accounts payable - proveedores

8/11/2019 Accounts Payable - Proveedores

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Accounts PayableProcess Walkthrough

March 2, 2007


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Objectives

Present the Accounts Payable process in SAP

Explain the Vendor Management process

Present screenshots on:

How to create a VendorHow to create and approve an invoice

How to drill down to the Purchase Order and Goods Receipt

Give a high-level overview of the Imprest Fund Process & Reimbursement

Training Curriculum


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BTS Scope

Portals, Business Warehouse, and Workflow

Finance

General Ledger Accounts Receivable Grants Management Project Systems Funds Management Controlling Internal Orders Financial Reports: BTS

management reports

(Finance) Portal

HR/Payroll/Budget

Organization Mgmt. Personnel Administration Benefits Time Management Payroll Position Budget Control Budget Development Budget Maintenance HR/ Payroll Reports

Financial Reports: BTSmanagement reports (HR)

Procurement,Accounting,

MSS and ESS

Procurement Supplier Relations

Management

Inventory Contracts Accounts Payable Asset Management Cash Management Travel Management Controlling (Job Cost) Availability Control Manager Self-Service Employee Self-Service

Release 1Go-Live: July 2006

Release 2Go-Live: Jan 2006

Release 3Go-Live: July 2007


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Accounts Payable Process

Accounts Payable

Managing VendorsCreation of a master record for each of the Districts vendors. Masterrecords control how business transactions are recorded and processed

Managing InvoicesInvoices are entered as parked in SAP. A work flow notifies approversto post invoices. There are PO related invoices, non PO related invoicesand interfaced invoices

Processing Claims andReimbursements

Claims and Reimbursements correspond to internal liabilities. Thesevendors are usually employees of the district (e.g. Imprest Fund

Reimbursement and Travel related claims)

Managing Retentions andWithholds

Management of liabilities to Contractors for Retentions and Withholdsby recording these in the financial system as detail line items

Managing Invoice Blocks,Returns and Corrections

After the invoice has been generated, there may be necessary actionsthat need to be done to rectify any errors or omissions. This deals withthe after the fact transactions relating to an invoice

Enabling Payment

Payment to the supplier for goods and services is based on theachievement of a required level of assurance in verifying that approvedreceipt has occurred. The process includes manual and automaticpayment

Periodic Processing inAccounts Payable

Includes 1099 processing, processing AP reports, processing interfacesand year end / month end processes

Term Concept


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SAP Key Terminology

SAP terminology Description

Legacy equivalent or

example

Park InvoiceEnter and store an unfinished invoice in the system. Aparked invoice is pending posting

Hold status

Save asCompleted

A button that initiates the workflow to the approver to approve N/A

Goods Receipts(GRIR) Account

Once goods are received, values are posted on the GRIRaccount (clearing account)

N/A

ReconciliationAccounts forvendor

Creates the liability for vendors

IFS goes directly tovouchers payable(without end-usersknowledge)

Post Invoice Approve an invoice and update the General Ledger Accepted status

Workflow

Ensures "the right work is brought in the right sequence at theright time to the right people". It is a tool designed to facilitateand automate business processes (e.g. a parked document isrouted through for approval prior to posting)

N/A

BlockedInvoices

Two types:1) Block on vendor master does not allow any transaction2) Block invoice or on hold pending new info from vendor whohas lien or garnishment , creditor assignment

1) Block of the vendoror Y Hold

2) N/A

SimulateCheck that all fields within the account string code and detailsare correct. The button validates all data and proceeds

F2 button within IFS


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High Level AccountsPayable Process Flow

A/P HighA/P High--LevelLevelProcess FlowProcess Flow

Start Here

ReceiveInvoice

Check Vendorinformation

Create and

Park Invoice

Validate aninvoice

ApproveInvoice (Post)

Pay Invoice


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Vendor ManagementProcess Overview

Z001General Vendors

1000000-1999999

Z005Charter Schools

5000000-5999999

Z006Employees

6000000-6999999

Z007

Miscellaneous7000000-7999999

General Vendors are winning biddersVendors are Self RegisteringSensitive fields are regulated

Charter Schools are created at thebeginning of the year. Used for paying revenues/ property taxesthat District received on their behalf

Employee vendors are used to administerreimbursement transactions (e.g. Travel ) Created through HR Employee Number

Vendor Services/Procurement

Vendor Services/Accounting

Vendor Services/HR Unit

Vendor Services

NO Purchase Orders are necessary tocreate invoices (e.g. Imprest Fund

reimbursements)

Vendor AccountGroup

Description Managed by

950001

950002

950003

950004

ReconciliationAccount

A/P HighA/P High--LevelLevel

Process FlowProcess Flow

Start Here

ReceiveInvoice Check

Vendorinformation

Create andPark

Invoice

Validate aninvoice

ApproveInvoice(Post)

Pay Invoice


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How to Create a Vendor(XK01)

1. Enter 1000 forthe Company code,

1000 for thePurchasing

Organization andselect the Account

Group

2. Click Enterto validateentries and

proceed to thenext screen


Start Here


Vendorinformation

Create and

ParkInvoice

Validate aninvoice


Pay Invoice


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Create Vendor Address



1. Fill innecessary

information aboutthe vendor.Please note:

Region refers to aUS State

2. Fill with keyname forvendor


Start Here


Vendorinformation

Create and

ParkInvoice

Validate aninvoice


Pay Invoice


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Insert Tax and AccountingInformation

1. Insert vendorstax number, forexample, 999-

99-9999

3. Insert Recon. Accountnumber 950001. The

Recon. Account is based onvendor account group. It isdefaulted for invoice and

payment transactions

4. This is pre-populatedwith the IFS vendor

number duringconversion of IFS

vendor to SAP

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2. Click Enter

to validateentries and





Start Here


Vendorinformation

Create and

ParkInvoice

Validate aninvoice


Pay Invoice


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Select PaymentConditions

11 4. Click Enter

to validateentries and


3. Enter tolerancegroup Z001. A tolerance group enables

the system to have a guideline of executing ornot executing a request based on the amount

2. Click the drop down

button of thePayment Methods

and select the appropriatepayment method. For

example, A is Mail to Payee

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1. Select chk double inv.,if not selected already. Thisfield enables the system tocheck invoice for duplicate



Start Here


Vendorinformation

Create andPark

Invoice

Validate aninvoice


Pay Invoice

l hh ld


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Apply Withholding Tax

1. Click onWith t. type

(Withholding taxtype) drop down

button

2. In the pop upwindow, insert thecorrect withholding

tax for the invoicetype

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3. Click Enterto validate

entries andproceed to thenext screen

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Start Here


Vendorinformation

Create andPark

Invoice

Validate aninvoiceApprove

Invoice(Post)

Pay Invoice

P h i D t


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Purchasing Data

2. Footer will confirm that thevendor has been created

1. If checked,

Good Receipts willpre calculated

when a PurchaseOrder is createdfor this vendor



Start Here


Vendorinformation

Create andPark

Invoice

Validate aninvoice


Pay Invoice

H t Di l V d


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How to Display Vendor(XK03)

3. Check all the boxes to ensurethat all information of the

inquired vendor is captured.This section enables the user toaccess and display informationregarding the vendor system

master data. Only VendorService Unit and AP unit will be

able to view tax accountinformation

4. ClickEnter to

validateentries andproceed to

the nextscreen

1. Enter Vendor, forexample, 7000012

and Company Code, forexample, 1000information of theinquired vendor

2. To searchfor a vendorclick drop

down button

A/P HighA/P High--Level ProcessLevel Process

FlowFlow

Start Here


Vendorinformation

Create andPark Invoice

Validate aninvoice


Pay Invoice


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Viewing vendorinformation

1. The inquiredvendors

information isdisplayed on thefirst page, under

Address

2. Check onthe nextpage to view

additionalinformation

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A/P HighA/P High

--LevelLevel


Start Here


Vendorinformation

Create andPark

Invoice

Validate aninvoice


Pay Invoice


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Viewing vendorinformation (contd)

2. This number

refers to thevendor number

within the legacysystem

1. This Recon.Account will becredited after

invoice is createdfor the vendor

3. Additionalinformation can

be viewedthrough the back

and forwardbutton



Start Here


Vendorinformation

Create andPark

Invoice

Validate aninvoice


Pay Invoice


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PO Based


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PO BasedInvoice Processing

AP PO

Invoice

Processor

AP PO

Invoice

Approver

AP PO based InvoiceProcessor enters the

transactions and parks the

document

AP PO Based InvoiceApprovers will give the

final approval of the invoice

Paper

Based

Supporting Docs

Threshold

Level

AP PO

Invoice

Processor

Paper

Based

Supporting Docs

Note: Below threshold,

theres no workflow!

(to be determined)



Start Here


Vendorinformation

Create andPark

Invoice

Validate aninvoice


Pay Invoice

Non PO Based


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Non PO BasedInvoice Processing

AP Non PO

Invoice

Processor

AP Non PO

Invoice

Approver

AP Non PO (incoming)Invoice Processor enters the

transactions and parks the

document

AP Non PO Approverswill give the final

approval of the invoice

Paper

Based

Supporting Docs

Threshold

Level

AP Non PO

Invoice

Processor

Paper

Based

Supporting Docs

Note: Below threshold,

theres no workflow!

(to be determined)



Start Here


Vendorinformation

Create andPark

Invoice

Validate aninvoice


Pay Invoice

Interface Invoice


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AP Interfaced

Invoice

Processor

Accounts Payable

AP Interfaced

based invoices can

be a PO base ornon-PO base.

Interface Process

System

UTILITIES

Various vendorupload files

FIRS

Interface InvoiceProcessing



Start Here


Vendorinformation

Create andPark

Invoice

Validate aninvoice


Pay Invoice

Invoice Processing


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Invoice Processing Initiated Outside AP

Invoice

Initiator

AP PO

Invoice

Approver

Accounts Payable

Individuals outside

the AP unit prepare the

document by entering the

transaction and parking the

invoice. The initiator will doa Save As Completed to

create a work item for

approval of the Invoice

Approver

These approvers in the AP department

will approve the documents either through the

Non PO or the PO way of releasing documents

AP Non PO

Invoice

Approver

or



Start Here


Vendorinformation

Create andPark

Invoice

Validate aninvoice


Pay Invoice

Create a Non PO Parked


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C eate a o O a edInvoice(FV60)

2. Enter Items onto required fields. Requiredfields includes: G/L account: 430001, Amount:100.00, Fund, 010-0000, Functional Area,

1110-1000-14170 and Cost Center, 1201401.Additional notes could be added within the Text

column at the end of the item description

1. For a Non Purchasing orderinvoice, Enter Vendor, 10000033,

Invoice Date, 02/16/2007,Reference number, Invoiceand invoice amount, 100.00

3. ClickEnter to

validate

entries andproceed tothe nextscreen



Start Here


Vendorinformation

Create andPark

Invoice

Validate aninvoice


Pay Invoice


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Validating a parked


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g pinvoice

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2. Click Back afterreviewing the invoice

3. Click on Save ascompleted. this will triggerworkflow. The approver willreceive an e-mail with a link

to check his/her inbox to

view/approve/reject therequest

1. Click on Simulate

before saving theinformation. This willproceed to next screen

to for an overview of thedocument before

submittingA/P HighA/P High--LevelLevel


Start Here


Vendorinformation

Create andPark

Invoice

Validate aninvoice


Pay Invoice

Create an Invoice(Purchase Order)


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(Purchase Order)(MIR7)(MIRO)

2. Enter invoice date, amount,100.00 and also reference,

Invoice Number ClickSimulate to pull up PO and GLdetails and validate transaction

1. Enter Purchasing OrderReference code,4500000037



Start Here


Vendorinformation

Create andPark

Invoice

Validate aninvoice


Pay Invoice

Create an Invoice


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(Purchase Order) (contd)

1. After clicking Enter,the purchase order will show

up. Click on the purchaseorder link to display the

purchase order and relatedgoods receipt



Start Here


Vendorinformation

Create andPark

Invoice

Validate aninvoice


Pay Invoice

Create an Invoice(P h O d ) ( td)


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(Purchase Order) (contd)

2. The Purchase Orderinformation will pull

up. The user can then

click into the generalledger and/orpurchasing order links



Start Here


Vendorinformation

Create andPark

Invoice

Validate aninvoice


Pay Invoice

How to Post an Invoicef P h O d


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for Purchase Order(MIR6)

1. Enter the necessaryparameters

2. Check all the entrytypes and invoice

status regardingparked invoice,including Background

3. Click on theExecute button

to verify andproceed to the

next screen


FlowFlow

Start Here


Vendorinformation


Validate aninvoice


Pay Invoice

How to Post an Invoice(contd)


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(contd)

2. Select an invoice, e.g.,5105600135 by clicking on

the edit button

1. Select the listedparked invoices toinquire and/or post



Start Here


Vendorinformation

Create andPark

Invoice

Validate aninvoice


Pay Invoice

How to Post an Invoice(contd)


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(cont d)

1. Review theinvoice and

click the Savebutton to post

the invoice


FlowFlow

Start Here


Vendorinformation


Validate aninvoice


Pay Invoice

Imprest Fund Workflow


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Imprest

Preparer

Imprest

Owner

AP Imprest

Approver

Imprest preparers

enter the pro-forma

Journal Entries

Imprest Owners

review the transaction

and execute the

Save as Completed

to trigger the workflow

Imprest Approvers

will give the final

approval

Accounts Payable

Schools/ Offices

AP Imprest

Reviewer

AP Imprest

Approver

Paper

Based

Supporting DocsIf the AP Imprest

reviewer gets a form

based request, he/she will enter the

JV Invoice and do save as completed

to create a work item for the AP

Imprest Approver



Start Here


Vendorinformation

Create andPark

Invoice

Validate aninvoice


Pay Invoice

Claims Reimbursements


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Imprest FundPreparer

Imprest FundReviewer

Imprest FundApprover

Imprest Fund

AP ReceiveInvoice

From varioussources

AP InvoicePreparer

AP InvoiceApprover

Travel Reimbursement Others

TravelManagement

Module

POSTSettlement

(post) POST

TravelProcessor



Start Here


Vendorinformation

Create andPark

Invoice

Validate aninvoiceApprove

Invoice(Post)

Pay Invoice

Accounts Payable

Payment Processing


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Receive

Warrants

Automatic

Processing

(F110)

Parameters

Set-up

Payment Processing

Payment

Run

Manual

Processing

(F-53)

Proposal

Run

LACOE

Payment List

Interface

EnterTransactions

Update

Peoplesoftmanually

Warrants PaymentRegister

List

Interface

To SAP



Start Here


Vendorinformation

Create andPark

Invoice

Validate aninvoice


Pay Invoice

Payment


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In SAP you will be able to run a payment

SAP lists on the posted orders from the given parameters

You will be able to look up vendor information

By Vendor

By using Search Help

By Time FrameOther factors includes:

Fiscal Period

Balances

Absolute total commitments

Master Record Recon. Account

Line Items Reconciliation Account

Posting Date

Document Date

Net Due Date



Start Here


Vendorinformation

Create andPark

Invoice

Validate an

invoiceApproveInvoice(Post)

Pay Invoice

Summary of AP RelatedKey Changes


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Key Changes

Key Changes

Vendor management in SAP will affect LAUSDs supply chain. Vendors will be categorized byaccount groups and vendor numbers will change. Each account group will be assigned a vendornumber range. E.g., general vendor numbers will range from 1,000,000 to 1,999,999.

Vendors and bidders will have the ability to self-register and pre-enter information in SupplierRelationship Management (SRM).

In the legacy system, withholds and retentions were not booked or recorded. In SAP, they willbe recorded as liabilities.

In the new system, invoices above a specified threshold will be entered as parked documents.Parked documents will be saved as completed and this will trigger the approval workflowprocess, which means that a message is sent to an approver letting them know that an invoice

has been entered and is awaiting their approval. Once the invoice is approved, the paymentprocess will proceed until a warrant is generated. This park and post workflow functionalitystabilizes the line of authorities.

Imprest fund managers will have the ability to enter transactions in SAP as parked documentsinstead of submitting paper for claim reimbursements. As a parked document, it is submitted to

AP for approval. In SAP, a select group of AP branch supervisors will have the ability to release blocked invoices.

AP will no longer create an asset shell when they book an invoice. The Purchase Requisitioner willrequest for an asset shell to be created. Fixed Asset Accounting will create asset shells. If arequestor mistakenly expenses an item instead of creating an asset then AP is the gatekeeper

who should catch the mistake.

Training CurriculumSample


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Sample

Accounts Payable

28 Hr

Basic Navigation

3 Hr

Account StringWizard

WBL 1HR

Basic Navigationfor SAP R/3WBL 1HR

AP100 Processinginvoices with

purchase orders

ILT 8 HR

AP125 Processinginvoices without

purchase

orders/claims

ILT 8 HR

AP150 ImprestFund

reimbursementclaims

ILT 4 HRAP200 ProcessingPayments ELT

8 HR

Communication andTraining Highlights


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g g g

Feb March April May

2007

June

End UserTraining

July

Go LiveCampaign

Process Walkthroughs

One month prior to the start of training, each BTS user will receive apersonalized e-mail called My change and training guide. The guide lists

the training courses each individual must enroll in.

How to Access AP

and General

Reports

Post Go Live

ESS/MSS

Communication

Campaign

AP Packet: What s

New for the AP

Department

More Project Information


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To learn about the BTS project:Check out the BTS Website (www.lausd.net/bts)

E-mail address: [email protected]

Questions


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Before leaving the room, please make sure that you have:

Signed in

Completed the process walkthrough assessment survey


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accounts payable - proveedores

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