what is purchase invoice and how to post it in sap fico

Manual payment                                          Automatic payment

       1. We can issue any check any time                System will issue check one                                        after another 

         2. Sequential or Non-sequential                    Sequential

Purchase invoice posting 

Path : Accounting-Financial accounting-Account payable –Document entry- Invoice general (Transaction code F-43)

           

Give the document date                 :Todays date

            Type                                                   :KR(Vendor)

            Company code                                 :AML

            Posting key                                       :31 (Vendor credit)

            Account                                             :4200001 (Vendor no.)

Enter

Give the amount                              :500000

Business area                                  :AMLH

Text                                                   :Purchase invoice posting

Posting key                                       :40

Account no.                                      :200120 (Inventory raw material)

Enter

Amount                                              :*

Business area                                  :AMLH

Text                                                     :+

From the menu select document à Simulate and save

2.    How to view vendor account transactions

Path: Accounting –Financial accounting-Account payable-Account –Display change line items (Transaction code is FBL1N)

            Give the vendor account    :4200001

            Company code                     :AML

            Select open items radio button

            Select normal items check box

            Select execute button

3.    To view general ledger sundry creditor raw material –Transaction code is  FS10N

            Give the GL account no.     :100501 Sundry creditor raw material

            Company code                     : AML

            Fiscal year                             :2008

Business area                      :AMLH

Select execute button

Double click on cumulate balance amount

To view vendor wise

Select change layout button

Select assignment field from the hidden fields column

Select amount in local currency (under column content)

Select left arrow

Select copy button

100501 Sundry creditors RM

Sort key          :012 Vendor number

Sort key updates assignment field automatically

Outgoing payment with clearing

Path :Accounting – Financial accounting-Accounts payable -Document entry–Outgoing payment –Post (F-53)  

            Give the document date                 : Todays date

Type                                                   :KZ

Company code                                 :AML

Clearing text                                     :Outgoing payment

Account under bank date               :200105 (SBI current account)

Amount                                              :5000

Business area                                  :AMLH

Text                                                     :Outgoing payment

Account under open item select   :4200001

Account type                                     :K comes by default (K stands for Vendors)

Select process open items button

Double click on payable amount              :5000

Document àSimulate

Select save button or Ctrl+S

            Go and see the vendor account truncation (Tr.code is FBL1N)

            Give the vendor account no.         :4200001

            Company code                     :AML

Select cleared item radio button

Select normal items check box

Execute

Creation of manual check

Path :Accounting –Financial accounting –Accounts payable –Environment –Check information –Create –Manual checks  (Tr code FCH5)

House bank                          :SBI

Account ID                            :SBI1

Give the check no.               :500025

Save

Display check resister

Upto check information the path is same     Display –Check register (Tr code is FCHN)

Give the paying company code     :AML

Execute

Double click on check no.              :500025

Select accompany documents button

Path A/c

Bill no.  Amount       Payment        Payment doc.no.      Check

1          5000               5000               200005                       500001

2          5000              

3          15000            

4          5000               5000               200001                       500025 payment history

5          5000               5000               200010                       500005

Assignment of check no.to payment no.payment doc no.is cleared will be number

Check encashment date updating:  

Based on bank statement we update check encashment date.

Advantage 1

1. We know on which date the check is encased by the party
2. Bank reconciliation is easier
3. upto check information the path is same change –Additional info/Cash

(Tr code is FCH6)

paying company code                           :AML

House bank                                            :SBI

Account ID                                              :SBI1

Check no.                                                :500025

Enter

Give the check encashment                :20.11.2008

Save

Go and see check register FCHN

give the paying company code                       :AML

Execute

Sort date wise –FI the encashment date is bank or offer 30.11.2008

Checks issued but not presented.

Unissued checks cancellation 

Some time while writing check we commit mistake before issuing to party – we cancel check

Up to  check information the path is same void –unused checks (Tr code is FCH3)

Give the paying company code           :AML

House bank                                            :SBI

Account id                                               :SBI1

Check no.from                                        :500001

Void reason code                                   :Select 06 destroyed select void button (Shift+F5)

Go and see the check register (FCHN)

Give the paying company code           :AML

Select execute button

Once the check lot is over all check  keep the cursor and cheque no.from to select sort in ascending order button (Ctrl +F5)

If any number is missing between the check is misused.

How to create void reason code

Path :SPRO-Financial accounting –Accounts receivable and accounts payable-Business truncations-Outgoing payments –Automatic outgoing payments-Payment media –check management –Define void reason codes

 (Tr code is FCHV)

Select new entries button

Reason                                                                :15

Void reason code                                               :Stop payment for AML

Select save button or Ctrl+S

Press enter to save in your request

How to delete encashment  date data:

500019     we have to give encashment date 20.11.2008 for 500019.by mistake we have given for 500020

500025     20.11.2008 to delete encashment date

500021

500022

Path :up to check information the path is same – Delete –Reset data (Tr.code is FCHG)

Give the paying company code           :AML

House bank                                            :SBI

Account id                                               :SBI1

Check number                                       :500025

Select reset cashing data radio button

Execute

Select yes button for the message to reset data

Go and see the check register (FCHN)

Give the paying company code                       :AML

Execute

Issued check cancellation

System will not permit to cancel encashed checks.

                                                                        Vendor account

a) Invoice posting (F-43)                             a) 01 (open items)

b) Outgoing payment with clearing (F-53)           b) Bank 5000 Dr  a)5000 Cr

c) Manual check creation (FCH5)             CI (Clearing items)

                                                                        A)        5000 Cr

                                                                        B)        5000 Dr

d)Display check register (FCHN)

e) Issued check cancellation

1) Reset cleared items –Delinking bill amount and payment amount

                                                Vendor Account

                                                            01

                                    B) Bank          5000 Dr          A)        5000 Cr

2) Reverse payment

                                                Vendor account

                                                            01

A)           5000 Cr

Cancel check

Path :upto check information the path is same –Void-Cancel payment (Tr.Code is FCH8)

Paying company code              :AML

House bank                                :SBI

Account ID                                  :SBI1

Check number                           :select 500025

Void reason code                       :15 (stop payment for AML)

Reversal reason                         :select 01(reversal in current period)

Select cancel payment button

Go and seethe vendor account FBL1N

Give the vendor account no.   :4200001

Company code                           :AML

Select open items radio button

Select normal items check box

Select execute button

Go and see the check register FCHN

Give the paying company code           :AML

Select execute button

Advance payments to vendors (down payments to vendors)

      Sundry creditors Purchase      Advance        Advance to vendors

     (current liabilities)                                                           (current assets)

                                    Payment        purchase

1. Creation of GL master –Advance to vendors –Current assets, Loans & Advances
2. Link between sundry creditors ands advances to vendors

A (Advance special GL indicator)

        Sundry creditors           Advance to vendors

Reconciliation account       Alternative reconciliation account or special

GL Account

            100501                           200150

            Vendor A/c                4200001 – BirlaChemals Limited -100501

At the time of making payment –we know the purpose of payment.

If it is payment against a bill -4200001

100501-Sundry creditors

If it is payment as an advance 4200001 A

4200001 – Birla Chemicals Limited -100501

                                    A(Advance (Special GL indicator))

                                    ^

                        100501   200150

Advance payment posting

Purchase invoice posting

Transfer of advance from special GL to normal by clearing special GL items.

Clearing of normal items.

Vendor account have two parts

1)    Normal items

2)    Special GL items

Creation of GL master advance to vendors (FS00)

GL A/c No.                             :200150

Company code                     :AML

Select with template button

Give the GL account no.100501 (Sundry creditors raw material)

Company code                     :AML

Enter

Change account group to current assets loans & advances

Change short text and GL account long text to Advance to vendors

Other fields are common

Select save button or Ctrl+S

Link between sundry creditors and advance to vendors:

Path :SPRO-Financial accounting-Accounts receivables and accounts payables – Business transactions-Down payment made-Define alternative reconciliation account for down payments (Tr code is OBYR)

Double click on A or down payment on current assets

Give the chart of accounts                                     :AML

Enter

Reconciliation account                               :100501

Special GL account                                                 :200150

Select save button or Ctrl+S

Press enter to save in your request

Advance payment posting:

Path :Accounting –Financial accounting –Account payable –Document entry-down payment –Down payment (F-48)

Document date                     :Todays date

Type                                       :KZ

Company code                     :AML

Vendor account                   :4200001

Special GL indicator            :A

Bank account                       :200105 SBI current account

Business area                      :AMLH
Amount                                  :25000

Text                                         :Advance payment posting

Enter

Amount                                  :*

Business area                      :AMLH

Text                                         :+

From the menu select Document –Simulate and save

Go and see the vendor account transaction  (Tr.code is FBL1N)

Give the vendor account no.                     :4200001

Company code                                             :AML

Select open items radio button

Select special GL transaction check box

Execute

Purchase invoice posting (F-43)

Give the document date                 :Today’s date

Type                                                   :KR

Company code                                 :AML

Posting key                                       :31

Account no                                       :4200001

Enter

Amount                                              :25000

Business area                                  :AMLH

Text                                                     :purchase invoice posting

Posting key                                       :40

Account no.                                      :200120 inventory raw material

Enter

Amount                                              :*

Business area                                  :AMLH

Text                                                     :+

From the menu select document –simulate and save

Go and see the vendor account (Truncation code FBL1N)

Give the vendor account no.         :4200001

Company code                                 :AML

Select open item radio button

Select normal items check box

Execute

Select back arrow

Select special GL truncation check box along with normal items

Execute

Transfer of advance from special GL to normal by clearing special GL items

Path :Accounting –Financial accounting-Accounts payable-Document entry-Down payment –Clearing (F-54)

Give the document date                             :Today’s date

Document type                                             :KA

Company code                                             :AML

Vendor account                                           :4200001

Text                                                                 :Advance transfer to normal

Select process down payments button

Transfer posting                                           :25000

Save

Go and see the vendor account transactions FBL1N

Give the vendor account no.                     :4200001

Company code                                             :AML

Select clearing items radio button

Select special GL transaction check box

Execute

Select back arrow

Select open items radio button

Select normal items check box

Execute

Clearing of normal items:

Path : Accounting –Financial accounting –Accounts payable –Account –Clear        (F-44)

Give the account no.           :4200001

Company code                     :AML

Select process open items button

Double click on credit 25000

Double click on debit          25000

Save

Go and see the vendor accounts (Transaction code .FBL1N)

Give the vendor account no.         :4200001

Company code                                 :AML

Select cleared items radio button

Select normal items check box

Execute

Vendor account

|

                                                               Normal / Items

6          5          25000             425000                       Sundry creditors  C/L

                                                Special GL items

Advance to vendor 3          25000             5                      25000

2^nd Scenario

Advance more bill less

Advance                    200000

Bill amount                   50000

A)   Advance payment posting  (F-48)

B)   Purchase in voice posting (F-43)

C)   Transfer of advance of  Rs.500000 from special GL to normal (F-54)

Vendor A/c normal items

D               C                     50000             B         50000

Special GL items

A   200000                                               C         50000

D)   Clearing of normal items (F-44)

Final result

Vendor special GL shows a balance of Rs.1500000 – Advance to vendors

To be cleared against future bills.

3^rd Scenario

Advance bill more

Advance              9000

Bill amount          90000

                                                                                          Vendor A/c

normal items

A)   Advance payment posting (F-48)

B)   Purchase invoice posting (F-43)               C         9000   B         90000

C)   Transfer of advance from special GL to normal

by clearing                                                               

                                                                                                Special GL Items

            Special GL (F-54)                                         A         9000   C                     9000

    D) While making balance payment

            Of Rs.81000 double click on bill

            Amount 900000 and payment amount

            Rs.9000. All the 3 line items will go to

            Clearing items (F-53)

TERMS OF PAYMENT

01          Payable immediately  - Due net

Path : SPRO-Financial accounting –Accounts receivable and accounts payable –Business transactions-Incoming invoices / Credit memos – Maintain terms of payment

Select new entries button

Payment terms                     :AML1

Select customer check box

Select vendor check box

Default for base line date

No default                             :No.of purchases during the month base line date at the        time of Invoice posting –Blank

                                               For all purchases during the month give month end                   date.

Document date                      :Party bill date

Posting date                           :Goods receipt date

Entry date                              :Quality approval date

Payment terms                       :If the payment is made within 10 days -3% cash                            discount

                                               If the payment is made within 20 days -2% ash discount         payable within 30 days

Under default for baseline date: Select posting date radio button

                                                Percentage   No.of days

Term 1                                      3                    10

Term2                                       2                    20

Term3                                        -                    30

Press enter

Select save button or Ctrl+S

Press enter to save in your request

Cash Discount Received 

Trade discounts are to be adjusted to purchases where as cash discounts are to be shown under other income.

Creation of GL master –Cash discount received other income (FS00)

Give the GL A/c no.             :300101

Company code                     :AML

Select with template button

Give the GL account 300100 exchange gain

Company code                     :AML

Enter

Change short text and GL account long text to cash discount received.

Save