Functional Area: Accounts Payabe / Enter Vendor Credit Memo
Purpose
Use this procedure to credit a vendor’s account.
Trigger
Perform this procedure when the responsible Department or the vendor identifies the need to correct an account and contacts the AP Department so that a credit memorandum (credit memo) can be issued.
Prerequisites
None
Menu Path
Use the following menu path to begin this transaction:
- Select AccountingFinancial AccountingAccounts Payable Document entryCredit memo to go to the Enter Vendor Credit Memo: Company Code UC screen.
FB65
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 FB65 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 /nfb65 in the Command field, then click Enter to refresh the screen and bring in the editing options
- Click to view documents that you put on Hold or Parked.
- Click to update your document type editing options. Change to Document Type ready for Input if your data entry screen does not allow a manual change to the document type.
- Click to review the open invoices or credits on the vendor’s account.
- Click to review vendor master data.
Work Instruction
Functional Area: Accounts Payabe / Enter Vendor Credit Memo
Procedure
1. / Start the transaction using the menu path or transaction code.
Enter Vendor Credit Memo: Company Code UC
2. / As required, complete/review the following fields:
Field / R/O/C / Description
Vendor / Required / Unique number that identifies a vendor
Example:
500001
You cannot use One Time Vendors in this transaction.
Document date / Required / The date the document is created
Example:
10/12/2004
Reference / Optional / Allows for further clarification of an entry by reference to other sources of information, either internal or external to SAP; Any SAP-posted document number can be used as a "reference" when entering a new document
Example:
Credit01
This is typically the ID number on the document that the vendor sends notifying you of the credit.
Document type / Required / Key that identifies to which group of documents this document will be assigned; Documents of the same type contain common information which is relevant to posting and updating of the value fields in the database.
Example:
Vendor credit memo
Amount / Required / Indicates the value of the line item of an accounting document
Example:
10.00
3. / Click the tab.
Enter Vendor Credit Memo: Company Code UC (Details tab)
4. / As required, complete/review the following fields:
Field / R/O/C / Description
Header txt / Required / Description of the header, designed to identify the header
Example:
AP00555666
Enter the bar scan number on the document imaging jacket attached to the document. For those credits that do not require imaging, ‘N/A’ should be entered.
Bus. Area / Required / An organizational unit of financial accounting that represents a separate area of operations or responsibilities within an organization; Financial statements and various internal reporting can be created by business areas
Example:
0001
This is derived for revenue and expense but not for balance sheet accounts; manual input is required for balance sheet accounts.
5. / Click the tab.
Enter Vendor Credit Memo: Company Code UC (Payment tab)
6. / As required, complete/review the following fields:
Field / R/O/C / Description
Pmnt terms / Required / Defines cash discount percentages and payment periods
Example:
0001
Derived by the Vendor Master 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
Only enter data in this field if the payment method defined on the vendor master record should not be used when the payment program is executed.
Pmnt Meth.Sup. / Optional / Payment method supplement is used to indicate the sorting for printed checks; Payment method supplements were defined to mirror the CUFS disbursement groups
Example:
MC
This field will default to Mail Check/Send ACH (MA) however the value can be overridden. Be sure to review the value entered.
Pmnt block / Optional / Manual block key used to block an account for all outgoing payment transactions
Example:
Free for payment
Defaults to ‘Free for Payment’. In order to block this particular invoice from payment, select another payment block reason from the drop-down menu.
Inv.ref. / Conditional / Used to cross reference documents when one document relates to another
Example:
200000000
Credits for One-Time Vendors must reference a specific invoice document number.
7. / Perform one of the following:
If / Then / Go To
The vendor master record is defined with a 1099 tax code / Click the () tab.
This tab is available if the vendor master record is defined with 1099 tax code information. / Step 8
The vendor master is not defined with a 1099 tax code / -- / Step 9
Enter Vendor Credit Memo: Company Code UC (Withholding tax tab)
8. / As required, complete/review the following fields:
Field / R/O/C / Description
W. Tax Code / Required / Withholding tax code; Code used to determine the point at which the tax is posted, method of calculating the tax base amount, and accumulation
Example:
07
The data in this field is derived from the vendor master but can be overridden based on need.
9. / Perform one of the following:
If You Want To / Then / Go To
Enter notes / Click the tab.
Information on this tab is used when it is necessary to entry any notes relevant to the transaction. For example, if the credit memo request was verbally directed to the AP Department, the callers name and contact information would be documented in this field. / Step 10
Enter the line item information / -- / Step 11
Enter Vendor Credit Memo: Company Code UC (Notes tab)
10. / Enter notes in the Item long text box.
11. / Click the tab.
Enter Vendor Credit Memo: Company Code UC (Basic data tab)
12. / 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:
Credit
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:
10.00
Fund / Required / The fund identifies the sponsor and with the application of funds, allows for inception to date reporting and overall budgeting
Example:
D187565
Cost center / Conditional / An area of responsibility for capturing costs
Example:
5142200000
This will only be used for expense accounts or with a Grant.
Functional area / Required / Used to structure a public organization or enterprise according to functional criteria; The functional area is required in Funds Management in order to fulfill legal reporting requirements subdividing an organization into functions; Equivalent to function as defined by NACUBO
Example:
1
This field is validated by the system based on the accounting string.
Grant / Optional / An award to the university as additional resources to support instruction, research, or public service; A type of financial assistance awarded to an organization for the conduct of research or other program as specified in an approved proposal
Example:
1000000
Order / Optional / Sales, production, process, purchase, internal, or work order number that uniquely identifies an object
Example:
400000
WBS element / Conditional / Work Breakdown Structure Element
Example:
DF04AA
This is only required for a PS related billing but conditional with a Grant billing.
Text / Optional / Description field providing additional information for an entry
Example:
Enter any relevant notes related to the transaction.
Assignment / Conditional / Assignment number; SAP 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 / An organizational unit of financial accounting that represents a separate area of operations or responsibilities within an organization; Financial statements and various internal reporting can be created by business areas
Example:
0001
This is derived for revenue and expense but not for balance sheet accounts; manual input is only 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.
13. / Perform one of the following:
If You Want To / Then / Go To
Review the accounting entries prior to posting the document / Click . / Step 14
Suspend the document in SAP without actually posting it / 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 18
Park the document in SAP without actually posting to Accounting / Click .
The system displays the message, “Document XXXX UC was parked.”
Documents that are parked are visible to all users without updating Accounting. / Step 18
Post the document / Click .
The system displays the message, “Document XXXX was posted in company code UC.” / Step 18
Document Overview
14. / Review the displayed information.
/ If the A114 invoice involves payment for asset related purchases, the asset number (created in Asset Accounting master data) must be referenced on the AP invoice. For each general ledger line item listed on the invoice, double-click on the general ledger account number. Click to add the required asset number to the transactions.
15. / Click .
Information
16. / Click .
17. / Return to Step 13.
18. / Click until you return to the SAP Easy Access screen.
19. / You have completed this transaction.
8/8/2017
Ver: / 03_AP_FB65_Ent Vend Cred Memo_0_DirInvEnt_01.udc
© University of Cincinnati / 1/17
Work Instruction
Functional Area: Accounts Payabe / Enter Vendor Credit Memo
Result
You have created and posted a credit memo.
Comments
None
8/8/2017
Ver: / 03_AP_FB65_Ent Vend Cred Memo_0_DirInvEnt_01.udc
© University of Cincinnati / 1/17