sap fico accounts receivable enduser training manual -

FI_03 Accounts Receivables Version 1 1

Saudi Arabian Airlines

SAP ACCOUNTS

RECEIVABLE

FI_03

USER TRAINING MANUAL

2008

Version: 01


Accounts Receivables

Contents

Course Overview: FI03 –Accounts Receivable Accounting ..........................................4

1: Course Introduction ..................................................................................................5

2: Curriculum ................................................................................................................6

2.1: Pre Requisite Training.................................................................................6

3: Business Processes Overview..................................................................................7

4: Business Impact .....................................................................................................11

4.1 Key Impacts ...............................................................................................11

4.2 : Glossary...................................................................................................11

5: Practical Component ..............................................................................................12

5.1: Unit 1: Finance Organizational Structures & Master Data in Accounts Receivable13

Exercise 1: Create Customer Master Record – FD01......................................14

Exercise 2: Change Customer Master Records –FD02 ...................................16

Exercise 3: Display Customer Master Record– FD03......................................17

Exercise 4: Block /Unblock Customer Master Record–FD05 ...........................18

Exercise 5: Set Deletion Indicator – FD06 .......................................................20

Exercise 6: Display Changes to Customer Master Record –FD04...................22

5.2: Unit 2: Accounting Transactions in Accounts Receivable ....................................24

Exercise 7: Park Customer Invoice – FV70......................................................25

Exercise 8: Post Customer Invoice – FB70.....................................................27

Exercise 9: Post Customer Credit Memo– FB75.............................................29

Exercise 10: Change Parked Document – FV70..............................................31

Exercise 11: Display Accounting Document – FB03 ........................................32

Exercise 12: Post Incoming Payments F-28 ....................................................34

Exercise 13: Reset Cleared Items - FBRA.......................................................36

Exercise 14: Document Reversal (Individual Reversal) – FB08.......................38

Exercise15: Clear Customer Account – F-32 ..................................................39

5.3: Unit 3: Customer Account Reports ......................................................................41

Exercise 16: Customer Balance Display – FD10N...........................................42


Exercise 17: Customer Account Analysis – FD11............................................44

Exercise 18: Display/ Change Line items – FBL5N..........................................46


Course Overview: FI03 –Accounts Receivable Accounting

Course Version : 2008 - Version 1 Duration 3 Day Course Goals At the completion of the course the delegates should be able to;

1. Describe the SAP ERP MRO System organizational elements 2. Explain how the SAP ERP modules are integrated. 3. Explain Accounts receivable accounting functions 4. Maintain Accounts receivable master Records 5. Process Accounts receivable accounting transactions 6. Run standard Accounts receivable reports

Target Audience

• Finance staff : SAP End Users Prerequisites

Essential • PC Literacy • SAP O1 SAP Basics and Navigation Course • Basic Knowledge of financial Accounting

Course Content

Unit 1 : Maintenance of Customer Master Records Unit 2 : Accounting Transactions in Accounts Receivables Unit 3 : Customer Account Reports


1: Course Introduction

This course will focus on how SAP Accounts Receivable module manages customer transactions and activities. The starting point of the course will introduce the concept of Accounts Receivable Customer Account Master Records creation and will give explanations with regards to how it will relate to transactional processes. The course will also touch on the structures of Customer master record and their significance to processes that are critical to invoice posting, credit management and payment. Master records fields and their impact on transactional processing will also be under focus. After the creation of the Customer Master records transactional processes will be carried out in areas of: parking, posting, document changing, accounts clearing and reporting. The course material will aid in gaining knowledge and skills which will be of use in day to day execution of transactions.


2: Curriculum

2.1: Pre Requisite Training

Course Content

SAP 01 Sap Basics and Sap Navigation Training 2.2: Finance Course Curriculum.

FI_01 GL Accounting FI_02 Accounts Payable FI_03 Accounts Receivable FI_04 Fixed Assets FI_05 Funds Management FI_06 Bank Accounting FI_07 FI Executive & Management


3: Business Processes Overview


4: Business Impact

4.1 Key Impacts

Business Process Impact

Approval of new Customer and changes to Customers

Master Record processes – create, change, delete. Use of Workflow for master data maintenance in phase 2

Customer Invoice Approval Invoices will be entered into the system prior to approval. Approval of Customer Invoices will be made on-line (Workflow for Phase 2)

Foreign Currencies Invoices can be entered using Foreign currencies

Exchange Rates Exchange rates will be maintained in SAP

Delete Customer Customers that qualify for deletion will be deleted using Archiving

Block Customer Customers can be blocked for posting and payment

One time Customer accounts

Users have the option of using one time Customer accounts for processing

4.2 : Glossary

Terminology Meaning

SAP Software being used for business processes : System Application Products

Parking Capturing /introducing a Journal, Invoice, Credit notes into the SAP system

Posting Approval of Accounting Documents

4.3: Post Go Live Support Process

Any queries: Contact Telephone: 4000

E-mail: [email protected]

LAN : http://ahd.sv.net


5: Practical Component

The following Unit will focus on exercises that will help you learn how to apply the SAP Accounts Receivable Business Tools to your Job.

There are a series of exercises relating to Business Scenarios, with detailed instructions and notes.

If at anytime you have any questions, please feel free to stop the Trainer and ask questions.


5.1: Unit 1: Finance Organizational Structures & Master Data in Accounts Receivable

This unit will look at Financial accounting organizational elements and how they relate to accounts receivable master data maintenance i.e. the creation, changing displaying, blocking and marking for deletion of a customer Accounts Receivable records all accounting transactions for dealings with customers. Much of its data is obtained from Sales and Distribution to be available in the second phase. There are various methods of creating the customer master records but before its creation there are requirements that need to be fulfilled first:

Preparation of the new Vendor master request form Checking and verification of the form Checking the existence of the Vendor master record in the system

Master data must be maintained centrally to ensure data integrity.


Exercise 1: Create Customer Master Record – FD01

You are required to create the new Customer master records which will be used for the processing of SAUDIA (Saudi Airlines Business Units) Customer (Debtor) Accounts.

1. To process create Customer Master Data follow the menu path- double click the last level or make use of the command field and enter the transaction code FD01 : Accounting → Financial Accounting → Accounts Receivable → Master Records → FD01 – Create

2. Update the required and optional fields by capturing the necessary data:-

Field Name Description Values

Customer Code identifying the customer account. This number can be internally or externally generated by the system

Example: leave blank ( Allocated by the System)

Company code Code identifying a separate legal entity in Saudia Example: 1100

Account group Code used to determine the classification of the account

Example: Saudia Local Customers’

3. Click on the Enter button or press Enter on keyboard to confirm your entries and continue.

4. Enter Company in the Title field by selecting it from the down list. 5. Enter Customer name in the Name field. 6. Enter the First three characters of the customers’ name in the Search Term field. 7. Enter Street name in the field 8. Enter the Postal code of customer in the postal code filed.


9. Enter city of customer in the city field. 10. Enter SA in the country field

11. Click on the Display next tab page button or Tab. 12. Enter Vendor account number only if the Customer is also a vendor, or alternatively leave the field blank.

13. Click on the Display next tab page button or Tab. 14. Enter SA in the Bank Ctry (Country) field.

15. Click the options button in the bank and make a selection of the bank your customer banks with from the produced list.

16 Click on the Display next tab page button 17. Enter in the 10201xx Rec (Reconciliation) Account field. 18 Enter in the 002 Sort Key field.

19 Click on the Display next tab page button. 20 Enter SV04 in the Terms payment field. 21 Enter CET in the Payment methods field.

22. Click in the Check box 23. Enter SA01 in the dunning procedure field or click F4 for options and choose from the list.

24. Click on the Enter button or press Enter on keyboard to confirm your entries and continue.

25. Click on the Save button or press F8.

26. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access screen.

Note: A message “Customer number 1100XX was created in company code 1100”.will be displayed on the status bar. Take down the number.

The system task is complete.


Exercise 2: Change Customer Master Records –FD02

The SAP ERP system allows you to revisit a created customer record and make some changes; however, for any changes made, the system records such changes. Please change any field of the Customers’ account.

1. To change a Customer master follow the menu path or use transaction code FD02: Accounting → Financial Accounting→ Accounts Receivable → Master Records → FD02-Change

2. Update the following required and optional fields:


Customer Code identifying the Customer account Example: customer created in Exercise 1

Company code Code identifying a separate legal entity. Example: 1100

3. Click the Enter button to confirm your entries and continue.

4. Enter additional data to the Customers name. 5. If you want to change such fields as bank details click the Tab or use to go to bank details screen/page. 6. Change the account number in the Bank account field.

7. Click on the Save button or press Ctrl+S to update Customer master.




Exercise 3: Display Customer Master Record– FD03

You want to post a Customers’ invoice to a Customers’ account that was last posted to several months back. With the details you have on hand you need to cross check with the system record whether the Customer is the correct one. Display the customers’ record from the system.

1. To display a Customer master record follow the menu path or use transaction code FD03: Accounting → Financial Accounting→ Accounts Receivable → Master Records → FD03-Display. 2. Update the following required and optional fields:



Company code Code identifying a separate legal entity Example: 1100


4. Click on any 1(one) of the 3 (three)

Tabs each one in turn to view maintained Customer data or use to move to next tab page. 5. To view Company code data Click button.

6. Click on the Display next Tab page or press F8. 7. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access screen.

The system task is complete


Exercise 4: Block /Unblock Customer Master Record–FD05

This transaction allows you to block or unblock a customer record and when a Customer master record is blocked you can not post any transactions to that. In this exercise you need to: Block a Customer master and then post a transaction to the blocked account Unblock a customer.

Note: Only block an account if there are no more open items in the account. If an account is blocked, you cannot clear any open items in it.

1. To block a Customer master follow the menu path or use transaction code FD05: Accounting → Financial Accounting→ Accounts Receivable → Master Records → FD05-Block/unblock



Customer Code identifying the Customer account. Example: Customer created in Exercise 1

Company code Code identifying a separate legal entity. Example: 1100

3 Click the Enter button to confirm your entries and continue.

4 Select Check box i.e. if you want the block to affect all Company code in which the Customer is found. Or Select

Check box if you want to restrict the blocking to a specific Company Code.


5 Click on the Save button or press Ctrl+S to update Customer master and block it for postings.

Note: A message will be displays on the status bar that “Changes have been made”.

THE UNBLOCKING :

Repeat steps I and 2 from the blocking exercise if you had exited from the transaction

6. Click on the Enter button or press Enter to unblock the Customer master record.

7. Deselect the Check box if you want the unblock to affect all Company codes in which the Customer is found. Or deselect

Check box if you want to restrict the unblocking to a specific Company Code.

8. Click on the Save button or press Ctrl+S to update Customer master. 9. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access screen.



Exercise 5: Set Deletion Indicator – FD06

You cannot physically delete a Customer master directly. However, you can mark it for deletion. After ensuring that no transaction is posted to this Customer account for a period of one fiscal year, this record can be archived. In this exercise you need to mark Customer master for deletion.

1. To mark Customer master for deletion follow the menu path or use transaction code FD06 to complete the exercise; Accounting → Financial Accounting → Accounts Receivable → Master Records → FD06-Mark for deletion



Customer Code identifying the Customer account Example: Customer created in Exercise 1

Company code Code identifying a separate legal entity . Example: 1100


4. Select the All areas check box. This process flags the Customer record for deletion.

5. Click on the Save button or press Ctrl+S, to update the Customer master.

Note: The message bar displays “Changes have been saved”.


THE UNMARKING

Repeat steps I and 2 from the marking for deletion exercise if you had exited from the transaction

6. Click on the Enter button or press Enter.

7. Click on the All areas check box to deselect. This process removes the flag for Customer record deletion.

8. Click on the Save button or press Ctrl+S, to update the Customer master.




Exercise 6: Display Changes to Customer Master Record –FD04

A Customer master created earlier was changed you are required to display these changes and note which fields have been changed, who changed the entries, the date and time they were changed.

1. To view Customer master data changes follow the Menu path or use transaction code FD04 to complete the exercise: Accounting → Financial Accounting → Accounts Receivable → Master Records → FD04 - Display Changes





3. Click the Enter button.

4. Click once on any of the changed fields.

5. Click on the Choose button or F2 to reveal the changes made on the selected field.

6. Click on the Choose button or F2 to view the following;


7. Click on the Continue/ Enter button.




5.2: Unit 2: Accounting Transactions in Accounts Receivable

The unit will introduce you to accounting transactions in accounts receivable such as parking, checking, approving, and reversing invoices. It will also help in understanding how Accounts receivable records all accounting transactions for dealings with customers. Trainees will learn how to use general and simple accounts receivable transactions and also be able to provide up to date information on customer accounts. Management of customer accounts in terms of reconciliations will also be under focus. An authorised user can reverse a posted document. If the user is determined that a posted document is incorrect he will enter the Original SAP document number in the ‘reverse’ transaction and post. The system will generate a new document number for the reversal entry. The user will record the reversal number on the original supporting documents and note on them that the document was reversed. The reversal document posts ‘opposite’ entries to the ledger Accounts receivables Documents can be displayed by authorized users at any time. Users use the Display Customer Document transaction and enter the SAP document number. Users can also search for the specific document using a number of search criteria including Document date, type, user and generally any other information on the original document. Users can display single documents or document lists All invoices in SAP AR will be corrected or adjusted only in SAP


Exercise 7: Park Customer Invoice – FV70

Using this standard accounting function, you can enter Invoice in the system without posting to the Accounts Receivable sub ledger. The PARKED Invoice is subsequently subjected to checking, approval and posting to Accounts Receivable. Park a Customer invoice.

1. To park customer invoice follow the menu path or use transaction code FV70 to complete the exercise: Accounting → Financial Accounting → Accounts Receivable→ Document Entry → Document Parking → FV70 - Edit/Park AR invoice



Customer Customer # Example: customer created in exercise 1

Invoice date Date of the invoice To-days date

Reference Customer Invoice Number Example: Invoice # 345

Posting Date Date for posting to Ledger Today’s date

Currency Invoice currency Example: SAR

Amount Invoice Amount 100000

Text Invoice Description Example: Invoice for Services

G/L acct GL Account number Example: G/L related to you

D/C Code identifying whether line item is a debit or a credit

Example: Credit

Amount doc.curr. Amount to be posted for the line item Example: 100000

Text Description of line item +

3. Click on the Enter button.

4. Simulate invoice before posting. To do so, click Simulate button. Simulation button enables the user to review the Invoice as if it had been posted including any system generated postings. The system also validates the posting data.

5. Click on the Back button.


6. To park the invoice, click Save Parked Invoice button.

7. The message at the status bar informs you that “Invoice number 1700000xxxx was PARKED"




Exercise 8: Post Customer Invoice – FB70

You are going enter and post Customer invoice using the Customer you created in an earlier exercise. This transaction creates postings in Accounts Receivable Sub Ledger and updates also the relevant GL Accounts (e.g. reconciliation account).

1. To enter Customer invoice follow the menu path or use transaction code FB70 to complete the exercise: Accounting → Financial Accounting → Accounts Receivable → Document entry → FB70 – Invoice

2. Update the following required and optional fields for 1st line item by clicking tab button.


Customer Code identifying the Customer account Example: customer created in exercise 1

Invoice date Invoice date Example: today’s date

Reference Additional document description Example: Invoice

Amount Invoice Amount Example: 500

3. Update the following required and Optional Fields for 2nd Line item


GL Account Code of the account this is being charged or Debited Example: G/L related to you

D/C Code identifying whether line item is a debit or a credit

Example: Credit

Amount Amount to be posted for the line item Example: 500

Text Description of line item XXXXX

4. Click the Simulate button to replicate an overview of the document before posting. The system will display the document overview.

5. Click on the Save button or press Ctrl+S to post the invoice.


6. The system will display the number of the document generated by this Invoice, record this below. Record Document Number: issued by the system : 17000000xxxxx


8. Please carry out all these steps once again in order to create another invoice for the following exercises.



Exercise 9: Post Customer Credit Memo– FB75

The SAP ERP system allows you to post a document with a complete opposite entries to the original customer invoice. This function can be used when a customer returns goods sold Note: An Account that was once debited will be credited and the other once credited will be debited In this exercise you need to post a Customer credit memo.

1. To post Customer credit memo follow the menu path or Use transaction codes FV70 to complete the exercise: Accounting → Financial Accounting → Accounts Receivable → Document entry → FB75 - Credit memo 2. On the main screen update the following required and optional fields:


Customer Code identifying the Customer account Example:Account created in exercise 1

Document date Credit note date. Example: today’s date

Posting date Date that the business transaction occurred Example: today’s date

Reference Credit note number. Example: Credit Memo 12

Amount Amount to be posted to Example: 500

G/L acct Account to which posting is related. Example:

Amount doc.curr. Document currency. By default system proposes the Company Code currency, but a user can change it.

Example: 500

3. Click the Enter button to confirm the entries.

4. Click the Payment tab and update the following field:


Inv. Ref (Invoice) Number / description which refers to a original invoice. Entering the original invoice will copy the invoice details from the original invoice.

Imp Note:-This will facilitate in clearing the Customer account at a later point in time.

Example:4533

Inv. Ref (Fiscal Year) The fiscal year the invoice was created in Example: 2008


5. Click the Enter button to confirm the entries.

6. Click the Simulate button to simulate the posting. The system will display document overview.

7 Click on the Save button or press Ctrl+S to post the document.

Note: The message bar displays “Document 1700000xxx was posted in company code 1100.

8. The system will display the number of the document generated by this Invoice,

record this below.

9. Record the document generated by this Invoice, record this below. Document Number: _1700000xxx _____________________________________




Exercise 10: Change Parked Document – FV70

The SAP ERP system allows users to change parked Customer documents since invoices need to be verified for correctness before they are posted; therefore errors on documents can be corrected before being posted.

In this exercise you are going to change the customer invoice.

1. To change a parked document use the following menu path - double click the last level or make use of the command field and enter the transaction code FV70 Accounting → Financial Accounting → Accounts Receivables → Document Entry→ Documents Parking →FV70 – Park/Edit Invoice

2. Click on the button and the tree will be displayed.

3, Click on the button.

4. A listing of parked documents will be displayed, Double click on the document you want to change/edit. The details of the parked document will be populated in the relevant fields: Add extra text 5. Enter any detail in the Reference field. 6. Click on the Save button to record you changes.

7. A message will appear on the status bar informing you what has happened to the document you changed.

8. To exit this transaction, click on the Exit button or press SHIFT-F3 until the SAP Easy Access screen is displayed.



Exercise 11: Display Accounting Document – FB03

Documents entered in the system can be viewed as and when they are required and you are also able to make changes to the document. Please note that your changes will be limited to certain fields.

The system offers you a function which allows you to search for a document number in case you don’t know the number of the document you want to display.

You are required to display a Customers’ document and make some changes to permitted fields.

1. To display Accounting document follow the menu path or make use of the transaction code FB03: Accounting → Financial Accounting → Customers → Document → FB03- Display

2. If you don’t know the document number, click button to search for documents:

3. The system will display a screen where you can enter your search criteria:



Fiscal year Fiscal year number Example: 2008

Document type Code identifying the method that the system uses to process the transaction

Example: DR

Posting date Date that the business transaction occurred Example:

5. Click Execute button to start searching.

6. The system will display a list of documents that fulfill your criteria:

7. To display your document, simply double click on it. The system will display the document .


8. Click on the Exit button or press Shift+F3

Repeat step 1 in the above exercise If you know the document number you can display the accounting document the following way

1. Enter the Document number you have on hand 2. Enter the Company Code 1100.

3. Enter the Fiscal Year 2008 or leave field blank.

4. Click on the Enter button to proceed.

5. Click on the button to change you screen view.

Note:- the system will show you more fields not shown under entry view

6. Click on the menu Document → Display< >Change

7. Click on the Document header button.

8. Identify fields that can be changed and change header text

9. To store your changes in the document, click Save button.

10. Analyze it and Click on the Enter Continue/Confirm button to leave the displayed document header sub screen.

11. To exit this transaction, click on the Exit button or press SHIFT-F3 until the SAP Easy Access screen is displayed.



Exercise 12: Post Incoming Payments F-28

The SAP ERP system allows you to process customer payment and will match the two documents i.e. the invoice and the incoming payment documents and at the same time perform the (reconciling) clearing procedures. Processing of incoming payment can also be done by normal parking and posting then executing a separate manual clearing function at a later stage. To process the incoming payment successfully using this transaction there must be an invoice(s) on the customers account. However the post incoming payment will take care of Process the incoming payment

1. To post incoming payments follow the menu path or use transaction code F-28 to complete the exercise: Accounting → Financial Accounting → Accounts Receivable → Document Entry → F-28 – Post Incoming Payments

2. Update the required and optional fields;


Document Date The document date is the date on which the original document was issued.

Example: today’s date

Company code Number of the company code that the Customer belongs to

Example: 1100

Currency Currency code.. Example: SAR

Reference the document number of the customer Example : xxxxxx

Account

Bank Account number Example :1230124

Amount Incoming payment amount Example : 100

Account-Customer A number that identifies the Customer in the system

Example: 1100xxx

3. Click on the button.


4. All open items are selected by default. To deselect the items first click the Select all . button.

5. Then click Deactivate Items button. All the open items are now deactivated (they are no longer highlighted in blue).

6. Now you need to choose and select the items you want to clear. Double click on the SAR Gross field for each of those items to be cleared.

7. You will need to select one more document to balance this clearing. Scroll through the remaining documents and select this document.

Note: The system will highlight these items in blue. When the value of the field not assigned is equal 0 and you can clear open items. See screen below

8. You can check your document before postings. Select Document→Simulate.

9. To post your entries, click the Save button.

10. The message bar displays: “Document 1800xxxx was posted in company code 1100” – record this number below.

Document Number: __________________________________________________

11. Click on the Exit button or press Shift+F3 to return to the SAP Easy

Access screen.



Exercise 13: Reset Cleared Items - FBRA

A posting with clearing had been made to a wrong Customer Account due to similarities in names therefore the incoming payment document has to be reversed to enable the correct transaction to take place.

Note: An Accounting Document that contains line items have cleared been can not be reversed it requires that the cleared items be reset first.

In this exercise you’re going to display the clearing document and its line items, and then reset the cleared document.

1. To reset cleared items follow the menu path or use transaction code FBRA to complete the exercise: Accounting → Financial Accounting → Accounts Receivable → Document → FBRA - Reset Cleared Items



Clearing document Number of the document to be reset Example: 180000xxx



3. Click the Accounts button. The system will display all the accounts involved in clearing operation:

4. Click the Continue button to continue.

5. Click the Items button to display documents cleared by the clearing operation:

6. Click on the Save button or press Ctrl+S to post the resetting


7. A screen reversal of clearing Document will be displayed with 2 (two) options to select from. - Only Resetting will remove the clearing from the document that was cleared and changes the documents’ status from cleared item to open item - The clearing document also changes status to an open item and this has effect on the overall Customer Account. -Resetting and reversing will reset the cleared line items and also reverses the clearing document

8. Click on Only Resetting button. 9. A message will appear on the status bar Clearing 180000xxx reset. Note:If you choose Resetting and Reversal a pop up screen will appear requiring completion (For you to complete this option you have to process another post with clearing transaction) 10. Click on Resetting and Reversal.

11. Enter 01in the Reversal Reason field, and today’s date or leave it blank. 12 A message clearing 180000xxxx reset will appear. 13. Click the Continue button to continue 14. A message will appear that document 90000xxxx was posted in company code

1100.




Exercise 14: Document Reversal (Individual Reversal) – FB08

Sometimes posted document contains incorrect information. This function allows you to reverse an incorrect document. A document to be reversed cannot include already cleared items. If you want to reverse document that was already cleared, you need to reset all cleared items before posting a reversal. The resetting function has been carried out under the first part of Exercise 13.

1. To reverse a document, follow the menu path or Use transaction code FB08: Accounting → Financial Accounting → Accounts Receivable → Document → Reverse → FB08 - Individual Reversal.



Document no. The document that is to be reversed. Example: 180000xxxx

Reversal Reason The reason the document will be reversed. Example: 01

3. Click the Display document before reversal button or press F5.

4. Click the Back button or F3

5. Click on the Save button or press Ctrl+S.

6. The system will post a reversal document and a message will appear on the status bar "Document 170000xxxx was posted in Company code 1100.




Exercise15: Clear Customer Account – F-32

Authorised Users can access Open item Customer Accounts and assign and clear debits and credits. The user will use the Account Clear transaction; select the items to be assigned to each other and then post. The system will record the clearing information (document numbers, date) on the original document. The function allows you to clear matching open items on Customer account. In this exercise you need to clear two open items on the Customer account.

1. To clear open items on Customer account follow the menu path or use transaction code F-32 to complete the exercise: Accounting → Financial Accounting → Accounts Receivable → Account → F-32– Clear

2. Update the following required fields:


Account Code identifying the Customer account Example: See Customer Accounts

Clearing date Date when you want the transaction to be cleared. It is used later in a header of a clearing document.

Example: today’s date

Company code Number of the company code that the Customer belongs to

Example: 1100

Currency Currency code. Example: SAR

Note: You can clear also the transactions posted in different currencies. The system will automatically calculate and post exchange rate differences.

3. Click the Enter button. The system will display open items that fulfill previously entered criteria: 4. All open items are selected by default (later in this instruction how to change default system settings). To deselect the items first click the Select all button.

5. Then click Deactivate Items button. All the open items are now deactivated (they are no longer highlighted in blue).


6. Now you need to choose and select the items you want to clear. Double click on the SAR Gross field for each of those items to be cleared.

7. You will need to select one more document to balance this clearing. Scroll through the remaining documents and select this document.

Note: The system will highlight these items in blue. When the value of the field not assigned is equal 0 and you can clear open items. See screen below

8. You can check your document before postings. Select Document→Simulate.

9. To post your entries, click the Save button. No “real” posting took place, but the system stored a clearing document.

10. The message bar displays: “Document 111000xxxx was posted in company code 1100” – record this number below.

Document Number: __________________________________________________




5.3: Unit 3: Customer Account Reports

The unit will introduce how accounts receivable reports can be executed in the SAP ERP system, However, a more detailed course FI_06 on Financial Closing & Reporting will help you have broader view in reporting. Authorised Users can view the Customer Account details (line items posted) using the Customer Account Line item display transaction, or by drilling down on the account balance from the Display Customer Account balance transaction Documents update Customer Balances when posted. Authorised users can view Customer Account Balances online using the Account Balance enquiry and entering the Customer account number.


Exercise 16: Customer Balance Display – FD10N

The SAP system allows you to display the Account Balances of the customer at any given time and this report also allows you to navigate backwards (drill down) to the individual document line items that make up the total in an of the columns you wish to analyze. Runt the balances report.

1. To display Customer Account Balances follow the menu path or use transaction code FD10N to complete the exercise: Accounting → Financial Accounting → Accounts Receivable → Account → FD10N – Display Balances.

2. Update the required and the optional fields.


Customer The Customer Number Example: Customer Number created in the previous exercise



3. Click Execute button,

4. A Report below will be displayed


5. Double click balance figure on period 4 under credit column. This function will allow to view individual documents line items. 7. Click on the Display Graphic button to display the graphic presentation of the report The report above can be printed sent by e-mail, downloaded to various PC applications and can be displayed graphically. 8. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access screen.



Exercise 17: Customer Account Analysis – FD11

This transaction allows you to carry out an in depth Customer account Analysis, such as business volumes analysis, open items due date analysis. Execute the report and carry out some analysis.

1. To execute Customer Account Analysis follow the menu path or use transaction code FD11 to complete the exercise: Accounting → Financial Accounting → Accounts Receivable → Account → FD11 – Account Analysis.

2. Update the required and the optional fields:


Customer The Customer Number Example:Account created in exercise



3. Click on the Enter button.

.

4. Click on the Open items net tab to view the open items analysis.

5. Double click on a figure under field line items which make up all receivables will be displayed.


6. Click on the Exit button or press Shift+F3 to return to the SAP Easy

Access screen.



Exercise 18: Display/ Change Line items – FBL5N

The display/change line items of Customer transactional report offers a different view of customer documents, also allows you to view and analyze the status of each customer documents. Run the report and see what it has to offer.

1. To execute Display/Change line items follow the menu path or use transaction code FBL5N: to complete the exercise: Accounting → Financial Accounting → Accounts Receivable → Account → FBL5N – Display/Change line items

2. Update the required and optional fields with the required data:

3. Click on the Radio button.

4. Click on the Check box.

5. Click on the Execute button to start the process. And the below report will be displayed.


Customer The Customer Number Example: Customer Number created in the previous exercise

Company code Code identifying a separate legal entity Example:1100


6. Double click on any one line item and see where it will take you. 7. Each document is categorized depending on its current status :

8. Customer Documents are also updated with Net Due date symbols and these are derived from payment terms entered on the document during capturing.


The report displayed above can be printed sent by e-mail, downloaded to various PC applications