FIAP
FIAP
FIAP
Table of contents
AP
Master Data Invoice Processing Payments / Disbursements Account Analysis / Reconciliation Periodic Processing Reporting
Financial Accounting
Accounts Payable
Master Data
Payments / Disbursements
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
General data
Address Control data Payment Transactions
Vendor Master
Purchasing Organization
Purchasing Data Partner functions
0005
Foreign Vendors
SWV
GEV 0005
01
0000100000
0000299999
OTV
02
0000300000
0000399999
AFV SWV
03
0000400000
0000499999
ZZ
1000000000
1999999999
All data in this master record is to be deleted. Deletion is done by archiving program, provided that there is no dependent data on vendor account.
We use One-time Vendor Master Record to avoid large number of unnecessary master data Every time we enter a business transaction, the systems stores the specific Master Data information separately in the document
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
Payments / Disbursements
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)
Screen Tab
All required data on one screen, A user can use tabs to switch between sub-screens
Posting a document
OR
Document Simulation
Park document:
Assigned number (according to document type) Available for many users (depending on authorizations in the system)
Held document:
Internal document number (defined by the user) Available only for the user who created it.
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.
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
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.
For every Company Code theres defined a company code currency, Every document, posted in different currency than CC currency, is processed as a foreign currency document.
Line items
Amount FC: Amount LC: 1,000.00 USD 43500 INR
2.
3.
1. Exchange rate can be entered manually, 2. Or derived from Exchange Rates Table 3. System automatically translates the foreign currency into CC currency.
Reverse an AP document
Many documents may be reversed at the same time, Process may be scheduled to be performed in the background.
Inter-company Processing
AR header reference = AP header reference
Inter-coy Billing Invoice (IV)
A Ltd
AP
AR
SD Document 1000001144
HDR Ref: 1000001144
A1 Ltd
F110
FI Document 3000015244
AP
AR
A2 Ltd
F110
Procurement Cycle
Purchase requisition
8
Invoice
1
Determination of reqmts.
Quotation
Payment processing
Purchase order 10 7 20
Invoice verification
10 20
Source determination
Goods receipt
3
Purchase order 10 20 PO
Vendor selection
PO monitoring
processing
Accounting Entries
Cost Element Object
1. 2.
GR/IR
1.
Acc. Payable
3. 2.
1. Goods received.
Bank
4.
3.
2. Invoice received.
3. Vendor paid.
Master data
Invoice verification
Invoice document
Invoice
Payment program
Purchase orders are the actual requests for a vendor or a plant within A Ltd. to deliver materials and or services based on predefined agreements (e.g. contract or quotation). Use TCode ME23N to display PO.
Purchase Purchase Requisition Purchase Requisition Purchase Requisition Purchase 10 Requisition Purchase 10 Requisition 20 10 Requisition
20 10 30 20 10 30 20 10 30 20 30 20 30 30
Purchase Order
10 20
30
Vendor
Source Assignment
A Vendor Invoice
The user must enter the following data:
document date, purchase order number invoiced amount, terms of payment (if necessary)
The following items are transferred from the purchase order history:
quantity, amount account determination.
You can park or hold an invoice before posting it. When you save the document, the system creates an unposted document that only contains the data on the initial screen such as the gross invoice amount, tax amount, terms of payment and allocation, but no item data. Later you can use the Invoice overview function to change and post the parked / held document
PO History
2 Invoice for
PO 456
50 pcs 150 INR
3 Invoice for
PO 456
Subsequent costs 50 pcs 30 INR
Delivery Costs
Purchase order 123
100 pcs Freight 10 INR 1 INR/pc
Delivery costs
MIRO
Accounting Document
For planned delivery costs, the postings are made to a clearing account at goods receipt. There are separate accounts for costs of different origins. If the delivery costs in the invoice differ from the planned delivery costs, the differences are posted in the same way as for normal price and quantity variances.
Accounting Document
Credit Memo
Purchase order 123
Credit Memo
100 pcs 10 INR/pc 80 pcs 800 INR 30 pcs 300 INR
Subsequent Credit
50 pcs 300 INR
Purchase Order
10 20 30
Goods receipts are settled automatically. The system posts the invoice document automatically on the basis of the data in the purchase order and goods receipts. This way you can eliminate invoice variances.
Pipeline Settlement
Bill of Materials
PIPE Material
10 20 30
Goods Receipts
PIPE Material
10 20 30
Vendor Invoice
Dt Accruals Ct Vendor
A Ltd. have pipeline materials as part of their Bill of Material, Theres no invoice from the vendor for goods withdrawals, Instead, A Ltd. will settle posted withdrawals, issue a statement of the settlement and send it the vendor.
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
Payments / Disbursements
Periodic Processing
Reporting
Payments / Disbursements
Business Transactions included in Process: Manual payments Automatic Payment Run Outgoing Payments
Reports
Inter-company Payments
IDocs (REMADV)
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.
Schedule Proposal
No
Proposal List Edit Proposal Propos al Approv al Schedule Payment Print Payment Medium
Schedule Proposal
Payment proposals are created
Edit Proposal
Payment proposals are edited
Schedule Payments
Payment run is carried out
Schedule Printing
Payment Program
Online Parameters
Selection Parameters
Which payment methods? Whos being paid? When is the next run?
Proposal List
List of Vendors included in the run Discounts/ Exceptions Amounts included in proposal
Line Items
Payment Method
Currency
Bank details
Exception List
Items that cannot be paid are detailed on the exception list Possible reasons:
Invoice is blocked Invalid data in the master record Invalid payment method Invalid house bank Payment amount is less than the minimum amount specified for payment Not enough money in the house bank per configuration
Reallocate
Change payment Line Item 1 Payment method House Bank
Schedule Proposals
Schedule a start time
- OR -
Payment Runs
Clear paid open items
Payment Run
AP
1.
AP clerk creates and posts payment run, AP manager creates electronic payment documents Data is downloaded to a local file.
2.
3.
Payment program generates several different outputs (like DME files, error logs, payment proposal list, payment settlement list etc.) You can access those reports directly from Payment program menus or from AP/AR information system. Some of the reports payment program generates automatically and you can access them from the spool (transaction SP02 or SP01).
Financial Accounting
Accounts Payable
Master Data
Payments / Disbursements
Periodic Processing
Reporting
Account Clearing
Internal Post with Clearing
Account balance displays totals of transactions, per month as well as cumulative values The report may be printed or saved as a local file
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
2,000
5,000
Goods receipt
Clearing an account
1 2
1000 1000
Clearing account
1000
1000
xxxxxx -------------------------------
xxxxxx -------------------------------
Amount
5000 7000 12000 +
Clearing document
Amount
1500 3200 4700 +
Clearing document
Ref no.
425 425
Amount
2500 2500+
Clearing document
Ref no.
9624 9624
Amount
7500 7500+
Clearing document
50000
Clearing document
1 2 3
Customer 1 46,000
ABC. 46,000 3 3
Vendor 20,000
ABC 20,000 2
Bank 3 26,000
Reversal of Clearing
Reversal of clearing
Reversal of documents that have been cleared before is not possible, First the clearing operation must be reset and then you can reverse a document.
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
Payments / Disbursements
Periodic Processing
Reporting
Periodic Processing
Business Transactions included in Process:
LIV
invoice variances
differences invoices (not configured)
Invoice
Blocked
Tolerances
GR/IR
Vendor
Standard Balance
Goods Receipt
Vendor Invoice
The system carries out the following checks for each invoice item:
Quantity variance Price variance Purchase order price quantity variance Date variance
Goods Receipt
100 pcs
Invoice
97 pcs @ 10.00 USD
Goods Receipt
Invoice
GR / IR Account Maintenance
30 30 +
@ 10.00 USD
Goods Receipt
30 pcs
The GR/IR clearing account is cleared for a purchase order item when the delivered quantity and the invoice quantity are the same. In this example the invoice quantity is greater than the delivered quantity, the system expects another goods receipt.
@ 10.00 USD
Invoice #2
3 pcs @ 10.00 USD
In this example the delivered quantity is greater than the invoice quantity, the system expects another invoice. Any differences in the GR/IR clearing account must be cleared. If the differences are not cleared by another goods receipt (or a return delivery) or by an invoice (or a credit memo), the GR/IR clearing account must be maintained manually.
An invoice is blocked for payment when you post it, because the Payment block indicator is selected in the vendor line item of the invoice document. Financial Accounting is then unable to pay the invoice. A blocked invoice can be released for payment in a separate step. This deletes the payment block. An invoice is also blocked when the variance between goods receipt and an invoice exceeds tolerance limits. The invoice will not be blocked if the variance is within certain tolerance limits.
Automatic release
Manual release
The blocked invoices can be released. In the time between the blocking and releasing of an invoice, the cash discount period could expire. When you release an invoice, you have the opportunity to change the baseline date for payment. You can define whether you want to release the invoices manually or automatically via the field Automatic release.
Tolerances
In every company code there defined tolerances for: Quantity variance Price variance Purchase order price quantity variance Date variance In the case of quantity variance the system checks purchase order price vs. quantity variance (the greater the purchase order price, the lower the tolerated quantity variance) In the case of schedule variance the system checks invoice value vs. days variance (the greater the invoice value, the lower the tolerated schedule variance).
Requesting Correspondence
Correspondence request Mass request selection program
Periodic account statement Internal documents Standard letter
Correspondence requests
Balance confirmation
This function enables you to create and print letters to the Vendors for checking the open items. System prints also a necessary reply form, so a Vendor can confirm the outstanding items or specify the differences.
Printer
Email Fax
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
Payments / Disbursements
Reporting
Reporting
Business Transactions included in Process:
Standard
Open
Reports
Customised
Aged
Reports
Report Variant
2 1) Enter the required criteria on the selection screen