Sap Fi AP Frequently User Procedures

7/31/2019 Sap Fi AP Frequently User Procedures

1/39

Accounts

Payable

Business Process

Procedures

Prepared by Eyad Badran &Hussam Abo Elsoud

V 1.00


2/39

Account Payables Business Process Procedures Page 2

Contents

1. Accounts Payable Accounting.............................................................................................................. 3

1.1 Create a Vendor Master Record)Centrally

)........................................................................................ 3

1.2 Change Vendor Master Record )Centrally) ......................................................................................... 9

1.3 Display Vendor ................................................................................................................................... 10

1.4 Display Vendor Account Changes )Centrally).................................................................................... 11

1.5 Block/Unlock of Vendor )Centrally) ................................................................................................... 13

1.6 Set Deletion Indicator forVendor Master Record ............................................................................ 15

1.7 Posting a Vendor Invoice ................................................................................................................... 17

1.8 Post Vendor Credit Memo ................................................................................................................. 19

1.9 Park/Edit Credit Memo....................................................................................................................... 19

1.10Posting a Vendor Invoice ................................................................................................................... 20

1.11Post Manual Outgoing payment ........................................................................................................ 24

1.12Down Payment Request..................................................................................................................... 27

1.13Posting A Vendor Down Payment...................................................................................................... 29

1.14Process Vendor Down Payment Clearing .......................................................................................... 30

1.15Reset Cleared Items............................................................................................................................ 32

1.16Displaying Vendor Balances ............................................................................................................... 33

1.17Displaying and Changing Customer Line Items ................................................................................. 35

1.18Clear Vendor ....................................................................................................................................... 38


3/39


1. Accounts Payable Accounting

1.1 Create a Vendor Master Record )Centrally)

UseAll 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

material management department .When setting up the master records, there is the

option to create the accounting and material management sections separately, each in

its own application area, or together by creating the vendor master centrally.

Procedure1. Access the transaction on SAP Graphical User Interface (SAP GUI :)

SAP Easy Access AccountingAccounts PayableMaster RecordsCreate

Transaction code FK01

2. On screen Create Vendor :Initial Screen, enter information in the fields as

3. specified in the below table:

Field Name Description User Action & Values

Vendor

If using internal number assignment, the system

assigns a number when saving the master data.

Company code The company code ID 1020

Account group

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

Universal CSs account groups:

Click on the Enter button.


4/39


4. On screen Create Vendor :Address Screen, enter information in the fields asspecified in the table below:


Name Vendor or company name Enter selected vendor name

Search termShort name which is used to setup a match code

Enter search term such as abbreviated addressor initials

Street Street address

City City

Country Two digit country identifier

Telephone Telephone numberOther communication types can also bemaintained

Fax Fax number

5. Click on the Enter button.


5/39


6. On screen Create Vendor :Control, enter information in the optional fields asapplicable in the table below:


CustomerIf the vendor is also a customer, use this fieldto link the two records together for line itemdisplay and transaction processing

AuthorizationThe authorization group allows extendedauthorization protection for particular objects .

CorporateGroup

If the vendor belongs to a group, can assign agroup key here .If creating a match code usingthis group key, group evaluation is possible.

Tax officeThe tax authority office responsible for thevendor.

Enter Tax authority office number.

Tax Number Enter Tax File Number.

VatRegistrationnumber

Vat )Value added tax )registration number ofthe customer, vendor , or company code

Enter Sales Tax RecordNumber.

Industry keyAssigned industry key used to identify industrydata

Enter as required


6/39


7. On screen CreateVendor :Payment Transactions, enter the vendors bankinginformation if applicable

Field Name DescriptionUser Action &Values

Country Bank country key

Bank Key Key under which bank data in the respective country is stored

Bank Account The number at the bank under which the account is managed

IBAN

IBAN Entry is the number

It is an international unique, identification number for certainbank accounts, it contains maximum of 34 alphanumericcharacters .It contains the country code bank key and accountnumber.

CKIndicator as to whether account is a checking or savingsaccount

BnkTIf several bank accounts exist in a customer or vendor masterrecord, you can assign different keys for these accounts

8. On screen Create Vendor :Accounting Information Accounting, enterinformation in the fields as specified in the below table:


7/39



Reconciliationaccount

account which is updated parallel to the sub-ledger account fornormal postings

Head Office

This account number is only specified for branch accounts .Allpostings, for which the account number of the branch is specified,are automatically posted to the head office account.The accountnumber of the branch affected is noted in the line items.

AuthorizationThe authorization group allows extended authorization protectionfor particular objects .The authorization groups are freely definable

Sort keyThis field determines how the allocation field is populated duringdocument entry .When displaying line items, the line items aresorted initially by the allocation field.

Cash mgmntgroup

In cash management, customers and vendors are allocated toplanning groups according to their criteria major customers,domestic...Etc .by means of an entry made in the master record.

9. On screen Create Vendor :Payment Transactions Accounting, enter informationin the optional fields as applicable:


Payment TermsKey for defining payment terms composed of cash discountpercentages and payment periods

Chk double invIndicator which means that incoming invoices and creditmemos are checked for double entries at the time of entry.

Payment Methodsdifferent methods by which the vendor can be paid using theautomatic payment program

Alternative payee

Account number of the vendor for whom automatic paymenttransactions are to be carried out .The account number is onlyneeded if bank collections are not to be made directly via the

vendor who owes the payables.

Payment Block

Block key used to block an open item or an account forpayment transactions.The block key can be used as follows:

During automatic payment transactions, the block key affectsopen items if it is :Stored in the master record or Entered in thedocument.

House Bank Short key for a house bank


8/39


10. On screen Create Vendor :Withholding Tax, enter information in the optionalfields as applicable:


WH Tax Country You will but (eg)

With.t.type Withholding Tax at invoice (01 )or a payment (02)

W/tax code Withholding Tax Percentage (0.5 =01 .2.0 =02; 5.0 =03)

Liable You will sign this flag to calculate tax

Exemption Number Enter any number if the vendor is exempted

Exemption % Enter the percentage of the exemption

Exemption reason Enter exemption reason (01)

Exemption From Enter exemption date from

Exemption To Enter exemption date to

11. Press the save icon .


9/39


1.2 Change Vendor Master Record )Centrally)UseVendor master data is the data required conducting 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.


SAP Easy AccessAccounting Financial Accounting Accounts Payable Master Records

Maintain Centrally Change


2. On screen Change Vendor :Initial Screen, enter information in the fields asspecified in the table below:

Field Name Description User Action &Values

Vendor enter the vendors account number

Company code the company code ID of the vendor 1020

3. Select the appropriate combination of general data or company code data forscreens to change.NOTE :The menu path Edit Select all selects all the field groups listed under General

Data, Company Code Data and Purchasing Organization Data.4. Click on the Enter button.5. Use the left (F7 ( orright ( F8( arrow buttons at the top left of the screen to navigate

between the different general and company code data screens.

6. Enter the necessary changes and press Save icon


10/39


1.3 Display VendorUseThe display vendor )centrally )transaction allows the user to view the entire vendormaster record .This view includes general, company code, and purchasing data .

Procedure

1. Access the transaction on SAP Graphical User Interface (SAP GUI :)

SAP Easy AccessAccounting Financial Accounting Accounts PayableMaster Records Display


2. On screen Display Vendor:Initial Screen, enter information in the fields asspecified in the table below:


Vendor Vendor number 400000

Company code the company code ID of the vendor 1020

3. Select the appropriate combination of general data or company code data orpurchasing organization data processing options for screens to change.

4. Click on the Enter button.

5. Display all the data of the vendor master data then press Back to return to theinitial screen.


11/39


12/39


3. On screen Vendor Changes :Changed Fields, view the field changes made to thevendor master record:

Overview :Overview displays changed fields in the vendor master record .If the user enters

the purchasing organization and/or the company code on the initial screen, all purchasing

and company code changes are visible .If not, only the general data changes can be viewed.

4. Click on the All Changes button to view additional change information.

5. On screen Vendor Changes :Overview, view the detailed field changeinformation:

All Changes :The All Changed view displays the changed field, when it was changed, as well

as the old and new value for the field.

6. Click on the Entries button to view additional change information.

7. On screen Vendor Changes :Entries, view the detailed entry change information:

Entries :The Entries view displays the general views of the vendor master .By double

clicking on a view, the date and user who made the change is visible .

8. Click on the Deletions button to view additional change information.

9. On screen Vendor Changes :Deletions, view the detailed entry changeinformation:

Deletions :The Deletions view displays all deleted information from a vendor master record

such as bank details, partner function.

10. Click on the Field Names button to view additional change information.

11. On screen Vendor Changes :Changed Fields, view the detailed entry changeinformation:

Field Names :the Field Names view displays the table, field name, and field description for a

particular piece of changed data .

12. Display the account changes if there is any and after that press the Back icon

to go to the main menu.


13/39


1.5 Block/Unlock of Vendor )Centrally)

UseYou can block a vendor from posting, from order processing or from both .Blocking )andunblocking )can be set in either Financial

Accounting or Materials Management .Within Accounts Payable, you can block a vendoraccount from posting .) See BPP Block Vendor )Accounting )). You have to block avendor master record before you can mark it for deletion .You would also block avendor that you use only as an alternative payment recipient, so that nobody can post toit by mistake .Only block an account if there are no more open items in the account .Ifan account is blocked, you cannot clear any open items.

You can block a vendor from both posting and order processing simultaneously fromeither Accounts Payable or Purchasing

You can cancel a vendor account block at any time .To do this, simply remove therelevant indicator.



Maintain Centrally Block/Unblock

Transaction code XK05

2. On screen Block /Unblock Vendor :Initial Screen, enter information in the fields asspecified in the table below:

Field Name Description User Action and Values


Company Code Company Code 1020

Purchasing Organization Purchasing Organization identifier 1020

Click on the to continue.

3. On screen Block /Unblock Vendor :Details Screen, enter information in thefields as specified in the table below:


14/39



All Companycodes

Indicator specifying whether posting is allowed for thisvendor master record for all company codes.

1020

SelectedCo .Code

Indicates the vendor is blocked for posting in thespecified company code .

Check the box if the vendormaster record is to be blockedfrom posting for only specifiedcompany code.

All

PurchasingOrganization

Indicator specifying whether purchasing order

processing is blocked for this vendor master record forall purchasing organizations.

Check the box if the vendor

master record is to be blockedfrom order processing for allpurchasing organizations .

Block forqualityreasons

Reasons for blocking this vendor master record frompurchasing order processing.

Use the drop down menu forpredefined reasons.

4. Click on the Save Icon ) Ctrl +S ) to save all the changes.

NOTE: A vendor account block may be cancelled at any time .To do this, simply remove the relevant

indicator/checks then click Save to save the changes.

5. Press the Back icon to go to the main menu.


15/39


1.6 Set Deletion Indicator forVendor Master Record

Use

The organization of master data in your system is also an important part of marking

master records for deletion .You can set the deletion flag for all company codes or justone specific company code.

You can reset a deletion flag at any time as long as the master record has not beenphysically deleted from the system.



Maintain Centrally Set Deletion Indicator

Transaction code XK06

2. On the Flag for Deletion Vendor :Initial Screen screen, make the followingentries:

Field name Description User action & values


Company Code Company Code 1020

Purch .Organization Purchasing Organization identifier 1020

3. Choose Enter.

4. On the Flag for Deletion Vendor :Details make the following entries as per yourrequirements.


16/39


Field name DescriptionUser action &values

All AreasIndicates that all data in this master record is to bedeleted.

Selected Company CodeIndicates that the company code data in this masterrecord is to be deleted.

1020

Selected sales area

Indicates that all data in the master record will bedeleted for the specified purchasing organization .Before the deletion is made, the system checks fordependent data that would prevent the deletion.

1020

General dataThis indicator specifies that the general data in themaster record may not be deleted.

Selected Company codeincl .General data

This indicator specifies that the company code-specific data in the master record may not be deleted .If this indicator is set, the accompanying general datacannot be deleted either.

5. Press Save or)Ctrl +S )

6. Press the Back icon to go to the main menu.


17/39


1.7 Posting a Vendor InvoiceUseSAP addshere's to the document principle, which means that each posting is stored inthe form of a document .Each document is composed of a document header and lineitems .Each posting, or document, must have at least the following information :

document and posting dates, document type, company code, currency, posting keys,account numbers, and amounts .In order to post a document, it must balance; the debitsmust equal the credits .Required fields are validated during entry.

Note :Trade accounts payable source transactions primarily come from the MaterialManagement )MM )module .Purchases costs and variances are also generated andassigned from the MM module .FI is used for recording vendor invoice information andmatching against the MM source.Procedure1. Access the transaction on SAP Graphical User Interface (SAP GUI :)

SAP Easy AccessAccounting Financial Accounting Accounts PayableDocument EntryInvoice

Transaction code FB60

2. On screen Enter Vendor Invoice, enter the information as specified in the fields inthe table below:


Vendor Vendor account number 400000

Sp .G/L

For all line items in vendor accounts which are updated to analternativereconciliation account in the generalLedger, the special G/L indicatordetermines which accountis to be\Selected.

Use this field for itemssuch as down paymentrequest.

Invoice Date Date of the invoice

Posting Date Date the account balances are updated.

ReferenceReference information if desired .Used as a search criterion.

Amount Invoice Amount 1000

Currency ID Designate the document currency

Calculate taxChecking this box will designate thesystem to automatically calculatetaxes during simulation or posting


18/39


Paymt termsKey for defining payment termscomposed of cash discountPercentages and payment periods.

This field is derived fromVendors MasterData but may also be chain the Paymenttab of Vendor Invoice.

BaselineDt Baseline date for due date and payment term calculation.

This field is derived from

Baseline Datefield in the Payment tab

DocumentHeader Text

Text pertaining to the entire document.

3. Press Enter4. For the Line Item, enter the information as specified in the table below:


G/L Account General ledger account number

Amount in DocumentCurrency

Enter the line item amount to be Posted to.

D/C Debit /Credit indicator

Tax code Tax

Cost ctr Cost Object

5. Press Enter

6. Click on the Simulate button or F9 to review vendor invoice entry.

7. If you wish to change any data, double click on the line item and make your changes.

8. To post the document, Click on the Post icon or Ctrl +S.


19/39


1.8 Post Vendor Credit Memo

Use

A vendor credit memo is the reversal of part or all of an invoice .When an invoice iscancelled, the system automatically creates a credit memo .The credit memo posting is

similar to other standard document postings within the SAP R/3 system .Once posted,the credit memo is applied against the vendor account balance, and subsequentlyoffsets future payments.


SAP Easy AccessAccounting Financial Accounting Accounts Payable Document EntryCredit Memo

Transaction code FB65

2.Make same steps as Transaction

FB60 Post Vendor

Invoice

If you enter the FI document number of the invoice in the Invoice Reference field, theinvoice payment data are automatically copied )baseline date for payment, terms ofpayment ). This ensures that the invoice and the credit memo will be taken intoaccount for payment at the same time .Confirm the respective message with Enter.

1.9 Park/Edit Credit Memo

Use

You can park credit memos before you post them .This is useful for example, if the data

you want to enter is incomplete, or the parking and posting functions are carried out by

different accounting clerks )dual control principle ).


SAP Easy AccessAccounting Financial Accounting Accounts Payable Document Entry

Document Parking Park/Edit Credit Memo

Transaction code FV65

4. Make same steps as Transaction FB65 Post VendorCredit Memo until step 2.

5. At the Park Vendor Credit Memo :Company Code 1020screen Press Save

parked document ) Ctrl +S) to park the document.


20/39


1.10 Posting a Vendor Invoice

UseEvery 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 suchas 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.


SAP Easy AccessAccounting Financial Accounting Accounts PayableDocument EntryInvoice General

Transaction code F-43

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


DocumentDate

Date of the document 01.07.2010

Type Document type KR

CompanyCode

Company code of the first account 1020

Posting DatePosting date of the document which will determine the periodit posts to

30.07.2010

Period 7

Currency/rateCurrency that the amounts will be entered into the systemunder

EGP

Reference Field allocated to any extra numeric or name identifiers .

Doc .Headertext

Text that may be entered to apply to the entire document viathe header


21/39


3. For the FirstLine Item, enter the information as specified in the table below:


Post KeyKey that will determine the type of account to beposted to and whether it is a debit or credit

31

AccountVendor account number to post the first line of theinvoice to

400000

Special G/LThe G/L indicator determines how to handle specialpostings

4. On the Details Enter Vendor Invoice:Add Vendor item screen enter theinformation in the fields as specified in the table below :


Amount The amount for the account entered on theprevious screen Enter proper amount

Tax amount

The amount serves, as a basis for theautomatically created postings for taxes onsales/purchases and also as a base for theadvance return for tax on sales/purchases .

Calculate taxThe system calculates the taxesautomatically during simulation or posting .

Tax codeRepresents a tax category used by taxauthorities for tax returns .The tax rate

For tax-exempt or non-tax -abletransactions, use tax codes with a


22/39



calculation rules and further features arestored in a table for each tax code .

0 percentagerate if thecorresponding transactions are tobe displayed in the tax returns.

Invoice ref.

For line items, which are related to another

line item this field contains the number ofthat partner document .

Pmnt block

Specifies why a document is blocked forpayment . Manual payment block Block due to differences Random payment block

Pmnt methodPayment method with which this item is tobe paid .

Assignment no.

The assignment number is an additional in -formation reference field in the line item .

Thelayout rules for the assignment number fieldare defined in the Implementation Guide,under Determine Standard Sorting forLine Items.

The assignment number is anadditional information reference

field in the line item enabling thesystem to display the account lineitems sorted according to thecontent of this field.

Text Freeform dataEnter a description of thetransaction

For the SecondLine Item, enter the information as specified in the table below:

Field Name Description User Action & Values Comments

Note: There are many other fields which are to be used according to configuration rules, account

dependencies, specific posting transactions, and company procedures.

5. Select theEnter icon to proceed to enter more lines by repeating step 4 untilthe debits equal the credits .When satisfied with your entry, proceed as describedbelow.

6. On the Details Enter Vendor invoice:Add G

/L account item screen enter the informationin the fields as specified in the table below:


23/39


To check the document before it is posted, press Display Document Overviewicon . Thisenables you to display the document.

7. To Save the data, Select thePOSTicon )Ctrl +S ) .Use the F3or the Back

icon to get back to the fast entry screen/overview screen.

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

i.e .Document numberxxxxxxxxxx was posted to Company Code xxxx


24/39


1.11 Post Manual Outgoing payment

Use

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.

PrerequisitesA new payment method has to be configured for using this alternative.


SAP Easy AccessAccounting Financial Accounting Accounts PayableDocument Entry

Outgoing Payment Post


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


25/39



Document Date Date of the document. Enter date desired on the check

Document Type Classifies the accounting document Will default to KZ

Company Code Organizational UnitMust be the appropriate companycode for the vendor to be paid

Posting DateDate that determines the period to

which the posting will occurWill default to current date

Currency/rateCurrency that the transaction will postunder

Default is the local currency forthe company code

Account )Bank data)G/L cash/checking account to beused.

Enter the proper cash account

Amount The payment amount. Enter desired payment amount

Value Date Will default to current date

Account )Vendor) The vendor account number

Account Type Type of account Default is K for vendor

Reference Field used to enter user desired text

Document Header TextDescriptive text that applies to thedocument header

Enter any desired text

Clearing Text Additional explanatory information Enter any desired text

))

Press Process Open Items

3. Press Select All open items and Deactivate them then choosethe required open item )Open invoice, Credit Memo, etc ).


26/39


4. Select open items to be paid.

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 ).

You can manually remove or change the applicable cash discount.

If the difference between the amount entered on the initial screen and the total of theitems that you select doesnt fall within the system defined tolerance, you must enter

the amount that appears under Not Assigned into the field Difference Postings .This

amount will be posted back into the vendor account.

Once the amount under Not Assigned equals zero )or falls within your predetermined

tolerance level )you may post.

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

6. Choose Postor )Ctrl-S) .

7. You can display the posted document by following this path :Document Display.


27/39


1.12 Down Payment Request

Use

Down payment requests are noted items that do not affect the balance sheet .These

noted items are required to enable the system to post the down payments to your vendorautomatically using the payment program.

Procedure

1. Access the transaction on SAP Graphical User Interface )SAP GUI)

SAP Easy AccessAccounting Financial Accounting Accounts Payable Document Entry

Down Payment RequestTransaction code F-47

2. On screen Down Payment Request :Header Date screen, enter information inthe fields in the table below:

Field Name Description User Action and Values Comments

Document DatePayment date Enter the date on the down

payment request

Doc .type Document Type Will default to KA

Company Code Company code ID 1020

Posting DateEffective date of postingin the ledgers.

Will default to current date

Currency/Rate

Payment currency .Can

be entered as a code or arate

Account Vendor account number 200000

Target SpecialG/L Indicator

Indicator for a downpayment request withwhich the correspondingdown payment is to beposted later.

A

Use a systemprovidedindicator orcreate yourown


28/39


Select the New Item button to proceed

3. On screen Down Payment Request :Add Vendor Item, enter information in the

fields as specified in the table below :


AmountDown payment amount Enter the requested down payment

amount

Due OnUsed as a baseline date for cash discount/payment terms

Enter appropriate date)if applicable)

Tax CodeMay be required depending on thedown payment account used

Enter an appropriate tax code

4. Review and Post the Down Payment

Select the Document Overview icon to review your entry prior to posting .

Post your down payment request by selecting the Save icon, or use themenu path Document Post.

The system will return a document number for your down paymentrequest.Document 1700000007 was posted in company code 1020


29/39


1.13 Posting A Vendor Down Payment



Down Payment Down Payment


2. On the screen Post Vendor Down Payment :Header Data, enter informationin the fields as specified in the table below:


Document DateDate original document wasissued

Doc .Type Document Type Will default to KZ

Company Code Company code ID 1020

Posting DateEffective date of posting in the

ledgers.Currency/Rate Payment currency EGP

Vendor Account Vendor account number Enter the vendors account number

Special G/L IndicatorIndicator which identifies aspecial G/L transaction

Bank Account Number Account to be credited

AmountAmount of the total downpayment


30/39


1.14 Process Vendor Down Payment ClearingUseYou 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 .



Outgoing Payment Post +Print Forms


2.On the

Clear Vendor Down Payment:Header Data

screen, enter informationin the fields specified in the table below:


Document Date Document Entry Date Enter the proper date of the document

Document TypeDocument type that the transactionwill post as

Defaults to KA

Company Code Financial company code Enter desired company code

Posting Date Effective date Defaults to current date

Period Enter the fiscal period The proper period will default for the


31/39


32/39


1.15 Reset Cleared Items

UseYou can reset clearing procedures for individual documents .When resetting clearing

postings, the clearing data is removed from the line items )and the reversal data, where

it existed, is removed from the document header ). The document changes are loggedand can be displayed in the change documents .Payment history and credit limit will be

corrected, when needed, after resetting cleared items in Accounts Receivable .This

process will be utilized for opening misapplied payments and for reversing and reissuing

credit refunds .

Procedures1. Access the transaction on SAP Graphical User Interface )SAP GUI ):

SAP Easy AccessAccounting Financial Accounting Accounts Payable Document

Reset Cleared Items

Transaction code FBRA

2. On the Reset Cleared Items screen, enter information in the fields as specified inthe table below:

Field name Description User action &values

Clearing documentNumber of the document with which theline item was cleared.

Enter in the 10-digit system-assigned number .This is theclearing document or the paymentnumber, or offset number.

Company codeFour-character identifier of the companycode.

Enter in the company code.

Fiscal yearDefines a period, 12 months as a rule,for which the company is to create itsinventory and balance sheet.

Enter year that the cleared item wasposted.

3. Once the document is reviewed, post the document by clicking on the Save icon.


33/39


1.16 Displaying Vendor BalancesUseDisplaying customer account balances.

PrerequisitesThe customer account contains items.

Procedure1. Access the transaction on SAP Graphical User Interface )SAP GUI)

SAP Easy AccessAccounting Financial Accounting Accounts Payables Account

Display Balances

Transaction code FK10N

2. On the Vendor Balance Displayscreen, , enter information in the fields asspecified in the table below:


Vendor The vendor account number

Company Code Financial company code 1020

Fiscal YearThe fiscal year which contains therecurring document that, is to bedeleted.

2010

Choose Execute or Press ) F8) .


34/39


Note:

The balances for every period in the year are displayed .If you need more detailsof the totals double click on the required period to see its details.

To show the single document entries of a period, select the balance field of the

period you want to display by double-clicking .To show all the documents of the year,select the total balance field by double-clicking.


35/39


1.17 Displaying and Changing Customer Line Items

Use

Displaying and changing line items in a Vendor account.

Procedure


SAP Easy AccessAccounting Financial Accounting Accounts Payable Account

Display/Change Line Items

Transaction code FBL1N

2. On the Vendor Line Item Display screen, enter information in the fields asspecified in the table below:


36/39



Vendor account

Company Code

Status Set All Items Radio button

Type Check indicator of Normal Items

3. Choose Execute icon or Press )F8) .

4. If you choose All Items, the system displays all the account items .You can also

choose to display only Open items or Cleared items.

Proceed as follows to change the document:

1. Select the line item you want to change by clicking the box at the start of the row.

2. Choose Change Document .


37/39


3. On the Change Document:Line Item xxx screen, make the required changes tothe line item .Note that you cannot change all of the fields .For example, you cannotchange additional account assignments or the amount.

4. Save your entries .

ResultThe line items of an account are displayed .You can now make changes to the

document line items.


38/39


1.18 Clear Vendor

UseThis 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 ze ro)forexample, invoices and payments that you have already entered ).

Procedure


SAP Easy Access Accounting Financial Accounting Accounts Payable Account Clear


2. On screen Clear Vendor :Header Data Screen, enter information in the fields asspecified in the below table:

Field Name Description User Action and Values Comments

Account Vendor Account Number 400000

Company Code Enter the company code 1020Clearing Date

Currency

Period

Open itemselection

- Normal OI- Special G/L indicator

Additionalselections


39/39

Select process open items to activate the necessary open items to clear.

3. On screen Clear Vendor :Process Open Items Screen, specify which open items

to select.

4. To Display the open items for processing, double-click on the line item .Use thegreen arrow to go back to the process open items screen

5. 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:

The Not Assigned amount shows the difference between the amount to be clearedand the net total of the active open items selected for clearing so far .

6. Select the Save icon to save the changes.

7. Select Yellow up Pointing Arrow or Shift F3 to return to the Main AccountsPayable Menu.

Sap Fi AP Frequently User Procedures

Documents

Transcript of Sap Fi AP Frequently User Procedures