SAP FI-AP

Accounts Payable
AR & AP are sub ledgers of GL for managing customer & vendor balances. Most of AR comes from SD modules & AP data from MM module.

Define Acct group with screen layout (Vendors)
Tcode: OBD3
Explanation:
When creating a vendor master need to specify vendor account group

Vendor account group determine:
The interval for vendor account number
Whether the vendor number is assigned internally by the system or externally by the user Whether it’s a onetime account Which fields are ready for input when creating & changing customer master (Field status)

Enter Accounting clerk identification code for customers
Tcode: SPRO – FA – ARAP – CA – MR – Preparation for creating customer master record – Enter accounting clerk identification code

Explanation:
Enter identification code (01) & clerk name (Mohit) for a company code (100)
Code entered in customer master record
Helpful in evaluation

Define Industries
Tcode: Tcode: SPRO – FA – ARAP – CA – MR – Preparation for creating customer master record – Define industries

Explanation:
Define industry
Specify what industry a business partner belongs to by entering industry key in customer master record.
Helpful in evaluation, e.g. generate customer list for a industry

Create number range for vendor accts
Tcode: XKN1

Explanation:
Can create internal or external number range.
Internal : System automatically allot the number
External: User assigns the number in the specified range.

Assign number range to Vendor Acct group
Tcode: OBAS

Explanation:
We assign number ranges created in (XKN1) to vendor account group (OBD3). Thus vendor number for this vendor a/c group can be selected from this range

Delete Vendor / Customer Master Data
Tcode: OBR2

Explanation:
Used to delete customer master data
Can be deleted only for company codes not flagged as productive
Can delete customer master record only if no transaction exists in it

Maintain terms of Payment for vendors and customers
Tcode: SPRO-FA-AR/AP-BT-Out going Invoices-Maintain Terms of Payment
Tcode: OBB8

Explanation:
Payment term assign to Vendor master record
Payment term proposed when entering a vendor document
E.g.: 60 days, 5% cash discount if paid in 30 days
For above we create 3 terms of payments. z

Define terms of payment for installment payment
Tcode: OBB9
Tcode: SPRO-FA-AR/AP-BT-Out going Invoices-Maintain Terms of Payment

Explanation:
Installment payment to vendor invoice.
Define three terms of payment in (maintain terms of payment). Now map two of them to one of them in OBB9

Define Accts for cash discount taken
Tcode: OBXU
Tcode : SPRO-FA-AR/AP-BT-Out going Invoices-Define cash dis base for outgoing Invoices
Tcode: Cash discount granted: OBXI

Explanation
Cash discount received from vendors posted here

Define Accts for exchange rate diff
Tcode: OB09

Define Accts for rounding differences
Tcode: OB00

Define acct for bank charges (vendors)
Tcode: OBXK

Define Tolerance for Vendors and Customers
Tcode: OBA3

Down Payment Made to vendors
Tcode Down Payment made to vendor: OBYR
Tcode for Vendor Down payment Request: F-47
Tcode Post Vendor Down Payment: F-48

Creating a vendor master Record

Tcode:
Create Vendor Master: FK01
Transfer customer/ Vendor master data from source company code to target company code: SE38 – RFBIDE10/RFBIKR10
Display changes to customer / vendor master data: SE38- RFDABL00 or RFKABL00
To find duplicate customer master data: SE38 – RFDKAG00
To find duplicate vendor master data: SE38- RFKKAG00
Create vendor master record centrally : XK01
Change Vendor Master record: XK02
Display Vendor Master record: XK03
Block /Unblock Vendor Master : XK05
Mark vendor for deletion (Deleted by a special program) : XK06
Explanation

A customer / Vendor Master data is maintained at following levels:

General data at the client level
Vendor / Customer (Sub Ledger COA number is assigned at client level to ensure it is same for the customer / vendor for all company codes. This vendor / customer account number can be assigned also at company code level.
Company code segment
Sales area segment
Account Group:

While creating customer / vendor we have to provide account group. Account group controls:
Number range of the accounts
Status of the fields in the master records
If the account is a onetime account

If a customer is also a vendor the payment and the dunning program can clear open items against each other. For this :
Enter the vendor account number in the customer account, or vice versa.
Select the field clearing with customer / vendor

Post Non PO based Vendor Invoice
Tcode: FB60

Explanation:
To post no PO based vendor invoices

Post Manual Payment to Vendor and not generate payment media (iDoc, check)
Tcode: F-53

Explanation:
Vendor outstanding invoices are paid in APP (F110). Some invoice not paid can be paid manually in Tcode F-53

Clear Vendor Down payment
Tcode: F-54

Explanation:
Advance paid to vendor can be cleared against vendor invoice.

Displaying Vendor Account balance
Tcode: FK10N

Explanation:
To display vendor a/c balance

Displaying / Releasing Vendor Invoices
Tcode: FBL1N

Explanation:
To display vendor a/c line items, Invoices, credit memos, payments etc
In SAP we can block / release documents for payments
Block invoice for payment @ FB60. Release invoice for payment FBL1N. Double click invoice – click to change mode – remove payment block

Automatic Payment Program (Incoming & Outgoing Payments)
Tcode: F110

Explanation:
Process both outgoing & incoming payments
Process O/S documents in both AP & AR
It creates payment doc. & supplies data to the payment medium program. Payment medium program either prints checks / creates data carriers like magnetic tape, iDoc etc
Clears OI in Vendor / Customer accounts

APP runs in 3 phases.
Phase 1 Entering payment run parameters.
Phase 2 Creation of payment proposal.
Phase 3 a/c posting & creation of payment medium

Pre requisite:
Vendor / Customer master data.
Bank Details
Payment Methods
O/S invoices in AP / AR
Phase 1: Payment method: Check / wire transfer (I). Next/p date: Next payment run date. Vendor / Customer : Vendor / Customer whose O/S invoices to be paid
Phase 2 : Click Proposal button system looks for o/s documents that fulfill entered criteria
Edit Payment Proposal : Click proposal button- Click vendor button – to block any document double click & change payment block to A
Phase 3: Treasury

Tcode: FBZP
All company codes
Sending company code: Company code whose vendor invoices needs to be paid
Paying company code: company code whose bank a/c makes the payment
Paying company code can pay invoices of other company codes, if they are define as sending company codes here
EMEA : Paying company code = Sending company code = 730

Paying Company code
Here we define for paying company code:
Minimum amount for payment
Forms to be used for remittance
Sender details ( Details used by programmer while creating remittance advice)

Payment Method in Country:
Select Outgoing / Incoming payment
Master Records: Provide the bank information
Posting details:
Payment doc Type : TP ( Treasury document)
Clearing doc Type: ZV
Payment Medium: RFFOUS_T

Payment Method Per Company Code:
These settings are useful if payment from more than one company code in a country

Bank Determination:
To be configured for each paying company code
Ranking Order: If more than one HB per payment method, ranking order of these HB
Bank a/c: Bank a/c’s of HB available for making payment
Value Date: Average time for a payment to clear in bank

Manual Clearing of Vendor open Items
Tcode: F-44

Explanation:
Manually clear vendor documents ( Invoice, Credit Memos etc)
Double click & deselect all – Select 2/more documents to be cleared. – Save
No real posting but a clearing document is created

Display Purchase Order
Tcode: ME23N
Change PO : ZMMME22 or ME22N

Search for a PO : ME2B

PO-based Vendor invoice/credit memo/Planned Delivery Cost
Tcode: MIRO

Explanation:
You enter the data from the vendor invoice in the system. As you do this, you compare the data with the suggested quantities and values for each item. If differences occur, you make any necessary corrections Planned Delivery Costs are costs incurred over and above the cost of the material and include such costs as freight, handling and customs duties. Costs will be classified into categories posted to a separate GL account – Freight and Customs Duties, for example. Planned delivery costs have the advantage that delivery costs are included in the valuation of the material at time of Goods Receipt.
In PO Reference select: + Planned Delivery cost

A Credit Memo is received from a trade vendor and the Credit Memo is posted with reference to a Purchase Order and serves as a cancellation of the Invoice Receipt. Posting a credit memo always leads to a debit posting on the vendor account. When you post a credit memo, the total quantity in the purchase order history is reduced by the credit memo quantity. If you do not want the total quantity invoiced to be reduced, you must post the credit memo as a subsequent credit

Imp: Select Credit Memo on transaction drop down box on top of screen
Display/Change PO-Based Vendor Document : MIR4
Park Invoice: MIR7

FI_AP Tcodes Summary:
Define a/c group screen layout Vendor OBD3
Create number range for Vendor XKN1
Assign number to vendor OBAS
Delete Vendor Master data OBR2
Maintain Terms of Payment OBB8
Create / Display / Change Vendor master XK01

XK03

XK02
Block / Unblock Vendor master XK05
Post Vendor Invoice FB60
Post Manual payment F-53
Displaying / Releasing vendor a/c balance FK10N
APP FBZP

F110
Manual clearing of vendor invoices against payments F-44
Display PO ME23N
Change PO ME22N
Search for PO ME2B
PO Based Vendor Invoice / Credit Memo / Planned delivery cost MIRO
Display PO based vendor invoice MIR4