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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
Field Name R/O/C/D Description

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


MATCHCODE icon for possible entries.

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


MATCHCODE icon for possible entries.
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
Field Name R/O/C/D Description

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.

User must enter one of the following: Cost center,


Order or WBS Element in the Line item screen
section.

WBS Element C Work Breakdown Structure Element

User must enter one of the following: Cost center,


Order or WBS Element in the Line item screen
section.

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.


Enter customer invoice: Company code COPA

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


Field Name R/O/C/D Description

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.


Enter customer invoice: Company code COPA
The Details tab is accessed only if the user must change default
information.

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

Field Name R/O/C/D Description

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

Ref.key 2 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 document number.

Ref.key 3 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.

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.
Field Name R/O/C/D Description

Cmmt item D Represents classifications of general ledger accounts; used


for revenues and expenditures.
Example: 1300000

7. Select the Notes tab.


Enter customer invoice: Company code COPA

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


Field Name R/O/C/D Description

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.


Enter customer invoice: Company code COPA

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.
Enter customer invoice: Company code COPA
The system displays the message, "Document 18XXXXXXXXX was posted in
company code COPA."
Enter customer invoice: 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).