City of Portland. Accounts Payable. SAP Accounts Payable Processor

City of Portland Accounts Payable SAP Accounts Payable Processor

This guide was developed by EBS Training in collaboration with OMF Financial Services. Page 2 This document last modified: 5/12/2014

Accounts Payable How to Use This Guide Table of Contents How to Use This Guide... 5 1. Overview... 5 1.1 The Procurement Process... 6 1.2 The Accounts Payable Process... 7 1.3 Check and ACH Processing... 7 1.4 AP Bureau Processor Checklist... 8 2. Vendors... 9 2.1 Account Groups Different Types of Vendor Records... 9 2.2 How to Search for Vendors (XK03 and ZVLIST)...10 2.3 How to Request a New Vendor be Added to SAP (ZVR1)...10 2.3 How to Request an Update to an Existing Vendor Record. (ZVR1)...13 2.4 How to Request Re-Activation of Inactive Vendors...13 3. PO Related Invoice Process (MIRO)...15 3.2 How to Process a PO-Related Invoice (MIRO)...15 3.3 How to Reverse a Posted PO-Related Invoice (MR8M)...19 3.4 How to Change a PO-related invoice (FB02)...20 3.5 How to Process a PO-Related Invoice with Multiple Account Assignments (MIRO)...24 3.6 Helpful Hints for PO-Related Invoices...26 4. Non-PO Invoice Process (FV60)...29 4.1 How to Process (Park) a Non-PO Invoice (FV60)...29 4.2 How to Park a One-Time Vendor Refund (FV60)...32 4.3 How to Process Petty Cash Replenishment (FV60)...33 4.4 How to Park an Employee Reimbursement (FV60)...33 4.5 How to Set-Up an Account Assignment Template (FV60)...34 4.6 Helpful Hints for Parking Non-PO Invoices...36 5. Credit Memos, Subsequent Credit, Subsequent Debit...37 5.1 How to Process a Credit Memo for a PO-related invoice (MIRO)...37 Page 3

How to Use This Guide Accounts Payable 5.2 How to Process a Credit Memo for a non-po invoice (FV60)...37 5.3 How to Process a Subsequent Credit (MIRO)...38 5.4 How to Process a Subsequent Debit (MIRO)...38 5.5 Helpful Hints...38 6. Blocking or Unblocking an Invoice for Payment (FBL1N and FB02)...39 6.1 How to Block and Unblock an Invoice Using FBL1N:...39 6.2 How to Block and Unblock an Invoice Using FB02:...41 Appendices...43 A. What to do if the amount and/or quantity on your invoice is greater than what is left on the PO....43 B. Blocking...43 B.1 What to do if your PO-related invoice has a system block (R)....44 C. How to check and choose alternate addresses for invoice payments....45 D. How to search for vendors in reports XK03 and ZVLIST....47 E. What to do if Budget exceeded message appears when posting a PO-related invoice...49 F. How to make the Document Type field visible in transaction FV60...49 G. How to locate a Cost Center...51 H. How to research a check related problem by displaying the Check Register (FCHN)...53 I. How to Confirm Vendor ACH Payment (FBL1N)...58 J. How to request a check cancel or reissue or a Vendor check refund...59 Quick Guide...60 SAP Icons...62 Glossary of Terms...63 Page 4 This document last modified: 5/12/2014

Accounts Payable How to Use This Guide Accounts Payable How to Use This Guide The user guide has six main sections: 1) An overview of the Procure to Pay Process. 2) A section for each process associated with the AP Processor role. Each process section contains: a) An overview b) A how-to with step by step procedures and screen shots for accomplishing the process. Note: If the steps have been shown in a previous process there are references to those pages and no new screen shots. c) Helpful Hints 3) An appendix with additional instructions to guide the user through different scenarios he/she may encounter. 4) A Quick Guide which lists the relevant transaction codes used by a bureau AP Processor. 5) A guide to SAP Icons. 6) A glossary of terms. When viewing the user-guide on a computer, you can click on the link for each section in the table of contents and be taken to that section of the guide. 1. Overview The AP Bureau Processor Role allows an SAP user to do the following Bureau transactions and activities: Post PO-Related (Purchase Order) invoices (MIRO) Park Non-PO related invoices (FV60) Process Credit Memos both PO and non-po Process PO-Related Subsequent Credits and Debits Park One-Time Vendor Refunds Park Petty Cash Replenishment Process a Vendor Down Payment (Advance) Request Change an Invoice (PO-related), Cancel an Invoice (PO-related), Reverse an Invoice, Bureau Block an Invoice Review invoices and supporting documentation Research Vendor History Run reports Page 5

1. Overview Accounts Payable The Accounts Payable SAP module is closely linked with nearly all other Finance and Logistics modules in SAP. The module links to vendor and master data as well as to receiving and invoice related data. All postings are made to the general ledger. 1.1 The Procurement Process The City of Portland uses the following process when a bureau wants to purchase goods or services. This process occurs before an invoice can be paid. The Requisitioner for the bureau creates a purchase requisition in SAP. The Requisition Approver in the bureau reviews the requisition and, if all is in order, the Requisition Approver approves the requisition. If there are problems with the requisition, the Requisition Approver rejects the requisition and types a note in the header explaining why it was rejected. Once the requisition is approved, a Buyer identifies the vendor and creates the Document type Purchase Order or Document Type Distributed Purchase Order (DPO). If a PO or Document Type PO is over $500,000.00 a PO Approver in Central Purchasing reviews and approves or rejects the PO. When the goods or services are received, the Receiver enters a Goods Receipt (GR). When the invoice is received it is sent to Accounts Payable for processing. Note: There are certain items and services that can be purchased by a bureau without using a PO, formal contract or DPO. These items are identified on the Payment Authorization list. You can view the list on the Financial Services website. These payments are the only ones that can be made via the SAP "Non-PO Payment" method. All other payments require a PO, DPO or formal Contract as appropriate. Page 6 This document last modified: 5/12/2014

Accounts Payable 1. Overview Note: Some purchases up to $5000.00 can be made on a Procurement Card (P-Card). Please contact your bureau Procurement Card Contact for information on what is purchased in your bureau with a P-Card. 1.2 The Accounts Payable Process When the bureau receives an invoice that references a Purchase Order, the bureau AP Processor posts the invoice in SAP using the MIRO transaction code making it eligible for payment when due. If the invoice does not reference a purchase order (is on the approved list that does not need a PO), the bureau AP Processor parks the invoice, using the FV60 transaction code, and the bureau AP Approver reviews the parked document. Note: If the invoice should reference a PO and there isn t one in SAP, the AP processor will have to work with the bureau to get a requisition, goods receipt and PO entered. If the parked document is correct, the bureau AP Approver posts the invoice making it eligible for payment when due. The AP Processor is contacted if the document needs corrections. Payment processors in Operational Accounting execute a payment run (see 1.3 for timelines) and coordinate with Treasury to ensure the necessary funds are available. The Auditor reviews the check, including any required attachments and mails them to the vendor. 1.3 Check and ACH Processing Payment Terms are negotiated by the buyer and specified on the contract and purchase order. The payment occurs based on the payment terms and the invoice date. Paper Check Process: Invoices that are posted by midnight the previous evening are reviewed on Tuesday and Thursday and checks are printed and mailed for payments that are due on Wednesday and Friday. ACH Process: Invoices that were posted the day prior are reviewed each morning. For payments that are due, the ACH payment file is sent that day along with an ACH Deposit Advice e-mailed to the vendor or the employee (for employee reimbursements). If an employee does Page 7

1. Overview Accounts Payable not have an e-mail address in the SAP system, the deposit advice is sent to the employee s timekeeper. Note: ACH Payments will settle in two days. This means that you will need to enter your invoices a minimum of three bank business days before the payment is due. The ACH payment run will be scheduled so that settlement will occur on the invoice due date rather than one day after the due date. (Settlement occurs when the City s bank transfers funds through the ACH network to the payee s bank account.) Of course, you can enter your invoices earlier; payment will still settle on the invoice due date. 1.4 AP Bureau Processor Checklist Daily Weekly Monthly: Post PO-related invoices, credit memos or subsequent credits/debits (MIRO) Park non-po related invoices and credit memos (FV60) Check for past due invoices (FBL1N and FB03) Check for blocked invoices (FBL1N and FB03) Check the no attachment report (ZFI_NOPDF) GR/IR Monitoring (FAGLL03 and GR_IR Open variant) Check for parked invoices (FVB3) GR/IR Monitoring (FAGLL03 and GR_IR Open variant) Monitoring is done after AP is closed at the end of each month. Operational Accounting sends out reports and works with the bureaus to clear up 30+ day open GR/IR items. As needed: Request new vendor be added to SAP (ZVR1) Requests an update to an existing vendor (ZVR1) Request activation of inactive vendor (ZVR1) Process petty cash replenishment (FV60) Park a One-Time Vendor Refund (FV60) Park an employee reimbursement (FV60) Bureau block or unblock an invoice (FBL1N or FB02) Request vendor down payment advance (F-47). This requires a contract with a down payment clause. The contact must specify when and how expenditure of down payment will be documented. Verify invoice payment (FBL1N and FCHN) Display or search for a vendor record (XK03) List or search for vendor records (ZVLIST) Year-End: Page 8 This document last modified: 5/12/2014

Accounts Payable 2. Vendors Check for past due invoices (FBL1N and FB03) Check for blocked invoices (FBL1N and FB03) Check the no attachment report (ZFI_NOPDF) GR/IR Monitoring (FAGLL03 and GR_IR Open variant) Year-end accrual process Vendor down payment advance clean-up (FBL1N and FAGLL03) 2. Vendors Vendors must be set up in SAP before an invoice can be paid to the vendor. The chart below shows the different Vendor Account Groups, how they are used, and the number at the beginning of each vendor account. Knowing the number the record begins with will help the user recognize what type of vendor account they are viewing in reports and documents. Note: ZEMP s (used for employee reimbursements) are automatically set up in SAP. 2.1 Account Groups Different Types of Vendor Records Vendor Account Group ZVND Vendor Usage Vendor # Begins With: Primary vendor record used for contracts, purchase order, and invoices. 1 Example 100050 ZVOA Alternate order address selected as partner on purchase order. Must be connected to a ZVND. 2 200001 ZVRT Alternate remit address selected as permitted payee on invoice. Must be connected to a ZVND. 3 300010 ZCTP Third-party remittance vendor created and used by Payroll. 4 401001 ZEMP Employee (Reimbursements) 81 or 82 810001 820001 ZVNV Used only for no value or revenue contract vendors 9 900001 ZVOT One-time (Refund) vendor categories (set up at discretion of Operational Accounting) 99 999900 Page 9

2. Vendors Accounts Payable A ZVND (primary vendor record) must be set up before a ZVOA (alternate order address) or a ZVRT (alternate remit address) and they must be linked to the ZVND. 2.2 How to Search for Vendors (XK03 and ZVLIST) All bureau SAP users may view vendors using transaction code XK03 or ZVLIST. (See appendix D for how to run these reports). 2.3 How to Request a New Vendor be Added to SAP (ZVR1) If a vendor is not found in SAP, a bureau AP processor can request for the new vendor to be set up by submitting a Vendor Master Request (ZVR1). Note: A vendor master request does not need to be submitted for ZEMP s. These are automatically set up for each employee and blocked when an employee leaves the city. Step 1: Acquire a completed W-9 form from the vendor. Step 2: Enter the transaction code, ZVR1. Step 3: Click on the Create new vendor link. Step 4: Complete the Vendor Master Request Form following the information below. The form must be completed using all caps. a. Click the Account Group drop-down menu and choose the appropriate account group. Remember, in order for a ZVOA or ZVRT to be set up there must first be a ZVND for the vendor. b. Enter the Vendor using the City s convention for the vendor names: Use the legal name of the vendor (1099 name) using all caps and excluding punctuation except for Page 10 This document last modified: 5/12/2014

Accounts Payable 2. Vendors ampersands (&), dashes (-), or spaces ( ). Do not shorten the name. You can use the second Name field for long names that don t fit completely in Vendor Name or you can enter a DBA. c. Click the Business Activity drop-down menu. Select the category that best describes the type of business activity the vendor is engaged in. This information is used to determine the vendor s 1099 reporting status. d. Click the Business Entity drop-down menu. Select the category that best indicates the business entity for the vendor. This information is used to determine the vendor s 1099 reporting status. e. Complete the remaining fields paying attention to the notes below. Page 11

2. Vendors Accounts Payable Note: Use abbreviations in the Street field: AVE, BLVD, HWY, ST, etc Note: Do not enter the words PO Box in the PO Box field. Do not enter private (non-us Postal Service) box or mail stop numbers in the PO Box field. Note: The Tax identification number is required in the EIN Number field. Step 5: Select Check W9 Sent to Vendor Administrator check box. Attach the PDF of the W9 to the Vendor Master Request form but only do this after selecting Review. The Vendor Master Request form is not processed until the W9 arrives. Step 6: If needed, enter supporting information in the Additional Information field and enter your last name, bureau and date submitted. Step 7: Click the Review button at the top of the form. Review the information entered, and change incorrect fields as needed. Step 8: Click the Attachments button. Step 9: Click Add a new attachment button. Page 12 This document last modified: 5/12/2014

Accounts Payable 2. Vendors Step 10: Select the W-9 PDF to attach. Click the Open button. Note: The file name is displayed as an attachment to the vendor master request. Note: Repeat steps 8-10 if there is additional documentation to be attached to the Vendor Master Request. Note: Click the Edit button if edits are needed before submitting the form. Step 11: Click the button. Review button and then the Send for Approval Step 12: Click the Save button. The Vendor Administrator will review the request, contact you if anything additional is needed and then process the request. You will receive an email confirmation that your request has been sent including the PDF Vendor Master Request Form. 2.3 How to Request an Update to an Existing Vendor Record. (ZVR1) Make sure you clarify with the vendor whether an address change is the new primary address, or a new remit address or an additional remit address, etc. Step1: Scan appropriate documentation such as change of address notification. Step 2: Enter the transaction code, ZVR1. Step 3: Click on the Update existing vendor link. (look at screen shots from 2.2) Step 4: Enter appropriate vendor number or search for it using the match code field. Step 5: Click on the Update button. Step 6: Change the appropriate fields. Step 7: Click on the Review button. Review and make any necessary changes. Step 8: Follow steps 8-12 in Section 2.2 to attach backup documentation. next to the The Vendor Administrator will review the request, contact you if anything additional is needed and then process the request. You will receive an email confirmation that your request has been sent. 2.4 How to Request Re-Activation of Inactive Vendors Vendors may be inactivated for a variety of reasons such as no purchase orders have been created in the last 24 months, no A/P invoices have been created in the last 24 months, no contracts have been created in the last 24 months and vendors created more than 3 months Page 13

2. Vendors Accounts Payable ago without any purchasing documents or invoices. These accounts will be blocked for posting/purchasing/payment and also flagged for deletion. Note: No data is immediately lost when flagging for deletion it is simply an attribute in the record. If you find that vendor you are planning to do business with has been blocked or flagged for deletion, submit a Vendor Master Request Update as in 2.3 above. Provide the vendor number, ask to have the vendor unblocked in the comments, and attach a new W-9. If updates to street address or PO Box are required, this should be noted in the comment section also. Page 14 This document last modified: 5/12/2014

Accounts Payable 3. PO Related Invoice Process (MIRO) 3. PO Related Invoice Process (MIRO) SAP users create four (4) different documents during the PO-related invoice process. 1) A Purchase Order (PO) is generated to purchase goods or services. 2) A Goods Receipt (GR) is posted when the goods or services are received from the vendor. 3) When the Vendor Invoice is received, it is entered into SAP using the MIRO transaction code. a) The invoice is matched against the PO and GR within tolerance (the lesser of 10% or $25.00), if appropriate. This is the 3-Way Match. Invoices are automatically blocked for payment until there is a 3-Way Match! b) Once the invoice is posted, it is paid when due. 4) The payment processing is completed by Operational Accounting in coordination with the Treasury and Auditor s Office. Purchase Order Goods Receipt Invoice Payment Note: Payment terms are negotiated by the buyer and specified on the contract and purchase order. The payment occurs based on the payment terms and the invoice date. 3.2 How to Process a PO-Related Invoice (MIRO) Step 1: Have the following available: a. The vendor invoice b. The PO number c. A scan of the invoice that can be attached to the transaction in SAP. Note: Statements cannot be used as an invoice and invoices cannot be combined. Step 2: Enter the transaction code, MIRO Page 15

3. PO Related Invoice Process (MIRO) Accounts Payable Step 3: Enter the following information in the appropriate fields on the Basic data tab: a. Invoice Date the date on the vendor invoices. b. Reference the vendor invoice number. Note: The system checks the reference field for duplicate entries so that the same invoice isn t paid twice. Do not enter extra blank spaces at the beginning or in the middle of your entry. The system will not identify this as a duplicate invoice and a duplicate payment can be made. In order for the system to recognize an entry as a duplicate the following four items must be the same: Invoice #, Invoice date, Vendor #, and dollar amount. c. Amount the amount due on the invoice. d. Text this is an optional field. If you would like the text to print on the check remittance or ACH deposit remittance precede the text with an asterisk (*) Example: *Contract No. 30002110. If you do not want the text to print on the check or ACH deposit remittance, do not include the asterisk. e. Purchase Order/Scheduling Agreement Enter the PO # Select Goods/service items + planned delivery Step 4: Click the Enter button to validate. f Step 5: Once you validate, the amount showing in the detail grid is the amount that has been received but not yet invoiced. Page 16 This document last modified: 5/12/2014

Accounts Payable 3. PO Related Invoice Process (MIRO) Step 6: If your invoice is for the same amount check the box indicating that your invoice is for the same amount. Checking this box validates that the processor has validated the quantity and amount are correct. Note: You can click on the PO # and drill down to the PO and to the Goods Receipt. You can also review GL account, cost object, etc. If there is an error you will need to work with the MM user in your bureau. Step 7: If your invoice is for less than the amount showing, change the amount and quantity to what is on your invoice and check the box. (See appendix A for what to do if the amount and/or quantity on your invoice is greater than what the amount and/or quantity that is showing in MIRO.) Step 8: Check the vendor address to make sure it is the same as the remit address on the invoice. (See appendix C for what to do if the address is not the same as shown.) Step 9: Click on the Details tab. Page 17

3. PO Related Invoice Process (MIRO) Accounts Payable Step 10: Check with your bureau to see if you should enter the two character Bureau Code in the Header Text Field or other bureau specific information to enter. If not, leave blank. Step 11: Click on the Payment Tab. In the Pmmt. Meth. Sup. field you may need to mark HP (Hold for Pick up) or AR (Attachment Required) Check the Payt. Terms to make sure they are appropriate for receiving discount terms. Work with your MM user if appropriate. Note: The payment terms use the baseline date to calculate the due date. This field is populated with the invoice date when you hit the enter button. If you change/correct the invoice date after this point, the baseline date will not change to match. Step 11: Click on the Save icon to post the invoice. Note: Read the message at the bottom of the screen after posting for doc# and possible system blocks. Step 13: The last step is to attach the scanned invoice. Note: Attachments must be complete and legible! All pages of the invoice must be included, the invoice cannot be altered and no portion of the invoice can be covered. Page 18 This document last modified: 5/12/2014

Accounts Payable 3. PO Related Invoice Process (MIRO) a) Click on Invoice Document > Display b) The Display Invoice Document screen displays. c) Click on the drop down menu in the Services for Object button and select Create>Create Attachment. d) Select the scanned copy that you want to attach. e) Click on Open. f) You ll receive a message at the bottom of the screen saying The attachment was successfully created. You have now successfully posted a PO-Related invoice. 3.3 How to Reverse a Posted PO-Related Invoice (MR8M) Use the following steps to cancel (reverse) a posted PO-related invoice that has not been paid. If a check has been issued, but the check has not been cashed, you will need to do a check reversal before the invoice may be cancelled. (You can access the check cancellation and reissue form on the Financial Services website on the Resources for City Employee page.) Step 1: Have available the document number of the invoice you wish to cancel. Step 2: Enter the transaction code, MR8M. Page 19

3. PO Related Invoice Process (MIRO) Accounts Payable Step 3: Enter the following information in the appropriate fields: a. Invoice Document No. the document number of the invoice you wish to cancel. b. Fiscal Year the relevant fiscal year c. Reversal Reason click on the match code to see the drop down of choices Use 01 if the invoice is both posted and reversed in the current period. Use 02 if the invoice was posted in a prior period but will be reversed in the current period. You must enter the current date as the Posting Date. Step 4: Click on the Display Document button and make sure it is the document you want to reverse (cancel). Step 5: Click the Reverse button. Step 6: You will see the message Document reversed with no. XXXX: Please manually clear F1 documents. Step 7: Contact Operational Accounting by sending an e-mail to Inbox, SAP AP Cancel include the document # of the original invoice and the reversal invoice, vendor number, amount, and Operational Accounting will clear the document 3.4 How to Change a PO-related invoice (FB02) The only fields that can be changed on a PO-related invoice after it has been posted are Document Header Text Vendor Text G/L line item text Payment block bureau block only. Payment method Payment method supplement. Step 1: Enter the transaction code, FB02. Step 2: Enter the document number. Step 3: Enter the fiscal year of the document (makes it easier to find the document) or you can leave this field blank. Page 20 This document last modified: 5/12/2014

Accounts Payable 3. PO Related Invoice Process (MIRO) Step 4: Click on the Enter button. Page 21

3. PO Related Invoice Process (MIRO) Accounts Payable Step 5: Click on the document header hat text. Enter or change document header text. if you want to change the document header Step 6: Click on the vendor line item if you want to change the vendor text field (this is what prints in the remit field). Page 22 This document last modified: 5/12/2014

Accounts Payable 3. PO Related Invoice Process (MIRO) Step 7: Enter or change the Text. Step 8: Click on the G/L line if you want to change the G/L line item text. Page 23

3. PO Related Invoice Process (MIRO) Accounts Payable Step 9: Enter or change the text. Note: Do not change the assignment field. This is automatically populated with the vendor reference. Note: In the payment block field you can only add or remove the D bureau block. (See Section 6 for more information on blocking and unblocking a PO-Related invoice.) Note: The only time you will ever manually enter a payment method is if the vendor is going to be paid by a wire (W) or if a vendor paid by ACH has requested a check payment in writing (C). Otherwise the vendor will be paid by the payment method on the vendor master record. Step 10: Click the Save button. 3.5 How to Process a PO-Related Invoice with Multiple Account Assignments (MIRO) When a purchase order is created with multiple account assignments, the system automatically allocates the quantity and amount invoiced to the accounts. If the quantity and amount of the invoice is the same quantity and amount of the total PO, process as any other PO-related invoice. If the invoice is for a different amount and quantity than the total on the PO, then enter the appropriate information on the Basic data tab as when processing any MIRO transaction, and then complete the following steps: Page 24 This document last modified: 5/12/2014

Accounts Payable 3. PO Related Invoice Process (MIRO) Step 1: Scroll to the right in the detail grid until you see the Account Assignment button. Step 2: Click on the Account Assignment button and The Multiple Account Assignment dialog box displays. Step 3: Change the amount in the Total Amount field and the Total Quantity field to the amount on your invoice. Click on the button. The system automatically updates the amount and quantity of each account asignment line. Page 25

3. PO Related Invoice Process (MIRO) Accounts Payable Step 4: Click on the Back button. The Amount and Quantity are now updated on the detail grid and you can continue with the posting of the invoice. 3.6 Helpful Hints for PO-Related Invoices 1. By clicking on the Show PO structure button, you can view the vendor, when the PO was posted, the amount and quantity of the PO, and the amount and quantity of the Goods Receipt and when it was posted. 2. Click on the message button at the top of the page to trouble shoot errors. Page 26 This document last modified: 5/12/2014

Accounts Payable 3. PO Related Invoice Process (MIRO) You can click on the next to the message to get more information about the error. Page 27

3. PO Related Invoice Process (MIRO) Accounts Payable You can also click on the message icon when you receive a message at the bottom of the screen to see more information about the message. Page 28 This document last modified: 5/12/2014

Accounts Payable 4. Non-PO Invoice Process (FV60) 4. Non-PO Invoice Process (FV60) There are certain items and services that can be purchased by a bureau without using a PO, formal contract, or DPO. These items are identified on the Payment Authorization list. You can view the list on the Financial Services website. These payments are the only ones that can be made via the SAP "Non-PO Payment" method. All other payments require a PO, DPO or formal Contract as appropriate. The non-po invoice processing starts with a vendor invoice. The AP Processor receives a non- PO invoice, reviews for accuracy and enters the invoice in SAP using transaction code (FV60) and parks the invoice. The original invoice is scanned and attached to the transaction in SAP and saved. The approver looks for parked invoices (FBVO) and reviews them to make sure the vendor remit address is correct, the amount is correct, the invoice is attached and the appropriate cost objects are used. The approver then posts the transaction if all is correct, or rejects the document if there is something that needs to be corrected. FV60 FV60 FBV0 FBV0 Vendor Invoice (Non-PO) Enter Invoice Details Park Attach Scanned Original Invoice Review Approved Post Parked Invoice Pay Vendor When Due Rejected 4.1 How to Process (Park) a Non-PO Invoice (FV60) Step 1: Enter transaction code FV60. Step 2: Enter the following information in the appropriate fields on the Basic data tab (make sure the transaction is set to Invoice). (Screen shot on next page). a) Vendor enter the appropriate vendor record number that is in SAP for the vendor. If you don t know the number, click on the matchcode next to the field and double click the correct vendor number. Remember, this number needs to be the ZVND number which starts with the #1. (If the remit address on your invoice is different than what displays, see appendix D).. b) Invoice date the date on the vendor invoice. c) Reference the vendor invoice number. d) Amount the total amount on the invoice to be paid. e) Text this is an optional field. If you would like the text to print on the check remittance or ACH deposit remittance, precede the text with an asterisk. Example: *Location 739. If you don t want the text to print on the check or ACH deposit remittance, do not include the asterisk. Step 3: In the grid below the header enter the following for each line item: Page 29

4. Non-PO Invoice Process (FV60) Accounts Payable f) The G/L account g) The amount h) The Cost Center or Order (IO) or WBS element. Only one of these should be entered. Step 4: Click on the enter button derive and the fields are populated.. The fund, business area, grant, and functional area Step 5: Check with your bureau to see if you should enter the two character bureau code in the Header Text field on the Details tab. If not, the fields in this tab can be left blank. Page 30 This document last modified: 5/12/2014

Accounts Payable 4. Non-PO Invoice Process (FV60) Step 6: Click on the Payment Tab. Check the payment terms. Enter HP (hold for pickup) or AR (attachment required) if needed in the Pmnt method.sup.field. (See appendix C if the remit address is different than the ZVND address.) Step 7: Once all required fields explained in steps 1-6 above are complete, click on the Save button. Your document is now parked. Make sure to write down your document #. Step 7: You now need to attach a scanned copy of the invoice to the transaction. a) Click on Document on the main menu at the top of the page. b) From the drop-down menu select Display. c) Click the drop-down arrow on the Services for Objects button d) Select Create>Create Attachment. e) Select the scanned copy that you want to attach. f) Click on Open. g) You ll receive a message at the bottom of the screen saying The attachment was successfully created. You have now parked a non-po invoice. Your bureau AP Approver will either approve the document so it can be posted and paid, or reject the document back to you for corrections. Note: Only an AP Approver can reverse an FV60 doc that has been posted. Parked documents can be deleted by other AP Processors but you can t delete your own parked document. Page 31

4. Non-PO Invoice Process (FV60) Accounts Payable 4.2 How to Park a One-Time Vendor Refund (FV60) This process is used to create a non-po invoice for a One-Time Vendor refund payment. You do NOT need to create a primary vendor (ZVND) for payment of a One-Time Vendor refund. You will need a copy of the invoice for refund and the name and mailing address of the individual, group or business to receive the refund. The steps are the same as the steps for processing a non-po invoice (3.1) except for the following: a) On the Basic data tab in the Vendor field enter the appropriate One-Time Vendor number from the list below: 999910 Development Services Refunds 999911 Parks Refund 999912 Fire Alarms/Inspection Refunds 999913 Auditor Tow Company Refunds 999914 BES Downspout Disconnects 999915 Benefits Refunds 999916 Police Evidence Refunds 999917 Risk Non-1099 999918 Other Refunds b) When all required fields are complete on the Basic data tab, click on the enter button and the Address and Bank Data window will open. Enter the name and mailing address of the vendor to receive the refund. This information determines what will print on the refund check. Click on the Enter button. c) Park the invoice by clicking on the Save button and attach the copy of the invoice. Page 32 This document last modified: 5/12/2014

Accounts Payable 4. Non-PO Invoice Process (FV60) 4.3 How to Process Petty Cash Replenishment (FV60) This process is used when petty cash needs to be replenished. It is done after the petty cash custodian has entered and posted petty cash disbursements, requested replenishment of the petty cash fund, and provided a report of disbursements. The steps are the same as the steps for processing a non-po invoice (3.1) except for the following: a) The Vendor is the petty cash vendor for your bureau/division. You can search for the petty cash vendor by clicking on the match code next to the vendor field and enter *petty* in the search term field. You can double click on the vendor and the number will populate in the vendor field. b) Document Type must be cash replenishment.(see appendix F if the Document Type field is not visible) c) Always enter 120030 in the G/L account field. This is a balance sheet account set up for petty cash replenishment. d) Only enter the G/L account field and amount on the line item grid. Do not enter anything else! e) Go to the Detail tab and enter the Business Area (always ZCTR), the Fund (always 900001) and type in Not-Relevant in the Grant field. Do not enter anything else on the Detail tab. f) Click on the Payment tab. Check to make sure the Payt Terms is Z001 (Due Immediately). g) Click the Save button and attach the scanned report of disbursements. 4.4 How to Park an Employee Reimbursement (FV60) The FV60 transaction is used to process employee reimbursements. You will need appropriate documentation which must include the employee s Personnel Number (PERNR). You will also need the employee s Vendor # (ZEMP) which will start with #81xxxx or #82xxxx. ZEMP s are automatically created and updated in SAP for all existing employees, and anytime there is a new hire. In addition, ZEMP s are blocked and flagged for deletion when an employee ends employment with the City of Portland. You can look up the employee s ZEMP with transaction XK03. (See appendix D for more information on looking up vendor # s.) The steps for parking an employee reimbursement are the same as the steps for parking a non- PO invoice (3.1). You use the employee s vendor # in the Vendor field, use your bureau s convention for the Reference field, and attach the appropriate documentation after parking the document. Note: Employees who receive their pay check through direct deposit will also receive their employee reimbursement through direct deposit. An e-mail with the deposit advice will be sent to either their city e-mail address or their home e-mail address, whichever e- mail address is in their SAP employee record. For those employees who do not have an Page 33

4. Non-PO Invoice Process (FV60) Accounts Payable e-mail address in their employee record, an e-mail will be sent to their timekeeper who will then forward it on to the employee. Employees who do not receive their pay through direct deposit will receive a paper check. Employees can set up direct deposit at any time through Employee Self-Service (ESS). 4.5 How to Set-Up an Account Assignment Template (FV60) You can create a template for invoices that have recurring default data such as GL Account, Cost Center, Order or WBS element. The template saves you time by populating these fields so you don t have to key them in every time you process an invoice from the same vendor. An example of a recurring invoice would be a PGE bill. To create a template follow the steps for processing a non-po invoice (3.1) except for the following: a) On the Basic data tab do not enter an invoice # in the Reference Field, or an amount in the Amount field. b) Enter the G/L account and other account information that you want to always have in the template such as Cost Center, or Order, or WBS element. c) Once you have entered the data that you want to always derive on your template, click on the Edit button in the main menu. d) In the drop-down window select account assignment templates>save Account Assignment Template. e) The Save Assignment Template dialogue box opens. Enter the name of your template (start with the bureau indicator) and click on the Continue button. f) Click the Exit button and click Yes on the Exit Editing dialogue box. Page 34 This document last modified: 5/12/2014

Accounts Payable 4. Non-PO Invoice Process (FV60) To use your template: a) Enter FV60 in the SAP Easy Access field or click on the FV60 transaction in your favorites. b) Click on Tree on c) Expand the Account assignment template d) Right click on the name of the Account assignment template you created and click on Select Account Assignment Template. Page 35

4. Non-PO Invoice Process (FV60) Accounts Payable e) Your template will open with the derived fields completed, and you can enter the other relevant data to complete the transaction. Note: The vendor information is not saved in the template you will need to enter the vendor. 4.6 Helpful Hints for Parking Non-PO Invoices 1) On the Payment tab: a) Do not change the payment terms on the Payment tab. If a different payment term is needed, work with Operational Accounting. The standard payment terms for that vendor are set up by Operational Accounting on the vendor record. b) If an attachment needs to be sent with the check, enter or select AR in the payment supplement field. Use HP if a vendor wants to pick up the check. 2) If a payment is 1099 reportable, the fields in the withholding tax tab will self-populate when the invoice is posted. 3) Additional information can be entered in the Notes tab and notes will stay with the record. Page 36 This document last modified: 5/12/2014

Accounts Payable 5. Credit Memos, Subsequent Credit, Subsequent Debit 5. Credit Memos, Subsequent Credit, Subsequent Debit When a bureau receives a credit memo from a vendor, the AP Processor has to determine which process to use in SAP. For a PO-related invoice (MIRO) there are three processes to choose from: Credit Memo, Subsequent Debit, or Subsequent Credit. For all non-po related invoices (FV60) the process will always be Credit Memo. Term Credit Memo Subsequent Credit Subsequent Debit Description Used to decrease both quantity and amount on original purchase orders or non-po related invoice. Always used when PO quantity is in USD. Used to decrease only the amount on original purchase order billed on a separate invoice. Cannot be used when PO quantity is in USD. Used to increase only the amount on original purchase order billed on a separate invoice. Cannot be used when PO quantity is in USD. The scenarios below illustrate when each type of process should be used. Scenario 1: The bureau bought 10 pens @ $1.50 each and returned one pen. A credit memo will be used because both the quantity and the amount on the original purchase order will change. Quantity 9, Amount $13.50. Scenario 2: The bureau bought 10 pens @ $1.50 each and received a credit memo stating the pens only cost $1.00 each. Because the quantity of the pens stays the same and the amount is decreasing, a subsequent credit will be used. Quantity 10, Amount $10.00. Scenario 3: The bureau bought 10 pens @ $1.50 each and received a credit memo stating that the pens cost $1.75 each. Because the quantity of the pens stays the same and the amount is increasing, a subsequent debit will be used. Quantity 10, Amount 17.50. 5.1 How to Process a Credit Memo for a PO-related invoice (MIRO) Follow the steps for posting a PO-related invoice (3.2) except for the following: a) Change the Transaction to Credit Memo using the drop down list. b) On the Basic data tab in the Amount field enter the amount to be credited c) In the grid below the header change the Amount and Quantity to what is being credited 5.2 How to Process a Credit Memo for a non-po invoice (FV60) Follow the steps for parking a non- PO-related invoice (4.1) except for the following: a) Change the Transaction to Credit Memo using the drop down list. b) On the Basic data tab in the Amount field enter the amount to be credited. c) In the grid below the header enter the Amount that is being credited. Page 37

5. Credit Memos, Subsequent Credit, Subsequent Debit Accounts Payable 5.3 How to Process a Subsequent Credit (MIRO) The steps are the same as a PO-related (MIRO) Credit Memo except for the following: a) Change the Transaction to Subsequent Credit. b) Only change the amount, not the quantity. 5.4 How to Process a Subsequent Debit (MIRO) The steps are the same as a PO-related (MIRO) Credit Memo except for the following: a) Change the Transaction to Subsequent Debit. b) Only change the amount, not the quantity. 5.5 Helpful Hints 1. When you change the transaction setting in a MIRO document, the next time you open a new MIRO, it will default to the last transaction. Example: if the last transaction was a credit memo, the new MIRO will open as a credit memo. Always double check the transaction setting before posting the transaction! Page 38 This document last modified: 5/12/2014

Accounts Payable 6. Blocking or Unblocking an Invoice for Payment (FBL1N and FB02) 6. Blocking or Unblocking an Invoice for Payment (FBL1N and FB02) There are times when a bureau needs to block a payment or unblock a payment once an invoice has been posted to an account. You can use transaction FBL1N or FB02. The directions for each are below. Note: To remove a payment block made by Operational Accounting the issue that caused the block must first be resolved, Operational Accounting needs to be informed and then Operational Accounting will remove the payment block. Note: Bureaus cannot remove a system payment block. The cause must be determined, the issue corrected and the system block gets automatically removed overnight. 6.1 How to Block and Unblock an Invoice Using FBL1N: Step 1: Enter transaction code FBL1N. Step 2: Enter the Vendor Account # in the Vendor account field. Page 39

6. Blocking or Unblocking an Invoice for Payment (FBL1N and FB02) Accounts Payable Step 3: Click on the Execute button. Step 4: Select the check box for the line item to be blocked. Step 5: Click the change button Step 6: Enter D (Bureau Block) in the Pmnt Block field.. The Change Document: Line Item screen displays. Page 40 This document last modified: 5/12/2014

Accounts Payable 6. Blocking or Unblocking an Invoice for Payment (FBL1N and FB02) Step 7: Click the Save button. You will be brought back to the Vendor Line Item Display screen. The system displays the message, Changes have been saved. Reverse the process to unblock the invoice. Note: Bureaus should never remove a D payment block during Operational Accounting s payment reviews on Tuesdays or Thursdays without first informing Operational Accounting. 6.2 How to Block and Unblock an Invoice Using FB02: Step 1: Enter transaction code FB02.. Step 2: Enter or search for the Document Number. Step 3: Click on the Enter button. Step 4: Double click on the line item to open the Change Document Line Item screen. Page 41

6. Blocking or Unblocking an Invoice for Payment (FBL1N and FB02) Accounts Payable Step 5: Enter D in the Pmnt. Block field and click on Save. Reverse the process to unblock an invoice. Note: Bureaus should never remove a D payment block during Operational Accounting s payment reviews on Tuesdays or Thursdays without first informing Operational Accounting. Page 42 This document last modified: 5/12/2014

Accounts Payable A. What to do if the amount and/or quantity on your invoice is greater than what is left on the PO. Appendices A. What to do if the amount and/or quantity on your invoice is greater than what is left on the PO. When the amount of dollars left on a PO is less than your invoice, it will take some detective work on your part. Work with your bureau buyer and receiver to understand why there is a difference in the PO amount and invoice amount. You can also use reports ME2B and Y_DRP_63000031 to view what goods (if any) were received, when and for how much or use MIR4 display the MIRO document and then use the Show PO structure button to view he PO, Goods Receipts and Invoices. B. Blocking There are a variety of reasons your invoice may be blocked and there are different types of blocks. Payment blocks function to stop payment of an invoice if certain conditions haven t been met (e.g., the 3-way match, tolerance limits) or if potential errors have been identified by Operational Accounting (e.g., missing documentation, wrong vendor, wrong remit address, wrong amount, etc.). A bureau can also block an invoice for payment if there is missing documentation or questions about the correctness of the invoice. Here is a summary of payment block functionality. 1. The system R payment block can only be removed using transaction MRBR release blocked invoices. The AP Operational Accounting Payment Processor and the AP Vendor Clearing (also Operational Accounting) roles can use this transaction. This is also the transaction that the system runs nightly to remove any system blocks that no longer apply (3- way match is now present) 2. The bureau s can only add or remove the payment block D. Operational Accounting can also remove this payment block a. The bureaus should never remove a D payment block during Operational Accounting s payment reviews on Tuesdays or Thursdays without first informing Operational Accounting 3. Operational Accounting can manually add or remove payment blocks A, B, C, D, I, M, N, U, W, and * using transactions FBL1N or FB02 change document 4. If necessary, the retention X payment block can be removed using transaction MRBR release blocked invoices Operational Accounting will block invoices for the following reasons: Page 43

B. Blocking Accounts Payable 1. Any discrepancy between the invoice and the entry 1. Amount 2. Vendor name 3. Remit to address 2. Other issues 1. Invoice stacking 2. Using a statement as an invoice 3. Including the prior balance as part of the invoice entry 4. Memos used as an invoice 5. Advances treated as a regular invoice 6. Invoices that are not legible 7. Invoices that are not entered based on the original information (e.g. Hand written changes) 8. Invoices that should be based on a purchase order entered as a direct entry 9. Invoices that put someone at risk due public information access 10. Payments through general payables for City employees 11. Invoice not attached 12. City of Portland or its bureaus not listed as the customer B.1 What to do if your PO-related invoice has a system block (R). You will need to do some research to determine why your invoice was blocked. Some common reasons are no goods receipt (need 3-way match), the invoice is for more than what has been received or there is a difference between ratio of quantity to $ amount. You can use transaction MIR4 or FB02 or FB03 to do some trouble shooting. The example below uses MIR4. Step 1: Enter the document number Step 2: Click on the Display Document button Step 3: Click on the Show PO structure button. Step 4: Check the Goods Receipt amount and Invoice amount. In the example below the invoice amount is greater than the Good Receipt amount which is the reason for the system block. You will need to work with Page 44 This document last modified: 5/12/2014

Accounts Payable C. How to check and choose alternate addresses for invoice payments. your bureau goods receiver to figure out the problem. If the good were received, but not entered in the system, the goods receiver can enter the transaction. The block will be removed in the nightly process and vendor will get paid. C. How to check and choose alternate addresses for invoice payments. When posting or parking an invoice, an AP Processor must ensure that the vendor address on the transaction is the same as the remit address on the invoice. Many vendors have more than one location or remit address, so this is an important step to make sure the check goes to the correct address. Below are steps you can take to check to make sure the remit address is correct. Step 1: View the vendor address on the transaction. If it is the same as the remit address, continue processing the transaction. Page 45

C. How to check and choose alternate addresses for invoice payments. Accounts Payable Step 2: If the address is not the same: a. Click on the Payment tab. b. Click on the Payee field. (If there is no payee field then there is no ZVRT linked to the ZVND. See Step 5). c. Click on the match code next to the payee field and all the addresses for that vendor are viewable. Double click on the correct address. Step 3: The code for the correct vendor address will populate the Payee field. Note: You may want to open up a separate session of SAP and run XK03 to see all information on the payee as not all fields show in the method above. Step 4: Then proceed with your transaction. The payment will go to the correct remit address! Step 5: If you do not see the correct remit address you must complete the Vendor Master Request Form using transaction ZVR1. (See section 2.3 for instructions).the request is reviewed by the Vendor Administrator in Operational Accounting. If accepted, the request is uploaded into SAP. If the request is rejected, the request is sent back to the requestor with notes as to why it was rejected. Note: A ZVND (Primary Vendor) must be submitted and created prior to the submission of a ZVRT (alternate remit address linked to Primary vendor) or a ZVOA (alternate order address linked to the Primary vendor). Page 46 This document last modified: 5/12/2014

Accounts Payable D. How to search for vendors in reports XK03 and ZVLIST. D. How to search for vendors in reports XK03 and ZVLIST. You can search for vendors that are currently in SAP by using the XK03 Display Vendor Report and/or the ZVLIST Vendor List Report. To search for a vendor in XK03: Step 1: Enter XK03 in the search field of the SAP Easy Access page or click on the transaction in your favorites. Step 2: Enter the vendor number or click on the match box next to the vendor field to search for the vendor. You can search by any of the fields in the search window. Note: In most cases the vendor name 2 is for names that don t fit in Name 1 or is the DBA name. Note: When searching for a ZEMP for employee reimbursement, you can use the Vendor by Personnel Number search window or use the personnel number in the first Search term field. Note: You can use the following wild card searches: a) An asterisk behind a letter produces all entries that begin with that letter b) An asterisk between two letters produces all entries that begin with the first letter and end with the second letter c) An asterisk in front of a letter produces all entries that end with the letter d) An asterisk in the field produces all entries (in many reports there is a limit to the number of records that will come up). Step 3: Click on the enter button. Page 47

D. How to search for vendors in reports XK03 and ZVLIST. Accounts Payable You can see the different vendor records and their account numbers. To search for a vendor in ZVLIST: Step 1: Enter ZVLIST in the search field of the SAP Easy Access page or click on the transaction in your favorites. Step 2: You can narrow your search by using any of the search fields. Page 48 This document last modified: 5/12/2014

Accounts Payable E. What to do if Budget exceeded message appears when posting a PO-related invoice Step 3: Click on the Execute button. Step 4: You can right click on any of the headings and sort the columns or use the find or set filter features. E. What to do if Budget exceeded message appears when posting a PO-related invoice If you are trying to post a PO invoice and receive an error message stating "Annual budget is exceeded by XXX, XXX.XX USD (FM PB Availability Control.) this is a hard stop and you cannot post the invoice until the problem is fixed. Do the following to fix the error: Step 1: Write down the vendor master record number, vendor name, purchase order number, fund, and document number (after posting). Step 2: Make a print screen of the error message. Step 3: Contact the MM buyer for this purchase order. Send the buyer the information from steps 1 and 2. Step 4: The buyer should use transaction Y_DRP_63000039 - Budget vs. Actual Report - Fund Center to view the encumbrances and available budget. a) The error message indicates that the encumbrances exceed the available budget b) Either the budget or encumbrances have been entered incorrectly and require fixing. F. How to make the Document Type field visible in transaction FV60 Depending on your settings in SAP, the document type field in FV60 may be hidden. Follow these steps to display the Document Type Field. Step 1: Enter transaction code FV60 in the search field on the SAP Easy Access Page or click on the code in your favorites. Step 2: Click the Editing Options button. Page 49

F. How to make the Document Type field visible in transaction FV60 Accounts Payable Step 3: Go to the Doc Type Option field in the Special Options for Single Screen Transactions section. Step 4: Click on the pull down menu and select Document type ready for input. Page 50 This document last modified: 5/12/2014

Accounts Payable G. How to locate a Cost Center Step 5: Click the Save button. This should permanently save the new edit option. The system message The options were entered in the user master record will display at the bottom of the screen. Note: If you just click the Back button when you log off SAP. and don t click Save, the change will go away Step 6: Once you have saved, click on the back button to return to the transaction entry screen. The Document Type field will be displayed and ready for input! G. How to locate a Cost Center To locate a cost center for your bureau and division follow these steps: Step 1: Enter KSH3 in the search field of the SAP Easy Access page or click on the transaction in your favorites Step 2: COP1 will appear in the Cost Center Group field. Click on the enter button. Step 3: Left click once on COP1 to position your cursor. Page 51

G. How to locate a Cost Center Accounts Payable Step 4: Click on the collapse all button in the header. Step 5: Display is of bureau names and the first two letters of each bureaus cost center. Click on the + sign next to a bureau and you will be able to drill down to specific areas within the bureau. Step 6: Click on the + sign next to the division and the cost centers will display. Page 52 This document last modified: 5/12/2014

Accounts Payable H. How to research a check related problem by displaying the Check Register (FCHN) H. How to research a check related problem by displaying the Check Register (FCHN) There are times when you will need to research whether a check is outstanding, has cleared, or other related issues. Follow these steps to view the check register. Step 1: Enter FCHN in the search field of the SAP Easy Access page or click on the transaction in your favorites. Step 2: Enter data in the following fields: a) Paying Company Code COP1 b) House Bank for current checks use WFAP. (for old checks you may need to use WEFA) c) Account ID AP Note: You can leave fields a-c blank. Enter the following on the General Selections Tab: d) If you know the check # you can enter it in the Check number field. (you must enter leading zeros of the check #). e) If you only want to see a list of outstanding checks, click on the check box next to List of outstanding checks. f) If you want to display invoices paid on the check select the With Line Items radio button. g) If you want to display a summarized check list select the W/out line items radio button. Page 53

H. How to research a check related problem by displaying the Check Register (FCHN) Accounts Payable You can filter your search even more by entering information on the Further Selections Tab. Step 3: Click the Execute button. The Check Register screen updates. Step 4: You can click on the any of the Check Numbers and the Display Check Information screen will display which tells you the payment date and check encashment date. (You can also sort the columns in the register). Page 54 This document last modified: 5/12/2014

Accounts Payable H. How to research a check related problem by displaying the Check Register (FCHN) Step 5: You can display the document by clicking on the Payment Document button. Step 6: Click the Back button to return to the Display Check Information screen. Page 55

H. How to research a check related problem by displaying the Check Register (FCHN) Accounts Payable Step 7: Click the Check recipient button. Step 8: The Check Recipient dialog box displays. Step 8: Click the Accompanying Docs button and an invoice list displays. Page 56 This document last modified: 5/12/2014

Accounts Payable H. How to research a check related problem by displaying the Check Register (FCHN) Note: You can use Transaction FCH1 if you want to look up a particular check and you know the check number. Page 57

I. How to Confirm Vendor ACH Payment (FBL1N) Accounts Payable I. How to Confirm Vendor ACH Payment (FBL1N) Step 1: Enter FBL1N or click on the transaction in your favorites. Step 2: a. Enter the vendor account number. b. Enter the clearing date range of interest. c. Under Type check Normal items, Special G/L transactions, and Noted items. Step 3: Click the Execute button. Page 58 This document last modified: 5/12/2014

Accounts Payable J. How to request a check cancel or reissue or a Vendor check refund. Step 4: When the report displays, add payment method to the layout. Payments made by AP ACH will display Payment Method A. J. How to request a check cancel or reissue or a Vendor check refund. 1. If you need a check cancelled or reissued use the Check and Invoice Cancellation form on the Bureau of Financial Services website in the Resources for City employees area www.portlandoregon.gov/bfs. Complete, sign and scan the form including backup documents, if applicable and send to InBox SAP AP CANCEL via Outlook. Send the original check(s) to 106/1250 J. Maloney. Operational Accounting will request stop payments, reverse invoices and clear where appropriate. 2. The most efficient way to process a Vendor refund is if the Vendor issues a credit memo. However, if there is no credit memo use the Vendor Overpayment Refund Form on the Bureau of Financial Services website in the Resources for City employees area www.portlandoregon.gov/bfs. Complete, sign and scan the form including backup documents, if applicable and send to InBox SAP AP CANCEL via Outlook. Operational Accounting will deposit vendor refund checks, then clear CR Memo(s) where appropriate. The bureau will update AP invoices and goods receipts where appropriate. Page 59

Quick Guide Accounts Payable Quick Guide Below is a consolidated list of transaction codes and report codes to help you in your role as a Bureau AP Processor. Transactions T-Code MIRO MR8M FB02 FV60 Description/Use Post a PO-Related Invoice, Process a Credit Memo, Process a Subsequent Credit, Process a Subsequent Debit Reverse a Posted PO-Related Invoice Change a PO-Related Invoice Park a Non-PO Related Invoice, Park a One-Time Vendor Refund, Process Petty Cash Replenishment, Park an Employee Reimbursement, Set-Up an Account Assignment Template, Process a Non-PO Related Credit Memo F-47 Process a Vendor Down Payment Request ZVR1 FBL1N or FB02 Request New Vendor Record, Request Vendor Record Update Block or Unblock an Invoice Reports/Lists T-Code Description/Use XK03 ZVLIST FB03 FBV3 ME23N Displays Vendors List of Vendors Displays Posted Documents Displays Parked Documents Displays Purchase Orders Y_DRP_63000031 List of Purchase Orders Page 60 This document last modified: 5/12/2014

Accounts Payable Quick Guide T-Code Description/Use Y_DRP_63000036 Displays Cancelled and Voided Checks Y_DRP_63000035 Displays Payments by Due Date and Method MIR5 FCHN FCH1 FBLIN Displays List of Invoice Documents Displays Check Register Displays Information on a single check payment Confirm Vendor Payment Page 61

SAP Icons Accounts Payable SAP Icons Page 62 This document last modified: 5/12/2014

Accounts Payable Glossary of Terms Glossary of Terms Term Account Assignment Description Specifies which accounts to post to for the transaction. Account Groups Different types of vendor records. Also determines the vendor account number range. Baseline Date Date from which the system calculates the payment due date and the cash discount deadline. The date should not be overwritten. City-Held Credit Memo Retention held by the City and paid over the life of a contract or until specific milestones are met. Reduces the amount payable to the vendor. Used to decrease both quantity and amount on original purchase order billed on a separate invoice. Goods Receipt (GR) Indicates receipt of goods or acceptance of services. The Goods Receipt process uses the MIGO transaction. Goods receipts can be processed for total or partial receipt of goods or services ordered. The bureau PO processor or Central Purchasing create the goods receipt upon arrival of the good or service. Multiple Account Assignment Distribution of quantity and amount is assigned to more than one account based on either quantity or percentage. Non-PO Invoice Invoices that do not reference a purchase order. Items identified on the Payment Authorization List ) are entered using a Non-PO Invoice. (List available on Financial Services website) Order Address An address where orders are mailed. This can be an address on the primary vendor master record (ZVND) or an alternative order address (ZVOA). For example, when a vendor has more than one physical location (a branch store or a sub-division of a parent Page 63

Glossary of Terms Accounts Payable Term company). Description Park Function that creates an invoice document and saves the data in SAP, but does now allow payment. A Bureau AP Approver then posts the document. If a transaction is parked as a non-po invoice and is not on the Authorization list, it will get blocked by Operational Accounting. Post Posting Date Records an invoice document as an open liability and makes it available for payment per terms on vendor master record. The date a transaction is posted within SAP. The date defines to which accounting period a transaction is assigned. For AP transactions the posting date is the date of entry of the transaction. PO Invoice Purchase Order (PO) Written notice from Vendor that references a PO and requests payment for deliver goods or services. Request or instruction from City Bureau to a vendor to deliver a quantity of material or to perform services at a certain point in time. The City of Portland uses two types of Purchase Orders: Distributed purchase order (DPO): Used for goods or services of $5000.00 or less or to purchase from an established contract. Standard purchase order: Used for purchases above $5000.00 and maintained by Central Purchasing. Remit Address An address where payments are mailed. This can be an address on the primary vendor master record (ZVND) or an alternative remit address (ZVRT). Retention Contractually agreed upon dollar amount or percentage of payments to be withheld from periodic payments to a contractor as security for the contract. Page 64 This document last modified: 5/12/2014

Accounts Payable Glossary of Terms Term Subsequent Credit Description Reduces the amount payable to the vendor. Used to decrease only the amount on original purchase order billed on a separate invoice. Subsequent Debit Vendor Invoice Date Vendor Master Record Vendor Overpayment Refund Increases the amount payable to the vendor. Used to increase only the amount on original purchase order billed on a separate invoice. Date on the vendor s invoice. Data record containing information on the City s creditors. The Vendor Master Record (ZVND) retains all the address, banking and other details about the vendor that is needed for remittance. See appendix on how to request a new vendor record. The process when a vendor issues a check to the City to refund an overpayment of an invoice. The form is available on the Financial Services website. Page 65