User Manual FI03: Title: Module Name

User Manual FI03
Title:
Module Name :
AP Document Enty & Account Analysis

Account Payable Module
OVERVIEW
Accounting Transaction In Accounts Payable
The unit explains the various accounting transactions in accounts payable such as parking
checking and approving invoices. It will also help in understanding how Accounts Payable
records all accounting transactions for dealings with suppliers.
It will covers the following scenarios relating to vendor transactions :
Course
Transaction Code
FI03.01.01
FI03.01.02
FI03.02.01
FI03.02.02
FI03.03.01
FI03.03.02
FI03.03.03
FI03.04.01
FI03.04.02
FB60
F-43
FB65
F-41
FK10N
FBL1N
F-44
FV60
FV65
Description
Vendor Invoice
Vendor Invoice General
Vendor Credit Memo
Vendor Credit Memo General
Display Vendor Balances
Display / Change Line Items
Clear Vendor
Park or Edit Invoice
Park/Edit Credit Memo
Input - Required Fields
Company Code
Account Group
Field Value / Comments
1021
Procedural Steps
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FI03.01.01

Posting Vendor Invoices
This transaction allows you to enter vendor invoices. It creates postings in Accounts
Payable Sub Ledger and updates also the relevant GL Accounts (e.g. reconciliation
account). You can use this transaction to post the invoices that do not pass through
Purchasing Department. Instances of when a vendor invoice will be posted by AP will be
payments for electricity bills, telephone charges etc. In this exercise you will enter and
post vendor invoice.
Via Menus
Accounting Financial Accounting Accounts Payable Document Entry

FB60- Invoice
Via Transaction Code
FB60
Click on the
button and Enter Company code 1021 in the field.
Update the following Required ( R ) and Optional ( O ) field

Field Name
Vendor
Invoice Date
Reference
Amount
Text
G/L Account
D/C
Amount In Doc Curr
Cost Center
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Description
Code identifying the
vendor account
Date of Invoice
Additional document
description
Amount of invoice
Description of line item
The Account Being
Charged or Debited
Code identifying whether
line item is a debit
or a credit
Amount to be posted for
the line item
Cost Center
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R/O
R
Values ( Example )
1000054
R
R
04062010
PO 1234567
R
O
R
50000
Invoice for PO 1234567
5010106
Debit
50000 or *
2101101
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Click on
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button to replicate an overview of a document before posting.
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Release: ERP 6.0
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Click on save

Button
The system will display the number of the document generated by this Invoice, record
this below
Press Shift+F3 to return to the SAP Easy Access screen. The system task is complete
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FI03.01.02

Post Vendor Invoice General
Via Menus

F-43- Invoice General
F-43

Field Name
Document date
Company Code
Currency
Reference
Posting Key
Vendor
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Description
Date of the document
circle
Document Currency
Additional document
description
In this field, the posting
key with which the next
document line item
should be entered is
specified.
Vendor Code
Prepared by:
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R/O
R
R
Values ( Example )
03062010
1021
R
R
INR
PO 789
31
1000054
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Click on Enter Button

Field Name
Description
Amount
Business Place
Section Code
Assignment
Amount of the Invoice

Representing the TAN no
Enter PO number of the
Invoice
Any other Details
key with which the
document line item should
be entered is specified.
Text
Posting Key
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R/O/
D
R
R
R
O
Values ( Example )
O
R
Invoice
40
Version: 1.0
Release: ERP 6.0
10000
2101
2101
PO 789
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Account

Expense General Ledger

Account being debited
5010106

Field Name
Description
Amount
Amount of the Invoice as

entered before
To identify the cost center
Any other detail
Cost Center
Text
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R/O/
D
R
Values ( Example )
R
O
2101103
*
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Release: ERP 6.0
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Click on Document Overview Button
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Click on Save

Button
The system will display a message at the status bar:
Press Shift+F3 to return to the SAP Easy Access screen.The system task is complete
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FI03.02.01

Post Vendor Credit Memo
The vendor invoice youve posted in the previous exercise contains an incorrect
amount. The vendor was invoiced for an excess amount. Youve asked the vendor to
issue a credit memo to correct this mistake. In this exercise you need to post the
received vendor credit memo
Via Menus

FB65- Creditmemo
FB65
Click on the

Field Name
Vendor
Invoice Date
Reference
Amount
Business Place
Section Code
Text
G/L Account
D/C
Amount In Doc Curr
Cost Center
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Description
vendor account
Date of Invoice
Additional document
description
Amount of invoice
Represents the TAN
Represents the TAN
The Account Being
Charged or Debited
or a credit
the line item
Cost Center
Prepared by:
Nidhi Tulshan
R/O
R
Values ( Example )
1000054
R
R
04062010
PO 1234567
R
R
R
O
R
20000
2101
2101
5010106
Debit
20000 or *
2101101
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Click on the
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Click on the Save

button
The system will display the number of the document generated by this Invoice
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FI03.02.02 Post Vendor Credit Memo General

Via Menus

F-41- Credit Memo General
F-41

Field Name
Document date
Company Code
Currency
Reference
Posting Key
Vendor
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Description
Date of the document
circle
Document Currency
Additional document
description
key with which the next
document line item
should be entered is
specified.
Vendor Code
Prepared by:
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R/O
R
R
Values ( Example )
03062010
1021
R
R
INR
PO 789
21
1000054
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Field Name
Description
Amount
Business Place
Section Code
Assignment
Amount of the Invoice

Enter PO number of the
Invoice
Any other Details
Text
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R/O/
D
R
R
R
O
Values ( Example )
Invoice
Version: 1.0
Release: ERP 6.0
7500
2101
2101
PO 789
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Posting Key
Account
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key with which the
document line item should
be entered is specified.
Expense General Ledger
Account being debited
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50
5010106
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Release: ERP 6.0
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Field Name
Description
Amount
Amount of the Invoice as

entered before
To identify the cost center
Any other detail
Cost Center
Text
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Nidhi Tulshan
R/O/
D
R
Values ( Example )
R
O
2101103
*
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Click on Document Overview Button
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Click on Save

Button
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FI03.03.01 Display Vendor Balances

This function allows you to display vendor balances (both per month and cumulative).
You can also display balances for more than one vendor account cross-company code
in a list.
In this exercise you need to : Display balances on the Vendor account
Via Menus
Accounting Financial Accounting Accounts Payable Account

FK10N Display Balances
FK10N

Field Name
Vendor
Description
Code identifying the vendor
account
Code identifying the circle
Year of the vendor balance
Company Code
Fiscal Year
Click the Execute
R/O
R
Values ( Example )
1000054
R
R
1021
2010
button to display a report.
You can display the line items or even particular document directly from this report.
For instance, to display all the documents for Period 3 mark this row on the report
screen (it will be highlighted in yellow) and click the Call up line item report
button. You can now see all the documents posted in Period 3.
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To display the details of a particular line item simply double-click on any listed
document the system will display this line item.
Click the Back
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button to return.
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FI03.03.02 Vendor Line Item Balances

Via Menus
Accounting Financial Accounting Accounts Payable Account

FBL1NDisplay/Change Line Items
FBL1N

Field Name
Vendor Account
Company Code
Description
R/O
Code identifying the vendor R
account
R
Values ( Example )
1000054
1021
Select Line Item selection

Open Items : Items that are or were open at the key date are displayed.
Cleared Items : Items that were cleared at the clearing date specified
All items : All items posted on the posting date specified are displayed.
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Click on Execute
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Button
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To display the details of a particular line item simply double-click on any listed document
the system will display this line item.
If you there is need, you can change some of the fields. Click the Display -> Change
button.
You can make changes
Click on Save
Button
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FI03.03.03 Clear Vendor

The function allows you to clear open items on Vendor account. You have to identify
open items that can be matched in terms of debits and credits. In this exercise you need
to clear open items on the Vendors account.
Via Menus
Accounting Financial Accounting Accounts Payable Account F-44 Clear
F-44

Field Name
Account
Clearing Date
Company Code
Description
Code identifying the vendor
account
Date when you want the
transaction to be
cleared. It is used later in a
header of a clearing
document.
R/O
R
Values ( Example )
1000054
05062010
1021
In the Additional selection , select the option for document selection

otherwise select None , all the documents will be selected
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All open items are selected by default.To deselect the items first click the Select all
button.Then click Deactivate Items
deactivated
button. All the open items are now
Now you need to choose and select the items you want to clear. Double click on the
INR Gross field for each of those items to be cleared.
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The items selected are highlighted in Blue , Click on Simulate

To post your entries, click the Save
system stored a clearing document.
The message bar displays:
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Button
button. No real posting took place, but the
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FI03.04.01 Park or Edit Invoice

Via Menus

Document Parking FV60 Park or Edit invoice
FV60
Click on the

Field Name
Vendor
Invoice Date
Reference
Amount
Text
G/L Account
D/C
Amount In Doc Curr
Cost Center
Last changed on:
Description
vendor account
Date of Invoice
Additional document
description
Amount of invoice
The Account Being
Charged or Debited
or a credit
the line item
Cost Center
Prepared by:
Nidhi Tulshan
R/O
R
Values ( Example )
1000054
R
R
04062010
PO 1234567
R
O
R
3000
5010106
Debit
50000 or *
2101101
Version: 1.0
Release: ERP 6.0
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Click on
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Nidhi Tulshan
Version: 1.0
Release: ERP 6.0
Page:
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Title:
Module Name :
Click on save

Button
The system will display the number of the document generated by this Invoice, record
this below
Press Shift+F3 to return to the SAP Easy Access screen. The system task is complete
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Prepared by:
Nidhi Tulshan
Version: 1.0
Release: ERP 6.0
Page:
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FI03.02.01

Park Vendor Credit Memo
Via Menus

Document Parking FV65 Park / Edit Credit Memo
FV65
Click on the

Field Name
Vendor
Invoice Date
Reference
Amount
Business Place
Section Code
Text
G/L Account
D/C
Amount In Doc Curr
Cost Center
Last changed on:
Description
vendor account
Date of Invoice
Additional document
description
Amount of invoice
Represents the TAN
Represents the TAN
The Account Being
Charged or Debited
or a credit
the line item
Cost Center
Prepared by:
Nidhi Tulshan
R/O
R
Values ( Example )
1000054
R
R
04062010
PO 12345678
R
R
R
O
R
20000
2101
2101
5010106
Debit
20000 or *
2101101
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Release: ERP 6.0
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Click on the
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Module Name :
Click on the Save

button
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Release: ERP 6.0
Page:
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User Manual FI03

AP Document Enty & Account Analysis

Input - Required Fields

Field Value / Comments

Last changed on:

User Manual FI03

AP Document Enty & Account Analysis

Posting Vendor Invoices

Accounting Financial Accounting Accounts Payable Document Entry

Via Transaction Code

button and Enter Company code 1021 in the field.

Update the following Required ( R ) and Optional ( O ) field

Last changed on:

User Manual FI03

Last changed on:

AP Document Enty & Account Analysis

button to replicate an overview of a document before posting.

User Manual FI03

AP Document Enty & Account Analysis

Last changed on:

User Manual FI03

AP Document Enty & Account Analysis

Post Vendor Invoice General

Accounting Financial Accounting Accounts Payable Document Entry

Via Transaction Code

Update the following Required ( R ) and Optional ( O ) field

Last changed on:

User Manual FI03

AP Document Enty & Account Analysis

Click on Enter Button

Amount of the Invoice

Last changed on:

User Manual FI03

AP Document Enty & Account Analysis

Expense General Ledger

Click on Enter Button

Amount of the Invoice as

Last changed on:

User Manual FI03

AP Document Enty & Account Analysis

Click on Document Overview Button

Last changed on:

User Manual FI03

AP Document Enty & Account Analysis

The system will display a message at the status bar:

Last changed on:

User Manual FI03

AP Document Enty & Account Analysis

Post Vendor Credit Memo

Accounting Financial Accounting Accounts Payable Document Entry

Via Transaction Code

button and Enter Company code 1021 in the field.

Update the following Required ( R ) and Optional ( O ) field

Last changed on:

User Manual FI03

AP Document Enty & Account Analysis

Click on Enter Button

Last changed on:

button to replicate an overview of a document before posting.

User Manual FI03

Click on the Save

AP Document Enty & Account Analysis

Last changed on: