Accounts Payable Transaction Codes- SAP

Document Entry:

FB60 – Invoice
F-43 – Invoice – General
FB65 – Credit Memo
F-41 – Credit Memo – General
FB10 – Invoice/Credit Memo Fast Entry
FV60 – Park or Edit Invoice
F-63 – Invoice Parking – General
FV65 – Park/Edit Credit Memo
F-66 – Credit Memo Parking – General
F-47 – Request Down Payment
F-48 – Down Payment
F-54 – Clearing Down Payment
F-40 – Payment Bill of Exchange
FBW6 – Check/Bill of Exchange
F-52 – Incoming Payment
F-42 – Without Clearing
F-51 – With Clearing
F-55 – Statistical Posting
F-57 – Noted Items
FKMT – Account Assignment Model
FBD1 – Recurring Entry Document
F-01 – Sample Document
F-53 – Post Outgoing Payment
F-58 – Post + Print Forms for Outgoing Payment
F-59 – Payment Request for Outgoing Payment

Document

FB02 – Change
FB09 – Change Line Items
FB03 – Display
FB04 – Display Changes
FBV0 – Post/Delete Parked Document
FV60 – One-Screen Transaction for Posting/Deleting Parked Documents
FBV2 – Change Parked Documents
FV60 – One-Screen Transaction for Changes Parked Documents
FBV3 – Display Parked Documents
FBV4 – Change Header Parked Documents
FBV5 – Display Changes Parked Documents
FBV6 – Reject Parked Documents
FBD2 – Change Recurring Entry Documents
FBD3 – Display Recurring Entry Documents
FBD4 – Display Changes Recurring Entry Documents
F.56 – Delete Recurring Entry Documents
FBM2 – Change Sample Documents
FBM4 – Display Changes Sample Documents
F.57 – Delete Sample Documents
F-56 – Reverse Statistical Posting
F-46 – Reverse Check/Bill of Exchange
FBWD – Process Bill of Exchange Payable
FB08 – Individual Reversal of Document
F.80 – Mass Reversal of Documents
FBU2 – Change Cross-CC Transactions
FBU3 – Display Cross-CC Transactions
FBU8 – Reverse Cross-CC Transactions
FBZ5 – Print Payment Forms

Account

FK10N – Display Balances
FBL1N – Display/Change Line Items
F-44 – Clear
FB12 – Request Correspondence
F.64 – Maintain Correspondence

Master Records

FK01 – Create
FK02 – Change
FK03 – Display
FK05 – Block/Unblock
FK06 – Set Deletion Indicator
FK08 – Single Confirmation of Change
FK09 – List Confirmation of Change
FK04 – Display Changes
F.48 – Purchasing – Accounting
FK15 – Send Company Codes
FK16 – Receive Company Codes
XK01 – Create Centrally
XK02 – Change Centrally
XK03 – Display Centrally
XK05 – Block/Unblock Centrally
XK06 – Set Deletion Indicator Centrally
XK04 – Display Changes Centrally

Periodic Processing

SCMA – Schedule Manager
F110 – Payments Automatic
F110S – Schedule Payment Program Periodically
F.4A – Without Open Items Interest on Arrears Calculation
F.4B – With Open Items Interest on Arrrears Calculation
F.4C – Without Postings Interest on Arrears Calculation
F.47 – Free Selections Interest on Arrears Calculation
F.44 – Balance Interst Calculation Calculation
F150 – Dunning
F.13 – Automatic Clearing
F13E – With Clearing Currency Specified
F.61 – As per Requests Print Correspondence
F.63 – Delete Requests Print Correspondence
F.27 – Periodic Account Statements Print Correspondence
F.62 – Internal Documents Print Correspondence
SO10 – Enter Text Standard Letters
F.66 – Issue Letters Standard Letters
F.18 – Print Letters Balance Confirmations
F.1B – Create Index Balance Confirmations
F.1A – Group Vendors Balance Confirmations
F.14 – Execute Recurring Entries
F.15 – Lists Recurring Entries
S_ALR_87012114 – Bill of Exchange List
S_ALR_87012115 – Extended Bill of Exchange List with ABAP List Viewer
F.18 – Balance Confirmation: Print
F.1B – Balance Confirmation: Create Index
F.1A – Balance confirmation: Group vendors
FB2E – Cross-System Reconciliation of Affiliated Companies
F.05 – Valuation of Open Items in Foreign Currency
FAGL_FC_VAL – Foreign Currency Valuation of Open Items (New)
FJA4 – Inflation Adjustment of Open Items in Foreign Currencies
FJA6 – Inflation Adjustment of Open Payables in Local Currency
F101 – Reclassify Receivables/Payables
FAGLF101 – Sorting/Reclassification (New)
S_ALR_87012098 – Open Item Account Balance Audit Trail from the Document File
F.07 – Balance Carryforward

Withholding Tax

S_P00_07000134 – Generic Withholding Tax Reporting
S_PL0_09000447 – Withholding Tax Report for the Vendor

Information System

S_ALR_87012077 – Vendor Information System
S_ALR_87012082 – Vendor Balances in Local Currency
S_ALR_87012093 – Vendor Business
S_ALR_87012079 – Transaction Figures: Account Balance
S_ALR_87012080 – Transaction Figures: Special Sales
S_ALR_87012081 – Transaction Figures: Sales
S_ALR_87012078 – Due Date Analysis for Open Items
S_ALR_87012103 – List of Vendor Line Items
S_ALR_87012083 – List of Vendor Open Items for Printing
S_ALR_87012084 – Open Items – Vendor Due Date Forecast
S_ALR_87012085 – Vendor Payment History with OI Sorted List
S_ALR_87012104 – List of Cleared Vendor Items for Printing
S_ALR_87012105 – List of Down Payments Open On Key Date – Vendors
S_ALR_87012086 – Vendor List
S_ALR_87012087 – Address List
S_ALR_87012089 – Display Changes to Vendors
S_ALR_87012090 – Display/Confirm Critical Vendor Changes
S_P99_41000099 – Payment List
S_P99_41000101 – Check Register
S_ALR_87012119 – Cashed Checks
S_P99_41000102 – Number Ranges for Checks

P2P:

ME51N- Create Purchase requisition

ME21N-Creare Purchase Order

MIGO- Make Goods Reciept entry

J1IEX-Create Part 2 Excise Invoice

MIRO-Vendor Invoice

f110-Automatic Payment

Beginner Accounts Payable

For Accounts Payable technicians, the following T-codes are recommended:

F-43 -Enter Vendor Invoice

F-41 -Enter Vendor Credit Memo

FB08 -Reverse Document

MB01 – Enter Goods Receipt (part of 3 Way Match Process)

MB03 -Display Goods Receipt

MIRO -Enter Vendor Invoice (part of 3 Way Match Process)

FBL1N -Display Vendor Line Items

F.98 -Accounts Payable Reports

F110 -Check Run – Multiple checks

F-58 -Hot Check

FCHN -Display Check Register

There are a lot of reports for all the modules in SAP, so try this t.code SAP1. This will open a report selection easy access screen, so you can go module wise reports here.

SAP1 is SAP Easy Access Menu for Report Selection

SAP2 is SAP Easy Access Menu for Info Catalog

SAP-Accounts-Payable

Display List of GR/IR Balances

The report compares the GR quantities and values relating to a purchase order with the invoice quantities and values for the same PO.

The report can thus be used to check goods and invoice receipts when the purchasing documents show some discrepancy.

T-Code: MB5S

Thanks

Jayanth Maydipalle

Duplicate invoices function in SAP

In SAP FI module, when checking for duplicated invoices, the SAP system compares the following:

• Vendor
• Currency
• Company code
• Gross amount of the invoice
• Reference document number
• Invoice document date.

SAP OSS Note 305201 clarify this in a more detail below:

The following fields must be identical for Duplicate invoice check

Company code (BUKRS)
Vendor number (LIFNR)
Currency (WAERS)
Reference number (XBLNR)
Amount in document currency (WRBTR)
Document date (BLDAT)

If the SAP document is having any one of the above filled different then the SAP system does not consider it as a duplicate invoice and also It will check duplicate invoice check in vendor master data and in posting key is there check box selected for sales related

The setting you making in OMRDC

SAP Menu Path: Materials management -> Logistics Invoice Verification-Incoming Invoice -> Set Check for Duplicate Invoices

This configuration is only valid for SAP MM module and not FI invoices posted via FB60/FB65.

You should check the F1 help on field “Check double inv.” (LFB1-REPRF) in the relevant vendor master record through SAP transaction code: FK02.

Please also check, that message F5 117 has been set correctly in the SAP IMG using this path:

Financial Accounting -> Financial Accounting Global Settings ->Document -> Default Values for Document Processing -> Change Message Control for Document Control For Document Processing.

Then go to the relevant posting key is defined as sales related in SAP transaction code: OB41. You have to flag this field if the duplicate invoice check should work.

Change Reconciliation Account in Vendor Master

Can we change the reconciliation account in the vendor master data after transaction(s) have been posted to the vendor?

YES, the reconciliation account can still be changed. However, there are some prerequisites that need to be done first. I’d like to share the configuration changes and procedures:

A. Set the “Reconciliation Account” field in the vendor master as optional field.

Transaction code: OB23

Path: IMG → Financial Accounting (New) → Accounts Receivable and Accounts Payable → Vendor Accounts → Master Data → Define Screen Layout per Activity (Vendors).

Change both Accounting and Centrally part.

Set the status of “reconciliation account” field to optional entry from display only.

Save your work.

B. Define Adjustment Accounts for Changed Reconciliation Accounts

Transaction Code: OBBW

Path: IMG → Financial Accounting (New) → General Ledger Accounting (New) → Periodic Processing → Reclassify → Transfer and Sort Receivables and Payables → Define Adjustment Accounts for Changed Reconciliation Accounts.

Save your work.

C. Run Balance Sheet Adjustment Program

Transaction Code: F101

Configure Default Baseline Date for Payment

This article is a quick reference on how to set the default value of baseline date for payment.

A baseline date for payment is the date for which the payment terms apply. It’s the basis of the sytem to determine the cash discount taken (from vendor) or cash discount given (to customer). During entry of customer and vendor invoice transactions, the baseline date field is a required field. You can not proceed with the posting of the transaction not unless the said field is filled-up.

In SAP system, you can customize the default baseline date for payment that appears during transaction entry. You may choose as default either the posting date, document date, entry date or no default date. Do remember you can override the default value of baseline date.

To configure the default value of baseline date for payment, here’s a quick and simple guide:

Transaction Code: OBB8

Path: IMG → Financial Accounting → Accounts Receivable and Accounts Payable → Business Transactions → Outgoing Invoices/Credit Memos → Maintain Terms of Payment.

See highlighted items. Select the the default value either posting date, value date, document date or no default. Bear in mind that the default baseline date is applicable for each payment term you maintain. You could have different default baseline date for different payment terms.

Vendor Down Payment in SAP

Down payment means advance paid to Vendor. These advances may be paid to Vendors for

Purchase of goods from Vendor
Taking services from Vendor
Advance to Employees
Payment to statutory Authorities
Payment of security Deposit

Advance payment to employees as vendor, security deposit, statutory Authorities should be routed through Vendor account

Sap T code to be used

F-47 Down Payment Request received from  MM Department
F-48 Post Down Payment to Vendor (Manual cheque)
F-58 Post Down payment to Vendor (Auto cheque printing)
F-44/ F-54 Clear Vendor

Down Payment Request (SAP T Code F-47)

While entering a down payment request, the System records this document as a single line entry which is not used for accounting purpose and not updating the Vendor Balance .Special GL Indicator is indicating the nature of the Down Payment Request.

Post Vendor Down Payments: (SAP T Code F-48) – For manual cheque payment

Accounting entry

Down payment to Vendor A/c   Dr or
Staff advances         A/c   Dr
To Bank A/c            Cr.

For auto cheque printing for down payment (SAP T Code F-58)

Through F-58 we can post & print cheque with reference to down payment request at.
Cheque printing is not possible for down payment without request.
Request indicator to be explicitly mentioned in SAP T Code F-58

Clear Down Payment to Vendors (SAP T Code  F-54)

Accounting Entry:

Vendor A/c   Dr.
To Down Payment to Vendor A/c         Cr

What is Clearing in SAP?

‘Clearing’ in SAP refers to squaring-off open debit entries with that of open credit entries. Clearing is allowed in GL accounts maintained on an ‘open item’ basis and in all customer/vendor accounts. The clearing can either be manual or automatic. In the case of manual clearing, you will view the open items and select the matching items for clearing. In the case of automatic clearing, a program determines what items need to be cleared based on certain pre-determined open item selection criteria and proposes assignments before clearing these assigned items. Whatever the type of clearing, the system creates a clearing document with the details and enters the ‘clearing number’ against each of the cleared open items. The clearing number is derived from the document number of the clearing document.

You will also be able to do a ‘partial clearing’ when you are unable to match open items exactly; in this case, the balance amount not cleared is posted as a new open item. You may also configure clearing tolerance and also define rules on how to tackle the situation where the net amount after clearing is not zero (such as, writing off, posting the difference to a separate ‘clearing difference’ account, etc.).

In the case of customers who are also vendors, you will be able to clear between these two provided it is duly configured in the relevant master data (by entering the customer number in the vendor master record and the vendor number in the customer master record).

 

The clearing between the customer and vendor can happen by following the below settings
1. The customer number must be entered in the corresponding vendor master record
a. FK02->General Data -> Control
In the ‘Account control’ tab, in the ‘Customer’ field, enter the customer number

b.In the Company Code Data –> Payment Transaction Accounting, select the checkbox – ‘Clrg with Cust’

note:If you do not fill ‘Customer’ field ,the ‘Clrg with Cust’ field can not display.

 

2. The vendor number must be entered in the corresponding customer master record
a. FD02->General Data -> Control
In the ‘Account control’ tab, in the ‘Vender’ field, enter the vendor number

b. In the Company Code Data –> Payment Transaction Accounting, select the checkbox – ‘Clearing with vendor’

 

3. For testing, create a vendor invoice through FB60 and customer invoice through FB70. Note that customer and vendor are properly selected.

 

4. To see the vendor/customer balance both together use FBL1N/FBL5N, when you execute FBL1N select customer check box, when you execute FBL5N select vendor check box along with open item/cleared item check box

 

5. For clearing the open items. Use the TCode F-32. On clicking the ‘Process open Items’, the vendor invoice (KR) and customer invoice (DR) are shown automatically. It will generate the FI document with proper entry.

 

Note: Partial / Residual payment between customer and vendor is also possible

Tax Jurisdiction code

Tax jurisdictions in SAP represents government authorities to which taxes are paid.

Tax jurisdiction can be done at 4 levels in SAP, country, state, city and others. Tax jurisdictions need to defined for every tax procedures.
We need to define tax jurisdiction code structure before tax jurisdiction code.
Define tax jurisdiction code structure (OBCO)

Here select tax procedure for which we want to define tax jurisdiction structure.

 Here select tax procedure for which we want to define tax jurisdiction structure.

Tax jurisdiction code (OBCP):

 

Enter the work area as per shown in pop up screen.

Enter the tax jurisdiction code and its description.

Here the first two letters represents state, next three letters show county and next four shows the city. Therefor all jurisdiction code will be of nine digits.

Posting Keys For AP

Posting key    Name                           Credit /Debit Account type
21             Credit memo                  Debit    Vendor
22             Reverse invoice              Debit    Vendor
24             Other receivables           Debit     Vendor
25             Outgoing payment          Debit     Vendor
26             Payment difference        Debit     Vendor
27             Clearing                        Debit     Vendor
28             Payment clearing           Debit     Vendor
29             Special G/L debit           Debit     Vendor
31             Invoice                                            Credit  Vendor
32             Reverse credit memo                        Credit  Vendor
34             Other payables                                 Credit  Vendor
35             Incoming payment                            Credit  Vendor
36             Payment difference                           Credit  Vendor
37             Other clearing                                   Credit  Vendor
38             Payment clearing                              Credit  Vendor
39             Special G/L credit                             Credit  Vendor