down payment process in sap

SAP R/3

March 2004

English

Accounts Receivable AccountingDown Payment Request, Posting, Clearing MY (J03)

SAP AGNeurottstr. 1669190 WalldorfGermany

Business Process Procedure

SAP Best Practices AR Down Payment Request, Posting, Clearing: BPP

Copyright

© Copyright 2004 SAP AG. 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 AG. The information contained herein may be changed without prior notice.

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

Microsoft®, WINDOWS®, NT®, EXCEL®, Word®, PowerPoint® and SQL Server® are registered trademarks of Microsoft Corporation.

IBM®, DB2®, DB2 Universal Database, OS/2®, Parallel Sysplex®, MVS/ESA, AIX®, S/390®, AS/400®, OS/390®, OS/400®, iSeries, pSeries, xSeries, zSeries, z/OS, AFP, Intelligent Miner, WebSphere®, Netfinity®, Tivoli®, Informix and Informix® Dynamic Server™ are trademarks of IBM Corporation in USA and/or other countries.

ORACLE® is a registered trademark of ORACLE Corporation.

UNIX®, X/Open®, OSF/1®, and Motif® are registered trademarks of the Open Group.

Citrix®, the Citrix logo, ICA®, Program Neighborhood®, MetaFrame®, WinFrame®, VideoFrame®, MultiWin® and other Citrix product names referenced herein are trademarks of Citrix Systems, Inc.

HTML, DHTML, XML, XHTML are trademarks or registered trademarks of W3C®, World Wide Web Consortium, Massachusetts Institute of Technology.

JAVA® is a registered trademark of Sun Microsystems, Inc.

JAVASCRIPT® is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape.

MarketSet and Enterprise Buyer are jointly owned trademarks of SAP AG and Commerce One.

SAP, R/3, mySAP, mySAP.com, xApps, xApp, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves information purposes only. National product specifications may vary.

© SAP AG of 10


Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

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.

© SAP AG of 10


Abbreviations

R Required entry field

(used in the end-user procedures)

O Optional entry field


C Conditional field


© SAP AG of 10


ContentsDown Payment Request, Posting, Clearing.........................................................................................6

Posting a Down Payment Request...................................................................................................6

Posting a Down Payment................................................................................................................. 7

Posting an Invoice............................................................................................................................ 9

Clearing.......................................................................................................................................... 10

© SAP AG of 10


Down Payment Request, Posting, Clearing

PurposeDown payment requests and down payments are special general ledger transactions. These transactions are not posted to the G/L account defined in the customer master record but to an alternative G/L account.

PrerequisitesAlternative reconciliation accounts for posting the down payment requests and the down payments.

Process Flow Down payment request

Down payment

Invoice

Down payment clearing

Payment and clearing

ResultUnlike partial payments, down payments are reported separately in the balance sheet.

Posting a Down Payment Request

UseDown payment requests are statistical (noted) items that do not affect the balance sheet. They can be taken into consideration in the dunning program and in the payment program.

PrerequisitesCustomizing for special general ledger transaction A with alternative general ledger account 196000.

Procedure

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

SAP R/3 menu Accounting Financial Accounting Accounts Receivable Document Entry Down Payment Request

Transaction code F-37

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

© SAP AG of 10


Field name

Description R/O/C User action and values Comment

Document Date R Today’s date Example

Company Code R BP01

Currency R MYR

Reference R Down payment request Example

Account R 2000 Example

Target Special g/l ind. R A Down payment

3. Choose New Item.

4. On the Customer Down Payment Request: Add Customer Item screen, enter the required data.

Field Name


Amount R 1000 Example

Calculate Tax X

Tax Code R S0

Due On R Date in the future

5. Save your entries.

Result

The system posts the down payment request to account 196000 (not part of the double-entry bookkeeping).

Posting a Down Payment

UseYou can post down payments either manually or automatically (payment program SAPF110, direct debit payment method). The manual posting process is described in the following.

PrerequisitesCustomizing for special general ledger transaction A with alternative general ledger account 170000.

Procedure


SAP R/3 menu Accounting Financial Accounting Accounts Receivable Document Entry Down Payment Down Payment

© SAP AG of 10



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

Field name



Company Code R BP01

Currency R MYR

Reference R Down payment Example

Customer: Account R 2000 Example

Special G/L Indicator R A

Bank: Account R 113109


Value Date R Current date Example

3. Choose Requests.

4. In the Post Customer Down Payment: Choose Requests screen, select the required item. Save your entries.

If you post a down payment without a request, proceed as described in steps 1 and 2.

Instead of Requests, choose New Item.

5. On the Post Customer Down Payment: Add Customer Item screen, enter the required data.

Field name



Tax Code R S0 Example

Due On R Date in the future


ResultThe document posts the bank account 113109 (Customer incoming payments) on the debit side and the customer with the alternative reconciliation account 170000 on the credit side.

© SAP AG of 10


Posting an Invoice

Procedure


SAP R/3 menu Accounting Financial Accounting Accounts Receivable Document Entry Invoice

Transaction code FB70

2. On the Enter Customer Invoice screen, make the following entries:

Field Name


Customer R 2000 Example

Invoice Date R Today’s date Example

Reference R Inv 3456 Example


Currency R MYR

Calculate Tax O X

G/L Account R 800000

Amount in Document Currency

R 10000

Tax Code R S0

Profit Center O 1100


Result

The system outputs the message 1,000.00- MYR Down payment exist for further postings to account 2000.

© SAP AG of 10


Clearing

UseAfter you have issued the final invoice, you can clear the down payment with the invoice. You carry out a transfer posting to the normal reconciliation account 140000.

Procedure


SAP R/3 menu Accounting Financial Accounting Accounts Receivable Document Entry Down Payment Clearing


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

Field name



Company Code R BP01

Currency R MYR

Reference R Clearing down payment Example

Account R 2000 Example

Invoice Reference R Document number of the invoice

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

4. Choose Save.

Enter a text for the marked line item.


ResultThe down payment is cleared and the balance of account 170000 is zero again. The system posts a new item in the customer account and in account 140000. The new item can now be handled as a payment on account, and included and cleared when another incoming payment is received (or collected by the payment program).

© SAP AG of 10

down payment process in sap

Documents