 This bootcamp is for accounts payable staff working with SAP. Do you need to be productive in a new job or role but no time for a full or half-day SAP course? This course is designed to get you or your team up and running in as little as 90 minutes. This course is broken down into 11 video lessons with live SAP demonstrations and a quick reference guide at the end to review. So this course will be 90 minutes and it will cover various different aspects of accounts payable. How to enter and review different types of accounts payable invoices in SAP, we're going to cover entering manual payments in SAP and how to process automated payments in SAP. And after entering those different kinds of invoices and we're going to cover invoices that are linked to purchase orders and non-purchase order invoicing, we'll then look at how to review and audit these purchase invoices, basic accounts payable reporting, doing an edge analysis and managing vendor open items. When we say the open item technique in SAP, this is looking at how do we manage the vendor account for what is payable, what is due, what is not due and what has been cleared and doesn't need any further action. So after that introduction, let's get into the course. Hi, let's have a look at an overview of the course contents for the accounts payable bootcamp. So the course is broken down into a couple of different scenarios so that you can able to section up the course into various actions and topics that you can come back to later. So first we're going to cover what we're calling non-purchase order invoice entry. So in this case, we'll cover how to enter the invoice and then also how to display the document, change the documents and also cancel and reverse the document. Now when we say non-purchase order invoice, this is where you will have an invoice that is not linked to a purchase order. So it will be a stand-alone invoice that is entered directly into the accounts payable sub-ledger without a preceding logistics document. So from there we'll jump into what we call a purchase order invoice entry. So this is where we will have an accounts payable invoice where the invoice is processed linked to an existing purchase order in the system. In our case, we will also demonstrate the three-way match principle where we will have a purchase order, a goods receipt and then finally show you how to process the invoice. For these purchase order invoices, we will also cover how to display them. And I put change in here, but there's a caveat there. You can't change the purchase order invoice itself, but there are some changes you can make on the final sub-ledger accounting posting. But you can always cancel and reverse a purchase order invoice document if needed. So we'll cover those same tasks as well. So that will cover invoice entry non-PO and invoice entry for purchase orders. We'll then jump into how do we process payments? So now that we've got the invoice in the system, we'll cover how to list open invoices for vendors or list cleared invoices. How to then post a payment? We'll first cover how to post a manual payment. So typically this will be a business scenario where you have a once-off payment. You've manually worked with the bank to pay the vendor and you're needing to just record this in the journal and clear the open items. So that's what we mean by a manual payment. We'll just show you how to clear the accounts, payable documents and clear any open invoices so that you can then review the vendor open item list and see the effect of that posting and how it matches and clears the open items. So manual payments are typically a one-off, one-by-one case-by-case scenario. After that we will then go into the automated payment run. So this is a single transaction in SAP called F110 or F110 called the automated payment run and this is really quite a large transaction covering lots of different topics where you can create a payment proposal, you can then list the payment proposal and finally post the payments. The key difference with the automated payment run is that you can literally pay thousands of vendors, you can pay multiple payment methods at the same time. When I say payment method I mean either paying an electronic funds payment or a check or a bank transfer. So the automated payment run bundles all of these concepts together so that you can then execute your payments, you can print checks if you need to, you can generate the electronic files that need to go to your bank and you can integrate to your bank from this automated payment run but depending on how your company has implemented accounts payable will depend on how much integration there is between this payment run and your actual bank. So in this course we will cover most of the aspects on how to create and execute the payment run but not into detail on the individual integration to banks. So now that we've covered invoice entry and different types of payment we'll then cover basic reporting. On the reporting side we will cover how to look at a vendor account balance in summary and how to then go to the individual line items that make up that vendor account balance. We will use this line item display a lot during this course because we will often use it to show what is open and then when something is cleared what it looks like when it's been cleared. We'll also cover a basic accounts payable age analysis report. This is a useful report that will then section up the open line items into age analysis buckets i.e. is something due or not due for not to 30 days, 30 to 60 days, 60 to 90 days etc. So that will cover the reporting aspects. So once you've understood how to enter different types of invoices make different types of payments and how to report on them then you'll be doing really well in this boot camp to understand accounts payable. So as a final note remember that for processing this course applies to basic accounts payable processing. As I mentioned the use of the automated payment run is demonstrated as an overview only. Payment details themselves from the payment run especially when you integrate with your bank or when you are printing checks or international payments or local electronic payments they differ from country to country payment method, check electronic and different technology to integrate with your bank. Are you using iDocs? Are you using an EDI feed? Have you got some other feed to your banking partner? So the integration with the bank is very specific from company to company and there's a big security component as this is an outgoing payment. So these aspects are not covered in this course but you will need to follow this up for your own local company implementation. Other scenarios like managing down payments or handling ERS or what SAP calls self billing are not covered by this boot camp. They will be covered in a more in-depth accounts payable course but not by this boot camp. So that being said there's plenty for us to get through so let's get on with the course. So now we can get started with the first section on how to enter invoices and then we will show a demonstration. For this section we're going to look at the non-purchase order invoice and as discussed previously this means this invoice is not linked to a purchase order. So in order to enter this invoice the transaction code is FB60 which is enter invoice specifically for accounts payable and in this scenario we're going to have an invoice for office supplies and again not linked to a purchase order hence the different transaction. So for the master data we've picked a vendor we've got here we're going to use company code 3000, a US company code and document type KR. This document type which is the SAP standard for enter invoice this will default when you enter FB60. So as soon as you use FB60 SAP immediately knows this is for a vendor and it will default the document type KR. So this is just for the information so you can see the difference between these types of invoices and non-PO invoices. Office supplies, PNL account we'll enter and because we're entering a PNL account we're going to need a cost center. In this case we're just going to use this marketing one and because it's an invoice we're going to need a tax code. In this course we're not going to get bogged down with tax details so I'm going to use the I0 or AP tax exempt code and just stick in a dummy tax jurisdiction code so that we don't have to specifically analyze taxes. In your individual company depending on whether you have the vertex in the US integrated for tax or you're in Europe using VAT will determine the tax codes and the nature of the transactions. So this course is not going to delve into the details of tax but we do need to have those things as a minimum in the transaction. Okay so that being said we've got our master data we've got our specific transaction. We know it's not going to be linked to PO and it's going to be a KR document type. Let's get into the demonstration. So these invoices are going to be under financial accounting and instead of going to general ledger we're going to go into accounts payable as we're going to be using the accounts payable sub ledger. It's in the document entry, FB60, the first one top of the list dedicated for vendor transactions. So let's go into FB60. You'll see that vendor is the first field led up at the top. The DSAP knows this is an invoice. So let's enter our vendor and an invoice date. Now the thing to note is that the invoice date is really going to be the key reference for your baseline date for your payment terms. And there's the KR document type we mentioned before and just reiterating again that the invoice date and the posting date are different. Posting date is the accounting posting date and invoice date for the payment terms. So let's enter an amount in there, the header section and this is the vendor invoice amount. Then we put our tax code section. So in this case I'm going to go for calculate tax automatically even though it's on zero and you'll notice as soon as you enter the tax code the header section falls out in the system. So now you can review the vendor details to make sure you put the right vendor and address and you can also see a snapshot of the vendor bank account details. And this is for company code 3000. So I suggest filling out the header section first before going to line items. The line items, we can enter PNL account, app profits expenses, this is the debit. Now we can enter our amount and we're just going to make that balance with the top as we've not got any tax. Tax jurisdiction code for the US, we can get that in and you'll notice the tax code defaults from the top line to the bottom so you don't have to retype it in. And as this is a PNL account we need to enter a cost center. So we'll scroll along, find our cost center field, cost center because we have a PNL account. And then to finish off let's add some text in there describing our invoice, maybe some printer ink as an example and therefore we'd have the debit and the credit side of the transaction. When I press enter, notice this net due date warning message is really just telling us that according to the invoice date of the 1st of January this invoice is overdue already and that I'm acknowledging as part of this process. But the key difference here in an AP invoice is that you can also look at payment details. So besides seeing that the transaction is balanced in a similar way to a journal where we've got our debits and credits balanced we can now look at the payment details tab. So here you can see this baseline date has been copied over from the invoice date and the due date is going to be based on the invoice date itself. So invoice date copied to baseline date applies some payment terms which in this case is 30 days so the net due date is the end of the month. So it's just important to understand how those dates are used compared to a general ledger journal. So we can simulate this transaction just have a final review of our debits and credits and as you can see an SAP as per the usual style the posting key is now taking over from the debit credit words the way SAP tracks we've got a balanced transaction and therefore we can go ahead and post our first non-PO invoice and the system comes down and reports now there's the document number in the 19 series range so you've just successfully posted your first non-PO invoice congratulations. So now that we've learned how to enter an invoice we're now going to look at what some of the other options are for instance display and change so we're going to look at FB03 display FB02 and change so the scenario here is if you needed to display and update the text in an invoice potentially for one new option here as you can actually change the payment terms for an AP invoice and for the master data we can use an AP invoice posted in the previous lesson or in this lesson I think I'm just going to enter a new invoice for us to be able to to mess around with it so let's go to the invoice and then see what we can do with it so under the document side normally you can have your change in display transitions and then the reverse over here but let's actually just start with entering a new invoice to give us something fresh to start with so let's hit that FB60 again we'll enter a vendor enter a posting date get a reference and get this KL document going and the reason why I'm just entering a fresh document is so we can then display change and reverse it without interrupting the previous test remembering again when you enter your text you can then see the header information company address, bank details let's just enter our PNL account again for the debit and as it's a PNL account we need a cost center so we'll just zap in our cost center over here and put in some text for a test invoice here so we can change it and reverse it so let's enter the document we get our net due date warning another problem for that just means it's overdue and let's post so now we've got the document posted we can actually branch very quickly to display by clicking document display or you can navigate to FB03 now that we've displayed the document you can now see the the debit and the credits and the amounts and if you go to the header of the document similar to a general ledger one of the main items you can see here is again the document type so you know this is a vendor invoice and you can see who entered it very important from an audit perspective who entered it, what date did they do it what transaction was it and what time did they do it so always remember document header and display is a very important way that you can audit how a document or an invoice got into the system and if we double click on an individual line item to drill down we can do some more changes to the system if you're in display everything is grey you can't really change anything but if you use the pencil icon you can then jump into display mode so in this case we're looking at the payment terms here but you'll see everything is grey we can't change anything at this stage so what I want to do then is to go into change mode by clicking on the pencil this is FB02 and now you'll see we have the fields that have turned white can be changed you can't change the amount but you could change the discount base as an example if the payment terms are based on a discount so in this case I do want to change the payment terms from the 30 days that we had here let's make it 45 days and press enter the system gives you a warning that you're changing the terms of payment but that is okay and if I press enter there the system has not changed to 45 days so this is an example of something that you can change in an invoice that you normally wouldn't be able to change or have access to in a standard general ledger journal so let's go back to the overview here and then let's for instance bring some text so I'll go in here and I can update the text it doesn't affect the posting itself but just to show you some of the other fields that you could change in an AP invoice in change mode payment terms one of the main ones or some text if you need to and if I go on the vendor side then you can see there's also text for the vendor line item as well as text on the expense line item so in this case I'm going to enter some text against the vendor line item so we would see it in the open items and as if it's a manual invoice not going to appear I can put some approval comment as an example so let's save that and then branch out of that document that we just created, displayed and changed changes have been saved so now we can know how to display and change a document let's have a look at what happens if we then look at a reversal transaction so if I close up the document entry now and go under document just to show you this there's a little bit of display and change transactions if you don't use the pencil and if you don't drill down directly you can always use them directly from the menu if you need so we want to go into the reverse side so right now you'll see that if we navigate to reverse it's a separate menu path and down the menu where we can then find reverse so reversal uses a new transaction called FB08 and this is to reverse an AP invoice document so in this scenario you may need to manually reverse an existing AP invoice maybe it was posted in error so we'll use the document that we posted in the previous lesson and just remember when you reverse or cancel SAP will not delete the existing posting it preserves the order trail and you get a new contra document that is posted that nets out the original document so it's now specific that reverse transaction so you'll see the reverse has its own menu path if I now go under reverse FB08 we can get into the reversal transaction so this is where we enter our document number that we just posted for the company code and let's pick a reversal reason the most common one is this 01 reversal in the current period and I always recommend displaying the reversal document before you actually reverse it so that you can make sure that you've got the right document so let's click display reversal and here we can see the invoice that we just posted and there's a line art and there's our vendor and then we just scroll down there you can see remember the comment that we put in here about the approval so let's go back out of this one and now that we know it's the right invoice we can simply click the post button and then that'll then actually save and post a contra journal for this document so here we can see there's a new document number in the 17 series that has been posted and if I now branch to document display we can actually have a look at that document there's the reversal document with the 17 series code and if I look at the header of that document it'll then see specific information for our debits and our credits and this is a contra as you can see reversal document this branches us to the linked reversal document so you'll see here this is the original 19 series document that we posted so this was the original invoice and we used that reversal document to branch to it so jumping back now we can then get back to the reversal document and we can see the contra on the PNL account where we've now got a debit and a credit and on the header again you can see the reversal document number that it is linked to so it's always clear and you can see that there's a different document type for the reversal the KA versus the KR document type so if you just branch back and double click back again then we back to the reversal entry transaction so that's it for AP document reversal