SAP FI AP: Configuration & End User Guide

B.Madhusudhan Rao SAP FICO TRAINING –Accounts Payable
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ACCOUNTS PAYABLE

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INTRODUCTION
It is a sub ledger. This module is implemented when material management module is
not implemented. This is used for material Purchases & salaries
When MM Module is used  Use for services where TDS is to be deducted
We will create the Complete Vendor/Customer Account at 3 segments.
Every Customer/Vendor account has three segments.
A) General Data Segment
B) Company Code Segment Complete Vendor Account – XK01
C) Purchasing Organization Segment

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General Data Segment
+ FI View of Vendor Account – FK01
Company Code Segment
General Data Segment
+ MMI View of Vendor Account – MK01
Purchase Organization Segment

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Basic settings for Accounts Payable:
a. Creation of Vendor Accounts groups:
FI – (Financial Vendors) (Service Vendors)s
MM – (Material Management Vendors) (Material Supplier Parties)
For above both cases we have to specify reconciliation account field requirement
b. Define No. ranges for Vendors Accounts:
c. Assign No. ranges to Vendor accounts groups
d. Define Tolerance Group for Vendors
e. Creation of 2 G/L Accounts
i. Inventory Raw Material  Under Assets Account Group
ii. Sundry Creditors  Under Liabilities Account Group
f. Creation of Vendor master
g. Document types and No. ranges
KR – Vendor Invoices
KZ –Vendor Payment
KA –Vendor document for transfers/reversals
h. Posting Keys  31 Vendor Credit
25 Vendor debit

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1. Creation of Vendor Account Groups T.code: OBD3
SPRO  Financial Accounting  Accounts receivable and Accounts payable  Customer Accounts  Master data 
Preparation for creating customer master data  Define accounts groups with screen lay out (Vendors)
When creating a customer account, you must specify an account group.
We use the account group to determine:
 The interval for the account numbers
 Whether the number is assigned internally by the system or externally by the user
(type of number assignment)
 Whether it is a one-time account
 Which fields are ready for input or must be filled when creating and changing
master records (field status)
Select New Entries button
Double click on company code data; it will take you to next screen

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Double click on Account Management; it will take you to next screen
Here we have to select as Reconciliation Account is required entry.
Save.

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2. Create No Ranges for Vendor Account Groups XKN1
Preparation for creating customer master data  Create Number Ranges for Vendorr Accounts
In this activity you create the number ranges for the customer accounts. To do this,
specify the following under a two-character key:
 A number interval from which the account number for the customer accounts is
to be selected
 The type of number assignment (internal or external number assignment)
In this screen you will notice that there is no company code selection. The customer
number is created at a client level. This means that the same customer number can be
extended by more than one company code.
Step 1 – Double click Change Intervals Button
Then it goes to next screen
Step 2 – Double click Insert Interval
Then Maintain Number Ranges
Save.

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3. Assign No Ranges to Vendor Account Groups OBAS
Assign No Ranges to Vendor Account Groups
In this step we assign Number Range to Account Group.
4. Define Tolerance Group for Vendors OBA3
IMG  Financial Accounting  Accounts receivable/Payable  Business Transactions  Open Item Clearing 
Clearing Differences  Define Tolerances for Customers/Vendors
Step 1 – Click New Entries
Step 2 – Enter the Require Parameters
Save

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5. Creation of GL Accounts FS00
G/L Account No: 200120 – Inventory Raw Material
Step 1
Step 2
Step 3

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Save.
2) G/L Account No: 100501 – Sundry Creditors Account
Save

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6. Define Document Number Ranges T.code: OBA7/FBN1
SPRO  Financial Accounting  Financial Accounting Global Setting  Document  Document Header  Define Document Types.
Step 1
Double Click Change Intervals Tab, it will take us to next screen
Step 2
Double Click Insert Interval and enter the number ranges
19 2009 100001 200000 KR
15 2009 200001 300000 KZ
17 2009 300001 400000 KA

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Save
7. Creation of Vendor Master T.code: XK01
SPRO  Financial Accounting  Accounts Payable  Master Records  Maintain Centrally  Create.
Step 1
Press Enter, it will go to next screen and enter the details as
follows.
Press Enter 4 times

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Press Enter
Press Enter twice and save.
Vendor Master 100000 has been created.

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8. Purchase Invoice Posting T.code: F-43
SPRO  Financial Accounting  Accounts Payable  Document Entry  Invoice General
In this step, we are purchasing the goods
Posting Keys
31 – G/L Account Credit
40-G/L Account Debit
Accounting entry:
Inventory Raw Material A/c Dr 10,000/-
To Vendor A/c A/c Cr 10,000/-
Press Enter

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Save or Simulate.
9. How to View Party T.code: FBL1N
SPRO  Financial Accounting  Accounts Payable  Account  Display/Change line items

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We see the Outstanding amount of 10000.00 is showing in red mark.
10. Manual Outgoing Payment T.code: F-53
Accounting  Financial Accounting  Accounts Payable  Document Entry  Outgoing Payment
Using this transaction code you can post a vendor payment manually and clear the open
items. Sometimes you want to make an immediate payment to a single vendor, in such
a case this is faster method of making payment rather than executing payment program

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Save.
11. View Party Details T.code: FBL1N

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Advance Payments to Vendors
In SAP it is called as down payments to vendors.
a. Creation of G/L Account: 200150 Advance to vendors under Assets
Account Group
b. Link between Sundry Creditors and advance to vendors
c. Advance payment posting - Advance – Advance to vendor
- Purchase
d. Purchase invoice postings
e. Master of advance from special G/L To normal by clearing special G/L items
f. Clearing of normal items.
1. Creation of GL Account FS00
G/L Account No: 200150 – Advance to Vendors
Step 1

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2. Link between Sundry Creditors and Advance Payment to
Vendors OBYR
SPRO  Financial Accounting  Accounts receivable & Accounts payable  Business transactions
 Down payment made  Define alternative reconciliation Account for down payments
Double Click on SGL Ind: A
Enter

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Save.
3. Advance Payment Posting F-48
SPRO  Financial Accounting  Accounts Payable  Document Entry  Down payment 
Down Payment
Press Enter

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Save
4. View the Vendor Account FBL1N

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Press Enter

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Save

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6. View the Vendor Account FBL1N
7. Transfer of Advance from Special GL to Normal by clearing
Special GL Items F-54
SPRO  Financial Accounting  Accounts Payable Document Entry  Down Payment  Clearing

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Click Process Down Payment
Enter 5000 in Transfer posting Tab
Save
8. View Vendor Balances T.code: FBL1N

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Click Back

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Click Execute

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9. Manual Outgoing Payment T.code: F-53
Accounting  Financial Accounting  Accounts Payable  Document Entry  Outgoing Payment
Using this transaction code you can post a vendor payment manually and clear the open
items. Sometimes you want to make an immediate payment to a single vendor, in such
a case this is faster method of making payment rather than executing payment program
Click Process Open Items
Save

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10. View Vendor Balances T.code: FBL1N

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AUTOMATIC PAYMENT PROGRAM

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Automatic Payment Program is used for processing of outgoing payment as well as
incoming payments (for both vendors and customers) based on accepted Terms of
Payment for the purpose of obtaining Cash Discount benefit.
APP automatically issues cheques, prints covering letters for mailing along with the
cheques & posts entries in the books of accounts.
APP is useful when you have a large number of vendors or customers with whom
your organization conducts large volumes of business.
APP can also be used for processing salaries for employees. (This is Optional)
We can have the option of paying Special G/L Transactions (Ex: Advances to
Vendors) using APP.
1) Automatic Outgoing Payments T.code: FBZP
SPRO  Financial Accounting  Accounts receivable and accounts payable  Business transactions  out
going payments  Automatic out going payments  Payment method/ bank  selection for payment program
 set up all company codes for payment transactions
A) Set up All Company Codes for Payment Transactions
Here we make specifications for all company codes involved in payment transactions.
For each company code, you make the following specifications:
 Paying company code
You assign a paying company code to each company code. This means that you can have
one company code process payment transactions centrally for several company codes.
 Cash discount and tolerance
The payment program uses these entries to determine the cash discount strategy for the
company code.
 Special G/L transactions
Specify which special G/L transactions are to be settled for customers and vendors.
F = Down payment request
P = Payment request
A = Down payment on current assets

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Click on New Entries and update the following things.
Save .
B) Set up Paying Company Codes for Payment Transactions
Here we make the following specifications for the paying company codes:
 Data for controlling the payment program
Here we specify the minimum amount for which an incoming (100 INR) or outgoing
payment (1000 INR) is created.
If you do not want exchange rate difference to be generated when the payment is in
foreign currency you need to select the parameter. If you want to make separate
payment for each reference you need to select the parameter.
 Specifications for paying with bills of exchange
You can show or hide the settings for paying with bills of exchange.
 Forms and sender details for advice notes and EDI accompanying sheets
If you wish to print payment advice notes or an EDI accompanying sheet, specify the
form name. Specify also the SAP script text modules that contain details about the
sender that are to be printed on the payment advice note. You can go directly from this
transaction to the transaction for editing forms and text modules.

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Click on
Click International

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Click
Click Enter
Select and update the following things.

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Save.
C) Set up Payment Methods per country for Payment
Transactions
Here you specify which payment methods are to be used in each country.
The following parameters are entered:-
1) Whether it is an outgoing payment or incoming payment
2) Payment classification – check, bank transfer
3) What master data specification required – address required, bank details required etc.
4) Document type is attached
5) The payment program name is attached.
6) Which currencies are to be permitted?
Ensure that the payment methods to be used for paying the open items of a business
partner have been entered in the appropriate customer or vendor master record.
To get a list of payment media programs, use transaction code SA38 and enter RFFO*.
Click on Utilities  Find program Execute.
Click on
Press Enter

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Double Click on
Click to Scroll down and update the following.
Click on

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Save
D) Set up Payment Methods per Company code for Payment
Transactions
Here we specify which payment methods can be used per company code and
determine the conditions under which a payment method should be used.
Specifications for grouping items for payment (such as single payment for
marked items)
Specifications for foreign/foreign currency payments
If you specify that the payment method can also be used for foreign currencies, all
currencies are permitted.

Specifications for optimizing bank selection
You can optimize either by bank groups or by postal codes. If you optimize by bank
groups, money is transferred from the house bank to the business partner's bank in
the shortest possible time. For this to be possible, you assign all banks in the master
Data to a bank group defined by you.
If you optimize by postal codes, the house bank selection is determined by the
business partner's domicile. If you select the "Optimization by postal codes" field,
you can go directly to the activity for assigning house banks to an interval of postal
codes.
Specifications for the form to be used for the payment medium
Specifications for issuing payment advice notes
Depending on the space available on the payment medium form for information
about the note to payee, you have the following options:
If unlimited space is available, you do not need to print payment advice notes (for
checks, for example), but can do so if desired.
If there is no space available, a payment advice note containing all the information
about the purpose of payment is always printed (for bills of exchange, for example).

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If only limited space is available and there is therefore a risk that the space will
not be sufficient, you can choose from the following options:
You can have the system create a payment advice note containing the
information about the note to payee.
If a payment advice note is to be created every time, select "Always payment
advice". The note to payee is then printed on both the form (so far as the number of
lines selected on the form allow) and the payment advice note. If insufficient space is
available, a payment advice note indicator is printed on the payment medium.
A payment advice note can only be created if the note to payee information does
not fit into the available space. Select Payment advice after X lines.
You can have the system distribute the items between several forms. To do
so, select No payment advice and Distribute items, XX lines per payment.
We are configuring payment method check for company code 1000, the minimum
amount for which a check should be raised is 1000 INR and the maximum amount is
9999,999,999 INR. We have selected SAP standard check layout form
F110_PRENUM_CHECK. This need to be modified as per the customer requirement and Z
form needs to be attached here.
Since the check will contain all the information of payment details we have selected the
parameter under Note to payee lines on the form -as many as required and Parameter -
no Payment advice.
In case you get error while entering the maximum amount enter a lower figure such as
9999999 and press enter. System will automatically set the format.

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Click on and update the following things.
Save.

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E) Set up Bank Determination for Payment Transactions
Before you can configure this step you need a house bank to be configured. You can
refer the SAP Bank configuration manual.
Here you define the following:
Ranking order of banks
You specify which house banks are permitted and rank them in a list.

Bank accounts
For each house bank and payment method and currency, you specify which bank
account is to be used for payments.
Available amounts
For each account at a house bank, you enter the amounts that are available for the
payment run. You enter separate amounts for incoming and outgoing payments.
Specifying available amounts enables you to control which bank account is to be
used for payments. You can specify the amounts depending on the value date at the
bank.
Value date
You specify how many days elapse between the posting date of the payment run
and the value date at the bank, dependent on the payment method, bank account,
payment amount and currency.
You can have the system determine the value date, taking into account the bank
calendar and any individual arrangements made with the bank. To do so, choose the
activity Define value date rules
Select and
Double Click on

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House banks are ranked for payment based on payment method and currency. If there
are more than one house bank, the second bank will be ranked based on payment
method and currency.
Whenever you want to make payment from the desired bank you need to check the
ranking of the house bank here and change the ranking to 1, which is possible through
transaction code S_ALR_87001487 - Bank selection for payment program (which is
available on the SAP Easy access menu).
Click on Save .
Double Click on Folder
Click on Save .
Double Click on Folder

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Click on Save .
Press Enter

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Press Enter
Click on .
Another Transaction

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Click on .
3. View the Party Open items T.code: FBL1N

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4. Automatic Payment program Run T.code: F110
Accounting  Financial Accounting Banks  Outgoings  Automatic Payment Open Items(Customers and
Vendors)
Step 1
Step 2
Click on Tab and update the required fields.

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Click on Save
Then Click Back Tab
Step 3
Click on Proposal Tab to create Payment Proposal.
The system will now look for all the outstanding vendor documents that fulfill your
previously entered criteria.
Press Enter Button to begin creation of Payment Proposal
The process of creation a payment proposal usually takes a while (the system has to
process many documents). To refresh the screen click on Status Button
until you’ll see a system message “Payment proposal has been created”.

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Step 4
Click Pmnt run Button to begin processing.
Mark radio button Start immediately and click Enter Button The system will
perform postings.
Click Status Button to refresh the screen
Sometimes you need to press Status button several times, if there are
lots of transactions to be processed.

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Step 5
The first phase (posting documents) is done. To display / print the list of payment
document select from Menu path: EditPaymentsPayment list.
Click Enter Button.
Payment list
The system has displayed a list of documents included in the payment proposal.
The list can be printed or stores as local file.
Click Back .

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Step 6
For check printings update the details
Now you can print the checks. First, click <tab button> Printout/data medium
.
Click Maintain Variant and update the details.
Scroll down

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Click on
Save
Click Back Tab.

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Click on Printout Tab
Mark Start immediately radio button and update the following fields:
Field Name Description Values
Job name Job name for the print job BearingPoint APP
Click Enter Button.
The print job was created and saved in the spool. The system created three print jobs:
a) payment summary
b) payment advices,
c) checks
To print the checks, select from the menu path: SystemServicesOutput
control. (Transaction SP01)

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Click
Output Controller: List of Spool Requests
A) Mark the required print job, e.g. click 8051 checkbox
Then You can display your print job before printing it. Click Display Button .
Payment Summary

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B) Mark the required print job, e.g. click 8050 checkbox
Payment Advice

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C) Mark the required print job, e.g. click 8049 checkbox

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Click Back .
Now you can print the checks. Make sure that the 8049 checkbox is
selected and press Print Directly icon.

SAP FI AP: Configuration & End User Guide

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SAP FI AP: Configuration & End User Guide