Accounts Payable

SAP S/4HANA User Guide

Accounts Payable Contents Purpose........................................................................................................................2 Restrictions..................................................................................................................2 Country Localizations Supported..................................................................................2 Prerequisites................................................................................................................3 Process Steps...............................................................................................................5 Process Flow Chart.......................................................................................................6 Procedure....................................................................................................................9 Process Step-1: Complete Supplier Master Data....................................................................9 Process Step-2: Invoice Entry without Purchase Order...........................................................9 Process Step-3: Display logistic Invoice................................................................................10 Process Step-4: View Supplier Line Items.............................................................................11 Process Step-5: Manage Payment Blocks.............................................................................11 Process Step-6: View Supplier Balance.................................................................................12 Process Step-7: Create Single Outgoing Payment.................................................................12 Process Step-8: Invoice Entry without Purchase Order.........................................................12 Process Step-9: Display logistic Invoice................................................................................12 Process Step-10: Schedule Payment Proposals....................................................................12 Process Step-11: Revise Payment Proposal..........................................................................14 Process Step-12: Release Payment Proposal........................................................................14 Process Step-13: Invoice Entry without Purchase Order.......................................................14 Process Step-14: Display logistic Invoice..............................................................................14 Process Step-15: Post Outgoing Payment-Manual Payment Online......................................14 Process Step-16: Print or Email Payment Advice..................................................................15 Process Step-17: Correspondence........................................................................................15 Process Step-18: Reset Clearing for Invoices and Payments.................................................15 Process Step-19: Create Down Payment Request.................................................................15 Process Step-20: Post down Payment..................................................................................15 Process Step-21: Invoice Entry.............................................................................................15 Process Step-22: Display logistic Invoice..............................................................................15

SAP S/4HANA User Guide

Process Step-23: Post Outgoing Payment.............................................................................15 Process Step-24: Invoice Entry without Purchase Order.......................................................15 Process Step-25: Display logistic Invoice..............................................................................16 Process Step-26: Clear Open Items......................................................................................16 Process Step-27: Days Payable Outstanding.........................................................................16 Process Step-28: Overdue Payables.....................................................................................16 Process Step-29: Future Payables.........................................................................................16 Process Step-30: Cash Discount Forecast.............................................................................16 Process Step-31: Cash Discount Utilization..........................................................................16 Process Step-32: Invoice Processing Time............................................................................16 Process Step-33: Aging Analysis...........................................................................................17 Process Step-34: Automatic and Manual Payments Analysis...............................................17 Process Step-35: Supplier Payments Analysis.......................................................................17 Process Step-36: Display Supplier List..................................................................................17

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SAP S/4HANA User Guide

Purpose With Accounts Payables, you can manage your open payables invoices that are automatically created from purchasing processes. You can manage and control open items with various analytical tools to optimize accounts payable handling. You can process payments automatically, ensure approval of all payments before payment, and monitor payment progress.

Restrictions Below Process steps are not covered in automation. Step: Maintain Check Lots Step: Approval by First Approver Step: Approval by Second Approver Step: Check Printing Step: Manage Printed Checks

Country Localizations Supported Country Code DE NL BE FR SG HU PH CN AE BR HK JP LU

Country Germany Netherlands Belgium France Singapore Hungary Philippines China United Arab Emirates Brazil Hong Kong Japan Luxembourg

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SAP S/4HANA User Guide

Prerequisites Process Step: “Invoice Entry without Purchase Order” has to be executed with the User AP_Accountant Transactional Data Required for Accounts Payable Process/Scenario

Prerequisite

Accounts Payable (J60)

J45 Procurement Processing J13 Service and Material Procurement - Project-Based Services J77 Bank Account Management J78 Cash Daily Operation-Extended

Master Data Required for Accounts Payable Master Data

Sample Value

Company Code Controlling Area Cost Center House Bank-Account ID Bank G/L Account

1010 ( Can be varied) A000 ( Can be varied) 101012001 ( Can be varied) DEBK1-USAC1 ( Can be varied) 61400000 ( Can be varied) Page | 3

SAP S/4HANA User Guide

Supplier

10300001 ( Can be varied)

Master Data

· Company Code ·

· Controlling Area Cost Center

· House Bank-Account ID · Bank G/L Account · Supplier

J60 Accounts Payable

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SAP S/4HANA User Guide

Process Steps

S.No 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36

Process Step Description Complete Supplier Master Data Invoice Entry without Purchase Order Display logistic Invoice View Supplier Line Items Manage Payment Blocks View Supplier Balance Create Single Outgoing Payment Invoice Entry without Purchase Order Display logistic Invoice Schedule Payment Proposals Revise Payment Proposal Release Payment Proposal Invoice Entry without Purchase Order Display logistic Invoice Post Outgoing Payment-Manual Payment Online Print or Email Payment Advice Correspondence Reset Clearing for Invoices and Payments Create Down Payment Request Post Down Payment Invoice Entry Display logistic Invoice Post Outgoing Payment Invoice Entry without Purchase Order Display logistic Invoice Clear Open Items Days Payable Outstanding Overdue Payables Future Payables Cash Discount Forecast Cash Discount Utilization Invoice Processing Time Aging Analysis Automatic and Manual Payments Analysis. Supplier Payments Analysis Display Supplier List Page | 5

SAP S/4HANA User Guide

P

Process Flow Chart Complete Supplier Master Data

Invoice Entry without Purchase Order

Displa y Logisti c Invoic e

View Supplie r Line Items

Invoice Entry without Purchase Order Logistic Invoice

Display Logistic Invoice

Accounting Invoice

Schedule Payment Proposals

Revise Payment Proposal

Release Payment Proposal Logistic Invoice

Manag e Payme nt Blocks

View Suppl ier Balan ce

Create Single Outgoing Payment

Accounting Invoice

Identifica tion

SAP S/4HANA User Guide

Invoice Entry without Purchase Order

Display Logistic Invoice

Post Outgoing PaymentManual Payment Online

Print or Email Payment Advice

Corresponde nce

Reset Clearing for Invoices and Payments

Create Down Payment Request

Post Down Payment

D i s p l a y l o g i s t i c I n v o i c e

Cl ea r O pe n It e m s

Logistic Invoice

Accounting Invoice

Payment Document

Clearing Document

Down Payment Request Number

Down Payment Document

Logistic Invoice

Accounting Document

Payment Document

Invoice Entry Logistic Invoice

Display logistic Invoice

Post Outgoing Payment

Invoice Entry without Purchase Order

Accounting Document

Clearing Document Number

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SAP S/4HANA User Guide

Days Payable Outstanding

Overdue Payables

Future Payables

Cash Discount Forecast

Cash Discount Utilization

Invoice Processing Time

Aging Analysis

Automatic and Manual Payments Analysis.

Supplier Payments Analysis

Display Supplier List

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SAP S/4HANA User Guide

Procedure Process Step-1: Complete Supplier Master Data Purpose: Vendor master records are used by both the Accounting component and the Purchasing component Note: Below business partner (Action-3) has be changed according to business function using, as it is master data.

Process Step-2: Invoice Entry without Purchase Order Purpose: Vendor master records are used by both the Accounting component and the Purchasing component, Note: Action:- 4,5 and 11 are related to Master data (Company code and currency) it will differ based on the business functions.

Action ID-12: Date In action 11, the system expects the current date for which the variable $TODAY will return the current date. Variable $TODAY will take today’s date in format as per user profile Page | 9

SAP S/4HANA User Guide

From period: - System expects current month the variable $MONTH will return the current month. Note-2: - To add or subtract ‘n’ months to current month use variable $MONTH[+/-n ] In action 11, System expects current year for which the variable $YEAR will return the current year Note: - To add or subtract ‘n’ years to current year use variable $YEAR [+/-n ]

Action ID-50: Read document number from posted value. Scenario: 1 exporting the value Once we post the invoice using we will get output as “Invoice 1500000001/2017 Posted” from this message we will have to export the Invoice number (this is called as export value), this would be import value to preceding step, hence we will have to export the Invoice number as below highlighted in rectangular, In action 50, Asset number will be read from the success message and will be stored in variable LOGISTIC_INVOICE

Process Step-3: Display logistic Invoice Purpose: Whenever we create logistic invoice, we would get only material document. If we want to make payments to vendor we would require accounting document, so this process step help us to find corresponding accounting document for the logistic documents. Scenario: 2 importing the value from Scenario 1 The value in variable LOGISTIC_INVOICE is imported from process step 3.

Data in below highlighted fields can be changed according to your organizational need.

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SAP S/4HANA User Guide

Note: Process step Display Logistic Invoice is not part of BPD, hence it has been added to get the Accounting document,

Process Step-4: View Supplier Line Items Purpose: This lists all AP line items. You can modify some fields of a document to be paid

Process Step-5: Manage Payment Blocks Purpose: This activity reviews and releases blocked invoices as the further process to logistics invoice verification. When an invoice is blocked, Financial Accounting cannot pay the invoice. Invoices can be blocked either automatically or manually depends on the payment block reason and release in the configuration. Action ID-4: LISTINDEX Generally whenever we search with supplier number there will be a list displayed, to select that list we use the variant called LISTINDEX, and [1] it displays the list number if we have more than one list for particular vendor we can give the list number, so that it will select a particular list.

Data in below highlighted fields can be changed according to your organizational need.

Ex: if you observe below screen we have only one list, if it has more than one list we can provide particular list number.

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SAP S/4HANA User Guide

Process Step-6: View Supplier Balance Purpose: In this activity, you display the supplier balances.

Process Step-7: Create Single Outgoing Payment Purpose: You can use this process to pay a single invoice exact amount without discounts.

Process Step-8: Invoice Entry without Purchase Order Please refer step-3

Process Step-9: Display logistic Invoice Please refer step-4

Process Step-10: Schedule Payment Proposals Purpose: This activity selects the invoices to be paid. When a vendor has been paid directly via an online banking system, you then add the information to the ERP system manually. Action ID-4: D$RANDOM[1-99]PM Here Logic has given to allow system pick any unique payment Identification, whenever we execute the payment proposal. 1. "D” refers each time we execute proposal an Identification created starting with “D”. 2. “$RANDOM[1-99]” is a variant to allow system to pick a unique number randomly, between the range given [1-99], 3. “PM” refers to end the Identification with “PM” whenever we execute this will remain same Ex:- When we execute Payment program first time Identification can be created with above criteria as “D41PM”, so this will vary for each Payment program as “S31PM” and so on….. Data in below highlighted fields can be changed according to your organizational need. Page | 12

SAP S/4HANA User Guide

Note: - Please do not retest Accounts Payable (J60) from the same test plan; create a new test plan for this. Otherwise you may get the error Payment data already exists for parameter (run date: 12/02/2017; ID: S41PM).

If you want to retest Accounts Payable (J60) in the same test plan, you need to change the # {Identification ID} field to a value different from “S41PM”.

Note: - Do not execute payment program twice in a day, unless you post new Invoices for same Vendor. Action ID-8: Payment Method Payment method has to specify in whichever mode we schedule the payment program. Page | 13

SAP S/4HANA User Guide

Action ID-12: Next Payment date In this example next payment date we have considered as “Payment run date +5 days” so this will vary from business to business, if we want to give future date from today. Add +numerical value. Example have explained in earlier process step (Invoice entry without purchase order”.

In action 12, Depending on the system configuration, date needs to be incremented or to be decremented by following below mentioned example: Examples for DATE usage: $TODAY [+5 ] – This will take today’s date in specified format and add 5 days to it. $TODAY [+5] – This will take today’s date in format as per user profile and add 5 days to it Data in below highlighted fields can be changed according to your organizational need.

Process Step-11: Revise Payment Proposal Purpose: In this activity we will review the Invoices whichever scheduled for Payments.

Process Step-12: Release Payment Proposal Purpose: In this activity we will release the payment for scheduled payment proposals.

Process Step-13: Invoice Entry without Purchase Order Please refer step-3

Process Step-14: Display logistic Invoice Please refer step-4

Process Step-15: Post Outgoing Payment-Manual Payment Online Please refer process step-8 Page | 14

SAP S/4HANA User Guide

Process Step-16: Print or Email Payment Advice In this section you can review or print a payment advice, email is sent automatically after the payment has been approved.

Process Step-17: Correspondence Purpose: Open items correspondence is created.

Process Step-18: Reset Clearing for Invoices and Payments Purpose: In this step we will rest the clearing document.

Process Step-19: Create Down Payment Request Purpose: A down payment request is created

Process Step-20: Post down Payment Purpose: A down payment request is created

Process Step-21: Invoice Entry Please refer step-3

Process Step-22: Display logistic Invoice Please refer step-4

Process Step-23: Post Outgoing Payment Purpose: Use this process to make a payment to an invoice where a down payment will be applied. The payment should be equal to the invoice amount less down payment amount.

Process Step-24: Invoice Entry without Purchase Order Please refer step-3 Page | 15

SAP S/4HANA User Guide

Process Step-25: Display logistic Invoice Please refer step-4

Process Step-26: Clear Open Items Purpose: In this step you manually clear open items.

Note: From Step number 28 to 38 is related different reporting view. Process Step-27: Days Payable Outstanding Purpose: In this activity, you view a report showing day’s payable outstanding. To change the view, choose the drill-down button or buttons in the first row of the report.

Process Step-28: Overdue Payables Purpose: In this activity, you view any payables that are overdue. To change the view, choose the drill-down button or buttons in the first row of the report.

Process Step-29: Future Payables Purpose: In this activity, you view the analysis of Future Payables. To change the view, choose the drill-down button or buttons in the first row of the report.

Process Step-30: Cash Discount Forecast Purpose: In this activity, you view the analysis of Cash Discount Forecast. To change the view, choose the drill-down button or buttons in the first row of the report.

Process Step-31: Cash Discount Utilization Purpose: In this activity, you view the analysis of Cash Discount Utilization. To change the view, choose the drill-down button or buttons in the first row of the report.

Process Step-32: Invoice Processing Time Purpose: Page | 16

SAP S/4HANA User Guide

In this activity, you view the analysis of Cash Invoice Processing Time. To change the view, choose the drill-down button or buttons in the first row of the report.

Process Step-33: Aging Analysis Purpose: In this activity, you view the Aging Analysis. To change the view, choose the drill-down button or buttons in the first row of the report.

Process Step-34: Automatic and Manual Payments Analysis. Purpose: In this activity, you view payments done automatically and manually. To change the view, choose the drill-down button or buttons in the first row of the report.

Process Step-35: Supplier Payments Analysis. Purpose: In this activity, you view the supplier payments analysis. The report displays payments that are not applied to supplier invoices. To change the view, choose the drill-down button or buttons in the first row of the report.

Process Step-36: Display Supplier List Purpose: The supplier list provides a list of suppliers that can be searched by company code, city, country, bank key, posting block and deletion flag. The output provides the suppliers with additional information such as the bank key, bank account, payment methods, posting block or deletion flag. You can choose a supplier from the displayed list and drill down to the fact sheet of the supplier. Note:- The application URL in action 1 has some parameters attached which may/may not work. The solution to this is that standard process needs to be copied and the URL with the parameters should be used.

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SAP S/4HANA User Guide

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