creation of vendor account groups, number ranges, tolerance groups,vendor master in sap fico

ACCOUNT PAYABLE

This is sub ledger (subsidiary ledger). This is used when material management (MM) module is not implemented for all type purchases material purchase services.

When Material Management(MM) module is implemented.

This is used for services where TDS is to be deducted.

Eg.Job work charges /legal and professional charges

In normal accounting for raw material purchases.

Purchase       A/c                  Dr

            To party

In SAP :for Raw material purchases  

Inventory       RM      Dr        General ledger

            To party                      Sub ledger –Sundry creditors –General ledger

                                                            |

                                                Reconciliation account on control account

Trail balance will not match –when we post to party automatically it updates sundry creditors –RM

Basic settings for account payable:

1. Creation of vendor account groups

a)    we create FI vendors services parties

b)    MM vendors                          -Reconciliation account

Material parties                     -Required entry field

2. Create number range for vendor accounts:
3. Assign number range group to vendor account group.
4. Define tolerance group for vendors.
5. Creation of 2GL masters.

a) Inventory raw material                - Current assets, loans & advances

b) Sundry creditors – RM                -Current liabilities & Provisions

      6.  Creation of vendor master

     7.  Document type and no.ranges

                        KR: Vendor invoices          

                        KZ: Vendor payment

                        KA: Vendor document for transfers / Reversals

    8.   Posting keys   :31       Vendor credit

                                 :25       Vendor debit

Creation of vendor accounts groups:

Path :SPRO –Financial accounting –Accounts receivable and accounts payable-Vendor accounts-Master data-preparation for creating vendor master data- Define account groups with screen layout (vendors)

Select new entries button

Account group                      :AML1

Name                         :FI vendors for AML

Double click on company code data

Double click on account management

Reconciliation account make it required entry field

Cash management group make it suppress

select save button

select create request button

short description :AP customization for AML

enter

press enter to save in your request

select next entry button

account group AML2

Name                         :MM vendor for AML

Double click on company code data

Double click on account management

Reconciliation  account :    Make it required entry filed.

Cash management group select suppress

Save

Create number range for vendors account :

Up to preparation for creating vendor master data path is same

Create number ranges for vendors account.(Transaction code is XKN1)

Select change intervals button

Select interval button

Number range                      :13

From no.                    :4200001

To no.                         :4300000

Enter

Select interval button once again

No.range                   :14

From No.                    :4300001

To no                          :4400000

Enter

Save

Ignore the warning message press enter

Assign number range to vendor account groups:

Same path

Select position button

Account group                                  :AML1

Enter

For account group                           :AML1

Number range                                  :13

Account group AML2

Number range                                  :14

Press enter to save in your request

Define tolerance group for vendor

Path :SPRO-Financial accounting-Account receivable and account payable-Business truncations-Outgoing payments-manual outgoing payments-Define tolerances(Vendors)

Select new entries button

Company code                     :AML

Tolerance group                   : Blank

Description                            :Tolerance group for AML

Save

Press enter save in your request

Creation 2GL masters (FS00)

Give the GL account no.200120

Company code                     :AML

Select with template button

Give the GL account no.200100 Cash A/c

Company code                     : AML

Enter

Change short text and GL A/c long text to Inventory RM (Raw material)

Select create /bank /interest tab

Field status group change to G001

Deselect relevant to cash flow check box

Save

One more A/c

GL Account No.100501

Company code                     :AML

Select with template button

Give the GL A/c No.100500 (Outstanding exp)

Company code                     :AML

Enter

Select type/ Description tab

Change short test and GL account long test to Sundry Creditor to RM

Select control data tab

Deselect only balances in local currency check box

Reconciliation account for account type select vendor

Deselect open item management check box

Sort key                                  :Select 012 vendor number

Select create /bank /interest tab

Field status group change to G067 (reconciliation accounts)

Save

Creation of vendor master:

Path : Accounting-Financial accounting –Account payable-Master records-Maintain centrally-Create (Transaction code is XK01)

Give the company code          :AML

Account group                        :AML1

Enter

Title                                         :Select company

Name                                     :Birla Chemicals Limited

Street                                      : Ameerpet

Post                                        :500082

City                                         :Hyderabad

Country                                  :In(India)

Telephone no.                        :040123456

Select next screen button three times

Reconciliation account            :Select 100501 (sundry creditors raw materials)

Sort key                                  :012 Vendor no

Select next screen button

Payment terms                      :Select 0001 (payable immediately)

Tolerance group                    :Blank

Select check double invoice check box

Save

MM Module

Purchase order

            |

Goods receipt

|

Invoice verification

  

FI Module

Document date         :Party bill date                       01.10.2008

Posting date              31.10.2008                07.11.2008

Reference vendor no. party bill no.

1234                                    1234

   |                                   |

Save                           save

Doc no.100001

System gives a wrong message no.100001 is posted to the party with the same amount. Do you want to post once again.

Provided we select check double invoice check box (If MM module is not implemented and same bill two times entry)

Document types and no. ranges  (OBA7)

Select type  -->   KR --> Vendor invoice

Select details button

Number range                      19 (Note down the no.range)

Select number range information button

Give the company code      : AML

Select change intervals button

Select interval button

No.range       :19

Year                :2008

From no.        :100001

To no.             :200000

Enter and save

Ignore the warning message press enter

Select back arrow 3 times

Select type    -KZ vendor payment

Select details button

No. range      15 (note down the no.range)

Select no.range information button

Give the company code      :AML

Select change intervals button

Select interval button

No.range                                 year                From no.                    To no.

15                                            2008               200001                       300000

Enter and save

Ignore the warning message press enter

Select back arrow 3 times

Select type – KA vendor document

Select details button

No.range                   17

Select no.range information button

Company code         : AML

Select change interval button

Select interval button

No.range                      :17

Year                            :2008

Form no.                     :300001

To no.                         :400000

Enter and save

Ignore the message press enter