FB60 in SAP: How to post a Purchase Invoice - Shikshaglobe

Content Creator: Satish kumar

Change organization code

You will find that the organization code at the highest point of the screen is unique in relation to the organization code on the receipt.

You can tap on organization code and change the organization code to the one for which you want to enter a receipt in.In SAP, the FB60 transaction code is used to post a Purchase Invoice. A Purchase Invoice is a critical document in the Procure-to-Pay (P2P) process, as it records the liability for goods or services received from a vendor. The FB60 transaction allows users to enter invoice details, such as vendor information, invoice amount, and relevant accounting codes, into the system for further processing and payment. This article will guide you through the process of posting a Purchase Invoice using the FB60 transaction in SAP.

Table of Contents

1.     What is FB60 in SAP?

2.     Prerequisites for Posting a Purchase Invoice

3.     Accessing the FB60 Transaction

4.     Entering Vendor Information

5.     Specifying Invoice Details

6.     Allocating Expenses to Cost Centers (Optional)

7.     Verifying and Simulating the Document

8.     Posting the Purchase Invoice

9.     Document Verification and Correction

10. Conclusion

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1. What is FB60 in SAP?

FB60 is a transaction code in SAP used to post a Purchase Invoice. It is part of the SAP Financial Accounting (FI) module and is essential for maintaining accurate accounts payable records. When a company receives goods or services from a vendor, a Purchase Invoice is generated and entered into the SAP system using the FB60 transaction. This process triggers the creation of accounting entries, updating the vendor's account and recording the liability for the received goods or services.

2. Prerequisites for Posting a Purchase Invoice

Before posting a Purchase Invoice using FB60, ensure the following prerequisites are met:

  • Vendor Master Data: The vendor's master data, including vendor number and address, should be created in SAP.
  • Purchase Order: If the Purchase Invoice relates to a purchase order, ensure that the relevant purchase order is created and goods or services are received against it.
  • Goods Receipt (GR) or Service Entry Sheet (SES): For Purchase Invoices related to goods or services, ensure that a Goods Receipt or Service Entry Sheet is created and processed in SAP.

3. Accessing the FB60 Transaction

To access the FB60 transaction in SAP, follow these steps:

1.     Log in to the SAP system with the appropriate user credentials.

2.     Go to the SAP Easy Access screen.

3.     Enter transaction code "FB60" in the command field and press "Enter" or click the "Enter" button.

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4. Entering Vendor Information

In the FB60 transaction screen, start by entering the vendor information:

1.     Vendor: Enter the vendor's unique identification number in the "Vendor" field. You can either manually enter the vendor number or use the search help to find the vendor.

2.     Document Date: Input the date on the Purchase Invoice in the "Document Date" field. This is typically the date of the invoice received from the vendor.

3.     Reference: Optionally, you can enter a reference number associated with the invoice in the "Reference" field.

5. Specifying Invoice Details

Next, provide the specific details of the Purchase Invoice:

1.     Invoice Amount: Enter the total amount of the invoice in the "Amount" field.

2.     Tax Code: If applicable, specify the tax code relevant to the invoice in the "Tax Code" field. The tax amount will be calculated automatically based on the tax code and the invoice amount.

3.     Currency: Select the currency in which the invoice amount is denominated from the "Currency" dropdown list.

4.     Text: Add any additional information or description related to the Purchase Invoice in the "Text" field.

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6. Allocating Expenses to Cost Centers (Optional)

If the expenses on the Purchase Invoice need to be allocated to specific cost centers, follow these steps:

1.     Cost Center: Enter the cost center number to which the expenses should be allocated in the "Cost Center" field.

2.     Amount: Enter the amount to be allocated to the specified cost center in the "Amount" field.

3.     Save: Click the "Save" button to save the cost center allocation.

You can repeat this process to allocate expenses to multiple cost centers if necessary.

7. Verifying and Simulating the Document

Before posting the Purchase Invoice, it is advisable to verify the document for accuracy. Click the "Check" button to run a preliminary check on the entered data for any errors or inconsistencies. If any issues are identified, address them before proceeding.

If you want to simulate the accounting document without actually posting it, click the "Simulate" button. This will provide a preview of the accounting entries that will be generated upon posting the Purchase Invoice.

8. Posting the Purchase Invoice

Once you have verified the document and are satisfied with the data, click the "Post" button to post the Purchase Invoice. The system will generate accounting entries based on the entered information and update the vendor's account accordingly.

9. Document Verification and Correction

After posting the Purchase Invoice, verify the accounting document in the system to ensure the entries are correct. If any errors are identified, you can use the appropriate SAP transaction (e.g., FB02 - Change Document) to make corrections and repost the document if necessary.

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10. Conclusion

Posting a Purchase Invoice using the FB60 transaction in SAP is a fundamental process in managing accounts payable and maintaining accurate financial records. By following the steps outlined in this article, businesses can efficiently record their liabilities and ensure smooth financial transactions with vendors.

Enter the accompanying data on the following screen.

1-Vendor number - Enter the seller from who the buy was made.

2-Invoice Date-The receipt date is the date the buy was made. E.g., on the off chance that a buy was made on 1/1/2017, yet the merchant didn't send the receipt on 1/10/2017, the receipt date will be 1/1/2017

3-Posting date-This is the date while the posting hit the monetary books. This was the date when we kept the exchange in SAP. It is feasible to buy something on 1/1/2017, however just record the receipt in SAP on 2/15/2017. For this situation, the posting date will be 2/15/2017.

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4-Document type - This is typically KR for merchant solicitations.

5-Amount-Enter how much the buy

6-Reference number-This is typically the seller receipt number. At the point when the seller calls us to ask about an installment, this is the number he references.

7-Text-Can be utilized to recognize what the buy was. E.g., markers for all meeting rooms.

8-G/L Account-The G/L record is the pail used to characterize these expenses. E.g., on the off chance that we bought office supplies, we would utilize the workplace supplies G/L record here.

9-Debit or credit-For a receipt, the G/L side will be charge as the seller is credited.

10-Amount-The sum for this G/L. The sum on the seller and the G/L ought to adjust to 0.

11-Cost Center-Used for interior detailing. E.g., Cost focus 1000, Dallas office. We can run covers this cost place to figure out how much the Dallas office is spending on office supplies.

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FB60-Create seller receipt

Business situation Fb60 is utilized to make a receipt. These are immediate solicitations which are not coming from a buy request. In the event that the receipt is being made regarding a buy request, tcode, MIRO would be utilized.Note-If you are utilizing Vendor Invoice Management, then, at that point, the receipt would be made through a DP.Menu Path-Accounting-Financial Accounting-Accounts Payable-report section FB60 - Invoice

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