Accounts Payable

Transaction Processing

AP Transaction
Processing 1
 Course Objectives
Describe new SAP Accounts Payable terms (pg 4-9)
Give an overview of the AP process and invoice
processing (pg 10-32)
Enter an incoming invoice MIRO (pg 35-36)
Display invoice documents - MIR4/MIR6 (pg 37)
Park incoming invoices/credit memos
FV60/FV65 (pg 38)
Display parked documents/changes
FBV3/FBV5 (pg 39)

AP Transaction
Processing 2
 Course Overview
Accounts
Accounts
Payable
Payable Overview
Overview
Transaction
Transaction
Processing
Processing Enter
Enter an
an incoming
incoming invoice
invoice

Display
Display an
an invoice
invoice document
document

View
View aa list
list of
of invoice
invoice documents
documents

Park
Park incoming
incoming invoices
invoices

Park
Park incoming
incoming credit
credit memos
memos

Display
Display parked
parked documents
documents
AP Transaction
Processing 3
 New Terms
Vendor Master Record contains information needed to
service a vendor account and is divided into general,
company code, and purchasing organization data.

Park a document You can use document parking to enter

and store (park) incomplete documents in the SAP System
without carrying out extensive entry checks.
Parked documents can be completed, checked, and then
posted at a later date. When documents are parked, data
is not updated.
Save (Park) as completed After entering the document
you can Save as completed. SAP will make sure all of the
appropriate fields are filled in and that the document can
be posted but the document will still be parked.
The difference between Parking only and Save as complete
is Save as completeAP Transaction
will hit funds management
(only posting will update the G/L).
Processing 4
 New Terms
Header - Contains data that applies to the whole
document such as vendor, document date,
document type, document number, company code,
and posting date.
Line Item - Contains the individual entries or
postings (either debit or credit) made to each
account. It includes an amount, an account
number, the assignment to debits or credits and
additional information depending on the transaction
to be posted.
Posting Key - A two-digit numeric key that
determines the way line items are posted. This
key determines several factors including the:
Account type
Type of posting (debit or credit)
AP Transaction
Processing 5
 New Terms
Goods Receipt - a document that acknowledges
the receipt of a material from a supplier.
It is another of three documents in the three-
way match that must be recognized in order for a
vendor to be paid (along with purchase order and
vendors invoice).

Service Entry Sheet - a document that

acknowledges the receipt of a service from a
supplier.
It is another of three documents in the three-
way match that must be recognized in order for a
vendor to be paid (along with purchase order and
vendors invoice).
AP Transaction
Processing 6
 New Terms
Purchase Order - a request from the purchasing
organization to a vendor to provide a specified
quantity of goods or services within a specified time.
It provides the vendor with a reference document to
link to the shipping (goods receipt) and invoicing
(invoice verification) processes.

Blanket Purchase Order - This type of purchase

order does NOT require a goods receipt/service
entry sheet against it. It is normally issued for a
specified value to be used against incoming invoices
for a period of time.
Invoices processed against a blanket purchase order
will require a signature from the department to
AP Transaction
authorize payment.Processing 7
 New Terms
Invoice - A document (bill) prepared by the seller
for services or to inform the buyer of the charge
for product purchased and shipped by the seller.
It includes content, price and quantity of goods.

Invoice Verification (3-way Match) - Invoice

verification is the entry and checking of incoming
vendor invoices. Vendor invoices are compared
with the purchase order and the goods receipt,
and are checked for content, price, and quantity.

AP Transaction
Processing 8
 AP Process Changes:
The Vendor master will be centrally maintained by
the auditors office.
Employee advances and reimbursements will default
to HR address.
Documents will be Parked as complete for non PO
processed invoices and posted but blocked for
payment for PO processed invoices regardless of
where entered.
Invoices will be entered at source and parked as
complete or posted with a payment block until the
Accounts Payable auditors review for completeness,
correctness, and posts or releases payment block to
allow payment toAP beTransaction
made.
Processing 9
 Components of FI & CO
FI General The Top book of financial
Ledger records

FI Accounts
Manages vendor invoices
Payable

FI Accounts
Manages customer billing
Receivable

FI Asset Manages fixed assets and

Accounting depreciation

CO
Controlling Manages responsibility accounting
AP Transaction
Processing 10
 What Goes Where
HR/Materials Other
Management FI Module Financial
Modules Modules
ASSETS FUNDS
PAYROLL
MANAGEMENT
ACCOUNT
S
PAYABLE CONTROLLING
PURCHASING

INVENTORY GRANTS
MANAGEMENT ACCOUNTS MANAGEMENT
RECEIVABL
E

AP Transaction
Processing 11
 What is Master Data?
G/L Accounts
Master Records
Customer Master
1999
2000
Vendor Master
1998
Bank Master
Asset Master
Cost Centers
Internal Orders

Is shared across functional areas

A Template for transactional data

AP Transaction
Processing 12
 Vendor Master Record

Company Purchasing org.

General data
code data data

Vendor Name Accounting info. Purchasing data

Vendor Address Payment terms

AP Transaction
Processing 13
 Vendor Master Record

-G/L reconciliation account

-Withholding tax
-Reference data
-Default data for tax
Vendor Contact Info reports

Accounting Info
Vendor
Master
Record

-Record invoices
-Manage payables
-Create purchase orders
Vendor Address -Manage purchase orders

Accounting/Purchasing
Process
AP Transaction
Processing 14
 Accounts Payable Cycle
(Invoices processed against a PO)

1.
1. Obtain
Obtain Goods/Services.
Goods/Services.

2.
2. Enter
Enter Invoice
Invoice Document
Document
10.
10. Payment
Payment generated.
generated. referencing
referencing the
the PO.
PO.

9.
9. Invoice
Invoice is
is released
released and
and 3.
3. 33 way
way match
match (invoice
(invoice verification).
verification).
available
available for
for payment.
payment.
Match Fails
Successful
8.
8. Audit
Audit reviews
reviews the
the listing
listing ofof Match
blocked
blocked documents.
documents. (Control Point) 4.
4. Document
Document is
is parked.
parked.

7.
7. Post
Post the
the invoice
invoice document
document 5.
5. Parked
Parked documents
documents are
are
with
with aa payment
payment block
block to
to AP
AP reviewed
reviewed with
with assistance
assistance of
of
buyer
buyer and
and requisitioner.
(Control
Audit
Audit for
for review.
review. requisitioner. Point)

6.
6. Corrections
Corrections are
are made
made to
to
the
the invoice
invoice document
document or
or
to
to the
the purchase
purchase order.
order.
AP Transaction
Processing 15
 Accounts Payable -
Business Process Overview
Accounts
Payable

Process

The Accounts Payable (A/P) application component records

and manages accounting data for all vendors.
It is tightly integrated with the procurement, delivery and
processing of vendor invoices.
For PO based billing, the transaction flow of a vendor
relationship starts with the purchase requisition and
purchase order, followed by goods receipt and subsequent
invoice receipt, andAP
ends with the payment of the vendor
Transaction
invoice. Processing 16
 Process Flow -
Purchase Order

Goods Receipt

Invoice Verification
Invoice Receipt

Purchase Order

Goods Receipt
(GR) 3-way (Control
match: Point)

Accounts Payable
Purchase order
Goods receipt/
Invoice Receipt
Service Entry Sheet
(IR)
Invoice

Payment

Invoice Verification process occurs within MIRO.

AP Transaction
Processing 17
 Invoice Payment:
Purchase Order

Invoice Receipt

2-Way Match ?
(For Blanket Purchase Orders)

Purchasing Group
Purchase Order
2-way
Match
Invoice Receipt
(IR)

Accounts Payable PAYMENT

Note: All 2-way match invoices require a physical signature on them prior to
payment being made.
AP Transaction
Processing 18
 Accounts Payable -
Business Process Overview
Accounts
Payable

Process

When the invoice is entered against a vendor sub-ledger

account, it has a corresponding impact in the general
ledger. It is also matched against both the purchase
order and the goods receipt to confirm the quantity and
value.
If the invoice is incorrect, it is parked pending resolution
of problem. If it matches the expected quantity and
amount, it is postedAPwith payment block pending AP Audit
Transaction
review. Processing 19
 Accounts Payable -
Business Process Overview
Accounts
Payable

Process

Balance lists, journals, balance audit trails, and other

internal evaluations are available for documenting
transactions in A/P.
Business transactions include entries such as general
ledger journals, customer invoices, and vendor payments.
In A/P, the emphasis is on vendor transactions. Each
transaction will create a document with a unique number
and will provide a complete audit trail.
AP Transaction
Processing 20
 Accounts Payable -
Business Process Overview
Accounts
Payable

Definitions

A document generally consists of a document header and at

least two line items. While a document may have multiple
line items, it must have a balanced entry.
The document header contains data that identifies a
document and applies to the entire document. For example,
vendor, document date, document type, document number,
company code, posting date, period, etc.
AP Transaction
Processing 21
 Accounts Payable -
Business Process Overview
Accounts
Payable

Definitions

The line items generally include an amount, an account

number, credit or debit assignment, and additional details
specific to the transaction being posted.
There are two types of documents:
Original documents for example, receipts, invoices, checks,
bank statements.
Processing documents accounting documents, sample
documents, recurring entry documents, which are primarily
AP Transaction
used to simplify document entry.
Processing 22
 Document Types
A document type represents a key that is used to classify accounting
documents and distinguishes between business transactions to be
posted. The document type is entered in the document header and
applies to the whole document.

AP Transaction
(Customer View)

Processing 23
 Document Types
Accounts
Payable

Definitions

Document types help manage accounting documents and are

located on the header portion of every document.
The document type is used to distinguish between different
business transactions and to control document number
assignment.
Some transactions will automatically default to a document
type. For other transactions, you will be required to enter a
document type.
AP Transaction
Processing 24
 AP/AR Document Types/Ranges
Description Doc Start Doc # End Doc #
Type Range Range
Asset posting AA 0100000000 0199999999

Customer document reversal DA 0700000000 0799999999

Customer credit memo DG 1600000000 1699999999

Customer invoice DR 1800000000 1899999999

Vendor document reversal KA 800000000 899999999

Vendor credit memo KG 1700000000 1799999999

Vendor invoice KR 1900000000 1999999999

Vendor payment (Payment through F-58) KZ 1500000000 1599999999

Invoice - gross RE 5100000000 5199999999

Goods receipt WE 5000000000 5099999999

Recurring Customer Invoice ZI 2100000000 2199999999

Recurring Vendor Invoice ZL 2600000000 2699999999

Payment Posting AP Transaction

ZP 2000000000 2099999999

Processing 25
 Vendor Invoice Information
You
You will
will enter
enter some
some invoice
invoice
data,
data, while
while other
other AW
information
information isis copied
copied from
from Vendor
Acme
AcmeBrick
Brick Vendor
the
the purchase
purchase order,
order, 39
39Second
SecondSt.
St.
Fort
FortWorth,
Worth,TX
TX76102
purchase
purchase order
order history,
history, and
and
76102
Reference
Reference
tax
tax configuration.
configuration. (Invoice
ABC
ABCCorporation
Corporation Invoice
Invoice##9567
9567 (Invoice Number)
Number)
672
672Lancaster
LancasterAve.
Ave.
Dallas,
Dallas,TX
TX19010 05/03/04
19010 05/03/04
Document
Document date
date
Purchase
Purchase order
order
Concerning
Concerningyour
04/06/04,
yourpurchase
purchaseorder
order45000895
45000895of of
04/06/04, we delivered the followinggoods:
we delivered the following goods:

VGE-raw
VGE-raw 11 10,000
10,000pcs. $$ 2,500 Amount
Amount per
per item
item
Invoice
Invoice items
pcs. 2,500
items VGE-sem
VGE-sem11 300
300lbs.
lbs. $$ 1,500
1,500
_________
_________

Material
Material plus
$$ 4,000
4,000
Tax
Tax amount
amount
plus8.75%
8.75%TAX
TAX $$ 560560
_________
_________
Quantities
Quantities $$ 4,560_
4,560___ Invoiced
Invoiced amount
amount

Unit
Unit of
of measure
measure Tax
Tax rate
rate
Payable
Payablewithin
withinaaperiod
periodofof20
20days
daysfrom
fromdate
dateof
ofinvoice.
invoice.
2% cash discount for payment within 10 days.
Terms
Terms of
of payment
payment AP Transaction
2% cash discount for payment within 10 days.
Account
Accountno.
no.11223344
11223344NordNordLbLb(code
(code300
300210
21055).
55). Bank
Bank data
data
Processing 26
 Invoice Processing

When invoices have been received from a vendor

referencing a Purchase Order number, those invoices
are to be entered against that Purchase Order.
A 3-way match between the Purchase Order values and
quantities and the Goods Receipt quantities is made with
the invoice quantities/values.

AP Transaction
Processing 27
 Invoice Processing (cont)

Documents are to be completed (posted) within a

reasonable time frame to ensure that the vendor
account activity is accurately maintained.
When credit memos are received referencing a
Purchase Order, the same 3-way-match procedure is
followed. However the match is between the Purchase
Order and the quantities/values invoiced to date with
those on the credit Memo.

AP Transaction
Processing 28
 Posting an Invoice
Invoice When
When an
an invoice
invoice is
is
(relating to posted,
posted, an
an accounting
accounting
purchase
order)
document
document is is created.
created.
Post Appropriate
Appropriate transactions
transactions
are
are posted
posted to to the
A B
XX XX the
general
general ledger.
ledger.

Material Master Record Doc. No. 5105600xxx

Purch. order history
Moving average price Vendor 100 -
Value Goods receipts GR/IR 100 +
Invoices

The
The material
material master
master record
record and
and purchase
purchase order
order
history
history are
are updated
updated when
when the
the invoice
invoice is
is posted.
posted.

AP Transaction
Processing 29
 Process to Park & Post
Park as
Complete
Complete for
parked Control Point
review and
document
FM posting
Post parked
Accounting personnel documents
(individually or in
Park mass) to make
incomplete available for
invoice/credit payment processing
memo and hit the GL

Accounting personnel Accounts Payable

Manager or
Auditor
AP Transaction
Processing 30
 Document Parking
You can use document parking to enter and store (park)
incomplete documents in the SAP System without
carrying out extensive entry checks.
Parked documents can be completed, checked, and then
posted at a later date. Parked documents receive a
document number. When documents are parked, data is
not updated.

AP Transaction
Processing 31
 Document Parking (cont.)

You can display parked documents in the document

journal or in the line item display.
Data in parked documents is deleted when posted. When
documents are posted to an account, the system
automatically updates the account balance.

AP Transaction
Processing 32
 Document Parking (cont.)
Save (Park) as completed After entering the
document you can Save as completed. SAP will make
sure all of the appropriate fields are filled in and that
the document can be posted but the document will still
be parked.
The difference between Parking only and Save as
complete is Save as complete will hit funds management
(only posting will update the G/L).
Only when the parked document is posted will a financial
document be created. Audit will review and post
documents making the document available for payment.

AP Transaction
Processing 33
 Parked Document Transactions

You can do the following to Parked documents:

Post FBV0
Post (used by AP Audit as another
method to Post invoices after review) ZRNAP827

Display FBV3
Display Changes FBV5

AP Transaction
Processing 34
 Enter Invoice (MIRO)

MIRO
MIRO is is used
used to
to enter
enter an
an invoice
invoice
or
or credit
credit memo.
memo.
It
It is
is used
used for
for invoices
invoices with
with aa PO.
PO.

Select
Select invoice
invoice or
or credit
credit memo.
memo.

Click
Click here
here to
to enter
enter multiple
multiple
purchase
purchase orders.
orders.

Enter
Enter the
the Purchase
Purchase Order
Order Number
Number to
to the
the right
right of
of
Purchase
Purchase Order/Scheduling
Order/Scheduling Agreement.
Agreement.
AP Transaction
Processing 35
 Enter Invoice (MIRO) (cont)

The
The indicator
indicator will
will turn
turn green
green when
when
the
the document
document is is complete
complete and
and aa
balance
balance between
between thethe debits
debits and
and
credits
credits isis achieved.
achieved. TheThe Balance
Balance
field
field will
will also
also show
show $0.00.
$0.00.

Select
Select the
the line
line items
items and
and individual
individual Information
Information will
will be
be entered
entered on
on the
the Basic
Basic
goods
goods Receipts
Receipts on on the
the Purchase
Purchase Order
Order data
data and
and Payment
Payment tabs.
tabs. Review
Review the
the data
data on
on
that
that relate
relate to
to the
the invoice AP Transaction
invoice items.
items. the
the contacts
contacts and
and Note
Note tabs.
tabs.
Processing 36
 Display Invoice Document (MIR4)

MIR4
MIR4 maymay be
be used
used to
to display
display or or change
change anan invoice/credit
invoice/credit memo
memo posted
posted in
in
Logistics
Logistics Invoice
Invoice Verification.
Verification.
AA review
review of
of the
the invoice
invoice may
may bebe needed
needed toto ensure
ensure the
the accuracy
accuracy of
of documents
documents
or
or to
to resolve
resolve variances
variances in in quantity
quantity oror price.
price.
(MIR6
(MIR6 maymay be
be used
used to
to list AP Transaction
list invoice
invoice documents.)
documents.)
Processing 37
 Park Vendor Invoice (FV60)

FV60
FV60 is
is used
used toto Park/Save
Park/Save as as
complete
complete an
an incoming
incoming invoice.
invoice.
Vendor
Vendor invoices
invoices will
will normally
normally bebe
entered
entered Save
Save asas complete.
complete.

FV60
FV60 isis used
used for
for invoices
invoices
without
without aa PO.
PO.
The
The Park
Park Vendor
Vendor Invoice
Invoice
screen
screen isis divided
divided into
into 22
sections:
sections:
Vendor
Vendor Data
Data -- The
The tabs
tabs atat
the
the top
top are
are for
for vendor
vendor related
related
input.
input.
General
General Ledger
Ledger Data
Data -- The
The
FV65
FV65 is
is similar
similar to
to FV60,
FV60, except
except it
it is
is bottom
bottom of of the
the screen
screen isis for
for
used
used to
to park
park incoming APmemos.
incoming credit
credit Transaction
memos. input
input to
to G/L
G/L accounts.
accounts.
Processing 38
Display Parked Document (FBV3)
FBV3
FBV3 may
may be
be used
used to
to
display
display aa parked
parked
document.
document.

Click
Click on
on the
the Document
Document
Header
Header button
button to
to view
view
fields
fields in
in the
the document
document
header.
header.
Double-click
Double-click on
on aa line
line to
to
display
display the
the details
details for
for the
the line
line
item.
item.

FBV5
FBV5 isis used
used to
to
display
display changes
changes made
made
to
to aa parked
parked
document.
document.
AP Transaction
Processing 39
 Process Triggers and Outputs
Process Prerequisite Trigger Output
Enter an An invoice or credit Memo has An invoice or credit Posted or
incoming been received from a vendor Memo has been Parked
invoice referencing a Purchase Order received from a vendor Document
(MIRO) number. referencing a Purchase
Purchase Order for the invoice is Order number.
known.
Display an You need to know: Need to display/change Displayed
invoice The document number an invoice or credit or changed
document The document number fiscal year memo. invoice
(MIR4) document
View a list of You must know the document type Need to display an Invoice
invoice to be listed. invoice document. document
documents You must know the document listing
(MIR6) status of the document to be
listed.

AP Transaction
Processing 40
 Process Triggers and Outputs
(cont.)
Process Prerequisite Trigger Output
Park incoming Receipt of vendor invoice. Invoice is received Parked
invoices (FV60) with complete document
information and saved as
entered into SAP. complete
Park incoming Receipt of a credit memo from A credit memo from Parked
credit memos a vendor (or) vendor for overcharge credit
(FV65) Request to create a credit or damaged goods are memo
memo to offset an invoice received and entered. saved as
posted incorrectly. complete
Display Parked Document must be open and Desire to display a Display of
Document (FBV3) parked, not posted. parked document. parked
document
View a list of Changes must have been made Desire to view changes Display of
parked document to a parked document made to a parked changes
changes (FBV5) document made to a
AP Transaction parked
Processing 41 document
 Summary
You should now be able to:
Describe new SAP Accounts Payable terms
Give an overview of the AP process and invoice
processing
Describe the following processes:
Enter an incoming invoice
Display an invoice document
View a list of invoice documents
Park incoming invoices
Park incoming credit memos
Display parked documents

AP Transaction
Processing 42
 Accessing Training Materials
All TITAN training materials for Phase II are stored on the Tarrant
County website
This website is accessed through your Internet Explorer from any
computer that has internet access; you do not have to be on the
Tarrant County network. The URL for direct link to the Training
Materials website is:
http://www.tarrantcounty.com/titan/lib/titan/training/index.asp
Set up this website as a favorite in your web browser for quick future
access

Enter the URL above in the address

field in your browser
When you reach the website, go to
Favorites>Add to Favorites in the
Browser menu
A pop-up window will be displayed with
a default name for the site. Click OK.
To access this site in the future, just
click on the Favorites item in the menu
and highlight the name for the website.
You will go directly to the
APwebsite.
Transaction
Processing 43
 Accessing Training Materials (contd)
Review the instruction page to see how to use the website
Click on the Courseware link at the top of the Instruction page
A Listing of Courses will be displayed

Click on the Course Title to see a general description of the content of

the course
or
Click on one of the buttons beside the Course Title to go directly to
either the Overview, Quick Reference Cards, or Tutorials
These training materials will be available for your use and reference at
any time
AP Transaction
Processing 44
 Running Tutorials
An additional learning tool is being provided with the Phase II SAP
implementation -- Tutorials
Tutorials are simulations of the SAP system that take you through a
transaction step-by-step in a mock SAP environment.
These can be viewed in two ways:
As a movie that takes you through the transaction in a demonstration, or
As an interactive, hands-on practice session that stops on each screen and
directs you to make entries in fields or take actions per instructions provided
by the wizard and in the bubbles

Tutorials are provided with each course in the Finance and Purchasing
training
A list of the tutorials is provided at the end of each course.
Go to the Training Materials website to access and run these tutorials.
Detailed instructions are provided on the website

Happy Tutoring!!
AP Transaction
Processing 45
 Training Sandbox
An SAP environment (Training Sandbox) where you can practice your
skills in a real instance of SAP will be available after June 18
The sandbox can be accessed through the standard logon process
discussed in Lesson 2 of the SAP Basic Navigation course

The only differences are:

Highlight the Training environment on the Logon pad (TRN)
Enter 520 in the Client field
Click logon
Enter the same User Id and Password you are assigned for
Production

Feel free to practice any of the tasks in the basic navigation course and
any of the transactions included in other courses you take. Use the
Quick Reference Cards to walk you through the transactions.

AP Transaction
Processing 46
 Additional Help

1 Review the on-line help in SAP

2 Review your training

materials and notes.

3 Ask your peers or super

user for assistance.

AP Transaction
Processing 47
 Tarrant County Help
Problems with running tutorials?
Training Mailbox
titansaptraining@tarrantcounty.com

After utilizing the various methods of help on

the previous page, if you still have questions or
problems
or

If you have problems at any time with accessing

SAP, printing, computer or network problems,
etc.
Contact the Tarrant County IT Help Desk at
AP Transaction
817-884-3507
Processing 48
 Accounts Payable
Transaction Processing

CONGRATULATIONS! You have completed the course review.

Now you are ready to view the SAP Tutorials and use the Quick
Reference Cards for the related transactions.
Tutorials for this course include:
Enter an incoming invoice (MIRO)
Park incoming invoices (FV60)

AP Transaction
Processing 49