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SAP Account Payable

Tags: vendor payment
  1. Accounts Payable

  1. Define Acct group with screen layout (Vendors)
  • Tcode: OBD3
  • Explanation:
  • When creating a vendor master need to specify vendor account group
  • Vendor account group determine:
    • Vendor account number
    • vendor number is assigned or externally by the user
    • Whether it's a onetime account
    • Which fields are ready for input when creating & changing customer master (Field status)

  1. Enter Accounting clerk identification code for customers
  • Tcode: SPRO – FA – ARAP – CA – MR – Preparation for creating customer master record – Enter accounting clerk identification code
  • Data: 01 (Mohit)
  • Explanation:
    • Enter identification code (01) & clerk name (Mohit) for a company code (100)
    • Code entered in customer master record
    • Helpful in evaluation

  1. Define Industries
  • Tcode: Tcode: SPRO – FA – ARAP – CA – MR – Preparation for creating customer master record – Define industries
  • Explanation:
    • Define industry
    • Specify what industry a business partner belongs to by entering industry key in customer master record.
    • Helpful in evaluation, e.g. generate customer list for a industry

  1. Vendor Match Codes
  • Tcode: OB50
  • Path: FA- AR/AP – Vendor a/c – Master Data – Match codes – Maintain match codes for vendor
  • Explanation:
    • Match codes used to find vendor in the database
    • Can define our own match codes

  1. Extending Vendors to Additional Company codes:
  • Tcode: FK15 (if same client)
  • Tcode: FK15 + FK16 (if different client)
  • Explanation
    • Multiple company code scenarios. Some vendors shared by company codes. Need to extend a vendor say existing in 730 to company code 766

  1. Define Sensitive fields
  • Sensitive fields like vendor bank details. Changes to these fields should be confirmed by another user
  • Confirmation of vendor master changes: FK08 and FK09
  • Path: FA – AR/AP – Vendor a/c – Master data – Preparation for creating vendor master data

  1. Payment Block Reasons for Vendor Invoices
  • Path: FA-AR/AP – BT- OP- OP Global settings – Payment block reasons
  • Explanation:
    • Vendor invoices can be blocked for payment. Here we define reason for blocking vendor invoices for payment
    • To block Invoice : FB02

  1. Payment block on a Vendor invoice by Payment terms
  • Path: FA – AR/AP – BT – OP – OPGS – Payment block reasons – Define default values for payment block

  1. Release vendor Invoices blocked for payment
  • Tcode: MRBR

  1. Create number range for vendor accts
  • Tcode: XKN1
  • Explanation:
    • Can create internal or external number range.
    • Internal : System automatically allot the number
    • External: User assigns the number in the specified range.

  1. Assign number range to Vendor Acct group
  • Tcode: OBAS
  • Explanation:
    • We assign number ranges created in (XKN1) to vendor account group (OBD3). Thus vendor number for this vendor a/c group can be selected from this range

  1. Delete Vendor / Customer Master Data
  • Tcode: OBR2
  • Explanation:
    • Used to delete customer master data
    • Can be deleted only for company codes not flagged as productive
    • Can delete customer master record only if no transaction exists in it

  1. Maintain terms of Payment for vendors and customers
  • Tcode: SPRO-FA-AR/AP-BT-Out going Invoices-Maintain Terms of Payment
  • Tcode: OBB8
  • Explanation:
    • Payment term assign to Vendor master record
    • Payment term proposed when entering a vendor document
    • E.g.: 60 days, 5% cash discount if paid in 30 days
    • Can also define default payment block for some payment terms


  1. Define terms of payment for installment payment
  • Tcode: OBB9
  • Tcode: SPRO-FA-AR/AP-BT-Out going Invoices-Maintain Terms of Payment
  • Explanation:
    • Installment payment to vendor invoice.
    • Define three terms of payment in (maintain terms of payment). Now map two of them to one of them in OBB9


  1. Define Accts for cash discount taken
  • Tcode: OBXU
  • Tcode : SPRO-FA-AR/AP-BT-Out going Invoices-Define cash discount base for outgoing Invoices
  • Tcode: Cash discount granted: OBXI
  • Explanation
    • Cash discount received from vendors posted here

  1. Define Accts for exchange rate diff
  • Tcode: OB09

  1. Define Accts for rounding differences
  • Tcode: OB00

  1. Define acct for bank charges (vendors)
  • Tcode: OBXK

  1. Define acct for payment diff ( manual outgoing)
  • Tcode: OBXL

  1. Down Payment Made to vendors
  • Configure Down Payment made to vendor: OBYR / FBKP
  • Vendor Down payment Request: F-47
  • Post Vendor Down Payment: F-48
  • Post Non PO Vendor invoice : FB60
  • Clear Vendor Down payment : F-54

  1. Duplicate Invoice Check
  • Tcode: SPRO – MM – LIV – Incoming Income – Set check for duplicate Invoice

  1. Creating a vendor master Record
  • Create Vendor Master: FK01
  • Transfer customer/ Vendor master data from source company code to target company code: SE38 - RFBIDE10/RFBIKR10
  • Display changes to customer / vendor master data: SE38- RFDABL00 or RFKABL00
  • Find duplicate customer master data: SE38 - RFDKAG00
  • Find duplicate vendor master data: SE38- RFKKAG00
  • Create vendor master record centrally : XK01
  • Change Vendor Master record: XK02
  • Display Vendor Master record: XK03
  • Block /Unblock Vendor Master : XK05
  • Mark vendor for deletion (Deleted by a special program) : XK06
  • Explanation << Refer TFIN notes>>
  • Account Group:
  • While creating customer / vendor we have to provide account group. Account group controls:
    • Number range of the accounts
    • Status of the fields in the master records
    • If the account is a onetime account
  • If a customer is also a vendor the APP and the dunning program can clear open items against each other. For this :
    • Enter the vendor account number in the customer account, or vice versa.
    • Select the field clearing with customer / vendor

Previous AcctLegacy system acct number
Sort KeyAssignment field value
Tolerance GroupTolerances with in which this vendor can transact
Payment MethodMethod by which this vendor accept payment

  1. Post Non PO based Vendor Invoice
  • Tcode: FB60
  • Explanation:
    • To post no PO based vendor invoices

  1. Post Manual Payment to Vendor and not generate payment media (iDoc, check)
  • Tcode: F-53
  • Explanation:
    • Vendor outstanding invoices are paid in APP (F110). Some invoice not paid can be paid manually in Tcode F-53

  1. Displaying Vendor Account balance
  • Tcode: FK10N
  • Explanation:
    • To display vendor a/c balance

  1. Displaying / Releasing Vendor Invoices
  • Tcode: FBL1N
  • Explanation:
    • To display vendor a/c line items, Invoices, credit memos, payments etc
    • In SAP we can block / release documents for payments
    • Block invoice for payment @ FB60. Release invoice for payment FBL1N. Double click invoice - click to change mode - remove payment block

  1. Automatic Payment Program (Incoming & Outgoing Payments)
  • Tcode: F110
  • Explanation:
  • << Refer TFIN>>

I have tested the proposed configuration change, please find below my findings:

Option 1:

Payment MethodHouse bankRankingCurrencyComments
IHSB211EURFor payment method I all EURO payments from HSB21
IHSB222BlankFor payment method I, all payments other than EURO from HSB22
IHSB233USDFor payment method I, USD payments from HSB22

  1. Define Number Range for Checks
  • Tcode: FA(N) – AR/ AP – BT – Outgoing Payments – Automatic outgoing payments – Payment Media – Check Management
  • Explanation:
    • Can think of each check lot as a Check Book

  1. Manual Clearing of Vendor open Items
  • Tcode: F-44
  • Explanation:
    • Manually clear vendor documents ( Invoice, Credit Memos etc)
    • Double click & deselect all - Select 2/more documents to be cleared. - Save
    • No real posting but a clearing document is created

  1. Display Purchase Order
  • Tcode: ME23N
  • Change PO : ZMMME22 or ME22N
  • Search for a PO : ME2B

  1. PO-based Vendor invoice/credit memo/Planned Delivery Cost
  • Tcode: MIRO
  • Explanation:
    • You enter the data from the vendor invoice in the system. As you do this, you compare the data with the suggested quantities and values for each item. If differences occur, you make any necessary corrections
    • Planned Delivery Costs are costs incurred over and above the cost of the material and include such costs as freight, handling and customs duties. Costs will be classified into categories posted to a separate GL account - Freight and Customs Duties, for example. Planned delivery costs have the advantage that delivery costs are included in the valuation of the material at time of Goods Receipt.
    • In PO Reference select: + Planned Delivery cost
    • A Credit Memo is received from a trade vendor and the Credit Memo is posted with reference to a Purchase Order and serves as a cancellation of the Invoice Receipt. Posting a credit memo always leads to a debit posting on the vendor account. When you post a credit memo, the total quantity in the purchase order history is reduced by the credit memo quantity.
    • Imp: Select Credit Memo on transaction drop down box on top of screen
  • Display/Change PO-Based Vendor Document : MIR4
  • Park Invoice: MIR7

S_ALR_87009895VAT ReportUse this SAP transaction to view VAT reporting and to post VAT settlement.

Transaction is run at month end after transactions have been completed. When settlement is run the balances of the 11005001 output tax and 22010000 input tax accounts are zeroed out and the balance of each is moved to the 12600000 VAT Settlement account.
SM35 Batch Input MonitoringUse this SAP transaction to monitor and process batch input sessions to post all the applicable documents and perform all the database updates.


This post first appeared on OM SAP, please read the originial post: here

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SAP Account Payable


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