Accounts Payable Basic Training

Contents
Introduction .......................................................................................................... 5
Unit 1: Introduction to SAP Finance .................................................................. 7
The Financial Accounting Module ................................................................... 7
Organizational Units for Finance .............................................................. 7
Open and Integrated Data Flow................................................................ 8
The Document Principle .................................................................................. 9
Document Types ..................................................................................... 10
Unit 2: Introduction to SAP Logistics .............................................................. 13
The Materials Management Module .............................................................. 13
Organization Structure ............................................................................ 14
Purchase Order....................................................................................... 15
Goods Movement ................................................................................... 15
The Material Master ................................................................................ 16
Demonstration: Display Material Master ................................................. 17
Exercise: Display Material Master .......................................................... 23
The Sales and Distribution Module ............................................................... 24
Unit 3: Integration of SAP Finance to SAP Logistics ..................................... 27
Material Price Calculation ....................................................................... 29
Unit 4: Accounts Payable Processing in FI-AP .............................................. 31
Vendor Master Data ...................................................................................... 31
Demonstration: Display Vendor Master – Accounting ............................ 32
Exercise: Display Vendor Master – Accounting...................................... 36
Account numbering ....................................................................................... 37
Demonstration: Create Vendor Master in FI-AP ..................................... 37
Exercise: Create Vendor Master – FI-AP ............................................... 43
Account Balances and Displaying Line Items ............................................... 44
Demonstration: Display Vendor Balances .............................................. 46
Demonstration: Display Vendor Line Items ............................................ 50
Exercise: Display Vendor Balances ........................................................ 51
Exercise: Display Vendor Line Items ...................................................... 52
FI-AP Postings .............................................................................................. 52
Demonstration: Enter Vendor Invoice – in FI-AP.................................... 52
Exercise: Enter Vendor Invoice – in FI-AP ............................................. 55

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Accounts Payable Basic Training Master.doc
 Introduction Klee Associates, Inc.

Credit Memos................................................................................................. 56
Demonstration: Park Vendor Credit Memo in FI-AP ............................... 56
Exercise: Park Vendor Credit Memo in FI-AP ......................................... 60
Clearing Functions ......................................................................................... 61
Demonstration: Clearing ......................................................................... 62
Exercise: Clearing ................................................................................... 65
Park an Invoice .............................................................................................. 66
Demonstration: Park Vendor Invoice ...................................................... 67
Demonstration: Post Parked Vendor Invoice .......................................... 69
Exercise: Post Parked Vendor Invoice .................................................... 72
Reversing an Invoice ..................................................................................... 73
Demonstration: Reverse Document ........................................................ 73
Exercise: Reverse Document .................................................................. 75
Interest Calculations ...................................................................................... 76
Down Payments ............................................................................................. 77
Automatic Clearing of Down Payments................................................... 78
Transferring Down Payments Manually .................................................. 79
Demonstration: Down Payment Request ................................................ 79
Exercise: Down Payment Request .......................................................... 81
Demonstration: Down Payment .............................................................. 81
Exercise: Down Payment ........................................................................ 83
Unit 5: Logistics Invoice Verification ............................................................... 85
Overview ........................................................................................................ 85
Master Data ................................................................................................... 86
Demonstration: Display Vendor Master – Materials Management ......... 87
Exercise: Display Vendor Master – Materials Management ................... 90
Demonstration: Create Vendor Master – Materials Management .......... 90
Exercise: Create Vendor Master – Materials Management .................... 95
Display Purchasing Documents ..................................................................... 96
Demonstration: Display Purchase Order................................................. 97
Exercise: Display Purchase Order .......................................................... 99
Goods Receipt ....................................................................................... 100
Results of a Goods Receipt Posting ..................................................... 100
Demonstration: Display Purchase Order Status and PO History .......... 101
Exercise: Display Purchase Order Status and PO History ................... 103
Account Determination .......................................................................... 103
Material Document ................................................................................ 105

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Accounting Document ........................................................................... 105

Demonstration: Display Material Document ......................................... 105
Exercise: Display Material Document ................................................... 107
Creating Documents for Invoice Entry ........................................................ 108
Demonstration: Create Purchase Order ............................................... 108
Demonstration: Enter Goods Receipt for PO ....................................... 111
Exercise: Create Purchase Order ......................................................... 113
Exercise: Enter Goods Receipt for PO ................................................. 113
Entering Invoices in Logistics Invoice Verification (LIV) .............................. 114
Invoice Document Structure ................................................................. 114
Demonstration: Entering Invoice........................................................... 115
Exercise: Entering Invoice .................................................................... 116
Demonstration: Cancel Invoice Document ........................................... 117
Exercise: Cancel Invoice Document ..................................................... 118
Document Parking ....................................................................................... 119
Payment Terms..................................................................................... 120
Posting Taxes ....................................................................................... 120
Demonstration: Entering Invoice (with tax) ........................................... 120
Exercise: Entering Invoice (with tax)..................................................... 125
Cash Discounts ..................................................................................... 126
Delivery Costs ....................................................................................... 127
Demonstration: Entering Invoice (with Unplanned Delivery Costs) ...... 128
Exercise: Entering Invoice (with Unplanned Delivery Costs) ............... 130
Invoice Blocking .......................................................................................... 130
Demonstration: Entering Invoice outside of Tolerance Limit ................ 132
Exercise: Entering Invoice outside of Tolerance Limit .......................... 133
Removing a Block from an Invoice .............................................................. 135
Demonstration: Released Blocked Invoice ........................................... 135
Exercises: Release Blocked Invoice ..................................................... 138
Parking Invoice Documents......................................................................... 139
Demonstration: Park Invoice in LIV ...................................................... 139
Exercise: Park Invoice in LIV ................................................................ 140
Demonstration: View List of Parked Documents .................................. 140
Exercise: View List of Parked Documents ............................................ 142
Evaluated Receipt Settlement ..................................................................... 143
Demonstration: Set up Vendor with ERS ............................................. 143
Exercise: Set up Vendor with ERS ....................................................... 147

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Demonstration: Run Evaluated Receipt Settlement Program ............... 148

Exercise: Run Evaluated Receipt Settlement Program ........................ 149
GR/IR Account Maintenance ....................................................................... 150
Demonstration: Maintain GR/IR Clearing Account ................................ 151
Unit 6: Closing Operations for AP .................................................................. 155
Payment Processing .................................................................................... 155
Demonstration: Post Outgoing Payment ............................................... 156
Exercise: Post Outgoing Payment ........................................................ 159
Check Register ............................................................................................ 160
Demonstration: Check Register Payment ............................................. 160
Month and Year End Closing ....................................................................... 162
Reconciliation ........................................................................................ 162
Carrying Forward Balances ............................................................. 162
Automatically Adjusting Balances Carried Forward .............................. 163

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