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Fibp

  1. 1. HELP.FIBP FI Accounts Receivable and Accounts Payable Release 4.6C
  2. 2. FI Accounts Receivable and Accounts Payable SAP AG Copyright © Copyright 2001 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 , NT , EXCEL , Word , PowerPoint and SQL Server are registered trademarks of Microsoft Corporation. ® ® ® ® ® ® ® ® ® IBM , DB2 , OS/2 , DB2/6000 , Parallel Sysplex , MVS/ESA , RS/6000 , AIX , S/390 , ® ® ® AS/400 , OS/390 , and OS/400 are registered trademarks of IBM Corporation. ® ORACLE is a registered trademark of ORACLE Corporation. ® ® INFORMIX -OnLine for SAP and Informix Dynamic Server Informix Software Incorporated. ® ® ® TM are registered trademarks of ® UNIX , X/Open , OSF/1 , and Motif are registered trademarks of the Open Group. ® HTML, DHTML, XML, XHTML 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, SAP Logo, R/2, RIVA, R/3, ABAP, SAP ArchiveLink, SAP Business Workflow, WebFlow, SAP EarlyWatch, BAPI, SAPPHIRE, Management Cockpit, mySAP.com Logo and mySAP.com are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other products mentioned are trademarks or registered trademarks of their respective companies. 2 April 2001
  3. 3. SAP AG FI Accounts Receivable and Accounts Payable Icons Icon Meaning Caution Example Note Recommendation Syntax Tip April 2001 3
  4. 4. FI Accounts Receivable and Accounts Payable SAP AG Contents FI Accounts Receivable and Accounts Payable ....................................................... 18 FI - Accounts Receivable and Accounts Payable ...................................................................................19 Introduction to Accounts Receivable and Accounts Payable ...............................................................20 Accounts Receivable and Accounts Payable: Overview .......................................................................21 Current Settings and the Implementation Guide ....................................................................................22 Maintaining Current Settings...................................................................................................................23 Configuring the System Using the Implementation Guide ......................................................................24 Calling Up the SAP Reference IMG...................................................................................................25 Searching for Activities in the SAP Reference IMG...........................................................................26 Customer Master Data ...............................................................................................................................27 Basic Functions of Customer Master Records .......................................................................................29 Customer.................................................................................................................................................30 Defining an Account Group .....................................................................................................................31 Numbering Master Records ....................................................................................................................32 Defining Screen Variants ........................................................................................................................33 Defining Reconciliation Accounts............................................................................................................38 Special Functions in the Customer Master Record.................................................................................40 Defining an Alternative Dunning Recipient ........................................................................................41 Defining an Alternative Payer ............................................................................................................42 Identifying Affiliated Companies ........................................................................................................43 Defining Clearing Between Customer and Vendor............................................................................44 Defining the Group to Which the Company Belongs .........................................................................45 Accounts Receivable Pledging ..........................................................................................................46 Customer Master.....................................................................................................................................48 Access Authorization for Customer Master Records.............................................................................50 Creating a Customer Master Record........................................................................................................51 Creating a Customer Master Record Centrally.......................................................................................53 Creating a Customer Master Record for a Company Code....................................................................54 Creating a Customer Master Record Using a Reference .......................................................................55 Features of Customer Master Record Creation ......................................................................................57 Entering Bank Details ........................................................................................................................58 Entering Payment Methods................................................................................................................60 Entering a Dunning Procedure...........................................................................................................61 Classifying Customers .......................................................................................................................62 Entering Texts for a Customer...........................................................................................................63 Assigning Documents to a Customer ................................................................................................64 One-Time Accounts ................................................................................................................................65 Setting Up Head Office and Branch Accounts ........................................................................................67 Displaying a Customer Master Record ....................................................................................................69 Changing a Customer Master Record......................................................................................................70 Changing a Customer Master Record Centrally .....................................................................................72 Changing a Customer Master Record for Accounting ............................................................................73 Displaying Changes to Customer Master Records .................................................................................74 Dual Control for Changing Master Records ............................................................................................76 4 April 2001
  5. 5. SAP AG FI Accounts Receivable and Accounts Payable Confirm or Refuse Master Record Changes...........................................................................................77 Requesting a Master Data Change in the Intranet/Internet (AC)............................................................78 Processing Request Forms ...............................................................................................................81 Processing a Request in the SAP System.........................................................................................84 Processing Notifications ...............................................................................................................85 Process Notification.................................................................................................................86 Processing Notifications Using Worklist ..................................................................................88 Task Processing ...........................................................................................................................89 Processing Tasks Using Worklist ............................................................................................90 Processing Tasks Using Workflow ..........................................................................................91 Status Query For Request .................................................................................................................92 Blocking a Customer Account ..................................................................................................................93 Blocking a Customer Account Centrally..................................................................................................95 Blocking a Customer Account for Posting...............................................................................................96 Blocking a Customer Account for Payments and Dunning Notices ........................................................97 Archiving and Deleting a Customer Master Record ...............................................................................98 Marking a Master Record for Deletion Centrally...................................................................................100 Marking a Master Record for Deletion for Accounting ..........................................................................101 Vendor Master Data..................................................................................................................................102 Vendor Master Records: Environment...................................................................................................103 What Data is Contained in the Vendor Master Record?.......................................................................104 How is the Data Organized? .................................................................................................................105 What is the Function of the Account Group? ........................................................................................106 How are Master Records Numbered? ..................................................................................................107 Screen Layout for Vendor Master Records...........................................................................................108 Field Status Definition: Vendor Master Records..............................................................................109 Field Status Definition for Activities: Vendor Master Records .........................................................112 Field Status Definition for Company Codes: Vendor Master Records ............................................113 Linking Field Status Definitions........................................................................................................114 Functions of the Reconciliation Account: Vendor Master Records.......................................................115 Access Authorization.............................................................................................................................116 Special Fields in Vendor Master Records.............................................................................................117 Search Term: Vendor Master Records ............................................................................................118 Alternative Payee.............................................................................................................................119 Affiliated Companies: Vendor Master Records................................................................................120 Clearing Between a Customer and Vendor .....................................................................................121 Group: Vendor Master Records .......................................................................................................122 Assigning Master Records to Accounting Clerks.............................................................................123 Functions for Maintaining Vendor Master Data ....................................................................................124 Selecting Screens to Display Vendor Master Data...............................................................................125 Additional Functions for Maintaining Vendor Master Data....................................................................126 Creating a Vendor Master Record: Overview ........................................................................................128 Creating a Vendor Master Record Using a Reference .........................................................................129 Creating a Vendor Master Record Centrally .........................................................................................131 Creating a Vendor Master Record for a Company Code......................................................................133 Special Features in Data Entry .............................................................................................................134 Entering Bank Details ......................................................................................................................135 Entering a Payment Method ............................................................................................................136 April 2001 5
  6. 6. FI Accounts Receivable and Accounts Payable SAP AG Entering a Dunning Procedure.........................................................................................................137 Entering Text....................................................................................................................................138 Assigning Documents ......................................................................................................................139 Classifying Vendors .........................................................................................................................140 Head Office and Branch Accounts........................................................................................................141 Creating One-Time Accounts................................................................................................................143 Displaying a Vendor Master Record.......................................................................................................145 Changing a Vendor Master Record ........................................................................................................147 Changing a Vendor Master Record Centrally .......................................................................................149 Changing a Vendor Master Record for Accounting ..............................................................................150 Displaying Changes to Vendor Master Records ...................................................................................151 Dual Control for Changing Master Records ..........................................................................................153 Confirm or Refuse Master Record Changes.........................................................................................154 Requesting a Master Data Change in the Intranet/Internet (AC)..........................................................155 Processing Request Forms .............................................................................................................158 Processing a Request in the SAP System.......................................................................................161 Processing Notifications .............................................................................................................162 Process Notification...............................................................................................................163 Processing Notifications Using Worklist ................................................................................165 Task Processing .........................................................................................................................166 Processing Tasks Using Worklist ..........................................................................................167 Processing Tasks Using Workflow ........................................................................................168 Status Query For Request ...............................................................................................................169 Blocking a Vendor Account ....................................................................................................................170 Blocking a Vendor Account Centrally....................................................................................................171 Blocking a Vendor Account for Posting.................................................................................................172 Blocking a Vendor Account for Payments.............................................................................................173 Archiving and Deleting Vendor Master Records...................................................................................174 Marking a Master Record for Deletion Centrally...................................................................................175 Marking a Master Record for Deletion for Accounting ..........................................................................176 Automatic Transfer of Vendor Master Data ...........................................................................................177 Business Partner Master Data (LO-MD-BP)...........................................................................................178 Business Partners....................................................................................................................................181 Business Partner Master Data Structure ...............................................................................................182 Account Groups ....................................................................................................................................185 Number Assignment..............................................................................................................................186 Partner Functions..................................................................................................................................188 Contact Persons....................................................................................................................................191 Consumers............................................................................................................................................192 One-Time Customers and One-Time Vendors .....................................................................................194 Common Sales and Distribution Master Data.......................................................................................196 Creating and Changing Business Partner Master Data .......................................................................197 Blocking Activities with Business Partners ..........................................................................................200 Setting a Payment Block .......................................................................................................................202 Setting a Posting, Sales and Distribution, or Purchasing Block............................................................203 Setting a Purchasing Block for Sites and Vendor Sub-Ranges ............................................................205 Setting a Block for Quality Reasons .....................................................................................................206 Account Balances and Line Items..........................................................................................................207 6 April 2001
  7. 7. SAP AG FI Accounts Receivable and Accounts Payable Account Balances ....................................................................................................................................208 Displaying Account Balances................................................................................................................209 Displaying Line Items in Account Balances ..........................................................................................210 Options for Displaying Account Balances .............................................................................................211 Line Item Display......................................................................................................................................212 Line Item Display with the SAP List Viewer (ALV) ................................................................................214 Displaying Account Line Items.........................................................................................................215 Functions in the Line Item Display...................................................................................................217 Displaying the Document for a Line Item....................................................................................220 Displaying Account Master Data ................................................................................................221 Classic Line Item Display ......................................................................................................................222 Displaying Account Line Items.........................................................................................................223 Editing Selection Criteria ............................................................................................................225 Noting Selection Criteria .............................................................................................................226 Functions in the Line Item Display...................................................................................................227 Displaying the Document for a Line Item....................................................................................229 Searching for Line Items.............................................................................................................230 Sorting Line Items.......................................................................................................................232 Changing the Sort Sequence ................................................................................................233 Creating Totals for Line Items ....................................................................................................236 Totals Variants.......................................................................................................................238 Changing the Line Layout...........................................................................................................240 Line Layout Variants..............................................................................................................241 Adding Additional Fields .............................................................................................................243 Displaying List Levels .................................................................................................................244 Selecting Currencies...................................................................................................................245 Displaying Account Master Data ................................................................................................246 Displaying Totals Sheets ............................................................................................................247 Account Analysis for Customers............................................................................................................248 Days in Arrears: Customers ..................................................................................................................249 Displaying Line Items: Customers ........................................................................................................251 Net/Cash Discount Overview: Customers.............................................................................................252 Displaying Payment History: Customers...............................................................................................253 Displaying Credit Limit: Customers.......................................................................................................254 Simulating Payment History: Customers ..............................................................................................255 Displaying Line Items via the Internet....................................................................................................256 Displaying Account Balances via the Internet ......................................................................................257 Posting Business Transactions in Accounts Receivable ....................................................................258 Entering Business Transactions in Accounts Receivable...................................................................259 Posting Documents in Accounts Receivable ........................................................................................260 Parking Invoices/Credit Memos - Enjoy Transaction ............................................................................261 Invoice/Credit Memo Parking - Enjoy Transaction...........................................................................264 Posting Parked Invoices/Credit Memos - Enjoy Transaction...........................................................265 Creating Screen Variants - Enjoy Transaction.................................................................................266 Entering Invoices/Credit Memos - Enjoy Transaction...........................................................................267 Invoice/Credit Memo Entry - Enjoy Transaction ..............................................................................271 Entering Customer Account Line Items ................................................................................................273 April 2001 7
  8. 8. FI Accounts Receivable and Accounts Payable SAP AG Special G/L Indicators (Accounts Receivable).................................................................................274 Output Tax in Customer Line Items .................................................................................................275 Terms of Payment (Accounts Receivable) ......................................................................................278 Terms of Payment for Installment Payments (Accounts Receivable)..............................................280 Posting Installment Payments: Example (Accounts Receivable) ...............................................281 Payment Control Data......................................................................................................................282 Dunning Data ...................................................................................................................................283 Additional Data for Customer Line Items .........................................................................................284 Entering G/L Account Line Items (Accounts Receivable) .....................................................................285 Tax with Jurisdiction Code ...............................................................................................................286 Entering Tax with Jurisdiction Code (Accounts Receivable) ......................................................287 Additional Account Assignments (Accounts Receivable) ................................................................289 Additional Data for G/L Account Line Items (Accounts Receivable)................................................290 Posting Credit Memos (Accounts Receivable)......................................................................................291 Entering Payment Requests (Accounts Receivable) ............................................................................292 Posting Documents in Foreign Currency (Accounts Receivable) .........................................................293 Carrying Out Transfer Postings (Accounts Receivable) .......................................................................294 Cross-Company Code Invoice Posting (Debit Side): Example.............................................................295 Special Features of One-Time Accounts (Accounts Receivable) .........................................................297 Posting Business Transactions in Accounts Payable .........................................................................298 Posting Business Transactions in Accounts Payable .........................................................................299 Parking Invoices/Credit Memos - Enjoy Transaction ............................................................................300 Invoice/Credit Memo Parking - Enjoy Transaction...........................................................................303 Posting Parked Invoices/Credit Memos - Enjoy Transaction...........................................................304 Creating Screen Variants - Enjoy Transaction.................................................................................305 Entering Invoices/Credit Memos - Enjoy Transaction...........................................................................306 Invoice/Credit Memo Entry - Enjoy Transaction ..............................................................................310 Entering Line Items for Business Transactions in Accounts Payable...................................................312 Entering Vendor Account Line Items ...............................................................................................313 Special G/L Indicators (Accounts Payable) ................................................................................314 Input Tax in Vendor Line Items...................................................................................................315 Withholding Tax (Accounts Payable)..........................................................................................318 Terms of Payment (Accounts Payable) ......................................................................................319 Terms of Payment for Installment Payments (Accounts Payable) ........................................321 Payment Control Data (Accounts Payable) ................................................................................323 Additional Data for Vendor Line Items........................................................................................324 Entering G/L Account Line Items (Accounts Payable).....................................................................325 Tax with Jurisdiction Code..........................................................................................................326 Entering Tax with Jurisdiction Code (Accounts Payable)......................................................327 Additional Account Assignments (Accounts Payable)................................................................329 Business Area (Accounts Payable) ............................................................................................330 Additional Data for G/L Account Line Items (Accounts Payable) ...............................................331 Posting Documents in Accounts Payable ........................................................................................332 Posting Invoices Net (Accounts Payable)........................................................................................333 Posting Credit Memos (Accounts Payable) .....................................................................................335 Entering Payment Requests (Accounts Payable)............................................................................336 8 April 2001
  9. 9. SAP AG FI Accounts Receivable and Accounts Payable Posting Documents in Foreign Currency (Accounts Payable).........................................................338 Special Features of One-Time Accounts (Accounts Payable).........................................................339 Fast Entry of Invoices and Credit Memos........................................................................................340 Fast Entry of Invoices and Credit Memos...................................................................................341 Special Features of Fast Entry (Switzerland) .............................................................................343 Carrying Out Transfer Postings (Accounts Payable).......................................................................344 Cross-Company Code Invoice Posting (Credit Side): Example............................................................345 Reversal.....................................................................................................................................................347 Negative Postings ....................................................................................................................................348 Reversing Documents .............................................................................................................................351 Posting (FI)................................................................................................................................................352 Document ..................................................................................................................................................353 Document Header .................................................................................................................................355 Entering Document Headers............................................................................................................356 Line Items..............................................................................................................................................358 Editing Line Items ............................................................................................................................359 Generating Line Items Automatically ...............................................................................................360 Adding Details to Automatically Generated Line Items ..............................................................361 Document Types ...................................................................................................................................362 Differentiating Between Business Transactions Using the Document Type ...................................364 Defining Authorizations for Document Types ..................................................................................366 Defining the Document Type for the Vendor Net Procedure ...........................................................367 Document Types for Postings to Affiliated Companies ...................................................................368 Document Number Assignment ............................................................................................................369 Validity Period for the Document Number Interval...........................................................................371 Defining Number Ranges.................................................................................................................372 Defining Number Ranges for Recurring Entry and Sample Documents .........................................374 Changing and Deleting Number Ranges .........................................................................................375 Organizing Document Storage..............................................................................................................376 Controlling Document Storage Using the Document Type ...................................................................378 Document Entry.....................................................................................................................................380 Default Values in Document Entry...................................................................................................381 Editing Options - Enjoy Transactions...............................................................................................382 Editing Options.................................................................................................................................384 Holding and Setting Data .................................................................................................................385 Fast Entry of G/L Account Line Items ..............................................................................................386 Control Functions for Entering and Posting Documents..................................................................387 Displaying Control Totals............................................................................................................389 Entering Totals ......................................................................................................................390 Entering Opening Balances...................................................................................................391 Holding Documents..........................................................................................................................392 Completing Held Documents......................................................................................................393 Deleting Held Documents ...........................................................................................................394 Simulating Documents .....................................................................................................................395 Parking Documents..........................................................................................................................397 Document Parking ......................................................................................................................399 April 2001 9
  10. 10. FI Accounts Receivable and Accounts Payable SAP AG Displaying Parked Documents ...................................................................................................401 Displaying Changes to Parked Documents...........................................................................402 Posting Parked Documents ........................................................................................................403 Parking Documents ....................................................................................................................404 Changing Parked Documents.....................................................................................................405 Deleting Parked Documents.......................................................................................................407 Document Release .....................................................................................................................408 Document Release: Settings in Customizing ........................................................................410 The Document Parking Process with Document Release: Example ....................................412 Amount Release ....................................................................................................................413 Account Assignment Approval ..............................................................................................414 Completing the Entries in a Document Using Workflow.............................................................415 Workflow Settings for Completing Parked Documents .........................................................416 Document Parking and Release with Workflow..........................................................................417 Displaying Documents ..........................................................................................................................419 Document Overview.........................................................................................................................421 Line Layout Variants ........................................................................................................................422 Line Item Display..............................................................................................................................424 Line Layout Variants for the Line Item Display...........................................................................426 Totals Variants............................................................................................................................428 Fields for Selecting, Sorting, and Searching ..............................................................................430 Sort Sequence ............................................................................................................................431 Changing Documents............................................................................................................................434 Defining Document Change Rules ..................................................................................................436 Changing Documents ......................................................................................................................438 Mass Changes to Line Items ...........................................................................................................439 Archiving Documents ............................................................................................................................441 Posting Key...............................................................................................................................................442 Processing Posted Data ..........................................................................................................................444 Updating Entered Data.............................................................................................................................445 Automatic Postings..................................................................................................................................446 What Can You Do Before Posting a Document?...................................................................................447 Screen Layout...........................................................................................................................................448 Screen Layout Using the Posting Key ..................................................................................................449 Using Field Status Definitions for Screen Layout..................................................................................451 Defining Field Status........................................................................................................................453 Linking Field Status Definitions ..................................................................................................455 Recommendations for Defining Field Status ..............................................................................457 Reference Methods for Posting ..............................................................................................................458 Posting with Reference Documents......................................................................................................459 Posting with Account Assignment Models ............................................................................................460 Account Assignment Models............................................................................................................461 Creating or Changing Account Assignment Models ........................................................................462 Using Account Assignment Models for Document Entry .................................................................464 Posting with Sample Documents ..........................................................................................................465 Entering Sample Documents ...........................................................................................................466 10 April 2001
  11. 11. SAP AG FI Accounts Receivable and Accounts Payable Displaying Sample Documents........................................................................................................467 Changing Sample Documents .........................................................................................................468 Deleting Sample Documents ...........................................................................................................469 Posting with a Sample Document....................................................................................................470 Recurring Entries ..................................................................................................................................471 Recurring Entries Process Flow.......................................................................................................472 Entering and Posting Recurring Documents....................................................................................473 Displaying Recurring Entry Documents ...........................................................................................474 Changing Recurring Entry Documents ............................................................................................475 Deleting Recurring Entry Documents ..............................................................................................476 Carrying Out Recurring Entries........................................................................................................477 Processing Batch Input Sessions Manually.....................................................................................478 Evaluating Recurring Entry Documents...........................................................................................479 Posting Documents in Foreign Currency ..............................................................................................480 Translating Foreign Currency................................................................................................................482 Cross-Company Code Transactions ......................................................................................................483 Prerequisites for Cross-Company Code Transactions .........................................................................485 Clearing Accounts for Cross-Company Code Transactions .................................................................486 Clearing Account for Cross-Company Code Transactions: Example..............................................487 Displaying Cross-Company Code Transactions ...................................................................................488 Changing Cross-Company Code Transactions ....................................................................................489 Reversing Cross-Company Code Transactions....................................................................................490 Paying by Payment Card .........................................................................................................................491 Posting Method ........................................................................................................................................492 Line Item and Document Display............................................................................................................493 Billing.........................................................................................................................................................494 Settlement .............................................................................................................................................495 Repeat Settlement ................................................................................................................................496 Resetting Cleared Items with Payment Card Information....................................................................497 Clearing .....................................................................................................................................................499 Clearing Functions in the General Ledger.............................................................................................501 Clearing Functions in Accounts Payable ..............................................................................................502 Clearing Functions in Accounts Receivable .........................................................................................503 The Clearing Program..............................................................................................................................505 Prerequisites for Clearing......................................................................................................................507 Open Item Management ..................................................................................................................508 Selection Criteria for Running the Program .....................................................................................510 Posting with Clearing ............................................................................................................................511 Manual Account Clearing ......................................................................................................................513 Running the Clearing Program .............................................................................................................515 Clearing Transactions..............................................................................................................................516 Transaction for Account Clearing..........................................................................................................517 Transactions for Posting with Clearing .................................................................................................519 Self-Defined Clearing Transactions ......................................................................................................522 Changing Clearing Transactions...........................................................................................................523 Clearing Postings ..................................................................................................................................524 Clearing Document ...............................................................................................................................525 The Clearing Process...............................................................................................................................526 April 2001 11
  12. 12. FI Accounts Receivable and Accounts Payable SAP AG Entering Document Headers for Clearing Transactions .......................................................................528 Entering Line Items ...............................................................................................................................529 Selecting Open Items............................................................................................................................530 Searching for Open Items .....................................................................................................................532 Clearing Between a Customer and Vendor ..........................................................................................533 Fast Assignment of Open Items (R/3)...................................................................................................534 Assigning Open Items via the Internet ..................................................................................................535 Assigning Open Items via the Internet.............................................................................................538 Editing Internet Assignments in the SAP System ............................................................................539 Processing Open Items.........................................................................................................................540 Processing Open Items with Commands.........................................................................................541 Processing Open Items with Menus or Function Keys ....................................................................543 Processing Open Items with the Mouse ..........................................................................................544 Setting Editing Options (Open Items) ..............................................................................................545 Displaying Open Items ..........................................................................................................................546 Editing the Open Item Display...............................................................................................................547 Changing the Line Layout (Open Items)..........................................................................................548 Changing the Line Layout (Open items) ..........................................................................................549 Searching for Open Items................................................................................................................550 Searching for Amounts ....................................................................................................................551 Overview of Cleared Accounts.........................................................................................................552 Displaying Account Names ..............................................................................................................553 Processing Open Items According to the Payment Advice Note.....................................................554 Distributing the Clearing Amount by Age.........................................................................................556 Sorting Open Items ..........................................................................................................................558 Switching Between Gross and Net Amount.....................................................................................559 Switching Between Foreign and Local Currency.............................................................................560 Posting Partial Payments.................................................................................................................561 Posting Residual Items ....................................................................................................................562 Noting Open Items as Payment Advice Notes......................................................................................563 Correcting Errors...................................................................................................................................564 Payment Differences................................................................................................................................565 Differences Within Tolerance Limits .....................................................................................................567 Differences Exceeding Tolerance Limits...............................................................................................569 Reason Codes ......................................................................................................................................570 Explaining Differences ..........................................................................................................................572 Automatic Posting for Clearing Transactions.......................................................................................573 Gains or Losses from Under/Overpayments.........................................................................................574 Bank Charges........................................................................................................................................575 Bank Direct Debit ..................................................................................................................................576 Automatic Clearing................................................................................................................................577 Bank Subaccounts ...................................................................................................................................578 Posting Checks Received: Example .....................................................................................................580 Specifications for Processing Open Items ............................................................................................581 Fields for the Selection, Search, and Sort Functions............................................................................583 Standard Sort Sequence.......................................................................................................................584 Line Layout (Open items)......................................................................................................................585 Cross-Company Code Clearing ..............................................................................................................588 12 April 2001
  13. 13. SAP AG FI Accounts Receivable and Accounts Payable Cross-Company Code Clearing: Example ............................................................................................589 Clearing Open Items in Foreign Currency .............................................................................................590 Translation of All Amounts into Local Currency....................................................................................592 Using Historical Values in Local Currency ............................................................................................593 Clearing Open Items with a Future Posting Date: Example.................................................................594 Outgoing Payments with Printed Forms................................................................................................595 Clearing Open Items and Printing Payment Media...............................................................................596 Printing Checks for Cleared Items ........................................................................................................597 Clearing Accounts....................................................................................................................................598 Resetting Clearing....................................................................................................................................599 Payment Advice Notes.............................................................................................................................600 Requirements for Using Payment Advice Notes...................................................................................601 Types of Payment Advice Note...............................................................................................................602 Creating Payment Advice Notes.............................................................................................................603 Changing Payment Advice Notes...........................................................................................................605 Displaying Payment Advice Notes .........................................................................................................606 Deleting Payment Advice Notes .............................................................................................................607 Reorganizing Payment Advice Notes.....................................................................................................608 Interest Calculation ..................................................................................................................................609 Introduction to Interest Calculation .......................................................................................................610 The Interest Calculation Process............................................................................................................611 Master Record Fields for Interest Calculation.......................................................................................613 Blocking Items..........................................................................................................................................614 Executing the Interest Calculation Program .........................................................................................615 Dunning .....................................................................................................................................................617 Individual Dunning Notices .....................................................................................................................619 Dunning Process......................................................................................................................................620 Settings for Dunning: Overview .............................................................................................................622 Creating Dunning Proposals...................................................................................................................625 Setting Dunning Parameters .................................................................................................................627 Creating Dunning Proposals .................................................................................................................630 Determining the Accounts and Items to be Dunned .............................................................................631 Determining Dunning Levels .................................................................................................................633 Effect of Minimum Amounts and Percentage Rates on Dunning Levels ..............................................635 Dunning Procedure ...............................................................................................................................636 Dunning Frequency and Dunning Interval .......................................................................................637 Grace Days for Line Items and Minimum Numbers of Days in Arrears for Accounts......................638 Dunning Levels ................................................................................................................................640 Notes on Grace Days and Days in Arrears......................................................................................641 Special Features for Dunning Using Dunning Levels ......................................................................642 Company Code-Specific Specifications: Figure...............................................................................643 Dunning Levels: Additional Specifications .......................................................................................644 Dunning Levels and Days In Arrears ...............................................................................................645 Charges and Interest .......................................................................................................................646 Minimum Amounts and Dunning Level Determination ....................................................................648 Selection of Transactions for Dunning.............................................................................................649 April 2001 13
  14. 14. FI Accounts Receivable and Accounts Payable SAP AG Entering Grace Days and Minimum Days in Arrears.......................................................................650 Dunning Areas ......................................................................................................................................651 Defining Different Dunning Procedures for Dunning Areas .............................................................653 Defining One Dunning Procedure for Dunning Areas......................................................................654 Assigning Line Items to Dunning Areas...........................................................................................655 Dunning Blocks and Dunning Keys.......................................................................................................656 Special Functions in Dunning................................................................................................................657 Dunning Credit Memos ....................................................................................................................658 Grouping Open Items Under Grouping Keys...................................................................................659 Cross-Company Code Dunning.......................................................................................................660 Legal Dunning Proceedings.............................................................................................................661 Local Dunning ..................................................................................................................................662 Dunning One-Time Accounts...........................................................................................................663 Customer and Vendor Clearing .......................................................................................................664 Alternative Dunning Recipient..........................................................................................................665 Editing Dunning Proposals .....................................................................................................................666 Displaying Lists .....................................................................................................................................667 Editing Dunning Proposals....................................................................................................................668 Displaying Sample Printouts .................................................................................................................670 Displaying Logs.....................................................................................................................................671 Issuing Dunning Notices .........................................................................................................................672 Dunning Forms......................................................................................................................................673 Form Components ...........................................................................................................................675 Letter Header, Sender, and Footer - Dunning Notices ....................................................................677 Windows In The Dunning Form: Page 1..........................................................................................679 Text Elements in the MAIN Window - Dunning Notices ..................................................................680 Text Elements for the HEADER Window.........................................................................................681 Data from the Dunning Run for the Form Printout...........................................................................682 Sample Dunning Form .....................................................................................................................683 Sorting Dunning Notices, Dunning Lists, and Open Items ..............................................................685 Modifying the Forms ........................................................................................................................686 Printing Dunning Notices.......................................................................................................................687 Special G/L Transactions: Down Payments and Payment Guarantees..............................................688 Special G/L Transactions: Overview ......................................................................................................689 The Basic Principles of Special G/L Transactions ................................................................................690 What are the Different Types of Special G/L Transactions?.................................................................692 Statistical Postings...........................................................................................................................693 Noted Items......................................................................................................................................694 Defining the Posting Procedure .......................................................................................................695 Posting Keys and Special G/L Indicators..............................................................................................696 Displaying Special G/L Transactions ....................................................................................................698 Adjusting Special G/L Transactions ......................................................................................................699 Special G/L Accounts.......................................................................................................................700 Specifications for Posting Key and Special G/L Indicator................................................................701 Automatic Postings ..........................................................................................................................702 Down Payment Requests ........................................................................................................................703 Special Features of Down Payment Requests .....................................................................................705 14 April 2001
  15. 15. SAP AG FI Accounts Receivable and Accounts Payable Entering and Posting a Down Payment Request..................................................................................706 Entering a Down Payment Request with Cash Discount.................................................................708 Correcting Line Items and Entering New Items ...............................................................................709 Reversing a Down Payment Request ...................................................................................................710 Displaying a Down Payment Request...................................................................................................711 Changing a Down Payment Request....................................................................................................712 Payment Requests................................................................................................................................713 Down Payments........................................................................................................................................714 Processing Down Payments in the R/3 System ...................................................................................716 Posting Down Payments .......................................................................................................................717 Special G/L Accounts for Down Payments ...........................................................................................718 Integrating Other Applications...............................................................................................................719 Down Payments and Tax ......................................................................................................................720 Transferring Postings for Down Payments ...........................................................................................724 Clearing Down Payments......................................................................................................................725 Down Payments and Cash Discount ....................................................................................................727 Down Payments and the Dunning Program..........................................................................................729 Down Payments and Credit Limits........................................................................................................730 Net or Gross Display of Down Payments..............................................................................................731 Entering and Posting Down Payments .................................................................................................733 Posting a Down Payment Without a Down Payment Request ........................................................734 Posting a Down Payment with a Down Payment Request ..............................................................736 Other Functions: Down Payments ...................................................................................................737 Processing Down Payments .................................................................................................................739 Clearing a Down Payment Using the Payment Program.................................................................740 Clearing a Down Payment Manually................................................................................................742 Clearing a Down Payment After Making a Transfer Posting ...........................................................743 When Do You Make Transfer Postings for Down Payments?.........................................................744 Making Transfer Postings of Down Payments and Posting Tax......................................................745 Canceling the Payment Block ..........................................................................................................747 Transfer Posting of a Down Payment After Paying a Closing Invoice.............................................748 Clearing Down Payment Open Items Manually...............................................................................749 Down Payments and Cash Discount ...............................................................................................750 Reversing a Down Payment..................................................................................................................751 Displaying a Down Payment .................................................................................................................752 Changing a Down Payment ..................................................................................................................753 Guarantees................................................................................................................................................754 Processing Guarantees in the R/3 System ...........................................................................................755 Clearing Accounts .................................................................................................................................756 Payment Guarantees Made and Received ...........................................................................................757 Posting a Guarantee Made ..............................................................................................................758 Reversing a Guarantee Made..........................................................................................................759 Posting a Guarantee Received........................................................................................................760 Reversing a Guarantee Received....................................................................................................761 Entering and Posting a Guarantee ..................................................................................................762 Reversing a Guarantee....................................................................................................................763 Displaying a Guarantee ...................................................................................................................764 Changing a Guarantee.....................................................................................................................765 April 2001 15
  16. 16. FI Accounts Receivable and Accounts Payable SAP AG Creating Own Special G/L Transactions................................................................................................766 Correspondence and Internal Evaluations ............................................................................................768 Correspondence Types ...........................................................................................................................769 How to Create Correspondence..............................................................................................................772 Cross-Company Code Correspondence................................................................................................773 Requesting Correspondence ..................................................................................................................774 Requesting Payment Notices via the Customer Master Record...........................................................775 Requesting Payment Notices Within Open Item Processing................................................................776 Creating Periodic Account Statements for Customers .........................................................................777 Requesting Account Statements and Open Item Lists During Document or Account Processing.............................................................................................................................................778 Requesting Internal Documents and Document Extracts Within a Function ........................................779 Requesting Correspondence Using the General Function ...................................................................780 Individual Texts ........................................................................................................................................781 Entering Individual Texts.......................................................................................................................783 Editing Correspondence Requests ........................................................................................................784 Printing Correspondence ........................................................................................................................785 Printing Correspondence With the Request Program...........................................................................787 Printing Payment Notices......................................................................................................................788 Printing Account Statements and Open Item Lists ...............................................................................789 Printing Internal Documents Without a Request ...................................................................................790 Printing Periodic Account Statements...................................................................................................791 Printing Statements of Bill of Exchange Charges .................................................................................792 Repeating the Print Run........................................................................................................................793 Internal Evaluations .................................................................................................................................794 Closing Operations for Accounts Receivable and Accounts Payable ...............................................795 Carrying Forward Balances.....................................................................................................................796 Balance Confirmation ..............................................................................................................................799 Balance Confirmations: Prerequisites...................................................................................................801 Printing Balance Confirmations.............................................................................................................802 Grouping Customers and Vendors ..................................................................................................804 Creating a Head Office and Branch Index .......................................................................................805 Evaluating Replies ................................................................................................................................806 Printing Reminders................................................................................................................................807 Transferring and Sorting Receivables and Payables ...........................................................................808 Sorting by Remaining Term ..................................................................................................................810 Customers in Credit and Vendors in Debit............................................................................................812 Changes to the Reconciliation Account ................................................................................................813 Transfer Postings and Sorting...............................................................................................................815 Value Adjustment .....................................................................................................................................816 Individual Value Adjustment..................................................................................................................817 Flat-Rate Valuation Adjustment ............................................................................................................819 Flat-Rate Individual Value Adjustments and Discounts ........................................................................820 Foreign Currency Valuation ....................................................................................................................821 Valuation Methods ................................................................................................................................823 Valuating Foreign Currency Balance Sheet Accounts..........................................................................824 Valuation of Open Items in Foreign Currencies. ...................................................................................826 Displaying Valuation Differences .....................................................................................................829 Currency Translation.............................................................................................................................830 16 April 2001
  17. 17. SAP AG FI Accounts Receivable and Accounts Payable Document Reconciliation ........................................................................................................................832 Document Reconciliation ........................................................................................................................834 Customer-Vendor Relationship ..............................................................................................................835 Parameters for Document Reconciliation..............................................................................................836 Carrying Out Document Reconciliation .................................................................................................837 Financial Information System (FI) ..........................................................................................................839 Financial Information System .................................................................................................................840 Generating Evaluations for Customers and Vendors ...........................................................................841 Defining Grouping Criteria.....................................................................................................................842 Defining Evaluation Levels....................................................................................................................843 Creating and Displaying Evaluations ....................................................................................................845 Selecting Evaluations.......................................................................................................................846 Generating Evaluations in the Background .....................................................................................847 Displaying Evaluation Results..........................................................................................................848 Defining an Initial Position ..........................................................................................................849 Functions in the Drilldown Lists ..................................................................................................850 Displaying the Due Date Analysis....................................................................................................852 Displaying Payment History.............................................................................................................854 Displaying Currency Analysis ..........................................................................................................856 Displaying Overdue Items................................................................................................................858 Displaying DSO Analysis .................................................................................................................859 Displaying Terms Offered/Terms Taken Evaluations ......................................................................860 Changing the Data Volume..............................................................................................................862 Customizing the Accounts Receivable and Payable Information System .........................................863 Creating Evaluation Views ....................................................................................................................864 Creating and Changing a Selection Variant for the Data Retrieval Program........................................865 Maintaining Evaluation Types ...............................................................................................................867 Defining Evaluations .............................................................................................................................868 Creating and Changing a Selection Variant for the Evaluation Program..............................................869 April 2001 17
  18. 18. FI Accounts Receivable and Accounts Payable SAP AG FI Accounts Receivable and Accounts Payable FI Accounts Receivable and Accounts Payable 18 April 2001
  19. 19. SAP AG FI Accounts Receivable and Accounts Payable FI - Accounts Receivable and Accounts Payable FI - Accounts Receivable and Accounts Payable Introduction to Accounts Receivable and Accounts Payable [Page 20] Master Records, Account Balances and Line Items Customer Master Records [Page 27] Vendor Master Records [Page 102] Account Balances and Line Items [Page 207] Processes Clearing [Page 499] Payments [Ext.] Dunning [Page 617] Interest Calculation [Page 609] Special General Ledger Transactions Special G/L Transactions: Down Payments and Credit Limits [Page 688] Special G/L Transactions: Bills of Exchange [Ext.] Workflow Document Parking [Page 397] Payment Release [Ext.] Correspondence and Internal Evaluations [Page 768] Check Management [Ext.] Payment Advice Notes [Page 600] Information on the Contents of the Online FI Manuals [Ext.] April 2001 19
  20. 20. FI Accounts Receivable and Accounts Payable SAP AG Introduction to Accounts Receivable and Accounts Payable Introduction to Accounts Receivable and Accounts Payable The following topics are an introduction to the Accounts Receivable and Accounts Payable application components. They also explain how to make system settings for these components. Accounts Receivable and Accounts Payable: Overview [Page 21] Current Settings and the Implementation Guide [Page 22] 20 April 2001
  21. 21. SAP AG FI Accounts Receivable and Accounts Payable Accounts Receivable and Accounts Payable: Overview Accounts Receivable and Accounts Payable: Overview The Accounts Payable application component records and manages accounting data for all vendors. It is also an integral part of the purchasing system: Deliveries and invoices are managed according to vendors. The system automatically triggers postings in response to the operative transactions. In the same way, the system supplies the Cash Management application component with figures from invoices in order to optimize liquidity planning. Payables are paid with the payment program. The payment program supports all standard payment methods (such as checks and transfers) in printed form as well as in electronic form (data medium exchange on disk and electronic data interchange). This program also covers country-specific payment methods. If necessary, dunning notices can be created for outstanding receivables (for example, to receive payment for a credit memo). The dunning program supports this function. Postings made in Accounts Payable are simultaneously recorded in the General Ledger where different G/L accounts are updated based on the transaction involved (payables and down payments, for example). The system contains due date forecasts and other standard reports that you can use to help you monitor open items. You can design balance confirmations, account statements, and other forms of reports to suit your requirements in business correspondence with vendors. There are balance lists, journals, balance audit trails, and other internal evaluations available for documenting transactions in Accounts Payable. The Accounts Receivable application component records and manages accounting data of all customers. It is also an integral part of sales management. All postings in Accounts Receivable are also recorded directly in the General Ledger. Different G/L accounts are updated depending on the transaction involved (for example, receivables, down payments, and bills of exchange). The system contains a range of tools that you can use to monitor open items, such as account analyses, alarm reports, due date lists, and a flexible dunning program. The correspondence linked to these tools can be individually formulated to suit your requirements. This is also the case for payment notices, balance confirmations, account statements, and interest calculations. Incoming payments can be assigned to due receivables using user-friendly screen functions or by electronic means, such as EDI. The payment program can automatically carry out direct debiting and down payments. There are a range of tools available for documenting the transactions that occur in Accounts Receivable, including balance lists, journals, balance audit trails, and other standard reports. When drawing up financial statements, the items in foreign currency are revalued, customers who are also vendors are listed, and the balances on the accounts are sorted by remaining life. Accounts Receivable is not merely one of the branches of accounting that forms the basis of adequate and orderly accounting. It also provides the data required for effective credit management, (as a result of its close integration with the Sales and Distribution component), as well as important information for the optimization of liquidity planning, (through its link to Cash Management). April 2001 21
  22. 22. FI Accounts Receivable and Accounts Payable SAP AG Current Settings and the Implementation Guide Current Settings and the Implementation Guide You can make system settings in various ways: · You can use the current settings option in Accounts Receivable or Accounts Payable. · You can use the Implementation Guide (IMG). Maintaining Current Settings [Page 23] Configuring the System Using the Implementation Guide [Page 24] 22 April 2001
  23. 23. SAP AG FI Accounts Receivable and Accounts Payable Maintaining Current Settings Maintaining Current Settings You access current settings by choosing Environment ® Current settings in the Accounts Receivable or Accounts Payable menu. You can then carry out the following activities: · Specify currency translation rates · Enter planned amounts for the payment program · Open and close posting periods · Create worklists for processing open items and displaying line items and balances To carry out one of these activities, click the Execute icon next to it. You can display documentation about each current setting by placing the cursor on the title of the activity and choosing Extras ® Display document. April 2001 23
  24. 24. FI Accounts Receivable and Accounts Payable SAP AG Configuring the System Using the Implementation Guide Configuring the System Using the Implementation Guide Some system settings for Accounts Receivable and Accounts Payable, such as those for check management, must be made in Customizing. The following descriptions are based on the SAP Reference IMG. If you are working with an Enterprise IMG or your own projects, you may see slightly different paths than the ones listed here. The SAP Reference IMG lists all the activities that you need to carry out to configure your SAP System. You can execute functions and display documentation about these functions from the IMG structure. For more information about system settings (function descriptions and instruction manuals), see the CA - Customizing Manual. See also: Calling Up the SAP Reference IMG [Page 25] Searching for Activities in the SAP Reference IMG [Page 26] 24 April 2001
  25. 25. SAP AG FI Accounts Receivable and Accounts Payable Calling Up the SAP Reference IMG Calling Up the SAP Reference IMG To display the SAP Reference IMG, proceed as follows: 1. From the SAP System main menu, choose Tools ® Accelerated SAP ® Customizing ® Edit project, then SAP Reference IMG. The IMG structure appears. 2. Place the cursor on Financial Accounting and choose Edit ® Expand, or click on the plus sign to display the subheadings under Financial Accounting. You will see the IMG for Financial Accounting Global Settings, General Ledger Accounting, and Accounts Receivable and Accounts Payable. 3. Place the cursor on either Financial Accounting Global Settings, General Ledger Accounting, or Accounts Payable and Accounts Receivable, and expand the structure until you find the configuration activity you require. 4. To display the documentation for the activity, double-click the text icon next to the activity. You can maintain the settings by double-clicking the Execute icon. 5. Make the required configuration settings and save them. 6. Return to the IMG structure display by choosing Goto ® Back. April 2001 25
  26. 26. FI Accounts Receivable and Accounts Payable SAP AG Searching for Activities in the SAP Reference IMG Searching for Activities in the SAP Reference IMG Using the Find function, you can search for a specific word or character string within the IMG’s structure titles. Proceed as follows: 1. From the IMG structure display screen, choose Edit ® Find. 2. Enter your search term (word or character string). 3. Select the type of search and hit list display. 4. Confirm your entries. 26 April 2001
  27. 27. SAP AG FI Accounts Receivable and Accounts Payable Customer Master Data Customer Master Data Purpose In the SAP System, all business transactions are posted to and managed in accounts. You must create a master record for each account that you require. The master record contains data that controls how business transactions are recorded and processed by the system. It also includes all the information about a customer that you need to be able to conduct business with him. Implementation Considerations For information about the system settings necessary for creating master records, see the Implementation Guide (IMG) for Accounts Receivable and Accounts Payable. Integration Both the accounting (FI-AR) and the sales (SD) departments of your organization use customer master records. By storing customer master data centrally, you enable it to be accessed throughout your organization, and avoid the need to enter the same information twice. You can also avoid inconsistencies in master data by maintaining it centrally. If the address of one of your customers changes, for example, you only have to enter this change once, and your accounting and sales departments will always have up-to-date information. You have to implement the Sales and Distribution (SD) application component in order to enter and process customer master records for order processing, shipping, and billing. For more information, see the Sales and Distribution documentation. Features Specifications you make in master records are used: · As default values when you post items to the account For example, the terms of payment you specify in the master record are defaulted for document entry. · For processing business transactions Account control data, such as the number of the G/L reconciliation account For example, the dunning procedure, the date of the last dunning notice, and the address are required for the automatic dunning process. · For working with master records You can prevent certain users from accessing an account by setting up authorization groups. · For communication with the customer For example, the address and telephone and fax numbers. · For the sales department Order processing, shipping, and billing data. April 2001 27
  28. 28. FI Accounts Receivable and Accounts Payable SAP AG Customer Master Data 28 April 2001
  29. 29. SAP AG FI Accounts Receivable and Accounts Payable Basic Functions of Customer Master Records Basic Functions of Customer Master Records The following topics explain the function and structure of customer master records. April 2001 29

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