Fi End User Manual Ver 0.8

SAP END USER MANUAL FI
BLESS
SAP END USER MANUAL - FI

Version 0.5
for
Balmer Lawrie and Co. Ltd
This is a hardcopy of document maintained on electronic media. It is the latest version
Document Release Notice

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

Notice No. : FI/I/01
Client: Balmer Lawrie & Co. Ltd
Project: SAP Implementation
Document details:
SAP END USER MAUAL FI
Name
Version
Balmer Lawrie User No.
Version
Manual - FI
0.5
Revision details:
Action
Preceding
taken
Page No.
(add/del/ch
g)
New
Page No.
Description
User manual Document
module end users
for
FI
Revision
Description
Change Register serial numbers covered:

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

DOCUMENT REVISION LIST
Notice No. : FI/I/01
Client: Balmer Lawrie & Co. Ltd
Project: SAP Implementation
Document details: FI End User Manual
Release Notice Reference (for release):
Rev.
No
Revision
Date
Revision
description
Page
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page
No
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da
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Release
Notice
reference
1 INTRODUCTION TO SAP EASY ACCESS MENU SCREEN.............................6

Tata Consultancy Services Limited
Page 3

2 SAP STANDARD TOOL BARS & ICONS.....................................................7
3 ACCOUNTS RECEIVABLE......................................................................10
3.1
CUSTOMER MASTER...............................................................................................................10
3.1.1
3.1.2
3.1.3
3.2
DOWN PAYMENT FROM CUSTOMER...............................................................................................27
3.2.1
3.2.2
request
3.2.3
request
3.2.4
3.3
F-37:
F-29:
29
F-29:
33
F-39:
Create DOWN PAYMENT request.................................................27

DOWN PAYMENT FROM CUSTOMER using down payment
DOWN PAYMENT FROM CUSTOMER Without Down Payment
CLEARING CUSTOMER DOWN PAYMENTS...................................37
CUSTOMER INVOICING AND CREDIT MEMO....................................................................................43
3.3.1
3.3.2
3.3.3
3.3.4
3.3.5
3.3.6
3.4
FD01: CREATE CUSTOMER MASTER RECORD......................................11

FD02: CHANGE CUSTOMER MASTER DATA..........................................24
FD03: DISPLAY CUSTOMER MASTER DATA...........................................26
F-22: enter Customer invoice (general)...............................................43

fb70: enter customer invoice...............................................................50
FB75: Customer credit memo..............................................................54
F-32: CLEARING CUSTOMER line items................................................58
NOTED ITEMS......................................................................................63
FBL5N: DISPLAY/CHANGE CUSTOMER LINE ITEMS...............................65
INCOMING PAYMENTS FROM CUSTOMER...........................................................................67
3.4.1
F-28 INCOMING PAYMENTS..................................................................68
4 ACCOUNTS PAYABLE...........................................................................76
4.1
VENDOR MASTER....................................................................................................................76
4.1.1
4.1.2
4.1.3
4.2
PASSING VENDOR INVOICE...................................................................................................91
4.2.1
4.2.2
4.3
FK01: CREATE A VENDOR MASTER RECORD........................................77

FK02: CHANGE A VENDOR MASTER RECORD......................................88
FK03: DISPLAY VENDOR MASTER DATA................................................89
FB60: ENTER VENDOR INVOICE...........................................................91
FB65: Vendor Credit Memo..................................................................96
PAYMENT TO VENDOR..........................................................................................................101
4.3.1
4.3.2
4.3.3
4.3.4
4.3.5
4.3.6
F-53: POST OUTGOING PAYMENT.......................................................101

F-58: POST AND PRINT.......................................................................108
F110: PAYMENTS, AUTOMATIC PAYMENT PROGRAM...........................118
F-47: Create Down Payment Request................................................138
F-48: VENDOR DOWN PAYMENT With payment request..................141
F-48: VENDOR DOWN PAYMENT wihtout payment request.............144
Page 4

4.3.7
4.3.8
F-54: Clear Vendor Down Payment....................................................150

F-44: Clear Vendor line items............................................................153
Page 5
1 INTRODUCTION TO SAP EASY ACCESS MENU SCREEN
Page 6
2 SAP STANDARD TOOL BARS & ICONS
Page 7
Page 8
Important Function keys

Function
Key
F1
F3
F4
F8
Descriptions
Help
Back
Drop down/lookup view
Execute
Page 9
3 ACCOUNTS RECEIVABLE
3.1 CUSTOMER MASTER
All business transactions are posted to and managed by means of accounts. You
have to create a master record for each account that you need. The master
record contains data that controls how business transactions are entered in the
account and how posting data is processed. In the master record, you can also
store all the data that you need for conducting business with the customer.
Customer master records are used by both the financial accounting department
(accounts receivable processing) and the sale department (SD). This document,
however, only discusses the general data in and the financial accounting aspect
of customer master records. Please refer SD User Manual regarding creation of
Customer Master with Sales Area Details.
Process
Description
Customer Master
Transacti
on
Codes
FD01
T-Code Description
Creation of new customer (without sales
Area Details)
XD01
FD02/XD0
2
FD03/XD0
3
Creation of new customer (with Sales Area

Details)
PLEASE REFER SD USER MANUAL
Change Customer Master Data
Display Customer Master Data
Page 10
3.1.1 FD01: CREATE CUSTOMER MASTER RECORD

1. Enter transaction code FD01 in the transaction bar or follow the following
navigation path:- Accounting Financial Accounting-> Accounts
ReceivableMaster RecordsCreate
2. Enter the customer account group and the company code and click enter.
Page 11
Page 12

3. On the General Data screen in the Create Customer page, enter the required data
as follows
Address Tab
Description
R/O/C
Title
Name
O
R
Search Term 1
Street/House Number
R
R
Street4
Street5
Postal Code/City
Country
Region
Language
Telephone
Email
R
R
R
R
O
O
User Action and

Values
Company
Castrol India Pvt.
Limited
CNML00100
Technopolis
Knowledge Park
Mahakali Caves
Road, Chakala
Andheri(East)
400093 / Mumbai
IN
13 (Maharashtra)
EN
Page 13
Page 14

Control Data Tab
Description
R/O/C
Industry
Other Fields
R
O
User Action and

Values
OILE
Page 15

Payment Transactions Tab (Bank Details)
Page 16
4. Next click on company code data

. On the Company Code Data screen
in the Create Customer page, enter the required data
Account Management tab:
Description
R/O/C
Reconciliation
Account
Sort Key
User Action and

Values
Select the appropriate
Reconciliation account
(GLCode- 23005010)
002
Page 17

Payment transactions Tab:
Description
R/O/C
Terms of payment
Payment History
Record
Other fields
User Action and

Values
Enter the customer
specific terms of
payment.
Check the box
Page 18

Correspondence Tab (All entries are optional)
Page 19

Insurance Data Tab (all entries are optional)
Page 20

Withholding Tax Tab (optional)
5. Next click on CIN Details

. On the CIN Details Data screen in the Create
Customer page, enter the required data
Excise Duty Tab
Page 21
Sales Tax/Service Tax Tab
Withholding tax tab
Page 22
Save to create the customer. The System will automatically assign the next
available number from the corresponding number range as a customer.
Message:
Customer 1000000000 has been created for company code 1000
Page 23
3.1.2 FD02: CHANGE CUSTOMER MASTER DATA

ReceivableMaster RecordsChange
Page 24
2. Enter the Customer code and Company code for which the master record needs to
be changed
3. Make necessary Changes and save the customer data
Page 25
3.1.3 FD03: DISPLAY CUSTOMER MASTER DATA

ReceivableMaster RecordsDisplay
Page 26
2. Enter the customer code and company code for which the master data is to be
viewed and click enter.
3.2 DOWN PAYMENT FROM CUSTOMER

Processing customer down payments in a company involves many different
transactions, which can be carried out by payment request or without payment
request. Down payment request will be created by Sales & Distribution
department. This is statistical document that require enabling the system to
post the down payments to the customer.
If the customer invoice is later posted manually, the invoice is cleared with the
down payment that has already been posted so that only the difference remains
to be recovered from the customer.
Process
Description
Customer Payment
Transacti
on
Codes
F-37
F-29
F-32
FBL5N
T-Code Description
Create Down Payment Request
Down Payment from Customer
Clearing Down Payment from Customer
Display/Change Customer Line Items
3.2.1 F-37: CREATE DOWN PAYMENT REQUEST

1. Enter the transaction code F-37 in the transaction bar or follow the following
navigation path Accounting Financial Accounting Accounts Receivable
Document Entry Down Payment Request
Page 27
Field
R/O/C
Description/Action
Document Date
Enter the document date
Document Type
Default (else enter DZ for Down payment)
Company code
Default (else enter 1000)
Posting date & Period
Enter the current date and period
Currency
INR
Reference
Invoice Ref. of customer
Doc. Header Text
Invoice narration
Customer Account
Customer Account Number
Special GL Indicator
Special GL Indicator A
Amount
Amount in INR
Due On
Enter Due Date
Text
Line item text
Assignment
Used for entering Cheque number
Click Enter to proceed.
Page 28
Since this is a request, there is no simulation required. Directly posting has to be

done. In order to post the document click on save
button. A message saying that
the document has been posted in company code will be displayed with document
number
3.2.2 F-29: DOWN PAYMENT FROM CUSTOMER USING DOWN PAYMENT
REQUEST
Document Entry Down Payment Down Payment
Field
R/O/C
Description/Action
Document Date
Document Type
Company code
Currency
INR
Page 29
Field
R/O/C
Description/Action
Reference
Doc. Header Text
Invoice narration
Company Code
Enter Company Code
Customer Account
Incoming Bank
Incoming Bank Account number
Amount
Amount in INR
Text
Narration (To be entered in the given

format)
Bank~Branch~DrawerName~LodgmentC
ode
Ex:
Bank Charges
Bank Charges Amount
Profit Center
Enter Profit Center
Text

format)
Assignment
Page 30
Page 31
2. Click on
to proceed to the requests list
Select the relevant down payment request (1400000262) and click on Create Down
Payment pushbutton.
3. The document gets simulated as shown below:
Page 32

To simulate document for General ledger view, go to Document Simulate
General ledger view
If the document simulated is okay, then in order to post the document click on back
button and then click on save
button. A message saying that the document has
been posted in company code
displayed with document number.
will be
3.2.3 F-29: DOWN PAYMENT FROM CUSTOMER WITHOUT DOWN PAYMENT

REQUEST
Document Entry Down Payment Down Payment
Field
R/O/C
Description/Action
Document Date
Document Type
Company code
Currency
INR
Reference
Doc. Header Text
Invoice narration
Company Code
Enter Company Code
Customer Account
Incoming Bank
Incoming Bank Account number
Page 33
Field
R/O/C
Description/Action
Amount
Amount in INR
Text

format)
ode
Ex:
Bank Charges
Bank Charges Amount
Profit Center
Enter Profit Center
Text

format)
ode
Ex:
Assignment
Page 34
Click Enter to proceed and enter the following details:
Page 35
Page 36
2. The document can be simulated before actual posting by clicking on

then on
and the following will be displayed:
Page 37
and

3. To simulate document for General ledger view, go to Document Simulate
General ledger view
4. If the document simulated is okay, then in order to post the document click on
back
button and then click on save
button. A message saying that the
document
has
been
posted
in
company
code
will be displayed with document
number.
3.2.4 F-39: CLEARING CUSTOMER DOWN PAYMENTS

1. Clearing of down payments from customer involves setting off payments against
invoices debited to the customer account. This is an important activity since only
balance amount (after adjustment with down payments), is to be either recovered
or adjusted against subsequent dispatches (in case down payment received from
customers is more than sales invoice amount).
Down payments, having credit balance are reported as advance from customer
and the debit balances as Sundry Debtors. It is important that payments received
in advance are cleared against invoices.
Enter transaction code F-39 in transaction bar or follow the following navigation
path Accounting Financial Accounting Accounts Receivable Document
Entry Down Payment Clearing
Page 38
2. Enter customer account code, document date, posting date, Company code,
currency, etc. as given below:
Field
R/O/C Description/Action
Document Date
Document Type
Company code
Currency
INR
Reference
Doc. Header Text
Invoice narration
Page 39
Field
Customer
Enter Customer Code
Invoice ref.
Enter the invoice to be cleared
Fiscal year
Enter the Fiscal Year
Assignment
Enter text
Text
Enter narration
Page 40

3. Now click enter and select the relevant down payment document to be cleared
against:
Page 41

4. Go to document Simulate document/ Simulate General Ledger, to view how the
document will be posted.
5. The simulated view will be as follows:Simulated document view
Page 42
Page 43

Simulated General Ledger view
Click on back button, simulate the transaction and then click on post button to
post the document. A message
will be displayed on posting of the document.
3.3 CUSTOMER INVOICING AND CREDIT MEMO

Customer Invoices will be entered mostly through the SD route of Sales Order, Delivery and
finally Billing. However there may be instances where Direct FI Invoices may be posted for
miscellaneous income etc. Similarly the credit notes will also be created from the SD route,
however FI credit notes may also be required to be created.
3.3.1 F-22: ENTER CUSTOMER INVOICE (GENERAL)

1. Enter transaction code F-22 in transaction bar or follow the following navigation path
Accounting Financial Accounting Accounts Receivable Document Entry
Invoice - General
Enter the following information:
Field
R/O/C
Description/Action
Document Date
Document Type
Company code
Currency
INR
Reference
Doc. Header Text
Invoice narration
Page 44
Field
R/O/C
Description/Action
Posting Key
Enter Posting Key Customer Debit
Customer Account
Amount
Enter the Amount
Payment Terms
Enter the Payment Terms
Baseline Date
Enter the Baseline Date
Assignment
Enter text
Text
Enter narration
Posting Key
Enter Posting Key GL Credit
Account
Enter GL Account Revenue Account
Amount
Amount in INR
Profit Center
Enter the Profit Center
Text
Narration
Assignment
Enter Text
Page 45
Click Enter
Page 46
Click Enter
Page 47

document will be posted
Page 48
Page 49
3. The simulated entry will look like:
3.3.2 FB70: ENTER CUSTOMER INVOICE
Page 50

1. Enter transaction code FB70 in transaction bar or follow the following navigation
Entry Invoice
Field
R/O/C
Description/Action
Document Date
Document Type
Company code
Posting date
Enter the current date
Currency
INR
Reference
Doc. Header Text
Invoice narration
Posting Key
Customer Account
Amount
Enter the Amount
Payment Terms
Baseline Date
Assignment
Enter text
Text
Enter narration
Posting Key
Account
Amount
Amount in INR
Profit Center
Text
Narration
Assignment
Enter Text
Page 51

Page 52
Page 53
Page 54

3.3.3 FB75: CUSTOMER CREDIT MEMO

1. Enter transaction code FB75 in transaction bar or follow the following navigation
Entry Credit Memo
Field
R/O/C
Description/Action
Document Date
Document Type
Company code
Currency
INR
Reference
Doc. Header Text
Invoice narration
Posting Key
Customer Account
Amount
Enter the Amount
Payment Terms
Baseline Date
Assignment
Enter text
Text
Enter narration
Posting Key
Account
Amount
Amount in INR
Profit Center
Text
Narration
Assignment
Enter Text
Page 55
Page 56

Page 57
Page 58

3.3.4 F-32: CLEARING CUSTOMER LINE ITEMS

1. Clearing of down payments/on account payments from customer involves setting
off payments against invoices debited to the customer account. This is an
important activity since only balance amount (after adjustment with down
payments/on account payments), is to be either recovered or adjusted against
subsequent dispatches (in case down payment received/on account receipts from
customers is more than sales invoice amount).
Down payments, having credit balance are reported as advance from customer
and the debit balances as Sundry Debtors. It is important that payments received
in advance are cleared against invoices.
Enter transaction code F-32 in transaction bar or follow the following navigation
path Accounting Financial Accounting Accounts Receivable Account
Clear
Page 59

2. Enter customer account code, clearing date, Company code, currency, Special G/L
indicator, Normal OI (box checked) and additional selections. Then click on Process
open items
tab.
Field
Account
Enter Customer Code
Clearing date
Enter the clearing date
Company Code
Enter Company Code
Currency
Enter INR
Enter Spl. GL indicator A for down

payment from customer
Normal OI
Should be checked
Page 60
Page 61

3. After clicking on the Process items tab the following screen will appear, of which
we have to select the manner of clearing the open items standard, partial or
Residual items. We will select Partial
payment for clearing open items
partially.
Step6: click on
payment to be
cleared
Step3: click on
invoice to be
cleared
Step 4&7:
Select
Step5&8:
Activate items
Step1:
Select All
Step2:
Deactivate items
Step9: Enter
the diff amt (to
remain open)
Step10: Check
if unassigned
is zero
Page 62

Page 63
Click on back button, simulate the transaction and then click on post button to post the
document. A message
posting of the document.
will be displayed on
3.3.5 NOTED ITEMS

Noted items are special GL transactions with informational character which only
remind the user
about due payments or payments to be made and are not
displayed in the general ledger or added to it.
Only one line item is updated if a noted item is created. No offsetting/double entry is
made hence no zero balance check is made. Noted items are administered as open
items in the accounts payable/receivable and the special GL account. You should
therefore always activate the line item display for these accounts.
Page 64
Customer down payment request is a noted item as a reminder. This is a statistical

noted item no transaction figures are updated for down payment requests. Like all
down payment special G/L transactions, down payment requests can be paid THRO
automatic payment process.
Menu Path: Accounting Financial Accounting Accounts Receivables Document
Entry Down
Payment F-37 Request
Select appropriate
spl GL indicator
from drop down
help/F4
Enter to go to next screen.
Save
Due date is mandatory.

Enter expected down
payment date
Page 65
Page 66
3.3.6 FBL5N: DISPLAY/CHANGE CUSTOMER LINE ITEMS

1. To view the entries in the customer account, follow the following navigation path
or use T-Code FBL5N.
2. Enter the details as follows and click on execute button (or press F8).
Page 67
Click all
items
Tick on normal
items & Special
G/L transactions
and noted items
3. The Customer line item will be displayed in the following manner
Page 68
Balance advance
amount is shown as
open item
Clearing document
shows closed items
3.4 INCOMING PAYMENTS FROM CUSTOMER

Processing customer-incoming payments in a company involves payments
received against invoices. In this scenario the customer invoice is posted before
the payment is received. The invoice is cleared with the payment by processing
open line items. With this clearing, the selected open items are cleared as closed
items.
Process
Description
Incoming Payment
Transacti
on
Codes
F-28
T-Code Description
Incoming Payments
Page 69
3.4.1 F-28 INCOMING PAYMENTS

1. Enter transaction code F-28 in the transaction bar or follow the following path from
the navigation menu: Accounting Financial Accounting Accounts Receivable
Document Entry Incoming Payments ( F-28 )
2. Update the following data in the incoming payment screen as follows and then
click on the Process open items
tab.
Field
Document Date
Document Type
Enter the document type
Company Code
Enter the company code
Page 70
Field
Currency
Enter INR
Reference
Doc. Header Text
Invoice narration
Incoming Bank
Incoming Bank Account
Amount
Amount in INR
Bank Charges
Bank Charges Amount (if deducted by

customer)
Profit Centre
Enter profit center
Text
Narration
Assignment
Enter Cheque number
Customer Account
Customer account number
Page 71
Page 72

3. In the process open items screen, perform the steps as indicated
Step7: Click on document
overview
Step3: Click on
invoice for which
payment is received
Step4:
Select
Step1:
Select All
Step5:
Activate
items
Step2:
Deactivate
items
Step6: Enter cash

discount, if required.
Press enter
Page 73

4. After Document overview button in clicked upon the following screen will appear.
Double click on bank line item 001 (amount was initially entered as Re. 1 in the
first screen).
5. After clicking the bank line item, the line item entry screen will open. Enter * in
amount field and click on enter .The amount field will be filled automatically.
Check if the amount field displayed automatically is equal to the cheque amount.
Then Go to, Document Simulate, to view the transaction before posting.
Page 74
6. After the simulated transaction is viewed and found okay, the document can be
posted by clicking on post
been
posted
will
appear,
displaying
the
document
number
.
Page 75

Now run the transaction FBL5N: Display/Change customer line items to view the
above incoming payment with clearances .
Page 76

General ledger view of incoming payment document posted (FB03)
Document
splitting on
account of
diff profit
centers
Page 77
4 ACCOUNTS PAYABLE
4.1 VENDOR MASTER
All business transactions are posted to and managed by means of accounts. You
have to create a master record for each vendor account that you need. The
master record contains data that controls how business transactions are entered
in the account and how posting data is processed. In the master record, you can
also store all the data that you need for conducting business with the vendor.
Vendor master records are used by both the financial accounting department
(accounts payable processing) and the purchasing department (MM) in your
company. This document, however, only discusses the general data in vendor
master records and the financial accounting aspect of vendors. Please refer MM
User Manual regarding creation of Vendor Master with Purchase Organisation
details.
Process
Description
Vendor Master
Transacti
on
Codes
FK01
T-Code Description
Creation of new Vendor (without Purchase Org
details)
XK01
FK02/XK0
2
FK03/XK0
3
Creation of new Vendor (with Purchase Org

details)
PLEASE REFER MM USER MANUAL
Change a Vendor Master Record
Display a Vendor Master Record
Page 78
4.1.1 FK01: CREATE A VENDOR MASTER RECORD

1. Enter transaction code FK01 in the transaction bar or follow the following
navigation path:- Accounting Financial Accounting-> Accounts PayableMaster
RecordsCreate
2. In the create vendor initial screen enter the required data as follows and click
enter to proceed
Description
R/O/C
Vendor
Company Code
User Action and Values

Leave Blank (Internally
Assigned)
1000
Page 79

Account Group
ZDOM
3. Enter the data in the respective screens of Create Vendor Page as follows:
Address Details
Field Name
R/O/C
User Action and

Values
Title
Name
Search Term 1
Street/House Number
Postal Code/City
Country
Language
Telephone
R
R
R
O
R
R
R
O
Company
Vendor Name
Search Term
Main Street
Six digit Postal Code
IN
English
Telephone
Page 80
Page 81

Control page (all fields are optional)
Payment transactions page (All fields are optional)
Page 82
Page 83

Accounting information page
Field Name
Reconciliation
Account
Sort Key
Prev Acct No
R/O/C
R
R
O
Interest Indicator
R/O
Interest Frequency
R/O
Other fields

15202010 (Relevant GL
account)
001
VENDOR1 (Old System Acct
Number)
Required for Fixed Deposit
Vendors
Required for Fixed Deposit
Vendors
Payment transactions accounting page
Page 84
Field Name
Payment Terms
Check Double Invoice
Payment Methods
House Bank
Other fields
R/O/C
R
O
R
R
O
C in case of cheque
House bank
Correspondence accounting page (All fields are optional)
Page 85
Page 86

Withholding tax Accounting
4. Click on the CIN Details

as follows
tab. In the CIN details data screen enter the data
Sales Tax/Service Tax (All fields are optional)
Page 87

Excise Duty
Withholding Tax
Tax Exemption (all fields are optional):

Page 88
After Entering the CIN Details click on back

button and click on save to create
the vendor. A message saying that the vendor has been created will be displayed,
along with the Vendor code assigned.
Page 89
4.1.2 FK02: CHANGE A VENDOR MASTER RECORD

1. Enter transaction code Fk02 in the transaction bar or follow the following
RecordsChange
2. Enter the Vendor code and the company code and select the parameters for which
the master data needs to be changed.
Page 90
3. Make necessary changes and save
the vendor master data.
4.1.3 FK03: DISPLAY VENDOR MASTER DATA

1. Enter transaction code FK03 in the transaction bar or follow the following
RecordsDisplay
Page 91
2. Enter the Vendor code and the company code and select the necessary
parameters for which the data needs to be viewed.
Page 92
3. After viewing the vendor master data click in the exit
button.
4.2 PASSING VENDOR INVOICE

This scenario describes the procedure for posting invoices. All the documents
concerned are FI documents. You can use these standard financial accounting functions
to enter business transactions in general and subsidiary ledgers. During this process,
the system generates accounting documents and updates the transaction figures in the
general and subsidiary ledgers.
Process
Description
VENDOR INVOICE
Transacti
on
Codes
FB60
MIRO
FB65
T-Code Description
Enter Vendor Invoice (General)
Please Refer MM USER MANUAL
Vendor Credit Memo
4.2.1 FB60: ENTER VENDOR INVOICE
Page 93

1. Enter transaction code FB60 in the transaction bar or follow the navigation path:
Accounting Financial Accounting Accounts Payable Document Entry
Invoice
2. Enter the required data in the vendor invoice entry screen

Invoice Basic Data Screen
Field
Vendor
Invoice Date
Posting Date
Reference
Amount
Currency
Calculate Tax
R
R
R
R
R
R
O
Tax Code
Business Place
Section Code
R
R
Vendor Code
Date of the vendor invoice
Posting date in the SAP system
Vendors invoice number
Invoice amount
Document/invoice currency
The system calculates the input tax
automatically.
If Calculate tax is clicked, select the tax
code
Press F4 and Select
Press F4 and Select
Page 94
Field
Text
G/L Account
D/C
Amount in Document
Currency
Tax Code
Cost Center
Profit Center
R/O/C
O
R
R
R
R
R
R
Description/Action
Fill in document text
Enter the General ledger account
Select Debit/Credit
Enter the gross amount. The system
calculates the input tax automatically.
Tax code relevant for line item
1010001 for example
Select
relevant
profit
center,
say
1000103001 (automatically picked if cost
center is entered)
Payments Tab
Page 95
Field
Baseline Date
Payment terms
R
R
Payment Block
Default
Default from Vendor Master, can be
changed
Select free/blocked for payment
Page 96

Withholding Tax Tab
Field
Withholding Tax code
3. Click on simulate
O
Appears where specified in vendor master

(Select appropriate Withholding tax code)
tab to view the simulated invoice before actual posting
Page 97
4. After the simulated document is viewed and found to be in order, click on post
button
to
save
the
document.
A
message
will be displayed saying that the
document has been posted in the company code, along with the document
number.
4.2.2 FB65: VENDOR CREDIT MEMO

1. Enter transaction code FB65 in the transaction bar or follow the navigation path:
Accounting Financial Accounting Accounts Payable Document Entry
Credit Memo
Page 98
5. Enter the required data in the vendor invoice entry screen

Invoice Basic Data Screen
Field
Vendor
Invoice Date
Posting Date
Reference
Amount
Currency
Calculate Tax
R
R
R
R
R
R
O
Tax Code
Business Place
Section Code
Text
G/L Account
D/C
Amount in Document
Currency
R
R
O
R
R
R
Vendor Code
Date of the vendor invoice
Posting date in the SAP system
Vendors invoice number
Invoice amount
Document/invoice currency
The system calculates the input tax
automatically.
If Calculate tax is clicked, select the tax
code
Press F4 and Select
Press F4 and Select
Fill in document text
Enter the General ledger account
Select Debit/Credit
Enter the gross amount. The system
calculates the input tax automatically.
Page 99
Field
Tax Code
Cost Center
Profit Center
Payments Tab
Field
R/O/C
R
R
R
Baseline Date
Payment terms
R
R
Payment Block
Description/Action
Tax code relevant for line item
1010001 for example
Select
relevant
profit
center,
say
1000103001 (automatically picked if cost
center is entered)
Default
Default from Vendor Master, can be
changed
Select free/blocked for payment
Page 100
Page 101

Withholding Tax Tab
Field
Withholding Tax code
6. Click on simulate
O
Appears where specified in vendor master

(Select appropriate Withholding tax code)
tab to view the simulated invoice before actual posting
Page 102
7. After the simulated document is viewed and found to be in order, click on post
button
to
save
the
document.
A
message
will be displayed saying that the
document has been posted in the company code, along with the document
number.
4.3 PAYMENT TO VENDOR

Processing vendor outgoing payments in a company involves payments to be
made against invoices. In this scenario the vendor invoices are received before
the payment is made. The outstanding invoice is cleared with the payment
made by processing open line items. With this clearing, the processed open
items are cleared as closed items.
4.3.1 F-53: POST OUTGOING PAYMENT
1. Enter transaction code F-53 in the transaction bar or follow the following path from
the navigation menu: Accounting Financial Accounting Accounts Payable
Document Entry Outgoing Payments Post ( F-53 )
Page 103
Page 104

2. Update the following data in the post outgoing payment screen as follows and
then click on the Process open items
tab.
Field name
R/O/
C
Description
Document Date
Posting date
Document Type
Company Code
Currency
Reference
Doc. Header Text
Clearing Text
R
R
R
R
R
O
O
O
Enter Document Date

Posting date of the document
Document type to be used (KZ)
Company Code (1000)
Document currency
Reference
Document Header Text
Text for the clearing line item.
(This text is copied into all clearing
entries which are created within the
current processing)
Bank Data
Account
Amount
R
R
O
R
O
R
Bank Account
Amount to be paid (or enter Re 1
temporarily)
DD Charges
Value date
Line item text
Respective Profit Centre
R
R
O
X
Vendor Account Number

Account type
Special GL
Type of Open Items
Bank Charges
Value Date
Text
Profit Centre
Open Item Selection
Account
Account Type
Special GL
Standard OIs
Page 105
Page 106

3. After clicking on the process open items tab, the following screen will appear. We
can process open items using Standard Screen/Partial Payment Screen etc.
Perform the following steps as indicated on the Partial payment(say) screen
Step6: Click on document
overview
Step3: Click on
invoice for which
payment is to be
made
Step4:
Select
Step1:
Select All
Step5:
Activate
items
Step2:
Deactivate
items
Page 107

4. After Document overview button in clicked upon the following screen will appear.
Double click on bank line item (amount was initially entered as Re. 1 in the first
screen). The amount is to be edited in the screen as follows by entering * (for the
amount to be picked up automatically or, enter the exact amount).
5. After the amount is entered, click on document Simulate, to view the simulated
document.
Page 108
6. After the simulated document is viewed and found okay, the document can be
posted by clicking on post
been
posted
will
appear,
displaying
the
document
number
.
Page 109
7. Now run the transaction FBL1N: Vendor line item display to view the above
outgoing payment with clearances .
Clearing document shows

cleared line items
4.3.2 F-58: POST AND PRINT

1. Enter transaction code F-58 in the transaction bar or follow the follow path from
the navigation menu: Accounting Financial Accounting Accounts Payable
Document Entry Outgoing Payments Post + Print Forms ( F-58 )
Page 110
2. In the first screen we have to fill the payment method and define output control.
Enter the appropriate fields and click on enter payments
tab
Field name
Company Code
Payment method
House Bank
Cheque Lot No
Output Control
Printer for forms
Print immediately
R/O/
C
R
R
R
R
R
Description
Company Code (1000)
Enter applicable payment method, say:
C
Enter House Bank, say: HD001
Enter applicable cheque lot number
Select Printer
Check the box
Page 111
3. In the following screen enter the relevant payment details, bank selection and
vendor selection for which the payment is being made and click on process open
items
tab
Field name
R/O/
C
R
R
R
R
R
O
O
O
Document Date
Document Type
Posting Date
Posting Period
Currency
Reference
Document Header Text
Clearing Text
Bank Posting Details
Amount
R
Value Date
Assignment
Text
R
O
O
Description
Enter document date
Default KZ
Enter posting date
Default in line with the posting date
Enter currency INR
Enter Invoice Number
Enter document text
Enter document clearing text
Enter Payment Amount or, initially
enter Re 1
Default
Enter cheque number
Enter line item text
Page 112

Payee Details
Vendor
Company code
R
R
Enter Vendor Code

Enter company code 1000
4. Select the vendor open item(s) for which the payment is to be made and click on
document overview button
Page 113
Page 114

5. In the document overview screen double click on the bank line item to change
the amount initially assigned as Re.1
6. In the line item 1/bank line item entry screen, enter * for the amount to be
automatically picked up or enter the exact total payment amount for the invoices
selected. Click on Document Simulate
Page 115
Page 116

7. We can view how document will be posted in the general ledger by clicking on
document Simulate General Ledger, or if we want to post click on post button.
8. The following general ledger view will be simulated and can be checked before
actual posting. If the simulated document is found okay, click on back button and
then click on post to post the document.
Page 117
Page 118

9. After we post the document a message will be displayed mentioning the document
number (say 1500000184) and after we click enter button, cheque printing will
be initiated automatically. Select the printer and print the cheque immediately.
Page 119
4.3.3 F110: PAYMENTS, AUTOMATIC PAYMENT PROGRAM

1. Enter transaction code F110 in the transaction bar or follow the following path
from the navigation menu: Accounting Financial Accounting Accounts Payable
Periodic Processing Payments
Page 120
Page 121

2. Enter run date and identification parameters for automatic payment program. The
combination of Run date and identification should be unique.
3. Enter the posting date, document entry cut-off date, customers item due date
cut-off, company code, payment method, posting date of the next payment run
and the vendor range for which the automatic payment is to be made.
Note: Payment method is set at the vendor master. Only those vendors whos
payment method corresponds to the selection on the parameters screen will be
selected
Page 122
Page 123

4. In the Free selection field tab, we can make particular exclusions while making the
payment. These particular exclusions wont be considered while processing
automatic payment.
5. Enter the vendor range for which we want additional logs. Check the boxes for the
types of logs required. Check boxs option 2 and 3 are mutually exclusive (both 2
& 3 cannot be selected).
Page 124
6. Maintain the Printout and data medium variants, by selecting the appropriate
variant from the list of variants. After selection of the variant, save it and finally
click on status
tab. Select yes, when asked to save data (parameters
defined).
Page 125
7. After the parameters have been saved, we will get the message saying that
details have been saved for the payment run. Click on proposal
tab to
schedule payment proposal.
Page 126
8. For payment proposal we can either enter a scheduled time or start immediately
by clicking on respective check box. Click on enter.
Page 127
9. We will get the message that the payment proposal has been scheduled. Click on
status
tab to see the updated status of payment proposal.
Page 128
10.After the status is viewed we will get to see the status as payment proposal
created. We have the options to display proposal
, view proposal log
and change proposal
.
Page 129

11.On viewing the payment proposal, we can see green indicators or red indicators.
Red ones indicate that the payment cannot be made for those items either
because the invoices are blocked for payment or because the payment
method/bank is absent in Vendor master. Proposal log
will give the
explanation why the particular item was not considered for payment.
12.Double click on the payment proposal above to view the invoice wise details.
13.After the payment proposal is verified, the payment run can be carried out by
clicking on schedule payment run
tab.
Page 130
14.Again the payment run can be scheduled at a particular date and time or can be
started immediately by clicking on start immediately check box. Click on enter
button to proceed.
Page 131
Page 132

15.We will get the message that the payment run has been scheduled. Click on status
tab to see the updated status of payment run.
16.After the status is updated for the payment run we will get the message that the
payment run has been carried out and posting orders have been generated. We
can view the log for payment run by clicking on display payment run log
.
Page 133

17.After the payment log is viewed, confirm printout data medium (variant) selected.
Click on schedule print
tab to proceed further.
18.In the schedule printout screen, feed the desired start date and time or check the
start immediately box to immediately start printing the cheques. Give a unique
Print Job name and then click on enter
button. A message will be displayed
confirming the print job
Page 134
Page 135

19.Go to SP02 and check the spool request for cheque printing.
20.Further details. A proposal can be printed, displayed, edited, printed and or

deleted. Choose Edit button. You may also delete the entire proposal and rectify
the records and run proposal again.
Page 136

The following sections narrate the further features of Automatic Payment
Page 137
Page 138

Display/Edit Proposal will allow the proposal to be edited
System will display all the transactions that are currently selected for the
vendor
Double click on
the desired
item to be
edited
Items can be
reallocated to a
different House
Bank for payment
Double click on the

desired item to be
edited
Delete Proposal for automatic payment transactions

Page 139
Delete Parameters for automatic payment transactions
4.3.4 F-47: CREATE DOWN PAYMENT REQUEST

1. Enter the transaction code F-47 in the formula bar or follow the following path
Accounting Financial Accounting Vendor Document Entry Request, from
the navigation menu
Page 140
2. Enter the following details:

Field
R/O/C
Description/Action
Document Date
Document Type
Default (else enter KA for Down payment)
Company code
Currency
INR
Reference
Doc. Header Text
Invoice narration
Vendor Account
Vendor Account Number
Page 141
Field
R/O/C
Description/Action
Amount
Amount in INR
Due On
Enter Due Date
Text
Line item text
Assignment
3. Click enter and enter the following details:
Page 142
4. Click on Post
to post the down payment request.
5. Document number will get generated on posting -
4.3.5 F-48: VENDOR DOWN PAYMENT WITH PAYMENT REQUEST

Accounting Financial Accounting Vendor Document Entry Down
Payment, from the navigation menu
Page 143
2. In the post down payment first screen enter the following fields to post vendor
down payment. After entering the data as follows click on
to proceed
further
Page 144
3. Select the relevant down payment request (1700000082) and click on Create
Down Payment pushbutton
.
4. The document will be simulated as shown below:
Page 145
5. If the simulation is found ok, then click on post
to create the down payment
document.
4.3.6 F-48: VENDOR DOWN PAYMENT WIHTOUT PAYMENT REQUEST

Payment, from the navigation menu
Page 146
Page 147

2. In the post down payment first screen enter the following fields to post vendor
down payment. After entering the data as follows click on enter
to proceed
further
3. Enter the vendor related data in the subsequent screen as follows
Page 148
Page 149

4. After we click on display document overview, the withholding tax screen will pop
up. Validate to proceed further
Page 150
5. After the document overview is generated following entry will be displayed:
6. Click on post to post the document to general ledger. After the document is posted
a message will be displayed saying that the document has been posted displaying
the document number.
Page 151

4.3.7 F-54: CLEAR VENDOR DOWN PAYMENT
Payment Clearing, from the navigation menu
2. Enter customer account code, document date, posting date, Company code,
currency, etc. as given below:
Field
Document Date
Document Type
Default (else enter KA for Down payment)
Company code
Currency
INR
Page 152
Field
Reference
Invoice Ref. of vendor
Doc. Header Text
Invoice narration
Vendor
Enter Vendor Code
Invoice ref.
Enter the invoice to be cleared
Fiscal year
Enter the Fiscal Year
Assignment
Enter text
Text
Enter narration
3. Now click on
be cleared against:
and select the relevant down payment document to
Page 153

Simulated view:
Page 154
General Ledger Simulation:
5. Click on back button, simulate the transaction and then click on post button to
4.3.8 F-44: CLEAR VENDOR LINE ITEMS

1. Enter transaction code F-44 in transaction bar or follow the following navigation
path Accounting Financial Accounting Accounts Payable Account Clear
Page 155
6. Enter vendor account code, clearing date, Company code, currency, Special G/L
indicator, Normal OI (box checked) and additional selections. Then click on Process
open items
tab.
Field
Account
Enter Vendor Code
Clearing date
Enter the clearing date
Company Code
Enter Company Code
Currency
Enter INR
Enter Spl. GL indicator A for down

payment from customer
Normal OI
Should be checked
Page 156
Page 157

7. After clicking on the Process items tab the following screen will appear, of which
we have to select the manner of clearing the open items standard, partial or
Residual items. We will select Partial
payment for clearing open items
partially.
Step6: click on
payment to be
cleared
Step3: click on
invoice to be
cleared
Step 4&7:
Select
Step1:
Select All
Step5&8:
Activate items
Step2:
Deactivate items
Step9: Enter
the diff amt (to
remain open)
Step10: Check
if unassigned
is zero
Page 158

Page 159
Click on back button, simulate the transaction and then click on post button to post the
document. A message
posting of the document.
will be displayed on
Page 160

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SAP END USER MANUAL FI

SAP END USER MANUAL - FI

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

Document Release Notice

DOCUMENT RELEASE NOTICE

SAP END USER MAUAL FI

Change Register serial numbers covered:

SAP END USER MAUAL FI

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

SAP END USER MAUAL FI

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

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

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

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

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

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

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

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

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

Tata Consultancy Services Limited

SAP END USER MAUAL FI

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

Tata Consultancy Services Limited

SAP END USER MAUAL FI

1 INTRODUCTION TO SAP EASY ACCESS MENU SCREEN

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SAP END USER MAUAL FI

2 SAP STANDARD TOOL BARS & ICONS

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Important Function keys

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Creation of new customer (with Sales Area

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3.1.1 FD01: CREATE CUSTOMER MASTER RECORD

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User Action and

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User Action and

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4. Next click on company code data

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User Action and

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User Action and

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