Advanced AP Processing

Advanced AP

Course Objectives

Describe new SAP Accounts Payable terms

(pg 4-10)

Give an overview of the AP process and invoice

processing (pg 11-30)
You will be introduced to the following processes:

Parking vendor invoices/credit memos F-63/F-66 (pg 31-35)

Releasing Blocked Documents MRBR (pg 36)
Invoice processing F-30/F-44 (pg 37-40)
Good receipt/invoice receipt account maintenance MR11 (pg 41)
Cancel invoice documents MR8M (pg 42-43)
Document processing FB08/FBRA/FB02 (pg 44-47)
Payment processing F110/F-58 (pg 48-52)
Check processing FCH1/FCH2/FCH8/FCH7/FCHN (pg 53-57)

Advanced AP

Course Overview
Accounts
Accounts
Payable
Payable
Transaction
Transaction
Processing
Processing

Overview
Overview
Park
Park vendor
vendor invoices/
invoices/
credit
credit memos
memos
Invoice
Invoice processing
processing
Goods
Goods receipt/invoice
receipt/invoice receipt
receipt
account
account maintenance
maintenance
Cancel
Cancel invoice
invoice documents
documents
Document
Document processing
processing
Payment
Payment processing
processing
Check
Check processing
processing

Advanced AP

New Terms
Vendor Master Record contains information needed to
service a vendor account and is divided into general,
company code, and purchasing organization data.
Park a document You can use document parking to enter
and store (park) incomplete documents in the SAP System
without carrying out extensive entry checks.
Parked documents can be completed, checked, and then
posted at a later date. When documents are parked, data
is not updated.
Save (Park) as completed After entering the document
you can Save as completed. SAP will make sure all of the
appropriate fields are filled in and that the document can
be posted but the document will still be parked.
The difference between Parking only and Save as complete
is Save as complete will hit funds management
Advanced
(only posting will update the
G/L). AP
4

New Terms
Header - Contains data that applies to the whole
document such as vendor, document date,
document type, document number, company code,
and posting date.
Line Item - Contains the individual entries or
postings (either debit or credit) made to each
account. It includes an amount, an account
number, the assignment to debits or credits and
additional information depending on the transaction
to be posted.
Posting Key - A two-digit numeric key that
determines the way line items are posted. This
key determines several factors including the:
Account type
Type of posting (debit or credit)

Advanced AP

New Terms

Purchase Order - a request from the purchasing

organization to a vendor to provide a specified
quantity of goods or services within a specified time.
It provides the vendor with a reference document to
link to the shipping (goods receipt) and invoicing
(invoice verification) processes.
Blanket Purchase Order - This type of purchase
order does NOT require a goods receipt/service
entry sheet against it. It is normally issued for a
specified value to be used against incoming invoices
for a period of time.
Invoices processed against a blanket purchase order
will require a signature from the department to
authorize payment.
Advanced AP
6

New Terms
Goods Receipt - a document that acknowledges
the receipt of a material from a supplier.
It is another of three documents in the threeway match that must be recognized in order for a
vendor to be paid (along with purchase order and
vendors invoice).
Service Entry Sheet - a document that
acknowledges the receipt of a service from a
supplier.
It is another of three documents in the threeway match that must be recognized in order for a
vendor to be paid (along with purchase order and
vendors invoice).
Advanced AP

New Terms
Invoice - A document (bill) prepared by the seller
for services or to inform the buyer of the charge
for product purchased and shipped by the seller.
It includes content, price and quantity of goods.
Invoice Verification (3-way Match) - Invoice
verification is the entry and checking of incoming
vendor invoices. Vendor invoices are compared
with the purchase order and the goods receipt,
and are checked for content, price, and quantity.

Advanced AP

New Terms
Open Items - Incomplete transactions, such as a
vendor invoice which has not been paid. In order
for an open item transaction to be considered
complete, the transaction must have been cleared.
Clearing - A procedure where open items in an
account are marked cleared. Most open items will
be cleared through payment processing. The
balance of open items can be matched manually
and cleared. Open items can be cleared if debits
and credits balance to zero.

Advanced AP

New Terms
GR/IR Clearing Account - The GR/IR account is a
general ledger account that includes postings for
goods received but not yet invoiced, and also
postings for goods invoiced but not yet received.

Advanced AP

10

AP Process Changes:
The Vendor master will be centrally maintained by
the auditors office.
Employee advances and reimbursements will default
to HR address.
Documents will be Parked as complete for non PO
processed invoices and posted but blocked for
payment for PO processed invoices regardless of
where entered.
Invoices will be entered at source and parked as
complete or posted with a payment block until the
Accounts Payable auditors review for completeness,
correctness, and posts or releases payment block to
allow payment to be made.
Advanced AP
11

Components of FI & CO
FI

General
Ledger

The Top book of financial

records

FI

Accounts
Payable

Manages vendor invoices

FI

Accounts
Receivable

Manages customer billing

FI

Asset
Accounting

Manages fixed assets and

depreciation

CO

Controlling

Manages responsibility accounting

Advanced AP

12

What Goes Where

HR/Materials
Management
Modules
PAYROLL

PURCHASING

INVENTORY
MANAGEMENT

FI Module
ASSETS
ACCOUNT
S
PAYABLE

ACCOUNTS
RECEIVABL
E

Advanced AP

Other
Financial
Modules

FUNDS
MANAGEMENT

CONTROLLING

GRANTS
MANAGEMENT

13

What is Master Data?

Master Records
2000
1999
1998

G/L Accounts
Customer Master
Vendor Master
Bank Master
Asset Master
Cost Centers
Internal Orders

Is shared across functional areas

A Template for transactional data

Advanced AP

14

Vendor Master Record

General data
Vendor Name
Vendor Address

Company
code data
Accounting info.
Payment terms

Purchasing org.
data
Purchasing data

Advanced AP

15

Vendor Master Record

-G/L reconciliation account
-Withholding tax
-Reference data
-Default data for tax
reports

Vendor Contact Info

Vendor
Master
Record

Accounting Info

-Record invoices
-Manage payables
-Create purchase orders
-Manage purchase orders

Vendor Address

Accounting/Purchasing
Process

Advanced AP

16

Accounts Payable Cycle

(Invoices processed against a PO)
1.
1. Obtain
Obtain Goods/Services.
Goods/Services.
10.
10. Payment
Payment generated.
generated.
9.
9. Invoice
Invoice is
is released
released and
and
available
available for
for payment.
payment.
8.
8. Audit
Audit reviews
reviews the
the listing
listing of
of
blocked
blocked documents.
documents. (Control Point)
7.
7. Post
Post the
the invoice
invoice document
document
with
with aa payment
payment block
block to
to AP
AP
Audit
Audit for
for review.
review.

2.
2. Enter
Enter Invoice
Invoice Document
Document
referencing
referencing the
the PO.
PO.
3.
3. 3-way
3-way match
match (invoice
(invoice verification).
verification).
Successful
Match

Match Fails

4.
4. Document
Document is
is parked.
parked.

5.
5. Parked
Parked documents
documents are
are
reviewed
reviewed with
with assistance
assistance of
of
(Control
buyer
buyer and
and requisitioner.
requisitioner. Point)

6.
6. Corrections
Corrections are
are made
made to
to
the
the invoice
invoice document
document or
or
to
to the
the purchase
purchase order.
order.

Advanced AP

17

Accounts Payable Business Process Overview

Accounts
Payable
Process

The Accounts Payable (A/P) application component records

and manages accounting data for all vendors.
It is tightly integrated with the procurement, delivery and
processing of vendor invoices.
For PO based billing, the transaction flow of a vendor
relationship starts with the purchase requisition and
purchase order, followed by goods receipt and subsequent
invoice receipt, and ends with the payment of the vendor
invoice.
Advanced AP
18

Process Flow Invoice Verification

Purchase Order
Goods Receipt
Invoice Receipt

Purchase Order

Goods Receipt
(GR)

Accounts Payable
Invoice Receipt
(IR)

3-way
match:

(Control
Point)

Purchase order
Goods receipt/
Service Entry Sheet
Invoice

Payment

Invoice Verification process occurs within MIRO.

Advanced AP

19

Invoice Payment:
2-Way Match

Purchase Order
Invoice Receipt

(For Blanket Purchase Orders)

Purchasing Group

Purchase Order
Invoice Receipt
(IR)

Accounts Payable

2-way
Match

PAYMENT

Note: All 2-way match invoices require a physical signature on them prior to
payment being made.

Advanced AP

20

Accounts Payable Business Process Overview

Accounts
Payable
Process

When the invoice is entered against a vendor sub-ledger

account, it has a corresponding impact in the general
ledger. It is also matched against both the purchase
order and the goods receipt to confirm the quantity and
value.
If the invoice is incorrect, it is parked pending resolution
of problem. If it matches the expected quantity and
amount, it is posted with payment block pending AP Audit
review.
Advanced AP
21

Accounts Payable Business Process Overview

Accounts
Payable
Process

Balance lists, journals, balance audit trails, and other

internal evaluations are available for documenting
transactions in A/P.
Business transactions include entries such as general
ledger journals, customer invoices, and vendor payments.
In A/P, the emphasis is on vendor transactions. Each
transaction will create a document with a unique number
and will provide a complete audit trail.
Advanced AP
22

Accounts Payable Business Process Overview

Accounts
Payable
Definitions

A document generally consists of a document header and at

least two line items. While a document may have multiple
line items, it must have a balanced entry.
The document header contains data that identifies a
document and applies to the entire document. For example,
vendor, document date, document type, document number,
company code, posting date, period, etc.
Advanced AP

23

Accounts Payable Business Process Overview

Accounts
Payable
Definitions

The line items generally include an amount, an account

number, credit or debit assignment, and additional details
specific to the transaction being posted.
There are two types of documents:
Original documents for example, receipts, invoices, checks,
bank statements.
Processing documents accounting documents, sample
documents, recurring entry documents, which are primarily
used to simplify document entry.
Advanced AP
24

Document Types
A document type represents a key that is used to classify accounting
documents and distinguishes between business transactions to be
posted. The document type is entered in the document header and
applies to the whole document.

(Customer View)

Advanced AP

25

Document Types
Accounts
Payable
Definitions

Document types help manage accounting documents and are

located on the header portion of every document.
The document type is used to distinguish between different
business transactions and to control document number
assignment.
Some transactions will automatically default to a document
type. For other transactions, you will be required to enter a
document type.
Advanced AP

26

AP/AR Document Types/Ranges

Description

Doc
Type

Start Doc #
Range

End Doc #
Range

Asset posting

AA

0100000000

0199999999

Customer document reversal

DA

0700000000

0799999999

Customer credit memo

DG

1600000000

1699999999

Customer invoice

DR

1800000000

1899999999

Vendor document reversal

KA

800000000

899999999

Vendor credit memo

KG

1700000000

1799999999

Vendor invoice

KR

1900000000

1999999999

Vendor payment (Payment through F-58)

KZ

1500000000

1599999999

Invoice - gross

RE

5100000000

5199999999

Goods receipt

WE

5000000000

5099999999

Recurring Customer Invoice

ZI

2100000000

2199999999

Recurring Vendor Invoice

ZL

2600000000

2699999999

Payment Posting

ZP

2000000000

2099999999

Advanced AP

27

Vendor Invoice Information

You
You will
will enter
enter some
some invoice
invoice
data,
data, while
while other
other
information
information is
is copied
copied from
from
the
the purchase
purchase order,
order,
purchase
purchase order
order history,
history, and
and
tax
tax configuration.
configuration.

AW
Acme
AcmeBrick
Brick
39
39Second
SecondSt.
St.
Fort
FortWorth,
Worth,TX
TX76102
76102
ABC
ABCCorporation
Corporation
672
672Lancaster
LancasterAve.
Ave.
Dallas,
Dallas,TX
TX19010
19010

Purchase
Purchase order
order

Concerning
Concerningyour
yourpurchase
purchaseorder
order45000895
45000895of
of
04/06/04,
we
delivered
the
following
04/06/04, we delivered the followinggoods:
goods:

Invoice
Invoice items
items

VGE-raw
VGE-raw 11
VGE-sem
VGE-sem11

Material
Material
Quantities
Quantities

10,000
10,000pcs.
pcs.
300
300lbs.
lbs.

plus
plus8.75%
8.75%TAX
TAX

Invoice
Invoice##9567
9567
05/03/04
05/03/04

$$ 2,500
2,500
$$ 1,500
1,500
_________
_________
$$ 4,000
4,000
$$ 560
560
_________
_________
$$ 4,560_
4,560___

Unit
Unit of
of measure
measure
Terms
Terms of
of payment
payment

Payable
Payablewithin
withinaaperiod
periodof
of20
20days
daysfrom
fromdate
dateof
ofinvoice.
invoice.
2%
cash
discount
for
payment
within
10
days.
2% cash discount for payment within 10 days.
Account
Accountno.
no.11223344
11223344Nord
NordLb
Lb(code
(code300
300210
21055).
55).

Advanced AP

Vendor
Vendor
Reference
Reference
(Invoice
(Invoice Number)
Number)
Document
Document date
date
Amount
Amount per
per item
item
Tax
Tax amount
amount
Invoiced
Invoiced amount
amount
Tax
Tax rate
rate
Bank
Bank data
data

28

Invoice Processing
When invoices have been received from a vendor
referencing a Purchase Order number, those invoices
are to be entered against that Purchase Order.
A 3-way match between the Purchase Order values and
quantities and the Goods Receipt quantities is made with
the invoice quantities/values.

Advanced AP

29

Invoice Processing (cont)

Documents are to be completed (posted) within a
reasonable time frame to ensure that the vendor
account activity is accurately maintained.
When credit memos are received referencing a
Purchase Order, the same 3-way-match procedure is
followed. However the match is between the Purchase
Order and the quantities/values invoiced to date with
those on the credit Memo.

Advanced AP

30

Process to Park & Post

Complete
parked
document

Park as
Complete for
review and
FM posting

Accounting personnel
Park
incomplete
invoice/credit
memo

Control Point

Post parked
documents
(individually or in
mass) to make
available for
payment processing
and hit the GL
Accounts Payable
Manager or
Auditor

Accounting personnel

Advanced AP

31

Document Parking
You can use document parking to enter and store (park)
incomplete documents in the SAP System without
carrying out extensive entry checks.
Parked documents can be completed, checked, and then
posted at a later date. Parked documents receive a
document number. When documents are parked, data is
not updated.

Advanced AP

32

Document Parking (cont.)

You can display parked documents in the document
journal or in the line item display.
Data in parked documents is deleted when posted. When
documents are posted to an account, the system
automatically updates the account balance.

Advanced AP

33

Document Parking (cont.)

Save (Park) as completed After entering the
document you can Save as completed. SAP will make sure
all of the appropriate fields are filled in and that the
document can be posted but the document will still be
parked.
The difference between Parking only and Save as
complete is Save as complete will hit funds management
(only posting will update the G/L).
Only when the parked document is posted will a financial
document be created. Audit will review and post
documents making the document available for payment.

Advanced AP

34

Document Parking (F-63/F-66)

F-63
F-63 and
and F-66
F-66 will
will
only
only be
be used
used to
to
process
process invoices
invoices
for
for assets
assets not
not
purchased
purchased on
on aa
purchase
purchase order.
order.

Transaction F-63 is used to park or save as complete a

Vendor Invoice.
F-66 is used to park or save as complete a Vendor
Credit Memo.
Advanced AP

35

Releasing Blocked Documents (MRBR)

Blocked
Vendor
Document

OK
Review

Release for payment

Approval

All invoices that meet the 3-way-match are automatically blocked for
payment when posting is complete. The entry clerk manually blocks all
credit memos.
This is done so that Audit can review documents prior to payment to
vendors.
Audit will review and either release or request corrections of the
documents so that invoices for each vendor are accurately
maintained.
Advanced AP
36

Document Posting
Posting creates a document and saves the data. Before
saving the data, the SAP System performs consistency
checks. If an error occurs, the data is not saved, but
displayed for correction.
To post a document, the debits and credits must
balance to zero. This updates the account balances.
Open items are incomplete transactions.
In order for an open item transaction to be considered
complete, the transaction must have been cleared. A
transaction is considered cleared when an offset value
is posted to an item or group of items, so that the
resulting balance of the items is zero.
Advanced AP

37

Posting an Invoice
Invoice
(relating to
purchase
order)
Post
A
XX

Material Master Record

Moving average price
Value

XX

Purch. order history

Goods receipts
Invoices

When
When an
an invoice
invoice is
is
posted,
posted, an
an accounting
accounting
document
document is
is created.
created.
Appropriate
Appropriate transactions
transactions
are
are posted
posted to
to the
the
general
general ledger.
ledger.

Doc. No. 5105600xxx

Vendor
GR/IR

100 100 +

The
The material
material master
master record
record and
and purchase
purchase order
order
history
history are
are updated
updated when
when the
the invoice
invoice is
is posted.
posted.

Advanced AP

38

Post and Clear Vendor Account (F-30)

Most
Most open
open items
items will
will be
be cleared
cleared
through
through payment
payment processing.
processing. The
The
balance
balance of
of open
open items
items can
can be
be matched
matched
manually
manually and
and cleared.
cleared.
F-30
F-30 allows
allows you
you to
to select
select two
two or
or
more
more accounts,
accounts, then
then select
select debit
debit
and
and credit
credit amounts
amounts across
across these
these
accounts
accounts for
for clearing
clearing against
against each
each
other.
other.
Activate
Activate or
or deactivate
deactivate
line
line items.
items.

Total
Total balance
balance
should
should be
be
zero.
zero.

Advanced AP

39

Clear Vendor Account (F-44)

F-44
F-44 differs
differs from
from posting
posting with
with
clearing
clearing in
in that
that you
you can
can only
only
clear
clear open
open items
items from
from one
one
account
account and
and you
you do
do not
not need
need to
to
enter
enter aa document
document header.
header.

Activate
Activate or
or deactivate
deactivate
line
line items.
items.

Total
Total balance
balance
should
should be
be
zero.
zero.

Advanced AP

40

GR/IR Clearing Account

Transaction MR11 is used to review and maintain variances in the

GR/IR (Goods Receipt/Invoice Receipt) clearing account in order
to keep balances in the account at a reasonable level.
You select items and then post to make an offsetting entry to
clear that GR/IR account.

Advanced AP

41

Cancel LIV Invoice Document (MR8M)

Invoice documents in Invoice Verification are either
invoices or credit memos. These documents can be
cancelled using MR8M.
MR8M
For invoice cancellation, the system automatically
creates a credit memo.
For credit memo cancellation, the system automatically
creates an invoice.

Advanced AP

42

Cancel LIV Invoice Document (cont)

An invoice document can only be cancelled if:
It was posted in Logistics Invoice Verification.
It has not already been cancelled.
It is not a cancellation document for another document.

To do a cancellation of a LIV document, you need to

have reviewed the document and the related Purchase
Order to determine that canceling is the correct
action to take in the situation.

Advanced AP

43

Reverse a Document (FB08)

Credit

Debit
You can reverse an incorrect document that has been
entered. Transaction FB08 is used to restore items
that were cleared that should not have been.
It also effects a change in the related accounts.
When a document is reversed the system automatically
generates reversing entries for each item that is
posted incorrectly.
Advanced AP
44

Reverse a Document (FB08)

Credit

Debit
To reverse a document :
It must contain no cleared items
It must contain only vendor, customer, or G/L line
items
It must contain only valid values, such as business
areas, cost centers, and tax codes
Advanced AP

45

Reset Cleared Items (FBRA)

You can reset cleared items that should not have been
cleared.
This process can be used to reset credit memos that
were incorrectly cleared against an invoice.
When resetting clearing postings, the clearing data is
removed from the line items and any reversal data is
removed from the document header.
Payment history and credit limit will be corrected when
needed after resetting cleared items.

Advanced AP

46

Change Document (FB02)

FB02
FB02 allows
allows you
you to
to adjust
adjust
changeable
changeable fields
fields in
in aa posted
posted AP
AP
or
or AR
AR document.
document.

Click
Click the
the withholding
withholding
tax
tax button
button to
to change
change
withholding
withholding tax
tax data
data
at
at the
the document
document level.
level.

Advanced AP

47

Payment Processing

(F110)

Information used by the Payment Program

Vendor
master record

Invoice
document

Online
parameters

General data

Vendor number

Payment due

Name

Payment terms

Address

Payment method

Selected Vendors
to be paid

Control

Payment block
Dollar Amount
Payment Method
Supplement

Selected company
codes
Next payment
date

Advanced AP

48

Payment Processing

(cont)

Payment Proposal Outputs

Proposal
data
Edit process

Proposal
list

Exceptions
list

Proposal
log

Advanced AP

49

Payment Processing
1

(cont)

Enter the payment program on-line parameters:

Who is to be paid? When?

Run date, run ID, payment method, posting date, company,
vendor accounts, next posting date, must be entered

Schedule Payment Proposal run:

Proposes items that are ready for payment and allows

optional edit to change or block payment proposals

Schedule Payment run to update FI:

Generates payment for proposed items

Schedule Print run:

Advanced AP

Payment media is produced

and sent to vendor

50

Payment Processing
Vendor
Master

Invoice
Doc.

Automatic
Payment
Run Program
F110

Basic
Basic
parameters
parameters

(cont)

Online
Online
parameters
parameters

Proposal Run

Edit
Edit Proposal
Proposal

Payment Run
Print Run
Payment
summary

Payment
advice

Bank transfer

Check

Advanced AP

51

Post Payments with Printout (F-58)

Use
Use only
only the
the
standard
standard tab.
tab.

F-58
F-58 allows
allows you
you to
to print
print
checks
checks without
without running
running the
the
payment
payment program
program or
or the
the print
print
program.
program.
You
You can
can post
post the
the payment
payment and
and
print
print the
the associated
associated check.
check.
This
This may
may be
be used
used to
to print
print
checks
checks outside
outside the
the normal
normal
payment
payment run.
run.
Select
Select invoices
invoices for
for
payment
payment by
by doubledoubleclicking
clicking on
on the
the
document
document line
line or
or use
use
activate
activate // deactivate
deactivate
buttons.
buttons.
Not
Not assigned
assigned amount
amount
should
should equal
equal zero
zero
before
before posting.
posting.

Advanced AP

52

Check Info
Aside from basic check information,
the system also provides the following:
Check recipient
Check issuer
Link to accompanying documents
Link to the payment document

Advanced AP

53

Display Check Information (FCH1)

FCH1
FCH1 is
is used
used to
to
display
display check
check
information
information including
including
check
check recipient,
recipient,
check
check issuer,
issuer,
payment
payment documents
documents
and
and any
any accompanying
accompanying
documents.
documents.
Click
Click the
the Payment
Payment
document
document button
button to
to
view
view the
the payment
payment
document
document (FB03).
(FB03).

Click
Click the
the Check
Check recipient
recipient button
button to
to
view
view vendor
vendor name,
name, city
city and
and state.
state.

Click
Click the
the Accompanying
Accompanying docs
docs
button
button to
to view
view associated
associated
invoice
invoice and
and payment
payment document
document
(FBL1N).
(FBL1N).

Advanced AP

54

Display Check Information Via Payment Doc (FCH2)

FCH2
FCH2 is
is used
used to
to
display
display check
check
information
information by
by
entering
entering the
the payment
payment
document
document number.
number.

Click
Click the
the Payment
Payment
document
document button
button to
to
view
view the
the payment
payment
document
document (FB03).
(FB03).

Click
Click the
the Check
Check recipient
recipient button
button to
to
view
view vendor
vendor name,
name, city
city and
and state.
state.

Click
Click the
the Accompanying
Accompanying docs
docs
button
button to
to view
view associated
associated
invoice
invoice and
and payment
payment document
document
(FBL1N).
(FBL1N).

Advanced AP

55

Reverse/Cancel/
Reprint Check
If the check is:
Reverse/Cancel
Check Payment

Incorrect

FCH8

Damaged(issued)
Lost or stolen

Void
& Reprint Check

FCH7

Advanced AP

56

Display Check Register (FCHN)

FCHN
FCHN gives
gives aa complete
complete overview
overview of
of
check
check information.
information.

Double-click
Double-click
on
on aa line
line to
to
see
see more
more
information.
information.

Advanced AP

57

Process Triggers and Outputs

Process

Trigger

Output

Park incoming invoices

(F-63)
Park incoming credit
memos (F-66)

Invoice is received with complete

information and entered into SAP.
A credit memo from vendor for
overcharge or damaged goods are
received and entered.
Desire to post a parked document.

Parked invoice save

as complete
Parked credit memo
save as complete

Invoices have been blocked in Logistics

Invoice Verification and need to be
released to enable payment.
You wish to select a group of two or
more accounts and select debit and
credit amounts across these accounts
for clearing against each other.
You wish to select debit and credit
amounts for clearing against each other
within a single account.

Invoice items are

released for
payment
Entries are cleared
across multiple
vendor accounts

Post parked documents

(FBV0)
Process blocked invoices
(MRBR)
Post/clear debits and
credits across multiple
vendor accounts (F-30)
Clear items within one
vendor account (F-44)

Advanced AP

Document posted

Entries are cleared

within a single
account

58

Process Triggers and Outputs

Process

Trigger

Output

Maintain GR/IR
clearing account
(MR11/MR11SHOW)
Cancel LIV Invoice
Document (MR8M)

Need to reconcile items in the GR/IR

account.

Reconciled items in the

GR/IR account.
Canceled invoice
document

Reset cleared items

(FBRA)

An incorrect posted document needs to

be canceled to enable the correct
document to be posted against the
Purchase Order items.
You wish to reset cleared items that
should not have been cleared.

Reverse a document
(FB08)

You wish to reverse an incorrect

document that has been entered.

Advanced AP

When resetting clearing

postings, the clearing
data is removed from the
line items and any
reversal data is removed
from the document
header.
Document is reversed.

59

Process Triggers and Outputs

Process

Trigger

Output

Mass Reversal of
Documents (F.80)
Make changes to an
accounts payable
document (FB02)
Process manual
payments with
printout (F-58)
Perform payment
processing (F110)

Need to reverse several documents.

Selected documents are

reversed.
Changed fields.

Edit/display
payment proposals
(FBZ0)
Display payment
runs (FBZ8)

Need to display/edit a payment proposal. Edited payment proposal.

Need to change fields in an accounts

payable document.
Need to print a check without running
the payment program.

Printed check.

Vendor payments need to be made.

Checks generated.

Need to display a payment run.

Advanced AP

Displayed payment run.

60

Process Triggers and Outputs

Process

Trigger

Output

Display/change
check information
(FCH1/ FCH6)
Display check
payment documents
(FCH2)
Reprint checks
(FCH7)

Need to display or change check

information.

Displayed or changed
check information.

Need to display check information for a

specific payment document.

Displayed check payment

documents.

A check is missing or is rendered

unusable.

Reprinted check.

Void Issue Check

(FCH9)

Need to void checks after they have

been printed.

Voided checks.

Reverse check
payments (FCH8)

Need to void a check and cancel the

payment document for that check.

Voided check and

canceled payment
document.

Advanced AP

61

Process Triggers and Outputs

Process

Trigger

Output

Delete payment run

check information
(FCHD)
Display a complete
check register (FCHN)
Delete manual/voided
checks (FCHF/ FCHE)

Need to delete the check information

for a payment print run that failed
before completion.
Need to display complete check
register.
Need to delete the void information
stored for checks voided by mistake.

Deleted check
information.

Creating/deleting
extract files (FCHX/
FCHG)

Need for list that can then be used

to check for errors in incoming
checks for payment.

Extracted checklist.

Advanced AP

Check listing.
Deleted void information.

62

Summary
You should now be able to:
Describe new SAP Accounts Payable terms
Give an overview of the AP process and invoice
processing
Describe the following processes:

Parking vendor invoices/credit memos

Releasing Blocked Documents
Invoice processing
Good receipt/invoice receipt account maintenance
Cancel invoice documents
Document processing
Payment processing
Check processing

Advanced AP

63

Accessing Training Materials

All TITAN training materials for Phase II are stored on the Tarrant
County website
This website is accessed through your Internet Explorer from any
computer that has internet access; you do not have to be on the
Tarrant County network. The URL for direct link to the Training
Materials website is:
http://www.tarrantcounty.com/titan/lib/titan/training/index.asp
Set up this website as a favorite in your web browser for quick future
access
Enter the URL above in the address
field in your browser
When you reach the website, go to
Favorites>Add to Favorites in the
Browser menu
A pop-up window will be displayed with
a default name for the site. Click OK.
To access this site in the future, just
click on the Favorites item in the menu
and highlight the name for the website.
You will go directly to the website.

Advanced AP

64

Accessing Training Materials

(contd)

Review the instruction page to see how to use the website

Click on the Courseware link at the top of the Instruction page

A Listing of Courses will be displayed

Click on the Course Title to see a general description of the content of

the course
or

Click on one of the buttons beside the Course Title to go directly to

either the Overview, Quick Reference Cards, or Tutorials

These training materials will be available for your use and reference at
any time

Advanced AP

65

Running Tutorials

An additional learning tool is being provided with the Phase II SAP

implementation -- Tutorials

Tutorials are simulations of the SAP system that take you through a
transaction step-by-step in a mock SAP environment.

These can be viewed in two ways:

As a movie that takes you through the transaction in a demonstration, or

As an interactive, hands-on practice session that stops on each screen and
directs you to make entries in fields or take actions per instructions provided
by the wizard and in the bubbles

Tutorials are provided with each course in the Finance and Purchasing
training

A list of the tutorials is provided at the end of each course.

Go to the Training Materials website to access and run these tutorials.

Detailed instructions are provided on the website

Happy Tutoring!!
Advanced AP

66

Training Sandbox
An SAP environment (Training Sandbox) where you can practice your
skills in a real instance of SAP will be available after June 18
The sandbox can be accessed through the standard logon process
discussed in Lesson 2 of the SAP Basic Navigation course
The only differences are:
Highlight the Training environment on the Logon pad
Enter 520 in the Client field
Click logon
Enter the same User Id and Password you are assigned for
Production
Feel free to practice any of the tasks in the basic navigation course and
any of the transactions included in other courses you take. Use the
Quick Reference Cards to walk you through the transactions.

Advanced AP

67

Additional Help
1

Review the on-line help in SAP

Review your training

materials and notes.

Ask your peers or super

user for assistance.

Advanced AP

68

Tarrant County Help

Problems with running tutorials?
Training Mailbox

titansaptraining@tarrantcounty.com

After utilizing the various methods of help on

the previous page, if you still have questions or
problems
or

If you have problems at any time with accessing

SAP, printing, computer or network problems,
etc.
Contact the Tarrant County IT Help Desk at
817-884-3507
Advanced AP

69

Advanced AP Processing

CONGRATULATIONS! You have completed the course review.

Now you are ready to view the SAP Tutorials and use the Quick
Reference Cards for the related transactions.
Tutorials for this course include:
Perform payment processing (F110)

Post Outgoing Payment (F-58)

Display Check Register (FCHN)

Advanced AP

70