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Accounts Payable

To display changes made to a vendor master record in SAP, follow these steps: 1. Enter transaction code FK02 in the command field. 2. Enter the vendor number. 3. On the initial screen, select "Display" from the application toolbar. 4. The system will display all changes made to the vendor master data along with the user and date of change.

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94 views24 pages

Accounts Payable

To display changes made to a vendor master record in SAP, follow these steps: 1. Enter transaction code FK02 in the command field. 2. Enter the vendor number. 3. On the initial screen, select "Display" from the application toolbar. 4. The system will display all changes made to the vendor master data along with the user and date of change.

Uploaded by

preetijasmita
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© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Accounts payable (AP) are amounts due to vendors or supplier for goods or services

received that have not yet been paid for. The sum of all outstanding amounts owed to

vendors is shown as the accounts payable balance on the company's balance sheet.

A/P Process Flow:


Material Requirement Planning: Accounts Payable cycle start whenever
we found any shortage or requirement of material or service in any
department within an organization.

Purchase Requisition: User Department will request to purchase


department for procurement of material or service by raising a purchase
requisition.

Request for Quotation: Purchase department request for quotation from open
market from different vendors

Vendor Selection:

Issue Purchase Order:

Goods Receipt:

Invoice Verification & Process:

Payment To Vendor
Journal Entries Related to Accounts
Payable

Purchase Order creation

No ENTRY
At the time of recording an invoice

Purchase A/C (Inventory) Debit


To Accounts Payable A/C (Vendor) Credit
Goods Receipt/Invoice Receipt Created

Inventory A/C Dr

To GR/IR A/C CR

At the time of paying an invoice


Accounts Payable A/C Debit
To Cash or Bank A/C Credit

How To Create a Vendor Account Group


(OBD3)
A vendor account group is a classifying feature of vendor master records in SAP ERP.
Vendor account groups in SAP enables to have separate purposes and different
field statuses for different vendor as per requirements.

Step 1) Enter Transaction Code SPRO in the SAP Command Field

Step 2) In the next screen, Select ‘SAP Reference IMG’ button

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Step 3) In the next screen, ‘Display IMG’ Select the menu path
Financial Accounting ->Accounts Receivable and Accounts Payable -
>Vendor Accounts -> Master Data ->Preparations for Creating Vendor
Master Data->Define Account Groups with Screen Layout(Vendors)

Step 4) In the next screen , Select the ‘New Entries’ Button from
Application Menu bar
Step 5) In the next screen , Enter the Following

1. Enter a Unique key as Account Group key


2. Enter a short description for the Account Group
3. Check this for creating Account Group for OneTime Vendors
4. Select the Master Data Section for which you want to maintain the
Field Status

Step 6) Press ‘Edit Field Status’ button to maintain the field status of the
selected Master Data Section
Step 7) In the next screen , Select the Group of fields for which you want to
maintain Field Status

Step 8) In the next screen , Maintain the Field Status of Fields of the
selected Group
Similarly , you can maintain field status of other Master Data Section and
their Groups. After Maintaining the Field Status , Press ‘Save’ in the SAP
Standard Menu to Create the Account Group

Step 9) In the next screen, Enter the Customizing Request Number Create
the Vendor Account Group.
How to create number ranges
for vendor accounts in SAP
Navigation of Number Ranges for Vendor Accounts

Transaction
Code XKN1

SPRO > IMG > Financial Accounting > Accounts Receivable & Accounts
SAP IMG
Payable > Vendor Accounts > Master data > Create number ranges for
Menu
vendor accounts

Configuration steps
Step 1 : – Enter SAP T-code “XKN1” in the commend field and press enter to
continue.
Step 2 : – On range maintenance vendor screen, click on change intervals
button to create new number ranges for vendor accounts.

Step 3 : – On maintain Intervals: Vendor overview screen, click on insert line


option for maintaining the new number ranges for vendor accounts.

Step 4 : – On maintain interval vendor screen, update the following details.


 No : – Enter 2 digits key that identifies the vendor account number range interval in
SAP.
 From No : – Update the starting number of intervals, for e.g. 0000005000
 To Number : – Update the last number of intervals, for e.g. 0000005999
 Ext : – Check this option only if the number range interval is applicable for external
assignment.

After maintaining all the required details, choose save button and save the
configured details.
Assign Number Ranges to
Vendor Account Groups in SAP
Navigation

Transaction
Code OBAS

SPRO > IMG (Implementation Guide for R/3 Customizing) > Financial
IMG Menu Accounting (New) > Accounts Receivable & Accounts Payable > Vendor
Accounts > Master Data > Assign Number Ranges to Vendor Account groups.

Step 1 : – Enter SAP transaction code “OBAS” in the SAP commend field and
enter.
transaction code “OBAS” in the SAP commend field and enter.

Step 2 : – On change view “Assign vendor account groups – number ranges


overview screen, click on position button and enter vendor account group key
in the given field, so the vendor account group key displays on top of the
screen.
Now assign number range key T1 for T001 (domestic vendors) as shown
below image.

Click on save button and save the configured details.

Define Tolerance Group for


Customers / Vendors in SAP
How to Define Tolerance group for customers / vendors in SAP

Tolerance group enables the users to process transaction with the payment
difference of gain or loss that defined as per tolerance group for customers
and vendors in SAP.
Configuration steps
 Transaction code: – OBA3
 Menu Path: – SPRO > SAP Reference IMG > SAP Customizing Implementation
guide –> Financial Accounting (New) —> Accounts Receivable & Accounts Payable
—-> Business Transactions —–> Outgoing Payments ——> Manual Outgoing
Payments ——-> Define Tolerances for customers and vendors.
Step 1) Enter T- code “OBA3” in the SAP commend field and enter.
Step 2) On change view Customers/Vendors tolerances overview screen,
click on “New Entries” button to define new tolerance groups for vendors and
customers as per the requirements.

Step 3) On new entries customer and vendor tolerances screen, update the
following details.
1. Company Code: – Update the company code for which you would like to define
tolerance groups.
2. Tolerance group: – It is not required to update the tolerance group key, just update
the description text of tolerance group.
3. Permitted payment difference: – Update the payment differences of gain & loss with
amount and percentage i.e 500 percentage and 1% adjustment by 100.
This means the user can process the business transaction with the payment
difference of 500 with gain or loss of 1 percentage. The SAP system doesn’t
allow to process the transaction above the payment differences amount.
After maintaining all the required details of customer and vendor tolerances,
click on save button and save the implemented tolerance group details.

Successfully we have defined tolerance group for customers and vendors in


SAP.

Create Vendor Master Data


Step 1) Enter Transaction code FK01 in SAP Command Field
Step 2) In the Initial Screen, Enter

1. Select Account Group


2. Enter the Company code in which you want to create the vendor
3. Enter unique Vendor id according to number range in Account Group You
can also leave the Vendor field blank. The system will assign a number
when the data is saved

Optional – In the Reference section:

1. In the Vendor field, you can enter a reference Vendor if the details are
similar to the new Vendor.
2. In the Company Code field, you can enter the reference Vendor’s
company code.

In this tutorial we will create a vendor without a reference. Click the Enter
button.

Press Enter
Step 3) In the next screen, In Address Tab Enter the Following

1. Enter the name of the Vendor


2. Enter Search Term ,for searching the Vendor Id
3. Enter Street/House Number
4. Enter Postal code/City
Step 4) Next in the Account Control section page Enter the Corporate Group if
the Vendor belongs to a corporate group enter the group key
Step 5) Next in the Account Management Section

1. Enter the Reconciliation Account


2. Enter the Cash Management Group

Step 6) Next in Payment Accounting Section , Enter the Payment Terms

Step 7) Choose Save from the Standard Toolbar

Check the Status bar for Confirmation of successful creation of Vendor Master.
Post Purchase Invoice
Use the T-code FB60 for an incoming invoice or go to Accounting → Financial
Accounting → Accounts Payable → Document Entry → Invoice.

Enter the company code you want to post this invoice to and press Enter. It will
open a new window. Enter the following details −

 Vendor ID of the vendor


 Invoice Date
 Amount for Invoice
 Tax Code for the Tax Applicable
 Tax Indicator "Calculate Tax"

Go to the Payment tab and enter the Payt terms like pay immediately, after 14 days,
etc.
In Item details, enter the following details −

 Purchase Account
 Select Debit
 Amount for the Invoice
 Check Tax code
After entering these details, click Check the Status of the Document and thereafter,
click the Save button at the top.

Post Outgoing Vendor Payment

Use the T-code F-53 or go to Accounting → Financial Accounting → Account


Payable → Document Entry → Outgoing Payment → Post.
In the next screen, input the following details −

 Select the Document Date.


 Select the Company Code.
 Select the Payment Currency.
 Select the Cash/Bank Account in which Payment is to be credited and
Payment Amount.
 Select the Vendor Id of the receiving vendor.

Once you provide the above details, click Process Open Items.

Assign the payment amount to the appropriate invoice so as to balance the


payment with the invoice amount.
Click the Save button at the top to get the document number to be generated.

How to Display Changes in Vendor Master


Enter the Transaction Code FK04 in the SAP Command Field

In the next screen, Enter the Following

1. Enter the Vendor Account Number


2. Enter the Company Code

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