Accunts Payable - Lcalizatin fr Saudi Arabia PUBLIC Financial Accunting (FI) 1
Cpyright Cpyright 2013 SAP AG. All rights reserved. SAP Library dcument classificatin: PUBLIC N part f this publicatin may be reprduced r transmitted in any frm r fr any purpse withut the express permissin f SAP AG. The infrmatin cntained herein may be changed withut prir ntice. Sme sftware prducts marketed by SAP AG and its distributrs cntain prprietary sftware cmpnents f ther sftware vendrs. Natinal prduct specificatins may vary. These materials are prvided by SAP AG and its affiliated cmpanies ( SAP Grup ) fr infrmatinal purpses nly, withut representatin r warranty f any kind, and SAP Grup shall nt be liable fr errrs r missins with respect t the materials. The nly warranties fr SAP Grup prducts and services are thse that are set frth in the express warranty statements accmpanying such prducts and services, if any. Nthing herein shuld be cnstrued as cnstituting an additinal warranty. SAP and ther SAP prducts and services mentined herein as well as their respective lgs are trademarks r registered trademarks f SAP AG in Germany and ther cuntries. Please see http://www.sap.cm/crprate-en/legal/cpyright/index.epx#trademark fr additinal trademark infrmatin and ntices. Financial Accunting (FI) 2
Icns in Bdy Text Icn Meaning Cautin Example Nte Recmmendatin Syntax Additinal icns are used in SAP Library dcumentatin t help yu identify different types f infrmatin at a glance. Fr mre infrmatin, see Help n Help General Infrmatin Classes and Infrmatin Classes fr Business Infrmatin Warehuse n the first page f any versin f SAP Library. Typgraphic Cnventins Type Style Example text Example text EXAMPLE TEXT Example text Example text <Example text> EXAMPLE TEXT Descriptin Wrds r characters quted frm the screen. These include field names, screen titles, pushbuttns labels, menu names, menu paths, and menu ptins. Crss-references t ther dcumentatin. Emphasized wrds r phrases in bdy text, graphic titles, and table titles. Technical names f system bjects. These include reprt names, prgram names, transactin cdes, table names, and key cncepts f a prgramming language when they are surrunded by bdy text, fr example, SELECT and INCLUDE. Output n the screen. This includes file and directry names and their paths, messages, names f variables and parameters, surce text, and names f installatin, upgrade and database tls. Exact user entry. These are wrds r characters that yu enter in the system exactly as they appear in the dcumentatin. Variable user entry. Angle brackets indicate that yu replace these wrds and characters with apprpriate entries t make entries in the system. Keys n the keybard, fr example, F2 renter. Financial Accunting (FI) 3
Financial Accunting (FI) 1 Accunts Payable (FI-AP) The Accunts Payable (FI-AP) cmpnent cvers the mst imprtant laws and business practices specific t Saudi Arabia. The fllwing dcumentatin describes these aspects f the cmpnent. Fr generic infrmatin abut FI-AP, see Accunts Receivable and Accunts Payable Overview [External]. 1.1 Vendr Certificates Several certificates have t be btained by vendrs in Saudi Arabia frm the gvernment as a prerequisite fr ding business in the cuntry. They are required t stre the infrmatin related t these certificates tgether with the vendr master recrd. The vendr certificates functinality enables the maintenance f infrmatin related t existing vendr certificates in the vendr master alng with infrmatin related t its validity. An example f a legally required certificate in Saudi Arabia is the cmmercial registratin certificate. All merchants that have 100,000 Saudi Riyals in capital are legally required t register with the Cmmercial Register Office and are issued a cmmercial registratin certificate with a Cmmercial Registratin Number (CRN). These certificates are nly valid fr a limited time and must be renewed peridically. Similarly, there are ther certificates like the Zakat certificate and the GOSI certificate which must als be btained by vendrs and the certificate details need t be captured in the vendr master recrd. Features Yu use this slutin t capture the varius certificates and their validity fr yur vendrs. Vendrs with expired certificates can be blcked frm being invlved in business activities within the system and then be unblcked when they have submitted a valid certificate. 1.1.1 Custmizing fr Vendr Certificates 1.1.1.1 Technical Settings: T custmize the functins fr vendr certificates fr use in Saudi Arabia, make the fllwing technical settings: In Financial Accunting (New), under Accunts Receivable and Accunts Payable Vendr Accunts Master Data Preparatin fr Creating Vendr Master Data Adptin f Custmer s Own Master Data Fields Prepare Mdificatin-Free Enhancement in Vendr Master Recrd In Financial Accunting (New), under Create a new screen grupcr with the descriptin Certificate. Select the rw with the new entry and prceed t Label Tab Pages within Dialg Structure. On the new screen entercr in Functin Cde with the descriptincertificate details. Select the checkbxes fr Active(IMG) and Financial Accunting (FI) 4
Accunts Receivable and Accunts Payable Vendr Accunts Master Data Preparatin fr Creating Vendr Master Data Adptin f Custmer s Own Master Data Fields Business Add-In: Prcessing f Master Data Enhancements In Financial Accunting (New), under Accunts Receivable and Accunts Payable Vendr Accunts Master Data Preparatin fr Creating Vendr Master Data Adptin f Custmer s Own Master Data Fields Business Add-In: Custmer Subscreens Active(Impl.) that crrespnd t the BAdI Implementatin IDSAU_CR_VENDOR_DATA. Select the checkbxes fr Active(IMG) and Active(Impl.) that crrespnd t the BAdI Implementatin IDSAU_CR_VENDOR_DATA_CS. 1.1.1.2 Custmizing Settings fr enabling vendr certificates functinality T custmize the functins fr vendr certificates fr use in Saudi Arabia, make the fllwing custmizing settings: Certificate definitin Yu can define multiple certificates fr yur vendrs. Certificates are identified with a unique certificate ID. Yu define the varius certificates and their descriptins in custmizing as fllws: Financial Accunting (New) -> Accunts Receivable and Accunts Payable -> Vendr Accunts -> Master Data -> Preparatins fr Creating Vendr Master Data -> Accunts Payable Master Data fr Saudi Arabia -> Define Certificate ID CC CR ZC SC GC CS Certificate ID Certificate Descriptin Chamber f cmmerce certificate Cmmercial Registratin Zakat Certificate Saudizatin certificate GOSI certificate Cntractrs classificatin certificate Certificate assignment After defining the certificate, this certificate will need t be assigned t the cuntry where it is relevant fr use, in a custmizing. It will be pssible t specify which vendr accunt grup this certificate is applicable fr. If the certificate is valid fr all vendr accunt grups, this field will be filled with *. In this custmizing, it will als be pssible t specify whether a certificate is mandatry r nn-mandatry. It shuld be pssible t define the certificate id as mandatry r nn-mandatry fr a vendr accunt grup. Fr mandatry certificates, it will be pssible t specify whether user will get an errr r a warning message nly during the vendr master maintenance if a mandatry certificate is nt maintained. The certificate assignment will be maintained in the fllwing custmizing: Financial Accunting (FI) 5
Financial Accunting (New) -> Accunts Receivable and Accunts Payable -> Vendr Accunts -> Master Data -> Preparatins fr Creating Vendr Master Data -> Accunts Payable Master Data fr Saudi Arabia -> Assign certificate Cuntry Vendr Accunt Grup Certificate ID Certificate Descriptin Mandatry KSA 0001 CC Chamber f cmmerce certificate Y with errr KSA 0002 CC Chamber f cmmerce certificate Y with warning KSA * CR Cmmercial Registratin Y with errr KSA * ZC Zakat Certificate N KSA * SC Saudizatin certificate N KSA * GC GOSI certificate N KSA * CS Cntractrs classificatin certificate N In this Custmizing activity, yu assign the defined certificates t be maintained fr vendrs t the specified cuntry and vendr accunt grup. Certificates are identified using the certificatin ID. Yu will als maintain whether the certificate is mandatry fr maintenance fr the cuntry and vendr accunt grup cmbinatin. The pssible values fr this field are: Yes with errr: Mandatry certificate. Default errr during vendr master maintenance if details fr this certificate nt maintained. Yes with warning: Mandatry certificate. Default warning during vendr master maintenance if details fr this certificate nt maintained but allw t save. N: Nt mandatry certificate. Defining vendr blck in case f expired certificates It will be pssible t maintain blck settings fr vendrs in case f expired certificate if required. This blck setting is maintained at the cmpany cde and certificate id level. Yu use the certificatin ID key as an identifier f the certificate t supprt the blcking r unblcking f vendrs based n lcal legal requirements regarding certificatin. If n custmizing is maintained here fr cmpany cde and certificate id cmbinatin, that particular certificate will nt be applicable fr the certificate expiry check and vendr blck. The vendr blck settings will be maintained in the fllwing custmizing: Financial Accunting (New) -> Accunts Receivable and Accunts Payable -> Vendr Accunts -> Master Data -> Preparatins fr Creating Vendr Master Data -> Accunts Payable Master Data fr Saudi Arabia -> Specify Vendr Blcking setting fr expired certificates Cmpany cde Certificate Blck / Warning ID Blck Tlerance (days) Autmatic unblck Send Email Email User 1000 CC W X X XYZ 1000 CR B 1001 ZC B 30 X X XYZ SAFM CR B X X ABC Financial Accunting (FI) 6
In this Custmizing activity, yu manage the behavir fr blcking vendrs based n the expiry f their certificates. The certificate ID can either have the blck setting set a: B: Blck in case f expired vendr certificate fr this certificate id, the vendr will be blcked at this cmpany cde level. W: Warning in case f expired vendr certificate fr this certificate id, the vendr will nt be blcked at this cmpany cde level but a warning will be displayed at the time f vendr master maintenance and als at the time f running the vendr certificate validity prgram fr certificates. (details in subsequent sectin) In case the blck setting is maintained as warning (W), the autmatic unblck ptin will nt be allwed. In case a vendr has t be blcked at the cmpany cde level due t expiring certificates, there will be a single blck reasn being set by the applicatin fr any expired certificate. Specify Blck Reasn fr expired certificates (at cuntry level) The vendr blck reasn will need t be maintained in the fllwing custmizing: Financial Accunting (New) -> Accunts Receivable and Accunts Payable -> Vendr Accunts -> Master Data -> Preparatins fr Creating Vendr Master Data -> Accunts Payable Master Data fr Saudi Arabia-> Specify Blck reasn fr expired certificates Cuntry Blck reasn KSA 11 In this custmizing active, yu will select the blck reasn t be set fr the vendr in case it is being blcked due t expired certificate. It will nly be pssible t set a single blck reasn n the vendr master irrespective f the number f expired certificates fr the same vendr. In rder t view which certificate has expired, the user can lk at the vendr certificate summary table maintained in vendr master r else run the blcking prgram fr the vendr in manual blcking mde and review the list f expired certificates. 1.1.2 Vendr Certificate Maintenance This sectin describes hw t maintain certificates fr vendrs in the vendr master. Once the prerequisite custmizing mentined in sectin 1.1.1 have been maintained, it will be pssible t maintain certificates fr vendrs in the vendr master in the fllwing way. 1.1.2.1 Certificate Maintenance in Vendr Master A new buttn fr Certificates is nw available in the vendr master fr maintenance f certificates in vendr master. Clicking f this buttn takes the user t a new lcalizatin screen fr certificate maintenance fr the vendr. Financial Accunting (FI) 7
This screen will be used t create, edit, display vendr certificate details. User will be allwed t maintain multiple certificates fr the same vendr and certificates will be identified with the unique certificate id defined fr each certificate. It will nly be pssible t maintain a vendr certificate defined fr the cuntry and vendr accunt grup in the custmizing (Financial Accunting (New) -> Accunts Receivable and Accunts Payable -> Vendr Accunts -> Master Data -> Preparatins fr Creating Vendr Master Data -> Accunts Payable Master Data fr Saudi Arabia -> Define Certificatin ID) The Certificate summary table n the screen will shw all the existing certificates maintained fr the vendr this will include active and inactive certificates. Certificates which are deleted will have an inactive status and will still be displayed in this table as histrical infrmatin related t the certificate. Since it is pssible t maintain multiple certificates fr the same certificate id, there will be a main certificate checkbx which needs t be specified fr each certificate type/id s the same is used during reprting. (fr example the main certificate maintained fr certificate ID fr cmmercial registratin will be picked up in the Zakat reprt). By default the first certificate maintained fr the certificate ID needs t be ticked as the main certificate. In the create and change mde f the vendr master, it will be pssible t create, edit, delete the vendr certificate details. In the display mde f the vendr master, the create (add new and cpy), delete buttns will be disabled and data will be nly be displayed in display mde. Creatin f new certificate fr the vendr r editing f an existing certificate shall be dne this Certificate summary table itself and upn save, will be updated in the database table. Exemptins pssible via vendr certificate maintenance: T exempt a vendr frm the mandatry maintenance f a certificate and the certificate expiry blck check, the apprpriate exempt status will have t be selected at the certificate level in the table. Exemptin status can be: Nne n exemptin frm mandatry certificate maintenance and certificate expiry check fr vendr blck N certificate maintained check exemptin frm maintenance f mandatry certificate (all certificate maintenance fields t be disabled) Financial Accunting (FI) 8
N certificate expiry check - Exemptin frm vendr blcking in case f expired certificate Attachments functinality with Vendr certificate maintenance: It is als pssible t uplad the scanned certificate as attachment t the certificate detail maintained in the vendr certificate table. The attachments can be upladed and viewed in the change and display mde f the vendr certificate maintenance and nt in the create mde. In rder t uplad a certificate fr a particular recrd maintained in the certificate details table, select the relevant rw and click n the Create certificate attachment buttn. Once the certificate is attached t the recrd, the first clumn fr Attachments, will be updated with a tick mark t dente that an attachment exists fr this particular recrd. In rder t view the attachment maintained fr a particular recrd, click n the Display attachments buttn. On clicking n this buttn, a new subscreen displaying the list f attachments upladed fr this recrd will be displayed t the user. Srting feature in vendr certificate maintenance: It is pssible t srt the recrds in the vendr certificate details table. The srting can be in ascending r descending rder n any f the clumns f the table using the fllwing buttns: Hwever, the system will als implicitly further srt the recrds such that the Active status recrds are shwn n tp and then the inactive recrds are displayed. 1.1.3 Reprt Cuntry-versin Saudi Arabia includes the reprt described in the fllwing dcumentatin. 1.1.3.1 Vendr Certificate Validity Check In Saudi Arabia, merchants are required t maintain several certificates that are prerequisites fr ding business in the cuntry. Fr example, all merchants that have 100,000 Saudi Riyals in capital are legally required t register with the Cmmercial Register Office and are issued a Financial Accunting (FI) 9
cmmercial registratin certificate with a Cmmercial Registratin Number (CRN). These certificates are nly valid fr a limited time and must be renewed peridically. Features Yu use this reprt (RFIDSAU_CR_VC) t display a list f vendrs and their certificate validity dates s based n their certificate validity, they can be selected fr blcking r unblcking. The field Cmpany Cde is mandatry. The Certificate ID and Vendr fields are ptinal, yu use these fields if yu want t run the reprt fr a range f vendrs r certificates. Validity Date ppulates autmatically with the current date but can be adjusted manually. The reprt can be run in any f the fllwing type f runs: Manual Blcking mde: List f expired vendrs will be shwn as utput and user can manually chse vendr t be blcked If yu run the reprt with Manual Blcking selected, then the utput will display a list f vendrs with certificates lder than the current validity date r tlerance days yu have specified in the Custmizing activity Specify Blcking Behavir fr Certificates s that yu can blck them. Certificates where yu have selected Yes, with warning in the Custmizing activity Assign Certificate IDs are als displayed in the utput. The checkbx fr these certificates is nt selectable s yu cannt blck the vendr based n that certificate. Manual Unblcking mde: List f blcked vendrs with valid certificates will be shwn as utput and user can manually chse vendr t be unblcked If yu run the reprt with Manual Unblcking selected, then the utput will display a list f vendrs with certificate validity dates mre recent than the validity date in the selectin screen s that yu can unblck them. Autmatic (Backgrund Run) mde: Expired vendrs will be blcked and blcked vendrs with valid certificates will be unblcked autmatically in the backgrund. Only lg generated Yu als have the ptin t run the reprt in the backgrund autmatically by selecting Autmatic (Backgrund Run). The system will then autmatically blck all vendrs with a certificate validity date lder than the validity date entered in the selectin screen and, inversely, unblck all vendrs that nw have a certificate validity date that is mre recent than the date entered in the selectin screen and were previusly blcked. Whether the reprt is run manually r in the backgrund, the system lgs the results and sends them t the mailbx f the user specified in the Custmizing activity Specify Blcking Behavir fr Certificates. The mail cntains the lg f vendrs that were blcked, unblcked, r culd nt be blcked because they were already blcked in the in the system fr ther reasns. When yu run the reprt with Autmatic (Backgrund Run) selected, yu can review the result lg n demand. T enable this lg yu must initially create a new lg bject: 1. Run transactin SLG0 and create the lg bjectcrb with descriptincmmercial Registratin Blcking. 2. Prceed t Sub-bjects and create the sub-bjectmigrate, with descriptin Migratins lg fr CRB. Financial Accunting (FI) 10
With the new lg bject created, yu will be able t view the Autmatic (Backgrund Run) results lg n demand by running transactin SLG1, selecting lg bject CRB and sub-bject Migrate, then execute. Prerequisites Yu must have made settings in these Custmizing activities: Accunts -> Master Data -> Preparatin fr Creating Vendr Master Data -> Adptin f Custmer s Own Master Data Fields -> Prepare Mdificatin-Free Enhancement in Vendr Master Recrd Quality Management -> QM in Lgistics -> QM in Prcurement -> Define Delivery Blck Accunts -> Master Data -> Preparatin fr Creating Vendr Master Data -> Adptin f Custmer s Own Master Data Fields -> Business Add-In: Prcessing f Master Data Enhancements Accunts -> Master Data -> Preparatin fr Creating Vendr Master Data -> Adptin f Custmer s Own Master Data Fields -> Business Add-In: Custmer Subscreens Accunts -> Master Data -> Preparatins fr Creating Vendr Master Data -> Accunts Payable Master Data fr Saudi Arabia -> Define Certificate IDs Accunts -> Master Data -> Preparatins fr Creating Vendr Master Data -> Accunts Payable Master Data fr Saudi Arabia -> Assign Certificate IDs Accunts -> Master Data -> Preparatins fr Creating Vendr Master Data -> Accunts Payable Master Data fr Saudi Arabia -> Specify Blcking Behavir fr Certificates Accunts -> Master Data -> Preparatins fr Creating Vendr Master Data -> Accunts Payable Master Data fr Saudi Arabia -> Specify Vendr Blcking Reasn fr Expired Certificates Output The reprt displays a list f vendrs and their certificate ID, certificate number, registratin city, and the valid frm and t dates f the certificates. In the list f vendrs, select the checkbx next t yur chsen vendrs and the actin yu have indicated n the main screen is perfrmed upn saving yur selectins. Financial Accunting (FI) 11