How to Display Vendor Line Items with FBL1N in SAP S/4HANA

Log in to SAP

Start by logging in to your SAP system with your user credentials.

Open the Vendor Line Item Display

Enter the transaction code FBL1N in the SAP command field and press Enter. This opens the Vendor Line Item Display screen.

Fill in the required fields

Enter the following details to define your selection:

• Vendor account: enter the vendor number (example: 1193178)
• Company code: enter your company code (example: 1100)
• In the dynamic selection area, fill in additional details as needed:
• Business Area (if required)
• Circle Code (if required) — example: 1017
• Document Type (if required)

Specify the line item selection

Choose which items you want to see:

• To check open items as of a specific date, select Open items and enter the key date (example: 30.03.2020).
• To check cleared items, select Cleared items and specify the period.
• To check all items, select All items and specify the posting date range.

Execute the report

Click the Execute button (green checkmark or F8) to display the vendor line items.

Review the vendor line item results

The results show all relevant line items for the specified vendor, including:

• Vendor number and name (e.g., Acer India (Pvt) Ltd.)
• Document numbers and types
• Amounts in local currency
• Document dates and assignments
• Business area, invoice numbers, posting dates, and additional text

The total amount for the displayed items appears at the bottom of the report.

Identify clearing documents

Locate the Clrng doc. and BusA columns. Clearing documents belonging to a specific business area (for example, business area 1703) can be identified this way. In this example, document numbers 1002735336 and 1700102330 both carry BusA 1703.

Understand document status and the R block

Observe the S column, which indicates status or block information (for example, "R" for retention or blocked status). Identify which documents are marked with "R" in the S column — these are flagged for review as being in the R block.

Check payment status

Review the clearing and posting dates to determine whether payment has been processed. If the Clearing date is filled in, payment is likely completed for that document.

Review document types and their meanings

Observe the Typ column in the Vendor Line Item Display. Common document types include:

• LD: Liquidity Damage documents (e.g., for hardware kits and desktops)
• KR: Vendor Invoice
• RE: Restitution documents

Each document type represents a specific transaction category. For example, LD documents relate to penalties or damages, while RE documents are restitution-related.

Review field officer entries and document metadata

Scroll to the right in the Vendor Line Item Display to view additional columns such as User Name, PM, Offset account, Period, Pre SLO Do, Year/month, and Document Header Text. These fields provide metadata about who entered the data, the relevant period, and any special notes.

For example: User Name 98705726, Offset account 1311206, Period 6, Year/month 2019/06, Document Header Text "LD CHARGES 1% FOR DELAY". Use this information to trace entries made by field officers and to understand the context of each transaction.

Identify liquidity damage charges

Review the Document Header Text column for entries such as "LD CHARGES 1% FOR DELAY". These entries indicate liquidity damage charges applied to specific documents due to delays. Check this field for each relevant line item to identify any penalties or special charges associated with the vendor.

Add or remove columns

Click the Change Layout button (grid icon) in the toolbar to open the layout customization window. The dialog shows two lists:

• Displayed Columns (left): columns currently shown in the report
• Hidden Fields (right): columns available to add

To add a new field, such as G/L Account, locate it in the Hidden Fields list, select it, and click the left arrow button to move it to the Displayed Columns list. To remove a field, select it in the Displayed Columns list and click the right arrow button.

Add withholding tax fields

In the Change Layout dialog, use the search function to find fields related to withholding tax. Look for and select the following fields if available:

• Withholding Tax Base Amount
• Withholding Tax Exempt Amount
• Withholding Tax Amount

Move these fields to the Displayed Columns list as needed.

Apply the layout changes

After selecting the desired fields, click the Copy button at the bottom of the Change Layout dialog to apply the changes. The Vendor Line Item Display now includes the newly added columns, such as G/L Account and withholding tax fields.

Identify documents with tax base amounts

If only the tax base amount has been mentioned for an account, these values appear directly in the Vendor Line Item Display. For example, locate document number 13200000 in the list to review its details.

To view the details of a particular document, select it (for example, by clicking the checkbox next to the document number), then click the Display button in the toolbar to open the document details.

Review the document breakdown

In the Display Document: Data Entry View window, review the breakdown of the selected document. Key fields to observe:

• Amount Payable to Vendor: the main payable amount (e.g., 752,400.00 INR to Acer India (Pvt) Ltd.)
• TDS Payable: amounts deducted as TDS (e.g., 13,200.00 INR)
• TDS IGST Payable: IGST-related TDS deductions (e.g., 13,200.00 INR)
• Other G/L Accounts: additional lines may show further breakdowns, such as computer expenses or input tax credits

Scroll through the document lines to see all related entries, including sundry creditors, TDS Payable - Contra, TDS - IGST Payable, computer expenses, and IGST Input Tax Credit. Use this breakdown to understand how much is payable to the vendor, what has been retained, and the tax deductions applied.

Return to the Vendor Line Item Display

After reviewing the document details, click the Back button (green arrow or F3) to return to the main Vendor Line Item Display screen.