SAP G/L Account and Vendor Master data Overview
for SAP Technical
A Facilitation Guide
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TABLE OF CONTENTS
1 .Creation of G/L Account
1.1
Description
1.2 Requirement
1.3 Instruction
2 . Vendor Master Data
2.1 Description
2.2 Requirement
2.3 Instruction
3 Change Vendor Master data
3.1 Description
3.2 Requirement
3.3 Instruction
4 Display Vendor Master Data
4.1 Description
4.2 Instruction
5 Automatic Payment
5.1 Description
5.2 Requirement
5.3 Instruction
6. Manual bank reconciliation
4.1 Description
4.2 Instruction
7. Down Payment
7.1 Description
7.2 Instruction
8. Down Payment made
8.1 Description
8.2 Instruction
9. Down Payment Clear
9.1 Description
9.2 Instruction
10. Invoice Verification with MM
10.1 Description
10.2 Instruction
11 . Invoice Posting without MM
11.1 Description
11.2 Instruction
12 Bill of Exchange Payments
12.1 Description
12.2 Instruction
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1 CREATION OF G/L ACCOUNTS
Task Description
Menu path
Transaction code:
Creation Of G/L account
SPROFinancial Accounting General ledger accounting G/L
accounts Master Records G/L Accounts Creation and Processing
/Edit G/L Account Centrally
FS00
1 .1 Description
G/L accounts are created in the R/3 System in the form of G/L account master data. The G/L account master data is
made up of a chart of accounts area and an area specific to the company code.
You can use the chart of accounts for one or more company codes. It contains information that applies to master
records in the company codes using the chart of accounts. The area specific to the company code contains
information that can be different for each company code.
The account number and name are predefined, for example, in the chart of accounts, while the currency in which the
account is managed is specified in the company code-dependent area.
Information in the chart of accounts controls how you create a master record in company codes. This means that you
must first create the master record in the chart of accounts before you can create it in the company code.
A G/L account has transaction figures that record changes to the account during a posting period. These figures are
totals that are used for G/L reporting.
1.2 Requirement to create G/L master data
You can create a master record in two ways:
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Create the chart of accounts area first and then, in a second step, create the area specific to the company
code.
Create a master record centrally in the chart of accounts and the company code in one step.
You should, however, create G/L accounts in two steps if you want to predefine values for creating the area specific to
the company code from the head office.
1.3 Instruction:
In this activity, you can edit the master record of a G/L account centrally in both the chart of accounts and company
code specific areas.
You can process G/L account master records as follows:
Edit
Change
Create
Screen fields data entry instruction
Field name
G/L account No.
Company code
R/O
R
R
User action and allowed values
You may enter no. of G/L account
Enter company code where u want to create G/L account
Short and Long Text
Give Account name
A/C group name
Enter A/c group name which already made in A/c Group
Trading Group
You can enter when you are making G/L account as
corporate level not individual
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Field name
A/C Currency
R/O
R
User action and allowed values
In which Currency do you want to transaction for particular
Account
Balance in local Currency
balances are updated only in local currency when you post
items to this account.
Tax category
you want to use the account for tax-relevant postings
Open Item Management
Items posted to accounts managed on an open item basis are
marked as open or cleared
Line Item Management
To be able to display line items from more than one account,
the accounts must be managed on an open item basis
Sort Key
Indicates the layout rule for the allocation field in the
document line item .
Field status group
Determines the screen layout for document entry.
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view next screen
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view next screen
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now click on save button
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2 VENDOR MASTER DATA
Use this transaction code to create vendor master data
Task Description
Menu path
Transaction code:
Automatic Payment
AccountingFinancial Accounting Accounts Payable Master
records create
Xk01
2.1 Description
Data in vendor master records controls how transaction data is posted and processed for a vendor. The
vendor master record also contains all the data you require to do business with your vendors.
The master record is used not only in Accounting but also in Materials Management. By storing vendor
master data centrally and sharing it throughout your organization, you only need to enter it once. You can
prevent inconsistencies in master data by maintaining it centrally. If one of your vendors changes their
address, you only have to enter this change once, and your accounting and purchasing departments will
always have up-to-date information.
2.2 Requirement to create Vendor master data
Vendors name, address, language, and phone numbers
Tax numbers
Bank details
Account control data like the number of the G/L reconciliation account for the vendor account
Payment methods and terms of payment set up with the vendor
Purchasing data
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2.3 Instruction :
1. Create vendor master data in two ways
a. company code level
b. client level
2.when you post items to the account. For example, the terms of payment you specify in the master
record are defaulted for document entry.4
3.For processing business transactions For instance, bank details and the payment methods (check or
bank transfer, for example) are required for automatic payments
Screen fields data entry instruction
Field name
Vendor No.
Company code
Account Group
R/O
R
User action and allowed values
You may enter vendor No.
For which company code you want to create vendor
You may enter A/c group
View screen:
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View next screen:
Field name
Title name
Name
Country name
R/O
R
User action and allowed values
You may enter vendor Title
Vendor name
Country name of vendor
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Field name
Costume
Trading partner
Field name
Reconciliation A/c
Cash management
group
R/O
O
O
R/O
R
R
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User action and allowed values
If vendor is costumer
If vendor is trading partner
User action and allowed values
Enter reconciliation a/c
Enter cash management group
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view next screen
Define payment term and payment method
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Define dunning in next screen
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now save on click button
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3 Change Vendor Master data
Task Description
Menu path
Transaction code:
Change vendor master data
AccountingFinancial Accounting Accounts Payable Master
records change master data
Xk02
3.1 Description
If you are going to change exist settings of vendor master data
3.2 Required
You enter vendor no. and company code
Check box which you want to change
3.3 Instruction
View screen
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4 Display Vendor Master data
Task Description
Menu path
Transaction
code:
Display vendor master data
AccountingFinancial Accounting Accounts Payable
Master records display master data
Xk03
4.1 Description
You can display vendor master data .
4.2 Instruction
Give company code ,a/c group and No. of vendor
View screen
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5 Automatic Payment
Use this transaction for making automatic payment & clearing of Vendor Open
Items as well as generation of Cheque
Task Description
Menu path
Transaction code:
Automatic Payment
AccountingFinancial Accounting Accounts Payable Periodic
Processing Payments
F110
5.1Description
You can use the payment program, you need to define:
House banks and the accounts at your banks
The required payment methods
The necessary payment forms
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.
5.2Requirement of Payment program configuration:
What is to be paid. To do this, you specify rules according to which the open items are
selected and grouped for payment.
When payment is carried out. The due date of the open items determines when payment is
carried out. However, you can specify the payment deadline in more detail via configuration.
To whom the payment is made. You specify the payee.
How the payment is made. You determine rules that are used to select a payment method.
From where the payment is made. You determine rules that are used to select a bank and a
bank account for the payment.
5. Instructions
1. In the initial screen, enter the values in the following fields:
Screen fields data entry instruction:
Field name
Run date
Identification
R/O
R
R
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User action and allowed values
You may enter Current Date
Enter some unique identification name viz Initials of your
name
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PIL
dd.mm.yyyy
Then Click the parameter tab.
2. In the next screen enter the following data only.
Field name
R/O
Posting Date
Docs entered up to
R
R
.Company Code
Payment method
Next payment run date
.Vendor No/(s)
R
R
R
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User action and allowed values
By default date entered in the first screen will appear.
You can change & put any past date, current date or
future date
By default date entered in the first screen will appear.
You can change & put any past date or current date
Enter the company code to which the programme
belongs
You can enter the payment method viz C for Check ,T for
Bank Transfer
Enter the date on which the next payment programme is
expected to run
You may enter single vendor no or a range by putting in
vendor no. in both from & to field
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Your CoCd
C for check
Vendor No / (s)
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Then Click the Additional Log tab.
2.In the next screen enter the following data only.
Field name
R/O
Due Date check
Payment Method
selection in all cases
Click the check box
.Line item of the
User action and allowed values
Click the check box
Click the check box
payment documents
Vendor No/(s)
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You may enter single vendor no or a range by putting in
vendor no. in both from & to field
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Please tick these
ckeck boxes
Enter the Vendor No /(S) as
entered in the last screen
Then click the Printout/Data Medium Tab
3.In the next screen enter the following data only.
Field name
R/O
Variant Name for the
R
Programme RFFOUS_C
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User action and allowed values
The variant name is House Bank Account ID
Specific, required for printout of check in desired
format.
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Please enter the
variant name here
for printout of
check, which is
bank specific
By clicking on the
button or pressing
F4 you may see a
dropdown list of
variants & select
Save your entry
A message will appear at the bottom that the Programme Run has been saved with name
specified.
Go to the Status Tab
Press the Schedule Proposal Button [ Second from the left, just on top of the main screen ]
In the pop-up screen appearing next tick the check-box for Start immediately &
Create Payment Medium and Enter.
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On clicking the
schedule proposal
button you will see a
message Proposal is
running. After this
click the status button
to refresh.
Once you see the message appears that Proposal has been created, you will find new
buttons coming up on top the screen. Click the Display Proposal Log button [ Rightmost
button on top of the main screen ]
Once you see that the log is OK click the Schedule Payment Run button. [ Second from
the left, just on top of the main screen ]
In the pop-up screen appearing next tick the check-box for Start immediately &
Create Payment Medium and Enter.
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On clicking the
schedule payment
run button you will
see a message
Payment Run is
running. After this
click the status
button to refresh.
Once you see the message appears that Posting Orders Generated #, Completed #, you will
find new buttons coming up on top the screen. Click the Display Payment Run Log button
[ Rightmost button on top of the main screen ]
Once you see that the log is OK, go to Systems> Own Spool Request.
Click the latest Spool No generated for Check/ Payment Summary by your user ID to view
the Check/ Payment Summary to be dispatched to the vendor.
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6 Manual Bank Reconciliation
Payments to foreign vendors are made through bills of exchange.
Task Description
Menu path
Transaction code:
Bank Statement Manual Entry
AccountingFinancial AccountingBanksIncomingsBank
statementManual Entry
FF67
6.1 Description
Use this transaction for Bank statement for reconciliation.
With this function, you can manually enter bank account statements you receive.
Statement entry is usually a two-step process:
First, you enter the account line items in the system. Various tools are available to help you with
this. You can vary the row format for entering individual transactions.
In addition, the system supports individual account determination and checks data consistency.
The second step is to post the line items you have entered.
The account assignment variant can be changed at any time during processing. You can also enter more
than one value in an account assignment field. The system highlights account assignment fields for which
you do this.
When you enter your data, payment advices created in Cash Management using memo record entry can
be automatically transferred to the bank statement.
There are various selection criteria for doing this. For example, you can select all payment advices
entered within a certain planning period or on a specific statement date.
When you process the data, you can delete from the entry screen any memo records that do not match
the bank account statement.
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6.2 Instructions
Fill in the data as specified below
Screen Field data entry instruction
Field name
Start Variant
Processing type
R/O
R
R
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User action and allowed values
Enter the variant for Bank statement entry
Enter the processing type
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View Screen:
In the next and subsequent screens enter the following data only.
Field name
Bank Key
Bank Account
R/O
R
R
User action and allowed values
Enter the Bank Key
Enter the Main Bank Account Number
Currency
Enter the currency
Statement Number
Enter the statement Number
Statement date
Enter the date of Statement
Posting date
Enter the date of Posting
Opening Balance
Enter the opening balance of Bank statement
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Field name
Closing Balance
R/O
R
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User action and allowed values
Enter the closing balance of Bank statement
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View Screen:
In the next and subsequent screens enter the following data only.
Field name
Transaction
Value date
R/O
R
R
User action and allowed values
Enter the type of transaction e.g. CBCI- Check issued
Enter the date of which amount has been paid
Amount
Enter the amount of Check
Make all the entry of transaction in Bank statement
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View Screen:
Go to SM 35 and check the batch input and process the input
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7 Down Payment Request
Task Description
Menu path
Transaction code:
Down Payment Request
AccountingFinancial AccountingAccounts PayableDocument
EntryDown PaymentRequest
F-47
7.1 Description
When you receive/deliver the corresponding goods or services, the down payment may no longer be
shown as such in the balance sheet.
It must be treated as a payment. The receivables or payables are reduced/increased accordingly.
So that you can check whether you have a down payment to clear when you enter an invoice, the system
issues a message if there are any down payments in the customer or vendor account that have not yet
been cleared with an invoice. You then decide whether you need to clear the down payment with an
invoice. The actual message depends on your system configuration.
You can process down payments as follows:
Directly - that is, without first making a transfer posting to the payables or receivables account
Indirectly - that is, after making a transfer posting from the down payments made account to the
payables account.
These methods are both possible whether the invoice is paid manually or automatically.
When configuring your system, you specify whether down payment items are included in the payment
program
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Use this transaction for creation of a down payment request for a vendor
7.2 Instructions
Fill in the data as specified below
Screen Field data entry instruction
Field name
Document Date
Account
R/O
R
R
User action and allowed values
Enter the date on which document is being entered
Enter the vendor account number
Trg. Special G/L Indicator
Company Code
From the drop down, select the type for which the down
payment request is being made.
Enter the company code to which the order belongs
Currency Code
Enter the currency of down payment request
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View Screen:
In the next and subsequent screens enter the following data only.
Field name
Amount
Due On
R/O
R
R
User action and allowed values
Enter the amount of down payment requested by the vendor
Enter date on which the down payment is to be made
Pmt Method
Text
You can enter the mode of down payment, i.e. cheque/bank
transfer
Enter narration if required.
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View Screen:
Save the Document
A document will be created with the corresponding request as a noted item.
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8 Make Down Payments
Task Description
Menu path
Transaction code:
Down Payment
AccountingFinancial AccountingAccounts PayableDocument
EntryDown PaymentDown Payment
F-48
8.1 Description
Use this transaction for making down payments.
8.2 Instructions
Screen fields data entry instruction
Field name
Document Date
Account
Special G/L Indicator
Bank Account
Value Date
R/O
R
R
R
R
O
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User action and allowed values
The date on which the document has been entered
The account number of the vendor
The type of down payment that is to be made (Drop Down)
The Bank account G/L from which the payment is to be
made
The date on which the payment mode (Check etc) will be
cleared by the bank.
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View screen:
Click on Requests. Select one or more items from the existing requests.
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View Screen
Click on Create down payment.
Save the Document
A document will be created with the corresponding down payment.
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9 Clear Down Payment
Upon receipt of the invoice, the down payment will be cleared against the invoice.
Task Description
Menu path
Transaction code:
Clear Down Payment
AccountingFinancial AccountingAccounts PayableDocument
EntryDown PaymentClearing
F-54
9.1 Description
Use this transaction for making down payments. The down payment posting through internal
transfer-posting with clearing results in clearing of not only the down payment account but also the vendor
account
9.2 Instructions
Screen fields data entry instruction
Field name
Document Date
Account
Relevant Invoice
R/O
R
R
O
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User action and allowed values
The date on which the document has been entered
The account number of the vendor
The Invoice against which the down payment is to be
cleared.
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View Screen
Click on Process Down Payments. From the screen, choose the down payment to be cleared
for this vendor against the invoice mentioned.
Save the Document
A document will be created for the cleared invoice.
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10 Enter Invoice
Task Description
Menu path
Transaction code:
Enter Invoice
LogisticsLogistics ExecutionTransportationShipment Cost
Freight Invoice Check Logistic Invoice VerificationDocument
EntryMIRO-Enter Invoice
MIRO
10.1 Description
Use this transaction for Invoice verification against PO
10.2 Instructions
Fill in the data as specified below
Screen Field data entry instruction
Field name
Invoice Date
Posting Date
Amount
R/O
R
R
R
User action and allowed values
Enter the date on which Invoice is being entered
Enter the date on which Posting has to be done
Amount
Calculate tax
Check box
Purchase Order
Enter the Purchase order no
Tax code
Enter the tax code
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View Screen:
In the next and subsequent screens enter the following data only.
Field name
Base Line date
R/O
R
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User action and allowed values
Enter the Base line date for payment
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View Screen:
Save the Document
A document will be created with the corresponding request as a noted item.
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11 Enter Vendor Invoice (In FI)
Enter Vendor Invoice (In FI)
Task Description
Menu path
Transaction code:
AccountingFinancial AccountingAccounts PayableDocument
EntryVendor Invoice (FB60)
FB60
11.1 Description
Use this transaction for making Posting Invoice without MM.
11.2 Instructions
Screen fields data entry instruction
Field name
Vendor
Invoice Date
Posting Date
Amount
G/L Account
Amount in local currency
Tax code
Cost Centre
R/O
R
R
R
R
R
R
R
R
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User action and allowed values
Enter the Vendor code
The date on which the Invoice has been entered
The date on which the posting has been done
Amount of Invoice
G/L account no in which entry has to be done
Amount of G/L account
Tax code has to be assign
Cost centre has to be given
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View screen:
Save the Document
A document will be created with the corresponding down payment.
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12 Bill of Exchange Payments
Payments to foreign vendors are made through bills of exchange.
Task Description
Menu path
Transaction code:
Bill of Exchange Payments
AccountingFinancial AccountingAccounts PayableDocument
EntryBill of ExchangePayment
F-40
12.1 Description
Use this transaction for payment to vendors through bills of exchange.
You will normally use the payment program to post bills of exchange payable. All the subsequent
postings, such as the payment of a bill of exchange by the bank and the cancellation of the bill of
exchange payable and the bill of exchange liability, have to be made manually.
When posting a bill of exchange payable, the payment program clears the open items and posts a bill
of exchange payable to the vendor account and to the special G/L account for the bill of exchange
payable.
If you so wish, the program can also post to a bank sub account that displays the bill liability for each
bank. This enables you to monitor when bills of exchange are due at which bank. This posting is
particularly useful for cash management and forecast.
The bill of exchange payable remains on the accounts until the bill of exchange is paid.
Your vendor calculates the costs arising from the bill of exchange charges and sends you an invoice. It is
posted and processed in the same way as any other invoice. You only need special G/L accounts for the
bill of exchange charges.
After the bill of exchange due date is reached, your bank pays the bill of exchange. You post the payment
of a bill of exchange and so clear the bill of exchange payables on the vendor and special G/L
accounts. In addition, you must clear the bill of exchange liability on the bank sub account
12 .2 Instructions
Fill in the data as specified below
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Screen Field data entry instruction
Field name
Document Date
Company Code
R/O
R
R
User action and allowed values
Enter the date on which document is being entered
Enter the company code
Currency
Enter the currency of the bill
Rate
Transaction to be processed
Enter the exchange-rate for conversion from document
currency to local currency
Select radio button for Outgoing Payment
Account
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Enter the account number of the vendor for which the
payment is being made
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View Screen:
In the next and subsequent screens enter the following data only.
Field name
Amount
Due On
R/O
R
R
User action and allowed values
Enter the bill amount
Enter the due date of the bill
Issue Date
The date of issuance of the bill
Drawer
Name of the party raising the bill
Drawee
Name of the party accepting the bill of exchange/making the
payment for that bill.
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View Screen:
Then choose open item
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Process Open Item
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Simulate the document
Save the Document
A document will be created with the corresponding BoE payment as a noted item.
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