AP with FM BPD

7/28/2019 AP with FM BPD

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EHP3 for SAP ERP6.0

June 2009

English

Accounts Payable withFunds Management (959)

SAP AGDietmar-Hopp-Allee 1669190 Walldorf Germany

Business Process Documentation



SAP Best Practices Accounts Payable with Funds Management (959): BPD

Copyright

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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

External Process

Business Process Alternative/Decision Choice

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include field names,

screen titles, pushbuttons as well as menu names, paths, and options.Cross-references to other documentation.

Example textEmphasized words or phrases in body text, titles of graphics and tables.

EXAMPLETEXT

Names of elements in the system. These include report names, programnames, transaction codes, table names, and individual key words of aprogramming language, when surrounded by body text, for example, SELECTand INCLUDE.

Example

textScreen output. This includes file and directory names and their paths,messages, source code, names of variables and parameters as well as namesof installation, upgrade and database tools.

EXAMPLE TEXTKeys on the keyboard, for example, function keys (such as F2) or the ENTER key.

Example

textExact user entry. These are words or characters that you enter in the systemexactly as they appear in the documentation.

<Example

text> Variable user entry. Pointed brackets indicate that you replace these words andcharacters with appropriate entries.

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Contents

Accounts Payable with Funds Management (959)..............................................................................5

1 Purpose ........................................................................................................................................... 5

2 Prerequisites.....................................................................................................................................6

2.1 Master Data and Organizational Data........................................................................................ 6

2.2 Business Conditions ..................................................................................................................6

2.3 Roles.......................................................................................................................................... 7

3 Process Overview Table...................................................................................................................8

4 Process Steps...................................................................................................................................9

4.1 Users for Release of FI Invoices workflow............................................................................... ..9

4.2 Business Processes Accounts Payable................................................................................... 10

4.2.1 Two-step Vendor Invoice Creation: Document Parking & Document Posting ...................104.2.2 Workflow for approval and posting of parked invoice documents......................................11

4.2.3 Posting a Credit Memo with Reference to the Invoice.......................................................12

4.2.4 Posting Payments Using the Payment Program................................................................14

4.2.5 Manual Bank Statement.................................................................................................... 18

4.2.6 Encash Check....................................................................................................................20

4.2.7 General Business Processes.............................................................................................21

4.2.8 Vendor invoices with Reference to Commitment (w/o workflow)................................... ....23

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Accounts Payable with Funds Management (959)

1 PurposeIn the Accounts Payable with Funds Management scenario, we show how an organization recordsexpenditures against its operating budget in a streamlined expense process. This process occursstrictly within the Financial Accounting module, and assumes no integration with MaterialsManagement or the procurement process. Availability control against the operating budget andaccount assignment derivation is demonstrated.

The scenario Accounts Payable with Funds management is as follows:

• Workflow users are created to enable the creation of preliminary postings and final

postings of the vendor-invoice by using workflow-technique.

• Vendor-invoices and credit memos are created, completed and posted. The accounting

documents are always created in a two-step creation procedure:

• First, the documents are saved as parked documents, by the employee doing the

document data-entry.

• Second, the parked document is sent to a supervisor for completion (for example,

with the correct account-assignment). This is done via workflow. As soon as theparked document is created, the standard (FI-invoice-complete’ -workflow is initiatedand a workflow-mail is sent into the assigned supervisor user ID for this workflowtask.

• Finally the completed invoice must be released via workflow. As soon as the

supervisor has completed the parked document, the document goes on to the nextlevel: approval for posting into the accounting system. The user ID of the approval

person assigned to the standard workflow task: FI-Invoice-approval, receives allcompleted parked invoices in the workflow inbox, and approves or rejects theinvoice. The approval leads to the definitive posting. Rejection leads to a return tothe originator of the document.

• Payment is carried out with the payment program and the manual bank statement is

created.

• General document-processing activities are explained, such as displaying documents, and

document-line-items, making document reversals, making recurring entries, and documentclearing.

• A vendor-invoice based on a manual funds reservation or based on a manual funds

commitment is created.

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2 Prerequisites

2.1 Master Data and Organizational DataDefault Values

Essential master and organizational data was created in your ERP system in the implementationphase, such as the data that reflects the organizational structure of your company and master datathat suits its operational focus, for example, vendors and customers.

The business process is enabled with this organization-specific master data, examples are providedin the next section.

Additional Default Values

You can test the scenario with other SAP Best Practices default values that have thesame characteristics.

Check your SAP ECC system to find out which other master data exists.

Using Your Own Master Data

You can also use customized values for any material or organizational data for whichyou have created master data. For more information on how to create master data, seethe Master Data Procedures documentation.

Use the following master data in the process steps described in this document:

Org. Structure Value Comment

Controlling area 1000 Controlling Area 1000

Company Code 1000 Company Code 1000

Plant 1000 Plant

Purchase organization 1000 Purchasing Org. 1000

FM Area 1000

Vendor 300000

2.2 Business Conditions

The business process described in this Business Process Documentation is part of a bigger chain of integrated business processes or scenarios. As a result, you must have completed the following

processes and fulfilled the following business conditions before you can start any activities in thisscenario:

Business Condition Scenario

To use workflow, you must activate the Workflow for PublicSector building block (954).

Workflow for PublicSector (954)

If you receive availability control errors, i.e. budgeted funds arenot available for the expenditure, you can add budget usingeither the Centralized Budget Preparation scenario or the

Centralized Budget Preparation with BCS (955) or

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Business Condition Scenario

Decentralized Budget Preparation scenario. Decentralized BudgetPreparation with BCS(956)

2.3 Roles

Use

The following roles must have already been installed to test this scenario in the SAP NetWeaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned tothe user or users testing this scenario. You only need these roles if you are using the NWBCinterface. You do not need these roles if you are using the standard SAP GUI.

Prerequisites

The business roles have been assigned to the user who is testing this scenario.Business Role Technical Name Process Step

AccountsPayable

Accountant 1

SAP_BPR_AP_CLERK-S1 Document parking and posting/ Postcredit memo with reference to invoice/Post invoice/ Display/change line items/Displaying Balances

AccountsPayable

Accountant 2

SAP_BPR_AP_CLERK-S2 Automatic payment with paymentprogram/ Encash Check

Bank Accountant

SAP_BPR_BANKACC_S Manual bank statement

FundsManagement

SAP_FI_FM_ALL_STANDARD Funds Reservation/Funds Commitment

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3 Process Overview Table

Process step External

processreference

Business

condition

Business role (not technical

role for BP)

Trans-

actioncode

Expected

results

Documentparking andposting

SAP_BPR_AP_CLERK-PS-S FV60

Approval of parkeddocument

None SBWP

Post creditmemo withreference toinvoice

SAP_BPR_AP_CLERK-S1 FB65

Post invoice SAP_BPR_AP_CLERK-S1 FB60

Automaticpayment withpaymentprogram

SAP_BPR_AP_CLERK-S2 F110

Manual bankstatement

SAP_BPR_BANKACC_S FF67

Encash Check SAP_BPR_AP_CLERK-S2 FCH6

Display/changeline items

SAP_BPR_AP_CLERK-S1 FBL1N

DisplayingBalances

SAP_BPR_AP_CLERK-S1 FK10N

FundsReservation

SAP_FI_FM_ALL_STANDARD FMX1

FundsCommitment

SAP_FI_FM_ALL_STANDARD FMZ1

Invoice SAP_BPR_AP_CLERK-S1 FV60

Approval of parkeddocument

None SBWP

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4 Process Steps

4.1 Users for Release of FI Invoices workflow

Use

This activity is necessary to indicate the users who receive the workflow activities as completer andapprover of the FI parked invoice.

Procedure

1. Access the activity using one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP Menu Tools → Business Workflow → Organizational Plan → Organizational

Plan → Organization and Staffing → Change

TransactionCode

PPOME

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role

Business Role SAP_BPR_HR_ADMIN (HR Administrator)

Business Role Menu Human Resources Change Organization and Staffing

2. On the Organization and Staffing change screen – if you do not see the WorkflowOrganizational Unit in the upper-right pane – select Search Term.

3. In the With name field, enter *WF* and choose Enter.

4. Double-click the Workflow Organizational unit .

5. On the Organization and Staffing change screen, in the upper-right pane, expand node FI Invoices Approval Actors.

6. Right-click the FII Completer position, choose Assign, and select Holder User in the ChooseRelationship dialog box.

7. On the User (1) dialog box enter necessary search term to retrieve the user ID of the employeewho completes the parked FI invoice.

8. Select the retrieved entry and choose Continue.

9. Right-click the FII Approver position, choose Assign, and select Holder User in the ChooseRelationship dialog box.

10. On the User (1) dialog box enter necessary search term to retrieve the user ID of the employeewho approves the completed parked FI invoice.

11. Select the retrieved entry and choose Continue.

12. Save your settings and leave the transaction.

Result

Workflow activities are sent to the defined users, ensuring they are performed accordingly.

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4.2 Business Processes Accounts Payable

4.2.1 Two-step Vendor Invoice Creation: Document Parking &Document Posting

If you use transaction FV60 to enter documents, you can create screen variants for

items. The screen variant contains only those entry fields that are used in the company.

Use

You receive the invoice from the vendor and first make a preliminary invoice as a parked document.This does not generate an accounting entry in the Accounts Payable Ledger.

Procedure1. Access the transaction choosing one of the following navigation options:


SAP Menu Accounting → Financial Accounting → Account Payable → Document

Entry → Document Parking → Park Edit Invoice

TransactionCode

FV60


Business Role SAP_BPR_AP_CLERK-PS-S (Accounts Payable Accountant)

Business Role Menu Accounts Payable Invoices Park Incoming Invoice

2. If prompted, enter the following data:

Field name User action and values Comment

Company Code 1000

3. Choose Enter .

4. On the Enter Vendor Invoice screen, enter the following data:


Vendor 300000

Invoice Date Today’s date ExampleReference RE1210 Vendor’s document number

Amount 100 Example

Currency USD

5. Choose Payment. On the Enter Vendor Invoice / Payment screen, enter the following data.

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Payment Method 1

6. On the Enter Vendor Invoice/Details screen, make the following entries:

Field name User action and

values

Comment

Commitment item

211000 Is automatically derived from the G/L accountand displayed

7. Choose the Basic Data tab.

8. Make the following entries and select Save:

Field name User action andvalues

Comment

G/L Account 651000

D/C Debit

Amount in Document Currency

100 Enter the gross amount. The systemcalculates the output tax automatically.

Cost Center 3010000000

Business Area Automatically derived

Fund Automatically derived

Fund center Automatically derived

Commitment Item Automatically derived

Grant Automatically derived

Functional Area Automatically derived

To allow the entry on the complete entry screen, double-click the line item and enter thedata here. Then choose Back (F3) to return to the initial screen.

Result

The parked invoice has been created. For further processing, make a note of the document number.

4.2.2 Workflow for approval and posting of parked invoicedocuments

Procedure

Once a preliminary invoice has been created and saved as a parked document, there are twopossibilities:

• The invoice is not completed (some information necessary for final posting have not been

filled in). A Completion Workflow is started allowing to the user to complete the invoice.

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• The parked invoice document is completed, in which case a Release Workflow is started.

This workflow can also be started after an invoice has been completed through theCompletion Workflow .

All users who participate in the workflow are assigned to pre-defined positions (organizationalelement).

In this case, two positions have been defined: FIICompleter and FIIApprover . All users having to playa role of Completer (completing invoices) are assigned to position FIICompleter , while all usershaving to play a role of Approver (performing approval activities) are assigned to positionFIIApprover.

Multiple users can be assigned for each role/position, but only one user performs the activity; oncethe activity is performed, it disappears from the inboxes of other users with the same role.

If you are assigned the role of Completer do the following:

1. Access the transaction choosing the following navigation path:


SAP Menu SAP Easy Access Menu → Office → Workplace

Transaction Code SBWP

2. From the menu, choose Inbox Workflow

3. Execute the task Complete parked document <invoice number>

4. Complete all information necessary for a further posting, and save the completed document.

Once these steps have been performed, the invoice is parked as completed document. The invoicecan also initially be created with all necessary information, and thus directly be parked as completeddocument in which case the Completion Workflow is not started.

In both cases, the Release Workflow is started. If you are assigned the role of Approver do thefollowing:





2. From the menu, choose Inbox Workflow .

3. Execute the task Release amount <invoice number>.

4. Here you can decide to release –choose the Release button- or reject –choose the Reject button- the parked invoice.

5. For approval, the invoice is automatically posted; for refusal, the invoice is sent back to the user being assigned the role of Completer who may perform necessary changes; once changes aredone, the Release Workflow is started again.

Result

The parked document is released to an invoice. Only at this stage, it generates an accountingposting in the Account Payable Ledger.

4.2.3 Posting a Credit Memo with Reference to the Invoice

Use

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You receive vendor credit memos regarding a deficient delivery of the goods you ordered. The creditmemo must be posted manually in the SAP system.

This scenario shows how you enter a credit memo from your vendor for office supplies in the SAPsystem.

Procedure

1. Access the transaction choosing one of the following navigation options:


SAP Menu Accounting → Financial Accounting → Accounts Payable →

Document Entry → Credit Memo

TransactionCode

FB65


Business Role SAP_BPR_AP_CLERK-S1 (Accounts Payable Accountant 1)

Business RoleMenu

Accounts Payable→ Invoices → Enter Vendor Credit Memo w/o

PO Reference

2. If prompted, make the following entries:


Company Code 1000

3. Choose Enter .

4. On the Enter Vendor Credit Memo: Company Code screen, make the following entries:

Basic data:


Comment

Vendor 300000

Document Date Today’s date Date of the vendor invoice

Posting Date Today’s date Posting date in the SAP system

Reference GS1510 Vendor credit memo number

Amount 20 Credit memo amount

Currency USD Document/invoice currency

Commitment item

XXXX Is automatically derived from the G/L accountand displayed

Item data:Field Name User Action and Values Comment

G/L Account 651000 Office supplies

D/C Credit

Amount in Document Currency 20


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Business Area Is automatically derived

Fund Is automatically derived

Fund center Is automatically derived

Commitment Item Is automatically derived

Grant Is automatically derived

Functional Area Is automatically derived

5. On the Payment tab, in the Enter Vendor Credit Memo: Company Code - Payment screen,make the following entries:


Invoice Reference Invoice document number If an invoice reference exists

If you enter the FI document number of the invoice in the Invoice Reference field, theinvoice payment data are automatically copied (baseline date for payment, terms of payment). This ensures that the invoice and the credit memo are taken into account for payment at the same time. Confirm the respective message with Enter.

6. To check the document before it is posted, choose Simulate (F9). This enables you to displaythe document, and to correct it if necessary.

7. Skip back to the Basic data tab and choose Post (Ctrl+S) to post the document.

8. In the lower area of the screen, the system generates the message: Document 17000000xx was posted in company code 1000 , where xx is the sequential document number posted by thesystem. Make a note of the credit memo document number: __________

4.2.4 Posting Payments Using the Payment Program

4.2.4.1 Posting a Vendor Invoice

Use

This scenario describes the process of posting a vendor invoice and explains how the invoice is paidby check.

Procedure




Document Entry → Invoice

TransactionCode

FB60


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Business RoleMenu

Accounts Payable→ Invoices→ Enter Vendor Invoice w/o PO

Reference

2. If prompted, make the following entries:

Field name User action and values CommentCompany Code 1000

3. Choose Enter .

4. Make the following entries:

Field name Invoice 1

Vendor 300000

Invoice Date Today’s date – 30 days

Posting Date Today’s date – 30 days

Reference KR00001

Amount 500

Currency USD

Payment Method 1

Commitment item vendor XXXX

G/L Account 651000

D/C Debit

Amount in Document Currency * or 500


5. Save your entries.

6. Repeat steps 4 to 5 for the following information:


Vendor 300000

Invoice Date Today’s date – 30 days

Posting Date Today’s date – 30 days

Reference KR00002

Amount 250

Currency USD

Payment Method 1

Commitment item vendor XXXX

G/L Account 651000

D/C Debit

Amount in Document Currency * or 250

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Business Area Automatically derives 3010

Fund Automatically derives 10000000

Functional Area Automatically derives 1010100500000000

Funds Center Automatically derives 3010000000

Grant Automatically derives NOT-RELEVANT

Commitment Item Automatically derives 651000

4.2.4.2 Automatic Payment with the Payment Program

Use

You pay the invoices by running the payment program.

Procedure



SAP Menu Accounting → Financial Accounting → Accounts Payable → Periodic

Processing → Payments

TransactionCode

F110



Business RoleMenu

Accounts Payable→ Payments→ Parameters for Automatic

Payment

2. On the Automatic payment transactions: Status screen, make the following entries:


Run Date Today’s date

Identification KR2 Unique for each day of the run

3. Choose Parameter.

4. On the Automatic payment transactions: Parameter screen, make the following entries:


Posting Date Today’s date

Docs Entered Up To Today’s date

Company Code 1000

Payment Methods 1

Next Posting Date Today’s date + 30

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Vendor 300000

5. Choose Additional Log. Select Due date check, Pmnt method selection if not successful, Lineitems of the payment documents, and enter Vendor 300000.

6. Choose Printout/data medium. Select variant 0010_1 for program RFFOUS_C.

7. Choose Save Parameters (Ctrl+S).

8. Choose Status.

9. Choose Schedule Proposal.

10. On the Schedule Payment screen, make the following entries:


Start Date Today’s date

Start immediately X Mark this parameter

11. Choose Schedule (Enter). The message Proposal Run has been scheduled displays.

12. Choose Status (Shift+F2 ) to update the status.

13. As soon as the proposal fun has been finished, the message Payment proposal has beencreated appears. You can select the Display Proposal to view the proposal run. You can alsoselect the Display Proposal Log to view the proposal log.

14. Choose Schedule Payment run (F7).

15. On the Schedule Payment screen, make the following entries:


Start Date Today’s date

Start immediately X Mark this parameter

Create Payment Medium X

16. Choose Schedule (Enter). The message Payment run has been scheduled displays.

17. Choose Status (Shift+F2 ) to update the status.

18. As soon as the payment run has been finished, this is shown under the status.

19. Choose Payment to view the payment log and obtain the payment document numbers.

20. To display the check information, from the menu, choose Environment Check Information

Display For Payment Document , then enter the payment document number.

After processing the payment you can check the result, for example by displaying the documentsthat have been posted, on the Vendor Line Item Display screen.



SAP Menu Accounting → Financial Accounting → Accounts Payable → Account

→ Display/Change Line Items

TransactionCode

FBL1N


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Business Role Menu Accounts Payable Document Processing Vendor Line Items

22. On the Vendor Line Item Display screen, make the following entries:


Vendor Account 300000

Open at Key Date

Today’s date

All items Select this field by selectingon the radio button in front of the field

When selecting All items alldocuments are displayed, both openand cleared documents

Normal items X

Special G/LTransactions

X

Noted items X

23. In the list displayed, you can see all posted documents. Those documents that have beencleared can be identified by the field Clearing Document Number (Clrng doc.) or by the greentraffic light at the beginning of the line.

24. Double-click anywhere in this row to display the document line item details. From here you candisplay the whole document by choosing Document overview (F9).

Result

The two invoices have been paid and a posting is made to the bank clearing account.

4.2.5 Manual Bank Statement

UseThe bank transactions are processed with this function.

Prerequisites

House banks must be maintained in the system.

Customizing of the manual account statement must be finished.

Procedure

To enter a manual account statement, use the Manual Account Statement business processprocedure.



SAP Menu Accounting → Financial Accounting → Banks → Incomings → Bank

Statement →Manual Entry

TransactionCode

FF67

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Business Role SAP_BPR_BANKACC_S (Bank Accountant)

Business Role Menu Bank Accounting Incomings Manual Account Statement

2. Using the transaction the first time requires the entry of the following data in screenSpecifications:


Int.bank determin. x

Memo record entry

Start Variant YB01

Further processing

Processing Type 4 Further processing online

To change the specifications, choose Settings→

Specifications on the following screen.3. Choose Enter .

4. On the Process Manual Bank Statement screen, make the following entries:

Fieldname

User actionand values

Comment

Company Code

1000

Housebank

BANKB

Account ID CHECK

Statement number

Number of the AccountStatement to beprocessed

If you have forgotten the number of your previousstatement, you can choose Overview to display your oldstatements. You can then copy the last statement fromthe overview or create a statement. In this way, thestatement number, statement date, and the beginningbalance are set automatically.

Statement date

Date of the AccountStatement to beprocessed

Control

Opening Balance

0 See note

Ending balance

– 750 USD 750 USD was paid with the payment program

Attention: add the minus.

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Entering the opening balance causes a check, if the amount matches with previouslyentered account statements. To determine the ending balance of the last accountstatement, which might have been entered during previous tests, choose Overview (F8).

On the following screen, select the line belonging to the bank, where you want to addanother account statement. From the following screen, you can pick the values of thelast account statement that has been posted.

5. Choose Enter to confirm your entries and process the next screen.

6. On the Process Manual Bank Statement screen, make the following entries:


Transaction Y05 Checks Out

Value Date Value date of the item (for example, today)

Amount 750- Attention: add the minus

7. Choose Save. The account statement is included in the system when you choose Save, but is

not yet posted. You can still change the account statement or add new items to it. You are takenback to the initial Process Manual Bank Statement screen.

8. Choose Post statement . The statement is posted online (in the background).

Transaction Y05- is for Checks Out and contains the posting logic for the document to be posted. Inthis case, the document is posted:

From the bank subaccount (Checks Out 113025 for the company code 1000) to the bank (Main 113020 ) with clearing of the items generated earlier with the payment program in the banksubaccount.

Result

Once you have posted the account statement, the system displays the posting statistics. Thisenables you to see how many FB01 postings (post without clearing) have been carried out with andwithout errors. This also applies to FB05 postings (post with clearing).

4.2.6 Encash Check

Use

Whenever a check is cashed, it should be marked as encashed in the check register.

Procedure




Environment → Check Information → Change -> Additional Info/Cash

TransactionCode

FCH6


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Business RoleMenu

Accounts Payable Check Information Change Check

Information/Cash Check

2. On the Change Check Information/Cash Check screen, make the following entries:

Field name User action and values CommentPaying Company Code

1000

House bank BANKB

Account ID CHECK

Check Number Select the check number from the paymentprogram

3. Choose Enter .

4. On the Change Check Information/Cash Check screen, enter today’s date in the Check Encashment field.

5. Save your entries. The system displays the message Check 1000 BANKB CHECK xxxx successfully saved .

4.2.7 General Business Processes

Purpose

In this section of the document you find some transactions that cover general business processes,for example, displaying an accounting document.

4.2.7.1 Displaying a Document

Refer to the documentation in manual General Ledger Accounting with Funds Management (963).

4.2.7.2 Displaying and Changing Line Items

Use

Displaying and changing line items in a vendor/ account.

Prerequisites

Line layout variants, totals variants, and selection fields have been maintained in Customizing.

Procedure

1. Access the transaction choosing one of the following navigation options:Option 1: SAP Graphical User Interface (SAP GUI)


→ Display/Change Line Items

TransactionCode

FBL1N


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Business Role <Business Role>

Business Role Menu menu item menu item menu item

2. On the Vendor Line Item Display screen, make the following entries:


Vendor Account 300000 Example

Company Code 1000

All Items X Example

3. Choose Execute (F8).

4. If you choose All Items, the system displays all the account items. You can also choose todisplay only open items or cleared items.

5. To change the document, select the row to change, then choose Change Document .

6. On the Change Document: Line Item xxx screen, make the required changes to the line item.You cannot change all of the fields. For example, you cannot change additional accountassignments or the amount.

7. Save your entries.

Result

The line items of an account are displayed. You can now change the document line items.

4.2.7.3 Displaying Balances

Purpose

Displaying vendor account balances.

Prerequisite

The vendor account contains items.

Process Flow




→ Display Balances

TransactionCodeFK10N


Business Role SAP_BPR_AP_CLERK-S2 (Accounts Payable Accountant 2

Business Role Menu Accounts Payable Vendors Vendor Balance Display

2. On the Vendor Balance Display screen, make the following entries:


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Vendor Account 300000

Company Code 1000

Fiscal Year Current year Example

3. Choose Execute (F8).

Result

The transaction figures are displayed.

4.2.8 Vendor invoices with Reference to Commitment (w/oworkflow)

4.2.8.1 Funds reservation/ funds commitment/invoice

Use

A funds reservation is created for the delivery of electricity during the year. The funds reservation is

approved and changed to a funds commitment. Periodically an invoice is received regarding theelectricity. First the invoice is parked and afterwards the invoice is posted.

Prerequisites

A funds reservation for the delivery of electricity must be created for year 2006.

Procedure



SAP Menu Accounting → Public Sector Management → Funds Management →

Posting → Earmarked Funds → Funds Reservation → Create

TransactionCode

FMX1


Business Role SAP_FI_FM_ALL_STANDARD

Business RoleMenu

Funds Management → Posting → Earmarked Funds → Funds

Reservation → Create

2. On the Funds Reservation: Create Initial screen, enter the following data.


Document type 11

Document Date 01/01/200X First day of current year

Posting Date 01/01/200X First day of current year

Company Code 1000

Currency USD

3. Choose Enter .

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4. On the Funds Reservation: Create overview screen, enter the following data and select enter.


Overall amount 12,000

Text Electricity 200X Example

GL Account 630010


5. All the other account assignment objects are automatically derived.

6. Choose Post (Ctrl + S). Make note of the document number.

7. Based on the funds reservation create the funds commitment.



SAP Menu Accounting → Public Sector Management → Funds Management →

Posting → Earmarked Funds → Funds Commitment → Create

TransactionCode

FMZ1


Business Role SAP_FI_FM_ALL_STANDARD

Business RoleMenu

Funds Management → Posting → Earmarked Funds → Funds

Commitment → Create

9. On the Funds Commitment: Create Initial screen, enter the following data


Document type 01

Document Date 01/01/200X First day of current year

Posting Date 01/01/200X First day of current year

Company Code 1000

Currency USD

10. Choose Enter .

11. On the Funds Commitment: Create overview screen, enter the following data and select enter.


Overall amount 12,000

Text Electricity 200X ExampleReservation # Enter the number of the Funds Reservation

12. All the other account assignment objects are automatically derived. The system message Account assignment proposed from document xxxxxxxxx xxx displays.

13. Choose Post (Ctrl + S). Make note of the document number: __________

14. Post an invoice based on the Funds Commitment


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SAP Menu Accounting → Financial Accounting → Accounts Payable → Document

Entry → Document Parking → Park or Edit Invoice

TransactionCode

FV60


Business Role SAP_BPR_AP_CLERK-S1 (Accounts Payable Accountant)

Business Role Menu Accounts Payable Invoices Park Incoming Invoice

16. On the Park Vendor Invoice screen, enter the following data.


Vendor 300000

Invoice Date Today’s date Example

Reference Elec-200x Vendor’s document number

Amount 1210 Example

Currency USD

17. On the Enter Vendor Invoice/Details screen, enter the following values:


Comment

Commitment item

XXXX Is automatically derived from the G/L accountand displayed

18. Enter the following data for the first item and select enter:

Field name User actionand values

Comment

G/L Account 630010

D/C Debit

Amount in Document Currency

1210 Enter the gross amount. The system calculatesthe output tax automatically.

Earmarked Funds # Number of Funds Commitment

19. All the other account assignment objects are automatically derived from the Funds Commitment.

20. Choose Save parked Document (Ctrl + S). Make note of the document number

4.2.8.2 Workflow for approval and posting of parked invoice

documents

Procedure

Once an invoice has been created and parked, there are two possibilities:

• The invoice is not completed (some information necessary for final posting have not been

filled in); in this case a Completion Workflow is started allowing to complete the invoice;

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• The invoice is completed, in which case a Release Workflow is started. This workflow can

also be started after an invoice has been completed through the Completion Workflow .

All users who participate in the workflow are assigned to pre-defined positions (organizationalelement).

In this case, two positions have been defined: FIICompleter and FIIApprover . All users having to play

a role of Completer (completing invoices) are assigned to position FIICompleter , while all usershaving to play a role of Approver (performing approval activities) are assigned to positionFIIApprover.

Multiple users can be assigned for each role/position, but only one user performs the activity; oncethe activity is performed, it disappears from the inboxes of other users with the same role.

If you are assigned the role of Completer do the following:





2. Go to Inbox → Workflow and execute the task Complete parked document <invoice number>

3. Complete all information necessary for a further posting, and save the completed document.

Once these steps have been performed, the invoice is parked as completed document. The invoicecan also initially be created with all necessary information, and thus directly be parked as completeddocument in which case the Completion Workflow is not started.

In both cases, the Release Workflow is started. If you are assigned the role of Approver do thefollowing:





5. Go to Inbox → Workflow and execute the task Release amount <invoice number>

6. Here you can decide to release –choose the Release button- or reject –choose the Reject button- the parked invoice.

7. For approval, the invoice is automatically posted. For refusal, the invoice is sent back to the user being assigned the role of Completer who may perform necessary changes; once changes aredone, the Release Workflow is started again.

Result

The parked document is released to an invoice.

AP with FM BPD

Documents

Transcript of AP with FM BPD