Accounts payable aging analysis - SAP ERP Tutorial

- [Instructor] Right, so looking at the next Tile, we're going to look at a Smart Business Tile called Aging Analysis. So, the scenario here is that there's an Accounts Payable Analyst, you're wanting to review the different aging buckets that the outstanding AP is falling into. So, in general, one could analyze, for instance, like things that are overdue or not due, null to 30 days, 60 to 90, 90 to 120 or greater than 120 days outstanding. So, this is a fairly common report to look at the Aging of your Accounts Payable. Now, when you first run this Tile, remember this is what the standard version would look like, in Euro here with no specific selection, and then here's an example of what a personalized version looks like. We are able to personalize this Tile and actually make a double the width so that you can get more information not just the amount that outstanding here 531,000 for Company Code 1710, but you can also see how much is also overdue or, which is the 531. And here there's another thousand that is not due yet. You can actually see this information before even running the app, and that's why I referred to this as being status at a glance or using it as a Live Tile because this is live information that you can see on screen. There are also other options where you can filter for instance, by company code, look at the top 10 suppliers that are overdue and actually drill down to the individual supplier invoice details. So, in order to see how to turn this Tile into a great Live Tile mini dashboard, we'll take you through a demo of that lesson. Right, in this lesson, we're going to cover the Aging Analysis Tile. Remember, in the prior list when we used the Accounts Payable Overview app, which composed multiple apps, one of the apps that was embedded there was this Aging Analysis app. So, in this lesson, we're going to specifically look into this Aging Analysis app itself and how to customize it. You'll see that in the standard version, this SAP delivered at defaulted to Euro, and it's got a selection criteria in the background, whatever that is, but here below I've saved a personalized version which we'll see as actually a Double-Wide or Dual Tile that's actually showing some statistics about the amount in US Dollar that's outstanding from the Aging Analysis. And there's also an additional bit of information on the side here showing us the amount in currency that's overdue and then an amount that is not yet due. So, it is possible to take a Regular Tile like this and transform it into something that you can then view at a glance to analyze your Accounts Payable. So, I'm going to show you how to do that. So, let's start by launching just the standard SAP, AP Aging Analysis Tile. So, this is what SAP calls a Smart Business Tile as opposed to an overview page app. So, right now it just had its default selection criteria which was all Company Codes in Euro. So, you'll see there's a big massive amount in here. So, in order to make this useful, I'm going to adapt the filter here by clicking Adapt Filters, and I'm going to search for company code as an example. This is just to give you some ideas that you can use. So, if I want to pick only one Company Code, as an example, I can put in my Company Code 1710 and by adapting that filter, then you'll see it added in a filter in here for me to put my company code 1710 in to then cut down the amount of data that I'm analyzing in this example. And because this is a US company code I'm going to change the currency to US Dollar, and I'm going to leave the Aging Grid at 30 days with four different intervals. And just click go to refresh that. So what the system does initially, it defaults to an Aging View and you'll see here these are the different aging buckets at the bottom. We selected 30 days and four, which means that from the mid point here, I'm going to have null to 30, 30 to 60, 60 to 90 and greater than 90 overdue, and then on this side here, this is the not due side. So this is 60 to 90 days not yet due. If I want to change that Aging Grid, 'cause here I can see, because it's a test system, most of the data is very old, over 90 days. If I, for instance, change that grid to 100 days, still with four, you will then see that I then get a better breakdown, instead of just seeing greater than 90, I can now see between 100 and 200 days, 200 to 300 and greater than 300 days. So, this is just to show you that it is possible to dynamically change that Aging Grid to get a clearer analysis which is a great feature to have. Another thing to note is the filters over here can also be applied here. I filtered dynamically for the selection but you can also on the fly change the filter if you like. So, Document Status is one. If I look at here at the moment this amount includes Parked and Normal documents. So if I want to see things that are only posted not just parked, I can click Normal Documents and then you'll see it'll update the amount to this $531,000 that is posted and overdue. Another feature here that is useful is if I'm not looking at the aging buckets, I can see the aging buckets but I want to understand what does this look like by supplier, as an example? So what I can then do is I can say, okay let me open up this filter here. And for the Aging Grid, let me only look at the items that are over 300 days. I mean, sorry, yeah, overdue 300 i.e., my very first column greater than 300 days. So, OK on that. So that will then automatically filter only two, one aging bucket from the grid and not see all of them. And then I could say, but for the row structure I want to see the Top 10 Suppliers who are contributing to that bucket. So, this way, by again, just confirming I made the Aging Grid only be one of the grids, using the top selection here. On this side here, I changed the graph to say, show me only Top 10 Suppliers, and now I can see Domestic Supplier in the US is the biggest contributor to that Aging Grid. So, this is the biggest contributor for why things are so old. And if I further want investigate that particular item, you'll see that there are options down here where I can then say, open this and now the Manage Supplier Line Items app. So this will actually branch me to the Manage Supplier Line Items app but it will carry through the selection criteria. So now you can see a chain for that one supplier, from that company code, these are all the actual individual invoices now that are actually making up that amount or the individual invoices that are there. And at that point you can then analyze or investigate any individual invoice. So it's a very powerful way to drill down. So just to show you, in the previous lesson you would have seen from Accounts Payable, Supply Line Items was kind of the lowest level of detail you would get. But now by using these Smart Business apps, I'm just going to drill back. We were able to use this Aging Analysis to be able to analyze by suppliers. These were my top suppliers and I was able to dynamically change the Aging Grid. So if I want to get everything back to look at all Aging Grids again I can select ALL for the Aging Grids, and I can then also just default this back to say show me By Aging. So, this is the view that we started with which is the macro view of aging. So, it's really a great way to analyze the business and to be able to use different filters to drill down and analyze why the Aging is the way it is. So that's really a useful app. Once you have set up the app or got the view to a view that you like, and you want to save this, for instance, to the Company Code 1710 view, only Normal Documents, nothing parked, and I want to have this particular Aging Grid, then at the bottom here, sometimes this action is in a different place, sometimes it's up here, but in this case it's in the bottom of this app as icon, and then you can now say, Save as Tile. In the Save as Tile view, I now have different options I can apply. I can either just label that Tile and Aging Analysis for 1710 and I can just leave it like that with that statistic, but how did I get that Double-Wide Tile? So, in the Tile Format here for this particular Tile, they gave me the option, you'll see there's many different ones you can experiment with, but in this case, I said, show me a Dual Tile. Now, it's going to be a Double-Live Tile. And in other words, on the left-hand side I'm going to get a measure, in this case, it's a minimizing measure for Goal Type, and here for Color I can say, show me something critical if it's over 100,000, show me a warning if it's 50,000, and I can say my target is 20,000 as an example. This just affects the color that's going to show up on the left-hand side. If it's between those values, it'll change to different colors. For the right-hand side, this is the Comparison Tile for Multiple Measures, here I can say, I want you to show me in the first measure or that green bar there, show me things that are Overdue, and I want them to be Critical whenever they're overdue. For measure two, I can say, show me something that is Not Overdue yet, and I can say, I'll make that one actually Good, I used to show up at green. So by personalizing the Tile like this and then saying OK, the system will then create a new Tile that I can then rerun easily from the dashboard. So, now you'll see, I'm just going to go to the homepage to show you what the system did. So when I initially go to my homepage you'll see that it hasn't changed anything yet, I'm just going to refresh my browser, so the system can update. And then you'll see, I'll have an extra Double-Wide Tile at the bottom of my screen once it refreshes. Because this was a quite a Complex Tile and my dashboard already has multiple elements in it, it can take a little bit longer to do the refresh and depending on your system performance. So, here, you'll see, this is the Standard Aging Analysis Tile that the system delivered. This was the one that I had pre-created for us before the demo. And this is the one we created live. So the difference here you can see is that the 531, I change the system to say if it's within a certain threshold, change the color that is displaying. So in this case, that's showing a warning on that sideways, this one, 531 is critical. So you can change how the colors behave. And here you'll see the Overdue Amounts. I asked that to be critical, showed up in red and the Not Overdue in green. So this is a way that you can get a Thumbnail or Live Tile analysis before you even run the Tile. So, if you are an Accounts Payable supervisor or manager, before you even run this Tile, you can automatically see a 531k is overdue. This is probably not great. I need to go and do some analysis. And if this was all green and this number was low, then you could say, I don't even have to drill into the Tile. So, this is why it's really great like it, this I would call it like a mini-dashboard and you'll notice that then if I then execute that Tile by clicking on that new Double-Wide Tile, it's going to automate the default to the view that I'd left previously, which was the Aging Analysis Grid, and then you can go into your Interactive Analysis as discussed earlier. There are other options here that you can change, to change the Chart Type, if you prefer a horizontal bar versus a regular bar, et cetera. So there are different options here that you can experiment with and you can always export the data if you need or you can also just display the data in a chart from a chart to just a Grid View. But I think having the Aging Analysis like this and being able to drill down is a really useful way to view. So that's it on this Tile, I'm just going to go back to the homepage. So, remember this is a Smart Business App called Aging Analysis. You can save different versions of it. One for each Company Code, you can do multiple company codes, you can change the colors. You can save it as a Regular Tile or as a Double-Wide or a Dual Tile. So, hope you enjoy using this app, I think it's a great feature to have.