AC050_EN_Col62_FV_Part_A4 (第7页) | ERP软件技术分享

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Unit4: AccountsPayable AC050

Lesson: Integration with Materials Management

Lesson Overview

Inthislesson, wewill first of all showhowasimplepurchaseorderiscreated.

Followingthat, wewill dealwiththegoodsreceiptandtheinvoiceverification

in the Materials Management. We will discuss the integration points with

financial accounting during the goodsreceipt and invoiceverification steps of

the purchasing process.

Lesson Objectives

After completingthislesson, you will beable to:

• DescribethemostimportantorganizationalunitsinMaterialManagement

• Describeandtrackthebasicpurchasing processinMaterial Management

anddescribeitseffectsin Financial Accounting

Business Example

OneofthedepartmentsintheFrankfurtHeadOffice(CostCenterCC##)requires

somestationery. Theresponsiblepurchaseorganizationsubmitsacorresponding

purchase order to a known supplier.

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.

IDEScompanycode1000(Germany)hasthefollowingplantsassignedtoit:

• 1000 (Hamburg)

• 1100 (Berlin)

• 1200 (Dresden)

• 1300 (Frankfurt)

• 1400 (Stuttgart)

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AC050 Lesson: Integration with Materials Management

Figure 86: 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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Unit4: AccountsPayable AC050

Figure 87: 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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AC050 Lesson: Integration with Materials Management

Figure 88: PurchasingData in the VendorMasterRecord

You can access the purchasing data of the vendor master record in Accounts

PayablethroughtheMaintaincentrallymenuwithinvendormasterrecords.

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Unit4: AccountsPayable AC050

Create Vendor Master Record

1. ChooseLogistics>MaterialsManagement >Purchasing> Master

data>Vendor>Purchasing>CreateortransactionMK01.

2. Enterthepurchasingorganizationandanaccountgroup. Ifyouwant

touseanothervendormasterrecordasareference,entertheaccount

numberofthatvendorintheVendor(creditor)field(underReference).

Press ENTER or .

3. The general data is that used also by the FI section. Press Enter or

click to move to the next page.

4. OnthePurchasingDatascreen, enterpurchasing-specificdatasuch

as the order currency or the key for the terms of payment and then

press ENTER.

Hint:

You can record theTermsof Paymentthatyou agreewitha

vendorinthevendormasterrecord. Theyautomaticallyappear

asdefaultvaluesinanypurchaseorderscreatedforthevendor

inquestion;however,youcanchangethemasneeded.

Termsofpaymentcanalsobeenteredinthevendor'sinvoice.

Thesearethenappliedbythepaymentprogram

5. TheCreateVendor: PartnerRoles(partnerfunctions)screenappears.

Maintainthenecessarypartnerrolesonthisscreen.

TheBusinessPartner"vendor"canassumedifferentrolesinitsdealings

withanotherenterprise. Accordingly,inaprocurementtransaction,the

vendorisfirsttheorderingaddress,thenthesupplierofgoods,thenthe

invoicingparty,andfinallythepayee. Forthisreason,severalpartner

roles(partnerfunctions)canbeassignedtothevendor.

Thefollowing partnerrolesareusedin MM:

• Vendor (LF)

• Ordering address (BA)

• Goods supplier (WL)

• Invoicing party (RS)

These partner roles influence downstream logistics and accounting

functions

6. Click to savethevendor master record.

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AC050 Lesson: Integration with Materials Management

Purchase to Pay

Figure 89: Procurement cycle

Demanddetermination: Thedepartmentresponsiblecanregisterarequirement

formaterialsmanuallyviaapurchaseordertoPurchasing.

Determining the source of supply: The purchaser responsible is supported

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

determiningthesourceof supplyiscreating queriesandsubsequentlyentering

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: Thepurchaser canmonitortheprocessingstatus

ofthepurchaseorderinthesystem. Forexample,hecandeterminewhetherthe

goods or the invoice have been received for the corresponding 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.

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Unit4: AccountsPayable AC050

Posting Procurement Transactions

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

thestandardprocedureforpostingprocurementtransactionsinMM.inMM.The

procedure contains three steps.

1. Purchase order: A purchase order is created in MM. No postings are

made in FI.

2. Goods receipt: In order to update the receipt of the inventory or a

consumable,amaterialdocumentisgeneratedinMM.Atthesametime,a

documentiscreatedinFI,withwhichthevalueofthegoodsispostedtothe

materialsaccountasadebitandthegoodsreceipt/invoicereceiptclearing

account(GR/IR)ispostedtoasacreditinthegeneralledger.

3. Invoice verification: The vendor invoice is posted via the invoice

verification in MM. Here, a document is created automatically in FI.

The FI documentcontainstheinvoiceamount that isposted tothegoods

receipt/invoicereceiptaccount(debit)andthevendoraccount(credit).

Figure 90: 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.

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AC050 Lesson: Integration with Materials Management

Figure 91: Purchase Order Screen

ThePurchaseOrderScreenhasseveralsubdivisions:

• type of document and vendor

• header data

• position details

• item details

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Unit4: AccountsPayable AC050

Create a non-stock Purchase Order

1. ChooseLogistics>MaterialsManagement>Purchasing>Purchase

order>Create>VendorknownortransactionME21N.

2. Ontheinitialscreen,entertheVendorandpressENTER.

3. Go to the Org Data Tab and enter the Purchasing Organisation,

PurchasingGroupandCompanyCodeasnecessary.

4. PressENTERtocall up the itemoverview.

Enter the following information:

Material

LeavetheMaterialcolumnblank. Enterashortdescriptionofthe

materialintheTextfieldandthematerialgroupintheMaterial

group field.

Account Assignment Category

Enteracategory. Theaccountassignmentcategorydetermines:

Thenatureof theaccountassignment (costcenter, salesorder,

and so on)

Whichaccountsaretobechargedwhentheincominginvoiceor

goods receipt is posted

Whichaccountassignmentdatayoumustprovide

Price

If you first enter the vendor’s gross price per unit and then

conditions for the item (Item > Conditions), the system will

automatically replace the grossprice you entered with thenet

price.

Youcanalsoenterthenetprice(thepriceaftertakingdiscounts

and surcharges into account).

IfyouleavethefieldemptyandthenpressENTER,adialogbox

appears. Hereyoumustentereitherthepriceorthenumberofthe

inforecordcontainingconditionsfortheitem.

Price unit/order price unit

Ifthespecifiedpricerelatestoaunitthatdiffersfromtheorder

unit,youcanentertheorderpriceunit(OPUncolumn)andthe

priceunit(per column) here. After pressingENTER, youcan

specifytheconversionfactorontheitemdetailscreen(ifonehas

not already been definedinthesystem).

Order Quantity

Delivery Date

Continued on next page

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AC050 Lesson: Integration with Materials Management

Plant/Storage Location

5. Check the following where appropriate:

• Item data (item detail screen)

• Documentheaderdata(headerdetailscreen)

• Textsfortheitem(Item>Texts>Textoverview)

• POheadertexts(Header>Texts>Textoverview)

6. Choose Item >Account assignments to enter additional account

assignmentdata(forexample,thenumberoftheG/Laccount).

Choose Header > Conditions to display the effective value of the

purchase order.

7. Save the purchase order with .

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Unit4: AccountsPayable AC050

Enter a Goods Receipt for a Purchase Order

1. ChooseLogistics>MaterialsManagement>InventoryManagement>

Goodsmovement>Goodsreceipt>Forpurchaseorder>POnumber

knownor transaction MIGO.

Thistakesyoutotheinitialscreenforthisfunction.

2. Enter the data on the initial screen:

• Enter the header data.

• Select the movement type.

Hint:

Ifthequantitydeliveredisintendedforthewarehouse

orforconsumption/usage,selectMovementtype>PO

to warehouse(Movement type101).

IfthetotalquantityistobepostedtoGRblockedstock,

chooseMovementtype>POtoblockedstock

• EnterthePOnumber. Inaddition,youcanentertheplantanda

purchaseorderitem,inordertorestrictselectionofthepurchase

order items.

3. Amendthequantityifnecessary. ThenticktheitemOKbox

4. Post the document with .

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AC050 Lesson: Integration with Materials Management

Post an Invoice using Logistics Invoice Verification

1. Choose Logistics > Materials Management > Logistics Invoice

Verification>DocumentEntry>EnterInvoiceortransactionMIRO.

The Enter Invoice screen appears.

2. Entertheheaderdatafromthevendorinvoiceasrequired.

3. Allocate the invoice. Choose from:

• Purchase order/scheduling agreement

• Delivery note

• Bill of lading

• Service entry sheet

• Vendor

• Transportation service agent

4. Enter the document number in the next field or if you allocate the

invoice to a vendor or a transportation service provider, enter the

vendor number.

The system displays the invoice items and vendor data that match

the allocation.

Hint:

Youcanoverwriteincorrectentries,suchasthepurchaseorder

number, withoutleavingtheapplication.

5. Amendthequantityandvalueonthelineitemsasnecessary.

6. SelecttheBookingOKtickboxfortheitemstobeprocessed.

7. Post the invoice with .

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Unit4: AccountsPayable AC050

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AC050 Lesson: Integration with Materials Management

Exercise 8: Business Process Integration

with Materials Management

Exercise Objectives

After completingthisexercise, youwillbeableto:

• Completethepurchasingprocessthatoriginatesinmaterialsmanagement

Business Example

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

Management,withaccountingdocumentsautomaticallycreated.

Task 1: Display a purchase order

Display a purchase order.

1. ThepurchaseorderisforthepurchasingorganizationIDESDeutschland,

purchasinggroup0##,andcompanycodeIDESAG.Thesupplieris1006

(Blacks AG). Display the purchase order.

2. Whathasbeenordered? Howmanyhavebeenordered? andforwhatprice?

3. How many have been received?

4. DisplaytheAccountingDocumentfortheGoodsReceipt

Task 2: Carry out invoice verification

IDEShasreceivedtheinvoicefromthevendor. Enterthedetailsoftheinvoice.

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

receipt document.

1. Entertheinvoicefromthevendorforthepurchaseorderyoucreated. The

amountisEUR275,includingtaxof10%(taxcode1I).Usetoday’sdateas

the posting and invoice date.

Task 3: Display the purchase order history and

follow-on documents

All therelated documentscreated in thepurchasing processcan beseen inthe

purchaseorder historytabof thepurchase order.

1. Display your purchase order. Choose Purchase order history, which is

locatedinthethirdpartofthepurchaseorder. Displaythegoodsreceiptand

invoicereceiptdocumentsfromthistab,andalsodisplaytheircorresponding

FIdocuments. CheckthepostingrecordsforeachFIdocument.

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Unit4: AccountsPayable AC050

Solution 8: Business Process Integration

with Materials Management

Task 1: Display a purchase order

Display a purchase order.

1. ThepurchaseorderisforthepurchasingorganizationIDESDeutschland,

purchasinggroup0##,andcompanycodeIDESAG.Thesupplieris1006

(Blacks AG). Display the purchase order.

a) Choose Logistics → Materials Management → Purchasing →

PurchaseOrder→DisplayortransactionME23N.

IfdocumentationabouttheEnjoySAPPOtransactionappearsonthe

leftsideofthescreen,closeitbychoosingClose.

b) SelecttheOtherPurchaseOrderpush-button . SelectthePurOrder

radiobuttonandclickonthematchcodenexttothePurOrderfield. In

the pop-up windowenter thefollowing:

Field Name Value

Cost Center CC##

Select .

Double click on the document that is listed and select the Other

document push-button.

ThePurchaseorderisnowdisplayedonthescreen.

Writedownthepurchaseordernumber. Youwillneedthisnumber

in the next steps of this exercise.

2. Whathasbeenordered? Howmanyhavebeenordered? andforwhatprice?

a) To display the item, expand the item overview part of the screen

(middlepart)ifitisnotalreadyexpandedbyclickingon .

25FlipChartshavebeenorderedatapriceofEUR10each.

3. How many have been received?

a) Expandtheitemdetailspartofthescreen(bottompart)with ifitis

notalreadyexpanded. Go tothePurchaseOrderHistoryTab. Here

youshouldseelistedthedetailsofanygoodsreceiptsorinvoicesthat

have been processed for this order.

20 Flip Charts have been received

Continued on next page

230

Field Name	Value
Cost Center	CC##

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AC050 Lesson: Integration with Materials Management

4. DisplaytheAccountingDocumentfortheGoodsReceipt

a) Selectthematerial documentbyclickingontheMaterialDocument

number. Herewecanseethereceiptofthe20FlipCharts.

b) GototheDocInfotabandselectthe FIDocumentsbutton.

c) Inthepop-upboxdoubleclickontheaccountingdocument.

Theaccounting documentisnow displayed.

d) ReturntotheSAPEasyAccessmenubytyping/Ninthecommandfield.

Task 2: Carry out invoice verification

IDEShasreceivedtheinvoicefromthevendor. Enterthedetailsoftheinvoice.

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

receipt document.

1. Entertheinvoicefromthevendorforthepurchaseorderyoucreated. The

amountisEUR275,includingtaxof10%(taxcode1I).Usetoday’sdateas

the posting and invoice date.

a) Choose Logistics → Materials Management → Logistics Invoice

Verification→DocumentEntry→EnterInvoiceortransactionMIRO.

Field Name Value

Invoiceandpostingdate <today's date>

Amount 275

Calculate tax Select this box

Tax code 1I(Inputtaxtraining10%)

Purchase order(field in middle <your purchase order

left of screen) number>

b) Choose Enter.

c) Thepurchaseorderitemisdisplayed(theflatscreen). Checkthatthe

taxcodefortheitemisthesameasintheheaderofthedocument. If

not, changeit to1I(Input taxtraining10%).

d) Changetheamountto250andcheckthepostingOKbox.

e) MakesurethebalanceiszeroandthenchoosePost .

f) Writedown the invoice receipt number.

You should see that the invoice is blocked for payment because of

the price difference.

g) Return to the SAP Easy Accessmenu.

Continued on next page

231

Field Name	Value
Invoiceandpostingdate	<today's date>
Amount	275
Calculate tax	Select this box
Tax code	1I(Inputtaxtraining10%)
Purchase order(field in middle left of screen)	<your purchase order number>

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Unit4: AccountsPayable AC050

Task 3: Display the purchase order history and

follow-on documents

All the related documentscreatedin thepurchasingprocesscan be seen inthe

purchaseorder historytabof thepurchase order.

1. Display your purchase order. Choose Purchase order history, which is

locatedinthethirdpartofthepurchaseorder. Displaythegoodsreceiptand

invoicereceiptdocumentsfromthistab,andalsodisplaytheircorresponding

FIdocuments. CheckthepostingrecordsforeachFIdocument.

a) Choose Logistics → Materials Management → Purchasing →

Purchaseorder→DisplayortransactionME23N.

Thepurchaseorderisdisplayed. Ifthepurchaseorderisnotdisplayed

inthestandardwayinthefieldontheupperedgeofthescreen,click

the Other purchase order symbol . Enter your purchase order

number and click Other document.

b) ExpandtheItemdetailssectioninthelowerpartofthescreenifitis

not already expanded .

Intheitemdetailssection,selectthePurchaseorderhistorytab.

c) Selecttheinvoicereceipt documentnumber.

d) Choose Follow-on documents.

e) Choose Accounting document.

The posting record is:

Debit: GR/IR - account 200

Debit: Office Supplies 50

Debit: Input tax 25

Credit: Blacks AG 275

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AC050 Lesson: Integration with Materials Management

Lesson Summary

You should now be able to:

• DescribethemostimportantorganizationalunitsinMaterialManagement

• DescribeandtrackthebasicpurchasingprocessinMaterial Management

anddescribeitseffectsinFinancial Accounting

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Unit4: AccountsPayable AC050

Lesson: Accounts Payable Reporting

Lesson Overview

InthislessonweshalllookatsomeofthereportingoptionsinAccountsPayable.

Lesson Objectives

After completingthislesson, you will beable to:

• CheckAccountBalances,LineItemsandDocuments

• AccessStandardReportsfromtheInformationSystem

Business Example

A Vendor calls asking for payment of an outstanding invoice. The Accounts

PayableClerkneedstobeabletocheckwhether theinvoicehasbeenrecorded

and whether it has already been paid.

Account Analysis

Thebalancedisplayandthelineitemdisplayareprovidedtodisplaytheaccount

data. Unlike with General Ledger Accounts, you automatically get line item

display for Vendor Accounts.

Figure 92: Vendor Balance Display

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AC050 Lesson: Accounts Payable Reporting

Thebalancedisplayisanoverviewofthesavedtransactionfiguresofanaccount.

Youcandrilldownfromthebalancetoalistoftheitemsthatmakeupthebalance.

Figure 93: Accounts Payable Line Item Display

The lineitemdisplay can also be accessedindependentlyby using transaction

code FBL1N.

Fromthislineitemlist,youcandrilldowntothedocumentcontainingthisline

item by double clicking. From there you can see the complete transaction by

selecting Document overview .

Accounts Payable Analysis

YoucananalyzeallthetransactiondatainAccountsPayableusingtheStandard

Reports. ThestandardreportsareeitherABAPreportsorDrilldownreports.

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Unit4: AccountsPayable AC050

Figure 94: Accounts Payable Information System

The master data section provides you with an overview of the master data in

AccountsPayableinVendor ListsaswellasanAnalysisofanychangesto the

Master Data.

TheVendor Balances andVendor Line ItemsReportsallowyouto analysethe

wholeoftheLedger. InordertoreportonthedetailofaspecificReconciliation

Account,thishasbeenincludedasaselectionfieldinthereports.

The Payment Transactionssection allows you to look at the Payments list and

analyse the Check Register.

Reporting Purchasing Information

Frequently reports that we regard as being accounts payable reports actually

contain information that is more related to logistics e.g. anything related to

analysis of purchases.

ManyreportsthatwemayexpecttofindintheAccountsPayablesectionarenot

therebutratherformpartoftheLogisticsInformationSystems.

Reports with regard to purchasing may be found under Logistics > Materials

Management> Purchasing > Purchase Orderand then either List Displays or

Reporting. There are similar reports to be found for Purchase Requisitions,

Outlineagreements,RequestsforQuotation,Quotationsandthevariousareasof

Master Data.

TherearealsoreportstobefoundinInventoryManagement.

WithregardtotheGR/IRaccount,acompleteanalysiscanbefoundinLogistics

InvoiceVerification>GR/IRAccount Maintenance.

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AC050 Lesson: Accounts Payable Reporting

Exercise 9: Accounts Payable Reporting

Exercise Objectives

After completingthisexercise, youwillbeableto:

• AccessStandardReportsfromtheInformationSystem

Business Example

TheAccountsPayableDepartmentneedstobeabletoseewhatisDueforPayment

Task 1: Display the due date analysis report

Togainanoverviewoftheopenitemsthataredueinthefuture,youcandisplaya

drilldown report for due date analysis.

1. Carry out thisreport for company code1000.

Note: Drilldown reporting is another SAP reporting tool, in

additiontotheclassicABAPreports,SAPQuery,andtheAccounts

Receivable/AccountsPayableInformationSystem.

Task 2: Create a vendor list (optional)

Youwish tohave the system create an overviewof theexisting vendor master

databy listing theserecords. You areparticularlyinterested in theaccounts in

account group KRED.

1. Createalist of allvendorsincompanycode1000.

2. Createthe list for a specificaccount group.

Use a dynamic selection to create a list of all vendors in account group

KRED.

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Unit4: AccountsPayable AC050

Solution 9: Accounts Payable Reporting

Task 1: 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 →DueDateAnalysisforOpenItemsortransaction

code S_ALR_87012078.

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.

The column on the left contains the characteristics you can use to

restrictthedisplay. IfyouselectthecharacteristicVendor,forexample,

alistofallvendorsandthetotalsofeachoftheirdueandnon-dueopen

items is displayed on the right.

Hint: By drilling down on a vendor, you can limit the day

periodsplitonthebottompartofthescreentothisonevendor.

d) ReturntotheSAPEasyAccessmenubytyping /Ninthecommand

field.

Continued on next page

238

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

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AC050 Lesson: Accounts Payable Reporting

Task 2: Create a vendor list (optional)

Youwish tohave the system create an overviewof theexisting vendor master

databy listing theserecords. You areparticularlyinterested in theaccounts in

account group KRED.

1. Createalist of allvendorsincompanycode1000.

a) ChooseAccounting→Financialaccounting→AccountsPayable→

Informationsystem→ReportsforAccountsPayableAccounting→

Masterdata→VendorListortransactioncodeS_ALR_87012086.

Enter the following:

Field Name Value

Company code 1000

b) Choose Execute .

c) Returntothevendorlistinitialscreenforthenextexercisebyclicking

the green arrow .

2. Createthe list for a specificaccount group.

Use a dynamic selection to create a list of all vendors in account group

KRED.

a) Vendor list initial screen:

Field Name Value

Company code 1000

b) ChoosetheDynamicselectionsicon attheupperleftofthescreen.

c) Inthehierarchystructure(left-handsideofthescreen),selectAccount

groupandthenCopyselected (arrowtotheleftofthetrashcan). In

thisway,thefieldiscopiedtotherightintheDynamicselectionsarea.

Nowenter inthedynamic selections area

Field Name Value

Account group KRED

d) ChooseExecute. Thelistofvendorsincompanycode1000thatwere

createdusingaccountgroupKREDisdisplayed.

e) ReturntotheSAPEasyAccessmenubyclicking twice.

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Field Name	Value
Company code	1000

Field Name	Value
Company code	1000

Field Name	Value
Account group	KRED

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Unit4: AccountsPayable AC050

Lesson Summary

You should now be able to:

• CheckAccountBalances,LineItemsandDocuments

• AccessStandardReportsfromtheInformationSystem

Related Information

• MoreinformationonReportinginFinancialAccountinggenerallycanbe

foundincourseAC280AnalyticsandReportinginFinancialAccounting

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AC050 Lesson: Accounts Payable Period End

Lesson: Accounts Payable Period End

Lesson Overview

In this lesson, we will learn to how to run the foreign currency revaluation

program for vendor open items.

Insomecountries,vendorsmustbegroupedonthebalancesheetbasedontheir

remaining life. In my SAP ERP, a program named Regrouping of vendors

handles this process.

Lesson Objectives

After completingthislesson, youwillbeable to:

• Revalue foreign currency open items

• Regroup accountspayableaccordingtoduedate

Business Example

At the end of the month and/or year, several activities must be performed in

AP, includingaccounting for open itemsin aforeigncurrency, and regrouping

accountspayableaccordingtotheirremaininglife(incertaincountriesonly).

Vendors Closing Operations

Yearendclosingcanbedividedintotwomainsections.

• Legalrequirements(proceduresrequiredbythegovernmentauthorities)

• Technicalandorganizationalrequirements(proceduresthataretechnically

requiredorneededtosupporttheaccountingorganization)

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Unit4: AccountsPayable AC050

Figure 95: Closing Operations in Accounts Payable

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

carryingforwardthebalancesofthevendoraccountstothenextfiscalyear.

Thepostingperiodsoftheoldfiscalyearareblockedandthespecialperiodsfor

closingpostingsforfiscalyearendadjustmentsareopened.

Onceanyadjustmentsarecomplete,thespecialperiodscanbeclosed.

Foreign Currency Valuation

A foreign currency valuation is necessary if vendor accounts contains open

itemsinaforeigncurrency. Theamountsoftheseopenitemsweretranslatedinto

thelocalcurrencyat thetimethey wereentered using theexchangeratewhich

was valid on the posting date.

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AC050 Lesson: Accounts Payable Period End

Figure 96: Foreign Currency Valuation

Theexchangerateisprobablydifferentatthetimeofclosing,andopenitemsneed

tobevaluatedagain. Aprogramvaluatestheopenitemsusingthenewexchange

rateandentersthevaluationdifferenceinthevaluatedlineitems. Italsocreates

the valuation postings:

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

adjustment account

• Debit: Balance sheet adjustment account; Credit: Revenue from foreign

currency valuation

Avaluationcannotbemadebypostingtothepayableaccount,sincereconciliation

accounts cannot be directly posted to. For this reason, the amount is posted

toanadjustmentaccount, whichappearsnearthereconciliationaccountonthe

balance sheet.

Avaluationmethoddetermineshowtheindividuallineitemsarevaluated. This

hastobesetupinconjunctionwiththecountry-specificvaluationregulations. It

defines, forexample, whetherthelowestvalueprinciple,thestrictlowestvalue

principle, orageneral principle(alsowith revenue from thevaluation)isto be

used for valuation.

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Unit4: AccountsPayable AC050

Foreign Currency Valuation of Open Items

1. Select Accounting > Financial Accounting > Accounts Payable

> Periodic Processing > Closing > Valuate > Foreign Currency

ValuationofOpenItems(new)ortransactionFAGL_FC_VAL.

2. EntertheCompanyCodeorrangeofCompanyCodestobevaluedand

aKeyDateatwhichthevaluationistotakeplace.

EnteraValuationArea(intheCustomisingthisislinkedtotheledgers

that are to be updated and the rules that are to be followed for the

valuation).

3. If you want to post the results of the program on the Postings Tab

select Create Postings.

EnteraBatchinputsessionnamesothatthebatchcanbeidentified.

EnteraDocumentDateandaPostingdateandaReversalPostingDate.

Hint:

IfyoudonotenteraBatchInputSessionNamethentheposting

willbemadedirectlyasyouexecutetheprogram

Ifyouhavenotenteredadateforthepostingdateorreversal

postingdate,thisdataisderivedasfollowsfromthekeydate

ofthevaluation: Thepostingdateisderivedfromthekeydate

Thereversaldateisderivedfromthedayfollowingthekeydate

4. On the Open Items tabselect which accounts you want to value,

Vendors,Customersand/orGLAccounts. Youcanalsolimiteachof

these to specific accounts.

5. Execute the program .

Thescreenshowsalistofalltheitemsthathavebeenvalued.

6. Clickonthepostingspush-buttontoseethepostingsthatwillbemade.

7. ToprocessthebatchselectSystem>Services>BatchInput>Sessions.

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AC050 Lesson: Accounts Payable Period End

Regrouping Vendors

Vendorsandcustomershavetobelistedseparatelyinthebalancesheet. Sinceit

ispossiblefor somevendorstohaveadebit balance, theseaccountsneedtobe

changedtovendorswithadebitbalancepriortocreatingthefinancialstatements.

Inmanycountriesitisalsonecessarytogroupvendorsinthebalancesheetbased

on their remaining life.

Bothregroupingsarecarriedoutusingaspecialprogram. Atthesametime,these

regroupingsareremoved onthefirst dayof thenext period, sinceregroupings

are not necessary for daily processing.

Figure 97: Regrouping Vendors

Onthefigure, youcanseethat thereceivableswith longremainingtermshave

been reposted to different accounts to facilitate the creation of the financial

statements. Additionally, vendors with a debit balance are regrouped. An

adjustmentaccountisusedastheoffsettingaccounthereaswell,sinceadjustments

cannot beposted directlytoareconciliationaccount.

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.

Note: The regrouping program is also used when the reconciliation

accountofavendorhasbeenchangedduringtheyear.

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Unit4: AccountsPayable AC050

Regroup Payables and Receivables

1. Choose Accounting > Financial accounting > Accounts receivable

or payable > Periodic processing > Closing > Reclassify >

Sorting/Reclassification(new)ortransactionFAGLF101

2. EnterthecompanycodeandthesortmethodandtheBalanceSheetKey

Dateatwhichyouwantthereclassificationtotakeplace.

3. Restrict the data on the tab pages.

On thepostingstab select Generate Posting and enter a batch input

sessionname,documentdate,documenttype,postingdateandreversal

posting date.

OntheSelectionstabyoucanlimitwhichaccountsaretoberegrouped.

4. Choose Execute .

5. Process the batch input session by selecting System > Services >

Batch Input > Sessions.

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AC050 Lesson: Accounts Payable Period End

Lesson Summary

You should now be able to:

• Revalue foreign currency open items

• Regroup accountspayableaccordingtoduedate

Related Information

Athree-dayclosingclass(AC205)focusesonbothlegalandtechnicalaspectsof

closing in accounts payable.

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UnitSummary AC050

Unit 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

• Post vendor invoices andcredit memos in FI

• Post amanualoutgoingpaymentandprint acheck

• Run the automatic payment program

• DescribethemostimportantorganizationalunitsinMaterialManagement

• Describeandtrackthebasicpurchasing processinMaterial Management

anddescribeitseffectsin Financial Accounting

• CheckAccountBalances,LineItemsandDocuments

• AccessStandardReportsfromtheInformationSystem

• Revalue foreign currency open items

• Regroupaccountspayableaccording toduedate

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AC050 Test Your Knowledge

Test Your Knowledge

1. VendorAccountsaremadeupoftwosegments. Whatarethey?

2. Thereconciliationaccountcanbefoundinthe

segment of the vendor master record.

Fillintheblankstocompletethesentence.

3. Whencreatinga vendormaster record, you can usethe functionalityof a

referencevendor. Whatisa referencevendor?

4. When using the Enjoy screen to do vendor postings in mySAP ERP

Financials, an information section pops up when you enter the vendor

numberandchooseEnter. Whatcanweuseitfor?

5. The is used in CO to post to

cost objects in controlling.

Fillintheblankstocompletethesentence.

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

can be used

to generate the necessary documents.

Fillintheblankstocompletethesentence.

7. The parameters for the payment program define which

, and to

include in the automatic payment run.

Fillintheblankstocompletethesentence.

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TestYourKnowledge AC050

8. Duringtheproposalstageof thepaymentprogram, youcannot makeany

changesto what SAP R/3 proposes to pay.

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

9. The two key organizational elements in MM are the ,

which is an operating area or branch within a company, and the

, which negotiates

conditions of purchase with vendors.

Fillintheblankstocompletethesentence.

10. A complete vendor master record consists

of three parts: ,

and

Fillintheblankstocompletethesentence.

11. Whenapurchaseorderiscreated,afinancialdocumentisalsocreated.

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

12. Inorder to be ableto viewlineitems on a Vendor Account, thelineitem

displaymustbeactivatedintheVendorMasterRecord

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

13. StandardReportsonMasterDataareavailableintheInformationSystem.

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

14. StandardReportsforAccountsPayableareallABAPreports.

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

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AC050 Test Your Knowledge

15. If the exchangeratehas moved in your favor since avendor invoicewas

posted,thefollowingDebitandCredittransactioniscreatedbytheforeign

currency revaluation program:

16. The regrouping payables program can be used for three purposes. What

are they?

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TestYourKnowledge AC050

Answers

1. VendorAccountsaremadeupoftwosegments. Whatarethey?

Answer:

• General Data

• Company Code Data

TheGeneraldatasegmentexistsatclientlevel. Itneedstobecreatedonly

once for each Vendor. The company code data is specific to a particular

companycodeandneedstobecreatedforeverycompanycodethattransacts

with that Vendor.

2. Thereconciliationaccountcanbefoundinthecompanycodesegmentofthe

vendor master record.

Answer: company code

Thismeans for examplethat what isadomesticvendor for onecompany

codecanbeaforeignvendorforadifferentcompanycode.

3. Whencreatingavendormaster record, youcan usethefunctionalityof a

referencevendor. What isareferencevendor?

Answer: Areferencevendorisusedtohavedefaulteddatacomeoverwhen

creating a new vendor master record.

4. When using the Enjoy screen to do vendor postings in mySAP ERP

Financials, an information section pops up when you enter the vendor

numberandchooseEnter. Whatcanweuseitfor?

Answer: Itcanbeusedtoviewormakechangestothevendormasterrecord

whilemakingaposting. Youdonothavetoopenupanewsessionorexit

theVendorPostingscreen. Youcanalsolinktoopenitemsinthevendor's

account.

5. TheprimarycostelementisusedinCOtoposttocostobjectsincontrolling.

Answer: primary cost element

6. Forpostingstorecuronaregularbasis,therecurringentryprogramcanbe

used to generate the necessary documents.

Answer: recurring entry program

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AC050 Test Your Knowledge

7. The parameters for the payment program define which company codes,

vendorsandinvoicestoincludeintheautomaticpaymentrun.

Answer: companycodes, vendors, invoices

8. During theproposalstageof thepayment program, you cannot makeany

changes to what SAP R/3 proposes to pay.

Answer: False

Editingthepaymentproposalallowstheusertomakechangestowhatthe

system proposes to pay.

9. The two key organizational elements in MM are the plant , which is an

operatingareaorbranchwithinacompany,andthepurchasingorganization,

whichnegotiatesconditionsofpurchasewithvendors.

Answer: plant, purchasing organization

10. Acompletevendormasterrecordconsistsofthreeparts: generaldata,data

ontheCompanyCodeanddataonthepurchasingorganization.

Answer: generaldata,dataontheCompanyCode,dataonthepurchasing

organization

11. Whenapurchaseorderiscreated,afinancialdocumentisalsocreated.

Answer: False

A financial document is created when goods are received and when the

invoiceisreceived,butnotwhenthepurchaseorderiscreated.

12. Inorder to beableto view line itemsona Vendor Account, the line item

displaymustbeactivatedintheVendorMasterRecord

Answer: False

Noexplicit activationisneededintheSubledgers. Youautomaticallyget

line item display for Vendor Accounts.

13. StandardReportsonMasterDataareavailableintheInformationSystem.

Answer: True

MasterDataisoneoftheareasofAccountsPayablethatstandardreports

are available for.

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TestYourKnowledge AC050

14. StandardReportsforAccountsPayableareallABAPreports.

Answer: False

TherearealsostandarddeliveredDrilldownReportssuchastheTransaction

Analysis reports.

15. If the exchangeratehas moved inyour favor sincea vendor invoice was

posted,thefollowingDebitandCredittransactioniscreatedbytheforeign

currency revaluation program:

Answer: Debit: Balancesheetadjustmentaccount;Credit: Revenuefrom

foreign currency valuation.

16. The regrouping payables program can be used for three purposes. What

are they?

Answer: 1)Regrouppayablesintothreecategoriesaccordingtoremaining

life; 2) Movevendorswithdebitbalancestoadifferentaccount; 3)Move

balances from the old reconciliation account to the new reconciliation

accountforvendorswhosereconciliationaccounthaschanged.

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Unit 5

Accounts Receivable

Unit Overview

Manyoftheconceptswewillcoverinaccountsreceivablewereintroducedinthe

AccountsPayableunit,suchasaccountgroupsandpostingtoasubledgeraccount

usingboththeEnjoyandtheComplexpostingscreens. Inadditiontoseeinghow

manyoftheconceptswelearnedintheAccountsPayableunitapplytoaccounts

receivable,wewillbeintroducedtosomenewtasks,suchasapplyingcashfrom

customersand sending them correspondence, including dunning letters. Also,

we will see how the sales order process works from the sales and distribution

perspectiveandhowFIdocumentsarecreatedautomaticallyduringthedelivery

and billing steps. Finally, we will see how credit to customers is managed in

the SAP system.

Unit Objectives

After completing thisunit, you will beableto:

• Maintain an AR master record in FI

• Describe the role of an account group

• Createandchange customer invoices in FI

• Post a manual incoming payment

• Perform the dunning run

• DescribethemostimportantorganizationalunitsinSalesandDistribution

• DescribethebasicsalesprocessinSalesandDistributionandtraceitseffects

in external Accounting

• Maintain credit management master data

• Check and release blocked SDdocuments

• Analyse Customer Credit Information

• Produce some standard correspondence

• UsetheAccountsReceivableInformationSystem

• DescribetheperiodendprogramsrelevantforAccountsReceivable

• Post value adjustments

• Run the balance carry forward program

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