Chapter 5 Purchase Order to Payment

Transcription

1 Chapter 5 Purchase Order to Payment Purchase order process of creating order to making vendor payment. Product SAP ERP G.B.I. Release 6.04 Level Undergraduate Beginner Focus MM Purchase Order Authors Simha Magal Stefan Weidner Version 2.11 Revised Roger Hayen MOTIVATION This does the purchase order to payment cycle which encompasses the transaction set for carrying out these processes in MM and FI. MM does the actual purchase order and receiving of the goods whereas FI pays the vendor and processes its G/L activities. PREREQUISITES Chapter 2 - Navigation. NOTES Read the entire chapter, before you begin to do the hands-on activity, so you understand when alternatives may occur and you are better prepared to work with them SAP AG, Revised 2013

2 MM 1: Create Purchase Order Exercise Use the SAP Easy Access Menu to create a purchase order. Time 5 min Task Create a Purchase Order (PO) for the Road and Off-road helmets. Submit the PO to the vendor, Olympic Protective Gear. When received and accepted by the vendor, the PO creates a legally binding contract between the two parties. Name (Position) Tirrell Winsten (Buyer) In order to create a purchase order, follow the SAP Easy Access Menu path: Menu path Logistics Materials Management Purchasing Purchase Order Create Vendor/Supplying Plant Known (TCode = ME21N) 2008 SAP AG, Revised 2013 Page 5 2

3 In the Vendor field, press F4 or click the Possible Entries icon to find the number for Olympic Protective Gear in Atlanta. On the Vendors (General) tab, enter your three-digit number (###) as Search term and Atlanta in the City field. In the result list, double-click on the vendor number to select it. Back on the Create Purchase Order screen; open the header data by clicking Expand Header icon. Select or enter US00 for Purchasing Org, N00 for Purch. Group, and US00 for Company Code. Here, the organization structure data is entered first for the purchase order, which is typical of many SAP ECC transactions. Now, click the Enter icon structure entry. or press Enter to complete this organization If the Item Overview section is not open, then click the Expand Items icon to open it. You enter the following materials and information (as shown below). You may press F4 or click Possible Entries to reach search help where you can select both helmets (off-road and road). In order to do so, use the Material by Material Type search tab, select Trading Goods (HAWA the German acronym for this) as Material Type and enter *### (e.g. *012 if your number is 012, where the asterisk (*) is your wildcard) as Material. Then, double-click the respective helmet to select it. You need to repeat these selections for the second helmet as they are done individually. Next, type the PO Quantity for Material, select the Delivery Date (use Possible Entries), and select the Plant (Plnt). You may need to scroll the window as needed to view the Plnt column. ### Atlanta US00 N00 US00 Trading Goods *### Material PO Quantity Delivery Date Net Price Currency Plnt OHMT1### 60 (two weeks from today) USD MI00 RHMT1### 150 (two weeks from today) USD MI00 Click the Enter icon or press Enter. If you receive a system message whether the delivery date can be met accept it with Enter for both line items. Observe the Item numbers (Itm) are incremented in tens; this just the way SAP AG does it you might say this is a German thing. Go to Conditions tab in the Header section and record the total value of the purchase order: (5, USD). Then go to the Conditions tab in the Item Detail section (if needed expand this section) and record the value of both line items. You switch between items by using the and icons. The Item names are preceded by their Item 2008 SAP AG, Revised 2013 Page 5 3

4 number from the Item section. This provides you with a check on the relationship between objects in the Item section and those in the Item Detail section. Record your Net amount here. If they are different, then check your PO Quantity values. OHMT1###: (1, USD) RHMT1###: (3, USD) Now, click the Save icon to store the purchase order in the SAP database. A message may appear. If the message does not appear, then the Standard PO number will display in the Status Bar and your save is complete, so you can record the number as indicated below. If a message appears, then to view the system messages, choose. The following message should appear. The message tells you that you are creating a purchase order, but have not generated any output to notify the selected vendor. Select Enter to continue. Then click Save again. This time you save past the message indicating that no output device (i.e. Printer, FAX, EDI) was found to communicate this PO to the vendor. Select SAP AG, Revised 2013 Page 5 4

5 When the save is complete, SAP will assign a purchase order document number (bottom-left of the screen). Record the purchase order number This is the internal document number (IDOC) of the SAP ECC system. Again, this stores the data for the Standard PO (purchase order) in the SAP database and provide you with a re-start point, should you need to do that. The purchase order screen is again blank, ready for another purchase order to be entered. Click the Exit icon to return to the SAP Easy Access Menu. Purchase order document number SAP AG, Revised 2013 Page 5 5

6 MM 2: Create Goods Receipt for Purchase Order Exercise Use the SAP Easy Access Menu to create a goods receipt. Time 5 min Task Receive into inventory the stock items ordered from Olympic Protective Gear in the previous exercise. A goods receipt document will be created referencing our purchase order thereby ensuring that we receive the products ordered within the timeframes requested and in quality condition. Goods on hand will be increased and an accounting document will be generated recognizing the value associated with these goods. Name (Position) Tatiana Karsova (Receiving Clerk) To create a goods receipt, from the SAP Easy Access Menu follow the menu path: Menu path Logistics Materials Management Inventory Management Goods Movement Goods Receipt For Purchase Order GR for Purchase Order (MIGO_GR) This will produce the following screen. Make sure that the Movement type (top-right corner) is set to GR goods receipt 101, which is the Goods receipt for purchase order into warehouse/stores. Enter your PO number from the previous exercise. If you do not have the number, find it by using the F4 help (Purchasing Document per Vendor tab or Purchasing Document for Material tab). Then press Enter. If a line is grayed out (dimmed) minimize the Item Detail Data by selecting (Collapse Detail Data). Ensure that the box in the OK column is checked for each item. (You may need to increase the O column width to see OK. You just drag the column divider line to make it wider.) Checking it indicates that you want to adopt it into the goods receipt document. In the SLoc column, enter storage location TG00 (Trading Goods) for both line items. Then click the Post icon in the Standard Toolbar or the Post button on the Application Toolbar to save your goods receipt. 101 PO number OK TG00 Observe that the SAP system will assign a unique number for this new goods receipt document. This number will appear in a message at the lower-left corner of the screen. Record the goods receipt document number Goods receipt document number SAP AG, Revised 2013 Page 5 6

7 Click the Exit icon to return to the SAP Easy Access Menu. MM 3: Create Invoice Receipt from Vendor Exercise Use the SAP Easy Access Menu to create an invoice receipt. Time 5 min Task Enter an invoice received from Olympic Protective Gear for 5, USD associated with the recent PO and goods receipts. This invoice will be posted to an existing G/L expense account in your Chart of Accounts and saved as an Accounts Payable to Olympic Protective Gear. It will be settled by issuing a check to Olympic Protective Gear at a later date. The invoice is presented below in order to support you making the necessary journal entry. Name (Position) Silvia Cassano (Accounts Payable Specialist) To enter an invoice, from the SAP Easy Access Menu follow the menu path: Menu path Logistics Materials Management Logistics Invoice Verification Document Entry Enter Invoice (MIRO) You should observe how you are working your way down the SAP Easy Access Menu in the appropriate sequence for processing the required transactions this is done by design within SAP ECC. Your menu selections will display the following screen. Enter today s date as Invoice Date (you may press F4 or click the Possible Entries icon to display the calendar and press Enter or double-click the day in today s date 2008 SAP AG, Revised 2013 Page 5 7

8 the calendar to select today s date). Then, in the Amount field enter the total amount (total value) from the invoice document above, enter USD as the currency, and select Tax Code XI (drop-down field right of Tax amount field). As Text, enter INVOICE ### (replace ### with your number). Check if your screen looks like shown below. 5, XI INVOICE ### Then choose Purchase Order/Scheduling Agreement in the bottom dropdown list and enter your PO number from the first exercise in the text field next to it. Again, to find it you may use F4 and search help criteria such as vendor. Click the Enter icon or press Enter. If the transaction is entered correctly (in respect to Debits and Credits), a green light display with a $0 balance. Now, you view what the actual postings are in the general ledgers. It is here that you confirm the Debit/Credit postings are correct and that the accounts are affected correctly. Use the button in the Application Toolbar to see whether the postings are correct. Here Debits are positive numbers and Credits are negative numbers with the minus sign to the right of the number again, it s an accounting thing! PO number Zero balance Check G/L account postings Click the Post icon unique document number. to save the invoice receipt. Again, SAP creates a Invoice document number Record the invoice document number Click on the Exit icon to return to the SAP Easy Access Menu SAP AG, Revised 2013 Page 5 8

9 MM 4: Post Payment to Vendor Exercise Use the SAP Easy Access Menu to post a payment to a vendor. Time 5 min Task Issue a payment to Olympic Protective Gear to settle the Accounts Payable. A journal entry is made to Accounts Payable for Olympic Protective Gear and to the bank checking account in the G/L. Accounts payable and the G/L are in the FI module of SAP ECC. This shows the integration between MM and FI. Name (Position) Silvia Cassano (Accounts Payable Specialist) To post a payment to a vendor, from the SAP Easy Access Menu follow these path selections: Accounting Financial Accounting Accounts Payable Document Entry Outgoing Payment Post (F-53) First, enter today s date as Document Date. If requested, enter Company Code US00 and Currency/Rate USD. In the Bank data field group, for Account use F4 or Possible Entries to find and select (Bank Account), or just type the Account number in the field. Then, type the amount you are going to pay (5,250.00). In the Open item selection field group, search for the account number for your Olympic Protective Gear (use search term ###) and double-click the desired line to select it and bring the values into the Account field. All other settings remain unchanged. Make sure that your screen looks like the one shown below. Menu path today s date US00 USD , ### 2008 SAP AG, Revised 2013 Page 5 9

10 Select displays. in the Application Toolbar. The following screen Record your accounting document number (See leftmost column in Post Outgoing Payments Process open items screen.) 5 4 If the Not Assigned field on the bottom of the screen is not equal 0.00 USD, then double-click on your invoice amount (USD Gross). Then, the invoice selected will turn blue. Review the Not assigned balance on the bottom of the screen. Click the Post icon to store your payment. Again, the system creates a unique document number. Payment document number Record your payment document number The Post Outgoing Payments screen is again blank, ready for another payment to be entered. Click the Exit icon to return to the SAP Easy Access Menu and as no data will be lost accept the SAP warning message by clicking the Yes button. 5 5 Yes MM 5: Display Vendor Line Items Exercise Use the SAP Easy Access Menu to display vendor line items. Time 5 min Task Display and confirm the activity and associated balance for the Accounts Payable for Olympic Protective Gear. You should see both a credit and debit posting indicating the receipt of the invoice and the issuance of a payment to settle this balance due to Olympic Protective Gear SAP AG, Revised 2013 Page 5 10

11 Name (Position) Shuyuan Chen (Chief Accountant) To do this, follow the menu path: Accounting Financial Accounting Accounts Payable Account Display/Change Line Items (FBL5N) In the Vendor field, search for the number for your Olympic Protective Gear supplier (use search term ###). Enter US00 as Company Code and select All items in the Line Item Selection section. Then, click the Execute icon on the Application Toolbar. A screen similar to the one shown below appears. In this screen, again, observe that SAP ECC indicates a Debit as a positive number and a Credit as a negative number. The negative sign is to the right of the number, which is an accounting way to indicate this. Menu path ### US00 All items You can see that all of the postings made to our vendor have been cleared. Do a screen capture of the Vendor Line Item Display and put it in your answer sheet. Make sure you include the Status Bar in your screen capture and that it displays your SAP logon user name. 5 6 Double-click on the Invoice Line (RE). Select the Call Up Document View icon on the Application Toolbar to view the G/L line items. RE This G/L transaction is for the movement of the helmets from the vendor to goods receipt in the warehouse. Click the Back icon to return to the invoice line items, and double-click on the Vendor Payment Line (KZ). Select the Call Up Document View icon on the Application Toolbar to view the G/L line items. KZ This G/L transaction is for payment from the bank to the vendor. Is the Account number for the Bank the same as the one you entered when you 2008 SAP AG, Revised 2013 Page 5 11

12 did the Post Payment to Vendor? Click the Exit icon three times to return to the SAP Easy Access Screen SAP AG, Revised 2013 Page 5 12