Payment List paid in Cash

Transcription

1 Payment List paid in Cash Table of Contents 1.0 Objective Payment through a House Bank Payment method = Z Business Partner master records should have appropriate Accounting Clerk ZAPFBL1N Report for verification purposes F110 & ZAPFBL1N for authorization purposes Bank debits our bank account as authorized & bank statement is loaded for the total amount as per ZAPFBL1N list Bank statement reconciliation (FEBAN) Review of payments & creation of a new A/P for payments not disbursed House Bank credits our bank account with the money not disbursed GL is cleared with FEBAN Payment through an Imprest Cashier Payment method = D Business Partner master records should have appropriate Accounting Clerk ZAPFBL1N Report for authorization purposes Replenishment of the IMPREST Bank Statement Reconciliation (FEBAN) Information of payments made Record payments made on vendor accounts using ZAPDOCLOAD Reduction of the Imprest balance (Tcode FBCJ) Clearing of staff member accounts and GL Payment through a Third Party (non a current House Bank) Payment method = E Business Partner master records should have appropriate Accounting Clerk ZAPFBL1N Report for authorization purposes Downpayment Request (SPGL=K) for the full amount of the payment list Bank debits our bank account for the amount of the downpayment & bank statement is loaded Bank Statement Reconciliation (FEBAN) Information of payments made ZAPDOCLOAD to clear payables to staff members F-44 to clear GL against the downpayment (GL ) Clearing of staff member accounts and GL Amount returned by the Third Party for payments not disbursed Clearing Bank EFT-in Clearing against the downpayment (GL ) with tcode FEBAN F-03 to clear debit and credit of Bank EFT-in clearing account Verifications...15 Page 1 of 16

2 1.0 Objective This user aid will outline how to pay in cash a payment list. It includes the following variants: through a House Bank (payment method Z), through a UN Imprest Cashier (payment method D), through a Third Party (Bank or Security Firm which is not a house bank or a staff member who acts as a paymaster) (payment method E). 2.0 Payment through a House Bank 2.1 Payment method = Z Payables (created either through Progen, AP upload, etc.) must have payment method = Z. Otherwise, it might be changed to Z using tcode FB Business Partner master records should have appropriate Accounting Clerk The Accounting Clerk determines the geographic location in which the cash payment will be realized. To verify the accounting clerk of a business partner use tcode BP. Select the FI Vendor Role, Company Code and the Vendor: Correspondence tab. Page 2 of 16

3 2.3 ZAPFBL1N Report for verification purposes This report should be produced for a specific fund and payment method and should be used for verification purposes prior to the execution of F110 and FPRL_LIST. For SPMs, in addition to the Fund (10UNA), the specific business area should also be entered. In Normal Selection: Doc Type: P1 (for payroll-generated payables); Fund:, Status: Open, Open at key date: today s date. In Dynamic Selection: Accounting Clerk: xx, Payment Method: Z. Dynamic Selection: Page 3 of 16

4 Output: 2.4 F110 & ZAPFBL1N for authorization purposes Page 4 of 16

5 For payment method Z, Cashier runs tcodes F110 and FPRL_LIST (Payment release list) but does not send any swift message to the bank. db cr All staff member payables Bank EFT-out Clearing Account ZAPFBL1N report should be used as the authorization to be sent by Cashier to the house bank permitting they take the payment list total amount from our bank account and proceed with the corresponding payments. ZAPFBL1N report is exported to Excel, saved and password protected. This version is frozen so that no new payments are added. If currently using CitiDirect or another proprietary bank system to upload a payment list into the bank s system, ZAPFBL1N report may be used as a basis to prepare the upload file. In Normal Selection: Document Type: P1; Fund:, Status: Cleared, Clearing date: payment s date = posting date used in the F110 step above. In Dynamic Selection: Accounting Clerk: xx, Payment Method: Z. 2.5 Bank debits our bank account as authorized & bank statement is loaded for the total amount as per ZAPFBL1N list db cr Bank EFT-out clearing account Bank Nominal 2.6 Bank statement reconciliation (FEBAN) Page 5 of 16

6 Tcode FEBAN is used in order to clear the debit (step 2.5) and the credit (step 2.4) to the Bank EFT-out clearing account. 2.7 Review of payments & creation of a new A/P for payments not disbursed At the end of the payment period, the signed payment list must be reviewed to ensure that the signed payments match with the payables. The review should include a comparison with the saved ZAPFBL1N payment list (in step 2.4) to ensure that the list has not been altered. In case there has been a payment that has not been disbursed, it is necessary to create a new payable using FV60, doc type=kh, payment method=z. For the debit line select GL (AP Cash Payment Clearing). Ensure that the line item description of both the debit and the credit reads: Replaces doc number XXXXX which was not paid. Likewise, the line item description of doc number XXXXX should be modified using FB02 to: This closed payable was not paid and is replaced by a new payable doc number YYYYY. 2.8 House Bank credits our bank account with the money not disbursed In case one staff member doesn t come to pick the cash up, the house bank should credit our bank account. Once the bank statement is loaded, the postings will be: db Bank Nominal cr Bank EFT-in Clearing 2.9 GL is cleared with FEBAN Using tcode FEBAN, the debit in GL (step 2.7) is cleared with credit in Bank EFT-in Clearing (step 2.8). 3.0 Payment through an Imprest Cashier 3.1 Payment method = D Payables (created either through Progen, AP upload, etc.) must have payment method = D. Otherwise, it might be changed to D using T-code FB Business Partner master records should have appropriate Accounting Clerk The Accounting Clerk determines the geographic location in which the cash payment will be realized. To verify the accounting clerk of a business partner use T-code BP. Select the FI Vendor Role, Company Code and the Vendor: Correspondence tab. Page 6 of 16

7 3.3 ZAPFBL1N Report for authorization purposes This report should be produced for a specific fund and payment method and will be used as the payment list. For SPMs, in addition to the Fund (10UNA), the specific business area should also be entered. Ensure that it shows the Assignment field as this will be used for clearing later in the procedure. In Normal Selection: Doc Type: P1 (for payroll-generated payables); Fund: ; Status: Open, Open at key date: today s date. In Dynamic Selection: Accounting Clerk: xx, Payment Method: D. Page 7 of 16

8 Dynamic selection: Output: Page 8 of 16

9 ZAPFBL1N report is exported to Excel, saved and password protected. This version is frozen so that no new payments are added. 3.4 Replenishment of the IMPREST Imprest custodian should be provided with additional cash in order to be able to release the necessary cash. FV60 (doc type KH): db GL (Cash Journal Clearing) cr A/P (Imprest Custodian) F110 & FPRL_LIST: db A/P (Imprest Custodian) cr Bank EFT-out clearing Page 9 of 16

10 The bank statement showing the payment to the imprest custodian is loaded: db Bank EFT-out Clearing cr Bank Nominal Regional Imprest receives cash and records into Cash Journal using FBCJ: db IMPREST Cash cr (Cash Journal Clearing) assignment equal to db of FV60 The end result of all the above transactions will be a debit to IMPREST cash (which represents additional funds made available to the imprest custodian) and a credit to Bank Nominal. Tcode F-03 is used to clear the dr and cr in GL account (Cash Journal Clearing). 3.5 Bank Statement Reconciliation (FEBAN) Tcode FEBAN is used to clear the debit and the credit (step 3.4) to the Bank EFTout clearing account. 3.6 Information of payments made At the end of the payment period, the signed payment list must be faxed or e- mailed to Mission HQ by the Imprest Custodian to be reviewed to ensure that the signed payments match with the payables. The review should include a comparison with the saved and password protected ZAPFBL1N payment list (in step 3.3) to ensure that the list has not been altered. 3.7 Record payments made on vendor accounts using ZAPDOCLOAD After Mission HQs reviews the signed payment list,, Mission HQ prepares an upload file as follows: Make a copy of the original password protected file Verify that lines for which there is a signature (indicates payment has been released) match with the original report Delete lines for which there is no signature (payment is pending) Copy and paste the valid lines into ZAPDOCLOAD file Use document type KG (credit memo to vendor) Change to posting key to 21 (credit memo to vendor) Ensure the respective assignment field for each vendor is copied in the ZAPDOCLOAD file to enable automatic clearing of the debit and credit on the staff member account (assignment = assignment of P1 document for Page 10 of 16

11 each staff member). Here each staff member has a different assignment field value. Select GL Advance for Cash Payment Man for the credit (posting key 50) and enter the following assignment data: Payment List YYYY-MM- DD (the date refers to when the frozen ZAPFBL1N was generated). The assignment should be identical to the debit to GL (to be created with FBCJ in the next step) to ensure automatic clearing. Here all lines have the same assignment. Ensure payment block is blank Add payment method = D 3.8 Reduction of the Imprest balance (Tcode FBCJ) Using tcode FBCJ and business transaction Expense, the regional Imprest Custodian records the total amount of cash released during the day. GL Advance for Cash Payment Man should be entered and the assignment = Payment List YYYY-MM-DD (the date refers to when the frozen ZAPFBL1N was generated). db cr (GL ) Assign=Payment List YYYY-MM-DD IMPREST Cash bulk amount paid during the day Please note that the Imprest Custodian should reconcile the Cash Journal and send the Cash Journal report to Mission HQs on a daily basis even if cash payments are spread over several days. 3.9 Clearing of staff member accounts and GL As the assignments of the debits and credits will be the same one, the automatic clearing will clear both the staff member accounts and GL Otherwise, tcode F-44 may be used to clear staff member accounts. Similarly tcode F-03 is used to clear GL Advance for Cash Payment Man. 4.0 Payment through a Third Party (non a current House Bank) 4.1 Payment method = E Payables (created either through Progen, AP upload, etc.) must have payment method = E. Otherwise, it might be changed to E using T-code FB Business Partner master records should have appropriate Accounting Clerk The Accounting Clerk determines the geographic location in which the cash payment will be realized. Page 11 of 16

12 To verify the accounting clerk of a business partner use T-code BP. Select the FI Vendor Role, Company Code and the Vendor: Correspondence tab. 4.3 ZAPFBL1N Report for authorization purposes This report should be produced for a specific fund and payment method and will be used as the payment list. For SPMs, in addition to the Fund (10UNA), the specific business area should also be entered. Ensure that it shows the Assignment field as this will be used for clearing later in the procedure. In Normal Selection: Doc Type: P1 (for payroll-generated payables); Fund: ; Status: Open, Open at key date: today s date. In Dynamic Selection: Accounting Clerk: xx, Payment Method: E. ZAPFBL1N report is exported to Excel, saved and password protected. This version is frozen so that no new payments are added. This version is sent to the Third Party that will distribute payments to individuals. Page 12 of 16

13 4.4 Downpayment Request (SPGL=K) for the full amount of the payment list Using tcode F-47, doc type=ka, SPGL=K, a downpayment request (noted item) is created in the name of a third party or a staff member (a real BP) who is going to deliver the cash. Assignment=Payment List + YYYY-MM-DD (date refers to when the frozen ZAPFBL1N was generated). Payment method is electronic or cheque. Payment program is run (F110 & FRPLK_LIST) and the following posting takes place: db cr Vendor SPGL=K (GL ) Assignment=Payment List + YYYY-MM-DD Bank EFT-out clearing account In case no swift message is to be sent to the bank (i.e. the case of UNOCI where the bank debits our bank account and the bank pays Brinks directly), tcode F-48 should be used instead of F-47. With F-48, the same postings happen but no need to run F110 & FPRL_LIST. As in the case where we use F-47, we use the BP = the entity/person who will deliver the cash i.e. Brinks. 4.5 Bank debits our bank account for the amount of the downpayment & bank statement is loaded db cr Bank EFT-out clearing account Bank Nominal 4.6 Bank Statement Reconciliation (FEBAN) Tcode FEBAN is used in order to clear the debit (step 4.5) and the credit (step 4.4) to the Bank EFT-out clearing account. 4.7 Information of payments made Cash released to staff members should be recorded (each the staff member should sign next to his/her name and the amount received) in the original payment list (ZAPFBL1N printout, step 4.3) which will be sent to Mission HQs by the Third Party. 4.8 ZAPDOCLOAD to clear payables to staff members Mission HQs reviews the signed payment list against the original frozen ZAPFBL1N, saved and password protected in excel (see final part of step 4.3) and prepares an upload file as follows: Make a copy of the original password protected file Verify that lines for which there is a signature (indicates payment has been released) match with the original report Delete lines for which there is no signature (payment was not disbursed) Page 13 of 16

14 Copy and paste the valid lines into ZAPDOCLOAD file Use document type KG (credit memo to vendor) Change to posting key to 21 (credit memo to vendor) Ensure the respective assignment field for each vendor is copied in the ZAPDOCLOAD file to enable automatic clearing of the debit and credit on the staff member account (assignment = assignment of P1 document for each staff member). Here each staff member has a different assignment field value. Select GL Advance for Cash Payment Man for the credit (posting key 50) and enter the following assignment data: Payment List YYYY-MM- DD (the date refers to when the frozen ZAPFBL1N was generated). The assignment should be identical to the debit to GL (to be created with FBCJ in the next step) to ensure automatic clearing. Here all lines have the same assignment. Ensure payment block is blank Add payment method = E 4.9 F-44 to clear GL Advance for Cash Payment Man against the downpayment (GL ) Use tcode F-44 to clear the downpayment (GL ) step 4.4, with the amount recorded in GL in the prior step. Assignment = Payment List YYYY-MM-DD (the date refers to when the frozen ZAPFBL1N was generated). db cr (GL ) Assign=Payment List YYYY-MM-DD Vendor SPGL=K (GL ) Assignment=Payment List + YYYY-MM-DD If the downpayment cannot be fully cleared (because a payment to an staff member did not materialize), the downpayment should be partially cleared using the partial payment tab Clearing of staff member accounts and GL As the assignments of the debits and credits will be the same one, the automatic clearing will clear both the staff member accounts and GL Otherwise, tcode F-44 may be used to clear staff member accounts. Similartlytcode F-03 is used to clear GL Amount returned by the Third Party for payments not disbursed Page 14 of 16

15 The amount should be deposit in our bank account. Once the bank statement is loaded, the postings will be: db Bank Nominal cr Bank EFT-in Clearing 4.12 Clearing Bank EFT-in Clearing against the downpayment (GL ) with tcode FEBAN Tcode FEBAN should be used to apply the amount deposited because of payments not disbursed (step 4.11) towards the balance of the downpayment. The following posting takes place: db cr Bank EFT-in clearing account Vendor SPGL=K (GL ) Assignment=Payment List + YYYY-MM-DD 4.13 F-03 to clear debit and credit of Bank EFT-in clearing account The debit of step 4.12 and the credit of step 4.11 should be cleared using tcode F Verifications Staff members payable (no SPGL): the total outstanding (open) payables should equal the amount returned/deposited in the bank account. To verify it, use ZAPFBL1N: fund=your fund*, doc type=p1, accounting clerk=your location, to document date=doc date from PROGEN interface. Bank EFT-in and EFT-out: ensure that there is no open items left related to this payment list. Use FAGLL03, Fund=64VQA, GL=11xxxxxx11 to 11xxxxxx19, open items, open key date=date money was returned/deposited in the bank account. Verify that none of the open items pertain to this transaction. Advance for Cash Payment (GL ) = 0. Use FAGLL03 for this GL account, open items, open key date=date money was returned/deposited, fund=your fund*. We expect no open items, i.e. all have been properly cleared. Third party vendor with SPGL=K. Use ZAPFBL1N, fund=your fund*, open items, open key date=date money was returned/deposited. It is expected no open items, i.e. all items have been properly cleared. * For SPMs, in addition to the Fund (10UNA), the specific business area should also be entered. Page 15 of 16

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