accounts-payable credit memo
TRANSCRIPT
Accounts Payable ECC 6.0 Rev. 04/20/10 1 SAPtips Sample Basic Accounts Payable Credit Memos Clearing Functions and Parking an Invoice
This segment from our 159 page Basic Accounts Payable manual is being made available as a sample of our training manuals. Please contact [email protected] if you have any SAP training needs, or visit www.ERPtips.com for more information.
Written by Nadine Baghdadi
Published by Klee Associates, Inc.
Copyright Klee Associates, Inc., 2010
Credit Memos
If materials are returned to or not received from the vendor, a credit memo is
requested and posted in SAP.
There are two types of credit memos
AP credit memo (posted in AP module of SAP)
PO credit memo (posted in Purchasing module of SAP)
The instructor will now enter a credit memo for the invoice that was just
entered.
Demonstration: Park Vendor Credit Memo in FI-AP
Menu Path: Accounting → Financial Accounting → Accounts Payable →
Document Entry → Document Parking → FV65 – Park/Edit Credit Memo
Transaction Code: FV65
In this demonstration, we will issue a credit memo for the first invoice that we
entered.
Credit Memos Klee Associates, Inc.
2 Rev. 04/20/10 Accounts Payable ECC 6.0
Demonstration data:
Field Value
Vendor 100315
Reference Refund
Document date Today's date
Amount 350
GL Account 490700
Cost center 90074
Klee Associates, Inc. Credit Memos
Accounts Payable ECC 6.0 Rev. 04/20/10 3
1. Click to continue.
2. Click to post your entry.
Record your credit memo number: ______________________
Next, display the vendor balance.
Menu Path: Accounting → Financial Accounting → Accounts Payable→ Account
→ Display Balances.
Transaction code: FK10N
Demonstration data:
Credit Memos Klee Associates, Inc.
4 Rev. 04/20/10 Accounts Payable ECC 6.0
Field Value
Vendor 100315
Company code 3000
Fiscal Year 2010
Next, we can view the credit memo posting from the Vendor Line Items Display
list.
Menu Path: Accounting → Financial Accounting → Accounts Payable → Account
→ Display/Change Line Items.
Transaction code: FBL1N
In the initial screen, fill in the following data:
Field Value
Vendor 100315
Company code 3000
Select the radio button for All items.
Klee Associates, Inc. Credit Memos
Accounts Payable ECC 6.0 Rev. 04/20/10 5
Exercise: Park Vendor Credit Memo in FI-AP
In this exercise, you will issue a credit memo for the invoice which you
previously entered.
Menu Path: Accounting → Financial Accounting → Accounts Payable →
Document Entry → Document Parking → FV65 – Park/Edit Credit Memo
Transaction Code: FV65
Exercise data:
Field Value
Vendor Your vendor number
Reference Refund
Document date Today's date
Amount 350
GL Account 490700
Cost center 90074
Next, display the vendor balance.
Menu Path: Accounting → Financial Accounting → Accounts Payable→ Account
→ Display Balances.
Credit Memos Klee Associates, Inc.
6 Rev. 04/20/10 Accounts Payable ECC 6.0
Transaction code: FK10N
Exercise data:
Field Value
Vendor Your vendor number
Company code 3000
Fiscal Year 2010
Next, we can view the credit memo posting from the Vendor Line Items Display
list.
Menu Path: Accounting → Financial Accounting → Accounts Payable → Account
→ Display/Change Line Items.
Transaction code: FBL1N
In the initial screen, fill in the following data:
Field Value
Vendor Your vendor number
Company code 3000
Select the radio button for All items.
Klee Associates, Inc. Credit Memos
Accounts Payable ECC 6.0 Rev. 04/20/10 7
Clearing Functions
Open items are often cleared automatically. For example, when you run the
payment program, the open payables are matched to the payments and cleared
automatically.
Note that clearing procedures are only performed on open item managed
accounts.
● Assign an equal amount to the opposite side of an account
● Balance of outstanding payables and payments equals zero
The clearing transactions always generate a clearing document.
Clearing documents are usually generated automatically by SAP when payments
are posted. If you have questions about payments, you can view the clearing
documents. When cleared items are reset, the clearing data is removed from
the original line items. The changes are logged and can be displayed in change
documents. Alternately, you can also post a clearing document manually.
Note that you cannot reverse a document that contains any cleared items.
Before you can post the reversal, you need to reset the cleared items.
Credit Memos Klee Associates, Inc.
8 Rev. 04/20/10 Accounts Payable ECC 6.0
Demonstration: Clearing
Menu Path: Accounting → Financial Accounting → Accounts Payable → Account
→ Clear
Transaction Code: F-44
Klee Associates, Inc. Credit Memos
Accounts Payable ECC 6.0 Rev. 04/20/10 9
1. In the screen above, fill in the following fields:
Field Value
Vendor 100315
Company code 3000
2. Click to continue.
Credit Memos Klee Associates, Inc.
10 Rev. 04/20/10 Accounts Payable ECC 6.0
This is the processing screen. You will note that all amounts are in blue, and the
Assigned field at the bottom has a negative amount. When you want to clear
entries, only the entries which are to be cleared should be in blue font. The
Assigned field should also be zero.
3. In the above screen, we want to clear the 620.00 amount. To do that, we
will first double click on all the amounts that should not be considered.
Only the amounts that we want to clear are now in blue. The Assigned field is at
zero. We are now ready to post the clearing.
Klee Associates, Inc. Credit Memos
Accounts Payable ECC 6.0 Rev. 04/20/10 11
4. Click to save your entries.
5. Click to exit the transaction.
Next, we can view the credit memo posting from the Vendor Line Items Display
list.
Menu Path: Accounting → Financial Accounting → Accounts Payable → Account
→ Display/Change Line Items.
Transaction code: FBL1N
In the initial screen, fill in the following data:
Field Value
Vendor Your vendor number
Company code 3000
Select the radio button for All items.
We will also verify the vendor balance:
Menu Path: Accounting → Financial Accounting → Accounts Payable→ Account
→ Display Balances.
Transaction code: FK10N
Credit Memos Klee Associates, Inc.
12 Rev. 04/20/10 Accounts Payable ECC 6.0
Demonstration data:
Field Value
Vendor Your vendor number
Company code 3000
Fiscal Year 2010
Exercise: Clearing
Menu Path: Accounting → Financial Accounting → Accounts Payable → Account
→ Clear
Transaction Code: F-44
Exercise data:
Field Value
Vendor Your vendor number
Company code 3000
Next, we can view the credit memo posting from the Vendor Line Items Display
list.
Klee Associates, Inc. Credit Memos
Accounts Payable ECC 6.0 Rev. 04/20/10 13
Menu Path: Accounting → Financial Accounting → Accounts Payable → Account
→ Display/Change Line Items.
Transaction code: FBL1N
In the initial screen, fill in the following data:
Field Value
Vendor Your vendor number
Company code 3000
Select the radio button for All items.
Next, verify the vendor balance:
Menu Path: Accounting → Financial Accounting → Accounts Payable→ Account
→ Display Balances.
Transaction code: FK10N
Credit Memos Klee Associates, Inc.
14 Rev. 04/20/10 Accounts Payable ECC 6.0
Exercise data:
Field Value
Vendor Your vendor number
Company code 3000
Fiscal Year 2010
Record vendor balance: ________________
Park an Invoice
You can park invoices before you post them. This is useful for example, if the
data you want to enter is incomplete, or the parking and posting functions are
carried out by different accounting departments.
Parking a document does not affect the balance of the vendor or the offsetting
G/L account.
We will demonstrate how to park an invoice. Following that, we will
demonstrate how to post the parked document. Finally, we will reverse the
posted invoice to demonstrate a reversal.
Demonstration: Park Vendor Invoice
Menu Path: Accounting > Financial Accounting > Accounts Payable > Document
Entry > Document Parking > Park or Edit Invoice
Klee Associates, Inc. Credit Memos
Accounts Payable ECC 6.0 Rev. 04/20/10 15
Transaction Code: FV60
1. In the above initial screen, fill in the following fields:
Field Value
Vendor 5595
Invoice date Today's date
Reference Park Doc
Amount 111
Credit Memos Klee Associates, Inc.
16 Rev. 04/20/10 Accounts Payable ECC 6.0
Field Value
G/L acct 490700
Amount in doc. Curr. 679
Cost center 90074
2. Click to park the document.
Record parked document number: ________________________
We have parked an invoice. If we were to display the vendor line items, this
entry would not show on the vendor line items.
Note that you can change a parked invoice, versus an invoice that has been
posted, which cannot be changed.
There are several transactions available for parked documents. They are as
follows:
Klee Associates, Inc. Credit Memos
Accounts Payable ECC 6.0 Rev. 04/20/10 17
Post parked document FBV0 is located using the menu path:
Accounting > Financial Accounting > Accounts Payable > Document > Parked
Documents > FBV0 – Post
Change parked document FBV2 is located using the menu path:
Accounting > Financial Accounting > Accounts Payable > Document > Parked
Documents
> FBV2 – Change
Display parked document FBV3 is located using the menu path:
Accounting > Financial Accounting > Accounts Payable > Document > Parked
Documents > FBV3 – Display
Display changes to parked document FBV5 is located using the menu path:
Accounting > Financial Accounting > Accounts Payable > Document > Parked
Documents > FBV5 – Display Changes
Next we will demonstrate how to post this parked document.
Demonstration: Post Parked Vendor Invoice
Menu Path: Accounting > Financial Accounting > Accounts Payable > Document
> Parked Documents > Post
Transaction Code: FBV0
Credit Memos Klee Associates, Inc.
18 Rev. 04/20/10 Accounts Payable ECC 6.0
1. In the initial screen, fill in the following fields:
Field Value
Company Code 3000
Doc. Number Your Parked Document #
Fiscal Year 2010
2. Click to continue
Klee Associates, Inc. Credit Memos
Accounts Payable ECC 6.0 Rev. 04/20/10 19
3. Click to view the postings prior to saving them.
4. Click to post the parked document.
Credit Memos Klee Associates, Inc.
20 Rev. 04/20/10 Accounts Payable ECC 6.0
Record Invoice number: _____________
If we were to verify the vendor balance, we will find that the amount now
posted. The entry will also show in the vendor line items.
Exercise: Post Parked Vendor Invoice
Menu Path: Accounting Financial Accounting Accounts Payable
Document Parked Documents Post
Transaction Code: FBV0
Field Value
Company Code 3000
Doc. Number Your Parked Document #
Fiscal Year 2010
Post your parked document.
Record invoice number: __________________
Next, verify the vendor balance:
Menu Path: Accounting → Financial Accounting → Accounts Payable→ Account
→ Display Balances.
Klee Associates, Inc. Credit Memos
Accounts Payable ECC 6.0 Rev. 04/20/10 21
Transaction code: FK10N
Exercise data:
Field Value
Vendor Your vendor number
Company code 3000
Fiscal Year 2010
Record vendor balance: ________________
Legal Speak:
Purchase of this book or acquisition at an ERPtips class, constitutes an implied
agreement by the purchaser to a limited, license granted to the purchaser by
Klee Associates, Inc., specifically for purposes limited to improving your personal
knowledge of SAP software which does not in any way compete with Klee
Associates.
This manual is protected by copyright law, and is sold or is part of an ERPtips
class with the following conditions:
The manual will be used for your personal professional development.
The manual will not be physically copied for distribution to other individuals
or converted to an electronic copy for distribution to other individuals, unless
copyright permissions for copying have been acquired from Klee Associates,
Inc.
The manual will not be used to conduct training classes by you or other
individuals, without the written permission of Klee Associates, Inc.
Credit Memos Klee Associates, Inc.
22 Rev. 04/20/10 Accounts Payable ECC 6.0
Inclusion of the concepts in this book in any internal client training material is
allowed if the source of the concepts is acknowledged as follows:
Copyright 2010
All rights reserved.
Used with permission.
Klee Associates, Inc.
NO WARRANTY: This documentation is delivered as is, and Klee Associates
makes no warranty as to its accuracy or use. Any use of this documentation is
at the risk of the user. Although we make every good faith effort to ensure
accuracy, this document may include technical or other inaccuracies or
typographical errors. Klee Associates reserves the right to make changes
without prior notice.
ERPtips is a valued resource for thousands of clients and consultants worldwide.
Visit our web site for more information about upcoming training, books, and
newsletters.
www.ERPtips.com
ERPtips is a registered trademark of Klee Associates, Inc.
No Affiliation: Klee Associates, Inc. and this publication are not affiliated with
or endorsed by SAP AG. SAP AG software referred to on this site is furnished
under license agreements between SAP AG and its customers and can be used
only within the terms of such agreements. SAP AG is a registered trademark of
SAP AG. All other product names used herein are trademarks or registered
trademarks of their respective owners.