Overview - SAP ERP Tutorial

- [Instructor] Hi, let's have a look at an overview of the course contents for the Accounts Payable Bootcamp. So, the course is broken down into a couple of different scenarios so that you're then able to section up the course into various actions and topics that you can come back to later. So, first we're going to cover what we're called non-purchase order invoice entry. So, in this case, we'll cover how to enter the invoice, and then, also how to display the document, change the documents, and also cancel and reverse the document. Now, when we say non-purchase order invoice, this is where you will have an invoice that is not linked to a purchase order, so it'll be a standalone invoice that is entered directly into the accounts payable subledger without a preceding logistics document. So, from there, we'll jump into what we're calling purchase order invoice entry. So, this is where we will have an accounts payable invoice, but the invoice is processed, linked, to an existing purchase order in the system. In our case, we will also demonstrate the three-way match principle, where we will have a purchase order, a goods receipt, and then, finally, show you how to process the invoice. For these purchase order invoices, we will also cover how to display them, and I put change in here, but there's a caveat there. You can't change the purchase order invoice itself, but there are some changes you can make on the final subledger accounting posting. But you can always cancel and reverse a purchase order invoice document if needed, so we'll cover those same tasks as well. So, that'll cover invoice entry, non-PO, and invoice entry for purchase orders. We'll then jump into, how do we process payments? So, now that we've got the invoice in the system, we'll cover how to list open invoices for vendors or list cleared invoices, how to then post a payment. We'll first cover how to post a manual payment. So, typically, this will be a business scenario where you have a once-off payment, you've manually worked with a bank to pay the vendor, and you're needing to just record this in the journal and clear the open items. That's what we mean by a manual payment. We'll then show you how to clear the accounts payable documents and clear any open invoices so that you can then review the vendor open item list and see the effect of their posting and how it matches and clears the open items. So, manually payments are typically a one-off, one-by-one, case-by-case scenario. After that, we will then go into the Automated Payment Run. There's a single transaction in SAP called F110, or F110, called the Automated Payment Run, and this is really quite a large transaction covering lots of different topics, where you can create a payment proposal, you can then list the payment proposal, and finally, post the payments. The key difference with the Automated Payment Run is that you can literally pay thousands of vendors, you can pay multiple payment methods at the same time. When I say payment method, I mean either paying an electronic funds payment or a check or a bank transfer. So, the Automated Payment Run bundles all of these concepts together so that you can then execute your payments, you can print checks if you need to, you can generate the electronic files that need to go to your bank, and you can integrate to your bank from this Automated Payment Run, but depending on how your company has implement accounts payable will depend on how much integration there is between this Payment Run and your actual bank. So, in this course, we will cover most of the aspects on how to create and execute the Payment Run, but not into detail on the individual integration to banks. So, now that we've covered invoice entry and different types of payment, we'll then cover basic reporting. On the reporting side, we will cover how to look at a vendor account balance in summary and how to then go to the individual line items that make up that vendor account balance. We'll use this line item display a lot during this course 'cause we will often use it to show what is open, and then, when something is cleared, what it looks like when it's been cleared. We'll also cover a basic accounts payable age analysis report. This is a useful report that will then section up the open line items into age analysis buckets, i.e., is something due or not due for up to 30 days? 30 to 60 days, 60 to 90 days, et cetera? That'll cover the reporting aspects. So, once you've understood how to enter different types of invoices, make different types of payments, and how to report on them, then you'll be doing really well in this bootcamp to understand accounts payable. So, as a final note, remember that for processing, this course applies to basic accounts payable processing. As I mentioned, the use of the Automated Payment Run is demonstrated as an overview only. Payment details themselves from the Payment Run, especially when you integrate with your bank or when you are printing checks or international payments or local electronic payments, they differ from country to country, payment method, check, electronic, and different technology to integrate with your bank. Are you using IDocs? Are you using an EDI feed? Have you got some other feed that's your banking partner? So, the integration with a bank is very specific from company to company, and there's a big security component, as this is an outgoing payment. So, these aspects are not covered in this course, but you will need to follow those up for your own local company implementation. Other scenarios, like managing down payments or handling ERS, or what SAP calls Self-Billing, are not covered by this bootcamp. They will be covered in a more in-depth accounts payable course, but not by this bootcamp. So, that being said, there's plenty for us to get through, so let's get on with the course.