Financial Module

Accounts Payable
[Pick the date]

Prepared by: Melissa Sue D. Madrid

FI Accounts Payable User Manual Table of Contents:

1. MASTER DATA 1.1 Create Vendor Account 1.2 Change Vendor Account 1.3 Display Vendor Account 1.4 Block Vendor Account for Posting 1.5 Mark Vendor Account for Deletion 1.6 Display Vendor Master Changes 1.7 Update Check Lots 1.8 Update Exchange Rates 2. TRANSACTIONS 2.1 PROCESS VENDOR INVOICE W/O PO 2.1.1 Invoice Entry (Invoice Parking) 2.1.1.1 Park Document 2.1.1.2 Change Parked Documents 2.1.1.3 Display Parked Documents 2.1.1.4 Post/Delete Parked Documents 2.1.1.5 Post with Reference 2.1.1.6 Copy from an account assignment model 2.1.2 Process Vendor Down Payment 2.1.3 Execute Reversal Document 2.1.4 Process Vendor CM/DM 2.1.5 Invoice Entry (Asset Acquisition) 2.2 PROCESS VENDOR INVOICE WITH PO 2.2.1 Invoice Entry 3. VENDOR PAYMENT 3.1 AUTOMATIC PAYMENT 3.1.1 Parameters 3.1.2 Proposal 3.1.3 Payment Run 3.1.4 Printout 3.2 POST+PRINT CHECK 3.3 PRINT CHECK 3.4 CHECK RELEASING 3.5 CHECK ENCASHMENT/CLEARED CHECKS 3.6 CHECK STATUS REPORT 3.7 CHECK MANAGEMENT 3.7.1 Void Issued Check
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3.7.2 Manual Check 3.7.3 Void Issued Check and Cancel Payment 3.7.4 Reprint Check 3.8 MISCELLANEOUS 3.8.1 Transmit to BDO IDS Converter payment proposal 4. ACCOUNT 4.1 DISPLAY BALANCES 4.2 VENDOR LINE ITEM DISPLAY 4.3 CLEAR 4.3.1 Clear Vendor Header Data 4.3.2 Post with clearing Header Data 5. MONTH END PROCESS 5.1 GENERATE TAX REPORTS 5.1.1 EWT Report 5.1.1.1 Monthly Alpha List of Payees (MAP) 5.1.1.2 Withholding Tax Certificate (Form2307) 5.2 STANDARD REPORTS 5.1.2 EWT Report 5.1.2.1 Monthly Alpha List of Payees (MAP) 5.1.2.2 Withholding Tax Certificate (Form2307) 6. YEAR END PROCEDURE 6.1 BALANCE CARRY FORWARD

1. MASTER DATA 1.1 Create Vendor Transaction Code XK01 (Centrally) / FK01 (Accounting)
Before a payable document can be set up to a vendor, a vendor master record has to be created. A vendor account has two segments; 1) General Data on the client level - this data can be accessed throughout the whole organization 2) Company Codes specific data on the company code level - Any company code who wishes to do business with a specific vendor has to create a company code segment for him. By doing this the vendor account is created.

Initial Screen Field Vendor

Values Vendor Code

Internally assigned - system automatically generates the vendor code Externally assigned - input the vendor code to be assigned

Company Code Enter Company Code Purchasing Organization Enter purchasing organization (1000) Account Group Account Group of the Vendor to be created (Refer to Account Group Table) Press ENTER key or Field Name Search Term Postal Code City Country Language Press ENTER key or to display the next screen Values
Vendor Name (use the second box if complete name cannot fit in the first box) Short description for a search help. This could be e.g. The significant part of the vendor name Enter

City as part of the address PH EN to display the next screen

Field Customer Tax Number 1

Values
If your vendor is also your customer, enter the customer number here, so you can view both the vendor and the customer data Vat registration No. of the vendor which is to be used for reporting to the tax authorities

Press ENTER key or

to display the next screen

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Field Recon Account

Values
The reconciliation account in G/L accounting is the account which is updated parallel to the sub ledger account for normal posting (for example, invoice or payment) For special postings (for example down payment or bill of exchange), this account is replaced by another account. The replacement takes place due to the special G/L indicator which you must specify for these types of postings 012 - Vendor Number Indicates the layout rule for the Allocation field in the document line item

Sort Key

Press ENTER key or Field Payment Term Check Double Invoice

to display the next screen Values

Default vendor payment terms, this can however be overridden during the transaction entry Click On This is an indicator which means that incoming invoices and credit memos are checked for double entries at the time of entry in terms of the reference vendor invoice number Payment method for the vendor Valid values are as follows: C - check M - MC payment T - Auto Credit Payment The default bank from where the payment is to be credited

Payment Method

House Bank Press ENTER key or Field Withholding Tax Country Withholding Tax Type Withholding Tax Code Liable

to display the next screen Values

PH EI - Expanded Withholding Tax FI - Final Withholding Tax These codes determine is the various percentage rates for the withholding tax type (Refer to withholding tax code table) If you set this indicator, you tell the system that the vendor is subject to withholding tax for this withholding tax type

Press ENTER key or

to display the next screen

Field Currency Payment Terms GR/IR Click to Save.

Values
Currency used for PO creation Default vendor payment terms, this can however be overridden during the transaction entry Tick for local PO only

A vendor code number will be generated for all internally assigned number range of the account group. 1.2 Change Vendor Account Transaction Code XK02 (Centrally) / FK02 (Accounting)
Except for a few fields (like recon account), you can change all data in a vendor master record. Vendor master record span several screens. Generally speaking, you will only want to change certain data. You can select to make changes directly in the initial screen. The system logs all changes. For each field, it stores the time of change, the name of the user, the current and the previous field contents. You can display changes to the entire vendor master record or to a special field.

Initial Screen: Field Vendor Company Code Purchasing Organization Click this Click on

Values
Vendor Code to change Enter Company Code Enter purchasing organization (1000)

to select all screens you want to change then press ENTER to Save

1.3 Display Vendor Account Transaction Code XK03 (Centrally) / FK03 (Accounting) Initial Screen: Field Vendor Company Code Purchasing Organization Click on

Values
Vendor Code to Display Enter Company Code Enter purchasing organization (1000)

to select all screens you want to change then press ENTER

1.4 Block Vendor Account for Posting Transaction Code XK05 (Centrally) / FK05 (Accounting)
You can block a vendor account for posting. You have to block the vendor master record before you can mark it for deletion. Block also vendor that you use only as an alternative payment recipient, so that nobody can post to it by mistake. You can cancel a vendor account block at anytime. To do this, simply remove the relevant indicator. Only block an account if there are no more open items in the account. If the account is blocked, you cannot clear any open items in it. You can block a vendor in all company codes or on selected company codes only.

Initial Screen: Field Vendor Company Code Purchasing Organization Press ENTER key or Field Posting Block All Company Code Selected Co. Code Purchasing Block All Purchasing Organization Selected Purchasing Organization Click on to Save

Values
Vendor Code to block Enter Company Code Enter purchasing organization (1000)

to proceed to the next screen Values

Click if you want the vendor block in all company codes Click if you want the vendor block in selected company codes Click if of you want the vendor block in all purchasing organizations Click if of you want the vendor block in selected purchasing organizations

1.5 Mark Vendor Account for Deletion Transaction Code XK06 (Centrally) / FK06 (Accounting)
You should block an account for posting before you mark it for deletion. The only effect of this deletion indicator has is to cause warning to be issued every time a user subsequently try to post to this account.

Initial Screen: Field Vendor Company Code Purchasing Organization Press ENTER key or

Values
Vendor Code to delete Enter Company Code Enter purchasing organization (1000)

to proceed to the next screen

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Field Deletion Flags: All areas Deletion Flags: Selected Company Code Deletion Flags: Selected Purchasing Organization Deletion Blocks: General Data Deletion Blocks: Selected Company Code

Values
Click if you want all data in this master record be deleted Click if you only want the company code data in this master record to be deleted Click if you only want the purchasing organization data in this master record to be deleted Click if you want to specify that the general data in the master record may not be deleted. Click if you want to specify that the company code specific data in the master record may not be deleted

1.6 Display Vendor Master Changes Transaction Code XK04/FK04 Initial Screen: Field Vendor Company Code Period of change From change date Time Changed by Press ENTER key or Highlight Table then click

Values
Enter the vendor code you want to display all the changes made Enter Company Code Leave blank if you want to display all changes made Date when changes have been made Time when changes have been made Person who made the changes

to proceed to the next screen to view all the changes made to vendor

Double click any field to view date, time, user who made the changes 1.7 Update Check Lots Transaction Code FCHI Initial Screen: Field Paying Company Code House Bank Account ID

Values
Enter Company Code Select Short key for a house bank Select Account ID together with the house bank ID uniquely defines a bank account

Enter the required fields as displayed above and then click on

change
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Click on

to create Values
Start number for the check lot Ending number for the check lot Click on if the check number will be supplier by banks with check writing agreement

Field Lot number Check number To Non Sequential

Press ENTER key or

then click on

to save the changes

1.8 Update Exchange Rates Transaction Code S_BCE_68000174 Click on Initial Screen: Field Exchange rate type From Currency To Currency Press ENTER key You can copy an existing entry by selecting the line to copy. Click on to Copy

Values
M for currency other than EUR EURX for EUR currency Source currency Converted currency

Change the valid from date and the exchange rate, then press ENTER key or Click on to save the changes

2. TRANSACTIONS 2.1 PROCESS VENDOR INVOICE w/o PO 2.1.1 Invoice Entry (Invoice Parking) 2.1.1.1 Park Document Transaction Code F-43
Document parking in Vendor works the same way as of that of document parking in GL. The only difference is that the posting key in the initial screen is defaulted to posting key 31 and the automatic computation of withholding tax (rate defaulted from the tax code defined in the vendor master record)

Initial Screen: Field Document Date Document Type Posting Date Company Code Reference Document Header Text 1st Line item: Field Posting key Vendor SGL Indicator

Values
Invoice Date KR Date when to post to GL/SL Enter company code Invoice number Description of the transaction

Values
31 Credit Vendor Account 39 Credit Vendor Account (if transaction involved special GL) Vendor Account Enter SGL indicator as necessary

You can search for the account code by clicking Enter a search text for the account code then press Enter key or Select the account code to be used for the transaction by double clicking Press on Enter key or to display the next screen

Item 1 / Invoice / 31 Screen: Field Values Transaction amount Amount Tick if there is an input/output tax Calculate Tax Defaulted form the vendor master but you can change Payment Terms Defaulted from the document date Bline Date Description of the transaction Text Next Line Item Field Posting Key Account Press on Enter Key or

Values
Posting key for the next line item GL account to be used

to display the next screen

Withholding tax screen will pop up

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Withholding tax information screen: Field Values Defaulted from the master data Withholding Tax Code Enter withholding tax base amount Withholding Tax Base Press on Enter Key or to display the next screen

Field Amount Tax Code Cost Center Internal Order Text

Values
Transaction amount Type * ( it will copy or subtotal previous line items transaction) Select if calculate tax is ticked in the previous screen Enter Enter Description of the transaction Type + (it will copy previous line item transaction)

When all expense entries are completed, click Document >Simulate Click Document > Reset Click on to park document

2.1.1.2 Change Parked Document Transaction Code FBV2 Initial Screen: Field Company Code Document Number Fiscal Year

Values
Enter Company Code Enter parked document number generated in 2.1.1.1 Current Year

Or if you want to display the list of all parked documents, click on Field Company Code Document Number Fiscal Year Entered by Click on icon Values
Enter Company Code Leave blank Current Year User ID

A list of all the parked documents for the user selected will be displayed. Double click on the document to change. 11

To change the header data, click on

Change the fields, as necessary. Note that you can only change the field in white background. If you wish to edit the currency, you need to delete the parked document.

Click on

to check if a tax code is defined for the vendor. You can accept, change or remove the

defaulted value. Then press ENTER key Note that no automatic line time is created, since this is just a document parking. When all entries are completed click on to save the changes made in the parked document

2.1.1.3 Display Parked Document Transaction Code FBV3 Initial Screen: Field Company Code Document Number Fiscal Year

Values
Enter Company Code Enter parked document number generated in 2.1.1.1 Current Year

You can also list the parked documents

Click on

to exit this screen

2.1.1.4 Post/Delete Parked Document Transaction Code FBV0 Initial Screen: Field Company Code Document Number Fiscal Year

Values
Enter Company Code Enter parked document number generated in 2.1.1.1 Current Year

You can also list the parked documents You can double click on the line item to view the details You can change the fields in this screen when necessary

Click on

to go back to the previous screen

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Click on document.

to post the document. Financial posting will be created once you post the parked

To delete the parked document: Click on Document > Delete parked document You cannot reuse the document number of a deleted document 2.1.1.5 Post with reference Transaction Code F-43 Initial Screen: Click on Field Document Number Company Code Fiscal Year Press ENTER key or to copy entries from a posted document Values
Enter document number to copy Enter Company Code Transaction Year of the document to copy

to display the next screen

The entries from the document copied will be displayed. Change the fields when necessary (especially reference field) and then press ENTER key or

to display the next screen.

Click on

to post the document

2.1.1.6 Copy from an account assignment model Transaction Code F-43 Initial Screen: Click on to copy from an account assignment template

Select the account assignment template then press ENTER key or The entries created from the account assignment template will be displayed. Make the necessary corrections as required. Enter the required fields for the transaction (amount, cost center & text) If all entries are created, click on to view the entries
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Double click on highlighted line item and enter the required field Enter vendor line item Press ENTER key, enter amount and text If all expense entries are complete click on Document > Simulate Click on to post the document

2.1.2 Process Vendor Down Payment Transaction Code F-47 Initial Screen: Field Document Date Posting Date Document Type Company Code Reference Document Header Text Account Trg. Sp. G/L ind Press ENTER key or Item 1 / Down Payment request /39 F Field Values Enter transaction amount Amount Enter due date Due on Enter text Text Click on to post down payment to supplier

Values
Invoice Date Date when to post to GL/SL KA Enter Company Code Invoice number Description of the transaction Vendor Code A

2.1.3 Execute reversal document Transaction Code FB08 Initial Screen: Field Document Date Company Code Fiscal Year Reversal Reason Posting Date Posting Period

Values
Enter document number for reversal Enter Company Code Current Year Select Reversal Date Reversal Period 14

Click on icon Click on Click on

to view the document

to go to the original screen to effect reversal of document

2.1.4 Process Vendor CM/DM Transaction Code F-41 Initial Screen: Field Document Date Posting Date Document Type Company Code Reference Document Header Text 1st line item: Field Posting key Account

Values
Date of the CM Date when to post to GL/SL KG Enter Company Code Enter Enter Description of the transaction

Values
Posting key 21 debit vendor account 29 debit vendor account (if transaction involve special GL account) Vendor code

Entering a vendor credit memo transaction is almost the same as that of creating a park/post invoice. The only difference is that a posting key of 21 (Debit a vendor is defaulted in this screen).

Press ENTER key or Field Amount Text Posting Key Account

to go to the next screen then enter amount and text Values

Enter amount Description of the line item 50 credit GL account G/L code

Change to 00 the withholding tax code defaulted from the master data then click on Press ENTER key to go to the next screen then enter value to the required fields.

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Note: If the debit to a vendor is for a withholding tax adjustment, create manually the withholding tax line item, and indicate the vendor code in the assignment field. This will enable the withholding tax reports to still capture the transaction, even if manually created.

When all entries are completed, click on Document > Simulate to view all the entries Click on to post the document

2.1.5 Invoice Entry Asset Acquisition Transaction Code F-90 Initial Screen: Field Document Date Posting Date Company Code Currency Reference Document Header Text 1st Line item: Field Posting key Vendor

Values
Enter Enter date to capitalized assed Enter Company Code Enter transaction Currency Enter Invoice No Enter Description of the transaction

Values
31 Credit Vendor Account 39 Credit Vendor Account (if transaction involved special GL) Vendor Account

You can search for the account code by clicking Enter a search text for the account code then press Enter key or Select the account code to be used for the transaction by double clicking Press on Enter key or to display the next screen

Item 1 / Invoice / 31 Screens: Field Values Transaction amount Amount Tick if there is an input/output tax Calculate Tax Defaulted form the vendor master but you can change Payment Terms Defaulted from the document date Bline Date Description of the transaction Text

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Next Line Item Field Posting Key Account Transaction Type Press on Enter Key or

Values
70 debit asset Asset Number to acquire 100 external asset acquisition

to display the next screen

Withholding tax screen will pop up Withholding tax information screen: Field Values Defaulted from the master data Withholding Tax Code Enter withholding tax base amount Withholding Tax Base Press on Enter Key or Field Amount Tax Code Text to display the next screen Values
Transaction amount Type * ( it will copy or subtotal previous line items transaction) Select if calculate tax is ticked in the previous screen Description of the transaction Type + (it will copy previous line item transaction)

Click on

to view the entries

Click on Document > Simulate Double click on highlighted line items to correct, and then enter the required fields Click on to save the document

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2.2 PROCESS VENDOR INVOICE with PO 2.1.1 Invoice Entry Transaction Code - MIRO Initial Screen: Basic Field Basic Data Tab Invoice Date Posting Date Reference Calculate Tax Amount Text Click on

Values
Enter Date when to post to GL/SL Enter Invoice No Tick if with input Enter transaction amount Description of the line item

to select tax code

Input PO number Click on Click on Field Baseline Date Term Due on Payment method Click on Field Assignment Header Text Click on and code if necessary Click on Click on Tab Values
Enter Enter description of the transaction

to enter multiple invoices Tab Values

Defaulted from the Invoice date Defaulted from the master data Auto computed - Invoice date + terms Enter

usually defaulted from the master data or change withholding tax type

to simulate entries to save the document

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3. VENDOR PAYMENT 3.1 Automatic Payment Transaction Code F110

The automatic payment program is used to process bulk payment for several vendors. The following

are the payment methods: Payment Method C M T Initial Screen: Field Run Date Identification 3.1.1 Parameters Click on Field Posting Date Docs entered up to Company Code Payment methods Next Payment Date Vendor Customer tab Values
The date to which the payment document will be posted This specifies the date up to which open items are taken into account during processing. The entry date is taken as the basis, not the posting date Enter company code C (check) or select This date is needed in order to check the due date of payables. If an item is already overdue on the date of the next payment run, or would lose cash discount, the system pays the item in this payment run. Type * (to include all vendors that are due for this run) Type * (to include all customers at the same time vendor that are due for this run) This is only applicable for AP employee

Regular Check MC payment Auto Credit Payment

Values
The run date is used for identifying the parameters. It is the date on which the program is to be carried out as planned. However, a program run at an earlier or later date is also possible. You can use the additional identification to distinguish between several runs with the same reconciliation date. You can freely define the identification

Click on

tab

Tick Payment methods if not successful

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Use: By means of the log, it is to be recognized whether corrections must be made in the master record or in the tables for the payment program. Tick line items of the payment document Use: Indicates that all posted documents in the log are printed with your items. The documents are printed for payment proposals, which are generated during the following payment. Click on Click on to save the parameter tab

Status Message: Parameters have been entered 3.1.2 Proposal Click on A screen will pop-up, Click on start immediately Click on repeatedly until Payment proposal has been created appears to view the proposal list

When the proposal has been created click on Click on ENTER key

The proposal list displays all the vendors that were included in the payment run. If exceptions are to be made, click on the line items. Double click on the line item with of the exception. Double click on the line item with item in the proposal. to see the details of the transaction and to find out the reason

to see the details of the transaction and to exclude the line

If the invoice is not to be paid, select the payment block code * (skip for payment). Click on The invoice line will be highlighted and deducted from the total payment for the vendor Click on to return to the previous screen. (exception)
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The invoice blocked for payment is changed to status

Click on Click

to save the changes in the proposal twice to go back to the first screen

To change the parameter Click Edit>Delete Proposal>Delete Proposal Change the Parameter data and then repeat 3.1.2 process 3.1.3 Payment run Click on A screen will pop-up, Click on start immediately Click on STATUS repeatedly until Posting orders: 1 generated, 1 completed appears The payment run has been successful if this appears On the status tab you will see: Parameters have been entered Payment proposal has been created Payment proposal has been edited (will only appear if changes have been made) Payment run has been carried out Posting orders: 1 generated, 1 completed 3.1.4 Printout Click on Click on to save tab

Go back to the first screen by clicking Click on

Click on start immediately, change the ? to numeric value the press A message will appear below in the screen Print job FXXXXXXXX has been scheduled
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Click on System> Own Spool Request Tick spool request then click on 3.2 Post + Print Check Transaction Code F-58 This program will be used to generate manual check. The check number range (lot) has to be maintained using the transaction code FCHI for each bank that you generate manual check. Initial Screen: Field Company Code Payment Method House Bank Check Lot number Printer forms Click on Field Document date Document Type Company Code Posting date Currency Amount Vendor Payee Click on Click on to select all items the click on want to pay. Click on to deactivate all items. Click on line item you Values
Payment date Defaults to KZ Enter Company Code Posting date to G/L subsidiary Transaction currency Enter Vendor to clear the open item Enter the alternative payee

to view payment advice

Values
Enter company code C House bank code Enter LOCL

tab (if partial settlement of account), indicate the partial amount.

If all entries are complete, ensure NOT assigned field = 0 Click on Document>Simulate to view the entries Click on to save the entries
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The payment document number will be displayed, click on Enter key The check spool number will be displayed, double click the line item Tick spool request then click on to view the payment advice

Payment advice is displayed with the corresponding check number

3.3 Print Check Transaction Code ZFIF005 Field Paying company code House Bank Check number Click on Click on Click on Values
Enter Company Code Enter Enter

to print preview to go back to the previous screen to print

3.4 Check Releasing Transaction Code ZFII001 Initial Screen: Field Company code House bank Account ID Check number Document date Posting date Click on Tick all items that have been released and click A document number will be created or each released check , then click on to save

Values
Enter Company Code Enter Bank account ID Check number form to Date when the check was release Date when the clearing will be posted in GL

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3.5 Check Encashment/Cleared Checks Transaction Code ZFII002 Initial Screen: Field Company code House bank Account ID Check number Document date Posting date Click Tick all items that have been encashed or cleared and click A document number will be created for each cleared checks 3.6 Check Status Report Transaction Code ZFIR005 Initial Screen: Field Company code House bank Account ID Click on Check status field will show the following: List of unreleased checks List of released checks List of encashed/cleared checks List of voided checks

Values
Enter Company Code Enter Bank account ID Check number form to Date when the check was cleared Date when the clearing will be posted in GL

Values
Enter Company Code Enter Bank account ID

3.7 Check Management 3.7.1 Void Issued Check Transaction Code FCH9 Initial Screen: Field Paying Company code House bank

Values
Enter Company Code Enter 24

Account ID Check number Void Reason Code Click on

Bank account ID Check number to be voided Select

3.7.2 Manual Check Transaction Code FCH5 Replaced the check voided in 3.7.1 Initial Screen: Field Paying Document Number Paying Company code Fiscal Year Check: House bank Account ID Check number Click on Click on

Values
Document number of the document with which the payment was posted Enter Company Code Enter Enter Bank account ID Last fee check number

to check the accounting document to save the entries

3.7.3 Void Issued Check and Cancel Payment Transaction Code FCH8 Initial Screen: Field Values Enter Company Code Paying Company code Bank Data: Enter House bank Bank account ID Account ID Check Payment to be reversed Check number to be voided Check number Select Void reason code Reversal Data: Select Reversal Reason Enter Posting date Enter Posting period
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Click on 3.7.4 Reprint Check Transaction Code FCH7 Replace issued check Initial Screen: Field Paying Company code House bank Account ID Check to be voided Check number Void reason code Details on new check Check lot number Output Control Printer for forms Click on Click on

Values
Enter Company Code Enter Bank account ID Check number to be voided Select Select LOCL

to check the payment document to return to the previous screen

Tick Print Immediately Choose Check>Reprint

3.8 MISCELLANEOUS 3.8.1 Transmit to BDO IDS Converter payment proposal Transaction Code ZFII003 Initial Screen: Field Selection Parameters Company code BDO Client Code Release Mode Branch Code File Prefix Payment Proposal Run Date Identification

Values
Enter Company Code Enter Enter Enter Enter Enter Run Date indicated on the payment proposal Enter Identification of the payment proposal

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Click on Click on Enter the path where you want to save the data 4. ACCOUNT 4.1 Display Balances Transaction Code FK10N
An account balance shows the: Opening balance (carry forward balance from previous year) Total of all transactions per posting period, broken down into debits and credits (transaction figures)

Using these figures the system also calculates the: Balance per posting period Accumulated account balance

While displaying account balances, you can view documents amounts posted in foreign currency in the respective local currency.

Initial Screen: Field Vendor

Values
Vendor Account number Click on to search for vendor code

Company code Fiscal Year Click on

Click on to select multiple vendor account number Indicate * to display all vendors Enter Company Code Year to be displayed

The period balance for the vendors selected is displayed. Double click the column you want to display to view the documents that comprises the amount of that column per vendor selected.

4.2 Vendor Line Item Display Transaction Code FBL1N Initial Screen: Field Vendor

Values
Vendor Account number 27

Click on

to search for vendor code

Company code Line Item Selection: Field Open Items Open at key date Cleared Items Clearing date All items Posting date

Click on to select multiple vendor account number Indicate * to display all vendors Enter Company Code

Values
Click on to display open items only Date limit for open items Click on to display cleared items only Date cleared or range of clearing accounts Click on to display open and cleared items Posting date or range of posting dates of line items to be displayed

Field Normal items Special GL transactions Customer Items

Click on

Values
Display regular posted documents Display special GL transactions Display the customer items if vendor is also a customer

Double click on a line item to display details of the line item Click on Click on to view accounting entry to go back to the previous screen

If you choose to view the cleared items, you can view the check information for the payment/clearing document number if the payable was paid via check. Click on the ZR and KZ document type, then click Environment >Check Information You can download the displayed data in excel file. Click on List > Export > Local File Select spreadsheet then press Enter key Enter the path and filename to save the file then click on Generate

4.3 Clear 4.3.1 Clear Vendor Header Data Transaction Code F-44
This function differs from posting with a clearing transaction or posting with a payment in the following ways: 28

You do not need to enter a document header You can only clear open items from one account

Prerequisites You can use this function to clear vendor debits and credits that balance to zero (for example, invoices and payments that you have already entered).

Initial Screen: Field Account Clearing Date Company Code Currency Special G/L indicator
Click on

Values
Vendor account No. to be cleared Posting date of the clearing document Enter Company Code Document currency (PHP) Special G/L code to include in the clearing

Select the items to be cleared by double clicking on the amounts. The selected amounts will be highlighted Before posting the clearing document, check that the Not Assigned = 0, meaning debit and credit items equal zero Click on to post the clearing document

4.3.2 Post with clearing Header Data Transaction Code F-51 Initial Screen: Field Document Date Posting Date

Values
Enter Enter

Click on

Open Selection Screen: Field Company Code Account Special GL Indicator

Values
Enter Company Code Enter vendor account number to be cleared Enter relevant GL indicator or click on to select from list of special gl

Click on 29

Information screen will pop-up, Press Enter Click on to to select all items, and then click on to deactivate.

Double click on line items to be cleared Click on Click on Enter Reference and Document Header Text Go to Document > Simulate to view the entries, correct the highlighted items by double clicking and enter pertinent information (assignment, text) tab, and then indicate the amount

5. MONTH END PROCESS 5.1 Generate Tax Reports 5.1.1 EWT Report 5.1.1.1 Monthly Alpha List of Payees (MAP) Transaction Code ZFIR004 Initial Screen: Field Company code Posting date RDO Code Branch Code BIR Form Reporting Period
Click on You can download the displayed report

Values
Enter Company Code Indicate quarter period/month period Enter Enter Select Enter

5.1.1.2 Withholding Tax Certificate (Form 2307) Transaction Code ZFIF002 Initial Screen: Field Company code Country Posting date

Values
Enter Company Code PH Indicate quarter period/month period 30

Choose vendor code to generate tax form per vendor Enter name of signatory Enter title of signatory Click on Choose to view the form before printing then choose to print the Tax form

5.2 STANDARD REPORTS SAP Easy Access Menu Path: Information System >Accounting > Financial Accounting > Accounts Payable

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6. YEAR END PROCEDURE 6.1 Balance Carry Forward Transaction Code F.07
This program calculates the balance carried forward for customers and vendors. The balances of the previous year are carried forward to the New Year. If the account has not yet been posted in the new year and no balance carried forward has been carried out for this account, the account is opened in new year with the 1st balance carried forward; otherwise, the balance carried forward of the account is stored in the new year if changes result. SAP recommends that the program is run at the beginning of the new fiscal year. If the program is already run at the end of the last fiscal year, postings which are posted after this to the last fiscal year, do not result in automatic adjustment of the balance carried forward because it is not a posting to a previous year. In such a case, it is necessary to let the program run again after these postings to carry forward the posting entered later. The program can be started as often as desired.

Initial Screen: Field Company code Carry Forward to fiscal year Customer Selection Vendor Selection Test Run

Values
Enter Company Code Current Year Tick Tick Tick

Enter the required field as displayed. Click on Test Run This option controls whether or not a test run takes place. If Test Run is active, the system only generates a log. Data is neither updated nor changed in the database. If Test Run is NOT activated, the system updated the data in the database. Click on

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