accounts payable

Produced by Neal Mannas

INSTRUCTIONS (ACCOUNTS PAYABLE)

Using the Accounts Payable Module in SAP complete the following transactions for Global Bikes

International (GBI). The keystrokes for some of the exercises have been done for you.

Exercise 1

Create a new vendor.

Menu Path Accounting Financial AccountingAccounts PayableMaster RecordsCreate

Trans Code FK01

Go to the menupath or enter the transaction code as indicated above a screen should appear that looks

as follows:


The information for the new vendor that needs to be created is as follows:

Vendor: (SAP will automatically number your vendors when using KRED)

Company Code: US00

Account Group: KRED

Your screen should look like the one below:

Click

Enter the following information:

Title: Company

Name: Company (For example NSM Company)

Search Term: ### (Remember to enter your unique number, for example if your unique number is 050,

enter 050)


Street/House number: 2100 Summit Boulevard

Postal Code/City: 30319

Country: US

Region: GA

Your final screen should look similar to the one below:

Click: Preview


Click:

Click again

Click again

Click again

Choose: Recon. Account: 300000

A screenshot of where to choose Account 300000 is below:


Keep clicking until you get to the end and save.


Exercise 2

Changing vendor information

Menu Path Accounting Financial AccountingAccounts PayableMaster RecordsChange

Trans Code FK02

It appears we forgot to enter the payment terms for Olympic Protective Gear. Go to the menu path or

enter the transaction code as indicated above. A screen should appear that looks like the one below:


Company Code: US00

Vendor: Click Browse for Vendor. A screenshot of where to click the browse button is below:


A screen will appear as below:


Make sure your on the Vendors by Country/Company Code tab

Search Term: ### (Enter your unique number)

Click:

Choose:


Click:

Ensure the following have a tick mark next to them:

Address

Control

Payment transactions

Accounting info

Payment transactions

Correspondence

Click:


Click: until you get to Payment Vendor Transactions Accounting

In Payt Terms enter: 0001

Click:

Save the data as indicated below:


Exercise 3

Add the following vendors:

Smooth Bikes

312 Walnut Street

Cincinnati OH

45202, USA


Control Account: 300000

Payment Terms: 0002

Trail Bikes

5215 N OConnor Blvd

Irving TX

75039, USA


Control Account: 300000

Payment Terms: 0003

Exercise 4

Purchase Invoice ### APQ4

Menu Path Accounting Financial AccountingAccounts PayableDocument EntryInvoice

Trans Code FB60

From company (For example NSM Company), $500 for production supplies.

Step 1:


Go to the menu path or enter the transaction code as indicated above. You should get to a screen that

looks as below:


Vendor: COMPANY (For example NSM Company)

Remember when searching for your vendor to enter your unique number as indicated in the screenshot

that follows:


Invoice Date:

Amount: 500

G/L acct: 200600

Amount in doc. Curr.: 500

Reference: ### APQ1 (Remember ### is your unique number)

Your final screen should look similar to the screenshot below:


Click

Notice the light in the right hand corner turns green:

Click

You should get a screen that looks as below:


Click Post:

Exercise 5

Cheque Copy ### APQ5

Menu Path Accounting Financial AccountingAccounts PayableDocument EntryOutgoing Payment Post

Trans Code F-53

To Company $500 in payment of account. Reference ### APQ4

Step 1:

Enter the menu path or transaction code as indicated above. You should get a screen that looks as

below:


Document Date:

Type: KZ

Period:

Company Code: US00

Currency/Rate: USD

Reference: ### APQ5 (Remember ### is your unique number)

Account: 100000

Amount: 500

Value Date:

Account: Company (Remember if you search for your vendor, enter the unique number ###

as below:)


Your screen should look as below (please remember your vendor numbers will be different for each

person):


Select Process Open Items Button:

Review the balance and make sure the amount entered is equal to the amount assigned. Your screen

should look as below:


Click Post button:

Notice a document number is created:


Exercise 7

Enter the following invoices for your suppliers.


Trans Code FB60

Purchase Invoice ### APQ7a

From Boomtown Tire and Wheel for $100 of operating supplies.

Purchase Invoice ### APQ7b

From Dallas Bike Basics for Operating supplies of $200

Purchase Invoice ### APQ7c

From Lightbulb Accessory Kits for Utilities of $60. Use account 740100 Utilities Expense.

Purchase Invoice ### APQ7d

From Space Bike Composites for production supplies of $250.

Exercise 8

Cash Purchase Invoice ### APQ8


Trans Code FB60

From Night Rider Aluminum Products $40 for supplies, use account 740000

Step 1:

Please not the process for a cash purchase is the same as regular purchase invoice, except the number

of days due is 0.

Go to the menupath or enter the transaction code as indicated above. Your screen should look as

below:


Enter vendor: Choose

Invoice Date:

Amount: 40

G/L acct: 740000

Amount in doc. Curr: 40

Cost Center: NAAD1000

Click:

A screen should appear as below:


Click Post:

Step 2

Menu Path Accounting Financial AccountingAccounts PayableOutgoing PaymentPost

Trans Code F-53

Go to the menupath or enter the transaction code as indicated above. A screen should appear as

indicated below:



Document Date:

Reference: ### APQ8s2

Account: 100000

Amount: 40

Account: (Remember to use your unique number ### when

searching)

Click:

Make the payment of $40 as indicated in the screenshot below:


Click Post:

Exercise 9

Cash Purchase Invoice ### APQ9


Trans Code FB60

Reference: ### APQ9s2 (use this reference for the Outgoing payment as below)


Trans Code F-53

From Space Bikes Composites $50 for supplies, use account 740000 and cost center NAAD1000.


Exercise 10

Cash Sales Receipt ### APGLQ10

Menu Path Accounting Financial AccountingGeneral LedgerEnter G/L Account Document

Trans Code FB50

From various customers received $15,000 for bicycle repairs.

Exercise 11

Memo ### APQ11

Menu Path Accounting Financial AccountingAccounts PayableDocumentReverseIndividual Reversal

Trans Code FB08

From Chief Financial Officer: Adjust invoice ### APQ7c from Lightbulb Accessory Kits, it should be for

$50.

Step 1:

Follow the menupath or enter the transaction number as indicated above. Your screen should look as

below:


Step 2:

Choose: Document List

Find your document by using the various search key options under the general selections (It might be

easiest to search for the document using your reference number E.g ### APQ7c as indicated in the

screenshot below:)


Reference Number:


Reversal Reason: 01

Posting Date:

Posting Period:

A screenshot is below:


Click: Display Before Reversal


Click Back:

Click Post:

Make a note of the document number. What do you notice that is different with this document

number.

Step 3:

Re-enter the invoice for $50 and use the reference code ### APQ11 in the following menu path or by

entering the transaction code:

Menu Path Accounting Accounts PayableDocument EntryInvoice

Trans Code FB60


Exercise 12


Menu Path Accounting Accounts PayableOutgoing PaymentPost

Trans Code F-53

To Boomtown Tire and Wheel in payment $100 of account less cash discount. Reference invoice ###

APQ7a from exercise 7.

Step 1

Go to the menupath or enter the transaction as indicated above. Your screen should look as follows:

Step 2

Enter:


Account: 100000

Account: Choose (Remember to use your unique ### when searching)

Company Code: US00

Reference: ### APQ12

Amount: 98

A screenshot is below:

Click Process Open Items:

Step 3

We have decided to give Boomtown Tire and Wheel and Cash Discount of $2


Enter 2.00 in the Cash discnt field

Notice the amount not assigned is 0 as indicated below:


Click Post:

Exercise 13



Trans Code F-53

To Dallas Bike Basics in payment $200. The original invoice was entered in Exercise 7.


Exercise 14



Trans Code F-53

To Space Bike Composites in payment of account of $250. The original invoice was entered in exercise

7.

Exercise 15

Bank Debit Memo ### APGLQ15

Menu Path Accounting Financial AccountingGeneral LedgerEnter G/L Account Document

Trans Code FB50

From Bank of Sacramento, withdrawal from bank account for bi-weekly office salaries in the amount of

$4,200.

Exercise 16

Recurring Entry ### APQ16

Menu Path AccountingFinancial AccountingAccounts PayableDocument EntryReference DocumentsRecurring Document

Trans Code FBD1

From Lightbulb Accessory Kit $10 for plant light bulbs (treat this as a supplies expense). This will be a

monthly expense.

Step 1

Go to the menupath as indicated above or enter the transaction code. Your screen should look as

below:


Step 2:

Fill in the following information:

Company Code: US00

First Run: (For example October 1)

Last Run:

Interval in months: 01

Run Date: 01

Document Type: KR

Reference: ### APQ16

Currency Rate: USD

PstKy: 31


Account:

Your screen should look as below:

Click Enter:

The next screen should look as below:


Enter the following:

Amount: 10

PstKy: 40

Account: 740000 Supplies Expense

Your screen should look as follows:


Click Enter:

In the next screen enter the following:

Amount: *

Cost Center: NAAD1000

The screen should look like the one below:


Click Enter:

The number 10 should automatically fill in as below:


Click Post:

Make a note of the document number __________________________________

Exercise 17

View Recurring Entry

Menu Path AccountingFinancial AccountingAccounts PayableDocument Reference DocumentsRecurring Entry DocumentDisplay

Trans Code FBD3

View the recurring entry you have just created as indicated in the screenshot below:


Exercise 18

Execute the recurring entry

Menu Path AccountingFinancial AccountingAccounts PayableDocument Periodic ProcessingRecurring EntriesExecute

Trans Code F.14

Go to the menupath or enter the transaction code as indicated above. A screen should appear that

looks like the one below:

Enter your reoccurring document number from Exercise 17

Settlement Period: For example October 1

Click Execute:

A message appears that says Session SAPF120 was created.


Type SM35 in the command line as below:


Click Enter:

You should be at the following screen as indicated below:


Choose your reoccurring entry which should have your student number next to it by highlighting

your entry.

Click Process button: Process


Click Process Again

Keep Clicking Enter: (Ignore any messages)

When you get the following screen (Realize Recurring Entry) click the tick mark

Your last screen will look as follows:

Click Exit batch input

(You will notice that you will see a balance in your Vendor Balances report)


Exercise 19

View the following reports:

1. Vendor Balances in Local Currency

Menu Path Accounting Financial AccountingAccounts PayableReports for Accounts Payable AccountingVendor BalancesVendor Balances in Local Currency

Trans Code S_ALR_87012082

Choose the Arrow

Choose Multiple Selection as indicated in the screenshot below:


Enter your Search Term ### in the lookup box as indicated below:


Choose all your vendors:


Click Execute

Click Execute Again:


2. Due Date Analysis for Open Items

Menu Path Accounting Financial AccountingAccounts PayableReports for Accounts Payable AccountingVendor: ItemsDue Date Analysis for Open Items



Exercise 20

View the General Journal

Menu Path Accounting Financial AccountingGeneral LedgerInformation System General Ledger Reports (New)Document General Document Journal



Company Code US00

Fiscal Year -

Posting date the date range for your entries (Example 01.10.2012 to 31.10.2012 Enter in the

DD.MM.YYY format)

Reference: ### AP*

A screenshot example is below.

Click: execute (acknowledge any warnings by clicking )

View the report