AC010

AC010 Financial Accounting and Reporting

Financial Accounting
and Reporting
SAP AG 1999
SAP AG

Accounts Payable in SAP

Content

Accounts Payable Master Data

Accounting Transactions

Closing Procedures

Overview Diagram: Accounts Payable

CO

FIBL

MM

FIAP

FIAA

FITV

FIGL

General
Ledger

Balance Sheet
...

...
P&L
...

SAP AG 1999

FIAR

SD

Overview Diagram: Accounts Payable

Accounts Payable Master Data

Accounting Transactions

Closing Procedures

AP Account Groups

Accounts Payable

AP
accounts

AP
000000-099999

l The number ranges of the

accounts,

100000-199999

Dom.
200000-299999

For.
300000-399999

CPD
400000-499999

0001
500000-599999

...
600000-699999

SAP AG 1999

The account group controls:

l The status of the fields in the

master record,
l If the account is a one time
vendor.

AP Number Ranges
Acc. 8000001234

9999999999
9000000000

CPD

02

external numbering

80000000009999999999

8000000000
7000000000
6000000000

Acc. 52563245234

01

For.

internal numbering

5000000000
Current
number

4000000000
3000000000
2000000000
1000000000
0000000000
SAP AG 1999

40000000007999999999

Acc. 2560301438

00
internal numbering

Dom.
00000000003999999999

Regular Versus One-Time Accounts

Account 1000

Address

Account CPD

Address
Name
Street
City
...

Address
Name

Communication
Language
Telephone
...

Communication
Language

+ other vendor specific

information (bank details, etc.)
Document

Address

...

...

no vendor specific information

(no bank details, ...)
Document
+ vendor specific information
(bank details,...)

SAP AG 1999

Demo & Practise

Demo in SAP system

Practise

Accounts Payable Master Data

Accounting Transactions

Closing Procedures

Enjoy Invoice/Credit Memo Entry

Transaction Invoice/credit memo

Header and
vendor data

Templates

G/L account items

SAP AG 1999

Information
area

Enjoy Invoice/Credit Memo Entry

Transaction

Balance

Invoice

Basic Data Payment

Vendor

Tax

Details

Notes

Vendor:

Account #

Invoice date

06.06.2000

Posting date

06.06.2000

Doc. type

KR

5 000

USD

Tax Amount
Text

I0 AP Tax Exempt
Bank Account:
994885992

Company Code IDES Company Code

G/L Acct.
475000

Short Text
Expense Acct

D/C
Debit
Debit
Debit

...
SAP AG 1999

Isis T. Greaca
230 Sterling Ave
Chicago IL 60610
United States

Reference
Amount

$0

Doc. Curr. Amt

Tax Code...

5 000

I0

Document type for AP

Document Types for AP

DZ

Customer
Payment

DZ

Items
Customer
G/L

Original Documents

KR

Vendor
Invoice
No. 1112

1000234567

SAP AG 1999

0000123456

R/3 Documents
1000234567
Ref. No. 1112
Items
Vendor
G/L

KZ

Standard Posting Keys for AP

Customers
01
02
03
04
05
06
07
08
09

11
12
13
14
15
16
17
18
19

Vendors
21
22
23
24
25
26
27
28
29

31
32
33
34
35
36
37
38
39

Assets

Material

70

89

SAP AG 1999

75

99

General Ledger
40

50

80
81
83
84
85
86

90
91
93
94
95
96

For postings to G/L accounts

from MM

Enjoy Invoice/Credit Memo Entry

Purchase
order 123

Credit Memo
100 pcs 10 INR/pc

80 pcs

800 INR

30 pcs

300 INR

Goods Receipt: 50 pcs

Purchase
order 123
100 pcs 10 INR/pc

Subsequent
Credit
50 pcs

800 INR

50 pcs

300 INR

Clearing Invoice/Credit Memo Entry

1
2

Invoice
Credit memo

1000
1000

Clearing account
1

1000

1000

Open Item Clearing

Company

January
1 2 3 4 5 6 7
8 9 1011121314
1617 1819202122
2324 2526272829
2930 31

Company
Invoice
M

Invoice

2
Open item account

Check Deposit

1 2 3 4 5 6 7
8 9 101112 1314
1617181920 2122
2324252627 2829
293031

5,000

2,000
3,000

Can be cleared

3
CLEARING AN
ACCOUNT

SAP AG 1999

February

POST WITH
CLEARING

Outgoing payment

Outgoing payments
Process Open Items

Document date 06.06.2000 Type

Posting date

KZ/DZ

06.06.2000 Period 06

Company code 3000

Currency

Reference

USD

Translation date

Doc Header text

Invoice # or Cheque #

Clearing text
Bank Data

Account
Amount

Pmt. Clearing Acct # Business Area

1 000 000
Amount in LC

Bank Charges

LC Bank Charges

Text

Allocation

Open Item Selection

Additional Selections

Account

Business Partner

Account type

D or K

Pmt Advice no.

Dist. by age

Auto search
SAP AG 1999

Standard OI

Other Accounts

None
Amount
Document number
Posting Date
Others

Partial and Residual Payments

Vendor
8000

5000

l Partial Payment
Partial
Payment

both items remain on the

account

Invoice reference

l Residual Item
Vendor
8000

w
w

5000

3000

Residual
Item
n

SAP AG 1999

payment term
from cleared item
fixed payment term

new document referencing

originals

Special G/L indicator - Downpayment

Demo & Practise

Demo in SAP system

Practise

Accounts Payable Master Data

Accounting Transactions

Closing Procedures

Overview: Accounts Payable Closing Operations

Legal tasks

Start of new fiscal year

Technical/organizational tasks

Run balance carry forward prog.

Block posting periods for
vendors
Open special periods for
vendors

Send balance confirmations

Evaluate response
Valuate foreign currencies

Reconciliation
Documents - Trans. figures
Affiliated companies

Carry out reclassification

Close special periods for vendors

Time line
SAP AG 1999

Balance Confirmations
Vendors

Accounting
Balance confirmations

Lists

Letter
Reply

Reply
Check
list
Results
table

Checkpo
int
SAP AG 1999

Foreign Currency Valuation

P&L

Balance Sheet (loc.crcy UNI)

Liabilities & equity

Expense from valuation

...

- Payables

1000 UNI
Payables
500 USD
1000 UNI

Vendor
500 USD
1000 UNI

SAP AG 1999

Adjustment account

Foreign Currency Valuation

P&L

Balance Sheet (loc.crcy UNI)

Liabilities & equity

Expense from valuation

...

100 UNI

- Payables

1100 UNI
Payables
500 USD
1000 UNI

Vendor

Adjustment account
100 UNI

500 USD
1000 UNI
Valuation
difference

100 UNI
SAP AG 1999

Reclassify Payables
Assets
...
- Receivables

Balance Sheet

Liabilities & equity

...
- Payables
- with remaining term < 1 year

Vendors with
debit balance

Payables
1000

2000 RT < 1 yr
3000 RT 1-5 yr
4000 RT > 5 yr

- with remaining term 1-5 years

RT 1-5 years

- with remaining term >5 years

RT >5 years

SAP AG 1999

8000

Adjustment

Reclassify Payables
Assets
...
- Receivables

Balance Sheet

Liabilities & equity

...
- Payables
- with remaining term < 1 year

Vendors with
debit balance
1000

Payables
1000

2000 RT < 1 yr
3000 RT 1-5 yr
4000 RT > 5 yr

- with remaining term 1-5 years

RT 1-5 years

- with remaining term >5 years

RT >5 years

SAP AG 1999

9000

Adjustment
1000

Reclassify Payables
Assets
...
- Receivables

Balance Sheet

Liabilities & equity

...
- Payables
- with remaining term < 1 year

Vendors with
debit balance
1000

Payables
1000

2000 RT < 1 yr
3000 RT 1-5 yr
4000 RT > 5 yr

- with remaining term 1-5 years

RT 1-5 years

3000
- with remaining term >5 years
RT >5 years

SAP AG 1999

6000

Adjustment
3000 1000

3000

Reclassify Payables
Assets
...
- Receivables

Balance Sheet

Liabilities & equity

...
- Payables
- with remaining term < 1 year

Vendors with
debit balance
1000

Payables
1000

2000 RT < 1 yr
3000 RT 1-5 yr
4000 RT > 5 yr

- with remaining term 1-5 years

2000

Adjustment
3000 1000
4000

3000

RT 1-5 years

3000
- with remaining term >5 years
RT >5 years

4000
SAP AG 1999

4000