business process proceduressapidp/... · web viewsap ecc menu accounting → financial accounting...

EHP7 for SAP ERP 6.0

February 2014

English

Accounts Receivable (157)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices Accounts Receivable (157): BPD

Copyright

© 2014 SAP SE or an SAP affiliate company. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP SE or an SAP affiliate company.

SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP SE (or an SAP affiliate company) in Germany and other countries. Please see http://global.sap.com/corporate-en/legal/copyright/index.epx#trademark for additional trademark information and notices.

Some software products marketed by SAP SE and its distributors contain proprietary software components of other software vendors.

National product specifications may vary.

These materials are provided by SAP SE or an SAP affiliate company for informational purposes only, without representation or warranty of any kind, and SAP SE or its affiliated companies shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP SE or SAP affiliate company products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.

In particular, SAP SE or its affiliated companies have no obligation to pursue any course of business outlined in this document or any related presentation, or to develop or release any functionality mentioned therein. This document, or any related presentation, and SAP SE’s or its affiliated companies’ strategy and possible future developments, products, and/or platform directions and functionality are all subject to change and may be changed by SAP SE or its affiliated companies at any time for any reason without notice. The information in this document is not a commitment, promise, or legal obligation to deliver any material, code, or functionality. All forward-looking statements are subject to various risks and uncertainties that could cause actual results to differ materially from expectations. Readers are cautioned not to place undue reliance on these forward-looking statements, which speak only as of their dates, and they should not be relied upon in making purchasing decisions.

© SAP SE Page 6 of 8

http://global.sap.com/corporate-en/legal/copyright/index.epx#trademark


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 TEXT Keys 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.



Contents

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

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

2 Prerequisites.......................................................................................................................... 6

2.1 Master Data..................................................................................................................... 6

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

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

4 Process Steps......................................................................................................................15

4.1 Creating a Customer Master Record.............................................................................15

4.2 Creating a One-Time Account.......................................................................................15

4.3 Posting a Down Payment Request................................................................................16

4.4 Posting a Down Payment Manually...............................................................................17

4.5 Posting a Customer Invoice...........................................................................................19

4.5.1 Posting a Customer Invoice with Billing in Sales and Distribution..........................19

4.5.2 Posting a Customer Invoice in Accounting.............................................................20

4.6 Posting a Credit Memo with Reference to the Invoice...................................................22

4.6.1 Posting a Credit Memo with Reference to the Invoice in Sales and Distribution....22

4.6.2 Posting a Credit Memo in Accounts Receivable.....................................................24

4.7 Down Payment Clearing Manually................................................................................26

4.8 Posting Payments using Automatic Payments Program...............................................27

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

4.10 Posting Incoming Payment from Customer Manually................................................32

4.11 Automatic Clearing of Open Items in Customer Accounts.........................................34

4.12 Manual Clearing of Open Items in Customer Accounts.............................................35

4.13 Manual Bank Statement.............................................................................................36

4.14 Display an Account Statement in Bank Statement Overview (optional).....................40

4.15 Post processing an Account Statement.....................................................................40

4.16 Dunning.....................................................................................................................43

4.17 Interest Calculation....................................................................................................46

4.18 One-Time-Accounts Postings....................................................................................48

4.18.1 One-Time-Accounts Postings in Sales and Distribution.........................................48

4.18.2 One-Time-Accounts Postings in Accounting..........................................................49

4.19 Setting a Credit Limit.................................................................................................51

4.20 Credit Control Reporting............................................................................................52

4.21 Displaying a Customer Accounting Document...........................................................53

4.22 Displaying and Changing Customer Line Items.........................................................54

4.23 Displaying Customer Balances..................................................................................56



4.24 Displaying a Customer SEPA Mandate.....................................................................56

5 Appendix.............................................................................................................................. 58

5.1 Reversal of Process Steps............................................................................................58

5.2 Used Forms...................................................................................................................58



Accounts Receivable

1 PurposeThis scope item deals with posting accounting data for customers in Accounts Receivable. From there, the data is sorted by the customer and made available to other areas such as the Sales and Distribution system. When you post data in Accounts Receivable, the system creates a document and passes the data entered to the general ledger. General ledger (Profit and Loss) accounts and customer accounts are then updated according to the transaction concerned (receivable, down payment, credit memo, and so on) customer payment activities. All business transactions are posted to and managed with accounts and for this customer master records are created. One time Customers are used for avoiding building up of huge master data volume.

Business Process Accounts Receivable focuses on the following activities:

Post down payment request

Post down payment manually

Post customer invoice

Post a credit note with invoice reference

Posting Payments Using the Payment Program

Posting Manual Payment

Automatic Clearing of open items in customer accounts

Manual Clearing of open items in customer accounts

Manual Bank Statement Processing

Post processing an Account Statement

Dunning

Account Balance Interest Calculation

One-Time-Accounts Postings

Setting a Credit Limit

Credit Control Reporting

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

Displaying an accounting document

Displaying and Changing Line Items

Displaying Balances

Reversing a Document

Reversing a Document – Individual Reversal

Reversing a Document – Mass Reversal

2 Prerequisites

2.1 Master Data

© SAP SE of 8


You have entered the master data required to go through the procedures of this scope item. Ensure that the following scope item-specific master data exists before you test this scope item:

Master Data

Value Selection Comment

Customer * All

If no customer is available in your system yet, please create a customer. A detailed description to create such a customer master record could be found in the Master Data Procedure description Create Customer Master (155.18), chapter 3.1.1 Creating Customer Master Data (Complete) or 3.2.1 Creating Customer Master Data (Accounts Receivable).

IBAN and payment method "6" are mandatory in customer master data in case of use of EURO SEPA Direct Debit payment method.

Ensure that the following scope item-specific master data exists before you test this scope item with customer concerned by SEPA Direct Debit payment method:

Master Data

Value Selection Comment

SEPA Mandate

* customer For master data creation compare Create Mandate for SEPA payments (155.104)

If payment method SEPA Direct Debit 6 is used, then a mandate for the customer is mandatory. The existence of the mandate is checked by the payment program (F110).

2.2 Roles

UseThe following roles must have already been installed to test this scope item in the SAP NetWeaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scope item. 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 scope item.

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



Details Business Role Activity Transaction

F-31

F-28

F.13

F-32

F150

F.2B

FB03

FBL5N

FBL5H (Only with HANA)

Accounts Receivable Manager

SAP_NBPR_AR_CLERK_M FD32

F.31

FD10N

FSEPA_M3

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.

Process Bank Statement

SAP_FI_BL_BANK_STATEMENT_EXT N/A



3 Process Overview TableProcess step

External process reference

Business condition

Business role

Transaction code

Expected results

Creating a customer Master record

See Create Customer Master (155.18) scope item

All business transactions are posted to and managed with accounts. You have to create a master record for each account that you need

See Create Customer Master (155.18) scope item

The customer master record is created and the account can now be posted

Creating SEPA mandate

See Create Mandate for SEPA payments (155.104)

SEPA mandates are required for SEPA Direct Debit payments


FSEPA_M1 The SEPA mandate is created for a customer account

Creating one time Account

See Create Customer Master scope item

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

See Create Customer Master scope item

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, is 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 (Down payments received) on the credit side. The system



Process step


Business condition

Business role

Transaction code

Expected results

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) scope item

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

Credit Memo Processing (204) scope item

Processing: Credit Memo Processing (204) scope item

Processing: Credit Memo Processing (204) scope item

Credit memos are created.

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

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



Posting a Credit Memo in Accounts Receivables

Based on a query of the customer, you decide to grant 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 documents are cleared manually with the invoice, if the settlement of down payments has not been carried out


F-39 Down payments are cleared manually with the invoice.



Process step


Business condition

Business role

Transaction code

Expected results

automatically.

Posting Payments Using the automatic 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 will then be 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

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

The bank credits the

Bank Accountant

FF67 Those items that had been



Process step


Business condition

Business role

Transaction code

Expected results

Statement Processing

check, the bank transfer, and the foreign bank transfer directly from your account.

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

Display an Account Statement in Bank Statement Overview (optional)

Account statements entered or posted

Process Bank Statement

N/A Display of account statements only offered for SAP NetWeaver Business Client via Business Role

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


F150 The dunning notices are now printed. The dunning data is updated in the customer master records and in the open items (last dunning level and last dunning date).

Starting the Interest Calculation Program

Calculation of interest on overdue items


F.2B The letters are printed. The interest calculation dates have been updated in the customer



Process step


Business condition

Business role

Transaction code

Expected results

master records

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


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 accounting document

How to display an accounting document


FB03 Display a customer 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 change the document line items

Displaying and Changing Customer Line Items

Displaying and changing line items in a customer account

FBL5H (Only with HANA)

The line items of an account are displayed. You can now change the document line items

Displaying Customer Balances

Displaying customer account balances


FD10N Display customer account



Process step


Business condition

Business role

Trans-action code

Expected results

balances

Displaying a SEPA mandate

How to display a SEPA mandate related to a European SEPA Direct Debit payment method


FSEPA_M3 Display a customer SEPA mandate



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) scope item, using the master data from this document.

If the customer is concerned by SEPA Direct Debit payment, run also the processes in the Create a SEPA Mandate (155.104), 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 because you do not need this master record after the business transaction, and it uses space. You create collective master records for one-time customers and one-time vendors.

You create a collective master record for a customer that only includes data for all one-time customers in a certain region. This collective master record can include the following fields:

Master record name

Language

Currency

Sales office processing the data

If a one-time customer from this region orders goods from your company, use the customer number of the collective master record when processing the sales order. You enter the address and other data that is not in the collective master record in the sales order.

One-time accounts are used to manage one-time customers. This avoids large volumes of data building up in the master records.

PrerequisitesThe account group is maintained with external, alphanumeric number assignment.

Procedure



To execute this activity, run the processes in the Create Customer Master (155.18) scope item, chapter 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 considered in account analysis, the dunning program, and the payment program.

PrerequisitesCustomizing for special general ledger transaction F with alternative reconciliation account 430100 is done.

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

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC 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 EUR

Reference <reference information>

For example REQ 0001

Account <customer number> Enter an existing customer number

Target Sp. GL Ind.

A



3. Choose New Item.

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


Comment

Amount <any amount> For example 1900

Tax Code <tax code> For example A1

Calculate tax

X

Due On <date in the future> For example Today’s date + 1 month

5. Choose Post (Ctrl+ S).

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, is 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).

For instances requiring manual payment or manual step-by-step posting of the account statement, the manual posting process is described below.

PrerequisitesThe Customizing settings for special general ledger transaction A with alternative general ledger account 430000 (Down payments received) have been made.



SAP ECC 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

<document date> For example Today’s date

Company Code

1000

Currency EUR


Choose the reference entered in the down payment request.

For example REQ 0001

Customer

Account <customer number>

Enter the customer from the down payment request.

Special G/L Indicator

A

Bank

Account <Bank G/L account>

For Example 280009

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>

For example Today’s date

3. Choose Requests.

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


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, perform 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



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 is posted.

If selected during posting, the request is 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 solutions require postings of customer invoices with the sales and distribution transactions as soon as the Sales and Distribution (SD) component is in scope. Customer invoices should be posted in accounting area in case if scope items in Sales and Distribution application are not available.

Is the Sales in Distribution component in scope?

Yes: Proceed with Posting a Customer Invoice with Billing in Sales and distribution. This ensures full integration of the sales and distribution and accounting/controlling functionality.

No: Proceed with the Posting a Customer Invoice in Accounting step. 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 or credit memo (if any) against this invoice and to adjust down payment against this invoice and credit memo.

Prerequisite

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

Procedure

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

This procedure is a matter of tax-free goods deliveries and goods movements to registered companies within the EU. You use this process to determine if the customer has a VAT registration number in their master record and the invoice must be posted with a tax code with EU-CODE mark (tax code A6 or A7). Within the period end processes, an EC Sales list can be created for the tax authorities.



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) 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 ECC 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

When you access the transaction for the first time, the system displays a dialog box requesting the company code. The Enter company code.

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

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

Field name

Description User action and values

Comment

Customer <customer number>

For example, enter the customer created in the Creating a Customer Master Record step

Invoice Date

<date> For example, Today’s date

Reference <any reference>


Currency EUR

Calculate Tax

X



Based on the previously posted down payment the system displays a message about the existing amount of down payments. Confirm this message with Continue (Enter).

3. On the Payment tab, enter the following data:

Field name


Comment

Bline Date

Baseline Date for Due Date Calculation

<For example Today’s date>

Check date

Payt terms

For example 0001

Pmt Method

for example, 6 Use "6" for a SEPA Direct Debit payment, Use "E" otherwise.

4. Enter the following data for the line item:


Comment

G/L acct <revenue account>

For example 500000

D/C Debit/Credit H Credit

Amount in Document Currency

<any amount> * or 5800Enter the gross amount. The system calculates the output tax automatically.

Tax Code <tax code> For example A1 (19% tax on sales/purchases)

If profit centers exist, enter them in the Profit Center field. 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). If the system displays an Information dialog box that a down payment exists, confirm the dialog box by choosing Enter.

7. In the lower area of the screen, the system displays the message Document 18000000xx was posted in company code 1000, where xx is the sequential document number posted by the system. 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.

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 a credit note.

You post the credit memo regarding 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) scope item, 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) scope item.

Otherwise make the following steps.

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


SAP ECC 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 Enter Customer Credit Memo: Company Code 1000 screen, on the Basic Data tab, make the following entries:


Comment


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

Document Date

<document date> For example Today’s date


For example 12345

Amount <Credit memo amount>

For example 300

Currency EUR

Calculate tax

X

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


G/L Account

Specify G/L account to be posted

500500 (Sales revenue with cost element; cost element category 11 if CO-PA is activated; else cost element category blank)

Cost element 500500 is assigned in CO-PA transfer structure 500500

Amount in doc. curr.

<Amount in document currency>

For example 300


Profitability Segment

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

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


Comment

Inv.ref. Invoice reference

<Invoice document

Invoice Reference: enter the number of the invoice you created for the customer



number>

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 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 ECC 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, on the Enter Customer Credit Memo: Company Code 1000 screen, make the following entries:


Comment


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

Document Date

<document date>




Reference <invoice reference>

For example 12345

Amount <credit memo amount>

For example 300

Currency EUR

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 500500

D/C Debit/Credit S Debit

Amount in doc. curr.

<amount in document currency> For example * or 300


Profitability Segment

Choose the arrow in the column. In the Assignment to a Profitability Segment dialog box; enter the customer number; choose Continue.

Is only relevant, if CO-PA is active.

If profit centers exist, enter them in the Profit Center field. Scroll to the right to fill in the field.

4. Choose the Payment tab.

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

Field name


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. 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, the down payment documents are cleared automatically with the invoice. A transfer posting to the normal reconciliation account 430000 is carried out.

This step is described in scope item Customer Down Payment (201, 4.11).

If the settlement of the down payment has not been processed automatically, you have to do this step manually.

PrerequisitesDown payments are posted.

A customer invoice is posted.

The down payments are not cleared automatically with the invoice.



SAP ECC menu

Accounting → Financial Accounting → Accounts Receivable → Document Entry → Down Payment → Clearing

Transaction code

F-39




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.


Document Date <today’s date>

Company Code <Company Code>

Currency EUR

Reference Clear down paym.

Account <customer account>

Invoice Reference Document number of the invoice

3. Choose Process Down Payments and select the corresponding down payment.

4. Post your entries by choosing Post (Strg+S). Ignore the message that appears at the bottom of the screen.

Result



The down payment is cleared. The system posts a new item in the customer account and in account 430000. 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 Posting Payments using Automatic Payments Program

UseThe payment program enables you to carry out automatic domestic and international payment transactions with vendors and customers. It creates the payment documents and makes the data available for the payment medium programs. These programs either print a payment list or payment form, or create data media/files, which can then be sent to the bank on disk or with special bank software.

The payment medium program stores data in the SAP print management system and DME administration system (for DME). Here, the data is retrieved separately for each form/data medium and can be transferred in the required manner.

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

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.

PrerequisitesMaster data for customer is maintained regarding bank data and allowed payment methods.

In case you use payment method 6 for a SEPA direct debit, check that there is an active SEPA mandate for the customer. If a SEPA mandate exits in an inactive status you can use transaction FSEPA_M2 to change the status to active. Only then payments for this customer can be posted by the payment program.

Customizing for the payment program is finished. Selection variants for the creation of the payment media have been created and allocated in Customizing.

On the customer account open due items exist. You can check this using transaction FBL5N Display/Change Line Items.

If this is not the case, post some invoices as described in step Posting Customer Invoices.



SAP ECC 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.


Comment

Run Date Any date for identification


Identification Any identification

Enter a unique alphanumeric ID per run date. For example your initials with a 2 digit number at the end

For example MO01

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 customer items that are due by the day entered, are considered

For example Today’s date + 1 month

Company Codes

1000

Payment Methods

6 Use 6 for a SEPA direct debit.

Using former A or E is still possible otherwise.

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)

Open items of this customer are going to be regulated via the payment run.

Select the customer for whom the invoice is entered in step Posting a Customer Invoice (step 4.5)

To Specify customer (to) All customers specified within the range from – to are going to be regulated with the payment run.

5. Choose Save Parameters (Ctrl+S).



If you use payment method 6, on the Automatic Payment Transactions: Parameters screen, on the Parameters tab, the system displays the Direct Debit Pre-notifications checkbox.

The checkbox allows printing the pre-notification for the customers from which you collect the money in the near future. A Direct Debit Pre-notification can be performed 14 days prior customer item due date. Check the Customer item due by field accordingly.

If you do not need to make a pre-notification, go directly to step 19 to execute the payment run.

In case of a SEPA Direct Debit payment method 6 and if you want to make a pre-notification (you want to inform the payer (customer) of a coming direct debit before the collection date), follow steps 6 to 18.

6. Select the check box Direct Debit Pre-notifications if your payment method is 6 and if you want to inform the payer of a coming direct debit before the collection date.

7. In Printout/data medium tab, choose a variant for Program RFFOAVIS_DD_PRENOTIF (F4)

If the variant does not exist or if you want to check an existing one, choose a variant name in the Variant column for program RFOAVIS_DD_PRENOTIF (Variant1).

Choose Maintain Variants (F5) or on the menu Environment → Maintain variants.

On the Variants/ Change Screen Assignment screen, check For all Selection Screens and choose Continue.

In Edit Variants/ Variant Xxx screen enter the following data:


SAPscript Form

YBDE_F110DDPRENO

Print immediately

X

Choose Attributes, enter a description in Variant Attributes screen.

Save your entries.

Choose Back.

8. Choose the Status tab.

9. Choose Save Data

10. Choose Proposal (Shift + F1).

11. In the Schedule Proposal dialog box, enter the following data:


Start date Specify start date For example Today’s date

Start immediately X

12. Choose Schedule (Enter)

13. Keep choosing Status (Shift + F2) until the status text changes to Payment proposal has been created.

14. Choose Direct Debit Pre-notifications.



15. In the Schedule Direct Debit Pre-notifications dialog box, enter the following data:



Start immediately X

16. Choose Schedule (Enter)

17. Keep choosing Status (Shift + F2) until the status text changes to Run for Direct Debit Pre-notifications Executed Posting orders: 1 generated, 1 completed

18. Choose System Own Jobs and select your Spool to check Direct Debit Pre-notification forms.

Direct Debit Pre-notification is now performed. The further step usually takes place 14 days after pre-notification, when you need to process direct debit payment based on your pre-notification.


20. Choose Payment Run (Schedule Payment Run (F7)).

21. In the Schedule Payment dialog box, enter the following data:


Comment


Start immediately X

Create Payment Medium

X

22. Choose Schedule (Enter).

23. If you selected Direct Debit Pre-notifications check box, keep choosing Status (Shift + F2) until the status text changes to Executed with Payment Run / Run date / Identification XXX.

Go to step 28 if you didn’t check Direct Debit Pre notification.

Once pre-notification is sent to customer, a new payment run with payment method 6 is performed with a new identification number automatically assigned by the system.

Identification number(example)

New Identification number(assigned by the system)

CCCCC CCC01

CCC01 CCC02

CCC CCC01

24. Choose Payment Run scheduling and verify the identification of the new Payment Run.

25. Choose Continue (Enter).

26. Select the new identification number in Identification field

27. Choose Continue (Enter).



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

29. After the payment run is finished, make a note of the reference number of the DME-File, as you will need this for the later simulation of the manual account statement posting.

30. Choose Environment Payment Medium DME Administration to call up the information about the created DME File. Select the Line of the created DME File and choose Choose (F2). The attributes are displayed. Note the reference number.

31. Finish the transaction by choosing Cancel (F12) twice.

You can also get the required information by using the Payment run log. To do so, choose Display Payment Run Log (Shift+F8) instead of step 30 and 31.

ResultThe payment run is executed. Payments by Collection/Direct debit for customers have been carried out. The open customer items have been cleared. The payment media, DME files and associated lists have been created and can be sent to the bank.

4.9 Outgoing Payments - Manually

UseYou can post outgoing payments either manually or automatically (payment program SAPF110 – see previous step).

The manual posting process is described below. You should process like this especially in case of manual payment or a manual step by step posting of the account statement.

PrerequisitesOpen items are posted.



SAP ECC 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 EUR EUR

Reference (*) optional

Bank data

Account * (bank transfer domestic account)

For example 280009

Amount * For example 1900

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 screen, select the required item (Open invoices, credit memos, and so on).

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

4.10 Posting Incoming Payment from Customer Manually

UseThis activity posts the incoming payments from the customer.



SAP ECC menu

Accounting → Financial Accounting → Accounts 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 EUR

Account Select bank G/L account to be posted.

Section Bank G/L Account

For example 280009 Deutsche Bank (customer incoming payments)

Amount * Select the amount of a customer invoice

For example 7000

Value Date Specify value date.


Open item selection-Account

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

3. Choose Enter.

4. On the Post incoming payments Process open items screen, select the rows for the invoices to be applied against the payment and choose Activate Items.

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

This step only works as described if the open items selected for the customer account are inactive after the selection. If this is not the case, double-click to deselect the open items that you do not need to map against the incoming payment.

The open items selected for the customer account are inactive initially if for your user the flag Selected items initially inactive is set.

In SAP GUI you can review the settings by using transaction FB00 (Accounting Editing Options) on tab Open items. In SAP NWBC you can review the settings by navigating to Accounts Receivable → Posting → Payments → Accounting Editing Options, then to tab Open items.

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



Debited Accounts Credited Accounts

Pmt. Differences Payment differences

Customer (Residual items)

4.11 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 ECC 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.

First perform a test run; the checkbox is activated automatically.

3. Choose Execute (F8).



4. When you perform the real run the system displays the warning: This program run is a production run. Choose Enter to confirm the warning and to start the run.

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

4.12 Manual Clearing of Open Items in Customer Accounts

UseIn this activity, you manually clear the 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 ECC menu Accounting → Financial Accounting → Accounts Receivable → Account → Clear

Transaction code

F-32




Business role menu

Accounts Receivable → Posting → Document Processing → Customer Line Items

2. NWBC Only: Select the first row of the required business partner and choose All Customer Line Items Open.

3. NWBC Only: Select the relevant customer and choose Clear Customer Items. Then go to step 8.

On SAP NetWeaver Business Client (SAP NWBC) via the Personal Object Work List (POWL) you have less selection criteria compared with the call of the transaction on SAP GUI.

4. On the Clear Customer: Header Data screen, enter the required data.


Comment

Account <customer number>

Enter the customer account number for whom the invoice and credit memo




Comment

was posted.

Company Code

1000

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 is 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, which causes the transaction to calculate the residual amount itself.

11. For some reasons it makes sense not to allocate the residual amount to one item, but to post it to the account without allocation. To do so, use the Difference Postings field 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.

4.13 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 clears the open items bank clearing account.

Prerequisites



House banks must be maintained and the customizing for the manual bank statement has to be finished.



SAP ECC 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 FEBA_BANK_STATEMENT for further post processing.

To change the specifications, choose Settings Specifications on the next 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 bank statement is being entered

For example DB

Account ID House bank account For example GIRO




Comment

for which bank statement is being entered

Statement Number

Number of the bank statement to be processed

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

(see following note for more information)

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

(see following note for more information)

For example 0

Closing Balance

Opening Balance + Balance of the bank account statement

Closing Balance = Opening Balance + all credits – all debits (in bank statement) for example 0 + 9,261.49= 9261.49

The amounts indicated correspond to the following example.

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, which 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 and the account statement number, which is posted. In this way, the statement number, statement date, and beginning balance are filled automatically.

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

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


Comment

Transaction Select Transaction Collection/Direct debit

For example 010+

Value Date Value date of the item


Amount Amount of Transaction

For example 2891,49

Bank refer. Enter the DME reference from the payment run number.



7. In the second line, enter the following data:


Comment

Transaction Select Transaction

Incoming payment

For example 001+




For example 3000 – 2% = 2940

Bank Reference

Bank Reference

The reference entered here has to be in line with the reference number in the invoice document header

For example DR00001

8. In the third line, enter the following data:


Comment

Transaction Select Transaction

Incoming payment

For example 001+




For example 3500 – 2% = 3430

Bank Reference

Bank Reference

The reference entered here has to be in line with the reference number in the invoice document header

For example DR00002

9. Save your entries. 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.

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

Transaction 010 + stands for Collection/Direct debit and contains the posting logic for the document to be posted. In this case, the document is posted from the bank to bank sub account by clearing the items generated earlier with the payment program on the bank sub account.

Transaction 001 + stands for Cash receipt via interim account and contains the posting logic for the document to be posted. In this case the document is posted:

From the bank to the bank sub account (bank clearing account) and

From the bank sub account to the customer with automatic clearing, provided the open item can be clearly identified based on the bank reference (reference document number).

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.

4.14 Display an Account Statement in Bank Statement Overview (optional)

UseOnce you posted a manual account statement, you are now able to display this account statement. This is possible on an optional basis in NetWeaver Business Client.

PrerequisitesThe manual account statement is posted.



SAP ECC menu N/A

Transaction code N/AOption 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

Business role Process Bank Statement

(SAP_FI_BL_BANK_STATEMENT_EXT)

Business role menu

Process Bank Statement → Bank Statement → Bank Statement Overview

2. On the Bank Statement Overview screen, you can find under Imported bank statements those statements, which you have already posted.

A green light next to the statement item indicates that the postings have been processed without errors.

A red light next to the statement item indicates that the account statement items could not be posted. You have to reprocess these items.

To do so, you need to select a bank statement in the list of the Imported Bank Statements and navigate to the bank statement processing. This functionality is described in the next section.

3. On the Bank Statement Overview screen, in Imported Bank Statements, select the bank statement to be processed and choose Process Bank Statement.

4.15 Post processing an Account Statement

UseAfter the posting of a manual bank statement, it is not absolutely necessary, but possible, that you have to post process an electronic bank statement due to certain cases in which not all statement items could be cleared by the system 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.



The activities described under Additional Optional Activities can be executed in the system within this Business Process Document only under certain conditions (for example, underpayment or wrong payment reference).

PrerequisitesThe manual account statement is posted.



SAP ECC menu Accounting → Financial Accounting → Banks → Incomings → Bank Statement → Postprocess

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 Selection of Bank Statements by Banks and Account Nos screen, enter the required data.


Company Code

1000

House Bank House bank for which bank statement is being processed

For example DB

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

For example GIRO


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. Double-click an item to display further information, such as the reference, business partner, bank details, external transaction, note to payee, and so on. 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 need only to be done by red light in the upper left area of the screen either in the bank ledger or sub ledger accounting.

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

6. If the transaction amount indicated for the account statement position does not correspond to an open item of a customer in the Assigned field, you can search for open items on the Assignment tab (available on the lower screen area) by choosing Read More Items. You may use the data shown in the Note to Payee area as selection criteria such as the customer number, the document number, the posting date, the amount, the reference and so on. Choose Start Search to select the open items according to your selection.



7. If the open items can be identified with your selection criteria and the assigned amount corresponds to the transaction amount of the bank statement, the system displays a green light, the amount in the Open field is 0 and the option Posting possible displays.

8. Post the document and make a note of the document number.: __________

Additional optional activities

UseThe following examples describe possible post processing scope item that, however, are not necessarily reflected in the flow of this Business Process Document.

Procedure1. On the Edit Bank Statement Item screen, double-click the statement number to post

(statement with the red light).

2. In the Assigned field in the middle of the screen, the system displays the bank statement amount to be cleared. When you pick the relevant document number(s), the Assigned field shows the total amount.

3. In terms of an underpayment, check in the middle section of the screen, if the amount for Assigned differs from the Transaction Amount. A red light is displayed next to Open and posting is impossible.

4. On the Edit Bank Statement Item screen double-click the Assigned field in the lower area of the screen.

5. In the Remainder field in the lower area of the screen, the system displays the difference between Transaction Amount and Assigned.

6. Next to the Remainder field on the right side named Difference Posting Type; choose if the remainder is a residual item or a partial payment.

7. Check if the assigned amount in the lower area of the screen is automatically corrected equal to the transaction amount, so that you get a green light next to the field Open and the bank statement can be posted.

8. Choose Post (Crtl+S).

9. In terms of another bank statement with wrong reference, stay on the same screen and start again with step 1.

10. In the field for the note to payee in the middle section of the screen two invoices are mentioned but only one bank statement line item is displayed due to an incorrect invoice number in the note to payee. Reasons could be for example, additional signs like -, ~ or +, missing single digits, additional check digits, or transposed digits.

11. Edit and correct the wrong invoice number in the note to payee to correct it.

12. Choose Scan.

13. Check, if the missing bank statement line item is now displayed in the middle section of the screen and the light next to Open has turned to green.

14. To post the bank statement, choose Post.

ResultItems that could not be cleared automatically are posted.

4.16 Dunning



UseTwo dunning procedures are set up:

0001 – Dunning notice every 14 days, 4 dunning levels

YB30 – Dunning notice in conjunction with interest calculation, 30 days after the invoice is 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 is 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, which calculates and posts the interest rates. The customer then receives a letter informing him or her of the amount of interest that is 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 scope item. If you want to use dunning procedure YB30 change the customer master dunning procedure and make sure that the payment method field is blank or blocked for payment.

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 not, 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)

PrerequisitesThe dunning program does not take into account the customer open items that stored a payment method for incoming payment or for customer master records that are assigned to incoming payment methods. However, if the line items to be dunned are blocked for payment by setting a payment block, then the dunning process can be carried out for those items.

If you want to dun a customer open item for a customer account having incoming payment methods assigned (for example, customer 100000), you can set a payment block in the open item by using transaction FB02.



SAP ECC menu Accounting → Financial Accounting → Accounts Receivable → Periodic Processing → Dunning

Transaction F150



codeOption 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role



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 MO01

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.


Company Code

1000

Customer Enter a customer or interval of customers

Due open item should exist for this customer.

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



5. Save your entries.


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

The default settings generate a print-out of a dunning notice. If you prefer to send the dunning notice to the customer via e-mail, ensure that all requirements listed in the Quick Guide in the chapters Outbound e-mail configuration and Printing are being met and proceed as described below. If you want to switch from print-out to sending forms via e-mail in general, check the document Printing: Forms adaptation guide.doc for details.

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

Field name Description User Comment



action and values

Start immediately

X

Output device

<your printer name> If you want to send form print outs via e-

mail instead of using the print functionality make sure that you have maintained a valid e-mail address in the customer master data. For more information, see the following documents:

Create Customer Master (155.18)

Printing : Forms adaptation guide.doc

9. Choose Schedule (Execute (F5)).

10. On the Status tab, check the relevant dunning run status. Choose Enter to update the status. The message Dun. selection is complete displays.

11. Choose Log to display the log.

12. Choose Dunning List to display the dunning list.

13. In the Dunning List Variant dialog box, choose Enter.

14. Choose Dunning Printout to schedule the update run.

15. In the Schedule Print dialog box, make the following entries:


Comment

Start immediately

X

Output device

<your printer name> If you want to send form print outs via e-

mail instead of using the print functionality make sure that you have maintained a valid e-mail address in the customer master data. For more information, see the following documents;

Create Customer Master (155.18)

Printing : Forms adaptation guide.doc

16. Choose Print.

17. 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.

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

19. Go to the spool administration to print out the dunning notices. Access the transaction from the Dunning screen choosing the following path in the SAP ECC menu: System Own Spool Requests, or access the activity directly using the transaction code /nSP02.



20. 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.

4.17 Interest Calculation

UseCalculation of interest on overdue items

PrerequisitesInterest indicator 01 is configured with the required interest rate and the corresponding account determination settings.

Interest indicator 01 was set in the customer master record



SAP ECC menu

Accounting → Financial Accounting → Accounts Receivable → Periodic Processing → Interest Calculation → Arrears Interest → With Open Items

Transaction code

F.2B




Business role menu

Accounts Receivable → Periodic and Closing Activities → Interest Calculation on Overdue Items

2. On the Calculate Interest on Arrears screen, make the following entries:


Customer Account

Enter a customer or interval of customers

Due open item should exist for this customer.

Company Code

1000


Comment

Further selections



to settlement period upper limit

<enter date> For example Today’s date


Comment

Create form select

Form Name YBDE_F_DUZI_01

Print Form X Select the indicator

Form Printer (Batch)

<your printer name>

Date of Issue Enter Date of Issue For example Today’s date

3. Choose Execute.

4. If no entry for an output device exists in your user profile, the system displays a dialog box . If this occurs, enter an existing output device.

5. Confirm with Print (Ctrl+P).

6. The system displays the message Batch input session RFDUZI00 created.

7. To run the batch input session, go to batch input processing and run the session.

For detailed description, see step Running Batch Input Sessions.For this process, use the session name RFDUZI00.

If you do not want to post the calculated interest, use transaction F.2C.

8. To print out the letters go to the spool administration transaction, access the transaction from the Calculate Interest on Arrears screen choosing the SAP ECC menu path System Own Spool Requests, or directly using the transaction code SP02.

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

No letters are placed in the spool request list if you do not choose a printer that is set up in the system.

ResultThe letters are printed. The interest calculation dates have been updated in the customer master records (last date of the interest calculation run).

The batch input session with the interest postings is posted: on the debit side, posting is carried out to the customer account with posting key 01; on the credit side, posting is carried out to account other interest and similar revenue. The document type is DV.

4.18 One-Time-Accounts Postings

Use



One-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 is created (refer to the Creating a One-Time Account Business Process Documentation).

4.18.1 One-Time-Accounts Postings in Sales and Distribution

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

Prerequisites

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

Procedure

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

Step 4.1 Credit Management Check for Sales Order in Scope item 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 scope item 109, enter following entries:

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

For ship-to party: one-time account from step 4.2 (this scope item, demo data: CPDL)

Information: Account Group for one-time customer: YBOC

Choose Enter.

A new dialog box displays.

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




Comment

Titel * 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 scope item 109.

Continue with step 4.5 ff. from scope item 109.

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

4.18.2 One-Time-Accounts Postings in Accounting

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

Prerequisite

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



SAP ECC 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

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

Field name


Comment

Customer <customer For example, enter CPD customer that is



number> created with process step "Creating a Customer Master Record

Invoice Date

<date> For example Today’s date

Reference <Any reference>


Currency EUR

Calculate Tax

X

3. Choose Enter.

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


Name * For example Lisa Miller

Language Key * For example EN

Street * For example Hauptstraße 12

City * For example Walldorf

Postal Code * For example 69000

Country * For example DE

Bank Key * For example 50070010

Bank Account * For example 0700111

Example data only, depends on customer details.

If Customer needs to be paid with SEPA Direct Debit payment method 6, create IBAN with transaction FIBAN before. You can then create a mandate related to this payment method directly in Address and Bank Data screen.

5. Choose Enter.

6. Enter the following data for the line item:


Comment

G/L acct <revenue account>

For example 500000

D/C Debit/Credit H Credit

Amount in Document Currency

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

Tax Code <tax code> For example A1 (19% tax on sales/purchases)



If profit centers exist they should also be entered in the Profit Center field. Scroll to the right to fill in the field.


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

4.19 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 is 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 is 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.

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



SAP ECC 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 → Customer Homepage

2. NWBC Only: Select the required row and choose Edit Credit Limit.

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



Credit Control Area 1000 Credit Control Area Best Practices



General Data: Central Data

select

Credit control area data: Status

select

4. Choose Enter.

5. 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 EUR

6. Choose Enter.

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

Field name

Description User action and values Comment

Credit Limit Specify credit limit within credit area

For example 50,000.00


ResultThe credit limits set for a customer accounts are monitored.

4.20 Credit Control Reporting

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



SAP ECC 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 Description User action and Comment



name values

Credit Account

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

Credit Control Area

1000

Inter. Interval Identification (Days in Arrears)

Specify Interval Identification

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

For example R01N

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.

4.21 Displaying a Customer Accounting Document

PurposeDisplay a customer accounting (FI) document.

PrerequisiteAn accounting document exists.



SAP ECC menu Accounting → Financial Accounting → Accounts Receivable → Document → Display

Transaction code

FB03




Business role Accounts Receivable → Posting → Document Processing →



menu Customer Line Items

2. NWBC Only: Select the required row and choose Display.

3. SAP GUI Only: 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 document was posted

For example 2009

4. SAP GUI Only: Choose Enter.

ResultDisplay a customer accounting document.

4.22 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 ECC menu

Accounting → Financial Accounting → Accounts Receivable → Account → Display/Change Line Items

Transaction code

FBL5N




Business role menu

Accounts Receivable → Posting → Document Processing → Customer Line Items

With a system based on a database type HDB you can also call the following transaction by directly entering the transaction code to the command field.

Option 3: For HANA:

HANA SAP Menu N/A

Transaction Code FBL5H Customer Line Item Browser

2. NWBC Only: Choose Change Query, enter the required data.




Comment

Customer account

<customer number> Select an existing customer account

Company Code 1000

3. NWBC Only: Choose Apply.

4. SAP GUI Only: On the Customer Line Item Display screen, enter the required data.


Comment

Customer account

<customer number> Select an existing customer account

Company Code 1000

All Items select

5. SAP GUI Only: Choose Execute (F8).

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

7. On the Customer Line Item Browser select one or more lines and choose to drilldown to the details documents.

For HANA transactions, additional customer layouts can be created to provide more flexible analysis for customer open line items.

Proceed as follows to change the document:

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

9. Choose Change Document (pencil icon).

10. 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.


ResultThe line items of an account are displayed. You can now change the document line items.

4.23 Displaying Customer Balances

UseDisplaying customer account balances.

PrerequisitesThe customer account contains items.





SAP ECC menu Accounting → Financial Accounting → Accounts Receivable → Account → Display Balances

Transaction code

FD10N




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


Select an existing customer account

Company Code

1000

Fiscal Year <fiscal year> The balances are displayed for the selected fiscal year

For example 2014

4. Choose Enter

ResultThe transaction figures are displayed.

4.24 Displaying a Customer SEPA Mandate

UseIn this activity, you display a customer mandate.

Mandates are created for business customer from SEPA zone with IBAN in their master data. It is assumed that mandates are B2B mandates with local instrument B2B and a legal number to value date equal to 1.

Customizing allows maintaining another number to value date or other local instrument codes (CORE, COR1) in reference to a country, a calendar, and a house bank if you have other specific needs.

SAP Note 1924983 - "SEPA_CT SEPA_DD format version November 2013" delivers the up to date formats for the new SEPA payments methods, including COR1 functionalities.



PrerequisitesPayment method "6" SEPA Direct Debit is set up for the customer. Mandate exists.



SAP ECC menu

Accounting → Financial Accounting → Accounts Receivable → Master Records → SEPA Mandates → Display

Transaction code

FSEPA_M3




Business role menu

Accounts Receivable → Master Data → SEPA Mandates → SEPA: Display Mandate

2. On the Display Mandate: Initial Screen, enter the required data.


Comment


Select a customer with a Mandate.

Mandate Ref.

<mandate reference>

Leave blank or select a Mandate Reference used in this BPD.

3. Choose Enter

4. In Mandates screen, double-click the Mandate Ref. you want to display in detail.

ResultThe Mandate details are displayed. You can see payment documents related to this mandate in Use tab, if any.



5 Appendix

5.1 Reversal of Process Stepsoriginal 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

UseIn some of the activities of this business process, forms are used. The following table provides details on these forms.

Common form name Form type Used in process step

Output type

Technical name

FI Dunning Smartform 4.16 YBAA_FIMA

Interest Calculation SAPScript form

4.17 YBDE_F_DUZI_01

Format DTAZV: accompanying sheet (Germany)

SAPScript form

4.8 YBDE_PAYDEDTAZV

Format DTAUS0: accompanying sheet (Germany)

SAPScript form

4.8 YBDE_PAYDEDTAUS0

Check (Germany, 12 inch)

SAPScript form

4.8 YBDE_F110DSCHECK



Payment advice (Germany)

SAPScript 4.8 YBDE_F110_D_AVIS

Direct Debit Pre-notification (SEPA)

SAPScript 4.8 YBDE_F110DDPRENO
