Functional Area: Accounts Payable / Create Small Dollar Invoice (FB60)
PurposeSmall Dollar Invoice Processing
Use this procedure to enter a small dollar invoice.
Trigger
Perform this procedure when there is a need to pay a vendor using the small dollar invoice.
Prerequisites
None
Menu Path
Use the following menu path to begin this transaction:
- SAP Easy AccessUser SpecificMenu
- Select Decentral Small Dollar Invoice ProcessorEnter Incoming Invoices
- SAP Easy Access Generic Menu
- Select AccountingFinancial AccountingAccounts PayableDocument entryInvoice
FB60
Helpful Hints
- The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).
- On certain screens you may have to scroll to view some data entry fields.
o Click on the FB60 transaction screen. The following are
recommended settings. Select to the left of them.
o Select “Documents only in local currency”
o Select “No special GL transactions”
o Select “Documents Not Cross-Company Code” so you don’t have to data enter the “UC” company code on each transaction
o Select “No partner business area in head. screen”
o Select “Display Periods”
o “Local Currency” is already defaulted. Leave it this way.
o In the Doc.type option field, use the option pull-down menu and select “Document type ready for input.”
o Select “Document Date Equals Posting Date” so SAP will fill in both dates, normally with today’s date. You can always adjust it if necessary.
o Click to save your user profile, then click .
- Enter /nfb60 in the Command field, then click Enter to refresh the screen and bring in the editing options
- The correct screen variant will automatically be set when KSSmall Dollar Invoice.is entered into the Document Type field. The screen variant will save with your profile after you save your first document.
- If the screen varient isn't automatically reset Select EditScreen VariantSelect Screen VariantZFB50_UC_Variant. Once you select this screen variant and save your first document, the screen variant will save with your profile.
- Click to view documents that you put on Hold or Parked.
- Click to review the open invoices or credits on the vendor’s account.
- Click to review vendor master data.
- Documents that are parked are visible to all users without updating Accounting.
11/13/2017
Ver: Rev 2012-1 / AP_FB60_Cr Small Dol Inv_SmDol.udc
© University of Cincinnati / 1/1
Work Instruction
Functional Area: Accounts Payable / Create Small Dollar Invoice (FB60)
Procedure
1. / Start the transaction using the menu path or transaction code.
Enter Vendor Invoice: Company Code UC
2. / As required, complete/review the following fields:
Field / R/O/C / Description
Vendor / Required /
Example:
OTASMDOIN
For Small Dollar Invoices the user must select Vendor Code OTASMDOIN.
Invoice date / Required / It is the date that is given by the vendor and appears on the invoice
Example:
10/07/2004
In the UC business environment the date the document was input is the date that goes into this field.
Reference / Required / Allows for further clarification of an entry by reference to other sources of information, either internal or external to UC Flex; Any UC Flex-posted document number can be used as a "reference" when entering a new document.
Example:
555666
For Small Dollar Invoices, enter the vendor’s invoice number, if the vendor has sent an invoice. If there is no vendor invoice, enter the data entry personnel’s initials.
It is important to note that where no specific invoice or reference number is entered (data entry personnel’s initials are entered). A warning message may be issued indicating a duplicate invoice is possibly being processed. However, this message is just a warning. Press Enter on the keyboard to bypass the message.
Document type / Required / Document type classifies accounting documents; An accounting documents' document number and required header data entry are controlled by the document type
Example:
KS Small Dollar Invoice
The default document type will be KR. However, this document type must be changed to KS for Small Dollar Invoices.
Amount / Required / Indicates the value of the line item of an accounting document
Example:
50.00
Single One Time Vendor Number is used after keying Amount and depressing enter, the system will prompt the user to enter the one time relevant vendor name and address.
Must be equal to or less than $300.
Text / Optional / Description field providing additional information for an entry
Example:
The University Contract related to this transaction is on file in the Chemistry Department.
3. / Click the tab.
/ For Small Dollar Invoices this screen will appear for you to complete.
Address and Bank Data
4. / As required, complete/review the following fields:
Field / R/O/C / Description
Name / Required / The name of the Vendor
Example:
Mason Cleaning
Street / Required / Street address of vendor/customer
Example:
123 Main
City / Required / City where company is located
Example:
Mason
Postal Code / Required / A zip code
Example:
45123
Region / Required / In the U.S., state in which the vendor or customer resides
Example:
OH
5. / Click to accept the vendor information.
Enter Vendor Invoice: Company Code UC (Details tab)
6. / As required, complete/review the following fields:
Field / R/O/C / Description
G/L / Required / Collection of balance sheet and profit and loss statement accounts for a company code
Example:
Nothing the field will default
SAP will default this account based on the vendor account used in the transaction.
Assign. / Optional / Free form field
Example:
Fill in information as needed
Leave blank
Header txt / Required / Description of the header, designed to identify the header
Example:
AP00555666
Enter the bar scan number off of the document imaging jacket attached to the direct invoice. For those invoices that do not require imaging, (for example Housing, Parking and Small Dollar Invoices), “N/A” should be entered.
Bus. Area / Required / Campus to which the cost center is assigned; Uptown (U), Clermont (C), Raymond Walters (R)
Example:
0001
This is derived for revenue and expense but not for balance sheet accounts; manual input is required for balance sheet accounts.
7. / Click the tab.
Enter Vendor Invoice: Company Code UC (Payment tab)
8. / As required, complete/review the following fields:
Field / R/O/C / Description
BaselineDt / Required / Date to which the periods for the cash discount deadline and the due date for net payment refer
Example:
10/07/2004 (Derived by SAP)
Do not enter – this field defaults this based on the payment term used.
Pmnt terms / Required / Defines cash discount percentages and payment periods
Example:
0001
This defaults from the Vendor Account used, but can be overridden based on circumstances.
Pmt Method / Conditional / Code identifying the method by which the customer will pay for the order, using the automatic payment transactions
Example:
C
The payment method defined on the vendor master record will be used when the payment program is executed.
9. / Click thetab.
/ Information on this tab is used when it is necessary to enter any notes relevant to the transaction.
Enter Vendor Invoice: Company Code UC (Notes tab)
10. / Enter the note information in the note box.
11. / As required, complete/review the following fields:
Field / R/O/C / Description
G/L acct / Required / Code identifying the account in the general ledger where this item will post; from a collection of balance sheet and profit and loss statement accounts; includes Assets (1), Liabilities (2), Fund Balance Accounts (3), Revenue Sources (4), Expense Accounts (5), GAAP Only Accounts (7), Transfer Accounts (8), and CO Secondary Postings (9
Example:
530201
D/C / Required / Debit/Credit
Example:
D
Defaults to a D (debit) but can be overridden to a C (credit) if a credit line is needed to be processed on the invoice transaction.
Amount in doc.curr. / Required / Line item amount in document currency
Example:
50.00
Fund / Required / A fund is a separate & distinct fiscal/accounting object containing a complete self-balancing set of accounts used to segregate cash and other financial resources, together with associated liabilities, residual equities, and related changes. Amounts are separated by fund so that certain activities can be performed or objectives achieved in accordance with special regulations, restrictions, or limitations. Funds are classified into fund types, which have distinctive accounting and reporting requirements
Example:
D187565
Cost center / Conditional / Organizational unit for capturing costs
Example:
5142200000
Enter data in this field for expense account or for a Grant.
Functional area / Required / Organizational unit in accounting that classifies the expenses of an organization by functions; i.e. Instruction (0), Research (1), Public Service (2), Academic Support (3), Student Services (4), Institutional Support (5), Operation and Maintenance (6), Scholarship and Fellowship (7), Auxiliaries (8), Hospital (9), None (X)
Example:
1
This field is validated by the system based on the accounting string.
Grant / Optional / Award to the university as additional resources normally to support instruction, research, public service and scholarship with specified guidelines for spending and reporting; At UC the term Grant includes Grants, Contracts, Cooperative Agreements and Sub-Awards.
Example:
1000000
Order / Optional / Cost Collector; Can vary from simple activities to complex projects and can cross an organization's fiscal years, funding sources, and organizational units
Example:
400000
WBS element / Conditional / Work Breakdown Structure Element
Example:
DF04AA
This field is required for a PS related billing but conditional with a Grant billing.
Text / Required / Description field providing additional information for an entry
Example:
Short Information
If you want the Vendors Name and/or the description of the transaction to display on reports, enter the Vendor’s Name and a brief description of the purpose of the transaction.
Earmarked funds / Conditional / Funds that are used to reserve portions of a budget for expected outgoings or incomings
Example:
200000004
If this field is used, all accounting fields are subsequently left blank. However, it is necessary to enter the GL account assigned to the Funds Reservation document. The user can leave this GL field blank and then click on the error - the error message will indicate the GL error. The GL account may also be obtained off of the Travel Expense Report A113 or by looking up the Funds Reservation in Public Sector Management on the SAP menu.
Earmarked funds: Document item / Conditional / Document line item number of earmark funds used to reserve a budget for expected outgoings or incomings
Example:
001
Only used if earmarked funds are used.
Set to ‘Done’ / Conditional / Indicator used to specify that an earmark funds document is complete
Example:
Select this field if the earmarked funds should be liquidated in full.
Assignment / Conditional / Assignment number; UC Flex displays account line items according to the content of this field.
Example:
1099 Tax Code-07
For those vendors that are defined with 1099 Tax code information on their vendor master records, this field (on each general ledger line item) will automatically be populated with their 1099 tax code description (see example below). If the line item expense is not 1099 relevant, remove the 1099 tax code description completely.
Business area / Conditional / Campus to which the cost center is assigned; Uptown (U), Clermont (C), Raymond Walters (R)
Example:
0001
This is derived for revenue and expense but not for balance sheet accounts; manual input is required for balance sheet accounts.
Long txt / Optional / A text field providing supplemental space for text entries
Example:
Enter any relevant notes related to the transaction line item.
12. / Perform one of the following:
If You Want To / Then / Go To
Review the accounting entries prior to posting the document to Accounting / Click . / Step 13
Suspend the document in SAP without actually posting to Accounting / Click .
Documents that are held in the system are not visible to all users. Only the person who held the document can see the suspended information. This is not recommended because it can lead to duplicate data entry. / Step 17
Suspend the document in SAP without actually posting to Accounting / Click .
The system displays the message, “Document XXXX UC was parked.” / Step 20
Post the document / Click . / Step 20
Document Overview
13. / Review the displayed information.
14. / Click.
Information
15. / Click.
16. / Return to Step 12.
17. / Click.
Exit Editing
18. / Click to return to the SAP Easy Access screen.
19. / Go to Step 21.
Enter Vendor Invoice: Company Code UC (2)
20. / Click until you return to the SAP Easy Access screen.
/ The system displays the message, "Document XXXX was posted in company code UC.”
21. / You have completed this transaction.
11/13/2017
Ver: Rev 2012-1 / AP_FB60_Cr Small Dol Inv_SmDol.udc
© University of Cincinnati / 1/18
Work Instruction
Functional Area: Accounts Payable / Create Small Dollar Invoice (FB60)
Result
You have created and posted a small dollar invoice.
Comments
It is important to note that posting this document created FI related documents (AP invoice) and integration related documents in Funds Management (FM), Controlling (CO), etc.
11/13/2017
Ver: Rev 2012-1 / AP_FB60_Cr Small Dol Inv_SmDol.udc
© University of Cincinnati / 1/18