BIN-ITPD-2100.04c User Reference Manual FI Module Banking

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USER TRAINING MANUALSSUB-SECTION:

Training Manual: RtR – FI Banking

TABLE OF CONTENTS:

1. SAP Basics2. Banking & Treasury - Specific Functions

Creation and maintenance of banks master data record Payment run Generating check voucher Generating payment file to interface with bank’s online payment facility Cash journal Bank reconciliation

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NON DISCLOSURE STATEMENT

This document is a confidential property of JG Summit Group. The recipient of this document expressly agrees not to disclose the information contained herein, to any person outside the group. No part of this document may be reproduced or copied, in whole or in part, or use any of its content, without written permission from JG Summit Group.

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1. SAP Basics

1.1. What is SAP?

SAP is an abbreviation of “Systems, Applications and Products in Data Processing”. This is a centralized system which automates the business processes; from purchasing, accounting, sales, warehouse management production, quality inspection, etc.

SAP consists of multiple modules that are integrated to each other.

1.2. Logging in to SAP

If the system has SAP installed, double click the icon that resembles the logo shown below:

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Select the proper server to log in and press or double click the desired server.

Log in to the desired client using User ID and Password.

If username and password is correct, a screen similar to the one below can be seen:

This is called the “SAP Easy Access Screen”.

1.3. Navigating in SAP

There are two ways in which a user may navigate in an SAP system:

> User Menu

The user menu is found at the left side of the SAP Easy Access Screen.3

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Denotes a folder, and denotes a transaction.Menu paths will be given per transaction in this User Manual.

> Command Field

The command field is found at the upper left corner of the screen, below the menu bar.

A user may enter any of the commands:

o /n to cancel the current transaction and shows the SAP Easy Access screeno /n#### to call transaction code #### directly while being in a transactiono #### to call transaction code #### from the SAP Easy Access Screeno /o to display an overview of sessionso /o#### to call transaction code #### in a new windowo /nend to end the logon session with a confirmation dialog boxo /nex to end the logon session without a confirmation dialog boxo /i to delete the session the user is currently using

A transaction code (depicted above as ####) consists of letters, numbers, or both, and is entered in the command field. Each function in SAP has an SAP transaction code associated with it.

1.4. SAP Typical Screen

A typical SAP screen while being in a transaction would look like the following:

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Pressing F1 to any of the fields will display the description and function of a field.If a field shows it means the field has to be filled up, and leaving this blank will make the user unable to proceed.If a field shows , a search help is available. Pressing F4 shows a list of entries to choose from.

1.5. Customizing User Profile

Every SAP UserID is set up with default settings that the system uses whenever the user logs on. These default settings, also called preferences, can save time in data entry, as well as tailor certain aspects of SAP to an individual's preference.

In order to customize the user profile, go to System > User Profile > Own Data found in the menu bar, or use transaction code SU3.

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Drop Down BoxesSearch Help

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The user can input the personal details in the Address Tab:

Desired Parameters can be placed in the Details tab:

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Click on to save user profile.

1.6. Adding Favorites to User Menu

This functionality stores transactions for ease of access.

1.6.1. Inserting an Item from the SAP Standard Menu or from the User Menu

In the SAP Easy Access screen, select the transaction to be placed in the Favorites folder.

Go to Favorites > Add in the menu bar.

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Display format for numbers

Display format for dates

Display format for time

Location relative to time zone

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The function is now in the favorites folder.

1.6.2. Inserting a Transaction

In the SAP Easy Access screen, go to Favorites > Insert Transaction found in the menu bar.

Input the transaction code in the dialog box then click on :

The function is now in the favorites folder.

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2. Banking & Treasury Module-specific Functions

Banks Master data

The Banking team will take responsibility to maintain banks master data records for URCi INDONESIA.

Here the analyst will identify information related to the creation & maintenance of bank master data.

Transaction Code: - Create: FI01- Change: FI02- Display: FI03

Steps on Maintaining the FI View of the Bank Master:

Log-in to SAP, enter transaction code FS01 and press enter.

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Any requests to create & maintain banks master data will have to first submit a fully accomplished & approved form. Sample of the form is attached below:

The details on the form serve as reference guide for the analyst to be able to fill out the tabs and input fields.

In order to make changes use transaction code FI02:

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& in order to display Banks master data record use transaction code FI03.

Greenlight checkpoint:

What: Creation & Maintenance of Banks master data record

When: Per transaction, per request to create or update banks master data records

Prerequisite: Properly accomplished, reviewed & approved form of Bank Master Data Maintenance Request form

Where: SAP

Who: SAP role ZFIS_TREASPVR; ZFIS_TREAASST_BNKCTRL; ZFIS_TREASMGR

Why: To ensure that banks master data records are complete, accurate & up to date.

To comply with accuracy & completeness of daily payment run.

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Payment run

The Banking team will take responsibility to perform the daily payment run for URCi INDONESIA.

Here the analyst will receive the payable vouchers from Invoice Processors of Finance department. Example of a payable voucher is attached below:

The Banking analyst will first ensure that the payable voucher is properly reviewed & approved by SAP role ZFIS_ACCTGMGR. Once the signature is found, the banking analyst is now ready to perform the steps for payment run.

Log-on to SAP and pull up transaction code F110. Hit Enter. Follow the succeeding steps listed below in order to perform the payment run.

Automatic Payment run

1. Enter run date:

2. Enter Identification code: Use five-digit numeric characters to indicate date of execution plus batch #.

Example: 1 January; 28 day; 01 batch # = 12801

A. Parameter tab:

1. Enter company code: 2100

2. Enter payment method: as applicable, selection found in SAP

3. Enter date: Next payment run. Due date plus one day.

4, Enter Vendor code: Found on the payables voucher

Hit enter.

B. Additional tab:

1. Tick on due date

2. Tick on payment method selection

3. Tick on line items for payment documents

4. Enter Vendor code:

Hit enter and save.12

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C. Status tab:

1. Hit on proposal

2. Select start immediately

Hit enter.

3. Click status button to refresh

4. Ensure payment proposal has been created

5. Hit Display payment proposal button

6. Review the details of the entry to be created

7. Hit Edit payment proposal if you want to make changes

Changes that the banking analyst can do are the following:

Payment block to prevent including an item from being paid

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Reallocation. Change of payment method

Change of house bank to be used for payment

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Use of deal rates for foreign transactions

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Below are the steps on how to use the deal rate, use transaction code OB08

Change View "Currency Exchange Rates": Overview

1. Look for D on column Exchange rates

2 Hit "Copy as" button

3. Enter date on ValidFrom column:

4. Enter Ratio (from): 1 (sample)

5. Enter From: USD (sample)

6. Enter Direct quotation: 9.72900 (sample)

7. Enter Ratio (to): 1,000 (sample)

8. Enter To: IDR (sample)

Hit save & close.

8. Hit payment run button

9. Tick mark on Start immediately

Hit enter.

10. Click status button to refresh

11. Ensure that there is result shown

Example: Posting orders: 1 generated, 1 completed

Hit close.16

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Print Check Voucher

Enter transaction code ZFICV_H on the command field of SAP screen. Supply the required parameters & hit execute or F8. You should be able to produce print outs of check voucher similar with that attached below:

Check Voucher parameters:

1. Enter company code: 2100

2. Enter Fiscal Year:

3. Enter Payment method:

4. Enter Document type:

5. Enter Document #:

Hit execute of F8.

The check voucher must be submitted to SAP role ZFIS_TREASMGR for proper review & approval before running the payment file which interfaces with the bank’s online payment facility.

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What: Payment run

When: Daily

Prerequisite: Properly accomplished, reviewed & approved Payable Vouchers; daily check against available cash balance

Where: SAP


Why: To ensure complete, accurate & timely settlement of Accounts payable balances.

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Payment file

Enter transaction code ZFI_R001 on the command field of SAP screen. Supply the required parameters & hit execute or F8. You should be able to produce either a report or download a file to be interfaced with the bank’s online payment facility:

FI Payment file parameters:

1. Enter Company code: 2100

2. Enter Run date:

3. Enter Run ID: 5-digit numeric characters from payment run

4. Enter House bank:

5. Enter Account ID:

6. Enter Payment method:

7. Enter Currency:

Select processing type:

Either as report or download payment file

Hit execute of F8.

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What: Payment file

When: Daily

Prerequisite: Properly accomplished, reviewed & approved Check Vouchers

Where: SAP


Why: To ensure complete, accurate & timely settlement of Accounts payable balances.

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Petty cash journal

The Banking team will take responsibility to perform the petty cash journal for URCi INDONESIA.

Here the analyst will receive the petty cash vouchers from various employees. Example of a payable voucher is attached below:

The Banking analyst will first ensure that the payable voucher is properly signed by the requestor, reviewed & approved by his/ her direct supervisor plus SAP role ZFIS_TREASMGR. Once the signatures are found, the banking analyst is now ready to perform the steps for petty cash journal.

Log-on to SAP and pull up transaction code FBCJ. Hit Enter. Follow the succeeding steps listed below in order to perform the basic business transactions in petty cash journal.

Setup of petty cash fund:

Cash Journal:

1. Enter Company Code:

2. Enter Cash Journal Code:

Hit Enter

Cash Receipts tab:

1. Enter amount:

2. Enter Business transaction:

3. Enter offsetting GL account:

4. Enter Text:

5. Hit enter

6. Hit save to park

7. Hit save to post

8. Hit display overview to review accounting entry

Close.

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Record of reimbursement:

Cash Journal:

1. Enter Company Code:

2. Enter Cash Journal Code:

Hit Enter

Cash Disbursement:

1. Enter amount:

2. Enter Business transaction:

3. Enter offsetting GL account:

4. Enter Text:

5. Enter cost center:

6. Hit enter

7. Hit save to park

8. Hit save to post

9. Hit display overview to review accounting entry

Close.

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What: Petty cash journal

When: Per transaction

Prerequisite: Properly accomplished, reviewed & approved Petty Cash Vouchers

Where: SAP

Who: SAP role ZFIS_CASHIER; ZFIS_TREASPVR; ZFIS_TREASMGR

Why: To ensure complete, accurate & timely issuance & recording of usage of petty cash funds.

Please send emails for questions, issues or further assistance to either [email protected] or [email protected]

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mailto:[email protected]

mailto:[email protected]

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BIN-ITPD-2100.04c User Reference Manual FI Module Banking

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