Accounts payable

Accounts payable is nothing but subledger accounting in SAP FI. It is linked to general ledger accounting through main ledger a

Purchase order invoice : FI-MM, Pto P, S to P

Description
Non Po Invoice, we can directly post the accounting document in FI. Ex Expn One time vendor
Employee vendors
Vendor or supplier, Vendor Service vendor
Accont
group Supplier
Domestic vednor
We have one rent expnssess to update in SAP Foreign vendor
Vednor master data inter company vendor
Vendor invoice
Make payment to vendor ( Manual or Automatic payment)
Advance or down payment to vendor
Credit memo It determine the whether it domestic vendor or employee ven
Vednor invocie reversal
Vednor payment document reversal
Manual clearing
ECC
GL Expns Dr 5000 Vendor Dr 5000
AP Vendor Cr 5000 Cash Cr 5000

Main ledger Sub ledger

DR Cr Dr Cr
5000 5000 5000 5000

Sub ledger 1
Dr Cr
10000 10000
Po invoice and Non PO invoice

Non Po Invoice, we can directly post the accounting document in FI. Ex Expnsess, Rent
Po invocie, here accounting dcoument genertaed with referenc of purchase order

Non PO invoice PO invoice

Finance FI-MM intigration required
Expness dr Purchase requestion
Vendor credit Purchase order
Goods receipt ( accounting doc, Material doc)
Vendor payment( Manual or automatic) Invocie verfication ( accounting doc, Material doc)
Vendor payment( Manual or automatic)
5000 400200 Expns Dr 200500
5000 600700 Vendor Dr 200500 DR CR
5000 5,000

Vendor Dr
Cash CR
 ledger accounting through main ledger and Record all supplier transactions like invoice and payment.

Description Account Group GL

One time vendor 556O 200200 100
Employee vendors 556E 200300 2000
Service vendor 556V 200400 1000
556S 200500 2000
Domestic vednor 556D 200600 2000
Foreign vendor 556F 200700 3000
inter company vendor 556I 200800 2000

ether it domestic vendor or employee vendor, also it contrrol the field status of vendor master data, vendor master data number ranges

Vendor customer FSCM ( Customer)

General data General data General data (BP)
Company code seg Company code seg Credit
Purchas org Sales org

Credit memo
Down payment
Vendor invocie
Vendor payment( Manual or automatic)
Revesre vendor invocie
reverse vendor payment document
Block the vendor invocie
Balance 600700

Zero
e and payment.

r master data, vendor master data number ranges

Roles
General data 000000
vendor Company code seg FLVN00
Purchas org FLVN01
customerCompany code seg FLCU00
Sales org FLCU01
Credit mang UKM000
 AP Config
Define accounts group for vendor
Create number ranges for vendor account group
Assign number range to account group
Payment terms vendor account type K
Discount received from vendor Vendor posting keys Debit 25
Down payment configuration Credit 31
Define tolrence group for vendors
Define documents types and number ranges
Dual control Vendor down payment payment
Debit 29
Automatic payment config - FBZP Credit 39
All company codes
paying company codes
payemnt method in country level
Payemnt method in company code level
Bank determination
House bank

Docume Descriptio Number From

nt types n range Year number To Number
KR Vendor Invoice 19 2024 1900000 1999999
KG Vendor Credit Memo 17 2024 1700000 1799999
KZ Vendor manual paym 15 2024 1500000 1599999
KA Vendor Document 17 2024 1700000 1799999
RE Invoice ( MM) 51 2024 5100000 5199999
WE Goods Receipt ( MM) 50 2024 5000000 5099999
ZP Automatic Payment
ZV Payment reversal
 End user part
Master data
Vednor master data creation
Vendor block
Vendor deletion
Transactional Data
Vendor invoice
Vendor payment ( Manual or Automatic payment)
Advance or down payment to vendor ( Manual or Automatic payment)
Credit memo
Vednor invocie reversal
Vednor payment document reversal
Partial payment
Residual payment
Vendor invoice block for payment
Edit vendor invoice
Vendor payment with discount
Vendor account group T OBD3

Path-Financial Accounting-Accounts Receivable and Accounts Payable-Supplier Accounts-Master Data-Preparations for Creatin

It determine the whether it is domestic vendor or employee vendor,

It controls the vendor master data number ranges
it contrrol the field status of vendor master data whether it is required or optional,supress,display
It is global level, we can use one account group for multipule company codes

Account Number
Description Recon GL From To Total vendors
Group range
One time vendor TM5O 200200 60 1000 1999 10 Expns dr
Employee vendors TM5E 200300 6E 2000 2999 5000 Vendor Cr
Service vendor TM5V 200400 6V 3000 3999 2000
Supplier MM TM5S 200500 6S 4000 4999 2500
Domestic vednor TM5D 200600 6D 5000 5999 3000 Vendor Dr
Foreign vendor TM5F 200700 6F 6000 6999 2700 Cash Cr
inter company vendor TM5I 200800 6I 7000 7999 100

Define Account Groups with Screen Layout (Vendors)

It contrrols the field status of vendor ma

What is the one time vendor ?

Raw material is regularly purchased from regular supplier, but when their stock suddenly becomes unavailable, an emergency
it is not necessary to maintain the supplier's address and bank details in the one time vendor master data. while posting the in

Define Accounting Clerks

Path-Financial Accounting-Accounts Receivable and Accounts Payable-Supplier Accounts-Master Data-Preparations for Creatin
Define Industries
Path-Financial Accounting-Accounts Receivable and Accounts Payable-Supplier Accounts-Master Data-Preparations for Creatin

What is Industries?
it determines to what type of supplier business whether it is Pharma, cement, service

Create number ranges for vendor account group

Path-Financial Accounting-Accounts Receivable and Accounts Payable-Supplier Accounts-Master Data-Preparations for Creatin
Assign number ranges to vendor account group
Path-Financial Accounting-Accounts Receivable and Accounts Payable-Supplier Accounts-Master Data-Preparations for Creatin

Define Sensitive Fields for Dual Control (Vendors)

Path-Financial Accounting-Accounts Receivable and Accounts Payable-Supplier Accounts-Master Data-Preparations for Creatin
r Data-Preparations for Creating Supplier Master Data

This recon GL account need to be assign in Vendor master data COCO level

s the field status of vendor master data, whether it is required or optional, supress,dispaly

mes unavailable, an emergency purchasing raw material from a new supplier.

aster data. while posting the invoice for a one-time supplier, a new screen is displayed to input the supplier's bank details and address

r Data-Preparations for Creating Supplier Master Data-Define Accounting Clerks

r Data-Preparations for Creating Supplier Master Data-Define Industries

r Data-Preparations for Creating Supplier Master Data-Assign Number Ranges to Vendor Account Groups
r Data-Preparations for Creating Supplier Master Data-Assign Number Ranges to Vendor Account Groups

r Data-Preparations for Creating Supplier Master Data-A

bank details and address
Payment terms OBB8 T code

Path-Financial Accounting-Accounts Receivable and Accounts Payable-Business Transactions-Incoming Invoices/Credit Memos

It determines the invoice due date and discount, based on the Posting date or document date, entry date.
We can use one payment term for customers and vendors

If you make a payment to vendor within time will get discount as per payment terms. Discount amount updating in separate G

With in 20 days 2%
With in 30 days 1 %
With in 40 days, no discount.

Document date Jun-25-202Invocie generated date

posting date Jul-03-202 Whenever we are posting,that day is posting date
Entry date Jul-03-202 System date

As per above case, document date is as Baseline date

if post any document within the month, the base line date shold be next month 25
 Posting date is July-8-2024
Base line date is Aug-25-2024
Net due date is SEP-24-2024

Installment payment

Invoice amount is 1 Cr

Paying in 3 installments

1st installment 30 days and 40 %

2nd installment 50 days and 50 %
3rd installment 70 days and 10 %

1st installment 2nd installment

Assign payment terms in installment T code OBB9

Assign payment terms in installmen payment term T code OBB9

Expns Dr 1000
Vendor Cr 1000

Vendor Dr 1000
Discount CR 100
Cash Cr 900

Discount received from vendor. OBXU T code

If you make a payment to vendor within time will get discount as per payment terms. Discount amount updating in separate G
With in 20 days 2%
With in 30 days 1 %
With in 40 days, no discount. Expns Dr 1000
Invoice
vendor Cr 1000

Vendor Dr 1000
Payment Bank Cr 900
Discount C 100

The discount GL account is need to be create under revenue

Down payment to vendor T code OBYR

Path-Financial Accounting-Accounts Receivable and Accounts Payable-Business Transactions-Down Payment Made-Define Alte
It is advance payment. We need to configure under chart of account level. It is alternative reconciliation GL account. its linked
F – Down payment request,
A – Down payment.

Down payment has separate postings keys

Debit 29
Credit 39.
We have a requirement 100 QNT, Total value is 50K. Vendor is expecting advance payment 20K so Need to make down payme

39 F Vendor Special indicator A Dr 20,000 Down payment request. Need to be enter A after syst

29 A Vendor Special indicator A Dr 20,000 Down payment to vendor A

50 Bank Gl account Cr 20,000

40 TAX 2,000
40 GR/IR Dr 48,000 Vendor Invoice
31 Vendor Cr 50,000

25 Vendor DR 50,000
50 Bank GL Cr 30,000 payment to vendor
39 A Vendor Specil GL indicator Cr 20,000

These three GL accounts creating under balance sheet in liabilities

AP recon ( main ledger) 200100 It is assiging in vendor master data at company code level
Down payment request 200200
Down payment 200300
Assign Recon GL acocunts in special GL indicators T code OBYR

Main ledger recon ( vednor master data )

Tolarence group for vendors and customers OBA3 T code

CGST 2000
SGST 2000
GR/Ir 46000
Vendor 50000
FCT T code OBA1

Valuation loss GL PL( Expn) 400250 Exchange Loss 400250

Valuation Gain GL Pl ( Revenu 300350 Exchange Gain 300350
Balance sheet GL BS 200500

Need to be setup in AP recon GL 200200

oming Invoices/Credit Memos-Maintain Terms of Payment

amount updating in separate GL account. Need to configuration in OBXU T code. It is chart of account level.

10 days
20 days
30 days
40 days
60 days
80 days
100 days
120 days
160 days
180 days
ate is July-8-2024
date is Aug-25-2024
ate is SEP-24-2024

ays and 40 %
ays and 50 %
ays and 10 %

2nd installment
amount updating in separate GL account. Need to configuration in OBXU T code. It is chart of account level.

wn Payment Made-Define Alternative Reconciliation Account for Down Payments

ciliation GL account. its linked with special GL indicators.

so Need to make down payment 20K to vendor

Need to be enter A after system pick F default

Alternative Recon GL account
Vendor recon account ( It is assigned in vemdor master data)
Profit center creation KE51

Rent Exns
Vendor

Cost center creation T code KS01

Activate cost center in OKKP T code

Cost center master data creation KS01 T code

CCtr Std. Hiera

Cost center groups

Cost center
Rent Exns 100,000 CC1
100,000
2877HH
 Vendor master data Vendor
Doc Type Description FY
Vendot master data creation KR Vendor invoice ( Non Po) 2024
FK01 General data segment KZ Vendor manual payment 2024
Company code segment KA DP request, Reverasl type 2024
KG Vendor credit memo 2024
XK01 General data segment ZP Automatic payment 2024
Company code segment ZV Reversal automatic payment 2024
Purchase organization RE Vendor invocie (PO) 2024
WE Goods receipt 2024
Edit vendor master data
FK02 General data segment
Company code segment Posting keys Debit 25
Credit 31
XK02 General data segment Down payment
Company code segment Debit 29
Purchase organization Credit 39

Display vendor matser data

FK03 General data segment
Company code segment

XK03 General data segment

Company code segment
Purchase organization

Block /unblock vendor

XK05 Company code segment

XK05 Company code segment

Sales organization

Vendor Deletion
XK06 Company code segment

XK06 Company code segment

Sales organization
Number range
19 19000 19999
15 15000 15999
17 17000 17999
17
20 20000 29999
20
51 51000 51999
50 50000 50999
Create vendor master data T code XK01 or FK01

Bank master data creation - FI01

Bank acocunt number length we can control in OY17 T code

 Vendor 000350016 was created in company code 8855

One time vendor -XK01

Create expn GL acocunt in FS00 and conver to cost lement by KA01 T code

The epns GL account have to convert as a cost element in controling area KA01
Vendor master data Doc Type Description
Vendor invocie KR Vendor invoice ( Non Po)
Vendor payment( Manual or automatic) KZ Vendor manual payment
Credit memo KA DP request, Reverasl type
Down payment KG Vendor credit memo
Revesre vendor invocie 25 Debit ZP Automatic payment
reverse vendor payment document 31 Credit ZV Reversal automatic payment
Block the vendor invocie RE Vendor invocie (PO)
WE Goods receipt

Vendor invoice F-43 or FB60

Path-Accounting-Financial Accounting -Accounts Payable -Document Entry -FB60 - Invoice
40 TAX Dr 100
40 Expensses DR 1000
31 Vendor Cr 1100

FBL1N T code Vendor line item report

AP recon GL account ledger balance FS10N T code or FAGLB03 T code ( New ledger) Vendor balance display FK10N T co

Vendor manual payment and Dcoument type is KZ- F-53 T code

check vendor cleared items by FBL1N T code

FK10N T code Vendor sub ledger balance FS10N T code Vendor sub ledger ba
 Description FY Number range
r invoice ( Non Po) 2024 19 19000 19999
r manual payment 2024 15 15000 15999
uest, Reverasl type 2024 17 17000 17999
dor credit memo 2024 17
omatic payment 2024 20 20000 29999
automatic payment 2024 20
dor invocie (PO) 2024 51 51000 51999
Goods receipt 2024 50 50000 50999
alance display FK10N T code
ode Vendor sub ledger balance
Discount is eligible with in 20 or 10 days as per payment term

Discount GL
Credit memo Vendor FB65 or F-41T code
Path-Accounting-Financial Accounting -Accounts Payable -Document Entry

To reduce the vendor invoice amount

now we have to raise credit memo for 10000
Invoice 100,000 Vendor Dr 10000
Credit me 10,000 Expns cr 10000
Actual 90,000

FBL1N Vendor line item report

Vendor Manual payment F-53 T Code

Vendor line item report FBL1N T code
installment payemnt term

Vendor line item report FBL1N T code

200500
 We have maintained 1% discount in Tol

1. need to check payment terms whethe

2. If payemnt term is correct, need to in
3. If payment term is wrong, need to ma

2 . Issue in F-53 Manual payment

Solution
Maintain GL accounts in OBA1 T code

Exchnage loss
Exchnage gain
Balance sheet adjustment

3 invoice posting

Solution
First need to be check which

second, you can maintain the

maintained 1% discount in Tolrence group for user, due to reason facing issue in FB60

o check payment terms whether it is correct or not

mnt term is correct, need to increase the discount in OBA4
ent term is wrong, need to make changes in payment term

s in OBA1 T code

Expnes
Revenue
heet adjustment Balance sheet

First need to be check which field status group is using for GL acocunt and If Text field is required in FSG, you can keep as optional

second, you can maintain the value in invoice posting to aviod the issue
ou can keep as optional
Partaial payment and residual payment F-53 T code

Path-Accounting-Financial Accounting -Accounts Payable -Document Entry -Outgoing Payment -Post

We have 90,000 open item invoice but we are not able make payemnt to vendore due to funds issue, so we are making payem
90000 Invoice amount
20,000 1st partial payemnt
40,000 2nd partial payment
30,000 final payment

Posted invocie with 90000 FB60 T code

1st partial payment

2nd partial payment

Still, orginal invocie and partial payemnt docuemnts are showing as a open items. It will show until clear final payment

Final payment
FBL1N vendor line item report

Once done final payment, system will cleared automatically orginal invocie and partial docuements

Residual payment

if we make residual payment, system is clearing orginal vendor invoice and genrating new document for ourstanding balance

Vendor invocie FB60 Document 100000 100300

70,000 Invoice 9004 90000 200400
60,000 Residual payment 7006 10000 200400
10,000 Out standing 7006

Total outstanding is 70,000 but residual payment made 60,000.

Vendor line item display FBL1N T code

Final payment to vendor

ssue, so we are making payemnt to vendor in 3 times
ntil clear final payment
ment for ourstanding balance
Credit memo
down payment
Manual clearing
One time supplier invoice
reversal
T code FK01 Vendor master data creation

Vendor 0000008306 was created in company code 8855

Post supplier invocie for one time vendor FB60 or F-43

While posting the vendor invoice, system display the another screen for one time vendor to add address and bank details
Manual payemnt
Vendor Dr 3000
Bank Cr 2940
Discount CR 60
ed in company code 8855

address and bank details

Down payment to vendor

Scenario 1
Invoice amount is more than on down payment value
Down payment -20000
Invoice -30000
Payment to vendor -10000

Scenario2
Down payment and invoice amount are same
Down payment -57000
Invoice amount -57000

Down payment and invocie amount are equal, no balance but both documents are showing in open items
in this case need to clear manually by F-44

Scenario 3
Down payment value is more than on invoice value
Advance payment 35,000
Invocie received 30,000
clear advance payment by F-54

the additional amount need to bring from vendor to bank GL - T code F-52
 Posting keys
Down payemnt request T code F-47 Debit 29 50,000
credit 39 30,000
It is advance payment. 50,000
It is noted item, not impacting in the ledger balance F 40,000
It is singile line item documement A

39 F Vendor Special indicator A Dr 20,000 Down payment request.

29 A Vendor Special indicator A Dr 20,000 Down payment to vendor

50 Bank Gl account Cr 20,000

40 GR/IR Dr 60,000 Vendor Invoice

31 Vendor Cr 60,000

25 Vendor DR 60,000
50 Bank GL Cr 35,000 payment to vendor
39 A Vendor Specil GL indicator Cr 25,000

Scenario 1

Invoice amount is more than on down payment value

Down payment -50000
Invoice -80000
Payment to vendor - 30000

Down payment request F-47

Vendor line item report FBL1N T code

Down payment documents

Vendor down payment requst documen

Down payment to vendor F-48 T code

Vendor Special GL indicator A Dr
Bank GL CR

Vendor invoice FB60 T code

Down payment 20,000

invocie 30,000
Payment 10,000

FBL1N T code Vendor line item report

F-53 mnaul payment

200555 is zero balnce Liability with balance sheet GL account

Below config required before going to make final payment
Path-Financial Accounting-General Ledger Accounting-Business Transactions-Document Splitting-Define Zero-Balance Clearing
Scenario2

Down payment and invoice amount are same

Down payment 20000
Invoice amount -20000

Down payment and invocie amount are equal, no balance but both documents are showing in open items
in this case need to clear manually by F-44

Down payment and invocie amount are equal

in this case we can clear manually by F-44
Scenario 3
Down payment value is more than on invoice value
Advance payment 35,000
Invocie received 30,000
clear advance payment by F-54

the additional amount need to bring from vendor to bank GL - T code F-52
clear advance payment by F-54

bring amount to bank GL from vendor account F-52

Total invocie value
10000
Vendor invoice
payment

Need to be enter A after system pick F default

A
ment documents

own payment requst documents report

with balance sheet GL account

-Define Zero-Balance Clearing Account

 Field Posting Document output
Text S O S Done
R S E
S R E
s s S
R R R
O O O
O R
Manual clearing F-44

Invocie amount and credit memo amount same Down payment and Invoice amount sam

Invoice value 30,000 Expns Dr 30,000 Vendor Special GL indicator A D

vendor Cr 30,000 Bank GL Cr

Credit memo 30,000 Vendor Dr 30,000 Expan dr

Epans Cr 30,000 Vendor Cr

in above case, both docuemnts are showing as a open items. So need to be clearly manually

Posted vendor invoice 50000

posted down payment 50000

Vendor balance is showing zero but showing open items, so need to clear manually by F-44 T code
ment and Invoice amount same

pecial GL indicator A D 50,000

50,000

50,000
50,000
Client made wrong payment. They have identified after few days
In above case, Need to reverse clearing or payemnt document ( FBRA) FBRA and FB08 are using in F
Vendor invocie alos need to be reverse ( FB08) Mass document revrsal F.80 T code

Reverse clearing or payment document FBRA T code

if selected the Reset and revsrse, orginal payment document is going to reverse with new document numbe r

Reverse vendor accounting document FB08 T code

FBRA and FB08 are using in FI for all acocunting documents

new document numbe r

Define Sensitive Fields for Dual Control (Vendors)
Path-Financial Accounting (New)-Accounts Receivable and Accounts Payable-Vendor Accounts-Master Data-Preparations for C

Vendor master data creation XK01 T code

Other user need to be confirm by FK08 T code

Master Data-Preparations for Creating Vendor Master Data-Define Sensitive Fields for Dual Control (Vendors)