Transcript Slide 1

Training
Welcome to the
Accounts Payable Invoice
Processing
Course
Monday,
04, 2013
Saturday,February
July 18, 2015
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Training
Introduction

Instructor, Ramon Mira

Welcome and Introductions
 Logistics
 Ground Rules
 Course Objectives
 Course Content
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Accessing SAP
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Accessing SAP
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Accessing SAP | Login
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Course Agenda
Chapter Description
1
Process PO Based Invoices
2
Blocking and Reversing
3
Processing Credit Memos
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Course Objectives
By the end of this class, you will be able to:
 Describe 3 way matching
 Describe Filenet integration with SAP
 Describe Work Distribution with SAP
 Process PO Based Invoices
 Reversing and Resetting Entries
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Training
Course Chapters
Chapter Description
1
Process PO Based Invoices
2
Blocking and Reversing
3
Processing Credit Memos
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04, 2013
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Chapter Objectives
By the end of this Chapter, you will be able to:

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Describe the Purchasing Process
Describe 3 Way Matching
Describe Filenet Integration with SAP
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Purchasing Process Overview
Create
Shopping Cart
Approve
Shopping Cart
Vendor
Payment
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Purchase
Order
Confirmation/
Goods Receipt
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Training
3-Way Match
PO Based Invoice Verification Process:
Three-way-match functionality: goods receipt
matches purchase order and invoice.
3-Way Match
Goods Receipt
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=
Purchase Order
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=
Invoice
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Training
Goods Receipt at Location
• Each location will perform goods receipt
• An invoice can be entered by Accounts Payable
without a goods receipt
• An invoice entered without a goods receipt will
trigger an email to location warning of no receiver
• An invoice cannot be paid unless goods receipt is
entered
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Training
E-Mail Notification
Missing Goods Receipt E-mail
An Automatic e-mail reminder is sent when an invoice is
processed and a Goods Receipt is missing.
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Encumbarance
Funding for PO Based Invoices will be encumbered before the invoice is
received
Encumbered
Create
Shopping Cart
Approve
Shopping Cart
Vendor
Payment
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Purchase
Order
Confirmation/
Goods
Receipt
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Training
FileNet Integration with SAP
• FileNet will remain as the Document Management
System
• FileNet will be updated nightly to stay in sync with
changes to Vendor and PO information
• Only Invoices that can be posted based on PO and
Vendor validation will be allowed to be sent to SAP
• FileNet will keep Invoices that require further data
evaluation
• FileNet will link to SAP and will display the scanned
invoice automatically when the invoice is worked in
Universal Work List
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Filenet Invoice Displayed Alongside SAP
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Work Distribution with SAP
Work Distribution for PO Based and Non PO Based:
PO Based Invoices:
• Each processor will be assigned a range of vendors
based on name
• FileNet will automatically assign invoices from those
vendors to the processor
Non PO Based Invoice from Schools
• They will go to one Universal WorkList for
processing without being assigned
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Chapter Objectives
By the end of this Chapter, you will be able to:
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Describe Work Distribution with SAP
Describe PO Based Invoice processing
Describe Credit Memo Processing
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PO Based Invoices
• Invoices that are PO Based will be 3 Way Matched
• Funding for these POs will have been checked upon
creation of the Shopping Cart (Requisition) and
Encumbered upon creation of the Purchase Order
• When posting the Invoice the system will check to
see if the quantity or amount that was on the PO has
been exceeded.
• It does not do a funds availability check, the funds
have already been encumbered by the PO.
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PO Based Invoice Processing
Invoice Indexed
Invoice
Validated
Invoices Appear
in Payer Queue
A
FileNet
FileNet
FileNet
FileNet
Invoice Sent to
SAP
Invoice
Received in SAP
Process Invoice
Post Invoice
Universal Work List
MIRO
MIRO
AP Central Clerk
AP Central Clerk
AP Central Clerk
Invoices
Scanned
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PO Based Invoice Processing
• Invoices will be Scanned into FileNet
• Indexing will continue in FileNet, using established
guidelines
• Invoices will be validated to confirm PO exists and
Vendor is created correctly
• Once validation is complete valid invoices will
appear in Payer Queue A
• The Payer will select invoices they would like to
process and will send to SAP using FIFO
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PO Based Invoice Processing continued
• Invoices will be received in the SAP Universal
Worklist ready to be processed
• The Invoices will be processed and posted in SAP
using the FileNet scanned invoice as reference
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Entering a PO Based Invoice
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Process PO Based Invoice
Walkthrough Process PO Based Invoice
This is a
demonstration only.
Watch as the
instructor shows you
how to complete the
task in SAP.
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Process PO Based Invoice - Exercise
Exercise: Process PO Based Invoice
To complete this
exercise
follow the
instructions listed
here.
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Course Chapters
Chapter Description
1
Process PO Based Invoices
2
Blocking and Reversing
3
Processing Credit Memos
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Blocking a Vendor Invoice
• Vendors can be blocked for the following reasons:
 Vendor is in litigation and we will withhold payment
until ruling
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Blocking a Vendor Invoice
Walkthrough Blocking a Vendor Invoice for
Payment
This is a
demonstration only.
Watch as the
instructor shows you
how to complete the
task in SAP.
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Blocking a Vendor Invoice
Exercise: Blocking a Vendor Invoice for
Payment
To complete this
exercise
follow the
instructions listed
here.
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Training
Reversing a Document
• Documents that have not cleared can be reversed
• SAP will automatically select the document type for
the reversal and the posting keys
• The date will default to the original document
posting date
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Reversing a Posted Document
Walkthrough Reversing a Posted Document
This is a
demonstration only.
Watch as the
instructor shows you
how to complete the
task in SAP.
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04, 2013
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Reversing a Posted Document
Exercise: Reversing a Posted Document
To complete this
exercise
follow the
instructions listed
here.
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Training
Course Chapters
Chapter Description
1
Process PO Based Invoices
2
Blocking and Reversing
3
Processing Credit Memos
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04, 2013
Saturday,February
July 18, 2015
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Training
Chapter Objectives
By the end of this Chapter, you will be able to:
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Describe Credit Memo Process
Create Credit Memo
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Processing Credit Memos
• A school or department will receive a credit memo
and it will be forwarded to Accounts Payable
• The Accounts Payable staff will enter credit memo
• The credit memo will post immediately
• Credit memo will be posted to Vendor account when
next invoice is posted.
• Location of CM doesn’t have to be the same as
invoice
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Credit Memo Processing
Create Credit
Memo
Save as
Completed
FB65
FB65
AP Central Clerk
AP Central Clerk
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Create Credit Memo
Walkthrough Create Credit Memo
This is a
demonstration only.
Watch as the
instructor shows you
how to complete the
task in SAP.
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Create Credit Memo
Exercise: Create Credit Memo
To complete this
exercise
follow the
instructions listed
here.
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BASE Training Center Website [http://basetraining.lausd.net]
]
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You have just completed the ….course.
Thank you for attending!
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