EHP4 for SAP ERP 6.0 March 2010 English. Retention Process (Z158) Business Process Documentation. SAP AG Dietmar-Hopp-Allee Walldorf Germany

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1 EHP4 for SAP ERP 6.0 March 2010 English Retention Process (Z158) Business Process Documentation SAP AG Dietmar-Hopp-Allee Walldorf Germany

2 Copyright 2010 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, Windows, Excel, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation. IBM, DB2, DB2 Universal Database, System i, System i5, System p, System p5, System x, System z, System z10, System z9, z10, z9, iseries, pseries, xseries, zseries, eserver, z/vm, z/os, i5/os, S/390, OS/390, OS/400, AS/400, S/390 Parallel Enterprise Server, PowerVM, Power Architecture, POWER6+, POWER6, POWER5+, POWER5, POWER, OpenPower, PowerPC, BatchPipes, BladeCenter, System Storage, GPFS, HACMP, RETAIN, DB2 Connect, RACF, Redbooks, OS/2, Parallel Sysplex, MVS/ESA, AIX, Intelligent Miner, WebSphere, Netfinity, Tivoli and Informix are trademarks or registered trademarks of IBM Corporation. Linux is the registered trademark of Linus Torvalds in the U.S. and other countries. Adobe, the Adobe logo, Acrobat, PostScript, and Reader are either trademarks or registered trademarks of Adobe Systems Incorporated in the United States and/or other countries. Oracle is a registered trademark of Oracle Corporation. UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered trademarks of Citrix Systems, Inc. HTML, XML, XHTML and W3C are trademarks or registered trademarks of W3C, World Wide Web Consortium, Massachusetts Institute of Technology. Java is a registered trademark of Sun Microsystems, Inc. JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, Clear Enterprise, SAP BusinessObjects Explorer, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and other countries. Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius, and other Business Objects products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP France in the United States and in other countries. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary. These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group SAP AG Page 2 of 16

3 products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty. SAP AG Page 3 of 16

4 Icons Icon Meaning Caution Example Note Recommendation Syntax External Process Business Process Alternative/Decision Choice Typographic Conventions Type Style Example text Example text EXAMPLE TEXT Example text EXAMPLE TEXT Example text <Example text> Description Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths and options. Cross-references to other documentation. Emphasized words or phrases in body text, titles of graphics and tables. Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE. Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools. Keys on the keyboard, for example, function keys (such as F2) or the ENTER key. Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation. Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries. SAP AG Page 4 of 16

5 1 Purpose Prerequisites Master Data Roles Process Overview Table Process Steps Posting Vendor Invoices Posting Manual Outgoing Payment Posting of Retention Amount to Vendor Posting Outgoing Payment to Clear difference SAP AG Page 5 of 16

6 Accounts Payable 1 Purpose This scenario deals with posting accounting data for vendors in Accounts Payable. From there, the data is sorted by vendor and made available to other areas such as the purchasing system. When you post data in Accounts Payable, the system creates a document and passes the data entered to the general ledger. General ledger accounts and vendor accounts are then updated according to the transaction concerned (payable, down payment, credit memo and so on) vendor payment activities. All business transactions are posted to and managed by means of accounts and for this vendor master records are created. It also tackes care of retention transactions Business Process Accounts Payable focuses on the following activities: Down payment request Post down payments using the payment program Post vendor invoice Post vendor invoice with retetion amount Down payment clearing Enter vendor credit memo Review and Release Blocked Invoices Select invoices to be Paid Review and block invoices for payment as needed Post payment using the payment program Creation of payment media using Payment Media Workbench (Alternative 1) Creation of payment media using Classical Payment Medium program( Alternative 2) Manual payment Manual payment of retention amount Manual bank statement processing Display of posted documents 2 Prerequisites 2.1 Master Data You have entered the master data required to go through the procedures of this scenario. Ensure that the following scenario-specific master data exists before you test this scenario: Service Area Master Data Value Selection Comment Cost Center * All Select all cost centers Material Master * Material type DIEN, SEMI, HAWA Select all materials which belong to this material type Manufacturing Area / Trading Area Master Data Value Selection Comment SAP AG Page 6 of 16

7 Master Data Value Selection Comment Cost Center * All Select all cost centers Material Master * Material type FERT, HAWA Select all materials which belong to this material type 2.2 Roles Use The following roles must have already been installed to test this scenario in the SAP NetWeaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scenario. You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI. Prerequisites The business roles have been assigned to the user who is testing this scenario. Details Business Role Activity Transaction Employee (Professional User) SAP_NBPR_EMPLOYEE-S Assignment of this role is necessary for basic functionality. Accounts Payable Accountant SAP_NBPR_AP_CLERK- S FB60 F-53 SAP_BPR_BG_FINACC-K F-02 3 Process Overview Table Process step External process reference Business condition Business role Transa ction code Expected results Post Vendor Invoices Invoice contains necessary approval signature and G/L account assignment Accounts Payable Accountant FB60 Accounting invoice document posted to allow payment to vendor. Post Manual Outgoing payment Accounts Payable Accountant F-53 The document posts the retention amount to the retention account and pays Vendor payable amount from bank account SAP AG Page 7 of 16

8 Process step External process reference Business condition Business role Transa ction code Expected results Post retention amount to Vendor Finance Manager F-02 Post Manual Outgoing payment Accounts Payable Accountant F-53 The document posts the retention amount to the retention account and pays Vendor payable amount from bank account SAP AG Page 8 of 16

9 4 Process Steps 4.1 Posting Vendor Invoices Use You receive the invoice from the vendor (Contractor) and post it in the system Procedure 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu Transaction code Accounting Financial Accounting Accounts Payable Document Entry Invoice FB60 Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Payable Accountant (SAP_NBPR_AP_CLERK-S) Accounts Payable Posting Invoices Enter Vendor Invoice w/o PO Reference 2. On the Enter Vendor Invoice screen, make the following entries: Vendor Vendor CORPRATE CENTER Vendor UNICO Vendor CAP Vendor UFL Vendor SWAN Vendor SAP AG Page 9 of 16

10 GCL Vendor Invoice Date for example today s date Reference Amount for example Currency NGN NGN Calculate tax X Select Tax Code V1 = 5% Select Choose the Tax tab. A message informs you of an existing balance of down payments. Confirm the message with Continue (Enter). 3. Make the following entry: Tax Code 4. Choose the Payment tab. 5. On the Enter Vendor Invoice / Payment screen, enter the following data. domestic input tax; for example V1 = 5% G/L Account for example D/C Amount in Document Currency Tax Code Cost Center Debit Gross amount; for example domestic input tax; for example V1 = 5% COST CENTER CORPRATE CENTER Cost Center 1001 UNICO Cost Center 2001 CAP SAP AG Page 10 of 16

11 Cost Center 3001 UFL Cost Center 4001 SWAN Cost Center 4100 GCL Cost Center Choose the Basic Data tab. Choose Post (Ctrl + S). Result The invoice has been posted. For further processing, make a note of the document number SAP AG Page 11 of 16

12 4.2 Posting Manual Outgoing Payment Use The manual posting process is described below. You process like this especially in case of manual payment or a manual step by step posting of the account statement. Prerequisites An open item for this transaction should have been posted Procedure 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu Accounting Financial Accounting Accounts Payable Document Entry Outgoing payment Post Transaction code F-53 Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Payable Accountant (SAP_NBPR_AP_CLERK-S) Accounts Payable Posting Payments Post Outgoing Payments 2. On the Post Outgoing Payment: Header Data screen, make the following entries: Document Date * for example today s date Posting Date * for example today s date Company Code COMPANY CODE CORPRATE CENTER Company Code 1001 UNICO Company Code 2001 CAP Company Code 3001 UFL SAP AG Page 12 of 16

13 Company Code 4001 SWAN Company Code 4100 GCL Company Code 5002 Currency NGN NGN Reference (*) optional Bank data Account * (bank transfer domestic account) for example Amount * for example 9000 Value Date * for example today s date Open item selection Account Vendor Account vendor (contractor) number Account Type K Document Date * for example today s date 3. Choose Process Open Items. 4. On the Process Open Items: select the required item (deactivate all open items and double click the Open invoice). 5. Select Charge off diff. 6. Credit Retention account with posting key 39 enter vendor account and special GL indicator T then Enter 7. On the Post Outgoing Payment Add Vendor Item page, enter amount to be charged off and due date 8. Choose Post (Ctrl + S). The system displays the message Document XXXXXXXXXX was posted in company code XXXX. Check the posted document using Document Display Result The document posts the payable amount to the Vendor (contractor ) and then credits the retention account with the specified retention amount. SAP AG Page 13 of 16

14 4.3 Posting of Retention Amount to Vendor Use After confirmation of a satisfactory work done by the vendor, the retained amount that was posted to the retention account will then be credited to the Vendor (Contractor) account for further payment processing. The following provides the steps by which the retained amount will be paid to the Vendor Procedure 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu Accounting Financial Accounting General Ledger Posting General Posting Transaction code F-02 Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Finance Manager [Bulgaria] (SAP_BPR_BG_FINACC-K) General Ledger Posting Enter G/L Account Posting 2. On the Enter G/L account posting: Header data screen, make the following entries: Document Date * For example, today s date Posting Date * For example, today s date Type SA Company code SAP AG Page 14 of 16

15 COMPANY CODE CORPRATE CENTER Company Code 1001 UNICO Company Code 2001 CAP Company Code 3001 UFL Company Code 4001 SWAN Company Code 4100 GCL Company Code 5002 Currency / Rate NGN Reference * Doc.Header Text * Optional First line item PstKy 31 Account Vendor Account vendor (contractor) number 3. Choose Enter to continue on the next screen. 4. Make the following entries: Amount 1000 Bline Date Bline Date as entered during the vendor SAP AG Page 15 of 16

16 outgoing payment Next line item PstKy 29 Enter posting key for credit side posting Account Vendor Account vendor (contractor) number SGL Ind T 5. Press Enter to continue 6. On the Enter Withholding tax information, enter the respective Withholding tax information as required then Enter 7. On the Enter G/L Account Document: Add Vendor item, enter the (retained )amount to be debited from the retention account and the Due Date 8. Choose from menu Document Simulate (Shift + F9). 9. On the Enter G/L Account Document: Display overview screen, the respective credit and debit will be displayed. 10. Then choose Post (Ctrl + S). Result The Vendor account has been credited the retained amount, make a note of the document number. 4.4 Posting Outgoing Payment to Clear difference Use The manual posting process is described below. You process like this especially in case of manual payment or a manual step by step posting for clearing the credited amount Prerequisites Retained amount should have been credited to vendor (contractor) account Procedure Repeat process step 1.2, procedure (1-4) of this document 5 Choose Post (Ctrl + S). The system displays the message Document XXXXXXXXXX was posted in company code XXXX. Check the posted document using Document Display Result The document posts the payable amount to the Vendor (contractor) and then debits vendors account SAP AG Page 16 of 16