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SAP stores the master data (details such as bank key, bank name, bank country, bank address,
and so on) relating to the banks in the‘Bank Directory’ (Table:BNKA). Remember, the ‘bank
masters’ are not created in the application but in the implementation side using the IMG. (Of
course, you can also create the bank master in the application side inFI-TR and not in FI-GL or
AP or AR.) However, if you are in the process of creating a master record for a vendor or a
customer and you enter some bank details, which the system does not find in the ‘Bank
Directory,’ then the system automatically brings in the relevant screens for you to maintain and
update the bank details in the bank directory.
You may create the bank directory in two ways:
1. Manually (IMG path: Financial Accounting>Bank Accounting>Bank Accounts>Define
‘House Banks’)
2. Automatically (by importing the bank details using a special program)
188. What is a ‘House Bank’?
A‘House Bank’ is the bank (or financial institution) in which the Company Code in question
keeps its money and does the transactions from. A house bank in SAP is identified by a 5-
character alphanumeric code. You can have any number of house banks for your Company Code,
and the details of all these house banks are available in the‘bank directory.’
Figure 44:Bank directory
Each ‘house bank’ in the system is associated with acountry key (U.S., IN, etc.) representing
the country where the bank is located, and a unique country specific code called a ‘bank key.’
The system makes use of both the ‘country key’ and the ‘bank key’ to identify a ‘house bank.’
(cid:131) For each of the ‘house banks,’ you can maintain more than one bank account; each such
account is identified by anaccount ID; i.e., Chek1, Check2, Pybl1, etc. Here, ‘Chek1’ may
denote Checking account 1, ‘Pybl1’ may denote Payables account 1, and so on. You may
name the accounts in a way that it is easily comprehensible. The ‘Account ID’ is referenced
in the customer/vendor master record and it is used in the payment program by the system.
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(cid:131) For each ‘account ID’ you will also specify thebank account number (maximum length
of this identifier is 18 characters). You may name this in such a way that it is also easily
comprehensible.
(cid:131) For each ‘bank account number’ so defined in the ‘house bank,’ you need to create a GL
account master record, and while doing so you will incorporate the ‘house bank id’ and the
‘account id’ in that particular GL master record.
189. Explain a ‘Sales Cycle’ in SAP.
A‘Sales Cycle’ comprises all activities including quotation/inquiry, sales order, delivery, billing,
and collection. The following are the various processes within SAP that complete a sales cycle:
Figure 45:Sales Cycle
Typically, the following are the documents created during a sales cycle:
(cid:131) Inquiry
(cid:131) Quotation
(cid:131) Sales Order
(cid:131) Delivery Note
(cid:131) Goods Issue
(cid:131) Order Invoice
(cid:131) Credit/Debit Note
190. Explain ‘Automatic Account Assignment’ in SD.
During goods issue in the sales cycle, the system is usually configured to update the relevant GL
accounts automatically and to create the relevant accounting documents. This customization in
IMG is also calledmaterial account assignment and is achieved through a number of steps as
detailed below:
1. Determine ‘valuation level’ (Company Code or plant).
2. Activate ‘valuation grouping code’ and link it with the ‘chart of accounts’ for each
‘valuation area.’
3. Link ‘valuation class’ with ‘material type’ (FERT, HAWA, HALB, etc.) with the ‘account
category reference’ (combination of valuation classes).
4. Maintain ‘account modification codes’ for ‘movement types.’
5. Link ‘account modification codes’ with ‘process keys’ (transaction/event keys).
6. Maintain a GL account for a given combination of ‘chart of accounts’+ ‘valuation grouping
code ‘+’ account modification code ‘+’ valuation classes.’
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Figure 46:Automatic account determination in a sales cycle
The process ofAutomatic Account Determination is as follows:
1. Depending on the ‘plant’ entered during goods issue (GI), the ‘Company Code’ is
determined by the system which in turn determines the relevant ‘Chart of Accounts.’
2. The plant thus entered in goods issue determines the ‘valuation class’ and then the
‘valuation grouping code.’
3. The ‘valuation class’ is determined from the ‘material master.’
4. Since the ‘account modification code’ is assigned to a ‘process key’ which is already
linked to a ‘movement type,’ the ‘transaction key’ (DIF, GBB, AUM, BSX, etc.) determines
the ‘GL account’ as posting transactions are predefined for each ‘movement type’ in
‘inventory management.’
191. Explain ‘Revenue Account Determination’ in SD.
The billing documents created during the sales cycle results in automatic postings to GL accounts
on the FI side. In general,‘Account Determination’ is based on the following five factors:
1. Chart of accounts
2. Sales organization
3. Account assignment group of the customer
4. Account assignment group of the material
5. Account key
The system determines the‘chart of accounts’ from the company code in the‘billing
document,’ and the‘sales organization’ is determined from the corresponding‘sales order.’
The‘account assignment group’ is taken from the respective masters of customer/material.
The‘account key’ helps the user to define the various GL accounts, and this key is assigned to
the‘condition type’ (KOFI) in the‘pricing procedure.’
TheseGL accounts are automatically determined when you make the following configuration in
the system:
1. Assigning an ‘account determination procedure’ to a ‘billing document type’
2. Assigning this ‘account determination procedure’ to a ‘condition type’
3. Assigning this ‘condition type’ to an ‘access sequence’
4. Configuring the ‘condition tables’
Table Description
001 Customer /Material Grp./AccKey
002 Cust. Grp/AccKey
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| Table | Description |
|---|---|
| 001 | Customer /Material Grp./AccKey |
| 002 | Cust. Grp/AccKey |
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003 Material Grp/Acc Key
004 General
005 Acc Key
Applicatio Conditio Chart Sale AcctAs Acc A/c GL a/c
n n Type of a/c s g Grp Asgm Key
Org nt
001 Customer grp/Material Grp./AccKey: Details
V KOFI COM 1000 01 10 ERL 501210000
P 0
V KOFI COM 1000 01 10 ERS 501210000
P 0
V KOFI COM 1000 02 10 ERL 501220000
P 0
V KOFI COM 1000 02 10 ERS 501220000
P 0
V KOFI COM 2000 01 20 ERL 501310000
P 0
V KOFI COM 2000 01 20 ERS 501310000
P 0
V KOFI COM 2000 02 20 ERL 501320000
P 0
V KOFI COM 2000 02 20 ERS 501320000
P 0
005 Acc Key: Details
V KOFI COM 1000 MW 247000000
P S 0
V KOFI COM 2000 MW 247000000
P S 0
Open table as spreadsheet
Figure 47:Revenue account determination
192. Outline ‘Credit Management’ in SAP.
‘Credit Management’ helps to determine credit limits of customers, aids in the creation of‘credit
check’ policies, as well as helps companies monitor and evaluate their customers. This is a
cross-functional responsibility in SAP, covering both the Sales and Distribution and Financial
Accounting modules.
As in the case of any automated process such as dunning, payment, etc., credit management in
SAP requires certain prerequisites be defined beforehand:
1. Customer master data has been created both in SD and FI.
2. Credit control area has been defined and assigned to a Company Code.
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| 003 | Material Grp/Acc Key | ||||||
|---|---|---|---|---|---|---|---|
| 004 | General | ||||||
| 005 | Acc Key | ||||||
| Applicatio n | Conditio n Type | Chart of a/c | Sale s Org | AcctAs g Grp | Acc Asgm nt | A/c Key | GL a/c |
| 001 | Customer grp/Material Grp./AccKey: Details | ||||||
| V | KOFI | COM P | 1000 | 01 | 10 | ERL | 501210000 0 |
| V | KOFI | COM P | 1000 | 01 | 10 | ERS | 501210000 0 |
| V | KOFI | COM P | 1000 | 02 | 10 | ERL | 501220000 0 |
| V | KOFI | COM P | 1000 | 02 | 10 | ERS | 501220000 0 |
| V | KOFI | COM P | 2000 | 01 | 20 | ERL | 501310000 0 |
| V | KOFI | COM P | 2000 | 01 | 20 | ERS | 501310000 0 |
| V | KOFI | COM P | 2000 | 02 | 20 | ERL | 501320000 0 |
| V | KOFI | COM P | 2000 | 02 | 20 | ERS | 501320000 0 |
| 005 | Acc Key: Details | ||||||
| V | KOFI | COM P | 1000 | MW S | 247000000 0 | ||
| V | KOFI | COM P | 2000 | MW S | 247000000 0 |
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SAP makes use of the concept‘credit control area’ for credit management. As explained
elsewhere, the credit control area is an organizational element defined to which one or more
Company Codes are attached. In the case of customers defined under more than one Company
Code, they may fall under different credit control areas. But note that:
(cid:131) A Client can have more than one credit control area, but the converse is not true: one
credit control area cannot be assigned to more than one Client.
(cid:131) A credit control area can be assigned to more than one Company Code, but the converse
is not true: one Company Code cannot be assigned to more than one credit control area.
Figure 48:Client—Credit Control Area—Company Code—Customer
While defining the credit limit for a customer:
(cid:131)
(cid:131) You will define a maximum limit per credit control area (Example: Credit Control
Area AAAA->USD 500,000, Credit Control Area BBBB ->USD 200,000)
(cid:131) You will define a global maximum limit for all credit control areas put together
(USD 600,000)
3. Credit data (per credit control area ‘maximum limit’ as well as the ‘total’ for all areas, in
the control data screen) for the customer has been created.
4. Risk categories have been defined and assigned to customers.
5. Credit groups (document credit group) for document types have been defined.
Document credit groups combine order types and delivery types for credit control.
6. Defined, in SD, at what time (when order is received or when a delivery is made, etc.) the
credit check should happen.
Thecredit management process starts when a sales order is entered in SD. Imagine that this
results in exceeding the credit limit defined for the customer. Now:
a. The system creates threecomparison totals considering (1) open receivables, (2) sales
order values, value of goods to be delivered and the billing document value from SD, and
(3) special GL transactions (e.g., ‘down payments’ and ‘bills of exchange’).
b. Based on(a) above the system throws an (1) error message and prevents saving the
order or (2) a warning message, and the system does not prevent saving, but the order is
‘blocked.’
c. TheCredit representative, usinginformation functions (SD information system, FI
information system, credit overview, credit master list, early warning list, oldest open item,
last payment, customer master, account analysis, etc.), processes this blocked order
either (1) from the ‘blocked SD documents list’ or (2) the mailbox, and releases the order,
if necessary.
d. Delivery is created, the billing document is generated and posted, and A/R is updated.
e. Customer pays the invoice and A/R is posted.
193. What is a ‘Credit Check?
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A‘Credit Check’ is defined for any valid combination of the following:
(cid:131) Credit control area
(cid:131) Risk category
(cid:131) Document credit group
194. Differentiate ‘Static Credit Check’ from ‘Dynamic Check.’
Under‘Static Credit Check,’ the system calculates the credit exposure of a particular customer
as the total of:
(cid:131) Open order (delivery not yet done)
(cid:131) Open delivery (value of deliveries yet to be invoiced)
(cid:131) Open billing documents (not transferred to accounting)
(cid:131) Open items (AR item not yet settled by the customer)
Customer’s credit exposure is not to exceed the established credit limit.
The‘Dynamic Credit Check’ is split into two parts:
(cid:131) Static limit: Total of open items, open billing, and open delivery values.
(cid:131) Dynamic limit (Open Order Value): The value of all undelivered and partially delivered
orders totalled and stored on a time-scale in the future (10 days, 1 week, etc.) known as a
‘horizon date.’
During the ‘dynamic credit check,’ the system will ignore all orders beyond the ‘horizon date.’ The
sum total of ‘static’ and ‘dynamic’ limits should not exceed the credit limit established for the
customer.
195. List the Reports in ‘Credit Management.’
SAP provides you with the followingReports in Credit Management:
(cid:131) RFDKLI10 Customers with missing Credit Data
(cid:131) RFDKLI20 Re-organization of Credit Limit for Customers
(cid:131) RFDKLI30 Short Overview of Credit Limit
(cid:131) RFDKLI40 Overview of Credit Limit
(cid:131) RFDKLI41 Credit Master Sheet
(cid:131) RFDKLI42 Early Warning List (of Critical Customers)
(cid:131) RFDKLI43 Master Data List
(cid:131) RFDKLI50 Mass change of Credit Limit Data
(cid:131) RVKRED06 Checking Blocked Credit Documents
(cid:131) RVKRED08 Checking Credit Documents which reach the Credit Horizon
(cid:131) RVKRED09 Checking the Credit Documents from Credit View
(cid:131) RVKRED77 Re-organization of SD Credit Data
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196. How does ‘Partial Payment’ differ from ‘Residual Payment’?
When processing the‘incoming payment’ to apply to one or more of the ‘open items’ of a
customer, there may be a situation where the incoming payment is more than the‘tolerances’
allowed. In this case, you can still go ahead and process the payment by resorting either to a
Partial Payment or a Residual payment.
APartial payment results in posting a credit to the customer’s ‘open item,’ but leaves the original
item intact. As a result, no open item is cleared. During partial payment, the system updates the
‘invoice reference’ and‘allocation’ fields.
In contrast to a partial payment, theResidual payment clears the particular ‘open item’ against
which the payment is applied. However, since there are not enough amounts to clear the entire
open item, the system creates a new open item, which is the difference between the original
invoice item and the payment applied. Note that the new invoice/open item created by the system
will have the new document date and new baseline date though you can change these dates.
197. What is ‘Payment Advice’?
‘Payment Advice’ helps in the automatic searching of ‘open items’ during the ‘clearing’ process
to find a match for an ‘incoming payment.’ This is possible because you can use the ‘payment
advice’ number instead of specifying parameters in the‘selection screen.’ A typical payment
advice may contain details such as document number, amount, currency, reason for
underpayment, etc. The payment advices are of various categories; the first 2 digits of the
payment advice number help to differentiate one payment advice from another:
(cid:131) Bank advice
(cid:131) EDI advice
(cid:131) Lockbox advice (created during the clearing process, available in the system whether
clearing was successful or not)
(cid:131) Manual advice
(cid:131) Advice from a bank statement
Most of the payment advices are deleted as soon as the clearing is successful in the system.
198. Describe ‘Lockbox’ Processing.
‘Lockbox’ processing (configured in the FR-TR module) of incoming payments is used
predominantly in the United States. Here, the bank receives the checks from customers as
incoming payments, creates payment advice for each of these customer check payments, and
informs the payee of the payment, in BAI file format. This lock box file is sent to the payee who
imports the details into the system using this electronic file. The system updates the payments
into the GL by way of ‘batch input’ processing.
199. How can ‘Reason Codes’ Help with Incoming Payment
Processing?
‘Reason Codes’ configured in the system help to handle the ‘payment differences’ of individual
open items in an invoice (either using payment or advice or in the normal course). To each of the
reason codes, you will define the ‘posting rules’ and the GL accounts in the IMG.
Once done, when there is a payment difference against a particular open item, the system looks
for the reason code:
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(cid:131) When the‘charge-off indicator’ has been set for that reason code, then the system
posts the payment difference to a GL account. When this indicator is not set, then a new
open item is created for the payment difference.
(cid:131) When‘disputed item indicator’ has been set, then the system ignores these line items
when counting for the customer’s credit limit.
200. What is ‘Dunning’ in SAP?
The SAP System allows you to ‘dun’ (remind) business partners automatically. The system duns
the open items from business partner accounts. Thedunningprogram selects the overdue open
items, determines thedunning level of the account in question, and createsdunning notices. It
then saves thedunning data determined for the items and accounts affected. You can use the
dunning program to dun both customers and vendors. It may be necessary to dun a vendor in the
case of a debit balance as a result of a credit memo.
Dunning is administered through a Dunning Program, which uses adunningkey (to limit the
dunning level per item), adunning procedure, and a dunningarea (if dunning is not done at
the Company Code level).
Figure 49:Dunning Key
201. What is a ‘Dunning Procedure’?
SAP comes equipped with a number or‘Dunning Procedures,’ which you can copy, or you can
create your own:
Figure 50:List of Dunning Procedures
Adunning procedure controls:
(cid:131) Dunninginterval/frequency
(cid:131) Gracedays/minimum days in arrear
(cid:131) Number ofdunning levels (at least one level)
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Figure 51:Dunning Levels
(cid:131) Transactions to be dunned
(cid:131) Interest to be calculated on the overdue items
(cid:131) Known or negotiated leave, if any, which needs to be considered when selecting the
overdue items
(cid:131) Company Code data such as(a) Is dunning per ‘dunning area’?(b) Is dunning per
‘dunning level’?(c) Reference Company Code,(d) Dunning Company Code, etc.
(cid:131) Dunningforms/media to be selected for thedunning run
Figure 52:Control Information in a Dunning Procedure
202. What is the ‘Dunning Area’?
The‘Dunning Area’ is optional and is required only if dunning is not done at the Company Code
level. The Dunning area can correspond to a sales division, sales organization, etc.
203. Describe the ‘Dunning’ Process.
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The‘Dunning Process’ involves three major steps:
1. Maintaining theparameters for thedunning run
2. Creating/editing thedunning proposal generated by the system
3. Printingdunning notices
1. Maintaining Dunning Parameters
As the first step in dunning, you need to maintain certain parameters, which identify the
current dunning run. Entering the date of execution and the dunning run identifier is the
starting point, after which you will continue to maintain other parameters such as:
i. Dunning date to be printed on the notice
ii. Document posted up to
iii. Company Code
iv. Account restrictions (optional)
Now, you can save the parameters and display the log generated (to see if there were any
errors), the dunning list (list of accounts and items), and some dunning statistics (blocked
accounts/items, etc.).
2. Creating a Dunning Proposal
Once scheduled, the ‘dunning program’ prepares the ‘dunning proposal’ as described
below:
a. The Dunning Program determines which accounts to dun:
i. System checks the fields‘Dunn.procedure’and‘Last dunned’ in the
customer master record to determine whether the arrears date or the date of
the last dunning run lies far enough back in the past.
ii. Checks whether the account is blocked for dunning according to the
dunning block field in the customer master record.
iii. Program processes all open items relating to the accounts thus released
in(ii) above that were posted to this account on or before the date entered
in the field‘Documents posted up to.’
iv. Program checks all the open items, as released in(iii) above, in an
account to decide:
(cid:131) Is the item blocked?
(cid:131) Is it overdue according to the date of issue, the base date, the
payment conditions, and the number of grace days granted?
v. Program then proceeds to process all open items thus released in(iv):
(cid:131) How many days the item is overdue
(cid:131) Which ‘dunning level’ for a particular open item
vi. The program determines the highest ‘dunning level’ for the account
based on(v) above. The highest ‘dunning level’ determined is stored in the
master record of the account when you print the letters. This ‘dunning level’
determines the ‘dunning text’ and a ‘special dunning form,’ if defined.
vii. The program then proceeds to check each account:
(cid:131) Does the customer/vendor have a debit balance with regard to
all open overdue items selected?
(cid:131) Is the total amount to be dunned and the percentage of all open
items more than the minimum amount and percentage defined in the
‘dunning procedure’?
(cid:131) Is the ‘dunning level’ for the account or the overdue items higher
than it was for the last ‘dunning run’? If not, are there new open items
to be dunned (with a previous dunning level of 0)? If not, does the
‘dunning procedure’ for this level specify that dunning be repeated?
b. The program creates thedunning proposal list
c. Editdunning proposal list
i. You can edit the Dunning Proposal to:
(cid:131) Raise or lower the ‘dunning level’ of an item
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(cid:131) Block an item from being dunned
(cid:131) Block an account for the current ‘dunning run’ or remove the
block
(cid:131) Block an account in the master record for dunning or remove the
block
(cid:131) Block a document for dunning or remove the block
ii. You can view the sample print out to ascertain how the printed notice will
look (a maximum of 10 notices can be seen on the screen).
iii. You may also display ‘logs’ to see the changes made in the editing
earlier, as a confirmation of what you wanted to change in the
systemgenerated proposal earlier. If necessary, you can go back and
change the proposal.
3. Print Dunning Notices
You can use a ‘single form’ or ‘multiple forms,’ which will have different text, based on the
‘dunning levels.’ There may also be a requirement to use a completely different form for
‘legal dunning.’ Once the print option is activated, the program prints the notices, and the
dunning related information such as ‘dunning level,’ ‘last dunned,’ etc., are updated in the
customer/vendor masters. SAP provides the option of optically ‘archiving’ the notices as
the system prints the dunning notices. There is also a provision to re-start the printing if it
is interrupted before completing the printing.
204. Can you ‘dun’ customers across ‘Clients’ in a Single ‘Dunning
Run’?
No. All the data processing is carried out per Client.
205. What differentiates one ‘Dunning Level’ from Another?
The‘Dunning Level’ determines the ‘dunning text’ and (if one is required) a ‘special dunning
form.’ The ‘dunning program’ determines what ‘dunning level’ should be used in the ‘dunning run.’
The dunning level so determined is stored in the master record of the account when the ‘dunning
letter’ is printed. The dunning level may also determine whether there will be some ‘dunning
charges.’
206. How many ‘Dunning Levels’ can be Defined?
You may define up to nine dunning levels. If there is only one dunning level, then it is called a
‘payment reminder.’
Accounts Payables
207. Explain the ‘Account Payables’ Submodule.
‘Accounts Payables,’ a submodule under Financial Accounting (FI), takes care of vendor-related
transactions as the module is tightly integrated with the purchasing transactions arising from the
‘Procurement Cycle.’ The module helps in processing outgoing payments either manually or
automatically through the‘AutomaticPayment Program.’ It also helps in‘Vendor Evaluations.’
208. What Documents Result from ‘Procurement Processes’?
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InMaterials Management (MM):
(cid:131) PR: Purchase Requisition (manual or automatic using MRP)
(cid:131) PO: Purchase Order
InFinancial Accounting (FI):
(cid:131) Invoice Verification
(cid:131) Vendor Payment (manual or automatic)
Both MM and FI areas:
(cid:131) Goods Receipt
You may also group these documents into (1) Order documents, (2) GR (Goods Receipt)
documents, and (3) IR (Invoice Receipt) documents. While GR/IR documents can be displayed
both in MM and FI views, the order documents can only be viewed in MM view.
209. Describe a ‘Purchase Cycle.’
A‘Purchase Cycle or Procurement Cycle’ encompasses all activities including purchase
requisition, purchase order, goods movement, goods receipt, invoicing, invoice verification,
payment to vendors, and ends with the updating of vendor account balances.
Figure 53:Procurement Cycle
210. What is a ‘Purchase Requisition’ (PR)?
A‘Purchase Requisition,’ PR, is the document that outlines a company’s purchasing needs of a
material/service from vendor(s). A PR, typically an internal document that can be created
automatically or manually, identifies the demand for a product and authorizes the purchasing
department to procure it. In the automatic creation of a PR, this is done as a result ofMRP
(Material Requirements Planning). The PR, after identifying the vendor, is processed further to
result in aRFQ (Requestfor Quotation) or directly to aPurchase Order (PO).
211. What is a ‘Request for Quotation’ (RFQ)?
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A‘RFQ (Request for Quotation),’ which can be created directly or with reference to another
RFQ or a PR or an Outline Agreement, is actually an invitation to vendor(s) to submit a ‘quotation’
for supplying a material or service. The RFQ will contain the terms and conditions for supply. You
may send the RFQ to single or multiple vendors, and you can monitor it by sending reminders to
those who have not responded to the RFQ.
212. What is an ‘Outline Agreement’?
An‘Outline Agreement,’ a declaration binding both the buyer and seller, is the buyer’s intention
to purchase a material/service with certain terms and conditions agreed to by both parties. The
essential difference between the ‘outline agreement’ and ‘quotation’ is that the outline agreement
does not contain details such as delivery schedule or quantities. Outline agreements can be
contractsorschedulingagreements.
213. What is a ‘Contract’?
A‘Contract,’ also referred to as a‘Blanket Order,’ is a long-term legal agreement between the
buyer and the seller for procurement of materials or services over a period of time. The contract,
created directly or with reference to a PR/RFQ or another contract, is valid for a certain period of
time with start and end dates clearly mentioned. There are two types of contracts:Quantity
Contracts andValueContracts.
214. What is a ‘Release Order’?
A‘Release Order’ is a ‘purchase order’ created against a Contract. The release orders usually
do not contain information on quantities or delivery dates and are also called‘Blanket Releases,’
Contract Releases,’or‘Call-Offs.’
215. What is a ‘Scheduling Agreement’?
A‘Scheduling Agreement’ is also a long-term agreement with the buyer and seller for
procurement of certain materials or services subject to certain terms and conditions. These
agreements can be created directly or with reference to other documents such as another
scheduling agreement, or an RFQ or PR. These agreements help in promotingJust-In-Time (JIT)
deliveries, less paperwork, they reduce supply lead times, and ensure low inventory for the buyer.
216. What is a ‘Quotation?
A‘Quotation’ contains information relating to the price and other conditions for supply of a
material or a service by a vendor, and is the vendor’s willingness to supply the same based on
those conditions. You will be able to compare the data from quotations using aPrice
Comparison List and will help in identifying the most reasonable vendor for supply of that item(s).
After you receive the quotations, you will typically enter the quotation data (pricing/delivery) in
RFQ. The SAP system can easily be configured to automatically print‘Rejections’ for vendors
whose quotation are not selected.
217. What is a ‘Purchase Order’ (PO)?
A‘Purchase Order’ (PO) is a legal contract between a vendor and a buyer concerning the
material/service to be purchased/procured on certain terms and conditions. The order mentions,
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among other things, the quantity to be purchased, price per unit, delivery related conditions,
payment/pricing information, etc.
A PO can be created:
1. Directly or
2. With reference to a PR/RFQ/contract or another PO. Remember, all items on a PO
should relate to the same Company Code.
218. What is a ‘PO History’?
The‘Purchase Order History’ (PO History) lists all the transactions for all the items in a PO
such as the GR/IR document numbers.
219. Will the FI Document be Created with the Purchase Order (PO)?
No. There will not be any document created on the FI side during creation of a PO. However,
there can be a document for posting a ‘commitment’ to a Cost Center in CO. (The offsetting entry
is posted at the time of GR.)
220. Explain FI-MM Integration.
FI-MM Integration is based on the following:
(cid:131) Movement Types
(cid:131) Valuation Class
(cid:131) Transaction Keys
(cid:131) Material Type
TheMovement Type is the ‘classification key’ indicating the type of material movement (for
example, goods receipt, goods issue, physical stock transfer). The movement type enables the
system to find pre-defined posting rules determining how the accounts in FI (stock and
consumption accounts) are to be posted and how the stock fields in the material master record
are to be updated.
Figure 54:Movement Types
TheValuation Class refers to the assignment of a material to a group of GL accounts. Along with
other factors, the valuation class determines the GL accounts that are updated as a result of a
valuation-relevant transaction or event, such as a goods movement. The valuation class makes it
possible to:
(cid:131) Post the stock values of materials of thesame material type todifferent GL accounts.
(cid:131) Post the stock values of materials ofdifferent material types to thesame GL account.
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TheTransaction Key (also known as the ‘Event Key orProcessKey’) allows users to
differentiate between various transactions and events (such as physical inventory transactions
and goods movements) that occur within the area of inventory management. The
transaction/event type controls the filing/storage of documents and the assignment of document
numbers.
TheMaterial Type groups together materials with the same basic attributes, for example, raw
materials, semi-finished products, or finished products. When creating a material master record,
you must assign the material to a material type. The material type determines:
(cid:131) Whether the material is intended for a specific purpose, for example, as a Configurable
Material or Process Material.
(cid:131) Whether the material number can be assigned internally or externally.
(cid:131) The Number Range from which the material number is drawn.
(cid:131) Which screens appear and in what sequence.
(cid:131) Which user department data you may enter.
(cid:131) What Procurement Type the material has; that is, whether it is manufactured in-house or
procured externally, or both.
Together with the plant, the material type determines the material’s inventory management
requirement, that is:
(cid:131) Whether changes in quantity are updated in the material master record.
(cid:131) Whether changes in value are also updated in the stock accounts in financial accounting.
221. What Happens, in SAP, when You Post a ‘Goods Receipt’?
When you post a‘Goods Receipt’(GR), the stock account is debited (stock quantity increases)
and the credit goes to theGR/IR Clearing Account, which is the intermediate processing
account, before you actually process the vendor invoice or payments to the vendor:
(cid:131) Debit: Inventory Account
(cid:131) Credit: GR/IR Clearing Account
During this (1) a material document is created, (2) an accounting document to update the relevant
GL account is created, (3) PO order history is updated, and finally (4) the system enables you to
print the GR slip.
222. Explain ‘Invoice Verification’ (IV) in SAP.
‘Invoice Verification’ involves:
1. Validating the accuracy of the invoices (quantity, value, etc.).
2. Checking for ‘blocked’ invoices (which vary to a great extent from that of the PO).
3. Matching of invoices received from vendors with that of the Purchase Order/ Goods
Receipt. At this point in time, the PO History is updated for the corresponding PO Line
Item(s) of the matched invoice.
4. Passing of matched invoices to the FI module. The system posts the following entries:
(cid:131) Debit: GR/IR Clearing Account
(cid:131) Credit: Vendor a/c (Accounts Payable open line item)
(cid:131) Credit: GL Reconciliation Account
The different scenarios in invoice verification include:
4. GR-based Invoice Verification indicator isnotset in the PO detail screen:
Although this setting enables you to post the invoice referenced to a PO prior to
making a GR, the system will block the invoice for payment (this kind of posting
results in aQuantity Variance as there has not been a GR).
5. GR-based Invoice Verification indicator is set in the PO detail screen: When the
PO number is referenced the system brings up all the unmatched items of GR in
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the selection screen. You will not be able to post the invoice for its full value, unless
the PO has been fully received.
223. How do You Deal with ‘Tax’ when You Post an Invoice?
When you enter an invoice, based on the configuration settings, the system checks the Tax Code
and calculates the applicable tax or validates the Tax Amount entered by you:
1. Manual Entry: Input theTax Code and theTax Amount. The system will validate and
issue a message in case it does not find the tax code or if the amount is different.
2. Automatic Entry: Leave the Tax Code and Tax Amount fields blank. Check the
‘Calculate Tax’ indicator. The system picks up the corresponding tax code and calculates
the tax amount automatically.
224. What ‘Variances’ do You come Across in Invoice Verification?
The system needs to be configured properly with ‘Tolerances’ so that you are not hampered with
variances when you try Invoice Verification. You need to define the lower and upper limits for
each combination of the Company Code and the tolerance key defined for the various variances.
The system then checks these tolerance limits and issues warnings or prevents you from
proceeding further when you process an invoice.
‘Variances’arise because of mismatch or discrepancies between the invoice and the PO against
which the invoice has been issued. Normally you will encounter:
1. Price variances: If there is a discrepancy in invoice price and PO item prices.
2. Schedule variances: If the planned delivery date is later than the invoice postings.
3. Quantity variances: If the delivered quantity (or delivered quantity less the previously
invoiced quantity) is not the same as that of the invoiced quantity. When the invoiced
quantity is more than the GR, the system requires more GRs to square off the situation.
225. Outline ‘Vendor Payments’ in the SAP System.
The payments to single or multiple vendors can either be handled in a manual process or through
an‘Automatic Payment Program.’ The open liability item created for the vendor during the
invoice verification will be squared off when you make the vendor payment or when you run the
automatic payment program. The payment program in SAP is designed to allow you to enjoy the
maximum discount allowed by that vendor.
226. Explain ‘Automatic Payment Program.’
The‘Automatic Payment Program’ in SAP helps to process payment transactions both with
customers and vendors. AR/AP/TR/Bank Accounting uses the payment program.
The ‘automatic payment program’ helps in determining:
(cid:131) What is to be paid? To do this, you specify rules according to which the open items to
be paid are selected and grouped for payment.
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(cid:131) When is payment to be carried out? The due date of the open items determines when
payment is carried out. However, you can specify the payment deadline in more detail via
configuration.
(cid:131) To whom the payment is made? You specify the payee (the vendor or the alternate
payee as the case may be).
(cid:131) How the payment is made? You determine rules that are used to select a payment
method.
(cid:131) From where the payment is made? You determine rules that are used to select a bank
and a bank account for the payment.
227. Explain ‘Automatic Payment Program’ Configuration.
Before you are ready to run the‘Automatic Payment Program,’ the following should have been
defined/configured in the system:
(cid:131) House Bank and the correspondingbank accounts.
(cid:131) Payment Methods to be used for the Company Code. SAP comes with predefined
payment methods, both for AR and AP. The following payment methods are available for you
to select from depending on the requirements:
a. Accounts Payable
o Check (S)/Transfer/Postal Giro transfer/Bill of exchange
b. Accounts Receivable
o Bank collection/Bank direct debit/Refund by check/Refund by bank
transfer/BE payment request
(cid:131) Bank Chain defined, if necessary. Bank chains are used to make payment via more than
one bank, for example, via the correspondence banks of the house bank, the recipient bank,
or the intermediary banks. You can define up to three banks.
(cid:131) Payment Forms defined. SAP delivers standard forms, which can be modified, or new
forms can be created for use.
Figure 55:Customizing Automatic Payment program using FBZP
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You may do most of the configurations by using the Transaction CodeFBZP and branching to
individual sections thereon. Or you may use the following Transaction Codes for individually
doing it:
1. (Sending) Company Code specifications
a. Sending the Company Code—if Company Code ‘A’ is making payments on
behalf of ‘B,’ then ‘B’ is the Sending Company Code. Otherwise, the sending
Company Code is considered the paying Company Code (both are one and the
same).
b. Tolerance days
c. Paying Company Code specifications
(cid:131) Minimum amounts for incoming and outgoing payments.
(cid:131) Forms for payment advice and EDI.
(cid:131) Bill of Exchange parameters
2. Payment Methods/Country and Bank determination
a. Payment Methods/Country
(cid:131) Payment Method for outgoing/incoming?
(cid:131) Payment Method classification
(cid:131) Master data requirements
(cid:131) Posting details—document types
(cid:131) Payment medium details—Print programs
(cid:131) Permitted currencies (leave blank to allow all currencies)
b. Bank Determination
(cid:131) Ranking Order
o Per Payment Method:
(cid:120) Which bank should be used first, second, etc.
(cid:120) Currency
(cid:120) Bill of Exchange
(cid:131) Bank accounts
(cid:131) Available amounts
o Per House Bank and Payment Method combination:
(cid:120) Offset a/c for subledger posting
(cid:120) Available funds in each bank
(cid:120) Clearing accounts for Bill of Exchange
(cid:131) Value date
(cid:131) Charge
3. Payment methods per Company Code
a. For each Payment Method and Company Code you need to define:
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