User Manual FI03

Title:
Module Name :

AP Document Enty & Account Analysis

Account Payable Module

OVERVIEW
Accounting Transaction In Accounts Payable

The unit explains the various accounting transactions in accounts payable such as parking
checking and approving invoices. It will also help in understanding how Accounts Payable
records all accounting transactions for dealings with suppliers.
It will covers the following scenarios relating to vendor transactions :
Course

Transaction Code

FI03.01.01
FI03.01.02
FI03.02.01
FI03.02.02
FI03.03.01
FI03.03.02
FI03.03.03
FI03.04.01
FI03.04.02

FB60
F-43
FB65
F-41
FK10N
FBL1N
F-44
FV60
FV65

Description

Vendor Invoice
Vendor Invoice General
Vendor Credit Memo
Vendor Credit Memo General
Display Vendor Balances
Display / Change Line Items
Clear Vendor
Park or Edit Invoice
Park/Edit Credit Memo

Input - Required Fields

Company Code
Account Group

Field Value / Comments

1021

Procedural Steps

Last changed on:

Prepared by:
Nidhi Tulshan

Version: 1.0
Release: ERP 6.0

Page:
1 of 35

User Manual FI03

Title:
Module Name :

FI03.01.01

AP Document Enty & Account Analysis

Account Payable Module

Posting Vendor Invoices

This transaction allows you to enter vendor invoices. It creates postings in Accounts
Payable Sub Ledger and updates also the relevant GL Accounts (e.g. reconciliation
account). You can use this transaction to post the invoices that do not pass through
Purchasing Department. Instances of when a vendor invoice will be posted by AP will be
payments for electricity bills, telephone charges etc. In this exercise you will enter and
post vendor invoice.
Via Menus

Accounting Financial Accounting Accounts Payable Document Entry

FB60- Invoice

Via Transaction Code

FB60

Click on the

button and Enter Company code 1021 in the field.

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

Field Name
Vendor
Invoice Date
Reference
Amount
Text
G/L Account
D/C
Amount In Doc Curr
Cost Center

Last changed on:

Description
Code identifying the
vendor account
Date of Invoice
Additional document
description
Amount of invoice
Description of line item
The Account Being
Charged or Debited
Code identifying whether
line item is a debit
or a credit
Amount to be posted for
the line item
Cost Center

Prepared by:
Nidhi Tulshan

R/O
R

Values ( Example )
1000054

R
R

04062010
PO 1234567

R
O
R

50000
Invoice for PO 1234567
5010106

Debit

50000 or *

2101101

Version: 1.0
Release: ERP 6.0

Page:
2 of 35

User Manual FI03

Title:
Module Name :

Click on

Last changed on:

AP Document Enty & Account Analysis

Account Payable Module

button to replicate an overview of a document before posting.

Prepared by:
Nidhi Tulshan

Version: 1.0
Release: ERP 6.0

Page:
3 of 35

User Manual FI03

Title:
Module Name :

Click on save

AP Document Enty & Account Analysis

Account Payable Module

Button

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

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

Last changed on:

Prepared by:
Nidhi Tulshan

Version: 1.0
Release: ERP 6.0

Page:
4 of 35

User Manual FI03

Title:
Module Name :

FI03.01.02

AP Document Enty & Account Analysis

Account Payable Module

Post Vendor Invoice General

Via Menus

Accounting Financial Accounting Accounts Payable Document Entry

F-43- Invoice General

Via Transaction Code

F-43

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

Field Name
Document date
Company Code
Currency
Reference
Posting Key

Vendor

Last changed on:

Description
Date of the document
Code identifying the
circle
Document Currency
Additional document
description
In this field, the posting
key with which the next
document line item
should be entered is
specified.
Vendor Code

Prepared by:
Nidhi Tulshan

R/O
R
R

Values ( Example )
03062010
1021

R
R

INR
PO 789

31

1000054

Version: 1.0
Release: ERP 6.0

Page:
5 of 35

User Manual FI03

Title:
Module Name :

AP Document Enty & Account Analysis

Account Payable Module

Click on Enter Button

Field Name

Description

Amount
Business Place
Section Code
Assignment

Amount of the Invoice

Representing the TAN no
Representing the TAN no
Enter PO number of the
Invoice
Any other Details
In this field, the posting
key with which the
document line item should
be entered is specified.

Text
Posting Key

Last changed on:

Prepared by:
Nidhi Tulshan

R/O/
D
R
R
R
O

Values ( Example )

O
R

Invoice
40

Version: 1.0
Release: ERP 6.0

10000
2101
2101
PO 789

Page:
6 of 35

User Manual FI03

Title:
Module Name :

Account

AP Document Enty & Account Analysis

Account Payable Module

Expense General Ledger

Account being debited

5010106

Click on Enter Button

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

Description

Amount

Amount of the Invoice as

entered before
To identify the cost center
Any other detail

Cost Center
Text

Last changed on:

Prepared by:
Nidhi Tulshan

R/O/
D
R

Values ( Example )

R
O

2101103
*

Version: 1.0
Release: ERP 6.0

Page:
7 of 35

User Manual FI03

Title:
Module Name :

AP Document Enty & Account Analysis

Account Payable Module

Click on Document Overview Button

Last changed on:

Prepared by:
Nidhi Tulshan

Version: 1.0
Release: ERP 6.0

Page:
8 of 35

User Manual FI03

Title:
Module Name :

Click on Save

AP Document Enty & Account Analysis

Account Payable Module

Button

The system will display a message at the status bar:

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

Last changed on:

Prepared by:
Nidhi Tulshan

Version: 1.0
Release: ERP 6.0

Page:
9 of 35

User Manual FI03

Title:
Module Name :

FI03.02.01

AP Document Enty & Account Analysis

Account Payable Module

Post Vendor Credit Memo

The vendor invoice youve posted in the previous exercise contains an incorrect
amount. The vendor was invoiced for an excess amount. Youve asked the vendor to
issue a credit memo to correct this mistake. In this exercise you need to post the
received vendor credit memo
Via Menus

Accounting Financial Accounting Accounts Payable Document Entry

FB65- Creditmemo

Via Transaction Code

FB65

Click on the

button and Enter Company code 1021 in the field.

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

Field Name
Vendor
Invoice Date
Reference
Amount
Business Place
Section Code
Text
G/L Account
D/C
Amount In Doc Curr
Cost Center

Last changed on:

Description
Code identifying the
vendor account
Date of Invoice
Additional document
description
Amount of invoice
Represents the TAN
Represents the TAN
Description of line item
The Account Being
Charged or Debited
Code identifying whether
line item is a debit
or a credit
Amount to be posted for
the line item
Cost Center

Prepared by:
Nidhi Tulshan

R/O
R

Values ( Example )
1000054

R
R

04062010
PO 1234567

R
R
R
O
R

20000
2101
2101
Invoice for PO 1234567
5010106

Debit

20000 or *

2101101

Version: 1.0
Release: ERP 6.0

Page:
10 of 35

User Manual FI03

Title:
Module Name :

AP Document Enty & Account Analysis

Account Payable Module

Click on Enter Button

Click on the

Last changed on:

button to replicate an overview of a document before posting.

Prepared by:
Nidhi Tulshan

Version: 1.0
Release: ERP 6.0

Page:
11 of 35

User Manual FI03

Title:
Module Name :

Click on the Save

AP Document Enty & Account Analysis

Account Payable Module

button

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

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

Last changed on:

Prepared by:
Nidhi Tulshan

Version: 1.0
Release: ERP 6.0

Page:
12 of 35

User Manual FI03

Title:
Module Name :

AP Document Enty & Account Analysis

Account Payable Module

FI03.02.02 Post Vendor Credit Memo General

Via Menus

Accounting Financial Accounting Accounts Payable Document Entry

F-41- Credit Memo General

Via Transaction Code

F-41

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

Field Name
Document date
Company Code
Currency
Reference
Posting Key

Vendor

Last changed on:

Description
Date of the document
Code identifying the
circle
Document Currency
Additional document
description
In this field, the posting
key with which the next
document line item
should be entered is
specified.
Vendor Code

Prepared by:
Nidhi Tulshan

R/O
R
R

Values ( Example )
03062010
1021

R
R

INR
PO 789

21

1000054

Version: 1.0
Release: ERP 6.0

Page:
13 of 35

User Manual FI03

Title:
Module Name :

AP Document Enty & Account Analysis

Account Payable Module

Click on Enter Button

Click on Enter Button
Field Name

Description

Amount
Business Place
Section Code
Assignment

Amount of the Invoice

Representing the TAN no
Representing the TAN no
Enter PO number of the
Invoice
Any other Details

Text
Last changed on:

Prepared by:
Nidhi Tulshan

R/O/
D
R
R
R
O

Values ( Example )

Invoice

Version: 1.0
Release: ERP 6.0

7500
2101
2101
PO 789

Page:
14 of 35

User Manual FI03

Title:
Module Name :

Posting Key

Account

Last changed on:

AP Document Enty & Account Analysis

Account Payable Module

In this field, the posting

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

Prepared by:
Nidhi Tulshan

50

5010106

Version: 1.0
Release: ERP 6.0

Page:
15 of 35

User Manual FI03

Title:
Module Name :

AP Document Enty & Account Analysis

Account Payable Module

Click on Enter Button

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

Description

Amount

Amount of the Invoice as

entered before
To identify the cost center
Any other detail

Cost Center
Text

Last changed on:

Prepared by:
Nidhi Tulshan

R/O/
D
R

Values ( Example )

R
O

2101103
*

Version: 1.0
Release: ERP 6.0

Page:
16 of 35

User Manual FI03

Title:
Module Name :

AP Document Enty & Account Analysis

Account Payable Module

Click on Document Overview Button

Last changed on:

Prepared by:
Nidhi Tulshan

Version: 1.0
Release: ERP 6.0

Page:
17 of 35

User Manual FI03

Title:
Module Name :

Click on Save

AP Document Enty & Account Analysis

Account Payable Module

Button

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

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

Last changed on:

Prepared by:
Nidhi Tulshan

Version: 1.0
Release: ERP 6.0

Page:
18 of 35

User Manual FI03

Title:
Module Name :

AP Document Enty & Account Analysis

Account Payable Module

FI03.03.01 Display Vendor Balances

This function allows you to display vendor balances (both per month and cumulative).
You can also display balances for more than one vendor account cross-company code
in a list.
In this exercise you need to : Display balances on the Vendor account
Via Menus

Accounting Financial Accounting Accounts Payable Account

FK10N Display Balances

Via Transaction Code

FK10N

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

Field Name
Vendor

Description
Code identifying the vendor
account
Code identifying the circle
Year of the vendor balance

Company Code
Fiscal Year
Click the Execute

R/O
R

Values ( Example )
1000054

R
R

1021
2010

button to display a report.

You can display the line items or even particular document directly from this report.
For instance, to display all the documents for Period 3 mark this row on the report
screen (it will be highlighted in yellow) and click the Call up line item report
button. You can now see all the documents posted in Period 3.

Last changed on:

Prepared by:
Nidhi Tulshan

Version: 1.0
Release: ERP 6.0

Page:
19 of 35

User Manual FI03

Title:
Module Name :

Last changed on:

Prepared by:
Nidhi Tulshan

AP Document Enty & Account Analysis

Account Payable Module

Version: 1.0
Release: ERP 6.0

Page:
20 of 35

User Manual FI03

Title:
Module Name :

AP Document Enty & Account Analysis

Account Payable Module

To display the details of a particular line item simply double-click on any listed
document the system will display this line item.
Click the Back
Last changed on:

button to return.
Prepared by:
Nidhi Tulshan

Version: 1.0
Release: ERP 6.0

Page:
21 of 35

User Manual FI03

Title:
Module Name :

AP Document Enty & Account Analysis

Account Payable Module

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

Last changed on:

Prepared by:
Nidhi Tulshan

Version: 1.0
Release: ERP 6.0

Page:
22 of 35

User Manual FI03

Title:
Module Name :

AP Document Enty & Account Analysis

Account Payable Module

FI03.03.02 Vendor Line Item Balances

Via Menus

Accounting Financial Accounting Accounts Payable Account

FBL1NDisplay/Change Line Items

Via Transaction Code

FBL1N

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

Field Name
Vendor Account
Company Code

Description
R/O
Code identifying the vendor R
account
Code identifying the circle
R

Values ( Example )
1000054
1021

Select Line Item selection

Open Items : Items that are or were open at the key date are displayed.
Cleared Items : Items that were cleared at the clearing date specified
All items : All items posted on the posting date specified are displayed.

Last changed on:

Prepared by:
Nidhi Tulshan

Version: 1.0
Release: ERP 6.0

Page:
23 of 35

User Manual FI03

Title:
Module Name :

Click on Execute

Last changed on:

AP Document Enty & Account Analysis

Account Payable Module

Button

Prepared by:
Nidhi Tulshan

Version: 1.0
Release: ERP 6.0

Page:
24 of 35

User Manual FI03

Title:
Module Name :

Last changed on:

Prepared by:
Nidhi Tulshan

AP Document Enty & Account Analysis

Account Payable Module

Version: 1.0
Release: ERP 6.0

Page:
25 of 35

User Manual FI03

Title:
Module Name :

AP Document Enty & Account Analysis

Account Payable Module

To display the details of a particular line item simply double-click on any listed document
the system will display this line item.

If you there is need, you can change some of the fields. Click the Display -> Change
button.
You can make changes
Click on Save

Button

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

Last changed on:

Prepared by:
Nidhi Tulshan

Version: 1.0
Release: ERP 6.0

Page:
26 of 35

User Manual FI03

Title:
Module Name :

AP Document Enty & Account Analysis

Account Payable Module

FI03.03.03 Clear Vendor

The function allows you to clear open items on Vendor account. You have to identify
open items that can be matched in terms of debits and credits. In this exercise you need
to clear open items on the Vendors account.
Via Menus

Accounting Financial Accounting Accounts Payable Account F-44 Clear

Via Transaction Code

F-44

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

Field Name
Account
Clearing Date

Company Code

Description
Code identifying the vendor
account
Date when you want the
transaction to be
cleared. It is used later in a
header of a clearing
document.
Code identifying the circle

R/O
R

Values ( Example )
1000054

05062010

1021

In the Additional selection , select the option for document selection

otherwise select None , all the documents will be selected

Last changed on:

Prepared by:
Nidhi Tulshan

Version: 1.0
Release: ERP 6.0

Page:
27 of 35

User Manual FI03

Title:
Module Name :

AP Document Enty & Account Analysis

Account Payable Module

Click on Enter Button

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

button. All the open items are now

Now you need to choose and select the items you want to clear. Double click on the
INR Gross field for each of those items to be cleared.
Last changed on:

Prepared by:
Nidhi Tulshan

Version: 1.0
Release: ERP 6.0

Page:
28 of 35

User Manual FI03

Title:
Module Name :

AP Document Enty & Account Analysis

Account Payable Module

The items selected are highlighted in Blue , Click on Simulate

To post your entries, click the Save
system stored a clearing document.
The message bar displays:

Last changed on:

Prepared by:
Nidhi Tulshan

Button

button. No real posting took place, but the

Version: 1.0
Release: ERP 6.0

Page:
29 of 35

User Manual FI03

Title:
Module Name :

AP Document Enty & Account Analysis

Account Payable Module

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

FI03.04.01 Park or Edit Invoice

Via Menus

Accounting Financial Accounting Accounts Payable Document Entry

Document Parking FV60 Park or Edit invoice

Via Transaction Code

FV60

Click on the

button and Enter Company code 1021 in the field.

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

Field Name
Vendor
Invoice Date
Reference
Amount
Text
G/L Account
D/C
Amount In Doc Curr
Cost Center

Last changed on:

Description
Code identifying the
vendor account
Date of Invoice
Additional document
description
Amount of invoice
Description of line item
The Account Being
Charged or Debited
Code identifying whether
line item is a debit
or a credit
Amount to be posted for
the line item
Cost Center

Prepared by:
Nidhi Tulshan

R/O
R

Values ( Example )
1000054

R
R

04062010
PO 1234567

R
O
R

3000
Invoice for PO 1234567
5010106

Debit

50000 or *

2101101

Version: 1.0
Release: ERP 6.0

Page:
30 of 35

User Manual FI03

Title:
Module Name :

Click on

Last changed on:

AP Document Enty & Account Analysis

Account Payable Module

button to replicate an overview of a document before posting.

Prepared by:
Nidhi Tulshan

Version: 1.0
Release: ERP 6.0

Page:
31 of 35

User Manual FI03

Title:
Module Name :

Click on save

AP Document Enty & Account Analysis

Account Payable Module

Button

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

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

Last changed on:

Prepared by:
Nidhi Tulshan

Version: 1.0
Release: ERP 6.0

Page:
32 of 35

User Manual FI03

Title:
Module Name :

FI03.02.01

AP Document Enty & Account Analysis

Account Payable Module

Park Vendor Credit Memo

Via Menus

Accounting Financial Accounting Accounts Payable Document Entry

Document Parking FV65 Park / Edit Credit Memo

Via Transaction Code

FV65

Click on the

button and Enter Company code 1021 in the field.

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

Field Name
Vendor
Invoice Date
Reference
Amount
Business Place
Section Code
Text
G/L Account
D/C
Amount In Doc Curr
Cost Center

Last changed on:

Description
Code identifying the
vendor account
Date of Invoice
Additional document
description
Amount of invoice
Represents the TAN
Represents the TAN
Description of line item
The Account Being
Charged or Debited
Code identifying whether
line item is a debit
or a credit
Amount to be posted for
the line item
Cost Center

Prepared by:
Nidhi Tulshan

R/O
R

Values ( Example )
1000054

R
R

04062010
PO 12345678

R
R
R
O
R

20000
2101
2101
Invoice for PO 12345678
5010106

Debit

20000 or *

2101101

Version: 1.0
Release: ERP 6.0

Page:
33 of 35

User Manual FI03

Title:
Module Name :

AP Document Enty & Account Analysis

Account Payable Module

Click on Enter Button

Click on the

Last changed on:

button to replicate an overview of a document before posting.

Prepared by:
Nidhi Tulshan

Version: 1.0
Release: ERP 6.0

Page:
34 of 35

User Manual FI03

Title:
Module Name :

Click on the Save

AP Document Enty & Account Analysis

Account Payable Module

button

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

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

Last changed on:

Prepared by:
Nidhi Tulshan

Version: 1.0
Release: ERP 6.0

Page:
35 of 35