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Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
The Accounts Payable module records and administers accounting data for
all Vendors. It is also an integral part of the purchasing system: Deliveries
and invoices are managed according to vendors.
Accounts Payable is a subsidiary ledger within the FI module that contains
all vendor information.
All detail relating to individual vendors, transactions and vendor balances is
contained at the sub-ledger level.
The total amount due to all Vendors is simultaneously reflected in GL
reconciliation account(s)
The main AP reconciliation account is 953001 (AP 3rd Part Domestic) and
this cannot be posted to directly. Therefore all activity must be posted in the
Subsidiary Ledger (AP)
The Automatic Payment program or payment run pays due items that are
released for payment
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During the Buy stage the Buyer places a Purchase Order which
defines the Contract and the Terms & Conditions
If there is no PO no work should stat
The PO should be raised before any work starts, there should be no
after the fact POs
During this phase the style of purchase is defined , for example:
Stand-alone Purchase Order
Framework contract
Direct Order
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During the Receive phase of the process the goods arrive and the
Goods Receipt is made against the PO
This is confirmation that receipt of the good or service has taken
place
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After the goods are delivered or the service is performed, Users confirm this by
postings a goods receipt in eBuy.
Process payment
Based on the goods receipt the payment process starts in Atlas this will be dealt
with by Account Payable.
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This slide shows the process for Special Requests and Framework Orders :
Once the shopping basket is created the value is compared to the spending
limit.
If the basket is below the spending limit then a purchase requisition is
created and from that a PO created by the Buyer
If a special request is above the spending limit of the Requisitioner then the
shopping basket must be approved in eBuy. Once approval is complete a
Requisition is created and converted to a PO by the Buyer. If rejected the
shopping basket is automatically cancelled
The PO is then sent to the Supplier to notify them of the order
Once the goods are received a goods receipt is processed (special Request
only)
Once the invoice is received from the Supplier this is processed and paid
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This slide shows the process for Catalogs and Direct Orders
Once the shopping basket is created the value is compared to the spending
limit.
If the basket is below the spending limit then the delegation limit is the
applied
If the basket is above the spending limit of the Requisitioner then the
shopping basket must be approved in eBuy. Once approval is complete the
delegation limit is applied
If rejected the shopping basket is automatically cancelled
If the basket is above the delegation limit then a Requisition is created and
converted to a PO by the Buyer. The PO is then sent to the Supplier to
notify them of the order
If below the delegation limit then a PO is created by the system and sent to
the Supplier to notify them of the order
Once the goods are received a goods receipt is processed
Once the invoice is received from the Supplier this is processed and paid
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All external procurement for direct materials must have a contract (except line trial
materials)
The PO will be sent but not the contract the contract is not sent even at
Material level
A Material is anything that has a physical nature that we buy, sell, make, move or
stock as part of our operational business process
Direct Material Buyers ensure valid source lists and info records are in place,
these items will be covered later in the module
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Within the material procurement process there are various key requirements
including:
Contracts, the type of which depends on the material and supply process
Purchasing Inforecords
Source Lists
Quota Arrangements
These items ensure that materials are ordered from the right supplier, at the right
time for the correct price
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The Source list shows available sources of supply for a Material, indicating
the period when procurement from such sources is possible
This enables site Logistics to determine the source that is valid at a certain
point in time by Material by Plant
A source list is MANDATORY for all Materials, all types of supply and all
types of outline agreements.
The source list is automatically created upon completion of Contract
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The vendor master record contains information about a vendor from a Purchasing
and Accounting perspective.
The vendor master record is structured according to three organizational aspects:
General - the data is valid for the entire client; all of Mars. Examples are
vendors address and tax information.
Company Code (Accounting) the data of the vendor master record is
maintained at the company code level. Examples include, payment method,
payment terms, and invoice amount tolerances. Invoices cannot be created for
a vendor until the Company Code portion of the vendor master record has
been created.
Purchasing Organization - the data of the vendor master record is managed
separately for each purchasing organization. Data that applies to a purchasing
organization can be maintained differently for a specific plant. For example,
the Automatic PO Allowed field could be selected for one plant but not another.
In procurement the vendor functions as each of the following:
ordering address
supplier of goods
invoicing party
Payee
For this reason, several roles (partner functions) can be assigned to the vendor
Vendor (VN): The master vendor, typically the corporate headquarters
Invoice Presented by (PI): Entity through which they are billed and that they pay
The invoicing partys account will be charged instead of the vendors
Payments are based on the document currency, so there is no need to
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The vendor master record is made up of three main areas that contain the
following information:
General data including the vendor's address and bank details (data at the
client level is owned by Commercial)
Accounting data is at the company code level owned by Accounting
Purchasing data is at purchasing organization level, which may be wider in
scope than one company but is owned by Commercial
Data that exists at the client level is available to all company codes. Vendor
numbers are assigned to accounts at this level so the Vendor receives the same
account number in all company codes.
The individual company codes store their own information on vendors at the
company code level.
This company code information includes the following:
Reconciliation Account
Sort Key
Payment Terms
Payment Method
Accounting Clerk
Statement Type
Act Clerk Telephone number
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General data also includes tax information (VAT number) and bank detail
information
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Several company codes within Mars are likely to do business with the
same vendor.
The general data, such as the address, is stored in the general area. Both
company codes use this data for communication with the vendor.
Each company code maintains specific information for financial accounting
(for example, the reconciliation account) and for their business
transactions with the vendor (for example, payment terms) in their own
company code area.
When you post items to a subsidiary ledger, the system automatically
posts the same data to the general ledger. Each subsidiary ledger has
one or more reconciliation accounts in the general ledger.
The payment method specifies the procedure, such as cheque, EFT, by
which payments are made.
The Company Code data also contains a duplicate invoice check flag.
This should be highlighted so that the systems checks for duplicate
invoices upon processing. The check looks at the Vendor, Currency,
Company Code, Invoice gross amount, Invoice Reference number and
Invoice date to see if they have already been entered in the system on
another invoice
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Payment Terms are of cash discount percentages and payment periods and are
crucial to our commercial relationship with the vendor. They must not be
changed without the consent of the buyers using the vendor in the same
purchasing organisation.
The GR-Based invoice verification flag means that the invoice can only be
processed once a goods receipt has been made. If this field is selected then the
field "GR-based invoice verification" is preselected in the info record when such a
record is created for this vendor. The field "GR-based invoice verification" is also
preselected in the order item field when a purchase order is created for this
vendor if no info record exists for the vendor and the ordered material.
There are also two flags for selfbilling or evaluated receipt settlement (ERS).
These fields specify ERS or the automatic generation of invoices according to an
invoicing plan is to be used in relation to materials supplied or services
performed against the vendor. If the PO is to be settled up using Evaluated
Receipt Settlement (ERS), this indicator must be set. This indicator must also be
set for purchase orders used in conjunction with invoicing plans when procuring
external services.
The payment program can make payment to a vendor other than the one to
which the invoice was posted. Payment is made to an alternative payee, which
must be specified in the master record.
You can specify an alternative payee in the general data area and in the
company code data area. The alternative payee specified in the general data
area is used by every company code. If you specify an alternative payee in both
areas, the specification in the company code area has priority.
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Local or Regional Master Data Teams, for example the CVT in Europe
have the following role:
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Medium Risk - Data which if changed will impact other users but will not expose Mars to significant risk
High Risk Sensitive data that needs to be strictly controlled and could significantly impact both users and
Mars if it is not
Address Data:
Low Risk
Medium Risk
Name, Address (Street, City, Post Code, Main Telephone, Main Fax
High Risk
Email / Zetafax
Control Data:
Low Risk
None
Medium Risk
High Risk
None
Payment Transactions:
Low Risk
None
Medium Risk
None
High Risk
Accounting Information:
Low Risk
Payment Methods
Medium Risk
None
High Risk
Payment Terms
Withholding Tax:
Purchasing Data:
Low Risk
High Risk
buyers
High Risk
Partner Functions:
High Risk
Partner Functions
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S_ALR_87012089:
Accounting>Financial Accounting >Accounts Payable >Information
System>Reports for Accounts Payable Accounting>Master Data
FK04:
Logistics>Materials Management>Purchasing>Master
Data>Vendor>Central
XK04:
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This slide shows the fields that are considered as sensitive in the configuration
If these fields are changed the Vendor will become unconfirmed and blocked for
payment
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Vendor accounts that should no longer be posted to can be blocked from posting.
The block set can be cancelled at any time.
When setting a posting block, all company codes can be blocked or individual
company codes can be blocked
When accounts are blocked using central maintenance, the system sets the following
blocks:
Posting block, which wont allow postings
Purchasing block, which prevents order processing in certain or for all purchasing
organizations
If a supplier provides unsatisfactory performance, Units may wish to prevent further
transactions taking place. An Accounting block my be used in this case to block
within the Company Code to prevent posting and payment taking place
A Vendor Account should only be blocked if there are no more open items in the
account. If an account is blocked, the open items cannot be cleared
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If a Vendor is blocked at the General Data level all relevant parties need to be
informed
If a Vendor is blocked for purchasing only then all Buyers to be informed
If a Vendor is blocked for payment then all Buyers and Accounts Payable to be
informed
If the Vendor is to be deleted it is important that Accounts Payable are consulted
beforehand
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The Account Assignment specifies the objects that can be charged via the
PO, for example:
Cost Centres
WBS Elements
Internal Orders
Work Orders
The Account Assignment Category controls which account assignment data
is necessary on the PO
For example P means that a WBS must be entered
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There are 3 important flags on the Delivery tab of the PO, including:
Good Receipt:
This specifies whether a goods receipt is allowed and expected for
the order item
GR Non Valuated:
This flag specifies that the goods receipt for this item is not valuated
Valuation of the item will take place on invoice verification
This indicator must be set in the case of multiple account assignment
for example.
This should be used on very rare occasions
Delivery Completed
This indicates that the item is to be regarded as closed with all
deliveries completed
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There are 3 important flags on the Invoice tab of the PO, including:
Invoice Receipt:
This specifies whether an invoice receipt is expected or not
If the indicator is not set, goods are to be delivered for free
Final Invoice:
Indicates that the last invoice has been received and no further
invoices are expected PO commitments are reset
However, the final invoice indicator does not prevent further invoices
from being posted.
Furthermore, it does not replace GR/IR account maintenance in the
event of a variance between GR quantity and invoice quantity. Any
differences must be cleared using GR/IR clearing
GR-Based invoice:
Invoices relates not to the PO, but to individual deliveries
If this is flagged a goods receipt GR must occur before the invoice
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Insurance
Telephone bills
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When viewing a Framework Order there are several things which stand out:
Framework Order can be seen in the top left-hand corner
Account assignment category is likely to be 1 or 2
Cost centre w/o GR
Order w/o GR
Item category likely to be D (Service) or B (Limit)
Limits should be entered on the Limits tab under the item view
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The goods receipt phase is a key control as it identifies the quantities of goods
received and acts as the 2nd part of the three way match conducted when the
invoice arrives.
At the time of goods receipt material & accounting documents are created to
record the event
These documents can be seen on the PO in the purchase order history tab
The goods receipt is the responsibility of the Budgetholder to perform
The GRN in SAP R/3 is also important because it is the stage where the supplier
is evaluated against the promised terms of supply. Typically several criteria are
considered:
Timely arrival
Quantity compliance
Quality compliance.
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Within the system there is the option to tick the non valuated goods
receipt flag
This should be used in limited circumstances as it is a sub-optimal
process
The issue is that no postings are made to a budget at the point of GR
Postings are only made when the invoice is processed
This increased the workload for S&F in terms of managing the
accruals process at Period Close and Year End
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This slide shows the postings that take place when a goods receipt is
posted.
The document type of a goods receipt is always WE and will be
processed using movement type 101
The example used on the slide is for a generic expense PO with a
Cost Centre as the Account Assignment
In the General Ledger the following postings takes place:
DR P&L expense accounts according to the Account Assignment
of the PO
CR Generic GRIR Account
In controlling the Cost Centre on the PO is posted to together with
the expense account
At the goods receipt stage no posting take place against the AP
subledger
Depending on the type of material being purchased there are other
GRIR Accounts. These will be posted to automatically depending on
the type of material used on the PO
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This slide shows the key fields of the Logistics Enter Invoice screen (MIRO) and Logistics Park Invoice
(MIR7)
These are similar to the fields of the Vendor Invoice screen (FB60)
The main difference is the Purchase Order/Scheduling Agreement field. The purchase order number is entered
in this field to tie the invoice to the purchase order and goods receipt.
The transaction MIRO is also used to enter a credit memo. The value of the Transaction field can be changed
from Invoice to Credit Memo for this scenario
To park an invoice from MIRO, select Edit > Switch to document parking
Header - key fields:
Invoice date The date on the invoice. This date, in conjunction with the vendors payment terms (on the vendor
master) determine the payment due date for this invoice. The Automatic Payment program uses the Invoice Date
field to determine which payment run the invoice will be included in.
Posting Date - Determines the period to post the invoice to and defaults to system date
Reference The vendors invoice number is entered in this field
Amount The total amount of the invoice including taxes into this field.
Currency This field is not labeled but is to the right of the Amount field. Indicate the currency that the payment
is to be issued in.
Calculate tax field can be flagged if Users want the system to calculate tax automatically based on the tax code
Tax amount The amount of the taxes for this invoice.
Tax code This field is not labeled, but is to the right of the Tax Amount field. The tax code controls whether or
not the item is to be taxed and at what rate. For VAT type taxes, the tax code entered assists in calculating the
tax amount and control where it is posted in the GL.
Text Enter a description of the invoice.
Allocation Area:
Procurement Document Category indicate the type of procurement document to associate to this invoice.
Common choices are PO number/scheduling agreement, service entry, or vendor.
Procurement number indicate the number of the procurement document or vendor.
Currency and payment method default to MIRO from the PO, (via the vendor master record)
Line Items:
Line Item information for the PO is displayed here
Posting directly to G/L Accounts and Material Accounts:
With PO reference - To post an invoice with reference to a purchase order to G/L accounts or material accounts,
proceed as follows:
In the screen area Allocation, click PO reference tab
Assign the invoice to a document and select the goods items to be settled.
Choose either the tab page G/L account or the tab page Material and enter data as required.
At the top of the screen there is a Balance field this is useful as it shows if there are any errors in the invoice.
In order to post the invoice the balance in this field should be 0 and the status icon should be green. Any error
messages can be accessed by clicking on the Messages icon at the top of the screen.
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Purchase Order:
When the invoice is posted the GRIR clearing account is cleared and
the vendor line is credited
In the GL the following posting take place:
CR 953001 AP Reconciliation Account
DR 953071 In this case general GRIR, but other GRIR account
will apply depending on the material type
In the AP subledger the credit it posted to the Vendor
When an invoice is posted using MIRO an RN document type is
posted
Framework Order:
When the invoice is posted the vendor line is credited and a P&L
expenses account is debited
In the GL the following posting take place:
CR 953001 AP Reconciliation Account
DR P&L Expenses depending on the type of cost
In the AP subledger the credit it posted to the Vendor
When an invoice is posted using MIRO an RN document type is
posted
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Preliminary posting or parking allows Users to enter data and store it without
posting it. This allows you time to ensure that the analysis for the charge is correct.
A document is parked when a user cannot finish the document (invoice or credit
memo) or needs to gather further information before posting the document
Parking a document assigns a document number to the transaction without
updating the account transactions or totals
Parked documents can have any field on the document changed or updated, which
allows for another user to verify that the right accounts were being used, etc.
Parked documents can be changed as often as required
When no further changes are required, it is possible to post the parked document.
Only then does the system carry out the normal account movements and make the
necessary updates
Parked documents must be posted in order to update the accounts balance
When a parked document is posted, the document number does not change.
Parking a document should not be confused with holding a document. If you
hold a document it is simply suspended and no accounting or other update takes
place. Held documents are assigned a manual document reference.
The advantage of parking documents is that you can evaluate the data in the
documents online for reporting purposes from the moment they are parked, rather
than having to wait until they have been completed and posted.
The preliminary posting function can be of great advantage if:
Users are interrupted when entering an invoice, this saves duplicate data
entry
Users wish to clear up some questions before you post an invoice.
Users wish to split the invoice authorisation process. One employee can,
for example, park an invoice without checking it, while another carries out
the actual checks and posts the document after making any necessary
corrections
Depending on the G/L account it may require a cost object assignment e.g.;
Cost Centre, Internal order
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To make changes and re-park the document, types the changes and select
the Save as Completed button.
Select the Simulate button to see the entire document before posting.
A posted document has the same document number as the parked
document.
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After the invoice has been posted, the document appears as an open item
on the vendor account (payment proposal list).
Accounting>Financial Accounting>Accounts Payable>Account
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This slide summarises the movements that take place for a Purchase Order and
how they link together, for example
A PO is raised for a quantity of 50 cases at $2 per case
A goods receipt is posted for a quantity of 50 cases against this order, the
value is taken from the PO price (2 x 50 =100):
DR P&L Expense
CR GRIR Account
An invoice arrives for 50 cases at $2 per case (100) which:
DR GRIR
CR Vendor
As a result the GRIR is cleared
This example also illustrates the principle of a 3 way match in this example the
invoice would be processed and remain free for payment
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For example:
1. This shows the net price of the PO
2. Shows the price of the Goods Receipt
3. Shows the value of the invoice
These should be equal for a 3 way match to be achieved
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An invoice can be blocked for payment if there are price and/or quantity
differences between invoice amount and order amount.
A blocked invoice cannot be released for payment until the blocking
indicator is removed from the document which is set during posting.
If a variance in an invoice item is accepted and the proposed value
overwritten, the system checks if the variance is within the tolerance limits
defined in Customizing. If an upper tolerance limit is exceeded, the invoice
is posted but blocked for payment. The invoice has to be released for
payment in a separate step
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A price variance occurs if the price per unit of measure differs to that
in the purchase order, based on the quantity and amount invoiced.
The system establishes whether the value invoiced exceeds the
expected price (quantity invoiced * net order price) by more than the
tolerance for price variances set in Customising
When the invoice is posted, the system blocks the invoice with the
blocking reason "price variance".
In the example on the slide:
The Order was raised for 100 pieces at $1.3 per piece
100 pieces were delivered
When the invoice arrives the 100 pieces have been charged at
$1.24 per piece
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Quantity and price variances occur when an invoice not only contains
a different quantity to that still to be invoiced, but also a different price
basis to that specified in the purchase order
In the example:
The Order was raised for 100 pieces at $10 per piece
60 pieces are delivered
When the invoice arrives the 100 pieces have been charged at
$11 per piece
The system calculates the following the quantity variance as
follows:
The quantity to be invoiced is 60 (quantity delivered 60
quantity invoiced so far 0)
When the invoice is processed the quantity entered (100) is
compared to the value (60). In this case they are not the
same so the invoice is blocked with a quantity difference.
The system calculates the following the price variance as the
difference between the net price on the PO and the net price on
the invoice
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Any invoice that is blocked by LIV will need to go through an approval process so
that it can be released
In Europe Smart Approval issued as an invoice approval tool:
This is a Lotus Notes based system
It interfaces to SAP at regular intervals to release blocks automatically
Smart Approval has the following blocking reasons:
Q Quantity block
Q Invoice status: no goods receipt : Quantity block, no Goods Receipt
P Price block
PQ Price and Quantity block
N Needs authorisation : Occurs where a PO does not require a goods
receipt e.g. Contractor on site
M Manually blocked by AP Clerk
P Parked : Usually invoices are parked as they are incomplete, for instance
no PO number is quoted and account assignments are unknown
The other option is manual invoice approval
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A Credit Memo relates to volume and price, whereas subsequent credits only
relates to price. When credit memo is posted, the total quantity in the purchase
order history is reduced by the credit memo quantity. If the requirement is to keep
the total quantity invoiced to, the credit memo would be posted as a subsequent
credit
Mars usually receives a credit memo from a vendor if we have been overcharged
or if goods are returned.
An invoice cannot be cancelled if the invoice is already paid, therefore a credit
memo should be requested
Invoice cancelling is normally used if a processing error has been made upon data
entry
When a credit memo is posted, the system makes a number of checks:
The maximum quantity that can be credited is the quantity that has already
been invoiced. If you enter a larger quantity, the system issues the following
error message - Reversal quantity greater than quantity invoiced to date
If a credit memo is posted for the same quantity as was invoiced so far, the
system expects that the total amount invoiced so far is also credited.
Otherwise, a situation might arise where you had no stock for a material but a
stock value.
Credit memos are posted as RC document
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Through this process, different line items of a vendor are matched together
and cleared. The user completely controls which open items are to be
cleared together.
The clearing process matches predefined criteria to group together open
items per account
If the balance of the group of open items equals zero in local and foreign
currencies, the items are marked as cleared
The program groups together those items from an account that have the
same:
Assignment field values
Currency in which the General Ledger is updated
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Accounting>Financial Accounting>Vendors>Account
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Subsequent postings are when there is a need to post a pure price difference
invoiced by a supplier.
A Subsequent credit results from an undercharge ie the vendor is invoicing an
extra charge such as a additional freight charge for being held up
This must have approval by the Buyer
A subsequent debit is when we have been over charged by the Vendor
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Who should create and change Vendor Master data - by the central Data
Administrator CVT or Regional Master data team
The distinction between a PO and FO:
PO = specific one off purchase
FO = recurring where one factor is uncertain
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