Accounts Receivable (157)

Transcription

1 EHP4 for SAP ERP 6.0 March 2010 English Accounts Receivable (157) Business Process Documentation SAP AG Dietmar-Hopp-Allee Walldorf Germany

2 Copyright 2010 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, Windows, Excel, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation. IBM, DB2, DB2 Universal Database, System i, System i5, System p, System p5, System x, System z, System z10, System z9, z10, z9, iseries, pseries, xseries, zseries, eserver, z/vm, z/os, i5/os, S/390, OS/390, OS/400, AS/400, S/390 Parallel Enterprise Server, PowerVM, Power Architecture, POWER6+, POWER6, POWER5+, POWER5, POWER, OpenPower, PowerPC, BatchPipes, BladeCenter, System Storage, GPFS, HACMP, RETAIN, DB2 Connect, RACF, Redbooks, OS/2, Parallel Sysplex, MVS/ESA, AIX, Intelligent Miner, WebSphere, Netfinity, Tivoli and Informix are trademarks or registered trademarks of IBM Corporation. Linux is the registered trademark of Linus Torvalds in the U.S. and other countries. Adobe, the Adobe logo, Acrobat, PostScript, and Reader are either trademarks or registered trademarks of Adobe Systems Incorporated in the United States and/or other countries. Oracle is a registered trademark of Oracle Corporation. UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered trademarks of Citrix Systems, Inc. HTML, XML, XHTML and W3C are trademarks or registered trademarks of W3C, World Wide Web Consortium, Massachusetts Institute of Technology. Java is a registered trademark of Sun Microsystems, Inc. JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, Clear Enterprise, SAP BusinessObjects Explorer, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and other countries. Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius, and other Business Objects products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP France in the United States and in other countries. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary. These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty. SAP AG Page 2 of 49

3 Icons Icon Meaning Caution Example Note Recommendation Syntax External Process Business Process Alternative/Decision Choice Typographic Conventions Type Style Example text Example text EXAMPLE TEXT Example text EXAMPLE TEXT Example text <Example text> Description Words or characters that appear on the screen. These include Field names, screen titles, pushbuttons as well as menu names, paths and options. Cross-references to other documentation. Emphasized words or phrases in body text, titles of graphics and tables. Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE. Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools. Keys on the keyboard, for example, function keys (such as F2) or the ENTER key. Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation. Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries. SAP AG Page 3 of 49

4 Contents 1 Purpose Prerequisites Master Data Roles Process Overview Table Process Steps Creating a Customer Master Record Creating a One-Time Account Posting a Down Payment Request Posting a Down Payment Manually Posting a Customer Invoice Posting a Customer Invoice with Billing in Sales and Distribution Posting a Customer Invoice in Accounting Posting Customer Invoices with Document Packing Posting a Credit Memo with Reference to the Invoice Posting a Credit Memo with Reference to the Invoice in Sales and Distribution Posting a Credit Memo in Accounts Receivable Down Payment Clearing Manually Posting Payments using Automatic Payments Program Outgoing Payments - Manually Posting Incoming Payment from Customer Manually Automatic Clearing of Open Items in Customer Accounts Manual Clearing of Open Items in Customer Accounts Manual Bank Statement Reprocessing an Account Statement Dunning One-Time-Accounts Postings One-Time-Accounts Postings in Sales and Distribution One-Time-Accounts Postings in Accounting Setting a Credit Limit Credit Control Reporting Displaying a Customer Accounting Document Displaying and Changing Customer Line Items Displaying Customer Balances Appendix Reversal of Process Steps SAP AG Page 4 of 49

5 5.2 d Forms SAP AG Page 5 of 49

6 Accounts Receivable 1 Purpose This scenario deals with posting accounting data for customers in Accounts Receivable. From there, the data is sorted by the customer and made available to other areas such as the Sales and Distribution system. When you post data in Accounts Receivable, the system creates a document and passes the data entered to the general ledger. General ledger (Profit and Loss) accounts and customer accounts are then updated according to the transaction concerned (receivable, down payment, credit memo and so on) customer payment activities. All business transactions are posted to and managed by means of accounts and for this customer master records are created. One time Customers are used for avoiding building up of huge master data volume. Business Process Accounts Receivable focuses on the following activities: Post down payment request Post down payment manually Post customer invoice Post a credit note with invoice reference Posting Payments Using the Payment Program Posting Manual Payment Automatic Clearing of open items in customer accounts Manual Clearing of open items in customer accounts Manual Bank Statement Processing Reprocessing an Account Statement Dunning One-Time-Accounts Postings Setting a Credit Limit Credit Control Reporting General Business Processes: In this document you can find some transactions which cover the following general business processes Displaying an accounting document Displaying and Changing Line Items Displaying Balances Reversing a Document Reversing a Document Individual Reversal Reversing a Document Mass Reversal 2 Prerequisites 2.1 Master Data SAP AG Page 6 of 49

7 You have entered the master data required to go through the procedures of this scenario. Ensure that the following scenario-specific master data exists before you test this scenario: Master Data Value Selection Comment Customer * All For master data creation compare Create Customer Master (155.18) 2.2 Roles The following roles must have already been installed to test this scenario in the SAP Netweaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scenario. You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI. Prerequisites The business roles have been assigned to the user who is testing this scenario. Details Business Role Activity Transaction Employee (Professional r) Accounts Receivable Accountant Accounts Receivable Manager SAP_NBPR_EMP LOYEE-S SAP_NBPR_AR_C LERK-S SAP_NBPR_AR_C LERK-M Assignment of this role is necessary for basic functionality. F-37 F-29 FB75 F-39 F110 F-31 F-28 F.13 F-32 F150 F.2B FB03 FBL5N FD32 F.31 FD10N Bank Accountant SAP_NBPR_BAN KACC-S FF67 FEBA_BANK_STATEMENT SAP AG Page 7 of 49

8 Details Business Role Activity Transaction Accounts Receivable Account - FI Only SAP_NBPR_AR_F I_ONLY-S FB70 This role is needed if the component SD is not in scope. Do not use this role if invoices are created with the SD component. 3 Process Overview Table Process step External process reference Business condition Business role Transaction code Expected results Creating a customer Master record See Create Customer Master (155.18) scenario All business transactions are posted to and managed by means of accounts. You have to create a master record for each account that you need See Create Customer Master (155.18) scenario The customer master record has been created and the account can now be posted Creating one time Account See Create Customer Master scenario One-time accounts are used to manage one-time customers See Create Customer Master scenario The one-time customer account is created. Posting Down Payment Request These noted items are required to enable the system to post the down payments to your customer automatically using the payment program. Accounts Receivable Accountant F-37 The down payment request is posted to the customer account. (a statistical item, relevant for subsequent processing, has been posted.) Posting a down payment manually You can post down payments received either manually or automatically Accounts Receivable Accountant F-29 The document posts the bank account on the debit side and the customer with the alternative reconciliation account (Down payments received) on the credit side. The system automatically sets a payment SAP AG Page 8 of 49

9 Process step External process reference Business condition Business role Transaction code Expected results block in the down payment Post Customer Invoice with Billing in Sales and Distribution See Sales Order Processing: Sale from stock 109) scenario Post invoice for the Customer See Sales Order Processing: Sale from stock 109) scenario See Sales Order Processing: Sale from stock 109) scenario Customer invoice document posted to allow payment from customer Post Customer Invoice in Accounting Customer invoices are posted in accounting application without SD integration Accounts Receivable Account - FI Only FB70 Accounting documents are created. Posting a Credit Memo with Reference to invoice in Sales and Distribution Credit Memo Processing (204) scenario Processing: Credit Memo Processing (204) scenario Processing: Credit Memo Processing (204) scenario Credit memos are created. Posting a Credit Memo in Accounts Receivables Based on a query of the customer, you decide to grant him a credit note Accounts Receivable Accountant FB75 Accounting documents are created. No integration with SD application. Down Payment Clearing Manually After you have issued the final invoice, the down payment documents are cleared manually with the invoice, if the settlement of down payments has not been carried out automatically. Accounts Receivable Accountant F-39 Down payments are cleared manually with the invoice. Posting Payments Using the Payment Program The payment program enables you to carry out automatic payment transactions with customers Accounts Receivable Accountant F110 The difference between the down payment (if any), the credit note (If any) and the invoice will then be posted automatically by the payment program Outgoing payments The manual outgoing Accounts Receivable F-31 The payment is deposited in SAP AG Page 9 of 49

10 Process step manually External process reference Business condition payment enables you to post outgoing payments without automatic program Business role Accountant Transaction code Expected results bank and invoices identified for the payment are cleared Posting Payments Using the manual payment The manual payment enables you to post the payment transactions with customers Accounts Receivable Accountant F-28 The payment is deposited in bank and invoices identified for the payment are cleared Automatic Clearing You can periodically clear customer account with open items Accounts Receivable Accountant F.13 All the open items that have identical debit and credit amounts are cleared. Manual Clearing Clearing of open customer items using manual process Accounts Receivable Accountant F-32 The open items selected in the account have been cleared. If a difference is determined, a residual item or a new open item is created. Manual Bank Statement Processing The bank credits the check, the bank transfer, and the foreign bank transfer directly from your account. Bank Accountant FF67 Those items which had been posted on the bank sub account have been cleared with the items created during the bank statement processing. Reprocessing an Account Statement The bank debits the check, the bank transfer, and the foreign bank transfer directly from your account. Bank Accountant FEBA_BANK_ STATEMENT Those items which had been posted on the bank sub account have been cleared with the items created during the bank statement processing. Dunning Overdue items exist in the respective customer accounts, If necessary, Accounts Receivable Accountant F150 The dunning notices are now printed. The dunning data has been updated in the SAP AG Page 10 of 49

11 Process step External process reference Business condition calculate the interest on arrears and send letter to customer Business role Transaction code Expected results customer master records and in the open items (last dunning level and last dunning date). One-Time- Accounts Postings in Sales and Distribution See Sales Order Processing: Sale from stock 109) scenario One-time accounts are used to manage one-time customers See Sales Order Processing: Sale from stock 109) scenario See Sales Order Processing: Sale from stock 109) scenario The document is posted to the one-time domestic account One-Time- Accounts Postings in Accounting One-time customer invoices are posted in accounting. Accounts Receivable Accountant - FI Only FB70 Accounting documents are created. Setting a Credit Limit You set credit limits for customers Accounts Receivable Manager FD32 The credit limit is set for the account. Credit Control Reporting Several credit control reports are available. The Overview report is described here as an example Accounts Receivable Manager F.31 The system displays a credit overview for customer Reporting Process step External process reference Business condition Business role Transaction code Expected results Displaying a customer accounting document. How to display an accounting document Accounts Receivable Accountant FB03 Display a customer accounting document. Displaying and Changing Customer Line Items Displaying and changing line items in a customer account Accounts Receivable Accountant FBL5N The line items of an account are displayed. You can now make changes to the document line items Displaying Customer Balances Displaying customer account balances Accounts Receivable Manager FD10N Display customer account balances 4 Process Steps SAP AG Page 11 of 49

12 4.1 Creating a Customer Master Record In this activity, you create a customer master record. To execute this activity, run the processes in the Create Customer Master (155.18) scenario, using the master data from this document. 4.2 Creating a One-Time Account Purpose Business partners who have a business transaction with you only once are called one-time customers. You do not have to create a master record for one-time because you do not need this master record after the business transaction, and it uses space. You create collective master records for one-time customers and one-time vendors. You create a collective master record for a customer that only includes data for all one-time customers in a certain region. This collective master record can include the following fields: Master record name Language Currency Sales office processing the data If a one-time customer from this region orders goods from your company, use the customer number of the collective master record when processing the sales order. You enter the address and other data that is not in the collective master record in the sales order. One-time accounts are used to manage one-time customers. This avoids large volumes of data building up in the master records. Prerequisites The account group has been maintained with external, alphanumeric number assignment. Result To execute this activity, run the processes in the Create Customer Master (155.18) scenario, chapter Create CPD Customer Master Data (Complete)using the master data from this document. SAP AG Page 12 of 49

13 The one-time customer account is created. 4.3 Posting a Down Payment Request Down payment requests are noted items that do not affect the balance sheet. They can be taken into consideration in account analysis, the dunning program and in the payment program. Prerequisites Customizing for special general ledger transaction F with alternative reconciliation account has been done. 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical r Interface (SAP GUI) SAP ECC menu Transaction code F-37 Accounting Financial Accounting Accounts Receivable Document Entry Down Payment Request Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Receivable Accountant (SAP_NBPR_AR_CLERK-S) Accounts Receivable Posting Payments Customer Down Payment Request 2. On the Customer Down Payment Request: Header Data screen, make the following entries: Document Date <document date> For example Today s date Company Code CORPRATE CENTER UNICO CAP UFL SWAN GCL SAP AG Page 13 of 49

14 3. Choose New Item. 4. On the Customer Down Payment Request: Add Customer Item screen, make the following entries: Amount Any amount For example 1900 Tax Code Select tax code For example A1 Calculate tax X Due On Date in the future For example Today s date + 1 month 5. Choose Post (Ctrl + S). Result The down payment request is posted to the customer account. On the posted document you find the Special G/L account (Down payment requests (customers)). The balance of the G/L account and that one of the customer account has not been updated. A statistical item, relevant for subsequent processing, has been posted. 4.4 Posting a Down Payment Manually You can post down payments either manually or automatically (payment program SAPF110V, automatic debit or bank direct debit payment method; the down payment request must already be posted). The manual posting process is described below. You should process like this especially in case of manual payment or a manual step by step posting of the account statement. Prerequisites The Customizing settings for special general ledger transaction A with alternative general ledger account (Down payment requests - Customers) have been made. 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical r Interface (SAP GUI) SAP ECC menu Transaction code F-29 Accounting Financial Accounting Accounts Receivable Document Entry Down Payment Down Payment Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Receivable Accountant (SAP_NBPR_AR_CLERK-S) Accounts Receivable Payments Post Customer Down Payment 2. On the Post Customer Down Payment: Header Data screen, make the following entries: SAP AG Page 14 of 49

15 Document Date <document date> For example Today s date Company Code Currency <select company code> NGN 1000, 2000, 3000, 4000, 4010 or 5000 Reference <reference> Choose the reference entered in the down payment request. Customer Account <customer > CORPRATE CENTER UNICO CAP UFL SWAN GCL 3. Choose Requests. For example REQ ABAT MARKETING ACADEMY ABUEGO NIG LTD {MR. BIGG' ADERON VENTURES ADISCO NIG. ENTERPRISES AMUMU VENTURES ADONAISON VENTURES 4. On the Post Customer Down Payment: Choose Requests screen, select the required item. 5. Choose Post (Ctrl + S). The system displays the message Document XXXXXXXXXX was posted in company code 1000, 2000, 3000, 4000, 4010 or 5000 Check the posted document using Document Display. If you post a down payment without first posting the associated down payment request, carry out steps 1 and 2 only. Then proceed as follows: In step 3, choose New Item instead of Requests. 1. On the Post Customer Down Payment: Add Customer Item screen, enter the required data. Amount <Down payment amount> For example 1900 Tax Code <Select a tax For example A1 SAP AG Page 15 of 49

16 code> 2. Choose Post (Ctrl + S). 3. Check the posted document using Document Display. Result The document posts the bank account (Customer incoming payments) on the debit side and the customer with the alternative reconciliation account (Down payments received) on the credit side. The system automatically sets a payment block in the down payment. The calculated tax has been posted. If selected during posting, the request has been cleared. 4.5 Posting a Customer Invoice Customer invoices can be created with the components Sales and Application (SD) or Financials (FI). SAP Best Practices solutions require postings of customer invoices with the sales and distribution transactions as soon as the Sales and Distribution (SD) component is in scope. Customer invoices should be posted in accounting area in case if scenarios in Sales and Distribution application are not available. Proceed with process step Posting a Customer Invoice with Billing in Sales and distribution if the Sales And Distribution (SD) component is in scope. This ensures full integration of the sales and distribution and accounting/controlling functionality. Proceed with process step Posting a Customer Invoice in Accounting in case if the Sales and Distribution (SD) component is not in scope. Billing functions are not applicable Posting a Customer Invoice with Billing in Sales and Distribution You post customer invoices for the goods and services shipped to customer. You need customer invoice to carry out customer payment, credit memo if any against this invoice and to adjust down payment against this invoice and credit memo. Prerequisite The Sales and Distribution (SD) component is in scope. SAP AG Page 16 of 49

17 To execute this activity, run the processes in the Sales Order Processing: Sale from stock (109) scenario, using the master data from this document. Supplies to customers in the EU are tax-free and must be reported to the Customs and Excise split between Goods, Services and Sub-contracting. Running the report is explained in EC Sales List (159). For this report to give the correct results a customer in the EU must have a VAT registration code in his Master Record and the invoice/credit note must have a VAT code of A3 (Goods) A4 (Services ) A5 (Subcontracting) Posting a Customer Invoice in Accounting Customer invoices are posted in accounting. Accounting documents are created. Prerequisite The Sales and Distribution (SD) component is not in scope. Customer master data should exist (see process step Creating a Customer Master Record or Creating a One-Time Account. 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical r Interface (SAP GUI) SAP ECC menu Transaction code Accounting Financial Accounting Accounts Receivable Document Entry Invoice FB70 Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Receivable Account - FI Only (SAP_NBPR_AR_FI_ONLY-S) Accounts Receivable Posting Invoice Enter Outgoing Invoices When you call up the transaction for the first time, a dialog box appears for you to enter the company code. Enter company code 1000, 2000, 3000, 4000, 4010 or To change the company code in the transaction, choose Edit Change Company Code. Then choose Continue. 2. On the Basic Data tab, on the Enter Customer Invoice: Company Code XXXX screen, enter the following data. Customer <customer number> SAP AG Page 17 of 49

18 Invoice Date <date> For Example Today s date Reference <Any reference> Amount <any amount> For example 5800 Currency NGN Calculate Tax X Based on the previously posted down payment the system reacts with a message about the existing amount of down payments. Confirm this message with Continue (Enter). 3. On the Payment tab, on the Enter Customer Invoice: Company Code XXXX screen, enter the following data. Bline Date Baseline Date for Due Date Calculation <For example, Today s date> Check date Payt terms For example 0001 Pmt Method 4. Enter the following data for the line item: Check payment method G/L acct <revenue account> For example D/C Debit/Credit Credit Amount in Document Currency <any amount> * or 5800 Enter the gross amount. The system calculates the output tax automatically. Tax Code <tax code> For example A1 (5% tax on sales/purchases) If profit centers exist they should also be entered in field Profit Center. In this case, scroll to the right to fill in the field. 5. To check the document before it is posted, choose Simulate (F9). This enables you to display the document, including the tax on sales/purchases to be posted, and to correct it if necessary. 6. Choose Post (Ctrl + S). The system may prompt you with an Information dialog box that a down payment exists. Confirm the Information dialog box by choosing Enter. In the lower area of the screen, the system generates the message: Document xx was posted in company code 1000, 2000, 3000, 4000, 4010 or 5000, where xx is the sequential document number posted by the system. 7. Make a note of the invoice document number for later use in clearing and credit note posting. Result SAP AG Page 18 of 49

19 The customer invoice is posted and the G/L account and customer transaction figures are updated. 4.6 Posting Customer Invoices with Document Packing You receive G/L account documents that have to be posted manually in the SAP system but require vetting and approval before posting. 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical r Interface (SAP GUI) SAP ECC menu Transaction code Accounting Financial Accounting Accounts Payable Document Entry Invoice FB70 (FV50) Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Payable Accountant (SAP_NBPR_AP_CLERK-S) Accounts Payable Posting Invoices Enter Customer Invoice w/o PO Reference To execute this activity please refer to process steps 2 8 of of this document above 1. select pack (ff8). This sends a message to the authorise to review the document for approval. To view message, use transaction cose SBWP to display message 2. Ot the Business Workplace of XXXXXXX screen, click on the workflow icon to display document. Preview and select Approve or Deny action for the document If the document is satisfactory, scoose approve else choose deny. If it is denies, it will be refered back to the originator of the document with the neccessary information to make the necesary ammendment then the process can be repeated. 3. If Approve, choose satisfactory then Post (Ctrl + S) to Post the document, 4. Else, choose unsactifactory, make the necessary correction then post SAP AG Page 19 of 49

20 5. Make a note of the document number. Result The invoice has been posted. For further processing, make a note of the document number. 4.7 Posting a Credit Memo with Reference to the Invoice Proceed with process step Posting a Credit Memo with Reference to the Invoice in Sales and Distribution if the Sales and Distribution (SD) component is in scope. This ensures full integration of the sales and distribution and accounting/controlling functionality. Proceed with process step Posting a Credit Memo in Accounts Receivables if the Sales and Distribution (SD) component is not in scope Posting a Credit Memo with Reference to the Invoice in Sales and Distribution Based on a query of the customer, you decide to grant him a credit note. You post the credit memo with reference to the original invoice. This allows the system to connect the relevant information and ensure a consistent processing. Prerequisites To execute this activity, run the processes in the Credit Memo Processing (204) scenario, using the master data from this document. In exceptional case, you can post the credit memo with accounts receivable. Examples are credit memos for customers which cannot be posted in SD because of missing line items identifications. A customer invoice was posted within the previous step. If you post the credit memo with sales transaction (SD), run the processes in the Credit Memo Processing (204) scenario Posting a Credit Memo in Accounts Receivable SAP AG Page 20 of 49

21 Based on a query of the customer, you decide to grant him a credit note. You can post this document with reference to the original invoice in Accounts Receivable. This allows the system to connect the relevant information and ensure a consistent processing. 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical r Interface (SAP GUI) SAP ECC menu Transaction code Accounting Financial Accounting Accounts Receivable Document Entry Credit Memo FB75 Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Receivable Accountant (SAP_NBPR_AR_CLERK-S) Accounts Receivable Posting Invoice Enter Outgoing Credit Memos 2. On the Basic Data tab, on the Enter Customer Credit Memo: Company Code XXXX screen, make the following entries: Customer <Select Customer> Document Date <document date> For example Today s date Reference <invoice reference> For example Amount Credit memo amount For example 300 Currency Calculate tax NGN 3. Enter the following data for the first line item: G/L Account D/C Debit/Credit Debit Amount in doc. curr. X <Specify G/L account to be posted> <Amount in document currency> For example revenue account For example * or 300 Tax Code <Select tax code> For example A1 Profitability Segment Choose the arrow in the column. In the dialog box Assignment to a Profitability Segment; enter the customer number; choose Continue. Example: Customer: <select a customer or range> Is only relevant, if CO-PA is active. SAP AG Page 21 of 49

22 If profit centers exist they should also be entered in field Profit Center. In this case scroll to the right to fill in the field. 4. Choose the Payment tab. 5. On the Payment tab, make the following entries: Inv.ref. <Invoice document number> For example enter the number of the invoice you created before in process Posting a customer invoice. 6. Choose Enter. The system displays the message Data was copied. Choose Enter again to confirm the message If you enter the FI document number of the invoice in the Invoice Reference field, the invoice payment data is automatically copied (baseline date for payment, terms of payment). This is logged with the displayed system message. If you do not enter an invoice reference, the credit memo created is due immediately. 7. Choose Post (Ctrl + S). The system displays the message Document XXXXXXXXXX was posted in company code XXXX (XXXXXXXXXX is the assigned document number). Result If you post the credit memo with reference to the invoice, the system automatically transfers the terms of payment from the invoice to the credit memo. 4.8 Down Payment Clearing Manually After you have issued the final invoice, the down payment documents are cleared automatically with the invoice. A transfer posting to the normal reconciliation account is carried out. This step is described in scenario Customer Down Payment (201, 4.11). If the settlement of the down payment has not been processed automatically, you have to do this step manually. Prerequisites Down payments are posted. A customer invoice is posted. The down payments are not cleared automatically with the invoice. 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical r Interface (SAP GUI) SAP AG Page 22 of 49

23 SAP ECC menu Transaction code F-39 Accounting Financial Accounting Customers Document Entry Down Payment Clearing Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Receivable Accountant (SAP_NBPR_AR_CLERK-S) Accounts Receivable Payments Clear Customer Down Payment 2. On the Clear Customer Down Payment: Header Data screen, make the following entries. Document Date <Today s date> Company Code <select company code> 1000, 2000, 3000, 4000, 4010 or 5000 Currency Reference Account Invoice Reference NGN Clear down paym. <customer account> <Document number of the invoice> 3. Choose Process Down Payments and select the corresponding down payment. 4. Choose Save. Ignore the message that appears at the bottom of the screen. Result The down payment is cleared. The system posts a new item in the customer account and in account The new item can now be handled as a partial payment, and included and cleared when an incoming payment is received (or by the payment program). 4.9 Posting Payments using Automatic Payments Program The payment program enables you to carry out automatic domestic and international payment transactions with vendors and customers. It creates the payment documents and makes the data available for the payment medium programs. These programs either print a payment list or payment form, or create data media/files, which can then be sent to the bank on disk or with special bank software. The payment medium program stores data in the SAP print management system and DME administration system (for DME). Here, the data is retrieved separately for each form/data medium and can be transferred in the required manner. After a successful payment run, the open customer or vendor items are paid, the items cleared, and payment media created, which you can send to the bank. SAP AG Page 23 of 49

24 In the open item, you can specify a payment currency different from the document currency. You can also specify an amount that is then paid instead of the gross amount of the item. This means that it represents the gross amount of the item in the payment currency. Prerequisites Master data for customer has been maintained regarding bank data and allowed payment methods. Customizing for the payment program has been finished. Selection variants for the creation of the payment media have been created and allocated in Customizing. On the customer account open due items exist. You can check this using transaction FBL5N Display/Change Line Items. If this is not the case, post some invoices as described in step Posting Customer Invoices. 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical r Interface (SAP GUI) SAP ECC menu Transaction code Accounting Financial Accounting Accounts Receivable Periodic Processing Payments F110 Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Receivable Accountant (SAP_NBPR_AR_CLERK-S) Accounts Receivable Posting Payments Automatic Payment 2. On the Automatic Payment Transactions: Status screen, enter the required data. Run Date Identification 3. Choose the Parameter tab. <Any date for identification> <Any identification> For example Today s date Enter a unique alphanumeric ID per run date. For example your initials with a 2 digit number at the end For example MO01 4. On the Automatic Payment Transactions: Parameters screen, enter the required data. Posting Date Posting date of the clearing documents For example Today s date SAP AG Page 24 of 49

25 Docs Entered Up To Customer Items Due By Entry date of the documents to be considered Specify due date of items to be considered Company Codes 1000, 2000, 3000, 4000, 4010 or 5000 Payment Methods D Direct Debit Next p/date Customer To Specify the day of the next payment run execution Specify customer (from) Specify customer (to) 5. On the Additional Log screen, enter the following data. Due Date Check Pmt method selection if not successful Line items of the payment documents Customers (from/to) Select checkbox Select checkbox Select checkbox Specify customer (from )and (to) For example Today s date All customer items that are due by the day entered, are taken into consideration For example Today s date + 1 month Date of next payment run For example Today s date + 1 month Open items of this customer are going to be regulated via the payment run. Select the customer for whom the invoice has been entered in step Posting a Customer Invoice (step 4.5) All customers specified within the range from to are going to be regulated with the payment run. All customers specified within the range from to are going to be included in the payment log. 6. Choose Save Parameters (Ctrl + S). 7. Choose the Status tab. 8. Choose Proposal (Schedule Proposal Shift + F1). 9. In the Schedule Proposal dialog box, enter the following data: SAP AG Page 25 of 49

26 Start date Specify start date For example Today s date Start immediately 10. Choose Schedule (Enter). X 11. Keep choosing Status (Shift + F2) until the status text changes to Payment Proposal has been created. 12. You can view the Proposal by selecting Display Proposal (Shift + F9) and view the proposal log by selecting Display Proposal Log (Shift + F7) 13. To Edit the proposal and Select Items to be paid and Paying Bank for Items Select Edit Proposal (Shift+F4) and Continue (Shift+F1) the all accounting clerks screen. A list of Customers to receive payments for is displayed. 14. Double Click on a Customer and a list of Open Items is displayed. Double Click an Item to receive payment for and select the Reallocate (F6) 15. Enter the following data and Continue and then Save Payment Method D Transfer In House Bank ACCSS Access Bank PLC Account ID ACCS1 Access Account Go back to Main screen you have the message Payment proposal has been edited 17. Choose Pmnt Run (Schedule Payment Run (F7)). Confirm the Schedule payment dialog box with Yes. 18. In the Schedule Payment dialog box, enter the following data: Start date Specify start date For example Today s date Start immediately Create Payment Medium 19. Choose Schedule (Enter). X X 20. Keep choosing Status (Shift + F2) until the status text changes to Payment run has been carried out. 21. After the payment run has been finished, you have to note the reference number of the DME-File, as you will need this for the later simulation of the manual account statement posting. 1. Choose Environment Payment Medium DME Administration to call up the information about the created DME File. Select the Line of the created DME File and choose Choose (F2). The attributes are displayed. Note the reference number. 2. Finish the transaction by choosing Cancel (F12) twice. 3. You can also get the required information by using the Payment run log. To do so, choose Display Payment Run Log (Shift + F8) instead of step 1 and 2. SAP AG Page 26 of 49

27 Result The payment run has been executed. Payments by Collection/Direct debit for customers have been carried out. The open customer items have been cleared. The payment media, DME files and associated lists have been created and can be sent to the bank Outgoing Payments - Manually You can post outgoing payments either manually or automatically (payment program SAPF110 see previous step). The manual posting process is described below. You should process like this especially in case of manual payment or a manual step by step posting of the account statement. Prerequisites Open items have been posted. 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical r Interface (SAP GUI) SAP ECC menu Transaction code Accounting Financial Accounting Accounts Receivable Document Entry Other Outgoing Payments F-31/F-53 Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Receivable Accountant (SAP_NBPR_AR_CLERK-S) Accounts Receivable Posting Payments Post Outgoing Payments 2. On the Post Outgoing Payment: Header Data screen, make the following entries: Document Date * For example today s date Posting Date * For example today s date Company Code <select company code> 1000, 2000, 3000, 4000, 4010 or 5000 Currency NGN NGN Reference (*) optional Bank data Account * (bank transfer domestic account) For example Amount * For example 1900 SAP AG Page 27 of 49

28 Value Date * For example today s date Open item selection Account * Enter the existing customer with open invoice: Account Type 3. Choose Process Open Items. D 4. On the Process Open Items screen, select the required item (Open invoices, credit memos, and so on). 5. Choose Post (Ctrl + S). The system displays the message Document XXXXXXXXXX was posted in company code 1000, 2000, 3000, 4000, 4010 or 5000 Check the posted document using Document Display Result The document posts the bank account and the customer account. The selected open item is cleared by the payment made Posting Incoming Payment from Customer Manually This activity posts the incoming payments from the customer. 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical r Interface (SAP GUI) SAP ECC menu Transaction code F-28 Accounting Financial Accounting Customer Document Entry Incoming Payments Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Receivable Accountant (SAP_NBPR_AR_CLERK-S) Accounts Receivable Posting Payments Post Incoming Payments 2. On the Post Incoming payments: Header Data screen, enter the following information: Document date <document date> For example Today s date Company Code <select company code> 1000, 2000, 3000, 4000, 4010 or 5000 SAP AG Page 28 of 49

29 Currency Account NGN <Select bank G/L account to be posted> Section Bank G/L Account For example NGN Bank No.1 -cheques received Amount * Select the amount of a customer invoice Open item selection- Account <Select Customer> For example 7000 Number of the account from which the open items are to be selected for further processing Value Date <value date> For example Today s date 3. Choose Enter. 4. On the Post incoming payments Process open items screen, double-click the invoices to be applied against the payment. 5. Choose Post. You can optionally create residual items, partial payments, or charge of differences. Result To check document before posting, choose Simulate (F9) to display document, with cash discount, automatic pmt. difference entries, residual items. The payment is deposited in bank and invoices identified for the payment are cleared. You do not need to process any other steps in this document. Debited Accounts Bank Pmt. Differences Customer (Residual items) Credited Accounts Customer Payment differences 4.12 Automatic Clearing of Open Items in Customer Accounts You can periodically clear open customer account items if credit memos have been created for invoices, for example. Prerequisites Open customer documents are posted. SAP AG Page 29 of 49

30 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical r Interface (SAP GUI) SAP ECC menu Transaction code F.13 Accounting Financial Accounting Accounts Receivable Periodic Processing Automatic Clearing Without Specification of Clearing Currency Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Receivable Accountant (SAP_NBPR_AR_CLERK-S) Accounts Receivable Periodic and Closing Activities Automatic Clearing 2. On the Automatic Clearing screen, enter the following data: Company Code <select company code> 1000, 2000, 3000, 4000, 4010 or 5000 Select customers X Select the indicator. Special G/L Transactions x Select this indicator, if special G/L transactions (down payments) should be cleared automatically Test run X To perform a test run, select the indicator. For the real run, deselect the indicator and execute the program again. First perform a test run; the indicator is activated automatically. 3. Choose Execute (F8). 4. When you perform the real run the system displays the warning: This program run is a production run. Choose Enter to confirm the warning and to start the run. Result All the open items that have identical debit and credit amounts and references are cleared (the customer invoice and the credit memo created within the prerequisite section are cleared). A log is created Manual Clearing of Open Items in Customer Accounts Clearing of open customer items. If the balance of the items to be cleared is not 0, you can create a residual item, for example for overpayments/underpayments. Prerequisites SAP AG Page 30 of 49

31 Open Items in customer accounts are posted. 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical r Interface (SAP GUI) SAP ECC menu Transaction code F-32 Accounting Financial Accounting Accounts Receivable Account Clear Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Receivable Accountant (SAP_NBPR_AR_CLERK-S) Accounts Receivable Posting Document Processing (homepage) 2. Only SAP NetWeaver Business Client (SAP NWBC): Mark the first row of the required business partner and choose All Customer Line Items Open 3. Select the relevant document number and choose Clear Customer Items. 4. On the Clear Customer: Header Data screen, enter the required data. Account <Customer> Enter the customer account number for whom the invoice and credit memo was posted. Company Code Additional Selections Reference 5. Choose Enter. <select company code> 1000, 2000, 3000, 4000, 4010 or If Reference is selected in screen section Additional Selections, enter the required data on the Clear Customer: Enter Selection Criteria screen. Reference From 7. Choose Process Open Items. Reference interval to be taken into account For example REF Depending on your user settings, the open items you want to clear have to be activated first. To do this, mark the open items and choose Activate Items. 9. If discount has been calculated, delete the amounts which are defaulted in the respective column. 10. You have to specify the open items that are to be fully cleared, and the open items for which a residual item is to be created. SAP AG Page 31 of 49

32 Choose Residual Items and enter the residual amount for the invoice. As an alternative, you can also double-click the entry field, which causes the transaction to calculate the residual amount itself. 11. For some reasons it makes sense not to allocate the residual amount to one item, but to post it to the account without allocation. To do so, use the field Difference Postings instead and enter the residual amount here. 12. Choose Post (Ctrl + S) to save your entries. The document overview is being displayed now, and you are asked to update the highlighted line item. Choose the residual item by doubleclick and enter a describing text for the line item. Choose Post (Ctrl + S) to finally post the document. Result The open items selected in the account have been cleared. If a difference is determined, a residual item or a new open item is created Manual Bank Statement The bank credits the collection, the direct debit, the deposited checks and a bank transfer from a customer to your account. As in the case currently under consideration some open items have already been cleared by the automatic payment and the check deposit, the posting of the bank statement in these cases will clear the open items bank clearing account. Prerequisites House banks must be maintained and the customizing for the manual bank statement has to be finished. 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical r Interface (SAP GUI) SAP ECC menu Transaction code Accounting Financial Accounting Banks Incomings Bank Statement Manual Entry FF67 Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Bank Accountant (SAP_NBPR_BANKACC-S) Bank Accounting Incomings Manual Account Statement 2. Using the transaction the first time requires the entry of the following data on the Specifications screen: Internal Bank Determination X If this indicator is set, you can enter the house bank ID and the account ID. If the indicator is not set, you have to enter the bank SAP AG Page 32 of 49

33 Import advice Start Variant Further Processing YB01 number and the bank account number. Processing Type 4 Further processing online. You have to choose Processing Type 4. If you choose this processing type, you can use transaction FEBAN or FEBA for further post processing. 3. Choose Enter. To change the specifications, choose Settings Specifications on the following screen. 4. On the Process Manual Bank Statement screen, enter the required data. Company Code House Bank Account ID Statement Number Statement Date Control <select company code> <House bank for which bank statement is being entered> <House bank account for which bank statement is being entered> <Number of the bank statement to be processed> <Date of the Account Statement to be processed> 1000, 2000, 3000, 4000, 4010 or 5000 For example, FIRST BANK OF NIGERIA PLC For example, FIRST BANK OF NIGERIA PLC Last bank statement number for the selected house bank/account + 1 For example, 1 For example Current date Opening Balance <Opening Balance> Opening balance = Closing Balance of the previous bank statement (compare note below for further details) Closing Balance <Opening Balance + Balance of the For example, 0 Closing Balance = Opening Balance + all SAP AG Page 33 of 49