f110 business process

SAP ECC 5.00

June 2005

English

Accounts Payable

SAP AGNeurottstr. 1669190 WalldorfGermany

Business Process Procedure no 3

SAP Best Practices Accounts Payable: BPP

Copyright

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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.

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Abbreviations

R Required entry field

(used in the end-user procedures)

O Optional entry field


C Conditional field


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ContentsReferenced Business Processes...................................................................................................6

Posting Vendor Invoices – REFERENCE..................................................................................6

Automatic Payments – REFERENCE........................................................................................8

Running Batch Input Sessions – REFERENCE.......................................................................17

Accounts payable Business Processes.......................................................................................18

Master Data.............................................................................................................................. 18

Confirming Master Data Changes: Dual Control Principle.......................................................24

Down Payments....................................................................................................................... 26

Down Payment Clearing..........................................................................................................33

Posting Payments Using the Payment Program......................................................................34

Posting a Credit Memo with Reference to the Invoice..............................................................36

Automatic Payments of Invoices and Clearing.........................................................................37

Manual Bank Statement...........................................................................................................40

Manual Payments of Invoices and Clearing.............................................................................43

Clearing Bank Subaccounts Automatically (Bank Clearing Accounts)....................................48

One-Time-Accounts Postings...................................................................................................49

General Business Processes.......................................................................................................50

Displaying a Document............................................................................................................50

Displaying and Changing Line Items........................................................................................52

Displaying Balances................................................................................................................. 53

Reversing a Document.............................................................................................................54

Reversing a Document – Individual Reversal...........................................................................55

Reversing a Document – Mass Reversal.................................................................................56

Recurring Entries..................................................................................................................... 57

Account Maintenance: Automatic Clearing..............................................................................58

Account Maintenance: Manual Clearing...................................................................................63

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Referenced Business ProcessesPurposeIn this section of the document you find some business processes which are often repeated. So the business process is described once in the section reference business processes. Later we refer to this reference business process. The chapter reference business process provides the description of the business process. Later you find the business process described and the entry data you need for testing.

Do not test the reference business processes described in this chapter! In the chapters Accounts payable business processes and General Business Processes you find the BPP you have to test and the relevant entry data.

PrerequisitesYou need to install the building block B29. Create manually or by eCATTs some accounts payable and accounts receivable.

Posting Vendor Invoices – REFERENCE

UseYou receive the invoice from the vendor and post it in the system.

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

SAP menu Accounting Financial Accounting Vendors Document Entry Invoice

Transaction code FB60

2. On the Enter vendor invoice screen, make the following entries:

Field name Description User action and values Comment

Vendor

Invoice Date

Posting Date

Reference Vendor’s invoice number

Amount in Document Currency

Currency

Calculate Tax

G/L Account

D/C

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Amount

Tax Code

Cost Center

Save.

ResultThe invoice has been posted.

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Automatic Payments – REFERENCE

UseThe payment program enables you to carry out automatic domestic and international payment transactions. For Norway, the steps are as follows:1. Execute the payment program to create a payment proposal.2. Check and adjust payment proposal, if necessary3. Run the payment run. It creates payment orders linked to the open items that then are

blocked for payment. 4. Run the Printout, it creates the files with payments to be sent to the bank. This can be done

together with previous step.5. Download the file to be sent to the bank.6. Send the file to the bank. This is not described here as it is not done in SAP.7. Import into SAP the return file confirming the receipt from the bank.

Import the return file from the bank confirming the receipt (“mottaksretur”) or with error codes from the bank (“feilretur”). The open items are marked with the reference or error code from the bank. If the bank has identified errors in the file, then the relevant payment order can be deleted and the involved open items are blocked for payment. It is then necessary to correct the error and remove the block before including the item in a new payment run.

8. Import into SAP the return file from the bank containing the payments.Import the return file from the bank (“avregningsretur”). The result is that the payments are posted to the bank and the open items are cleared.

PrerequisitesIt is recommended that the number range for the payment order starts with a high number such as 100000000. This can be updated in transaction FBN2 (Internal number ranges for payment orders), range number 00.

The variant TELEPAY for the Norwegian payment program RFFONO_T has to be created. Fill in the information as specified here after:

Field name Values Comment

Paying company code BP01

Payment methods T

House bank DNB Example

Account id NOK Example

Data medium exchange √

Output medium (for DME)

0 0 - output in the TemSe file

Payment category indicator

14 Default value used for reporting foreign payments to the Norwegian central state bank (Norges bank) when no state central bank indicator is specified for the item.

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Field name Values Comment

Number of items in payment summary

9999 i.e. no limitation

Procedure

A. Create the payment proposal 1. Access the transaction choosing one of the following navigation options:

SAP menu Accounting Financial Accounting Vendors Periodic Processing Payments

Transaction code F110

2. On screen, “Automatic Payment Transactions: Status”, enter the information as specified in the fields in the table below:

Field Name Description R/O/C User Action and Values CommentsRun Date Date on which the payments process

is to be run.R Enter today’s date Example

Identification User-definable identifier for the payment run.

R Generally use your initials.

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)

3. Select the “Parameters” tab.

4. On screen “Automatic Payment Transactions: Parameters screen”, enter the information as specified in the fields in the table below:

Field Name Description R/O/C User Action and Values CommentsCompany Codes

Company(ies) for which the program is to be run.

R BP01

Payment Method(s)

Payment method(s) to be included in the payment run.

R T

Next Posting Date

Date of the next expected payment program run.

R Enter today’s date + 30 days

Example

Vendor Number (s)

Vendor(s) to be included in the payment program run.

R

Customer Number (s)

Customer(s) to be included in the payment run.

O If a customer has a credit balance, for example due to returns, then the customer can be included in the payment run.

Rate Type for Conversion

To translate payments amounts from foreign currency to local currency during a payment run.

O Leave empty Exchange rate type used for translating payment amounts from foreign currency to local currency. If you do not specify a rate type, system uses the average rate (rate type M).

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)

5. On the screen “Free selection”:

Here it is possible to specify further the selection, for example, you can exclude certain values that you do not want to include in the payment run. You can, for example, exclude certain documents or vendors.

6. On the screen “PRINT OUT/DATA MEDIUM” tab:

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Specify the variant TELEPAY for the report RFFONO_T.

7. SAVE - The parameters are saved by clicking the icon or by typing ”Ctrl-S”. The status becomes ”Parameters have been entered”.

8. Click the tab “ ADDITIONAL LOG”.

If you want to analyse the result in the payment proposal, you can specify that you want to create additional logs for some specific vendors (customers).

Check the Due date check box. Check the Payment method selection if not successful box. Check the Line Items of the payment documents box. Vendors/Customers accounts to be processed can be quantified by designating the

range in the “Accounts” box.

9. SAVE the data.

10. Click the tab “ STATUS”.

11. Click the “ PROPOSAL” pushbutton to create the payment proposal.

On the Schedule Proposal pop-up box:

Check the “START IMMEDIATELY” box

Check the “Create Payment Medium” box

Press ENTER : You should receive 2 messages:

“Parameters have been entered.”

“Proposal is running.”

12. Continue to press ENTER or the STATUS button to monitor the status of the payment proposal.

13. When the status displays “Payment Proposal has been created”, the proposal is completed.

Review the Completed Proposal: Choose menu path: Edit > Proposal > Display Proposal. The system will display a

list of payments included in the payment run.

Blocked or otherwise, ineligible payments will be displayed as “Exceptions”. The payment proposal may be printed or circulated to appropriate personnel, if approval is required prior to actual payment.

It might be necessary to change the payment proposal, for example, if an item was blocked although it should be paid. To change the proposal click on the corresponding push button. It is possible to limit the selection to the items handled by one accounting clerk or if this is not relevant to select all items by clicking ENTER. In the list of items displayed, select the item you want to correct by double clicking on it.

To exclude an invoice from the automatic payment program, refer to section related to the tab “Free selection”.

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Once the payment proposal is run, all vendor accounts included in the proposal are “locked”. That is, until the payment process is completed for this proposal, the vendor will be excluded from any other payment proposal runs.

B. Schedule payments

Click the Pushbutton “PAYMENT RUN” to start the payment run based on the current version of the payment proposal.

1. A pop-up window will be displayed to allow for input of scheduling information. Click the “Start Immediately” and “With Print Program” to execute the payment run.

2. The Status window will be displayed. Continue to press ENTER to monitor the status of the payments.

3. When the status displays “Payment Run has been carried out” the payment run is complete. In addition, the status will show “Posting orders: xx generated, xx completed“, where xx indicates the number of payment orders that have been created.

At this point in the payment process, the system has created payment orders and linked them to the open items. In addition, the file to be sent to the bank is ready for download.

4. The output of the payment run may be reviewed by choosing:

EDIT PAYMENT PAYMENT LIST, from the main status screen.

A payment list variant must first be created before the payment list can be executed. To create the list variant, enter transaction code SE38 and enter RFCHKN00 in the program box and choose Variants in the sub-objects box follow by choosing the Variants button at the top of the screen. At the ABAP: Variants – Initial Screen, enter the name of the variant and choose the create button. Enter the house bank information and check off Items paid in the Output Control section to get a list of all items included in the payment run. Click on the Attributes button and enter a description for the variant follow by Save. The payment list variant has now been defined.

C. Download the file to the bank

1. Access the transaction from the same transaction as above - F110 (Automatic payments).

Specify the Run date and the Identification of the payment run for which a printout has been carried out. Run date and Identification can be selected in one step by clicking F4 (Possible entries) in one of the two fields.

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To access the Data medium administration transaction, choose the menu path Environment→ Payment medium→ DME Administration from transaction F110 (Automatic payments). If you have specified the Run date and the Identification of the payment run, then you access directly the Data medium overview screen.

2. On the Data Medium Overview screen, select the relevant line.

Choose menu path Edit→ Download… Specify the file name, depending on how you organize the storage of the bank files.

The file is now downloaded and available for transfer to the bank. This is not described here.

D. Import return file from the bank with receipt confirmation (“mottaksretur” and “feilretur”)

PrerequisiteThe variants for the programs RFEBNO00 (Convert Norwegian bank statement to multicash format) and for the Multicash program should be defined. They are described in the procedure here after.


Menu path Accounting Financial Accounting Banks Input Bank statement Convert

Transaction code FEBC

2. On the Select program: Generate multicash format screen, double click on the line Convert Norwegian Bank Statement to MultiCash Format - RFEBNO00.

3. On the Convert Norwegian Bank Statement to Multicash format screen, choose a predefined variant containing the information described below.


Format TELE

Bank key 7076 Example

Read from PC

How to access the return file from the bank.

√

Input file Depends on the file name used for the file from the bank.

Output control

Select if you want to save the files with

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Save on PC converted data on the PC.

Multicash statement file

Name of the file containing the header information in multicash format

multi-stat Will be used in the variant for the program that imports files in multicash format.

Multicash line item file

Name of file containing data converted into multicash format.

multi-item Will be used in the variant for the program that imports files in multicash format.

Access multicash program

Start automatically

√

Variant for multicash program

TELE Must be created, see hereafter.

Impact on payment

Payment block

√

Key for normal invoices

Used if the bank has identified errors in the file with payment orders.

B Specific payment block may be created to separate these payment blocks from other payment blocks.

Key for stopped invoices

Used if a stop order has been sent to the bank.

B Specific payment block may be created to separate these payment blocks from other payment blocks.

4. Execute the program.

ResultThe reference from the bank is written in the open items in the field “Reference key 3“. You find it when displaying the item and clicking the push button marked “Additional data“. If the bank has identified errors in the file they received, then the file from the bank with error codes is imported into SAP (“feilretur“). For the items with errors the payment order can then be deleted and the open item is blocked for payment with the payment block specified in the field „Key for normal invoices“ on the selection screen. The error code is written in the field Reference key 3. The payment order can be deleted directly from the report resulting from the run of RFEBNO00.

Select the relevant items. If you want to select all items, choose menu path Edit→ Select all.

Click on the push button marked P.O. deletion.

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Other error situationsNot to be tested.

Sequence number If the sequence number in SAP is not synchronized with the sequence number in the bank, then either the number in the bank or the number in SAP has to be updated.

The number in SAP is saved in table TBACN. The first 7 digits in the number field contain the sequence number, the 6 following numbers contain the daily counter (starts with 000001 every day).

How to delete payment orders If the payment run has been carried out and the file to the bank has been created, it is possible to reset the status to ‘Payment proposal’ by executing following steps:

1. To delete the file, choose the menu path: Environment→ Payment medium→ DME administration in transaction F110 after having specified the relevant Run date and Identification. Select the relevant line and choose menu path Edit→ Delete data medium.

2. Delete the payment orders by choosing the menu path Environment→ Paymentorders→ Delete in transaction F110. Deselect the flag “Simulation run” and execute.

3. To get back to the status “Payment proposal“ for the payment run, choose the menu path Edit→ Payments→ Delete output. Answer ‚Yes’.

4. If the first Step had to be executed, it might be necessary to update the sequence number.

E. Import return file from the bank with payment confirmation (“avregningsretur”)

PrerequisiteThe variants for the programs RFEBNO00 (Convert Norwegian bank statement to multicash format) and for the Multicash program should be defined. They are described in the procedure hereafter.

ProcedureThe same procedure as above is used to import the file from the bank with the payment confirmation. In this case, the program for importing bank statements in the multi cash format is called (if this option is selected when running program RFEBNO00). The variant is the same except for the file name of the input file.

1. Define the variant for the Multicash program.

The Multicash program that is called from RFEBNO00 can be accessed by choosing one of the following navigation options:

SAP menu Accounting Financial Accounting Banks Input Bank statement Import

Transaction code FF_5

2. The variant that is called should be defined as follows:

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Import data √

Electronic bank statement format

M M = Multicash format

Statement file multi-stat Statement file in multicash format created in previous step.

Line item file multi-item Line item file in multicash format created in previous step.

Workstation upload Depends on where the two multicash files were created in program RFEBNO00.

Posting parameters Select “Post immediately”

Assign value date √

BELNR number interval

FI document number interval for the items to be selected.

1- 9999999999 The selection among these documents is based on payment order.

XBLNR number interval number

Reference docment number for the documents to be selected.

Blank-ZZZZZZZZZZZZZZZZ

The selection among these documents is based on payment order.

Save the variant. The name of the variant should be the one that is specified in the variant for program RFEBNO00 (Convert Norwegian bank statement to multicash format).

3. Execute RFEBNO00 (Convert Norwegian bank statement to multicash format) with automatic start of the variant in transaction FF_5.

ResultThe open items included in the file from the bank (“avregningsretur”) are cleared and the payments are posted to the bank accounts.

In case of errors, it is possible as for manual bank statements to post process the statement with transaction FEBA_BANK_STATEMENT (Postprocessing Bank Statement).

The status of the payment run is:

Payment run has been carried out

Posting orders: xx generated, xx completed

If the number of bank statements becomes too important in transaction FEBA_BANK_STATEMENT (Postprocessing Bank Statement), it is possible to delete them

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using the archiving functionality. To access the transaction choose one of the following navigation options:

Menu path Accounting Financial Accounting Banks Periodic processing Archiving

Transaction code F66A

This results in the deletion of bank statements that have status OK. To delete the statements with errors run program RFEBKA96.

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Running Batch Input Sessions – REFERENCE

UseSome processes create batch input sessions. Later these sessions post the created documents.

PrerequisitesYou have a Batch Input Sessions to be run.


Menu Path System Services Batch Input Sessions

Transaction code SM35

2. Select the required session name and choose Process (F8).

3. In the Process Session dialog box, make the following entries:

Field name R/O/C User action and values

Remarks

Process/Foreground

All the screens are displayed and have to be confirmed with Enter.

Display Errors Only

Activate The documents are not posted in the foreground; only documents with errors are displayed and can be corrected.

Background The documents are not posted in the foreground. Documents that contain errors remain in the session and can then be processed in the foreground and corrected.

4. Run the batch input session.

Carry out a manual check to determine whether all the documents in a session have been posted. This is indicated in the session overview.

If a session was processed in the foreground, the selection screen Processing of batch input session completed appears after the session has been processed. Confirm the message in the screen by choosing Enter.

ResultBatch Input Sessions is played back. Some documents have been booked.

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Accounts payable Business Processes

Master Data

PurposeAll business transactions are posted to and managed by means of accounts. You have to create a master record for each account that you need. The master record contains data that controls how business transactions are entered in the account and how posting data is processed. In the master record, you can also store all the data that you need for conducting business with the vendor.

Vendor master records are used by both the financial accounting department (accounts payable processing) and the purchasing department (MM) in your company. This document, however, only discusses the general data in vendor master records and the financial accounting aspect of these.

PrerequisitesThe settings have been made for accounts payable accounting.

The master data eCATTs have been successfully imported to your system. This means that you can use the following vendor master records for test purposes:

Vendor Name Use

101 Møller AS

102 Meier Maskin

103 Råstoffhandel Gundersen

104 Smitt Payment block

105 Håndverker AS

106 Blomster Grønn Clearing with vendor 106

107 Autoleasing as

108 Regnskapsservice AS Affiliated company

109 Drikkevarer AS

110 Pedersen Customer / Vendor

111 Spruengli Vendor foreign Switzerland

112 Charleval Vendor foreign France

113 Chaeser & Co Vendor foreign Switzerland

CPD100 Konto pro Diverse CPD customers domestic

If you have not run the master data eCATT´s, you can create the vendor master data manually by following the procedure described below. Take the values for creating the master data from the TXT file for the CATT.

Process FlowYou can execute the following transactions in master data processing:

Create

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Change

Display

Block/unblock

Mark for deletion

Display changes

Dual control:

For more information, refer to the “Confirming Master Data Changes: Dual Control Principle” business process procedure.

ResultVendor master records have been created and can be posted.

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Creating a Vendor Master Record


Menu path Accounting Financial Accounting Vendors Master Records Create

Transaction code FK01

2. On the Create Vendor: Initial Screen, make the following entries:

Field name Description R/O/C

User action and values

Remarks

Vendor R/O 101 Example: the user enters a vendor number because the account group uses external number assignment

Company Code R BP01

Account Group R DEMO Ext. no. assignmt

3. Choose Enter.

4. On the Create Vendor: Address screen, make the following entries:

Field name Description R/O/C User action and values

Remarks

Title O Company Example

Name R Møller AS Example

Search Term 1 R Møller AS Example

Street/House Number O Oslo veien 7 Example

Postal Code/City R 0405 Oslo Example

Country R NO Example

Language R Norwegian Example

Telephone O 22222222 Example

5. Choose Enter.

6. On the Create Vendor: Control screen, make the following entries:


Remarks

Customer O (Customer) Only if clearing vendor required

Trading Partner

O BP0001 Only if the company is an affiliated company. Prerequisite: the trading partner must be created as company id.

VAT Registration Number

O (Only necessary, if the vendor is from the EU country)

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7. Choose Enter.

8. On the Create Vendor: Payment Transactions screen, make the required entries (if you require bank details).


Remarks

Country O NO Example

Bank Key O 7076 Example

Bank Account

O 12345678 Example

Account Holder

O Egon Olsen Example (Here you can enter another name that the payment program can use if the name of the account holder is not the same as the name of the customer or vendor.)

Alternative Payee

O (A different vendor number)

Only if payment is to be made to a different vendor

9. Choose Enter.

10. If the bank data does not exist, make the following entries:

Field name Address R/O/C User action and values Remarks

Bank Name R DNB Example

Region O 08 Example

Street O Oslo gate Example

City O Oslo Example

11. Choose Enter.

12. On the Create Vendor: Accounting Information Accounting screen, make the following entries:

Field name

Description R/O/C User action and values

Remarks

Reconciliation Account R 240000 Example

Sort Key R 009

Cash Management Group R A1 Example

13. Choose Enter.

14. On the Create Customer: Payment Transactions Accounting screen, make the following entries:

Field name


Remarks

Payment Terms O 0002 Example

Tolerance Group O KRE1

Check Double Invoice O X If required

Payment Methods O T If required

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15. Choose Enter.

16. On the Create Customer: Correspondence Accounting screen, make the following entries:

Field name


Remarks

Accounting Clerk O AM Prerequisite: you must have maintained the identifier for your accounting clerk in the system.

Account With Vendor O 34567 Example

Clerk At Vendor O Mr. Hansen Example

Accounting Clerk’s Telephone Number

O 22 22 22 22 Example

Save your entries.

ResultThe vendor master record has been created under the number entered.

If you choose an account group with internal number assignment to create the vendor account, the system automatically assigns the next available number in the corresponding number range that has been assigned to the account group.

The account can now be posted. If you have activated the dual control principle, the account is blocked for payments. In this case, the master record that has been created or the changes made to it must be checked and confirmed by a different user. For more information, refer to the Confirming Master Data Changes: Dual Control Principle business process procedure.

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Creating a One-Time Account

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

ProcedureSee the description in the document related to accounts receivables.

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Confirming Master Data Changes: Dual Control Principle

PurposeAll business transactions are posted to and managed by means of accounts. You have to create and maintain a master record for each account that you need.

To make sure that the master records have been created and changed properly, you can activate the dual control principle in the system. The system automatically sets a payment block after a master record has been created or changes have been made to sensitive fields.

Once you have created or changed the master records, you have to make sure that they are checked by another SAP user. Only then is the account unblocked for the payment run.

To ensure that the eCATTs run smoothly and quickly, the dual control principle is not activated automatically.

The Installation und Configuration Guide (Accounts Payable Accounting) contains a description of how you can activate this check manually. You are recommended to define the following fields in the master record as sensitive fields:

Field Name Description

LFA1-LNRZA Alternative payee

LFB1-LNRZB Alternative payee

LFBK-BANKL Bank key

LFBK-BANKN Bank account

.

Procedure

1. Access the system again with a different user ID.

2. Call up the transaction for accounts payable as follows:

Menu Path Accounting ® Financial Accounting ® Vendors ® Master Records ® Confirmation of Change ® Single

Transaction Code FK08

OR

Menu Path Accounting ® Financial Accounting ® Vendors ® Master Records ® Confirmation of Change ®List

Transaction Code FK09

Call up the transaction for accounts receivable as follows:

Menu Path Accounting ® Financial Accounting ® Customers ® Master Records ® Confirmation of Change ® Single

Transaction Code FD08

OR

Menu Path Accounting ® Financial Accounting ® Customers ® Master Records ® Confirmation of Change ® List

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Transaction Code FD09

To simplify matters, only the procedure for accounts payable accounting will be described in the following example. The procedure is identical for accounts receivable accounting.

3. On the Display/Confirm Critical Vendor Changes screen, enter the required data.

Field Name

Description R/O/C User Action and Values Remarks

Vendor from R 100 Example

Vendor to O 110 Example

Company Code from R BP01 Example

Company Code to O

Accounts Not Yet Confirmed

R Activate

Accounts Refused R Activate

Accounts To Be Confirmed By Me

O

Choose Enter/Execute.

A list of master records is only displayed if you activated the dual control principle in Customizing manually. Note that it was not activated using a BC Set.

4. In the Display/Confirm Critical Vendor Changes screen, use Choose Detail to choose a vendor.

5. In the Confirm Change Vendor: Detail Accounting screen, you can choose the following functions:

a. Display changes to sensitive fields

b. Confirm – all the changes made are confirmed. The status of the vendor chosen changes to “Confirmed”.Choose Save.

c. Refuse – all the changes made are refused

6. In the Display/Confirm Critical Vendor Changes screen, you can choose the next vendor.

ResultOnce you have confirmed the changes made, the account is automatically unblocked and the open items can now be paid.

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Down Payments

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

PrerequisitesAlternative reconciliation accounts for posting the down payment requests and the down payments have been created; the necessary Customizing settings for special general ledger transactions have been made in the system.

Process Flow Down payment request

Post down payments using the payment program

Invoice

Down payment clearing

Payment and clearing

ResultDown payments made must not be balanced with payables and must be reported separately in the balance sheet on the asset side.

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Down Payment Request

UseDown payment requests are noted items that do not affect the balance sheet. These noted items are required to enable the system to post the down payments to your vendor automatically using the payment program.

PrerequisitesCustomizing for special general ledger transaction F (Down Payment Requests) with alternative general ledger account 150010 (Request for advances (vendors)).


Menu path Accounting Financial Accounting Vendors Document Entry Down Payment Request

Transaction code F-47

2. On the Down payment request: Header data screen, make the following entries:


Document Date Today’s date -1

Type KA Vendor document

Company Code BP01

Posting Date Today’s date -1

Currency NOK

Reference Test BBP If document type ‘KA’, the ‘Reference’ field is a mandatory entry

Account 103

Target Special G/L Indicator

A Enter the appropriate special G/L indicator. (A = Down Payments, Current Assets)

3. Choose Enter.

4. On the Down payment request add vendor item screen, make the following entries:


Amount 1000

Tax Code I2 25% domestic input tax

Calculate Tax X

Due On Today’s date Due date of the down payment

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5. Choose Post (Ctrl+S).The system displays the message Document 17000000xx was posted in company code BP01.

6. Make a note of the document number.

ResultThe down payment request is posted to account 150010 (Request for advances (vendors)) as an open noted item.

© SAP AG of 68


Posting Down Payments Using the Payment Program

UseDown payments to vendors can be posted automatically using the payment program.

PrerequisitesThe Customizing settings for special general ledger transaction A (Down Payments, Current Assets) with alternative general ledger account 148000 (Advances to suppliers) have been made.

The down payment request has already been posted to the system. For more information on the payment program, refer to the “Payment Program” business process procedure.

ProcedureTo post the down payment with the payment program, use the “Payment Program” business process procedure. Maintain the parameters as shown below and then run the payment program.

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

Menu path Accounting Financial Accounting Vendors Periodic Processing Payments

Transaction code F110

2. On the xxx screen, make the following entries:


Run Date Today’s date

Identification A1 Unique for each day of the run

Posting Date Today’s date

Docs Entered Up To

Today’s date

Company Code BP01

Payment Methods T

Next Posting Date Today’s date +30

Vendor 103

Data medium RFFONO_T

TELEPAY

ResultWhen the retur files from the bank have been imported, then the payments are posted to the bank account on the credit side and the vendor with the alternative reconciliation account 148000 (Advances to suppliers) on the debit side.

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The request has been cleared.

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Posting Vendor Invoices


For exact description of the Business Process see chapter Reference Business Processes. For testing use the following data.

1. On the Enter Vendor Invoice screen, enter the following differing data. All other example data mentioned in Business Process Procedure Accounts Payable Accounting: Posting Invoices need to be used.

Field Name R/O/C User Action and Values Remarks

Vendor R 103 Example

Invoice Date R Today’s date Example

Reference R RE1210 Example

Amount R 11600 Example

Currency R NOK

Calculate Tax R X

Tax Code R I2

Payment Method R T

2. Enter the following data for the item:

Field Name User Action and Values R/O/C Remarks

G/L Account 680000 R Sales revenue domestic

D/C Debit R


6200 R Enter the gross amount. The system calculates the output tax automatically.

Tax Code I2 R 25% tax on sales/purchases

Cost Center 1101 R

3. Enter the following data for the item:

Field Name User Action and Values R/O/C Remarks

G/L Account 680000 R Sales revenue domestic

D/C Debit R


5400 R Enter the gross amount. The system calculates the output tax automatically.

Tax Code I2 R 25% tax on sales/purchases

Cost Center 1301 R

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You have used the Online Split a new functionality of the “New General Legder”. Display the posted document and check the “Entry View” and the “General Ledger View”

ResultThe invoice has been posted. Make a note of the document number. The system outputs the message. You have booked a document with different segments. Some automatically created line items are split into different segments.

© SAP AG of 68


Down Payment Clearing

UseYou now want to clear the down payment with the invoice so that, in a later payment run, only the open difference remains to be paid.


Menu path Accounting Financial Accounting Vendors Document Entry Down Payment Clearing


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


Document Date

Today’s date

Vendor 103

Relevant Invoice

19000000xx Enter the document number of the invoice that you have posted.

3. Choose Process Down Payments. The down payment document created by the payment program is then displayed.

4. Select the down payment document by clicking it twice, and then choose Post. The system now displays the document overview. At the bottom of the screen, a message appears requesting you to correct the marked line items.

5. Select the line item highlighted in color by double-clicking it. Enter the text Down payment clearing.

6. Choose Post. The system displays the message Document 17000000xx was posted in company code BP01. You can also display this document again (refer to the documentation on displaying documents).

ResultThe down payment is cleared and the balance of account 148000 (Advances to suppliers) is zero again. The system posts a new item in the vendor account and in account 240000 (Accounts payable, domestic). The new item can now be handled as a partial payment, and included and cleared when an outgoing payment is made (or by the payment program).

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Posting Payments Using the Payment Program

UseThe difference between the down payment and invoice is posted automatically by the payment program.

For exact description of the Business Process see chapter Reference Business Processes.

ProcedureMaintain the parameters as shown below and then run the payment program.



Identification A2 Unique for each day of the run


Docs Entered Up To

Today’s date

Company Code BP01

Payment Methods T


Vendor 103

Data medium RFFONO_T

TELEPAY

1. Choose Save.

2. Choose Back.

3. Choose Status.

4. Choose Schedule Payment Run.

5. On the Schedule Proposal screen, make the following entries:


Start Date Today’s date

Start Time 00:00:00

Start immediately X

Create Payment Medium

X

You can now display all documents that have been posted on the Vendor Line Item Display screen.


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SAP menu Accounting Financial Accounting Vendors Account Display/Change Line Items

Transaction code FBL1N

7. On the Vendor line item display screen, make the following entries:


Vendor Account 103

Open at Key Date Today’s date –1 to Today’s date

Normal items X

Special G/L Transactions

X

Noted items X

8. In the list that is then displayed, you can see all posted documents.

9. Double-click anywhere in this row to display the document.

ResultA payment of the amount of the difference (NOK 10,600.00) between the invoice (NOK 11,600.00) and the down payment (NOK 1000.00) was posted. The payment medium and payment summaries were created.

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Posting a Credit Memo with Reference to the Invoice

Posting Vendor Invoice




Vendor 103

Invoice Date Today’s date


Reference RE1210 Vendor’s invoice number


* or 11600

Currency NOK

Calculate Tax X

G/L Account 680000

D/C Debit

Amount 11600

Tax Code I2

Cost Center 1101

ResultThe invoice has been posted. Make a note of the document number.

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Automatic Payments of Invoices and ClearingManual account statement not defined for Norway.

UseThis scenario describes the process of issuing a vendor invoice and explains how the invoice is paid by check or bank transfer. It also describes how the invoiced amount is debited from the bank account (debit memo) via the account statement and how the account statement is post processed.

PrerequisitesSAP R/3 components involved: SAP FI and, if necessary, SAP LO-MM, depending on where the invoice is created.

Process FlowThe process is divided into four steps:

1. Create a vendor invoice

2. Schedule and update the payment program, create a payment medium (DME file, check)

3. Enter and post a manual account statement

4. Post process the account statement

ResultThe posted invoice is paid and cleared, the bank account matches the account statement, and the items generated in the bank subaccount are cleared.

© SAP AG of 68


Posting a Vendor Invoice


For exact description of the Business Process see chapter Reference Business Processes for Posting Vendor Invoice. For testing use the following data.

Field name Invoice 1 Invoice 2 Invoice 3

Vendor 106 101 111

Invoice Date Today’s date -30 days

Today’s date -30 days


Posting Date Today’s date -30 days



Reference KR00001 KR00002 KR00003

Amount 555 6000 1300

Currency NOK NOK NOK

Calculate Tax X X X

Payment Method T T T

Cent. Bank N14

Supplying Country CH

G/L Account 656000 656000 656000

D/C Debit Debit Debit

Amount in Document Currency * or 555 * or 6000 * or 1300

Tax Code I2 I2 I0

Cost Center 1103 1103 1103

The Payment Method field is on the Payment tab page. For foreign vendors, the state central bank indicator and the field for entering the supplying country are on the Details tab page.

ResultYou have posted three invoices in the system - one for NOK 555, one for NOK 6,000, and one for NOK 1,300.

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Automatic Payment with Payment Program

UseYou pay the invoices by running the payment program.




Identification KR1 Unique for each day of the run


Docs Entered Up To Today’s date

Company Code BP01

Payment Methods T


Vendor 101, 106, 111

Carry out the payment run and print the payment medium.

ResultAfter the import of the return files from the bank, the three invoices have been paid taking a cash discount into account and posted to the bank clearing accounts.

© SAP AG of 68


Manual Bank StatementNot defined for Norway.

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

For exact description of the Business Process see chapter Reference Business Processes for Manual Account Statement. For testing use the following data.

Procedure1. On the Process Manual Bank Statement screen, make the following entries:


Ending balance

Beginning balance – NOK 7,697.90-

NOK 7,697.90 was paid with the payment program.

2. Choose Enter to confirm your entries.

3. On the Process Manual Bank Statement screen, make the following entries:


Transaction 003-

Value Date Value date of the iteme.g. today

Amount 543,90-

Bank Reference

Check number Enter the check/document number you noted earlier. This is also printed on your bank statement.

Transaction 004-


Amount 5.880,00-

Bank Reference

Reference number Enter the DME reference number for DTAUS0 (with leading zeros) you noted earlier. This is also printed on your bank statement.

Transaction 005-


Amount 1.274,00-

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Bank Reference

Reference number Enter the DME reference number for DTAZV (with leading zeros) you noted earlier. This is also printed on your bank statement.

4. Choose Save. 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.

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

Transaction 003- is for ‘Cashed check’ and contains the posting logic for the document to be posted. In this case, the document is posted:

From the bank subaccount (DB outgoing check 280001 for the company code) to the bank with clearing of the items generated earlier with the payment program in the bank subaccount.

Transaction 004- is for ‘Domestic transfer’ and contains the posting logic for the document to be posted. In this case, the document is posted:

From the bank subaccount (DB outgoing bank transfer, domestic 280002 for company code BP01) to the bank with clearing of the items generated earlier with the payment program in the bank subaccount.

Transaction 005- is for ‘Foreign transfer’ and contains the posting logic for the document to be posted. In this case, the document is posted:

From the bank subaccount (DB outgoing bank transfer, foreign 280003 for company code BP01) to the bank with clearing of the items generated earlier with the payment program in the bank subaccount.

ResultOnce you have posted the account statement, the system displays the posting statistics. This enables 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, three FB05 postings have been carried out.

© SAP AG of 68


Post processing the Account Statement

UseEvery time you post a manual account statement, you should post process it because the system cannot always clear all the items automatically. This is particularly important if the customer has not paid the total amount or has quoted the wrong reference. In this particular case, a clearing posting is carried out using the unique DME reference and check number stored in the system. This means that you should not need to post process the statement if the bank has supplied the correct number.


© SAP AG of 68


Manual Payments of Invoices and Clearing

PurposeThis scenario describes the process of issuing a vendor invoice and explains how the invoice is paid by bank direct debit. It also describes how the invoiced amount is debited from the account (debit memo) via the account statement, how this account statement is post processed, and how the bank subaccounts are cleared automatically.

PrerequisitesSAP R/3 component involved: SAP FI and, if necessary, SAP LO-MM, depending on where the invoice is created.

Process FlowThe process is divided into four steps:

1. Create a vendor invoice

2. Enter and post a manual account statement

3. Postprocess the account statement

4. Clear the bank subaccounts automatically

ResultThe posted invoice is paid and cleared, the bank account matches the account statement, and the items generated in the bank subaccount are cleared.

© SAP AG of 68


Posting a Vendor Invoice

UseThe vendor master records have been maintained. One of the vendors debits from our bank directly rather than via the payment program. The payment block * is set for this vendor.

You receive the invoice from the vendor and post it in the system.


On the Enter Vendor Invoice: Company Code XXXX screen, make the following entries:


Transaction Invoice

Vendor 104 Ensure that the payment block * is set in the master record for vendor 104. This means that the vendor is not paid by the payment program.

Invoice Date Today’s date minus 30 days

Posting Date Today’s date minus 30 days

Reference KA00001

Amount 3,500

Currency NOK

Calculate Tax X

G/L Account 684000


* or 3,500 The missing amount must be posted in such a way that the balance (of the account) is zero.

Tax Code I2

Cost Center 1103

ResultYou have posted an invoice in the system to the amount of NOK 3,500.

© SAP AG of 68


Manual Bank Statement

Not defined for Norway.

UseThe bank debits the debit memo directly from your account. This reduces the balance of your account by NOK 3,500.




Company Code

BP01

House Bank DNB

Account ID GIRO

Statement Number

Current statement number (fictitious number here)

If you have forgotten the number of your previous statement, you can choose Overview to display your old statements. You can then copy the last statement from the overview or create a new statement. In this way, the statement number, statement date, and beginning balance are set automatically.

Statement Date Statement date (TODAY)

Beginning Balance

Beginning balance = ending balance of the previous statement

Ending Balance

Beginning balance – NOK 3,500

The bank debits NOK 3,500 from your account.

2. Choose Enter to confirm your entries.



Transaction 016-


Amount - 3,500

Bank Reference

KA00001

© SAP AG of 68


4. Choose Save. 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.

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

Transaction 016 is for ‘Vendor direct debit’ and contains the posting logic for the document to be posted. In this case, the document is posted:

From the bank subaccount (DRE outgoing transfer, domestic 281002 for company code BP01) to the bank.

From the vendor to the bank subaccount with vendor clearing, provided the vendor can be found via the open items reference.

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, one FB01 posting and one FB05 posting have been carried out.

© SAP AG of 68


Post processing the Account Statement

UseEvery time you post a manual account statement, you should post process it because the system can not always clear all the items automatically. This is particularly important if the customer has not paid the total amount or has quoted the wrong reference. In this particular case, a clearing posting is carried out using the unique DME reference stored in the system. This means that you should not need to post process the statement if the bank has supplied the correct number.


ResultThe statement status has not changed because it was already green for both G/L accounting and subledger accounting before you post processed it.

© SAP AG of 68


Clearing Bank Subaccounts Automatically (Bank Clearing Accounts)

UseThe open items are cleared in bank clearing account 192001

ProcedureTo clear the open items, use the “Account Maintenance: Automatic Clearing” business process procedure.


SAP menu Accounting Financial Accounting Vendors Periodic Processing Automatic Clearing

Transaction code F.13

2. On the Automatic Clearing (SAPF124) screen, make the following entries:


Company Code BP01

Fiscal Year Current year

Select G/L Accounts X

G/L Accounts 192000

3. Carry out a test run first before you perform the update run.

ResultThe bank subaccount (bank clearing account) has been cleared.

© SAP AG of 68


One-Time-Accounts Postings

PurposeOne-time accounts are used to manage one-time customers/vendors. You can use one-time accounts for one-time customers/vendors to avoid generating large volumes of master data.

ProcedureSee the description of one-time account postings in the document relating to accounts receivable.

© SAP AG of 68


General Business ProcessesPurposeIn this section of the document you find some General Business Processes which are SAP standard like display a document. Before you can start with this general business processes you have to post some documents.

Displaying a Document

PurposeYou want to display a document. With the documents you can display in FI include customer, vendor, and G/L account documents.

PrerequisiteDocuments must have been booked.

Process FlowThe following procedure describes how to display a document.

1. To display the posted invoice document, choose on of the following menu path:

Menu path Accounting Financial Accounting Vendors Document Display

Transaction code FB03L (FB03)

2. Make the following entries:

Field name User action and values Remarks

Document number Any document you have posted

Company Code BP01 Best Praksis

Fiscal Year Current year

Ledger Only visible at transaction FB03L

3. Choose Enter.

On the screen that follows, the posted document is displayed in the document overview along with all the document header information (such as the document number, posting date, invoice date, and the individual posting lines) including the input tax line, which is posted automatically. In the document header (Reversal document for), you can see the original invoice document number that was reversed with this document.

Double-click on one of the posting lines (or choose the magnifying glass icon) to display the details for that posting line.

You can then choose Display <-> Change (Shift+F1) to switch to the change mode and change certain details in the document, such as the terms of payment.

© SAP AG of 68


With the button General Ledger View (Ctrl. – F09) you can change the document view to the Entry View. With the button Entry View (Ctrl. – F10) you can swicht back to the General Ledger View.

The document header (F5) of the reversal document contains the number of the reversed invoice document. The document header (F5) of the invoice document contains the number of the reversal document and the reversal reason.

Double-click item 1. The document reversal date (in the Clearing document field) and the reversal document number (clearing document) are displayed in the vendor item in the detail screen.

You can not change vendor or G/L accounts, amounts, tax amounts, or tax codes. If you detected an error when posting the document, you have to reverse it.

© SAP AG of 68


Displaying and Changing Line Items

UseDisplaying and changing line items in a customer/vendor/General Ledger account.

PrerequisitesLine layout variants, totals variants, and selection fields have been maintained in Customizing.


Menu Path Accounting Financial Accounting Vendors Account Display/Change Line Items

Transaction code FBL1N

2. On the Vendor Line Item Display screen, make the following entries:

Field name Description R/O/C User action and values Remarks

Vendor Account R 101 Example

Company Code R BP01

All Items O X Example

3. Choose Execute (F8).

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

Proceed as follows to change the document:

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

2. Choose Change Document (pencil icon).

3. On the Change Document: Line Item xxx screen, make the required changes to the line item. Note that you can not change all of the fields. For example, you can not change additional account assignments or the amount.

4. Save your entries.

ResultThe line items of an account are displayed. You can now make changes to the document line items.

© SAP AG of 68


Displaying Balances

PurposeDisplaying customer, vendor and General Ledger account balances.

PrerequisiteThe customer/vendor/General Ledger account contains items.

Process Flow1. Access the transaction choosing one of the following navigation options:

Menu path Accounting Financial Accounting Vendors Account Display Balances

Transaction code FK10N

2. On the Vendor Balance Display screen, make the following entries:


Vendor Account R 101 Example

Company Code R BP01

Fiscal Year R Current year Example


ResultThe transaction figures are displayed.

© SAP AG of 68


Reversing a Document

PurposeThis scenario describes the procedure for reversing invoices. All the documents concerned are FI documents. You can use these standard financial accounting functions to enter business trans-actions in general and subsidiary ledgers. During this process, the system generates accounting documents and updates the transaction figures in the general and subsidiary ledgers.

The following types of reversal are supported by the system:

Individual reversal

Mass reversal

Prerequisites Document types (DR, DG, KR, KG, SA, SB, AB) have been defined in Customizing

The currency and exchange rate have been maintained in Customizing

Document overview – a line layout has been defined in Customizing for this

Accounts and, if necessary, posting keys must be defined for items that are created automatically: taxes on sales/purchases, cash discount, correction of tax on sales/purchases when cash discount is used, realized exchange rate differences, and payment differences.

Document number intervals have been created and are assigned to the validity period and document types.

Tax codes for tax on sales/purchases (U*) and input tax (I*/E*) have been created in the TAXNO tax procedure, and account determination has been maintained.

ResultOnce the system has successfully checked all of the data entered, the document is saved and stored in the database. During this process, the system updates the document file, as well as the customer, vendor, and G/L account balances.

© SAP AG of 68


Reversing a Document – Individual Reversal

PurposeYou can reverse a document that has been created in Financial Accounting.

PrerequisiteA document has been created.


Menu Path Accounting Financial Accounting Vendors Document Reverse Individual Reversal


2. On the Reverse Document: Header Data screen, make the following entries:


Document Number R Enter document number vendor account number

Company Code R BP01 BU SMB Company DE

Fiscal Year R Current year

Reversal Reason R 01 Reversal in current period

3. Save/post (Ctrl+S) your entries.

If you do not enter a posting date, the document is posted under today’s date.

You can use the search help function to find the number of the document to be reversed if you have forgotten it. To do this, choose Create Document List/Find Documents (F6).

You can display the document again to check it before you reverse it. To do so, choose Display Before Reversal (F5).

4. Choose Post (Ctrl+S) to post the reversal document.The system displays the message Document xxxxxxxxxx was posted in company code BP01. Make a note of the document number.

Note that a document that has been reversed cannot be reversed a second time.

ResultWhen you save your entries, the system reverses the source document. Depending on which reason for reversal you chose, a new document is posted in order to clear the transaction figures or the transaction figures are simply saved again (actual reversal).

© SAP AG of 68


Reversing a Document – Mass Reversal

PurposeYou can reverse several documents that have been created in Financial Accounting.

PrerequisiteDocuments must have been booked.


Menu Path Accounting Financial Accounting Vendors Document Reverse Mass Reversal


2. On the Mass Reversal of Documents: Initial Screen, enter the following data, for example, in order to select the documents you want to reverse.


Company Code R BP01

Document Number R Enter document number

to Enter document number

Fiscal Year R Current year Example

Reversal Reason R 01 Example

Test Run R Select

3. Choose Execute. If you select the Test Run checkbox, the system first checks whether the document can be reversed before it actually carries out the reversal process.

4. Choose Reverse Documents to trigger the reversal process in the system.

ResultWhen you save your entries, the system reverses the source document. Depending on which reason for reversal you choose, a new document is posted in order to clear the transaction figures or the transaction figures are simply saved again (actual reversal).

© SAP AG of 68


Recurring Entries

PurposeThese are entries that are made on a regular basis by the recurring entry program and occur as a result of recurring entry documents. Recurring entries are similar to standing orders with banks for debiting rent, contribution payments, or loan repayments directly.

You make recurring entries for business transactions that occur regularly (rent and insurance contributions). The following data does not change:

Posting key

Account

Amounts

You enter this data, which never changes, in a recurring entry document. This document does not result in transaction figures being updated. The recurring entry program uses this document to create accounting documents.

ProcedureSee document on Closing procedure.

© SAP AG of 68


Account Maintenance: Automatic Clearing

UseYou can periodically clear open customer / vendor / G/L account items if credit memos have been created for invoices, for example.

PrerequisitesThe system contains open items that can be cleared in the form of a vendor invoice or a corresponding vendor credit memo to the same amount, for example.




Field name Invoice

Vendor 106



Reference KR00004

Amount 6000

Currency NOK

Calculate Tax X

Payment Method T

Cent. Bank

Supplying Country

G/L Account 656000

D/C Debit


* or 6000

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Field name Invoice

Tax Code I2

Cost Center 1103



ResultYou have posted one invoice in the system - one for NOK 6,000.

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UseYou receive the credit memo from the vendor and post it in the system.


Menu path Accounting Financial Accounting Vendors Document Entry Credit Memo


3. On the Vendor Credit Memo: Header Data screen, make the following entries:

Field name Credit Memo

Vendor 106



Reference KR00004

Amount 6000

Currency NOK

Calculate Tax X

Payment Method T

Cent. Bank

Supplying Country

G/L Account 656000

D/C Credit


* or 6000

Tax Code I2

Cost Center 1103


© SAP AG of 68


Automatic clearing


Menu Path Accounting Financial Accounting Vendors Periodic Processing Automatic Clearing Automatic Clearing


2. On the Automatic Clearing without Definition of Clearing Currency (SAPF124) screen, make the following entries:


Company Code R BP01

Choose the vendor accounts

O X

Vendor Account O 106

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


ResultAll the open items that have identical debit and credit amounts are cleared. A log is created.

© SAP AG of 68


Account Maintenance: Manual Clearing

UseThis business process clears open items. If the balance of the items to be cleared is not 0, you can create a residual item for overpayments/underpayments.

PrerequisitesThe system contains open items that can be cleared in the form of a customer invoice or a corresponding customer credit memo to the same amount, for example.




Field name Invoice

Vendor 105



Reference KR00034

Amount 555

Currency NOK

Calculate Tax X

Payment Method T

Cent. Bank

Supplying Country

G/L Account 656000

D/C Debit

Amount in Document Currency * or 555

© SAP AG of 68


Field name Invoice

Tax Code I2

Cost Center 1103



ResultYou have posted one invoice in the system - one for NOK 555.

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UseYou receive the credit memo from the vendor and post it in the system.


Menu path Accounting Financial Accounting Vendors Document Entry Credit Memo


2. On the Vendor Credit Memo: Header Data screen, make the following entries:

Field name Credit Memo

Vendor 105



Reference KR00034

Amount 555

Currency NOK

Calculate Tax X

Payment Method T

Cent. Bank

Supplying Country

G/L Account 656000

D/C Credit

Amount in Document Currency * or 555

Tax Code I2

Cost Center 1103



© SAP AG of 68


Manual vendor clearing


Menu Path Accounting Financial Accounting Vendors Account Clear


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


Account R 105

Company Code R BP01

Additional Selections O Reference Example

3. Choose Enter.

4. On the Clear Customer: Enter Selection Criteria screen, make the following entries:

Field name


Remarks

Reference From O KR00034 Example

5. Choose Process Open Items.

6. The open items you want to clear first have to be activated. Choose Activate Items or Deactivate Items to do this.

7. One residual item is to be left. 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 make the following entries:

Field name


Remarks

Residual Items R Difference amount Enter the difference amount of all the selected open items for at least one open item.

8. Next, you want to carry out a difference posting (payment on account). All of the selected open items are cleared. A new open item is created for the difference in the account.

Field name


Remarks

Difference Postings R Difference amount

Enter the difference amount of all the selected open items.

9. Save your entries.

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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.

© SAP AG of 68