FB70 Customer Invoice

Enter Customer Invoice (FB70)

Purpose

Use this procedure to create a customer invoice.

Trigger

Perform this procedure when a product or service has been provided to or requested by a customer. A customer invoice needs to be created or posted in the system. The invoice may be made from an interface or input manually. Accordingly, a physical hard copy of the invoice may be printed and sent to the customer, if it was created in SAP.

Prerequisites

Before beginning this task obtain the following information:

Type of transactions (Invoice or credit)

The customer number

The document date

The posting date

The amount of the invoice or credit

Menu Path

Use the following menu path(s) to begin this transaction:

Select Accounting Financial Accounting Accounts Receivable Document entry Invoice to go to the Enter customer invoice: Company code COPA screen.

Transaction Code

FB70

Helpful Hints

Review the following:

Select the EDITING OPTIONS button to select the appropriate

data entry CHECKBOXES

Select the following as examples: No special G/L transactions CHECKBOX

and Documents not Cross-company code CHECKBOX

User must select "Entry with short name" from the DROPDOWN MENU icon in the Doc. type option field located in the Special options for single screen transactions screen section

Select the SAVE icon

Select the BACK icon to return to the Enter customer credit memo: Company code COPA screen

To assist in data entry, the user may set a screen variant

This may be done by moving the fields located in the Line item screen section to

the appropriate locations and selecting the TABLE SETTINGS icon

The user will need to enter a name for the variant in the Table settings, maintain variant screen section, in the variant field

Select the CREATE button

Select the Use as standard setting CHECKBOX

Select the SAVE button

Each time the user performs the FB60 transaction the line items previously selected will default.

Review the following icons and buttons:

The TREE ON button: select this button to view the possible screen variants, account assignment templates and held documents

The TREE OFF button: select this button to close the Tree on screen section.

The HOLD button: select this button to hold documents

Only the user who put the transactions on hold can access the held documents.

If user does not know all the details required to post the customer invoice, use the

park customer invoice functionality by selecting the PARK button

After completing the required fields on the Basic data tab, the Customer Address screen section will appear, user may select the DISPLAY

CUSTOMER icon to view the Display Customer Master screen (transaction

FD03). The OLS button will take the user to the Customer line item display screen (transactions FBL5N)

R/O/C/D indicates a field is required, optional, conditional (dependent upon another selection) or the information defaults (based on previously entered information or system configuration)

Procedure

1. Start the transaction using the menu path or transaction code.

Enter customer invoice: Company code COPA

Some fields may appear on the transaction screens that do not appear in the following tables. These fields are not currently used by the Commonwealth of PA for this transaction.

The Tax tab will not be used for customer invoice entry.

2. As required, complete/review the following fields:

Field Name R/O/C/D Description

Transactn R Computerized task or set of tasks performed using SAP; (Transactions allow associates to select, display, search for, and change records in the database.)

System defaults to Invoice.

Bal. D Balance of debits and credits for the specified period.

Customer R SAP code that identifies a customer. A customer is a business partner who orders goods and services.

Example: 910013

Invoice date R Vendor invoice date.

Example: 06/03/2004

Doc. type R Key that identifies which group of documents this document will be assigned. Documents of the same type contain common information which is relevant to posting and update of the value fields in the data base. Select the

MATCHCODE icon for possible entries.

Example: DR (Cust Invoice)

Posting date R The date on which a transaction in SAP will be posted to the appropriate accounts. SAP will default this field to be the current date, but changes are allowed. For items to be posted in a future or past period, you must enter the posting date.

Example: 06/03/2004

Reference O 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.

For externally created invoice, the legacy document number appears as the reference number in the SAP invoice. For the DGS warehouse, SE order number appears as the reference number.


Amount R A figure in the pricing procedure that determines how the system calculates a condition value.

Example: 150.00

Currency R Medium of exchange (i.e. USD = US Dollars). Select the


This field is not labeled. If the user selected the No foreign currency on the Accounting Editing Options screen, this will be display only.

Tax amount O Amount that is posted as input tax, output tax or withholding tax, for example, and sent to the tax authorities.

Tax D Governmental charges applied to sales and services.

System defaults to CO (A/R Sales Tax Rec...

Text R Free form text for the document that contains explanations or notes that apply to the document as a whole.

Enter the billing job number, or select the


Example: =084

Company code D COPA for Commonwealth of PA.

G/L acct R Accounting ledger created to support the creation of statutory reports.

Example: 4200150

Short text R Text description with limited number of characters.

System defaults from Revenue G/L entered.

D/C R Debit/Credit

System defaults to credit for invoice.

Amount in doc.curr. R Line item amount in document currency.

Example: 150.00

Fund R Represents the lowest level source of funding required for budgeting and monitoring. First 7 positions equates to an appropriation level (includes ledger, appropriation, appropriation fiscal year). Last 3 positions are agency defined which would be a lower level of an appropriation.

Example: 1018102100


Cost center C Organizational unit that represents a revenue or cost collector. First 7 positions are the same as the funds center. Positions 8 through 10 represent the agency defined part of the cost center.

User must enter one of the following: Cost center, Order or WBS Element in the Line item screen section.

Example: 1010100028

Order C Sales, production, process, purchase, internal, or work order number that uniquely identifies an object.


WBS Element C Work Breakdown Structure Element


Funds center D Represents the organizational areas of responsibility for budgetary monitoring and reporting. Field length 10 digits.

Derived based on other account assignment information entered.

Functional area D A responsible program dimension of a governmental organization. Field length 4 digits.

System default based on the CO object used in the line item.

3. Select the Payment tab.




Bline date D Date to which the periods for the cash discount deadline and the due date for net payment refer. This is the case for line items in open item accounts. For line items in G/L accounts, the item is due immediately on this date because there are no cash discount specifications.

Pmnt terms D Payment terms. Defines cash discount percentages and payment periods.

Example: AR01

5. Select the Details tab.


The Details tab is accessed only if the user must change default information.



G/L D Collection of balance sheet and profit and loss statement accounts for a company code.

General ledger account for line items.

Example: 1300000

HeadText O Free form text that contains explanations or notes which apply to the document as a whole, that is, not only for certain line items.

Enter customer's (agency) account code information for payment coding. This field is used for inter-agency billings for agencies that are not on SAP.

Ref.key 1 O 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.

FSP Direct Allocation Indicator


FSP document number.


Federal amount for FSP invoices.

Dunn. area D Used to indicate which dunning strategy to be used for the invoice. Standard Commonwealth dunning strategy will be used. However, according to the type invoice the dunning strategy can be changed.

Dunn.block O Key which reflects the reason for a dunning block indicator. Enter a dunning block reason if the credit memo should not be dunned; otherwise leave blank.


Cmmt item D Represents classifications of general ledger accounts; used for revenues and expenditures.

Example: 1300000

7. Select the Notes tab.




Item long text O Free form text for the document that contains explanations or notes that apply to the document as a whole.

Enter long text describing the invoice.

9. Select the Basic data tab.


10. Select the SIMULATE button.

Document Overview

User may opt to select the BACK icon if there is a need to correct any items. Otherwise proceed to step 11 to post the document. Review the COPA Custom Help Document "Display Document: (transaction FB03) using the following menu path: Internet Explorer http://www.copacustomhelp.state.pa.us/infopak/nav/content.htm Finance

General Ledger Display Document for additional information.

11. Select the POST icon.

User may also select the HOLD button to hold the document or select

the PARK button to park the document.

http://www.copacustomhelp.state.pa.us/infopak/content/fiar_fb70/wi/html/index.htm#step_ref65%23step_ref65


The system displays the message, "Document 18XXXXXXXXX was posted in company code COPA."


12. Select the EXIT icon.

Exit Editing

13. Select the YES button to return to the SAP Easy Access screen.

14. You have completed this transaction.

Result

You have successfully completed the transaction Enter Customer Invoice (FB70).