157_ERP605_BPD_EN_US

EHP5 for SAP ERP 6.0

June 2011

English

Accounts Receivable (157)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices Accounts Receivable (157): BPD

Copyright

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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

External Process

Business Process Alternative/Decision Choice

Typographic Conventions

Type Style Description

Example text 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.

Example text

Emphasized words or phrases in body text, titles of graphics and tables.

EXAMPLE TEXT

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.

Example text

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.

EXAMPLE TEXTKeys on the keyboard, for example, function keys (such as F2) or the ENTER key.

Example text

Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.

<Example text>

Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.

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Content

Accounts Receivable........................................................................................................................... 6

1 Purpose........................................................................................................................................ 6

2 Prerequisites................................................................................................................................ 7

2.1 Master Data........................................................................................................................... 7

2.2 Roles..................................................................................................................................... 7

3 Process Overview Table...............................................................................................................9

4 Process Steps............................................................................................................................ 16

4.1 Creating a Customer Master Record...................................................................................16

4.2 Creating a One-Time Account.............................................................................................16

4.3 Posting a Down Payment Request......................................................................................17

4.4 Posting a Down Payment Manually.....................................................................................18

4.5 Posting a Customer Invoice.................................................................................................20

4.6 Posting a Credit Memo with Reference to the Invoice.........................................................23

4.7 Down Payment Clearing Manually......................................................................................28

4.8 Post Payments using Automatic Payments Program..........................................................29

4.9 Outgoing Payments - Manually...........................................................................................31

4.10 Post Incoming Payment from Customer Manually...........................................................33

4.11 Maintain Lockbox File......................................................................................................34

4.12 Post Lockbox File............................................................................................................35

4.13 Postprocess Lockbox.......................................................................................................37

4.14 Run Batch Input to Update Customers............................................................................38

4.15 Automatic Clearing of open items in customer accounts.................................................39

4.16 Manual Clearing of Open Items in Customer Accounts...................................................40

4.17 Manual Bank Statement...................................................................................................42

4.18 Reprocessing an Account Statement...............................................................................44

4.19 Dunning........................................................................................................................... 46

4.20 One-Time-Accounts Postings (SD)..................................................................................49

4.21 Setting a Credit Limit.......................................................................................................53

4.22 Credit Control Reporting..................................................................................................54

4.23 Displaying a Customer Accounting Document.................................................................55

4.24 Displaying and Changing Customer Line Items...............................................................56

4.25 Displaying Customer Balances........................................................................................58

5 Appendix.................................................................................................................................... 60

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5.1 Reversal of Process Steps..................................................................................................60

5.2 Used Forms......................................................................................................................... 60

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Accounts Receivable

1 PurposeThis scenario deals with posting accounting data for customers in Accounts Receivable. From there, the data is sorted by 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 a 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:

o Post down payment request

o Post down payment manually

o Post customer invoice

o Post a credit note with invoice reference

o Posting Payments Using the Payment Program

o Posting Manual Payment

o Maintaining & Posting Lockbox file

o Automatic Clearing of open items in customer accounts

o Manual Clearing of open items in customer accounts

o Manual Bank Statement Processing

o Reprocessing an Account Statement

o Dunning

o One-Time-Accounts Postings

o Setting a Credit Limit

o Credit Control Reporting

General Business Processes: In this document you can find some transactions that cover the following general business processes

o Displaying an accounting document.

o Displaying and Changing Line Items

o Displaying Balances

o Reversing a Document

o Reversing a Document – Individual Reversal

o Reversing a Document – Mass Reversal

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2 Prerequisites

2.1 Master DataYou 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

UseThe 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.

PrerequisitesThe business roles have been assigned to the user who is testing this scenario.

Details Business Role Activity Transaction

Employee (Professional User)

SAP_NBPR_EMPLOYEE_S Assignment of this role is necessary for basic functionality.

Accounts Receivable Accountant

SAP_NBPR_AR_CLERK_S F-37

F-29

FB75

F-39

F110

F-31

F-28

F.13

F-32

F150

F.2B

FB03

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Details Business Role Activity Transaction

FBL5N

Accounts Receivable Manager

SAP_NBPR_AR_CLERK_M FD32

F.31

FD10N

Bank Accountant

SAP_NBPR_BANKACC_S FF67

FEBA_BANK_STATEMENT

Accounts Receivable Account - FI Only

SAP_NBPR_AR_FI_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.

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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.


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


F-29 The document posts the bank account on the debit side and the customer with the alternative reconciliation account

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Process step


Business condition

Business role


(Down payments received) on the credit side. The system automatically sets a payment 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



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 the customer a credit note


FB75 Accounting documents are created. No integration with SD application.

Down Payment Clearing Manually

After you have issued the final invoice, the down payment


F-39 Down payments are cleared manually with the invoice

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Process step


Business condition

Business role


documents are cleared manually with the invoice, if the settlement of down payments has not been carried out automatically.

Posting Payments Using the Payment Program

The payment program enables you to carry out automatic payment transactions with customers


F110 The difference between the down payment (if any), the credit note (If any) and the invoice is now posted automatically by the payment program

Outgoing payments – manually

The manual outgoing payment enables you to post outgoing payments without automatic program


F-31 The payment is deposited in 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


F-28 The payment is deposited in bank and invoices identified for the payment are cleared

Maintain Lockbox File

Customer invoice must exist.


Manual step outside SAP ECC system

Payment information entered into lockbox file in BAI2

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Process step


Business condition

Business role


format.

Post Lockbox File

Lockbox file from the bank is ready for processing in the system

Accounts Receivable Accountant (US)

FLB2 Payments are deposited in bank and invoices identified for the payments are cleared, where possible.

A log showing processing status of the checks is created

Postprocess Lockbox

Some payments in the lockbox file could not be systematically applied fully to Customer invoices, so further manual processing is needed to apply payments completely.

Accounts Receivable Accountant (US)

FEBA_LOCKBOX/FLB1 The lockbox clearing account has a 'zero' balance because all payments in the lockbox file must be processed by either applying to Customer account or being written-off.

Run Batch Input to Update Customers

Customer bank data updates identified by the lockbox program have been placed into a ‘batch Input session’ to apply the updates to the Customer master records.

Finance Manager

SM35 All Customer bank updates identified by the lockbox program have been entered into the Customer master records.

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Process step


Business condition

Business role


Automatic Clearing

You can periodically clear customer account with open items


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


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 that 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 that had been posted on the bank sub account have been cleared with the items created during the bank statement processing.

Dunning Overdue Accounts F150 The dunning

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Process step


Business condition

Business role


items exist in the respective customer accounts, If necessary, calculate the interest on arrears and send letter to customer

Receivable Accountant

notices are now printed. The dunning data has been updated in the customer master records and in the open items (last dunning level and last dunning date).

One-Time-Accounts Postings in Sales and Distribution


One-time accounts are used to manage one-time customers



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


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


F.31 The system displays a credit overview for customer

Reporting

Process step


Business condition

Business role

Trans-action code

Expected results

Displaying a customer

How to display an

Accounts Receivable

FB03 Display a customer

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Process step


Business condition

Business role

Trans-action code

Expected results

accounting document.

accounting document

Accountant accounting document.

Displaying and Changing Customer Line Items

Displaying and changing line items in a customer account


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


FD10N Display customer account balances

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4 Process Steps

4.1 Creating a Customer Master Record

UseIn this activity, you create a customer master record.

Procedure

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

PurposeBusiness 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 customers 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 dummy customer that only includes data for all customers in a certain region. This collective master record can include the following fields:

o Master record name

o Language

o Currency

o 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.

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PrerequisitesThe account group has been maintained with external, alphanumeric number assignment.

Procedure

To execute this activity, run the processes in the Create Customer Master (155.18) scenario, section 3.1.5 Create CPD Customer Master Data (Complete)using the master data from this document.

ResultThe one-time customer account is created.

4.3 Posting a Down Payment Request

UseDown 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.

PrerequisitesCustomizing for special general ledger transaction F with alternative reconciliation account 214010 has been done.

Procedure1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP system menu

Accounting Financial Accounting Accounts Receivable Document Entry Down Payment Request

Transaction code

F-37

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role

Business role Accounts Receivable Accountant (SAP_NBPR_AR_CLERK_S)

Business role menu

Accounts Receivable Posting Payments Customer Down Payment Request

2. On the Customer Down Payment Request: Header Data screen, make the following entries:

Field name Description User action and values Comment

Document Date Enter document date For Example, Today’s date

Company Code 1000

Currency USD

Reference Enter reference For example, REQ 0001

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Account Enter an existing customer number

Enter an existing customer number

For example, 100000

Target Sp. GL Ind.

A

3. Choose New Item.

4. On the Customer Down Payment Request: Add Customer Item screen, make the following entries:

Field name Description User action and values

Comment

Amount Any amount For example, 1900

Calculate tax

X

Due On Date in the future For example, Today’s date + 1 month

5. Choose Post (Ctrl+ S).

ResultThe 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

UseYou 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 process like this especially in case of manual payment or a manual step by step posting of the account statement.

PrerequisitesThe Customizing settings for special general ledger transaction A with alternative general ledger account 214010 (Down payments & Requests) have been made.



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SAP system menu

Accounting Financial Accounting Accounts Receivable Document Entry Down Payment Down Payment

Transaction code

F-29



Business role menu

Accounts Receivable Posting Payments Post Customer Down Payment

2. On the Post Customer Down Payment: Header Data screen, make the following entries:


Comment

Document Date

Enter document date

For Example, Today’s date

Company Code

1000

Currency USD

Reference Enter reference Choose the reference entered in the down payment request.

For Example, REQ 0001

Customer

Account Enter customer Enter the customer from the down payment request.

For Example, 100000

Special G/L Indicator

A

Bank

Account Bank G/L account to be posted

For Example, 113016

Amount Any amount Enter the amount from the down payment request entered in previous step.

For Example, 1900

Value Date Value date of down payment


3. Choose Requests.

4. From the menu, choose (NWBC: More ) Edit Choose Request.

5. On the Post Customer Down Payment: Choose Requests screen, select the required item.

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6. Choose Post (Ctrl+ S).The system displays the message Document XXXXXXXXXX was posted in company code 1000. 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.

Field name

Description User action and values

Comment

Amount Down payment amount

For Example, 1900

Due On Date in the future For example, Today’s date + 1 month1

2. Choose Post (Ctrl+ S).

3. Check the posted document using Document -> Display.

ResultThe 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

UseCustomer invoices can be created with the components Sales and Application (SD) or Financials (FI).

SAP Best Practices packages 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.

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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.

4.5.1 Posting a Customer Invoice with Billing in Sales and Distribution

UseYou 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.

PrerequisiteThe Sales and Distribution (SD) component is in scope.

Procedure

To execute this activity, run the processes in the Sales Order Processing: Sale from stock (109) scenario, using the master data from this document.

4.5.2 Posting a Customer Invoice in Accounting

UseCustomer invoices are posted in accounting. Accounting documents are created.

Prerequisite

The Sales and Distribution (SD) and COPA component is not in scope

Customer master data should exist (see process step Creating a Customer Master Record or Creating a One-Time Account.



SAP menu Accounting Financial Accounting Accounts Receivable Document Entry Invoice

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Transaction code

FB70


Business role Accounts Receivable Account - FI Only (SAP_NBPR_AR_FI_ONLY_S)

Business role menu

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. To change the company code in the transaction, choose Edit Change Company Code. Then choose Continue.

2. On the Basic Data tab page in the Enter Customer Invoice: Company Code 1000 screen, enter the following data.

Field Name Description User Action and Values Comment

Customer Customer Number For example, 100000

Invoice Date Date For Example Today’s date

Reference <Any reference>

Amount <any amount> For example 5800

Currency USD

Calculate Tax X Select the check box

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 page in the Enter Customer Invoice: Company Code 1000 screen, enter the following data.

Field Name

Description User Action and Values

Comment

Bline Date Baseline Date for Due Date Calculation

Date For example today’s date

Payt terms For example 0001

Pmt Method

Check payment method

4. Enter the following data for the line item:

Field Name Description User Action and Values

Comment

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G/L acct <revenue account>

For example 410000

D/C Debit/Credit H Credit

Amount in Document Currency

<any amount> For example $ 5800Enter the gross amount. The system calculates the output tax automatically.

Tax Code <tax code> For example O1 ( tax on sales/purchases)

If profit centers exist they should also be entered in the 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 18000000xx was posted in company code 1000, 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.

ResultThe customer invoice is posted and the G/L account and customer transaction figures are updated.

4.6 Posting a Credit Memo with Reference to the Invoice

Use

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

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4.6.1 Posting a Credit Memo with Reference to the Invoice in Sales and Distribution

UseBased on a query of the customer, you decide to grant the customer 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.

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 that cannot be posted in SD because of missing line items identifications.

PrerequisitesA customer invoice was posted within the previous step.

Procedure

If you post the credit memo with sales transaction (SD), run the processes in the Credit Memo Processing (204) scenario.

Otherwise make the following steps.

1. Access the transaction choosing one of the following navigation options:


SAP menu Accounting Financial Accounting Accounts Receivable Document Entry Credit Memo

Transaction code

FB75



Business role menu

Accounts Receivable Posting Invoice Enter Outgoing Credit Memos

2. On the Basic Data tab page in the Enter Customer Credit Memo: Company Code 1000 screen, make the following entries:


Comment

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Customer Select Customer

Enter the customer from the down payment request and posted customer invoice.

For example 100000

Document Date

Enter document date

For example Today’s date

Reference Enter invoice reference

For example 12345

Amount Credit memo amount

For example 300

Currency USD

Calculate tax

X

3. Enter the following data for the first line item:


G/L Account

Specify G/L account to be posted

410004 (Sales revenue with cost element; cost element category 11 if CO-PA is activated; else cost element category blank)

Cost element 410004 is assigned in CO-PA transfer structure 410004

Amount in doc. curr.

Amount in document currency For example 300

Tax Code Select tax code For example O1

Profitability Segment

Select the arrow in column profit.segm. In Assignment to a Profitability Segment screen enter the customer number in the Customer field. Choose Continue (enter).

Example:

Customer 100000

This assignment is required only if CO-PA is activated (operating concern exists and is assigned to controlling area).

4. Choose the Payment tab.

5. On the Payment tab, make the following entries:

Field Name

Description User Action and Values

Comment

Inv.ref. Invoice reference

Invoice document

Invoice Reference: enter the number of

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number the invoice you created for the customer

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 1000. (XXXXXXXXXX is the assigned document number).

ResultIf 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.

4.6.2 Posting a Credit Memo in Accounts Receivable

UseBased on a query of the customer, you decide to grant the customer a credit note.

You post this document with reference to the original invoice. This allows the system to connect the relevant information and ensure a consistent processing.



SAP menu Accounting Financial Accounting Accounts Receivable Document Entry Credit Memo

Transaction code

FB75



Business role menu

Accounts Receivable Posting Invoice Enter Outgoing Credit Memos

2. On the Basic Data tab in the Enter Customer Credit Memo: Company Code 1000 screen, make the following entries:


Comment

Customer Select Customer

Enter the customer from the down payment request and posted customer invoice.

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For example 100000

Document Date

Enter document date

For example Today’s date

Reference Enter invoice reference

For example 12345

Amount Credit memo amount

For example 300

Currency USD

Calculate tax

X

3. Enter the following data for the first line item:


G/L Account Specify G/L account to be posted For example revenue account 410004

D/C Debit/Credit S Debit

Amount in doc. curr.

Amount in document currency For example * or 300

Tax Code Select tax code For example O1

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: 100000

Is only relevant, if CO-PA is active.


4. Choose the Payment tab page.

5. On the Payment tab page, make the following entries:

Field Name

User Action and Values

Comment

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.

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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 1000 (XXXXXXXXXX is the assigned document number).

ResultIf 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.

4.7 Down Payment Clearing Manually

UseAfter you have issued the final invoice, normally the down payment documents are cleared automatically with the invoice. A transfer posting to the normal reconciliation account 214010 is carried out.

This step is described in scenario Customer Down Payment (201, section 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.



SAP system menu

Accounting Financial Accounting Customers Document Entry Down Payment Clearing

Transaction code

F-39


Business role Accounts Receivable Accountant

(SAP_NBPR_AR_CLERK_S)

Business role menu

Accounts Receivable Posting Payments Clear Customer Down Payment

2. On the Clear Customer Down Payment: Header Data screen, make the following entries.

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Field name User action and values Comment

Document Date Today’s date

Company Code <Company Code> 1000

Currency USD

Reference Clear down payment

Account <customer account> 100000

Invoice Reference 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.

ResultThe down payment is cleared. The system posts a new item in the customer account and in account 214010. 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).

4.8 Post Payments using Automatic Payments Program

UseThe payment program enables you to carry out automatic domestic and international payment transactions with vendors and customers and it creates the payment documents.

After a successful payment run, the open customer or vendor items are paid, the items cleared, and payment media created that you can send to the bank.

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 section Posting Customer Invoices.



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SAP system menu

Accounting Financial Accounting Accounts Receivable Periodic Processing Payments

Transaction code

F110



Business role menu

Accounts Receivable Posting Payments Automatic Payment

2. On the Automatic Payment Transactions: Status screen, enter the required data.


Run Date Any date for identification For Example, Today’s date

Identification Any identification For Example, APP1

3. Choose the Parameter tab.

4. On the Automatic Payment Transactions: Parameters screen, enter the required data.


Comment

Posting Date Posting date of the clearing documents


Docs Entered Up To

Entry date of the documents to be considered


Customer Items Due By

Specify due date of items to be considered

All customers items that are due by the day entered, are taken into consideration

For Example, Today’s date + 1 month

Company Codes

1000

Payment Methods

<Payment Method> Choose appropriate payment methods For example I

Next p/date Specify the day of the next payment run execution

Date of next payment run

For Example, Today’s date + 1 month

Customer Specify customer (from)

Select the customer for whom the invoice has been entered

For Example, 100000

To Specify customer (to) Give the range for customers OR it can be performed for single customer. For example, 100000

5. Choose Printout/data medium.

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6. Make the following entries:

Field name


Comment

Program RFFOAVIS_FPAYM Program RFFOAVIS_FPAYM

Variant YAVIS_I Store the variant for payment method I

7. Choose Save Parameters (Ctrl+S).

8. Choose the Status tab.

9. Choose Pmnt Run (Schedule Payment Run (F7)). Confirm the Schedule payment dialog box with Yes.

10. In the Schedule Payment dialog box enter the following data:


Start Date Specify start date For example, Today’s date

Start Time 00:00:00 System Default

Start Immediately X Select the checkbox

11. Choose Schedule (Enter).

12. Keep choosing Status (Shift + F2) until the status text changes to Payment run has been carried out.

13. Go to the spool administration to print out the checks and payment advices. Access the transaction from the screen choosing one of the following navigation options:

SAP system menu System Own Spool Requests

Transaction code /nSP02

14. Select the relevant spool request and choose Print Directly.

ResultThe payment run has been executed. Payments by Collection/Direct debit for customers have been carried out. The open customer items have been cleared.

4.9 Outgoing Payments - Manually

UseIn some circumstances, you need to pay your customer. This may happen if the customer pays more than what is invoiced amount. Through manual outgoing payment, any type of customer payment voucher can be posted that include cash, bank transfer, or checks.

Prerequisites Open items have been posted.


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SAP system menu

Accounting Financial Accounting Accounts Receivable Document Entry Other Outgoing Payments

Transaction code

F-31



Business role menu

Accounts Receivable Posting Payments Post Outgoing Payments

2. On the Post Outgoing Payment: Header Data screen, make the following entries:


Comment

Document Date * For Example, today’s date

Posting Date * For Example, today’s date

Company Code 1000

Currency USD USD

Reference (*) optional

Bank data

Account * (bank transfer domestic account)

For Example, 113005

Amount * For Example, 300

Value Date * For Example, today’s date

Open item selection

Account * Enter the existing Customer with open invoice:

Account Type D

3. Choose Process Open Items.

4. On the Process Open Items: 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. Check the posted document using Document -> Display

ResultThe document posts the bank account and the customer account. The selected open item is cleared by the payment made.

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4.10 Post Incoming Payment from Customer Manually

UseThis activity posts the incoming payments from the customer.



SAP system menu

Accounting Financial Accounting Account Receivable Document Entry Incoming Payments

Transaction code

F-28



Business role menu

Accounts Receivable Posting Payments Post Incoming Payments

2. On the Post Incoming payments: Header Data screen, enter the following information:


Comment

Document date Enter document date


Company Code 1000

Currency USD

Account Select bank G/L account to be posted.

Section Bank G/L Account

For Example, 113006 Bank Boston (Checks In – Concentration Account)

Amount * Select the amount of a customer invoice

For Example, 5800

Open item selection-Account

Select Customer. Number of the account from which the open items are to be selected for further processing

For Example, 100000

Value Date Specify value date.


3. Choose Enter.

4. On the Post incoming payments Process open items screen, double-click the invoices to be applied against the payment.

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You can optionally create residual items, partial payments, or charge of differences.

5. Choose Post.

To check document before posting, choose Simulate (F9) to display document, with cash discount, automatic pmt. difference entries, and residual items.

ResultThe 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 Credited Accounts

Bank Customer

Pmt. Differences Payment differences

Customer (Residual items)

4.11 Maintain Lockbox File

UseIn a productive environment, the bank provides the lockbox file with the relevant payment information formatted in the BAI2 standard. For the purposes of this example, you manually edit the lockbox file.

Prerequisites A customer invoice must be created.

Procedure1. Open the file YPCC_BAI2_00.TXT (in the Variants folder on your PC).

If you do not already have the file on your PC or network resource, contact the persons who activated the solution in your system to determine the location of this file.

2. Edit the following highlighted (in bold) text:

In the example below:

In the first line, replace the string after YPCCORIGIN (that is 080125) with your current date (YYMMDD format) and 1030 with your current time.

In the third, sixth, and seventh lines, replace the highlighted text with your current date in the format YYMMDD.

In the fifth line, replace the highlighted invoice number (starting with 9, 8 digits long) with your invoice number.

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In the fourth, fifth, sixth, and seventh lines replace the highlighted amount with the amount due on the corresponding invoice for that customer (40000 represents $ 400.00)

100YPCCDESTINYPCCORIGIN0801250030

2IGNOREDBYSAP0000000000

58660010012345080125YPCCDESTINYPCCORIGIN

686600200000400000110003900345205865345205867

4866003601990000010 00000400000000000000

786600400123450801250010000040000

8866005001234508012500010000040000

9000000

3. Save the file to your hard drive with another name.

Result The payment information is entered into the lockbox file in the BAI2 format.

4.12 Post Lockbox File

UseThe lockbox process uses a lockbox clearing account to post all payments directly to bank G/L account. This allows the bank account to have a correct balance while the clearing account has non-zero balance until all payments are applied to Customers or written off. The lockbox posting log should be printed for future reference (especially in resolving issues for post-processing). The lockbox posting log should be printed for future reference (especially in resolving issues for post-processing). The lockbox process provides Customer updates to bank details, if the data does not already exist, and the program find payments that can be identified to a specific Customer based on invoices paid.

The bank sends the lockbox file to Accounts Receivable. The system checks whether the lockbox file has already been processed based on date and time stamp contained in the file.

After executing this transaction, you need to view the log that shows the processing status of the checks.

Option A: If the checks are completely applied, go to step 4.14.

Option B: If the checks did not apply completely, go to the next step.



SAP ECC menu Accounting Financial Accounting Bank Incomings Lockbox-

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Import

Transaction code

FLB2

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role

Business role (Name)

Accounts Receivable Accountant (US) (SAP_NBPR_US_AR_CLERK_S)

Business role Menu

Accounts Receivable Posting Payments Import Lockbox File

2. In the Main Lockbox program screen, make the following entries:


Import into bank data storage Selected

PC Upload Selected

Lockbox file YPCC_BAI2_00.TXT

Procedure Lockbox

Input record format BAI2

Invoice numbers Enter: 1

Enhanced invoice no.check Selected

Algthm: Checks with advice 001

Algthm: Checks without advice 001

Assign value date Selected

Print statistics Selected

We recommend that you create a variant with basic data that can be retrieved before execution.

3. Choose Execute.

4. The system displays a lockbox activity report.

ResultPayments are deposited in the bank and invoices identified for the payments are cleared, where possible. A log showing processing status of the checks is created.


Bank (Lockbox – Checks in) Customer

Bank (Lockbox – clearing) Bank (Lockbox – clearing)

Pmt. Differences Payment differences

Customer (Residual items)

Down payment – customers

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Cash discount paid

4.13 Postprocess Lockbox

UseLockbox processing creates payments advices for any payment that cannot be applied fully. These payment advices are stored, and post processing uses these advices to correctly apply payments to the Customer. You can make changes to advices if needed, or just use the advice to show the Customer invoices and apply as partial or residual items.

PrerequisitesLockbox processing has been performed and lockbox data exists to be re-processed.



SAP ECC menu Accounting Financial Accounting Banks Incomings Lockbox Reprocess

Transaction code

FEBA_LOCKBOX / FLB1



Accounts Receivable Accountant (US) (SAP_NBPR_US_AR_CLERK_S)

Business role Menu

Accounts Receivable Posting Payments Display Account Balance

2. On the Postprocessing Lockbox Data screen, enter selection data (such as the creation date of

the lockbox file, or the check status) and choose Enter.

3. If lists of lockboxes displays double-click the lockbox you need to work on. If there is only one lockbox that matches the selection parameters, the system displays it automatically.

4. On the Lockbox Data Overview screen, double-click the row for the batch you want to process.

5. Select a row to process, and then choose Post.

6. Various Post with Clearing screens display. The system may also display a Document created message if a posting discrepancy was resolved.

ResultsThe lockbox clearing account has a 'zero' balance because all payments in the lockbox file must be processed by either applying to Customer account or being written-off.


Bank (Lockbox - clearing) Customer

Cash discount paid Pmt. Differences

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Pmt. Differences

Customer (residual items)

Down payment – customers

4.14 Run Batch Input to Update Customers

UseIn this activity, you run the batch input process to update the information in the Customer Master Records.

PrerequisitesUpdates have been identified by the lockbox program and added to a BDC session.



SAP ECC menu System Services Batch Input Sessions

Transaction code SM35



Finance Manager

(SAP_NBPR_FINACC_M)

Business role Menu

General Ledger Periodic Processing Closing Preparation Batch Input Monitoring

2. In the Batch Input: Session Overview screen, select the YPCC_BANKUPD session and choose Process (F8).

Option A: If the YPCC_BANKUPD session does not exist, there are no updates that need to be made to the customer master. You can exit this transaction and end the process.

Option B: If the session does exist, continue with this step.

3. On the Process session dialog box, select Background then choose Enter.

4. Continue to choose Enter until the session disappears.

If the Transactions with errors column shows an error count, select the YPCC_BANKUPD session and choose Process (F8). Select Display errors only. Fix each error.

Results

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All Customer updates identified by the lockbox program have been entered into the Customer master records. The process is complete.

4.15 Automatic Clearing of open items in customer accounts

UseYou can periodically clear open customer account items if credit memos have been created for invoices, for example.

PrerequisitesOpen customer documents are posted.



SAP system menu

Accounting Financial Accounting Accounts Receivable Periodic Processing Automatic Clearing Without Specification of Clearing Currency

Transaction code

F.13



Business role menu

Accounts Receivable Periodic and Closing Activities Automatic Clearing

2. On the Automatic Clearing screen, enter the following data:


Comment

Company Code 1000

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.

3. First perform a test run; the indicator is activated automatically.

4. Choose Execute (F8).

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5. 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.

ResultAll the open items that have identical debit and credit amounts and assignments are cleared (the customer invoice and the credit memo created within the prerequisite section are cleared). A log is created.

4.16 Manual Clearing of Open Items in Customer Accounts

UseIn this activity, you clear 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.

PrerequisitesOpen Items in customer accounts are posted.



SAP system menu

Accounting Financial Accounting Accounts Receivable Account Clear

Transaction code

F-32



Business role menu

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.


Comment

Account Enter Customer.

Enter the customer account number for whom the invoice and credit memo was posted.

For Example, 100000

Company 1000

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Code

Additional Selections

Reference

5. Choose Enter.

6. If Reference is selected in screen section Additional Selections, enter the required data on the Clear Customer: Enter Selection Criteria screen.


Reference From

Reference interval to be taken into account

For Example, REF006

7. Choose Process Open Items.

8. 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 that 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.

Choose Residual Items and enter the residual amount for the invoice. As an alternative, you can also double-click the entry field that 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 double-click and enter a describing text for the line item. Choose Post (Ctrl+S) to finally post the document.

ResultThe open items selected in the account have been cleared. If a difference is determined, a residual item or a new open item is created.

4.17 Manual Bank Statement

UseThe 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 clear the open items bank clearing account.

PrerequisitesHouse banks must be maintained and the Customizing for the manual bank statement has to be finished.

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SAP system menu

Accounting Financial Accounting Banks Incomings Bank Statement Manual Entry

Transaction code

FF67


Business role Bank Accountant (SAP_NBPR_BANKACC_S)

Business role menu Bank Accounting Incomings Manual Account Statement

2. Using the transaction the first time requires the entry of the following data on the Specifications screen:


Comment

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 number and the bank account number.

Import advice

Start Variant YB01

Further Processing

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.

To change the specifications, choose Settings Specifications on the following screen.

3. Choose Enter.

4. On the Process Manual Bank Statement screen, enter the required data.


Comment

Company Code

1000

House Bank House bank for which For Example, BANKB

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bank statement is being entered

Account ID House bank account for which bank statement is being entered

For Example, CHECK

Statement Number

Number of the bank statement to be processed

Last bank statement number for the selected house bank/account + 1

For Example, 1

Statement Date

Date of the Account Statement to be processed

For Example, Current date

Control

Opening Balance

Opening Balance Opening balance = Closing Balance of the previous bank statement (compare note below for further details)

For Example, 0

Closing Balance

Opening Balance + Balance of the bank account statement

Closing balance = Opening balance - all debit amounts + all credit amounts

980.15 (balance as per open customer invoice created previously)

Entering the opening balance causes a check, if the amount matches with previously entered account statements. To determine the ending balance of the last account statement that might have been entered during previous tests, choose Overview (F8) and - on the following screen – select the line belonging to the bank, to which you want to add another account statement. From the following screen you can pick the values of the last account statement that has been posted.

5. Choose Enter to confirm your entries and process the next screen.

6. On the Process Manual Bank Statement screen, enter the required data.


Transaction Select Transaction Debit Master Credit Wires In

For Example, Y02+

Value Date Value date of the item For example, today

Amount amount Transaction amount

for example 980.15

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Customer * Customer number

for example, 100000

Doc. No. Document number from customer open item

Enter document from customer invoice

7. Choose Save (Ctrl+S). The account statement is included in the system when you choose Save, but is not yet posted. You can still change the account statement or add new items to it.

8. Choose Post statement. The statement is posted online (in the background).

ResultOnce you have posted the account statement, the system displays the posting statistics. These enable you to see how many FB01 postings (post without clearing) have been carried out with and without errors. This also applies to FB05 postings (post with clearing).

In our example, both kinds of postings have been carried out. The postings that had been created on the bank sub account by the payment program have been cleared by those from the bank account statement.

4.18 Reprocessing an Account Statement

UseEvery time you post a manual account statement, you should reprocess it because the system cannot always clear all the items automatically. This is particularly important if the customer has not paid the total amount or has quoted the wrong reference. In this particular case, no clearing posting is carried out and, consequently, reprocessing is necessary.

PrerequisitesThe manual account statement has been posted.



SAP system menu

Accounting Financial Accounting Banks Incomings Bank Statement Reprocess

Transaction code

FEBA_BANK_STATEMENT


Business role Bank Accountant (SAP_NBPR_BANKACC_S)

Business role menu Bank Accounting Incomings Postprocessing Bank Statement

2. On the Bank Statement Subsequent Processing screen, enter the required data.


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Company Code

1000

House Bank House bank for which bank statement is being processed

For Example, BANKB

Account ID House bank account for which bank statement is being processed

For Example, CHECK

Statement number

Number of the account statement to be processed

Statement number of the account statement that was posted in the previous step

For Example, 1

Statement Date

Date of the Account Statement to be processed

Statement date of the account statement that was posted in the previous step

For Example, Current date


4. On the Edit Bank Statement screen all the statement numbers are displayed (tree display).

A green light next to the statement item indicates that the postings have been processed without errors. You can see the posted document number in the individual statement items. Double-click an item to display further information, such as the reference, business partner, bank details, external transaction, note to payee, and so on. To display the document that was created, double-click the document number. A red light next to the statement item indicates that the account statement items could not be posted. You have to reprocess these items.

The following steps are required only for items with red lights:

5. On the Edit Bank Statement screen, double-click the statement number you want to post (statement with the red light).

6. On the Edit Bank Statement screen, choose Statement items Post.

7. On the Post with Clearing Select open items screen, make the following entries:


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Company Code

1000

Account <account number from the customer>

For example 100000

Account Type D Customers

8. If you make additional selections (for example amount or document number or reference) you can clear with selection criteria. Choose the relevant additional selection. Choose Process open items.

9. If no selection criteria are needed, choose Enter.

10. On the Post with Clearing Process open items screen, select the document numbers you want to clear.

11. In the Amount entered field, the system displays the bank statement amount to be cleared. When you pick the relevant document numbers, the Assigned field shows the total amount.

12. To assign the amount, double-click the amount (USD Gross).

13. In the Not assigned field, you can see the difference between Amount entered and Assigned. When the field is zero, you can post and clear the statement.

14. Choose Post (Crtl+S).

ResultThe items are posted that could not be cleared automatically.

4.19 Dunning

UseTwo dunning procedures have been set up:

o 0001 – Dunning notice every 14 days, 4 dunning levels

o YB30 – Dunning notice in conjunction with interest calculation, 30 days after the invoice has been created

Dunning procedure 0001 is used when no interest rates are to be posted.

Dunning procedure YB30 is used when interest rates are to be posted 30 days after the invoice has been created. In this case, the dunning program creates a dunning notice (without calculating the interest) that specifies a payment deadline. Once the payment deadline has expired, the interest calculation program is started that calculates and posts the interest rates. The customer then receives a letter informing them of the amount of interest that has been posted. The second dunning level in dunning procedure YB30 is an internal dunning level for initiating the legal dunning procedure.

Alternatively, the interest on arrears can also be calculated directly, without the dunning program. The interest calculation program is, therefore, also described in a separate scenario.

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Dunning notices can be sent to customers and vendors (in this case, credit memos, for example). The following example describes the procedure for customers only. The procedure is the same for vendors.

Process Flow Maintain customer accounts: assign the required dunning procedure and/or the interest indicator

01

Overdue items exist in the respective customer accounts. If this is not the case, you can post to the customer account manually; you should ensure here that the due date of the items is at least 30 days in the past. If necessary, start the interest on arrears calculation

Start the dunning program

Print out letters (transaction SP01)



SAP system menu

Accounting Financial Accounting Accounts Receivable Periodic Processing Dunning

Transaction code

F150


Business role Accounts Receivable Accountant

(SAP_NBPR_AR_CLERK_S)

Business role menu

Accounts Receivable Periodic and Closing Activities Dunning Run

2. On the Dunning screen, make the following entries:


Comment

Run On Any date for identification


Identification Any identification

Enter an alphanumeric ID for dunning run. For example your initials with a 2 digit number at the end

For Example, DUN1

3. On the Parameter tab, make the following entries:


Dunning Date Enter dunning date For Example, Today’s date

Documents Posted Up To

Enter Posting date of documents to be processed by the run

Only items that have been posted up to this date are included in the processing.

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Company Code

1000

Customer Enter a customer or interval of customers

Due open item should exist for this customer.

For Example, 100000

4. On the Additional Log tab, make the following entries:

Field name

Description User action and values Comment


For Example, 100000

5. Choose Save.

6. Choose the Status tab.

7. Choose Schedule (Schedule dunning run (F7)) to schedule the proposal run.

8. In the Output Parameters dialog box, make the following entries:


Output device Enter name of printer For Example, LOCL or LP01

9. Choose Continue.

10. On the Schedule Selection and Print screen, make the following entries:


Start immediately

11. Choose Schedule (Execute (F5)).

12. On the Status tab, you can now check the relevant dunning run status. Choose Enter to update the status. The message Dun. selection is complete then appears.

13. Choose Log to display the log.

14. Choose Dunning List to display the dunning list. In the Dunning List Variant dialog box, choose Enter.

15. Choose Dunning Printout to schedule the update run.

16. In the Output Parameters dialog box, make the following entries:


Output device Enter name of printer For Example, LOCL or LP01

17. Choose Continue.

18. On the Schedule Print dialog box, make the following entries:


Start immediately X

19. Choose Print.

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20. On the Status tab, you can now check the relevant dunning run status. Choose Enter to update the status. The message Dun. printout is complete then appears.

21. You can also display the log and the dunning list here.

22. Go to the spool administration to print out the dunning notices. Access the transaction from the Dunning screen choosing one of the following navigation options:

SAP system menu System Own Spool Requests

Transaction code /nSP02

23. Select the relevant spool request and choose Print Directly.

ResultDunning notices to customers are printed.

The dunning data in the customer master record and in the open items is updated with the relevant dunning level and the last dunning date. The highest dunning level of all the open account items is set in the master record.

4.20 One-Time-Accounts Postings (SD)

UseOne-time accounts are used to manage one-time customers. You can use one-time accounts for one-time customers to avoid generating large volumes of master data.

Proceed with process step One-Time-Accounts Postings 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 One-Time-Accounts Postings in Accounting if the Sales and Distribution (SD) component is not in scope

PrerequisitesAccount groups have been created for one-time accounts. The one-time account has been created (refer to the Creating a One-Time Account Business Process Documentation).

4.20.1 One-Time-Accounts Postings in Sales and Distribution

UseOne-time customer invoices are posted in Sales and Distribution (SD) component.

Prerequisites

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The Sales and Distribution (SD) component is in scope.

Procedure

To execute this activity, run Sales Order Processing: Sale from stock (109) scenario using the demo data from this document

Step 4.1 Credit Management Check for Sales Order in Scenario 109 should not be processed, because for one-time customer there is no credit limit to set. This step is to be skipped.

In Step 4.3 Sales Order entry in scenario 109 enter following entries:

For Sold to party: one-time account from step 4.2 (this scenario, demo data: CPDL)

For Ship to party: one-time account from step 4.2 (this scenario, demo data: CPDL)

Information: Account Group for one-time customer: YBOC

Choose enter.

A new dialog box appears.

On the Address from Master Data for Sold-to Party (Document Header) screen, make the following entries:

Field Name User Action and Values Comment

Title * Optional

Name * name of the one-time customer

Street/Hous Number * Street and house number

Postal Code/City * postal code and city

Choose enter.

Continue step 4.3 from scenario 109.

Continue with step 4.5 ff. from scenario 109.

ResultThe invoice is posted to the one-time domestic (customer) account and the address data is included in the accounting document.

4.20.2 One-Time-Accounts Postings in Accounting

Use

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One-time customer invoices are posted in accounting. This functionality should only be used in case if transactions in SD are not applicable.

PrerequisiteThe Sales and Distribution (SD) component is not in scope



SAP menu Accounting Financial Accounting Accounts Receivable Document Entry Invoice

Transaction code

FB70


Business role Accounts Receivable Account - FI Only (SAP_NBPR_AR_FI_ONLY_S)

Business role menu

Accounts Receivable Posting Invoice Enter Outgoing Invoices

8. On the Basic Data tab page in the Enter Customer Invoice: Company Code 1000 screen, enter the following data.


Customer CPDL One time customer

Invoice Date <date> For example Today’s date

Reference <Any reference>

Amount <any amount> For example 1000

Currency USD

Calculate Tax X Select the box

2. Choose Enter.

3. On the Address and Bank Data screen, enter the data of the customer:


Comment

Name * For example Lisa Miller

Language Key

* For example EN

Street * For example 2415 Winthrop Ave.

City * For example Roanoke

Postal Code * For example 24015

Country * For example US

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Bank Key * For example 011000390

Bank Account * For example 011000390

Example data only, depends on customer details

9. Enter the following data for the line item:


Comment

G/L acct <revenue account>

For example 410000

D/C Debit/Credit H Credit

Amount in Document Currency

<any amount> For example 1000. Enter the gross amount. The system calculates the output tax, automatically.

Tax Code <tax code> For example O1


4. Save your entries.

ResultThe document is posted to the one-time account and the address data are included in the accounting document.

4.21 Setting a Credit Limit

UseYou can set a credit limit for your customers and control how much of the credit limit is used or exceeded.

If you use the system component SAP LO-SD, the system prevents you from creating further sales orders if the credit limit has been exceeded. When you create a standard order, the system outputs an error message if the credit limit is exceeded preventing you from saving the order.

PrerequisitesThe company code has been assigned to a credit control area. The system does not automatically set a credit limit when a customer master record is created. For this reason, you have to set a credit limit manually or maintain the credit control area accordingly in Customizing.

Use

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Both of the checks received are posted on the debit side in the bank clearing account. The totals posting on the account statement, however, is in credit.



SAP system menu

Accounting Financial Accounting Accounts Receivable Credit Management Master Data Change

Transaction code

FD32


Business role Accounts Receivable Manager (SAP_NBPR_AR_CLERK_M)

Business role menu Accounts Receivable Master Data Customers (Homepage)

2. Only SAP NetWeaver Business Client (SAP NWBC):

Mark the required row and choose Edit Credit Limit.

Only SAP Graphical User Interface (SAP GUI):

On the Customer Credit Management Change: Initial Screen, make the following entries:



For Example, 100000

Credit Control Area 1000 Credit Control Area Best Practices

General Data: Central Data

select

Credit control area data: Status

select

3. Only SAP Graphical User Interface (SAP GUI):

Choose Enter.

4. On the Customer Credit Management Change: Central Data screen, make the following entries:


Total Amount Specify total limit For Example, 50,000.00

Individual Limit Specify individual limit For Example, 50,000.00

Currency USD

5. Choose Enter.

6. On the Customer Credit Management Change: Status screen, make the following entries:

Field name

Description User action and values Comment

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Credit Limit Specify credit limit within credit area

For Example, 50,000.00

7. Choose Save.

ResultThe credit limits set for a customer accounts are monitored.

4.22 Credit Control Reporting

UseSeveral credit control reports are available. The Overview report is described here as an example.



SAP system menu

Accounting Financial Accounting Accounts Receivable Credit Management Credit Management info System Overview

Transaction code

F.31



Business role menu

Accounts Receivable Credit Management Credit Management – Overview

2. On the Credit Overview screen, make the following entries:

Field name


Comment

Credit Account

Enter a customer or interval of customers that should be included in the output

For Example, 100000

Credit Control Area

1000

Inter. Interval Identification (Days in Arrears)

Specify Interval Identification

The days in arrears interval is used for dividing up the customer open items in all company codes belonging to the credit control area by due date.

For Example, R01N

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Open Items

select Select the indicator

Open at Key Date

Specify Key Date The system selects all items posted up to and including the specified key date and open for this period.



ResultThe system displays a credit overview for the selected customer.

4.23 Displaying a Customer Accounting Document

PurposeIn this activity, you display a customer accounting (FI) document.

PrerequisiteAn accounting document exists.



SAP system menu

Accounting Financial Accounting Accounts Receivable Document Display

Transaction code

FB03



Business role menu Accounts Receivable Posting Document Processing

2. Only SAP NetWeaver Business Client (SAP NWBC): Mark the required row and choose Display.

3. Only SAP Graphical User Interface (SAP GUI): On the Display Document: Initial Screen make the following entries:


Document Number

Any existing FI document number

For Example, 1800000001

Company Code 1000

Fiscal Year Fiscal year in which the For Example, 2009

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document was posted


Choose Enter.

PurposeThe system displays a customer accounting document.

4.24 Displaying and Changing Customer Line Items

UseDisplaying and changing line items in a customer account.

PrerequisitesLine layout variants, totals variants, and selection fields have been maintained in Customizing.



SAP system menu

Accounting Financial Accounting Accounts Receivable Account Display/Change Line Items

Transaction code

FBL5N



Business role menu Accounts Receivable Posting Document Processing


Choose Change Query, and then enter the required data.


Comment

Customer account

Select Customer Select an existing customer account

For Example, 100000

Company Code 1000


Choose Apply.


On the Customer Line Item Display screen, enter the required data.

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Comment

Customer account

Select Customer Select an existing customer account

For Example, 100000

Company Code 1000

All Items select


Choose Execute (F8).

If you choose All Items, the system displays all the account items. You can also choose to display only open items or cleared items.

Proceed as follows to change the document:

1. Select the line item you want to change by clicking the box at the start of the row.

2. Choose Change Document.

3. On the Change Document: Line Item xxx screen, make the required changes to the line item. Note that you cannot change all of the fields. For example, you cannot change additional account assignments or the amount.

4. Save your entries.

ResultThe line items of an account are displayed. You can now make changes to the document line items.

4.25 Displaying Customer Balances

UseIn this activity, you display customer account balances.

PrerequisitesThe customer account contains items.



SAP system menu

Accounting Financial Accounting Accounts Receivable Account Display Balances

Transaction code

FD10N

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Business role menu Accounts Receivable Master Data Customers

2. Only SAP NetWeaver Business Client (SAP NWBC): Select the customer and mark the line in the list. Choose Analyze Account.

3. On the Customer Balance Display screen, enter the required data.


Comment

Customer Select customer account

Select an existing customer account

For Example, 100000

Company Code

1000

Fiscal Year Specify the fiscal year

The balances are displayed for the selected fiscal year

For Example, 2009


ResultThe transaction figures are displayed.

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5 Appendix

5.1 Reversal of Process Steps

Original Step

Original Step Name

Original Transaction Code

Reversal Step Name

Reversal Transaction Code

Reversal: Remarks

4.34.44.54.64.74.84.94.104.114.124.14

Relevant for all steps where an FI Document was posted

Reversing an FI Document – individual reversal

FB08 For reversal of FI documents compare 156: General Ledger: Reversing a Document – Individual Reversal

4.34.44.54.64.74.84.94.104.114.124.14

Relevant for all steps where an FI Document was posted

Reversing an FI Document – Mass Reversal

F.80 For reversal of FI documents compare 156: General Ledger: Reversing a Document – Mass Reversal

5.2 Used Forms

UseSome activities in this business process use forms. The table below provides details on these forms.

Common form name Form type Used in process step Technical name

YB_F_DUZI_01ACC FI Dunning

SmartForm 4.13 YBUS_FIMA

Check (US, 12 inch) SAPscript 4.7 YBUS_CHK_U

Payment advice SAPscript 4.7 YBUS_F110_AVIS

Check deposit form SAPscript not used in process, but SAPscript form defined

YBUS_F_M40S_CHE

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157_ERP605_BPD_EN_US

Documents

Transcript of 157_ERP605_BPD_EN_US