SAP ERP PICTURES

ERP.PICS is a dedicated website classifying SAP ERP visuals (cheatsheets, flowcharts, process diagrams etc.) by system and process.

Picture Description

In the provided process map, the process steps within the Accounts Payable (A.P.) procedures are outlined, showcasing the systematic approach to managing vendor interactions and invoice processing in SAP. Below is a detailed description of steps as portrayed in the flowchart:

  1. Vendor Master Data Set Up & Maintenance (XK01, FK08): This initial step involves the creation or updating of vendor records within SAP. New vendor data is confirmed and validated against necessary documentation and approvals.
  2. 3-Way Match (ME23N): A critical control point where invoices are matched against purchase orders (PO) and goods receipts to ensure accuracy and alignment across documents.
  3. Vendor Invoice Entered (FB60): Vendor invoices, whether associated with or without a PO, are entered into the SAP system. If discrepancies in data or validation requirements are identified, invoices may be parked or held for further review.
  4. Vendor Invoice with PO (MIRO): When an invoice corresponds with an existing PO, it undergoes further scrutiny to ensure all conditions of the purchase order are met before payment processing.
  5. Dispute or Approval Needed? (XK05, FK02): This decision point evaluates whether the invoice requires additional approval or if there is a dispute involved. This results in either holding the invoice or proceeding to further processing steps.
  6. Vendor Invoice “Parked” (MRBR): If further validation is necessary, such as awaiting dispute resolution or additional approvals, the invoice is parked within SAP. This action prevents it from affecting the financial ledger.
  7. Vendor Invoices Scanned & Saved: All processed invoices are digitally archived by scanning and saving in the Accounts Payable directory, ensuring a comprehensive record is maintained.
  8. Finance Approval (MIR6, FB03): The approval phase assures that all entered invoices or credits, regardless of status (posted, on hold, parked), receive final endorsement from accounting personnel responsible for sign-off.
  9. Invoice Filed: Hard copy invoices are systematically filed in alphabetical order, organized by vendor for easy retrieval and reference.
  10. Finance Call to Action: For parked or held transactions, follow-up actions are communicated. This involves sending reminders and escalations to ensure invoices advance towards payment processing without delays.
  11. Vendor Payment Run (F110): Payments are systematically scheduled and executed via SAP, either through automatic payment runs or manual interventions, before being processed via the bank.
  12. Aged Creditor Report (S_ALR_87012083): A report that is routinely run to review and validate outstanding creditor positions, ensuring all due payments are adequately captured within the SAP payment run.
  13. Vendor Statement or Query Received: Vendor statements are cross-checked with SAP records and reconciled. Any issues or discrepancies are flagged for further action to uphold accurate records.
  14. Weekly Reporting & Aged Creditor & Parked: Weekly control reviews encompass reports on parked or aged transactions, aiming to resolve pending issues and uphold accounting integrity.
  15. Vendor Adjustments: This closing step involves necessary adjustments such as reversals or movements of vendor-related funds, ensuring all transactions are timely and accurately reflective of the current ledger status.

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