SAP FB60 Transaction: How to Post a Vendor Invoice

01What the SAP FB60 transaction does

The SAP FB60 transaction is used in Financial Accounting to enter and post a vendor invoice directly in the general ledger and accounts payable. It is commonly used when an invoice does not need to reference a purchase order or goods receipt. The posting creates an accounting document with a vendor line and one or more offsetting G/L lines.

FB60 is part of the SAP transaction code list and is typically accessed through SAP GUI. The exact fields available depend on the company code, document type, tax configuration, payment terms, and user authorizations in the system.

02Information to prepare before posting

Have the following invoice and accounting information available before opening FB60:

• Vendor account
• Company code
• Invoice date and posting date
• Document currency
• Gross invoice amount
• Tax code and tax amount, where applicable
• G/L account or accounts for the expense or other offset
• Cost center, internal order, WBS element, or another account assignment when required
• Reference number and document header text
• Payment terms and baseline date

The posting date determines the fiscal period in which the document is recorded. Check that the period is open before posting. The invoice date remains the date printed on the supplier document and can differ from the posting date.

03How to post a vendor invoice with FB60

1. Start transaction FB60 in SAP GUI.
2. Enter the vendor and company code.
3. Enter the invoice date, posting date, currency, and gross amount.
4. Enter the supplier reference in the reference field so that the invoice can be identified later.
5. Review the proposed payment terms, baseline date, and other header information.
6. Enter the expense or other offsetting G/L line items.
7. Add the required cost objects, such as a cost center or internal order.
8. Enter tax information when the invoice is taxable.
9. Use the document simulation or equivalent check function to review the accounting document.
10. Post the document after the balance is zero and all required fields are complete.

After posting, record the accounting document number, company code, and fiscal year. These values provide the most reliable reference for later display, clearing, adjustment, or audit work.

04How to validate the accounting document

Review the document after posting to confirm that the vendor line contains the correct amount, currency, payment terms, and due date. Confirm that each expense line uses the intended G/L account and account assignment.

Vendor line-item review can be performed with the appropriate accounts payable reporting transaction configured in the system.

A successful posting should also be checked against the invoice image or source document. Verify the reference number, tax treatment, posting date, and amount before the document enters payment processing.

05FB60 and purchase-order invoices

FB60 is suited to invoices entered without a purchase-order reference. A purchase-order-based invoice normally follows the logistics invoice verification process and is commonly entered with the MIRO transaction. The choice depends on the procurement process, the invoice type, and how the organization controls three-way matching.

Using the correct process preserves the relationship between the invoice, purchase order, goods receipt, and accounting document. It also affects approval, tolerance checks, blocked invoices, and reporting.

06Common FB60 posting problems

Posting period is closed

A closed posting period prevents the document from being posted with that date. Confirm the permitted fiscal period with the finance team and use an approved posting date when the business process allows it.

The document is not balanced

The debit and credit amounts must balance before posting. Check the gross amount, tax calculation, additional expense lines, and any withholding tax or cash discount values that affect the accounting document.

A required account assignment is missing

An expense G/L account may require a cost center, internal order, WBS element, or another controlling object. Enter the required account assignment or select a valid account according to the organization’s accounting design.

The vendor or company code is unavailable

Check that the vendor is created for the company code and that the user has authorization to post for that company code. Master-data or authorization changes should follow the organization’s controlled support process.

The tax code is rejected

Confirm that the tax code is valid for the company code, jurisdiction, transaction type, and invoice date. Compare the calculated tax with the supplier document and review the relevant tax configuration when the values do not reconcile.

The invoice appears duplicated

Search using the vendor, reference number, amount, company code, and posting date before creating another document. Duplicate-invoice checks may use supplier reference data and can depend on configuration.

07Correcting an FB60 document

An incorrect posted invoice should be handled according to the organization’s reversal and correction procedure. Review the original accounting document, determine whether a reversal or adjustment is appropriate, and retain the relationship between the original and correcting documents.

A reversal does not replace the need to understand downstream effects. Check payment status, clearing status, tax reporting, approval history, and any interfaces that may already have consumed the document.

08Operational checklist for FB60

Use this short checklist for each invoice:

• Confirm the vendor and company code.
• Compare invoice date, posting date, currency, and amount with the source document.
• Enter a traceable reference number.
• Validate G/L accounts and required account assignments.
• Check tax and payment terms.
• Simulate or review the document before posting.
• Save the accounting document number after posting.
• Verify the posted line items and retain supporting evidence.

This process makes vendor invoice entry more consistent and reduces avoidable corrections in accounts payable.