Title: Processing Accounts Payable Invoices
Module : Financial Accounting
Course : Accounts Payable
Work Instruction
Processing Accounts Payable Invoices
FB60
Purpose
Use this procedure to process invoices for departments PRIOR to the roll out of the Purchasing
module in SAP.
Trigger
Perform this procedure when there is no SAP purchasing involvement. That is, where there is
no existing SAP Purchase Order for this invoice.
Menu Path
Use the following menu path to begin this transaction:

Select Accounting  Financial Accounting  Accounts Payable  Document entry
 Invoice to go to the Vendor Invoice Enter screen.
Transaction Code
FB60
Vendor Accounts Structure
The table below shows the range within which SAP will assign an account number to the
master data created depending upon the type of account.
Number range
Description
10000- 199999
External Traders
30000 - 399999
Factoring companies
400000 – 499999
External Expenses
500000 – 599999
Staff and Student Payments
600000-699999
Construction Industry traders
899990 – 899999
One Time Vendors - for detailed processing
information go to Step 5
900000 – 909999
External Vendor Ordering Address
99999
Internal Market Vendor
2 Digit Alpha Code
Internal Ordering Address
CIS certificate holders
Processing information specific to CIS holders
can be found in Step 3 , although all steps are
relevant (except one time vendors).
Filename: 875098822
Reference: FIAP1
Version: Prelim
Last Modified: 07.14.2017 00:17:00
Work Instruction
Page 1 / 8
Title: Processing Accounts Payable Invoices
Module : Financial Accounting
Course : Accounts Payable
Additional Information
The new 4.6b version of SAP provides more information about the vendor on the
Vendor Invoice Enter screen.
Vendor master data can be viewed by clicking on
.

Open items against the vendor can be displayed by clicking on

Lists of personal vendors can be created to ease processing.
.
For more information on creating personal lists go to
http://sapinfo.leeds.ac.uk/content/p_list/wi/html/index.htm
Filename: 875098822
Reference: FIAP1
Version: Prelim
Last Modified: 07.14.2017 00:17:00
Work Instruction
Page 2 / 8
Title: Processing Accounts Payable Invoices
Module : Financial Accounting
Course : Accounts Payable
Procedure
1.
Start the transaction using the menu path or transaction code FB60.
Vendor Invoice Enter
2.
As required, complete/review the following fields. Click on the Payment, Details, Tax or Notes
tabs to enter information as required:
Field Name
Vendor
R/O/C
R
Description
Enter the vendor account number. Use the matchcode to
search for the vendor number if it is not known.
Example:
Invoice date
R
Enter the date from the vendor invoice.
Example:
Reference
Filename: 875098822
Reference: FIAP1
R
100196
21.10.00
Enter the invoice number from the invoice.
Version: Prelim
Last Modified: 07.14.2017 00:17:00
Work Instruction
Page 3 / 8
Title: Processing Accounts Payable Invoices
Module : Financial Accounting
Course : Accounts Payable
Field Name
Amount
R/O/C
R
Description
Enter the gross amount invoiced. Do not deduct early
payment discount from this figure. SAP will account for it
when it is claimed.
Amounts default to GBP. Other currencies can be
selected by using the matchcode key.
Tax Amount
R
Enter the tax amount from the vendor’s invoice. Enter the
VAT code in the field beside the tax amount. Use the list
button to display a list of University of Leeds VAT codes.
G/L Account
R
Enter the general ledger account to be charged. Use the
matchcode key to search for the general ledger code if it is
not provided.
Doc. currency amount
R
Enter the net amount to be charged to the general ledger
account.
Cost center
R
Enter the required code in one of these fields according to
what is required.
R
Enter the debit or credit posting key.
Order
WBS element
D/C
For invoices, the first line item defaults to Debit.
BaselineDT
R
Defaults to invoice date.
Discount
R
Enter amount if discount is quoted as a value rather than a
percentage.
Disc.base
R
If discount applies to whole invoice leave blank, otherwise
enter invoice amount to which the discount applies.
Pmnt.meth.
R
Payment method defaults from the vendor master record. If
changes are required for a particular transaction, enter a
different payment method by using a matchcode selection.
B – BACS
C – Cheque
G- Girobank (foreign payments)
M – Manual cheque
S – Single item cheque
T – Foreign currency Thomas Cook
U - $US cheque
V- Foreign currency payment (Natwest)
Filename: 875098822
Reference: FIAP1
Version: Prelim
Last Modified: 07.14.2017 00:17:00
Work Instruction
Page 4 / 8
Title: Processing Accounts Payable Invoices
Module : Financial Accounting
Course : Accounts Payable
Field Name
3.
R/O/C
Description
Pmnt meth. sup.
O
Enter 1 if remittance is to be sent through the internal mail,
otherwise leave blank.
Pmnt terms
R
Defaults from vendor master record.
Pmnt block
R
Enter a code if the invoice should be blocked for payment.
As required, complete/review the following fields in the tax and withholding tax tabs.
These tabs are commonly used to enter vendor invoices for CIS certificate holders.
If the system displays the message
to use the withholding tax tab.
Field Name
W.tax base
you will need
R/O/C
R
Description
Enter Labour element for CIS 4 excluding VAT. For CIS 5
and CIS 6 leave blank.
Example:
Labour
W.tax exempt
R
If the whole invoice is not for construction industry type
activities enter the gross invoice value here (including VAT)
otherwise leave blank.
W.tax code
R
Defaults from the master record.
Payment method
supplement
R
For CIS 4 holders enter 2 (attachments) as the remittance
advice requires stamping with the amount of tax withheld.
Tax is not deducted from CIS 5 and CIS 6 holders. The requirement is to report gross
payments to the Inland Revenue including labour and materials; hence, there is no
need to specify the labour element separately.
CIS 5 and CIS 6 certificates have an expiry date, which is entered on the master
record. If the certificate has expired when entering an invoice you will get an error
message which will not allow you to post the invoice until a valid certificate date has
been entered in the master record.
CIS 4 holders should have tax deducted at the rate of income tax, but only on the
labour element of included activities excluding VAT. Therefore care should be taken to
ensure the correct amount is entered in the W.tax base field.
Filename: 875098822
Reference: FIAP1
Version: Prelim
Last Modified: 07.14.2017 00:17:00
Work Instruction
Page 5 / 8
Title: Processing Accounts Payable Invoices
Module : Financial Accounting
Course : Accounts Payable
If the W.tax base field is left blank SAP assumes the whole invoice is subject to tax.
3.1
Enter subsequent line items if required.
3.2
Line items can be deleted if errors have occurred by selecting the line and clicking on
.
The Vendor Invoice Enter screen has a traffic light display in the top right hand corner.
After entering line items,
indicates whether the transaction is balances. If
or
is displayed, there is an error or the transaction is incomplete and corrections
need to be made before processing can continue.
An overview screen as used in version 3.1 is available and can be accessed by selecting
Environment  Complex Posting. Alternatively, click on
4.
Click on
5.
Enter one of the following numbers to create a one time only vendor:
.
to post the document.
Number
Description
899990
Nursing.
899991
PGCE Salaries.
899992
Student Maintenance Refunds.
899993
Hall Key Deposit Refunds and Residential and
Commercial Services
899997
School Education External Vendors.
The following are used by Accounts Payable.
6.
Enter one of the following numbers to create a one time only vendor:
Number
899992
Filename: 875098822
Reference: FIAP1
Description
Student Maintenance Refunds & Prizes (quote
student number in the invoice field for easy
identification).
Version: Prelim
Last Modified: 07.14.2017 00:17:00
Work Instruction
Page 6 / 8
Title: Processing Accounts Payable Invoices
Module : Financial Accounting
Course : Accounts Payable
Number
899995
Description
Foreign Reimbursements.
Example:
899996
7.
Interview expenses, travel
claims and deposit refunds for
Residential and Commercial
Services.
Interview expenses claims, short course
refunds and casual labour.
Enter the one time only vendor number, invoice date, document type and reference number
and enter.
The Address and Bank Data screen automatically appears. This screen is specific to
one time only vendors.
Address and Bank Data
Filename: 875098822
Reference: FIAP1
Version: Prelim
Last Modified: 07.14.2017 00:17:00
Work Instruction
Page 7 / 8
Title: Processing Accounts Payable Invoices
Module : Financial Accounting
Course : Accounts Payable
8.
As required, complete/review the following fields:
Field Name
Name
R/O/C
R
Description
Enter the name of the one time vendor.
Example:
Street
R
Enter the street address of the one time vendor.
Example:
City
R
R
R
R
BD12 1AK
Enter the bank sort code.
Example:
Bank account
Bradford
Enter the postcode.
Example:
Bank key
12 Why Not Street
Enter the town/city of the one time vendor.
Example:
Postal code
A Person
401230
Enter the bank account.
Example:
9.
Click on
10.
The Vendor Invoice Enter screen appears.
11.
Click on
12.
You have completed the transaction.
51029364
.
.
Result
When all necessary entries or corrections have been made and the document has been saved
you have completed this transaction.
Note the SAP document number on the vendors’ invoice and file the invoice in SAP document
numbering order.
Comments
None.
Filename: 875098822
Reference: FIAP1
Version: Prelim
Last Modified: 07.14.2017 00:17:00
Work Instruction
Page 8 / 8