Accounts Payable Version 1.0

Unit 5: Inquiries & Account Management

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Course Agenda

Unit 1: Introduction

Unit 2: Master Data

Unit 3: Invoice and Credit Note Processing

Unit 4: Payments

Unit 5: Inquiries

Unit 6: Reporting

Unit 7: Vendor Reconciliation

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Unit Objectives

At the completion of this unit, you will be able to: Perform Vendor Account Balance Inquiries Perform Vendor Line Item Inquiries

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Transaction Codes

Display Account Balance FK10N Display Account Line Items FBL1N or ZFBL1N

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Key Terms

Multiple Selections Screen Layouts Clear Open Items Reset Cleared Items

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Vendor A/C Inquiries

When you post transactions to vendor accounts the system automatically updates the account.

You can then view information on Accounts Payable by either using Balance Display or Line Item Display.

Account Balance Display – shows the opening balance c/f plus the total of all transactions posted per period.

Line Item Display – allows you search for particular transactions posted.

SAP makes it very easy to view vendor information from both the summary and line item level.

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Vendor Inquiries – Transaction Codes (FK10N)

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Account Balance Display (FK10N)

Using Transaction FK10N you can view a specific vendor balance or a range of vendor balances

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Account Balance Display (FK10N)

Account Balance Display contains

- Any Balance C/F from previous year

- List of Debit and Credits for each month

- Balance for the Period

- Sales/Purchases – net movement for the period

- Closing Balance for each period

You can navigate from each total’s display to the list of line items by double-clicking an amount.

Another double-click on the line item will take you to a document display screen

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Account Balance Display (FK10N)

Double click on the monthly balance for a particular period

to view the line items

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Multiple Vendor Selection

On the multiple selection screen you can either include a range of vendor accounts or exclude a range of vendor accounts

Include a Range

Exclude a Range

Double click to include multiple values

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Display Vendor Navigation Screen You can navigate from each totals display to the list of line

items by double-clicking an amount.

Double Click to View Item

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Display Vendor Line Items

You can view vendor line item details either using the Display Vendor Balance FK10N or by using the display vendor line items transaction FBL1N

Line Items

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Display Vendor Line Items (ZFBL1N)

You can also use the customized vendor line item display transaction (ZFBL1N) for displaying vendor line items.

The customized screen has additional fields like the cost center# , Material group, etc.

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Display Line Item – Selection Criteria View a range of Vendor Accounts View a range of Company Codes View only Open items only View cleared items only View all items posted

Status

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Line Item Display – Item Status

The line item list contains a selection of standard fields from the document

You can display the following line items:

- Open items

- Cleared items

- Parked items

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Display Line Item Details

When you click the view line item display transaction the following details will appear.

Double Click on the line item or click on the line item and use the display icon to display details

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Details on Line Item

Click on the document header icon to display•Who posted the transaction•When the transaction was posted•Currency details•Document type

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Change the Line Layout Details

Each user will have different fields they will want to see when making queries on a vendor account. Therefore, a specific user screen layout can be defined to ensure users are only looking at the details they require.

Possible Selection Fields include:

- Doc Number- Local and Transaction Currency- Cost Center- Posting Date and Posting Period

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Posted Document View

You can change the line layout to list the details you need.

Use the select layout icon to display another existing line layout with different fields

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Possible Screen Selection Fields

Use the change layout option to define you own layout and select the

fields you need in your layout

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Function in the Line Item Display – Icons

Select Layout

First Column

Column Left

Column RightLast Column

Display DocumentChange Document

Account Master Data

Save LayoutChange Layout

Sort in Asc/Desc OrderSet Filter

Sub-totalsDisplay Sum

ExpandCollapse

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Download Vendor Account Details

It is possible to download vendor account details to excel. The menu patch is as follows:

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Unit Recap

You can Display Vendor Balances using transaction code FK10N

You can Display Vendor Line Items using transaction FBL1N and ZFBL1N

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Questions and Answers