1. Welcome to the Accounts Payable Invoice Processing Course

2. Welcome and Introductions Logistics Ground Rules Course Objectives
Instructor, Ramon Mira
Welcome and Introductions
Logistics
Ground Rules
Course Objectives
Course Content

3. Accessing SAP

4. Accessing SAP

5. Accessing SAP | Login

6. Course Agenda Chapter Description 1 Process PO Based Invoices 2
Blocking and Reversing 3
Processing Credit Memos

7. By the end of this class, you will be able to: Describe 3 way matching
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

8. Course Chapters Chapter Description 1 Process PO Based Invoices 2
Blocking and Reversing 3
Processing Credit Memos

9. By the end of this Chapter, you will be able to:
Chapter Objectives
By the end of this Chapter, you will be able to:
Describe the Purchasing Process
Describe 3 Way Matching
Describe Filenet Integration with SAP

10. Purchasing Process Overview
Create Shopping Cart
Approve Shopping Cart
Purchase Order
Confirmation/ Goods Receipt
Vendor Payment
The following Purchasing to Payable flow will provide you with an overview of the process…
All schools and offices will use the new Supplier Relationship Management (SRM) system to create Shopping Carts…
After the Shopping Cart is approved and if the purchase is from…a District Warehouse, the system will automatically create a Stock Transport Order (STO)…
OR if the purchase is from an outside vendor, the Purchase Order is created and issued to the vendor.
When the goods or services are received, the school or office will then enter a Confirmation.
When Accounts Payable receives the vendor invoice, the quantity and totals are matched between the invoice, PO, and Goods Receipt.
When a 3-way match is achieved, payment to the vendor can then be processed.

11. PO Based Invoice Verification Process:
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 = =

12. 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

13. Notification
Missing Goods Receipt An Automatic reminder is sent when an invoice is processed and a Goods Receipt is missing.

14. Confirmation/ Goods Receipt
Encumbarance
Funding for PO Based Invoices will be encumbered before the invoice is received
Encumbered
Confirmation/ Goods Receipt
Vendor Payment
Approve Shopping Cart
Purchase Order
Create Shopping Cart

15. 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

16. Filenet Invoice Displayed Alongside SAP

17. 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

18. By the end of this Chapter, you will be able to:
Chapter Objectives
By the end of this Chapter, you will be able to:
Describe Work Distribution with SAP
Describe PO Based Invoice processing
Describe Credit Memo Processing

19. Invoices that are PO Based will be 3 Way Matched
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.

20. 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
Universal Work List
AP Central Clerk
Process Invoice
MIRO
AP Central Clerk
Post Invoice
MIRO
AP Central Clerk

21. 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

22. 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

23. Entering a PO Based Invoice

24. 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.

25. Process PO Based Invoice - Exercise
Exercise: Process PO Based Invoice
To complete this exercise follow the instructions listed here.

26. Course Chapters Chapter Description 1 Process PO Based Invoices 2
Blocking and Reversing 3
Processing Credit Memos

27. Blocking a Vendor Invoice
Vendors can be blocked for the following reasons:
Vendor is in litigation and we will withhold payment until ruling

28. 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.

29. Blocking a Vendor Invoice
Exercise: Blocking a Vendor Invoice for Payment
To complete this exercise follow the instructions listed here.

30. Documents that have not cleared can be reversed
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

31. 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.

32. Reversing a Posted Document
Exercise: Reversing a Posted Document
To complete this exercise follow the instructions listed here.

33. Course Chapters Chapter Description 1 Process PO Based Invoices 2
Blocking and Reversing 3
Processing Credit Memos

34. By the end of this Chapter, you will be able to:
Chapter Objectives
By the end of this Chapter, you will be able to:
Describe Credit Memo Process
Create Credit Memo

35. 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

36. Credit Memo Processing
Create Credit Memo
FB65
AP Central Clerk
Save as Completed
FB65
AP Central Clerk

37. Walkthrough Create Credit Memo
This is a demonstration only. Watch as the instructor shows you how to complete the task in SAP.

38. Exercise: Create Credit Memo
To complete this exercise follow the instructions listed here.

39. BASE Training Center Website [http://basetraining.lausd.net] ]
BASE Training Center Single point of access for SAP End-User Documentation/Materials.
This website will make it easier for end users to access related business process materials.
The materials will include the following:
Course Presentations
Simulations
Quick Reference Guides
Job Aids
There will be Refresher (Open House) sessions and will be included in the Announcement section.

40. You have just completed the ….course. Thank you for attending!