AGENCY ACCOUNTS PAYABLE QUICK REFERENCE
Page 1 of 18
Information SC01 = Company Code Business Area = Agency Code (ex: E120-zero added) Use Tax Due – Code as U1 Self-Assessment if due/not collected by out of state vendor FK03 Display Vendor (Can search by *name*, etc. To see address attributes choose appropriate tab To see all tabs, click on X button. Transactions Used to Process Invoices Transaction Doc Number Sequence Doc Type FV60 30x KR (Direct Pay and One-Time Vendor) MIR7 51x RE (FI doc from MIR7=58x) FV65 33x KG (Direct Pay Credit Memo) ZIDT 39x ZI ZTRAVEL 35x ZT CLEARING DOC 34x ZP (Posted document hits pmt run) Doc Numbers are 10 digits Transactions Used to Reverse SAP Documents FBRA 34x ZP (Resets & Reverses Clearing Doc Only) FB08 (Direct) 32x KA (Reverses Direct, Travel, and IDT Doc) MR8M (PO) 51x RE (Reverses PO Doc) F-44 (Must be used after MR8M to clear FI doc) Transactions Used to Change Invoice Documents FBV2 Change Parked (Saved as Complete) FI document FB02 Change Posted FI document MIR4 Change Parked (Saved as Complete) MM document Change to Edit mode Transactions Used to Display Invoice Documents FBV3 Display Parked (Saved as Complete) FI document FB03 Display Posted and Parked FI document MIR4 Display MM document MIR6 Display Invoices Against Purchase Order MM document (Choose Parked/Saved as Complete/Posted) Transaction Used to Display Purchase Order ME23N Display PO Choose Purchase Order/Other Purchase Order or Click Enter PO number (45x -10 digits) The PO History Tab will show Goods Receipts and Payments
Page 2 of 18
SCEIS Vendor Account Groups ZCCD City, County, District Vendors ZEMP Employees as Vendors ZIDT IDT Vendors ZINT SCEIS Foreign Vendors ZOTV One-Time Vendors ZVEN Vendor
0001000000-0005999999 0030000000-0030999999 000A000000-000Z999999 0890100000-0890199999 0999900001-0999999999 7000000000-7000999999
external internal external internal internal internal
Common Messages
Enter Error Message that Stops/Prevents Further Processing Execute Transaction Click for Account Assignment screen to open for entering accounting data in item details of MIR7 Click Check and Back after entering Account Assignment Data in second screen of MIR7 Always Simulate prior to saving to edit for further error messages Click Page and Choose Attachment List to open the attached image of the invoice Information; User can usually continue. “Budget almost exhausted‖ error indicates that approximately 15% of budget is remaining; User can continue. ―Budget exceeds‖ error indicates that no budget remains; User can change funding or have budget transferred.
Page 3 of 18
Direct Invoice Transaction FV60
Header Basic Data Tab: Vendor - SAP Vendor Number (will populate name/address when entered) Reference - Invoice Number (Prints on Check Stub) Invoice Date - Date on Invoice Document Type - Defaults to KR Posting Date - Defaults to Today’s Date (shortcut=F4 F2) Amount - Invoice Amount (Total payable amount) Calculate Tax - Check so tax amount will be calculated Choose Tax Code (I0, I1, U1) Text – Agency can determine what information to enter here (such as dates of service, etc.) Payment Tab: Baseline Date - Calculates payment terms Payment Terms - Populates from Vendor Master-Usually NET30; Please change to Pay Immediately, if needed. Payment Method Details Tab: Unplanned Delivery Costs - Enter shipping/handling/ delivery fees if applicable Document Type - Defaults from Basic Data Tax Tab: Tax Amount - Defaults to Amount of Tax Calculated by SAP table on the delivery address/jurisdiction Tax Code - Defaults from Basic Data Line Item Details General Ledger Account - Object Code (10 digits) Cost Center - Agency Program Budget incurring expenditure (10 digits) Order - Program/Component (8 digits) Fund - Fund Source (8 digits) Tax Code - Enter and Match to Header Tax Code; then press enter to populate jurisdiction Always click Simulate button. Click Back button. Check Message box if Red. If no message and indicator is Green (sometimes yellow), Click Save as Complete button. Document number message received. (Doc Number Sequence = 30xxx) (Should record this number on paper doc)
Page 4 of 18
Logistics (MM) Invoice Transaction MIR7
Header Basic Data Tab: Invoice Date - Date on Invoice Reference - Invoice Number (Prints on Check Stub) Posting Date - Defaults to Today’s Date (shortcut=F4 F2) Amount - Invoice Amount (Total payable amount) Calculate Tax - Check so tax amount will be calculated Choose Tax Code (I0, I1, U1) Text – Agency can determine what information to enter here (such as dates of service, etc.) Purchase Order/Scheduling Agreement - Enter PO number (10 digits) and then remember to press Enter; the vendor and information from the PO will then populate appropriate fields. Payment Tab: Baseline Date - Calculates payment terms Payment Terms - Populates from Vendor Master-can be changed if needed Payment Method Details Tab: Unplanned Delivery Costs - Enter shipping/handling/delivery fees if applicable Document Type - Defaults from Basic Data Invoicing Party – Change to vendor number for correct remittance address Tax Tab: Tax Amount - Defaults to Amount of Tax Calculated Tax Code - Defaults from Basic Data Line Item Details Opens Account Assignment Screen Amount - Enter, Change or Verify Amount Quantity – Enter, Change or Verify Quantity General Ledger Account - Object Code (10 digits) Cost Center - Agency Program Budget incurring expenditure (10 digits) Order - Program/Component (8 digits) Fund - Fund Source (8 digits) Tax Code - Defaults from PO or Enter; Verify/Match to Header Tax Code Final Invoice - Scroll to the right and find this field. Check this field if this is the last payment to release any remaining funds encumbered on the PO Click Check and Back to return to main screen. Always click Simulate button. Click Back button. Check Message box if Red. If no message and indicator is Green (sometimes yellow), Click Save as Complete button. Document number message received. (Doc Number Sequence = 51xxx) (Should record this number on paper doc)
Page 5 of 18
Credit Memo Transaction FV65
Header Basic Data Tab: Vendor - SAP Vendor Number (will populate name/address when entered) Reference - Invoice Number (Prints on Check Stub) Invoice Date - Date on Invoice Document Type - Defaults to KG Posting Date - Defaults to Today’s Date (shortcut=F4 F2) Amount - Invoice Amount (Total payable amount) Calculate Tax - Check so tax amount will be calculated Choose Tax Code (I0, I1, U1) Text – Agency can determine what information to enter here (such as dates of service, etc.) Line Item Details General Ledger Account - Object Code (10 digits) Cost Center - Agency Program Budget incurring expenditure (10 digits) Order - Program/Component (8 digits) Fund - Fund Source (8 digits) Tax Code - Enter and Match to Header Tax Code; then press enter to populate jurisdiction Always click Simulate button. Click Back button. Check Message box if Red If no message and indicator is Green (sometimes yellow), Click Save as Complete button. Document number message received. (Doc Number Sequence = 33xxx) (Should record this number on paper doc)
Page 6 of 18
IDT Invoice--Live to Live Transaction ZIDT
First time using this transaction: Check Editing Options button and make sure doc type is Entry with Short Name. Click Save and Back. Header Basic Data Tab: While working in the header, use TAB to move from field to field. Do not hit enter; Enter will lock your transaction and make you start over. Vendor - Agency Vendor Number (will populate name/address when entered) Reference - SAP AR Document Number of Live Agency Invoice Date - Date on Invoice Document Type - Defaults to ZI Posting Date - Defaults to Today’s Date (shortcut=F4 F2) Amount - Invoice Amount (Total payable amount) Once you have completed the above header information, Park the document. Then pull up doc with Document display or FB03. Change to edit mode (button with pencil). Complete the remainder. Calculate Tax - Check so tax amount will be calculated Choose Tax Code (I0, I1, U1) Text – Agency can determine what information to enter here (such as dates of service, etc.) Line Item Details General Ledger Account - Object Code (10 digits) Cost Center - Agency Program Budget incurring expenditure (10 digits) Order - Program/Component (8 digits) Fund - Fund Source (8 digits) Tax Code - Enter and Match to Header Tax Code; then press enter to populate jurisdiction Always click Simulate button. Click Back button. Check Message box if Red. If no message and indicator is Green (sometimes yellow), Click Document and Save as Complete since no button. Document number message received. (Doc Number Sequence = 39xxx) (Should record this number on paper doc)
Page 7 of 18
IDT Invoice--Live to Non-Live Transaction ZIDT
First time using this transaction: Check Editing Options button and make sure doc type is Entry with Short Name. Click Save and Back. Header Basic Data Tab: While working in the header, use TAB to move from field to field. Do not hit enter; Enter will lock your transaction and make you start over. Vendor - Agency Vendor Number (will populate name/address when entered) Reference – Agency Reference Document Number Invoice Date - Date on Invoice Document Type - Defaults to ZI Posting Date - Defaults to Today’s Date (shortcut=F4 F2) Amount - Invoice Amount (Total payable amount)
Once you have completed the above header information, Park the document. After clicking the Park button, you will be required to enter STARS information of Non-Live Agency on separate screen: STARS Code Agency Code MiniCode Subfund Agency Reference Number Object Code Amount Click Save button to park the document. Document number message received. (Doc Number Sequence = 39xxx) Then pull up doc with Document display or FB03. Change to edit mode (button with pencil). Complete the remainder. Calculate Tax - Check so tax amount will be calculated Choose Tax Code (I0, I1, U1) Text – Agency can determine what information to enter here (such as dates of service, etc.) General Ledger Account - Object Code (10 digits) Cost Center - Agency Program Budget incurring expenditure (10 digits) Order - Program/Component (8 digits) Fund - Fund Source (8 digits) Tax Code - Enter and Match to Header Tax Code; then press enter to populate jurisdiction Always click Simulate button. Completed custom screen will appear for edit, if needed. Click Save button. Click Back button. Check Message box if Red. If no message and indicator is Green (sometimes yellow). Click Save as Complete button. Document number message received with same number. (Doc Number Sequence = 39xxx) (Should record this number on paper doc)
Page 8 of 18
Travel Invoice—Employee Reimbursement Transaction ZTRAVEL
First time using this transaction: Check Editing Options button and make sure doc type is Entry with Short Name. Click Save and Back. Header Basic Data Tab: While working in the header, use TAB to move from field to field. Do not hit enter; Enter will lock your transaction and make you start over. Vendor - SAP Employee Vendor Number (will populate name/address when entered) Do not enter employee social security number. Reference – Any Information About This Travel Invoice Date - Date of Entry Document Type - Defaults to ZT Posting Date - Defaults to Today’s Date (shortcut=F4 F2) Amount - Invoice Amount (Total payable amount) Once you have completed the above header information, Park the document. Then pull up doc with Document display or FB03. Change to edit mode (button with pencil). Complete the remainder. Calculate Tax - Check so tax amount will be calculated Choose Tax Code (I0, I1, U1) Text – Agency can determine what information to enter here (such as dates of travel, etc.) Line Item Details General Ledger Account - Object Code (10 digits) Cost Center - Agency Program Budget incurring expenditure (10 digits) Order - Program/Component (8 digits) Fund - Fund Source (8 digits) Quantity - Number of Miles, Trips, etc. Base Unit of Measure - Choose appropriate unit (ea-each; mi-miles; tr-trips, etc.) Always click Simulate button. Click Back button. Check Message box if Red. If no message and indicator is Green (sometimes yellow), Click Document and Save as Complete since no button. Document number message received. (Doc Number Sequence = 35xxx) (Should record this number on paper doc)
Page 9 of 18
Travel Invoice—Vendor Payment Transaction ZTRAVEL
First time using this transaction: Check Editing Options button and make sure doc type is Entry with Short Name. Click Save and Back. Header Basic Data Tab: While working in the header, use TAB to move from field to field. Do not hit enter; Enter will lock your transaction and make you start over. Vendor - SAP Vendor Number (will populate name/address when entered) Reference - Any Information About This Travel Invoice Date - Date of Entry Document Type - Defaults to ZT Posting Date - Defaults to Today’s Date (shortcut=F4 F2) Amount - Invoice Amount (Total payable amount) Once you have completed the above header information, Park the document. Then pull up doc with Document display or FB03. Change to edit mode (button with pencil). Complete the remainder. Calculate Tax - Check so tax amount will be calculated Choose Tax Code (I0, I1, U1) Text - Agency can determine what information to enter here (such as dates of travel, etc.) Line Item Details General Ledger Account - Object Code (10 digits) Cost Center - Agency Program Budget incurring expenditure (10 digits) Order - Program/Component (8 digits) Fund - Fund Source (8 digits) Text – SAP Employee Vendor Number (required). Do not enter employee social security number. Always click Simulate button. Click Back button. Check Message box if Red. If no message and indicator is Green (sometimes yellow), Click Document and Save as Complete since no button. Document number message received. (Doc Number Sequence = 35xxx) (Should record this number on paper doc)
Page 10 of 18
Vendor Line Item Display Transaction FBL1N
Vendor (Can enter one or more) Choose parameters such as Open items or All Items. May enter a specific date(s). Execute.
Exception Report Transaction Z_PAYMENT_LIST
Program Run Date Use the drop-down to choose the payment run that you wish to view. Identification Feature (will populate with CG identification) Uncheck Proposal Run Only Under Line Item Lists: Choose whether you want to see payments, exceptions or both. Click Execute.
Page 11 of 18
Page 12 of 18
COMPTROLLER GENERAL ACCOUNTS PAYABLE QUICK REFERENCE
Page 13 of 18
Information SC01 = Company Code Business Area = Agency Code (ex: E120-zero added) Use Tax Due – Code as U1 Self-Assessment if due/not collected by out of state vendor FK03 Display Vendor (Can search by *name*, etc. To see address attributes choose appropriate tab To see all tabs, click on X button. Transactions Used to Process Invoices Transaction Doc Number Sequence Doc Type FV60 30x KR (Direct Pay and One-Time Vendor) MIR7 51x RE (FI doc from MIR7=58x) FV65 33x KG (Direct Pay Credit Memo) ZIDT 39x ZI ZTRAVEL 35x ZT CLEARING DOC 34x ZP (Posted document hits pmt run) Doc Numbers are 10 digits Transactions Used to Reverse SAP Documents FBRA 34x ZP (Resets & Reverses Clearing Doc Only) FB08 (Direct) 32x KA (Reverses Direct, Travel, and IDT Doc) MR8M (PO) 51x RE (Reverses PO Doc) F-44 (Must be used after MR8M to clear FI doc) Transactions Used to Change Invoice Documents FBV2 Change Parked (Saved as Complete) FI document FB02 Change Posted FI document MIR4 Change Parked (Saved as Complete) MM document Change to Edit mode Transactions Used to Display Invoice Documents FBV3 Display Parked (Saved as Complete) FI document FB03 Display Posted and Parked FI document MIR4 Display MM document MIR6 Display Invoices Against Purchase Order MM document (Choose Parked/Saved as Complete/Posted) Transaction Used to Display Purchase Order ME23N Display PO Choose Purchase Order/Other Purchase Order or Click Enter PO number (45x -10 digits) The PO History Tab will show Goods Receipts and Payments
Page 14 of 18
SCEIS Vendor Account Groups ZCCD City, County, District Vendors ZEMP Employees as Vendors ZIDT IDT Vendors ZINT SCEIS Foreign Vendors ZOTV One-Time Vendors ZVEN Vendor
0001000000-0005999999 0030000000-0030999999 000A000000-000Z999999 0890100000-0890199999 0999900001-0999999999 7000000000-7000999999
external internal external internal internal internal
Common Messages
Enter Error Message that Stops/Prevents Further Processing Execute Transaction Click for Account Assignment screen to open for entering accounting data in item details of MIR7 Click Check and Back after entering Account Assignment Data in second screen of MIR7 Always Simulate prior to saving to edit for further error messages Click Page and Choose Attachment List to open the attached image of the invoice Information; User can usually continue. “Budget almost exhausted‖ error indicates that approximately 15% of budget is remaining; User can continue. ―Budget exceeds‖ error indicates that no budget remains; User can change funding or have budget transferred.
Page 15 of 18
Payment Proposal/Payment Run Transaction F110
Run Date - Usually current date Identification – Unique Identifier; CG’s Office to determine naming convention Parameters Tab: Company Code = SC01 Payment Methods Next Payment Run Date Additional Log Tab: Assign additional options here.
Exception Report Transaction S_P99_41000099
Program Run Date Use the drop-down to choose the payment run that you wish to view. Identification Feature (will populate with CG identification) Uncheck Proposal Run Only Under Line Item Lists: Choose whether you want to see payments, exceptions or both. Click Execute. This Transaction is used by the Office of Comptroller General Only. Agencies will use the following Exception Report:
Transaction Z_PAYMENT_LIST
This Transaction is restricted by Business Area (Agency).
Page 16 of 18
Post with Clearing Tax Levy Transaction F-51
Document Date Company Code - SC01 Currency Rate - USD PSTKY - 31 Account - Vendor Number for IRS Click Choose Open Items. Amount - Amount to IRS Payment Terms - 001 if to be paid immediately Payment Method - C for Check Click Choose Open Items. Account - Vendor Number Click Process Open Items. Enter the Difference and Save. Double Click on the Line with the Difference. Enter Text (such as Vendor $100; IRS $100). Save. Document number message received. (Doc Number Sequence = 11xxx)
Page 17 of 18
Reset and Reverse Clearing Documents Transaction FBRA
Clearing Document – 34xxx Company Code - SC01 Fiscal Year Click Save. Box will appear. Click Resetting and reverse. Box will appear. Enter Reversal Reason and Check button. Information box will state that Clearing 34xxx reset.
Page 18 of 18