Accounts Payable with Funds Management
Overview
SAP Best Practices for Public Sector US V1.603
Scenario Overview – 1
Purpose and Benefits:
Purpose
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To create expenditure transactions, with various levels of commitment, without
the use of Logistics-Materials Management
Benefits
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This scenario supports the processing of non-goods receipt related
expenditure transactions with incremental levels of budget consumption.
Scenario Overview – 2
Purpose and Benefits:
Key process flows covered
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Define Users for Release of FI Invoice Workflow
Business Processes Accounts Payable
 Two-step Vendor Invoice creation : Document parking & Document posting
 Workflow for approval and posting of parked invoice documents
 Posting a Credit Memo with Reference to the Invoice
 Workflow for approval and posting of parked credit memo documents
 Posting Payments Using the Payment Program
– Posting a Vendor Invoice
– Automatic payment with the payment program
Manual Bank Statement Processing
 Manual Bank Statement
 Encash Check
General Business Processes
 Displaying a Document
 Displaying and Changing Line Items
 Displaying Balances
Vendor invoices with reference to Commitment (w/o workflow)
 Funds reservation/ funds commitment/invoice
 Workflow for approval and posting of parked invoice documents
Scenario Overview – 3
SAP Applications Required:
Required
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EhP3 for SAP ECC 6.0
Business Workflow
Funds Management
FI-AP
Organization roles involved in process flows
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Financial Invoice Completer
Financial Invoice Approver
Accounts Payable Accountant 1
Accounts Payable Accountant 2
Bank Accountant
Scenario Overview – 4
Detailed Process Description:
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Workflow users are created to enable the creation of preliminary postings and final
postings of the vendor-invoice by using workflow-technique.
Vendor-invoices and credit memos are created, completed and posted. The
accounting documents are always created in a two-step creation procedure:
First, the documents are saved as a parked document, by the employee doing the
document data-entry.
Second, the parked document is sent to a supervisor for completion (for example, with the
correct account-assignment). This is done via workflow. As soon as the parked document
is created, the standard (FI-invoice-complete’ -workflow is initiated and a workflow-mail is
sent into the assigned supervisor user ID for this workflow task.
Finally the completed invoice must be released via workflow. As soon as the supervisor
has completed the parked document, the document goes on to the next level: approval for
posting into the accounting system. The user ID of the approval person assigned to the
standard workflow task: FI-Invoice-approval, receives all completed parked invoices in the
workflow inbox, and approves or rejects the invoice. The approval leads to the definitive
posting. Rejection leads to a return to the originator of the document.
Payment is carried out with the payment program and the manual bank statement is
created.
In a fifth step, general document-processing activities are explained, such as displaying
documents, and document-line-items, making document reversals, making recurring
entries, and document clearing.
Finally, there is a scenario to create a vendor-invoice based on a manual funds reservation
or based on a manual funds commitment.
Process Flow
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