Training. Account Payable Invoice Processing PTP0401A
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1 Monday, Tuesday, February June 18, 04, Account Payable Invoice Processing PTP0401A
2 Introduction Ramon Mira Welcome and Introductions Logistics Ground Rules Course Objectives Course Content Monday, Tuesday, February June 18, 04,
3 Monday, Tuesday, February June 18, 04, Course Agenda Chapter Description 1 Process PO Based Invoices 2 Blocking and Reversing 3 Processing Credit Memos
4 Course Objectives By the end of this class, you will be able to: Describe 3 way matching Describe Filenet integration with SAP Describe Work Distribution with SAP Process PO Based Invoices Reversing and Resetting Entries Monday, Tuesday, February June 18, 04,
5 Monday, Tuesday, February June 18, 04, Course Chapters Chapter Description 1 Process PO Based Invoices 2 Blocking and Reversing 3 Processing Credit Memos
6 By the end of this Chapter, you will be able to: Chapter Objectives Describe the Purchasing Process Describe 3 Way Matching Describe Filenet Integration with SAP Monday, Tuesday, February June 18, 04,
7 Monday, Tuesday, February June 18, 04, Purchasing Process Overview Create Shopping Cart Approve Shopping Cart Purchase Order Vendor Payment Confirmation/ Goods Receipt
8 3-Way Match PO Based Invoice Verification Process: Three-way-match functionality: goods receipt matches purchase order and invoice. 3-Way Match Goods Receipt = Purchase Order = Invoice Monday, Tuesday, February June 18, 04,
9 Goods Receipt at Location Each location will perform goods receipt An invoice can be entered by Accounts Payable without a goods receipt An invoice entered without a goods receipt will trigger an to location warning of no receiver An invoice cannot be paid unless goods receipt is entered Monday, Tuesday, February June 18, 04,
10 Monday, Tuesday, February June 18, 04, Notification Missing Goods Receipt An Automatic reminder is sent when an invoice is processed and a Goods Receipt is missing.
11 Monday, Tuesday, February June 18, 04, Encumbarance Funding for PO Based Invoices will be encumbered before the invoice is received Create Shopping Cart Approve Shopping Cart Encumbered Purchase Order Vendor Payment Confirmation/ Goods Receipt
12 FileNet Integration with SAP FileNet will remain as the Document Management System FileNet will be updated nightly to stay in sync with changes to Vendor and PO information Only Invoices that can be posted based on PO and Vendor validation will be allowed to be sent to SAP FileNet will keep Invoices that require further data evaluation FileNet will link to SAP and will display the scanned invoice automatically when the invoice is worked in Universal Work List Monday, Tuesday, February June 18, 04,
13 Monday, Tuesday, February June 18, 04, Filenet Invoice Displayed Alongside SAP
14 Work Distribution with SAP Work Distribution for PO Based and Non PO Based: PO Based Invoices: Each processor will be assigned a range of vendors based on name FileNet will automatically assign invoices from those vendors to the processor Non PO Based Invoice from Schools They will go to one Universal WorkList for processing without being assigned Monday, Tuesday, February June 18, 04,
15 By the end of this Chapter, you will be able to: Chapter Objectives Describe Work Distribution with SAP Describe PO Based Invoice processing Describe Credit Memo Processing Monday, Tuesday, February June 18, 04,
16 PO Based Invoices Invoices that are PO Based will be 3 Way Matched Funding for these POs will have been checked upon creation of the Shopping Cart (Requisition) and Encumbered upon creation of the Purchase Order When posting the Invoice the system will check to see if the quantity or amount that was on the PO has been exceeded. It does not do a funds availability check, the funds have already been encumbered by the PO. Monday, Tuesday, February June 18, 04,
17 Monday, Tuesday, February June 18, 04, PO Based Invoice Processing Invoices Scanned FileNet Invoice Indexed FileNet Invoice Validated FileNet Invoices Appear in Payer Queue A FileNet Invoice Sent to SAP Invoice Received in SAP Process Invoice Post Invoice Universal Work List MIRO MIRO AP Central Clerk AP Central Clerk AP Central Clerk
18 PO Based Invoice Processing Invoices will be Scanned into FileNet Indexing will continue in FileNet, using established guidelines Invoices will be validated to confirm PO exists and Vendor is created correctly Once validation is complete valid invoices will appear in Payer Queue A The Payer will select invoices they would like to process and will send to SAP using FIFO Monday, Tuesday, February June 18, 04,
19 PO Based Invoice Processing continued Invoices will be received in the SAP Universal Worklist ready to be processed The Invoices will be processed and posted in SAP using the FileNet scanned invoice as reference Monday, Tuesday, February June 18, 04,
20 Monday, Tuesday, February June 18, 04, Entering a PO Based Invoice
21 Monday, Tuesday, February June 18, 04, Process PO Based Invoice Walkthrough Process PO Based Invoice This is a demonstration only. Watch as the instructor shows you how to complete the task in SAP.
22 Monday, Tuesday, February June 18, 04, Process PO Based Invoice - Exercise Exercise: Process PO Based Invoice To complete this exercise follow the instructions listed here.
23 Monday, Tuesday, February June 18, 04, Course Chapters Chapter Description 1 Process PO Based Invoices 2 Blocking and Reversing 3 Processing Credit Memos
24 Blocking a Vendor Invoice Vendors can be blocked for the following reasons: Vendor is in litigation and we will withhold payment until ruling Monday, Tuesday, February June 18, 04,
25 Monday, Tuesday, February June 18, 04, Blocking a Vendor Invoice Walkthrough Blocking a Vendor Invoice for Payment This is a demonstration only. Watch as the instructor shows you how to complete the task in SAP.
26 Monday, Tuesday, February June 18, 04, Blocking a Vendor Invoice Exercise: Blocking a Vendor Invoice for Payment To complete this exercise follow the instructions listed here.
27 Reversing a Document Documents that have not cleared can be reversed SAP will automatically select the document type for the reversal and the posting keys The date will default to the original document posting date Monday, Tuesday, February June 18, 04,
28 Monday, Tuesday, February June 18, 04, Reversing a Posted Document Walkthrough Reversing a Posted Document This is a demonstration only. Watch as the instructor shows you how to complete the task in SAP.
29 Monday, Tuesday, February June 18, 04, Reversing a Posted Document Exercise: Reversing a Posted Document To complete this exercise follow the instructions listed here.
30 Monday, Tuesday, February June 18, 04, Course Chapters Chapter Description 1 Process PO Based Invoices 2 Blocking and Reversing 3 Processing Credit Memos
31 By the end of this Chapter, you will be able to: Chapter Objectives Describe Credit Memo Process Create Credit Memo Monday, Tuesday, February June 18, 04,
32 Processing Credit Memos A school or department will receive a credit memo and it will be forwarded to Accounts Payable The Accounts Payable staff will enter credit memo The credit memo will post immediately Credit memo will be posted to Vendor account when next invoice is posted. Location of CM doesn t have to be the same as invoice Monday, Tuesday, February June 18, 04,
33 Monday, Tuesday, February June 18, 04, Credit Memo Processing Create Credit Memo FB65 AP Central Clerk Save as Completed FB65 AP Central Clerk
34 Monday, Tuesday, February June 18, 04, Create Credit Memo Walkthrough Create Credit Memo This is a demonstration only. Watch as the instructor shows you how to complete the task in SAP.
35 Monday, Tuesday, February June 18, 04, Create Credit Memo Exercise: Create Credit Memo To complete this exercise follow the instructions listed here.
36 Monday, Tuesday, February June 18, 04, You have just completed the.course. Thank you for attending!
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