Vendor Line Item Display – FBL1N

•    This session gives vendor line items display. We can provide vendors in a range or a single vendor.
•    We can select the either only open items or only processed (cleared) items or all items (open as well as cleared items).
•    In case, if the vendor is linked to any customer then, we can even choose to display the linked customer line items as well.

Vendor Balance display – FK10N

•    This session gives cumulative vendor balances in each fiscal period.
•    We can drill down on credit balances or debit balances or on net balances.

Due Date Analysis – S_ALR_87012078

•    This session would give ageing of vendor balances.
•    Either a single or multiple vendor range can be given.
•    We can further segregate the ageing data based on document type, vendor or  posting key

Payables – Profit Center Wise : S_AC0_52000888

•    This session would give us Vendor balances profit center wise.
•    We can select the either only open items or only processed (cleared) items or all items ( open as well as cleared items).
•    We can also sub-total on Vendors / profit centers.

T Code To be Used

Vendor Line Item Display – FBL1N
Vendor Balance display – FK10N
Due Date Analysis – S_ALR_87012078
Payables – Profit Center Wise : S_AC0_52000888

Manual Clearing (SAP session F-44)

This process is used where No withholding tax (TDS) deducted on down payments.
Through this session we can clear vendor invoices against Vendor Credit note or on-account payment or down payments.
On selection of process open items, a list of all the open line items in the vendor sub-ledger is displayed at a global level.
To also include the down payments (advance payment) made we need to select the appropriate special GL indicator to get a complete display.
Open items can be adjusted either partially or fully.

Manual Clearing (SAP session F-54)

This process is used where withholding tax (TDS) is deducted on down payments.
This session is used for any clearing of advances paid where TDS is deducted while paying this advance.
On selection of process open items button, a list of all down payments made to the vendor is displayed at a global level.
We have the option to select the invoice and clear the down payment in this session.
Through this session advance payment amount is moved from the “advances” GL (asset) to vendor sub ledger GL (liability). This can be further cleared using session F-44.

These documents can be used for power user training or end user training in the final preparation phase during implementation.

These documents help you to understand how to run transactions in SAP and complete your business process. These documents are very helpful for the entire sap user even if they are new to SAP screens.

In this document set we cover following transactions

Master Data

FK04 Display Vendor Master Changes

XK01 Create Vendor master

XK02 Change Vendor Master

XK03 Display Vendor Centrally

XK05 Block Vendor Master

XK06 Mark Vendor for Deletion

Invoice Posting

FB60 Post Invoice Receipt

FBV0 Post Parked Document

FBV4 Change Parked Document

FBV5 Display Changes Parked Docs

FV60 Park Incoming Invoices

FV65 Park Incoming Credit Memo

Logistics Invoice Verification

MIR4 Process Invoice Docs

MIR6 Invoice Overview

MIR7 Park an Invoice

MIRO Enter Vendor Invoice

MR8M Cancel Invoice Document

MRBR Block and Release Invoice

MRKO Consignment and Pipeline Settlement

MRRL ERS with LIV

Outgoing Payment

F110 Automatic In Out Payment

F-47 Vendor Down payment Request

F-48 Post Vendor Down payment

F-53 Manual Outgoing Payment

F-54 Clear Vendor Down payment

F-59 Outgoing Payment Request

FB60 Hold Vendor Document

FBL1N Release for Payment

Bill of Exchange

F-40 Bill of Exchange Payable

Account Clearing

F.13 Automatic Account Clearing

F-42 Internal Transfer without Clearing

F-44 Manual Clearing

F-51 Internal Transfer with Clearing

Reporting

F.40 Vendor Master Accounts List

Vendor Account Analysis

F.45 Create Vendor Evaluation

F.46 Display Vendor Evaluation

FBL1N Vendor Line Items

FK10N Vendor Account Balance

OBAK Select Vendor Evaluation

OBAO Specify Data Volume for Vendor Evaluation

Vendor Correspondence

F.18 Vendor Balance Confirmation

F.61 Print Correspondence

F.63 Delete Requests

F.64 Maintain Request

FB12 Vendor Correspondence Request

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SAP FI Accounts Payable (AP) End User Documents

This document is very useful for all SAP FI consultant and or who are having aspiration to be FI consultant. This document help you to understand sap FI Account payable (AP) and Account Receivable (AR) configuration in systematic manner and you need not to waste your time in SPRO for Account payable (AP) and Account Receivable (AR) configuration.

You can use this document for learning and implementing projects. If you are going to attend SAP certification examination, this document may help you to understand the concept of SAP Account payable (AP) and Account Receivable (AR) and configuration option available for the same.

This document covers following aspects of configuration,

1. Customer Master and Vendor Master
2. Account Group
3. Screen Layout for Master Record
4. Number Range for AP / AR Master
5. Invoicing (Incoming / outgoing) / Credit Memo
6. Outgoing payment
7. Manual Payment
8. Automatic Payment Program
9. Incoming Payments
10. Down payments

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SAP FI AP AR Configuration Document

Payables are paid with the payment program. The payment program supports all standard payment methods (such as checks and transfers) in printed form as well as in electronic form (data medium exchange on disk and electronic data interchange). This program also covers country-specific payment methods.

Accounts Payable Concept Document

This document explains about what all concepts are involved in SAP Accounts Payable (AP). This presentation helps you to understand

1.      SAP Accounts Payable (AP) overview

2.      Accounts Payable (AP) Master data

3.      Invoice Processing

4.      Payment / Disbursements

5.      Account Analysis

6.      Account Reconciliation

7.      Periodic processing

8.      Reporting

This document is in the form of PPT. You may use this document for your self study and client demo. This readymade presentation helps you to make your client understand the potential of SAP Accounts Payable (AP) functionality.

This is a base level of document. If you are new to SAP Accounts Payable (AP), or you are working in other sap module (like SD, HR, MM, PP … etc). You will find this document very useful. This will make you understand SAP Accounts Payable (AP) very clearly and very quickly.

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SAP Account Payable Concept Presentation 

In case of following scenario incoming payment from Vendors will be applicable

Rejection of material after payment to Vendors
Refund of advance payment due to cancellation of Purchase order
Recovery of salvages done on behalf of vendor 
Recovery of advance payment /Rent deposit from employees
Income tax/Sales tax etc refund from statutory vendor

Following SAP  T  Code to be used

Incoming payment from Vendors- F-52

After receipt of cheque from Vendor, Accounts department will post the cheque in respective vendor account by using T Code F-52.

Accounting entry generated at the time of posting the payment

Bank incoming clg a/c   Dr
To Vendor  Cr

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 SAP FI AP AR Configuration Document

SAP FI Accounts Payable (AP) End User Documents

 SAP Account Payable Concept Presentation

We may have to do outgoing payments in SAP for one of the following reason

Payment to a supplier / subcontractor against invoice
Payment to a supplier / subcontractor as an advance
Payment for any expenses / Deposits
Payment on behalf of other office / branches
Payments for Cash withdrawals
DIRECT DEBITS made BY BANKS through (NEFT)
DIRECT DEBITS made BY BANKS through standing instructions
Manually prepared cheque payment accounting.
Employee payments related to expenses, salaries, advances etc.

In SAP we have following two option to make outgoing payment in such cases

Manual Outgoing payments

Payments types that are covered under this section are :

1.Handwritten cheques ( advance and against invoice )
2.Demand Drafts / Pay Orders / Telegraphic Transfers
3.Computer printed cheques.

SAP  T  Code to be used

F-48 – Down Payments
F-53 – Post Outgoing payments
F-58 – Post & print

Automatic Outgoing payments

SAP  T  Code to be used
F110  – Automatic Payments (vendors and customers)

SAP T Code F110 -  Automatic Payments has following steps,

Maintain Parameters:

Company code, Payment Method and Vendor Account range needs to be entered.
Further, we need to enter a posting date, Document entered up to date and next payment run date. The Posting date will determine the fiscal period for the payment entry in the books. The “document entered up to” date will select documents posted up to that date. The “next payment run date” will select documents which will fall due between “document entered up to” date and “next payment run date”.
Payment Medium tab specifies the different ways of Cheque Printing. This will help to print cheques as per the banks specifications. Different banks have different specifications. We can maintain variants and select specific variants for banks and cheque lots
Payment Media TAB will also specify the program for COS and NEFT file generation, which will generate the file as per bank requirement

Create Proposal Run :

During Proposal run, system evaluates the open items of vendors mentioned in the parameters and generates a proposal list for payment.
The proposal list generated from the system needs to be verified with physical invoices if required on exceptional basis.
Along with Proposal list, system will generates an exception list which will display the list of open items which are due for payment, but cannot be paid because of status of such invoices are “Blocked for Payment”.

Edit Proposal:

After evaluating the proposal, if any change is required, one can make change in the payment proposal. This proposal list can be amended to exclude certain invoices by putting a manual block.
If the house bank and the payment method is not mentioned at the time of invoice then, it can still be maintained in the edit proposal session.

Execute Payment Run :

After checking & verification of edit proposal, Payment Run process needs to be executed. This will result in clearing open items under vendor account and accounting transactions will be generated as under.

Accounting entries generated :
Vendor Reconciliation Account  Dr.
To Bank    Cr.

Based on the payment media specified, Output file will be generated.

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 SAP FI AP AR Configuration Document

SAP FI Accounts Payable (AP) End User Documents

 SAP Account Payable Concept Presentation

Purchase of goods from Vendor
Taking services from Vendor
Advance to Employees
Payment to statutory Authorities
Payment of security Deposit

Advance payment to employees as vendor, security deposit, statutory Authorities should be routed through Vendor account

Sap T code to be used

F-47 Down Payment Request received from  MM Department
F-48 Post Down Payment to Vendor (Manual cheque)
F-58 Post Down payment to Vendor (Auto cheque printing)
F-44/ F-54 Clear Vendor

Down Payment Request (SAP T Code F-47)

While entering a down payment request, the System records this document as a single line entry which is not used for accounting purpose and not updating the Vendor Balance .Special GL Indicator is indicating the nature of the Down Payment Request.

Post Vendor Down Payments: (SAP T Code F-48) – For manual cheque payment

Accounting entry
 
Down payment to Vendor A/c   Dr or
Staff advances         A/c   Dr                                 
To Bank A/c            Cr.

For auto cheque printing for down payment (SAP T Code F-58)

Through F-58 we can post & print cheque with reference to down payment request at.
Cheque printing is not possible for down payment without request.
Request indicator to be explicitly mentioned in SAP T Code F-58

Clear Down Payment to Vendors (SAP T Code  F-54)

Accounting Entry:

Account Payable –Domestic A/c   Dr.
To Down Payment to Vendor A/c         Cr

This Process is applicable for accounting of bill of exchange & releasing payment against bill of exchange on due date.  The bill of exchange is a written “Acceptence” by the drawee to pay money to the payee.

Vendor Invoice booking through SAP T Code MIRO / FB60

Following is the entry at time of Bill booking.

GRIR / Expenses A/c Dr.
To Accounts payable – Domestic   Cr.

Bill of exchange payment – (SAP T Code F-40)

This process will transfer the outstanding amount from normal vendor reconciliation account to bills payable account with actual bill of exchange amount by selecting special G/L indicator (Bill of Exchange payable). Payable outstanding will still reflect under main vendor account with due date (as per bank) and with special G/L indicator.

Following is the accounting entry at time of F-40 

Accounts Payable – Domestic  Dr.
To Bill of Exchange Payable  Cr. (with special G/L indicator)
To Discounting charges received  Cr.

Payment with printout Header Data – SAP T Code F-58

This process is used for releasing payment to payee (Bank) on due date. 

Following is the entry at time of F-58

Bill of exchange payable A/c.  Dr.  (With Special G/L )
To Bank A/c.    Cr.

SAP T Codes to be used

F-40 : Bill of     Exchange Payment
F-58 : Payment with printout
FK01 : Vendor Master
F-04 : Post with Clearing

Scenarios considered for   Vendor Invoice & Credit Memo (Without PO) Manual Booking

FI Invoice (Credit Memo)  to Vendor against any Expenses incurred by Vendor
FI Invoice (Credit Memo) to Vendor against Freight Paid by the Vendor
FI Invoice (Credit Memo)   to Vendor against Octroi Paid by the Vendor
Debit note Vendor against ESIC/PF & other statutory payment paid by organization on behalf of Vendor
Booking Commission invoice received from vendor
Debit note to Vendor Against Freight Paid by organization on Vendor’s behalf
Debit note to Vendor against Octroi Paid by organization on Vendor’s behalf
Debit note to Vendor against Price difference (Bill Booking)
Debit note to Vendor against any other miscellaneous Expenses payable

Parking of Vendor Invoice (SAP T Code – FV60) and Credit Memo (SAP T Code -  FV65)

Parking refers to the process where the document that is to be posted into the accounting system is held in the pipeline either awaiting corrections or awaiting approval from the respective authority. Parked Vendor Invoice may be completed/ checked and then posted on a subsequent date.
A parked document is numbered in the sequence of posted documents. When documents are parked, financial data is not updated. Parking documents can be evaluated in selected reports.
The document currency, payment terms, baseline date, payment method, payment block, cost center etc. should be entered at the time of parking the document.

Posting of Parked Invoices (SAP T Code – FBV0)

Parked documents will be available for posting either individually or collectively.  A list of parked documents will be available from the system in which the user can selectively choose documents that are to be posted. Corrections may be made before posting the document.  It is also possible to delete a parked document without posting it.
An overview of the financial entry can be observed in the simulation option. This feature would act as the primary step in identifying any input errors before posting a document.

Following Accounting entry will be passed After Posting the Park FI Invoice.

Expense Account   Dr.
 To Vendor Account   Cr. 

Following Accounting entry will be passed After Posting the Park Debit Note

Vendor Account    Dr
 To Expense Account  Cr.

Invoice accounting of Vendors without PO – SAP T Code – FB60

Manual Purchase Invoice will be prepared in finance using T-Code FB60. Here we enter Vendor Code, Amount, Tax Code as Debit & Credit Expense GL Account, Profit/Cost centre. Also we need  to enter the narration of the invoice in the text field.

Following Accounting entry will be passed at the time of Invoice booking.

Expenses Account   Dr.
      To Vendor Account    Cr

Statutory Bill Booking from Liability Account (Balance Sheet Account / Ex Expense payable)

In SAP, we are transferring the Liability from the respective payable account to statutory vendor account using T-code F-51. Following accounting entry will be generated at time of transfer posting.

Expense Payable Account  Dr.  
To Statutory Vendor Account Cr.

Payment to Statutory Authority will be done by using T-Code (F-53/F-58), where following accounting entry will be generated

Statutory Vendor Account Dr.
 To Cheque issued but not Presented / Bank Outgoing Clg A/C Cr. 

Debit Note to Vendor Other than Purchase Return (SAP T Code FB65)

Credit note to vendor without reference to PO will be booked in Finance using T-Code FB65. Here we enter Vendor Code, Amount , Tax Code  as Debit &  Credit  Expense GL Account , Cost /Profit Centre. The narration for this transaction is entered in Text field for future reference. Following Accounting entry will be generated.

Vendor Account Dr.
To Expense Account  Cr. 

List of SAP T Code (to be used)

FB60 Enter Vendor Invoice
FB65 Enter Vendor Credit Memo
FBL1N Vendor Line item display
FV60 Park Vendor Invoice
FV65 Park Vendor Credit Memo
FBV0 Post Parked Invoices
FBV2 Change Parked Invoices
FBV3 Display Parked Invoices
FBV6 Reject Parked Invoices