This document is an overview of the accounts receivable module in SAP, detailing its various functions within the sales and distribution process. It outlines the structure and types of SAP documents, such as invoices and credit memos, and describes the document flow used to track and manage financial transactions. Key learning objectives include understanding how to display accounting documents and navigate the order-to-cash process.

1. Accounts Receivable Version 1.0 Unit 3: SAP Documents SAP-ERP

2. Course Agenda Topic 1: Introduction Topic 2: Customer Master Topic 3: SAP Documents Topic 4: Accounts Receivable Functions Topic 5: Financial Transactions, EFT and Lockbox

3. Unit Objectives At the completion of this unit, you will be able to: Understand the Sales and Distribution process Use the Document Structure Display Accounting Documents Utilize the Document flow to display Delivery, Billing and Sales order Search for Documents

4. Sales and Distribution Process Flow

5. Order to Cash Process Order Placed Via Phone Mail, Fax Order Processed Post Goods Issued Accounting Document AR Credit Review Delivery Creates Billing Invoice Payment Received Collections Cleared Order Released Order Blocked Credit dept. Reviews Order Refer to Credit Management Procedures

6. Key Terms SAP Sales and Distribution (SD) Document Overview Header Item Document Flow

7. Document Structure Documents share a data structure consisting of the: Overview Header Items Overview Data Header Data Item Data Item Data SAP Document

8. Data Population Difference Requisition # via Substitution – If needed Customer Payer# when creating over/ underpayment in cash application when an alternate payer is involved Reference Key 3 Blank Customer debit memo # (from customer remittance) Reference Key 2 Ship-to # via substitution Returns – blank - if needed Reference Key 1 Blank except when populated during cash application Reason Code Referenced invoices will copy all the information of the invoice Invoice Reference Billing Document Payment Reference Billing document Reference Key Orders-Billing Document Returns – Billing Document Returns with reference to an order – The reference order Billing document Check # (from customer remittance) Reference SAP Integration A/R Document Data Field

9. SAP Documents – Sales and Distribution (SD) There are five main SD SAP documents: Inquiry/Quote Order Delivery Billing Accounting Documents Delivery Billing Accounting Order Inquiry/ Quote

10. Quotations Quotation Types ZCQ – Charge Quote ZNCQ – No charge Quote EXPORT DOMESTIC ZBQT ZFQT ZPQT ZVQT

11. Sales Order Type Sales Orders ZC – Charge order ZN – No charge Order ZCM - Credit Memo Request ZDM – Debit Memo Request ZRN - Credit Memo Request for returns ZRI - Return w / Delivery EXPORT DOMESTIC ZOR -Standard Sales Order ZSM - Sample Orders ZES - Employee Store ZFR - No Charge / Free Replacement ZRO - Emergency/ Rush Order ZCAL - Complaints ZCRM -Credit Memo Request ZDRM -Debit Memo Request ZREM- Returns w/o Delivery ZRED -Returns with Delivery

12. Document Types Document types: XR = Customer Invoice XG = Customer Credit Memo XA = Customer Document DZ = Customer Payment

13. Document Types – Data Sources The data sources for document types will vary: XR = Customer Invoice XG = Customer Credit Memo XA = Customer Document DZ = Customer Payment A/R Direct Posting Payments

14. SAP Document: Accounting Delivery Billing Acct Order Quote The Accounting Document contains the following info: General Ledger Accounts Breakdown of delivery charges etc General Ledger Account

15. Accounting Documents Relationship Browser Delivery Billing Acct Order Quote

16. Document Flow Document flow can be accessed from any document within the document history The most complete listing of documents is accessed from the earliest step A complete Document flow is always from the header Delivery Billing Accounting Order Quote

17. Accounting Documents Document Flow Delivery Billing Order Quote Acct 1. To access the document flow, first double click on the Sales Order 2. Click Display Document Flow

18. Document Flow Document Flow can be used to display each step in the order processing life cycle Delivery Billing Accounting Order Quote

19. Demonstration 3.1 Observe as your instructor demonstrates: Relationship Browser Document Flow

20. Access Document Flow from Customer Line Item Display Most customer account questions / inquiries will reference the invoice number Use transaction FBL5N to access Customer Line Item Display Screen From the Customer Line Item Display Screen, we can “drill-down” from the invoice number into the document flow

21. Access Document Flow from Customer Line Item Display Use transaction FBL5N or Follow the menu path to display the Customer Line Item

22. Access Document Flow from Customer Line Item Display Enter the customer account or range of accounts and Company Code. Click on Execute icon or (F8)

23. Access Document Flow from Customer Line Item Display 3) Double Click on the Document Number (Invoice) to display the details

24. Access Document Flow from Customer Line Item Display cont’d 4) From the Display Document Screen, follow the menu path Environment-> Document Environment-> Original Document to get to the billing Document

25. Access Document Flow from Customer Line Item Display cont’d 5) From the Billing Doc: Click the Doc Flow Button 6) Document Flow will allow you to access the SD documents relating to the order

26. Document Research Strategies If the order originates within the SAP SD module, we have the capabilities to research and view the full document history within SAP Integration SAP SD Module SAP A/R Module SAP System

27. Unit Recap Document Flow can be used to display each step in the order processing life cycle Document flow can be accessed from any document within the document history The most complete listing of documents is accessed from the earliest step – header Much of the data contained within the original sales order is carried forward to subsequent documents

28. Questions and Answers