FI_AP

1. 
   
   Accounts Payable
   

AR & AP are sub ledgers of GL for managing customer & vendor balances. Most of AR comes from SD modules & AP data from MM module.

1. Define Acct group with screen layout (Vendors)
   

• Tcode: OBD3
  
• Explanation:
  
• When creating a vendor master need to specify vendor account group
  
• 
  
  Vendor account group determine:
  • The interval for vendor account number
    
  • Whether the vendor number is assigned internally by the system or externally by the user
    
  • Whether it's a onetime account
    
  • Which fields are ready for input when creating & changing customer master (Field status)
    

 

1. Enter Accounting clerk identification code for customers
   

• Tcode: SPRO – FA – ARAP – CA – MR – Preparation for creating customer master record – Enter accounting clerk identification code
  
• 
  
  Explanation:
  • Enter identification code (01) & clerk name (Mohit) for a company code (100)
    
  • Code entered in customer master record
    
  • Helpful in evaluation
    

 

1. Define Industries
   

• Tcode: Tcode: SPRO – FA – ARAP – CA – MR – Preparation for creating customer master record – Define industries
  
• 
  
  Explanation:
  • Define industry
    
  • Specify what industry a business partner belongs to by entering industry key in customer master record.
    
  • Helpful in evaluation, e.g. generate customer list for a industry
    

 

1. Create number range for vendor accts
   

• Tcode: XKN1
  
• 
  
  Explanation:
  • Can create internal or external number range.
    
  • Internal : System automatically allot the number
    
  • External: User assigns the number in the specified range.
    

 

1. Assign number range to Vendor Acct group
   

• Tcode: OBAS
  
• 
  
  Explanation:
  • We assign number ranges created in (XKN1) to vendor account group (OBD3). Thus vendor number for this vendor a/c group can be selected from this range
    

 

1. Delete Vendor / Customer Master Data
   

• Tcode: OBR2
  
• 
  
  Explanation:
  • Used to delete customer master data
    
  • Can be deleted only for company codes not flagged as productive
    
  • Can delete customer master record only if no transaction exists in it
    
  
  
  

1. Maintain terms of Payment for vendors and customers
   

• Tcode: SPRO-FA-AR/AP-BT-Out going Invoices-Maintain Terms of Payment
  
• Tcode: OBB8
  
• 
  
  Explanation:
  • Payment term assign to Vendor master record
    
  • Payment term proposed when entering a vendor document
    
  • E.g.: 60 days, 5% cash discount if paid in 30 days
    
  • For above we create 3 terms of payments. z
    

 

1. Define terms of payment for installment payment
   

• Tcode: OBB9
  
• Tcode: SPRO-FA-AR/AP-BT-Out going Invoices-Maintain Terms of Payment
  
• 
  
  Explanation:
  • Installment payment to vendor invoice.
    
  • Define three terms of payment in (maintain terms of payment). Now map two of them to one of them in OBB9
    
  
  
  

1. Define Accts for cash discount taken
   

• Tcode: OBXU
  
• Tcode : SPRO-FA-AR/AP-BT-Out going Invoices-Define cash dis base for outgoing Invoices
  
• Tcode: Cash discount granted: OBXI
  
• 
  
  Explanation
  • Cash discount received from vendors posted here
    

 

1. Define Accts for exchange rate diff
   

• Tcode: OB09
  

 

1. Define Accts for rounding differences
   

• Tcode: OB00
  

 

1. Define acct for bank charges (vendors)
   

• Tcode: OBXK
  

 

 

1. Define Tolerance for Vendors and Customers
   

• Tcode: OBA3
  

 

 

1. Down Payment Made to vendors
   

• Tcode Down Payment made to vendor: OBYR
  
• Tcode for Vendor Down payment Request: F-47
  
• Tcode Post Vendor Down Payment: F-48
  

 

1. Creating a vendor master Record
   

• 
  
  Tcode:
  
  • Create Vendor Master: FK01
    
  • Transfer customer/ Vendor master data from source company code to target company code: SE38 - RFBIDE10/RFBIKR10
    
  • Display changes to customer / vendor master data: SE38- RFDABL00 or RFKABL00
    
  • To find duplicate customer master data: SE38 - RFDKAG00
    
  • To find duplicate vendor master data: SE38- RFKKAG00
    
  • Create vendor master record centrally : XK01
    
  • Change Vendor Master record: XK02
    
  • Display Vendor Master record: XK03
    
  • Block /Unblock Vendor Master : XK05
    
  • Mark vendor for deletion (Deleted by a special program) : XK06
    
• Explanation
  
• 
  
  A customer / Vendor Master data is maintained at following levels:
  • 
    
    General data at the client level
    • Vendor / Customer (Sub Ledger COA number is assigned at client level to ensure it is same for the customer / vendor for all company codes. This vendor / customer account number can be assigned also at company code level.
      
  • Company code segment
    
  • Sales area segment
    
• Account Group:
  
• 
  
  While creating customer / vendor we have to provide account group. Account group controls:
  • Number range of the accounts
    
  • Status of the fields in the master records
    
  • If the account is a onetime account
    
• 
  
  If a customer is also a vendor the payment and the dunning program can clear open items against each other. For this :
  • Enter the vendor account number in the customer account, or vice versa.
    
  • Select the field clearing with customer / vendor
    

 

1. Post Non PO based Vendor Invoice
   

• Tcode: FB60
  
• 
  
  Explanation:
  • To post no PO based vendor invoices
    

 

1. Post Manual Payment to Vendor and not generate payment media (iDoc, check)
   

• Tcode: F-53
  
• 
  
  Explanation:
  • Vendor outstanding invoices are paid in APP (F110). Some invoice not paid can be paid manually in Tcode F-53
    

 

1. Clear Vendor Down payment
   

• Tcode: F-54
  
• 
  
  Explanation:
  • Advance paid to vendor can be cleared against vendor invoice.
    

 

1. Displaying Vendor Account balance
   

• Tcode: FK10N
  
• 
  
  Explanation:
  • To display vendor a/c balance
    

 

1. Displaying / Releasing Vendor Invoices
   

• Tcode: FBL1N
  
• 
  
  Explanation:
  • To display vendor a/c line items, Invoices, credit memos, payments etc
    
  • In SAP we can block / release documents for payments
    
  • Block invoice for payment @ FB60. Release invoice for payment FBL1N. Double click invoice - click to change mode - remove payment block
    

 

1. Automatic Payment Program (Incoming & Outgoing Payments)
   

• Tcode: F110
  
• 
  
  Explanation:
  • Process both outgoing & incoming payments
    
  • Process O/S documents in both AP & AR
    
  • It creates payment doc. & supplies data to the payment medium program. Payment medium program either prints checks / creates data carriers like magnetic tape, iDoc etc
    
  • Clears OI in Vendor / Customer accounts
    
  • 
    
    APP runs in 3 phases.
    
    • Phase 1 Entering payment run parameters.
      
    • Phase 2 Creation of payment proposal.
      
    • Phase 3 a/c posting & creation of payment medium
      
  • 
    
    Pre requisite:
    
    • Vendor / Customer master data.
      
    • Bank Details
      
    • Payment Methods
      
    • O/S invoices in AP / AR
      
  • Phase 1: Payment method: Check / wire transfer (I). Next/p date: Next payment run date. Vendor / Customer : Vendor / Customer whose O/S invoices to be paid
    
  • Phase 2 : Click Proposal button system looks for o/s documents that fulfill entered criteria
    
  • Edit Payment Proposal : Click proposal button- Click vendor button - to block any document double click & change payment block to A
    
  • Phase 3: Treasury
    

 

• 
  
  Tcode: FBZP
  
  • All company codes
    Sending company code: Company code whose vendor invoices needs to be paid
    
  • Paying company code: company code whose bank a/c makes the payment
    
  • Paying company code can pay invoices of other company codes, if they are define as sending company codes here
    
  • EMEA : Paying company code = Sending company code = 730
    
  • 
    
    Paying Company code
    
    • Here we define for paying company code:
      
    • Minimum amount for payment
      
    • Forms to be used for remittance
      
    • Sender details ( Details used by programmer while creating remittance advice)
      
  • 
    
    Payment Method in Country:
    
    • Select Outgoing / Incoming payment
      
    • Master Records: Provide the bank information
      
    • Posting details:
      
    • Payment doc Type : TP ( Treasury document)
      
    • Clearing doc Type: ZV
      
    • Payment Medium: RFFOUS_T
      
  • 
    
    Payment Method Per Company Code:
    
    • These settings are useful if payment from more than one company code in a country
      
  • 
    
    Bank Determination:
    
    • To be configured for each paying company code
      
    • Ranking Order: If more than one HB per payment method, ranking order of these HB
      
    • Bank a/c: Bank a/c's of HB available for making payment
      
    • Value Date: Average time for a payment to clear in bank
      

 

1. Manual Clearing of Vendor open Items
   

• Tcode: F-44
  
• 
  
  Explanation:
  • Manually clear vendor documents ( Invoice, Credit Memos etc)
    
  • Double click & deselect all - Select 2/more documents to be cleared. - Save
    
  • No real posting but a clearing document is created
    

 

1. Display Purchase Order
   

• Tcode: ME23N
  
• Change PO : ZMMME22 or ME22N
  
• 
  
  Search for a PO : ME2B
  
  
   

 

1. PO-based Vendor invoice/credit memo/Planned Delivery Cost
   

• Tcode: MIRO
  
• 
  
  Explanation:
  
  • You enter the data from the vendor invoice in the system. As you do this, you compare the data with the suggested quantities and values for each item. If differences occur, you make any necessary corrections
    
  • Planned Delivery Costs are costs incurred over and above the cost of the material and include such costs as freight, handling and customs duties. Costs will be classified into categories posted to a separate GL account - Freight and Customs Duties, for example. Planned delivery costs have the advantage that delivery costs are included in the valuation of the material at time of Goods Receipt.
    
  • In PO Reference select: + Planned Delivery cost
    
  • A Credit Memo is received from a trade vendor and the Credit Memo is posted with reference to a Purchase Order and serves as a cancellation of the Invoice Receipt. Posting a credit memo always leads to a debit posting on the vendor account. When you post a credit memo, the total quantity in the purchase order history is reduced by the credit memo quantity. If you do not want the total quantity invoiced to be reduced, you must post the credit memo as a subsequent credit
    
  • Imp: Select Credit Memo on transaction drop down box on top of screen
    
• Display/Change PO-Based Vendor Document : MIR4
  
• Park Invoice: MIR7
  

 

1. FI_AP Tcodes Summary:
   

Define a/c group screen layout Vendor	OBD3
Create number range for Vendor	XKN1
Assign number to vendor	OBAS
Delete Vendor Master data	OBR2
Maintain Terms of Payment	OBB8
Create / Display / Change Vendor master	XK01 XK03 XK02
Block / Unblock Vendor master	XK05
Post Vendor Invoice	FB60
Post Manual payment	F-53
Displaying / Releasing vendor a/c balance	FK10N
APP	FBZP F110
Manual clearing of vendor invoices against payments	F-44
Display PO	ME23N
Change PO	ME22N
Search for PO	ME2B
PO Based Vendor Invoice / Credit Memo / Planned delivery cost	MIRO
Display PO based vendor invoice	MIR4