SAP - Vendor Entries
- 1. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 1 of 54 SAP - Finance Vendor Entries Finance User Manual
- 2. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 2 of 54 INDEX 1 MASTER DATA 3 1.1 Introduction 3 1.2 Creating Vendors 3 1.3 Modifying Vendors 9 1.4 Blocking/Unblocking Vendors 9 1.5 Setting a Request for Deletion of a Vendor 10 2 TRANSACTIONS WITH VENDORS 12 2.1 Keying in a Vendor's Preliminary Invoice / Posting 12 2.2 Keying in a Financial Invoice 18 2.3 Transactions with Vendors: Automatic Payments 18 2.3.1 Introduction 19 2.3.2 Launching Automatic Payment 19 2.3.3 Updating the Bill of Exchange to be Paid 33 2.4 Transactions with Vendors: Monthly Payments 36 2.4.1 Cash Payment Offsetting 36 2.5 Transactions with Vendors: Advances 40 3 STATISTICAL POSTING - GUARANTEE WITHHOLDINGS 46 4 INFORMATION SYSTEM 48 4.1 Processing Vendor Balances 48 4.2 Vendor Item Processing 50
- 3. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 3 of 54 1 MASTER DATA 1.1 Introduction In this section we will look at creating and modifying vendor’s master data. 1.2 Creating Vendors Transaction: FK01 Indicate the Group of Accounts the Vendor will belong to and the Company, in this way the System will allocate an internal number to the vendor and for this reason there is no need to fill in the next Vendor fields until later screens. The Groups of Accounts to which a Vendor can belong are the following: Z001 Suppliers Z002 Creditors Z003 Group companies' suppliers Z004 Associate companies' suppliers Z005 Intra-Community suppliers Z006 Request for quotation supplier Z007 Subcontract suppliers Z008 Foreign suppliers Z009 Suppliers Qatar
- 4. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 4 of 54 The group of accounts is a classification characteristic within the master entries of each vendor. Through the group of accounts we determine within which range of numbers the vendors account number has to be; if the number is user-assigned or system- assigned and what master registry details are obligatory or optional. In the following screen, indicate the vendor's contact details:
- 5. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 5 of 54 In the account control data, indicate the customer if the vendor is a customer of ours, so that SAP can automatically complete the data. In the Payments screen, key in the bank details. Indicate the country in which the bank is located, the bank code (which is made up of the bank and office) the bank account number and the control digit, correlatively running from left to right. Furthermore, if an alternative receiver needs to be indicated for bank detail purposes and for all companies, here we can key in the "Receptor Alternativo Pago".
- 6. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 6 of 54 Press ENTER and move to the "Gestión de Cuenta" screen. Key in the associated account in the chart of accounts for this vendor, this will be the accounting representation of transactions carried out with this vendor. The Treasury Group makes the open items for this vendor form part of the accumulated treasury of this group, but only for forecasting purposes. The previous account number serves to check if the vendor exists in the system or not. We move on to the next screen, the Payments screen: Here, indicate the payment terms that will appear by default every time a transaction is performed with this vendor, as well as the payment methods that will, in principle, be used and our own bank with which we will be working. Click on the "Datos de retención" tab to include data about withholdings this vendor may be subject to:
- 7. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 7 of 54 Save to obtain the master registry. If we enter transaction XK01 we will find more details to be keyed in, such as in the following screens: Contact Person Screen:
- 8. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 8 of 54 Purchase Data: Interlocutor function:
- 9. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 9 of 54 1.3 Modifying Vendors Transaction: FK02 To modify a vendor, we simply have to use transaction FK02, indicate the vendor and the company and select the screens we want to modify. Upon accepting, these criteria appear in the same screens for vendor master creation, where we can make the necessary changes. In transaction FK03 - Visualizar, the same will appear as in modify but without being able to make changes to any data. 1.4 Blocking/Unblocking Vendors Transaction: FK05 Here we have to indicate the vendor number to be blocked and the company for which it will be blocked.
- 10. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 10 of 54 Press ENTER to get to the next screen. Here, click on "sociedad seleccionada" or "sociedades todas" and save. 1.5 Setting a Request for Deletion of a Vendor Path Finanzas Gestión financiera Proveedor → Datos Maestros → Fijar Petición de Borrado Transaction: FK06 This section shows how to select a vendor account for deletion. This can be done at a master level or just for the company data. The procedure for customers is similar. Indicate the vendor to be deleted and the company it belongs to.
- 11. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 11 of 54 In the next screen, select the flag "Áreas (todas)" or "Sociedad seleccionada" depending on whether you want to delete all master details or just those relating to the company data, and save.
- 12. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 12 of 54 2 TRANSACTIONS WITH VENDORS 2.1 Keying in a Vendor's Preliminary Invoice / Posting Transaction: FV60 The following screen will appear: In the top part, key in the data corresponding to the vendor's position. In the first BASIC DATA tab we find the following data: Field Description Acreedor Vendor code. Upon keying in, the right-hand part of the screen will be completed with the vendor's address and payment details. Fecha Factura Date of the physical document Fecha de Contabilización Date on which the document is posted Referencia Vendor's document code Clase de Documento Determines the type of document and the range of numbers Sociedad FI
- 13. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 13 of 54 The classification of vendor documents is the following: Doc. Class. Type Range Number RE Gross invoice 31 3100000000 KR Vendor Invoice 31 3100000000 KA Payment - Cash 25 2500000000 KZ Payment - Promissory note KC Payment - Cheque 25 2500000000 KD Payment - Direct debit 25 2500000000 KT Payment - Transfer 25 2500000000 KU Payment - Confirmed 25 2500000000 XX Reversals 99 9900000000 Document class XX corresponds to the reversal of all the previous documents. Field Description Importe Amount to pay to the vendor Moneda Currency, in principle QAR Texto Text on the vendor's position. In this text box we can indicate if the user has an invoice at that moment. If we move on to the payments tab we find the following fields:
- 14. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 14 of 54 Field Description Fecha Base Base date for calculating the due date Condición de Pago Imported from the vendor master AS THERE IS NO ORDER Días Corresponds to the number of days until the invoice due date. In principle, the days count from the invoice date. Porcentaje DPP percentage DO NOT USE This is for discounts which would be posted when offsetting the document, generating a financial revenue. DPP DPP amount DO NOT USE Base de Descuento DPP basis DO NOT USE Vía de Pago Payment method for the account document. Determines how the document will be paid in the future. Bloqueo de Pago Through the payment block, we can control the status of the invoice in these categories: A Payment Blocked Banco Propio Determines the bank through which payment will be made. Determines the automatic generation of a treasury notice to the bank. If not known, INDICATE THE DUMMY BANK. We move on to the DETALLE tab and the following screen will appear:
- 15. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 15 of 54 Field Description Libro Mayor Indicate the general ledger account in which the transaction will appear in the general ledger Asignación Free text field Texto Cabecera Free text field Clave de Referencia Invoice number Nivel de Tesorería Corresponds to the classification of the payment in the treasury reports Día Previsto Foreseen payment date We move on to the PARTIR IMPORTES tab and the following screen will appear: In this screen we will divide the amounts to be paid into different terms / methods of payment. We move on to the NOTA tab and the following screen will appear:
- 16. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 16 of 54 Field Description Texto Explicativo por posición This is a descriptive text of the invoice which can be uploaded/downloaded from a TXT file using the following icons: Once the vendor's screen has been keyed in, we complete the positions in the general ledger accounts:
- 17. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 17 of 54 We have the following fields: Field Description Cuenta de Mayor Corresponds to the account to which the expense will be posted. D/H Debit/Credit D S H H Importe en Moneda de Documento Withholding amount. Gross amount corresponding to the position (the Net amount will be automatically calculated). If there is only one position we can indicate * to balance the posting record. Optionally we can indicate the NET amount Texto Descriptive text of the position Centro de Coste If posted against Cost Centre Elemento PEP If posted against PEP element Once we have completed all the positions, click on SIMULATE and the following data will appear: Sociedad FI
- 18. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 18 of 54 This is a summary showing us the posting record. Upon saving we have the following options available to us: Button Description The document will be saved as preliminary but will not generate a posting record. The document will be saved as preliminary but will not generate a posting record. But the entry must be balanced in its debit and credit positions. The document is posted 2.2 Keying in a Financial Invoice Path Finanzas Gestión financiera Acreedores Contabilizaciones Factura Transaction: FB60 The options are the same as those for registering a preliminary financial invoice, only that we have the following options upon posting: Button Description The document will be posted to the system The document will be saved as preliminary but will not generate a posting record. But the entry must be balanced in its debit and credit positions. The document will be retained as details are missing, and later it will be incorporated into the system. 2.3 Transactions with Vendors: Automatic Payments
- 19. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 19 of 54 2.3.1 Introduction Automatic payments are carried out by launching the payment program and the procedure is the same other than in a few details: when a bill of exchange is issued for payment, the system will ask for an issue date. Printing the documents is also automatic. 2.3.2 Launching Automatic Payment Steps to follow: 1. Launch the payment program 2. Update the risk posting the expenses and charge to the bank. Transaction F110 The following screen will appear: Field Description Fecha Date on which the document is paid Identificación Identification of the Payment Click on the parameters tab (conditions of the selection of payments to be made). The following screen will appear:
- 20. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 20 of 54 Field Description Fecha de Contabilización Posting date of the payment (of the entry) Documentos creados hasta… Selection of documents created up to that specific date. System date (from the computer's calendar) Posiciones deudores que vencen a Selects all the invoices with a due date up to the indicated date (so they are not bills of exchange) Sociedades Indicate the companies making the payment Vías de pago Select the methods of payment to be used Siguiente fecha de contabilización Next payment date, so that it takes all items which expire between the due date up to and including the next payment date. (normally we key in the day after the due date) Vendor/Customer Interval / individual values to be processed. * all vendors Ideally we should pay through one payment method, copying the last payment with the same method. In this way simply modifying the initial parameters is sufficient. Click on SELECCIÓN LIBRE and the following screen will appear:
- 21. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 21 of 54 Field Description Nombre del campo Key in the field you want to filter by. This can be from the vendor master or from the invoice document. Up to 3 filters can be keyed in. The most logical way to filter is: By payment method = "Z" By our own bank we want to use. Click on LOG ADICIONAL and the following screen will appear:
- 22. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 22 of 54 In this screen the system is asked for a report detailing the selection process of the items to be paid as well as the bank used, given the selection parameters. To detect the reason for the exceptions the program gives to the payment proposal. Field Description Verificar vencimiento Checking the due date of the item is included in the program log Selección de la vía de pago en todos los casos Selecting the payment method of the item is included in the program log Selección de la vía de pago en caso de error The payment method selection log will only appear in those cases when neither a payment method nor an own bank have been found Posiciones de documentos de pago Log of the documents selected for payment Acreedores Selection of vendors to be included in the log If we go to the IMPRESIÓN Y SOPORTE DE DATOS screen:
- 23. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 23 of 54 The data to be keyed in are the following: Field Description Programme: RFFOAVIS Program corresponding to printing the promissory note cover letter: DO NOT KEY IN Programme: RFFOEDI1 DO NOT KEY IN Programme: ZRFFOUS_C Printing program corresponding to the Promissory Note and the cover letter, its use is defined by the VARIANTE: Key in a name in the variant and click . Update the variant: THE FOLLOWING SCREEN WILL APPEAR:
- 24. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 24 of 54 The fields to be completed are the following: Field Description Fecha de Ejecución Do not key in Característica de ejecución Do not key in Sociedad Pagadora Corresponding paying company (to the bank through which payment will be made) Sociedad Emisora Corresponding issuing company (to the bank through which payment will be made) Vías de pago Key in Z Suplemento de la vía de pago Do not key in Banco Propio The corresponding own bank for paying by bill of exchange Id. De cuenta Account number corresponding to our own bank Número de This also corresponds to the consecutive promissory note numbering
- 25. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 25 of 54 Remesa de Cheque Clave de moneda The currency key corresponding to promissory notes Número de documento de pago Do not key in Imprimir cheques Checked Impresora Key in the printer for the promissory notes Impresión inmediata Prints the promissory note immediately Imprimir avisos Not checked Prints the cover note for the cheques Imprimir lista adjunta Not checked Internal list of issued promissory notes. Formulario de cheque alternativo In principle. blank Carácter de relleno en palabras Not checked Cantidad de impresiones de prueba 0 Número de partidas en lista adjunta 9999 Comprobación de los documentos de pago Not checked Textos en idioma del receptor Not checked Monedas en código ISO Not checked Sin cierre de formulario Checked. No anular Ningún cheque Indicates that only cheque numbers will be issued for actual cheques and these are recorded in the cheque register. Cancelled cheques (test prints, page overflow and formula closure) are not recorded in the cheque register. Anular Cheques Impresos en la ejecución de pago Checked when we want to cancel the promissory notes of an executed payment Causa de No Validez Must be indicated when we are cancelling a payment.
- 26. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 26 of 54 Once we have performed this process, click SAVE to record the parameters keyed in and we will return to the initial screen. Click on Propuesta: Button Description Propuesta Indicate: Fecha de Inicio Indicate the start date to execute the program Hora de Inicio Start time of the program Inicio Inmediato Alternative to the previous options Crear Medio de Pago Not Checked Click ENTER until the system informs us that it has created the proposal. At that moment click on the modify proposal button ( ). The following screen will appear:
- 27. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 27 of 54 Press ENTER and the following screen will appear: The fields available are the following, although it can be configured so that other fields are shown: Field Description Resumen por acreedor The following breakdown is available for each vendor: Acreedor Vendor code Cliente if the vendor is also a customer
- 28. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 28 of 54 VP Payment Method Banco Propio own bank / account Fecha valor Importe Total amount paid Moneda Currency of the item Totales In a box, in the bottom left, the total amount paid will appear: SALIDA PAGOS. It is possible to access a display of the totals following this PATH: Pasar a Visualizar Totales. Indicate the rundown level: Payment Currency / Bank - Account / Effective Date Upon returning to the initial screen by double clicking on one of the vendors, the breakdown of the items comprising the payment appears, or the breakdown of the items that are not paid due to exceptions:
- 29. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 29 of 54 Field Description Detalle de posición de documento Sociedad Company included in the proposal. Documento document included in the proposal Referencia Reference of the invoice document Banco Propio Bank through which the item is paid Importe Amount of the item Moneda currency of the document These are standard lines. (Modifiable in customizing). The system can be given the following search criteria for the items: Process Search ( ) and the following screen appears:
- 30. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 30 of 54 Select the criteria you want to search by and indicate the values. There are also a series of functionalities: Button Description Goes back after a search Allows us to continue selecting criteria Place the cursor over the item you want to analyse and click: the withholding base is given, as the amount withheld is posted upon payment. For the types of withholding configured to be posted with payment and not with the invoice. Place the cursor over one of the items to be able to process it: blocking for payment, modifying bank proposal, or indicating a new proposal. Double-click on the item to access the position data and use the reassign to selected bank breakdown button and the PROMISSORY NOTE EXPIRY / COMPANY PROMISSORY NOTE:
- 31. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 31 of 54 Using these options we have processed the proposal, and we now move on to payment. To do this we start from the initial screen:
- 32. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 32 of 54 Click on the EXECUTE PAYMENT ( ) button and the following screen appears: Button Description Ejecución del pago Indicate: Fecha de Inicio Indicate the start date to execute the program Hora de Inicio Start time of the program Inicio Inmediato Alternative to the previous options Crear Medio de Pago THIS MUST BE TICKED TO OBTAIN A PROMISSORY NOTE The screen can be refreshed clicking ENTER, the system will indicate it has finished the process, informing of the postings made:
- 33. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 33 of 54 The posting record is as follows: The vendor is cancelled in the debit to the amount of the invoices and a position is created in the credit for the bill of exchange paid. To cancel the bill of exchange to be paid on expiry and the treasury notice, we must use transaction ZGFI008 2.3.3 Updating the Bill of Exchange to be Paid Transaction ZGFI008 With this program we record the charge to the bank, for the different cases that exist depending on their payment method. "Vías" will be used for those cases where the payment program has not resulted in a direct charge to the bank, as is the case with a promissory note (payment method Z, promissory note).
- 34. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 34 of 54 Key in: Field Description Fecha contabilización Posting date, date charged to the bank Sociedad Company Banco propio Bank for which we want to update the charge postings. Vía de pago Method to be posted Vencimiento Maturity date of the selection of postings we want to update. Nº Documento Restriction to the SAP document number Acreedor Restriction to vendor And launch: We get all the invoices, bills of exchange or payment orders pending for the previous restrictions. Select the line and update. The system gives us a log of the postings made (it indicates the documents that have been generated):
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- 36. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 36 of 54 2.4 Transactions with Vendors: Monthly Payments 2.4.1 Cash Payment Offsetting Paying in cash is done manually using this PATH: Transaction F-53 The following screen will appear: The fields to be completed are the following: Field Description Fecha de Documento The payment date Fecha de Contabilización Idem Clase de Documento KA (vendor document) Sociedad The corresponding company Moneda Currency in which the payment is made T/C Type of exchange applicable if different to that keyed into the system tables Fecha de Conversión Date on which the foreign currency is exchanged Referencia Informative Texto Cabecera Informative Texto Compensación Informative
- 37. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 37 of 54 Cuenta General ledger account corresponding to Cash Importe Amount of the payment Importe ML Amount in local currency (QAR) corresponding to the payment in foreign currency Gastos In principle, not applicable here Fecha Valor Do not key in Centro de Beneficio Do not key in Texto Informative Asignación Informative Cuenta Key in the customer / vendor code to whom payment will be made. Clase de cuenta K Vendor D Customer Indicador CME Key in when looking for different items of the invoices (bills of exchange / advances ...) Otra Selección Key in the selection of the desired items. Click on TRATAR PARTIDAS and the following screen appears: In the first tab the following details corresponding to invoices / items that are going to be paid are detailed (this structure of lines is configurable):
- 38. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 38 of 54 Field Description Estructura de líneas para el pago Key in the standard fields: Número de documento number of the account document Referencia Invoice reference Fecha de vencimiento Invoice due date Días hasta vto. Number of days remaining up to the invoice due date Importe Amount of the invoice (MARKED IN BLUE OR IN RED WHEN SELECTED FOR PAYMENT) In addition, by double-clicking we have access to the document we want to pay. We also have the following functions: Field Description Give search criteria for the items we want to pay The amount selected in any position (in red or blue) is searched for with the opposite sign so that its offset is possible. Change the gross / net amount of the item (due to a discount for prompt payment) Change the currency of the document to the currency of the company The items are activated/deactivated (all or those selected) The discount conditions for prompt payment are activated/deactivated Underneath the screen the following total appears: Sociedad FI
- 39. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 39 of 54 Field Description Asignados Sum of the selected amounts Contabilización de diferencias In the case of differences between the amount keyed in and the selected items. If we click on the "partida por el resto" tab, the following screen appears: This would be the case when the payment amount does not coincide with the invoice amount, and so a difference has to be keyed in (double click on the item field "partida por el resto" and the system automatically calculates the difference). Furthermore through RAZÓN DE LA DIFERENCIA (reason for the difference) it is possible to determine that the item is assigned to an "INGRESOS EXTRAORDINARIOS" (extraordinary revenue) or "GASTOS EXTRAORDINARIOS" (extraordinary expenses) general ledger account. Upon clicking on the RETENCIONES tab, if the item contains that kind of information, we will be able to see the amount of the withholding to be posted with the payment.
- 40. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 40 of 54 Furthermore, using the DELETE DIFFERENCE ( ) button, we have access to be able to add a new position in the posting record in which to post the difference, whether in the vendor or in the general ledger account. Once the selection has been made and the differences adjusted, click on SAVE, creating the posting record. 2.5 Transactions with Vendors: Advances Key in the advance: Transaction F-43 The following screen will appear:
- 41. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 41 of 54 Field Description Fecha de Documento Date of the invoice Clase de Documento KR Vendor Invoice Sociedad Indicate the corresponding company Fecha de Contabilización Date on which it will be posted Referencia Indicate the invoice reference number Clave de contabilización 31 Vendor invoice to be paid Cuenta Indicate the vendor account Press ENTER and the following screen will appear:
- 42. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 42 of 54 Field Description Importe Indicate the amount to be paid Calcular Impuestos Tick if the advance includes VAT Condición de Pago It will show the default payment method from the vendor master Vía de Pago Payment method indicated in the vendor master Bloqueo de pago Do not key in Clave de contabilización Posting code corresponding to the next position in the document Cuenta Indicate the same vendor account Indicador CME Indicate "A" for advances Press ENTER and the following screen will appear:
- 43. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 43 of 54 Field Description Importe Indicate the Gross amount Once the data has been keyed in click on Documento Simular and the following display will appear: Subsequently save and we will have to offset the position to be paid.
- 44. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 44 of 54 The next step is to create an invoice for the total, using transaction FB60. Finally we will offset the advance with the invoice using the following path: Transaction F-54 The following screen appears in which we key in the heading data, the vendor's account and the document number of the invoice we want to offset against the advance, together with the financial year. Click on "Tratar Anticipos" and the following screen appears, with that vendor's advances:
- 45. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 45 of 54 Select the advance and then go to Documento - Simular: The position in blue is the one we have to change. Double click and key in a text so that it will let us save.
- 46. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 46 of 54 Check that everything is correct and save. This is the posting it makes: 3 STATISTICAL POSTING - GUARANTEE WITHHOLDINGS In this section we will go over the guarantee withholding transaction. For these withholdings we will receive a subsequent invoice.
- 47. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 47 of 54 These are withholdings that are reflected in a general ledger account and in order to see them in the vendor's account we have to generate a statistical posting. The order and recordal of the invoice will come from procurement. The posting record generated upon recording the invoice is the following: As it is a withholding before VAT, the withholding reduces the VAT base and in the future we will receive a subsequent invoice for these withholdings. As the withholding is not reflected in the vendor account, only in the general ledger account, we launch the statistical posting program, and so that way through off-balance accounts the withholding will be reflected in the vendor account. Statistical entries Transaction: ZGFI004 Launch the transaction and we get the following screen: Click yes, and then the following posting record is generated:
- 48. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 48 of 54 This way the withholding is reflected in the vendor account. 4 INFORMATION SYSTEM 4.1 Processing Vendor Balances Transaction: FK10N The following screen will appear: The fields to be completed are the following: Field Description Acreedor Indicate the vendor we want to process. We can key in intervals, groups of individual values, exclude intervals, or exclude individual values. These options can be accessed through the icon Sociedad Indicate the company / companies you want to process Ejercicio Indicate the tax year you want to process Press F8 and access the next screen:
- 49. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 49 of 54 In this screen we will see the following balances: Accumulated debit balance of the period Accumulated credit balance of the period Balance of the period Balance carried over from all periods Turnover with the vendor If we move onto the "cuenta de mayor especial" tab we get the following breakdown: Sociedad FI Sociedad FI
- 50. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 50 of 54 We have the breakdown for each CME indicator of the existing balances and their carried over balance. By double-clicking we obtain the breakdown of the open items making up this balance: 4.2 Vendor Item Processing Transaction: FBL1N The following screen will appear:
- 51. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 51 of 54 The following fields must be keyed in: Field Description Cuenta de acreedor Vendor/s we want to process Partidas Abiertas Select the interval of the vendor's open items to be offset of a specific date Partidas compensadas Search for cleared items of a vendor in a clearing date interval or which were open on a specific date Todas las partidas Select all the items posted in an interval of dates Partidas Normales Correspond to invoices and payments Operaciones CME Bills of exchange and advances will be selected Apuntes Estadísticos Correspond to the vendor's individual items through guarantee withholding before vendor. Partidas Registradas de Forma Preliminar The items recorded during construction and which have not been posted will be displayed Partidas de deudores If it is an item at the same time
- 52. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 52 of 54 Disposición Determines the structure of the lines visible in the report Limite de Aciertos Limits the items we want to obtain If the selection conditions are not sufficient, click on to access the additional selection conditions grouped into the following categories: Category Description Maestro de Proveedores Vendor master fields susceptible, through double-clicking, to being selected and incorporated in the right-hand part as selection criteria Sociedad Vendor master fields at a company level, susceptible, through double-clicking, to being selected and incorporated in the right-hand part as selection criteria Documentos Company document fields susceptible, through double-clicking, to being selected and incorporated in the right-hand part as selection criteria Once the selections have been made, press F8 and the following screen appears: Through the icons at the top we can access the following functions: Button Description / Select the desired item and access its display or modification screen
- 53. SAP PROJECT KEY-USER TRAINING AREA: FINANCE Page 53 of 54 Select the desired items or select all (Tratar Marcar Todo) Gives access to a modification screen with the following data: Base Date Days Payment Method Own Bank Texts Gives access to a display of the cheque / promissory note related to a payment document Gives access to processing the vendor master registry Selecting the desired columns, or directly clicking the button, we are able to filter the items by different values Selecting the desired columns, or directly clicking the button, we are able to sort the items by different values Through these icons we have the possibility of modifying the current layout of the columns, selecting another layout that has been saved, or saving a new layout. Selecting the desired column we get the total amounts with the same unit Selecting the desired columns, or selecting within a list we can establish the desired subtotals. By double-clicking we can see an item in the vendor position: We can enter using the icon or to the accounting document summary using the icon . Sociedad FI
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