474240
D/C	Debit
Amount indoc. curr.	220
Tax code	1I
Cost center	CC##

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AC050 Lesson: Accounts Payable Transactions

2. Use the balance display to check whether a posting was created for the

vendoraccountwhenyourdocumentwasposted. Identifytheopenitemthat

was generated by your document.

a) ChooseAccounting→FinancialAccounting→AccountsPayable→

Account→DisplaybalancesortransactioncodeFK10N.

Field Name Value

Vendor TRAV##

Company Code 1000

Fiscal Year <current year>

b) Choose Execute .

c) Double-clickthebalanceof thecurrentmonth.

A list of open itemsappears. Use the document number you wrote

downtoidentifyyourdocument. Double-clickthedocumentnumber.

3. Viewthewholedocument. Althoughyouenteredonlytwoitems(avendor

item and an expense item), the displayed document also contains a third

item. Whatsortofitemisitandhowwasitgenerated?

a) Choose the Document overview icon .

Note: An input tax item hasbeen automatically generated.

Thetaxcodeyou entereddetermineswhichaccount thetax

is posted to.

4. Display the General Ledger View of the document. What additional

information is now visible?

a) To display the General Ledger View of the document click on the

GeneralLedgerViewbuttonatthetopofthescreen.

ThefieldsProfitCenter,BusinessAreaandSegmentarenowpopulated

forallthreelineitems. Intheentryviewtheyarenot.

b) Returntothe SAPEasyAccessmenu by typing /Ninthecommand

field.

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Field Name	Value
Vendor	TRAV##
Company Code	1000
Fiscal Year	<current year>

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Unit4: AccountsPayable AC050

5. Whichreconciliationaccountisdefinedinthemasterrecordofthevendor

TRAV ##?

a) ChooseAccounting→FinancialAccounting→AccountsPayable→

Masterrecords→DisplayortransactioncodeFK03.

Field Name Value

Vendor TRAV##

Company code 1000

ThereconciliationaccountisfoundontheAccountinginfoscreenof

thecompanycodedata. Selectthisscreenandchooseenter . Inthis

case, it has the number 160000.

GobacktotheSAPEasyAccessMenubyselecting .

6. Check whether the invoice amount has been posted to the reconciliation

accountintheGeneralLedger. Todoso,limitthebalancedisplaytoyour

business area, BA##.

a) Choose Accounting→ Financial Accounting → General Ledger→

Account→Displaybalances(new)ortransactioncodeFAGLB03.

Field Name Value

G/L account 160000

Company Code 1000

Fiscal Year Current year

Ledger 0L

b) Clickonthedynamicselectionsicon andinputyourbusinessarea

BA##.

c) Choose Save and then Execute .

Youshouldnowseethegrossvalueofyourinvoice.

d) ReturntotheSAPEasyAccessmenubytyping /Ninthecommand

field.

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Field Name	Value
Vendor	TRAV##
Company code	1000

Field Name	Value
G/L account	160000
Company Code	1000
Fiscal Year	Current year
Ledger	0L

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AC050 Lesson: Accounts Payable Transactions

Task 2: Post an Invoice using the traditional screen

Theaccountspayabledepartmentreceivestheinvoicefortheflightfromthetravel

agent and this needs to be posted.

1. Posttheinvoiceusingthetraditionalinvoicepostingscreen. Theexpense

shouldbepostedtoaccountandthereisnotaxassociatedwiththeposting.

The expense belongsto Cost CenterCC##

a) ChooseAccounting>FinancialAccounting>AccountsPayable>

DocumentEntry>Invoice-GeneralortransactioncodeF-43.

b) Enter the following information

Field Name Value

Document Date yesterday

Document Type KR

Company Code 1000

Posting Date today

Currency EUR

Reference 2##

Posting Key 31

Account TRAV##

c) Hit enter or toproceedto thenextscreen

d) Enter the following

Field Name Value

Amount 800

Posting key 40

Text Flight Costs Employee

Account 474230

e) Hit enter or toproceedto thenextscreen

f) Enter the following information

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Field Name	Value
Document Date	yesterday
Document Type	KR
Company Code	1000
Posting Date	today
Currency	EUR
Reference	2##
Posting Key	31
Account	TRAV##

Field Name	Value
Amount	800
Posting key	40
Text	Flight Costs Employee ##
Account	474230

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Unit4: AccountsPayable AC050

Field Name Value

Amount *

Cost Center CC##

Text +

g) Proceedtothedocumentoverviewbyclickingtheicon .

Enter past any messages about tax.

h) Savethedocumentbyclicking andmakeanoteofthedocument

number.

Task 3: Post a manual outgoing payment with cheque

printing

Thetravelagency,TRAV##,requiresthemoneyfortheflightinvoiceurgently,

andaskstheaccountingdepartmenttomakethepaymentquickly.

1. Check that the language in the Vendor Master Record is the language of

your course.

a) ChooseAccounting→FinancialAccounting→AccountsPayable→

MasterRecords→ChangeortransactioncodeFK02

Field Name Value

Vendor TRAV##

Company Code 1000

Generaldata: Address select this screen

b) Choose Enter or to continue.

c) Change thelanguage to the language of your course if it is not that

already.

d) Choose Save .

2. Post a manual outgoing payment with simultaneous check printing. The

payment is to be made via housebank 1000. Enter LP01 as the printer.

Havethesystem calculatethepaymentamount.

Note: You can use either payment method C (prenumbered

checks)inconnectionwithchecklot1(Here, youspecifyalotof

prenumberedchecksthat alreadyexist inthesystem) or payment

method S (non-prenumbered checks).

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206

Field Name	Value
Amount	*
Cost Center	CC##
Text	+

Field Name	Value
Vendor	TRAV##
Company Code	1000
Generaldata: Address	select this screen

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AC050 Lesson: Accounts Payable Transactions

a) Choose Accounting → Financial Accounting → Accounts Payable

→Document Entry →Outgoing payment →Post + print formsor

transaction code F-58.

ThescreenPaymentwithprintout: Headerdataisdisplayed.

Hint: Ifyoudonotseethisheaderscreen,usethegreenarrow

(back)toreturntoit. Onceyouaccessthisheaderscreenwhen

you logon, thesystem assumes you want to keep thesame

headerinformationforallsinglechecks. Thusthisscreenis

skippedafteryouenterdataintoitthefirsttime.

Enter the following information

Field Name Value

Company code 1000

Payment method C or S

House bank 1000

Check lot number 1 (only with payment

method C)

Printer for forms LP01

Calculatepaymentamount Select

Recipient’s lang. Select

b) Choose Enter payments.

c) Enter your Vendor number TRAV## and accept all of the other

proposed data.

Choose Process open items.

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207

Field Name	Value
Company code	1000
Payment method	C or S
House bank	1000
Check lot number	1 (only with payment method C)
Printer for forms	LP01
Calculatepaymentamount	Select
Recipient’s lang.	Select

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Unit4: AccountsPayable AC050

d) Select the invoice for the flight.

Hint: Youcanselectanddeselectitemsbydoubleclickingon

theamounts. Aselecteditemisblue. Thetotaloftheamounts

selected appearsintheAssigned fieldin thebottomrightof

the screen.

Note: Asstandardwhenyouareprocessingopenitemsallthe

itemsareinitiallyselected. Ifyoudonotwant thistobethe

case you can change your editing options. To do this click

on the Editing Options button and select the check box

selecteditemsinitiallyinactive. Saveyoureditingoptionsinto

your usermaster by clicking andthenreturn tothefront

screenby clicking . Thesechangestakeeffect only from

the next transaction.

e) OnceyouhavethecorrectinvoiceselectedchoosePost .

3. Writedownthenumberofthepaymentdocument.

a) Whenyousavethedocumentnumberwillbedisplayedonthescreen.

Write down your document number.

b) Hitcontinue andyouwillbeshownthespoolnumberthathasbeen

created. Clickonthespoolnumberandyouwillbelinkeddirectlyto

the spool list.

c) Placethecursoronthecorrectspoolfilecheckbox. ChooseDisplay

contents . Thechequeisdisplayedandcanbeprinted. Youmayneed

tochoosePagedown toreachthesecondpageofthecheque.

d) ReturntotheSAPEasyAccessmenubytyping /Ninthecommand

field.

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AC050 Lesson: Accounts Payable Transactions

4. Checkwhethertheoutgoingpaymenthasclearedtheoriginalopenitem,and

writedownhowmuchcashdiscountwascalculatedandposted.

a) ChooseAccounting→FinancialAccounting→AccountsPayable→

Account→Display/ChangelineitemsortransactioncodeFBL1N.

Enter the following information

Field Name Value

Vendor TRAV##

Company Code 1000

All items Select

b) Choose Execute .

c) Theoriginalopenitemhasbeenclearedandapaymentitemwiththe

number you wrote down has been added. They have the status

cleared. Youshouldalsoseeaclearingdocumentwiththesamenumber

asthepaymentinboththepaymentdocumentandtheoriginalinvoice.

Hint: You may have to double click into the document or

change thelayout of theline itemscreento seethe clearing

document. Tochangethelayout,choosetheselectlayouticon

and choose an alternative layout e.g. Clearing Data by

clicking on the layout name.

d) Selectthepaymentdocumentlineitem(documenttypeKZ)byclicking

thecheckboxto theleft of thescreenandchoosetheDisplaycheck

informationiconatthetopofthescreentoseeinformationaboutthe

cheque you justcreated. Choose Back .

Note: Youwillonlybeabletodothispartofthetaskifyou

used cheque method C.

e) Drill down on the payment item by double clicking and go to the

documentoverview fromthere. Inthedocument,youwillseethe

itemfor postingthecash discount received.

f) ReturntotheSAPEasyAccessmenu by typing /Ninthecommand

field.

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209

Field Name	Value
Vendor	TRAV##
Company Code	1000
All items	Select

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Unit4: AccountsPayable AC050

Task 4: Create an automatic payment

IDES has the AP department run the payment program once a week. The fee

shouldbepaidautomaticallybythepaymentprogramtogetherwithalltheother

open vendor items.

1. Createyour ownpaymentrun. EntertheMondayofnextweekastherun

date and , PY##, as the identification.

a) ChooseAccounting→FinancialAccounting→AccountsPayable→

Periodicprocessing→PaymentsortransactioncodeF110.

Field Name Value

Run date next Monday

Identification PY##

b) Choose Enter .

Thestatusofthenewpaymentrunis: Noparametersenteredasyet.

2. Maintain the payment run parameters so that the payment run selects all

documentsthathavebeenenteredupuntilthefirstofnextmonthforyour

Vendoraccount,TRAV##,incompanycode1000. Anypaymentsinthisrun

shouldbemadebycheque(paymentmethodS)andpostednextMonday.

Youmustenterthepostingdateofthenextpaymentrunsothatthesystem

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210

Field Name	Value
Run date	next Monday
Identification	PY##

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AC050 Lesson: Accounts Payable Transactions

can decide whether the payment has to be made in this payment run, or

whetheritcouldwaituntilthenextpaymentrun. Thenextpaymentrunisa

week after the posting date.

Note: IDES normally has the system include all vendors in the

paymentrun,andalsospecifiesallpaymentmethodsthatareused.

HoweveryouarerunningthisjustforyourVendor.

Hint: Fortestpurposes,itisadvisabletoactivatetheadditionallog

sothatanyerrorscanbemoreeasilytraced. Activatetheadditional

log for your payment run.

a) Select the Parameter tab.

Field Name Value

Posting date next Monday

Docs enteredup to next Monday

Company codes 1000

Payment methods S

Next p/date <one week after the

posting date>

Vendor TRAV##

b) Choose Save Parameters .

c) Select the Additional log tab.

Field Name Value

Due date check Select (firstbox)

Paymentmethodselectioninall Select (secondbox)

cases

Line items of the payment Select (fourthbox)

documents

Vendors TRAV##

d) Choose Save Parameters .

e) GobacktotheStatustab. itshouldnowreadparametershavebeen

entered

Continued on next page

211

Field Name	Value
Posting date	next Monday
Docs enteredup to	next Monday
Company codes	1000
Payment methods	S
Next p/date	<one week after the posting date>
Vendor	TRAV##

Field Name	Value
Due date check	Select (firstbox)
Paymentmethodselectioninall cases	Select (secondbox)
Line items of the payment documents	Select (fourthbox)
Vendors	TRAV##

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Unit4: AccountsPayable AC050

3. Havethesystem start generatingthepaymentproposalbyschedulingthe

proposaltostartimmediately. IDESusuallyschedulesthepaymentproposal

tobeprocessedinthebackgroundattimeswhenthesystemislessbusy(at

night, for example).

Keepupdating thestatusuntil amessageisdisplayed tellingyouthat the

payment proposal has been created.

a) Choose Schedule proposal.

Select Start immediately.

b) Choose Schedule .

Keep updating the status by choosing Enter or Status until a

messageisdisplayedinformingyouthatthepaymentproposalhas

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 paymentsfrom 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) ChooseEditproposal . SelectAllAccountingclerksandcontinue

b) You shouldseeachequelistedfor220EUR.

Hint: Ifnopaymentsaredisplayedonthescreen,oronlythe

exceptionlistisdisplayed,youhavemadeanerrorsomewhere.

Lookattheproposallogfromtheinitialscreenbychoosing

Displayproposallogtoseeifyoucanfindtheerror. Deletethe

paymentproposalEdit→Proposal→Deleteandremovethe

error. Thenrestartthepaymentproposal. Repeatthisprocess

untilpaymentsaredisplayedintheproposal.

Note: At this point you could edit by double clicking on

the individual items. You can blockor unblockan item for

payment or block a whole account. You can change the

discountamountandyoucanchangethepaymentmethod.

c) ReturntotheStatustabbyselecting twice.

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AC050 Lesson: Accounts Payable Transactions

5. Youneedtodefinevariantsfortheprintprogramsbeforethepaymentmedia

andpaymentadvicenotescanbeprinted. Sincepaymentscanonlybemade

by chequein thispayment run, youonly need to choose 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 Parameters .

c) Return to theStatus tab by clicking .

6. Afterthepaymentproposalhasbeencheckedandacceptedascorrect,the

actualpaymentrunisstarted,whichpoststhepayments. Byhavingselected

avariantfor theprint program ahead of time, wecanalsoprintthecheck

in this step.

Startthepaymentrunbyschedulingittostartimmediately. IDESusually

schedulesthepaymentruninthesamewayasthepaymentproposal,tobe

processedinthebackgroundattimeswhenthesystemislessbusy. Selectthe

CreatepaymentmediumcheckboxintheSchedulePaymentdialogboxto

print out the check with the payment run.

a) Choose Schedule payment run.

b) SelectStartimmediatelyandCreatepaymentmedium.

c) Choose Schedule .

d) KeepupdatingthestatusbychoosingEnteruntilamessageisdisplayed

tellingyouthatthepaymentrunhasbeencarriedoutandpostingorders

have been created.

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213

Field Name	Value
VariantforRFFOD__S	SCHECK

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Unit4: AccountsPayable AC050

7. Gototheoutputcontrollertoviewtheautomaticallycreatedcheque.

a) View the check in the spool list. From the menu choose System →

Services→OutputcontrolortransactioncodeSP01.

Field Name Value

Created by Your user ID

b) Choose Execute .

c) SelecttheSpoolrequestforthechequeandviewitbyusingthedisplay

contents icon .

d) Return to the SAP Easy Access menu.

8. Check whether the automatic payment run has cleared the original open

item. DisplaythelineitemsontheVendoraccount. Thenviewthecomplete

paymentdocumentbyusingthedocumentoverviewicon.

a) ChooseAccounting→FinancialAccounting→AccountsPayable→

Account→Display/changelineitemsortransactionFBL1N.

Field Name Value

Vendor TRAV##

Company code 1000

All items Select

b) Choose Execute .

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

(document type ZP) has been created.

Hint: IfyouleavethedefaultofOpenitemsselectedonthe

front screen, youwill still seetheinvoiceas opensincethe

default date is the current date and the date of the payment

is next Monday.

Drilldownonthedocumentbydoubleclickingandselectthedocument

overviewicon toseethecompletetransaction.

d) ReturntotheSAPEasyAccessmenubytyping /Ninthecommand

field.

214

Field Name	Value
Created by	Your user ID

Field Name	Value
Vendor	TRAV##
Company code	1000
All items	Select

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AC050 Lesson: Accounts Payable Transactions

Lesson Summary

You should now be able to:

• Post vendor invoices and credit memos inFI

• Postamanualoutgoingpaymentandprintacheck

• Run the automatic payment program

215