Posting Incoming Invoices Without Invoice Verification

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Table of content

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Table of content
1 Posting Incoming Invoices Without Invoice Verification
1.1 Additional Process Information
1.2 Data Used During This Process
1.3 Displaying the Current G/L Balances (Payables)
1.4 Entering Standard FI Invoices
1.5 Fast Entry of Incoming Invoices
1.6 Displaying Invoices, Changing Payment Terms, and Displaying Chan
1.7 Displaying Vendor Balances, Line Items, and Documents
1.8 Displaying G/L Balances (Payables)
1.9 Displaying G/L Items (Expenses)
1.10 Displaying the Effects of Vendor Items on Cost Center Accounting

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1 Posting Incoming Invoices Without Invoice Verification

Purpose
In this scenario, we demonstrate both standard and fast entry of simple vendor invoices that have no PO relationships, together with the offsetting entry to a cost
center. At the end of the posting procedure, you see how the invoices automatically update the general ledger, accounts payable and cost center accounting.

The integration demonstrated in this process, is not exclusive to Financial Accounting (FI). You would achieve the same level of integration if your
invoice was posted via Materials Management (MM).
For more information about this process, see
.

Process Flow
You can find the data for this process under
.
1.
Displaying the Current G/L Balances (Payables)
Entering Standard FI Invoices
Fast Entry of Incoming Invoices
Displaying Invoices, Changing Payment Terms, and Displaying Change Documents
Displaying Vendor Balances, Line Items, and Documents
Displaying G/L Balances (Payables)
Displaying G/L Items (Expenses)
Displaying the Effects of Vendor Items on Cost Center Accounting

1.1 Additional Process Information

You use standard entry to enter different vendor invoices. If, however, you need to enter multiple invoices from the same vendor, you can use fast entry. if you use
fast entry, you enter header data, such as company code, document type, currency or the document date once each day.

1.2 Data Used During This Process

Field

Europe

North America

Description

Expense account

476900

476900

Other costs

G/L account

160000

160000

Vendors - domestic liabilities

Company code

1000

3000

Currency

EUR

USD

Local currency

Tax code

VN

I1

Taxable

Document type

KR

KR

Vendor invoice

Document date

Today's date - 2

Today's date - 2

Vendor invoice date

Posting data

Date

Date

Vendor

1910

3910

Cost center

1000

1000

Controlling area

1000

2000

Cost center value

1000

1000

1.3 Displaying the Current G/L Balances (Payables)

Use
Before entering the vendor invoices, you first display the balances of the G/L reconciliation accounts for the vendors. After you have posted the invoices, you will
display the same account again and verify the automatic update of the General Ledger.

Procedure
Call up the transaction as follows:
Menu Path

Accounting
Financial Accounting General Ledger Account Display Balances

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Transaction Code

FS10N

Enter the following data:

Field

Europe

North America

G/L account

160000

160000

Company code

1000

3000

Fiscal year

Current year

Current year

Business area

Empty

Empty

Choose
.
Check the balance of the input month. Make a note of the balance for the current period.
Choose

until the overview tree appears.

1.4 Entering Standard FI Invoices

Call up the transaction as follows:
Menu Path

Accounting
Financial Accounting Accounts Payable Document Entry Other
Invoice - General

Transaction Code

F-43

The top half of the screen contains the document header. All data entered here is relevant to the entire document. In the lower part of the screen, you enter the
document items.
Enter the following data:
Field

Europe

North America

Document date

Todays date -2 days

Todays date -2 days

Document type

KR

KR

Company code

1000

3000

Posting date

Todays date

Todays date

Currency/rate

EUR

USD

Reference

Invoice number of the vendor (any number)

Invoice number of the vendor (any number)

PstKy (first line item)

31

31

Account

1910

3910

Field

Europe

North America

Amount

User-defined

User-defined

Calculate tax

Select

Select

Tax code

VN

I1

Payment terms

ZB01

ZB01

PstKy (second line item)

40

40

Account

476900

476900

Field

Europe

North America

Amount

Cost center

1000

1000

Text

User-defined

User-defined

Choose
.
Enter the following data:

Choose
.
Enter the following data:

Choose

The invoice is posted. The system confirms that the document has been posted.
Make a note of the document number.
Choose
.
In the Exit Processing dialog box, choose Yes.

1.5 Fast Entry of Incoming Invoices

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Use
You now use the fast entry function in accounts payable to enter a vendor invoice. You receive the same results if you post your invoice using invoice verification.

Procedure
Call up the transaction as follows:
Menu Path

Accounting
Financial Accounting Accounts Payable Document Entry Other
Invoice/Credit Memo Fast Entry

Transaction Code

FB10

The Invoice/Credit Fast Entry: Header Data screen appears only once each day. If you process the same transaction again during the same day, the screen is
skipped and the input parameters are copied over automatically. To change the initial parameters, you would choose

Enter the following data:

Field

Europe

North America

Company code

1000

3000

Posting date

Todays date

Todays date

Document type

KR

KR

Currency

EUR

USD

Document date

Todays date -2

Todays date -2

Field

Europe

North America

Reference

Invoice number of the vendor

Invoice number of the vendor

Account

1910

3910

Amount

116 (gross invoice amount, including value added

tax)

106 (gross invoice amount, including sales tax)

Tax amount

16 (amount according to invoice)

Account

476900

476900

Amount

100 (net invoice amount)

100 (net invoice amount)

Tx

VN

I1

Cost ctr

1000

1000

Choose Enter invoice/credit memo.

Enter the following data:

Offsetting items

If you want to post multiple lines as offsetting entries and it is only the cost center that changes, just enter the amount and cost center. The system defaults the
remaining information automatically.
If you need more lines as offsetting entries, choose
Choose

Choose

, then choose G/L item fast entry . To enter more lines, choose G/L item fast entry.

The system displays the document number.

Make a note of the document number.
Choose

until the overview tree appears.

1.6 Displaying Invoices, Changing Payment Terms, and

Displaying Change Documents
Use
You now display the invoice you created in the previous process step. You then change the payment terms and display the document again with the change
history. The change history shows you what changes have been made, by whom and when the changes were made.

In this process step, you call up the invoices individually. You need to repeat this procedure for each document.

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Procedure
Call up the transaction as follows:
Menu Path

Accounting
Financial Accounting Accounts Payable Document Display

Transaction Code

FB03

Enter the following data:

Field

Europe

North America

Document number

Enter one of the document numbers you noted

previously

Enter one of the document numbers you noted

previously

Company code

1000

3000

Fiscal year

Current year

Current year

Choose

Choose

In the dialog box, you see information about the user who posted the document, when it was posted, and which transaction was used.
Choose
.
Double click on the vendor line item.
You are currently in the display mode. To change the payment terms you must switch to the change mode.
Choose
.
Enter the following data:
Field

Data

Payt terms

Empty

Days/percent

You have now changed the payment terms so that the invoice is due in 5 days.
Choose

The R/3 System warns you that the payment terms have been changed.
Choose

Choose

Choose

On the Display Document: Initial Screen choose

Choose Environment
Document changes .

The system displays a list of all fields in which changes have been made. Note that your changes to the Payment terms field have triggered changes in

various other fields.

Double click on the Payment terms line.
You now see the old and new value of the field.
Double-click on the line once more to call up information about the user who made the changes and the time of the change.

Repeat this procedure to change the payment terms for the other document.
Choose

until the overview tree appears.

1.7 Displaying Vendor Balances, Line Items, and Documents

Use
You now display the vendors account and the monthly balances. You can then drill down to the line items that make up the balances and search for the document
you posted earlier.

Procedure
Call up the transaction as follows:
Menu Path

Accounting
Financial Accounting Accounts Payable Account Display Balances

Transaction Code

FK10N

Enter the following data:

Field

Europe

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North America

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Vendor

1910

3910

Company code

1000

3000

Fiscal year

Current year

Current year

Choose
.
Double-click on the entry in the Balance column for the current period.
You now see all of the items for this period. The line item status informs you whether the items are open or cleared.
Choose

Select Reference , then choose

You have now included Reference in the field criteria.

Choose

In the Reference field, enter the reference number for your vendor, then choose
Position your cursor on the selected line item.
To display the posted document, choose

On the Display Document: Item 001 screen, choose

To display the reference number in the document header data, choose

If you wish to display the other document, return to the Vendor Line Item Display screen, then repeat steps 6 to 10.
Choose

until the overview tree appears.

1.8 Displaying G/L Balances (Payables)

Use
You now check whether the general ledger has been updated simultaneously with accounts payable.

Procedure
Call up the transaction as follows:
Menu Path

Accounting
Financial Accounting General Ledger Account Display Balances

Transaction Code

FS10N

Enter the following data:

Field

Europe

North America

G/L account

160000

160000

Company code

1000

3000

Fiscal year

Current year

Current year

Business area

Choose

Check the balance of the input month. Compare the amounts before and after the invoice entry.

You are not able to drill down to the source documents for this account. This general ledger master record has been configured not to record individual line items,
because the line items can be seen in the individual vendor accounts.
Choose

until the overview tree appears.

1.9 Displaying G/L Items (Expenses)

Use
You now display the general ledger line items for your expense account directly, without drilling down through the monthly balances. If desired, you can still
display the monthly balances first as described in the previous process step Displaying G/L (Payables) Balances .

Procedure
Call up the transaction as follows:

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Menu Path

Accounting
Financial Accounting General Ledger Account Display/Change Line
Items

Transaction Code

FBL3N

Enter the following data:

Field

Europe

North America

G/L account

476900

476900

Company code

1000

3000

Open items

Select

Select

Posting date

Empty

Empty

Layout

/KOSTELLE

/KOSTELLE

Choose

Choose

In the line item display, you can scroll down to see the line items for each cost center.
Select the Amount in local currency column, then choose

The system displays the totals by period. Scroll down to see the invoice you posted to cost center 1000 in the current period.
Choose Settings
Summation levels Define breakdown.
In the dialog box, choose Level 3 (cost centers) .
You now see the overall total for each cost center.
Choose

until the overview tree appears.

1.10 Displaying the Effects of Vendor Items on Cost Center

Accounting
Use
All of the earlier process steps assumed that you were working in the accounts payable department. You now see what the cost center manager sees when an
invoice is posted to their cost center. You execute a cost center report, and drill down to the source documents in accounts payable.

Procedure
Call up the transaction as follows:
Menu Path

Accounting
Controlling Cost Center Accounting Information System Reports for Cost
Center Accounting Plan/Actual Comparisons Cost Centers:
Actual/Plan/Variance

Transaction Code

S_ALR_87013611, KSB1

Enter the following data:

Field

Europe

North America

Controlling area

1000

2000

Fiscal year

Current year

Current year

From period

001

001

To period

012

012

Plan version

Or value(s)

1000

1000

Choose

The system issues a cost center report with a total for each posted cost element.
Double-click on cost element 476900 (Miscellaneous costs).
In the dialog box, you see a list of all reports in which you can execute a drilldown.
Double-click on Cost Centers: Actual Line Items .
You now see a list of CO line items for cost center 1000.
Choose Settings
Layout Select.
The Choose Layout dialog box appears.
Choose the Primary Cost Posting variant.

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Double-click on one of your posted documents.

Choose

until the overview tree appears.

In the Display Actual Line Items for Cost Centers dialog box, choose Yes .
In the Exit Report dialog box, choose Yes .
If you are asked whether to save an extract, choose No .

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