SAP Business : Correspondence with Vendors
This SAP business process refers to the process of creating and sending correspondence to vendors.
Common Business Requirement
The most common form of correspondence that the company sends to vendor is balance confirmation letter. In general, balance confirmation letter will be sent via email to vendors.
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SAP Business : Accounts Payable Interest Calculation
This SAP business process covers the process of calculating interest payable to vendors.
Common Business Requirement
To calculate vendor interest using the SAP system, interest indicator needs to be maintained. Thereafter, there are several ways to calculate vendor interest:
- Calculate interest without open items.
The SAP system calculates interest on cleared vendor items (late payments) and post the interest. - Calculate interest with open items.
The SAP system calculates interest on open (overdue) vendor items and cleared vendor items and posts the interest. - Calculate interest without posting.
The SAP system calculates interest on open and/or cleared vendor items and does not post the interest.
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SAP Business : Clear Accounts Payable
This SAP Business refers to the process of manually clearing vendor accounts.
Common Business Requirement
Manual clearing of vendor account is required where staff advance is posted in SAP system via special GL indicator. When the payroll text file from SAP HR system is uploaded, there will be a credit posting to the staff advance special GL account.
Hence, clearing of the staff advance special GL account must be performed by vendor account number via the account payable (AP) manual clearing function.
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SAP Business : Down Payment to Staff
This SAP process refers to the process of making staff advances.
Common Business Requirement
Staff advance will be handled within the account payable (SAP AP) module if the country is not using any other application (e.g. SAP Travel Management) to handle staff advance.
Advances will be given to employees by company for approved purposes such as travelling or housing expenses. Advance payment can be made via payment run (automatic payment program) or manually.
After the staff advance has been posted in SAP system, the information will be passed to the Human Resource Department. Standard Vendor Balances in Local Currency report or customised Main Account Detail report will be generated to extract the staff advance information.
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SAP Business : Down Payment to Vendor
This SAP business process covers processing down payment request, down payment to vendors as well as handling letter of guarantee.
Common Business Requirement
Where agreement with the vendor is such that a payment must be made before receipt of goods or services, down payment will be made. Basically, there are three ways to make down payment:
- Post down payment directly.
- Post down payment request and then post down payment with reference to down payment request. Down payment request creates a noted item against the vendor.
- Post down payment request and pay via the automatic payment program via F110 transaction.
Normally, letter of guarantee will be posted via statistical posting function.
When invoice pertaining to existing down payment or letter of guarantee is posted, the SAP system issues a message informing about the existing down payment or letter of guarantee. Thereafter, down payment should be cleared or letter of guarantee reversed.
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SAP Business: Payment Processes
SAP Business Process: Payment Processes
The alternative way to make paymemt are:
- Manual Payment
- Cheque Lot Maintenance
Manual Payment
Unlike in automatic payment via F110 Transaction, when making manual payment in SAP, only one vendor can be paid at a time. Also, the bank clearing account from which the payment is to be done must also be manually entered. Moreover, the specific invoice in SAP syetem to be paid must be manually selected.
Cheque Lot Maintenance
For facilities using cheques with pre-printed numbers to settle their payables, SAP system can be configured to keep track of their cheque numbers usage in the system to ensure fraud is prevented. This can be done by utilizing the cheque lot management functionality.
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