2 - Sap Fi AP Exercise

SAP FI BOOTCAMP AP EXERCISE

DOW RESTRICTED - For internal use only of 35 © Accenture 2005 All Rights Reserved

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Table of Contents

Master Data 1. Create Vendor Master – with reference ...................................................................2 2. Change Vendor Master .............................................................................................8 3a. Display Vendor Master ..........................................................................................10 3b. Display Vendor Master .........................................................................................12 4. Block / delete Vendor Master .................................................................................13

Invoice Processing 5. Create PO based invoice ........................................................................................14

6. Display Vendor Line Item .......................................................................................15 7. Create PO Based Credit Memo ..............................................................................16 8. Release Blocked Invoice .......................................................................................18 9. Display Invoice / Credit Memo ...............................................................................20 10. Create a non-PO based Invoice ...........................................................................23

11. Create Non-PO based Credit Memo .....................................................................24

Payment Processing 12a. Automatic Payment Transaction.......................................................................25 12b. Automatic Payment Transaction .......................................................................31 13. Create a manual check ........................................................................................32 14. Review Check Registry ........................................................................................34



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Practice Exercise – Master Data

1. Create Vendor Master – with reference

Scenario 1. You have a new supplier and needed to create a new vendor master in SAP.

2. You are sure that all the information except the addresses in the vendor master are exactly the same as some existing vendors.

3. Use create vendor master transaction and reference existing vendor number to create this new vendor in the system

4. You can change automatically populated fields if needed.

Instructions 1. Access the Create Vendor: Initial Screen. Path: Logistics > Materials Management > Purchasing > Master Data > Vendor > Central > Create Transaction Code: XK01

Note: This transaction combines purchasing and accounting input. For a segregation of duties, transaction MK01 applies to purchasing only and transaction FK01 applies to accounting only.

2. Input Data: Enter details as shown where XX is your student number Company Code: R100 Purch. Organisation: R100

3. Reference Box:

Vendor: R1000

Company Code: R100

Purch. Organisation: R100

4. Click Enter icon .



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5. Enter vendor information as appropriate:

Title: Enter Title

Name: Enter Name

Search Term: Enter Search Term

Street/House Number: Enter Street/ House Number

Postal Code: Enter Postcode

City: Enter City

Country: Enter Country

Language: English

Telephone: Enter Telephone

Fax: Enter Fax

6. Click the Next icon.



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8. Enter the following details:

Country Key Bank Key

Bank Account No

9. Click Next button

Recon Account – Populated

Cash Mnmnt group – Populated



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Payment terms – populated

Payment Methods – populated

Tolerance Group – populated

11. Click Next button No data needs to be populated.



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Fields are automatically populated: Scroll down for all fields populated




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No data needed to be populated


15. Click Save button 16. Verify that “Vendor XXXX has been created for company code XXXX purchasing organization XXXX” displays in the status bar.

Click the Exit icon to return to the SAP Easy Access screen.

You have completed the Create Vendor Master – with Reference transaction

Check your work

Refer to Display Vendor Feedback.



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2. Change Vendor Master

Scenario 1. You need to change payment terms for vendor R100.

2. Use this transaction to change vendor information.

3. Check the appropriate boxes to go to the relevant details.

Instructions

1. Access the Change Vendor: Initial Screen.

Path: Logistics > Materials Management > Purchasing > Master Data > Vendor > Central > Change

Transaction Code: XK02

2. Enter initial information:

Field Enter

Vendor The vendor code.

Company code The company code. Note: Each company can have its own accounting data in the vendor master.

Purch. Organization The purchasing organization. Note: Each purchasing organization can have its own purchasing data in the vendor master.

3. Click the check box(es) to indicate the screen(s) you want to maintain.



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Note: You will see only the screen(s) you select in sequence starting at the top of the list – Address, Control, Payment transactions, Accounting info, Payment transactions, Correspondence, and Withholding tax.

4. Click the Enter icon

The first screen you selected displays.

5. Make necessary changes.

Note: See the Create Purchasing Vendor transaction for information about screens and fields.

6. Do you have additional screens to maintain?

If Then

Yes Click the Next Screen icon. The next screen you selected displays. Go to step 5.

No Go to step 7.

7. Have you completed the last screen with a dialog box displayed?

If Then

Yes The Last data screen reached dialog box displays. 1. Click the Yes button to exit and save. Screen Change Vendor: Initial screen displays. 2. Verify that “Changes have been made” displays in the status bar. 3. Go to step 9.

No Go to step 9.

8. Click the Save icon

Verify that “Changes have been made” displays in the status bar.

Click the Exit icon to return to the SAP Easy Access screen.

You have completed Change Vendor Master transaction

Check your work

Display your vendor master and note changes



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3a. Display Vendor Master

Instructions

1. Access the Display Vendor: Initial Screen.

Path: Logistics > Materials Management > Purchasing > Master Data > Vendor > Central > Display

Transaction Code: XK03


Field Enter

Vendor The vendor code.

Company code The company code. Note: Each company can have its own accounting data in the vendor master

Purch. Organization The purchasing organization. Note: Each purchasing organization can have its own purchasing data in the vendor master.

3. Click the check box(es) to indicate the screen(s) you want to display list – Address, Control, Payment transactions, Accounting info, Payment transactions, Correspondence, and Withholding tax.



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Note: You will see only the screen(s) you select in sequence starting at the top of the list.


5. Review fields.

Note: See the Create Purchasing Vendor transaction for information about screens and fields.

6. Click the Next Screen icon.

7. Do you have additional screens to view?

If Then

Yes The next screen you selected displays. Go to step 5.

No Go to step 8.

8. Have you viewed the last screen with a dialog box displayed?

If Then

Yes The Last data screen reached dialog box displays. 1. Click the Yes button to exit. Screen Display Vendor: Initial screen displays. 2. Go to step 9.

No Go to step 9.

9. Click the Exit icon to return to the SAP Easy Access screen.

You have completed Display Vendor Transaction.



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Practice Exercise Feedback 3b. Display Vendor Master

Check Your Work

Display Address screen: Title: Company Name: Unisono AG Search Term: RETAIL Street: Walter-von-der-Vogelweide-Straße House Number: 12-15 Postcode: 64312 City: Pfungstadt Country: DE Language: German Telephone: 06157/637-0 Fax: 06157/637-300

Display Control Screen: NA Display Payment Transactions (1) screen:

Bank Country: NA Bank Key: 20030040 Bank Account: 870776655 Name of Bank: Dresdner Bank

Display Accounting Information screen:

Recon Account: 160000 Cash Management Group: A1

Display Payment Transactions (2) screen: Payment Terms: 0004 Payment Methods: SU Tolerance Group: R100

Display Correspondence Screen: NA Display Purchasing Data Screen:

Order Currency: DEM Terms of Payment: 004 Incoterms: FH Minimum Order Value: 1000 Grant Discount in Kind: Checked Purchasing Group: R10 Planned Delivery Time: 3 Confirmation Control: 0003 Unit of Measure group: 0090 Rounding Profile: 0090

Display Partner Function Screen:

Partner function: AD, VN, IP and GS.



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Practice Exercise – Master Data 4. Block / delete Vendor Master

Scenario 1. You are no longer using supplier R1XXX and you need to indicate this in the system.

2. Use this transaction to block or delete a vendor master.

Instructions 1. Access the Flag for deletion: Initial Screen. Path: Logistics > Materials Management > Purchasing > Master Data > Vendor > Central > Flag for Deletion Transaction Code: XK06


Vendor: Vendor number Company Code: Company code the vendor was created for Purch. Organization: Purchasing Organization the vendor was created for

3. Click the check box(es) to indicate the screen(s) you want to flag for deletion

All Areas, Selected Company Code, Selected Purchasing Organization,

Note: You will only see the screen(s) you select in sequence starting at the top

4. Click the Save icon.

Check your work

Go to transaction code XK06 again.

Key in vendor no that was deleted earlier to see if appropriate boxes are checked.



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Practice Exercise – Invoice Processing

5. Create PO based invoice

Scenario 1. You have received an invoice from vendor R1000 against a PO that you issued.

2. Use this transaction to create a PO based invoice.

Instructions

1. Access the Enter Invoice screen. Path: Logistics > Materials Management > Logistics Invoice Verification > Document Entry > Enter Invoice Transaction Code: MIRO

2. Enter information in the following fields on the Basic data tab.

Transaction: Invoice Document date: Enter today’s date Posting Date: Enter today’s date Reference: INVXX – replace XX with your student number Amount: 19,140.00 Calculate Tax: Checked Purchase Order No: Use your allocated PO number from range

4500008606 to 4500008626. On the PO the qty field should be overridden to 15000 and amt to 16500

3. Click Save button.

Record the Material Document number that displays in the status bar

4. Click the Exit icon until the SAP Easy Access screen displays.

You have completed the Create PO based Vendor Invoice transaction.

Check your work

Refer to exercise 11 to display your invoice created.



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Practice Exercise - Invoice Processing

6. Display Vendor Line Item

Instructions 1. Access the Vendor Line Item Display screen. Path: Accounting > Financial Accounting > Account Payable > Account > Display/Change Line Items

Transaction Code: FBL1N

2. Enter information in the following fields:

Vendor Account: Enter your vendor number (from exercise 5) or R1000

Company Code: R100

All items: Checked

Date: Enter today’s date

Type: Normal Items checked

3. Click the Execute button

4. Vendor line items are displayed. For more detail, double click on the line item.

You have completed the Display Vendor Line Item transaction.

Note: The document number displayed is the FI document number (not MM document number)



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7. Create PO Based Credit Memo

Instructions

1. Access the Enter Invoice screen.

Path: Logistics > Materials Management > Logistics Invoice Verification > Document Entry > Enter Invoice

Transaction Code: MIRO

2. Enter information in the following fields.

Transaction: Credit Memo

Document Date: Enter today’s date

Posting Date: Enter today’s date

Reference: CREDITXX – XX being your student number

Amount: 6380

Calculate Tax: Checked

Purchase Order: Range 4500008606 to 4500008626

PO Quantity: Overwrite to 5000

PO Amount: Overwrite to 5500

Booking OK: Checked

3. Click the Save button.

Record the Material Document number that displays in the status bar



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4.. Click the Exit icon until the SAP Easy Access screen displays.

You have completed the Create PO based Vendor Credit Memo transaction.

Check your work

Refer to exercise 11 to display credit memo created.



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8. Release Blocked Invoice

Instructions

1. Access the Release Blocked Invoices screen. Path: Logistics > Materials Management > Logistics Invoice Verification > Further Processing > Release Blocked Invoices

Transaction Code: MRBR


Company Code: R100

Invoice Document: Your Invoice PO based invoice document

Fiscal Year: 2005

Processing: Check Release Manually button

Blocking Procedure: Check Blocked due to variances.

3. Click the Execute icon

Screen Release Blocked Invoices displays.

4. Check the desired document number and click Invoice button

Screen Invoice Display Item List is displayed.

5. Put the cursor on a PO and click the link to Purchase order .

Screen Display PO XXXX is displayed



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7. Review the information on the PO History tab.

8. How will you resolve the blocked invoice?

If action is Then

Change the underlying purchase order, goods receipt or invoice before selecting release automatically.

1. Click the Exit icon until you return to the Release Blocked Invoices screen (initial selection screen).

2. Select the Release automatically button

3. Click the Execute icon

4. Go to step 12.

Manually override the block without correcting the purchase order or goods receipt.

1. Click the Exit icon to return to the Release Blocked Invoices screen (list of blocked invoices).

2. Click the button on the left side of the list to select the document.

3. Click the Release invoice icon.

4. Click the Save changes button

5. Go to step 12.

10. Verify that “X (number) invoices released” displays in the status bar.

11. Click the Exit icon until the SAP Easy Access screen displays.

You have completed the Resolve Blocked Invoices procedure.



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9. Display Invoice / Credit Memo ***(Does Not Exist Anymore)***

Instructions

1. Access the Display Invoice / Credit Memo screen. Path: Logistic > Material Management > Invoice Verification > Logistic Invoice Verification > Document Entry > Display Invoice Document Transaction Code : MR3M ***(Does Not Exist Anymore)***


Field Enter

Invoice / Credit Memo Enter Invoice / Credit Memo number

Fiscal year The fiscal year.

3. Click Enter



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4. From here you can review the invoice item details or:

Click on hat icon (or SHIFT F6) to view the invoice header details Navigate to the Purchase Order document Use Follow-on documents to review the Accounting document

Note: The following instructions is to view accounting document

5. Click on Follow-on documents

6. Select the Accounting document and double click to view document 7. Double click on the vendor line item for more details



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Note: If there is a payment block on the invoice, it will be seen here in the Pmnt Block field.

You have completed Display / Credit Memo transaction.



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10. Create a non-PO based Invoice

Instructions

1. Access the Enter Vendor Invoice: Header Data screen. Path: Accounting > Financial Accounting > Vendors > Document Entry > Invoice

Transaction Code: FB60


Transaction: Invoice

Vendor: Enter your own vendor number

Invoice Date: Enter today’s date

Posting Data: Enter today’s date

Reference: FIN INVXX – XX being your student number

Amount: 2000


Tax Code: V0

Text: Finance Invoice for payment XX – XX being your student number

G/L account: 416300

Cost Center: M81100

3. Simulate the document to verify the accounting entries.

Click the Save icon.

You have completed create a non-PO based invoice transaction



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11. Create Non-PO based Credit Memo

Instructions 1. Access the Enter Vendor Invoice: Header Data screen. Path: Accounting > Financial Accounting > Vendors > Document Entry > Credit memo

Transaction Code: FB65


Transaction: Credit Memo

Vendor: Enter your own vendor number

Invoice Date: Enter today’s date

Posting Data: Enter today’s date

Reference: CREDITXX – XX being your student number

Amount: 2000


Tax Code: V0

Text: Finance Credit memo XX – XX being your student number

G/L account: 416300

Cost Center: M81100

3. Simulate the document and click the Save button.

You have completed Create non-PO based Credit Memo transaction.



Internal Use Only

Practice Exercise – Payment Processing

12a. Automatic Payment Transaction

Scenario 1. Every month you generate payment for your vendors.

2. You use this transaction to generate and view payment run

Instructions

1. Access the Automatic Payment Transactions: Status screen.

Path: Accounting > Financial Accounting > Accounts Payable > Periodic Processing > Payments

Transaction Code: F110

2. Data to enter:

Run Date: Enter today’s date

Identification: XX – Your student number

3. Click the Parameter tab.



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4. Enter the following data:

Posting Date: Enter today’s date

Docs entered up to: Enter today’s date

Company Code: R100

Pmnt Meths: S or U

Next p/date: Enter date 1 month from today

Vendor: Your own vendor number

5. Click the Additional Log tab.



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6. Enter the following data:

Due Date Check: checked

Payment method selection in all cases: checked

Line items of payment documents: checked

Vendors: Your own vendor number


9. Click on proposal button.

Enter today’s date

Start Immediately checkbox - checked

10. Click



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11. Click on Status button.

12. Click on proposal log to see proposal.



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13. If there is nothing to be changed, return to the status page and click on Pmnt Run

Button.

Enter today’s date

Start immediately checkbox - checked




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15. Click on Status button.

16. Exit Payment Program

You have now completed Automatic Payment Transaction



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Practice Exercise Feedback – Payment Processing

12b. Automatic Payment Transaction

Check your work 1. Go back to transaction F110

Enter Run date and identification created earlier.

2. Click on payment log button to view document number created.



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13. Create a manual check Instructions

1. Access the Create check information screen. Path: Accounting > Financial Accounting > Banks > Periodic Environment > Check Balance > Create > Manual Checks

Transaction Code: FCH5

2. Enter the following details

Payment Document no: Student’s own payment document number Paying Company: R100 Fiscal Year: 2005 House Bank: 1000 Account ID: 1000 Check Number: 1001XX where XX is your student number




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Check your work

Use transaction FCHN to view your check.



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14. Review Check Registry

Instructions

1. Access the Create check information screen. Path: Accounting > Financial Accounting > Banks > Periodic Environment > Check Balance > Display > Check Registry

Transaction Code: FCHN

2. Enter the following data: Paying Company Code: R100 House Bank: 1000 AccountID: 1000 Output Control: Check list of outstanding checks

3. Click Execute button. .



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2 - Sap Fi AP Exercise

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