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EHP5 for SAP ERP 6.0 June 2011 English.

Accounts Receivable (157)


Business Process Documentation

SAP AG Dietmar-Hopp-Allee 16 69190 Walldorf Germany

SAP Best Practices

Accounts Receivable (157): BPD

Copyright
2011 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, Windows, Excel, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation. IBM, DB2, DB2 Universal Database, System i, System i5, System p, System p5, System x, System z, System z10, System z9, z10, z9, iSeries, pSeries, xSeries, zSeries, eServer, z/VM, z/OS, i5/OS, S/390, OS/390, OS/400, AS/400, S/390 Parallel Enterprise Server, PowerVM, Power Architecture, POWER6+, POWER6, POWER5+, POWER5, POWER, OpenPower, PowerPC, BatchPipes, BladeCenter, System Storage, GPFS, HACMP, RETAIN, DB2 Connect, RACF, Redbooks, OS/2, Parallel Sysplex, MVS/ESA, AIX, Intelligent Miner, WebSphere, Netfinity, Tivoli and Informix are trademarks or registered trademarks of IBM Corporation. Linux is the registered trademark of Linus Torvalds in the U.S. and other countries. Adobe, the Adobe logo, Acrobat, PostScript, and Reader are either trademarks or registered trademarks of Adobe Systems Incorporated in the United States and/or other countries. Oracle is a registered trademark of Oracle Corporation. UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered trademarks of Citrix Systems, Inc. HTML, XML, XHTML and W3C are trademarks or registered trademarks of W3C, World Wide Web Consortium, Massachusetts Institute of Technology. Java is a registered trademark of Sun Microsystems, Inc. JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP BusinessObjects Explorer, StreamWork, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and other countries. Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius, and other Business Objects products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Business Objects Software Ltd. Business Objects is an SAP company. Sybase and Adaptive Server, iAnywhere, Sybase 365, SQL Anywhere, and other Sybase products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Sybase, Inc. Sybase is an SAP company. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary. These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such

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products and services, if any. Nothing herein should be construed as constituting an additional warranty.

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

Typographic Conventions
Type Style Example text Description 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 EXAMPLE TEXT Emphasized words or phrases in body text, titles of graphics and tables. 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. 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. Keys on the keyboard, for example, function keys (such as F2) or the ENTER key. Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation. Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.

Example text

EXAMPLE TEXT

Example text <Example text>

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Contents
1 Purpose......................................................................................................................................6 2 Prerequisites...............................................................................................................................7 2.1 Master Data..........................................................................................................................7 2.2 Roles....................................................................................................................................7 3 Process Overview Table.............................................................................................................8 4 Process Steps...........................................................................................................................12 4.1 Creating a Customer Master Record..................................................................................12 4.2 Creating a One-Time Account............................................................................................12 4.3 Posting a Down Payment Request.....................................................................................13 4.4 Posting a Down Payment Manually....................................................................................14 4.5 Posting a Customer Invoice...............................................................................................16 4.6 Posting a Credit Memo with Reference to the Invoice........................................................19 4.7 Down Payment Clearing Manually.....................................................................................23 4.8 Posting Payments using Automatic Payments Program....................................................24 4.9 Outgoing Payments - manually..........................................................................................27 4.10 Posting Incoming Payment from Customer Manually.......................................................29 4.11 Automatic Clearing of Open Items in Customer Accounts................................................30 4.12 Manual Clearing of Open Items in Customer Accounts....................................................31 4.13 Manual Bank Statement...................................................................................................33 4.14 Reprocessing an Account Statement...............................................................................36 4.15 Dunning............................................................................................................................38 4.16 Interest Calculation...........................................................................................................40 4.17 One-Time-Accounts Postings...........................................................................................42 4.18 Setting a Credit Limit........................................................................................................45 4.19 Credit Control Reporting...................................................................................................46 4.20 Displaying a Customer Accounting Document.................................................................47 4.21 Displaying and Changing Customer Line Items...............................................................48 4.22 Displaying Customer Balances........................................................................................50 5 Appendix...................................................................................................................................51 5.1 Reversal of Process Steps.................................................................................................51 5.2 Used Forms........................................................................................................................51

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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 the 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 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:

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 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 Account item Interest Calculation One-Time-Accounts Postings Setting a Credit Limit Credit Control Reporting

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

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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Prerequisites
2.1 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 Customer Value * Selection All Comment For master data creation compare Create Customer Master (155.18)

2.2 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 Employee (Professional User) Accounts Receivable Accountant Business Role SAP_NBPR_EM PLOYEE_S SAP_NBPR_AR_ CLERK_S Activity Transaction Assignment of this role is necessary for basic functionality. F-37 F-29 FB75 F-39 F110 F-31 F-28 F.13 F-32 F150 FB03 FBL5N

Accounts Receivable

SAP_NBPR_AR_ CLERK_M

FD32

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Details Manager Accounts Receivable Accountant Bank Accountant Accounts Receivable Account - FI Only

Business Role

Activity

Transaction F.31 FD10N

SAP_NBPR_IN_ AR_CLERK_S SAP_NBPR_BAN KACC_S SAP_NBPR_AR_ FI_ONLY_S

FINT

FF67 FEBA_BANK_STATEMENT 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.

Process Overview Table


Process step External process reference
See Create Customer Master (155.18) scenario

Business condition
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 One-time accounts are used to manage one-time customers These noted items are required to enable the system to post the down payments to your customer automatically using the payment program. You can post down payments received either manually or automatically

Business role

Transaction code
See Create Customer Master (155.18) scenario

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

Creating a customer Master record

Creating one time Account

See Create Customer Master scenario

See Create Customer Master scenario Accounts Receivable Accountant F-37

The one-time customer account is created. The down payment request is posted to the customer account. (a statistical item, relevant for subsequent processing, has been posted.) The document posts the bank account on the debit side and the customer

Posting Down Payment Request

Posting a down payment manually

Accounts Receivable Accountant

F-29

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Process step

External process reference

Business condition

Business role

Transaction code

Expected results
with the alternative reconciliation account (Down 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 Post Customer Invoice in Accounting

See Sales Order Processing: Sale from stock 109) scenario

Post invoice for the Customer

See Sales Order Processing: Sale from stock 109) scenario

See Sales Order Processing: Sale from stock 109) scenario FB70

Customer invoice document posted to allow payment from customer Accounting documents are created.

Customer invoices are posted in accounting application without SD integration

Accounts Receivable Account FI Only

Posting a Credit Memo with Reference to invoice in Sales and Distribution Posting a Credit Memo in Accounts Receivables Down Payment Clearing Manually

Credit Memo Processing (204) scenario


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

Processing:

Processing:

Credit Memo Processing (204) scenario


Accounts Receivable Accountant

Credit Memo Processing (204) scenario


FB75

Credit memos are created.

Accounting documents are created. No integration with SD application. Down payments are cleared manually with the invoice.

After you 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.
The payment program enables you to carry out

Accounts Receivable Accountant

F-39

Posting Payments Using the

Accounts Receivable Accountant

F110

The difference between the down payment

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Process step

External process reference

Business condition
automatic payment transactions with customers

Business role

Transaction code

Expected results
(if any), the credit note (If any) and the invoice will then be posted automatically by the payment program

Payment Program

Outgoing payments manually

The manual outgoing payment enables you to post outgoing payments without automatic program The manual payment enables you to post the payment transactions with customers

Accounts Receivable Accountant

F-31

The payment is deposited in bank and invoices identified for the payment are cleared The payment is deposited in bank and invoices identified for the payment are cleared All the open items that have identical debit and credit amounts are cleared. 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. Those items which had been posted on the bank sub account have been cleared with the items created during the bank statement processing. Those items which had been posted on the bank sub account have been cleared with the items

Posting Payments Using the manual payment

Accounts Receivable Accountant

F-28

Automatic Clearing

You can periodically clear customer account with open items Clearing of open customer items using manual process

Accounts Receivable Accountant

F.13

Manual Clearing

Accounts Receivable Accountant

F-32

Manual Bank Statement Processing

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

Bank Accountant

FF67

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_ STATEMENT

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Process step

External process reference

Business condition

Business role

Transaction code

Expected results
created 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). The letters are printed. The interest calculation dates have been updated in the customer master records The document is posted to the one-time domestic account

Starting the Interest Calculation Program

Calculation of interest on overdue items

Accounts Receivable Accountant

FINT

One-TimeAccounts Postings in Sales and Distribution

See Sales Order Processing: Sale from stock 109) scenario

One-time accounts are used to manage one-time customers

See Sales Order Processing: Sale from stock 109) scenario

See Sales Order Processing: Sale from stock 109) scenario FB70

One-TimeAccounts Postings in Accounting Setting a Credit Limit Credit Control Reporting

One-time customer invoices are posted in accounting. You set credit limits for customers Several credit control reports are available. The Overview report is described here as an example

Accounts Receivable Accountant - FI Only


Accounts Receivable Manager Accounts Receivable Manager

Accounting documents are created.

FD32

The credit limit is set for the account. The system displays a credit overview for customer

F.31

Reporting Process step External process reference Business condition


How to display an accounting

Business role
Accounts Receivable

Transaction code
FB03

Expected results
Display a customer

Displaying a customer

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Process step

External process reference

Business condition
document Displaying and changing line items in a customer account

Business role
Accountant Accounts Receivable Accountant

Transaction code

Expected results
accounting document.

accounting document. Displaying and Changing Customer Line Items

FBL5N

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

Displaying Customer Balances

Displaying customer account balances

Accounts Receivable Manager

FD10N

Process Steps

4.1 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.

4.2 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 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 customer that only includes data for all one-time customers in a certain region. This collective master record can include the following fields:

Master record name Language Currency Sales office processing the data

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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.

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, chapter 3.1.5 Create CPD Customer Master Data (Complete)using the master data from this document.

Result
The one-time customer account is created.

4.3 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 19103101 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 Transaction code Accounting Financial Accounting Accounts Receivable Document Entry Down Payment Request F-37

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Receivable Accountant (SAP_NBPR_AR_CLERK_S) Accounts Receivable Posting Payments Customer Down Payment Request

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

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Field name Document Date Company Code Currency Reference Account

Description

User action and values Enter document date 1000 INR Enter reference Enter an existing customer number A

Comment For example Todays date

For example REQ 0001 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 Amount Due On Pmt Method Assignment Text Description User action and values Any amount Date in the future D Enter Assignment Number Enter Relevant Description for example,REQ 0001 for example, being advance receipt request against invoice Comment For example 1900 For example Todays date + 1 month

5. Choose Post (Ctrl+ S). 6. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

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.

4.4 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).

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The manual posting process is described below. You should 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 19103101 have been made.

Procedure
1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu Transaction code Accounting Financial Accounting Accounts Receivable Document Entry Down Payment Down Payment F-29

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Receivable Accountant (SAP_NBPR_AR_CLERK_S) Accounts Receivable Posting Payments Post Customer Down Payment

2. On the Post Customer Down Payment: Header Data screen, make the following entries: Field name Document Date Company Code Currency Reference Description User action and values Enter document date 1000 INR Enter reference Choose the reference entered in the down payment request. For example REQ 0001 Customer Account Enter customer Enter the customer number of the Down Payment Request entered in previous step. For example 100000 Comment For example Todays date

Special G/L Indicator Bank Account Amount

Bank G/L account to be posted Any amount

For Example 24100112 Enter the amount from the down payment request entered in previous step. For example 1900

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Value Date

Value date of down payment

For example Todays date

3. Choose Requests. 4. On the Post Customer Down Payment: Choose Requests screen, select the required item. 5. Choose Create down payments to see the overview of the Document. 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 Amount 2. Choose Post (Ctrl+ S). 3. Check the posted document using Document Display. 4. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client). Description User action and values Down payment amount Comment For example 1900

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.

4.5 Posting a Customer Invoice


Use
Customer invoices can be created with the components Sales and Application (SD) or Financials (FI). SAP Best Practices solutions requires 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.

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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.

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.

4.5.1 Use

Posting a Customer Invoice with Billing in Sales and Distribution

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.

4.5.2 Use

Posting a Customer Invoice in Accounting

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

Prerequisite
The Sales and Distribution (SD) 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 Transaction code Accounting Financial Accounting Accounts Receivable Document Entry Invoice FB70

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Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Receivable Account - FI Only (SAP_NBPR_AR_FI_ONLY_S) 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 Customer Description User action and values <customer number> Comment For example enter customer which has been created with process step Creating a Customer Master Record For Example Todays date For example 5800

Invoice Date Reference Amount Currency

<date> <Any reference> <any amount> INR

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 Bline Date Description Baseline Date for Due Date Calculation User action and values <For example Todays date> Comment Check date

Payt terms Pmt Method 4. Enter the following data for the line item: Field name G/L acct D/C Amount in Debit/Credit Description User action and values <revenue account> H Credit <any amount> D

For example 0001 Check payment method

Comment For example 37990100 * or 5800

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Document Currency

If profit centers exist they should also be entered in 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. 8. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

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

4.6 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.

4.6.1 Use

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. 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.

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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 which 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 Transaction code Accounting Financial Accounting Accounts Receivable Document Entry Credit Memo FB75

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Receivable Accountant (SAP_NBPR_AR_CLERK_S) 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 Select Customer Comment Enter the customer from the down payment request and posted customer invoice. For example 100000 Document Date Reference Amount Currency Calculate tax Enter document date Enter invoice reference Credit memo amount INR X For example Todays date For example 12345 For example 300

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

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Field name G/L Acct

Description

User action and values Specify G/L account to be posted

Comment 31111100 (Sal-Dom-DirTG); cost element category 11 if CO-PA is activated; else cost element category blank) Cost element 31111100 is assigned in CO-PA transfer structure

Amount in doc. curr. Profitability Segment

Amount in document currency Select the arrow in column profit.segm.. In Assignment to a Profitability Segment screen enter the customer number in field Customer. Choose Continue (enter).

For example 300 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 page. 5. On the Payment tab page, make the following entries: Field name Inv.ref. Description Invoice reference User action and values Invoice document number Comment 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

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). 8. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

Result
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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.

4.6.2 Use

Posting a Credit Memo in Accounts Receivable

Based on a query of the customer, you decide to grant him 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 Transaction code Accounting Financial Accounting Accounts Receivable Document Entry Credit Memo FB75

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Receivable Accountant (SAP_NBPR_AR_CLERK_S) 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 Select Customer Comment Enter the customer from the down payment request and posted customer invoice. For example 100000 Document Date Reference Amount Currency Calculate tax Enter document date Enter invoice reference Credit memo amount INR X For example Todays date For example 12345 For example 300

3. Enter the following data for the first line item: Field name G/L Account D/C Amount in doc. curr. Debit/Credit Description User action and values Specify G/L account to be posted S Debit Amount in document currency For example * or 300 Comment For example revenue account 37990100

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If profit centers exist they should also be entered in 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 Inv.ref. Description User action and values Invoice document number Comment 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). 8. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

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.

4.7 Down Payment Clearing Manually


Use
After you have issued the final invoice, the down payment documents are cleared automatically with the invoice. A transfer posting to the normal reconciliation account 23203110 is carried out. This step is described in scenario Customer Down Payment (201, 4.11). If the settlement of the down payment has not been processed automatically, you have to do this step manually.

Prerequisites

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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 Transaction code Accounting Financial Accounting Customers Document Entry Down Payment Clearing F-39

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Receivable Accountant (SAP_NBPR_AR_CLERK_S) Accounts Receivable Posting Payments Clear Customer Down Payment

2. On the Clear Customer Down Payment: Header Data screen, make the following entries. Field name Document Date Company Code Currency Reference Account Invoice Reference Description User action and values Todays date <Company Code> INR Clear down paym. <customer account> Document number of the invoice Comment

3. Choose Process down pmnt and select the corresponding down payment. 4. Choose Post. Ignore the message that appears at the bottom of the screen. 5. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

Result
The down payment is cleared. The system posts a new item in the customer account and in account 16413100. 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).

4.8 Posting Payments using Automatic Payments Program


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Use
The payment program enables you to carry out automatic domestic and international payment transactions with vendors and customers. It creates the payment documents and makes the data available for the payment medium programs. These programs either print a payment list or payment form, or create data media/files, which can then be sent to the bank on disk or with special bank software. The payment medium program stores data in the SAP print management system and DME administration system (for DME). Here, the data is retrieved separately for each form/data medium and can be transferred in the required manner. After a successful payment run, the open customer or vendor items are paid, the items cleared, and payment media created, which 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. 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 step 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 Transaction code Accounting Financial Accounting Accounts Receivable Periodic Processing Payments F110

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Receivable Accountant (SAP_NBPR_AR_CLERK_S) Accounts Receivable Posting Payments Automatic Payment

2. On the Automatic Payment Transactions: Status screen, enter the required data. Field name Run Date Identification Description User action and values Any date for identification Any identification Comment For example Todays date Enter a unique alphanumeric ID per run date. For example your initials with a 2 digit number at the end

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Field name

Description

User action and values

Comment For example MO01

3. Choose the Parameter tab page. 4. On the Automatic Payment Transactions: Parameters screen, enter the required data. Field name Posting Date Docs Entered Up To Description User action and values Posting date of the clearing documents Entry date of the documents to be considered Specify due date of items to be considered Comment For example Todays date For example Todays date

Customer Items Due By

All customer items that are due by the day entered, are taken into consideration For example Todays date + 1 month

Company codes Pmt meths Next p/date

1000 D Specify the day of the next payment run execution Specify customer (from) Date of next payment run For example Todays date + 1 month Open items of this customer are going to be regulated via the payment run. Select the customer for whom the invoice has been entered in step Posting a Customer Invoice (step 4.5) For example 100000

Customer

To

Specify customer (to)

All customers specified within the range from to are going to be regulated with the payment run. For example 100000

5. Choose Save Parameters (Ctrl+S). 6. Choose the Status tab page. 7. Choose Schedule Proposal (F7). Confirm the dialog box. 8. On the Schedule Proposal screen, make the following entries: Field name Start Date Description User action and values * Comment for example, todays day

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Start immediately

9. Choose Schedule (Enter). The message Proposal run has been scheduled appears at the bottom of the window. 10. Choose Status (Shift+F2) more than once, to update the status of the Payment Proposal. 11. As soon as the proposal run has been finished, this will be shown on screen Automatic Payment Transactions: Status. 12. Choose the Status tab page. 13. Choose Payment Run (Schedule Payment Run (F7)). Confirm the Schedule payment dialog box with Yes. 14. In the Schedule Payment dialog box enter the following data: Field name Start date Start immediately 15. Choose Schedule (Enter). 16. Keep choosing Status (Shift + F2) until the status text changes to Payment run has been carried out. 17. You can also get the required information by using the Payment run log. To do so, choose Display Payment Run Log (Shift+F8) instead of step 1 and 2. 18. If Option 1 was selected you can, for example, display the results of the payment run for the customer account by using the Customer Line Item Display and call up the transaction as follows:FBL5N 19. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client). Description User action and values Specify start date X Comment For example Todays date

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.

4.9 Outgoing Payments - manually


Use
You can post outgoing payments either manually or automatically (payment program SAPF110 see previous step). The manual posting process is described below. You should process like this especially in case of manual payment or a manual step by step posting of the account statement.

Prerequisites
Open items have been posted. (If you cannot find the open Item in your customer account, enter a credit memo use transaction code: FB75

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Procedure
1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu Transaction code Accounting Financial Accounting Accounts Receivable Document Entry Other Outgoing Payments F-31

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Receivable Accountant (SAP_NBPR_AR_CLERK_S) Accounts Receivable Posting Payments Post Outgoing Payments

2. On the Post Outgoing Payment: Header Data screen, make the following entries: Field name Document Date Posting Date Company Code Currency Reference Bank data Account Amount Value Date Open item selection Account * Enter the existing customer with open invoice: * (bank transfer domestic account) * * For example 24100112 The amount is posted in prerequisite FB75 For example todays date Description User action and values * * 1000 INR (*) INR optional Comment For example todays date For example todays date

Account Type 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

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6. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

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

4.10 Posting 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 Transaction code Accounting Financial Accounting Customer Document Entry Incoming Payments F-28

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Receivable Accountant (SAP_NBPR_AR_CLERK_S) Accounts Receivable Posting Payments Post Incoming Payments

2. On the Post Incoming payments: Header Data screen, enter the following information: Field name Document date Company Code Currency Account Description User action and values Enter document date 1000 INR Select bank G/L account to be posted. Section Bank G/L Account For example 24100112 Deutsche Bank (customer incoming payments) Select the amount of a customer invoice For example 7000 Value Date Open item selectionAccount Specify value date. Select Customer. For example Todays date
Number of the account from which the open items are to

Comment For example Todays date

Amount

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be selected for further processing

For example 100000 3. Choose Enter. 4. On the Post Incoming Payments Process open items screen, double-click the invoices to be applied against the payment.

You can optionally create residual items, partial payments, or charge of differences. 5. Choose Post.

For SAP NetWeaver Business Client (SAP NWBC), To check document before posting, choose More Document Simulate to display document, with cash discount, automatic pmt. difference entries, residual items. 6. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

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 Bank Pmt. Differences Customer (Residual items) Credited Accounts Customer Payment differences

4.11 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

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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 Business role menu Accounts Receivable Accountant (SAP_NBPR_AR_CLERK_S) Accounts Receivable Periodic and Closing Activities Automatic Clearing

2. On the Automatic Clearing screen, enter the following data: Field name Company Code Select customers Special G/L Transactions Description User action and values 1000 X x Select the indicator. Select this indicator, if special G/L transactions (down payments) should be cleared automatically To perform a test run, select the indicator. For the real run, deselect the indicator and execute the program again. Comment

Test run

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. 6. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

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

4.12 Manual Clearing of Open Items in Customer Accounts


Use
Clearing of open customers items. If the balance of the items to be cleared is not 0, you can create a residual item, for example for overpayments/underpayments.

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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 Transaction code Accounting Financial Accounting Accounts Receivable Account Clear F-32

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Receivable Accountant (SAP_NBPR_AR_CLERK_S) Accounts Receivable Posting Document Processing (homepage)

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. From step 4 to step 7, its only SAP GUI: On the Clear Customer: Header Data screen, enter the required data. Field name Account Description User action and values Enter Customer. Comment Enter the customer account number for whom the invoice and credit memo was posted. For example 100000 Company Code 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 Reference From Description User action and values Reference interval to be taken into account Comment For example REF006 1000

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.

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9. If discount has been calculated, delete the amounts which 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, which 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 Document Simulate.

You might get an error message which will prompt you to Update the Document Line item Text and the Base line Date. Update the same to proceed further. 13. 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 doubleclick and enter a describing text for the line item. Choose Post (Ctrl+S) to finally post the document. 14. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

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.

4.13 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 will 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. and one open item should exist ,for example : post one customer invoice (using FB70) for 100000 with Amount Rs. 14,030.51

Procedure
1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu Transaction code Accounting Financial Accounting Banks Incomings Bank Statement Manual Entry FF67

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Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Bank Accountant (SAP_NBPR_BANKACC_S) 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 Int. bank determin. Description User action and values X 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 advices Start variant Further Processing Processing Type 4 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. YB01

To change the specifications, choose (NWBC: More)Settings Specifications on the following screen. 3. Choose Enter. 4. On the Process Manual Bank Statement screen, enter the required data. Field name Company Code House Bank Description User action and values 1000 House bank for which bank statement is being entered House bank account for which bank statement is being entered Number of the bank statement to be processed Date of the Account for example,HDF10 Comment

Account ID

for example,CA101

Statement Number

Last bank statement number for the selected house bank/account + 1 For example 1 For example Current date

Statement Date

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Field name

Description

User action and values Statement to be processed

Comment

Control Opening Balance Opening Balance Opening balance = Closing Balance of the previous bank statement (compare note below for further details) For example 0 Closing Balance Opening Balance + Balance of the bank account statement Closing Balance = Opening Balance + all credits all debits (in bank statement) for example 0 + 14,030.51 = 14,030.51

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, which 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, which has been posted. 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 Transaction Description User action and values Select Transaction Comment Collection/Direct debit For example IN99 Value Date Amount Bank refer. Customer Value date of the item Amount of Transaction Reference Information sent by Bank 100000 For example Current date For example 14,030.51 157 The customer with open item

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).

Transaction code of IN99 stands for Cheque deposits and contains the posting logic for the document to be posted. In this case, the voucher (document) is posted from the bank to bank sub account 24100123 (HDFC,Sandoz,CA#9004-clearingChq received) Transaction 001 + stands for Cash receipt via interim account and contains the posting logic for the document to be posted. In this case the document is posted:

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From the bank to the bank sub account (bank clearing account) and

From the bank sub account to the customer with automatic clearing, provided the open item can be clearly identified on the basis of the bank reference (reference document number). 9. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

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 which had been created on the bank sub account by the payment program have been cleared by those from the bank account statement.

4.14 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 Transaction code Accounting Financial Accounting Banks Incomings Bank Statement Reprocess FEBA_BANK_STATEMENT

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Bank Accountant (SAP_NBPR_BANKACC_S) Bank Accounting Incomings Postprocessing Bank Statement

2. On the Selection of Bank Statements by Banks and Account Nos screen, enter the required data. Field name Company Code House Bank Description User action and values 1000 House bank for which For example HDF10 Comment

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bank statement is being processed Account ID House bank account for which bank statement is being processed For example CA101

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. Following Steps need only to be done by red light: 5. On the Edit Bank Statement screen, select the amount row which has to be posted. 6. On the Edit Bank Statement screen choose (NWBC: More)Statement Items Post. 7. On the Post with Clearing Select open items screen, make the following entries: Field name Company Code Account Account Type Description User action and values 1000 <account number from the customer> D For example 100000 Customers Comment

8. If you can select additional selections (for example amount or document number or reference) you can clear with selection criteria. Choose the relevant additional selection. In this case on the Post with Clearing Enter selection criteria screen, enter the relevant selection and 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 number(s) you want to clear. 11. In the field Amount entered you can see the bank statement amount which has to be cleared. When you pick the relevant document number(s) the field Assigned shows the total amount. 12. For assigning the amount, select the amount with a double-click (INR Gross). In the field Not assigned you can see the difference between Amount entered and Assigned. When the field is zero you can post and clear the statement. If the field is not zero you can double click the Difference postings. Choose Post. The system now displays the document overview. At the bottom of the screen, a message appears requesting you to correct the marked (in blue writing) line items.

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13. Select the line item highlighted in blue color by double-clicking it. Enter a text for example, Clearing. 14. Choose Post (Crtl+S). 15. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

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

4.15 Dunning
Use
Two dunning procedures have been set up: 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, which calculates and posts the interest rates. The customer then receives a letter informing him or her 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. 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
There is due open item exist.

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Procedure
1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu Transaction code Accounting Financial Accounting Accounts Receivable Periodic Processing Dunning F150

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Receivable Accountant (SAP_NBPR_AR_CLERK_S) Accounts Receivable Periodic and Closing Activities Dunning Run

2. On the Dunning screen, make the following entries: Field name Run On Identification Description User action and values Any date for identification Any identification Comment For example Todays date Enter an alphanumeric ID for dunning run. For example your initials with a 2 digit number at the end For example MO01 3. On the Parameter tab page, make the following entries: Field name Dunning Date Documents Posted Up To Description User action and values Enter dunning date Enter Posting date of documents to be processed by the run Comment For example Todays date Only items which have been posted up to this date are included in the processing. For example Todays date Company Code Customer 1000 Enter a customer or interval of customers Due open item should exist for this customer. For example 100000 4. On the Additional Log tab page, make the following entries: Field name Customer Description User action and values Enter a customer or interval of customers Comment For example 100000

5. Choose Save. 6. Choose the Status tab page. 7. Choose Schedule (Schedule dunning run (F7)) to schedule the proposal run.

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8. In the Schedule Selection and Print dialog box, make the following entries: Field name Output device Description User action and values Enter name of printer Comment For example LOCL or LP01

Start immediately 9. Choose Schedule (Execute (F5)).

Select

10. On the Status tab page, you can now check the relevant dunning run status. Choose Enter to update the status. The message Dun. selection is complete then appears.

You can also Choose Log to display the log and choose Dunning List to display the dunning list. In the Dunning List Variant dialog box, choose Enter. 11. Choose Dunning Printout to schedule the update run. 12. In the Schedule Print dialog box, make the following entries: Field name Output device Start Immediately 13. Choose Print. 14. On the Status tab page, you can now check the relevant dunning run status. Choose Enter to update the status. The message Dun. printout is complete then appears. 15. You can also display the log and the dunning list here. 16. Go to the spool administration to print out the dunning notices. Access the transaction from the Dunning screen choosing the following path in the SAP ECC menu: System Own Spool Requests, or access the activity directly using the transaction code /nSP02. 17. Select the relevant spool request and choose Print Directly. 18. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client). Description User action and values Enter name of printer X Comment For example LOCL or LP01

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.

4.16 Interest Calculation

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Use
Calculation of interest on overdue items

Prerequisites

Interest indicator 01 is configured with the required interest rate and the corresponding account determination settings. Interest indicator 01 was set in the customer master record

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 Interest Calculation Item Interest Calculation Item Interest Calculation FINT

Transaction code

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Receivable Accountant (SAP_NBPR_IN_AR_CLERK_S) Accounts Receivable Periodic and Closing Activities Item Interest Calculation

2. On the Calculate Interest Calculation screen, make the following entries: Field name Customer account Description User action and values Enter a customer or interval of customers 1000 Description settlement period upper limit User action and values <enter date> Comment For example Todays date Comment Due open item should exist for this customer. For example 100000 Company code Field name Further selections Interest Calculation To Test Run

Uncheck this box if the real run is executed.

3. Choose Execute. 4. The dialog Item Interest Calculation occurs. You may check field DocumentNo for the interest posting document. Choose Continue. 5. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

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Result
The interest calculation dates have been updated in the customer master records (last date of the interest calculation run).

4.17 One-Time-Accounts Postings


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).

4.17.1 Use

One-Time-Accounts Postings in Sales and Distribution

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 4.1.3 Sales Order entry in scenario 109, enter following entries: For Sold to party: CPDL) one-time account from step 4.2 (this scenario, demo data:

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For Ship to party: CPDL)

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

Information: Account Group for one-time customer: YBOC 1. Choose enter. 2. A new dialog box appears. 3. On the Adress from Master Data for Sold-to Party (Document Header) screen, make the following entries: Field name Titel Name Street/Hous Number Postal Code/City 4. Choose Enter. 5. Continue step 4.1.3 from scenario 109. 6. Continue with step 4.1.5 ff. from scenario 109. Description User action and values * * * * Comment optional name of the one-time customer Street and house number postal code and city

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

4.17.2

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 Transaction code Accounting Financial Accounting Accounts Receivable Document Entry Invoice FB70

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Receivable Account - FI Only (SAP_NBPR_AR_FI_ONLY_S) Accounts Receivable Posting Invoice Enter Outgoing Invoices

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2. On the Basic Data tab page in the Enter Customer Invoice: Company Code 1000 screen, enter the following data. Field name Customer Description User action and values <customer number> Comment For example, enter CPD customer which has been created with process step Creating a Customer Master Record For example Todays date For example 1000

Invoice Date Reference Amount Currency Calculate Tax 3. Choose Enter.

<date> <Any reference> <any amount> EUR X

4. On the Address and Bank Data screen, enter the data of the customer: Field name Name Language Key Street City Postal Code Country Bank Key Bank Account Description User action and values * * * * * * * * Comment For example Lisa Miller For example EN For example Hanper 12 For example Walldorf For example 69000 For example DE For example 50070010 For example 0700111

Example data only, depends on customer details 5. Enter the following data for the line item: Field name G/L acct D/C Amount in Document Currency Debit/Credit Description User action and values <revenue account> H Credit <any amount> For example * or 1000 Enter the gross amount. The system calculates the output tax automatically. Comment For example 37990100

If profit centers exist they should also be entered in field Profit Center. In this case scroll to the right to fill in the field. 6. Save your entries. 7. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or

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Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

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

4.18 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. 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, are 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 Transaction code Accounting Financial Accounting Accounts Receivable Credit Management Master Data Change FD32

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Receivable Manager (SAP_NBPR_AR_CLERK_M) Accounts Receivable Master Data Customers (Homepage)

2. Only SAP NetWeaver Business Client (SAP NWBC): Mark the required row and choose Edit Credit Limit. 3. On the Customer Credit Management Change: Initial Screen, make the following entries: Field name Customer Credit Control Area Description User action and values Enter a customer or interval of customers 1000 Comment For example 100001 Credit Control Area Best Practices

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General Data: Central Data Credit control area data: Status 4. Choose Enter.

select select

5. On the Customer Credit Management Change: Central Data screen, make the following entries: Field name Total Amount Individual Limit Currency 6. Choose Enter. 7. On the Customer Credit Management Change: Status screen, make the following entries: Field name Credit Limit Description User action and values Specify credit limit within credit area Comment For example 50,000.00 Description User action and values Specify total limit Specify individual limit INR Comment For example 50,000.00 For example 50,000.00

8. Choose Save. 9. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

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

4.19 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 F.31

Transaction code

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Accounts Receivable Manager

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(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 Enter a customer or interval of customers which should be included in the output 1000 Interval Identification (Days in Arrears) Specify Interval Identification The days in arrears interval are 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 Open at Key Date select Specify Key Date Select the indicator 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). 4. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client). Comment For example 100001

Credit Control Area Length of List: Inter.

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

4.20 Displaying a Customer Accounting Document


Purpose
Display a customer accounting (FI) document.

Prerequisite
An accounting document exists.

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 Transaction code Accounting Financial Accounting Accounts Receivable Document Display FB03

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Receivable Accountant (SAP_NBPR_AR_CLERK_S) Accounts Receivable Posting Document Processing

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 Document Number Company Code Fiscal Year Description User action and values Any existing FI document number 1000 Fiscal year in which the document was posted For example 2010 Comment For example 1800000001

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

Purpose
Display a customer accounting document.

4.21 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 Transaction code Accounting Financial Accounting Accounts Receivable Account Display/Change Line Items FBL5N

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

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Business role Business role menu

Accounts Receivable Accountant (SAP_NBPR_AR_CLERK_S) Accounts Receivable Posting Document Processing

2. Only SAP NetWeaver Business Client (SAP NWBC): Choose Change Query, enter the required data. Field name Customer account Description User action and values Select Customer Comment Select an existing customer account For example 100000 Company Code 1000

3. For 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 Customer account Description User action and values Select Customer Comment Select an existing customer account For example 100000 Company Code All Items 1000 select

5. For 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 (pencil icon). 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. 5. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

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

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4.22 Displaying Customer Balances


Use
Displaying customer account balances.

Prerequisites
The customer account contains items.

Procedure
1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu Transaction code Accounting Financial Accounting Accounts Receivable Account Display Balances FD10N

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Business role menu Accounts Receivable Manager (SAP_NBPR_AR_CLERK_M) 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 Customer Description User action and values Select customer account Comment Select an existing customer account For example 100000 Company Code Fiscal Year 1000 Specify the fiscal year The balances are displayed for the selected fiscal year For example 2010 4. Choose Enter 5. Choose Back to return to the SAP Easy Access screen (SAP GUI) Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

Result
The transaction figures are displayed.

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Appendix
original Step 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 Step Name Relevant for all steps where an FI Document was posted original Transaction Code Reversal Step Name Reversing an FI Document individual reversal Reversal Transaction Code FB08 Reversal: Remarks For reversal of FI documents compare 156: General Ledger: Reversing a Document Individual Reversal

5.1 Reversal of Process Steps

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

5.2 Used Forms


Use
In some of the activities of this business process, forms are used. The table below provides details on these forms. Common form name YB_F_DUZI_01ACC FI Dunning Check Check deposit form Form type Smartform SAPscript form SAPscript form Used in process step 4.13 4.7 not used in process, but SAPscript form defined Output type Technical name YBAA_FIMA YB_F110_D_SCHECK YB_F_M40S_CHEQUE

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