Accounts Payable
Table of contents
AP Overview
Sub Processes
Master Data
Invoice Processing
Payments / Disbursements
Account Analysis / Reconciliation
Periodic Processing
Reporting
SD
FI
Sales &
Distribution
Financial
Accounting
MM
CO
Materials
Mgmt.
Controlling
PP
AM
Product
Planning
Fixed Asset
Mgmt.
SAP
R/3
QM
Quality
Mgmt.
PS
Project
System
PM
OC
Plant Maint.
Office &
Comm.
HR
IS
Human
Resources
Industry
Solutions
FI Financial Accounting
Modules
FI - Financial Accounting Modules
General Ledger
GL
Special Ledger
Accounts Receivable
AP
AP
SL
Legal
Consolidation
LC
Travel
Accounts Payable
FI
CM
TM
Management
AM Cash Management
&
IM
Asset and Investment
Management
AR
Financial
Accountin
g
Accounts
Payable
Master
Data
Invoice
Process
ing
Sundry
Logisti
cs
Payments
/
Disburse
ments
Account
Analysis
&
Reconcili
ation
Periodi
c
Process
ing
Reporti
ng
Master Data
Maintenance
Creation 3 Levels
General Data (name, address)
Company Data (reconciliation acct, payment
term)
Purchasing Data (PO currency, incoterms)
Change
Block
Delete
Account Groups
Intercompany
One-time vendors
Comp
any
Code
9100 A
Ltd.
General data
Company Code
data
Purchasing
Organization:
9100 A
Purch.Org.
Address
Control data
Payment
Transactions
Account
Management
Payment
Transactions
Correspondence
Purchasing
Organization
Purchasing Data
Partner functions
Vendor
Master
Groups
Implemented
GEV
OTV
AFV
One-Time
Vendor
0005
Foreign
Vendors
SWV
GEV
0005
OTV
AFV
SWV
Number
Ranges
01
0000100000
0000299999
02
0000300000
0000399999
03
0000400000
0000499999
ZZ
1000000000
1999999999
Vendor
master record
can be
blocked in the
following
areas:
Posting
block,
Purchasing
block
In addition
user may
specify
reason for
blocking
We use One-time
Vendor Master
Record to avoid
large number of
unnecessary
master data
Every time we
enter a business
transaction, the
systems stores
the specific
Master Data
information
separately in the
document
Financial
Accountin
g
Accounts
Payable
Master
Data
Invoice
Process
ing
Sundry
Logisti
cs
Payments
/
Disburse
ments
Account
Analysis
&
Reconcili
ation
Periodi
c
Process
ing
Reporti
ng
Invoice Processing
Business Transactions included in Process:
Sundry
Invoice
Credit Memo
Down Payment (Special G/L)
Foreign Currency
Cancel/Reverse Document
Inter-company (Idocs)
Screen
Tab
Posting a document
O
R
Docume
nt
Simulati
on
Park document:
Assigned number
(according to document
type)
Available for many users
(depending on
authorizations in the
system)
Held document:
Internal document
number (defined by the
user)
Available only for the user
who created it.
Processing of Parked
Documents
Save the
document
The parked
document
may be:
Posted,
Edited,
Saved as
complete
d,
Deleted.
Edit your
document
Special GL Transactions:
Definition
Special GL
Indicator
Vendors
reconciliation
accounts
Accounts
defined for
Special GL
Transactions
Bank
Accoun
t
1
10
GL
Down
Paymen
ts
10
10
A Ltd pays the vendor a down-payment: $10.000, The down payment is booked on Vendor account with
a Special GL indicator
The amount of $10.000,- is shown on Vendor account,
but on different GL Account, instead of Vendor
reconciliation account
Display of Special GL
Transactions
Transaction
code: FBL1N Line item
Display
Exchange
Exchange rates
rates
Line
Line items
items
Amount FC:
USD
Amount LC:
43500 INR
1,000.00
2.
3.
Reverse an AP document
Document entered
incorrectly
Balance sheet
Assets
Liabilities
Shared equity
Document corrected by
Reversal:
Reverse with a
standard reversal
posting
Reverse with a
negative posting
Document re-entered
correctly
Mass
Reversal
Procedure
Inter-company Processing
Inter-coy Billing
Invoice (IV)
AR header
reference
=
AP header
reference
SD Document
2000002244
A Ltd
HDR Ref:
2000002244
AP
AR
Inter-coy Billing
Invoice (IV)
SD Document
1000001144
A1 Ltd
F110
FI Document
3000015244
HDR Ref:
1000001144
AP
HDR Ref:
2000002244
AR
A2 Ltd
F110
FI Document
2000006344
HDR Ref:
1000001144
AR header
reference
=
AP header
reference
Credit Memo
Evaluated Receipt Settlement (ERS)
Consignment / Pipeline Settlement
Procurement Cycle
Purchase
requisition
Invoice
Payment
processi
ng
Determinati
on
of reqmts.
Purchase
order
Quotation
10
10
Invoice
verificati
on
Good
s
recei
pt
720
20
Source
determinati
on
Vendor
selecti
on
Purchase
order
10
PO
monitori
ng
PO20
processi
ng
Accounting Entries
2.
1.
Acc. Payable
3.
2.
2. Invoice received.
4.
3.
3. Vendor paid.
4. Bank account credited/charged
4.
Invoice
verification
Invoice
Check Discrepancies
Purch
ase
order
Goods
receipt
Invoice
docum
ent
Paym
ent
progr
am
Purchase
Purchase
Requisitio
Purchase
nRequisitio
Purchase
nRequisitio
Purchase
10 nRequisitio
Purchase
10 nRequisitio
20
10 nRequisitio
20
30 10 n
20
30 10
20
30 10
20
30
20
30
30
Purchase
Order
10
20
30
Source
Source
Assignment
Assignment
Vendor
A Vendor Invoice
quantity, amount
account determination.
1 Invoice
for PO
456
100 pcs
300 INR
for PO
456
50 pcs
INR
150
PO History
2 Invoice
3 Invoice
for PO
456
Subsequent
costs
50 pcs
INR
30
Delivery Costs
Purchas
e order
456
Purchas
e order
123
100 pcs
INR
Freight
INR/pc
100 pcs
INR
Freight
10
1
10
-
Delivery
costs
Unplanned costs
Delivery
100 pcs
1000 INR
Freight
INR
Total:
INR
100 pcs
1000 INR
Freight
INR
100
Total:
INR
1100
100
1100
MIRO
Accounting
Document
Accounting
Document
Credit Memo
Purchas
e order
123
100 pcs 10
INR/pc
Credit
Memo
80 pcs
INR
800
30 pcs
INR
300
Goods Receipt:
50 pcs
Purchas
e order
123
100 pcs 10
INR/pc
Subsequen
t Credit
50 pcs
INR
800
50 pcs
INR
300
Evaluated Receipt
Settlement
Evaluated Receipt
Settlement (2)
Purchase
Order
Goods
Receipt
Vendor
Invoice
Purchas
e Order
10
20
30
Pipeline Settlement
Bill
Billof
of
Materials
Materials
Goods
Goods
Receipts
Receipts
PIPE
Material
PIPE
Material
10
10
20
20
30
30
Vendor
Vendor
Invoice
Invoice
Dt
Accruals
Ct
Vendor
Financial
Accountin
g
Accounts
Payable
Master
Data
Invoice
Process
ing
Sundry
Logisti
cs
Payments
/
Disburse
ments
Account
Analysis
&
Reconcili
ation
Periodi
c
Process
ing
Reporti
ng
Payments / Disbursements
Business Transactions included in Process:
Manual payments
Automatic Payment Run
Outgoing Payments
Reports
Inter-company Payments
IDocs (REMADV)
Automatic
Payment Run
Yes
Schedule
Proposal
No
Post Outgoing
Payment With
Printout
Proposal
List
Checks /
Transfer
Approval
Edit Proposal
Send transfers
to Banks and/or
checks to
Vendors
Propos
al
Approv
al
Schedule
Payment
Print Payment
Medium
Payment
documents
are printed
Invoice
s or
paymen
t
request
s are
entered
Payments are
approved
Invoices are
proposed for
payment
Payments are
modified
Maintain Parameters
Parameters are entered
Schedule Proposal
Payment proposals are created
Edit Proposal
Payment proposals are edited
Schedule Payments
Payment run is carried out
Schedule Printing
Invoice
Payment
Program
Online Parameters
Selection Parameters
Maintaining Payment
Parameters
Identifies each
individual payment
run
Status of the
payment run
Payment Program
Parameters
Which
company codes
are included?
Which payment
methods?
Whos
being paid?
When is the
next run?
Proposal List
List of Vendors
included in the
run
Line
Items
Payment
Method
Discount
s/
Exceptio
ns
Bank
details
Amounts
included in
proposal
Curren
cy
Exception List
Exception
List!
Payment
Items
...
...
Total
Invoice is blocked
Invalid data in the
master record
Invalid payment
method
Invalid house bank
Payment amount is
less than the
minimum amount
specified for
payment
Not enough money
in the house bank
per configuration
Items
Payment
Payment
Items
Payment
Payment
Item 1
Method
Payment
Payment
Item 2
House
Method
Payment
Bank
Payment
Item 3
House
Amount
Method
Payment
Bank
Payment
...
...
House
Amount
Method
Payment
Bank
Payment
...
House
Amount
Method
Payment
Bank
Payment
...
House
Amount
Method
Payment
Bank
Payment
...
House
Create new
Amount
Method
Account
Bank
payment or
...
House
Amount
Amount
allocate item to
Bank
...
existing
Amount Method
Payment
payment
...
House Bank
Due Date
...
Reallocate
Change payment
Line Item 1
Payment method
House Bank
Schedule Proposals
Schedule a
start time
- OR
-
Payment Runs
Post payments to
general ledger
Payment
Run
Enter
Variant &
print
checks
AP Department employee
creates and posts payment
run,
Checks & payment advices
are printed
Department employee
creates and posts payment run,
Payment
1.
AP clerk
creates and
posts
payment run,
2.
AP manager
creates
electronic
payment
documents
3.
Data is
downloaded
to a local file.
Payment Settlement
List
Financial
Accountin
g
Accounts
Payable
Master
Data
Invoice
Process
ing
Sundry
Logisti
cs
Payments
/
Disburse
ments
Account
Analysis
&
Reconcili
ation
Periodi
c
Process
ing
Reporti
ng
Account Analysis /
Reconciliation
Business Transactions included in Process:
Accounts Balance
Line Item display
Account Clearing
Internal Post with Clearing
Clearing with Customer
1
Open item
account
Febr
1uary
234567
Janu
1 2ary
34567
2,0 5,0
00
00
3,000
8 91011121314
16171819202122
23242526272829
8 91011121314
16171819202122
23242526272829
293031
293031
Invoice
Goods receipt
Can be
cleared
3
Clearing
an
account
Post with
clearing
1
2
Invoice
Credit memo
1000
1000
?
Clearing account
1
1000
1000
-----------
xxxxxx
-----------
-----------
xxxxxx
-----------
-----------
xxxxxx
-----------
-----------
Automatic
clearing
program
Amount
Clearin
g
docume
nt
Amount
16978
1500 -
5287
5000 -
5287
7000 -
16978
3200 -
5287
12000 +
16978
4700 +
Ref no.
Amount
9624
7500 -
9624
7500+
Ref no.
Amount
425
2500 -
425
2500+
Clearin
g
docume
nt
Clearin
g
docume
nt
Clearin
g
docume
nt
40000
10000
50000
20000
Amounts can be
cleared
Clearin
g
docume
nt
Customer
1
46,000
Bank
3
26,000
Customer invoice
Vendor invoice
Customer payment
ABC Inc.
46,000 3 3
Vendor
20,000
46,000
20,000
26,000
ABC Inc.
20,000 2
Reversal of Clearing
Reversal of clearing
Financial
Accountin
g
Accounts
Payable
Master
Data
Invoice
Process
ing
Sundry
Logisti
cs
Payments
/
Disburse
ments
Account
Analysis
&
Reconcili
ation
Periodi
c
Process
ing
Reporti
ng
Periodic Processing
Business Transactions included in Process:
LIV
invoice variances
Invoice
differences
Blocked
invoices
Tolerances
GR/IR
(not configured)
Account Maintenance
Vendor
Correspondence
Standard
Balance
Letters
Confirmation
Goods
Receipt
Purchase
order price
quantity
Vendor
Invoice
Date
Quantity variance
Price variance
Purchase order price quantity variance
Date variance
100 pcs
@ 10.00 USD
Good
s
Recei
pt
97 pcs
@ 10.00 USD
100 pcs
Goods
Receipt
Stock
account
GR / IR
account
Vendor
Account
Invoice
1,000
+
1,000
-
Invoi
ce
GR / IR
Account
Maintenance
30 970 +
970 -
30 +
100 pcs
@ 10.00 USD
Good
s
Recei
pt
80 pcs
@ 10.00 USD
50 pcs
Good
s
Recei
pt
30 pcs
Purchas
e order
100 pcs
@ 10.00 USD
Good
s
Recei
pt
Invoice
#1
97 pcs
@ 10.00 USD
100 pcs
Invoice
#2
3 pcs
@ 10.00 USD
Automatic
release
Manual
release
Tolerances
Requesting Correspondence
Correspondence request
Standard letter
Internal documents
Mass request
selection
program
Individual
request
manual
Individual
request
automatic
Correspond
-ence
reque
sts
Trigger report
Print programs
Bill of exchange
settlement
Payment notice
Balance confirmation
Letter to the
Vendor
Open items
200.00
-
Vendor Reply
to the Sender
354.00
126.20
.
Correspondence: Output
Type
Printer
Email
Fax
Financial
Accountin
g
Accounts
Payable
Master
Data
Invoice
Process
ing
Sundry
Logisti
cs
Payments
/
Disburse
ments
Account
Analysis
&
Reconcili
ation
Month
End
Process
ing
Reporti
ng
Reporting
Business Transactions included in Process:
Standard
Open
Reports
Items List
Cleared
Items List
Account
List
Account
Balance List
Vendor
Evaluations
Customised
Aged
Reports
Accessing Reports
1
SAP Menu
2
Transaction
SA38
Report Variant
1) Enter the
required criteria
on the selection
screen
2) Click Save
button
3) Enter the
variants name
Report Execution
Report
Execution
Selection of Report
Parameters
Variant Selection
Dynamic
selection
Overdue items
Currency analysis
de
o
c
Evaluation types
ny
a
p
m
ea
r
o
a
C
s
es
n
i
us
B
ry
t
n
u
o
up
o
C
gr
ng
i
t.
nn
c
a
c
Pl
A
n.
o
ec
R
s
n
o
si
r
Ve
Evaluation
Views
- Corporate
group
- Company
code
- Business
Area
Variable
Accounts Payable
Evaluations