Eep Fico Ap

Project Abay
User Training Manual
For
Module: Finance & Controlling
Process: Accounts Payable
June 2021
ABOUT THIS MANUAL
This manual provides information and specific instructions on how to use the SAP S/4HANA FICO
– General Ledger (GL) module configured for the EEP. Using the manual, the user will be able to
apply the functions provided in the General Ledger (GL) to conduct his/her day-to-day
responsibilities in the general ledger accounting function.
The manual is intended to serve both as a training manual and a reference.
Typographic Conventions
The standard used in this handbook is American English. The following typographic
conventions are also used.
Type Style Description

e.g. Italics e.g. Tips
ETHOPIAN ELECTRIC POWER
Accounts Payable User Manual
Icons Used
The following icons are used.
Icon Meaning
Caution / warning
Example
Note
Recommendation
Syntax
Save
TECO (technically complete)
Release
About This Manual 3 @2021 All rights reserved.

Created for EEP by ET
REVISION HISTORY
Document Revision History
Version Date Author Name Reviewed / Nature of Changes

Approved By
V1.0 18/02/2021 Samson Asgedom N/A
Revision History iv @2021 All rights reserved.

OVERVIEW
SAP FI Accounts Payable is used to manage and record accounting data for all vendors that deal
with the company. All invoices and deliveries are managed based on vendor requests. Payables
are managed according to payment programs and payments can be made using checks,
transfer, electronic transfers, etc.
Postings that are made in the Account Payable function are also updated in the General Ledger
simultaneously. The system also maintains forecasts and standard reports that can be used to
keep track of all the open items.
Target Audience
This manual shall primarily be used by;
 Finance department – Account payable function

 Management and staff members in all other departments who must carry out payables
accounting related activities
Pre-Requisites
Required Knowledge
 Working knowledge of Microsoft Office and Internet browsers

 Familiarity with navigating the SAP
Recommended Knowledge
 Working knowledge of the AP business processes
Terms, Acronyms, Abbreviations Page 5 of 92 @2021 All rights reserved.

Objectives
 Booking Vendor Invoices without Purchase Orders

 Booking Vendor Invoices related to Purchase Orders
 Vendor credit note with Purchase Order
 Subsequent Debit with PO
 Subsequent Credit with PO
 Debit Note without PO
 Credit note Without PO
 Manual Outgoing Payment
 Down payment Request
 Post Vendor Down Payment (Made)
 Vendor Payment Block BP
 Internal Transfer Posting with Clearing

 FK10N
 Display FBL1N
TERMS, ACRONYMS, ABBREVIATIONS
Term / Acronym / Abbreviation Definition/ Description

Contents
ABOUT THIS MANUAL..................................................................................................................................................ii
Typographic Conventions................................................................................................................................ii
Icons Used...........................................................................................................................................................iii
REVISION HISTORY....................................................................................................................................................iv
OVERVIEW.................................................................................................................................................................... 5
Target Audience.................................................................................................................................................5
Pre-Requisites.....................................................................................................................................................5
Objectives.............................................................................................................................................................6
TERMS, ACRONYMS, ABBREVIATIONS......................................................................................................................6
MASTER DATA..............................................................................................................................................................9
POSTING OF AN INVOICE FB60.................................................................................................................................9
FB65- VENDOR CREDIT MEMO................................................................................................................................16
LOGISTIC INVOICE VERIFICATION.........................................................................................................................20
MIRO – Invoice Verification.........................................................................................................................20
MIRO - Credit Memo.......................................................................................................................................27
SUBSEQUENT DEBIT POSTING TO MIRO.................................................................................................31
SUBSEQUENT CREDIT POSTING TO MIRO..............................................................................................36
OUTGOING PAYMENT................................................................................................................................................41
F-53 - Manual Outgoing Payment.............................................................................................................41
F-47 - Vendor Down Payment Request....................................................................................................47
VENDOR ACCOUNT ANALYSIS..................................................................................................................................51
FBL1N - Vendor Line Items Display...........................................................................................................51
FK10N - Vendor Account Balance...............................................................................................................63
ACCOUNT CLEARING.................................................................................................................................................71
F-51 - Internal Transfer Posting With Clearing.....................................................................................71
F-44 - Manual Clearing...................................................................................................................................79

F.13 - Vendor Automatic Account Clearing.............................................................................................87

MASTER DATA
Refer P2P Manual
POSTING OF AN INVOICE FB60

A vendor is someone from whom we purchase the goods. Once we receive the goods, we need
to pay the outstanding amount to the vendor. For this purpose, you create a vendor invoice in
SAP.
In SAP, there are three ways to generate a vendor invoice. If you follow the route of a purchase
order, then this complete process can be run in the SAP MM module. You create a purchase
order in SAP MM and then receive the inventory from the vendor. After that, you create a vendor
invoice using tcode MIRO in SAP.
But how to create a vendor invoice in SAP FICO? There are actually two ways to do it in SAP FI.
It’s simple, you just need to run either the transaction code FB60 or FB01 in the SAP command
field and enter the vendor details.
FB01 in SAP is used for posting a generic journal entry in SAP. It is the background transaction
of the F-02 tcode. So without any further delay, let’s start our tutorial on how to create a vendor
invoice in SAP via transaction FB60.
Step 1: Execute Tcode FB60 in SAP
The first step is to execute the tcode FB60 by entering it in the SAP command field. The other
way around to access this transaction is by following the SAP path given below.

SAP SAP Menu -> Accounting -> Financial Accounting -> Accounts Payable ->
Path Document Entry -> FB60 Invoice
After executing this transaction, the system will show a company code pop-up. You need to
enter the company code for which you want to create a vendor invoice. For example, I’m using a
company code 1000 for this purpose.
Enter the Company Code
Step 2: Enter the Header Data
After entering the company code, you will be shown the main input screen of FB60 (also known
as Enjoy Transaction). At the top, there is a drop-drop menu in the Transaction field. By default,
the system will assign ‘Invoice’ as this tcode is widely used for posting vendor invoices.
But, you can also choose other options. For example, if you want to create a vendor credit
memo, then you can select the Credit Memo option in this drop-down menu. Alternatively, you
can use tcode FB65 in SAP to post a vendor credit memo.
Enter the Header Details

Coming back to the header data, you need to fill the following mandatory input fields:
 Vendor – Enter the Vendor Code for which you are creating an invoice. For example, I’m
using vendor code 200001.
 Invoice Date – The date on which you want to create an invoice. I’m taking today’s
date.
 Posting Date – The date on which the posting to the sub-ledger or a GL account takes
place.
 Amount – Enter the amount that you are liable to pay to the vendor.
 Currency – Enter the currency in which the invoice is to be raised.

You can also make use of the Reference and Text optional fields to enter additional data or
narration of the vendor invoice. Also, you can select the relevant input tax code if tax is
applicable to the invoice. Since I’m creating a simple invoice without taxes, I have kept it blank.

Step 3: Enter the GL Details
So far, we have entered the vendor line item only. The next step is to enter the GL line items.
Please note that you cannot post multiple vendor line items in FB60. To post multiple line items
of a single vendor or line items of multiple vendors in the same invoice, you need to use FB01 in
SAP.
Now, you can enter as many GL line items here in this enjoy transaction. I’m using only one
offsetting GL line item to display the demo. In a vendor invoice, you create liability by crediting a
vendor account. Similarly, you book expenses by debiting an expense account.
I have taken one expense account of 100100 which amounts to 1000 ETB. Just like the vendor
line item, you have an option to enter the Assignment and Text fields to capture the additional
text or important information.
As you are already aware that you need to enter a cost center to post an accounting entry to an
expense account. I have given the cost center for ‘Purchase Expenses’.
Now you have entered all the required input fields, it is important to check the status of the
invoice. At the top of the screen, you can see the Balance value and the status indicator.
If you see a zero balance, it means that the debit amount matches the credit amount, and the

document balances itself. Also, the green indicator means that the invoice is complete and you
can post it without any issues.
On the other hand, if you see a positive balance and a red indicator, it means that the amounts
are not matching and should be corrected before proceeding further.
Step 4: Simulate and Post the Vendor Invoice
The last step to process in tcode FB60 in SAP is to simulate the document and then post it.
Simulation helps in cross-checking the document before you post the accounting entry.
Click on Simulate.
As a result, you will be able to see the accounting entry of the vendor invoice. You can quickly
cross verify the details in the document. If there is any discrepancy, you can change the data by
double-clicking the line item.
In case all the values are correct, you can post the document by clicking on the “Post” button or
by pressing Ctrl+S on your keyboard. It will post an accounting entry in the system and will
update the FB60 table in SAP.

At last, SAP will generate an accounting document number for the vendor invoice within
company code 1000.

Optional Step: Display Vendor Invoice
This is an optional step to display the existing vendor invoice document. If you have posted a
vendor invoice with reference to the Purchase order via MIRO in SAP, then it is recommended to
use the tcode ME23N to display the purchase order and see the invoice details.
In other cases, where a vendor invoice has been posted using FB60 in SAP, then you can use
the tcode FB03 to display the accounting document.
Execute the transaction code FB03 and enter the document number, company code, and fiscal
year. Press enter and you can view the accounting entry of the vendor invoice.


FB65- VENDOR CREDIT MEMO
Business scenario– FB65 is used to create a vendor credit memo. This is when we owe the
vendor money rather than the other way around.
Menu Path-Accounting->Financial Accounting-Accounts Payable-Document Entry-

FB65 Credit Memo.
Or directly through the tcode FB65. The tcode below is exactly the same as FB60. The only
difference is the Credit Memo/Invoice field.

Click on the transaction field, and you can click on the drop-down, and you can change it to an
invoice. This is showing you what this transaction is going to do whether it will create an invoice
or a credit memo.

once you enter all the info, then you can click on save and you will see a document number at
the bottom of the screen.
Click on document-display to view the document you just posted.

View the document

LOGISTIC INVOICE VERIFICATION
MIRO – Invoice Verification
Functionality
Logistics Invoice Verification is a part of Materials Management (MM). It is situated at the end of
the logistics supply chain that includes Purchasing, Inventory Management, and Invoice
Verification. It is in Logistics Invoice Verification that incoming invoices are verified in terms of
their content, prices, and arithmetic. When the invoice is posted, the invoice data is saved in the
system. The system updates the data saved in the invoice documents in Materials Management
and Financial Accounting.
Scenario
This process is the classic method used to verify invoices:

You enter the data from the vendor invoice in the system.
As you do this, you compare the data with the suggested quantities and values for each item. If
differences occur, you make any necessary corrections. You then can post the invoice
Requirements
Purchase order and Goods Receipt
Menu Path Logistics  Materials Management  Logistics Invoice

Verification  Document Entry  MIRO - Enter Invoice
Transaction Code MIRO
1. Double click on MIRO - Enter Invoice.

Enter Invoice: Company Code EEP1
2. Update the following fields:
Field Name Field Description Values

Invoice date Date when the invoice was issued Example: 15072021
Reference The reference document number is used as a Example: INV 432/2002
search criterion when displaying or changing
documents. Usually enter here the document
number of the vendor
Amount Amount of the line item Example: 500

3. You need to enter a purchase order that corresponds with this invoice. Click Purchase
order/scheduling agreement Button .
4. Enter your search criteria:
Possible Entries for Purchasing Document

Vendor Code identifying the vendor account Example: 1
to Example: 99999999
6. Click Execute to display purchase orders:

Possible Entries for Purchasing Document (48 selected)
7. Click on the selected purchase order, e.g. 4600000000 Standard PO .
8. Click Copy Button to choose this purchase order to be processed.

9. Click <tab button> Payment to enter the payment data.


BaselineDt Date to which the periods for Example: 15072021
the cash discount deadline and
the due date for net payment
refer.
11. Click Simulate Button .

Simulate Document in ETB (Document currency)
12. To post the vendor invoice, click Post Button .
13. The message bar displays “ ”.
The system updated also GL and Vendor accounts. You can display this invoice e.g. using
transaction FB03 or report FBL1N

MIRO -
Functionality
A Credit Memo is received from a trade vendor and the Credit Memo is posted with reference to
a Purchase Order and serves as a cancellation of the Invoice Receipt. This process will reside
under a Finance function.
A credit memo with reference to a purchase order or goods receipt is interpreted by SAP as a
cancellation of the invoice receipt.
The term credit memo always refers to a credit memo from the vendor. Therefore, posting a
credit memo always leads to a debit posting on the vendor account.
As in the case of invoices, credit memos refer to purchase orders or goods receipts. When you
post a credit memo, the total quantity in the purchase order history is reduced by the credit
memo quantity. If you do not want the total quantity invoiced to be reduced, you must post the
credit memo as a subsequent credit.
Scenario
A vendor made a mistake regarding the quantity to be invoiced and you asked for a credit memo.
Now you received a credit memo and you need to post it.
Requirements
Entered vendor invoice you want to post a credit memo for.
Menu Path Logistics  Materials Management  Logistics Invoice

Verification  Document Entry  MIRO - Enter Invoice
Transaction Code MIRO
1. Double Click on MIRO – Enter Invoice.

Enter Invoice: Company code EEP1

Document date Date the transaction occurred Example: 15072021
Reference Document description Example: credit memo
Purchase Description of the Purchase Example: 4600000000
order/scheduling order/scheduling agreement.
agreement
3. Click Enter Button to confirm your entries.

The system lists the order items as per your allocation criteria. In the columns Amount and
Quantity, the system suggests the value and quantity invoiced to date for each item. Select the
items contained in the credit memo. Check the quantities and amounts suggested by the system
and make any necessary corrections.

6. Click Simulate Button .

Simulate Document in SAR (Document currency)
7. Click Post .
8. The message bar displays “ ”

SUBSEQUENT DEBIT POSTING TO MIRO
Sometimes a subsequent debit needs to be posted and associated with a MIRO invoice. This is
ONLY for a legitimate pricing adjustment, such as a debit memo received from the vendor. It is a
value-only adjustment and will not affect the quantity. In order to tie this to the PO, use the
MIRO function.
Normally, the MIRO screen appears ready for an invoice to be entered. Use the drop-down
function to change this to “Subsequent Debit”.


Enter the appropriate information like you would for the original invoice. Be sure to use the
vendor’s document number for the debit in the Reference field since SAP uses this field to check
for duplicates.
Enter the amount of the debit for the different line items where you want it to be
applied. The+/- 3% (max ETB 25) still applies to this function. Therefore, if the debit is
more than a three percent difference or more than ETB 25, then the PO will need to be
modified.

If you click on the Simulate icon , you will see what SAP will post.
Once you are satisfied with the journal, you can either Save/Post the document directly from this
screen by clicking on the Post icon or you can click the Back icon This will
return you to the Overview screen.

Click the Save/Post icon at the top to post the document

SUBSEQUENT CREDIT POSTING TO MIRO
Sometimes a vendor will give a credit for an order. It is not associated with a particular good
that was ordered or returned. It is a value-only adjustment and will not affect the quantity. In
order to tie this to the PO, use the MIRO function.
Normally, the MIRO screen appears ready for an invoice to be entered. Use the drop-down
function to change this to “Subsequent Credit”.

Enter the appropriate information like you would for an invoice. Be sure to use the vendor’s
document number for the credit in the Reference field since SAP uses this field to check for
duplicates.
Enter the amount of the credit for the different line items where you want it to be applied. In
this example, there is a ETB 500.00 credit that will be applied to all three goods line items (the
last three line items pictured above are for freight charges).

If you click on the Simulate icon , you will see what SAP will post.

Once you are satisfied with the journal, you can either Save/Post the document directly from this
screen by clicking on the Post icon or you can click the Back icon This will
return you to the Overview screen.

Click the Save/Post icon at the top to post the document.

OUTGOING PAYMENT
F-53 -
Functionality
This functions allows you to post a vendor payment manually and clear the open item(s). Most of
the outstanding invoices will be paid by payment program (F110), but it may happen that for
some rarely used bank accounts this program will not be configured. In such cases payment for
vendor documents will be done manually and you’ll need to post the bank documents using the
transaction F-53.
Scenario
You need to pay an invoice based on a business requirement where you don’t want to wait for
the next payment run or you need to pay an invoice from the bank account that is not relevant for
the automatic payment program.
Requirements
Outstanding vendor invoice.
Menu Path Accounting  Financial Accounting  Accounts Payable 

Document entry  Outgoing payment  F-53 - Post
Transaction Code F-53
1. Double click on F-53 – Post.

Post Outgoing Payments: Header Data

Company code Code identifying a separate Example: EEP1
legal entity for which a separate
set of accounts is maintained
for external reporting purposes
Posting date Date that the business Example: 15072021
transaction occurred
Currency/rate Code identifying the currency Example: ETB
used in the transaction


Reference Vendor document reference, Example: 123
like invoice number
Account Code identifying the General Example: 114000
Ledger account
Amount Amount of a payment Example: 5000
Value date Today's date Example: 150602
Account Code identifying the Vendor Example: 100005
account
3. You entered the basic payment data. Now you need to clear your bank document with an
outstanding invoice. To do so, click Process open items Button . The
system will display full list of outstanding vendor documents:

Post Outgoing Payments: Process open items
4. All invoices are not selected for processing. Select the document you want to clear with
your payment by double-clicking on it (choose document 10001113). Now the selected
document is displayed in blue and the value of the field “not assigned” is equal 0.
Post Outgoing Payments: Process open items

5. You can simulate your document before posting it. From the menu path choose “Document
-> Simulate” to display document overview:
Post Outgoing Payments: Display Overview

6. To post your document, click Save Button. .

7. The message bar displays “
”.

F-47 -
Functionality
Down Payment is a function that uses Special GL indicators. Special GL Transactions allow the
user to post the document to an alternative GL account instead of “normal” vendor’s
reconciliation account. They are defined in Customizing for Vendors and Vendors reconciliation
accounts.
Down Payment request can be used later to post a down payment manually or using the
automatic payment program.
Scenario
You want to post a down payment request for a vendor.
Requirements
Defined GL indicators, Vendor Master.

Document entry  Down payment  F-47 - Request
1. Double click on F-47 - Request

Down Payment Request: Header Data

Type Document type Example: KA
Company code Code identifying a separate legal entity for which a Example: EEP1
separate set of accounts is maintained for external
reporting purposes
Posting date Date that the business transaction occurred Example: 15072021
Currency/rate Code identifying the currency used in the transaction Example: ETB
Reference Doc. Description Example: ref
Account Vendor account number Example: 10000004
Trg.sp.G/L ind. Special GL transaction code. You determine the special Example: A
G/L indicator for a down payment request in this field with
which the corresponding down payment is to be posted
later.
3. Click New item Button to enter Down Payment line item:

Down Payment Request: Add Vendor item

Due on Date when the down payment is due Example: 15072021
6. Click Overview Button to display a document before posting:

Down Payment Request: Display Overview
7. Click Save Button. to post the down payment request.

8. The message bar displays ”
”.

VENDOR ACCOUNT ANALYSIS
FBL1N -
Functionality
Every time you post a vendor document, the system automatically updates the relevant Vendor
account and GL reconciliation account. You can display & change documents posted to a
particular account, also parked documents, noted items and documents posted with special GL
indicators.
This document covers Vendor Account Line Item Display. This report allows you to:
A) Display and change line items,
B) Print a report or export it in MS Office document formats (Excel or Word).
Scenario
You want to check and print vendor account line items.
Requirements
Defined vendor Master and previously posted documents.
Menu Path Accounting  Financial Accounting  Accounts

Receivable  Account  FBL1N - Display/change line
items
Transaction Code FBL1N
1. Double click on FBL1N - Display/change line items.

Vendor Line Item Display


Vendor account Code identifying a vendor Example: 10000004
account
3. You can also display special GL transactions. Click Special G/L transactions
.
4. The same way you can request to display parked documents and noted items. Click
Parked items and Noted items
You can display the following types line items:
A) only open items (at particular date),

B) only cleared items,
C) items posted at a key date or within a specified period of time.
5. To display line items that fulfill previously entered criteria, press Execute :

Tip: This report can be exported to MS Excel or MS Word. Select from menu path List ->
Export -> Spreadsheet or Local file. The system will automatically open a requested MS
Office application or create a file in a required format.
6. You can display document details you want to check. Simply double-click on the document
number (e.g. 180001003):

Display Document: Line Item 001
7. Some field in this document can be changed. To do so, click Display - Change Button .
Fields that can be changed are highlighted in red:

Change Document: Line Item 001
8. To change the line item, update the following fields:

Bline date Baseline date. This date Example: 15072021
indicates the beginning date to
calculate payment terms from
Text Additional document description Example: additional info
9. Click Enter Button to confirm.
10. Click Save Button. to update the document.

11. The transaction “Vendor Line Item Display” allows you to perform additional drill down
reports:
12. You can set “filter” to define additional search criteria for the line items. Click Set filter
Button .

Define filter criteria
13. Let’s assume you want to display only the documents of a particular type. Select
Document type in list box and press the arrow .
14. Click Enter Button . The system will display the screen where you can enter the types
of documents you want to see on your report:

Determine values for filter criteria

Document type Code identifying the method Example: DR
that the system uses to process
the transaction
16. Click Enter Button . Now the system displayed only the documents type “DR”:

17. You can display the same report with different screen layout (different fields are displayed).
Let’s assume that you want to display this report, but you want to see the terms of
payments for every line item. Click Choose Button .

Choose layout
18. Mark your selection and click Enter Button :

19. The system displayed the same documents, but you can see different fields, like e.g.
payment date, payment methods etc.

FK10N -
Functionality
Every time you post a document, the system automatically updates a vendor account and the
relevant GL account (reconciliation account) balance.
This document covers Vendor Account Balance Analysis. The account balance displays:
A) The opening balance (the balance carried forward from the previous year)
B) The total of all transactions for each posting period, broken down into debit and credit
postings (transaction figures)
Scenario
You want to check and print a vendor account balance.
Requirements
Defined Vendor Master and posted vendor documents.

Account  FK10N - Display balances
Transaction Code FK10N
1. Double click on FK10N - Display balances

Vendor Balance Display

Vendor Code identifying the vendor Example: 10000004
account
Fiscal year Fiscal year number Example: 2021
3. Click Enter to confirm your entries.
4. To display a report, click Execute .

Vendor Balance Display
5. You can display the line items or even particular document directly from this report. For
instance, to display all the documents for July 2021 mark this row on the repot screen (it will
be highlighted in yellow) and click Call up line item report Button . You can see now all
the documents posted in May:

6. To display the details of a particular line item simply double-click on it. The system will
display this line item:

Display Document: Line Item 001
7. If you need, you can change some of the fields. Click Display -> Change Button . The
fields that can be changed are highlighted in red. For instance, you can add the description
of the field “Assignment”:

Change Document: Line Item 001

Assignment Additional document description Example: assign. descr.
9. Click Save Button. to update this document.
10. You can also export the account balance to a local file. Select from the menu path:
ListExportLocal file…



11. Mark “Spreadsheet” radio button and click Enter Button.
Transfer DAT to a Local File

File name Enter here the path and name Example:C:\Users\MktgTrng16\
of your file Documents\SAP\SAP
GUI\\temp.xls
13. Click Transfer Button to begin export.

14. The message bar displays “760 Bytes transferred”.
ACCOUNT CLEARING
F-51 -
Functionality
A process for transferring posted items from one Vendor’s account to another.
Scenario
The invoice posting was made on an incorrect vendor’s account. You don’t want to post a
reversal, so you can make a transfer posting instead. You don’t want the invoice and the clearing
document on the original account to be outstanding so they need to be cleared.
Requirements
Document (items) posted on Vendor’s account.

Document entry  Other  Intern.transf.psting  F-51 -
With clearing.

Posting with Clearing: Header Data
1. Update the following fields in the Document Header:

Document date Date the transaction occurred Example: 22.05.2002
Document’s Type Code identifying the accounting Document type Example: AB
Company code Company Code: Code identifying a separate legal Example: EEP1
entity for which a separate set of accounts is
maintained for external reporting purposes
Posting date Date that the business transaction occurred Example: 22.05.2002
Reference Vendor document number. Example: 123456
2. Click <radio button> Transfer posting with clearing .

3. Update the following fields for the line item:

PstKy Posting key Example: 31
Account Vendor Account for the line item to be posted. Example: 10000004
4. Click Enter .
Post with Clearing: Add Vendor item


Amount Amount to be posted (in foreign or local currency). Example: 2020
Payt terms Payment terms to be applied to this document. Example: 0001
Baseline Date Baseline date for due date calculation. Example: 15.07.2021
6. Click Choose open items Button . Now you can enter a vendor account
that you want to “move” the invoice from:

Post with Clearing: Select open items

Account Code identifying the Vendor account Example: 10000002
8. Click Process open items Button . The system will display the list of open
items to be cleared
Post with Clearing: Process open items

9. Mark the document/s that you want to clear (simply click on the amount)
The marked items that you want to clear will be displayed in blue color.
Tip: You can define in your user's settings whether you want all the items to be active or
not active when you enter the transaction screen.
10. If the transaction amount is equal zero (field “Not assigned”) select the function
DocumentSimulate.

Post with Clearing: Display Overview
11. To post the transaction, click Save Button. .

12. The document was posted. The amount of 1150,- ETB was “moved” from account
10000004 and is posted as an open item on the account 100005

F-44 -
Functionality
This function allows you to clear open items on the vendor account. It differs from posting with a
clearing transaction or posting with a payment in the following ways:
 You do not need to enter a document header
 You can only clear open items from one account
Scenario
There are some postings on Vendor account (e.g. Invoice, credit memo and transfer posting) that
are not cleared. You want to clear the postings.
Requirements
Not cleared postings on vendor account

Account  F-44 – Clear.
1. Double click on F-44 – Clear.

Clear Vendor: Header Data
2. Update the following required fields:
Field Name Description Values

Account Code identifying the Vendor account you want to clear Example: 100005
Clearing date Date when you want the transaction to be cleared. It is used Example: 16.06.2002
later in a header of a clearing document.
Company code Number of the company code that the vendor belongs to Example: EEP1
Currency Currency code. Example: ETB

Tip: You can clear also the transactions posted in different currencies. The system will
automatically calculate and post exchange rate differences.
3. Click Enter Button . The system will display open items that fulfill previously entered
criteria:
Clear Vendor: Process open items
4. All open items are selected by default (later in this instruction how to change default system
settings). To deselect the items first click Select all F7 Button .

5. Then click Deselect Items Button . All the open items are now not selected
(they are no longer highlighted in blue).
6. Now you need to choose and select the items you want to clear. Double click on each of
those items. E.g. choose documents 1700000009 and 19000020. The system will highlight
these items in blue. The value of the field “Not assigned” is equal 0 and you can clear open
items.
7. You can check your document before postings. Select DocumentSimulate.
Clear Vendor: Display Overview

8. To post your entries, click Save Button. . No “real” posting took place, but the system
stored a clearing document.
9. The message bar displays: “Document 10001151 was posted in company code EEP1”.
Tip: If you want all your open items NOT TO BE SELECTED when you enter the
clearing transaction, perform the following steps:

Clear Vendor: Header Data
10. On the screen above use the following menu path: SettingsEditing options.

Accounting Editing Options
11. Click <tab button> Open items .

Accounting Editing Options
12. Click <checkbox> Selected items initially inactive .
13. Click Save Button. . The settings are now stored in user’s data.
14. Click Back Button . From now on, when you want to clear an account (Vendor, vendor
or GL account), all the items will be initially inactive. You need to click on the selected items
to activate them for clearing.

F.13 -
Functionality
Automatic clearing allows you to clear many vendor accounts in one transaction run. You can
use a test mode to check your entries before posting takes place.
The items to be cleared cannot trigger a posting, for example, cash discounts or exchange rate
differences.
You can also clean special G/L transactions, but only posted on Credit side.
In customizing you can define up to three fields that are treated by the system as the sort criteria
for clearing. For instance, you can decide that all the documents with the same value in the field
“Assignment” can be cleared.
Scenario
You want to send balance confirmations to vendors, so you need to clear open items on vendor
accounts first.
Requirements
The accounts that can be cleared automatically must be defined in Customizing for Financial
Accounting.

Periodic processing  F.13 - Automatic clearing
Transaction Code F.13
1. Double-click on F.13 - Automatic clearing


Company code Code identifying a separate legal entity for which a Example: EEP1
separate set of accounts is maintained for external
reporting purposes
Fiscal year Fiscal year number Example: 2021
3. Now click Select Button . You want to process only vendor accounts, so
DO NOT SELECT other types of accounts.

4. Now enter the account number. You can enter a range of accounts (usual setting). In this
example to simplify presentation only one vendor account is selected:

Vendor accounts Number of vendor account Example: 10000004
5. Click Enter .
6. At the bottom of the screen (you need to use a mouse to scroll the screen down) there’s
another radio button you need to select. Click Only docs which can be cleared
. This way the system will clear only the documents that fulfill
pre-defined clearing criteria (e.g. like the same assignment number).
7. By default, the system is in the test mode. Click Test run

button to turn it off.
8. You entered the selection criteria. Click Execute Button to begin clearing procedure.

Automatic Clearing without Definition of Clearing Currency (SAPF124)
9. The message bar displays “

”.
This is the clearing document number. No real posting took place.


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Project Abay

User Training Manual

Module: Finance & Controlling

Process: Accounts Payable

The manual is intended to serve both as a training manual and a reference.

Type Style Description

Accounts Payable User Manual

TECO (technically complete)

About This Manual 3 @2021 All rights reserved.

Accounts Payable User Manual

Version Date Author Name Reviewed / Nature of Changes

V1.0 18/02/2021 Samson Asgedom N/A

Revision History iv @2021 All rights reserved.

Accounts Payable User Manual

 Finance department – Account payable function

 Working knowledge of Microsoft Office and Internet browsers

 Working knowledge of the AP business processes

Terms, Acronyms, Abbreviations Page 5 of 92 @2021 All rights reserved.

Accounts Payable User Manual

 Booking Vendor Invoices without Purchase Orders

TERMS, ACRONYMS, ABBREVIATIONS

Term / Acronym / Abbreviation Definition/ Description

Terms, Acronyms, Abbreviations Page 6 of 92 @2021 All rights reserved.

Accounts Payable User Manual

Terms, Acronyms, Abbreviations Page 7 of 92 @2021 All rights reserved.

Accounts Payable User Manual

F.13 - Vendor Automatic Account Clearing.............................................................................................87

Terms, Acronyms, Abbreviations Page 8 of 92 @2021 All rights reserved.

Accounts Payable User Manual

POSTING OF AN INVOICE FB60

Step 1: Execute Tcode FB60 in SAP

Terms, Acronyms, Abbreviations Page 9 of 92 @2021 All rights reserved.

Accounts Payable User Manual

Enter the Company Code

Step 2: Enter the Header Data

Terms, Acronyms, Abbreviations Page 10 of 92 @2021 All rights reserved.

Accounts Payable User Manual

Terms, Acronyms, Abbreviations Page 11 of 92 @2021 All rights reserved.

Accounts Payable User Manual

Terms, Acronyms, Abbreviations Page 12 of 92 @2021 All rights reserved.

Accounts Payable User Manual

Step 3: Enter the GL Details

Terms, Acronyms, Abbreviations Page 13 of 92 @2021 All rights reserved.

Accounts Payable User Manual

Step 4: Simulate and Post the Vendor Invoice

Terms, Acronyms, Abbreviations Page 14 of 92 @2021 All rights reserved.

Accounts Payable User Manual

Terms, Acronyms, Abbreviations Page 15 of 92 @2021 All rights reserved.

Accounts Payable User Manual

Optional Step: Display Vendor Invoice

Terms, Acronyms, Abbreviations Page 16 of 92 @2021 All rights reserved.

Accounts Payable User Manual

Terms, Acronyms, Abbreviations Page 17 of 92 @2021 All rights reserved.

Accounts Payable User Manual

FB65- VENDOR CREDIT MEMO

Menu Path-Accounting->Financial Accounting-Accounts Payable-Document Entry-

Terms, Acronyms, Abbreviations Page 18 of 92 @2021 All rights reserved.

Accounts Payable User Manual

Terms, Acronyms, Abbreviations Page 19 of 92 @2021 All rights reserved.