SAP FICO _AP_user Manual Overview

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SAP G/L Account and Vendor Master data Overviewfor SAP Technical

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TABLE OF CONTENTS1 .Creation of G/L Account

1.1Description 1

1.2 Requirement 1 1.3 Instruction 6

2 . Vendor Master Data

2.1 Description 7

2.2 Requirement 7

2.3 Instruction 14

! C"an#e Vendor Master data 15

3.1 Description 15

3.2 Requirement 153.3 Instruction 16

$ Dis%&a' Vendor Master Data 17

4.1 Description 17 4.2 Instruction 18

( Auto)atic *a')ent 1+

5.1 Description 19

5.2 Requirement 19 5.3 Instruction 28

,. Manua& -an reconci&iation 2+


. Don *a')ent !(

7.1 Description 35

7.2 Instruction 380. Don *a')ent )ade !+

8.1 Description 39

8.2 Instruction 41

+. Don *a')ent C&ear $2

9.1 Description 42

9.2 Instruction 441. n3oice Verification it" MM $( 10.1 Description 45

10.2 Instruction 4711 . n3oice *ostin# it"out MM $0


12 Bi&& of E4c"an#e *a')ents ( 12.1 Description 50

12.2 Instruction 56

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SAP USR !A"UA# $%R $I

1 CRAT!O" OF G/L ACCO#"TS

Tas$ %escri&tion Creation Of G/L accountMenu &ath SPR%$in&nci&' Accountin()ener&' 'e*(er &ccountin( )+#

&ccounts !&ster Recor*s )+# Accounts ,re&tion &n* Processin(

+*it )+# Account ,entr&''-

Transaction code' FS((

1 .1 Descri%tion

G/L accounts are created in the R/3 System in the form of G/L account master data. The G/L account master data ismade up of a chart of accounts area and an area specific to the company code.

You can use the chart of accounts for one or more company codes. It contains information that applies to masterrecords in the company codes using the chart of accounts. The area specific to the company code containsinformation that can be different for each company code.

The account number and name are predefined, for eample, in the chart of accounts, !hile the currency in !hich theaccount is managed is specified in the company code"dependent area.

Information in the chart of accounts controls ho! you create a master record in company codes. This means that youmust first create the master record in the chart of accounts before you can create it in the company code.

# G/L account has transaction figures that record changes to the account during a posting period. These figures aretotals that are used for G/L reporting.

1)2 5e6uire)ent to create G/L )aster data

You can create a master record in t!o !ays$

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%reate the chart of accounts area first and then, in a second step, create the area specific to the company

code.

%reate a master record centrally in the chart of accounts and the company code in one step.

You should, ho!e&er, create G/L accounts in t!o steps if you !ant to predefine &alues for creating the area specific tothe company code from the head office.

1.! nstruction

In this acti&ity, you can edit the master record of a G/L account centrally in both the chart of accounts and companycode specific areas.

You can process G/L account master records as follo!s$

'dit

%hange

%reate

Screen fields data entr* instruction

Field na+e R/O #ser action and allowed values

G/L account (o.R You may enter no. of G/L account

%ompany code R nter comp&n- co*e /ere u /&nt to cre&te )+# &ccount

Short and Long Tet O )ie Account n&me

#/% group name R nter A+c (roup n&me /ic &'re&*- m&*e in A+c )roup

Trading Group O ou c&n enter /en -ou &re m&in( )+# &ccount &scorpor&te 'ee' not in*ii*u&'



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#/% %urrency R In /ic ,urrenc- *o -ou /&nt to tr&ns&ction or p&rticu'&r

Account

)alance in local %urrency O &'&nces &re up*&te* on'- in 'oc&' currenc- /en -ou postitems to tis &ccount.

Ta category O -ou /&nt to use te &ccount or t&re'e&nt postin(s

*pen Item +anagement O Items poste* to &ccounts m&n&(e* on &n open item &sis &rem&re* &s open or c'e&re*

Line Item +anagement R o e &'e to *isp'&- 'ine items rom more t&n one &ccountte &ccounts must e m&n&(e* on &n open item &sis

Sort ey R In*ic&tes te '&-out ru'e or te &''oc&tion ie'* in te*ocument 'ine item .

-ield status group R Determines te screen '&-out or *ocument entr-.



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ie/ net screen



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no/ c'ic on s&e utton



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, V"%OR MASTR %ATA

Use tis tr&ns&ction co*e to cre&te en*or m&ster *&t&

Tas$ %escri&tion Auto+atic Pa*+ent

Menu &ath Accountin($in&nci&' Accountin(Accounts P&-&'e!&ster

recor*s cre&te

Transaction code' -$(1

2.1 Descri%tion

ata in &endor master records controls ho! transaction data is posted and processed for a &endor. The&endor master record also contains all the data you reuire to do business !ith your &endors.

The master record is used not only in #ccounting but also in +aterials +anagement. )y storing &endormaster data centrally and sharing it throughout your organi0ation, you only need to enter it once. You canpre&ent inconsistencies in master data by maintaining it centrally. If one of your &endors changes theiraddress, you only ha&e to enter this change once, and your accounting and purchasing departments !illal!ays ha&e up"to"date information.

,), Re.uire+ent to create Vendor +aster data

1endor2s name, address, language, and phone numbers

Ta numbers

)an details

#ccount control data lie the number of the G/L reconciliation account for the &endor account

4ayment methods and terms of payment set up !ith the &endor

4urchasing data



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2.3 Instruction :

1. ,re&te en*or m&ster *&t& in t/o /&-s

&. comp&n- co*e 'ee'. c'ient 'ee'

5.!hen you post items to the account. -or eample, the terms of payment you specify in the masterrecord are defaulted for document entry.6

3.-or processing business transactions -or instance, ban details and the payment methods 7chec orban transfer, for eample8 are reuired for automatic payments



:en*or "o.R You may enter &endor (o.

,omp&n- co*eR -or !hich company code you !ant to create &endor

Account )roupR You may enter #/c group

:ie/ screen



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:ie/ net screen


it'e n&meR You may enter &endor Title

"&me* 1endor name

,ountr- n&meR %ountry name of &endor



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,ostume* If &endor is costumer

r&*in( p&rtner* If &endor is trading partner


Reconci'i&tion A+cR 'nter reconciliation a/c

,&s m&n&(ement

(roup

R 'nter cash management group



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ie/ net screen

Define %a')ent ter) and %a')ent )et"od



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Define dunnin# in ne4t screen



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no! sa&e on clic button



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Chan0e Vendor Master data

Tas$ %escri&tion Chan0e vendor +aster data

Menu &ath Accountin($in&nci&' Accountin(Accounts P&-&'e!&ster

recor*s c&n(e m&ster *&t&

Transaction code' -$(,

!.1 Descri%tionI -ou &re (oin( to c&n(e eist settin(s o en*or m&ster *&t&

!.2 5e6uired

ou enter en*or no. &n* comp&n- co*e

,ec o /ic -ou /&nt to c&n(e

!.! nstruction

:ie/ screen



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%is&la* Vendor Master data

Tas$ %escri&tion %is&la* vendor +aster dataMenu &ath Accountin($in&nci&' Accountin(Accounts P&-&'e

!&ster recor*s *isp'&- m&ster *&t&

Transactioncode'

-$(

4.1 Descri%tion

ou c&n *isp'&- en*or m&ster *&t& .

4.2 nstruction

)ie comp&n- co*e &+c (roup &n* "o. o en*or

:ie/ screen



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2 Auto+atic Pa*+ent

Use this transaction for making automatic payment & clearing of Vendor Open

Items as well as generation of Cheue

Tas$ %escri&tion Auto+atic Pa*+ent

Menu &ath Accountin($in&nci&' Accountin(Accounts P&-&'ePerio*ic

Processin(P&-ments

Transaction code' F11(

(.1Descri%tion

You can use the payment program, you need to define$

9ouse bans and the accounts at your bans

The reuired payment methods

The necessary payment forms



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.

(.25e6uire)ent of *a')ent %ro#ra) confi#uration7

8"at is to -e %aid.o *o tis -ou speci- ru'es &ccor*in( to /ic te open items &re

se'ecte* &n* (roupe* or p&-ment.

3hen &a*+ent is carried out)The due date of the open items determines !hen payment is

carried out. 9o!e&er, you can specify the payment deadline in more detail &ia configuration.

To who+ the &a*+ent is +ade)You specify the payee.

4ow the &a*+ent is +ade)You determine rules that are used to select a payment method.

Fro+ where the &a*+ent is +ade. You determine rules that are used to select a ban and a

ban account for the payment.

(. nstructions

1) !n the initial screen5 enter the values in the followin0 fields $

Screen fields data entr* instruction'

Field na+e R/O 9ser action and a&&oed 3a&ues

Run *&teR ou m&- enter ,urrent D&te

I*entiic&tion R nter some unique i*entiic&tion n&me i; Initi&'s o -ourn&me



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our ,o,*

>,? or cec

:en*or "o + @s


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Then Clic$ the Additional Lo0 ta6)

,)!n the ne7t screen enter the followin0 data onl*)


Due D&te cec O%lic the chec bo

P&-ment !eto*

se'ection in &'' c&ses

O%lic the chec bo

.Line item of the

payment documents

* %lic the chec bo

1endor (o/7s8R

ou m&- enter sin('e en*or no or & r&n(e - puttin( in

en*or no. in ot rom = to ie'*



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Sa3e 'our entr'

A )essa#e i&& a%%ear at t"e -otto) t"at t"e *ro#ra))e 5un "as -een sa3ed it" na)e

s%ecified.

Go to t"e Status Ta-

*ress t"e Sc"edu&e *ro%osa& Button : Second fro) t"e &eft; u% screen a%%earin# ne4t tic t"e c"ec>-o4 for ?Start i))ediate&'@

?Create *a')ent Mediu)@ and Enter.


P'e&se enter te

&ri&nt n&me ere

or printout ocec /ic is

&n speciic


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Once 'ou see t"e )essa#e a%%ears t"at *ro%osa& "as -een created; 'ou i&& find ne

-uttons co)in# u% on to% t"e screen. C&ic t"e Dis%&a' *ro%osa& Lo# -utton : 5i#"t)ost

-utton on to% of t"e )ain screen =

Once 'ou see t"at t"e &o# is O c&ic t"e ?Sc"edu&e *a')ent 5un@ -utton. : Second fro)

t"e &eft; u% screen a%%earin# ne4t tic t"e c"ec>-o4 for ?Start i))ediate&'@

?Create *a')ent Mediu)@ and Enter.


%n c'icin( te

sce*u'e propos&'

utton -ou /i'' see &

mess&(e >Propos&' is

runnin(?. Ater tisc'ic te st&tus utton


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Once 'ou see t"e )essa#e a%%ears t"at *ostin# Orders Generated ; Co)%&eted ; 'ou i&&

find ne -uttons co)in# u% on to% t"e screen. C&ic t"e Dis%&a' *a')ent 5un Lo# -utton

: 5i#"t)ost -utton on to% of t"e )ain screen =

Once 'ou see t"at t"e &o# is O; #o to S'ste)s On S%oo& 5e6uest.

C&ic t"e &atest S%oo& No #enerated for C"ec/ *a')ent Su))ar' -' 'our user D to 3ie

t"e C"ec/ *a')ent Su))ar' to -e dis%atc"ed to t"e 3endor.


%n c'icin( te

sce*u'e p&-ment

run utton -ou /i''see & mess&(e

>P&-ment Run is

runnin(?. Ater tisc'ic te st&tus


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8 Manual 9an$ ReconciliationP&-ments to orei(n en*ors &re m&*e trou( i''s o ec&n(e.

Tas Descri%tion


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,.2 nstructions

$i'' in te *&t& &s speciie* e'o/

Screen Field data entr* instruction

Fie&d na)e 5/O 9ser action and a&&oed 3a&ues

St&rt :&ri&nt R nter te &ri&nt or


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View Screen:

n t"e ne4t and su-se6uent screens enter t"e fo&&oin# data on&'.



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,'osin(


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View Screen:



r&ns&ction R nter te t-pe o tr&ns&ction e.(. ,


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View Screen:

Go to SM !( and c"ec t"e -atc" in%ut and %rocess t"e in%ut



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: %own Pa*+ent Re.uest

Tas Descri%tion Do/n P&-ment Request

Menu %at" Accountin($in&nci&' Accountin(Accounts P&-&'eDocument

ntr-Do/n P&-mentRequest

Transaction code7 $47

.1 Descri%tion

;hen you recei&e/deli&er the corresponding goods or ser&ices, the do!n payment may no longer besho!n as such in the balance sheet.

It must be treated as a payment. The recei&ables or payables are reduced/increased accordingly.

So that you can chec !hether you ha&e a do!n payment to clear !hen you enter an in&oice, the systemissues a message if there are any do!n payments in the customer or &endor account that ha&e not yetbeen cleared !ith an in&oice. You then decide !hether you need to clear the do!n payment !ith anin&oice. The actual message depends on your system configuration.

You can process do!n payments as follo!s$

irectly " that is, !ithout first maing a transfer posting to the payables or recei&ables account

Indirectly " that is, after maing a transfer posting from the do!n payments made account to the

payables account.

These methods are both possible !hether the in&oice is paid manually or automatically.

;hen configuring your system, you specify !hether do!n payment items are included in the paymentprogram



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Use tis tr&ns&ction or cre&tion o & *o/n p&-ment request or & en*or

7.2 !nstructions




Document D&te R nter te *&te on /ic *ocument is ein( entere*

Account R nter te en*or &ccount numer

r(. Speci&' )+# In*ic&tor R $rom te *rop *o/n se'ect te t-pe or /ic te *o/np&-ment request is ein( m&*e.

,omp&n- ,o*e R nter te comp&n- co*e to /ic te or*er e'on(s

,urrenc- ,o*e R nter te currenc- o *o/n p&-ment request



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View Screen:



Amount R nter te &mount o *o/n p&-ment requeste* - te en*or

Due %n R nter *&te on /ic te *o/n p&-ment is to e m&*e

Pmt !eto* % ou c&n enter te mo*e o *o/n p&-ment i.e. ceque+&n

tr&nser

et % nter n&rr&tion i require*.



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View Screen:

Sa3e t"e Docu)ent

A docu)ent i&& -e created it" t"e corres%ondin# re6uest as a noted ite).



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; Ma$e %own Pa*+ents

Tas Descri%tion Don *a')ent


ntr-Do/n P&-mentDo/n P&-ment

Transaction code7 F>$0

0.1 Descri%tion

Use tis tr&ns&ction or m&in( *o/n p&-ments.

!.2 Instructions



Document D&te R e *&te on /ic te *ocument &s een entere*

Account R e &ccount numer o te en*or

Speci&' )+# In*ic&tor R e t-pe o *o/n p&-ment t&t is to e m&*e @Drop Do/n


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View Screen

Click on Create down payment.

Sa3e t"e Docu)ent

A docu)ent i&& -e created it" t"e corres%ondin# don %a')ent.



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< Clear %own Pa*+ent

Upon receipt o te inoice te *o/n p&-ment /i'' e c'e&re* &(&inst te inoice.

Tas Descri%tion C&ear Don *a')ent


ntr-Do/n P&-ment,'e&rin(

Transaction code7 F>($

+.1 Descri%tion

Use tis tr&ns&ction or m&in( *o/n p&-ments. The do!n payment posting through internaltransfer"posting !ith clearing results in clearing of not only the do!n payment account but also the &endoraccount

+.2 nstructions

Screen fie&ds data entr' instruction


Document D&te R e *&te on /ic te *ocument &s een entere*

Account R e &ccount numer o te en*or

Re'e&nt Inoice % e Inoice &(&inst /ic te *o/n p&-ment is to e

c'e&re*.



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View Screen

,'ic on >Process Do/n P&-ments?. $rom te screen coose te *o/n p&-ment to e c'e&re*

or tis en*or &(&inst te inoice mentione*.

Sa3e t"e Docu)ent

A docu)ent i&& -e created for t"e c&eared in3oice.



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1( nter !nvoice

Tas Descri%tion nter Inoice

Menu %at" #o(istics#o(istics ecutionr&nsport&tionSipment ,ost

$rei(t Inoice ,ec#o(istic Inoice :eriic&tionDocument

ntr-!IR%nter Inoice

Transaction code7 !IR%

"#." $escription

Use tis tr&ns&ction or Inoice eriic&tion &(&inst P%

10.2 !nstructions




Inoice D&te R nter te *&te on /ic Inoice is ein( entere*Postin( D&te R nter te *&te on /ic Postin( &s to e *one

Amount R Amount

,&'cu'&te t& % %hec bo

Purc&se %r*er % nter te Purc&se or*er no

& co*e R nter te t& co*e



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View Screen:




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11 nter Vendor !nvoice =!n F!>

Tas Descri%tion

Enter Vendor n3oice n FH


ntr-:en*or Inoice @$


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View screen:

Sa3e t"e Docu)ent

A docu)ent i&& -e created it" t"e corres%ondin# don %a')ent.



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1, 9ill of 7chan0e Pa*+ents

P&-ments to orei(n en*ors &re m&*e trou( i''s o ec&n(e.

Tas Descri%tion


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Fie&d na)e 5/O 9ser action and a&&oed 3a&uesDocument D&te R nter te *&te on /ic *ocument is ein( entere*

,omp&n- ,o*e R nter te comp&n- co*e

,urrenc- R nter te currenc- o te i''

R&te % nter te ec&n(er&te or conersion rom *ocumentcurrenc- to 'oc&' currenc-

r&ns&ction to e processe* R Se'ect r&*io utton or >%ut(oin( P&-ment?

Account R nter te &ccount numer o te en*or or /ic te

p&-ment is ein( m&*e



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View Screen:



Amount R nter te i'' &mount

Due %n R nter te *ue *&te o te i''

Issue D&te % e *&te o issu&nce o te i''

Dr&/er % "&me o te p&rt- r&isin( te i''

Dr&/ee % "&me o te p&rt- &cceptin( te i'' o ec&n(e+m&in( tep&-ment or t&t i''.



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View Screen:

T"en c"oose o%en ite)



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*rocess O%en te)



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Si)u&ate t"e docu)ent

Sa3e t"e Docu)ent

A docu)ent i&& -e created it" t"e corres%ondin# BoE %a')ent as a noted ite).



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SAP FICO _AP_user Manual Overview