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BSNL

User Manual
Finance & Controlling (FICO)
Payment Procedures
Version:1
.1

01.07.2011
Version Control
Date

Versio

Author

Change Description

User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

n
01.02.20
10
01.07.20
11

1.0
1.1

Nidhi Tulshan
Jaswinder Kaur

Updated changes to Vendor Master


Creation Process

The document has been prepared to be used by the following stake-holders:

End Users Performing day to day transactions as per their Roles and
Authorizations in SAP System.
Core Team Directly involved in recording and accounting of costs related to
electricity.
Business Process Owners Respective Business Leaders, involved in validating
the process design.

Important Note:
The information in this document is only meant to be a reference for ERP Process configured
as per the Business Process approved by BSNL Management for Finance & Controlling
Module and is not a complete description of the SAP product and its functionalities. Its main
purpose is to serve as a reference Document for User Training and Support.

Page 1 of 49

User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

Course Overview
SAP Finance & Controlling module manages all the transactions related to
accounting of business transactions and controlling module is used for internal
reporting purposes. The unit explains the various steps to be followed after running
automatic payment program for generating the payment advice, RTGS and NEFT
form printout and generation of payment file to be sent to the bank for making
payment.

Target Audience
This course is intended for the following audiences:

Junior Accounts officer


Chief Accounts officers
Senior Management Accounting and Finance functions.

Course Prerequisites

Knowledge of navigating SAP systems


Basic knowledge of Finance & Controlling

Course Goals
This course will prepare you to:
Take Payment Advice Printout
RTGS & NEFT Printout
Automatic Bank Payment File Extraction
IFSC Details for RTGS/ NEFT Payments
Vendor Master Report
Upload Vendor CIN Details
Temporary Advance Status Report
Temporary Advance Status Details

Course Objectives
After

completing this course, you will be able to:


Take Payment Advice Printout
RTGS & NEFT Printout
Automatic Bank Payment File Extraction
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User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

IFSC Details for RTGS/ NEFT Payments


Vendor Master Report
Upload Vendor CIN Details
Temporary Advance Status Report
Temporary Advance Status Details

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User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

Important information to be noted:

All documents are to be created in reference to the preceding document.


All SAP Transactions can be executed either by navigating to the required
Transaction through the Menu Path or by simply entering the Transaction
Code for the respective Transaction in the Command Field.

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User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

Table of Contents
1. PAYMENT ADVICE PRINTOUT........................................8
2. RTGS AND NEFT PRINTOUT........................................15
3. AUTOMATIC BANK PAYMENT FILE EXTRACTION...........22
4. IFSC DETAILS FOR RTGS /NEFT PAYMENTS..................28
5. VENDOR MASTER REPORT......................................... 34
6. UPLOAD VENDOR CIN DETAILS...................................36
7. TEMPORARY ADVANCE STATUS REPORT......................42
8. TEMPORARY ADVANCE STATUS DETAILS.....................45

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User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

Input - Required Fields


Company Code
Vendor Account

Field Value / Comments


1021
1005107 and 1005108

For all above three scenarios, namely, Print Payment advice, RTGS and NEFT Form
printout & Automatic Bank Payment File Generation we will use same Automatic
Payment run made through Tcode F110 for two vendors
Run Date
: 08.08.2011
Identification: UMANL

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User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

For the mentioned Run date and Identification , the proposal is run and payment
proposal is created
Payment Run done for generating payment advice , RTGS / NEFT form printout and
bank payment file

1 Payment Advice Printout


Once the payment is done either through manual payment or automatic payment
run , the printing of payment advice and sending same to vendor through mail will
be performed separately using below functionality .
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User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

To take the printout of the payment advice , go to Tcode ZFI048_1


Via Transaction Code
ZFI048_1

Update the following Required ( R ) and Optional ( O ) field


Field Name

Description

R/O

Automatic
Payment

Select the radio button if payment


advice is generated for automatic
payment run
Run date in automatic payment run

R
R

Values( Example
)
Selected for
Automatic
payment
08.08.2011

Identification specified in payment run


Identifying the company code

R
R

UMANL
1021

Payment Run
date
Identification
Company
Code

Click on Execute
On execution it will show the print preview of the payment advice generated for two
vendors as specified in the automatic payment run
First Page

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Module Name

Finance & Controlling

Business Process

Payment Procedures

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Module Name

Finance & Controlling

Business Process

Payment Procedures

Data in the payment advice


Field Name
Logo
Heading
Vendor
Name
Address

Description
Company Logo
Form Heading
Name of the vendor

Code

Vendor code

Values( Example )
BSNL Logo
Payment Advice
Tshering

Vendor Address

1005107
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User Manual

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Module Name

Finance & Controlling

Business Process

Payment Procedures

Payment
Date
Reference
No
Payment
Mode
BSNL Bank
Details

Date of making
payment
Payment Document
number
Mode through which
payment is done
BSNL Bank through
which payment is
done

08.08.2011

Instrument
No
Description

Cheque No

Will be updated if payment is done through


cheque payment method

Invoice
Date
Invoice No
PO number

Bill Date

Date of the vendor bill number

Bill number
Purchase Order
number
Bill amount

Bill number entered while posting invoice


Purchase order for which invoice is posted

Amount of deduction

Total deduction amount calculated per invoice


( explanation in the annexure page )
Amount of the final payment

Invoice
amount
TDS/
Deduction
Payment
Amount
Amount in
words
Footer

Will be generated after payment run


RTGS

Text in the payment


advice

Final paid amount


Payment amount in
words
BSNL Company Code
name and Address

Amount of the vendor invoice

Final payment amount in words


Name and Address of the paying company
code

Second page

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User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

Data in the Annexure


Field Name
Logo
Heading
Vendor
Account no
Invoice No
BSNL Ref
No
TDS
Deduction
Other

Description
Company Logo
Form Heading
Vendor Code

Values( Example )
BSNL Logo
Details of Deduction
1005107

Bill number
SAP Document
number
Amount of TDS
deducted per
invoice
Any credit memo

Bill number entered while posting invoice


1900000105
167899
4000
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Deduction
Reason for
deduction

User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

posted against
the invoice
Text for the
deduction in
case credit
memo is posted

Click on back button


In case you want to send the payment advice before doing payment run , the
system gives below error message

Therefore payment run is mandatory for sending the payment advice to vendors
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User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

Once payment run is done , then for sending payment advice through mail to
vendors , put tick on
Click on execute
. On execution it gives below message based on the mail id of
the vendors existing in the vendor master

In case you want to send mail to both the vendors , then click on

otherwise
On clicking
, it will go back to the previous screen and allow user to
add mail address in the vendor master
After updating mail address in the vendor master go again to the Tcode ZFI048_1
and select the option to send mail to vendor . In that case system gives below
message

Click on

to send mail . System gives below message

Below screenshot of the PDF received by the vendor


Payment Advice.pdf

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User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

Once mail is send , if user again wants to send mail to vendor then on execution
system gives below message

If you want to resend and select


, then again mail will be sent to
vendor but with word DUPLICATE at the header level
Attached the mail , received by the vendor

Payment
Advice_Duplicate Copy.pdf

Press Shift+F3 to return to the SAP Easy Access screen. The system task is complete

1. RTGS and NEFT printout


To take the printout of the RTGS and NEFT form , go to Tcode ZFI031
Via Transaction Code
ZFI031

Update the following Required ( R ) and Optional ( O ) field


Field Name

Description

R/O

Payment Run
date
Identification
Company
Code
Office Address
Telephone
Number
Fax Number

Run date in automatic payment run

Values( Example
)
08.08.2011

Identification specified in payment run


Identifying the company code

R
R

UMANL
1021

Address of the company


Telephone No of the company

O
O

CP DELHI
9866899990

Fax Number of the company

012458765456

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User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

Click on Execute
On execution it will show the print preview of the RTGS and NEFT form generated for
two vendors as specified in the automatic payment run

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User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

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FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

Data in the payment advice


Field Name
Logo
Heading

Description
Company Logo
Company Name

Values( Example )
BSNL Logo

Office
Address
Tel No

Address given in first


screen
Tel No given in first
screen
Fax No given in first
screen
Details required in the
mandate form

CP DELHI

Fax No
Heading
line

9866899990
012458765456

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BSNL Bank
details
Vendor
Bank
details
Amount
Authorised
Signatory

User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

Bank to be identified
for payment
Account number and
account type of the
vendor bank account
as specified in the
vendor master
Total amount due
Signature of
authorized person

Here RTGS / NEFT depends upon the total


amount to be paid . If amount is more than
Rs. 2 Lakh then RTGS will come otherwise
NEFT will come
Corporation Bank
786543467789
Current Account

1709986
After printout of the form , the authorized
person can take printout

Before making payment run , the printout of the form cannot be taken .The Print
option will be deactivated

Therefore payment run is mandatory for generating the payment form


Once the payment run is done , The PRINT option will be activated and user can
take the printout of the form
After entering below details , click on Execute

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User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

On execution , system gives below message box

Click on
option , the print preview of the form will appear . Here
select PRINT option and give printout
Once the payment run is done , then the above number will appear in the printout
form

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Module Name

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Business Process

Payment Procedures

This is combination of Payment method : Run Date / Identification / Payment


document number / Company code

System gives message as


To take printout , go to SP01 , select Spool number and take printout.
After taking printout once , if user again wants to take printout , then printout can
be taken but the word DUPLICATE will come in the printout at header level

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User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

Press Shift+F3 to return to the SAP Easy Access screen. The system task is complete

2. Automatic Bank Payment File Extraction


To create the payment file to be send to the bank for making payment through RTGS
/ ECS , go to Tcode ZFI114
Via Transaction Code
ZFI114

Update the following Required ( R ) and Optional ( O ) field


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User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

Field Name

Description

R/O

Paying Company
Code
Run date

Identifying the company code

Values( Example
)
1021

Run date in automatic payment


run
Identification specified in payment
run

08.08.2011

UMANL

Identification

Click on Execute
On execution it will show the vendors selected for including in the payment file to
be sent to the bank for final payment

In case you want to generate the payment file before doing payment run , the
system gives below error message

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User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

Therefore payment run is mandatory for generating the payment file


After doing payment run , on selecting the
, system
give details of the payment document number and the folder path where file is
generated

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FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

Go to the folder path and check the payment file .

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Module Name

Finance & Controlling

Business Process

Payment Procedures

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User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

After generating the payment file once , if user again wants to generate the file and
selects the below option

, system gives below message

Press
Below screen will come

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User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

It shows that file already generated and gives the path where file is stored , user
name , date and the time
Press Shift+F3 to return to the SAP Easy Access screen. The system task is complete

3. IFSC Details for RTGS /NEFT payments


The purpose of this development is to generate the single RTGS and NEFT form to
be sent to the bank for making vendor payments . Once the Automatic payment run
is done , then giving Run Date and ID , the RTGS / NEFT form can be generated and
print the same for sending the same to bank .
Give company code , Run Date and ID used for vendor payments , the RTGS / NEFT
payment form can be generated which will give vendor wise details to bank for
making payments . The user can take the printout of the same and send to bank for
further processing . Following details are available :
i) Vendor Name
ii) Vendor Account number
iii) Vendor IFS code
iv) Amount to be paid
v) BSNL Bank details
To create the payment file to be send to the bank for making payment through RTGS
/ ECS , go to Tcode ZFI170
Via Transaction Code
ZFI170
Update the following Required ( R ) and Optional ( O ) field
Field Name

Description

R/O

Paying Company
Code
Run date

Identifying the company code

Values( Example
)
1021

Run date in automatic payment


run
Identification specified in payment
run

08.08.2011

UMANL

Identification

Page 28 of 49

User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

Click on
In case you want to generate the IFSC Details for RTGS /NEFT payments before
doing payment run , the system gives below message

Click on
On execution it will show the print preview of the RTGS and NEFT form generated for
two vendors as specified in the automatic payment run

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Module Name

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Business Process

Payment Procedures

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Business Process

Payment Procedures

Once the payment run is done and after entering below details , click on

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Module Name

Finance & Controlling

Business Process

Payment Procedures

On execution it will show the print preview of the RTGS and NEFT form generated for
two vendors as specified in the automatic payment run

Here select PRINT option and give printout

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User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

System gives message as


To take printout , go to SP01 , select Spool number and take printout.
After taking printout once , if user again wants to take printout , then printout can
be taken but the word DUPLICATE will come in the printout at header level

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Module Name

Finance & Controlling

Business Process

Payment Procedures

Attached the PDF of the duplicate form

IFSC Details for


RTGS NEFT Payments.pdf

Press Shift+F3 to return to the SAP Easy Access screen. The system task is complete

4. Vendor Master Report


The purpose of this development is to generate the list of the vendor details based
on the vendor number given or Vendor Account group .
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User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

This list provides the complete list of the vendor details like name , bank details ,
PAN number , Excise details , CIN details
Based on the vendor Account number given or Vendor Account group given the
complete list of vendor details can be fetched . This list will give the following
details for the vendor :
i)
Vendor Name
ii)
Bank details
iii)
CIN Details
iv)
Excise details
v)
PAN number
User can download the same details in excel and keep same for record purpose
Go to Tcode ZFI172
Via Transaction Code

ZFI172

Update the following Required ( R ) and Optional ( O ) field


Field Name

Description

R/O

Vendor
Account
Number
Vendor
Account
Group
Company
Code

Vendor Account Number

Vendor Account Group

Z001

Company Code

1021

Click on Execute

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Values( Example
)

User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

On execution it will show the vendor master report


Press Shift+F3 to return to the SAP Easy Access screen. The system task is complete

5.

Upload Vendor CIN Details

The purpose of this development is to upload the CIN details of the vendors once
the vendor master is created . The various details which can be uploaded includes
Excise details , service tax details , PAN details
Once the vendor master is created , the CIN details for multiple vendor master can
be uploaded using the BDC upload format . The BDC upload format is attached
herewith :

Vendor CIN details


upload format .xls

Instead of entering details for each vendor separately , the data can be mapped in
the attached excel format and using ZFI157 all vendor CIN details can be uploaded
in one go .
Via Transaction Code

ZFI157

Update the following Required ( R ) and Optional ( O ) field


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Module Name

Finance & Controlling

Business Process

Payment Procedures

Field Name

Description

R/O

File

Vendor CIN details excel

Mode

Processing mode

Values( Example
)
Vendor CIN
details excel
E

Click on Execute

Go to TCode XK03
Update the following Required ( R ) and Optional ( O ) field
Field Name

Description

R/O

Vendor
Company Code

Vendor
Company Code

R
R

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Values( Example
)
1005089
1021

User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

Press Enter

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Business Process

Payment Procedures

Click on

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Module Name

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Business Process

Payment Procedures

Click on the tab

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Business Process

Payment Procedures

Click on the tab

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FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

Press Shift+F3 to return to the SAP Easy Access screen. The system task is complete

6. Temporary Advance Status Report


The purpose of this development is to get both the current and detailed status of
the temporary advance and its settlement . The report can be fetched giving details
of the total advances which is approved and advances which are not approved .
Based on the different criteria such as Company code , employee vendor code ,
Request number the report for temporary advances which are approved and which
are pending can be fetched . Also the status report of the temporary advance
current detail and detailed view can be generated . Following details can be derived
from the report :
i)
ii)
iii)
iv)
v)

Approval status
Remarks given at different levels
Time and Date of action
Amount approved
Final SAP document generated

Go to Tcode ZFI070
Via Transaction Code

ZFI070

Update the following Required ( R ) and Optional ( O ) field


Field Name

Description

R/O

Company Code
Business Area
Employee Vendor
Code
Date Range
Request No
Status

Identifying the company code


Identifying the business area
Employee Vendor Code

R
O
O

Date Range
Temporary Advance Request No.
Request Status

O
O
O

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Values( Example
)
1080
8001
98001234
T00000000053

User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

Click on

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Module Name

Finance & Controlling

Business Process

Payment Procedures

Temporary Advance Status Report gets displayed.


Click on the back

button

Enter the below details

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FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

Click on

Press Shift+F3 to return to the SAP Easy Access screen. The system task is complete

7. Temporary Advance Status Details


The purpose of this development is to check the status of both temporary advance
request number and its settlement . This is required for checking the current status
of any temporary advance applied by user .
Here giving the request number of temporary advance and making selection for
advance details / settlement details the detailed screen of the request / settlement
will appear which will give details of the current status , amount , approving level of
the request / settlement . This will help in tracking the status of the request /
settlement.
Go to Tcode ZFI174
Via Transaction Code

ZFI174

Update the following Required ( R ) and Optional ( O ) field


Field Name

Description

R/O

Request No

Temporary Advance Request No.

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Values( Example
)
T00000000053

User Manual

FI : Accounts Payable

Module Name

Finance & Controlling

Business Process

Payment Procedures

Click on

Click on the back

button

Enter the below details & click on


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Payment Procedures

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Press Shift+F3 to return to the SAP Easy Access screen. The system task is complete

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