SAP Transaction FF68: A Comprehensive Guide for SAP Users

Welcome to our tutorial on SAP transaction FF68, an essential transaction code used in SAP Financial Accounting (FI) module. In this tutorial, we will provide you with a step-by-step guide on how to effectively utilize FF68 for managing vendor invoices in your SAP system. Whether you are a novice SAP user or an experienced consultant looking for a refresher, this tutorial will equip you with the necessary knowledge to navigate through FF68 seamlessly.

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Now, let’s begin our tutorial on using SAP transaction FF68.

What is SAP Transaction FF68?

SAP Transaction FF68 (Vendor Invoice) is a key transaction code used in SAP FI to process vendor invoices and manage accounts payable. It allows users to enter, review, and post vendor invoices, ensuring accurate financial records and timely payment to vendors. With FF68, you can streamline your accounts payable processes and maintain a transparent financial system.

Step 1: Accessing SAP Transaction FF68

To start using FF68, follow these steps:

1. Log in to your SAP system using your user ID and password.
2. Launch the SAP Easy Access Menu.
3. Navigate to the “Accounting” folder and expand it.
4. Locate and click on the “Financial Accounting” folder.
5. From the sub-menu, select “Accounts Payable”.
6. Next, choose “Document Entry” and click on “Vendor Invoice” to proceed to the FF68 transaction.

Step 2: Understanding FF68 Transaction Screen

Once you have accessed FF68, you will encounter the FF68 transaction screen, which consists of various fields and tabs. Let’s explore each of them:

• Header Data: This section contains the main fields for entering general information about the vendor invoice, such as vendor number, invoice date, and invoice amount.
• Item Overview: Here, you can view and manage the line items of the vendor invoice. Each line item represents a particular expense or service provided by the vendor.
• Tax Data: This tab displays the tax-related information for the vendor invoice, such as tax codes and tax amounts.
• Payment Data: In this tab, you can specify the payment terms and conditions for the vendor invoice, such as payment method, due date, and payment terms.
• Texts: The texts tab allows you to enter any additional notes or comments related to the vendor invoice.
• Attachments: In this tab, you can attach supporting documents or files to the vendor invoice, such as scanned copies of invoices or receipts.

Step 3: Processing Vendor Invoices with FF68

Processing vendor invoices is a common operation performed using FF68. It involves entering and posting vendor invoices for payment. Here’s how you can process a vendor invoice using FF68:

1. Start by filling in the necessary fields in the “Header Data” section:

   • Vendor Number: Enter the vendor number for the vendor you are invoicing.
   • Invoice Date: Specify the date of the vendor invoice.
   • Invoice Amount: Enter the total amount of the vendor invoice.

2. Move to the “Item Overview” tab and enter the following details for each line item:

   • Expense Account: Select the appropriate expense account for the item.
   • Amount: Specify the amount for the item.
   • Tax Code: Choose the tax code applicable to the item, if applicable.

3. Once you have entered all the necessary information, click on the “Post” button to post the vendor invoice.

Congratulations! You have successfully processed a vendor invoice using SAP transaction FF68.

Step 4: Exploring Additional Functionality

SAP transaction FF68 offers various additional functionalities to streamline your accounts payable processes. Here are some notable features you can leverage:

• Display Vendor Invoices: Use FF68 to display existing vendor invoices by entering the vendor number and other relevant criteria. This allows you to review past invoices and track payment information.
• Change Vendor Invoices: FF68 also enables you to modify existing vendor invoices. You can edit fields such as invoice amount, expense accounts, or other relevant details. Simply enter the vendor number and make the necessary changes.
• Reverse Vendor Invoices: If required, you can reverse a posted vendor invoice using FF68. This cancels the invoice and updates the corresponding financial records accordingly.
• Payment Processing: FF68 integrates with SAP’s payment processing functionality, allowing you to generate payment proposals, manage payment terms, and initiate payment runs for vendor invoices.

Conclusion

In this tutorial, we have provided you with a comprehensive guide on using SAP transaction FF68 in the SAP FI module. We covered the basics of FF68, explained how to process vendor invoices, and explored additional functionalities. Remember, continuous learning and practice are key to becoming proficient in SAP FI.

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