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Strictly for Internal Circulation for Flemingo International Limited
SAP FICO
USER GUIDE
Prepared By:
Jayachandran.KSMBA (Fin), SAP FI
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Contents
1. INTRODUCTION
1.1 Financial Accounts Overview………………………………………………………………………………………1
1.2 Structures in SAP Finance……………………………………………………………………………………………2
2. GENERAL LEDGER
2.1 Finance Organisational Structures & Master Data General Ledger Accounting…………..4
2.2 Accounting Transactions in General Ledger
2.2.1 Park Document…………………………………………………………………………………………… 6
2.2.2 Post parked Document………………………………………………………………………………… 7
2.2.3 Enter General Ledger Account Document…………………………………………………… 92.2.4 Change General Ledger Accounting Document……………………………………..…… 11
2.2.5 Display General Ledger Document………………………………………………………… ..… 12
2.2.6 General Ledger Document Reversal ………………………………………………………….. 14
2.2.7 Clear General Ledger Account………………………………………………………………..…… 16
2.2.8 Post with Clearing…………………………………………………………………………………… ..… 18
2.3 GL Period End Closing
2.3.1 Create Recurring Entry Document………………………………………………………………… 21
2.3.2 Change Recurring Document………………………………………………………………………… 23
2.3.3 Create Posting from Recurring Documents………………………………..………………… 25
2.3.4 Delete Recurring Document …………………………………………………………………………. 27
2.3.5 Enter Accrual / Deferral Document ……………………………………………………………. 29
2.3.6 Reversing Posting for Accruals / Deferred Documents…………………………………. 31
2.3.7 Foreign Currency Valuation …………………………………………………………………………. 33
2.4 General Ledger Reporting
2.4.1 Execute Financial Statements………………………………………………………………………. 37
2.4.2 Display G/L Balances…………………………………………………………………………………… .. 38
2.4.3 GL Account Line Item Display………………………………………………………..……………… 39
3. ACCOUNTS PAYABLE3.1 Accounting Transactions in AP
3.1.1 Vendor Invoice Parking…………………………………………………………………………………. 42
3.1.2 Change Parked document…………………………………………………………………………….. 44
3.1.3 Display Parked Document…………………………………………………………………………….. 45
3.1.4 Posting / Delete Parked Document ………………………………………………………………. 46
3.1.5 Vendor Invoice……………………………………………………………………………………………… 47
3.1.6 Park / Edit Credit Memo……………………………………………………………………………….. 49
3.1.7 Post Credit Memo…………………………………………………………………………………..……. 51
3.1.8 Post Outgoing payment………………………………………………………………………………… 53
3.1.9 Display Accounting document………………………………………………………………………. 56
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3.1.10 Clear Vendor Account…………………………………………………………………………………… 58
3.1.11 Reset Cleared items……………………………………………………………………………………… 60
3.1.12 Document Reversal ……………………………………………………………………………………… 62
3.2 Advance Payments in Accounts Payable3.2.1 Down Payment Request………………………………………………………………………………. 64
3.2.2 Post Vendor down payment…………………………………………………………………………. 65
3.2.3 Clear Vendor down payment………………………………………………………………………… 67
3.3 Automatic outgoing Payment process & Check voiding
3.3.1 Automatic payment Run Process………………………………………………………………….. 70
3.3.2 Voiding of Unused Checks……………………………………………………………………………. 75
3.3.3 Void Issued checks ……………………………………………………………………………………… 76
3.3.4 Cancel Check payment…………………………………………………………………………………. 77
3.3.5 Display the Check Register……………………………………………………………………………. 78
3.4 Correspondences & Foreign Currency Revaluation
3.4.1 Vendor Correspondence Request…………………………………………………………………. 80
3.4.2 Maintain Correspondence……………………………………………………………………………. 81
3.4.3 Foreign Currency Revaluation………………………………………………………………………. 82
3.5 Vendor Report
3.5.1 Display Vendor Balance………………………………………………………………………………… 85
3.5.2 Vendor Line Item Display……………………………………………………………………………… 87
3.5.3 Vendor payment History with IO Sorted List………………………………………………… 90
4. ACCOUNTS RECEIVABLE4.1 Accounting Transactions in Accounts Receivable
4.1.1 Park Customer Invoice………………………………………………………………………………….. 92
4.1.2 Post Customer Invoice………………………………………………………………………………….. 93
4.1.3 Post Customer Credit Memo………………………………………………………………………… 95
4.1.4 Change Parked Document……………………………………………………………………………. 96
4.1.5 Display Accounting Document……………………………………………………………………… 97
4.1.6 Post Incoming Payments……………………………………………………………………………… 99
4.1.7 Reset Cleared Items……………………………………………………………………………………… 101
4.1.8 Document Reversal ……………………………………………………………………………………… 103
4.1.9 Clear Customer Account………………………………………………………………………………. 104
4.2 Customer Account Reports
4.2.1 Customer Balance Display…………………………………………………………………………….. 107
4.2.2 Customer Account Analysis …………………………………………………………………………. 109
4.2.3 Display / Change Line Items …………………………………………………………………………. 110
5. BANK AND CASH TRANSACTIONS
5.1 Cash Journal (Petty Cash Transactions)
5.1.1 Recording a Cash Receipt……………………………………………………………………………… 113
5.1.2 Enter an Expense Transaction………………………………………………………………………
1155.1.3 Reverse Cash Journal……………………………………………………………………………………. 117
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6. ASSET MANAGEMENT
6.1 Overview of Acquire To Retire process……………………………………………………………………… 119
6.2 Asset Master Maintenance6.2.1 Creating Fixed Asset Master Data…………………………………………………………………. 121
6.2.2 Change Asset Master……………………………………………………………………………………. 122
6.2.3 Display Asset Master…………………………………………………………………………………….. 123
6.2.4 Lock Fixed Asset……………………………………………………………………………………………. 124
6.3 Asset Accounting – Business Transactions
6.3.1 Asset Acquisition………………………………………………………………………………………….. 125
6.3.2 View Asset Values………………………………………………………………………………………… 127
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1. INTRODUC TION
1.1 Financial Accounting Overview
The Financial Accounting (FI) application component fulfills all the international
requirements that must be met by the financial accounting department of an
organization. It provides the following features:
Management and representation of all accounting data
All business transactions are recorded according to the document principle,
which provides an unbroken audit trail from the financial statements to the
individual documents.
Open and integrated data flow
Data flow between Financial Accounting and the other components of the
SAP System is ensured by automatic updates.
Data is available in real time within Financial Accounting. Postings made in
the subledgers always generate a corresponding posting in the general
ledger.
Preparation of operational information to assist strategic decision-making within
the organization
Integration of Financial Accounting with other components
All accounting-relevant transactions made in Logistics (LO) or Human Resources (HR)
components are posted real-time to Financial Accounting by means of automatic
account determination. This data can also be passed on to Controlling (CO).
This ensures that logistical goods movements (such as goods receipts and goods
issues) are exactly reflected in the value-based updates in accounting.
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Integration within Financial Accounting
Every posting that is made in the subledgers generates a corresponding posting to
the assigned G/L accounts. This ensures that the subledgers are always reconciled
with the general ledger.
Features
The Financial Accounting application component comprises the following sub-
components:
General Ledger (FI-GL)
Accounts Payable (FI-AP)
Accounts Receivable (FI-AR)
Bank Accounting (FI-BL)
Asset Accounting (FI-AA)
Funds Management (FI-FM)
Travel Management (FI-TV) Special Purpose Ledger (FI-SL)
1.2 Structures in SAP Finance
Ledgers
New General Ledger Accounting, unlike Classical general ledgers, enable parallel
accounting to meet the requirements of several, varying accounting principle
requirements. For example in a globalized environment, an international business
may produce one Statement to suit IFRS, GAAP, etc. SAP has only one leading
ledger (that corresponds to the local accounting principle eg. IFRS) yet at the same
time may have Non-Leading Ledger to enable reporting to meet GAAP
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Chart of Accounts and Company code
Chart of Accounts is a variant that contains parameters for General Ledgers. These
are assigned to the Company Code before the Company Code can be used.
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2. GENERAL LEDGER
2.1 Finance Organizational Structures & Master Data General Ledger
Accounting
General ledger accounts are master data that is used in day to day transaction
processing in various modules of the SAP ERP system.
Each general ledger is set up according to a chart of accounts. The chart of
accounts contains the definitions of all G/L accounts in an ordered form. The
definitions consist mainly of the account number, account name, and the type of
G/L account, that is, whether the account is a P&L type account of a balance
sheet type account. The general ledger contains a record of all relevant
accounting transactions from a business point of view in the G/L accounts. In order
to keep a clear overview, the general ledger often only contains collective postings.
In such cases, the information posted is displayed in more detail in the subsidiary
ledgers, which provide their information to the general ledger in summarized form.
There are various methods of creating the general ledger master record but before
its creation there are requirements that need to be fulfilled first:
Master data must be maintained centrally to ensure data integrity
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2.2. Accounting Transactions in General Ledger
Transaction processing in General Ledger will relate to processing of General Ledger
journals and performing account enquiries in the General Ledger.
You can comfortably create and post a G/L account document using a one-screen
transaction. The entry screen is divided into the following areas:
Header data (here, the data for the document header is compiled) Line item
information (here, the line items for the document are entered)
Information area (here, the debit and credit totals are displayed) Apart from
the single screen general ledger accounting transactional processing SAP
also offer the general parking and posting methods and it is necessary to
have a good command of how it operates.
In the initial screen, you enter the data for the document header. Additionally, you
enter the posting key and the account for the first line item. The posting key
provides the system with information regarding the account type (G/L account,
customer, vendor, asset, material) and determines the layout of the entry screen for
the line item.
With this information, the entry screen for the first line item is set up. You enter the
data for the first line item and access the next screen by entering the posting key
and account for the next line item.
In the next screen, you enter the information for the second line item and continue
to the next line item(s) as needed in the same manner.
Journals can also be processed in foreign currency in the general ledger.
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2.2.1 Park Document – FV50
Journals that have been parked need to be checked before they are posted
(approved) in the system. The system allows you to change parked document in the
event that it contains some errors.
Steps:
1. Access transaction by:
SAP Access Menu Accounting → Financial Accounting → General Ledger
→ Posting → Edit / Park GL document
Transaction code FV50
1. Update the following required and optional fields
Field Name Description
Doc. Date Date of the document
Currency Document currency
Posting Date Date of entry
Reference Document description
Document Header
Text
Journal Description
G/L acct GL Account Number
D/C Code identifying whether line item is a debit or a credit
Amount doc.curr. Amount to be posted for the line item
2. Click on the Enter button
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3. Click on Save as Completed button to record you
changes.
4. A message will appear on the status bar: Document xxxxxxx was parked
5. Click on the Back button to go back to SAP Easy Access screen.
2.2.2. Post Parked Document – FBV0
Posting is similar to signing a document and is a supervisory function therefore you
are also required to subject the parked journal to scrutiny before approving byposting.
After parking journals are checked, and if they are correct they will be posted.
Steps :
1. Access transaction by:
SAP Access
Menu
Accounting → Financial Accounting → General Ledger →
Documents → Parked Documents → Post/Deletet
Transaction code FBV0
Edit Parked G/L Account Document
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2. Update the following required and optional fields:
Field Name Description
Company code Company code for which the parked document has
been created
Document Number The parked document number
Fiscal year The fiscal year in which the parked document
3. Click on the Enter button:
4. Click on Simulate button to simulate the posting
5. Click on the Back button
6. Click on the Post button
7. A message will appear informing you that a document number was posted in
company XXXX.
Note : you can post other journals from this screen without exiting to the post
document initial screen.
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8. Click on the button
9. Click on the arrow
10. Select the Parked document to be posted by double clicking on it.
11. Click on the Post button
12. A message will appear informing you that a document beginning with
number XXX was posted in Company code XXXX
13. Click on the Enter button
14. Click on the Exit button or press Shift-F3 until the SAP Easy Access screen is
displayed
2.2.3. Enter General Ledger Account Document – FB50
The SAP System allows you to carry out postings direct into the General Ledger
accounts without going through the parking functionality please note that this
depends on the roles assigned to you.
Steps :
1. Access transaction by :
SAP Access Menu Accounting → Financial Accounting → General
Ledger → Posting → Enter GL Account Document
Transaction code FB50
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2. Update the following required and optional fields:
Field Name Description
Doc. Date Date of the document
Currency Document currency
Reference Document description
Document Header Text Journal Description
G/L acct GL Account Number
D/C Code identifying whether line item is a debit or a
credit
Amount doc.curr. Amount to be posted for the line item
3. You can simulate document before posting. To do so, click Simulate
button. Simulation enables the user to review the journal as if it
had been posted including any system generated postings. The system also
validates the posting data.
4. Click Back button
5. To Post the document, click Save button.
6. The system will generate a document number please take note of that
number.
7. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access
screen.
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2.2.4. Change General Ledger Accounting Document-FB02
Transaction fed in by other modules especially from logistics, lack certain
information.
You are required to add more information to the automatically created financial
documents, e.g. Text field, via document change. SAP system allows you to change
certain fields these are text, assignment, document header text and reference fields.
However, amount and account fields cannot be changed.
Steps :
1. Access transaction by :
SAP Access
Menu
Accounting → Financial Accounting → General Ledger →
Document → Change
Transaction
code
FB02
2. Enter the document number xx0000xxx
3. Enter the Company Code XXXX
4. Enter the Fiscal Year XXXX or leave field blank
5. Click on the Enter button to proceed.
6. Double click on the first line item to make changes.
7. You can change the contents of the following fields:
Field Name Description
Assignment The Assignment number is an additional information reference
Text Additional document description
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8. Click on the Document header button or press F5
9. You can change the contents of the following fields:
Field Name Description
Document header text Explanation or note that applies to the whole
document
Reference Explanation or note that applies to the document
10. Click on the Continue button or press Enter
11. Click on the Save button or press Ctrl+S
12. A message will appear on the status bar informing you of what has
happened to the document you changed.
13. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access
Screen.
2.2.5. Display General Ledger Document – FB03
Journals can be displayed by authorized users at any time by using display GL
Journal transaction. Users can search for the specific journal using a number of
search criteria including document number, journal date, type, user and generally
any other information on the original journal.
This function aids users in executing general ledger document queries and users can
display single journal or journal lists.
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Display a journal document.
Steps:
1. Access transaction by:
SAP Access
Menu
Accounting → Financial Accounting → General Ledger →
Document → Display
Transaction
code
FB03
2. Enter the Document Number xx000000xx
3. Enter the Company Code XXXX
4. Enter the Fiscal Year XXXX or leave field blank.
5. Click on the Enter button to proceed.
6. Click on the button to change you screen view.
Note : the system will show you more fields not shown under entry view
7. Click on the Document header button
8. Analyze it and Click on the Enter Continue / Confirm button to leave
the displayed document header sub screen.
9. Click on the Back button to the display document initial screen.
Use document search function : when you don’t know the document
number.
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10. Click on the button.
11. Enter the Company Code XXXX
12. Enter the Fiscal Year XXXXX
13. Enter in the dd.mm.yyyy to dd.mm.yyyy posting date field.
14. Click in the check box
15. Click on the Execute button to proceed and a list of the documents
that you processed will be displayed
16. Double click on the Document number to view other details
17. To exit this transaction, click on the Exit button or press Shift-F3 until the
SAP Easy Access screen is displayed.
2.2.6. General Ledger Document Reversal – FB08
The General ledger journal you posted earlier was posted to the wrong accounts.
Reverse the journal and re park and post to the correct accounts. The reversal
document posts ‘opposite’ entries to the ledger.
The system offers various ways of reversing journals the “automatic reversal” process
or the manual reversal process. The manual process involves (credit memo) parking,
checking and posting with complete opposite posting keys to the original
document.
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Steps :
1. Access transaction by:
SAP Access Menu Accounting → Financial Accounting → General Ledger →
Document → Reverse → Individual Reversal
Transaction code FB08
2. Update the required and optional fields by capturing the necessary data:
Field Name Description
Company
code
Company code for which the parked document has been created
Document
Number
The parked document number
Fiscal year The fiscal year in which the parked document
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3. Click the Enter button to confirm the entries.
4. Click the button to have an overview of the documentyou about to reverse.
5. Click on the Back button
6. Click on the Save button or press Ctrl+S to post the reversal.
7. A message will appear on the status bar: Document XXXX was posted in
Company Code XXXX
8. Click on the Exit button or press Shift + F3 to return to the SAP Easy Access
screen.
2.2.7. Clear General Ledger Account – F-03
Some GL Accounts are managed as Open Item accounts. The system provided a
clearing function that allows assigning and ‘clearing’ of debits to credits based on
legitimate assignment reasons. Unmatched items therefore remain on the account
as OPEN and represent the balance of the account to be reconciled. The clearing
can be made at the time of the second posting, or alternatively later on after the
debit and credit have been posted to the account.
Note: For the general ledger account to be cleared OPEN item management must
be active. Refresh memory g/l master data creation
There are some postings in G/L (General Ledger) that have not been cleared. You
want to clear these posting.
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Steps :
1. Access transaction by:
SAP Access
Menu
Accounting → Financial Accounting → General Ledger →
Account → F-03 Clear
Transaction code F-03
2. Update the following required and optional fields:
Note :- This function differs from posting with a clearing transaction or posting with a
payment in the following ways: You do not need to enter a document header. You
can only clear open items from one general ledger account.
Field Name Description
Account Code identifying the General Ledger account
Company
Code
Code identifying a separate legal entity
Currency Code identifying the type of currency used in a transaction or for all
transaction pertaining to a specific account
3. Click on the button or press Shift+F4. The system will display
open items that fulfill previously entered criteria:
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4. Choose and select the items you want to clear. Double click on each of the
items. The system will highlight these items in blue. When the value in the field
“Not assigned” is equal to “0”, you can clear open items. If the value is not
zero, the difference in the amount must be treated as partial or residual items.
5. Check your document before posting. Select Document → Simulate.
6. Click on Save button or press Ctrl + S
7. A message will appear on the status bar that document XXXX was posted in
company Code XXXX
8. Click on the Back button or press F3
9. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access
screen
2.2.8. Post with Clearing – F-04
The SAP system allows you to post a transaction and at the same time clear the
account(s) that are involved.
Steps :
1. Access transaction by:
SAP Access
Menu
Accounting → Financial Accounting → General Ledger →
Posting → Post with Clearing
Transaction code F-04
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2. Update the following required fields :
Field Name Description
Doc.date Date of the document
Currency Document currency
Company Code Company Code
Reference Document description
Document
Header Text
Payment of ……
3. Click on the Radio button
4. Click on the Continue button or press Enter
5. Enter amount xxxxxx in the amount field.
6. Enter appropriate profit Centre.
7. Click on the button
8. Enter General Ledger account xxxx in the account field
9. Click on the button
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10. All open items are selected by default. To deselect the items first click the
Select All button.
11. Then click Deactivate items button. All the open items are now
deactivated (they are no longer highlighted in blue)
12. Now you need to choose and select the items you want to clear. Double
click on the Gross field for each of those items to be cleared.
13. You will need to select one or more documents to balance this clearing Scroll
through the remaining documents and select this document.
Note : The system will highlight these items in blue. When the value of the field
not assigned is equal ‘0’ and you can clear open items. See scree below
14. To check your document before posting. Select Document → Simulate.
15. Click the Save button.
16. The message bar displays: “Document xxxxxxx was posted in company code
XXXX”
17. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access
screen.
Post with Clearing Process open items
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2.3 GL Period End Closing
The closing of a period is performed in three sets of steps: pre-closing, managerial
closing and financial closing.
Pre-Close activities ensure that all necessary entries have been posted in the
General Ledger (G/L), including entries from feeder systems/sub ledgers and
accruals and recurring entries posted directly to the G/L. Pre-close activities
occur in both the old and new months.
Managerial Close activities involve the re-assignment of costs throughout the
entire organization, using the allocation and settlement functionality provided
within Controling (CO).
Financial Close activities include final adjustments to valuations and balances
prior to the final close and preparation of reports. Adjustments from the cost
flows recorded in the managerial closing activities are updated to FI throughthe reconciliation ledger posting.
2.3.1. Create Recurring Entry Document – FBD1
The recurring entry document function automates postings of transactions that
repeat every month (same amount, same account) such as payments for rent or
interest, legal fees, and property taxes,. It is not a ‘real’ accounting document and
therefore does not affect the account balance.
The system uses the recurring entry original document that you create as a
reference when you execute the recurring postings at period end. It will
automatically generate the accounting documents and postings.
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Steps :
1. Access transaction by:
SAP Access
Menu
Accounting → Financial Accounting → General Ledger →
Posting → Reference Documents → Recurring Document →
Create
Transaction
code
FBD1
2. Update the following required fields :
Field Name Description
Company Code Code identifying a separate legal entity
First run on Date from which the first recurring entry will be carried out
Last run on Date to which the final recurring entry is to be carried out.
Interval in
Months
Intervals, in months, between each run of the recurring entry
Document Type The document type classified accounting documents. It is noted
in the document header.
Reference The reference document number can contain the document
number of the customer/vendor. However it may contain a
different value
Document
Header text
The document header text contains explanations or notes which
apply to the document as a whole, that is, not only for certain line
items
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3. Call up fast entry screen by clicking on Fast Data Entry button.
Field Name Description
PK DR/CR indicator
Account GL account
Amount Amount of Line item
PK DR/CR indicator
Account GL account
Amount Amount of Line item
4. Click the Post button.
Note : A message will appear on the status bar informing you that document
xx0000xx was stored in Company Code XXXX
5. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access
screen.
2.3.2. Change Recurring Document – FBD2
The recurring entry document function automates postings of transactions that
repeat every month (same amount, same account) e.g. Accruals / Deferrals
postings. It is not a ‘real’ accounting document and therefore does not affect the
account balance.
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Steps :
1. Access transaction by:
SAP Access Menu Accounting → Financial Accounting → General Ledger →
Document → Reference Documents → Recurring
Document → CFDB2 - Change
Transaction code FBD2
2. Update the following required fields :
Field Name Description
Company
Code
Code identifying a separate legal entity
Document
number
Recurring document number
Fiscal Year Description of the Fiscal year
3. Click on the Continue button or press Enter
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4. Double click on the one of the document line items.
5. Click on the Document Header button.
6. Make the modification in the document header field
7. Click the Save button. A message will appear on the status bar informing
you that document xxxx has been changed
8. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access
screen.
2.3.3. Create Postings from Recurring Documents – F.14
Recurring Journals are reference documents that have been created. They contain
posting information that will be used by the recurring document posting program.
Steps :
1. Access transaction by:
SAP Access Menu Accounting → Financial Accounting → General Ledger →
Periodic Processing → Recurring Entries → Execute
Transaction code F.14
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2. Update the following required fields :
Field Name Description
Company Code Code identifying a separate legal entity
Document number Enter a number of the document you want to change
Fiscal Year Number of the Fiscal year
Settlement Period Accounting dates for selection of due Recurring documents
3. Press Execute button the system will generate a message “Session
SAPF120” has been created.
4. Click on the menu – System→ Services → Batch Input → Sessions
5. Update the following required and optional fields:
Field Name Description
Created by User ID who created Batch Session
Note : Processing Options
Process Foreground: the system will immediately generate the documents online.
You will have to confirm every entry screen generated. Only recommended if you
have a law volume of transactions and screens (see # of screens above) and you
wish to verify the same of the transaction details directly.
Display Errors only: the system will process the transactions without displaying them
online. However if there are any errors or problems (e.g. GL account does not exist)
the system will display this for corrective action.
Background: the system processes the transactions in background mode. This is
generally the normal action and a “low priority processing” option. The system will
process the data during times of ‘low’ system activity/priority. The system processes
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the job. Users have to check the job status and job log to verify that processing has
been completed and without errors.
6. If there are several batches under your user select the one you want to
process by clicking on it once.
7. Click on the button.
8. Select the Radio button
9. Click on the button to commence processing.
10. Press Enter for each screen until you reach the final screen where the
system generates the message Batch input has been completed.
The system generates the transactions and screens based on the original
recurring document.
11. Click on the button to return to the SAP Easy Access screen.
2.3.4. Delete Recurring Document – F.56
The recurring entry document function automates postings of transactions that
repeat every month (same amount, same account) e.g. Accruals / Deferrals
postings. It is not a ‘real’ accounting document and therefore does not affect the
account balance.
A recurring document is no longer required. You will now delete the recurring
document. Note:- Before performing this, go to FBD2 (Change) give the recurring
entry document number that you want to delete then click view select Recurring
Entry Data and set the deletion indicator and save it.
Realize Recurring Entry : Header Data
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Steps :
1. Access transaction by:
SAP Access Menu Accounting → Financial Accounting → General Ledger →
Document → Reference Documents → Recurring Document
→ Delete
Transaction code F.56
2. Update the following required and optional fields:
Field Name Description
Company Code Code identifying a separate legal entity
Document Number Recurring document number
Fiscal year Description of Fiscal Year
Test run This will display the documents but not delete them
3. Click on the Execute button
Note : The screen lists the Recurring Documents with deletion indicators selected will
be displayed.
4. Click the Back button
5. Deselect the Test Run indicator
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6. Click on the Execute button
7. A message will appear that this is a production run. Press enter to accept.
8. Click on the Execute button to check whether your deletion was
successful.
9. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access
screen.
2.3.5 Enter Accrual/Deferral Document – FBS1
This function allows you to automatically post accruals and deferrals:
Accruals – an accrual is any expenditure before the closing key date, which
represents an expense for any period after this date.
Deferrals – Deferred income is any receipts before the closing key date that
represent revenue for any period after this date.
Accrual/deferral documents are created and have a ‘reversal date’. The accruals
can be reversed automatically.
Steps :
1. Access transaction by:
SAP Access Menu Accounting → Financial Accounting → General Ledger →
Periodic Processing → Closing → Valuate → Enter Accrual /
Deferral Doc
Transaction code FBS1
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2. Update the following required and optional fields:
Field Name Description
Document date Date the transaction occurred
Type Document type code
Posting date Date that the business transaction occurred
Period Number identifying a fiscal month
Reversal reason Code of reversal reason
Reversal date Date on which the reverse posting is to be made. Normally
the 1st day of next month
Posting key In this field, the posting key which the next document line
item should be entered is specified
Account Code identifying the General Ledger, Vendor, or General
Ledger Account
3. Click on the Enter button to confirm your entries.
4. Update the following required and optional fields:
Field Name Description
Amount Amount of the line item
Cost center Code identifying an organizational unit to which costs or
asses are assigned
Posting Key In this field, the posting key which the next document line
item should be entered is specified
Account Code identifying the General Ledger, Vendor, or General
Ledger account
Enter Accrual/Deferral Doc. Correct G/L account item
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5. Click on the Enter button or press Enter to confirm your entries.
Field Name Description Values
Amount Amount of the line item
Cost center Code identifying an organizational
unit to which costs or assets are
assigned
Example : Only required for
posting to P/L accounts
6. Select form the menu Document → Simulate
7. Click on the Save button or press Ctrl + S
8. A message will appear on the status bar: document XXXXXX was posted in
Company Code XXXX
9. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access
screen.
2.3.6 Reversing Posting for Accruals / Deferred Documents – F.81
This function allows you to reverse previously posted accrual / deferral. The system
posts a reversal by entering an identical amount to the opposite side of the
account, thereby offsetting the original amount.
Enter Accrual/Deferral Doc. Display Overview
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Steps :
1. Access transaction by:
SAP Access Menu Accounting → Financial Accounting → Periodic
Processing → Closing → Valuate → EF.81 → Accrual /
Deferral Document
Transaction code F.81
2. Update the following required and optional fields:
Field Name Description
Company code Enter required company code
Document number Number of the SAP Accrual document
3. Click in the check box.
4. Click Execute button. The system will display a list of documents that are
to be reversed.
5. Click on the Back button or press F3
6. Deselect check box
Reverse Posting of Selection Documents : Log Test run
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7. Click Execute button
8. A list will be displayed showing the original documents together with their
reversal documents.
Note : a message will appear on the status bar: “ All documents were
reversed”.
9. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access
screen.
2.3.7. Foreign Currency Valuation – FAGL_FC_VAL
You carry out the foreign currency valuation before you can create the financial
statements.
The valuation includes the following accounts and items:
Foreign currency balance sheet accounts, that is, G/L accounts that you run in
foreign currency (the balances of the G/L accounts in foreign currency are
valuated) Open items (customers, vendors, G/L accounts) posted in foreign
currency (the line items are valuated)
Reverse Posting of Selection Documents : Log Test run
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Steps :
1. Access transaction by:
SAP Access Menu Accounting → Financial Accounting → Accounts Payable →
Periodic Processing → Closing → Valuate → Foreign
Currency Valuation of open items New)
Transaction code FAGL_FC_VAL
2. Update the following required and optional fields:
Field Name Description
Company code Company code
Evaluation Key Date Key date for the foreign currency valuation
Valuation method A unique key for determining a foreign currency
valuation method. This key can be valid for cross-
chart of accounts.
Create Posting Check the checkbox to select
Batch input session Name Code identifying the batch session that is Created
Posting date Date that the business transaction occurred
Posting period Fiscal month when the transaction posts to the
General Ledger
Reversal posting date Date when you want to post a reverse. Normally the
1st day of next month
Reverse posting period Posting period for reversal
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3. Click on the tab
4. Select by clicking in the check box.
5. Select by clicking in the check box, if so required.
You can select only particular General Ledger / General Ledger accounts to be
valuated. If you leave the selection fields empty (like in our example), all the
accounts will be selected for valuation.
6. Click on the Execute button to perform valuation.
Note: The system does not create the postings immediately but creates a batch
input session instead.
7. Click on the Back button or press F3
8. To post the valuation, you need to process the Batch Input Session that
you’ve just created. You can open another SAP session. From the main menu
choose System → Services→ Batch input → Sessions
9.
Select the session you want to process. (Select the row that contains your
Batch input session, , e.g FAGL_FC_VAL
10. Click on the button
11. Click in the Radio button
12. Click on the button to begin the posting of documents
13. Once the session is processed, you need to check the results. To analys your
batch input session, follow the menu path:14. From the main menu choose System → Services → Batch input → Sessions
15. Select the row that contains your Batch Input Session FAGL_FC_VAL
16. The analysis button the system will display the details regarding the
session that was processed
17. Click on the Back button or press F3
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18. As a result of valuation some accounting documents were posted. To display
them record one document number and use the transaction FB03
(Document Display):
19. Update the following required and optional fields:
Field Name Description
Document number Number of the document
Company code Enter here company code number
Fiscal year Fiscal year number.
20. Click on the Enter button or press Enter to confirm your entries
21. In order to display your document in local currency, click on the
button
22. Click on the Enter button
23. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access
screen
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2.4. General Ledger ReportingA general ledger is kept in order to provide the information needed to create a
balance sheet and a profit and loss statement.
2.4.1. Execute Financial Statements
Steps :
1. Access transaction by:
SAP Access
Menu
Accounting → Financial Accounting → General Ledger →
Information systems → General Ledger Reports (New) →
General → Actual Comparisons → Financial Statement
Transaction code S_ALR_87012284 / F.01
2. Enter 8888 in the chart of accounts field.
3. Enter one or range XXXXXX to XXXXXX in the company code field.
4. Select the currency (blank for default)
5. Select the financial statement version field.
6. Enter XXXX in the Reporting year field.
7. Enter 1 to 12 in the Reporting period fields.
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8. Enter XXXXX in the Comparison year field
9. Enter 1 to 12 in the Comparison year fields.
10. Click Execute button
11. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access
screen.
2.4.2. Display G/L Balances – FAGLB03
The SAP system offers a functionality which enables you to have a quick view of the
General Ledger accounts balances; you have been tasked analyse and report on
the balances in one of the accounts under your department
Steps :
1. Access transaction by:
SAP Access Menu Accounting → Financial Accounting → General Ledger →
Account → Display Balances (new)
Transaction code FAGLB03
2. Enter xxxxxxxx to xxxxxxxx in account number fields
3. Enter XXXX in Company code field
4. Enter YYYY in Fiscal year field.
5. Click Execute button.
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6. Click on the button.
7. A pop up screen will be displayed within the main screen and will contain a
listing of the General ledger accounts. To view balances in a single G/L
account double Click the G/L account number within the below screen.
8. A listing of General Ledger line items will be displayed.
9. Click button to change layout of the displayed items.
10. Select Column content you want to remove or add.
11. Click on the hide selected fields button or Click on the show selected
fields button
12. Click on the button
13. Your report will be adjusted to incorporate the changes you have made
14. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access
screen.
2.4.3. GL Account Line Item Display – FBL3N
FBL 3N enables users to gather and display information on GL Account Line items.
Users can view information on all items, or narrow the transaction to include open or
cleared ones only. Further, screen option allows you to establish vairnats to use
regularly and select specific criteria for this display.
Steps :
1. Access transaction by:
SAP Access Menu Accounting → Financial Accounting → General Ledger →
Account → Display / Change Line items
Transaction code FBL3N
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2. Enter xxxxxxxx to xxxxxxxx in account number fields
3. Enter XXXX in Company code field
4. Select the Line Item Selection Radio Button
5. Select the check box for Normal / Noted / Parked items
6. The Dynamic Selection Criteria allows you to narrow the parameters of
the selection even further.
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7. Click Execute button.
8. Double click on individual document number to see additional details .
9. Click button to change layout of the displayed items.
10. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access
screen.
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3. ACCOUNTS PAYABLE
Accounts Payable records all accounting transactions for dealings with suppliers.
Much of its data is obtained from procurement (Materials Management)
3.1 Accounting Transactions in AP
3.1.1 Vendor Invoice Parking
Using this standard accounting function, you can enter invoice in the system without
posting the Accounts Payable sub ledger. The PARKED Invoice is subsequently
checked, approved and posted to Accounts Payable. You can also park an
incomplete document.
Steps :
1. Access transaction by:
SAP Access
Menu
Accounting → Financial Accounting → Accounts Payable →
Document Entry → Document Parking → Park Document
Transaction code F-63
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2. Update the required and optional fields :
Field Name Description
Document Date Date of Invoice
Company code Company code is an organizational unit within financial
accounting
Posting Date Date for posting to Ledger
Currency Invoice Currency
Reference Vendor Invoice Number
Doc Header Text The document header text contains explanations or notes
which apply to the document as a whole, that is, not only
for certain line items.
Posting Key In this field, the posting key with which the next document
line item should be entered is specified
Vendor Vendor Code
3. Click on the Enter button to confirm the entries.
4. Enter value in the amount field for the first item.
5. Enter Text that describes the transaction in the text field.
6. Enter Posting Key 40 in the PstgKey field.
7. Enter General Ledger Account xxxxxxx being charged/debited in the
account field.
8. Click the Enter button to confirm the entries.
9. Enter a * (star) in the Amount field for the Second item then press enter to
adopt the amount from the first line item.
10. Select Tax Code in the Tax code field
11. Enter Cost Center in cost center field.
12. +(plus) in the text field then press Enter to adopt the text from the first line
item.
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13. Click on the Document overview button
14. Click on the Save button or press Ctrl+S to park the Invoice.
15. The System will display a message at the status bar: Document Number : xxx
as parked in Company Code XXXX.
16. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access
screen.
3.1.2. Change Parked document.
* Parked Vendor’s invoices need to be verified before they are posted; therefore
errors can be corrected before being posted. A document had been parked but
did not contain adequate text and also that there were no reference details
entered on the document.
* You are required to correct the document before posting.
Steps :
1. Access transaction by:
SAP Access
Menu
Accounting → Financial Accounting → Accounts Payable →
Document Entry → Document Parking → Park / Edit Invoice Transaction
code
FBV2
2. Update the required and optional fields :
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Field Name Description
Company code Company code is an organizational unit within financial
accounting
Fiscal Year The fiscal year in which the parked document
3. Click on the Enter button
4. Enter Reference in the Reference field (in the Edit Parked Document Screen)
5. Change data in the text field
6. Click on the Save button to record you changes.
7. A message will appear on the status bar; a preliminary posted document
XXXXXX has been changed
8. Click on the Exit button or press Shift+F3 until the SAP Easy Access screen is
displayed.
3.1.3. Display parked Document
A parked document is subject to a verification process before it can be posted, the
SAP system allows for the display of such documents so that this process can be
fulfilled.
Steps :
1. Access transaction by:
SAP Access
Menu
Accounting → Financial Accounting → Accounts Payable →
Document Entry → Document Parking → Park / Edit Invoice
Transaction
code
FBV3
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2. Update the required and optional fields :
Field Name Description
Company code Company code is an organizational unit within financial
accounting
Document
Number
The parked document number
Fiscal Year The fiscal year in which the parked document
3. Click on the Enter button.
4. Click on the each tab button to display
data.
5. To exit this transaction, click on the Exit button or press Shift+F3 until the
SAP Easy Access screen is displayed
3.1.4 Posting / Delete Parked Document (FB60) / (F-43)
A vendors’ Invoice was parked twice for the same service however it was picked
before it was posted. In the SAP system a parked document can be deleted but
once a document is posted it can not be deleted. It will only be regularized by
entering a reversal document.
You can choose to post the parked document in this environment or choose to
delete it.
Delete the parked document
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Steps :
1. Access transaction by:
SAP Access Menu Accounting → Financial Accounting → Accounts Payable →
Document → Parked Document → Post/Delete
Transaction code FBV0
2. You can choose from the menu Document → Select parked document
3. Update the required and optional fields :
Field Name Description
Company code Company code is an organizational unit within financial
accounting
Document Number The parked document number
Fiscal Year The fiscal year in which the parked document
4. Click on the Enter button.
5. Select from menu Document → Delete parked document
6. A message will appear on the status bar: Parked document xxxxxxx deleted..
7. To exit this transaction, click on the Exit button or press Shift+F3 until the
SAP Easy Access screen is displayed.
3.1.5 Vendor Invoice
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.
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Steps :
1. Access transaction by:
SAP Access Menu Accounting → Financial Accounting → Accounts
Payable → Document Entry → Invoice
Transaction code FB60
2. Click on the button and Enter company code
3. Update the required and optional fields :
Field Name Description
Vendor Code identifying the vendor account
Invoice date Invoice date
Reference Additional document description
Amount Invoice Amount
Text Description of line item
G/L Account The account being charged or debited
D/C Code identifying whether line item is a debit or credit
Amount in doc Curr Amount to be posted for the line item
Text Description of line item
Cost Center Cost Center
4. Click on the tab.
5. Enter new Payment terms
6. Enter Payment method
7. Click on the button to replicate an overview of a document before
posting.
8. Click on the Save button or press Ctrl+S to post the Invoice.
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9. The system will display the number of the document generated by this
Invoice.
Document Number : xxxxxxx was posted in Company Code
10. Click on the Exit button or press Shift+F3 to return to the SAP Easy
Access Screen.
3.1.6 Park / Edit Credit Memo – F-66
Using the standard accounting function, you can enter a credit memo in the system
without posting the Accounts Payable sub ledger. The Parked credit memo is
subsequently checked, approved and posted to Accounts Payable.
Credit memos have the effect have reducing our liabilities under the vendor’s
accounts. Vendors normally issues credit notes when we return purchased goods or
if we had overpaid them.
Steps :
1. Access transaction by:
SAP Access
Menu
Accounting → Financial Accounting → Accounts Payable →
Document Entry → Document Parking → Credit Memo parking
Transaction
code
F-66
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2. Update the required and optional fields :
Field Name Description
Document Date Date of Invoice
Company code Company code is an organizational unit within financial
accounting
Posting Date Date for posting to Ledger
Currency Invoice Currency
Reference Vendor Invoice Number
Doc Header Text The document header text contains explanations or notes which
apply to the document as a whole, that is, not only for certain
line items.
Posting Key In this field, the posting key with which the next document line
item should be entered is specified
Vendor Vendor Code
3. Click the Enter button to confirm the entries.
4. Enter value in the amount field.
5. Enter Text that describes the transaction in the text field.
6. Enter Posting key 50 in the PstgKey field
7. Enter General Ledger Account xxxxx being charged / debited in the account
field.
8. Click the Enter button to confirm the entries.
9. Enter * a start in the Amount field.
10. Enter Cost Center in cost center field.
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11. Click on the Document overview button.
12. Click on the Save button or press Ctrl+S to park the invoice
13. The system will display the number of the document generated by this
Invoice.
Document Number xxxxxxx was parked in the Company Code xxxx
14. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access
screen.
3.1.7 Post Credit Memo – FB65
The vendor invoiced for an excess amount and vendor issued a credit memo to
correct this mistake. So here we need to post the received vendor credit memo.
Steps :
1. Access transaction by:
SAP Access
Menu
Accounting → Financial Accounting → Accounts Payable →
Document Entry → Credit Memo
Transaction code FB65
2. Click on the button and Enter Company code xxxx in the
field.
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3. On the main screen Update the following required and optional fields :
Field Name Description
Vendor Code identifying the vendor account
Document date Credit note date
Posting Date Date that the business transaction occurred
Reference Vendor Invoice Number
Amount Amount to be posted to
Calculate Tax Indicator whether tax is to be calculated
Tax Code Represent the tax chargeable
G/L Account The Account being charged or debited
D/C Code identifying whether line item is a debit or credit
Amount doc.
Curr.
Document currency. By default system proposes the Company
code currency, but a user can change it.
Text Description of line item
Cost Center Cost Center
4. Click on the Enter button to confirm the entries.
5. Click on the Tab
6. Update the following required and optional fields:
Field Name Description
Inv. Ref (Invoice) Enter the Document Number which refers to a original
invoice. Entering the original invoice will copy the invoice
details from the original invoice. Imp Note: This will facilitate
in clearing the vendor account at a later point in time.
Inv. Ref (Fiscal Year) The fiscal year the invoice was created in
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7. Click on the Enter button to confirm the entries.
8. A message will appear on the status bar that Data was copied.
9. Click on the button to replicate an overview of a document
before posting.
10. Click on the Save button or press Ctrl+S to post the invoice
11. The System will display the number of the document generated by this
Invoice.
Document Number : xxxxx was posted in Company Code
12. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access
screen.
3.1.8 : Post Outgoing Payment F-53
This functionality is used to process outgoing vendor payment but can only process
single vendor accounts at any time.
A request has been made for the processing of an urgent payment which cannot
wait for the normal payment run process. Invoices have been parked checked and
approved (posted) process the payment
Steps :
1. Access transaction by:
SAP Access
Menu
Accounting → Financial Accounting → Accounts Payable →
Document Entry → Other → Outgoing Payment → Post
Transaction
code
F-53
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2. Update the following required and optional fields :
Field Name Description
Document date Date of the invoice
Company Code The company code is an organizational unit within financial
accounting.
Posting Date Date for posting to Ledger
Reference Vendor Invoice Number
Doc Header Text The document header text contains explanations or notes which
apply to the document as a whole, that is, not only for certain
line items.
Clearing Text This text is copied into all clearing entries which are created
within the current processing
3. Update the following fields under bank data box
Field Name Description
Amount Amount to be paid in total
Value Date The value date is used in bank account and bank sub-accounts. This
is a date at which the payments will be honored by the bank
4. Update the following required and optional fields under
box.
Field Name Description
Account Vendor Account to be cleared
Account
Type
The account type determines whether the general ledger or one of
the sub ledger issued
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5. Click on the button
6. All open items are selected by default. To deselect the items first click the
Select All button.
7. Then click on Deactivate Items button. All the open items are now
deactivated (they are no longer highlighted in blue).
8. Now you need to choose and select the items youwant to clear. Double
click on the Gross Group field for each of those items to be cleared.
9. You will need to select one or more documents to balance this clearing.
Scroll through the remaining documents and select this document.
Note : The system will highlight these items in blue. When the value of the field not
assigned is equal 0 and you can clear open items. See Screen below
10. You can check your document before postings. Select Document → Simulate.
11. To post your entries, click the Save button.
12. The message bar displays : “Document XXXX was posted in company code “
13. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access
Screen.
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3.1.9 Display Accounting Document – FB03
Documents entered in the system can be viewed as and when they are required.
You are required to display a Vendors’ document. This function will you allow to
quickly address queries pertaining to individual invoices / documents.
Steps :
1. Access transaction by:
SAP Access Menu Accounting → Financial Accounting → Accounts Payable
→ Document → Display
Transaction code FB03
2. If you know the required document number, enter it in the field “document
number” . If you don’t , click Button to search for documents.
3. The system will display a screen where you can enter your search criteria:
4. Update the following required and optional fields
Field Name Description
Company Code The company code is an organizational unit within financial
accounting
Fiscal Year Fiscal year number
Document Type Code identifying the method that the system uses to process the
transaction
Posting date Date that the business transaction occurred
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5. Click Execute button to start searching
6. The system will display a list of documents that fulfill your criteria
7. To display your document, simply double click on it. The system will display a
take you to document overview:
Or from the initial screen display Vendor Document
8. Enter the Document number you have on hand.
9. Enter the Company code XXXX
10. Enter the Fiscal Year XXXXXX or leave field blank,.
11. Click on the Enter button to proceed
12. Click on the button to change you screen view
Note : the system will show you more fields not shown under entry and you
can be able to and a change your document from this document display
screen.
13. Click on the menu Document → Display → Change
14. Click on the Document Header button if you want to change header
details
15. Identify fields that can be changed and change header text
16. Analys it and Click on the Enter continue / Confirm button to leave the
displayed document header sub screen
17. To store your changes in the document, click Save button
18. To exit this transaction, click on the Exit button or press Shift-F3 until the
SAP Easy Access screen is displayed.
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3.1.10 Clear Vendor Account F-44
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.
Steps :
1. Access transaction by:
SAP Access
Menu
Accounting → Financial Accounting → Accounts Payable →
Account → Clear
Transaction code F-44
2. Update the following required and optional fields
Field Name Description
Account Code identifying the Vendor account
Clearing date Date when you want the transaction to be cleared. It is used
later in a header of a clearing document
Company code Number of the company code that the vendor belogs to
Currency Currency code
Note : you can clear also the transactions posted in different currencies. The
system will automatically calculate and post exchange rate differences.
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3. Click the Enter button. The system will display open items that fulfill
previously entered criteria :
4. All open items are selected by default . To deselect the items first click the
Select all button.
5. Then click Deactivate items button. All the open items are nowdeactivated (they are no longer highlighted in blue).
6. Now you need to choose and select the items you want to clear. Double
click on the Gross field for each of those items to be cleared.
7. You will need to select one more document to balance this clearing. Scroll
through the remaining documents and select this document.
Note : The system will highlight these items in blue. When the value of the field not
assigned is equal 0 and you can clear open items. See screen below
8. You can check your document before postings. Select Document → Simulate
9. To post your entries, click the Save button. No “real” posting took place,
but the system stored a clearing document.
10. The message bar displays: “Document xxxxxx was posted in company code
xxxx”
11. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access
screen.
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3.1.11. Reset Cleared Items – FBRA
A Posting with clearing had been made to a wrong Vendor account due to
similarities in name therefore the outgoing payment document has to be reversed to
enable the correct transaction to take place.
Note : An Accounting Document that contains line items have cleared been cannot
be reversed it requires that the cleared items be reset first.
Display the clearing document and its line items, and then reset the cleareddocument.
Steps :
1. Access transaction by:
SAP Access
Menu
Accounting → Financial Accounting → Accounts Payable →
Document → Reset Cleared Items
Transaction code FBRA
2. Update the following required and optional fields
Field Name Description
Clearing
document
Number of the document to be reset
Company
code
Code identifying a separate legal entity
Fiscal Year Fiscal year number
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3. Click the Accounts button. The system will display all the accounts
involved in clearing operation:
4. Click the Continue button to continue
5. Click the Items button to display documents cleared by the clearing
operation
6. Click on the Save button or press Ctrl+S to post the resetting
7. A screen reversal of clearing document will be displayed with 2(two) options
to select from.
- Only Resetting will remove the clearing from the document that was
cleared and changes the documents’ status from cleared item to open
item
- The clearing document also changes status to an open item and this has
effect on the overall Vendor Account
- Resetting and reversing will reset the cleared line items and also reverses
the clearing document.
8. Click on Only Resetting button
Note : Only resetting will remove the clearing document from the cleared
document and restore it to its pre-clearing state i.e. open item stage. The
clearing document will also be found under the open items of the Vendor
Account and must be removed from this environment by the reversal process.
A message will appear on the status bar clearing document xxxxxxxxx reset.
9. Click on the Exit button or press Shift+F3
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Note : if you choose the later button the system will reset and reverse the clearing
document in one transaction. For you to carry out a transaction where you are
going to select on resetting and reversing you have to start with a new document.Otherwise the above resetting transaction is complete.
If you choose to Click on Resetting and Reversing button you will proceed as follows
10. Enter 01 in the Reversal Reason field.
11. A message clearing reset will appear
12. Click the continue button
13. A message will appear that document XXXXX was posted in Company code
XXXX
14. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access
screen
3.1.12. Document Reversal (Individual Reversal) document – FB08
Sometimes posted document contains incorrect information. This function allows
you to reverse an incorrect document. A document to be reversed cannot include
already cleared items. If you want to reverse document that was already cleared,
you need to reset all cleared items before posting a reversal.
This is also a function that allows mass document reversal (Transaction code), unlike
resetting clearing documents which only allow resetting one clearing document at a
time.
Steps :
1. Access transaction by:
SAP Access Menu Accounting → Financial Accounting → Accounts Receivable
→ Document → Reverse → Individual Reversal
Transaction code FB08
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2. Update the following required and optional fields
Field Name Description
Document no The document that is to be reversed
Reversal Reason The reason the document will be reversed
3. Click the Display document before reversal button or
press F5
4. Click the Back button or F3
5. Click on the Save button or press Ctrl + S
6. The system will post a reversal document and a message will appear on thestatus bar “Document xxxxxx was posted in Company Code xxxx”
7. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access
screen
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3.2 Advance Payments in Accounts Payable
3.2.1 Down Payment Request F-47
Down payment request function does not create posting but only stores information
in the systems that can be used later to post a “normal” down payment manually or
using the automatic payment program.
Steps :
1. Access transaction by:
SAP Access Menu Accounting → Financial Accounting → Accounts
Receivable → Document → Entry → Down Payment →
Request
Transaction code F-47
2. Update the following required and optional fields
Field Name Description
Document date Date the transaction occurred
Type Document type
Company code Code identifying a separate legal entity
Posting date Date that the business transaction occurred
Currency / date Code identifying the currency used in the transaction
Reference Doc. Description
Account Code identifying the vendor account
Trg. Sp. G/L ind. Special GL transaction code. You determine the special
G/L indicator for a down payment request in this field with
which the corresponding down payment is to be posted
later
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3. Click the New item button to enter Down Payment line item.
4. Update the following required and optional fields
Field Name Description
Amount Amount of the line item
Calculate Tax The system calculates the taxes automatically
Due on Date when the down payment is due
5. Click the Enter button to confirm your entries
6. Click the Overview button to display a document before posting
7. Click the Save button to post the down payment request
8. A message will appear on the status bar informing you that “Document XXXX
was posted in company code XXXXX”
9. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access screen
3.2.2. Post Vendor down payment F-48
A down payment is an advance payment for a service or goods and down
payment is a function that allows you to post the document to an alternative GL
account instead of “normal” vendor’s reconciliation account.
Steps :
1. Access transaction by:
SAP Access
Menu
Accounting → Financial Accounting → Accounts Payable →
Document Entry → Down Payment → F-48 down payment
Transaction
code
F-48
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2. Update the required and optional fields
Field Name Description
Document date Date the transaction occurred
Type Document type
Company code Code identifying a separate legal entity
Posting date Date that the business transaction occurred
Currency / date Code identifying the currency used in the transaction
Reference Doc. Description
Account Code identifying the vendor account
Special G/L ind Enter the required special GL transaction code
Account Bank account number
Amount Amount of the line item
3. You can use an existing down payment request to post the down payment.
Click the Request button.
4. Select the Down payment request number, by selecting the row containing
the document number like XXXXX by clicking anywhere on that row.
5. Click on the button. The system will display a
document overview
6. Click on the Save button to post the down payment
7. The message bar displays “Document XXXX was posted in company code
XXXX”
Post Vendor Down Payment Display Overview
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Note : Before proceeding to clear down payment you are required to post
vendor invoice (FB60) so that invoice and down payment can clear. In case if
the invoice amount is more than down payment then rest of the balance will bepaid through normal payment and the clearing will automatically take place for
the balance
8. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access
screen.
3.2.3 Clear Vendor down payment F-54
This function allows you to post a clearing document manually. You can use it e.g.
to clear a down payment (posted with special GL transaction) with another vendor
document (e.g. vendor invoice)
Steps :
1. Access transaction by:
SAP Access
Menu
Accounting → Financial Accounting → Accounts Payable →
Document Entry → Do