Accounts Payable payables@txstate.

edu

How to Look Up Vendor HistoryFBL1N

1. How can I tell if an invoice has been paid?
Enter SAP screen FBL1N (Vendor History). This will display individual vendor transactions. Enter the Vendor # and click on the buttons indicated. Enter a date range if the vendor has massive invoices/history. Click on execute.

Execute

How to Look Up Vendor Payment FBL1N

Vendor #

TEXAS STATE UNIVERSITY-SAN MARCOS

Click here

Enter date range or leave blank

Click all these boxes

http://www.txstate.edu/gao/ap/

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How to Look Up Vendor HistoryFBL1N

2. Green indicates paid invoices; yellow red is posted not yet paid.

is entered not yet posted;

Reference Key column Document # (19xxxxx is NPO and Earmarked Funds Reimbursement; 5105xxx is a PO entry; 20xxxx is the payment; 76xxxx is TRAVELTracks If red and the PBk column contains a code, R = Needs Goods Receipt, T = Needs approval signature, C = Travel Advance held until due date. Type column RE = PO Document; ZP = Payment; KR = NPO Document; KG = Credit Memo; BK = Bookstore; LB = Library Document; TM = TRAVELTracks; TI or TO = NPO Travel Reference column Vendor invoice # PM column indicates payment type. D = direct deposit; C = check; U = USAS State funds; A = American Express

How to Look Up Vendor Payment FBL1N

TEXAS STATE UNIVERSITY-SAN MARCOS

$379.72 was paid by check on 9/20/05 for the credit memo and invoice listed below the payment.

$246.98 was encumbered 2/15, and $246.98 was paid by check on 2/23.

http://www.txstate.edu/gao/ap/

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How to Look Up Vendor HistoryFBL1N

3. Payment by check Double click on the document number to obtain the check information.

How to Look Up Vendor Payment FBL1N

TEXAS STATE UNIVERSITY-SAN MARCOS

Double click to get check info

4. The following screen will appear. Click on Environment

Click on Environment

http://www.txstate.edu/gao/ap/

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How to Look Up Vendor HistoryFBL1N

5. Click on Check Information

Click on Check Information

How to Look Up Vendor Payment FBL1N

TEXAS STATE UNIVERSITY-SAN MARCOS

The check information such as amount, date issued, and date bank cleared will appear.

Check #

http://www.txstate.edu/gao/ap/

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How to Look Up Vendor HistoryFBL1N

6. If you need to go further and see what a particular invoice paid, double click on the document #. The following is an example looking at a PO document (document # begins with 5105.).

How to Look Up Vendor Payment FBL1N

TEXAS STATE UNIVERSITY-SAN MARCOS

Double click on the document #

http://www.txstate.edu/gao/ap/

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How to Look Up Vendor HistoryFBL1N

The following screen will appear. Click on Environment

Click here

How to Look Up Vendor Payment FBL1N

TEXAS STATE UNIVERSITY-SAN MARCOS

The following screen will appear. A pop-up menu will appear. Scroll down to Document Environment and then click on Original Document

http://www.txstate.edu/gao/ap/

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How to Look Up Vendor HistoryFBL1N

The following screen will appear. The invoice information is available. You can also click on the PO# and it will take you to the PO environment and you can look at the cost center/fund and PO history.

How to Look Up Vendor Payment FBL1N

TEXAS STATE UNIVERSITY-SAN MARCOS

Double click on the PO to look at the PO information

http://www.txstate.edu/gao/ap/

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How to Look Up Vendor HistoryFBL1N

NPO documents will begin with 1900.. Double click on the document #

How to Look Up Vendor Payment FBL1N

TEXAS STATE UNIVERSITY-SAN MARCOS

Double click on document #

The following screen will appear. Click on Document Overview icon looks like mountain w/sun

Click here

http://www.txstate.edu/gao/ap/

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How to Look Up Vendor HistoryFBL1N

The following screen will appear. The account information used on the NPO will appear.

How to Look Up Vendor Payment FBL1N

TEXAS STATE UNIVERSITY-SAN MARCOS

G/L acct # Fund & Cost Center

http://www.txstate.edu/gao/ap/

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