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The SAP Contract Accounts Receivable and Payable (FI-CA) component is primarily used in industries with a high volume of transactions, like utilities, insurance, and telecommunications. While mass processes handle most postings, occasionally you need to post a single manual document. This is where the transaction code FPE1 – Post Document comes in.
Here is a step-by-step guide to posting a manual FI-CA document using FPE1.
Step 1: Create a Reconciliation Key (If Necessary)
A Reconciliation Key is a mandatory grouping key in FI-CA that aggregates line items for transfer to the General Ledger (FI-GL). For mass processes, the key is generated automatically, but for manual postings in FPE1, you typically have to create one first.
- T-code: FPF1 (Create Reconciliation Key)
- Enter a unique key (e.g., your user ID and the current date/time) and a descriptive text.
- Save the key. The system will issue a confirmation message.
Step 2: Access the Manual Posting Transaction
- T-code: FPE1
- Enter the transaction code in the command field and press Enter.
Step 3: Fill in the Document Header Data
The initial screen is for the document header. Pay attention to the following fields:
| Field | Description | Note |
| Document Date | The date the document was created. | Usually the current date. |
| Posting Date | The date the document will be reflected in the accounts. | Must be in an open FI-CA and FI-GL posting period. |
| Reconcil. Key | The key created in Step 1. | Mandatory. This links the FI-CA document to the FI-GL transfer. |
| Document Type | Defines the properties of the document. | Based on your configuration (e.g., ‘ZD’ for manual receivables). |
| Company Code | The company code you are posting to. | |
| Currency | The currency of the transaction. |
Step 4: Enter the Business Partner (BP) Item
- After filling in the header, navigate to the line item entry.
- Click the New business partner item button or press F5.
- Enter the details for the receivable/payable:
Business Partn. (Business Partner): The master record ID of the customer or vendor.
Contract Acct (Contract Account): The specific contract account under the Business Partner (if applicable).
Main Transaction / Sub Transaction: These keys determine the document’s G/L account and tax accounts automatically through configuration.
Amount: The total amount of the posting (e.g., a debit for a receivable).
Posting Key: Typically determined by the Main/Sub transaction, but can be entered manually if configuration allows.
Step 5: Enter the General Ledger (G/L) Item
A financial document must always balance (Debit = Credit). The business partner item (Step 4) is the credit/debit against the reconciliation account. Now, you need the offsetting entry against a G/L account (e.g., a revenue or expense account).
Cost Center/Profit Center: Applicable account assignments for the G/L line.
Click the Propose G/L item button or press F6.
The system attempts to derive the G/L line item based on the Main/Sub transaction.
Manually adjust or enter the required G/L details:
G/L Account: The revenue, expense, or bank clearing account.
Amount: The system should automatically propose the balancing amount.
Tax Code: If the transaction is taxable, enter the relevant tax code.
Cost Center/Profit Center: Applicable account assignments for the G/L line.
Step 6: Post the Document
Review the document to ensure the balance is zero (look for a green balance indicator) and all mandatory fields are populated.
Go to the menu: Document > Post or click the Save button.
The system will issue a message indicating the document number has been posted.
Posting documents manually in FPE1 is essential for tasks that fall outside of automated mass processes. Always ensure you are using the correct Reconciliation Key and Main/Sub transactions to guarantee accurate posting and G/L transfer.
