Accounts Payable Sap

SAP FI/CO Futurecareer solutions pvt ltd
ACCOUNTS PAYABLE
Step 1: Creation of Vendor Account Groups
Path: SPRO Financial Accounting Accounts Receivable and Accounts Payable Vendor Accounts
Master data Preparations for creation of Master data Define A/c Groups with Screen Layout (Vendors)
T.code . OBD3
Click on New Entries

Account Group =
Name =
Double Click on Company Code data

Double Click on Account Management
Make Reconciliation Account as Required entry Click on Save.
Step 2: Creation of number ranges for Vendor accounts T.Code XKN1
Path: Same as above.
Click Change intervals button

Click Insert intervals button
No =
From Number =
To Number = Click Enter and Click on Save.
Step 3: Assign number ranges to Vendor Account Groups

Path: Same as above. T.Code. OBAS.
Click on Position button

Account Group = Click Enter
Number range = Click on Save
Step 4: Define tolerance groups for Vendors
Path: SPRO Financial Accounting Accounts Receivable & Accounts Payable Business
Transactions Outgoing Payments Manual outgoing payments Define tolerances (Vendors)
T.code. OBA3
Click on New Entries

Company Code =
Tolerance group =
Text = Click Save
Faculty-Pradeep pradeephota.sap@gmail.com
Step 5: Creation of two GL Accounts T.Code FS00
Step: Creation of Inventory of Raw Material Account
Check up the list of Account Groups and identify Account Group under which we have
to create this GL Master and choose the GL Account Number T.Code - OBD4
Path: Accounting Financial Accounting General Ledger Master Records Individual Processing
Centrally T.Code - FS00
GL Account Number =
Company Code =
Go to Menu, G/L Account, Create
Account Group =
P&L Statement Account
Balance Sheet Account
Short Text =
Long Text =
Go to Control Data tab,
Account Currency =
Only balances in local Currency
Line item display
Sort Key =
Go to Create/Bank/Interest tab,
Field Status Group = Click on Save
Step: Creation of Sundry Creditors Account (As Reconciliation Account)
Check up the list of Account Groups and identify Account Group under which we have to create this GL
Master and choose the GL Account Number T.Code - OBD4
Centrally T.Code - FS00
GL Account Number =
Company Code =
Account Group =
P&L Statement Account

Balance Sheet Account
Short Text =
Long Text =

Account Currency =
Note: Only balances in local currency should not be selected for Reconciliation A/cs
Reconciliation Account
for Account type =
Line item display
Sort Key =
Field Status Group = Click on Save
Step 6: Creation of Vendor Master
Path: Accounting Financial Accounting Accounts Payable Master Records Maintain centrally
Create T.Code XK01
Company Code =
Account Group = Click Enter
Title =
Name =
Country =
Click Next Screen button thrice

Reconciliation Account =
Sort Key =
Cash Management Group =
Click Next Screen button
Payment terms =
Tolerance group = Blank
Select Check Double Invoice Click Save
Other relevant transaction codes for vendor master records.
Change Vendor Master Record - XK02

Display Vendor Master Record - XK03
Display change made to Vendor Master Record - XK04
Block and UN block Vendor Master Record - XK05
Flag Vendor Master Record for deletion - XK06
Step 7: Define document types and number ranges T.Code - OBA7
Vendor Document types:

KR - Vendor Invoice (Purchase Invoice) (Number range 19)
KZ - Vendor Payment (Number range 15)
KA - Vendor Document (Number range 17)
Click on Position, Document type = KR Enter,

Select KR-Vendor Invoice line and click on Details icon
And observe Number range = 19 in Properties (i.e. Serial Number of the number range)
Click on Number range information button,
Company Code =
Click on (Change) intervals button
Click on (Insert) intervals button
No. Year from Number to Number
Click on Insert and Save.

Click on Enter after observing the Message.
Click on Back button.
Click on Position, Document type = KZ Enter,

Select KZ-Vendor Payment line and click on Details icon
and observe Number range = 15 in Properties (i.e. Serial Number of the number range)

Company Code =

Click on Back button.

Click on Position, Document type = KA Enter,
Select KA-Vendor Document line and click on Details icon
and observe Number range = 17 Properties (i.e. Serial Number of the number range)

Company Code =

Step 8: Posting of Purchase invoice T.Code F-43
Document date = Type = Company Code =

Posting date = Period = Currency =
Posting key = Account = (Vendor Number) Enter
Amount =
Business Area =
Payment terms =
Bline date = (Baseline date)
Text =
Posting key = Account = Enter
Amount =
Business Area =
Text =
Click on Overview Icon and Save to post it.
Step 9: Check the Vendor Line item display T.Code FBL1N
Vendor Account =
Company Code =
Select O Open Items

Open at key date =
Layout = 1SAP (Standard)
Click on Execute Icon and observe the Document Status.
Futurecareer solutions pvt ltd
SAP FI/CO
Step 10: Display Vendor Account Balance T.Code - FK10N
Vendor Number =
Company code =
Fiscal year = click on execute
Double click on the month totals to see the details of transactions posted
Step 11: Display the balance in sundry creditors Reconciliation Account T.Code FS10N
GL account =
Company code =
Fiscal year =
Business area = click on execute
Double click on the month totals to see the details of the transactions posted. Observe the effect of sort key.
Step 12: Posting of outgoing payment T.Code - F-53

Bank Data:
Account = Business Area =
Amount =
Text =
Open Item Selection:

Account = (Vendor Account Number)
Click on Process Open items button
Observe Amount entered, Amount assigned and Not assigned fields.
Keep the cursor on Amount entered and double click on amount field of purchase invoice
Against which we want to post outgoing payment. Ensure Not Assigned field becomes zero. Click on
Save to post the document.
Step 13: Check the Vendor Line item display T.Code FBL1N
Vendor Account =
Company Code =
Select O Open Items

Open at key date =
Click on Execute Icon and observe the Document Status.
PART PAYMENTS
There are two methods to deal with the part payments in SAP. They are
1. partial payment method
2. residual payment method
Partial payment method: under this method the system displays both the amount of the invoice and part
payments made as open items. When the total of the part payments made is equal to the amount of the
invoice, the part payments are cleared against the invoice amount.
Procedure:
Step1: posting of the purchase invoice T.code. F-43

Amount =
Business Area =
Payment terms =
Text =
Amount =
Business Area =
Text =
Step2: posting of part payment T.code F-53

Bank Data:
Amount =
Text =
SAP FI/CO

Click on Process Open items button

Click on partial payment tab; double click on net amount column and payment amount column
Against the invoice document number. Click on save
Step3: display the line items of vendor T.Code FBL1N
Vendor Account =
Company Code =
Select O Open Items

Open at key date =
Click on Execute Icon and observe the Document Status
Observe that both the amount of the invoice and part payments made are shown as open items
Step4: post the remaining outgoing part payment T.code F-53

Bank Data:
Amount =
Text =

Click on Process Open items button.

Click on partial payment tab; double click on net amount column and payment amount column
against the invoice document number. Click on save
Step5: display vendor line items T.Code FBL1N
Vendor Account =
Company Code =
Select O Open Items

Open at key date =
SAP FI/CO
Observe that both the amount of the invoice and part payments made are shown as open items
STEP 6: clearing of part payments against the invoice. T.Code F-44
Account = Clearing date = period =

Company code = currency =
Click on process open items
Double click on all the line items.
Step7: vendor line item display. T.code FBL1N
Vendor Account =
Company Code =
Select O Open Items

Open at key date =
Residual payment method:
Under this method only the remaining amount is shown as open item. For this, the system clears the total
amount of invoice (vendor is debited with the total amount of the invoice) and the system creates another
line item for the remaining amount (vendor is again credited with the remaining amount of the invoice).
Procedure
Step1: post the purchase invoice in F-43

Amount =
Business Area =
Payment terms =
Text =
Amount =
SAP FI/CO
Business Area =
Text =
Step2: post the part payment in F-53

Bank Data:
Amount =
Text =

Click on Process Open items button. Click on Residual items button

Double click on net amount column and residual items column
Click on save
Double click on the blue line item
Text =
Step3: Display vendor line items FBL1N

Vendor Account =
Company Code =
Select O Open Items

Open at key date =
Click on Execute Icon and observe that only the remaining amount is shown as open items
HOUSE BANKS
Step 1: Creation of GL A/c Bank A/c T.Code FS00
GL A/c Number =
Click With template
GL A/c Number = 200100
Company Code =
Give Short Text / Long text =

Select Relevant to Cash flow Click Save
Step 2: Creation of House Bank and assignment of GL A/c Number in House Bank
Path: SPRO Financial Accounting Bank Accounting Bank accounts Define House Banks - T.Code
FI 12
Company Code = Enter,

Click New Entries,
House Bank =
Bank country = IN,

Bank key = Click Save
Bank name = Enter Click Save
Double Click Bank Accounts Folder.

Click New Entries
Account ID =
Description =
Bank A/c Number =

GL A/c Number =
Currency = INR Click Save
Step 3: Creation of Cheque lots
Path: Accounting Financial Accounting Accounts Receivable Periodic processing Payments

Go to Menu, Environment, Check information, Number ranges - T.Code FCHI
Paying Company Code =

House Bank =
Account ID =
Click Change Icon
Click Create Icon
Lot Number =
Check Number =
To =
Short Info =
Purchase = Click Save.
Step 4: Purchase invoice posting T.Code F-43

Document date = Type = Company Code -
Posting date = Period = Currency
Posting key = Account = (Vendor Number) "Enter"
Amount =
Business Area =
SAP FI/CO
Payment terms =
Text =
Posting key = Account = "Enter"
Amount =
Business Area =
Text =
Click on "Overview" Icon and "Save" to post it.
Step 5: Payment of invoice using Bank Account - T.Code F-53

Bank Data:
Amount =
Text =

Click on "Process Open items" button
Observe Amount entered, Amount assigned and not assigned fields.
Keep the cursor on Amount entered and double click on amount field of purchase invoice against which we
want to post outgoing payment. Ensure "Not Assigned" field becomes zero. Click on "Save" to post the
document.
Step 6: Manual check updation T.Code FCH 5
Payment document Number =

Fiscal Year =
House Bank =
Account ID =
Check Number = Click Save
Step 7: Display Check register T.Code FCHN

House Bank =
Account ID = Click Execute
SAP FI/CO
Step 8: Check encashment date updation T.Code FCH6

House Bank =
Account ID =
Check Number = Click Enter
Check encashment = Click Save
Display Check Register FCHN and see the check encashment date in the Register.
Step 9: Unused checks cancellation T.Code FCH3

House Bank =
Account ID =
Check Number =
Void reason code = Click Void button
Display Check Register FCHN and see the check cancellation details in the Register.
Step 10: Creation of Void reason T.Code FCHV
Click New Entries

Reason =
Void Reason Code =
Step 11: Issued checks cancellation T.Code FCH8

House Bank =
Account ID =
Check Number =
Void reason code =
Reversal reason = Click Cancel payment
Display Check Register FCHN and see the check cancellation details in the Register.
Correspondence / Party Statement of Account
Step 1: Copy Program to Company Code: T.Code OB78
Select the line item SAP06 Account Statement

Click Copy as
Company Code = Click Save
SAP FI/CO
Step 2: Request for correspondence: T.Code FB12
Company Code = - Click Enter

Double Click SAP06 Account Statement
Vendor =
Postings from =
Postings to = Click Enter
Step 3: Maintain correspondence: T.Code F.64
Correspondence = SAP06
Company code = -- Execute
Double click on Line item,
Output device = LP01
Click continue and See the document.
Advance payments (Down payments)
Step 1: Creation of GL A/c 200150 - Advance to Vendors A/c as Special G/L-FS00
Master and choose the GL Account Number - T.Code - OBD4
Path: Accounting Financial Accounting General Ledger Master Records

Individual Processing Centrally - T.Code - FS00
GL Account Number =
Company Code =
Account Group =
O P&L Statement Account
O Balance Sheet Account
Short Text =
Long Text =
Account Currency =
Recon. A/c for a/c type = Vendors
O Line item display

Sort Key =
SAP FI/CO
Field Status Group = Click on "Save"
Step 2: Associate Sundry Creditors with Advance to Vendors A/c
Path: SPRO Financial Accounting A/cs Receivable & A/cs Payable Business Transactions Down
payment made Define alternative reconciliation A/c for down payments T.Code OBYR
Double Click Down payments on Current Assets

Chart of Accounts = Click Enter
Reconciliation Account = 100505 (Sundry Creditors)
Special GL A/c = 200150 (Advance to Vendors A/c) Click Save.
Step 5: Advance payment posting T.Code F-48

Posting date = Period = Currency
Account = (Vendor Number)

Special GL Indicator =A "Enter"
Bank A/c =
Business Area =
Amount =
Text =
Amount =
Business Area =
Text =
Menu, Document, Simulate and Save.
Step 6: Check party A/c (Vendor line item balance display) T.Code FBL1N
Vendor Account =
Company Code =
Select O Open Items

Open at key date =
Layout = 1 SAP (Standard)
Click on "Execute" Icon and observe the Document Status.
Step 7: Purchase invoice posting T.Code F-43

SAP FI/CO


Amount =
Business Area =
Text =
Posting key =
Account =
Amount
Business Area =
Text =
Menu, Document. Simulate and Save.
Step 8: Transfer Advance from Special GL to Normal by clearing Special GL A/c F-54

Account = (Vendor Number) "Enter"

Text =
Click "Process down payments" button.
Transfer posting = Click Save.
Step 7: Check party A/c T.Code FBL1N
Vendor Account =
Company Code =
Select O Open Items

Open at key date =
Step 8: Clearing of normal item T.Code F-44
Account = Vendor Account Number

Click Process open items
Double click both the line items. Click Save.
Step 9: Check party A/c T.Code FBL1N

SAP FI/CO
Vendor Account =
Company Code =
Select O Open Items

Open at key date =
Layout = 1 SAP (Standard)
AUTOMATIC PAYMENT PROGRAM
Step 1: Set up payment method per country for payment transactions
Path: SPRO Financial Accounting Accounts Receivable & Accounts Payable Business Transactions
Outgoing payments Automatic outgoing payments Payment method / Bank selection for payment
program Set up payment methods per country for payment transactions
Click Position, give Country = IN. If country India is set up already, you dont have to make any
inclusions here. If you dont have IN country line item,
Click New entries,
Country = IN,
Payment method = C (for check payments)
Description = Payment method for India
Payment method for

Select Outgoing payment
Payment method classification

Select Check
Posting details
Document type for payment = KZ
Clearing document = KZ
Payment medium program = RFFOUS_C Click Save
Double Click, Currencies allowed Folder.

Click, Add New Entries
Type INR Click Save
Step 2: Set up payment methods per Company Code for payment transactions
Path: Same.

Payment method =C
Minimum Amount = 100

Maximum Amount = 999999999
Grouping of items:
Select Payment for marked item
Select Payment per due day
Click Form data button

Form for the payment transfer medium = F110_PRENUM_CHCK
Drawer on the form

Company Code Click Save
Step 3: Set up all Company Codes for payment transactions
Path: Same.
Click New entries,
Company Code =
Control data:
Sending company code =
Select Separate payment per Business area
Cash discount and tolerances:

Select Maximum Cash discount Click Save
Step 4: Set up paying company codes for payment transactions
Path: Same.
Click New entries

Minimum amount for incoming payment = 100
Minimum amount for outgoing payment = 100
Click Forms button

Form for the payment advice = F110_D_AVIS
Click Sender details button

Text Id = ST (Standard Text)
Text elements:
Letter Header = F_0001_HEADER
Footer Text = F_0001_FOOTER
Signature text = (Leave it Blank)
Sender = F_0001_SENDER
Step 5: Creation of GL A/c Bank A/c T.Code FS00
GL A/c Number =
Click With template
GL A/c Number = 200100
Company Code =
Give Short Text / Long text =
Check up whether Relevant to cash flow is selected or not.
Step 6: Creation of House Bank and assign GL A/c Number in House Bank
Path: SPRO Financial Accounting Bank Accounting Bank accounts Define House Banks - T.Code
FI 12
Company Code = Click Enter

Click New Entries, House
Bank =
Bank country = IN,
Bank key =
Save.
Bank name = Enter Click Save
Double Click Bank Accounts Folder.

Click New Entries
Account ID =
Description =
Bank A/c Number =
GL A/c Number =
Currency = INR Click Save.
Step 7: Creation of Cheque lots
Path: Accounting Financial Accounting Accounts Receivable Periodic processing Payments
Go to Menu, Environment, Check information, Number ranges - T.Code FCHI

House Bank =
Account ID =
Click Change Icon
Click Create Icon
Lot Number =
Check Number =
To =
Short Info =
Purchase date = Click Enter and Save
Step 8: Set up Bank determination for payment transactions
Path: SPRO Financial Accounting Accounts Receivable & Accounts Payable Business Transactions
Outgoing payments Automatic outgoing payments Payment method / Bank selection for payment
program Set up Bank determination for payment transactions
Click Position button,
Select the line item ,
Double Click Ranking Order folder,
Click New entries,
Payment method =C
Currency = INR
Rank Order =1
House Bank = Click Save
Select the line item.
Double Click Bank Accounts,

Click New entries,
House Bank =
Payment method =C
Currency = INR
Account ID =
Bank Sub account = Click Save
Double Click Available amounts
Click New entries,
House Bank =
Account Id =
Days = 999 (For normal payments it should be given 999, For
Bills of Exchange actual duration)
Currency = INR
Available for outgoing payments =
Click Save.
Step 9: Assign payment method in Vendor Account
Path: Accounting Financial Accounting Accounts Payable Master records Maintain Centrally
Change - T.Code XK02
company code =
Vendor A/c Number = Give your Vendor A/c Number for whom you are processing
Payments (Repeat this process for all the vendors)
Select Payment transaction under Company Code Data group Click Enter
Payment terms = 0001

Select Check double invoice
Payment method =C Click Save
Step 10: Invoice posting T.Code F-43

Amount =
Business Area =
Payment terms =
Text =
Posting key = Account = "Enter"
Amount =
Business Area =
Text =
Click on "Overview" Icon and "Save" to post it.
Post one purchase invoice. Dont process payment for this invoice manually. Check up whether this
document is shown as an open item using FBL1N.
Step 11: Execution of Automatic Payment Program - T.Code F110
Path: Accounting Financial Accounting Accounts Payable Periodic Processing Payments
Run date =
Identification =
Select Parameter tab Company

Code =
Payment method =C
Next Run date =
Vendor = Give your Vendor A/c Numbers
Select Additional Log tab

Select Due date check
Select Payment method Selection in all cases
Vendor = Give your Vendor A/c Numbers
Click Save
Go back,
Status shows Parameters have been entered.
Click Schedule proposal button

Start date =
Select Start immediately
Target Computer = Give your Server name (Press F4 key to find and insert the name)
Enter
Status shows Proposal scheduled
Enter
Status shows Proposal has been created
Select Edit proposal button
Enter
Double Click line item
Double Click again
Block payment, if you want.
Select Reallocate to change Bank A/c etc. Enter and Click Save.
Click Go back twice, come to Proposal screen.

Click Payment run button. Enter
Go to Print out/Data medium tab

RFFOUS_C = (the identification you have given in the first screen)
Click Maintain Variants button,
Click Continue, Enter
Program run date =
Identification feature = (the identification you have given in the first
screen)
Business Area =
House Bank =
A/c Id =
Check Lot Number =1
Select Print Checks

Printer = LP01
Select Print immediately
Select Print payment advice notes

Printer = LP01
Select Print payment summary

Printer = LP01
Number of sample print outs = 0

Select Do not void any checks
Click Attributes button

Desc = (Give your Identification) Click Save
Click Back arrow Save again.
Click Back arrow

Select Print out button
Job Name = (Identification in the place of question mark)
Enter.
Step 12: To see checks
Path: System Services Output control --------- Execute
Select Spool Number

Click Display contents
Last step: Display Check register

Paying company code =
House Bank = Execute
Verify whether the Invoice is paid (FBL1N) and Vendor A/c (FS00) is updated.
Terms of Pa yment - Cash Discount
Step 1: Maintenance of terms of payment
Path: SPRO - Financial Accounting - Accounts Receivable and Accounts Payable -Business Transactions -
Incoming Invoices/Credit Memos - Maintain terms of payment
Click "New entries"

Payment terms =
Sales Text = 20 days-3%; 30 days-2%; 45 days due
Account type:
Select "Vendor"
Select "Customer"
Default baseline date:

Select "No default"
Payment terms:
Term Percentage No. of days

1 3 20
2 2 30
3 45 Click Save
Step 2: Creation of G/L Account - "Cash discount" - T.Code FSOO
Master and choose the GL Account Number - T.Code - OBD4
Centrally - T.Code - FSOO
GL Account Number =
Company Code =
Account Group =
O P&L Statement Account
O . Balance Sheet Account
Short Text =
Long Text =
Account Currency =
Select "Only balances in local Currency'
Select "Line item display"
Sort Key =
Field Status Group = Click Save
Step 3: Assignment of Cash Discount A/c for automatic postings T.Code OBXU
Chart of Accounts = ---- Enter
Click on "Save"
Account Number =
Save.
Step 4: Purchase invoice posting - T.Code F-43


Amount =
Payment terms =
Text =
Posting key =
A/c Number =
Amount =
Business Area =
Text =
Step 5: Outgoing payment - T.Code F-53
Posting date = Period = Currency=
Bank data: Account
=
Business Area =
Amount =
Text =
Open item selection:
Account =
Click "Process open items"
Menu, Document and Simulate
Double Click on Blue line item,
Text =
Click on save
Purchase Returns (Vendor Credit Memo)
Step 1: Define Number ranges for document type KG - T.Code OBA7
Path: SPRO - Financial Accounting - Financial Accounting Global Settings - Document - Document
Header - Define document types
Click "Position" button, give "KG", Select "KG-Vendor Credit Memo"

Select "details" button,
Note that the Number Range for KG document type is also "17" which has already been defined for KA
earlier. No need to create again.
Step 2: Posting of Purchase Returns document - T.Code F-41

Path: Accounting - Financial Accounting - Accounts Payable - Document entry

Credit Memo - General

Note the document type = KG, Posting key = 21.

Amount = Business Area =
Text = Purchase return document
Posting Key = 50. Account = Enter,

Amount = *, Business Area =
Text = +

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SAP FI/CO Futurecareer solutions pvt ltd

Step 1: Creation of Vendor Account Groups

Click on New Entries

Double Click on Company Code data

Step 2: Creation of number ranges for Vendor accounts T.Code XKN1

Path: Same as above.

Click Change intervals button

Step 3: Assign number ranges to Vendor Account Groups

Click on Position button

Step 4: Define tolerance groups for Vendors

Click on New Entries

Step 5: Creation of two GL Accounts T.Code FS00

Step: Creation of Inventory of Raw Material Account

Go to Control Data tab,

Field Status Group = Click on Save

Step: Creation of Sundry Creditors Account (As Reconciliation Account)

P&L Statement Account

Go to Control Data tab,

Field Status Group = Click on Save

Step 6: Creation of Vendor Master

Click Next Screen button thrice

Click Next Screen button

Other relevant transaction codes for vendor master records.

Change Vendor Master Record - XK02

Flag Vendor Master Record for deletion - XK06

Step 7: Define document types and number ranges T.Code - OBA7

Vendor Document types:

Click on Position, Document type = KR Enter,

No. Year from Number to Number

Click on Insert and Save.

Click on Back button.

Click on Position, Document type = KZ Enter,

Click on Number range information button,

No. Year from Number to Number

Click on Insert and Save.

Click on Back button.

Click on Number range information button,

No. Year from Number to Number

Click on Insert and Save.

Step 8: Posting of Purchase invoice T.Code F-43

Document date = Type = Company Code =

Posting key = Account = (Vendor Number) Enter

Posting key = Account = Enter

Click on Overview Icon and Save to post it.

Step 9: Check the Vendor Line item display T.Code FBL1N

Select O Open Items

Layout = 1SAP (Standard)

Click on Execute Icon and observe the Document Status.

Step 10: Display Vendor Account Balance T.Code - FK10N

Step 12: Posting of outgoing payment T.Code - F-53

Document date = Type = Company Code =

Open Item Selection:

Click on Process Open items button

Observe Amount entered, Amount assigned and Not assigned fields.

Select O Open Items

Click on Execute Icon and observe the Document Status.

Step1: posting of the purchase invoice T.code. F-43