Cash and Liquidity Management (Processing Payables and Payments) SAP Business ByDesign

Cash and Liquidity Management (Processing Payables and Payments) SAP Business ByDesign

Table of Content 1 About this Document... 3 1.1 Purpose... 3 1.2 Reference System and Model Company... 3 2 Master and Organizational Data... 4 3 Business Process Tasks... 5 3.1 Processing Outgoing Payments Automatically... 5 3.1.1 Enter Supplier Invoice without Purchase Order... 5 3.1.2 Approve Supplier Invoice... 6 3.1.3 Create/Check Payment Proposal and Execute Payment... 6 3.1.4 Approve a Payment... 8 3.2 Processing Outgoing Payments Manually with Open Item Clearing... 9 3.2.1 Recurring Supplier Invoice... 9 3.2.2 Approve Supplier Invoice... 11 3.2.3 Select Items and Release Payment... 11 3.2.4 Approve a Payment... 13 3.3 Payment Management (Check) Bank Statement... 13 3.3.1 Transfer Outgoing Payments Manually (Send to Payee - Check)... 13 3.3.2 Process a Bank Statement... 14 3.4 Connected Scenarios... 15 July 28, 2012 2

1 About this Document 1.1 Purpose The objective of this business scenario document is to give you hands-on experience of running the chosen business processes in a realistic business environment using the SAP Business ByDesign system. It allows you to quickly become familiar with this business scenario by guiding you through the steps that you need to carry out in the reference system. To obtain a better understanding of the business processes that make up this scenario, also refer to the Scenario Outline for this scenario. 1.2 Reference System and Model Company A reference system is a system that is preconfigured and loaded with fictitious users and sample data. The users and sample data are based on the model company Almika Inc.. By following the step-by-step instructions in this document, you can assume the identity of the Almika users and use the built-in sample data to carry out each of the business process tasks. This hands-on experience will help you to understand the relevance and benefits of this business scenario. To learn more about the model company that uses the business processes described in this document, read the Company Fact Sheet, which contains an overview of the reference company, its organizational set up, employees and their different roles and work centers, as well as a comprehensive list of the master data used in your system. You can find the Company Fact Sheet in the Help Center of your reference system. To access this document, choose Help Help Center and open the link under the heading Company- Specific Help. July 28, 2012 3

2 Master and Organizational Data Each SAP Business ByDesign Reference System contains essential master and organizational data, which reflect the typical organizational structure of a mid-size company of a specific industry allow you to run the industry specific processes using the appropriate master data, for example, materials, vendors or customers. For this scenario, use the master data as described below. If you want to run the scenario with customer and project-specific values, you can copy master data with certain characteristics from the sample entries in the table and adapt this data. For an illustration of the organizational data as well as additional information (bill of material, logistics layout) about the reference company, refer to the Company Fact Sheet. Master / Org. Data Type Name and Value Usage Supplier ABM Insurance Inc. (S100901) For business process Processing Outgoing Payments Automatically Supplier Televista Inc. (S100903) For business process Processing Outgoing Payments Manually with Open Item Clearing Company Almika Inc. (1000) Bank Account ID Bank of Cleveland (1100062588) July 28, 2012 4

3 Business Process Tasks 3.1 Processing Outgoing Payments Automatically 3.1.1 Enter Supplier Invoice without Purchase Order What You Should Know Most of the supplier invoices are posted based on purchase orders. In addition, you can also enter a supplier invoice without a purchase order. Logon ID (Role) FINANCIAL02 (Accountant / Iris Green) Supplier Invoicing Common Tasks: New Invoice Without Purchase Order New Invoice screen Supplier External Document ID Invoice Date Invoice Description Posting Date Payment Terms Items - Description Tax Code Quantity Net Price Price Unit Net Amount G/L Account Account Assignment Type Cost Center ABM Insurance Inc. (S100901) Any number, e.g.110001 <current date> Insurance Expense whole year <current date> Due net payable immediately Insurance Expense whole year Sales Tax Standard (Vendor Collected) 1 EA 5000 USD 1 EA 5000 USD A-7280 - Insurance Cost Center Headquarters Cleveland (A1100) Choose Actions Calculate Total Amounts. July 28, 2012 5

Click Check. Click Post. Make a note of the supplier invoice ID:. A supplier invoice without a purchase order for the yearly insurance contribution is posted if no approval is required. Because of the payment term Due Net Payable Immediately, the invoice will be paid with a payment run that will be executed in the next step. 3.1.2 Approve Supplier Invoice Logon ID (Role) FINANCIAL01 (Chief Financial Officer / Edward Black) Managing My Area Approvals Approvals view Approvals Select the item to be approved and click Approve. 3.1.3 Create/Check Payment Proposal and Execute Payment Logon ID (Role) FINANCIAL02 (Accountant / Iris Green) Payables Periodic Tasks Payment Runs Payment Runs subview Click New Payment Run. July 28, 2012 6

New Payment Run screen Run Description Company 1000 Supplier from /to ID Currency Next Payment Run Date Schedule Job screen Payment Run: # screen Payment run_ <current date> <blank> USD <current date> + 5 working days Click Set to Active. Click Schedule. Confirm Start Immediately. Click Save and Close. Click Close. Make a note of the Run ID:. Show Active Payment Runs Click Go. Payment Proposal List: # screen Select your payment run. Check if the Processing Status is set to Finished. (If the status is In Process, click Go to refresh the data.) Select the line and click View Payment Proposals. Check the payment proposal. Click Close. Work view Make a note of the Execution ID:. Choose the Work view. Select the line item created by the payment run ( Review Supplier Payments in Payment Run <#> ) Click Edit. In the payment proposal list, you can work on individual payment proposals. Choose Edit Proposal to display the details for the payment and make changes. Via You Can Also July 28, 2012 7

Open Bank and Payment Settings, you can view the master data and settings currently used by the system to automatically propose the bank account and the payment method details. In addition, the payment method is proposed for automatic payments. The system shows due supplier payments. Once you have checked the proposed payments, you can execute the proposal. Mark the corresponding proposed payments you want to pay. Click Execute Proposal. Click Close. Click Refresh and Actions to Complete your task. You only need to continue with the next chapter ( Approve a Payment ) if the payment item amount exceeds the payment approval limit. If the amount is below the limit you can skip this step. 3.1.4 Approve a Payment Logon ID (Role) FINANCIAL01 (Chief Financial Officer / Edward Black) Managing My Area Approvals Approvals view Approvals Select the approval item and click Approve. July 28, 2012 8

3.2 Processing Outgoing Payments Manually with Open Item Clearing 3.2.1 Recurring Supplier Invoice What You Should Know Each month, the company receives an invoice which contains the same line item and the same amount. To reduce the processing work, you can define a recurring supplier invoice in the Supplier Invoicing work center. Logon ID (Role) FINANCIAL02 (Accountant / Iris Green) Supplier Invoicing Recurring Invoices Recurring Invoices subview New Recurring Invoice guided activity Step 1: Enter Invoice Template Supplier Payment Reason Items - Description Tax Code Quantity Net Price G/L Account Account Assignment Type Cost Center Televista Inc. (S100903) Flat Rate Flat Rate Sales Tax Standard (Vendor Collected) 1 EA 1000 USD A-7400-Telephone and telecommunication Cost Center Headquarters Cleveland (A1100) Click New Recurring Invoice. Choose Actions Calculate Total Amounts. Click Next. July 28, 2012 9

Step 2: Define Recurring Invoice Recurring Invoice Description Flat Rate monthly Recurrence Pattern Select this item as recurrence type. Start Date End By End Date Recurrence Every Day of Month <current date> <date> <last day in 12 months> Monthly 1 (Month) <specific day> Specific Day <current date> + one day Click Next. Step 3: Recurring Invoice Forecast Click Check. Click Save. Click Release. Click Close. Make a note of the Recurring Supplier Invoice ID:. Based on the scheduled posting data, a supplier invoice is automatically created and receives the status In Approval if the invoice amount exceeds the approval limitation. Please check in your system if any recurring invoice has been defined. If such a recurring invoice as described above already exists, please use other business information to define a different recurring invoice within your system. Recurring Invoices subview Invoices and Credit Memos view Click Refresh. Select your recurring invoice. Check invoice details under Details on the General tab (Number of Invoices Posted, Number of Invoices Planned) Invoice History tab In this view you can check the invoices posted according to July 28, 2012 10

the recurring invoice template and schedule. According to the definition of the recurring invoice, you are supposed to wait one working day to execute the step Select Items and Release Payment. Or you may select another supplier that has an open account balance. 3.2.2 Approve Supplier Invoice Logon ID (Role) FINANCIAL01 (Chief Financial Officer / Edward Black) Managing My Area Approvals Approvals view Approvals Select the item to be approved and click Approve. 3.2.3 Select Items and Release Payment What You Should Know In the Payables work center, you can execute a manual payment. In the example below, the recurring supplier invoice has already been posted in the current month. Logon ID (Role) FINANCIAL02 (Accountant / Iris Green) Payables Suppliers Supplier Accounts July 28, 2012 11

Supplier Accounts subview Supplier Televista Inc. (S100903) Click View. Supplier Account Monitor screen Check Number 125468 Payment Amount Bank Account ID 1100062588 <Net Price + Tax Amount> USD Select an open item. Click Pay Manually By Outgoing Check. If the checkbox Calculate Payment Amount Automatically is selected, the system will calculate the payment amount. The sum is derived from the applied net amounts of the matched open items. Click Complete Bank Data. Click You Can Also Open Bank and Payment Settings. Check Bank and Payment Settings. Under the Master Data and Business Configuration Data tab, you can view the master data and settings currently used by the system to automatically propose the bank account and the payment method details. In addition, the payment method is proposed for automatic payments. Click Close. Click Preview Memo Line. Do not change the automatically created memo line. Click Close. The Preview Memo Line screen shows the memo line the system will create if you release this payment as it is now. Alternatively, you can enter a memo line manually in the Memo Line field. Click Post. Click Close. July 28, 2012 12

Make a note of the transfer ID:. 3.2.4 Approve a Payment Logon ID (Role) FINANCIAL01 (Chief Financial Officer / Edward Black) Managing My Area Approvals Approvals view Approvals Select the item to be approved and click Approve. 3.3 Payment Management (Check) Bank Statement 3.3.1 Transfer Outgoing Payments Manually (Send to Payee - Check) What You Should Know The payment items you have executed in the payment run or the manual payment process are to be transferred. In the Payment Management work center, you can initiate the transfer. Logon ID (Role) FINANCIAL02 (Accountant / Iris Green) Payment Management Payment Monitor July 28, 2012 13

Payment Monitor view Show Payments Ready for Transfer Click Go. Payment Method Outgoing Check Click Show Filter Row. Select one or more Ready for Transfer status items. You create the payment medium manually and indicate this accordingly in the system by clicking on Actions for Checks. Set to In Transfer. The payment status is changing from Ready for Transfer to In Transfer. You can also print a check via Actions for Checks Print Check Form or automate and schedule the creation of payment media with the payment media run. In the Payment Media Runs subview in the Periodic Tasks view, you can perform automatic runs which generate payment media for e.g. checks and bank transfers. 3.3.2 Process a Bank Statement What You Should Know In the Liquidity Management work center, you can manually enter items from a paper bank statement into the system. Logon ID (Role) FINANCIAL02 (Accountant / Iris Green) Liquidity Management Bank Statements Bank Statements view Choose New Bank July 28, 2012 14

Bank Statement guided activity Step 1: Enter General Data Bank Account ID 1100062588 Statement Date Posting Date Opening Balance Closing Balance <current date> <current date> <system default> Enter the opening balance minus the amount of the outgoing payment items. Statement. Step 2: Select Items Step 3: Create and Edit Items Click Next. Select the corresponding items under All Not Confirmed Items in Transit. Click Next. Click Check. Click Post. Click Close. The bank statement is entered and the payment items are reconciled. The payment status is set to Confirmed now. 3.4 Connected Scenarios For more details please refer to the following document: Cash and Liquidity Management Processing Receivables and Payments July 28, 2012 15

Icons Caution Example Tip Note User ID and User Role Work Center and Work Center View Copyright 2012 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 vend ors. Microsoft, Windows, Excel, Outlook, PowerPoint, Silverlight, and Visual Studio 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, z10, z/vm, z/os, OS/390, zenterprise, PowerVM, Power Architecture, Power Systems, POWER7, POWER6+, POWER6, POWER, PowerHA, purescale, PowerPC, BladeCenter, System Storage, Storwize, XIV, GPFS, HACMP, RETAIN, DB2 Connect, RACF, Redbooks, OS/2, AIX, Intelligent Miner, WebSphere, Tivoli, Informix, and Smarter Planet are trademarks or registered trademarks of IBM Corporation. Linux is the registered trademark of Linus Torvalds in the United States and other countries. Adobe, the Adobe logo, Acrobat, PostScript, and Reader are trademarks or registered trademarks of Adobe Systems Incorporated in the United States and other countries. Oracle and Java are registered trademarks of Oracle and its affiliates. 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. Apple, App Store, ibooks, ipad, iphone, iphoto, ipod, itunes, Multi-Touch, Objective-C, Retina, Safari, Siri, and Xcode are trademarks or registered trademarks of Apple Inc. IOS is a registered trademark of Cisco Systems Inc. RIM, BlackBerry, BBM, BlackBerry Curve, BlackBerry Bold, BlackBerry Pearl, BlackBerry Torch, BlackBerry Storm, BlackBerry Storm2, BlackBerry PlayBook, and BlackBerry App World are trademarks or registered trademarks of Research in Motion Limited. Google App Engine, Google Apps, Google Checkout, Google Data API, Google Maps, Google Mobile Ads, Google Mobile Updater, Google Mobile, Google Store, Google Sync, Google Updater, Google Voice, Google Mail, Gmail, YouTube, Dalvik and Android are trademarks or registered trademarks of Google Inc. INTERMEC is a registered trademark of Intermec Technologies Corporation. Wi-Fi is a registered trademark of Wi-Fi Alliance. Bluetooth is a registered trademark of Bluetooth SIG Inc. Motorola is a registered trademark of Motorola Trademark Holdings LLC. Computop is a registered trademark of Computop Wirtschaftsinformatik GmbH. SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP BusinessObjects Explorer, StreamWork, SAP HANA, and other SAP produ cts 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 Business Objects Software Ltd. Business Objects is an SAP company. Sybase and Adaptive Server, ianywhere, Sybase 365, SQL Anywhere, and other Sybase products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Sybase Inc. Sybase is an SAP company. Crossgate, m@gic EDDY, B2B 360, and B2B 360 Services are registered trademarks of Crossgate AG in Germany and other countries. Crossgate is an SAP company. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document s erves 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 materia ls. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing here in should be construed as constituting an additional warranty. July 28, 2012 16