FB60 Enter Vendor Invoice A

BUSINESS PROCESS PROCEDURE
Title: Enter Vendor Invoice

Organization/Area Accounts Payable
File Name: 377870260.doc Release: SAP ECC 6.0
Responsibility: Accounting Status: Complete
TABLE OF CONTENTS
Overview..........................................................................................................................................2
Procedural Steps..............................................................................................................................2
Enter Vendor Invoice FB60..........................................................................................................2
Last changed on: Last changed by: Version: 2.0 Page:

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OVERVIEW
This document describes the process of posting Vendor Invoices. An invoice is received through
external mail or interoffice mail. Invoices keyed in the FB60 transaction will NOT have a
purchase order number. Invoices that reference a DFV Purchase Order number should be paid
on a different transaction code than FB60 and matched to the PO. (purchase order)
Trigger
In this activity, we process Vendor Invoices.
PROCEDURAL STEPS
Enter Vendor Invoice FB60
Access transaction by:

Via Menus Accounting  Financial Accounting  Accounts Payable 
Document Entry  FB60 - Invoice
Via Transaction Code FB60
Follow the above menu path which is also indicated in the following screen shot

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Desk Procedure – check point - Should be SOX compliant:
When inputting AP invoices into SAP AP, there are several procedural steps to follow:
1.Check the invoice for a White/green lettering Sticky Note that has been completed by
the requestor or receiver of the service or goods:
Check the slip for:
1. The invoice number is copied from the vendor’s invoice
2. There is an invoice date that also matches the vendor’s invoice
3. The invoice total is written in implying that the requestor approved the $
amount.
4. There is a description filled (this is used on the invoice text
5. A general ledger account number, should be a six digit number
6. The value in Profit center is COST CENTER Number. - Profit Center is NOT
keyed in, it is defaulted based on other input information
7. The amount to be applied to the GL account and cost center
When the transaction display the first step is to check which Company Code SAP defaulted as a
value

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Note: This is an important step. There are General Ledger accounts that are the same in more
than one company, so it is possible to be in a different company than the one the invoice is for.
Since my default came up as 1001, I need to change the company from 1001 to 1000
To Change the company code number, click on the button Company Code
Field Name Description R/O/C User Action and Values Comments

Company Enter the Company Code R Example: 1000 The company
Code code defaults
from the last
company that
was reported on,
inquired, or
posted to
(Note: On above table, in column “R/O/C”, “R” = Required, “O” = Optional, “C” = Conditional)

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Input Required Fields R/O/D information Note
Vendor Number Required Can use the Look Up function to Find
SGL Indicator Defaults Leave blank

Invoice Date Enter todays date
Reference Enter a value For example Fire Ext Inspection
Posting Date Defaults Do Not Over Ride
Document Type Defaults Do Not Over Ride
Cross –Co Used for Special Cross
Company transactions
Amount Enter the Total amount on
the invoice
Currency Should be USD Do NOT over ride
Calculate Tax Check box is NOT used
Tax Amount and Tax Rate Tax is NOT entered Neither Field should be used
drop down field
Text Enter text Enter Text that helps identify the service or
purchase
(Note: On above table, in column “R/O/C”, “R” = Required, “O” = Optional, “C” = Conditional)

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Step 1. Click on the Look Up button and search for Vendor Code

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Step 2. In the Account or Match code display, use Name, postal code, or another field to search
on,

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Step 3. Continue filling out the fields that require input

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Step 4. Tab to GL Account and continue inputting the information

Field Name Description R/O/C User Action and Values Comments
G/L accts Accounts which is to R Example: To look up a G/L
be posted to, meaning DEBIT ACCOUNT : 600002 account number,
the accounts, that are position the cursor in
Involved in posting. the account number
Both Debit / Credit. field and then click on
the pull down button.
Search by one of the
tabs listed. Once you’ve
entered all of the fields
you would like to
search on, hit the green
check mark.
Short text The G/L account short Value in this field
text Is defaulted from
The G/L Acct -
Master Record
D/C Debit/credit indicator R Example: Click on the arrow next

For Account : 600002 - to the field to display a
Debit list of valid entries
Step 5. Upon completing the Invoice information, click on Simulate and review
**Important to Review Inputs

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At this point you can still make changes to the document, by choosing "BACK" from the
standard tool bar.
Once you are satisfied with the information displayed in the simulated screen, you can POST the
document by Choosing "POST" from the Standard Tool Bar.
Once you " POST " the document, system prompts the message showing "document XXX was
posted in company code 1000"
You can make a note of this document number, if you wish to display this document at a later
date.
Now you can EXIT the Transaction, by choosing EXIT from the Standard Tool Bar.

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After the AP invoices have been keyed into SAP for the day, run a report to check the entered
invoices.
Run report S_ALR_87012083

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FB60 Enter Vendor Invoice A

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BUSINESS PROCESS PROCEDURE

Title: Enter Vendor Invoice

Last changed on: Last changed by: Version: 2.0 Page:

Title: Enter Vendor Invoice

Access transaction by:

Last changed on: Last changed by: Version: 2.0 Page:

Title: Enter Vendor Invoice

Desk Procedure – check point - Should be SOX compliant:

Last changed on: Last changed by: Version: 2.0 Page:

Title: Enter Vendor Invoice

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

Last changed on: Last changed by: Version: 2.0 Page:

Title: Enter Vendor Invoice

Input Required Fields R/O/D information Note

Vendor Number Required Can use the Look Up function to Find

SGL Indicator Defaults Leave blank

Last changed on: Last changed by: Version: 2.0 Page:

Title: Enter Vendor Invoice

Last changed on: Last changed by: Version: 2.0 Page:

Title: Enter Vendor Invoice

Last changed on: Last changed by: Version: 2.0 Page:

Title: Enter Vendor Invoice

Step 3. Continue filling out the fields that require input

Last changed on: Last changed by: Version: 2.0 Page:

Title: Enter Vendor Invoice

Step 4. Tab to GL Account and continue inputting the information

D/C Debit/credit indicator R Example: Click on the arrow next

**Important to Review Inputs

Last changed on: Last changed by: Version: 2.0 Page:

Title: Enter Vendor Invoice

Last changed on: Last changed by: Version: 2.0 Page:

Title: Enter Vendor Invoice

Run report S_ALR_87012083

Last changed on: Last changed by: Version: 2.0 Page:

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