This sample document serves as a comprehensive Accounts Payable (AP) Standard Operating Procedures (SOP) manual, outlining the end-to-end process for managing vendor invoices, payments, and related master data within the SAP system. Accounts Payable in SAP refers to the process of managing and paying money owed by a business to its suppliers or vendors for goods or services purchased on credit. This manual details step-by-step instructions, from vendor creation to payment processing, integrating purchasing, finance, and banking activities.
Key Topics/Steps Covered in the document are:
- Vendor Master Data Management: This section describes the procedures for creating, maintaining, and approving vendor master records using transaction codes like XK01, XK02, and FK08. It includes the process of vendor onboarding through the OneTrust portal and setting up vendor details within SAP, focusing on General, Company Code, and Purchase Organization data.
- Invoice Processing (with PO): This part explains how to enter vendor invoices that are linked to Purchase Orders (POs) using transaction code MIRO. It covers the three-way matching process (PO, goods receipt, and invoice), handling unmatched errors, and the steps required for resolving these discrepancies, emphasizing the integration of purchasing and finance modules.
- Invoice Processing (without PO): This section details how to process invoices that do not reference a PO using transaction code FB60, including steps for manual entry, cost center assignments, tax handling, and payment term specifications, emphasizing the finance module.
- Parking and Holding Invoices: The manual details how to park and hold documents in MIRO and FB60 and explains how to retrieve and manage these documents. The process of moving held documents to a new financial year is also described using transaction code MIR6 and FBV3/FBV2/FBV0.
- Vendor Payments: This covers payment runs (F110) and how they are setup, parameters entered, proposals created, bank integration, and error handling, as well as manual payment processes using transactions like F-53 and F-44. The banking and finance module interaction is highlighted.
- Vendor Account Allocation & Statement: Details how to manage vendor account allocations and clear open items on vendor accounts and how to process manual allocations (F-44). The process of generating reports (FBL1N) and reconciliation are explained.
- Vendor Adjustments: This describes how to reverse documents entered with a PO (MR8M) and without a PO (FB08), as well as how to manually clear vendor accounts with F-44.
- One-Time Vendor Accounts: Explains how to setup one time vendors using FK01 and posting transactions for those vendors which do not have frequent transactions.
- AP Document Approval: This includes process to display posted documents (FB03) and review them and how to use various reports for AP Batch review.
- SAP Menu Paths & Navigation: Provides an extensive list of commonly used transaction codes, menu paths, and navigation tips.
The document thoroughly covers the Accounts Payable process in SAP, ensuring consistent and controlled operations while addressing the various scenarios encountered in a business environment. It provides detailed procedures and troubleshooting steps to enable effective accounts payable management.