sap bpp f-47 dp request.doc

SAP ECC 5.00

June 2005

English

J03: Accounts Payable Accounting Down Payments

SAP AGNeurottstr. 1669190 Walldorf

Business Process Procedure

Germany

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SAP Best Practices Accounts Payable Accounting Down Payments: BPP

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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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ContentsDown Payment Processing.................................................................................................................. 6

Down Payment Request..................................................................................................................6

Posting Down Payments Using the Payment Program....................................................................7

Posting an Invoice............................................................................................................................ 8

Down Payment Clearing................................................................................................................10

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Down Payment Processing

PurposeProcessing vendor down payments in a company involves many different transactions, some of which can be carried out automatically by the system. You first create a down payment request manually. This is a purely statistical document that you require to enable the system to post the down payments to your vendor automatically using the payment program. Once the down payment request has been created, you can enable the system to post the down payments in the next automatic payment run. If the vendor invoice is later posted manually, the invoice is cleared with the down payment that has already been posted so that only the difference remains to be paid to the vendor.

Process FlowThis scenario shows you how to post a down payment request manually and enable the payment program to post the down payment. You are then shown how to post an invoice (see Accounts Payable Accounting: Posting Invoices) and clear it with the down payment.

Down Payment Request

Procedure1. Choose the following menu path:

Menu path Accounting Financial Accounting Vendors Document Entry Down Payment Request

Transaction code F-47

2. Enter the following data.

Field name User action and values

Comment

Document Date Today’s date

Type KA Vendor document

Company Code BP01 BU SMB Company US

Posting Date Today’s date

Currency USD

Account C1001

Trg.Sp.G/L Ind. A Enter the appropriate special G/L indicator.

3. Choose Enter.

4. Enter the data for the down payment request.

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Comment

Amount 1000

Calculate Tax X

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

5. Choose Post.

The system displays the message Document 17000000xx was posted in company code BP01. Make a note of the document number.

Posting Down Payments Using the Payment Program

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

PrerequisitesThe due payment request has already been posted to the system. For detailed information on the payment program, see the appropriate documentation.

Procedure1. Call up the transaction as follows:

Menu path Accounting Financial Accounting Vendors Periodic Processing Payments

Transaction code F110

2. Enter the following data in the initial screen:


Comment

Run Date Today’s date

Identification A1 The ID for the payment run is user defined.

3. Choose Parameter.


Comment

Company Code BP01

Pmnt Meths Z In this field, you enter the payment method that is to be used for the down payment (bank transfer, for example).

Next P/Date Today’s date + 1 month

In this field, you enter the date of the next payment run.

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Vendor C1001 In this field, you can restrict the display to vendor accounts.

4. Save your entries. The system displays the message Details have been saved for the run on xx.yy.zzzz (date of payment run) A1 (identification). Choose the green arrow to return to the previous screen.

5. Choose Schedule Proposal. In the Schedule Proposal dialog box, select the Start Immediately checkbox and then choose Enter. The message Proposal is running is displayed in the status screen. Choose the Status button. Once the proposal has been created, the system displays the status message Payment proposal has been created.

6. Choose Pmnt Run. In the Schedule Payment dialog box, select the Start Immediately checkbox and choose Enter. The system displays the message Payment run is running in the status screen.

7. Choose the Status button. When the payment run is complete, the system displays the status message Payment run has been carried out.

8. Choose Display Proposal Log. The system displays the number of posting orders that have been generated and completed.

You can now display the down payment document that has been posted in the Vendor Line Item Display screen.

9. Choose the following menu path:

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

Transaction code FBL1N

10. Enter the following data:


Comment

Vendor Account C1001

Open at Key Date Today’s date

Special G/L Transactions

X

11. Choose the Execute button.

12. In the list that is then displayed, you can see the number of the down payment document posted by the payment program, as well as the document date and type ZP. You can also see the target special G/L indicator A, which you entered in the down payment request. In the Amount in Local Cur. column, you can see the down payment amount.

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

Posting an Invoice1. To post a vendor invoice for office supplies, choose the following menu path:

Menu path Accounting Financial Accounting Vendors Document Entry Invoice

Transaction code FB60

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2. Enter the following data if it is not already defaulted in the system:


Comment

Company Code BP01 BU SMB Company US

3. Choose Enter.

To change the company code, choose Edit Change Company Code.

4. Enter the following basic data:


Comment

Vendor C1001

Invoice Date Today’s date Date of the vendor invoice

Posting Date Today’s date Posting date in the SAP system

Reference RE1210 Vendor’s invoice number

Amount 1000 Invoice amount

Currency USD Document/invoice currency

Calculate Tax X The system calculates the input tax automatically

5. Enter the following data for the item:


Comment

G/L Acct 651000 Office supplies

D/C Debit

Amount in Doc. Curr. 1000 Enter the gross amount. The system calculates the input tax automatically.

Tax Code I1 Domestic input tax

Tax Jurisdiction Code CA0000000

Cost Center

(Scroll to the right to find the cost center field)

1101 Management

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6. To check the document before it is posted, choose Simulate (F9).

This enables you to display the document, including the input tax to be posted, and to correct it if necessary.

7. Choose Post (Ctrl+S).

At the bottom of the screen, the system outputs the message: Document 19000000xx was posted in company code BP01, where xx are the sequential document numbers posted by the system.

8. Make a note of the invoice document number.

Down Payment ClearingYou 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.

1. Call up the transaction as follows:

Menu path Accounting Financial Accounting Vendors Document Entry Down Payment Clearing

Transaction code F-54

2. Enter the following selection data:


Comment

Document Date Today’s date

Vendor C1001

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

3. Choose Process Down Pmnts.

The down payment document created by the payment program is then displayed. Choose the down payment document by clicking it twice, and then choose Save.

The system now displays the document overview. At the bottom of the screen, a message appears requesting you to correct the marked line items. Choose the line item highlighted in color by double-clicking it, and enter the text Down payment clearing.

4. 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 Processing Invoices).

© SAP AG of 11

sap bpp f-47 dp request.doc

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