sap accounts receivable functions |

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Accounts Receivable

FI: Accounts Receivable

SAP-ERP

Accounts Receivable Version 1.0

Unit 4: Accounts Receivable Function

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Accounts Receivable


Course Agenda

Topic 1: Introduction

Topic 2: Customer Master

Topic 3: SAP Documents

Topic 4: Accounts Receivable Functions

Topic 5: Financial Transactions, EFT and Lockbox

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Accounts Receivable


Unit Objectives

Set editing options - user defaults and line layouts

Perform account and line item management

Processing open items

Apply payments (Manual)

Handle bank rejected payments (NSFs)

After completing this unit, you will be able to...

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Accounts Receivable


Order to Cash Process

Order Placed Via PhoneMail, Fax

Order ProcessedPost Goods

Issued

AccountingDocument

AR

Credit Review

Delivery Creates

Billing Invoice

Payment Received

Collections Cleared

Order

Released

Order Blocked

Credit dept. Reviews Order

Refer to Credit Management Procedures

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Key Terms

Assignment

Baseline Date

Document Type

Payment Reference

Posting Keys

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Key Terms cont’d

Activate cash discount

Activate items

SD

Payment advice

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Editing Options & Defaults (FB00) Editing Options

Open item processing line layout defaults

Credit Management line layout defaults

Functional open item processing defaults

Parameter IDs

Defaults values of fields that are often used

Line layout defaults & default variants via reports

Fields within the main report screen allows you to default certain line layouts and sorting defaults

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Editing Options & Defaults (FB00)

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Accounts Receivable


Customer Line Item Management There are multiple transactions that facilitate customer

account management

These transactions focus on the following:

Displaying line item information (using line layouts)

Changing customer line items

Tagging items w/ reason codes

Utilizing text for messages

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Open Item Management

Multiple line layouts of customer open items

Open items of an account can only be cleared with an identical offsetting amount to the account

Search capabilities:

Partial document search Document type search Due date search Documents by company code Document amount search

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Display Customer Balances (FD10N)

A balance for one customer balance or multiple customers across multiple company codes can be viewed for a fiscal year.

•Double click on the period to see the individual documents that make up the balance.

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Display Customer Line Items (FBL5N) The line items represent:

Customer invoices

Credit memos

All other postings made to change or correct the customer account

balance

Different line layouts can be utilized for account management of open items

The line layout functionality provides added filtering and sorting capabilities for arranging customer data on the SAP screens

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Display Customer Line Items (FBL5N)

From the “Account” menu you can list the Customer Line Items:

Open Items

Cleared Items

All Items

You can also display the items for more than one customer account cross-company code.

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Select Radio button to view:• Open Items or• Cleared Items or• All Items

Click to see more field selections available

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Double click on the line item to display the document.

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Change Customer Line Items (FB02)

Line items can be changed within the customer’s open item list

Mass changes to reason code, text, assignment, etc, can be done directly from the list by choosing certain items or all

Different line layouts can be utilized for account management of open items

Only a few fields can be changed

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Processing Open Items

Processing open items involves selecting the items to be cleared

An open item can be processed via:

Clear Customer (F-32) Post w.clearing (F-30) Incoming payment (F-28) EFT Lockbox

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Processing Open Items

There are three types of screen layouts for processing open items:

Standard

Residual

Partial payment

Difference posting in the payment information section

requires a reason code.

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Clear Customer Line item (F-32)

Cash credit and credit memos can be used to offset deductions and or debit items

Clear customer is utilized to perform manual clearing of accounts receivable items

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This process is used to clear open items automatically in Accounts Receivable

This method of clearing requires the system to find exact matches on dollar amounts & assignment fields

The open items are cleared when the system locates identical offsetting amounts within the same account with the same assignment & the total of all items with same amount & assignment = 0. A batch job runs nightly for automatic clearing

This process clears multiple debits and credits

Automatic Clearing

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Post with Clearing (F-30)

This process can be utilized for :

Payment transfers Open item transfers Bad Debt Write off

Once all line items have been entered into a document, the document may be posted

When posted, the system automatically updates the

appropriate account balances Clear the items using processing open items

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Accounts Receivable


Post Payments Manually (F-28)

Payments are processed manually via post incoming payment function:

Payment is deposited into bank Payment advice is provided Payment is posted using incoming payment path

U.S. notesThis process is only used for wire transfers and bank

adjustments in Wyeth’s favorThe payment advice comes from the bank

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Payment Application Process

Apply to open itemsApply to open items

Apply partial payment

Balancehandled?

Balancehandled?

Apply a fullpayment

Applypayment with

difference reason code specifying

overpayment

Refund?Refund?

Payment amount

Payment amount

Item cleared after appropriate resolution

(cr. memo / write-off)

Item cleared after appropriate resolution

(cr. memo / write-off)

Customer line item cleared

Customer line item cleared

Item cleared when all payments receivedand payment is due

Item cleared when all payments receivedand payment is due

Payment applicationstart

Payment applicationstart

Payment amount is greater than line item

Payment amount is less than amount of line item

No

YesChange

reason code (triggers AP

payment)

AP payment sent via AR check

run

AP payment sent via AR check

run

Payment equals line item amount

Customer makes additional payment

Deduction resolution required

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Post Incoming Payments (F-28)

Customer number

GL account number could be the actual cash account or a holding account

Example: selecting open items by invoice number

Additional Selections helps to limit the open items presented

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Post Incoming Payments – Partial Payment

Overview of customer open items after partial payment

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Residual payment amount

Post Incoming Payments – Residual Payment

Reason code

Note: With residual payment, original invoice will be removed from open items list and new item for residual amount will be created

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Manage Bank Return of Customer Payment

Customer paymentreturned

Customer paymentreturned

Open items on account?

Open items on account?

Transfer without Clearing F-21 and change doc type to DZ

Transfer without Clearing F-21 and change doc type to DZ

Post outgoing Payments F-31

Post outgoing Payments F-31

Payment amount debitedCredit dept. will pursue

customer payment

Payment amount debitedCredit dept. will pursue

customer payment

NoYes

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Reset Cleared Items (FBRA)

Resetting cleared line items is required when a payment has been used to clear the wrong line items on an account

Resetting the cleared line items re-opens the line items and allows the payment to be applied to the correct line item

Line items can be reset during the period the payment was applied

Reversal and resetting correspondence can be processed while resetting cleared items

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Post without Clearing (F-21)

This process can be utilized for :

Transferring open items Transferring payment items Posting other receivables to an account without any open items

Once all line items have been entered into a document, the document may be posted

When posted, the system automatically updates the appropriate

account balances

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Unit Recap

You should now be able to:

Set editing options - user defaults and line layouts

Understand & research customer open items

Apply credits against debits (posting on-account cash)

Handle bank rejected payments (NSFs)

Apply payments

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Questions and Answers