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SAP FI Accounts Payable Overview

Table of contents
AP Overview Sub Processes

Master Data Invoice Processing Payments / Disbursements Account Analysis / Reconciliation Periodic Processing Reporting

Accounts Payable Process Overview


Financial Accounting

Process decompositions are the starting point for process documentation. They summarise what is involved in a the AP process at a high level

Accounts Payable

Master Data

Invoice Processing Sundry Logistics

Payments / Disbursements

Account Analysis & Reconciliation

Periodic Processing

Reporting

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

Client 230

Master Data: Structure General data


Address Control data Payment Transactions

Vendor Master

Company Code 9100 A Ltd.

Company Code data


Account Management Payment Transactions Correspondence

Purchasing Organization: 9100 A Purch.Org.

Purchasing Organization
Purchasing Data Partner functions

Master Data: Account Groups Local Vendors Groups Implemented

GEV OTV AFV


One-Time Vendor

0005
Foreign Vendors

SWV

Master Data: Number Ranges Groups Implemented


Number Ranges

GEV 0005 OTV AFV SWV

01

0000100000

0000299999

02

0000300000

0000399999

03

0000400000

0000499999

ZZ

1000000000

1999999999

Accounts Payable Process Overview


Financial Accounting

Process decompositions are the starting point for process documentation. They summarise what is involved in a the AP process at a high level

Accounts Payable

Master Data

Invoice Processing Sundry Logistics

Payments / Disbursements

Account Analysis & Reconciliation

Periodic Processing

Reporting

Invoice Processing
Business Transactions included in Process: Sundry
Invoice Credit Memo Down Payment (Special G/L) Foreign Currency Cancel/Reverse Document Inter-company (Idocs)

Document Entry Basic Data Enter company code

Screen Tab

All required data on one screen, A user can use tabs to switch between sub-screens

Posting a document
OR

Document Simulation

Special GL Transactions: Definition


Special GL Indicator

Vendors reconciliation accounts

Accounts defined for Special GL Transactions

Special GL Transactions allow the user to post the document to an alternative GL account instead of normal Vendor reconciliation account, They are defined in Customizing for Vendor and Customer reconciliation accounts, Customer / Vendor account balances are not affected.

Posting a Down Payment


Vendor Account 1 10 10 Bank Account 1 GL Down Payments 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

To display the transaction posted with Special GL Indicator, mark the relevant field on the Line items display screen. Dynamic selections may be used to search for different GL indicators.

Procurement Cycle
Invoice

Purchase requisition

Payment processing
Purchase order 10 7 20

Determination of reqmts.
Quotation

Invoice verification

10 20

Source determination

Goods receipt

3
Purchase order

Vendor selection

PO monitoring

PO processing

10 20

Accounting Entries
Cost Element Object
1. 2.

GR/IR
1.

Acc. Payable
3. 2.

1. Goods received.
2. Invoice received. 3. Vendor paid.

Bank Clearing Account


4. 3.

Bank
4.

4. Bank account credited/charged

Accounts Payable Process Overview


Financial Accounting

Process decompositions are the starting point for process documentation. They summarise what is involved in a the AP process at a high level

Accounts Payable

Master Data

Invoice Processing Sundry Logistics

Payments / Disbursements

Account Analysis & Reconciliation

Periodic Processing

Reporting

Business Transactions included in Process: Manual payments Automatic Payment Run Outgoing Payments
Reports

Payments / Disbursements

Inter-company Payments
IDocs (REMADV)

Manual outgoing payment


Open items

This transaction is being used to post vendor outgoing payments that have not been cleared by the automatic payment program, All data on one screen, no posting keys required.

Invoices, Credit Memos, Payment Requests

Automated Outgoing Pay.-Activity Flow


Automatic Payment Run
Yes

Create Pay. Run & maintain Parameters

Schedule Proposal

Post Outgoing Payment With Printout

Checks / Transfer Approval

Send transfers to Banks and/or checks to Vendors

No
Proposal List Edit Proposal Propos al Approv al Schedule Payment Print Payment Medium

Automatic Payment Process


Invoices or payment requests are entered Payment documents are printed Open invoices are analysed

Invoices are paid

Invoices are proposed for payment

Payments are approved

Payments are modified

Payment Program Steps


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

Accounts Payable Process Overview


Financial Accounting

Process decompositions are the starting point for process documentation. They summarise what is involved in a the AP process at a high level

Accounts Payable

Master Data

Invoice Processing Sundry Logistics

Payments / Disbursements

Account Analysis & Reconciliation

Periodic Processing

Reporting

Account Analysis / Reconciliation


Business Transactions included in Process: Accounts Balance
Line Item display

Account Clearing
Internal Post with Clearing
Clearing with Customer

Display Account Balance

Account balance displays totals of transactions, per month as well as cumulative values The report may be printed or saved as a local file

Display Account Line items

Line items report displays particular transactions, It it possible to change the documents directly from this screen, The report may be printed or saved as a local file

Open Item Clearing


2
Februar 1 2 3 4 5 6 7 y 8 9 10 11 12 13 14
16 17 18 19 20 21 22 23 24 25 26 27 28 29 29 30 31

Open item account

1
January
1 2 3 4 5 6 7 8 9 10 11 12 13 14 16 17 18 19 20 21 22 23 24 25 26 27 28 29 29 30 31

2,000 3,000

5,000

Invoice
Can be cleared

Goods receipt

3
Clearing an account Post with clearing

Clearing Open Items Manually


1 2 Invoice Credit memo 1000 1000

Clearing account 1 1000 1000 2

Automatic Clearing Program


Accounts
xxxxxx -------------------------------

xxxxxx ----------------

----------------

xxxxxx ----------------

----------------

xxxxxx ----------------

----------------

Automatic clearing program

Recon acc. 160000 Ref no. Amoun t 5287 5000 5287 5287 7000 12000 +

Clearing document

Recon acc. 160100 Ref no. Amoun t 1500 16978


16978 16978 3200 4700 +

Clearing document

Ref no. Amoun t 425 2500 425 2500+

Clearing document

Ref no. Amoun t 9624 7500 9624 7500+

Clearing document

The Clearing Document


Open Item Account
40000 10000 20000

50000

Clearing document

Amounts can be cleared

Accounts Payable Process Overview


Financial Accounting

Process decompositions are the starting point for process documentation. They summarise what is involved in a the AP process at a high level

Accounts Payable

Master Data

Invoice Processing Sundry Logistics

Payments / Disbursements

Account Analysis & Reconciliation

Periodic Processing

Reporting

Periodic Processing
Business Transactions included in Process: nLIV invoice variances
Invoice differences
Blocked invoices Tolerances

(not configured)

nGR/IR Account Maintenance nVendor Correspondence


Standard Letters Balance

Confirmation

Accounts Payable Process Overview


Financial Accounting

Process decompositions are the starting point for process documentation. They summarise what is involved in a the AP process at a high level

Accounts Payable

Master Data

Invoice Processing Sundry Logistics

Payments / Disbursements

Account Analysis & Reconciliation

Month End Processing

Reporting

Reporting Business Transactions included in Process:


nStandard

Reports

Open Items

List Cleared Items List Account List Account Balance List Vendor Evaluations
nCustomised Reports
Aged Open Items

List

Accounts Payable Tables

AP PCA Split Flow in BI system


AP flow

DataSources

The AP data flow consists of the following data sources: 0FI_AP_3: It is based on the table BSIK. (This is the old flow). ZFI_V_BFOK_A: It is a custom data source based on the view GECPC_BFOK_A. The view is in turn made on the tables BFOK_A, BKPF, TKA02, T001. 0FI_AP_4: It is delta enabled and is based on the table BSAK/BSIK

Data Flow
PCA data flows from the R/3 systems, through the Business Model BW system to the AP Split Line item Cubes. The first level ODSs are now Write Optimised rather than Standard ODSs

Architecture Overview
PC Split Logic

Profit Centre (PC) data is not, as standard, populated in AP data SAP R/3 (more precisely the postings to the reconciliation account are not split up by the different Profit Centres while the expense offset is split).

Architecture Overview
Therefore a balance sheet adjustment process is performed on SAP R/3 to populate the profit centre information and
recording these details into BFOK_A and BFOD_A.

Architecture Overview
The standard BI-Content does not extract this information. This information is loaded into BW and used to enhance the data in the AP Cube with the corresponding PC. Every record in the cube is split by the number of PCs involved. This split allows users to filter and drill down by Profit Center in AP reports.

AP Design Flow
The system uses The AP line Items as the primary source and enhances the data with a lookup to data sourced from BFOK_A and BFOD_A data sources. The new design will now use BFOK_A and BFOD_K as the primary data source and enhance the data from AP Line Item Line. This will ensure that the cube is updated in a timely and accurate fashion. A delta extractor on Creation date will use the Subsequent BA/PC Adjustment: Posting Runs (RF180) and select postings from BFOD_A and BFOK_A using the run Id for the posting adjustment. .

AP Reconciliation Report in BI

AP Reconciliation Report in BI

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