Manual AR invoice entry - SAP ERP Tutorial

- Right, so for this first lesson we're going to cover entering a manual invoice, or what I'm calling a non sales order AR invoice. So, the transaction code here is FB70, and this is to create these invoices, standard loan, no reference to any logistics or sales order document. So the scenario here is you've got a manual invoice to enter for domestic product revenue, no link to sales order, that's the main clue here. So for the master data, we're going to use this same customer, which is just a domestic US customer for the name. Company code 1710, a US company. The document type will default to DR, which is the standard SAP for manual customer invoice. We're going to use this four series revenue domestic product G/L account for the P&L side of the revenue, and the tax code, we're going to pick is tax exempt and the tax jurisdiction code, just a dummy one here for California and with a profit center for Product A. So, let's jump into the demo. So for the FB70 transactions, it's going to be found on the accounts receivable, it's under the accounting module side, we got a financial accounting, you'll find accounts receivable in there and that's the menu we're going to be working with. And then the document entry, you'll see the FB70 here, invoice entry transaction, so that's where we're going to head. So, when you're up on the search transaction code, it defaults to customer because it's an invoice, and you do have an option to go invoice accredit memo but we're going to stick on invoice. And here we're going to enter our customer number and enter the invoice date. And this invoice date ultimately also drives the baseline date for payment terms but remember the invoice date is different to the posting date. So, just to make sure it was clear then here's your document top, the customer invoice with that DR, and here we'll enter the reference number from the customer, we'll put in some manual texture but this would normally be a specific reference number to the invoice. And once the dates are good, we can check our currency, we've got US dollar in this case, here we've got our tax code which is our tax exempt and generally, when the header information is complete, I'd like to click this calculate tax button to see if everything is working okay, and company code 1710. Okay, so once we've clicked that button the customer details come up so we can validate we got the right customer, we got the right bank details, so we're good to go before entering more details about the invoice. So, here we go ahead and enter the amount for the customer invoice and here we can enter some manual tax, just to pull the invoice, this is essentially of all the header information for that customer account, the 171 series account. So for the G/L account, we need the P&L account, we'll use this P&L account revenue and just enter the balancing amount to balance that entry. And once you've entered that put on our tax code, and the tax jurisdiction code, and what will happens once you enter tax jurisdiction code and we press enter, we'll see the system is going to say that we need an assignment to assure object because this is revenue, there's no cost anything involved but what we will need to do is this is a P&L account, it does need an account assignment object, so the easiest way is just to really double click on this line item. You can scroll around here to find the property into which what we are looking for but in this case, just double click and we can enter profits into the profitability segment which is the normal account assignment for revenue. So, while we're in here, we're going to click on this profitability segment button, and in this case that just gives us quick access to be able to enter profit center which is a real account assignment object for revenue, so we're going to scroll down here, and profit center, put in the profit center number, and what I want to really show you is a low we already entered on the profit center, we click continue while we're here, the system is deriving additional COPA data, you'll see this little green check mark here means that the profitability segment has been derived. And if we scroll down now, you'll see that not only do we have our profit center Product A but if we scroll up here, you'll see that we've also got the corresponding segments and functional area derive from SAP and this you get for free as part of the derivation from your configuration. Okay, so now, we put the account assignment and we can go back, we've now got a balance entry, we've got green, so our balance is zero, which is great, so debits equals credits, and then we can simulate this first thing, but another thing we should point out is the payment tab here, this is the baseline date of the payment terms are calculated on, so the payment terms here which tables here for, and you'll see that payment specifically refers to that the baseline date is the end of the month. So, this is why you'll see that the baseline date is 7/31, it's the end of the month which is not the same as the invoice date which we had the, you know, in a bid month that begun 7/16, so you see that difference, so the baseline date is dependent on the payment terms and that's something that you might need to change on individual invoices. So let's simulate the first thing, there's an overview we're going to deal on customer's invoice, company code 1710 and we put the customer AR, we've got our credits revenue, our profit center is in there, so we're good to go, so, now we can simply post that and then SAP will come back with the document. Document number has been posted to the company code so that's it, you've just created your first manual invoice and now we can just go back to the main menu. And that's it, so pretty straight forward on that one. So, that's the end of the first lesson.