Booking of Vendor bills directly in FI without integration with material management.

Scenarios considered for   Vendor Invoice & Credit Memo (Without PO) Manual Booking

FI Invoice (Credit Memo)  to Vendor against any Expenses incurred by Vendor
FI Invoice (Credit Memo) to Vendor against Freight Paid by the Vendor
FI Invoice (Credit Memo)   to Vendor against Octroi Paid by the Vendor
Debit note Vendor against ESIC/PF & other statutory payment paid by organization on behalf of Vendor
Booking Commission invoice received from vendor
Debit note to Vendor Against Freight Paid by organization on Vendor’s behalf
Debit note to Vendor against Octroi Paid by organization on Vendor’s behalf
Debit note to Vendor against Price difference (Bill Booking)
Debit note to Vendor against any other miscellaneous Expenses payable

Parking of Vendor Invoice (SAP T Code – FV60) and Credit Memo (SAP T Code -  FV65)

Parking refers to the process where the document that is to be posted into the accounting system is held in the pipeline either awaiting corrections or awaiting approval from the respective authority. Parked Vendor Invoice may be completed/ checked and then posted on a subsequent date.
A parked document is numbered in the sequence of posted documents. When documents are parked, financial data is not updated. Parking documents can be evaluated in selected reports.
The document currency, payment terms, baseline date, payment method, payment block, cost center etc. should be entered at the time of parking the document.

Posting of Parked Invoices (SAP T Code – FBV0)

Parked documents will be available for posting either individually or collectively.  A list of parked documents will be available from the system in which the user can selectively choose documents that are to be posted. Corrections may be made before posting the document.  It is also possible to delete a parked document without posting it.
An overview of the financial entry can be observed in the simulation option. This feature would act as the primary step in identifying any input errors before posting a document.

Following Accounting entry will be passed After Posting the Park FI Invoice.

Expense Account   Dr.
 To Vendor Account   Cr. 

Following Accounting entry will be passed After Posting the Park Debit Note

Vendor Account    Dr
 To Expense Account  Cr.

Invoice accounting of Vendors without PO – SAP T Code – FB60

Manual Purchase Invoice will be prepared in finance using T-Code FB60. Here we enter Vendor Code, Amount, Tax Code as Debit & Credit Expense GL Account, Profit/Cost centre. Also we need  to enter the narration of the invoice in the text field.

Following Accounting entry will be passed at the time of Invoice booking.

Expenses Account   Dr.
      To Vendor Account    Cr

Statutory Bill Booking from Liability Account (Balance Sheet Account / Ex Expense payable)

In SAP, we are transferring the Liability from the respective payable account to statutory vendor account using T-code F-51. Following accounting entry will be generated at time of transfer posting.

Expense Payable Account  Dr.  
To Statutory Vendor Account Cr.

Payment to Statutory Authority will be done by using T-Code (F-53/F-58), where following accounting entry will be generated

Statutory Vendor Account Dr.
 To Cheque issued but not Presented / Bank Outgoing Clg A/C Cr. 

Debit Note to Vendor Other than Purchase Return (SAP T Code FB65)

Credit note to vendor without reference to PO will be booked in Finance using T-Code FB65. Here we enter Vendor Code, Amount , Tax Code  as Debit &  Credit  Expense GL Account , Cost /Profit Centre. The narration for this transaction is entered in Text field for future reference. Following Accounting entry will be generated.

Vendor Account Dr.
To Expense Account  Cr. 

List of SAP T Code (to be used)

FB60 Enter Vendor Invoice
FB65 Enter Vendor Credit Memo
FBL1N Vendor Line item display
FV60 Park Vendor Invoice
FV65 Park Vendor Credit Memo
FBV0 Post Parked Invoices
FBV2 Change Parked Invoices
FBV3 Display Parked Invoices
FBV6 Reject Parked Invoices

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