FB01

Work Instruction

Post Vendor Overpayment Refund Check (FB01)

Purpose

Use this procedure to post the deposit of a vendor overpayment refund check.

Trigger

Perform this procedure when a vendor issues the City a check in refund of an overpayment.

Prerequisites

 A vendor has submitted a check in refund of an overpayment instead of issuing a credit

memo
 The check has been deposited by Central Accounting and a deposit slip has been attached to
the form
 Vendor Overpayment Refund form is complete
 If overpayment refund is for a PO invoice and quantity was over-received, the bureau must
either cancel the good receipt if the refund is for the full quantity or do a return if the refund is
for a partial quantity
 For a Non-PO invoice or a PO invoice when the quantity received changes, the AP bureau
processor has posted a credit memo for the amount of the overpayment refund and applied a
bureau payment block "D"
 For a PO invoice when the quantity received does not change, the AP bureau processor has
posted a subsequent credit for the amount of the overpayment refund and applied a bureau
payment block "D"

Menu Path

Use the following menu path to begin this transaction:

N/A

Transaction Code

FB01

Helpful Hints

 R/O/C column in tables represents Required, Optional, or Conditional entry

 Before posting, use transaction FBL1N - vendor line item display to verify that the appropriate
goods returns and credit memos or subsequent credits have been posted
 The Reference number can be the check number of the vendor's overpayment refund or the
deposit number
 First line item, posting key 40 is used to post a debit entry for G/L account # 111011 - WF

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Work Instruction

Post Vendor Overpayment Refund Check (FB01)

CoP General - Deposits

 Second line item, posting key 31 is used to post an invoice for the vendor issuing the
overpayment refund using the same fund, business area, and grant as the credit
memo/subsequent credit entry
 Attach pdfs of the Vendor Overpayment Refund form, the check and the deposit slip after
posting the entry
 After the Central AP Post posts the entry for the vendor overpayment refund check, have AP
Vendor Clearing clear the vendor overpayment refund entry with the credit memo/subsequent
credit documents

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Work Instruction

Post Vendor Overpayment Refund Check (FB01)

Procedure
1. Start the transaction using the menu path or transaction code. The Post Document: Header Data
screen displays.

Post Document: Header Data

2. Click Document Date field .

Use the date of the deposit for the Document Date.

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

Field R/O/C Description

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Work Instruction

Post Vendor Overpayment Refund Check (FB01)

Field R/O/C Description

Document Date R
Appearing in the document header, it is used primarily as the
document input date.
Example:
061509

Type R
A general term for a category of data; a distinct record, e.g.
wage type, infotype, communication type, date type.
Example:
CR

4. Click Reference field .

Can be the either check number or the deposit number.

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

Field R/O/C Description
Reference R
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.
 The reference number from the document to be
released. Number should start with the
contract number.
Example:
1700000098

Doc.Header Text R
Free text field used to provide additional information
regarding the document.
Example:
VENDOR REFUND DEPOSIT

PstKy R
Two-digit numerical key that controls how line items are
posted.
Example:
40

6. Click Account field .

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Work Instruction

Post Vendor Overpayment Refund Check (FB01)

Enter the G/L Account number.

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

Field R/O/C Description
Account R
Vendor number associated with a vendor.
Example:
111011

8. Click Enter button . The Enter Cash/revenue posting: Add G/L account item screen displays.

Enter Cash/revenue posting: Add G/L account item

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Work Instruction

Post Vendor Overpayment Refund Check (FB01)

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

Field R/O/C Description
Amount R
Figure within the pricing procedure that determines how the
system calculates a condition value.
Example:
100.00

Text R
Free text field used to provide additional information or an
item description with reference to the current activity.
Example:
POST PARTIAL REFUND FOR CK 6XXXXX
OVERPAYMENT

PstKy R
Two-digit numerical key that controls how line items are
posted.
Example:
31

Account R
Vendor number associated with a vendor.
Example:
101559

10. Click Enter button . The Enter Cash/revenue posting: Add Vendor item screen displays.

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Work Instruction

Post Vendor Overpayment Refund Check (FB01)

Enter Cash/revenue posting: Add Vendor item

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

Field R/O/C Description
Amount R
Figure within the pricing procedure that determines how the
system calculates a condition value.
Example:
100.00

12. Click Bus. Area field .

Use the same Business Area as the credit memo or subsequent credit.

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Work Instruction

Post Vendor Overpayment Refund Check (FB01)

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

Field R/O/C Description
Bus. Area R
A Commonwealth agency or department (positions 1-2 of
Funds Center).
Example:
AT00

Pmnt Block R
Payment block. Indicator that allows you to block an
account or individual items for payment.
Example:
B

Text R
Free text field used to provide additional information or an
item description with reference to the current activity.
Example:
POST PARTIAL REFUND FOR CK 6XXXXX
OVERPAYMENT

14. Click More data button . The Enter Cash/revenue posting: Correct Vendor item
screen displays.

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Work Instruction

Post Vendor Overpayment Refund Check (FB01)

Enter Cash/revenue posting: Correct Vendor item

15. Click Fund field .

Use the same Fund and Grant as the credit memo or subsequent credit.

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

Field R/O/C Description
Fund R
Represents a distinct and legally separate source of funding
required for budgeting and monitoring.
Example:
100000

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Work Instruction

Post Vendor Overpayment Refund Check (FB01)

Field R/O/C Description

Grant R
A grant contains terms and conditions for the control, use,
reporting and reimbursement of sponsor funding. The grant
number consists of eight characters to enable tracking at
the bureau level. The first four digits are based on the
business area, while the last four are sequential numbers.
Example:
NOT-RELEVANT

17. Click Document option from the main menu.

Verify the entry before posting.

18. Select Document Simulate Shift+F9 menu item .

The Enter Cash/revenue posting: Display Overview screen displays.

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Work Instruction

Post Vendor Overpayment Refund Check (FB01)

Enter Cash/revenue posting: Display Overview

19. Click Document option from the main menu.

20. Select Document Simulate General Ledger Ctrl+F12 menu item
. The General Ledger Simulation screen displays.

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Post Vendor Overpayment Refund Check (FB01)

General Ledger Simulation

21. Click Back button .

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Enter Cash/revenue posting: Display Overview

22. Click Save (Post) button . The Post Document: Header Data screen displays.
The system displays the message, "Automatically created line items will be deleted".

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Post Vendor Overpayment Refund Check (FB01)

Post Document: Header Data

23. Click Document option from the main menu.

The system displays the message, "Document XXXX was posted in company code COP1".

24. Select Document Display menu item . The Display Document: Data Entry
View screen displays.

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Post Vendor Overpayment Refund Check (FB01)

Display Document: Data Entry View

25. Click Services for Object button .

26. Select Create... menu item .

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Post Vendor Overpayment Refund Check (FB01)

Display Document: Data Entry View

27. Select Create... Create Attachment menu item . The Import file dialog
box displays.

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Work Instruction

Post Vendor Overpayment Refund Check (FB01)

Import file

28.

Click Desktop button .

29. Click Attachements folder list item .
30. Click Open button .
31. Click VENDOR OVERPAYMENT REFUND FORM -V101559.pdf list item
.
32. Click Open button .

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Post Vendor Overpayment Refund Check (FB01)

Display Document: Data Entry View

33. Click Exit button .

The system displays the message, "The attachment was successfully created".

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Work Instruction

Post Vendor Overpayment Refund Check (FB01)

Result

You have successfully posted a vendor overpayment refund check deposit.

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