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SAP END USER MANUAL FI

BLESS

SAP END USER MANUAL - FI


Version 0.5
for
Balmer Lawrie and Co. Ltd

This is a hardcopy of document maintained on electronic media. It is the latest version

Document Release Notice


Notice No.: FI/I/01
Author
: Ambarish Ganguly (TCS Employee ID 327825)
Client
: Balmer Lawrie & Co. Ltd
Project
: SAP Implementation

DOCUMENT RELEASE NOTICE


Notice No. : FI/I/01
Client: Balmer Lawrie & Co. Ltd
Project: SAP Implementation
Document details:

SAP END USER MAUAL FI

Name
Version
Balmer Lawrie User No.
Version
Manual - FI
0.5

Revision details:
Action
Preceding
taken
Page No.
(add/del/ch
g)

New
Page No.

Description
User manual Document
module end users

for

FI

Revision
Description

Change Register serial numbers covered:


The documents or revised pages are subject to document control.
Please keep them up-to-date using the release notices from the distributor
of the document.
These are confidential documents. Unauthorized access or copying is
prohibited.
Prepared by: Ambarish Ganguly
17.02.2013

Date:

Approved by:

Date:

Authorized by:

Date:

SAP END USER MAUAL FI


DOCUMENT REVISION LIST
Notice No. : FI/I/01
Client: Balmer Lawrie & Co. Ltd
Project: SAP Implementation
Document details: FI End User Manual
Release Notice Reference (for release):
Rev.
No

Revision
Date

Revision
description

Page
No.

Prev
page
No

Action
Taken

Adden
da
New
page

Release
Notice
reference

1 INTRODUCTION TO SAP EASY ACCESS MENU SCREEN.............................6


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2 SAP STANDARD TOOL BARS & ICONS.....................................................7
3 ACCOUNTS RECEIVABLE......................................................................10
3.1

CUSTOMER MASTER...............................................................................................................10

3.1.1
3.1.2
3.1.3
3.2

DOWN PAYMENT FROM CUSTOMER...............................................................................................27

3.2.1
3.2.2
request
3.2.3
request
3.2.4
3.3

F-37:
F-29:
29
F-29:
33
F-39:

Create DOWN PAYMENT request.................................................27


DOWN PAYMENT FROM CUSTOMER using down payment
DOWN PAYMENT FROM CUSTOMER Without Down Payment
CLEARING CUSTOMER DOWN PAYMENTS...................................37

CUSTOMER INVOICING AND CREDIT MEMO....................................................................................43

3.3.1
3.3.2
3.3.3
3.3.4
3.3.5
3.3.6
3.4

FD01: CREATE CUSTOMER MASTER RECORD......................................11


FD02: CHANGE CUSTOMER MASTER DATA..........................................24
FD03: DISPLAY CUSTOMER MASTER DATA...........................................26

F-22: enter Customer invoice (general)...............................................43


fb70: enter customer invoice...............................................................50
FB75: Customer credit memo..............................................................54
F-32: CLEARING CUSTOMER line items................................................58
NOTED ITEMS......................................................................................63
FBL5N: DISPLAY/CHANGE CUSTOMER LINE ITEMS...............................65

INCOMING PAYMENTS FROM CUSTOMER...........................................................................67

3.4.1
F-28 INCOMING PAYMENTS..................................................................68
4 ACCOUNTS PAYABLE...........................................................................76
4.1

VENDOR MASTER....................................................................................................................76

4.1.1
4.1.2
4.1.3
4.2

PASSING VENDOR INVOICE...................................................................................................91

4.2.1
4.2.2
4.3

FK01: CREATE A VENDOR MASTER RECORD........................................77


FK02: CHANGE A VENDOR MASTER RECORD......................................88
FK03: DISPLAY VENDOR MASTER DATA................................................89
FB60: ENTER VENDOR INVOICE...........................................................91
FB65: Vendor Credit Memo..................................................................96

PAYMENT TO VENDOR..........................................................................................................101

4.3.1
4.3.2
4.3.3
4.3.4
4.3.5
4.3.6

F-53: POST OUTGOING PAYMENT.......................................................101


F-58: POST AND PRINT.......................................................................108
F110: PAYMENTS, AUTOMATIC PAYMENT PROGRAM...........................118
F-47: Create Down Payment Request................................................138
F-48: VENDOR DOWN PAYMENT With payment request..................141
F-48: VENDOR DOWN PAYMENT wihtout payment request.............144

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4.3.7
4.3.8

F-54: Clear Vendor Down Payment....................................................150


F-44: Clear Vendor line items............................................................153

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1 INTRODUCTION TO SAP EASY ACCESS MENU SCREEN

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2 SAP STANDARD TOOL BARS & ICONS

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Important Function keys


Function
Key
F1
F3
F4
F8

Descriptions
Help
Back
Drop down/lookup view
Execute

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3 ACCOUNTS RECEIVABLE
3.1 CUSTOMER MASTER
All business transactions are posted to and managed by means of accounts. You
have to create a master record for each account that you need. The master
record contains data that controls how business transactions are entered in the
account and how posting data is processed. In the master record, you can also
store all the data that you need for conducting business with the customer.
Customer master records are used by both the financial accounting department
(accounts receivable processing) and the sale department (SD). This document,
however, only discusses the general data in and the financial accounting aspect
of customer master records. Please refer SD User Manual regarding creation of
Customer Master with Sales Area Details.
Process
Description
Customer Master

Transacti
on
Codes
FD01

T-Code Description
Creation of new customer (without sales
Area Details)

XD01

FD02/XD0
2
FD03/XD0
3

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Creation of new customer (with Sales Area


Details)
PLEASE REFER SD USER MANUAL
Change Customer Master Data
Display Customer Master Data

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3.1.1 FD01: CREATE CUSTOMER MASTER RECORD


1. Enter transaction code FD01 in the transaction bar or follow the following
navigation path:- Accounting Financial Accounting-> Accounts
ReceivableMaster RecordsCreate

2. Enter the customer account group and the company code and click enter.

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3. On the General Data screen in the Create Customer page, enter the required data
as follows
Address Tab
Description

R/O/C

Title
Name

O
R

Search Term 1
Street/House Number

R
R

Street4

Street5
Postal Code/City
Country
Region
Language
Telephone
Email

R
R
R
R
O
O

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User Action and


Values
Company
Castrol India Pvt.
Limited
CNML00100
Technopolis
Knowledge Park
Mahakali Caves
Road, Chakala
Andheri(East)
400093 / Mumbai
IN
13 (Maharashtra)
EN

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Control Data Tab
Description

R/O/C

Industry
Other Fields

R
O

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User Action and


Values
OILE

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Payment Transactions Tab (Bank Details)

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4. Next click on company code data


. On the Company Code Data screen
in the Create Customer page, enter the required data
Account Management tab:
Description

R/O/C

Reconciliation
Account

Sort Key

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User Action and


Values
Select the appropriate
Reconciliation account
(GLCode- 23005010)
002

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Payment transactions Tab:
Description

R/O/C

Terms of payment

Payment History
Record
Other fields

User Action and


Values
Enter the customer
specific terms of
payment.
Check the box

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Correspondence Tab (All entries are optional)

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Insurance Data Tab (all entries are optional)

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Withholding Tax Tab (optional)

5. Next click on CIN Details


. On the CIN Details Data screen in the Create
Customer page, enter the required data
Excise Duty Tab

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Sales Tax/Service Tax Tab

Withholding tax tab

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Save to create the customer. The System will automatically assign the next
available number from the corresponding number range as a customer.
Message:
Customer 1000000000 has been created for company code 1000

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3.1.2 FD02: CHANGE CUSTOMER MASTER DATA


1. Enter transaction code FD02 in the transaction bar or follow the following
navigation path:- Accounting Financial Accounting-> Accounts
ReceivableMaster RecordsChange

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2. Enter the Customer code and Company code for which the master record needs to
be changed

3. Make necessary Changes and save the customer data

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3.1.3 FD03: DISPLAY CUSTOMER MASTER DATA


1. Enter transaction code FD03 in the transaction bar or follow the following
navigation path:- Accounting Financial Accounting-> Accounts
ReceivableMaster RecordsDisplay

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2. Enter the customer code and company code for which the master data is to be
viewed and click enter.

3.2 DOWN PAYMENT FROM CUSTOMER


Processing customer down payments in a company involves many different
transactions, which can be carried out by payment request or without payment
request. Down payment request will be created by Sales & Distribution
department. This is statistical document that require enabling the system to
post the down payments to the customer.
If the customer invoice is later posted manually, the invoice is cleared with the
down payment that has already been posted so that only the difference remains
to be recovered from the customer.
Process
Description
Customer Payment

Transacti
on
Codes
F-37
F-29
F-32
FBL5N

T-Code Description
Create Down Payment Request
Down Payment from Customer
Clearing Down Payment from Customer
Display/Change Customer Line Items

3.2.1 F-37: CREATE DOWN PAYMENT REQUEST


1. Enter the transaction code F-37 in the transaction bar or follow the following
navigation path Accounting Financial Accounting Accounts Receivable
Document Entry Down Payment Request

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Field

R/O/C

Description/Action

Document Date

Enter the document date

Document Type

Default (else enter DZ for Down payment)

Company code

Default (else enter 1000)

Posting date & Period

Enter the current date and period

Currency

INR

Reference

Invoice Ref. of customer

Doc. Header Text

Invoice narration

Customer Account

Customer Account Number

Special GL Indicator

Special GL Indicator A

Amount

Amount in INR

Due On

Enter Due Date

Text

Line item text

Assignment

Used for entering Cheque number

Click Enter to proceed.

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Since this is a request, there is no simulation required. Directly posting has to be


done. In order to post the document click on save
button. A message saying that
the document has been posted in company code will be displayed with document
number
3.2.2 F-29: DOWN PAYMENT FROM CUSTOMER USING DOWN PAYMENT
REQUEST
1. Enter the transaction code F-29 in the transaction bar or follow the following
navigation path Accounting Financial Accounting Accounts Receivable
Document Entry Down Payment Down Payment
Field

R/O/C

Description/Action

Document Date

Enter the document date

Document Type

Default (else enter DZ for Down payment)

Company code

Default (else enter 1000)

Posting date & Period

Enter the current date and period

Currency

INR

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Field

R/O/C

Description/Action

Reference

Invoice Ref. of customer

Doc. Header Text

Invoice narration

Company Code

Enter Company Code

Customer Account

Customer Account Number

Special GL Indicator

Special GL Indicator A

Incoming Bank

Incoming Bank Account number

Amount

Amount in INR

Text

Narration (To be entered in the given


format)
Bank~Branch~DrawerName~LodgmentC
ode
Ex:

Bank Charges

Bank Charges Amount

Profit Center

Enter Profit Center

Text

Narration (To be entered in the given


format)

Assignment

Used for entering Cheque number

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2. Click on

to proceed to the requests list

Select the relevant down payment request (1400000262) and click on Create Down
Payment pushbutton.
3. The document gets simulated as shown below:

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To simulate document for General ledger view, go to Document Simulate
General ledger view

If the document simulated is okay, then in order to post the document click on back
button and then click on save
button. A message saying that the document has
been posted in company code
displayed with document number.

will be

3.2.3 F-29: DOWN PAYMENT FROM CUSTOMER WITHOUT DOWN PAYMENT


REQUEST
1. Enter the transaction code F-29 in the transaction bar or follow the following
navigation path Accounting Financial Accounting Accounts Receivable
Document Entry Down Payment Down Payment
Field

R/O/C

Description/Action

Document Date

Enter the document date

Document Type

Default (else enter DZ for Down payment)

Company code

Default (else enter 1000)

Posting date & Period

Enter the current date and period

Currency

INR

Reference

Invoice Ref. of customer

Doc. Header Text

Invoice narration

Company Code

Enter Company Code

Customer Account

Customer Account Number

Special GL Indicator

Special GL Indicator A

Incoming Bank

Incoming Bank Account number

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Field

R/O/C

Description/Action

Amount

Amount in INR

Text

Narration (To be entered in the given


format)
Bank~Branch~DrawerName~LodgmentC
ode
Ex:

Bank Charges

Bank Charges Amount

Profit Center

Enter Profit Center

Text

Narration (To be entered in the given


format)
Bank~Branch~DrawerName~LodgmentC
ode
Ex:

Assignment

Used for entering Cheque number

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Click Enter to proceed and enter the following details:

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2. The document can be simulated before actual posting by clicking on


then on

and the following will be displayed:

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3. To simulate document for General ledger view, go to Document Simulate
General ledger view

4. If the document simulated is okay, then in order to post the document click on
back
button and then click on save
button. A message saying that the
document
has
been
posted
in
company
code
will be displayed with document
number.

3.2.4 F-39: CLEARING CUSTOMER DOWN PAYMENTS


1. Clearing of down payments from customer involves setting off payments against
invoices debited to the customer account. This is an important activity since only
balance amount (after adjustment with down payments), is to be either recovered
or adjusted against subsequent dispatches (in case down payment received from
customers is more than sales invoice amount).
Down payments, having credit balance are reported as advance from customer
and the debit balances as Sundry Debtors. It is important that payments received
in advance are cleared against invoices.
Enter transaction code F-39 in transaction bar or follow the following navigation
path Accounting Financial Accounting Accounts Receivable Document
Entry Down Payment Clearing

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2. Enter customer account code, document date, posting date, Company code,
currency, etc. as given below:
Field

R/O/C Description/Action

Document Date

Enter the document date

Document Type

Default (else enter DZ for Down payment)

Company code

Default (else enter 1000)

Posting date & Period

Enter the current date and period

Currency

INR

Reference

Invoice Ref. of customer

Doc. Header Text

Invoice narration

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Field

R/O/C Description/Action

Customer

Enter Customer Code

Invoice ref.

Enter the invoice to be cleared

Fiscal year

Enter the Fiscal Year

Assignment

Enter text

Text

Enter narration

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3. Now click enter and select the relevant down payment document to be cleared
against:

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4. Go to document Simulate document/ Simulate General Ledger, to view how the
document will be posted.

5. The simulated view will be as follows:Simulated document view

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Simulated General Ledger view

Click on back button, simulate the transaction and then click on post button to
post the document. A message
will be displayed on posting of the document.

3.3 CUSTOMER INVOICING AND CREDIT MEMO


Customer Invoices will be entered mostly through the SD route of Sales Order, Delivery and
finally Billing. However there may be instances where Direct FI Invoices may be posted for
miscellaneous income etc. Similarly the credit notes will also be created from the SD route,
however FI credit notes may also be required to be created.

3.3.1 F-22: ENTER CUSTOMER INVOICE (GENERAL)


1. Enter transaction code F-22 in transaction bar or follow the following navigation path
Accounting Financial Accounting Accounts Receivable Document Entry
Invoice - General
Enter the following information:
Field

R/O/C

Description/Action

Document Date

Enter the document date

Document Type

Default (else enter DZ for Down payment)

Company code

Default (else enter 1000)

Posting date & Period

Enter the current date and period

Currency

INR

Reference

Invoice Ref. of customer

Doc. Header Text

Invoice narration

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Field

R/O/C

Description/Action

Posting Key

Enter Posting Key Customer Debit

Customer Account

Customer Account Number

Amount

Enter the Amount

Payment Terms

Enter the Payment Terms

Baseline Date

Enter the Baseline Date

Assignment

Enter text

Text

Enter narration

Posting Key

Enter Posting Key GL Credit

Account

Enter GL Account Revenue Account

Amount

Amount in INR

Profit Center

Enter the Profit Center

Text

Narration

Assignment

Enter Text

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Click Enter

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Click Enter

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2. Go to document Simulate document/ Simulate General Ledger, to view how the


document will be posted

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3. The simulated entry will look like:

Simulated General Ledger view

Click on back button, simulate the transaction and then click on post button to
post the document. A message
will be displayed on posting of the document.

3.3.2 FB70: ENTER CUSTOMER INVOICE

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1. Enter transaction code FB70 in transaction bar or follow the following navigation
path Accounting Financial Accounting Accounts Receivable Document
Entry Invoice
Enter the following information:
Field

R/O/C

Description/Action

Document Date

Enter the document date

Document Type

Default (else enter DZ for Down payment)

Company code

Default (else enter 1000)

Posting date

Enter the current date

Currency

INR

Reference

Invoice Ref. of customer

Doc. Header Text

Invoice narration

Posting Key

Enter Posting Key Customer Debit

Customer Account

Customer Account Number

Amount

Enter the Amount

Payment Terms

Enter the Payment Terms

Baseline Date

Enter the Baseline Date

Assignment

Enter text

Text

Enter narration

Posting Key

Enter Posting Key GL Credit

Account

Enter GL Account Revenue Account

Amount

Amount in INR

Profit Center

Enter the Profit Center

Text

Narration

Assignment

Enter Text

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2. Go to document Simulate document/ Simulate General Ledger, to view how the


document will be posted

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3. The simulated entry will look like:

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Click on back button, simulate the transaction and then click on post button to
post the document. A message
will be displayed on posting of the document.

3.3.3 FB75: CUSTOMER CREDIT MEMO


1. Enter transaction code FB75 in transaction bar or follow the following navigation
path Accounting Financial Accounting Accounts Receivable Document
Entry Credit Memo
Enter the following information:
Field

R/O/C

Description/Action

Document Date

Enter the document date

Document Type

Default (else enter DZ for Down payment)

Company code

Default (else enter 1000)

Posting date & Period

Enter the current date and period

Currency

INR

Reference

Invoice Ref. of customer

Doc. Header Text

Invoice narration

Posting Key

Enter Posting Key Customer Debit

Customer Account

Customer Account Number

Amount

Enter the Amount

Payment Terms

Enter the Payment Terms

Baseline Date

Enter the Baseline Date

Assignment

Enter text

Text

Enter narration

Posting Key

Enter Posting Key GL Credit

Account

Enter GL Account Revenue Account

Amount

Amount in INR

Profit Center

Enter the Profit Center

Text

Narration

Assignment

Enter Text

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2. Go to document Simulate document/ Simulate General Ledger, to view how the


document will be posted

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3. The simulated entry will look like:

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Click on back button, simulate the transaction and then click on post button to
post the document. A message
will be displayed on posting of the document.

3.3.4 F-32: CLEARING CUSTOMER LINE ITEMS


1. Clearing of down payments/on account payments from customer involves setting
off payments against invoices debited to the customer account. This is an
important activity since only balance amount (after adjustment with down
payments/on account payments), is to be either recovered or adjusted against
subsequent dispatches (in case down payment received/on account receipts from
customers is more than sales invoice amount).
Down payments, having credit balance are reported as advance from customer
and the debit balances as Sundry Debtors. It is important that payments received
in advance are cleared against invoices.
Enter transaction code F-32 in transaction bar or follow the following navigation
path Accounting Financial Accounting Accounts Receivable Account
Clear

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2. Enter customer account code, clearing date, Company code, currency, Special G/L
indicator, Normal OI (box checked) and additional selections. Then click on Process
open items
tab.
Field

R/O/C Description/Action

Account

Enter Customer Code

Clearing date

Enter the clearing date

Company Code

Enter Company Code

Currency

Enter INR

Special GL Indicator

Enter Spl. GL indicator A for down


payment from customer

Normal OI

Should be checked

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3. After clicking on the Process items tab the following screen will appear, of which
we have to select the manner of clearing the open items standard, partial or
Residual items. We will select Partial
payment for clearing open items
partially.

Step6: click on
payment to be
cleared

Step3: click on
invoice to be
cleared

Step 4&7:
Select
Step5&8:
Activate items

Step1:
Select All

Step2:
Deactivate items

Step9: Enter
the diff amt (to
remain open)
Step10: Check
if unassigned
is zero

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4. Go to document Simulate document/ Simulate General Ledger, to view how the
document will be posted.

5. The simulated view will be as follows:Simulated document view

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Simulated General Ledger view

Click on back button, simulate the transaction and then click on post button to post the
document. A message
posting of the document.

will be displayed on

3.3.5 NOTED ITEMS


Noted items are special GL transactions with informational character which only
remind the user
about due payments or payments to be made and are not
displayed in the general ledger or added to it.
Only one line item is updated if a noted item is created. No offsetting/double entry is
made hence no zero balance check is made. Noted items are administered as open
items in the accounts payable/receivable and the special GL account. You should
therefore always activate the line item display for these accounts.

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Customer down payment request is a noted item as a reminder. This is a statistical


noted item no transaction figures are updated for down payment requests. Like all
down payment special G/L transactions, down payment requests can be paid THRO
automatic payment process.
Menu Path: Accounting Financial Accounting Accounts Receivables Document
Entry Down
Payment F-37 Request

Select appropriate
spl GL indicator
from drop down
help/F4

Enter to go to next screen.

Save

Due date is mandatory.


Enter expected down
payment date

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3.3.6 FBL5N: DISPLAY/CHANGE CUSTOMER LINE ITEMS


1. To view the entries in the customer account, follow the following navigation path
or use T-Code FBL5N.

2. Enter the details as follows and click on execute button (or press F8).

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Click all
items

Tick on normal
items & Special
G/L transactions
and noted items

3. The Customer line item will be displayed in the following manner

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Balance advance
amount is shown as
open item

Clearing document
shows closed items

3.4 INCOMING PAYMENTS FROM CUSTOMER


Processing customer-incoming payments in a company involves payments
received against invoices. In this scenario the customer invoice is posted before
the payment is received. The invoice is cleared with the payment by processing
open line items. With this clearing, the selected open items are cleared as closed
items.
Process
Description
Incoming Payment

Transacti
on
Codes
F-28

Tata Consultancy Services Limited

T-Code Description
Incoming Payments

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3.4.1 F-28 INCOMING PAYMENTS


1. Enter transaction code F-28 in the transaction bar or follow the following path from
the navigation menu: Accounting Financial Accounting Accounts Receivable
Document Entry Incoming Payments ( F-28 )

2. Update the following data in the incoming payment screen as follows and then
click on the Process open items
tab.
Field

R/O/C Description/Action

Document Date

Enter the document date

Document Type

Enter the document type

Company Code

Enter the company code

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Field

R/O/C Description/Action

Posting date & Period

Enter the current date and period

Currency

Enter INR

Reference

Invoice Ref. of customer

Doc. Header Text

Invoice narration

Incoming Bank

Incoming Bank Account

Amount

Amount in INR

Bank Charges

Bank Charges Amount (if deducted by


customer)

Profit Centre

Enter profit center

Text

Narration

Assignment

Enter Cheque number

Customer Account

Customer account number

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3. In the process open items screen, perform the steps as indicated
Step7: Click on document
overview

Step3: Click on
invoice for which
payment is received

Step4:
Select

Step1:
Select All

Step5:
Activate
items

Step2:
Deactivate
items

Step6: Enter cash


discount, if required.
Press enter

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4. After Document overview button in clicked upon the following screen will appear.
Double click on bank line item 001 (amount was initially entered as Re. 1 in the
first screen).

5. After clicking the bank line item, the line item entry screen will open. Enter * in
amount field and click on enter .The amount field will be filled automatically.
Check if the amount field displayed automatically is equal to the cheque amount.
Then Go to, Document Simulate, to view the transaction before posting.

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6. After the simulated transaction is viewed and found okay, the document can be
posted by clicking on post
button. A message saying that the document has
been
posted
will
appear,
displaying
the
document
number
.

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Now run the transaction FBL5N: Display/Change customer line items to view the
above incoming payment with clearances .

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General ledger view of incoming payment document posted (FB03)

Document
splitting on
account of
diff profit
centers

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4 ACCOUNTS PAYABLE
4.1 VENDOR MASTER
All business transactions are posted to and managed by means of accounts. You
have to create a master record for each vendor account that you need. The
master record contains data that controls how business transactions are entered
in the account and how posting data is processed. In the master record, you can
also store all the data that you need for conducting business with the vendor.
Vendor master records are used by both the financial accounting department
(accounts payable processing) and the purchasing department (MM) in your
company. This document, however, only discusses the general data in vendor
master records and the financial accounting aspect of vendors. Please refer MM
User Manual regarding creation of Vendor Master with Purchase Organisation
details.
Process
Description
Vendor Master

Transacti
on
Codes
FK01

T-Code Description
Creation of new Vendor (without Purchase Org
details)

XK01

FK02/XK0
2
FK03/XK0
3

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Creation of new Vendor (with Purchase Org


details)
PLEASE REFER MM USER MANUAL
Change a Vendor Master Record
Display a Vendor Master Record

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4.1.1 FK01: CREATE A VENDOR MASTER RECORD


1. Enter transaction code FK01 in the transaction bar or follow the following
navigation path:- Accounting Financial Accounting-> Accounts PayableMaster
RecordsCreate

2. In the create vendor initial screen enter the required data as follows and click
enter to proceed
Description

R/O/C

Vendor
Company Code

Tata Consultancy Services Limited

User Action and Values


Leave Blank (Internally
Assigned)
1000

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Account Group

ZDOM

3. Enter the data in the respective screens of Create Vendor Page as follows:
Address Details
Field Name

R/O/C

User Action and


Values

Title
Name
Search Term 1
Street/House Number
Postal Code/City
Country
Language
Telephone

R
R
R
O
R
R
R
O

Company
Vendor Name
Search Term
Main Street
Six digit Postal Code
IN
English
Telephone

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Control page (all fields are optional)

Payment transactions page (All fields are optional)

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Accounting information page
Field Name
Reconciliation
Account
Sort Key
Prev Acct No

R/O/C
R
R
O

Interest Indicator

R/O

Interest Frequency

R/O

Other fields

User Action and Values


15202010 (Relevant GL
account)
001
VENDOR1 (Old System Acct
Number)
Required for Fixed Deposit
Vendors
Required for Fixed Deposit
Vendors

Payment transactions accounting page

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Field Name
Payment Terms
Check Double Invoice
Payment Methods
House Bank
Other fields

R/O/C
R
O
R
R
O

User Action and Values

C in case of cheque
House bank

Correspondence accounting page (All fields are optional)

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Withholding tax Accounting

4. Click on the CIN Details


as follows

tab. In the CIN details data screen enter the data

Sales Tax/Service Tax (All fields are optional)

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Excise Duty

Withholding Tax

Tax Exemption (all fields are optional):


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After Entering the CIN Details click on back


button and click on save to create
the vendor. A message saying that the vendor has been created will be displayed,
along with the Vendor code assigned.

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4.1.2 FK02: CHANGE A VENDOR MASTER RECORD


1. Enter transaction code Fk02 in the transaction bar or follow the following
navigation path:- Accounting Financial Accounting-> Accounts PayableMaster
RecordsChange

2. Enter the Vendor code and the company code and select the parameters for which
the master data needs to be changed.

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3. Make necessary changes and save

the vendor master data.

4.1.3 FK03: DISPLAY VENDOR MASTER DATA


1. Enter transaction code FK03 in the transaction bar or follow the following
navigation path:- Accounting Financial Accounting-> Accounts PayableMaster
RecordsDisplay

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2. Enter the Vendor code and the company code and select the necessary
parameters for which the data needs to be viewed.

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3. After viewing the vendor master data click in the exit

button.

4.2 PASSING VENDOR INVOICE


This scenario describes the procedure for posting invoices. All the documents
concerned are FI documents. You can use these standard financial accounting functions
to enter business transactions in general and subsidiary ledgers. During this process,
the system generates accounting documents and updates the transaction figures in the
general and subsidiary ledgers.
Process
Description
VENDOR INVOICE

Transacti
on
Codes
FB60
MIRO
FB65

T-Code Description
Enter Vendor Invoice (General)
Please Refer MM USER MANUAL
Vendor Credit Memo

4.2.1 FB60: ENTER VENDOR INVOICE

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1. Enter transaction code FB60 in the transaction bar or follow the navigation path:
Accounting Financial Accounting Accounts Payable Document Entry
Invoice

2. Enter the required data in the vendor invoice entry screen


Invoice Basic Data Screen
Field

R/O/C Description/Action

Vendor
Invoice Date
Posting Date
Reference
Amount
Currency
Calculate Tax

R
R
R
R
R
R
O

Tax Code

Business Place
Section Code

R
R

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Vendor Code
Date of the vendor invoice
Posting date in the SAP system
Vendors invoice number
Invoice amount
Document/invoice currency
The system calculates the input tax
automatically.
If Calculate tax is clicked, select the tax
code
Press F4 and Select
Press F4 and Select
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Field
Text
G/L Account
D/C
Amount in Document
Currency
Tax Code
Cost Center
Profit Center

R/O/C
O
R
R
R
R
R
R

Description/Action
Fill in document text
Enter the General ledger account
Select Debit/Credit
Enter the gross amount. The system
calculates the input tax automatically.
Tax code relevant for line item
1010001 for example
Select
relevant
profit
center,
say
1000103001 (automatically picked if cost
center is entered)

Payments Tab

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Field

R/O/C Description/Action

Baseline Date
Payment terms

R
R

Payment Block

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Default
Default from Vendor Master, can be
changed
Select free/blocked for payment

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Withholding Tax Tab
Field
Withholding Tax code

3. Click on simulate

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R/O/C Description/Action
O

Appears where specified in vendor master


(Select appropriate Withholding tax code)

tab to view the simulated invoice before actual posting

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4. After the simulated document is viewed and found to be in order, click on post
button
to
save
the
document.
A
message
will be displayed saying that the
document has been posted in the company code, along with the document
number.

4.2.2 FB65: VENDOR CREDIT MEMO


1. Enter transaction code FB65 in the transaction bar or follow the navigation path:
Accounting Financial Accounting Accounts Payable Document Entry
Credit Memo

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5. Enter the required data in the vendor invoice entry screen


Invoice Basic Data Screen
Field

R/O/C Description/Action

Vendor
Invoice Date
Posting Date
Reference
Amount
Currency
Calculate Tax

R
R
R
R
R
R
O

Tax Code

Business Place
Section Code
Text
G/L Account
D/C
Amount in Document
Currency

R
R
O
R
R
R

Tata Consultancy Services Limited

Vendor Code
Date of the vendor invoice
Posting date in the SAP system
Vendors invoice number
Invoice amount
Document/invoice currency
The system calculates the input tax
automatically.
If Calculate tax is clicked, select the tax
code
Press F4 and Select
Press F4 and Select
Fill in document text
Enter the General ledger account
Select Debit/Credit
Enter the gross amount. The system
calculates the input tax automatically.

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Field
Tax Code
Cost Center
Profit Center

Payments Tab
Field

R/O/C
R
R
R

R/O/C Description/Action

Baseline Date
Payment terms

R
R

Payment Block

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Description/Action
Tax code relevant for line item
1010001 for example
Select
relevant
profit
center,
say
1000103001 (automatically picked if cost
center is entered)

Default
Default from Vendor Master, can be
changed
Select free/blocked for payment

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Withholding Tax Tab
Field
Withholding Tax code

6. Click on simulate

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R/O/C Description/Action
O

Appears where specified in vendor master


(Select appropriate Withholding tax code)

tab to view the simulated invoice before actual posting

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7. After the simulated document is viewed and found to be in order, click on post
button
to
save
the
document.
A
message
will be displayed saying that the
document has been posted in the company code, along with the document
number.

4.3 PAYMENT TO VENDOR


Processing vendor outgoing payments in a company involves payments to be
made against invoices. In this scenario the vendor invoices are received before
the payment is made. The outstanding invoice is cleared with the payment
made by processing open line items. With this clearing, the processed open
items are cleared as closed items.
4.3.1 F-53: POST OUTGOING PAYMENT
1. Enter transaction code F-53 in the transaction bar or follow the following path from
the navigation menu: Accounting Financial Accounting Accounts Payable
Document Entry Outgoing Payments Post ( F-53 )

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2. Update the following data in the post outgoing payment screen as follows and
then click on the Process open items
tab.
Field name

R/O/
C

Description

Document Date
Posting date
Document Type
Company Code
Currency
Reference
Doc. Header Text
Clearing Text

R
R
R
R
R
O
O
O

Enter Document Date


Posting date of the document
Document type to be used (KZ)
Company Code (1000)
Document currency
Reference
Document Header Text
Text for the clearing line item.
(This text is copied into all clearing
entries which are created within the
current processing)

Bank Data
Account
Amount

R
R
O
R
O
R

Bank Account
Amount to be paid (or enter Re 1
temporarily)
DD Charges
Value date
Line item text
Respective Profit Centre

R
R
O
X

Vendor Account Number


Account type
Special GL
Type of Open Items

Bank Charges
Value Date
Text
Profit Centre
Open Item Selection
Account
Account Type
Special GL
Standard OIs

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3. After clicking on the process open items tab, the following screen will appear. We
can process open items using Standard Screen/Partial Payment Screen etc.
Perform the following steps as indicated on the Partial payment(say) screen
Step6: Click on document
overview

Step3: Click on
invoice for which
payment is to be
made

Step4:
Select

Step1:
Select All

Tata Consultancy Services Limited

Step5:
Activate
items

Step2:
Deactivate
items

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4. After Document overview button in clicked upon the following screen will appear.
Double click on bank line item (amount was initially entered as Re. 1 in the first
screen). The amount is to be edited in the screen as follows by entering * (for the
amount to be picked up automatically or, enter the exact amount).

5. After the amount is entered, click on document Simulate, to view the simulated
document.

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6. After the simulated document is viewed and found okay, the document can be
posted by clicking on post
button. A message saying that the document has
been
posted
will
appear,
displaying
the
document
number
.

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7. Now run the transaction FBL1N: Vendor line item display to view the above
outgoing payment with clearances .

Clearing document shows


cleared line items

4.3.2 F-58: POST AND PRINT


1. Enter transaction code F-58 in the transaction bar or follow the follow path from
the navigation menu: Accounting Financial Accounting Accounts Payable
Document Entry Outgoing Payments Post + Print Forms ( F-58 )

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2. In the first screen we have to fill the payment method and define output control.
Enter the appropriate fields and click on enter payments
tab
Field name
Company Code
Payment method
House Bank
Cheque Lot No
Output Control
Printer for forms
Print immediately

Tata Consultancy Services Limited

R/O/
C
R
R
R
R
R

Description
Company Code (1000)
Enter applicable payment method, say:
C
Enter House Bank, say: HD001
Enter applicable cheque lot number
Select Printer
Check the box

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3. In the following screen enter the relevant payment details, bank selection and
vendor selection for which the payment is being made and click on process open
items
tab
Field name

R/O/
C
R
R
R
R
R
O
O
O

Document Date
Document Type
Posting Date
Posting Period
Currency
Reference
Document Header Text
Clearing Text
Bank Posting Details
Amount
R
Value Date
Assignment
Text

Tata Consultancy Services Limited

R
O
O

Description
Enter document date
Default KZ
Enter posting date
Default in line with the posting date
Enter currency INR
Enter Invoice Number
Enter document text
Enter document clearing text
Enter Payment Amount or, initially
enter Re 1
Default
Enter cheque number
Enter line item text

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Payee Details
Vendor
Company code

R
R

Enter Vendor Code


Enter company code 1000

4. Select the vendor open item(s) for which the payment is to be made and click on
document overview button

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5. In the document overview screen double click on the bank line item to change
the amount initially assigned as Re.1

6. In the line item 1/bank line item entry screen, enter * for the amount to be
automatically picked up or enter the exact total payment amount for the invoices
selected. Click on Document Simulate

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7. We can view how document will be posted in the general ledger by clicking on
document Simulate General Ledger, or if we want to post click on post button.

8. The following general ledger view will be simulated and can be checked before
actual posting. If the simulated document is found okay, click on back button and
then click on post to post the document.

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9. After we post the document a message will be displayed mentioning the document
number (say 1500000184) and after we click enter button, cheque printing will
be initiated automatically. Select the printer and print the cheque immediately.

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4.3.3 F110: PAYMENTS, AUTOMATIC PAYMENT PROGRAM


1. Enter transaction code F110 in the transaction bar or follow the following path
from the navigation menu: Accounting Financial Accounting Accounts Payable
Periodic Processing Payments

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2. Enter run date and identification parameters for automatic payment program. The
combination of Run date and identification should be unique.

3. Enter the posting date, document entry cut-off date, customers item due date
cut-off, company code, payment method, posting date of the next payment run
and the vendor range for which the automatic payment is to be made.
Note: Payment method is set at the vendor master. Only those vendors whos
payment method corresponds to the selection on the parameters screen will be
selected

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4. In the Free selection field tab, we can make particular exclusions while making the
payment. These particular exclusions wont be considered while processing
automatic payment.

5. Enter the vendor range for which we want additional logs. Check the boxes for the
types of logs required. Check boxs option 2 and 3 are mutually exclusive (both 2
& 3 cannot be selected).

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6. Maintain the Printout and data medium variants, by selecting the appropriate
variant from the list of variants. After selection of the variant, save it and finally
click on status
tab. Select yes, when asked to save data (parameters
defined).

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7. After the parameters have been saved, we will get the message saying that
details have been saved for the payment run. Click on proposal
tab to
schedule payment proposal.

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8. For payment proposal we can either enter a scheduled time or start immediately
by clicking on respective check box. Click on enter.

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9. We will get the message that the payment proposal has been scheduled. Click on
status
tab to see the updated status of payment proposal.

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10.After the status is viewed we will get to see the status as payment proposal
created. We have the options to display proposal
, view proposal log
and change proposal
.

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11.On viewing the payment proposal, we can see green indicators or red indicators.
Red ones indicate that the payment cannot be made for those items either
because the invoices are blocked for payment or because the payment
method/bank is absent in Vendor master. Proposal log
will give the
explanation why the particular item was not considered for payment.

12.Double click on the payment proposal above to view the invoice wise details.

13.After the payment proposal is verified, the payment run can be carried out by
clicking on schedule payment run
tab.

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14.Again the payment run can be scheduled at a particular date and time or can be
started immediately by clicking on start immediately check box. Click on enter
button to proceed.

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15.We will get the message that the payment run has been scheduled. Click on status
tab to see the updated status of payment run.

16.After the status is updated for the payment run we will get the message that the
payment run has been carried out and posting orders have been generated. We
can view the log for payment run by clicking on display payment run log
.

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17.After the payment log is viewed, confirm printout data medium (variant) selected.
Click on schedule print
tab to proceed further.

18.In the schedule printout screen, feed the desired start date and time or check the
start immediately box to immediately start printing the cheques. Give a unique
Print Job name and then click on enter
button. A message will be displayed
confirming the print job

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19.Go to SP02 and check the spool request for cheque printing.

20.Further details. A proposal can be printed, displayed, edited, printed and or


deleted. Choose Edit button. You may also delete the entire proposal and rectify
the records and run proposal again.

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The following sections narrate the further features of Automatic Payment

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Display/Edit Proposal will allow the proposal to be edited

System will display all the transactions that are currently selected for the
vendor

Double click on
the desired
item to be
edited

Items can be
reallocated to a
different House
Bank for payment

Double click on the


desired item to be
edited

Delete Proposal for automatic payment transactions


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Delete Parameters for automatic payment transactions

4.3.4 F-47: CREATE DOWN PAYMENT REQUEST


1. Enter the transaction code F-47 in the formula bar or follow the following path
Accounting Financial Accounting Vendor Document Entry Request, from
the navigation menu

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2. Enter the following details:


Field

R/O/C

Description/Action

Document Date

Enter the document date

Document Type

Default (else enter KA for Down payment)

Company code

Default (else enter 1000)

Posting date & Period

Enter the current date and period

Currency

INR

Reference

Invoice Ref. of customer

Doc. Header Text

Invoice narration

Vendor Account

Vendor Account Number

Special GL Indicator

Special GL Indicator A

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Field

R/O/C

Description/Action

Amount

Amount in INR

Due On

Enter Due Date

Text

Line item text

Assignment

Used for entering Cheque number

3. Click enter and enter the following details:

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4. Click on Post
to post the down payment request.
5. Document number will get generated on posting -

4.3.5 F-48: VENDOR DOWN PAYMENT WITH PAYMENT REQUEST


1. Enter the transaction code F-48 in the formula bar or follow the following path
Accounting Financial Accounting Vendor Document Entry Down
Payment, from the navigation menu

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2. In the post down payment first screen enter the following fields to post vendor
down payment. After entering the data as follows click on
to proceed
further

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3. Select the relevant down payment request (1700000082) and click on Create
Down Payment pushbutton
.

4. The document will be simulated as shown below:

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5. If the simulation is found ok, then click on post

to create the down payment

document.

4.3.6 F-48: VENDOR DOWN PAYMENT WIHTOUT PAYMENT REQUEST


1. Enter the transaction code F-48 in the formula bar or follow the following path
Accounting Financial Accounting Vendor Document Entry Down
Payment, from the navigation menu

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2. In the post down payment first screen enter the following fields to post vendor
down payment. After entering the data as follows click on enter
to proceed
further

3. Enter the vendor related data in the subsequent screen as follows

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4. After we click on display document overview, the withholding tax screen will pop
up. Validate to proceed further

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5. After the document overview is generated following entry will be displayed:

6. Click on post to post the document to general ledger. After the document is posted
a message will be displayed saying that the document has been posted displaying
the document number.

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4.3.7 F-54: CLEAR VENDOR DOWN PAYMENT
1. Enter the transaction code F-54 in the formula bar or follow the following path
Accounting Financial Accounting Vendor Document Entry Down
Payment Clearing, from the navigation menu

2. Enter customer account code, document date, posting date, Company code,
currency, etc. as given below:
Field

R/O/C Description/Action

Document Date

Enter the document date

Document Type

Default (else enter KA for Down payment)

Company code

Default (else enter 1000)

Posting date & Period

Enter the current date and period

Currency

INR

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Field

R/O/C Description/Action

Reference

Invoice Ref. of vendor

Doc. Header Text

Invoice narration

Vendor

Enter Vendor Code

Invoice ref.

Enter the invoice to be cleared

Fiscal year

Enter the Fiscal Year

Assignment

Enter text

Text

Enter narration

3. Now click on
be cleared against:

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and select the relevant down payment document to

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4. Go to document Simulate document/ Simulate General Ledger, to view how the


document will be posted

Simulated view:

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General Ledger Simulation:

5. Click on back button, simulate the transaction and then click on post button to
post the document. A message
will be displayed on posting of the document.

4.3.8 F-44: CLEAR VENDOR LINE ITEMS


1. Enter transaction code F-44 in transaction bar or follow the following navigation
path Accounting Financial Accounting Accounts Payable Account Clear

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6. Enter vendor account code, clearing date, Company code, currency, Special G/L
indicator, Normal OI (box checked) and additional selections. Then click on Process
open items
tab.
Field

R/O/C Description/Action

Account

Enter Vendor Code

Clearing date

Enter the clearing date

Company Code

Enter Company Code

Currency

Enter INR

Special GL Indicator

Enter Spl. GL indicator A for down


payment from customer

Normal OI

Should be checked

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7. After clicking on the Process items tab the following screen will appear, of which
we have to select the manner of clearing the open items standard, partial or
Residual items. We will select Partial
payment for clearing open items
partially.

Step6: click on
payment to be
cleared

Step3: click on
invoice to be
cleared
Step 4&7:
Select
Step1:
Select All

Step5&8:
Activate items

Step2:
Deactivate items

Step9: Enter
the diff amt (to
remain open)

Step10: Check
if unassigned
is zero

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8. Go to document Simulate document/ Simulate General Ledger, to view how the
document will be posted.

9. The simulated view will be as follows:Simulated document view

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Simulated General Ledger view

Click on back button, simulate the transaction and then click on post button to post the
document. A message
posting of the document.

Tata Consultancy Services Limited

will be displayed on

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