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R/3 USERS MANUAL ACCOUNTS PAYABLE

INDEX
CREATING A VENDOR.......................................................................................................................................................2 INITIAL SCREEN.....................................................................................................................................................................3 BASIC DATA ..........................................................................................................................................................................3 CONTROL DATA ....................................................................................................................................................................5 PAYMENT TRANSACTION SPECIFICATIONS 1 ..........................................................................................................................5 ACCOUNTING DATA ..............................................................................................................................................................7 PAYMENT TRANSACTION SPECIFICATIONS 2 ..........................................................................................................................8 CORRESPONDENCE ...............................................................................................................................................................9 PURCHASING DATA .............................................................................................................................................................10 POSTING AN INVOICE .....................................................................................................................................................11 BASIC DATA ........................................................................................................................................................................12 PAYMENT ...........................................................................................................................................................................12 DETAILS ..............................................................................................................................................................................13 TAX ....................................................................................................................................................................................13 NOTES ................................................................................................................................................................................13 LOCAL CURRENCY ..............................................................................................................................................................13 POSTING THE ROWS.............................................................................................................................................................14 POSTING A CREDIT MEMO....................................................................................................................................................15 POSTING A FORWARDING INVOICE / CREDIT MEMO ..........................................................................................15 REVERSING A POSTED INVOICE..................................................................................................................................18 CLEAR VENDORS CREDIT MEMO TO DEBIT MEMO ...........................................................................................19 CHANGING AN INVOICE.................................................................................................................................................19 SETTING A PAYMENT BLOCK ...............................................................................................................................................20 CHANGING OF BANK ACCOUNT ...........................................................................................................................................20 STATUS OF INVOICE........................................................................................................................................................20 VENDORS OPEN / PAID INVOICES ..............................................................................................................................20 SETTLEMENT OF INVOICES..........................................................................................................................................22 AUTOMATIC PAYMENTS ......................................................................................................................................................22 POSTING A PAYMENT MANUALLY ........................................................................................................................................27 Roundings / other differences........................................................................................................................................28 REGISTERING THE PAYMENT TO SEVERAL VENDORS ...........................................................................................................28 POSTING PARTIAL PAYMENTS ..............................................................................................................................................30 INVOICES INCLUDED IN A PAYMENT ....................................................................................................................................31 RESET / RENEW A PAYMENT ................................................................................................................................................32 CLEAR A PURCHASE INVOICE AND A CUSTOMERS PAYMENT TO EACH OTHER.....................................32 REPORTS .............................................................................................................................................................................34 BALANCES LIST ...................................................................................................................................................................34 OPEN ITEMS ........................................................................................................................................................................35 VENDORS ACCOUNT STATEMENT (WITH FAX TEMPLATE)...................................................................................................35

CREATING A VENDOR

To both Accounts Payable and Purchasing: Accounting -> Financial accounting -> Accounts payable -> Master records -> Maintain centrally -> Create (XK01) Only to Accounts Payable: Accounting -> Financial accounting -> Accounts payable -> Master records -> Create (FK01)

Initial screen

Vendor Company code

Vendor number (Use next free number) (0008)

Purch.organization Purchasing organization (0008) Account group ASCH (Account group for Aspro China, number range 80000 - 89999) (Note! You cannot change this later on!) Use this, if you want the new vendor to be based on an existing vendor.

Reference

Basic data

Name Search term 1/2 Street 2 - 3 Street/House number Street 4 - 5 Postal code/ City Country PO box Postal code Other city Other country

Vendors name

Additional space for street address (is printed above the street address) Street address / House number Additional space for street address (is printed below the street address)

Country code

City according to PO box (if different from street address) Country code according to PO box (if different from street address)

Language Telephone

Language code (= language of communication, English) Telephone number (Note! By clicking on you can get more tel. number fields into use) Fax number (Note! By clicking on fields into use) E-mail address you can get more fax number

Fax E-mail

Control data

Customer VAT reg.no. Cred.info no. Last ext. review

Vendors possible customer code in R/3 VAT number Number of credit information agency Last checking date of credit data

Payment transaction specifications 1

Ctry

Country code (determines the rules according to which rest of the bank account code is checked) Bank key (sort codes etc. without any letters) Bank account number Name of bank account holder If the vendor has several bank accounts, you can define keys for them, ex. 0001 When the payment is done to other account than the vendors account (applies to all company codes dont use; see Payment transaction specifications 2 screen: Alternat. Payee field) Selecting this enables you to change the payment address when saving the receipt

Bank key Bank account Account holder BnkT Alternative payee

Individual spec.

If the bank has not yet been created, you get the following screen:

Fill in the banks name, address, possible office, possible SWIFT code

Accounting data

Reconcil.acct

Reconciliation account (26020000 Rec. acc. A/P China external, 26310003 Rec. acc. A/P Salcomp internal) Sort key (008)

Sort key

Cash mgmnt group In use for Treasury, select the correct one (ex. A41 Material domestic A42 Material foreign A51 Investment domestic A52 Investment foreign A61 Expense domestic A62 Expense foreign) Prev.acct no. Previous vendor number

Payment transaction specifications 2

Payment terms Chk double inv.

Payment terms (Select the correct one) If you select this, it will be checked if an invoice with the same number has already been posted Payment method (C=Check) You can set a vendor to payment block. Note! Applies only to automatic payment, no manually payments Number of Factoring company (applies to that company code) Do not select this.

Payment methods Payment block

Alternat. payee Individual pmnt

Correspondence

Acct w/ vendor Clerk at vendor Clerks fax Clrks internet

Our account number in vendors system Vendor person in charge Fax number of vendor person in charge Internet address of vendor person in charge

Purchasing data

You do not need to fill in these screens, leave the default data. Purchasing department is updating their data.

POSTING AN INVOICE
Accounting -> Financial accounting -> Accounts payable -> Document entry ->Invoice (FB60)

Basic data

Vendor Sp.G/L Invoice date Doc.type

Vendor number In use for advance payments and bills of exchange Document type (ex. 50 Other invoices, domestic 56 Material invoices, domestic 60 Other invoices, foreign 66 Material invoices, foreign) Posting period (if you leave this blank, period is filled automatically according to posting date) Reference number Amount of invoice and currency Select: amount of tax is calculated automatically

Posting date Period Reference Amount Calculate tax Tax amount Tax code Text Company code Payment

Reference number (Note! Start with *) (0008)

Baseline Dt Pmnt terms Discount Disc.base Fixed Pmnt meth. Pmnt block

Part.bank House bank

Due date is calculated starting from this day according to payment term code Payment term Amount of discount Amount of which discount is calculated If the first or second cash discount is used not depending on whether the time for cash discount has expired Payment method (C=Check) Payment block Is not necessary to fill in, in the payment run is taken from the vendors basic data. Vendors bank accounts change Salcomps bank accounts change

Details

Business area

Tax Tax information is displayed on this screen.

Notes You can type notes referring to the document. Local currency

Is only visible, if you post the invoice in some other currency than in RMB.

Translation dte Exchange rate Amt.in loc.cur.

Date of exchange rate, if you want to use e.g. the rate of previous period Amount in RMBs

Posting the rows

G/L acct D/C Debet/Credit Amount in doc.curr. Amount in invoices currency Amount in RMBs Loc.curr.amount Tax code Business area Cost center Order Follow-up number

Display vendor Vendors open documents Vendors bank details

Postings of the invoice with automatic postings (VAT): Document -> Simulate or click on

If the document is ok -> Save (

) -> You get the document number

Posting a credit memo Accounting -> Financial accounting -> Accounts payable -> Document entry -> Credit memo See instructions in Posting an invoice

POSTING A FORWARDING INVOICE / CREDIT MEMO

Accounting -> Financial Accounting -> Accounts Payable -> Document entry -> Other -> Invoice general / Credit memo - general

Document date Type Company code Posting date Period

Document type (0008) Posting period (if you leave this blank, is filled in automatically according to posting date)

Currency/rate Document number Document number (leave blank, is filled in automatically) Number of invoice Reference PstKy Account Posting key (defines the posting type and sign; 31 = vendor invoice) Vendor number

Amount Calculate tax Pmnt terms Text Posting VAT: PstKy Account

Final amount of invoice (Select this) Payment term Reference number (Note! Start with *)

Posting key (=40) Account number (VAT for purchases)

Amount Base amount Tax code PstKy & Account

Amount of tax Amount of tax

Posting key & account number (continue posting other rows, such as rate of duty, freight)

Assignment PstKy & Account

Vendors number as reference (Note! Length must be 10 characters) Posting key & account number (continue posting other rows, such as rate of duty, freight)

Postings of the invoice with automatic postings (VAT): Document -> Simulate or click on

If the document is ok -> Save (

) -> You get a document number

REVERSING A POSTED INVOICE

Accounting -> Financial accounting -> Accounts payable -> Document -> Reverse -> Individual reversal (FB08)

Document no. Company code Fiscal year Reversal reason

Document you want to reverse (0008)

(1)

Posting date/Posting period (if you leave this blank, posting is placed to the same period as the original document)

Display the document before reversal

Reverse the document by clicking on

CLEAR VENDORS CREDIT MEMO TO DEBIT MEMO

Accounting -> Financial accounting -> Accounts payable -> Account -> Clear (F-44)

Account Clearing date Company code Currency Additional selections

Vendor number Posting date (0008)

Additional selections for open invoices

Double-click on the wanted credits and debits -> the sum in Not assigned field must be 0 at the end -> . click on

CHANGING AN INVOICE

Accounting -> Financial accounting -> Accounts payable -> Document -> Change -> Enter the document number (FB02)

Setting a payment block Double-click on the vendor row -> Enter A in the Pmnt block field -> .

Changing of bank account Double-click on the vendor row -> -> -> change the bank account in Part.bank type field

STATUS OF INVOICE
Checking e.g. if the invoice has been paid: Accounting -> Financial accounting -> Accounts payable -> Document ->Display (FB03)

Document number Company code Fiscal year

(0008)

If you dont remember the document number, click on

and set a search criteria, e.g. the

-> You get a list of documents that complete the search vendors reference number, click on criteria. Select the wanted document with double-click. Select a row displaying the vendors name and double-click it: The Clearing field shows when the invoice has been paid and with which document. (E.g. Invoice paid 3.10.00 with document number 2100000085)

VENDORS OPEN / PAID INVOICES

Accounting -> Financial accounting -> Accounts payable -> Account -> Display/change line items (FBL1N)

Vendor account Company code Open items Open at key date Cleared items Clearing date - to All items Posting date Type

Vendor number (0008) Select, if you want to view vendors open invoices Open invoices of which day Select, if you want to view the vendors paid invoices Paid invoices on which day (to) Select, if you want to view the vendors all invoices Posted invoices on which day (to) Normal = normal invoices Special G/L transactions = e.g. down payments Parked items

Paina

SETTLEMENT OF INVOICES

Automatic payments Accounting -> Financial accounting -> Accounts payable -> Periodic processing -> Payments (F110) Creating a payment proposal:

Run date Identification Run code (can be defined freely)

Select the Parameter tab Copy default values from existing payments by clicking on Click on the arrow and select an appropriate existing payment. 020802 CHINA .

Posting date Docs entered up to Pmnt meths Next posting date Day up to which documents should be posted Payment method (C = Check) Next payment day = all documents having due date until that are included in payment proposal Select vendors from...to, e.g. if you want to pay the invoices of only one vendor (More fields -> Click on ) (Status: Parameters have been entered)

Vendor

Save parameters by clicking on

Note! If you want to select included invoices according to vendors invoice number, document number or currency, select the Free selection tab.

Select the wanted search criteria into the Field name field (Note! More criteria from Others) Into the Values field should be entered all the vendors invoice numbers/document numbers/currencies etc that you want to include OR if you want to include all of them except a specific invoice/document/currency, type it into the Values field and select Exclude values. If you want to define numbers from... to, use braces. Example: (5999000000,5999000100) Save changes. Click on

Select "Start immediately" Note! Do not select Post and print Status: Proposal is ready to be started -> Proposal is running -> Proposal has been created Note! If you encounter problems with payment proposal, you might find help from the log ). (

Printing out the payment proposal: Edit -> Proposal -> Proposal list ->

Corrections, e.g. removing from a payment block:

If you want to remove an invoice from being paid (not a payment block, however), type * in the Payment block field (skip account). The invoice is just left out of payment. Status: Payment proposal has been edited

Deleting a payment proposal: Edit -> Proposal -> Delete

Posting a payment:

Status: Payment run is ready to be started -> Payment run is running -> Payment run has been carried out

After that the payment is automatically posted as paid.

Printing out a payment list: Edit -> Payments -> Payment list ->

Creating a printout:

Job name

Replace the question mark with another character and press enter

After that a Payment summary list is printed out automatically

Transferring a printout: Environment -> Payment medium -> DME administration Select the correct row Click on

File name

Desired path and filename for the printout

Posting a payment manually Accounting -> Financial accounting -> Accounts payable -> Document entry -> Outgoing payment -> Post (F-53)

Document date Type Company code Posting date Period Currency/rate Document number Translation dte Reference Doc.header text Clearing text Account Business area Amount Amt.in loc.cur. Account Account type Special G/L ind Standard OIs Additional selections

Document type (0008) Posting period (if you leave this blank, it is filled in automatically according to posting date) (leave blank, is filled in automatically) Date of exchange rate, if the own rate is used Number of reference document Text field for the whole document Text field which is copied for all cleared rows

Amount in local currency Vendor number K = vendor If you want to include also advance payments/invoices, type MF here Select this, if you want to include normal open invoices Additional search criteria for open invoices

Select the wanted invoice(s) with double-click. Note! The sum in Not assigned field must be 0. If you want to view the document before saving it, go to Document -> Simulate To post the payment, click on .

Roundings / other differences Go to Res. items screen -> double-click the row beside Net amount with the payment -> in Residual items field, change the amount of difference by double-clicking the field or typing the sum manually. Select the correct reason code into RCd field (reason code defines the account to which the difference belongs to: 1 = 3812 0000 2 = 3813 0000 3 = 3962 0000 4 = 8349 0000 5 = 4512 0000). If you want to view the document before saving it, go to Document -> Simulate Registering the payment to several vendors The vendors must have the same reconciliation account.

Accounting -> Financial accounting -> Accounts payable -> Document entry -> Outgoing payment -> Post

Document date Type Company code Posting date Period Currency/rate Document number Translation dte Reference Doc.header text Clearing text Account Business area Amount Amt.in loc.cur. Account Account type Other accounts Standard OIs Additional selections

Document type (0008) Posting period (if you leave this blank, it is filled in automatically according to posting date) (leave blank, is filled in automatically) Date of exchange rate, if the own rate is used Number of reference document Text field for the whole document Text field which is copied to all cleared rows

Sum in local currency Vendor number K = vendor (Select this) (Select this) Additional search criteria for open invoices

Account AccTy CoCd Standard OIs Click on Continue

All wanted vendor numbers K (= vendor) Company code (Select this)

Select the wanted invoices with double-click. Sum in Not assigned field must be 0. Go to Document -> Simulate

Enter the paid total sum with a minus sign into the Payment amount field and click on Continue. To post the payment, click on Posting partial payments .

Accounting -> Financial accounting -> Accounts payable -> Document entry -> Outgoing payment -> Post Fill in the first screen (see Posting a payment manually).

Select the wanted invoice(s) with a double-clicking the sum. Select the Partial pmt tab.

Enter the payments amount into the Payment amount field (if theres only one invoice, you can also double-click the field to get the sum automatically). Sum in Not assigned field must be 0. If you want to view the document before saving it, go to Document -> Simulate To post the payment, click on Enter all the documents in the same way. After that, payments must be manually registered (all documents are visible among vendors open transactions): Accounting -> Financial accounting -> Accounts payable -> Account -> Clear Take similar steps as in clear vendors credit memo to debit memo Invoices included in a payment If you want to know which invoices are included in a specific payment, see the document

(Document -> Display) -> Environment -> Payment usage Reset / renew a payment 1. Resetting a payment Accounting -> Financial accounting -> Accounts payable -> Document -> Reset cleared items

Clearing document Company code

Number of clearing document (0008) Shows all documents of payment

Click on

Only resetting Resetting and revers

Resets only the payment Resets the payment and the cash slip

Note! Resetting happens automatically for the day of original document. Note! The period must be open!

2. New payment run Note! Write down the numbers of resetted cash slips and execute payment run only for those. If you want to create a new payment for the same day as the first (= real) payment day, change posting date in parameters in payment run. Note! The period must be open!

CLEAR A PURCHASE INVOICE AND A CUSTOMERS PAYMENT TO EACH OTHER

(= Customer has reduced an open puchase invoice of us from their payment) Accounting > Accounts receivable > Document entry > Incoming payment

See instructions from Accounts Receivable manual for posting a normal incoming payment

Before clicking on

, select Other accounts

Account AccTy CC Standars OIs Click on

The wanted vendor number K (= vendor) (0008) (Select this)

Select the wanted invoices with a double-click. The sum in Not assigned field must be 0. Go to Document -> Simulate

If the next screen that appears is "Assign Payment Amounts", enter the total sum in Payment amount field and click on Continue. To post the payment, click on .

REPORTS

Balances list Information systems -> Accounting -> Financial accounting ->Accounts payable ->

Reports for Accounts Payable Accounting -> Account balances

Open items Information systems -> Accounting -> Financial accounting ->Accounts payable -> Reports for Accounts Payable Accounting -> Open items

Vendors account statement (with fax template) System -> Services -> Reporting

Click on

and select the variant VENDOR STATEMENT

Change your wanted vendor number into Account field and wanted date into Key dates for acct statement field (open items from which day) Click on and print out the document by clicking on .