payment procedures z developments.docx
TRANSCRIPT
BSNL
User ManualFinance & Controlling (FICO)
Payment Procedures
Version:1.1
01.07.2011Version Control
User Manual
Module Name
Business Process
FI : Accounts Payable
Finance & Controlling
Payment Procedures
DateVersio
nAuthor Change Description
01.02.2010
1.0 Nidhi Tulshan
01.07.2011
1.1 Jaswinder Kaur Updated changes to Vendor Master Creation Process
The document has been prepared to be used by the following stake-holders:
End Users Performing day to day transactions as per their Roles and Authorizations in SAP System.
Core Team – Directly involved in recording and accounting of costs related to electricity.
Business Process Owners – Respective Business Leaders, involved in validating the process design.
Important Note:
The information in this document is only meant to be a reference for ERP Process configured as per the Business Process approved by BSNL Management for Finance & Controlling Module and is not a complete description of the SAP product and its functionalities. Its main purpose is to serve as a reference Document for User Training and Support.
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User Manual
Module Name
Business Process
FI : Accounts Payable
Finance & Controlling
Payment Procedures
Course OverviewSAP Finance & Controlling module manages all the transactions related to accounting of business transactions and controlling module is used for internal reporting purposes. The unit explains the various steps to be followed after running automatic payment program for generating the payment advice, RTGS and NEFT form printout and generation of payment file to be sent to the bank for making payment.
Target Audience
This course is intended for the following audiences:
Junior Accounts officer Chief Accounts officers’ Senior Management – Accounting and Finance functions.
Course Prerequisites
Knowledge of navigating SAP systems Basic knowledge of Finance & Controlling
Course Goals
This course will prepare you to: Take Payment Advice Printout RTGS & NEFT Printout Automatic Bank Payment File Extraction IFSC Details for RTGS/ NEFT Payments Vendor Master Report Upload Vendor CIN Details Temporary Advance Status Report Temporary Advance Status Details
Course Objectives
After completing this course, you will be able to: Take Payment Advice Printout RTGS & NEFT Printout Automatic Bank Payment File Extraction
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User Manual
Module Name
Business Process
FI : Accounts Payable
Finance & Controlling
Payment Procedures
IFSC Details for RTGS/ NEFT Payments Vendor Master Report Upload Vendor CIN Details Temporary Advance Status Report
Temporary Advance Status Details
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User Manual
Module Name
Business Process
FI : Accounts Payable
Finance & Controlling
Payment Procedures
Important information to be noted:-
All documents are to be created in reference to the preceding document. All SAP Transactions can be executed either by navigating to the required
Transaction through the Menu Path or by simply entering the Transaction Code for the respective Transaction in the Command Field.
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User Manual
Module Name
Business Process
FI : Accounts Payable
Finance & Controlling
Payment Procedures
Table of Contents
1. PAYMENT ADVICE PRINTOUT ....................................................................... 8
2. RTGS AND NEFT PRINTOUT ......................................................................... 15
3. AUTOMATIC BANK PAYMENT FILE EXTRACTION ......................................... 22
4. IFSC DETAILS FOR RTGS /NEFT PAYMENTS .................................................. 28
5. VENDOR MASTER REPORT .......................................................................... 34
6. UPLOAD VENDOR CIN DETAILS ................................................................... 36
7. TEMPORARY ADVANCE STATUS REPORT ..................................................... 42
8. TEMPORARY ADVANCE STATUS DETAILS .................................................... 45
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User Manual
Module Name
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FI : Accounts Payable
Finance & Controlling
Payment Procedures
Input - Required Fields Field Value / CommentsCompany Code 1021Vendor Account 1005107 and 1005108
For all above three scenarios, namely, Print Payment advice, RTGS and NEFT Form printout & Automatic Bank Payment File Generation we will use same Automatic Payment run made through Tcode F110 for two vendors
Run Date : 08.08.2011Identification: UMANL
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Finance & Controlling
Payment Procedures
For the mentioned Run date and Identification , the proposal is run and payment proposal is created
Payment Run done for generating payment advice , RTGS / NEFT form printout and bank payment file
1. Payment Advice Printout Once the payment is done either through manual payment or automatic payment run , the printing of payment advice and sending same to vendor through mail will be performed separately using below functionality .
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User Manual
Module Name
Business Process
FI : Accounts Payable
Finance & Controlling
Payment Procedures
To take the printout of the payment advice , go to Tcode ZFI048_1Via Transaction Code ZFI048_1
Update the following Required ( R ) and Optional ( O ) field
Field Name Description R / O Values( Example )
Automatic Payment
Select the radio button if payment advice is generated for automatic payment run
R Selected for Automatic payment
Payment Run date
Run date in automatic payment run R 08.08.2011
Identification Identification specified in payment run R UMANLCompany Code
Identifying the company code R 1021
Click on Execute
On execution it will show the print preview of the payment advice generated for two vendors as specified in the automatic payment run
First Page
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User Manual
Module Name
Business Process
FI : Accounts Payable
Finance & Controlling
Payment Procedures
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Finance & Controlling
Payment Procedures
Data in the payment advice
Field Name Description Values( Example )
Logo Company Logo BSNL LogoHeading Form Heading Payment AdviceVendor Name
Name of the vendor Tshering
Address Vendor Address
Code Vendor code 1005107
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Finance & Controlling
Payment Procedures
Payment Date
Date of making payment
08.08.2011
Reference No
Payment Document number
Will be generated after payment run
Payment Mode
Mode through which payment is done
RTGS
BSNL Bank Details
BSNL Bank through which payment is done
Instrument No
Cheque No Will be updated if payment is done through cheque payment method
Description Text in the payment advice
Invoice Date
Bill Date Date of the vendor bill number
Invoice No Bill number Bill number entered while posting invoicePO number Purchase Order
numberPurchase order for which invoice is posted
Invoice amount
Bill amount Amount of the vendor invoice
TDS/ Deduction
Amount of deduction Total deduction amount calculated per invoice ( explanation in the annexure page )
Payment Amount
Final paid amount Amount of the final payment
Amount in words
Payment amount in words
Final payment amount in words
Footer BSNL Company Code name and Address
Name and Address of the paying company code
Second page
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Finance & Controlling
Payment Procedures
Data in the Annexure
Field Name Description Values( Example )
Logo Company Logo BSNL LogoHeading Form Heading Details of DeductionVendor Account no
Vendor Code 1005107
Invoice No Bill number Bill number entered while posting invoiceBSNL Ref No
SAP Document number
1900000105
TDS Deduction
Amount of TDS deducted per invoice
167899
Other Any credit memo 4000
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Payment Procedures
Deduction posted against
the invoiceReason for deduction
Text for the deduction in case credit memo is posted
Click on back button
In case you want to send the payment advice before doing payment run , the system gives below error message
Therefore payment run is mandatory for sending the payment advice to vendors
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Module Name
Business Process
FI : Accounts Payable
Finance & Controlling
Payment Procedures
Once payment run is done , then for sending payment advice through mail to
vendors , put tick on
Click on execute . On execution it gives below message based on the mail id of the vendors existing in the vendor master
In case you want to send mail to both the vendors , then click on ,
otherwise
On clicking , it will go back to the previous screen and allow user to add mail address in the vendor master
After updating mail address in the vendor master go again to the Tcode ZFI048_1 and select the option to send mail to vendor . In that case system gives below message
Click on to send mail . System gives below message
Below screenshot of the PDF received by the vendor
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Module Name
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FI : Accounts Payable
Finance & Controlling
Payment Procedures
Once mail is send , if user again wants to send mail to vendor then on execution system gives below message
If you want to resend and select , then again mail will be sent to vendor but with word DUPLICATE at the header level
Attached the mail , received by the vendor
Press Shift+F3 to return to the SAP Easy Access screen. The system task is complete
2. RTGS and NEFT printout
To take the printout of the RTGS and NEFT form , go to Tcode ZFI031Via Transaction Code ZFI031
Update the following Required ( R ) and Optional ( O ) field
Field Name Description R / O Values( Example )
Payment Run date
Run date in automatic payment run R 08.08.2011
Identification Identification specified in payment run R UMANLCompany Code
Identifying the company code R 1021
Office Address Address of the company O CP DELHITelephone Number
Telephone No of the company O 9866899990
Fax Number Fax Number of the company O 012458765456
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Finance & Controlling
Payment Procedures
Click on Execute
On execution it will show the print preview of the RTGS and NEFT form generated for two vendors as specified in the automatic payment run
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Module Name
Business Process
FI : Accounts Payable
Finance & Controlling
Payment Procedures
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Finance & Controlling
Payment Procedures
Data in the payment advice
Field Name Description Values( Example )
Logo Company Logo BSNL LogoHeading Company Name
Office Address
Address given in first screen
CP DELHI
Tel No Tel No given in first screen
9866899990
Fax No Fax No given in first screen
012458765456
Heading line
Details required in the mandate form
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Finance & Controlling
Payment Procedures
Here RTGS / NEFT depends upon the total amount to be paid . If amount is more than Rs. 2 Lakh then RTGS will come otherwise NEFT will come
BSNL Bank details
Bank to be identified for payment
Corporation Bank
Vendor Bank details
Account number and account type of the vendor bank account as specified in the vendor master
786543467789Current Account
Amount Total amount due 1709986Authorised Signatory
Signature of authorized person
After printout of the form , the authorized person can take printout
Before making payment run , the printout of the form cannot be taken .The Print option will be deactivated
Therefore payment run is mandatory for generating the payment form
Once the payment run is done , The PRINT option will be activated and user can take the printout of the form
After entering below details , click on Execute
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Module Name
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FI : Accounts Payable
Finance & Controlling
Payment Procedures
On execution , system gives below message box
Click on option , the print preview of the form will appear . Here select PRINT option and give printout
Once the payment run is done , then the above number will appear in the printout form
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Finance & Controlling
Payment Procedures
This is combination of Payment method : Run Date / Identification / Payment document number / Company code
System gives message as
To take printout , go to SP01 , select Spool number and take printout.
After taking printout once , if user again wants to take printout , then printout can be taken but the word DUPLICATE will come in the printout at header level
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Payment Procedures
Press Shift+F3 to return to the SAP Easy Access screen. The system task is complete
3. Automatic Bank Payment File Extraction
To create the payment file to be send to the bank for making payment through RTGS / ECS , go to Tcode ZFI114Via Transaction Code ZFI114
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Payment Procedures
Update the following Required ( R ) and Optional ( O ) field
Field Name Description R / O Values( Example )
Paying Company Code
Identifying the company code R 1021
Run date Run date in automatic payment run
R 08.08.2011
Identification Identification specified in payment run
R UMANL
Click on Execute
On execution it will show the vendors selected for including in the payment file to be sent to the bank for final payment
In case you want to generate the payment file before doing payment run , the system gives below error message
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Payment Procedures
Therefore payment run is mandatory for generating the payment file
After doing payment run , on selecting the , system give details of the payment document number and the folder path where file is generated
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Finance & Controlling
Payment Procedures
Go to the folder path and check the payment file .
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Payment Procedures
After generating the payment file once , if user again wants to generate the file and
selects the below option , system gives below message
Press
Below screen will come
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It shows that file already generated and gives the path where file is stored , user name , date and the time
Press Shift+F3 to return to the SAP Easy Access screen. The system task is complete
4. IFSC Details for RTGS /NEFT payments
The purpose of this development is to generate the single RTGS and NEFT form to be sent to the bank for making vendor payments . Once the Automatic payment run is done , then giving Run Date and ID , the RTGS / NEFT form can be generated and print the same for sending the same to bank .
Give company code , Run Date and ID used for vendor payments , the RTGS / NEFT payment form can be generated which will give vendor wise details to bank for making payments . The user can take the printout of the same and send to bank for further processing . Following details are available :
i) Vendor Name ii) Vendor Account numberiii) Vendor IFS code iv) Amount to be paidv) BSNL Bank details
To create the payment file to be send to the bank for making payment through RTGS / ECS , go to Tcode ZFI170Via Transaction Code ZFI170
Update the following Required ( R ) and Optional ( O ) field
Field Name Description R / O Values( Example )
Paying Company Code
Identifying the company code R 1021
Run date Run date in automatic payment run
R 08.08.2011
Identification Identification specified in payment run
R UMANL
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Payment Procedures
Click on In case you want to generate the IFSC Details for RTGS /NEFT payments before doing payment run , the system gives below message
Click on
On execution it will show the print preview of the RTGS and NEFT form generated for two vendors as specified in the automatic payment run
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Payment Procedures
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Payment Procedures
Once the payment run is done and after entering below details , click on
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Payment Procedures
On execution it will show the print preview of the RTGS and NEFT form generated for two vendors as specified in the automatic payment run
Here select PRINT option and give printout
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Module Name
Business Process
FI : Accounts Payable
Finance & Controlling
Payment Procedures
System gives message as
To take printout , go to SP01 , select Spool number and take printout.
After taking printout once , if user again wants to take printout , then printout can be taken but the word DUPLICATE will come in the printout at header level
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Attached the PDF of the duplicate form
Press Shift+F3 to return to the SAP Easy Access screen. The system task is complete
5. Vendor Master Report
The purpose of this development is to generate the list of the vendor details based on the vendor number given or Vendor Account group .
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Finance & Controlling
Payment Procedures
This list provides the complete list of the vendor details like name , bank details , PAN number , Excise details , CIN details
Based on the vendor Account number given or Vendor Account group given the complete list of vendor details can be fetched . This list will give the following details for the vendor :
i) Vendor Nameii) Bank detailsiii) CIN Details iv) Excise details v) PAN number
User can download the same details in excel and keep same for record purpose
Go to Tcode ZFI172Via Transaction Code ZFI172
Update the following Required ( R ) and Optional ( O ) field
Field Name Description R / O Values( Example )
Vendor Account Number
Vendor Account Number O
Vendor Account Group
Vendor Account Group R Z001
Company Code
Company Code O 1021
Click on Execute
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On execution it will show the vendor master report
Press Shift+F3 to return to the SAP Easy Access screen. The system task is complete
6. Upload Vendor CIN Details
The purpose of this development is to upload the CIN details of the vendors once the vendor master is created . The various details which can be uploaded includes Excise details , service tax details , PAN details
Once the vendor master is created , the CIN details for multiple vendor master can be uploaded using the BDC upload format . The BDC upload format is attached herewith :
Instead of entering details for each vendor separately , the data can be mapped in the attached excel format and using ZFI157 all vendor CIN details can be uploaded in one go .
Via Transaction Code ZFI157
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Update the following Required ( R ) and Optional ( O ) field
Field Name Description R / O Values( Example )
File Vendor CIN details excel R Vendor CIN details excel
Mode Processing mode R E
Click on Execute
Go to TCode XK03
Update the following Required ( R ) and Optional ( O ) field
Field Name Description R / O Values( Example )
Vendor Vendor R 1005089Company Code Company Code R 1021
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Press Enter
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Click on
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Click on the tab
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Click on the tab
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Press Shift+F3 to return to the SAP Easy Access screen. The system task is complete
7. Temporary Advance Status Report
The purpose of this development is to get both the current and detailed status of the temporary advance and its settlement . The report can be fetched giving details of the total advances which is approved and advances which are not approved .
Based on the different criteria such as Company code , employee vendor code , Request number the report for temporary advances which are approved and which are pending can be fetched . Also the status report of the temporary advance current detail and detailed view can be generated . Following details can be derived from the report :
i) Approval status ii) Remarks given at different levels iii) Time and Date of actioniv) Amount approvedv) Final SAP document generated
Go to Tcode ZFI070Via Transaction Code ZFI070
Update the following Required ( R ) and Optional ( O ) field
Field Name Description R / O Values( Example )
Company Code Identifying the company code R 1080Business Area Identifying the business area O 8001Employee Vendor Code
Employee Vendor Code O 98001234
Date Range Date Range ORequest No Temporary Advance Request No. O T00000000053Status Request Status O
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Click on
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Temporary Advance Status Report gets displayed.
Click on the back button
Enter the below details
Click on
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Press Shift+F3 to return to the SAP Easy Access screen. The system task is complete
8. Temporary Advance Status Details
The purpose of this development is to check the status of both temporary advance request number and its settlement . This is required for checking the current status of any temporary advance applied by user .
Here giving the request number of temporary advance and making selection for advance details / settlement details the detailed screen of the request / settlement will appear which will give details of the current status , amount , approving level of the request / settlement . This will help in tracking the status of the request / settlement.
Go to Tcode ZFI174Via Transaction Code ZFI174
Update the following Required ( R ) and Optional ( O ) field
Field Name Description R / O Values( Example )
Request No Temporary Advance Request No. R T00000000053
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Click on
Click on the back button
Enter the below details & click on
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Press Shift+F3 to return to the SAP Easy Access screen. The system task is complete
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