Clear Customer Account - University of Cincinnati€¦ · Web viewSAP also uses sub-ledger accounts...
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Work Instruction Functional Area: Accounts Receivable Clear Customer Account Purpose Use this procedure to clear open invoices against open credits on the customer’s account. Trigger Perform this procedure when you need to clear the payments or credits on a customer’s account by clearing them against open items. Prerequisites None Menu Path Use the following menu path to begin this transaction: Select Accounting Financial Accounting Accounts Receivable Account Clear to go to the Clear Customer: Header Data screen. Transaction Code F-32 Helpful Hints The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C). On certain screens you may have to scroll to view some data entry fields. Click to activate items. Click to deactivate items. Click to activate the discounts. Click to deactivate the discounts.
Transcript of Clear Customer Account - University of Cincinnati€¦ · Web viewSAP also uses sub-ledger accounts...
Work InstructionFunctional Area: Accounts Receivable Clear Customer Account
Purpose
Use this procedure to clear open invoices against open credits on the customer’s account.
Trigger
Perform this procedure when you need to clear the payments or credits on a customer’s account by clearing them against open items.
Prerequisites
None
Menu Path
Use the following menu path to begin this transaction:
Select Accounting Financial Accounting Accounts Receivable Account Clear to go to the Clear Customer: Header Data screen.
Transaction Code
F-32
Helpful Hints
The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).
On certain screens you may have to scroll to view some data entry fields.
Click to activate items.
Click to deactivate items.
Click to activate the discounts.
Click to deactivate the discounts.
Work InstructionFunctional Area: Accounts Receivable Clear Customer Account
Procedure
1. Start the transaction using the menu path or transaction code.
Clear Customer: Header Data
2. As required, complete/review the following fields:
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Work InstructionFunctional Area: Accounts Receivable Clear Customer Account
Field R/O/C Description
Account Required Unique identification number, SAP uses several kinds of accounts; SAP's general ledger accounts are similar to standard accounts in most accounting systems. SAP also uses sub-ledger accounts for customers (accounts receivable), vendors (accounts payable), and assets (asset accounts). These sub-ledger accounts roll-up to a general ledger account.
Example:1000007
Clearing date Required The clearing date specifies as from when the item is to be regarded as cleared.
Example:05/20/2005
Period Required Unit that subdivides a fiscal year
Example:11
Company Code Required Organizational unit within Financial Accounting
Example:UC
Special G/L ind Optional Indicates the Special General Ledger
Example:
You must make an entry in this field, or
select to the left of Normal OI.
3. Perform one of the following:
The following selection criteria options are used to narrow the open item search on a customer’s account.
4. Perform one of the following:If You Then
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Want to select from normal open items (invoice and credits)
Select to the left of Normal OI.
Special G/L open items such as down payments are not considered in this selection criteria. This will default.
Do not want to select from normal open items (invoice and credits)
Deselect to the left of Normal OI.
If you deselect this item, you must make an entry in the Special G/L ind field.
5. Perform one of the following:If You Want To Then
Display all open items Select to the left of None.Limit the selection of open items based on a specific amount or amount range Select to the left of Amount.Limit the selection of open items based on a specific SAP document number amount or document number
Select to the left of Document Number.
Limit the selection of open items based on a specific posting date or posting date range Select to the left of Posting Date.Limit the selection of open items based on dunning area(s) Select to the left of Dunning Area.Limit the selection of open items based on a specific reference number or number range Select to the left of Reference.Limit the selection of open items based on a specific document type Select to the left of Document type.Limit the selection of open items based on business area(s) Select to the left of Business Area.
Limit the selection of open items based on selection options not listed
Select to the left of Others.
Additional selection options include: Branch account, Currency, Posting Key, Document Date, Billing Document, Contract Type and Contract Number.
6. Click .
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Work InstructionFunctional Area: Accounts Receivable Clear Customer Account
Clear Customer: Process open items
7. Perform one of the following:If You Want To Then Go ToClear open items without charging off the difference to a cash clearing account (cost object and fund/grant)
-- Step 8
Clear open items and charge off difference to a general ledger account
Click the tab. Step 15
The system displays the message, “XXXX items were selected.”
8.Click (Select All).
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Work InstructionFunctional Area: Accounts Receivable Clear Customer Account
Activates all line items.
9.Click (Deactivate items).
Deactivates all line items selected.
10. Double-click the amounts in the USD Gross field that you want to clear.
You will want to balance your selections on the debit side and the credit side. For example, if you were only working with two open items and you selected 100.00 as your first open item to clear, you would select 100.00- (note the minus sign following the figure) as your second open item to clear. You may work with multiple items, but in the end the debits should equal the credits.
11. Perform one of the following:If You Want To Then Go ToAdd long text to the clearing document Click . Step 12
Save the transaction -- Step 26
Clearing text
12. As required, complete/review the following fields:
Field R/O/C Description
Clearing text Required Short text entered by the user to describe the clearing transaction
Example:
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13.Click .
Clear Customer: Process open items
14. Go to Step 26.
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Clear Customer: Enter partial payments
15.Click (Select All).
Activates all line items.
16.Click (Deactivate items).
Deactivates all line items selected.
17. Double-click the amounts in the USD Gross field that you want to clear.
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Work InstructionFunctional Area: Accounts Receivable Clear Customer Account
18.Click .
The difference to be charged off is displayed in the Not assigned field.
Clear Customer: Display Overview
19. As required, complete/review the following fields:
Field R/O/C Description
PstKy Required Two-digit numerical key that controls how line items are posted
Example:40 (Debit)
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Work InstructionFunctional Area: Accounts Receivable Clear Customer Account
Field R/O/C Description
Account Required Unique identification number, SAP uses several kinds of accounts; SAP’s general ledger accounts are similar to standard accounts in most accounting systems. SAP also uses sub-ledger accounts for customers (accounts receivable), vendors (accounts payable), and assets (asset accounts). These sub-ledger accounts roll-up to a general ledger account.
Example:100900 (Cashier’s Clearing Account)
20.Click .
Clear Customer: Add G/L account item
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Work InstructionFunctional Area: Accounts Receivable Clear Customer Account
21. As required, complete/review the following fields:
Field R/O/C Description
Amount Required Line item amount
Example:25.00
22.Click .
Clear Customer: Enter partial payments
23. Perform one of the following:If You Want To Then Go To
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Add long text to the clearing document Click . Step 24
Save the transaction -- Step 26
The Amount entered and Assigned fields are now equal and the Not assigned field is zero.
Clearing text
24. As required, complete/review the following fields:
Field R/O/C Description
Clearing text Required Short text entered by the user to describe the clearing transaction
Example:
25.Click .
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Clear Customer: Enter partial payments
26.Click .
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Clear Customer: Header Data
27. You have completed this transaction.
The system generates the message, “Document XXXX was posted in company code UC.”
28.Click until you return to the SAP Easy Access screen.
Result
Comments
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Work InstructionFunctional Area: Accounts Receivable Clear Customer Account
Result
xxxx
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