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Project: Eimskip Group SAP R/3 Implementation

GROUP
SAP R/3 FINANCIALS
IMPLEMENTATION PROJECT
USER MANUAL

<FI - AP>

20th December, 2005

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Project: Eimskip Group SAP R/3 Implementation

TABLE OF CONTENTS
1

MASTER DATA.........................................................................3
1.1

Create Vendor Master Record..................................................................3

1.2

Change Master Record...........................................................................11

1.3

Block Master Record..............................................................................14

TRANSACTIONS.....................................................................17
2.1

Down Payments....................................................................................17

2.2

Vendor Invoice Posting.........................................................................21

2.3

Vendor Down Payment Clear.................................................................26

2.4

Vendor credit Memo posting..................................................................31

2.5

Outgoing Payment Manual.................................................................36

2.6

Display Line items.................................................................................41

2.7

Vendor Bank Guarantee........................................................................44

2.8

Vendor Account Clear............................................................................46

2.9

Vendor document Reversal....................................................................50

2.10

Display Vendor Account Balance...........................................................53

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Project: Eimskip Group SAP R/3 Implementation

1 MASTER DATA
1.1 Create Vendor Master Record
Business Process Description Overview
All vendor data is stored in the vendor master record and controls how transaction data is
posted to a vendor.
Vendor master data is used not only by the accounting department but also by the
purchasing/materials management department. When setting up your master records, you
have the option to create the accounting and materials management sections separately,
each in its own application area, or together by creating the vendor master centrally.
Creating/storing vendor master records centrally permits common access and requires
data entry only once avoiding contradictory/redundant data. If a vendor's address has
changed, for example, you need to enter the change only once, and both the accounting
department and the purchasing department will have access to the most current data.
A vendor master record includes data such as:

vendor name, address, language, and phone numbers

Tax numbers

Bank data

Account control data, such as the G/L reconciliation account for the vendor account

payment methods and terms of payment as agreed with the vendor

purchasing data
This process describes creating the accounting section of the vendor master record.

Input Required Fields


Company Code
Account Group
Name
Reconciliation Account

Comments
0101
GENV
Enter Name of customer
400120

Output Results
Vendor Master Data created

Comments
Vendor is created.

Procedural Steps
1.1.
Access transaction by:

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Project: Eimskip Group SAP R/3 Implementation

Via Menus

Accounting Financial Accounting Accounts Payable


Master records Create

Via Transaction Code

FK01

1.2.
On screen Create Vendor: Initial Screen, enter information in the fields as specified in
the below table:

Field
Name
Vendor

Compan
y code
Account
group

REFERE
NCE/
Vendor
Account

Description
Since the vendor numbers
are assigned internally the
system assigns a number
when the data is saved.
The company code ID
A classifying feature within
the vendor master record
which determines if the
vendor account number will
be assigned internally or
externally and which fields
are proposed for input
Vendor account number
being used as a reference
as an alternative way to
create a vendor account

R/O
/C
O

User Action and Values

0101

GENV for General


Vendors

Vendor specific data of the


referenced vendor such as
address is not carried over.
The data from the
referenced vendor is used
for default values and it is
suggested that all screens
be reviewed before saving
any data

Comments

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Project: Eimskip Group SAP R/3 Implementation

REFERE
NCE/
Compan
y Code

The company code


associated with the
referenced vendor

(Note: On above table, in column R/O/C, R= Required, O= Optional C= Conditional)


Click on
to proceed to the next screen
On screen Create Vendor: Address, enter information in the fields as specified in the table
below:

Field
Name
Name
Search
term
Street
City

Description

R/O/C

User Action and Values

Vendor name
Enter Kennitala Number
of the vendor
Street address
City

R
R

Maria
0107763929

R
R

insgtu 22
Reykjavk

Comments

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Project: Eimskip Group SAP R/3 Implementation

Postal
code or
PO box
Country

Zip code

105

IS

Region
(state)
Language

Two digit country


identifier
Two letter state
abbreviation
One letter language code

Click on

to proceed to the next screen

R
R

Enter EN (English)

System
Default

1.4.
On screen Create Vendor: Control, enter information in the optional fields as
applicable in the table below:

Field
Name
Customer

Description
If the vendor is also a customer, use
this field to link the two records
together for line item display and
transaction processing

R/O
/C
R

User Action and


Values
The field Clrg. With
Cust. must also be
checked in the
company code
Payment

Comment
s

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Project: Eimskip Group SAP R/3 Implementation

Transactions section
if you want to
collectively manage
vendor/customer
open items.
Group Key

If the vendor belongs to a group, you


can enter a freely assigned group key
here. If you create a match code
using this group key, group
evaluations are possible.

Click on
to proceed to the next screen
1.5.
On screen Create Vendor: Payment Transactions, enter the vendors banking
information if applicable (e.g. for wire transfers):

Field
Name
Ctry
Bank Key
Account
Holder

Bank
Account
CK

Description
Bank country key
Key under which bank data in the
respective country is stored
Another name that the payment
program can use if the name of the
account holder is not the same as the
name of the vendor
The number at the bank under which
the account is managed
Indicator as to whether account is a
checking or savings account

R/O
/C
R
R

User Action and


Values
IS
Drilldown available

Comment
s

R
R

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Project: Eimskip Group SAP R/3 Implementation

BnkT

Key for which business partners bank


the system should use

IBAN

Enter IBAN number of Vendor

Alternativ
e Payee

Enter the alternative payee

Business Partners
defined by role
within organization
e.g. proprietor bank
of a the owner of a
vendor

1.6.
On screen Create Vendor: Accounting Information Accounting, enter information in
the fields as specified in the below table:

Field
Name
Reconcilia
tion
account
Cash
Managem
ent Group
Sort key

Description
Account which is updated parallel to
the sub-ledger account for normal
postings
Enter the cash management group
for liquidity forecast
This field determines how the
allocation field is populated during
document entry. When displaying
line items, the line items are sorted

R/O/
C
R

User Action and


Values
400120 AP Control
account

A4 Major vendors

Comments

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Project: Eimskip Group SAP R/3 Implementation

Withholdi
ng tax
code
Reference
Data/
Prev. acct.
no.

initially by the allocation field.


Withholding tax codes differ
according to country and are used
for reporting to the tax authorities.
If you renumber the vendors
master record number you can
store the previous or legacy
account number here.

Click on

to proceed to the next screen

15010

1.7.
On screen Create Vendor: Payment Transactions Accounting. Enter information in the
optional fields as applicable:

Field
Name
Payment
Terms
Chk
double
inv.
Payment
Block
Payment
Methods

Description
Key for defining payment terms
composed of cash discount
percentages and payment periods
Indicator which means that incoming
invoices and credit memos are
checked for double entries at the
time of entry.
Enter here the block parameters for
vendors H to hold invoice for
approval process
Different methods by which the
vendor can be paid using the
automatic payment program

R/O/
C
R

User Action and


Values
NOW

Put tick mark

H For FAKTA
approval

C for cheque

Comment
s

User can
select
from the

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Project: Eimskip Group SAP R/3 Implementation

drop
down list
Payment
Block
Individua
l
Payment

Clrg with
cust.

Click on
1.8.

Block key used to block an open


item or an account for payment
transactions.
If this indicator is set, every
customer/vendor open item is paid
separately during automatic
payment transactions. This means
that open items are not grouped
together for payment.
Indicator signifying the vendor open
items should be processed
collectively with customer open
items.

This indicator will only


display if a customer
account is specified in
the Control section of
master record.

to proceed to the next screen

To save the Vendor Master Record, select Vendor Save.

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Project: Eimskip Group SAP R/3 Implementation

1.2 Change Master Record

Business Process Description Overview


Vendor master data is the data required to conduct business relationships with your
vendors. It includes address data and terms of payment, for example. It also controls how
business transactions are posted to a vendor account and how the posted data is processed.

Input - Required Fields


Vendor
Company code
Processing Options

Field Value / Comments


500006
0101
Select at least one screen from among the company code
screens (accounting info., payment transactions,
correspondence, withholding tax)

Output - Results
Data Was Saves

Comments

Procedural Steps
1.1.
Access transaction by:
Accounting Financial Accounting Accounts Payable
Master records Change
Via Transaction Code
FK02
1.2.
On screen Change Vendor: Initial Screen, enter information in the fields as specified
in the table below:
Via Menus

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Project: Eimskip Group SAP R/3 Implementation

Field
Name
Vendor
Company
code

Description

R/O/C

User Action and Values

enter the vendors


account number
the company code ID of
the vendor

500006

0101

Comments

(Note: On above table, in column R/O/C; R = Required, O = Optional, C =


Conditional)
Select the appropriate combination of general data or company code data processing options
for screens to change (Edit Select all selects all the field groups listed under General Data
and Company Code Data).
Press ENTER to continue.
Use the left (F7) or right (F8) arrow buttons at the top left of the screen to navigate between
the different general and company code data screens.
Enter the necessary changes on the Change Vendor: Address screen.
Press ENTER to go to the next screen.
1.4.
Enter the necessary changes on the Change Vendor: Control screen.
Press ENTER to go to the next screen.
1.5.
Enter the necessary changes on the Change Vendor: Payment Transactions screen.
Press ENTER to go to the next screen.
1.6.
Enter the necessary changes on the Change Vendor: Accounting Info. screen.
Press ENTER to go to the next screen.
1.7.
Enter the necessary changes on the Change Vendor: Payment Transactions
Accounting screen.
Press ENTER to go to the next screen.
1.8.
Enter the necessary changes on the Change Vendor: Correspondence screen.

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Press ENTER to go to the next screen.


1.9.
Enter the necessary changes on the Change Vendor: Withholding Tax screen.
Press ENTER to go to the next screen.
1.10 To save the changes that were made to the master record, select Vendor Save.

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Project: Eimskip Group SAP R/3 Implementation

1.3 Block Master Record


Need to block this vendor from posting.
Business Process Description Overview
You can block a vendor from posting, from order processing or from both. Blocking (and
unblocking) can be set in either Financial Accounting or Materials Management.
Within Accounts Payable, you can block a vendor account for posting. (See BPP Block
Vendor (Accounting)). You have to block a vendor master record before you can mark it for
deletion. You would also block a vendor that you use only as an alternative payment
recipient, so that nobody can post to it by mistake. Only block an account if there are no
more open items in the account. If an account is blocked, you cannot clear any open items
in it.
Within Purchasing, you can block a vendor from order processing. (See BPP Block Vendor
(Purchasing)).
You can block a vendor from both posting and order processing simultaneously from either
Accounts Payable or Purchasing (See BPP Block Vendor (Centrally)).
You can cancel a vendor account block at any time. To do this, simply remove the
relevant indicator.

Input - Required Fields


See required fields under each
table below

Field Value / Comments

Output Results
Vendor is blocked (or cancel the
block) from posting.

Comments

Procedure Detail
1.1.
Access <transaction> by:
Via Menus

Accounting Financial Accounting Accounts Payable


Master Data Block/Unblock
Via Transaction Code
FK05
On screen Block / Unblock Vendor: Initial Screen, enter information in the fields as specified
in the below table:

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Field Name

Description

Vendor

Vendor Number

Company
code.

Company code in which


the account to be
blocked.

R/O
/C
R

User Action and Values

Comment
s

Enter the vendor number to be


blocked or select the Drop
Down Menu for Limit Range
Value - Vendor Search
0101

Press the Enter key to continue.


On screen Block / Unblock Vendor: Details Accounting, enter information in the fields as
specified in the below table:

Field Name

Description

All
Company
Codes

Indicator specifying whether


posting is allowed for this
vendor master record for all
company codes
Indicates the vendor is
blocked for posting in the
specified company code.

Specified
Co. code

R/O/
C
O

User Action and Values

Comme
nts

Check the box if the vendor


master record is to be
blocked from posting for all
company codes.
Check the box if the vendor
master record is to be
blocked from posting for
only this company code.

(Note: On the above table, in column R/O/C, R = Required, O = Optional, C =


Conditional)

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Click Save to save the changes.


NOTE
You can cancel a vendor account block at any time. To do this, simply remove the relevant
indicator/checks then, click Save to save the changes.

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2 TRANSACTIONS
2.1 Down Payments
Down payment to be made to a vendor.
Business Process Description Overview
You can post a vendor down payment whether or not you have previously created a down
payment request. Creating a down payment request is an optional step and is simply a
noted credit entry against the vendor (not included as a financial posting) that is covered in
another BPP. Note that when the vendor invoice is eventually posted you should use the
Clear Vendor Down Payment transaction (f-54) to ensure that the invoice credit will offset
the proper down payment debit and the result will be cleared without the risk of double
payment.
To post a down payment made in cases where a down payment request has been issued,
you select the down payment request when you post the down payment. The system then
only needs the data in the initial screen to make the posting. These include the vendor's
account number, the bank account number, and the special G/L indicator. The system takes
all other data, such as amount or tax code, from the down payment request. If you need to
make any further specifications, the system offers you the down payment line item, after
you have selected the post function, so that you can make any necessary corrections.
To post a down payment made without reference to a down payment request, you post the
down payment directly. You supply all the necessary data including the vendor's account
number, the bank account number, the special G/L indicator, and the amount.

Input - Required Fields


Document Date
Document Type
Company Code
Posting Date
Currency
Special G/L Indicator
Vendor Account
Bank Account
Amount
Output - Results
A down payment is generated
and its document number is
displayed

Comments
Date of the down payment
Defaults to BP
0101
Defaults to the system date
Enter Currency
Indicates the alternative reconciliation account to be
used
Vendors account number
The G/L Cash / Bank account to be credited
The amount of the down payment
Comments

Procedural Steps

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1.1.

Access the Post Vendor Down Payment transaction by:

Via Menus

Accounting Financial Accounting Accounts Payable

Document Entry Down Payment Down Payment

Accounting Real Estate Management Real Estate


General Contract Postings Vendor Menu
Document Entry Down Payment Down Payment
Via Transaction Code
F-48
1.2.
On the screen Post Vendor Down Payment: Header Data, enter information in the
fields as specified in the table below:

Field

Description

Document Date

Date original
document was
issued
Document Type
Company code
ID

Doc. Type
Company Code

Posting Date

Currency/Rate

Effective date
of posting in
the ledgers.
Payment

R/O/
C
R

User Action and Values

Comments

Enter appropriate date

Will default to BP
0101

Accept default or specify


another date

Will default if
previously
entered.
Will default to
current date.

ISK

Will default if

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Project: Eimskip Group SAP R/3 Implementation

currency
Vendor Account

previously
entered.

Vendor account
number
Indicator which
identifies a
special G/L
transaction

Bank Account
Number

Account to be
credited

Business Area

To Which
Business Area
This
Transaction
Belongs To
Amount of the
total down
payment

Special G/L Indicator

Amount

500006

R
Spl GL Indicators
A- Down pymt for
Current Assets.

201012 & ISK 10000

For all line items


in customer or
vendor accounts
that are updated
to an alternative
reconciliation
account in the
general ledger,
the special G/L
indicator
determines
which account is
to be selected.
This account will
be debited along
with the vendor
account.
GL account
number for bank
account

10000

Enter the amount to be debited to the vendor account (and the reconciliation account).
To enter further items for this vendor, then select Edit New item. This will generate multiple
down payments as separate line items on this vendors account.

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Select the Document Overview icon or select Document/Simulate to review your entry prior to
posting.
1.6.

Select Document Post or click on the Save icon to post the down payment.

The system now posts the down payment debit amount (in either one or multiple line items) to
the vendor account and the Special G/L account, and will credit the bank account.
If additional postings, such as tax or cash discount, are necessary, they are carried out
automatically by the system.
The system automatically marks the selected down payment request noted items as cleared.

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2.2 Vendor Invoice Posting


Business Process Description Overview
Every document consists of a document header and two or more line items. The document
header contains information that is valid for the whole document, such as the document
date and the document number. It also includes controlling information such as the
document type.
The line items only contain information on the particular item in question, for instance an
account number and amount. Whether any additional information is present depends on
the business transaction involved.
Following are the most critical steps involved in entering and posting a document:
Call up the required document entry function. Bear in mind that the system offers several
functions. Each function is designed for a specific business transaction. The General Ledger
document entry function is covered here which will post one or more debits vs one or more
credits to general ledger master records (accounts).
Enter the document header data.
Enter the line items.
Enhance or correct the line items as needed.
Post the document.
The system creates the document, updates the transaction figures for the accounts affected,
and in some cases, displays an internally assigned document number when the document is
posted.

Input - Required Fields


Document Date
Posting Date
Document Type
Company Code
Currency
Account
Amount

Field Value / Comments


Date of the document to be entered
Defaults to system date.
Defaults to KR
0101
Defaults from company code currency
Vendor Account Number
Enter desired amount

Output - Results
Document Number

Comments
System generated document number based on the range
assigned to the Document Type

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Tips and Tricks


For todays date, use the keystrokes F4 followed by F2 instead of using the drop-down
calendar feature.
For setting user-specific editing defaults, set your Editing Options and User Parameters to
default in the desired company code, currency and line layouts.
Procedural Steps
1.1.

Access the Enter Vendor Invoice transaction by:

Via Menus
Via Transaction Code

AccountingFinancial AccountingAccounts
PayableDocument Entry Invoice
FB60

On the screen Enter Vendor Invoice: Header Data, enter the information in the fields
as specified in the table below:

Field
Name
Vendor
Number
Invoice
Date

Description

R/O/C

User Action and Values

Enter Vendor number

500006

Enter Invoice Date of


vendor

20-12-2005

Comments

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Posting
Date
Reference
Amount
Calculate
tax
Text
GL
Account

GL
Amount
VAT
Cost
Centre

Enter Date of Posting the


invoice
Enter the invoice number
of vendor
Enter amount
Check the calculate tax
check box
This is user defined text
Key that will determine
the type of account to be
posted to and whether it
is a debit or credit
Enter GL amount

20-12-2005

Inv Ref

R
R

100000 ISK
X

O
R

Test
711290

100000

VAT tax code


Enter the relevant cost
centre for Expense GL
items

R
R

I4
101001

(Note: On Above table in column R/O/C, R = Required, O = Optional, C = Conditional)


Select the Enter icon to proceed ( Double click on GL Expense Line item- More
Data Tab to Enter Approver Number )
1.4.
On the Details Correct GL Account double click on More data screen enter the
information in the fields as specified in the table below:

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Field Name

Description

R/O/C

Approver Id

Enter the selected approver id


for the GL Expense line item

User Action
and Values
HPV

Comments

Click Back Two times to return to Main Screen.


(Note: On Above table in column R/O/C, R = Required, O = Optional, C =
Conditional)
Note: There are many other fields which are to be used according to configuration
rules, account dependencies, specific posting transactions, and company
procedures.
Select the Enter icon to proceed to enter more lines by repeating step 1.4 until the
debits equal the credits. When satisfied with your entry, proceed as described below.
1.6.

Simulating the Posting

Select Document\SimulateShift + F9. This is an optional step, which will create any
automatically generated document lines such as inter-company entries and allow you to view
them before posting and to verify your entries. You can drill down by double-clicking existing
lines to change them or continue to enter more lines for this document at the bottom of the
screen as described above.

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SAVE/the data--Select the POST iconControl + S.


get back to the fast entry screen/overview screen.

Use the [F3] or the green back icon to

A message displaying the document number of the transaction will appear in the status line at
the bottom of the screen.

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2.3 Vendor Down Payment Clear


Business Process Description Overview
You can clear the down payment with the closing invoice by either:
Transferring the down payment to the payables account and taking account of this transfer
when posting the payment, or
Directly clearing the down payment with the invoice when the outgoing payment is made
You can carry out both procedures manually or automatically using the accounts payable
payment program.

Input - Required Fields


Document Date
Document Type
Company Code
Posting Date
Currency
Vendor Account Number

Field Value / Comments


Document Entry Date
Defaults to KA
0101
Effective date
Document Currency
500006

Output Results
The system will return a
document number for the
cleared vendor down payment.

Comments

Procedural Steps
1.1.
Access the Clear Vendor Down Payments transaction by:
Via Menus

Node

Transaction code

Nodes
Preceding
Preceding
Preceding
Preceding
Preceding

node
node
node
node
node

Nodes
Preceding
Preceding
Preceding
Preceding

node
node
node
node

Text

F-54

Clearing
Down payment
Document entry
Accounts Payable
Financial Accounting
Accounting

F-54

Clearing
Down payment
Document entry
Vendor menu
Postings

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Preceding node
contract
Preceding node
Preceding node

Real estate general


Real Estate Management
Accounting

Via Transaction Code


F-54
1.2.
On the Clear Vendor Down Payment: Header Data screen, enter information in the
fields specified in the table below:

Field Name

Description

R/O/
C
R

User Action and Values

Document
Date
Document
Type
Company
Code
Posting Date
Period

Document Entry Date


Document type that the
transaction will post as
Financial company code

Defaults to KA

0101

Effective date
Enter the fiscal period

R
R

Currency/rate

Document Currency

Reference

Enter the reference


document number

Defaults to current date


The proper period will
default for the entered
posting date
Enter desired currency if
different than the
defaulting currency
Reference document
number contains the

Comments

Enter the Document Date

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Doc. header
text

Enter document header


explanations or notes

Vendor
Account
Number
Relevant
Invoice

Enter the account


number for vendor

Enter the number of the


invoice the transaction
belongs to

Line Item

Enter the relevant line


item

Fiscal Year

Enter the relevant Fiscal


Year

Assignment

The assignment number


is an additional
information reference
field in the line item.

Text

Contains an explanatory
text on the line item.

document number for


customer/vendor
Utilize this field according
to your companys
established procedures
500006

You may leave this field


blank to select from all
down payments for this
vendor or can give a
particular invoice as
reference to which the
down payment has to be
cleared. Otherwise if
clearing is done
immediately after posting
the invoice, system will
select the last posted
invoice as default.
You may leave this field
blank to select an item
from the screen that
follows
Enter the Fiscal Year. For
Accounting Year 20042005 the fiscal year is
2004
You can either enter the
field contents manually, or
have the system define
them automatically in the
master record via the sort
key field.

Enter a text manually or


transfer a standard text.
To transfer a standard
text you enter the
corresponding text
variable with a prefixed
equals sign (=XXXX).

The
program
can display
the account
line items
sorted
according to
the content
of this field.
Texts with
an asterisk
at the first
position are
transferred
into the line
item list for
the
corresponde
nce, for
example, in
dunning

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letters or
payment
confirmation
s. It is a
requirement
, that the
field
"Segment
text" is
present in
the form for
the
corresponde
nce.
Note: In column R/O/C of above table, R = Required, O = Optional, C = Conditional
Select the Process Down Payments button to proceed.
1.4.
On the screen Clear Vendor Down Payment: Choose Down Payments, choose the
down payments to be cleared by clicking the checkbox to the left of the item.

1.5.
After the item(s) is selected, access the menu path Document Simulate to review the
accounting document.

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1.6.
On the screen Clear Vendor Down Payment: Display Overview, review the highlighted
accounting document for missing or incorrect information. To edit, double click on the line
item.
1.7.
Once the document is reviewed, post the document by clicking on the Save icon.
NOTES: The system will return a document number for the cleared vendor down payment.

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2.4 Vendor credit Memo posting


Business Process Description Overview
Every document consists of a document header and two or more line items. The document
header contains information that is valid for the whole document, such as the document date
and the document number. It also includes controlling information such as the document
type.
The line items only contain information on the particular item in question, for instance an
account number and amount. Whether any additional information is present depends on the
business transaction involved.
Following are the most critical steps involved in entering and posting a document:
Call up the required document entry function. Bear in mind that the system offers several
functions. Each function is designed for a specific business transaction. The General Ledger
document entry function is covered here which will post one or more debits vs one or more
credits to general ledger master records (accounts).
Enter the document header data.
Enter the line items.
Enhance or correct the line items as needed.
Post the document.
The system creates the document, updates the transaction figures for the accounts affected,
and in some cases, displays an internally assigned document number when the document is
posted.

Input - Required Fields


Document Date
Posting Date
Document Type
Company Code
Currency
Account
Amount

Field Value / Comments


Date of the document to be entered
Defaults to system date.
Defaults to KG
0101
Defaults from company code currency
500006
Enter desired amount

Output - Results
Document Number

Comments
System generated document number based on the range
assigned to the Document Type

Tips and Tricks

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For todays date, use the keystrokes F4 followed by F2 instead of using the drop-down
calendar feature.
For setting user-specific editing defaults, set your Editing Options and User Parameters to
default in
the desired company code, currency and line layouts. Refer to the BPP on Setting Editing
Options and User Parameter IDs for guidance.
Procedural Steps
1.1.

Access the Enter Vendor Credit Memo transaction by:

Via Menus
Via Transaction Code

AccountingFinancial AccountingAccounts
PayableDocument Entry Credit memo
FB65

1.2.
On the screen Enter Vendor Credit Memo: Header Data, enter the information in
the fields as specified in the table below:

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Project: Eimskip Group SAP R/3 Implementation

Field
Name
Vendor
Number
Document
Date

Description

R/O/C

User Action and Values

Enter Vendor Number

500006

Date of the document

Enter the
date of the
Document.

Posting
Date

Posting date of the


document which will
determine the period it
posts to
Currency that the
amounts will be entered
into the system under

NOTE: The document date


is the date on which the
original document was
issued 21-12-2005
Default is system date

ISK

The system
defaults in
the local
currency

Enter Credit Memo


amount
Field allocated to any
extra numeric or name
identifiers.

10000

If needed to calculate VAT


on Credit memos also
Enter Text
Enter Expense GL account
which has been effected
earlier during invoice
posting
Enter Amount for GL Item
Enter Cost centre which
we have effected earlier

Can be used to contain


external document
reference numbers. This is
helpful as an additional
document search criterion,
and can be used in
correspondence printing.
Flag the indicator

R
R

User defined text


711290

R
R

10000
4012003

Currency/
rate

Amount
Reference

Calculate
Tax
Text
GL
Account

Amount
Cost
Centre

Comments

(Note: In column R/O/C of above table, R = Required, O = Optional, C =


Conditional)
Select the Enter icon to proceed
Double click the GL Expense Line item to enter Approver Id and click More Data Icon.
1.4.
On the Details Correct GL Account item screen enter the Approver Id for credit
memos:

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Field Name

Description

R/O/C

Approver ID

Enter the approver id for


triggering workflow in FAKTA

User Action and


Values
HPV - Hilmar

Comments

(Note: On above table, in column R/O/C: R = Required, O = Optional, C =


Conditional)
Note: There are many other fields which are to be used according to configuration
rules, account dependencies, specific posting transactions, and company
procedures.
Select the Enter icon to proceed to enter the Tax details in the following box

Select the Enter icon to proceed to enter more lines by repeating step 1.4 until the
debits equal the credits. When satisfied with your entry, proceed as described below.
1.5.

Simulating the Posting

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Project: Eimskip Group SAP R/3 Implementation

Select Document\SimulateShift + F9. This optional step will create any automatically
generated document lines such as Tax Entries and allow you to view them before posting and
to ver-ify your entries. You can drill down by double-clicking existing lines to change them or
continue to enter more lines for this document at the bottom of the screen as described
above.
SAVE/the data--Select the POST iconControl + S.
get back to the fast entry screen/overview screen.

Use the [F3] or the green back icon to

A message displaying the document number of the transaction will appear in the status line at
the bottom of the screen.
EXIT/Return to Main Menu--Select the Yellow Arrow, or press Shift + F3.

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Project: Eimskip Group SAP R/3 Implementation

2.5 Outgoing Payment Manual


Manual payment on an existing vendor invoice.
Business Process Description Overview
This is a posting for those checks that are created manually (outside the SAP R/3 system,
perhaps typed or hand-written). A check will not be generated in R/3 but the vendor and
cash accounts will be updated appropriately.

Input - Required Fields


Document Date
Document type
Company Code
Posting Date
Currency
Bank account
Amount
Value Date
Vendor

Output - Results
Creation of a journal entry for
vendor payment

Field Value / Comments


Enter Document Date
This transaction defaults to BP
0101
Defaults as the system date
ISK
201012
89000
The value date is used in bank accounts and bank subaccounts system defaults current date
500006

Comments

Tips and Tricks


Vendors and Customers use the same process.
PROCEDURAL STEPS
1.1.

Access the Create Manual Vendor Payment - Manual Check transaction by:

Via Menus

Node
Nodes
Preceding
Preceding
Preceding
Preceding
Preceding

Transaction code
node
node
node
node
node

F-53

Nodes
F-53
Preceding node
Preceding node

Text

Post
Outgoing payment
Document entry
Accounts Payable
Financial Accounting
Accounting
Post
Outgoing payment
Document entry

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Preceding
Preceding
Preceding
contract
Preceding
Preceding

node
node
node

Vendor menu
Postings
Real estate general

node
node

Real Estate Management


Accounting

Nodes
F-53
Preceding node
Preceding node
contract
Preceding node
Preceding node
Via Transaction Code

Outgoing payments
Postings
Real estate general
Real Estate Management
Accounting

F-53

1.2.
On the screen Post Outgoing Payments: Header Data enter information in the fields
as specified in the table below:

Field Name

Description

Document
Date
Document
Type
Company
Code

Date of the document.


Classifies the accounting
document
Organizational Unit

R/O/
C
R

User Action and Values

Will default to BP

0101

Comments

21-12-2005

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Posting Date

Currency/rate

Account (Bank
data)
Amount

Date that determines


the period to which the
posting will occur
Currency that the
transaction will post
under
Enter Bank Outgoing Clg
Account
The payment amount.

Value Date

Will default to current


date

ISK

201012

89000 (1000 DP+10000


CR Memo-100000
Invoice)
Will default to current
date
500006

Account
(Vendor)

The vendor account


number

Account Type
Reference

Type of account
Field used to enter user
desired text
Descriptive text that
applies to the document
header
Additional explanatory
information

R
C

Default is K for vendor

Enter any desired text

Enter any desired text

Document
Header Text
Clearing Text

Drill down
menu
available

Note: In column R/O/C of above table, R = Required, O = Optional, C =


Conditional
1.3.
1.4.

Press Process Open Items button or hit the Enter icon to proceed.
Select open items to be paid.

In this screen We can make Partial Payment Or Full Payment


For Partial Payment Select the Partial Tab and select relevant amount which needs
to be paid against the invoice line item:

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Project: Eimskip Group SAP R/3 Implementation

For Full Payment of the invoices including credit memos Select The Standard Tab:

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Project: Eimskip Group SAP R/3 Implementation

NOTES:
Select/deselect the appropriate items by double-clicking in the gross amount field for the item
(in some cases the system will default to all of the items being selected).
If you need to adjust the check amount because of discounts, select the Overview icon and
double-click on the G/L account line item to edit.
Then hit the green arrow to go back then select Process Open Items to continue.

Once the amount under Not Assigned equals zero (or falls within your predetermined
tolerance level) you may post.
1.5.

When satisfied with your selections, post the payment by clicking the Save icon.

NOTE: The system will return a confirmation with a document number. At this point
the vendor payment has been posted, but no check information has been entered.

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Project: Eimskip Group SAP R/3 Implementation

2.6 Display Line items


Trigger:
You can display all items posted to a vendor account that have not yet been archived
Business Process Description Overview
When you post documents in SAP, the system automatically updates the vendor account
balance. It is therefore possible to view the account balances and the line items for every
vendor account.
Input - Required Fields
Vendor account
Company code

Output - Results
Detailed Account line item
display

Field Value / Comments


The Vendor account number identifies the Vendor related
to a company code.
An organizational unit within financial accounting for
which a complete self-contained set of accounts can be
drawn up for external reporting.
Comments

Tips and Tricks


After executing this transaction if you receive a message that states 'no list generated' it
simply means that the G/L account selected does not have any documents posted to it.
Procedural Steps
Access the transaction by:
Via Menus

Accounting Financial Accounting Account Payable


Account Display/Change line items

Via Transaction Code

FBL1N

On the screen Vendor Line Item Display:, enter information in the fields as specified in the
table below:

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Project: Eimskip Group SAP R/3 Implementation

Field
Name
Vendor
account
Company
code

Line item
Selection
- Open
items
Line item
Selection
- Cleared
items
Line item
Selection
- All items
Type Normal

Description

R/O/C

User Action and Values

The account number of


the Vendor
The company code
identifier of the company
code that the vendor
account resides in
Select this field if you
want to display the open
items

500006

0101

You must select at least


one of the 3 fields within
Line item selection

Select this field if you


want to display the
cleared items

You must select at least


one of the 3 fields within
Line item selection

Select this field if you


want to display all items

Select this field if you


want to display regular

You must select at least


one of the 3 fields within
Line item selection
You must select at least
one of the 5 fields within

Comments

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Project: Eimskip Group SAP R/3 Implementation

Items

Type
Special
G/L
Transactio
ns
Type
Noted
Items
Type
Parked
Items
Type
Customer
Items

Vendor items that are not


special GL transactions
such as downpayment
documents.
Select this field if you
want to display not
special GL transactions
such as vendor down
payment documents.
Select this field if you
want to display only noted
items.
Select this field if you
want to display only
parked items.
Select this field if you
want to display items
related to a vendor who is
also a customer.

Types

You must select at least


one of the 5 fields within
Types

You must select at least


one of the 5 fields within
Types
You must select at least
one of the 5 fields within
Types
You must select at least
one of the 5 fields within
Types

Click on the Execute button to display Vendor line items.

Click on any of the Vendor line items to display and modify the relevant fields in the document.

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Project: Eimskip Group SAP R/3 Implementation

2.7 Vendor Bank Guarantee


Trigger:
You can post guarantees received or given to a vendor.
Business Process Description Overview
Bank Guarantees received / given from/to vendors will be triggered separately as noted
items into Spl GLs.
Input - Required Fields
Vendor account
Company code

Output Results
Document is posted

Field Value / Comments


The Vendor account number identifies the Vendor related
to a company code.
An organizational unit within financial accounting for
which a complete self-contained set of accounts can be
drawn up for external reporting.
Comments

Procedural Steps
Access the transaction by:
Via Menus

Accounting Financial Accounting Account Payable


document Entry Other Noted Items

Via Transaction Code

F-57

On the screen Vendor Noted item:, enter information in the fields as specified in the table
below:

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Project: Eimskip Group SAP R/3 Implementation

Field
Name
Document
Date
Posting
Date
Document
Type
Company
Code
Posting
Key

Description

R/O/C

User Action and Values

Enter the document date

21-12-2006

Enter the posting date

21-12-2006

Select the document type

System will default to KA

Select the company code

0101

Select relevant posting


key

39

Spl GL
indicator

Select relevant spl gl

G (Guarantees Recd)

Account

Select Vendor Account


number
Enter Amount

500006

25000

Enter Due date on which


this bank guarantee
expires
Enter Text

01-02-2006

Amount
Due

Text

Comments

Select G for
Guarantees
received & L
for
Guarantees
given

Save the document.

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Project: Eimskip Group SAP R/3 Implementation

2.8 Vendor Account Clear


Used to clear open items from one vendor account.
Business Process Description Overview
This function differs from posting with a clearing transaction or posting with a payment in
the following ways:
You do not need to enter a document header
You can only clear open items from one account
You can use this function to clear debits and credits that balance to zero (for example,
invoices and payments that you have already entered).

Input - Required Fields


See required fields under each
table below

Field Value / Comments

Output Results
Vendor is blocked (or cancel the
block) from posting and / or
order processing

Comments

Procedure Detail
1.1.
Access Clear Vendor Transaction by:
Via Menus
Accounting Financial Accounting Accounts Payable
Account Clear
Via Transaction Code
F-44
1.2.
On screen Clear Vendor: Header Data Screen, enter information in the fields as
specified in the below table:

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Project: Eimskip Group SAP R/3 Implementation

Field Name
Account
Company
Code
Clearing Date
Currency
Period
Open item
selection
Additional
selections

Description
Vendor Account
Number
Enter the company
code

Normal OI
Special G/L indicator

R/O/C
R

User Action and Values


500006

0101

R
R

Defaults to current date


Defaults to local currency
Defaults by system
Select to clear the Open
item of Normal GL or the
Special GL
Additional selections can be
specified

R
O

Comments

(Note: On Above table in column R/O/C, R = Required, O = Optional, C = Conditional)


Select process open items to activate the necessary open items to clear.
On screen Clear Vendor: Process Open Items Screen, specify which open items to select.

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Project: Eimskip Group SAP R/3 Implementation

1.3.1. To Display the open items for processing, double-click on the line item. Use the green
arrow to go back to the process open items screen.
Process the open items by choosing and then activating the necessary open items. To Select
an open item, place the cursor on the line item and click the Select item icon.
Note: Processing is the last step before posting a clearing document. The system takes
tolerances, which are acceptable payment differences, into account when posting clearing
documents. Depending on your system configuration, the system posts small differences
between debits and credits to an account for underpayment or overpayment. Your system
administrator defines the limit of acceptable underpayment or overpayment. See Payment
Differences for more details. In general, you should try to choose and process open items so
that the debits equal the credits.
When the line item(s) you enter and the open item(s) you process have debits equal to
credits, you can post a clearing document. For example, if you enter a vendor payment for
Rs.1000, you must choose and process vendor open items that equal Rs.1000. If your system
has a 1% tolerance, then you can clear open items with a value from Rs.990 to Rs.1010.
In processing open items, you can:
Activate or deactivate an open item
Activate or deactivate cash discount

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Project: Eimskip Group SAP R/3 Implementation

Maintain cash discount amounts


Enter partial payments or residual items
Once the debits equal the credits, choose Account Clear. The system assigns the clearing date
and clearing document number to each open item cleared.
Note:
The Not Assigned amount shows the difference between the amount to be cleared and the net
total of the active open items selected for clearing so far.
1.3.

Select the Save icon to save the changes.

1.4.
Select Yellow up Pointing Arrow or Shift F3 to return to the Main
Accounts Payable Menu.

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Project: Eimskip Group SAP R/3 Implementation

2.9 Vendor document Reversal


Trigger: An incorrect document has been entered into the system. This BPP describes the
procedures to process a reversing document entry.
Business Process Description Overview
If you have entered an incorrect document, you can reverse it. Note that R/3 can reverse a
document only if the following conditions are met:
Contains no cleared items
Contains only vendor, customer, or G/L line items
Was posted within the FI system
Contains only valid values, such as business areas, cost centers, and tax codes
Ordinarily, you post a reversing document in the same period you posted the original
document. The period of the original document must be open to post a reversing
document. If the period is not open, you can overwrite the posting date field with a date in
an open period, such as the current period.
Input - Required Fields
Document number
Company code
Fiscal year
Reversal reason

Field Value / Comments


Document Required for reversal
0101
2006
Reason for performing this reversal. Drill down menu
available

Output - Results
The system generates a
reversing document that will
post the proper reversing debit
and credit amounts.

Comments

Procedural Steps
1.1.
Access transaction by:
Via Menus

Accounting Financial Accounting General Ledger


Document Reverse Individual Reversal
Accounting Financial Accounting Accounts Payable
Document Reverse Individual Reversal

Via Transaction Code

Accounting Financial Accounting Accounts


Receivable Document Reverse Individual Reversal
FB08

1.2.
On screen Reverse Document: Header data, enter information in the fields as
specified in the table below:

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Project: Eimskip Group SAP R/3 Implementation

Field
Name
Document
number
Company
code

Description
The document number of
the document to be
reversed
The company code
identifier for the document
to be reversed

R/O/
C
R

User Action and Values

0101

Comments

Enter the document


number to be reversed

Fiscal
year
Reversal
Reason

The fiscal year that the


document was created in
Reason for reversing a
document

2006

01

Posting
date

If the reverse document


cannot be
posted to the same period
as the
original document, enter
the posting
date and the posting
period of the

Leave blank to accept


the original documents
posting date or enter the
desired posting date

You can select


the drop down
arrow to view a
list of available
choices

Select the drop


down arrow to
view a list of
available
choices. You
can use the
standard
reason codes or
enter new
codes in
configuration.
You can select
the drop down
arrow to view a
calendar.

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Project: Eimskip Group SAP R/3 Implementation

Posting
period
Void
reason
code

reversing document.
Effective period of reversal
posting
Reason code for voiding a
related check payment.
This functionality can only
be
used provided the
document in question
is an accounting document
for a check
payment.

Enter if different than


the original documents
period
Select the drop down
arrow to view a list of
available choices.

Codes 01 -03
can only be
used
automatically
by the system.
The user can
use the others
manually and
also create
their own
customized
codes.

Note: In column R/O/C of above table, R = Required, O = Optional, C = Conditional


1.3.
You can select the option Display before reversal to verify that the document you
chose to reverse is the correct document. You must select the green arrow back to return
to the previous screen to either save the reversal entry or abort the reversing procedure.
1.4.
Post the reversing document by selecting Document Post or the Save icon. The
system generates a reversing document posting the proper reversing debit and credit
amounts. You will receive a message at the bottom of the screen stating Document
XXXXXXXXX was posted in company code XXXX.

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Project: Eimskip Group SAP R/3 Implementation

2.10 Display Vendor Account Balance


Trigger:
Use this Business Process Procedure to display a Vendors account balance.
Business Process Description Overview
This process will allow the user to display a Vendors account balance.
Input - Required Fields
Vendor account
Company code

Fiscal Year

Output - Results
Vendor balances by month

Field Value / Comments


The Vendor account number identifies the Vendor related
to a company code.
An organizational unit within financial accounting for
which a complete self-contained set of accounts can be
drawn up for external reporting.
The fiscal year for which account balance is to be
displayed
Comments

Procedural Steps
Access the transaction by:
Via Menus

Accounting Financial Accounting Account Payable


Account Display balances

Via Transaction Code

FK10N

On the screen Vendor Balance Display:, enter information in the fields as specified in the
table below:

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Project: Eimskip Group SAP R/3 Implementation

Field
Name
Vendor
Company
code

Fiscal Year

Description

R/O/C

User Action and Values

The account number of


the Vendor
The company code
identifier of the company
code that the vendor
account resides in
Fiscal year that you wish
to view

500006

0101

2006

Comments

(Note: On above table, in column R/O/C; R = Required, O = Optional, C = Conditional)


If you click on the Multiple selection arrow
to specify a range of vendors to be displayed:

the following screen will come up to allow you

On the Vendor Balance Display initial screen, click on the Execute icon to continue. The
Vendors balances are shown on the following screen.

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