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EHP6 for SAP ERP

6.0
March 2012
English

Accounts
(157)

Receivable

Business Process Documentation

SAP AG
Dietmar-Hopp-Allee 16
69190 Walldorf
Germany

SAP Best Practices

Accounts Receivable (157): BPD

Copyright
2012 SAP AG. All rights reserved.
SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP BusinessObjects Explorer, StreamWork, SAP
HANA, and other SAP products and services mentioned herein as well as their respective logos are trademarks
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respective logos are trademarks or registered trademarks of Business Objects Software Ltd. Business Objects
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contained in this document serves informational purposes only. National product specifications may vary.
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Icons
Icon

Meaning
Caution
Example
Note
Recommendation
Syntax
External Process
Business Process Alternative/Decision Choice

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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Content
Accounts Receivable........................................................................................................................... 6
1

Purpose........................................................................................................................................ 6

Prerequisites................................................................................................................................ 7
2.1

Master Data........................................................................................................................... 7

2.2

Roles..................................................................................................................................... 7

Process Overview Table............................................................................................................... 9

Process Steps............................................................................................................................ 16

4.1

Creating a Customer Master Record...................................................................................16

4.2

Creating a One-Time Account............................................................................................. 16

4.3

Posting a Down Payment Request......................................................................................17

4.4

Posting a Down Payment Manually.....................................................................................18

4.5

Posting a Customer Invoice.................................................................................................20

4.6

Posting a Credit Memo with Reference to the Invoice.........................................................23

4.7

Down Payment Clearing Manually......................................................................................28

4.8

Post Payments using Automatic Payments Program..........................................................29

4.9

Outgoing Payments - Manually........................................................................................... 31

4.10

Post Incoming Payment from Customer Manually...........................................................33

4.11

Maintain Lockbox File...................................................................................................... 34

4.12

Post Lockbox File............................................................................................................ 35

4.13

Postprocess Lockbox....................................................................................................... 37

4.14

Run Batch Input to Update Customers............................................................................38

4.15

Automatic Clearing of open items in customer accounts.................................................39

4.16

Manual Clearing of Open Items in Customer Accounts...................................................40

4.17

Manual Bank Statement................................................................................................... 42

4.18

Reprocessing an Account Statement...............................................................................45

4.19

Dunning........................................................................................................................... 46

4.20

One-Time-Accounts Postings (SD)..................................................................................49

4.21

Setting a Credit Limit....................................................................................................... 53

4.22

Credit Control Reporting.................................................................................................. 54

4.23

Displaying a Customer Accounting Document.................................................................55

4.24

Displaying and Changing Customer Line Items...............................................................56

4.25

Displaying Customer Balances........................................................................................58

Appendix.................................................................................................................................... 60

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5.1

Reversal of Process Steps.................................................................................................. 60

5.2

Used Forms......................................................................................................................... 60

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Accounts Receivable
1 Purpose
This scenario deals with posting accounting data for customers in Accounts Receivable. From there,
the data is sorted by customer and made available to other areas such as the Sales and Distribution
system. When you post data in Accounts Receivable, the system creates a document and passes
the data entered to the general ledger. General ledger (Profit and Loss) accounts and customer
accounts are then updated according to the transaction concerned (receivable, down payment,
credit memo, and so on) customer payment activities. All business transactions are posted to and
managed by means of accounts and for this a customer master records are created. One time
Customers are used for avoiding building up of huge master data volume.
Business Process Accounts Receivable focuses on the following activities:
o

Post down payment request

Post down payment manually

Post customer invoice

Post a credit note with invoice reference

Posting Payments Using the Payment Program

Posting Manual Payment

Maintaining & Posting Lockbox file

Automatic Clearing of open items in customer accounts

Manual Clearing of open items in customer accounts

Manual Bank Statement Processing

Reprocessing an Account Statement

Dunning

One-Time-Accounts Postings

Setting a Credit Limit

Credit Control Reporting

General Business Processes: In this document you can find some transactions that cover the
following general business processes
o

Displaying an accounting document.

Displaying and Changing Line Items

Displaying Balances

Reversing a Document

Reversing a Document Individual Reversal

Reversing a Document Mass Reversal

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2 Prerequisites
Master Data
You have entered the master data required to go through the procedures of this scenario. Ensure
that the following scenario-specific master data exists before you test this scenario:
Master
Data

Value Selection Comment

Customer

All

For master data creation compare Create Customer


Master (155.18)

Roles
Use
The following roles must have already been installed to test this scenario in the SAP NetWeaver
Business Client (NWBC). The roles in this Business Process Documentation must be assigned to
the user or users testing this scenario. You only need these roles if you are using the NWBC
interface. You do not need these roles if you are using the standard SAP GUI.

Prerequisites
The business roles have been assigned to the user who is testing this scenario.

Details

Business Role

Activity

Transaction

Employee
(Professional
User)

SAP_NBPR_EMPLOYEE_S

Assignment of this role is


necessary for basic
functionality.

Accounts
Receivable
Accountant

SAP_NBPR_AR_CLERK_S

F-37
F-29
FB75
F-39
F110
F-31
F-28
F.13
F-32
F150
F.2B
FB03

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Details

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Business Role

Activity

Transaction
FBL5N

Accounts
Receivable
Manager

SAP_NBPR_AR_CLERK_M

FD32
F.31
FD10N

Bank
Accountant

SAP_NBPR_BANKACC_S

FF67
FEBA_BANK_STATEMENT

Accounts
Receivable
Account - FI
Only

SAP_NBPR_AR_FI_ONLY_S

FB70
This role is needed if the
component SD is not in scope.
Do not use this role if invoices
are created with the SD
component.

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3 Process Overview Table


Process
step

External
process
reference

Business
condition

Creating a
customer
Master
record

See Create
Customer
Master
(155.18)
scenario

Creating one
time Account

See Create
Customer
Master
scenario

Business
role

Transaction code

Expected
results

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

See Create Customer


Master (155.18)
scenario

The
customer
master
record has
been
created and
the account
can now be
posted

One-time
accounts are
used to
manage onetime
customers

See Create Customer


Master scenario

The onetime
customer
account is
created.

Posting
Down
Payment
Request

These noted
items are
required to
enable the
system to
post the down
payments to
your
customer
automatically
using the
payment
program.

Accounts
Receivable
Accountant

F-37

The down
payment
request is
posted to the
customer
account. (A
statistical
item,
relevant for
subsequent
processing,
has been
posted.)

Posting a
down
payment
manually

You can post


down
payments
received
either
manually or
automatically

Accounts
Receivable
Accountant

F-29

The
document
posts the
bank
account on
the debit
side and the
customer
with the
alternative
reconciliation
account
(Down

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Process
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Accounts Receivable (157): BPD

External
process
reference

Business
condition

Business
role

Transaction code

Expected
results
payments
received) on
the credit
side. The
system
automatically
sets a
payment
block in the
down
payment

Post
Customer
Invoice with
Billing in
Sales and
Distribution

See Sales
Order
Processing
: Sale from
stock 109)
scenario

Post
Customer
Invoice in
Accounting

Posting a
Credit Memo
with
Reference to
invoice

Post invoice
for the
Customer

See Sales
Order
Processing
: Sale from
stock 109)
scenario

See Sales Order


Processing: Sale from
stock 109) scenario

Customer
invoice
document
posted to
allow
payment
from
customer

Customer
invoices are
posted in
accounting
application
without SD
integration

Accounts
Receivable
Account FI Only

FB70

Accounting
documents
are created.

Processing:
Credit
Memo
Processing
(204)
scenario

Processing: Credit
Memo Processing (204)
scenario

Credit
memos are
created.

Credit
Memo
Processing
(204)
scenario

Posting a
Credit Memo
with
Reference to
the Invoice in
Sales and
Distribution

Based on a
query of the
customer, you
decide to
grant him a
credit note

Accounts
Receivable
Accountant

FB75

Accounting
documents
are created.

Posting a
Credit Memo
in Accounts
Receivables

Based on a
query of the
customer, you
decide to
grant him a
credit note

Accounts
Receivable
Accountant

FB75

Accounting
documents
are created.
No
integration
with SD
application.

Down

After you

Accounts

F-39

Down

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External
process
reference

Business
condition

Business
role

Transaction code

Expected
results

Payment
Clearing
Manually

have issued
the final
invoice, the
down
payment
documents
are cleared
manually with
the invoice, if
the
settlement of
down
payments has
not been
carried out
automatically.

Receivable
Accountant

Posting
Payments
Using the
Payment
Program

The payment
program
enables you
to carry out
automatic
payment
transactions
with
customers

Accounts
Receivable
Accountant

F110

The
difference
between the
down
payment (if
any), the
credit note (If
any) and the
invoice is
now posted
automatically
by the
payment
program

Outgoing
payments
manually

The manual
outgoing
payment
enables you
to post
outgoing
payments
without
automatic
program

Accounts
Receivable
Accountant

F-31

The payment
is deposited
in bank and
invoices
identified for
the payment
are cleared

Posting
Payments
Using the
manual
payment

The manual
payment
enables you
to post the
payment
transactions
with
customers

Accounts
Receivable
Accountant

F-28

The payment
is deposited
in bank and
invoices
identified for
the payment
are cleared

payments
are cleared
manually
with the
invoice

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Process
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Accounts Receivable (157): BPD

External
process
reference

Business
condition

Business
role

Transaction code

Expected
results

Maintain
Lockbox File

Customer
invoice must
exist.

Accounts
Receivable
Accountant

Manual step outside


SAP ECC system

Payment
information
entered into
lockbox file
in BAI2
format.

Post Lockbox
File

Lockbox file
from the bank
is ready for
processing in
the system

Accounts
Receivable
Accountant
(US)

FLB2

Payments
are
deposited in
bank and
invoices
identified for
the
payments
are cleared,
where
possible.
A log
showing
processing
status of the
checks is
created

Postprocess
Lockbox

Some
payments in
the lockbox
file could not
be
systematically
applied fully
to Customer
invoices, so
further
manual
processing is
needed to
apply
payments
completely.

Accounts
Receivable
Accountant
(US)

FEBA_LOCKBOX/FLB1

The lockbox
clearing
account has
a 'zero'
balance
because all
payments in
the lockbox
file must be
processed
by either
applying to
Customer
account or
being
written-off.

Run Batch
Input to
Update
Customers

Customer
bank data
updates
identified by
the lockbox
program have
been placed
into a batch
Input session

Finance
Manager

SM35

All Customer
bank
updates
identified by
the lockbox
program
have been
entered into
the

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External
process
reference

Business
condition

Business
role

Transaction code

to apply the
updates to
the Customer
master
records.

Expected
results
Customer
master
records.

Automatic
Clearing

You can
periodically
clear
customer
account with
open items

Accounts
Receivable
Accountant

F.13

All the open


items that
have
identical
debit and
credit
amounts are
cleared.

Manual
Clearing

Clearing of
open
customer
items using
manual
process

Accounts
Receivable
Accountant

F-32

The open
items
selected in
the account
have been
cleared. If a
difference is
determined,
a residual
item or a
new open
item is
created.

Manual Bank
Statement
Processing

The bank
credits the
check, the
bank transfer,
and the
foreign bank
transfer
directly from
your account.

Bank
Accountant

FF67

Those items
that had
been posted
on the bank
sub account
have been
cleared with
the items
created
during the
bank
statement
processing.

Reprocessing
an Account
Statement

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

Bank
Accountant

FEBA_BANK_

Those items
that had
been posted
on the bank
sub account
have been
cleared with
the items
created

STATEMENT

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Process
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Accounts Receivable (157): BPD

External
process
reference

Business
condition

Business
role

Transaction code

Expected
results
during the
bank
statement
processing.

Dunning

Overdue
items exist in
the respective
customer
accounts, If
necessary,
calculate the
interest on
arrears and
send letter to
customer

Accounts
Receivable
Accountant

F150

The dunning
notices are
now printed.
The dunning
data has
been
updated in
the customer
master
records and
in the open
items (last
dunning level
and last
dunning
date).

One-time
accounts are
used to
manage onetime
customers

See Sales
Order
Processing
: Sale from
stock 109)
scenario

See Sales Order


Processing: Sale from
stock 109) scenario

The
document is
posted to the
one-time
domestic
account

One-TimeAccounts
Postings in
Accounting

One-time
customer
invoices are
posted in
accounting.

Accounts
Receivable
Accountant
- FI Only

FB70

Accounting
documents
are created.

Setting a
Credit Limit

You set credit


limits for
customers

Accounts
Receivable
Manager

FD32

The credit
limit is set for
the account.

Credit
Control
Reporting

Several credit
control
reports are
available. The
Overview
report is
described
here as an
example

Accounts
Receivable
Manager

F.31

The system
displays a
credit
overview for
customer

One-TimeAccounts
Postings in
Sales and
Distribution

See Sales
Order
Processing
: Sale from
stock 109)
scenario

Reporting

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Process
step

Accounts Receivable (157): BPD

External
process
reference

Business
condition

Business
role

Transaction
code

Expected
results

Displaying a
customer
accounting
document.

How to
display an
accounting
document

Accounts
Receivable
Accountant

FB03

Display a
customer
accounting
document.

Displaying
and
Changing
Customer
Line Items

Displaying
and changing
line items in a
customer
account

Accounts
Receivable
Accountant

FBL5N

The line items of


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

Displaying
Customer
Balances

Displaying
customer
account
balances

Accounts
Receivable
Manager

FD10N

Display customer
account balances

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4 Process Steps
Creating a Customer Master Record
Use
In this activity, you create a customer master record.

Procedure

To execute this activity, run the processes in the Create Customer Master (155.18)
scenario, using the master data from this document.

Creating a One-Time Account


Purpose
Business partners who have a business transaction with you only once are called one-time
customers. You do not have to create a master record for one-time customers because you do not
need this master record after the business transaction, and it uses space. You create collective
master records for one-time customers and one-time vendors.

You create a collective master record for a dummy customer that only includes data for
all customers in a certain region. This collective master record can include the following
fields:
o

Master record name

Language

Currency

Sales office processing the data

If a one-time customer from this region orders goods from your company, use the
customer number of the collective master record when processing the sales order. You
enter the address and other data that is not in the collective master record in the sales
order.
One-time accounts are used to manage one-time customers. This avoids large volumes of data
building up in the master records.

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Prerequisites
The account group has been maintained with external, alphanumeric number assignment.

Procedure

To execute this activity, run the processes in the Create Customer Master (155.18)
scenario, section 3.1.5 Create CPD Customer Master Data (Complete)using the
master data from this document.

Result
The one-time customer account is created.

Posting a Down Payment Request


Use
Down payment requests are noted items that do not affect the balance sheet. They can be taken into
consideration in account analysis, the dunning program and in the payment program.

Prerequisites
Customizing for special general ledger transaction F with alternative reconciliation account 214010
has been done.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC
menu

Accounting Financial Accounting Accounts Receivable


Document Entry Down Payment Request

Transaction
code

F-37

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role

Accounts Receivable Accountant


(SAP_NBPR_AR_CLERK_S)

Business role
menu

Accounts Receivable Posting Payments Customer Down


Payment Request

2. On the Customer Down Payment Request: Header Data screen, make the following entries:
Field name

Description

User action and values

Comment

Document Date

Enter document date

For Example, Todays date

Company Code

1000

Currency

USD

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Field name

Description

User action and values

Comment

Reference

Enter reference

For example, REQ 0001

Account

Enter an existing customer


number

Enter an existing customer


number
For example, 100000

Target Sp. GL
Ind.
3. Choose New Item.

4. On the Customer Down Payment Request: Add Customer Item screen, make the following
entries:
Field name

Description

User action and


values

Comment

Amount

Any amount

For example, 1900

Calculate
tax

Due On

Date in the future

For example, Todays date + 1


month

5. Choose Post (Ctrl+ S).

Result
The down payment request is posted to the customer account. On the posted document you find the
Special G/L account (Down payment requests (customers)). The balance of the G/L account and that
one of the customer account has not been updated. A statistical item, relevant for subsequent
processing, has been posted.

Posting a Down Payment Manually


Use
You can post down payments either manually or automatically (payment program SAPF110V,
automatic debit, or bank direct debit payment method; the down payment request must already be
posted).
The manual posting process is described below. You process like this especially in case of manual
payment or a manual step by step posting of the account statement.

Prerequisites
The Customizing settings for special general ledger transaction A with alternative general ledger
account 214010 (Down payments & Requests) have been made.

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

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Option 1: SAP Graphical User Interface (SAP GUI)


SAP ECC
menu

Accounting Financial Accounting Accounts Receivable


Document Entry Down Payment Down Payment

Transaction
code

F-29

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role

Accounts Receivable Accountant


(SAP_NBPR_AR_CLERK_S)
Accounts Receivable Posting Payments Post Customer
Down Payment

Business role
menu

2. On the Post Customer Down Payment: Header Data screen, make the following entries:
Field name

Description

User action and


values

Comment

Document
Date

Enter document
date

For Example, Todays date

Company
Code

1000

Currency

USD

Reference

Enter reference

Choose the reference entered in the


down payment request.
For Example, REQ 0001

Customer
Account

Enter customer

Enter the customer from the down


payment request.
For Example, 100000

Special G/L
Indicator

Bank
Account

Bank G/L account


to be posted

For Example, 113016

Amount

Any amount

Enter the amount from the down


payment request entered in previous
step.
For Example, 1900

Value Date

Value date of
down payment

For Example, Todays date

3. Choose Requests.
4. From the menu, choose (NWBC: More ) Edit Choose Request.
5. On the Post Customer Down Payment: Choose Requests screen, select the required item.

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6. Choose Post (Ctrl+ S).


The system displays the message Document XXXXXXXXXX was posted in company code
1000. Check the posted document using Document -> Display.
If you post a down payment without first posting the associated down payment request, carry out
steps 1 and 2 only. Then proceed as follows:
In step 3 choose New Item instead of Requests.
1. On the Post Customer Down Payment: Add Customer Item screen, enter the required data.
Field
name

Description

User action and


values

Comment

Amount

Down payment
amount

For Example, 1900

Due On

Date in the future

For example, Todays date + 1


month1

2. Choose Post (Ctrl+ S).


3. Check the posted document using Document -> Display.

Result
The document posts the bank account (Customer incoming payments) on the debit side and the
customer with the alternative reconciliation account (Down payments received) on the credit side.
The system automatically sets a payment block in the down payment. The calculated tax has been
posted.
If selected during posting, the request has been cleared.

Posting a Customer Invoice


Use
Customer invoices can be created with the components Sales and Application (SD) or Financials
(FI).
SAP Best Practices packages require postings of customer invoices with the sales and distribution
transactions as soon as the Sales and Distribution (SD) component is in scope. Customer invoices
should be posted in accounting area in case if scenarios in Sales and Distribution application are not
available.

Proceed with process step Posting a Customer Invoice with Billing in Sales and
distribution if the Sales And Distribution (SD) component is in scope. This ensures full
integration of the sales and distribution and accounting/controlling functionality.

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Proceed with process step Posting a Customer Invoice in Accounting in case if the Sales
and Distribution (SD) component is not in scope. Billing functions are not applicable.

Posting a Customer Invoice with Billing in Sales and Distribution


Use
You post customer invoices for the goods and services shipped to customer. You need customer
invoice to carry out customer payment, credit memo if any against this invoice and to adjust down
payment against this invoice and credit memo.

Prerequisite
The Sales and Distribution (SD) component is in scope.

Procedure

To execute this activity, run the processes in the Sales Order Processing: Sale from
stock (109) scenario, using the master data from this document.

Posting a Customer Invoice in Accounting


Use
Customer invoices are posted in accounting. Accounting documents are created.

Prerequisite
The Sales and Distribution (SD) and COPA component is not in scope
Customer master data should exist (see process step Creating a Customer Master Record or
Creating a One-Time Account.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Accounting Financial Accounting Accounts Receivable


Document Entry Invoice

Transaction
code

FB70

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Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role

Accounts Receivable Account - FI Only


(SAP_NBPR_AR_FI_ONLY_S)

Business role
menu

Accounts Receivable Posting Invoice Enter Outgoing


Invoices

When you call up the transaction for the first time, a dialog box appears for you to enter
the company code. Enter company code. To change the company code in the
transaction, choose Edit Change Company Code. Then choose Continue.
2. On the Basic Data tab page in the Enter Customer Invoice: Company Code 1000 screen, enter
the following data.
Field Name

Description

User Action and Values

Comment

Customer

Customer Number

For example, 100000

Invoice Date

Date

For Example Todays date

Reference

<Any reference>

Amount

<any amount>

Currency

USD

Calculate Tax

For example 5800

Select the check box

Based on the previously posted down payment the system reacts with a message about
the existing amount of down payments. Confirm this message with Continue (Enter).
3. On the Payment tab page in the Enter Customer Invoice: Company Code 1000 screen, enter
the following data.
Field
Name

Description

User Action and


Values

Comment

Bline Date

Baseline Date for Due Date


Calculation

Date

For example todays


date

Payt
terms

For example 0001

Pmt
Method

Check payment
method

4. Enter the following data for the line item:


Field Name
G/L acct

Description

User Action
and Values

Comment

<revenue
account>

For example 410000

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D/C

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Debit/Credit

H Credit

Amount in
Document
Currency

<any amount>

For example $ 5800


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

Tax Code

<tax code>

For example O1 ( tax on


sales/purchases)

If profit centers exist they should also be entered in the field Profit Center. In this case
scroll to the right to fill in the field.
5. To check the document before it is posted, choose Simulate (F9).
This enables you to display the document, including the tax on sales/purchases to be posted,
and to correct it if necessary.
6. Choose Post (Ctrl+S). The system may prompt you with an Information dialog box that a down
payment exists. Confirm the Information dialog box by choosing Enter.
In the lower area of the screen, the system generates the message: Document 18000000xx was
posted in company code 1000, where xx is the sequential document number posted by the
system.
7. Make a note of the invoice document number for later use in clearing and credit note posting.

Result
The customer invoice is posted and the G/L account and customer transaction figures are updated.

Posting a Credit Memo with Reference to the Invoice


Use

Proceed with process step Posting a Credit Memo with Reference to the Invoice in
Sales and Distribution if the Sales And Distribution (SD) component is in scope. This
ensures full integration of the sales and distribution and accounting/controlling
functionality.

Proceed with process step Posting a Credit Memo in Accounts Receivables if the Sales
and Distribution (SD) component is not in scope

Posting a Credit Memo with Reference to the Invoice in Sales and


Distribution
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Use
Based on a query of the customer, you decide to grant the customer a credit note.
You post the credit memo with reference to the original invoice. This allows the system to connect
the relevant information and ensure a consistent processing.

To execute this activity, run the processes in the Credit Memo Processing (204)
scenario, using the master data from this document.
In exceptional case, you can post the credit memo with accounts receivable. Examples
are credit memos for customers that cannot be posted in SD because of missing line
items identifications.

Prerequisites
A customer invoice was posted within the previous step.

Procedure

If you post the credit memo with sales transaction (SD), run the processes in the Credit
Memo Processing (204) scenario.
Otherwise make the following steps.
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Accounting Financial Accounting Accounts Receivable


Document Entry Credit Memo

Transaction
code

FB75

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role

Accounts Receivable Accountant


(SAP_NBPR_AR_CLERK_S)

Business role
menu

Accounts Receivable Posting Invoice Enter Outgoing Credit


Memos

2. On the Basic Data tab page in the Enter Customer Credit Memo: Company Code 1000 screen,
make the following entries:
Field Name
Customer

Description

User Action
and Values

Comment

Select
Customer

Enter the customer from the down


payment request and posted customer
invoice.

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For example 100000


Document
Date

Enter document
date

For example Todays date

Reference

Enter invoice
reference

For example 12345

Amount

Credit memo
amount

For example 300

Currency

USD

Calculate
tax

3. Enter the following data for the first line item:


Field Name

Description

G/L
Account

User Action and Values

Comment

Specify G/L account to be


posted

410004 (Sales revenue


with cost element; cost
element category 11 if
CO-PA is activated; else
cost element category
blank)
Cost element 410004 is
assigned in CO-PA
transfer structure 410004

Amount in
doc. curr.

Amount in document currency

For example 300

Tax Code

Select tax code

For example O1

Profitability
Segment

Select the arrow in column


profit.segm. In Assignment to
a Profitability Segment screen
enter the customer number in
the Customer field. Choose
Continue (enter).

Example:
Customer 100000
This assignment is
required only if CO-PA is
activated (operating
concern exists and is
assigned to controlling
area).

4. Choose the Payment tab.


5. On the Payment tab, make the following entries:
Field
Name

Description

User Action
and Values

Comment

Inv.ref.

Invoice
reference

Invoice
document
number

Invoice Reference: enter the number of


the invoice you created for the customer

6. Choose Enter. The system displays the message Data was copied. Choose Enter again to
confirm the message
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If you enter the FI document number of the invoice in the Invoice Reference field, the
invoice payment data is automatically copied (baseline date for payment, terms of
payment). This is logged with the displayed system message.
If you do not enter an invoice reference, the credit memo created is due immediately.
7. Choose Post (Ctrl+S). The system displays the message Document XXXXXXXXXX was posted
in company code 1000. (XXXXXXXXXX is the assigned document number).

Result
If you post the credit memo with reference to the invoice, the system automatically transfers the
terms of payment from the invoice to the credit memo.

Posting a Credit Memo in Accounts Receivable


Use
Based on a query of the customer, you decide to grant the customer a credit note.
You post this document with reference to the original invoice. This allows the system to connect the
relevant information and ensure a consistent processing.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Accounting Financial Accounting Accounts Receivable


Document Entry Credit Memo

Transaction
code

FB75

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role

Accounts Receivable Accountant


(SAP_NBPR_AR_CLERK_S)

Business role
menu

Accounts Receivable Posting Invoice Enter Outgoing Credit


Memos

2. On the Basic Data tab in the Enter Customer Credit Memo: Company Code 1000 screen, make
the following entries:
Field Name
Customer

Description

User Action
and Values

Comment

Select
Customer

Enter the customer from the down


payment request and posted customer
invoice.
For example 100000

Document
Date

Enter document
date

For example Todays date

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Reference

Enter invoice
reference

For example 12345

Amount

Credit memo
amount

For example 300

Currency

USD

Calculate
tax

3. Enter the following data for the first line item:


Field Name

Description

G/L Account

D/C

Debit/Credit

User Action and Values

Comment

Specify G/L account to be posted

For example
revenue account
410004

S Debit

Amount in
doc. curr.

Amount in document currency

For example * or
300

Tax Code

Select tax code

For example O1

Profitability
Segment

Choose the arrow in the column. In the


dialog box Assignment to a Profitability
Segment; enter the customer number;
choose Continue.

Example:
Customer:
100000
Is only relevant,
if CO-PA is
active.

If profit centers exist they should also be entered in the field Profit Center. In this case
scroll to the right to fill in the field.
4. Choose the Payment tab page.
5. On the Payment tab page, make the following entries:
Field
Name

User Action and


Values

Comment

Inv.ref.

Invoice document
number

For example enter the number of the invoice you created


before in process Posting a customer invoice.

6. Choose Enter. The system displays the message Data was copied. Choose Enter again to
confirm the message

If you enter the FI document number of the invoice in the Invoice Reference field, the
invoice payment data is automatically copied (baseline date for payment, terms of
payment). This is logged with the displayed system message.
If you do not enter an invoice reference, the credit memo created is due immediately.
7. Choose Post (Ctrl+S). The system displays the message Document XXXXXXXXXX was posted
in company code 1000 (XXXXXXXXXX is the assigned document number).
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Result
If you post the credit memo with reference to the invoice, the system automatically transfers the
terms of payment from the invoice to the credit memo.

Down Payment Clearing Manually


Use
After you have issued the final invoice, normally the down payment documents are cleared
automatically with the invoice. A transfer posting to the normal reconciliation account 214010 is
carried out.
This step is described in scenario Customer Down Payment (201, section 4.11).
If the settlement of the down payment has not been processed automatically, you have to do this
step manually.

Prerequisites
Down payments are posted.
A customer invoice is posted.
The down payments are not cleared automatically with the invoice.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC
menu

Accounting Financial Accounting Accounts Receivable


Document Entry Down Payment Clearing

Transaction
code

F-39

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role

Accounts Receivable Accountant


(SAP_NBPR_AR_CLERK_S)

Business role
menu

Accounts Receivable Posting Payments Clear Customer


Down Payment

2. On the Clear Customer Down Payment: Header Data screen, make the following entries.
Field name

User action and values

Document Date

Todays date

Company Code

<Company Code>

Currency

USD

Comment

1000

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Field name

User action and values

Reference

Clear down payment

Account

<customer account>

Invoice Reference

Document number of the invoice

Comment

100000

3. Choose Process Down Payments and select the corresponding down payment.
4. Choose Save. Ignore the message that appears at the bottom of the screen.

Result
The down payment is cleared. The system posts a new item in the customer account and in account
214010. The new item can now be handled as a partial payment, and included and cleared when an
incoming payment is received (or by the payment program).

Post Payments using Automatic Payments Program


Use
The payment program enables you to carry out automatic domestic and international payment
transactions with vendors and customers and it creates the payment documents.
After a successful payment run, the open customer or vendor items are paid, the items cleared, and
payment media created that you can send to the bank.
In the open item, you can specify a payment currency different from the document currency. You can
also specify an amount that is then paid instead of the gross amount of the item. This means that it
represents the gross amount of the item in the payment currency.

Prerequisites
Master data for customer has been maintained regarding bank data and allowed payment methods.
Customizing for the payment program has been finished. Selection variants for the creation of the
payment media have been created and allocated in Customizing.
On the customer account open due items exist. You can check this using transaction FBL5N
Display/Change Line Items.

If this is not the case, post some invoices as described in section Posting Customer
Invoices.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Accounting Financial Accounting Accounts Receivable


Periodic Processing Payments

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Transaction
code

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F110

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role

Accounts Receivable Accountant


(SAP_NBPR_AR_CLERK_S)

Business role
menu

Accounts Receivable Posting Payments Automatic


Payment

2. On the Automatic Payment Transactions: Status screen, enter the required data.
Field name

Description

User action and values

Comment

Run Date

Any date for identification

For Example, Todays date

Identification

Any identification

For Example, APP1

3. Choose the Parameter tab.


4. On the Automatic Payment Transactions: Parameters screen, enter the required data.
Field name

Description

User action and


values

Comment

Posting Date

Posting date of the


clearing documents

For Example, Todays date

Docs
Entered Up
To

Entry date of the


documents to be
considered

For Example, Todays date

Customer
Items Due By

Specify due date of


items to be
considered

All customers items that are due by


the day entered, are taken into
consideration
For Example, Todays date + 1
month

Company
Codes

1000

Payment
Methods

<Payment Method>

Choose appropriate payment


methods For example I

Next p/date

Specify the day of


the next payment run
execution

Date of next payment run

Specify customer
(from)

Select the customer for whom the


invoice has been entered

Customer

For Example, Todays date + 1


month

For Example, 100000


To

Specify customer (to)

Give the range for customers OR it


can be performed for single
customer. For example, 100000

5. Choose Printout/data medium.


6. Make the following entries:
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Field
name

Accounts Receivable (157): BPD

Description

User action and


values

Comment

Program

RFFOAVIS_FPAYM

Program RFFOAVIS_FPAYM

Variant

YAVIS_I

Store the variant for payment


method I

7. Choose Save Parameters (Ctrl+S).


8. Choose the Status tab.
9. Choose Pmnt Run (Schedule Payment Run (F7)). Confirm the Schedule payment dialog box
with Yes.
10. In the Schedule Payment dialog box enter the following data:
Field name

Description

User action and values

Comment

Start Date

Specify start date

For example, Todays date

Start Time

00:00:00

System Default

Start Immediately

Select the checkbox

11. Choose Schedule (Enter).


12. Keep choosing Status (Shift + F2) until the status text changes to Payment run has been carried
out.
13. To go to the spool administration to print out the checks and payment advices, from the SAP
ECC menu, choose System Own Spool Requests (or use transaction code SP02).
14. Select the relevant spool request and choose Print Directly.

Result
The payment run has been executed. Payments by Collection/Direct debit for customers have been
carried out. The open customer items have been cleared.

Outgoing Payments - Manually


Use
In some circumstances, you need to pay your customer. This may happen if the customer pays more
than what is invoiced amount. Through manual outgoing payment, any type of customer payment
voucher can be posted that include cash, bank transfer, or checks.

Prerequisites
Open items have been posted.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC
menu

Accounting Financial Accounting Accounts Receivable


Document Entry Other Outgoing Payments

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Transaction
code

Accounts Receivable (157): BPD

F-31

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role

Accounts Receivable Accountant


(SAP_NBPR_AR_CLERK_S)

Business role
menu

Accounts Receivable Posting Payments Post Outgoing


Payments

2. On the Post Outgoing Payment: Header Data screen, make the following entries:
Field name

Description

User action and


values

Comment

Document Date

For Example, todays date

Posting Date

For Example, todays date

Company Code

1000

Currency

USD

USD

Reference

(*)

optional

Account

* (bank transfer
domestic account)

For Example, 113005

Amount

For Example, 300

Value Date

For Example, todays date

Account

Enter the existing Customer


with open invoice:

Account Type

Bank data

Open item
selection

3. Choose Process Open Items.


4. On the Process Open Items: select the required item (Open invoices, credit memos, and so on).
5. Choose Post (Ctrl+ S).
The system displays the message Document XXXXXXXXXX was posted in company code
1000. Check the posted document using Document -> Display

Result
The document posts the bank account and the customer account. The selected open item is cleared
by the payment made.

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Post Incoming Payment from Customer Manually


Use
This activity posts the incoming payments from the customer.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Accounting Financial Accounting Accounts Receivable


Document Entry Incoming Payments

Transaction
code

F-28

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role

Accounts Receivable Accountant


(SAP_NBPR_AR_CLERK_S)

Business role
menu

Accounts Receivable Posting Payments Post Incoming


Payments

2. On the Post Incoming payments: Header Data screen, enter the following information:
Field name

User action and


values

Comment

Document date

Enter document
date

For Example, Todays date

Company Code

1000

Currency

USD

Account

Select bank G/L


account to be
posted.

Section Bank G/L Account

Select the amount of a customer


invoice

Amount

Description

For Example, 113006 Bank Boston


(Checks In Concentration
Account)

For Example, 5800


Open item
selectionAccount

Select Customer.

Number of the account from which


the open items are to be selected
for further processing
For Example, 100000

Value Date

Specify value
date.

For Example, Todays date

3. Choose Enter.

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4. On the Post incoming payments Process open items screen, mark the invoices to be applied
against the payment by double-clicking on the amount field or by marking the line and pushing
the Activate Items-button.

You can optionally create residual items, partial payments, or charge of differences.
This step only works as described if the open items selected for the customer account are
inactive after the selection. If this is not the case, you first need to unselect the open items that
you do not need to map against the incoming payment by double-clicking.
The open items selected for the customer account will be inactive initially, if for your user the flag
Selected items initially inactive is set.
In SAP GUI you can review the settings by using transaction FB00 (Accounting Editing Options)
on tab Open items. In SAP NWBC you can review the settings by navigating to Accounts
Receivable Posting Payments Accounting Editing Options, then to tab Open items.
5. Choose

Post.

To check document before posting, choose Simulate (F9) to display document, with
cash discount, automatic pmt. difference entries, and residual items.

Result
The payment is deposited in bank and invoices identified for the payment are cleared. You do not
need to process any other steps in this document.
Debited Accounts

Credited Accounts

Bank

Customer

Pmt. Differences

Payment differences

Customer (Residual items)

Maintain Lockbox File


Use
In a productive environment, the bank provides the lockbox file with the relevant payment
information formatted in the BAI2 standard. For the purposes of this example, you manually edit the
lockbox file.

Prerequisites
A customer invoice must be created.

Procedure
1. Open the file YPCC_BAI2_00.TXT (in the Variants folder on your PC).

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If you do not already have the file on your PC or network resource, contact the persons
who activated the solution in your system to determine the location of this file.
2. Edit the following highlighted (in bold) text:
In the example below:

In the first line, replace the string after YPCCORIGIN (that is 080125) with your current
date (YYMMDD format) and 1030 with your current time.

In the third, sixth, and seventh lines, replace the highlighted text with your current date in the
format YYMMDD.

In the fifth line, replace the highlighted invoice number (starting with 9, 8 digits long) with
your invoice number.

In the fourth, fifth, sixth, and seventh lines replace the highlighted amount with the amount
due on the corresponding invoice for that customer (40000 represents $ 400.00)

100YPCCDESTINYPCCORIGIN0801250030
2IGNOREDBYSAP0000000000
58660010012345080125YPCCDESTINYPCCORIGIN
686600200000400000110003900345205865345205867
4866003601990000010

00000400000000000000

786600400123450801250010000040000
8866005001234508012500010000040000
9000000
3. Save the file to your hard drive with another name.

Result
The payment information is entered into the lockbox file in the BAI2 format.

Post Lockbox File


Use
The lockbox process uses a lockbox clearing account to post all payments directly to bank G/L
account. This allows the bank account to have a correct balance while the clearing account has nonzero balance until all payments are applied to Customers or written off. The lockbox posting log
should be printed for future reference (especially in resolving issues for post-processing). The
lockbox posting log should be printed for future reference (especially in resolving issues for postprocessing). The lockbox process provides Customer updates to bank details, if the data does not
already exist, and the program find payments that can be identified to a specific Customer based on
invoices paid.
The bank sends the lockbox file to Accounts Receivable. The system checks whether the lockbox file
has already been processed based on date and time stamp contained in the file.
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After executing this transaction, you need to view the log that shows the processing
status of the checks.
Option A: If the checks are completely applied, go to step .
Option B: If the checks did not apply completely, go to the next step.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Accounting Financial Accounting Banks Incomings


Lockbox Import

Transaction
code

FLB2

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role

Accounts Receivable Accountant (US)


(SAP_NBPR_US_AR_CLERK_S)

Business role
menu

Accounts Receivable Posting Payments Import Lockbox


File

2. In the Main Lockbox program screen, make the following entries:


Field name

Description

User action and values

Import into bank data storage

Selected

PC Upload

Selected

Lockbox file

YPCC_BAI2_00.TXT

Procedure

Lockbox

Input record format

BAI2

Invoice numbers

Enter: 1

Enhanced invoice no.check

Selected

Algthm: Checks with advice

001

Algthm: Checks without advice

001

Assign value date

Selected

Print statistics

Selected

Comment

We recommend that you create a variant with basic data that can be retrieved before
execution.
3. Choose

Execute.

4. The system displays a lockbox activity report.


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Result
Payments are deposited in the bank and invoices identified for the payments are cleared, where
possible. A log showing processing status of the checks is created.
Debited Accounts

Credited Accounts

Bank (Lockbox Checks in)

Customer

Bank (Lockbox clearing)

Bank (Lockbox clearing)

Pmt. Differences

Payment differences

Customer (Residual items)


Down payment customers
Cash discount paid

Postprocess Lockbox
Use
Lockbox processing creates payments advices for any payment that cannot be applied fully. These
payment advices are stored, and post processing uses these advices to correctly apply payments to
the Customer. You can make changes to advices if needed, or just use the advice to show the
Customer invoices and apply as partial or residual items.

Prerequisites
Lockbox processing has been performed and lockbox data exists to be re-processed.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Accounting Financial Accounting Banks Incomings


Lockbox Postprocess

Transaction
code

FEBA_LOCKBOX

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role

Accounts Receivable Accountant (US)


(SAP_NBPR_US_AR_CLERK_S)

Business role
menu

Accounts Receivable Posting Payments Display Account


Balance

2. On the Postprocessing Lockbox Data screen, enter selection data (such as the creation date of
the lockbox file, or the check status) and choose
Enter.
3. If lists of lockboxes displays double-click the lockbox you need to work on. If there is only one
lockbox that matches the selection parameters, the system displays it automatically.
4. On the Lockbox Data Overview screen, double-click the row for the batch you want to process.

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5. Select a row to process, and then choose

Post.

6. Various Post with Clearing screens display. The system may also display a Document created
message if a posting discrepancy was resolved.

Results
The lockbox clearing account has a 'zero' balance because all payments in the lockbox file must be
processed by either applying to Customer account or being written-off.
Debited Accounts

Credited Accounts

Bank (Lockbox - clearing)

Customer

Cash discount paid

Pmt. Differences

Pmt. Differences
Customer (residual items)
Down payment customers

Run Batch Input to Update Customers


Use
In this activity, you run the batch input process to update the information in the Customer Master
Records.

Prerequisites
Updates have been identified by the lockbox program and added to a BDC session.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Tools Administration Monitor Batch Input

Transaction code

SM35

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role

Finance Manager
(SAP_NBPR_FINACC_M)

Business role
menu

General Ledger Periodic Processing Closing Preparation


Batch Input Monitoring

2. In the Batch Input: Session Overview screen, select the YPCC_BANKUPD session and choose
Process (F8).

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Option A: If the YPCC_BANKUPD session does not exist, there are no updates that
need to be made to the customer master. You can exit this transaction and end the
process.
Option B: If the session does exist, continue with this step.
3. On the Process session dialog box, select Background then choose Enter.
4. Continue to choose Enter until the session disappears.

If the Transactions with errors column shows an error count, select the
YPCC_BANKUPD session and choose Process (F8). Select Display errors only. Fix
each error.

Results
All Customer updates identified by the lockbox program have been entered into the Customer
master records. The process is complete.

Automatic Clearing of open items in customer accounts


Use
You can periodically clear open customer account items if credit memos have been created for
invoices, for example.

Prerequisites
Open customer documents are posted.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC
menu

Accounting Financial Accounting Accounts Receivable Periodic


Processing Automatic Clearing Without Specification of Clearing
Currency

Transaction
code

F.13

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role

Accounts Receivable Accountant


(SAP_NBPR_AR_CLERK_S)

Business role
menu

Accounts Receivable Periodic and Closing Activities Automatic


Clearing

2. On the Automatic Clearing screen, enter the following data:


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Field name

Accounts Receivable (157): BPD

Description

User
action and
values

Comment

Company Code

1000

Select
customers

Select the indicator.

Special G/L
Transactions

Select this indicator, if special G/L


transactions (down payments) should be
cleared automatically

Test run

To perform a test run, select the indicator.


For the real run deselect the indicator and
execute the program again.

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


4. Choose Execute (F8).
5. When you perform the real run the system displays the warning: This program run is a
production run. Choose Enter to confirm the warning and to start the run.

Result
All the open items that have identical debit and credit amounts and assignments are cleared (the
customer invoice and the credit memo created within the prerequisite section are cleared). A log is
created.

Manual Clearing of Open Items in Customer Accounts


Use
In this activity, you clear open customer items. If the balance of the items to be cleared is not 0, you
can create a residual item, for example for overpayments/underpayments.

Prerequisites
Open Items in customer accounts are posted.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Accounting Financial Accounting Accounts Receivable


Account Clear

Transaction
code

F-32

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role

Accounts Receivable Accountant


(SAP_NBPR_AR_CLERK_S)

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Business role menu

Accounts Receivable Posting Document Processing

2. Only SAP NetWeaver Business Client (SAP NWBC):


Mark the first row of the required business partner and choose All Customer Line Items Open
3. Select the relevant document number and choose Clear Customer Items.
4. On the Clear Customer: Header Data screen, enter the required data.
Field name

Description

Account

User action
and values

Comment

Enter
Customer.

Enter the customer account number for


whom the invoice and credit memo was
posted.
For Example, 100000

Company
Code

1000

Additional
Selections
Reference
5. Choose Enter.
6. If Reference is selected in screen section Additional Selections, enter the required data on the
Clear Customer: Enter Selection Criteria screen.
Field name

Description

Reference
From

User action and values

Comment

Reference interval to be taken into


account

For Example,
REF006

7. Choose Process Open Items.


8. Depending on your user settings, the open items you want to clear have to be activated first. To
do this, mark the open items and choose Activate Items.
9. If discount has been calculated, delete the amounts that are defaulted in the respective column.
10. 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 enter the residual amount for the invoice. As an alternative, you can
also double-click the entry field that causes the transaction to calculate the residual amount
itself.
11. For some reasons it makes sense not to allocate the residual amount to one item, but to post it
to the account without allocation. To do so, use the field Difference Postings instead and enter
the residual amount here.
12. Choose Post (Ctrl+S) to save your entries. The document overview is being displayed now, and
you are asked to update the highlighted line item. Choose the residual item by double-click and
enter a describing text for the line item. Choose Post (Ctrl+S) to finally post the document.

Result
The open items selected in the account have been cleared. If a difference is determined, a residual
item or a new open item is created.

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Manual Bank Statement


Use
The bank credits the collection, the direct debit, the deposited checks, and a bank transfer from a
customer to your account. As in the case currently under consideration some open items have
already been cleared by the automatic payment and the check deposit, the posting of the bank
statement in these cases clear the open items bank clearing account.

Prerequisites
House banks must be maintained and the Customizing for the manual bank statement has to be
finished.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Accounting Financial Accounting Banks Incomings Bank


Statement Manual Entry

Transaction
code

FF67

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role

Bank Accountant
(SAP_NBPR_BANKACC_S)

Business role menu

Bank Accounting Incomings Manual Account Statement

2. Using the transaction the first time requires the entry of the following data on the Specifications
screen:
Field name

Internal Bank
Determination

Description

User
action
and
values

Comment

If this indicator is set, you can enter the


house bank ID and the account ID. If the
indicator is not set, you have to enter the
bank number and the bank account
number.

Import advice
Start Variant

YB01

Further
Processing
Processing Type

Further processing online. You have to


choose Processing Type 4. If you choose
this processing type, you can use
transaction FEBAN or FEBA for further
post processing.

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To change the specifications, choose Settings Specifications on the following screen.


3. Choose Enter.
4. On the Process Manual Bank Statement screen, enter the required data.
Field name

Description

User action and


values

Comment

Company
Code

1000

House Bank

House bank for which


bank statement is
being entered

For Example, BANKB

Account ID

House bank account


for which bank
statement is being
entered

For Example, CHECK

Statement
Number

Number of the bank


statement to be
processed

Last bank statement number for


the selected house bank/account +
1
For Example, 1

Statement
Date

Date of the Account


Statement to be
processed

For Example, Current date

Opening Balance

Opening balance = Closing


Balance of the previous bank
statement (compare note below for
further details)

Control
Opening
Balance

For Example, 0
Closing
Balance

Opening Balance +
Balance of the bank
account statement

Closing balance = Opening


balance - all debit amounts + all
credit amounts
980.15 (balance as per open
customer invoice created
previously)

Entering the opening balance causes a check, if the amount matches with previously
entered account statements. To determine the ending balance of the last account
statement that might have been entered during previous tests, choose Overview (F8)
and - on the following screen select the line belonging to the bank, to which you want
to add another account statement. From the following screen you can pick the values of
the last account statement that has been posted.

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5. Choose Enter to confirm your entries and process the next screen.
6. On the Process Manual Bank Statement screen, enter the required data.
Field name

Description

Transaction

User action and values

Comment

Select Transaction

Debit Master Credit Wires


In
For Example, Y02+

Value Date

Value date of the item

For example, today

Amount

amount

Transaction amount
for example 980.15

Customer

Customer number
for example, 100000

Doc. No.

Document number from


customer open item

Enter document from


customer invoice

7. Choose Save (Ctrl+S). 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.
8. Choose Post statement. The statement is posted online (in the background).

Result
Once 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, both kinds of postings have been carried out. The postings that had been created on
the bank sub account by the payment program have been cleared by those from the bank account
statement.

Reprocessing an Account Statement


Use
Every time you post a manual account statement, you should reprocess 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, no clearing posting
is carried out and, consequently, reprocessing is necessary.

Prerequisites
The manual account statement has been posted.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Accounting Financial Accounting Banks Incomings Bank


Statement Postprocess

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Transaction
code

Accounts Receivable (157): BPD

FEBA_BANK_STATEMENT

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role

Bank Accountant
(SAP_NBPR_BANKACC_S)

Business role menu

Bank Accounting Incomings Postprocessing Bank Statement

2. On the Bank Statement Subsequent Processing screen, enter the required data.
Field name

Description

User action and values

Comment

Company
Code

1000

House Bank

House bank for which


bank statement is being
processed

For Example, BANKB

Account ID

House bank account for


which bank statement is
being processed

For Example, CHECK

Statement
number

Number of the account


statement to be processed

Statement number of the


account statement that was
posted in the previous step
For Example, 1

Statement
Date

Date of the Account


Statement to be
processed

Statement date of the account


statement that was posted in
the previous step
For Example, Current date

3. Choose Execute (F8).


4. On the Edit Bank Statement screen all the statement numbers are displayed (tree display).

A green light next to the statement item indicates that the postings have been
processed without errors. You can see the posted document number in the individual
statement items. Double-click an item to display further information, such as the
reference, business partner, bank details, external transaction, note to payee, and so on.
To display the document that was created, double-click the document number.
A red light
next to the statement item indicates that the account statement items
could not be posted. You have to reprocess these items.
The following steps are required only for items with red lights:
5. On the Edit Bank Statement screen, double-click the statement number you want to post
(statement with the red light).
6. On the Edit Bank Statement screen, choose Statement items Post.
7. On the Post with Clearing Select open items screen, make the following entries:
Field name

Description

User action and values

Comment

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Company
Code

1000

Account

<account number from the


customer>

For example
100000

Account Type

Customers

8. If you make additional selections (for example amount or document number or reference) you
can clear with selection criteria. Choose the relevant additional selection. Choose Process open
items.
9. If no selection criteria are needed, choose Enter.
10. On the Post with Clearing Process open items screen, select the document numbers you want to
clear.
11. In the Amount entered field, the system displays the bank statement amount to be cleared.
When you pick the relevant document numbers, the Assigned field shows the total amount.
12. To assign the amount, double-click the amount (USD Gross).
13. In the Not assigned field, you can see the difference between Amount entered and Assigned.
When the field is zero, you can post and clear the statement.
14. Choose Post (Crtl+S).

Result
The items are posted that could not be cleared automatically.

Dunning
Use
Two dunning procedures have been set up:
o

0001 Dunning notice every 14 days, 4 dunning levels

YB30 Dunning notice in conjunction with interest calculation, 30 days after the invoice has
been created

Dunning procedure 0001 is used when no interest rates are to be posted.


Dunning procedure YB30 is used when interest rates are to be posted 30 days after the invoice has
been created. In this case, the dunning program creates a dunning notice (without calculating the
interest) that specifies a payment deadline. Once the payment deadline has expired, the interest
calculation program is started that calculates and posts the interest rates. The customer then
receives a letter informing them of the amount of interest that has been posted. The second dunning
level in dunning procedure YB30 is an internal dunning level for initiating the legal dunning
procedure.

Alternatively, the interest on arrears can also be calculated directly, without the dunning
program. The interest calculation program is, therefore, also described in a separate
scenario.

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Dunning notices can be sent to customers and vendors (in this case, credit memos, for example).
The following example describes the procedure for customers only. The procedure is the same for
vendors.

Process Flow

Maintain customer accounts: assign the required dunning procedure and/or the interest indicator
01

Overdue items exist in the respective customer accounts. If this is not the case, you can post to
the customer account manually; you should ensure here that the due date of the items is at least
30 days in the past. If necessary, start the interest on arrears calculation

Start the dunning program

Print out letters (transaction SP01)

Prerequisites
Note that the dunning program does not take into account the customer open items which have
stored a payment method for incoming payment or for customer master records that are assigned to
incoming payment methods. However, if the line items to be dunned are blocked for payment by
setting a payment block, then the dunning process can be carried out for those items.
If you want to dun a customer open item for a customer account having incoming payment methods
assigned (e.g. customer 100000), you can set a payment block in the open item by using transaction
FB02.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Accounting Financial Accounting Accounts Receivable


Periodic Processing Dunning

Transaction
code

F150

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role

Accounts Receivable Accountant


(SAP_NBPR_AR_CLERK_S)

Business role
menu

Accounts Receivable Periodic and Closing Activities Dunning


Run

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


Field name

Description

User action
and values

Comment

Run On

Any date for


identification

For Example, Todays date

Identification

Any
identification

Enter an alphanumeric ID for dunning


run. For example your initials with a 2
digit number at the end

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For Example, DUN1


3. On the Parameter tab, make the following entries:
Field name

Description

User action and values

Comment

Dunning Date

Enter dunning date

For Example, Todays date

Documents
Posted Up To

Enter Posting date of


documents to be
processed by the run

Only items that have been


posted up to this date are
included in the processing.
For Example, Todays date

Company
Code

1000

Customer

Enter a customer or
interval of customers

Due open item should exist for


this customer.
For Example, 100000

4. On the Additional Log tab, make the following entries:


Field
name

Description

Customer

User action and values

Comment

Enter a customer or interval of


customers

For Example,
100000

5. Choose Save.
6. Choose the Status tab.
7. Choose Schedule (Schedule dunning run (F7)) to schedule the proposal run.
8. In the Output Parameters dialog box, make the following entries:
Field name

Description

Output device

User action and values

Comment

Enter name of printer

For Example, LOCL or LP01

9. Choose Continue.
10. On the Schedule Selection and Print screen, make the following entries:
Field name

Description

User action and values

Comment

Start immediately
11. Choose Schedule (Execute (F5)).
12. On the Status tab, you can now check the relevant dunning run status. Choose Enter to update
the status. The message Dun. selection is complete then appears.
13. Choose Log to display the log.
14. Choose Dunning List to display the dunning list. In the Dunning List Variant dialog box, choose
Enter.
15. Choose Dunning Printout to schedule the update run.
16. In the Output Parameters dialog box, make the following entries:
Field name

Description

User action and values

Comment

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Output device

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Enter name of printer

For Example, LOCL or LP01

17. Choose Continue.


18. On the Schedule Print dialog box, make the following entries:
Field name

Description

Start immediately

User action and values

Comment

19. Choose Print.


20. On the Status tab, you can now check the relevant dunning run status. Choose Enter to update
the status. The message Dun. printout is complete then appears.
21. You can also display the log and the dunning list here.
22. To go to the spool administration to print out the dunning notices, from the SAP ECC menu,
choose System Own Spool Requests (or use transaction code SP02).
23. Select the relevant spool request and choose Print Directly.

Result
Dunning notices to customers are printed.
The dunning data in the customer master record and in the open items is updated with the relevant
dunning level and the last dunning date. The highest dunning level of all the open account items is
set in the master record.

One-Time-Accounts Postings (SD)


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

Proceed with process step One-Time-Accounts Postings in Sales and Distribution if the
Sales And Distribution (SD) component is in scope. This ensures full integration of the
sales and distribution and accounting/controlling functionality.

Proceed with process step One-Time-Accounts Postings in Accounting if the Sales and
Distribution (SD) component is not in scope

Prerequisites
Account groups have been created for one-time accounts. The one-time account has been created
(refer to the Creating a One-Time Account Business Process Documentation).

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One-Time-Accounts Postings in Sales and Distribution


Use
One-time customer invoices are posted in Sales and Distribution (SD) component.

Prerequisites
The Sales and Distribution (SD) component is in scope.

Procedure

To execute this activity, run Sales Order Processing: Sale from stock (109) scenario
using the demo data from this document

Step 4.1 Credit Management Check for Sales Order in Scenario 109 should not be
processed, because for one-time customer there is no credit limit to set. This step is to
be skipped.
In Step 4.3 Sales Order entry in scenario 109 enter following entries:
For Sold to party:

one-time account from step 4.2 (this scenario, demo data: CPDL)

For Ship to party:

one-time account from step 4.2 (this scenario, demo data: CPDL)

Information: Account Group for one-time customer: YBOC


Choose enter.
A new dialog box appears.
On the Address from Master Data for Sold-to Party (Document Header) screen, make
the following entries:
Field Name

User Action and Values

Comment

Title

Optional

Name

name of the one-time customer

Street/Hous Number

Street and house number

Postal Code/City

postal code and city

Choose enter.
Continue step 4.3 from scenario 109.
Continue with step 4.5 ff. from scenario 109.

Result
The invoice is posted to the one-time domestic (customer) account and the address data is included
in the accounting document.
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One-Time-Accounts Postings in Accounting


Use
One-time customer invoices are posted in accounting. This functionality should only be used in case
if transactions in SD are not applicable.

Prerequisite
The Sales and Distribution (SD) component is not in scope

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Accounting Financial Accounting Accounts Receivable


Document Entry Invoice

Transaction
code

FB70

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role

Accounts Receivable Account - FI Only


(SAP_NBPR_AR_FI_ONLY_S)

Business role
menu

Accounts Receivable Posting Invoice Enter Outgoing


Invoices

2. On the Basic Data tab page in the Enter Customer Invoice: Company Code 1000 screen, enter
the following data.
Field Name

Description

User Action and Values

Comment

Customer

CPDL

One time customer

Invoice Date

<date>

For example Todays date

Reference

<Any reference>

Amount

<any amount>

Currency

USD

Calculate Tax

For example 1000

Select the box

3. Choose Enter.
4. On the Address and Bank Data screen, enter the data of the customer:
Field Name
Name

Description

User Action and


Values

Comment

For example Lisa Miller

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Language
Key

For example EN

Street

For example 2415 Winthrop


Ave.

City

For example Roanoke

Postal Code

For example 24015

Country

For example US

Bank Key

For example 011000390

Bank Account

For example 011000390

Example data only, depends on customer details


8. Enter the following data for the line item:
Field Name

Description

G/L acct
D/C

Debit/Credit

User Action
and Values

Comment

<revenue
account>

For example 410000

H Credit

Amount in
Document
Currency

<any amount>

For example 1000.


Enter the gross amount. The system
calculates the output tax,
automatically.

Tax Code

<tax code>

For example O1

If profit centers exist they should also be entered in the field Profit Center. In this case
scroll to the right to fill in the field.
5. Save your entries.

Result
The document is posted to the one-time account and the address data are included in the
accounting document.

Setting a Credit Limit


Use
You can set a credit limit for your customers and control how much of the credit limit is used or
exceeded.

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If you use the system component SAP LO-SD, the system prevents you from creating further sales
orders if the credit limit has been exceeded. When you create a standard order, the system outputs
an error message if the credit limit is exceeded preventing you from saving the order.

Prerequisites
The company code has been assigned to a credit control area. The system does not automatically
set a credit limit when a customer master record is created. For this reason, you have to set a credit
limit manually or maintain the credit control area accordingly in Customizing.

Use
Both of the checks received are posted on the debit side in the bank clearing account. The totals
posting on the account statement, however, is in credit.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC
menu

Accounting Financial Accounting Accounts Receivable Credit


Management Master data Change

Transaction
code

FD32

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role

Accounts Receivable Manager


(SAP_NBPR_AR_CLERK_M)

Business role menu

Accounts Receivable Master Data Customers

2. Only SAP NetWeaver Business Client (SAP NWBC):


Mark the required row and choose Edit Credit Limit.
Only SAP Graphical User Interface (SAP GUI):
On the Customer Credit Management Change: Initial Screen, make the following entries:
Field name

Description

User action and values

Comment

Customer

Enter a customer or
interval of customers

For Example, 100000

Credit Control Area

1000

Credit Control Area


Best Practices

General Data:
Central Data

select

Credit control area


data: Status

select

3. Only SAP Graphical User Interface (SAP GUI):


Choose Enter.
4. On the Customer Credit Management Change: Central Data screen, make the following entries:

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Field name

Accounts Receivable (157): BPD

Description

User action and values

Comment

Total Amount

Specify total limit

For Example, 50,000.00

Individual Limit

Specify individual limit

For Example, 50,000.00

Currency

USD

5. Choose Enter.
6. On the Customer Credit Management Change: Status screen, make the following entries:
Field
name

Description

Credit Limit

User action and values

Comment

Specify credit limit within credit


area

For Example,
50,000.00

7. Choose Save.

Result
The credit limits set for a customer accounts are monitored.

Credit Control Reporting


Use
Several credit control reports are available. The Overview report is described here as an example.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC
menu

Accounting Financial Accounting Accounts Receivable Credit


Management Credit management info system Overview

Transaction
code

F.31

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role

Accounts Receivable Manager


(SAP_NBPR_AR_CLERK_M)

Business role
menu

Accounts Receivable Credit Management Credit Management


- Overview

2. On the Credit Overview screen, make the following entries:


Field
name
Credit
Account

Description

User action and


values

Comment

Enter a customer or
interval of customers
that should be included
in the output

For Example, 100000

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Credit
Control
Area
Inter.

1000

Interval
Identification
(Days in
Arrears)

Specify Interval
Identification

The days in arrears interval is


used for dividing up the
customer open items in all
company codes belonging to the
credit control area by due date.
For Example, R01N

Open
Items

select

Select the indicator

Open at
Key Date

Specify Key Date

The system selects all items


posted up to and including the
specified key date and open for
this period.
For Example, Todays date

3. Choose Execute (F8).

Result
The system displays a credit overview for the selected customer.

Displaying a Customer Accounting Document


Purpose
In this activity, you display a customer accounting (FI) document.

Prerequisite
An accounting document exists.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Accounting Financial Accounting Accounts Receivable


Document Display

Transaction
code

FB03

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role

Accounts Receivable Accountant


(SAP_NBPR_AR_CLERK_S)

Business role menu

Accounts Receivable Posting Document Processing

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2. Only SAP NetWeaver Business Client (SAP NWBC): Mark the required row and choose
Display.
3. Only SAP Graphical User Interface (SAP GUI): On the Display Document: Initial Screen make
the following entries:
Field name

Description

User action and values

Comment

Document
Number

Any existing FI document


number

For Example,
1800000001

Company Code

1000

Fiscal Year

Fiscal year in which the


document was posted

For Example, 2009

4. Only SAP Graphical User Interface (SAP GUI):


Choose Enter.

Purpose
The system displays a customer accounting document.

Displaying and Changing Customer Line Items


Use
Displaying and changing line items in a customer account.

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

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC
menu

Accounting Financial Accounting Accounts Receivable


Account Display/Change Line Items

Transaction
code

FBL5N

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role

Accounts Receivable Accountant


(SAP_NBPR_AR_CLERK_S)

Business role menu

Accounts Receivable Posting Document Processing

2. Only SAP NetWeaver Business Client (SAP NWBC):


Choose Change Query, and then enter the required data.
Field name

Description

User action and


values

Comment

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SAP Best Practices

Accounts Receivable (157): BPD

Customer
account

Select Customer

Select an existing customer


account
For Example, 100000

Company Code

1000

3. Only SAP NetWeaver Business Client (SAP NWBC):


Choose Apply.
4. Only SAP Graphical User Interface (SAP GUI):
On the Customer Line Item Display screen, enter the required data.
Field name

Description

Customer
account

User action and


values

Comment

Select Customer

Select an existing customer


account
For Example, 100000

Company Code

1000

All Items

select

5. Only SAP Graphical User Interface (SAP GUI):


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

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

Displaying Customer Balances


Use
In this activity, you display customer account balances.

Prerequisites
The customer account contains items.

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SAP Best Practices

Accounts Receivable (157): BPD

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Accounting Financial Accounting Accounts Receivable


Account Display Balances

Transaction
code

FD10N

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business role
Business role

Accounts Receivable Manager


(SAP_NBPR_AR_CLERK_M)

Business role menu

Accounts Receivable Master Data Customers

2. Only SAP NetWeaver Business Client (SAP NWBC):


Select the customer and mark the line in the list. Choose Analyze Account.
3. On the Customer Balance Display screen, enter the required data.
Field name

Description

Customer

User action and


values

Comment

Select customer
account

Select an existing customer account

Company
Code

1000

Fiscal Year

Specify the fiscal


year

For Example, 100000

The balances are displayed for the


selected fiscal year
For Example, 2009

4. Choose Execute (F8).

Result
The transaction figures are displayed.

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SAP Best Practices

Accounts Receivable (157): BPD

5 Appendix
Reversal of Process Steps
Original
Step

Original
Step Name

4.3
4.4
4.5
4.6
4.7
4.8
4.9
4.10
4.11
4.12
4.14
4.3
4.4
4.5
4.6
4.7
4.8
4.9
4.10
4.11
4.12
4.14

Original
Transaction
Code

Reversal
Step Name

Reversal
Transaction
Code

Reversal:
Remarks

Relevant for
all steps
where an FI
Document
was posted

Reversing
an FI
Document
individual
reversal

FB08

For reversal of
FI documents
compare 156:
General Ledger:
Reversing a
Document
Individual
Reversal

Relevant for
all steps
where an FI
Document
was posted

Reversing
an FI
Document
Mass
Reversal

F.80

For reversal of
FI documents
compare 156:
General Ledger:
Reversing a
Document
Mass Reversal

Used Forms
Use
Some activities in this business process use forms. The table below provides details on these forms.
Common form name

Form type

Used in process step

Technical name

YB_F_DUZI_01ACC FI
Dunning

SmartFor
m

4.13

YBUS_FIMA

Check (US, 12 inch)

SAPscript

4.7

YBUS_CHK_U

Payment advice

SAPscript

4.7

YBUS_F110_AVIS

Check deposit form

SAPscript

not used in process, but


SAPscript form defined

YBUS_F_M40S_CHE

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