Upload
doanthu
View
215
Download
0
Embed Size (px)
Citation preview
EHP4 for SAP ERP 6.0
March 2010
English
Letter of Credit (Y158)
SAP AG Dietmar-Hopp-Allee 16 69190 Walldorf Germany
Business Process Documentation
SAP Best Practices Letter of Credit (Y158): BPD
© SAP AG Page 2 of 18
Copyright
© 2010 SAP AG. All rights reserved.
No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice.
Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors.
Microsoft, Windows, Excel, Outlook, and PowerPoint
are registered trademarks of Microsoft Corporation.
IBM, DB2, DB2 Universal Database, System i, System i5, System p, System p5, System x, System z, System z10, System z9, z10, z9, iSeries, pSeries, xSeries, zSeries, eServer, z/VM, z/OS, i5/OS, S/390, OS/390, OS/400, AS/400, S/390 Parallel Enterprise Server, PowerVM, Power Architecture, POWER6+, POWER6, POWER5+, POWER5, POWER, OpenPower, PowerPC, BatchPipes, BladeCenter, System Storage, GPFS, HACMP, RETAIN, DB2 Connect, RACF, Redbooks, OS/2, Parallel Sysplex, MVS/ESA, AIX, Intelligent Miner, WebSphere, Netfinity, Tivoli and Informix are trademarks or registered trademarks of IBM Corporation.
Linux is the registered trademark of Linus Torvalds in the U.S. and other countries.
Adobe, the Adobe logo, Acrobat, PostScript, and Reader are either trademarks or registered trademarks of Adobe Systems Incorporated in the United States and/or other countries.
Oracle is a registered trademark of Oracle Corporation.
UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group.
Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered
trademarks of Citrix Systems, Inc.
HTML, XML, XHTML and W3C are trademarks or registered trademarks of W3C®, World Wide Web Consortium,
Massachusetts Institute of Technology.
Java is a registered trademark of Sun Microsystems, Inc.
JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape.
SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, Clear Enterprise, SAP BusinessObjects Explorer, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered
trademarks of SAP AG in Germany and other countries.
Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius, and other Business Objects products and services mentioned herein as well as their respective
logos are trademarks or registered trademarks of SAP France in the United States and in other countries.
All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary.
These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.
SAP Best Practices Letter of Credit (Y158): BPD
© SAP AG Page 3 of 18
Icons
Icon Meaning
Caution
Example
Note
Recommendation
Syntax
External Process
Business Process Alternative/Decision Choice
Typographic Conventions
Type Style Description
Example text Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths and options.
Cross-references to other documentation.
Example text Emphasized words or phrases in body text, titles of graphics and tables.
EXAMPLE TEXT Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.
Example text Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools.
EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the
ENTER key.
Example text Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.
<Example text> Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.
SAP Best Practices Letter of Credit (Y158): BPD
© SAP AG Page 4 of 18
Contents
1 Purpose .................................................................................................................................................. 5
2 Prerequisites .......................................................................................................................................... 5
2.1 Master Data ................................................................................................................................... 5
2.2 Roles ............................................................................................................................................. 6
3 Process Overview Table ........................................................................................................................ 6
4 Process Steps ........................................................................................................................................ 7
4.1 Create PO for Consumable Goods ............................................................................................... 7
4.2 Approve / Release Purchase Orders .......................................................................................... 10
4.3 Posting a Down Payment Manually ............................................................................................ 12
4.4 Goods Receipt of Consumables ................................................................................................. 14
4.5 Invoice Receipt by Line Item ....................................................................................................... 15
4.6 Manual Clearing .......................................................................................................................... 17
SAP Best Practices Letter of Credit (Y158): BPD
© SAP AG Page 5 of 18
Accounts Payable
1 Purpose This scenario deals with posting accounting data for vendors in Accounts Payable. From there, the data is sorted by vendor and made available to other areas such as the purchasing system. When you post data in Accounts Payable, the system creates a document and passes the data entered to the general ledger. General ledger accounts and vendor accounts are then updated according to the transaction concerned (payable, down payment, credit memo and so on) vendor payment activities. All business transactions are posted to and managed by means of accounts and for this vendor master records are created. It also tackes care of retention transactions
Business Process Accounts Payable focuses on the following activities:
Down payment request
Post down payments using the payment program
Post vendor invoice
Post vendor invoice with retetion amount
Down payment clearing
Enter vendor credit memo
Review and Release Blocked Invoices
Select invoices to be Paid
Review and block invoices for payment as needed
Post payment using the payment program Creation of payment media using Payment Media Workbench (Alternative 1) Creation of payment media using Classical Payment Medium program( Alternative 2)
Manual payment
Manual payment of retention amount
Manual bank statement processing
Display of posted documents
2 Prerequisites
2.1 Master Data You have entered the master data required to go through the procedures of this scenario. Ensure that the following scenario-specific master data exists before you test this scenario:
Service Area
Master Data Value Selection Comment
Cost Center * All Select all cost centers
Material Master * Material type DIEN, SEMI, HAWA
Select all materials which belong to this material type
Manufacturing Area / Trading Area
Master Data Value Selection Comment
Cost Center * All Select all cost centers
SAP Best Practices Letter of Credit (Y158): BPD
© SAP AG Page 6 of 18
Master Data Value Selection Comment
Material Master * Material type FERT, HAWA
Select all materials which belong to this material type
2.2 Roles
Use The following roles must have already been installed to test this scenario in the SAP NetWeaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scenario. You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.
Prerequisites The business roles have been assigned to the user who is testing this scenario.
Details Business Role Activity Transaction
Employee (Professional User) SAP_NBPR_EMPLOYEE-S Assignment of this
role is necessary for basic functionality.
Accounts Payable Accountant
SAP_NBPR_AP_CLERK-S
FB60
F-53
SAP_BPR_BG_FINACC-K F-02
3 Process Overview Table Process step
External process reference
Business condition
Business role
Transaction code
Expected results
Post Vendor Invoices
Invoice contains necessary approval signature and G/L account assignment
Accounts Payable Accountant
FB60 Accounting invoice document posted to allow payment to vendor.
Post Manual Outgoing payment
Accounts Payable Accountant
F-53 The document posts the retention amount to the retention account and pays Vendor payable amount from bank account
Post retention
Finance F-02
SAP Best Practices Letter of Credit (Y158): BPD
© SAP AG Page 7 of 18
Process step
External process reference
Business condition
Business role
Transaction code
Expected results
amount to Vendor
Manager
Post Manual Outgoing payment
Accounts Payable Accountant
F-53 The document posts the retention amount to the retention account and pays Vendor payable amount from bank account
4 Process Steps
4.1 Create PO for Consumable Goods
Use This activity creates a purchase order for consumables.
Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP Menu Logistics → Materials Management → Purchasing → Purchase Order → Create → Vendor/Supplying Plant Known
Transaction code ME21N
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business role Buyer (SAP_NBPR_PURCHASER-S)
Business Role Menu Purchasing Purchase Orders Create Purchase Order
2. On the Initial screen, make the following entries and choose Enter:
Field name User action and values
PO type NB Standard PO
Purchasing Organization (Org. Data)
Purchasing Group (Org. Data)
Company Code (Org. Data)
Vendor
SAP Best Practices Letter of Credit (Y158): BPD
© SAP AG Page 8 of 18
CORPRATE CENTER
Field name
Purchasing Organization (Org. Data) 1000
Purchasing Group (Org. Data) 100
Company Code (Org. Data) 1000
Vendor 30000120
UNICO
Field name
Purchasing Organization (Org. Data) 2000
Purchasing Group (Org. Data) 200
Company Code (Org. Data) 3000
Vendor 37000810
CAP
Field name
Purchasing Organization (Org. Data) 3000
Purchasing Group (Org. Data) 300
Company Code (Org. Data) 3000
Vendor 30000119
UFL
Field name
Purchasing Organization (Org. Data) 4000
Purchasing Group (Org. Data) 400
Company Code (Org. Data) 4000
Vendor 30000032
SWAN
Field name
Purchasing Organization (Org. Data) 4010
Purchasing Group (Org. Data) 410
Company Code (Org. Data) 4010
Vendor 30000005
GCL
Field name
Purchasing Organization (Org. Data) 5000
Purchasing Group (Org. Data) 500
SAP Best Practices Letter of Credit (Y158): BPD
© SAP AG Page 9 of 18
Company Code (Org. Data) 5000
Vendor 31002165
3. On the item line, make the following entries:
Field name User action and values Comment
Account Assignment Category
K for cost center
F for internal order
If you choose K you should enter the relevant cost center
Short text Enter description of item
Quantity 10 Enter a quantity
OUn PC Enter order unit
Net price 1000 NGN Enter a net price
OPU PC Enter order price unit
Material Group 01
Plant
Plant
CORPRATE CENTER
Field name Description User action and values Comment
Plant 1000
UNICO
Field name Description User action and values Comment
Plant 2000
CAP
Field name Description User action and values Comment
Plant 3000
UFL
Field name Description User action and values Comment
Plant 4000
SWAN
Field name Description User action and values Comment
Plant 4010
GCL
Field name Description User action and values Comment
Plant 5000
SAP Best Practices Letter of Credit (Y158): BPD
© SAP AG Page 10 of 18
Field name User action and values Comment
Currency NGN Enter purchase currency
4. Choose Enter.
5. On the Account Assignment tab page, if prompted, enter cost center,
6. Enter the G/L account based on consumable, (the account has to be selected according to the required goods).
7. Choose Save and note the PO number here: ______________________________.
Result 1. A purchase order is created.
4.2 Approve / Release Purchase Orders
Use The purchase orders that require approval are listed and require release by a release authorization person.
Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP Menu Logistics → Materials Management → Purchasing → Purchase Order → Collective Release
Transaction code ME28
2. On the Release Standard PO XXX screen, choose the button Document Flow On, if not already activated.
3. Choose the selection criteria Purchase Orders in the list that appears when clicking the left button in the Document overview screen area.
4. On the Purchasing Documents screen, enter your PO number and choose Execute.
The purchase order may need to be released by multiple people depending on its value. Once the last person has released the purchase order, the buyer or planner can output the purchase order (print, fax, EDI), if required.
5. Go on the head of the purchase order and choose release strategy. Choose release options.
6. The release status changed.
7. Choose button Save.
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business role Purchasing Manager (SAP_NBPR_PURCHASER-M)
Business Role Menu Purchasing Approval
SAP Best Practices Letter of Credit (Y158): BPD
© SAP AG Page 11 of 18
1. Choose on the tape All Purchase order Awaiting Release(x)
2. Enter in the Search criteria Release code 01 and press Apply.
3. Select your purchase order and press Release purchase order.
The purchase order is released.
SAP Best Practices Letter of Credit (Y158): BPD
© SAP AG Page 12 of 18
4.3 Posting a Down Payment Manually
Use The manual posting process is described below. You should process like this especially in case of manual payment or a manual step by step posting of the account statement.
Prerequisites The Customizing settings for special general ledger transaction A with alternative general ledger account 144012 (Down payment requests - Vendor) have been made.
Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu Accounting Financial Accounting Accounts Payable
Document Entry Down Payment Down Payment
Transaction code F-48
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role Accounts Receivable Accountant
(SAP_NBPR_AR_CLERK-S)
Business role menu Accounts Payable Posting Payments Post Customer Down Payment
2. On the Post Vendor Down Payment: Header Data screen, make the following entries:
Field name Description User action and values Comment
Document Date <document date> For example Today’s date
Company Code
COMPANY CODE
CORPRATE CENTER
Field name Description User action and values Comment
Company Code 1000
UNICO
Company Code 2000
CAP
Field name Description User action and values Comment
Company Code 3000
UFL
Field name Description User action and values Comment
Company Code 4000
SWAN
SAP Best Practices Letter of Credit (Y158): BPD
© SAP AG Page 13 of 18
Field name Description User action and values Comment
Company Code 4010
GCL
Field name Description User action and values Comment
Company Code 5000
Currency NGN
Reference <reference> Choose the reference entered in the down payment request.
For example REQ 0001
Customer
Account <vendor >
Vendor
CORPRATE CENTER
Field name Description User action and values Comment
Vendor 30000120
UNICO
Vendor 37000810
CAP
Field name Description User action and values Comment
Vendor 30000119
UFL
Field name Description User action and values Comment
Vendor 30000032
SWAN
Field name Description User action and values Comment
Vendor 30000005
GCL
Field name Description User action and values Comment
Vendor 31002165
Special G/L A
SAP Best Practices Letter of Credit (Y158): BPD
© SAP AG Page 14 of 18
Indicator
Bank
Account <Bank G/L account
to be posted> For Example 144012
Amount <amount> 1900
Value Date <Value date of
down payment> For example Today’s date
3. Choose Requests.
4. On the Post Vendor Down Payment: Choose Requests screen, select the required item.
5. Choose Post (Ctrl + S). The system displays the message Document XXXXXXXXXX was posted in company code XXXX.
Check the posted document using Document Display.
If you post a down payment without first posting the associated down payment request, carry out steps 1 and 2 only. Then proceed as follows:
In step 3, choose New Item instead of Requests.
1. On the Post Customer Down Payment: Add Customer Item screen, enter the required data.
Field name Description User action and values Comment
Amount <Down payment
amount> For example 1900
Tax Code <Select a tax
code>
2. Choose Post (Ctrl + S).
3. Check the posted document using Document Display.
Result The document posts the bank account (Vendor incoming payments) on the credit side and the vendor with the alternative reconciliation account (Down payments received) on the debit side. The system automatically sets a payment block in the down payment. The calculated tax has been posted.
If selected during posting, the request has been cleared
4.4 Goods Receipt of Consumables
Use The vendor posts the receipt of the consumable goods.
This step is only relevant for consumable goods, not for service materials.
Procedure
Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP Menu Logistics → Materials Management → Inventory Management → Goods Movement → Goods Receipt →
SAP Best Practices Letter of Credit (Y158): BPD
© SAP AG Page 15 of 18
For Purchase Order → GR for Purchase Order (MIGO)
Transaction code MIGO_GR
1. On the initial screen, enter the purchase order number and choose Enter.
2. On the General tab page of the Header Data, select the checkbox for printing the material document via output control. Choose Collective Slip.
3. On the Quantity tab page, enter an amount.
4. On the Where tab page, enter text in the text field.
5. Select the Item OK checkbox and choose Check.
6. The message Document is O.K. is displayed
7. Choose Post.
8. The system message material document xxxxxxx posted is displayed.
9. Display the purchase order and review the purchase order history.
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business role Warehouse Clerk (SAP_NBPR_WAREHOUSECLERK-S)
Business Role Menu Warehouse Management → Receiving
1. On the All Open Purchase Orders tab, select your PO number and choose Goods Receipt.
2. On the General tab page of the Header Data, select the checkbox for printing the material document via output control. Choose Collective Slip.
3. Select the Item OK checkbox and choose Check.
4. The message Document is O.K. is displayed
5. Choose Post.
6. The system message Material document xxxxxxx posted is displayed.
7. Display the purchase order and validate the purchase order history.
Result 1. A goods receipt of consumables is issued and a posting document is created. You can now proceed
with section Invoice Receipt by Line Item.
4.5 Invoice Receipt by Line Item
Use In this step, you realize the invoice verification for the actual invoice received from the vendor. The actual invoice amount may not be identical with the purchase order reference amount; therefore an invoice reduction might be required in this step.
SAP Best Practices Letter of Credit (Y158): BPD
© SAP AG Page 16 of 18
Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP Menu Logistics Materials Management Logistics Invoice
Verification Document Entry Enter Invoice
Transaction code MIRO
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business role Accounts Payable Accountant 1 (SAP_NBPR_AP_CLERK-S)
Business Role Menu Accounts Payable Invoices Enter Incoming Invoice w/ PO Reference
2. If popup Enter company code appears, enter the respective company code. Choose Enter.
3. Optional: If company code should be changed, goto menu Edit – Switch Company Code. Enter new company code. Choose Enter.
4. Transaction: Invoice
5. On the Enter Incoming Invoice: Company Code screen, make the following entries:
Field name User action and values Comment
Company Code Relevant company code
6. The Basic Data tab page appears. Make the following entries:
Field name User action and values Comment
Invoice date Actual date
Reference Any reference text for example, vendor invoice
Amount Enter the gross invoice amount
Calculate tax deselect
Tax Code V1
Tax amount
7. On the PO reference tab, enter your purchase order number, and choose Enter. The PO information is copied and displayed in the below table.
Make sure that tax code V1 is selected (normally automatically set by the system).
8. If the balance is not Zero and an invoice reduction is necessary, proceed as follows:
a. In the item line of the PO reference data, select Vendor Error in the Correctn ID field.
b. After this the system will open two more fields: In field Invoice amount acc. to Vendor you have to enter the gross amount from the invoice minus tax amount. In the field Invoice Qty acc. to Vendor, you have to enter the quantity from the invoice. Based on this data, the
SAP Best Practices Letter of Credit (Y158): BPD
© SAP AG Page 17 of 18
system calculates the invoice reduction and the message amount reduced in invoice is now XXX,XX PEN is displayed.
9. To test for errors, choose Simulate.
The deviations in price, quantity and out of balance conditions are displayed. Yellow messages are warnings; red messages are fatal errors. You have to correct the red messages to proceed.
10. To save the transaction, choose Post. A message confirming the posting is displayed
Result Financial postings for consumable products:
4.6 Manual Clearing
Use If documents cannot be cleared automatically (for example the assignment is not equal), they can be cleared manually.
Prerequisites
To use this activity, documents with open items have to be posted. Run the processes in scenario General Ledger (156), Accounts Receivable (157) or Accounts Payable (158) using the master data from this document
Run the processes in scenario General Ledger (156, section 4.13) or Accounts Receivable (157, Section 4.11. Documents from accounts payable also can be cleared manually.
The process for accounts payable is described as follows.
Procedure 1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu Accounting → Financial Accounting → Accounts Payable → Account
→ Clear
Transaction code
F-44
Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role
Business role Accounts Payable Manager
(SAP_NBPR_AP_CLERK_M)
Business role menu Accounts Payable → Posting → Document Processing
2. Only SAP NetWeaver Business Client (SAP NWBC): On the All Vendor Line Items Open tab, select the relevant document number for the required vendor and choose Clear Vendor Items.
3. Only for SAP GUI: On the Clear Vendor: Header Data screen enter the required data:
SAP Best Practices Letter of Credit (Y158): BPD
© SAP AG Page 18 of 18
Field name Description User action and values
Comment
Account Enter Vendor. Enter the vendor account number for whom the invoice and credit memo was posted.
Company Code
the respective company code
Additional Selections
Reference
Clearing Date For Example, <Today’s Date>
4. Choose Enter.
5. On the Clear Vendor: Enter Selection Criteria screen, enter the required data:
6. Choose Process Open Items.
7. Depending on your user settings, the open items you want to clear have to be activated first. To do this, select the open items and choose Activate Items.
8. If discount has been calculated, delete the amounts that are defaulted in the respective column.
9. You have to specify the open items that are to be fully cleared, and the open items for which a residual item is to be created. Choose Residual Items and enter the residual amount for the invoice. As an alternative, you can also double-click the entry field, which causes the transaction to calculate the residual amount itself.
10. For some reasons it makes sense not to allocate the residual amount to one item, but to post it to the account without allocation. To do so, use the Difference Postings field instead and enter the residual amount here.
11. Choose Post (Ctrl+S) to save your entries. The document overview is displayed now, and you are asked to update the highlighted line item. Choose the residual item by double-clicking and enter a describing text for the line item. Choose Post (Ctrl+S) to finally post the document.
Result The open items selected in the account have been cleared. If a difference is determined, a residual item or a new open item is created.