FI-ACCOUNTS PAYABLE

Accounts Payable (AP) is an important application of SAPFICO module that helps to record and manage accounting data of all
accounts payables and sundry debtors are called accounts receivable.

AP Accounts payable accounting is also called as sub-ledger accounting, as the business transactions are carried out individua
transactions that are processed in accounts payable are recorded directly in the general ledger account.

SAP FI accounts payable can be integrated with SAP FI – GL (General Ledger), FI-AA (Asset Accounting), SAP MM (Material Ma
are managed according to the vendors.
AYABLE
manage accounting data of all vendors. In SAP, sundry creditors are called

tions are carried out individually in the vendor accounts. All the
account.

unting), SAP MM (Material Management), etc. The deliveries and invoices

 Business Partner
SAP Business Partner is a person, organization, group of persons, or group of organizations that a company has a business inte
One would use this business object for a variety of business transactions. Most notably it is used in order processing. It is used
For individuals who have worked in SAP ERP, the SAP Business Partner replaces the SAP Objects Customer and Vendor as well
Personnel number.
While SAP Business Partner has been available in SAP CRM and SAP FI Contracts Accounts for quite some time, Business Partn
Payable and FI- Account Receivables.

SAP Business Partner Roles

The Business Partner Serves as a database of every person, group, or organization that is involved in a business. SAP Business
a company. These are referred to as Roles.

For example, if a partner is a Customer and a Vendor, both these roles can be supported by this Object. This prevents the syst
multiple objects. Rather than storing multiple objects, a Business Partner has roles added to account for additional data the P
play in your business.

Obsolete Transaction Codes

The following SAP ECC transactions are no longer available:
>>FD01 FD02, FD03, FD05, FD06, FDO-FI Customer
>>VD01, VD02, VD03, VD05, VD06 - SD Customer
>>XD01, XD02, XD03, XD05, XD06, XD07 - Customer Centrally
>>FK01, FK02, FK03, FK05, FK06, FK08 - FI Vendor Business Partner
>>MK01, MK02, MK03, MK05, MK06, MK12, MK18, MK19- MM Vendor Master Data
>>XK01, XK02, XK03, XK05, XK06, XK07 - Centrally
Note: Redirection to Transaction Code: BP

Table: BUTOOO (BP)

Table: KNA1 (Customer)
Table: LFA1 (Supplier) -
(T-Code: SE16N)

General Data Vendor Master Data

(FLVN00-FI)
(BP Role: 000000) (FLVN01 - MM)

Step to Configure Business Partner(Vendor Master - Configuration)

1 Define Account Groups with Screen Layout (Vendors) -T-code: OBD3
Display IMG -> Financial Accounting -> Accounts Receivable and Accounts Payable -> Vendor Accounts -> Master Data -> Prepa
Define Account Groups \with Screen Layout (Vendors)
2 Create Number Ranges for Vendor Accounts - T-code: XKN1
Display IMG -> Financial Accounting -> Accounts Receivable and Accounts Payable -> Vendor Accounts -> Master Data -> Prepa
Data -> Create Number Ranges for Vendor Accounts
3 Assign Number Ranges to Vendor Account Groups - T-code: DBAS
Display IMG -> Financial Accounting -> Accounts Receivable and Accounts Payable -> Vendor Accounts -> Master Data -> Prepa
Data -> Assign Number Ranges to Vendor Account Groups

BP Master & Link to Vendor Master - Config

1 Define Number Ranges-T-code: BUCF
Display IMG -> Cross-Application Components -> SAP Business Partner -> Business Partner -> Basic Settings -> Number Ranges
2 Define Groupings and Assign Number Ranges
Display IMG -> Cross-Application Components -> SAP Business Partner-> Business Partner -> Basic Settings -> Number Ranges
and Assign Number Ranges
3 Define Number Assignment for Direction BP to Vendor
Display IMG -> Cross-Application Components -> Master Data Synchronization -> Customer/Vendor Integration -> Business Pa
Integration -> Field Assignment for Vendor Integration -> Assign Keys -> Define Number Assignment for Direction BP to Vendo

Note:- If client requirement is same no. for both business partner and vendor/customer master
Define Vendor Number Range is Externally and BP Number Range is Internally.
rtner
a company has a business interest in.
in order processing. It is used to create both Sales and Purchase Orders.
Customer and Vendor as well as all other partner objects except for the HR

ite some time, Business Partner will now be used in SAP FI- Accounts

ed in a business. SAP Business Partners can serve different functions within

Object. This prevents the system from having to store redundant data for
ount for additional data the Partner needs to cover an additional role they

Business Partner
Master Data

BP)
omer)
lier) -

Vendor Master Data Customer Master Data

(FLVN00-FI) (FLCU00-Fl)
(FLVN01 - MM) (FLCU01-SD)

guration)
 counts -> Master Data -> Preparations for Creating Vendor Master Data ->

counts -> Master Data -> Preparations for Creating Vendor Master

counts -> Master Data -> Preparations for Creating Vendor Master

sic Settings -> Number Ranges and Groupings -> Define Number Ranges

ic Settings -> Number Ranges and Groupings -> Define Groupings

dor Integration -> Business Partner Settings -> Settings for Vendor
ment for Direction BP to Vendor

r
 Documents Posting and Display Line It
SAP Easy Access -> Accounting -> Financial Accounting ->Accounts Payable -> Document Entry
Vendor Invoice-T-code: FB60 or T-code: F-43
Vendor Credit Memo - T-code: FB65 or T-code: F-41
SAP Easy Access -> Accounting -> Financial Accounting ->Accounts Payable -> Account
Display/Change Vendor Line Items - T-code: FBL1N or
Display Balances - T-code: FD10N

Vendor Invoice - KR
Vendor Credit Memo-KG
isplay Line Items
e -> Document Entry
 Posting of Outgoing Payment(Manua
Payment processes in modern companies are being standardized and periodic payments runs are scheduled on specific days in
The automatic payment program (transaction F110) pays most of the vendor invoices, but in practice, manual payments are a

Example
1. Bank accounts for which the payment program is not configured.
2. Based on business requirement payment is needed before next scheduled payment run.
3. Vendor down payments.

In such cases, payment for vendor will be done manually and the bank documents will be posted using transaction F-53 and F
posted with these manual transactions will appear in the system with KZ document type.

The manual payment can be performed in two variants that will be explained further in this lesson:

Partial payment: it is used in cases when a partial payment for a certain open item is needed. The system will keep outstandin
(invoice) and the partial payment until full outstanding amount will be settled.
Residual payment: it is related to partial payments also, but the original open item (invoice) is cleared with the residual payme
outstanding document.

Inv Amt 1000

Part Pay. 600
Bal 400
yment(Manual)
e scheduled on specific days in order to pay vendor invoices.
actice, manual payments are also need in many cases.

d using transaction F-53 and F-48 (for down payments). The documents

he system will keep outstanding both documents: the original open item

eared with the residual payment and the system will create a new
 Reverse/Reset Cleared Invoice
When working with daily accounting activitiy it’s not unusual for the occassional error to occur in data input. SAP has many fe
errors but there are times when something is post incorrectly and as a result requires a way to fix the posting.
In this case a payment was made on a faulty vendor invoice so I will demonstrate first how to reverse the clearing document(t
documents in order to get the accounting balances back to where they were before the faulty invoice was post.

Tcode: FBRA
SAP Easy Access -> Accounting -> Financial Accounting -> General Ledger -> Document -> Reset Cleared Items
red Invoice
n data input. SAP has many features in place to help prevent data input
x the posting.
verse the clearing document(the payment) and then reverse required FI
voice was post.

Cleared Items
 Special G/L Transactions(Vendor Down Pa
Down payment or in other words, Advance payment is one of the types of Special G/L transactions in SAP.

Special G/L transactions are transactions in the Accounts receivable and Accounts payable, which are displayed separately in t
internal reasons or for certain report purposes

Example
1 Advance To Vendor A/c Dr. 10,000
To Cash/Bank A/c 10,000

2 Purchase A/c Dr. 30,000

To Vendor A/c 30,000

3 Vendor A/c Dr. 30,000

To Advance To Vendor A/c 10,000
To Cash/Bank A/c 20,000

Down Payment Made (Configuration) Accounts Payable Vendors

1. Create a Reconciliation Account for Vendor Down Payment - T-code- FS00

SAP Easy Access -> Accounting -> Financial Accounting -> General Ledger -> Master Records -> G/L Accounts -> Individual Proc

2. Define Reconciliation Account for Vendor Down Payments - T-code: OBYR

IMG -> Financial Accounting -> Accounts Receivable and Accounts Payable -> Business Transactions -> Down Payment Made ->
for Down Payments

Special G/L indicator - F - Down Payment Requests

Special G/L indicator - A - Down Payments, Current Assets

3. Down Payment Made (End-User) Accounts Payable (Vendors)

SAP Easy Access -> Accounting -> Financial Accounting Accounts Payable -> Document Entry -> Down Payment

4. Down Payment Request-T-code: F-47

Display Line items as Noted item - T-code: FBLIN

5. Down Payment-T-code: F-48

The down payment request as Noted item has been cleared
It Is now an Open item as Special G/L transaction - T-code: FBLIN

6. Clearing - T-code: F-54

Post Vendor Invoice - T-code: FB70
Enter the posted invoice number as a reference for vendor down payment clearing
ndor Down Payment)
ons in SAP.

h are displayed separately in the general ledger and the sub ledgers due to

G/L Accounts -> Individual Processing -> Centrally

ons -> Down Payment Made -> Define Alternative Reconciliation Accounts

Down Payment
 Clearing Differences
Sometimes when a Clearing document is posted, Some posting Amount-rounding-differences Occur.
This difference can be posted to a G/L Account. It could be expense or revenue.

Example 1 When You Buy Goods from Vendor Rs. 1500.

Purchase A/c Dr. 1,500
To Vendor A/c 1,500

2 Pay Amount to Vendor Rs. 1300 Out of 1500.

Vendor A/c Dr. 1,500
To Rev.Clearing Difference 200
To Cash/Bank A/c 1,300

Clearing Differences (Configuration) T.Code

1 Create Clearing Difference Accounts for Clearing Differences FS00
2 Assign Clearing Difference Account Postings OBXL
3 Define Tolerance Groups for G/L Accounts OBAO
4 Define Tolerance Groups for Employees OBA4
5 Define Tolerance Groups for Vendor/Customer OBA3
6 Post Vendor Invoice FB60
7 Check Vendor Line-Item Display FBL1N
8 Posting Outgoing Payment F-53
rences
ccur.
 Terms of Payment
Terms of Payment are conditions agreed between business partners for the payment of invoices. The conditions define the du
the invoice within a certain period.

Example Purchase Order Placed on 1st Jan.

Goods Received on 5th Jan.
Vendor Invoice Date is 5th Jan.
Invoice Posted in SAP on 10th Jan but entered on 15th Jan.
Credit Period is 10 Days
Date Baseline Date Due Date
Document Date 1/5/2022 1/15/2022
Posting Date 1/10/2022 1/20/2022
Entry Date 1/15/2022 1/25/2022

Terms of Payment (Configuration) T.Code

1 Maintenance of Terms of Payment OBB8
IMG-->Financial Accounting-->Accounts Receivable and Accounts Payable-->Business Transactions-->incoming Invoices/Credit
Click on "New entries"
Create Four Payment Terms
Y001 - 10 DAYS No Default (Baseline Date)
Y002 - 10 DAYS Document Date (Baseline Date)
Y003 - 10 DAYS Posting Date (Baseline Date)
Y004 - 10 DAYS Entry Date (Baseline Date)

2. Post Four Vendor Invoice with Four Payment Terms.

A. Buy Goods from Vendor Rs. 1000.
Purchase A/c Dr 1000
To Vendor Cr 1000

Installment Payment Terms(FIXED)

Y006 Due on 10 Days

Y005

Y007 Due on 20 Days

Y008 Due on 30 Days

1 Maintenance of Terms of Payment OBB8

IMG-->Financial Accounting-->Accounts Receivable and Accounts Payable-->Business Transactions-->incoming Invoices/Credit
Click on "New entries"
Create Four Payment Terms
Y005 – Installment Payment Terms
Y006 – Due 10 DAYS Document Date (Baseline Date)
Y007 – Due 20 DAYS Document Date (Baseline Date)
Y008 – Due 30 DAYS Document Date (Baseline Date)

2. Define Terms of Payment for Installment Payments -TC - OBB9

IMG->Financial Accounting->Accounts Receivable and Accounts Payable->Business Transactions->Incoming Invoices/Credit Me
Payments

Day Wise Payment Terms

Example:
· 1 to 10 Transactions are paid on 20th of the same month.
· 11 to 20 Transactions are paid on month's 30 th of the same month.
· 21 to 31 Transactions are paid on next month's 10 th .

Y009
Y009 Y009 Y009
From 1 TO 10 DAYS From 11 TO 20 DAYS From 21 TO 31 DAYS

1. Create Three Payment Terms with Same Name

Maintenance of Terms of Payment - TC - OBB8
IMG-->Financial Accounting-->Accounts Receivable and Accounts Payable-- >Business Transactions-->incoming Invoices/Credit
Click on "New entries"

Cash Discount in Payment Terms

1. Purchase Goods from Vendor Rs. 1000
Purchase A/c Dr 1000
To Vendor A/c 1000

2. If Vendor Pay within 10 days (10% Cash Discount)

Vendor A/c Dr 1000
To Cash/bank A/c Cr 900
To Cash Discount Rec. A/c Cr 100

Cash Discount (Configuration) Tcode

1. Creation of G/L Account (Cash discount) FS00
2. Assignment of Cash Discount A/c OBXU
3. Maintain Terms of Payment OBB8
4. Invoice Posting FB60
6. Check Vendor Line-Item FBL1N
7. Outgoing Payment F-53
ayment
es. The conditions define the due date and the cash discount offered for payment of

ons-->incoming Invoices/Credit Memos-->Maintain Terms of Payment

ons-->incoming Invoices/Credit Memos-->Maintain Terms of Payment

 s->Incoming Invoices/Credit Memos->Define Terms of Payment for Installment

tions-->incoming Invoices/Credit Memos-->Maintain Terms of Payment

 Alternative Reconciliation Accounts
We have one vendor he provides service and supply of goods to the company and Company requirement to show both liabiliti
Statement.
1. S. Creditors - Goods
2. S. Creditors – Services

Service
xyz
Vendor
Supply

1. Create Service Reconciliation Account - FS00

Menu Path: Accounting -> Financial Accounting -> General Ledger ->Master Records -> Individual Processing->Centra

2. Define Alternative Reconciliation Accounts

IMG->Financial Accounting->Accounts Receivable and Accounts Payable->Business Transactions->Postings with Alternative Re
Alternative Reconciliation Accounts
tion Accounts
uirement to show both liabilities separately like below in Financial

dividual Processing->Centrally

->Postings with Alternative Reconciliation Account->Define

 HOUSE BANK
The house banks of your company are the banks that your company has an account with. You can use them to process payme
In the SAP system, house banks have the following characteristics:

1.They are assigned to company codes.

2.Each company code can have multiple house banks.
3.Each house bank of a company code is represented by a bank ID.
4.Every account at a house bank is represented by an account ID.

Bank Key :- It Represent Particular Branch of Bank and it’s a unique key used by bank for transfer money online.
Accounts ID :- It Represent Particular Bank Account at a particular Branch.

Step to Configure House Bank

1. Create GL for Bank Accounts - FS00
Menu Path: Accounting -> Financial Accounting -> General Ledger ->Master Records -> Individual Processing->Cen
2. Creation of House Bank - FI12
IMG->Financial accounting -> Bank accounting -> Bank accounts -> Define house banks

3. Assign House Bank and Account ID in GL Master

SAP-Cheque Configuration
1 Creation of Cheque lots FCHI
2 Purchase invoice posting FB60
3 Payment of invoice using Bank Account F-53
4 Manual check updating FCH5
5 Display Check register FCHN
6 Check encashment date updating FCH6
7 Unused checks cancellation FCH3
8 Creation of Void reason FCHV
9 Issued checks cancellation FCH8
NK
an use them to process payment transactions.

for transfer money online. Example IFSC, Swift Code.

Individual Processing->Centrally