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