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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : 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 Description


FI03.01.01 FB60 Vendor Invoice
FI03.01.02 F-43 Vendor Invoice General
FI03.02.01 FB65 Vendor Credit Memo
FI03.02.02 F-41 Vendor Credit Memo General
FI03.03.01 FK10N Display Vendor Balances
FI03.03.02 FBL1N Display / Change Line Items
FI03.03.03 F-44 Clear Vendor
FI03.04.01 FV60 Park or Edit Invoice
FI03.04.02 FV65 Park/Edit Credit Memo

Input - Required Fields Field Value / Comments


Company Code 1021
Account Group

Procedural Steps

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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

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 Description R/O Values ( Example )


Vendor Code identifying the R 1000054
vendor account
Invoice Date Date of Invoice R 04062010
Reference Additional document R PO 1234567
description
Amount Amount of invoice R 50000
Text Description of line item O Invoice for PO 1234567
G/L Account The Account Being R 5010106
Charged or Debited
D/C Code identifying whether R Debit
line item is a debit
or a credit
Amount In Doc Curr Amount to be posted for R 50000 or *
the line item
Cost Center Cost Center R 2101101

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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

Click on button to replicate an overview of a document before posting.

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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

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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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

FI03.01.02 Post Vendor Invoice – General

Via Menus Accounting → Financial Accounting → Accounts Payable→ Document Entry →


F-43- Invoice General

Via Transaction Code F-43

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

Field Name Description R/O Values ( Example )


Document date Date of the document R 03062010
Company Code Code identifying the R 1021
circle
Currency Document Currency R INR
Reference Additional document R PO 789
description
Posting Key In this field, the posting R 31
key with which the next
document line item
should be entered is
specified.
Vendor Vendor Code R 1000054

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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

Click on Enter Button

Field Name Description R/O/ Values ( Example )


D
Amount Amount of the Invoice R 10000
Business Place Representing the TAN no R 2101
Section Code Representing the TAN no R 2101
Assignment Enter PO number of the O PO 789
Invoice
Text Any other Details O Invoice
Posting Key In this field, the posting R 40
key with which the
document line item should
be entered is specified.
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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

Account Expense General Ledger R 5010106


Account being debited

Click on Enter Button

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

Field Name Description R/O/ Values ( Example )


D
Amount Amount of the Invoice as R *
entered before
Cost Center To identify the cost center R 2101103
Text Any other detail O *

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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

Click on Document Overview Button

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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

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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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

FI03.02.01 Post Vendor Credit Memo

The vendor invoice you’ve posted in the previous exercise contains an incorrect
amount. The vendor was invoiced for an excess amount. You’ve 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 Accounting → Financial Accounting → Accounts Payable→ Document Entry →


FB65- Creditmemo

Via Transaction Code FB65

Click on the button and Enter Company code 1021 in the field.

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

Field Name Description R/O Values ( Example )


Vendor Code identifying the R 1000054
vendor account
Invoice Date Date of Invoice R 04062010
Reference Additional document R PO 1234567
description
Amount Amount of invoice R 20000
Business Place Represents the TAN R 2101
Section Code Represents the TAN R 2101
Text Description of line item O Invoice for PO 1234567
G/L Account The Account Being R 5010106
Charged or Debited
D/C Code identifying whether R Debit
line item is a debit
or a credit
Amount In Doc Curr Amount to be posted for R 20000 or *
the line item
Cost Center Cost Center R 2101101

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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

Click on Enter Button

Click on the button to replicate an overview of a document before posting.

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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

Click on the Save button

The system will display the number of the document generated by this Invoice

Press Shift+F3 to return to the SAP Easy Access screen.The system task is complete

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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

FI03.02.02 Post Vendor Credit Memo – General

Via Menus Accounting → Financial Accounting → Accounts Payable→ Document Entry →


F-41- Credit Memo – General

Via Transaction Code F-41

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

Field Name Description R/O Values ( Example )


Document date Date of the document R 03062010
Company Code Code identifying the R 1021
circle
Currency Document Currency R INR
Reference Additional document R PO 789
description
Posting Key In this field, the posting R 21
key with which the next
document line item
should be entered is
specified.
Vendor Vendor Code R 1000054

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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

Click on Enter Button

Click on Enter Button

Field Name Description R/O/ Values ( Example )


D
Amount Amount of the Invoice R 7500
Business Place Representing the TAN no R 2101
Section Code Representing the TAN no R 2101
Assignment Enter PO number of the O PO 789
Invoice
Text Any other Details O Invoice
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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

Posting Key In this field, the posting R 50


key with which the
document line item should
be entered is specified.
Account Expense General Ledger R 5010106
Account being debited

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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

Click on Enter Button

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

Field Name Description R/O/ Values ( Example )


D
Amount Amount of the Invoice as R *
entered before
Cost Center To identify the cost center R 2101103
Text Any other detail O *

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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

Click on Document Overview Button

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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

Click on Save Button

The system will display the number of the document generated by this Invoice

Press Shift+F3 to return to the SAP Easy Access screen.The system task is complete

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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

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

Via Transaction Code FK10N

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

Field Name Description R/O Values ( Example )


Vendor Code identifying the vendor R 1000054
account
Company Code Code identifying the circle R 1021
Fiscal Year Year of the vendor balance R 2010

Click the Execute 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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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

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 button to return.

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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

Press Shift+F3 to return to the SAP Easy Access screen.The system task is complete

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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

FI03.03.02 Vendor Line Item Balances


Via Menus Accounting → Financial Accounting → Accounts Payable → Account →
FBL1N→Display/Change Line Items

Via Transaction Code FBL1N

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

Field Name Description R/O Values ( Example )


Vendor Account Code identifying the vendor R 1000054
account
Company Code Code identifying the circle R 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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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

Click on Execute Button

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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

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

Press Shift+F3 to return to the SAP Easy Access screen.The system task is complete

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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

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

Via Transaction Code F-44

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

Field Name Description R/O Values ( Example )


Account Code identifying the vendor R 1000054
account
Clearing Date Date when you want the R 05062010
transaction to be
cleared. It is used later in a
header of a clearing
document.
Company Code Code identifying the circle R 1021

In the Additional selection , select the option for document selection


otherwise select None , all the documents will be selected

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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

Click on Enter Button

All open items are selected by default.To deselect the items first click the Select all
button.Then click Deactivate Items button. All the open items are now
deactivated

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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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

The items selected are highlighted in Blue , Click on Simulate Button


To post your entries, click the Save button. No “real” posting took place, but the
system stored a clearing document.
The message bar displays:

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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

Press Shift+F3 to return to the SAP Easy Access screen.The system task is complete

FI03.04.01 Park or Edit Invoice


Via Menus Accounting → Financial Accounting → Accounts Payable→ Document Entry →
Document Parking → FV60 – Park or Edit invoice

Via Transaction Code FV60

Click on the button and Enter Company code 1021 in the field.

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

Field Name Description R/O Values ( Example )


Vendor Code identifying the R 1000054
vendor account
Invoice Date Date of Invoice R 04062010
Reference Additional document R PO 1234567
description
Amount Amount of invoice R 3000
Text Description of line item O Invoice for PO 1234567
G/L Account The Account Being R 5010106
Charged or Debited
D/C Code identifying whether R Debit
line item is a debit
or a credit
Amount In Doc Curr Amount to be posted for R 50000 or *
the line item
Cost Center Cost Center R 2101101

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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

Click on button to replicate an overview of a document before posting.

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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

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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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

FI03.02.01 Park Vendor Credit Memo

Via Menus Accounting → Financial Accounting → Accounts Payable→ Document Entry →


Document Parking → FV65 – Park / Edit Credit Memo

Via Transaction Code FV65

Click on the button and Enter Company code 1021 in the field.

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

Field Name Description R/O Values ( Example )


Vendor Code identifying the R 1000054
vendor account
Invoice Date Date of Invoice R 04062010
Reference Additional document R PO 12345678
description
Amount Amount of invoice R 20000
Business Place Represents the TAN R 2101
Section Code Represents the TAN R 2101
Text Description of line item O Invoice for PO 12345678
G/L Account The Account Being R 5010106
Charged or Debited
D/C Code identifying whether R Debit
line item is a debit
or a credit
Amount In Doc Curr Amount to be posted for R 20000 or *
the line item
Cost Center Cost Center R 2101101

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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

Click on Enter Button

Click on the button to replicate an overview of a document before posting.

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User Manual FI03

Title: AP Document Enty & Account Analysis


Module Name : Account Payable Module

Click on the Save button

The system will display the number of the document generated by this Invoice

Press Shift+F3 to return to the SAP Easy Access screen.The system task is complete

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