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11Maxim Confidential
Accounts Receivable(Trade and Non-Trade)
Maxim ERP
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22Maxim Confidential
Training Overview Training Overview
Ground RulesGround RulesHousekeepingHousekeeping
Learning ToolsLearning Tools
Course IntroductionCourse Introduction
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33Maxim Confidential
Getting Started
• Welcome and introductions
• Logistics
– Feel free to ask questions
– Keep discussions at class level
– Don’t leave this class confused
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44Maxim Confidential
Sign the attendance
sheet
Silence cell phones
and pagers
Check E-mail during
breaks ONLY
Do not work on computers duringinstructor presentations
Minimize side
conversations
Ground Rules
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55Maxim Confidential
Housekeeping – Logistics
Help manage
activities by startingand stopping on time
Actively listen and participate in
presentations
A break will be taken
[approx] every 2 hrs.Feel free to
ask questions
Restroom andExit locations
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66Maxim Confidential
Course Description
• This course is intended to equip the Accounts
Receivable Clerk and Accounts ReceivableSupervisor with the necessary skills and
knowledge to perform Accounts Receivable-
relevant processes in SAP.
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77Maxim Confidential
Prerequisites
• Prior to this course, you should have
attended: – SAP Basics and Navigation
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88Maxim Confidential
Course Objectives• Upon completion of this course, you will be
able to:
– Describe the overall Receivables process utilizedby Maxim
– Describe the benefits of using SAP in the
Receivables process – Identify the critical terms used in Receivables
processing
– Discuss the difference between master data andtransactional data
– List advantages of using Master Data
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99Maxim Confidential
Course Objectives (continued)
– Discuss the benefits of using an integrated system
– Describe the inputs to and outputs from
Receivables with other SAP modules
– Process Customer Invoices and Credit Memos
– Describe the integration of SD Documents and AR
– Release Blocked SD Documents – Display Customer Balances and Line Items
– Reverse Documents
– Reset Cleared Items
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1010Maxim Confidential
Evaluations
• In order to be certified and given access to
SAP, you must successfully:
– Complete each exercise
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1111Maxim Confidential
Accounts Receivable Accounts Receivable
Overview Overview Module 1Module 1
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1212Maxim Confidential
Course Map
Accounts ReceivableAccounts Receivable
Incoming Payments and Credit MemosIncoming Payments and Credit Memos
Accounts Receivable OverviewAccounts Receivable Overview
Account MaintenanceAccount Maintenance
SummarySummary
BillingBilling
Sales Documents and ARSales Documents and AR
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1313Maxim Confidential
Module Objectives
• Upon completion of this module, you will beable to:
– Describe the overall Receivables process utilizedby Maxim
– Describe the benefits of using SAP in the
Receivables process – Identify the critical terms used in Receivables
processing
– Discuss the difference between master data andtransactional data
– List advantages of using Master Data
– Discuss the benefits of using an integrated system
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1414Maxim Confidential
Module Objectives (continued)
• Upon completion of this module, you will beable to:
– Compare the key changes in the SAP AccountsReceivable process from current process
– Identify critical terms used in Receivables
processing
– Describe the inputs to and outputs fromReceivables with other SAP modules
– Display a Customer Master Record
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1515Maxim Confidential
Benefits of SAP Accounts Receivable
• The Accounts Receivable module is utilized to record andadminister the financial accounting transactions involving
customers. Characteristics of the AR module include: – Real-time integration with the General Ledger
– Integrates with the Sales and Distribution as a part of theOrder to Cash process
– Offers a component to control customer credit exposure(Credit management)
– Handles both electronic and manual incoming paymentprocessing
– Provides a component to monitor past due customersinvoices (with automatic dunning)
– Contains reporting functionality to monitor customer activity
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1616Maxim Confidential
Accounts Receivable Business Process Definition
• The Accounts Receivable module is themodule that records and administers the
financial accounting transactions involving
customers.
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Types of Payments• Full payment
• Partial payment
• Payment with residual items
• Prepayment
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Full Payment• When a customer pays the full amount of an
invoice:
– The payment and invoice are cleared from thecustomer account
– The payment is posted and line items are cleared
against the payment
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Partial Payment• The partial payment is applied as an open
item
• The payment remains open on account untilapplied against the designated line item
• Posting a partial payment:
– Is an alternative to opening a residual item withdifferences between payment and invoice
– Retains both the invoice and partial payment open
on account in original form until invoice is paid infull
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2020
Payment with Residual Items• Based on the customer remittance advice, the
payment and line items are cleared
• A residual item is created for the difference
• Posting a residual item:
– Clears the invoice and payment
– Creates a new receivable
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Prepayments• Certain customers are required to prepay
before ordered goods are been shipped
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Applying a Payment• Payments can be entered into SAP through
the Payment Fast Entry screen
– Enter payment document header information
– Enter payment details (invoice and accountnumber)
– Select open items to which payment applies – Clear open items against payment
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Accounts Receivable Process Flow
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Accounts Receivable Integration
Accounts Receivable
Master Data General Ledger
Distribution
Warehouse
Management
Sales
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SAP Accounts Receivable Process
Create
Sales Order
Dispatch
delivery
note
Goods
dispatch
(goods issue)
Create
billing
document
Post it to
reconciliation
account
Send
invoice
Produce or
purchase
material
Quotation
Financial
Accounting
Sales &Distribution
Book in
customer
sub ledger
Receive
payment
Clearing
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2626Maxim Confidential
Key Changes – Accounts Receivable
Before SAP
Downloaded bank statements could not reconcile topayments posted
Credit/Debit memos are not integrated with SD
Billing Document Two partner functions: Bill-to and Ship-To
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Legacy
New Terms and Concepts
SAP
Sold-toBill-to
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Accounts Receivable TerminologySAP Term Definition
Credit Memo A sales document created on the basis of a customercomplaint. This reduces receivables in FI Accounting.
Debit Memo A sales document created on the basis of a customercomplaint. This increases receivables in FIAccounting.
Pro FormaInvoice
An invoice created on paper for exported goods toprovide the customs authorities with evidence of thecost of the goods.
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Accounts Receivable Terminology(continued)
SAP Term Definition
Chart ofAccounts
The directory of all the valid General Ledger (G/L)accounts. Maxim uses X standard chart of accounts,called XXXX for all valid company codes. A G/Laccount can be defined for a company code only if itis already defined in the chart of accounts.
Company
Code
Independent accounting unit; in most cases is a legal
entity.
Clearing
Document
Document created to clear open items in an account.
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Accounts Receivable Terminology (continued)
SAP Term Definition
CustomerMasterRecord
Record used to track and maintain
information regarding a customer andcontrol how data is posted and processedfor a customer.
Baseline
Date
Date used to control aging of receivables.
PaymentTerms
Arrangements with partners regarding
amount of time to pay and any discountsthat are available.
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Accounts Receivable Terminology (continued)
SAP Term Definition
Open Item An invoice or credit memo which still has
not been paid or cleared.
ClearedItem
Item that is no longer open because it hasbeen paid or closed.
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3333Maxim Confidential
The Benefits of an Integrated System
• Master Data Records can beaccessed by other end-users
working within differentmodules immediately afterdata is entered into SAP.
• Invalid or incorrectinformation entered into SAPwill have the sameimmediate effect as validinformation
• Backing out of information
becomes more complex andwidespread in an integratedenvironment
SDSDMMMM
PMPMHRHR
COCOAMAM
PSPSWFWF
ISIS
FIFI
PPPP
QMQM SAP ECCSAP ECCSAP ECC
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3434Maxim Confidential
Master Data
• Master Data: Static data which represents things,rather than events (which is transaction data).
Master Data
Master Data: Material master,vendor master
• General Ledger Master Record
• Vendor Master Record
• Customer Master Record
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3535Maxim Confidential
Master Data Types
• All SAP end-users useMaster Data in someway
• The types of MasterData you use dependon the transactions you
are responsible forcompleting
• Some of the types ofAR Master Data used at
Maxim include:
Vendor
Master
Material
Master
GeneralLedger
Accounts
Customer
Master
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3636Maxim Confidential
Provides consistentand accurate, up-to
date information
Benefits of using Master Data
Data is centrally
located
Data is entered oncein the SAP system
Eliminates dataredundancy
Increases dataintegrity
Data is accessed byall parts of the
business, whichsupports integratedbusiness processes
Master Data typicallyremains unchangedover a reasonably
long period of time
Each piece of MasterData is stored as a
record in SAPMaster DataMaster DataMaster Data
Provides consistentand accurate, up-to
date information
Increases dataintegrity
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3737Maxim Confidential
Master Data vs. Transactional Data
• Master Data is data that remains relatively
static static regardless of what other functions maybe performed in the SAP system
– For example: Material Master or Vendor Master
information – Addresses, Telephone Numbers,Units of Measure, Units of Issue
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3838Maxim Confidential
Master Data vs. Transactional Data (continued)
• Transactional Data is data that is relatively
dynamic dynamic , and changes according to the
transaction and business process beingperformed
– For example: The quantity of goods received on a
Goods Receipt, the processing date of atransaction, the dollar amount of a PurchaseOrder.
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Customer Master Records
General Data (Client Level)
Company Code Data Sales Data
• Address and Communication
• Account Control
• Bank Details
• Account Management• Payment Data• Automatic Payment Transactions
• Sales Order Data• Pricing/Statistics• Shipping, Delivery and Billing Data• Payment Terms
• Partner Functions
• Customer Master Records are organized into data screens (views)
that contain information specific to the different functions in a company
• Three types of data can be maintained in the Customer Master Record:
– General Data
– Company Code Data
– Sales Data
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Sold-to Party: KMG
Address
Partner Functions
Banking Data
Customer Master
Address
Banking Data
Partner Functions
Customer Master Records – Master record that serves as a
central data repository for allinformation regarding Maxim’sbusiness partners
– Organized according to partner
functions:
• Ship-to: Customer whoreceives the goods/services
• Sold-to: Customer who
places the order for thegood/services
• Bill-to: Customer whoreceives the invoice for the
goods/services• Payer: Customer who pays
for the goods/services
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Proposing Order Data from Master Data• Data from master
records isautomatically copied
into sales documents
• Certain data fields (forexample, payment
terms) are copiedfrom the relevantpartner functions (forexample, payer)
• Customer-materialinfo master data takesprecedence overmaterial master data
Sold-to party: ABCSold-to party: ABC
Pricing
IncotermsShipping conditions
Terms of paymentsCredit limit check
Ship-to addressGoods receiving hoursTax
Payer: LMNPayer: LMN
Ship-to: XYZShip-to: XYZ
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Display Customer Master Record
• Information needed for Display Customer:
– Customer Number – Company Code
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4343Maxim Confidential
Demo 1.1: Display Customer – FD03
• Display Customer.
• Use the work instruction step titled:“FD03 Display Customer” toperform this transaction. This is a
demonstration
only. Watch as the
instructor shows you how to complete the
task in SAP.
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Knowledge Check – Accounts ReceivableOverview
1. True or False. A Customer Master Record
serves as a central data repository for allinformation regarding Maxim’s business
partners.
TRUE
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4646Maxim Confidential
Module Summary• You should be able to:
– Describe the overall Receivables process utilized
by Maxim – Describe the benefits of using SAP in the
Receivables process
– Identify the critical terms used in Receivablesprocessing
– Discuss the difference between master data andtransactional data
– List advantages of using Master Data
– Discuss the benefits of using an integrated system
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4747Maxim Confidential
Module Summary (continued)
• You should be able to:
– Compare the key changes in the SAP Accounts
Receivable process from current process – Identify critical terms used in Receivables
processing
– Describe the inputs to and outputs fromReceivables with other SAP modules
– Display a Customer Master Record
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4848Maxim Confidential
Incoming PaymentsIncoming Payments
and Credit Memosand Credit MemosModule 2Module 2
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4949Maxim Confidential
Course Map
Accounts ReceivableAccounts Receivable
Incoming Payments and Credit MemosIncoming Payments and Credit Memos
Accounts Receivable OverviewAccounts Receivable Overview
Account MaintenanceAccount Maintenance
SummarySummary
BillingBilling
Sales Documents and ARSales Documents and AR
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Lockbox Customer Payments
• The Lockbox functionality allows for a bank to send customer paymentdata in a file that is in turn imported to process customer payments.
This process attempts to determine where to apply the payment andwill post directly against an invoice or customer account. If SAP can't
determine the customer, it posts to a specific clearing account in orderto be resolved.
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Incoming Payments/Cash Application
Payments may be manually
entered from (not currentprocess):
- Checks
- Bank Statements
Electronic payments (such aswire, EDI, credit card, lockbox)will also post in SAP
Payments can be posted infull, partial, or residual
Write-offs and adjustments willalso take place in SAP
The Incoming Payments/Cash Application processfocuses on the posting of customer payments in SAP.
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5353Maxim Confidential
Demo 2.1: Create Customer Invoice –FB70
• Create Customer Invoice.
• Use the work instruction step titled:“FB70 Create Customer Invoice” toperform this transaction. This is a
demonstration
only. Watch as the instructor shows you how to complete the
task in SAP.
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5454Maxim Confidential
Exercise 2.1: Create Customer Invoice –FB70
• Create Customer Invoice.
• Use the work instruction titled:“FD10N Display CustomerBalance” to perform this
transaction.
This is an independent
exercise. Complete
the exercise prior to moving to the next
module.
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Credit Memos
• A Credit Memo is a posting that reduces the
balance of receivables or payables
A customer may be issued aA customer may be issued a
credit memo for reasonscredit memo for reasons
such as inadequate goods,such as inadequate goods,
overpayment, etc.overpayment, etc.
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5656Maxim Confidential
Demo 2.2: Create Customer Credit Memo –FB75
• Create Customer Credit Memo.
• Use the work instruction step titled:“FB75 Create Customer CreditMemo” to perform this transaction. This is a
demonstration
only. Watch as the instructor shows you how to complete the
task in SAP.
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C t A t Cl i
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Customer Account Clearing
• Clearing is the process of converting open itemsto closed items
– Clearing matches open items with documents that
offset the open item
M l Cl i (F 32)
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Manual Clearing (F-32)
• This transaction is used to clear transactionson a customer’s accounts receivable balanceaccording customer’s payment advice
• No header information can be changed on thistransaction such as
– Currency
– Posting Date
• Use this transaction when:
– The cash application user needs to clear checks
placed on an account against an invoice
– To clear credit memos against deductions on anA/R account
Manual Clearing
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Open items are in fact unfinished transactions.For example, a customer invoice that has
not been settled remains in the customeraccount as an open item until it is paid.
Customer
2,000.003,000.00
5,000.00
Can be cleared
Manual Clearing
Invoice 1
Invoice 2
Payment forInvoices 1 and 2
D 2 3 Cl C t F 32
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Demo 2.3: Clear Customer – F-32
• Clear Customer.
• Use the work instruction step titled:“F-32 Clear Customer” to performthis transaction. This is a
demonstration
only. Watch as the instructor shows you how to complete the
task in SAP.
E i 2 3 Cl C t F 32
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Exercise 2.3: Clear Customer – F-32
• Clear Customer.
• Use the work instruction titled: “F-32Clear Customer” to perform thistransaction.
This is an independent
exercise. Complete
the exercise prior to moving to the next
module.
D 2 4 C t C t I i
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Demo 2.4: Create Customer Invoice –FB70 (for UK process)
• Create Customer Invoice.
• Use the work instruction step titled:“FB70 Create Customer Invoice” toperform this transaction. This is a
demonstration
only. Watch as the instructor shows you how to complete the
task in SAP.
E i 2 4 C t C t I i
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Exercise 2.4: Create Customer Invoice -FB70 (for UK process)
• Create Customer Invoice.
• Use the work instruction titled:“FB70 Create Customer Invoice” toperform this transaction.
This is an independent
exercise. Complete
the exercise prior to moving to the next
module.
Demo 2 5: Post Incoming Payment F 28
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Demo 2.5: Post Incoming Payment – F-28(UK process only)
• Post Incoming Payment.
• Use the work instruction step titled:“F-28 Post Incoming Payment” toperform this transaction. This is a
demonstration
only. Watch as the instructor shows you how to complete the
task in SAP.
Exercise 2 5: Post Incoming Payment F 28
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Exercise 2.5: Post Incoming Payment – F-28(UK process only)
• Post Incoming Payment.
• Use the work instruction titled: “F-28Post Incoming Payment” to performthis transaction.
This is an independent
exercise. Complete
the exercise prior to moving to the next
module.
Knowledge Check – Incoming Payments
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Knowledge Check Incoming Payments
and Credit Memos
1. True or False. Payments can be posted in full,partial, or residual.
TRUE
2. True or False. Clearing matches open items
with documents that offset the open item.TRUE
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Module Summary• You should be able to:
– Describe how Maxim will process Incoming
Payments – Process Incoming Payments and Credit Memos to
Customer Accounts
– Manually Clear a Customer Account
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BillingBillingModule 3Module 3
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Course Map
Accounts ReceivableAccounts Receivable
Incoming Payments and Credit MemosIncoming Payments and Credit Memos
Accounts Receivable OverviewAccounts Receivable Overview
Account MaintenanceAccount Maintenance
SummarySummary
BillingBilling
Sales Documents and ARSales Documents and AR
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Business Process
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Business Process
• In SAP, the term Billing is used broadly to describeInvoices, Credit Memo, Debit Memo or Cancellationdocuments
• Billing occurs at the final stage of the Sales andDistribution module
• Billing documents will interface to the Finance module
to produce Accounting documents• Billing document is organized into header and line
items
– As an example, the header level contains Finance fields such as
the Payer, Billing date, Terms of Payment and Documentcurrency
– The item level contains the Material, Billed quantity, Weightsand Pricing Elements
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Types of Billing Document
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yp g
Delivery RelatedBilling
Order RelatedBilling
Billing RelatedBilling
Order
Delivery
Invoice
1
Credit Memo
Request
Credit
Memo
2A
Order RelatedBilling
Debit MemoRequest
DebitMemo
2B
InvoiceCancellation
DocumentX3
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Order Related Billing
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Order Related Billing
• A Credit or Debit Note Request can be raisedfor in-store credits e.g. product damaged instore, etc. Consequently, the Billingdocument will be created based oninformation from the Credit or Debit Note(Sales Order) document
Credit Note
Request
Credit Note
(Billing Document)
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Manual Invoice Creation
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Although billing in SAP is automated process, invoices can be created
manually.
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Exercise 3.1: Create Billing Document –
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VF01
• Create Billing Document.
• Use the work instruction titled:“VF01 Create Billing Document” toperform this transaction.
This is an independent
exercise. Complete
the exercise prior to moving to the next module.
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Exercise 3.2: Log of Collective Run –
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V.21 (UK process only)
Log of Collective Run.
• Use the work instruction titled:
“V.21 Log of Collective Run” toperform this transaction. This is an
independent
exercise. Complete
the exercise prior to moving to the next module.
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Demo 3.4: Output from Billing – VF31
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• Print/Re-Print Billing Document.
• Use the work instruction step titled:“VF31 Output from Billing” toperform this transaction. This is a
demonstration
only. Watch as the instructor shows you how to complete the
task in SAP.
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Demo 3.5: List of Billing Documents – VF05
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• List of Billing Documents.
• Use the work instruction step titled:“VF05 List of Billing Documents ” toperform this transaction. This is a
demonstration
only. Watch as the instructor shows you how to complete the
task in SAP.
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Billing Due List: VF04
• When processing the billing due list you do not
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• When processing the billing due list, you do notneed to enter the individual documents to beinvoiced
• Instead, the system lists the documents to beinvoiced on the basis of the selection criteriayou enter
– It can also combine several deliveries in one invoice
Note: AR can use the Billing Due List to look at what
shipments have not been invoiced.
Billing Due List: VF04 (Continued)
• You can run the Billing Due List by any
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• You can run the Billing Due List by anycombination of the following selection criteria:
– Billing Date(s)
– Billing Type(s)
– Sales Document Number(s)
– Sales Organization
– Distribution Channel(s) – Division(s)
– Shipping Point(s)
– Sold-To Party(s)
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Example of Billing Due List
Th Billi D Li t
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The Billing Due Listcontains all items (salesdocuments) that are readyfor billing.
You can select individualsales documents from thelist or process the entirelist.
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Exercise 3.6: Maintain Billing Due List –
VF04
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VF04
Maintain Billing Due List.
• Use the work instruction titled:
“VF04 Maintain Billing Due List” toperform this transaction. This is an
independent
exercise. Complete
the exercise prior to moving to the next
module.
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Exercise 3.7: Cancel Billing Document –
VF11
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VF11
• Cancel Billing Document.
• Use the work instruction titled:“VF11 Cancel Billing Document” toperform this transaction.
This is an independent
exercise. Complete
the exercise prior to moving to the next
module.
Knowledge Check – Billing
1. True or False Billing Document is a generic
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1. True or False. Billing Document is a genericterm for invoices, credit and debit memos, andcancellation documents.
TRUE
2. True or False. There are two types of billing:
Order-Related and Delivery Related.TRUE
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Course Map
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Accounts ReceivableAccounts Receivable
Incoming Payments and Credit MemosIncoming Payments and Credit Memos
Accounts Receivable OverviewAccounts Receivable Overview
Account MaintenanceAccount Maintenance
SummarySummary
BillingBilling
Sales Documents and ARSales Documents and AR
Module Objectives
• U l ti f thi d l ill b
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• Upon completion of this module, you will beable to:
– Describe the integration between Sales andAccounts Receivable
– Display a Sales Order
– Review a List of Blocked SD Documents – Release a Blocked SD Documents
– Create a Credit Memo Request
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Credit Memo Requests
• A credit memo request is a sales document used in complaintsprocessing to request credit for a customer
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processing to request credit for a customer.
• Use: If the price calculated for the customer was too high (for
example, with the wrong scaled prices or because a discount wasforgotten), you can create a credit memo request. The credit memorequest can be automatically blocked for checking. Once it has beenapproved, you can remove the block.The system uses the credit memo request to create a credit memo.
• Structure: A credit memo request is another type of salesdocument like a standard order. A credit memo request starts thebilling process.
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Module Summary
• You should be able to:
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– Describe the integration between Sales andAccounts Receivable
– Display a Sales Order
– Review a List of Blocked SD Documents
– Release a Blocked SD Documents
– Create a Credit Memo Request
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Account Account Maintenance Maintenance
Module 5Module 5
Course Map
A t R i bl
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Accounts ReceivableAccounts Receivable
Incoming Payments and Credit MemosIncoming Payments and Credit Memos
Accounts Receivable OverviewAccounts Receivable Overview
Account MaintenanceAccount Maintenance
SummarySummary
BillingBilling
Sales Documents and ARSales Documents and AR
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Exercise 5.2: Display Customer Line Items
– FBL5N• Display Customer Line Items.
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sp ay Custo e e te s
• Use the work instruction titled:“FBL5N Display Customer LineItems” to perform this transaction.
This is an independent
exercise. Complete
the exercise prior to
moving to the next module.
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Reset Clearing
• Although clearing is an automated process, there are someinstances in which manual clearing may be performed (i.e. in thecase of a Transfer Posting of closed receivable line items).
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• However, before manual clearing can be performed, the clearing
variant must be reset. This will break the link between the cleareddebits and credits, opening them up again so that they can be re-cleared against other items.
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Exercise 5.4: Reset Clearing – FBRA
• Reset Clearing.
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•Use the work instruction titled:“FBRA Reset Clearing” to performthis transaction.
This is an independent
exercise. Complete
the exercise prior to
moving to the next module.
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Summary Summary
Course Map
Accounts Receivable
Accounts Receivable
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Incoming Payments and Credit MemosIncoming Payments and Credit Memos
Accounts Receivable OverviewAccounts Receivable Overview
Account MaintenanceAccount Maintenance
SummarySummary
BillingBilling
Sales Documents and ARSales Documents and AR
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Remember to practice!!
• SAP Sandbox Clients will be availablef ll i thi l
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following this class
• Your SAP Sandbox ID and password
– Your log-on I.D.s
– Password: initpass
• Help Desk: Use your local number
PROCEED
TO
SANDBOX
Post Go-Live Support
• Access SAP Maxim Help for context-sensitivework instructions
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work instructions.
– Use Maxim Help before utilizing the other helpoptions.
• MAXIMERP-Help Web site
• Key Users
• Technical Support