Transcript TITAN SAP Training - Tarrant County, Texas

Accounts Payable
Transaction Processing
AP Transaction Processing
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Course Objectives
 Describe new SAP Accounts Payable terms (pg 4-9)
 Give an overview of the AP process and invoice
processing (pg 10-32)
 Enter an incoming invoice – MIRO (pg 35-36)
 Display invoice documents - MIR4/MIR6 (pg 37)
 Park incoming invoices/credit memos –
FV60/FV65 (pg 38)
 Display parked documents/changes –
FBV3/FBV5 (pg 39)
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Course Overview
Accounts
Payable
Transaction
Processing
Overview
Enter an incoming invoice
Display an invoice document
View a list of invoice documents
Park incoming invoices
Park incoming credit memos
Display parked documents
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New Terms
 Vendor Master Record – contains information needed to
service a vendor account and is divided into general,
company code, and purchasing organization data.
 Park a document – You can use document parking to enter
and store (park) incomplete documents in the SAP System
without carrying out extensive entry checks.
Parked documents can be completed, checked, and then
posted at a later date. When documents are parked, data
is not updated.
 Save (Park) as completed – After entering the document
you can Save as completed. SAP will make sure all of the
appropriate fields are filled in and that the document can
be posted but the document will still be parked.
The difference between Parking only and Save as complete
is Save as complete will hit funds management
(only posting will update the G/L).
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New Terms
 Header - Contains data that applies to the whole
document such as vendor, document date,
document type, document number, company code,
and posting date.
 Line Item - Contains the individual entries or
postings (either debit or credit) made to each
account. It includes an amount, an account
number, the assignment to debits or credits and
additional information depending on the
transaction to be posted.
 Posting Key - A two-digit numeric key that
determines the way line items are posted. This
key determines several factors including the:
► Account type
► Type of posting (debit or credit)
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New Terms
 Goods Receipt - a document that acknowledges
the receipt of a material from a supplier.
It is another of three documents in the threeway match that must be recognized in order for a
vendor to be paid (along with purchase order and
vendor’s invoice).
 Service Entry Sheet - a document that
acknowledges the receipt of a service from a
supplier.
It is another of three documents in the threeway match that must be recognized in order for a
vendor to be paid (along with purchase order and
vendor’s invoice).
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New Terms
 Purchase Order - a request from the purchasing
organization to a vendor to provide a specified
quantity of goods or services within a specified time.
It provides the vendor with a reference document to
link to the shipping (goods receipt) and invoicing
(invoice verification) processes.
 Blanket Purchase Order - This type of purchase
order does NOT require a goods receipt/service
entry sheet against it. It is normally issued for a
specified value to be used against incoming invoices
for a period of time.
Invoices processed against a blanket purchase order
will require a signature from the department to
authorize payment.
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New Terms
 Invoice - A document (bill) prepared by the seller
for services or to inform the buyer of the charge
for product purchased and shipped by the seller.
It includes content, price and quantity of goods.
 Invoice Verification (3-way Match) - Invoice
verification is the entry and checking of incoming
vendor invoices. Vendor invoices are compared
with the purchase order and the goods receipt,
and are checked for content, price, and quantity.
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AP Process Changes:
 The Vendor master will be centrally maintained by
the auditors office.
 Employee advances and reimbursements will default
to HR address.
 Documents will be Parked as complete for non PO
processed invoices and posted but blocked for
payment for PO processed invoices regardless of
where entered.
 Invoices will be entered at source and parked as
complete or posted with a payment block until the
Accounts Payable auditors review for completeness,
correctness, and posts or releases payment block to
allow payment to be made.
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Components of FI & CO
FI
General
Ledger
The “Top” book of financial
records
FI
Accounts
Payable
Manages vendor invoices
FI
Accounts
Receivable
Manages customer billing
FI
Asset
Accounting
Manages fixed assets and
depreciation
CO
Controlling
Manages responsibility accounting
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What Goes Where
HR/Materials
Management
Modules
PAYROLL
PURCHASING
INVENTORY
MANAGEMENT
FI Module
ASSETS
ACCOUNT
S
PAYABLE
ACCOUNTS
RECEIVABL
E
AP Transaction Processing
Other
Financial
Modules
FUNDS
MANAGEMENT
CONTROLLING
GRANTS
MANAGEMENT
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What is Master Data?
G/L Accounts
Customer Master
Vendor Master
Bank Master
Asset Master
Cost Centers
Internal Orders
Master Records
2000
1999
1998
 Is shared across functional areas
 A “Template” for transactional data
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Vendor Master Record
General data
Vendor Name
Vendor Address
Company
code data
Accounting info.
Payment terms
AP Transaction Processing
Purchasing org.
data
Purchasing data
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Vendor Master Record
-G/L reconciliation account
-Withholding tax
-Reference data
-Default data for tax
reports
Vendor Contact Info
Vendor
Master
Record
Accounting Info
-Record invoices
-Manage payables
-Create purchase orders
-Manage purchase orders
Vendor Address
Accounting/Purchasing
Process
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Accounts Payable Cycle
(Invoices processed against a PO)
1. Obtain Goods/Services.
10. Payment generated.
9. Invoice is released and
available for payment.
2. Enter Invoice Document
referencing the PO.
3. 3 way match (invoice verification).
8. Audit reviews the listing of
blocked documents. (Control Point)
7. Post the invoice document
with a payment block to AP
Audit for review.
Successful
Match
Match Fails
4. Document is parked.
5. Parked documents are
reviewed with assistance of
(Control
buyer and requisitioner. Point)
6. Corrections are made to
the invoice document or
to the purchase order.
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Accounts Payable Business Process Overview
Accounts
Payable
Process
 The Accounts Payable (A/P) application component records
and manages accounting data for all vendors.
 It is tightly integrated with the procurement, delivery and
processing of vendor invoices.
 For PO based billing, the transaction flow of a vendor
relationship starts with the purchase requisition and
purchase order, followed by goods receipt and subsequent
invoice receipt, and ends with the payment of the vendor
invoice.
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Process Flow Invoice Verification
Purchase Order
Goods Receipt
Invoice Receipt
?
Purchase Order
Goods Receipt
(GR)
Accounts Payable
Invoice Receipt
(IR)
3-way
match:
(Control
Point)
• Purchase order
• Goods receipt/
Service Entry Sheet
• Invoice
Payment
Invoice Verification process occurs within MIRO.
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Invoice Payment:
2-Way Match
Purchase Order
Invoice Receipt
(For Blanket Purchase Orders)
Purchasing Group
Purchase Order
Invoice Receipt
(IR)
Accounts Payable
?
2-way
Match
PAYMENT
Note: All 2-way match invoices require a physical signature on them prior to
payment being made.
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Accounts Payable Business Process Overview
Accounts
Payable
Process
 When the invoice is entered against a vendor sub-ledger
account, it has a corresponding impact in the general
ledger. It is also matched against both the purchase
order and the goods receipt to confirm the quantity and
value.
 If the invoice is incorrect, it is parked pending resolution
of problem. If it matches the expected quantity and
amount, it is posted with payment block pending AP Audit
review.
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Accounts Payable Business Process Overview
Accounts
Payable
Process
 Balance lists, journals, balance audit trails, and other
internal evaluations are available for documenting
transactions in A/P.
 Business transactions include entries such as general
ledger journals, customer invoices, and vendor payments.
In A/P, the emphasis is on vendor transactions. Each
transaction will create a document with a unique number
and will provide a complete audit trail.
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Accounts Payable Business Process Overview
Accounts
Payable
Definitions
 A document generally consists of a document header and at
least two line items. While a document may have multiple
line items, it must have a balanced entry.
 The document header contains data that identifies a
document and applies to the entire document. For example,
vendor, document date, document type, document number,
company code, posting date, period, etc.
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Accounts Payable Business Process Overview
Accounts
Payable
Definitions
 The line items generally include an amount, an account
number, credit or debit assignment, and additional details
specific to the transaction being posted.
 There are two types of documents:
Original documents – for example, receipts, invoices, checks,
bank statements.
Processing documents – accounting documents, sample
documents, recurring entry documents, which are primarily
used to simplify document entry.
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Document Types
A document type represents a key that is used to classify accounting
documents and distinguishes between business transactions to be posted.
The document type is entered in the document header and applies to
the whole document.
(Customer View)
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Document Types
Accounts
Payable
Definitions
 Document types help manage accounting documents and are
located on the header portion of every document.
 The document type is used to distinguish between different
business transactions and to control document number
assignment.
 Some transactions will automatically default to a document
type. For other transactions, you will be required to enter a
document type.
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AP/AR Document Types/Ranges
Description
Doc
Type
Start Doc #
Range
End Doc #
Range
Asset posting
AA
0100000000
0199999999
Customer document reversal
DA
0700000000
0799999999
Customer credit memo
DG
1600000000
1699999999
Customer invoice
DR
1800000000
1899999999
Vendor document reversal
KA
800000000
899999999
Vendor credit memo
KG
1700000000
1799999999
Vendor invoice
KR
1900000000
1999999999
Vendor payment (Payment through F-58)
KZ
1500000000
1599999999
Invoice - gross
RE
5100000000
5199999999
Goods receipt
WE
5000000000
5099999999
Recurring Customer Invoice
ZI
2100000000
2199999999
Recurring Vendor Invoice
ZL
2600000000
2699999999
Payment Posting
ZP
2000000000
2099999999
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Vendor Invoice Information
You will enter some invoice
data, while other
information is copied from
the purchase order,
purchase order history, and
tax configuration.
A
W
Acme Brick
39 Second St.
Fort Worth, TX 76102
ABC Corporation
672 Lancaster Ave.
Dallas, TX 19010
Purchase order
Concerning your purchase order 45000895 of
04/06/04, we delivered the following goods:
Invoice items
VGE-raw 1
VGE-sem 1
Material
10,000 pcs.
300 lbs.
plus 8.75% TAX
Quantities
Invoice # 9567
05/03/04
$ 2,500
$ 1,500
_________
$ 4,000
$ 560
_________
$ 4,560_ _
Unit of measure
Terms of payment
Vendor
Reference
(Invoice Number)
Document date
Amount per item
Tax amount
Invoiced amount
Tax rate
Payable within a period of 20 days from date of invoice.
2% cash discount for payment within 10 days.
Account no. 11223344 Nord Lb (code 300 210 55).
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Bank data
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Invoice Processing
 When invoices have been received from a vendor
referencing a Purchase Order number, those invoices
are to be entered against that Purchase Order.
 A 3-way match between the Purchase Order values and
quantities and the Goods Receipt quantities is made with
the invoice quantities/values.
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Invoice Processing (cont)
 Documents are to be completed (posted) within a
reasonable time frame to ensure that the vendor
account activity is accurately maintained.
 When credit memos are received referencing a
Purchase Order, the same 3-way-match procedure is
followed. However the match is between the Purchase
Order and the quantities/values invoiced to date with
those on the credit Memo.
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Posting an Invoice
Invoice
(relating to
purchase
order)
Post
A
XX
Material Master Record
Moving average price
Value
B
XX
Purch. order history
Goods receipts
Invoices
When an invoice is
posted, an accounting
document is created.
Appropriate transactions
are posted to the
general ledger.
Doc. No. 5105600xxx
Vendor
GR/IR
100 100 +
The material master record and purchase order
history are updated when the invoice is posted.
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Process to Park & Post
Complete
parked
document
Park as
Complete for
review and
FM posting
Accounting personnel
Park
incomplete
invoice/credit
memo
Control Point
Post parked
documents
(individually or in
mass) to make
available for
payment processing
and hit the GL
Accounts Payable
Manager or
Auditor
Accounting personnel
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Document Parking
 You can use document parking to enter and store (park)
incomplete documents in the SAP System without
carrying out extensive entry checks.
 Parked documents can be completed, checked, and then
posted at a later date. Parked documents receive a
document number. When documents are parked, data is
not updated.
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Document Parking (cont.)
 You can display parked documents in the document
journal or in the line item display.
 Data in parked documents is deleted when posted. When
documents are posted to an account, the system
automatically updates the account balance.
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Document Parking (cont.)
 Save (Park) as completed – After entering the
document you can Save as completed. SAP will make sure
all of the appropriate fields are filled in and that the
document can be posted but the document will still be
parked.
 The difference between Parking only and Save as
complete is Save as complete will hit funds management
(only posting will update the G/L).
 Only when the parked document is posted will a financial
document be created. Audit will review and post
documents making the document available for payment.
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Parked Document Transactions
You can do the following to Parked documents:
Post
FBV0
Post (used by AP Audit as another
method to Post invoices after review) ZRNAP827
Display
Display Changes
FBV3
FBV5
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Enter Invoice (MIRO)
MIRO is used to enter an invoice
or credit memo.
It is used for invoices with a PO.
Select invoice or credit memo.
Click here to enter multiple
purchase orders.
Enter the Purchase Order Number to the right
of “Purchase Order/Scheduling Agreement”.
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Enter Invoice (MIRO) (cont)
The indicator will turn green when
the document is complete and a
balance between the debits and
credits is achieved. The Balance
field will also show $0.00.
Select the line items and individual
goods Receipts on the Purchase Order
that relate to the invoice items.
Information will be entered on the Basic
data and Payment tabs. Review the data on
the contacts and Note tabs.
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Display Invoice Document (MIR4)
MIR4 may be used to display or change an invoice/credit memo posted in
Logistics Invoice Verification.
A review of the invoice may be needed to ensure the accuracy of documents
or to resolve variances in quantity or price.
(MIR6 may be used to list invoice documents.)
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Park Vendor Invoice (FV60)
FV60 is used to Park/Save as
complete an incoming invoice.
Vendor invoices will normally be
entered “Save as complete”.
FV60 is used for invoices
without a PO.
The Park Vendor Invoice
screen is divided into 2
sections:
Vendor Data - The tabs at
the top are for vendor related
input.
FV65 is similar to FV60, except it is
used to park incoming credit memos.
AP Transaction Processing
General Ledger Data - The
bottom of the screen is for
input to G/L accounts.
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Display Parked Document (FBV3)
FBV3 may be used to
display a parked
document.
Click on the Document
Header button to view
fields in the document
header.
Double-click on a line to
display the details for the line
item.
FBV5 is used to
display changes made
to a parked
document.
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Process Triggers and Outputs
Process
Prerequisite
Trigger
Output
Enter an
incoming
invoice
(MIRO)
•An invoice or credit Memo has
been received from a vendor
referencing a Purchase Order
number.
•Purchase Order for the invoice is
known.
An invoice or credit
Memo has been
received from a vendor
referencing a Purchase
Order number.
Posted or
Parked
Document
Display an
invoice
document
(MIR4)
You need to know:
•The document number
•The document number fiscal year
Need to display/change
an invoice or credit
memo.
Displayed
or changed
invoice
document
View a list of
invoice
documents
(MIR6)
•You must know the document
type to be listed.
Need to display an
invoice document.
Invoice
document
listing
•You must know the document
status of the document to be
listed.
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Process Triggers and Outputs
(cont.)
Process
Prerequisite
Trigger
Output
Park incoming
invoices (FV60)
•Receipt of vendor invoice.
Invoice is received
with complete
information and
entered into SAP.
Parked
document
saved as
complete
Park incoming
credit memos
(FV65)
•Receipt of a credit memo from
a vendor (or)
•Request to create a credit
memo to offset an invoice
posted incorrectly.
A credit memo from
vendor for overcharge
or damaged goods are
received and entered.
Parked
credit
memo
saved as
complete
Display Parked
Document (FBV3)
•Document must be open and
parked, not posted.
Desire to display a
parked document.
Display of
parked
document
View a list of
parked document
changes (FBV5)
•Changes must have been made
to a parked document
Desire to view changes
made to a parked
document
Display of
changes
made to a
parked
document
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Summary
You should now be able to:
 Describe new SAP Accounts Payable terms
 Give an overview of the AP process and invoice
processing
 Describe the following processes:
►
►
►
►
►
►
Enter an incoming invoice
Display an invoice document
View a list of invoice documents
Park incoming invoices
Park incoming credit memos
Display parked documents
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Accessing Training Materials

All TITAN training materials for Phase II are stored on the Tarrant
County website
This website is accessed through your Internet Explorer from any
computer that has internet access; you do not have to be on the
Tarrant County network. The URL for direct link to the Training
Materials website is:

http://www.tarrantcounty.com/titan/lib/titan/training/index.asp
Set up this website as a favorite in your web browser for quick
future access

 Enter the URL above in the address
field in your browser
 When you reach the website, go to
Favorites>Add to Favorites in the
Browser menu
 A pop-up window will be displayed with
a default name for the site. Click OK.
 To access this site in the future, just
click on the Favorites item in the menu
and highlight the name for the website.
You will go directly to the website.
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Accessing Training Materials
(cont’d)

Review the instruction page to see how to use the website

Click on the Courseware link at the top of the Instruction page

A Listing of Courses will be displayed

Click on the Course Title to see a general description of the
content of the course
or

Click on one of the buttons beside the Course Title to go directly
to either the Overview, Quick Reference Cards, or Tutorials

These training materials will be available for your use and
reference at any time
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Running Tutorials

An additional learning tool is being provided with the Phase II SAP
implementation -- Tutorials

Tutorials are simulations of the SAP system that take you through a
transaction step-by-step in a mock SAP environment.

These can be viewed in two ways:
► As a movie that takes you through the transaction in a demonstration, or
► As an interactive, hands-on practice session that stops on each screen
and directs you to make entries in fields or take actions per instructions
provided by the wizard and in the bubbles

Tutorials are provided with each course in the Finance and
Purchasing training

A list of the tutorials is provided at the end of each course.

Go to the Training Materials website to access and run these
tutorials. Detailed instructions are provided on the website
Happy Tutoring!!
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Training Sandbox
 An SAP environment (Training Sandbox) where you can practice
your skills in a real instance of SAP will be available after June 18
 The sandbox can be accessed through the standard logon process
discussed in Lesson 2 of the SAP Basic Navigation course
 The only differences are:
 Highlight the Training environment on the Logon pad (TRN)
 Enter 520 in the Client field
 Click logon
 Enter the same User Id and Password you are assigned for
Production
Feel free to practice any of the tasks in the basic navigation course
and any of the transactions included in other courses you take.
Use the Quick Reference Cards to walk you through the
transactions.
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Additional Help
1
Review the on-line help in SAP
2
Review your training
materials and notes.
3
Ask your peers or super
user for assistance.
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Tarrant County Help
Problems with running tutorials?
 Training Mailbox –
[email protected]
After utilizing the various methods of help on
the previous page, if you still have questions or
problems
or
If you have problems at any time with accessing
SAP, printing, computer or network problems,
etc.
Contact the Tarrant County IT Help Desk at
817-884-3507
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Accounts Payable
Transaction Processing
CONGRATULATIONS! You have completed the course review.
Now you are ready to view the SAP Tutorials and use the Quick
Reference Cards for the related transactions.
Tutorials for this course include:
• Enter an incoming invoice (MIRO)
• Park incoming invoices (FV60)
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