Cash and Liquidity Management (Processing Payables and ... · PDF fileCash and Liquidity Management (Processing Payables and Payments) July 28, 2012 3 1 About this Document 1.1 Purpose

Cash and Liquidity Management

(Processing Payables and Payments)

SAP Business ByDesign

Cash and Liquidity Management (Processing Payables and Payments)

July 28, 2012 2

Table of Content

1 About this Document ....................................................................................................................... 3

1.1 Purpose .................................................................................................................................... 3

1.2 Reference System and Model Company .................................................................................... 3

2 Master and Organizational Data ...................................................................................................... 4

3 Business Process Tasks ................................................................................................................. 5

3.1 Processing Outgoing Payments Automatically ........................................................................... 5

3.1.1 Enter Supplier Invoice without Purchase Order .............................................................. 5

3.1.2 Approve Supplier Invoice ............................................................................................... 6

3.1.3 Create/Check Payment Proposal and Execute Payment ................................................ 6

3.1.4 Approve a Payment ....................................................................................................... 8

3.2 Processing Outgoing Payments Manually with Open Item Clearing ........................................... 9

3.2.1 Recurring Supplier Invoice............................................................................................. 9

3.2.2 Approve Supplier Invoice ............................................................................................. 11

3.2.3 Select Items and Release Payment ............................................................................. 11

3.2.4 Approve a Payment ..................................................................................................... 13

3.3 Payment Management (Check) – Bank Statement................................................................... 13

3.3.1 Transfer Outgoing Payments Manually (Send to Payee - Check) ................................. 13

3.3.2 Process a Bank Statement .......................................................................................... 14

3.4 Connected Scenarios .............................................................................................................. 15


July 28, 2012 3

1 About this Document

1.1 Purpose

The objective of this business scenario document is to give you hands-on experience of running the chosen business processes in a realistic business environment using the SAP Business ByDesign system. It allows you to quickly become familiar with this business scenario by guiding you through the steps that you need to carry out in the reference system.

To obtain a better understanding of the business processes that make up this scenario, also refer to the Scenario Outline for this scenario.

1.2 Reference System and Model Company

A reference system is a system that is preconfigured and loaded with fictitious users and sample data. The users and sample data are based on the model company Almika Inc.. By following the step-by-step instructions in this document, you can assume the identity of the Almika users and use the built-in sample

data to carry out each of the business process tasks. This hands-on experience will help you to understand the relevance and benefits of this business scenario.

To learn more about the model company that uses the business processes described in this document, read the Company Fact Sheet, which contains an overview of the reference

company, its organizational set up, employees and their different roles and work centers, as well as a comprehensive list of the master data used in your system.

You can find the Company Fact Sheet in the Help Center of your reference system. To access

this document, choose Help Help Center and open the link under the heading Company-Specific Help.


July 28, 2012 4

2 Master and Organizational Data

Each SAP Business ByDesign Reference System contains essential master and organizational data, which

reflect the typical organizational structure of a mid-size company of a specific industry

allow you to run the industry specific processes using the appropriate master data, for example, materials, vendors or customers.

For this scenario, use the master data as described below.

If you want to run the scenario with customer and project-specific values, you can copy master data with certain characteristics from the sample entries in the table and adapt this data.

For an illustration of the organizational data as well as additional information (bill of material, logistics layout) about the reference company, refer to the Company Fact Sheet.

Master / Org. Data Type Name and Value Usage

Supplier ABM Insurance Inc.

(S100901)

For business process „Processing Outgoing Payments

Automatically‟

Supplier Televista Inc. (S100903) For business process „Processing Outgoing Payments Manually with Open Item

Clearing‟

Company Almika Inc. (1000)

Bank Account ID Bank of Cleveland (1100062588)


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3 Business Process Tasks

3.1 Processing Outgoing Payments Automatically

3.1.1 Enter Supplier Invoice without Purchase Order

What You Should Know

Most of the supplier invoices are posted based on purchase orders. In addition, you can also enter a supplier invoice without a purchase order.

Logon and Work Center Information

Logon ID (Role) FINANCIAL02 (Accountant / Iris Green)

Work Center / View Supplier Invoicing Common Tasks: New Invoice Without Purchase Order

Procedure

Field Name Data to Enter Activity / Button / Comment

New Invoice screen

Supplier ABM Insurance Inc. (S100901)

External Document ID Any number, e.g.110001

Invoice Date <current date>

Invoice Description Insurance Expense whole year

Posting Date <current date>

Payment Terms Due net payable immediately

Items - Description Insurance Expense whole year

Tax Code Sales Tax Standard (Vendor

Collected)

Quantity 1 EA

Net Price 5000 USD

Price Unit 1 EA

Net Amount 5000 USD

G/L Account A-7280 - Insurance

Account Assignment

Type Cost Center

Cost Center Headquarters Cleveland (A1100)

Choose Actions Calculate Total Amounts.


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Click Check.

Click Post.

Make a note of the supplier invoice ID: _________.

A supplier invoice without a purchase order for the yearly insurance contribution is posted if no approval is required. Because of the payment term “Due Net Payable Immediately”, the

invoice will be paid with a payment run that will be executed in the next step.

3.1.2 Approve Supplier Invoice


Logon ID (Role) FINANCIAL01 (Chief Financial Officer / Edward Black)

Work Center / View Managing My Area Approvals

Procedure


Approvals view

Approvals Select the item to be approved and click Approve.

3.1.3 Create/Check Payment Proposal and Execute Payment



Work Center / View Payables Periodic Tasks Payment Runs

Procedure


Payment Runs subview

Click New Payment Run.


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New Payment Run screen

Run Description Payment run_ <current date>

Company 1000

Supplier from /to ID <blank>

Currency USD

Next Payment Run Date <current date> + 5 working

days

Click Set to Active.

Click Schedule.

Schedule Job screen

Confirm Start Immediately.

Click Save and Close.

Payment Run: # screen

Click Close.

Make a note of the Run ID: _________.

Show Active Payment Runs Click Go.

Select your payment run. Check if the Processing Status is set to “Finished”.

(If the status is “In Process”,

click Go to refresh the data.)

Select the line and click View

Payment Proposals.

Payment Proposal List: # screen

Check the payment proposal.

Click Close.

Make a note of the Execution ID: _________.

Choose the Work view.

Work view

Select the line item created by the payment run (“Review Supplier Payments in Payment Run <#>”)

Click Edit.

In the payment proposal list, you can work on individual payment proposals. Choose Edit Proposal to display the details for the payment and make changes. Via You Can Also


July 28, 2012 8


Open Bank and Payment Settings, you can view the master data and settings currently used

by the system to automatically propose the bank account and the payment method details. In

addition, the payment method is proposed for automatic payments.

The system shows due supplier payments. Once you have checked the proposed payments, you can execute the proposal. Mark the corresponding proposed payments you want to pay. Click Execute Proposal.

Click Close.

Click Refresh and Actions to

Complete your task.

You only need to continue with the next chapter („Approve a Payment„) if the payment item amount exceeds the payment approval limit. If the amount is below the limit you can skip this

step.

3.1.4 Approve a Payment




Procedure


Approvals view

Approvals Select the approval item and click Approve.


July 28, 2012 9

3.2 Processing Outgoing Payments Manually with Open Item

Clearing

3.2.1 Recurring Supplier Invoice


Each month, the company receives an invoice which contains the same line item and the same amount. To reduce the processing work, you can define a recurring supplier invoice in the Supplier Invoicing

work center.



Work Center / View Supplier Invoicing Recurring Invoices

Procedure


Recurring Invoices subview

Click New Recurring

Invoice.

New Recurring Invoice guided activity

Step 1: Enter Invoice Template

Supplier Televista Inc. (S100903)

Payment Reason Flat Rate

Items - Description Flat Rate

Tax Code Sales Tax Standard (Vendor

Collected)

Quantity 1 EA

Net Price 1000 USD

Choose Actions Calculate

Total Amounts.

G/L Account A-7400-Telephone and telecommunication

Account Assignment Type

Cost Center

Cost Center Headquarters Cleveland

(A1100)

Click Next.


July 28, 2012 10


Step 2: Define Recurring Invoice

Recurring Invoice Description

Flat Rate monthly

Recurrence Pattern Select this item as recurrence

type.

Start Date <current date>

End By <date>

End Date <last day in 12 months>

Recurrence Monthly

Every 1 (Month)

Day of Month <specific day>

Specific Day <current date> + one day Click Next.

Step 3: Recurring Invoice Forecast

Click Check.

Click Save.

Click Release.

Click Close.

Make a note of the Recurring Supplier Invoice ID: _________.

Based on the scheduled posting data, a supplier invoice is automatically created and receives the status “In Approval” if the invoice amount exceeds the approval limitation. Please check in your system if any recurring invoice has been defined. If such a recurring invoice as described above already exists, please use other business information to define a different recurring invoice within your system.

Recurring Invoices subview

Click Refresh.

Select your recurring invoice.

Check invoice details under Details on the

General tab (Number of

Invoices Posted, Number

of Invoices Planned)

Invoice History tab

Invoices and Credit Memos view

In this view you can check the invoices posted according to


July 28, 2012 11


the recurring invoice template

and schedule.

According to the definition of the recurring invoice, you are supposed to wait one working day to execute the step “Select Items and Release Payment”. Or you may select another supplier that has an open account balance.

3.2.2 Approve Supplier Invoice




Procedure


Approvals view


3.2.3 Select Items and Release Payment


In the Payables work center, you can execute a manual payment. In the example below, the recurring

supplier invoice has already been posted in the current month.



Work Center / View Payables Suppliers → Supplier Accounts


July 28, 2012 12

Procedure


Supplier Accounts subview

Supplier Televista Inc. (S100903) Click View.

Supplier Account Monitor screen

Select an open item.

Click Pay Manually By Outgoing Check.

Check Number 125468

Payment Amount <Net Price + Tax Amount> USD

If the checkbox “Calculate Payment Amount Automatically” is selected, the system will calculate the payment amount. The sum is derived from the applied net amounts of the matched open

items.

Bank Account ID 1100062588

Click Complete Bank Data.

Click You Can Also Open Bank and Payment Settings.

Check Bank and Payment

Settings.

Under the Master Data and Business Configuration Data tab, you can view the master data

and settings currently used by the system to automatically propose the bank account and the payment method details. In addition, the payment method is proposed for automatic payments.

Click Close.

Click Preview Memo Line.

Do not change the automatically created memo line.

Click Close.

The Preview Memo Line screen shows the memo line the system will create if you release

this payment as it is now. Alternatively, you can enter a memo line manually in the Memo Line field.

Click Post.

Click Close.


July 28, 2012 13


Make a note of the transfer ID: _________.

3.2.4 Approve a Payment




Procedure


Approvals view


3.3 Payment Management (Check) – Bank Statement

3.3.1 Transfer Outgoing Payments Manually (Send to Payee - Check)


The payment items you have executed in the payment run or the manual payment process are to be transferred. In the Payment Management work center, you can initiate the transfer.



Work Center / View Payment Management Payment Monitor


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Procedure


Payment Monitor view

Show Payments Ready for Transfer Click Go.

Click Show Filter Row.

Payment Method Outgoing Check

Select one or more Ready for Transfer status items.

You create the payment medium manually and indicate this accordingly in the system

by clicking on

Actions for Checks. Set to In Transfer.

The payment status is changing from “Ready for

Transfer” to “In Transfer”.

You can also print a check via Actions for Checks Print Check Form or automate and schedule the creation of payment media with the payment media run. In the Payment Media Runs subview in the Periodic Tasks view, you can perform automatic runs which generate

payment media for e.g. checks and bank transfers.

3.3.2 Process a Bank Statement


In the Liquidity Management work center, you can manually enter items from a paper bank statement into the system.



Work Center / View Liquidity Management Bank Statements

Procedure


Bank Statements view

Choose New Bank


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Statement.

Bank Statement guided activity

Step 1: Enter General Data

Bank Account ID 1100062588

Statement Date <current date>

Posting Date <current date>

Opening Balance <system default>

Closing Balance Enter the opening balance minus the amount of the

outgoing payment items.

Click Next.

Step 2: Select Items

Select the corresponding items under All Not Confirmed Items in Transit.

Click Next.

Step 3: Create and Edit Items

Click Check.

Click Post.

Click Close.

The bank statement is entered and the payment items are reconciled. The payment status is set to Confirmed now.

3.4 Connected Scenarios

For more details please refer to the following document:

Cash and Liquidity Management – Processing Receivables and Payments


July 28, 2012 16

Icons

Caution

Example

Tip

Note

User ID and User Role

Work Center and Work Center View

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Cash and Liquidity Management (Processing Payables and ... · PDF fileCash and Liquidity Management (Processing Payables and Payments) July 28, 2012 3 1 About this Document 1.1 Purpose