Unit 4 - 22759 Accounting and ERP(B Wieder Chapter 7.2...

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Unformatted text preview: 22759: Accounting and ERP (B. Wieder) 22/03/2010 Chapter 7.2: ISSUES IN AP: MASTER DATA MGT & ADVANCED PROCESSES © Bernhard Wieder (occ. Ref. to SAP-AG) 2010 - 123 Master Record Views: Vendors Company Code Client Accounting (Company Code) Data General Data Purchasing Data Purchase Org. © Bernhard Wieder (occ. Ref. to SAP-AG) 2010 - 124 1 22759: Accounting and ERP (B. Wieder) 22/03/2010 Account Groups in AP (AR, GL) Each vendor (customer, GL) master record has to have an account group, which determines: Which fields are displayed and whether their entry is optional or Which fields are displayed and whether their entry is optional or required (field status) when creating or changing master data, A number range from which numbers are selected for the master records, incl. the possibility to assign numbers manually (‘external number assignment’), and Whether an account is a one-time account (AR/AP only). The account group, therefore, groups/ classifies accounts, controls the data th completeness/quality and ensures consistent numbering. © Bernhard Wieder (occ. Ref. to SAP-AG) 2010 - 125 Bank Master Records 1. Create Automatically: The master data for the bank directory might be available on tape or disk. Then it can be imported into the system using a special program. 2. Create Manually: a) Master data of the banks for customers and vendors can be entered when maintaining AP or AR master data. b) Master data of the banks for customers and vendors can be entered in a sub-menu in Master Records in AP or AR. c) Master data of the banks for customers and vendors can be maintained in Bank Accounting (FI -> Banks). d) Master data of banks can also be maintained in the IMG (see house bank creation) © Bernhard Wieder (occ. Ref. to SAP-AG) 2010 - 126 2 22759: Accounting and ERP (B. Wieder) 22/03/2010 More Advanced Processes (in AP) The Business Problem: Your distribution centre orders a quite substantial number of specialised office supplies from the relatively new vendor AAAxx. The order value is $2,000 incl. 10% GST, and regular conditions apply. Due to the fact that the office supplies are of potentially little value for most other customers of AAAxx, the vendor asks for a down-payment of 50% as of today. Delivery is effected one week later and is accompanied by the invoice, which has to be paid by cheque and carries the regular terms of payment. 4 days later after delivery, your office manager discovers that part to the office material is slightly damaged, but still usable. Vendor AAAxx agrees to issue a credit memo over $200 to compensate your DC for the lower quality. Your DC pays on the last day of the first cash discount period using the automatic payment program. © Bernhard Wieder (occ. Ref. to SAP-AG) 2010 - 127 Business Process SAP Processes Create a DP request -$1,000 Invoice DownPayment Process it/create DP (manually) $2,000 Enter the AP-invoice and Clear DP Credit Memo -$200 Process Credit Memo Pay vendor (automatically) -$800 Payment (Residual) © Bernhard Wieder (occ. Ref. to SAP-AG) 2010 - 128 3 22759: Accounting and ERP (B. Wieder) 22/03/2010 Special “G/L” Transactions Transactions in AR and AP that are displayed differently in the general ledger and the sub-ledger. Reasons: Accounting Standards; internal reasons Accounting Standards; internal reasons Standard transactions already programmed, but can be extended GL AP (Liab.) The concept: Vendor XY Recon. is redirected GL DPM (Asset) Post © Bernhard Wieder (occ. Ref. to SAP-AG) 2010 - 129 SAP Supported SGL Transactions Down payments and down payment requests Bills of exchange receivable, bills of exchange payable and checks/bills of exchange checks/bills of exchange Bank bills Payment requests Guarantees Reserves for bad debt Security deposits © Bernhard Wieder (occ. Ref. to SAP-AG) 2010 - 130 4 22759: Accounting and ERP (B. Wieder) 22/03/2010 A Note on Credit Memos A credit memo is a (partial) ‘reverse invoice’. Usually refers to a concrete individual invoice. In SAP ERP: Enter respective invoice number. System inherits Baseline Date and Terms of Payment form invoice. This ensures that items are due on the same date are ‘paid’ together by the automatic payment run (i.e. that the credit memo is deducted from the invoice). If no invoice ref. number is entered, the credit memo is ‘due’ no invoice ref number is entered the credit memo is due immediately on the baseline date. © Bernhard Wieder (occ. Ref. to SAP-AG) 2010 - 131 Automatic Payment Program (F110) Pays all open items within the selection criteria (‘parameters’). Paying means: Due date check Payment method and bank account selection Calculation of cash discount Posting of payments and clearing of open items Data medium creation, if desired (printed forms, electronic files, EDI messages, etc.) Is carried out as background process (‘job’) with logs Involves multiple steps: multiple steps: Enter parameters Create, check (and correct/delete) proposal (always run and check first!!) Execute payment run (Create payment media separately, if desired) © Bernhard Wieder (occ. Ref. to SAP-AG) 2010 - 132 5 ...
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