SAP IMPLEMENTATION END USER MANUAL < CIAL_EUM__ PREPARED BY

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SAP IMPLEMENTATION

END USER MANUAL

< CIAL_EUM_<FI>_<ACCOUNTS PAYABLE >

PREPARED BY

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ABBREVATIONS

ABBREVATION DESCRIPTION

CIAL Cochin International Airport Ltd.

CHANGE HISTORY

Versi

on

Description Created by Date Reviewed

by

Date

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Table of Contents

CREATION OF VENDOR: 5

VENDOR DOWN PAYMENT 10

DOWN PAYMENTS F-48: 15

PARKING OF AN INVOICE FV60 20

PARK CREDIT MEMO FV65 24

POSTING OF AN INVOICE FB60 29

POST VENDOR CREDIT MEMO FB65: 33

INVOICE VERIFICATION 37

VENDOR PAYMENTS F-58 42

PAYMENT WITH OUT PRINTOUT: 46

CREATE MANUAL CHECK INFORMATION FCH5 49

MANUAL CHEQUE PRINTING FBZ5 52

POST INCOMING PAYMENTS F-52 54

ACCOUNT CLEARING 58

POSTING OF SPECIAL GL TRANSACTION: ( STATISTICAL POSTING) 60

REVERSAL OF STATISTICAL POSTING 61

POST WITH CLEARING F-51 63

DISPLAY/CHANGE LINE ITEMS: FBL1N 68

REVERSAL OF DOCUMENT: 70

RESET CLEARED ITEMS: 73

BANK GUARANTEES FROM VENDORS: 76

BG REPORT ZFI023: 78

CHECK MAINTENANCE & ANALYSIS: 79

CREATION OF CHEQUE LOT 79

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DISPLAY CHEQUE REGISTER: 83

CASH JOURNAL FBCJ 85

FOREIGN CURRENCY VALUATION FAGL_FC_VAL: 87

REMITTANCE OF CHALLAN J1INCHLN: 89

BANK CHALLAN UPDATE J1INBANK: 93

PRINT WCT CERTIFICATE: ZFI020 95

TDS/TCS/WCT/WELFARE CESS REPORT ZFI033: 99

WCT REPORT ZFI018: 100

PRINT WCT CERTIFICATE ZFI020: 102

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CREATION OF VENDOR:

Transaction code for the vendor creation is FK01 Enter the Company Code and Vendor account group in the screen as shown below:

Click on Enter then enter the following details:

1. Enter appropriate title in the Title field by selecting it from the down list.

2. Enter Customer name in the Name field.

3. Enter the First three characters of the customers’ name in the Search Term field.

4. Enter Street name in the field

5. Enter the Postal code of customer in the postal code filed.

6. Enter city of customer in the city field.

7. Enter IN in the country field.

8. Enter the Region.

9. Enter the Telephone Number.

10. Enter the Email Address

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Press Enter twice and enter the following details in the screen as shown:

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Enter the Payment Terms

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Enter the With Holding Tax details for the Vendor

Click on CIN Details and Enter the PAN Number of the Vendor.

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Click on Back Button and Click on SAVE Button

We will get a message that Vendor “XXXXXXXXXX” was created in Company Code in 1000.

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VENDOR DOWN PAYMENT

1.1. Down Payment Request:

Manual Procedure: When you receive a request from a vendor for a down payment, you should raise a request which will go for a proper approval after which the payment will be made against this request.

Procedural Steps

Access “Vendor Down Payment Request” transaction by:

Via Menus Accounting Financial Accounting Accounts Payable

Document entry Down Payment Request

Via Transaction Code F-47

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On screen “Down Payment Request: Header Date”, enter information in the fields as specified in the

table below:

Field Name Description R/O/C User Action and Values Comments

Document Date

The document date is the date on

which the original document was

issued.

R Enter date

Doc. type Document Type R Will default to “KA”

Company Code

4 character identifier of an organizational unit within external accounting.

R Enter company code --1000

Posting Date

Effective date of posting in the ledgers.

R Will default to current date

Currency/R ate

Document currency R Enter currency INR

Vendor Account

Vendor Account Number R Enter account number

Target Special G/L Indicator

Indicator for a down payment request with which the corresponding down payment is to be posted later.

R Enter special GL indicator type

(Note: On above table, in column “R/O/C”: “R” = Required, “O” = Optional, “C” = Conditional)

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Click on enter

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Press Enter

On screen “Down Payment Request: Add Vendor Item”, enter information in the fields as specified in the table

below:

Field Name Description R/O/C User Action and Values

Amount Payment amount R Enter amount

Tax code The tax code represents a tax category, which must be taken into consideration when making a tax return to the tax authorities.

R Enter V0

Due On Date on which down payment is due

R Enter due date

Text Contains an explanatory text on the line item.

R Enter relevant text

Purch.doc. Purchasing document reference C Mandatory field for all types except non-trade

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Click on SAVE on Button will trigger a workflow which will go on for approval.

DOWN PAYMENTS F-48:

Access the “Post Vendor Down-Payment” Screen by:

Via Menus Accounting Financial Accounting Accounts Payable Document Entry Down Payment Down Payment


On the screen “Down Payment: Header Data”, enter information in the fields as specified in the table below:


Document Date Date original document was issued

R Enter appropriate date

Doc. Type Document type classifies the accounting document.

Will default to “KZ”

Company Code Company code ID R Specify the proper company code for this vendor

Will default if previously entered.

Posting Date Effective date of posting in the ledgers.

R Accept default or specify another date

Will default to current date.

Currency/Rate Payment currency R Can be entered as a code or a rate

Will default if previously entered.

Vendor Account Vendor account number

R Enter the vendor‟s account number

Amount Amount of the total down payment

R Enter the proper amount to be credited to the cash account

Special G/L Indicator Indicator which identifies a special G/L transaction

R Take a drop-down and select SP.G/L “A”.

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The withholding tax information on the down payments can be seen by clicking the “Withholding Tax‟ button.

If a down payment is being made against a down payment request, click the “Request‟ button to show the requests against this down payment, if any Then Click on Create Down Payment Button.

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PARKING OF AN INVOICE FV60

Procedural Steps :

Access Preliminary Posting of Vendor Invoice by:


Document entry Document Parking Park Invoice FV60

On the “Park Vendor Invoice” screen, enter the following information in the fields as specified in the table below:


Vendor Vendor account number R Enter vendor account number using pull down menu

Invoice date Enter in the document date.

R Enter in the date manually, use pull down calendar, or use the F4ENTER shortcut.

Posting date The date of posting. R Defaults in as today’s date.

Reference Field allocated to any extra numeric or name identifiers.

R Can be used to contain external document reference numbers. This is helpful as an additional document search criterion, and can be used in correspondence printing.

Amount/ Currency

Invoice Amount

R Enter amount

Calculate tax

Select this field, the system calculates the taxes automatically during simulation or posting.

R Mark this field to calculate Input tax.


R Enter text

Company code

Up to 4 char identifier for the company in which the posting will occur.

R This field can have a value default in from the User Parameters settings.

1000

GL account GL account to be debited

R

Amount Amount to be debited to the GL account

R

Tax Code C Enter input sales tax code.

Cost Center Cost Center R

With holding Tax

Check the with holding tax codes

Note: On table, column marked “R,O,C”, “R”=Required, “O”= Optional, ”C”=Conditional)

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Baseline Date Baseline date is used to determine due date. This will be the receiving date of the vendor invoice.

R Enter Baseline date.

Field Name

Description R/O/C User Action and Values

Comments

W/tax code

One or more "withholding tax codes" are assigned to each withholding tax type. One of the things these codes determine is the various percentage rates for the withholding tax type.

C Press F4 and choose appropriate WHT code

Click the SAVE AS COMPLETE icon to park the document

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PARK CREDIT MEMO FV65

1 Access Preliminary Posting of Vendor Credit Memo by:


Document Entry Document Parking Park Credit Memo

Via Transaction Code FV65



Document date

Enter in the document date.

R Enter in the date manually, use pulldown calendar, or use the F4-enter


shortcut.

Posting date The date of posting. R Defaults in as today‟s date.


R Can be used to contain external document reference numbers. This is helpful as an additional document search criterion.

Amount/ Currency

Credit Memo Amount

R Enter amount

Calculate tax

Select this field, the system calculates the taxes automatically during simulation or posting.

R Mark this field to calculate Input tax.


R Enter text

Company code




R


R

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Tax Code User can select input tax code which starts with “Y” or “Z” from drop down list.

C Enter input sales tax code.

Cost Center Cost Center R

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Click simulate to view the parked document.

Click on SAVE AS COMPLETE to trigger the work flow.

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POSTING OF AN INVOICE FB60

Access transaction by:


Document Entry Invoice

Via Transaction Code FB60



Invoice date


R Enter in the date manually, use pull-down calendar, or use the F4-F2 shortcut.

Posting date

The date of posting. R Defaults in as today‟s date.


R Can be used to contain external document reference numbers. This is helpful as an additional document search criterion, and


can be used in correspondence printing.

Amount/ Currency

Invoice Amount

R Enter amount


R Enter text

Company code




R


R

Cost Center

Cost Center R


Baseline Date

Date from which system is going to calculate the due date

R Enter the baseline date as agreed with vendor. (Ex. Invoice Date or GR Date)

Terms of payment

Key for defining payment terms composed of cash discount percentages

O Default is the vendor‟s payment terms. Change if required using the pull down menu

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Field Name


Comments

W/tax code



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Review the invoice information by clicking Simulate Button. When the review is completed, post the invoice by clicking on the save button.

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POST VENDOR CREDIT MEMO FB65:


Document Entry Credit Memo




Invoice date


R Enter in the date manually, use pull-down calendar, or use the F4-F2 shortcut.

Posting date

The date of posting. R Defaults in as today‟s date.


R Can be used to contain external document reference numbers. This is helpful as an additional document search criterion, and


can be used in correspondence printing.

Amount/ Currency

Invoice Amount

R Enter amount

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R Enter text

Company code




R


R

Cost Center

Cost Center R


Baseline Date



Terms of payment



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Field Name


Comments

W/tax code



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INVOICE VERIFICATION

Logistics Invoice Verification:

Via Menus Logistics>Materials Management>Invoice Verification>Logistics

Invoice Verification>Document Entry>Enter Invoice

Via Transaction Code MIRO

On screen ”Invoice Verification”, enter information in the fields as specified in the table below:


Invoice date

The invoice date is the date on which the original invoice was issued

R Enter Document date

Posting date

Date which is used when entering the document in Financial Accounting or Controlling

R Posting date default‟s to today‟s date

Reference The reference document number can contain the document number of the vendor. However it may contain a different value

R Enter Reference number

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Amount and Currency

The gross invoice amount is the sum of the net item amounts

R Enter amount of invoice and the currency in the following field. If the amount of the invoice is higher than the PO, go down to the PO amount field and change manually to match with the invoice. The system will accept the change but the invoice will be blocked for payment.

Tax code The tax code stands for a tax category, which must be taken into consideration when making a tax return to the tax authorities.

R

Company code

The company code is an organizational unit within external accounting

R

Purchase order/sched uling agreement

The type of purchasing reference

R System will default to Purchase order/scheduling agreement.

Goods/Serv ices Items

Indicates if it is a normal invoice or freight and other costs

R System will default to goods/services. If the

invoice is a freight, customs, clearance

or any costs other than the goods, pull down the menu and choose Planned Delivery Costs

Logistics Reference

The main document you are relating the invoice to

R Enter reference, ex. PO, Delivery Note.

Press ENTER to import PO information

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Check that this is the PO you are relating the invoice.

Check the Following Fields in the Payment tab.


Baseline Date



Terms of payment



Check the with holding tax tab

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Click on Simulate to view the document

Click on SAVE Button

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VENDOR PAYMENTS F-58

Post Outgoing Payment:

PROCEDURAL STEPS

Access the “Create Manual Vendor Payment - Manual Check” transaction by:

Via Menus Accounting Financial Accounting Accounts Payable Document Entry Outgoing Payment Post


On the screen “Payment with Printout” enter information in the fields as specified in the table below:


Comments

Company Code Company Code ID R Enter Company Code

Payment method Payment method used to settle open items.

R Select “C” for check payment

Check lot number

The check lot number represents a batch of consecutively pre-numbered checks, or serves as a number interval if the check number given is different to the

R enter a check lot

number

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Click on Enter Payments


Document Date Date of the document. R Enter date

Document Type Classifies the accounting document

R Will default to “KZ”

Company Code Company Code ID R Enter Company Code

Posting Date Date used entering document in Financial Accounting or Controlling

R Will default to current date

Currency/rate Document currency R Enter currency

Account (Bank data)

G/L cash/checking account to be used.

R Select account number

Amount The payment amount. R Enter amount

Value Date Transaction value date R Will default to current date


Account (Vendor)

The vendor account number R

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Press PROCESS OPEN ITEMS or ENTER to continue.

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Then click on Select all Button and Deactivate then select the respective invoice to cleared and make sure that the amount in Not assigned should be equal to zero. Post the payment by clicking the Save icon.

Click on Enter to Display the Cheque and Click the Back Button twice to Display the Cheque Covering Letter

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Payment with out Printout:

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Click on F-53 to post the payment

Enter the following fields in the Screen:

Document Date Posting Date Company Code Currency In Bank Account Enter Bank account Number Amount In Open item Selections Enter Account Number

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Click on Process Open Items Then Select all and click on Deactivate items Then Select the invoice which needs to be cleared.

Then Click on SAVE Button

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Create Manual Check Information FCH5

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Click on FCH5

Then in the Create cheque information Screen enter the following:

Payment Document number

Company Code

Fiscal year

House Bank

Account ID

Check Number

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Click On Enter

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Then Verify if all the fields are showing appropriate data then click on then click on SAVE

Manual Cheque Printing FBZ5

Enter the following details in the screen

Document Number

Company Code

Fiscal Year

Payment Method

Printer For Forms

Pmt Advice Printer

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Then Click on Print as shown

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Post Incoming Payments F-52

Click on F-52 Incoming Payments Enter the following details in the Screen:

Document Date

Posting date

Company Code

Currency

In Bank Data

Account

Amount

In Open Item Selections

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Account

Click on Process Open Items Then click on Select All and Deactivate items

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ACCOUNT CLEARING

Clear Vendor Account:

Access Clear Vendor Transaction by:


Account Clear


On screen “Clear Vendor: Header Data” Screen, enter information in the fields as specified in the below table:


Account Vendor Account Number R Enter the vendor account number to clear or select from the Drop Down Menu.

Company Code Up to 4 char identifier for the company in which the posting will occur.

R Enter company code

Clearing Date Date which is used when entering the document in Financial Accounting or Controlling.

R Defaults to current date

Currency Currency key for amounts in the system.

R Enter currency

Open item selection

Normal OI Indicator that only the standard open items are to be taken into consideration during clearing.

C

Click if required Standard open items are all line items which do not represent a special G/L transaction.

Special GL indicator

List of special G/L indicators which are to be included in the clearing procedure.

C

Click if required Leave the field blank if only items with no special G/L indicator are to be cleared, for example, invoices or credit memos.

Additional selections

O

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Select process open items to activate the necessary open items to clear.

On screen “Clear Vendor: Process Open Items” Screen, specify which open items to select.

Process the open items by choosing and then activating the necessary open items. To select an open item, place the

cursor on the line item and click the Select item icon.

Select the “Save” icon to save the changes

POSTING OF SPECIAL GL TRANSACTION: ( Statistical Posting)

Enter the following information in the Enter the statistical posting Header Data:

1. Document Date.

2. Posting Date

3. Company Code

4. Currency

5. Enter Bank Name in the Reference Field

6. Enter the BG/LC Number in the Doc Header Text Field.

7. Enter the appropriate Posting Key.

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8. Enter the Special GL Indicator.

9. Enter the Vendor Account Number

10. Enter the Amount

11. Enter the Due Date

12. Enter the Claim Date in the Assignment Field.

13. Enter the Appropriate Text.

Click on SAVE to Post the Document

REVERSAL OF STATISTICAL POSTING

Enter the Transaction code F-56 to perform this activity.

Enter the following details in the screen.

1. Document Date.

2. Posting Date

3. Company Code

4. Currency

5. Enter the Appropriate GL account Ex: 114003 for BG’s.

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Click on Enter

Select the appropriate BG that needs to be Reversed.

Click on SAVE to post the document.

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POST WITH CLEARING F-51

The transaction code and path to perform this activity is:

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Click on F-51 and enter the following details:

Document Date

Posting Date

Currency

Company Code

Selec Transfer posting with clearing button

Posting Key

Account Special GL Indicator

Click on Enter

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Click on Process Open Items and enter the following details:

Company Code

Account Number

Account Type

Special GL Indicator If any

Click on Process Open Items

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Then Select all and Deactivate Items and select the appropriate line item

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Click on Simulate Button

And Click on POST

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DISPLAY/CHANGE LINE ITEMS: FBL1N

1 Access transaction by:

Via Menus Accounting Financial Accounting Account Payable Account Item Change

Via Transaction Code FBL1N


Vendor A unique key used to clearly identify the vendor within the SAP system.

R Enter vendor number

Company code

Four-character identifier of the company code

R Enter Company code or

Select the drop down arrow

to select from the available

choices.

Open item R Select the Normal Open Item

or Special GL indicator

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REVERSAL OF DOCUMENT:


Via Menus Accounting Financial Accounting Accounts Payable Document Reverse Individual Reversal


14.1.2 On screen “Reverse Document: Header data”, enter information in the fields as specified in the table

below:


Document number

The document number of the document to be reversed

R Enter the document number.

Company code

The company code identifier for the document to be reversed

R Select the drop down arrow to view a list of available choices.

Fiscal year The fiscal year that the document was created in

R Enter the fiscal year.

Reversal Reason

Reason for reversing a document

R Select the drop down arrow to view a list of available choices.

Posting date

If the reverse document cannot be posted to the same period as the original document, enter the posting date and the posting period of the reversing document

O Select the drop down arrow to view a calendar.

Posting period

Effective period of reversal posting

O

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)

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To view the document before reversal click on

To post the reversing document go back to the first screen and post by

pressing the Save button The system generates a reversing document, transposing debit amounts

and credit amounts.

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Reset Cleared Items:

Access the “Reset cleared items” transaction by:

Via Menus Accounting Financial Accounting Accounts Payable Document Reset cleared items

Via Transaction Code FBRA

On the screen “Reset cleared items”, enter in the information from the table below:


Clearing document

Number of the document with which the line item was cleared.

R Enter in the 10-digit systemassigned number. This is the clearing document or the payment number, or offset number.

Make sure that you have the information of what payment or offset is to be reset.

Company code

Four-character identifier of the company code.

R Enter in the company code. Can be set as default parameter.

Fiscal year Defines a period, 12 months as a rule, for which the company is to create its inventory and balance sheet.

R Enter year that the cleared item was posted.

Make sure you enter the current year, otherwise it will affect the G/L reporting and upper management

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Select RESETTING AND REVERSE by double-clicking on the selection box – this will cancel credit refunds and reissue.

Select RESETTING by double-clicking on the selection box – this cancels and reopens documents cleared by payment allocation or other cleared items.

* If the document is involved with another clearing document, the system will generate an error message that the document is not purely a clearing document.

When selecting Resetting and Reverse, on the „Reversal data‟ box, enter the information from the table below:


Reversal reason

Reason for reversing a document.

R Enter the proper reason code based on the process you will perform.

Posting date Date when a document is reversed.

R Enter current date. This has to be today‟s date for auditing purposes.

Posting period

Period which corresponds to the reversal date.

R Enter current posting period. Enter the number of the current month.

(Note: On Above table in column “R/O/C”, “R” = Required, “O” = Optional, “C” = Conditional)

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Bank Guarantees From Vendors:

Transaction Code: ZFI022 Enter the Following Fields • Company Code • Bank Guarantee • Contract • Purchasing Order • Document Date • Posting Date • Bank Name • Bank Branch • Bank Address • Street No • City • Postal Code • Country • Telephone • Engineer • BG No • Vendor Code • Amount/Currency • BG Expiry Date • BG Claim Date • Text

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BG Report ZFI023:


Company Code

Posting Date

Vendor

Document Number

Click on Execute button.

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CHECK MAINTENANCE & ANALYSIS:

CREATION OF CHEQUE LOT

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Via Menus Accounting Financial Accounting Accounts Payable Periodic Processing Payments

Via Transaction Code FCHI

On the “Check Lots” screen, enter information in the fields as specified in the below table:


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Paying Company Code

In this field you find the company code which processes the payment transactions (possibly for other company codes too).

R

Enter company code Ex: 1000

House bank Short key for a house bank R Enter house bank using the pull down menu

Enter either house bank or bank key

Account ID This ID together with the ID for the house bank uniquely defines a bank account.

R Enter account ID using pull down menu

Click on the Change Icon

Click on Create Icon

On the Create Lot window enter the information in the fields as specified in the below

table:

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Field Name Description R/O/ C

User Action and Values Comments

Lot Number Checks are divided into check lots which are separated (physically and logically). Checks which are supplied by a house bank or printer's are divided this way in different printer locations or they are in part for the automatic printing process, in part for a manual filling out. If different lots are to be used in a certain sequence, a subsequent lot is to be specified.

R Enter your lot number

Check Number

Starting check number R Enter the number of the first check in your lot

To Last check number R Enter the number of the last check in your lot

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Click on SAVE ICON

Display Cheque Register:

Transaction Code to access the Cheque Register is ZFI004:

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In the Screen enter the following details:

Paying company Code

House Bank

Account ID

Bank Account Number

Check Number

Payment Date

Click on Execute Button

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You can ebter the Delivery details of the cheque and Remarks If any

Click on SAVE.

Cash Journal FBCJ

Enter the Company Code and Cash journal

Click on enter

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Select the appropriate Business transaction

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Enter the Vendor, Amount and Appropriate Cost Centre.

Foreign Currency Valuation FAGL_FC_VAL:

To valuate open items follow the menu path:

Accounting Financial Accounting Accounts Payable Periodic processing Closing

Valuate FAGL_FC_VAL- Foreign Currency Valuation of open items (New)

2. Update the following required and optional fields:

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Remittance of Challan J1inchln:

Enter the Following Fields in the Screen:

Company Code

Fiscal Year

Business Place/Section Code

Posting Date

Document Number

Section

In Tax Remittance Details tab

Document Date

Posting Date

Bank Account

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Click on Execute Button and Ignore the Warning Message

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Enter the Profit Center and Click on Enter

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Click on Simulate Button to see the Accounting Entries.

Click on SAVE Button

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Bank Challan Update J1inbank:

Enter the Following details in the Screen Company Code Fiscal year Challan Clearing Number: Select the challan number by using Lookup In Bank Challan Tab Enter the following Bank Challan Number Bank Challan Date Bank Key

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Print WCT Certificate: ZFI020

Enter the following details in the screen:

Company Code

Fiscal year

Business place/Section Code

Bank Challan Number

Bank Challan Date

Certificate Date

Signatory

Designation

Place of Printing

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Select the Printer Device Name

Click on Print or Print Preview

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TDS/TCS/WCT/Welfare Cess Report ZFI033:

Enter the Following Details

Company Code

Posting Date

Official With holding tax key

Business Place

Section Code


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WCT Report ZFI018:


Company Code

Posting date Range

Official withholding tax key

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PRINT WCT CERTIFICATE ZFI020:


Company Code

Fiscal year

Business Place/Section Code

Bank Challan Number

Bank Challan Date

Vendor

Certificate Date

Signatory

Designation

Place of Printing

Execute and give the Printer details and Click on Enter

SAP IMPLEMENTATION END USER MANUAL < CIAL_EUM__ PREPARED BY

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