Accnts Receivable

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11Maxim Confidential

Accounts Receivable(Trade and Non-Trade)

Maxim ERP


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Training OverviewTraining Overview

Ground RulesGround RulesHousekeepingHousekeeping

Learning ToolsLearning Tools

Course IntroductionCourse Introduction


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Getting Started

Welcome and introductions

LogisticsFeel free to ask questionsKeep discussions at class level

Dont leave this class confused


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Sign the attendance

sheet

Silence cell phones

and pagers

Check E-mail during

breaks ONLY

Do not work on computers duringinstructor presentations

Minimize side

conversations

Ground Rules


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Housekeeping Logistics

Help manage

activities by startingand stopping on time

Actively listen and participate in

presentations

A break will be taken

[approx] every 2 hrs.Feel free to

ask questions

Restroom andExit locations


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Course Description

This course is intended to equip the AccountsReceivable Clerk and Accounts ReceivableSupervisor with the necessary skills and

knowledge to perform Accounts Receivable-

relevant processes in SAP.


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Prerequisites

Prior to this course, you should haveattended:SAP Basics and Navigation


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Course Objectives Upon completion of this course, you will be

able to:

Describe the overall Receivables process utilizedby Maxim

Describe the benefits of using SAP in the

Receivables processIdentify the critical terms used in Receivables

processing

Discuss the difference between master data andtransactional data

List advantages of using Master Data


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Course Objectives (continued)

Discuss the benefits of using an integrated systemDescribe the inputs to and outputs from

Receivables with other SAP modules

Process Customer Invoices and Credit MemosDescribe the integration of SD Documents and AR

Release Blocked SD DocumentsDisplay Customer Balances and Line ItemsReverse Documents

Reset Cleared Items


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Evaluations

In order to be certified and given access toSAP, you must successfully:

Complete each exercise


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Accounts ReceivableAccounts Receivable

OverviewOverviewModule 1Module 1


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Course Map


Incoming Payments and Credit MemosIncoming Payments and Credit Memos

Accounts Receivable OverviewAccounts Receivable Overview

Account MaintenanceAccount Maintenance

SummarySummary

BillingBilling

Sales Documents and ARSales Documents and AR


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Module Objectives

Upon completion of this module, you will beable to:

Describe the overall Receivables process utilizedby Maxim

Describe the benefits of using SAP in the

Receivables processIdentify the critical terms used in Receivables

processing

Discuss the difference between master data andtransactional dataList advantages of using Master DataDiscuss the benefits of using an integrated system


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Module Objectives (continued)


Compare the key changes in the SAP AccountsReceivable process from current process

Identify critical terms used in Receivablesprocessing

Describe the inputs to and outputs fromReceivables with other SAP modules

Display a Customer Master Record


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Benefits of SAP Accounts Receivable

The Accounts Receivable module is utilized to record andadminister the financial accounting transactions involving

customers. Characteristics of the AR module include: Real-time integration with the General Ledger Integrates with the Sales and Distribution as a part of the

Order to Cash process

Offers a component to control customer credit exposure(Credit management)

Handles both electronic and manual incoming paymentprocessing

Provides a component to monitor past due customersinvoices (with automatic dunning)

Contains reporting functionality to monitor customer activity


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Accounts Receivable Business Process Definition

The Accounts Receivable module is themodule that records and administers the

financial accounting transactions involving

customers.


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Types of Payments Full payment Partial payment Payment with residual items Prepayment


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Full Payment When a customer pays the full amount of an

invoice:

The payment and invoice are cleared from thecustomer account

The payment is posted and line items are cleared

against the payment


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Partial Payment The partial payment is applied as an open

item

The payment remains open on account untilapplied against the designated line item

Posting a partial payment:Is an alternative to opening a residual item with

differences between payment and invoice

Retains both the invoice and partial payment open

on account in original form until invoice is paid infull


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2020

Payment with Residual Items Based on the customer remittance advice, the

payment and line items are cleared

A residual item is created for the difference Posting a residual item:

Clears the invoice and paymentCreates a new receivable


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2121

Prepayments Certain customers are required to prepay

before ordered goods are been shipped


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2222

Applying a Payment Payments can be entered into SAP through

the Payment Fast Entryscreen

Enter payment document header informationEnter payment details (invoice and account

number)

Select open items to which payment appliesClear open items against payment


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2323

Accounts Receivable Process Flow


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2424

Accounts Receivable Integration

Accounts Receivable

Master Data General Ledger

Distribution

Warehouse

Management

Sales


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2525

SAP Accounts Receivable Process

Create

Sales Order

Dispatch

delivery

note

Goods

dispatch

(goods issue)

Create

billing

document

Post it to

reconciliation

account

Send

invoice

Produce or

purchase

material

Quotation

Financial

Accounting

Sales &Distribution

Book in

customer

sub ledger

Receive

payment

Clearing


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Key Changes Accounts Receivable

Before SAP

Downloaded bank statements could not reconcile topayments posted

Credit/Debit memos are not integrated with SD

Billing Document Two partner functions: Bill-to and Ship-To


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Legacy

New Terms and Concepts

SAP

Sold-toBill-to


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Accounts Receivable TerminologySAP Term Definition

Credit Memo A sales document created on the basis of a customercomplaint. This reduces receivables in FI Accounting.

Debit Memo A sales document created on the basis of a customercomplaint. This increases receivables in FIAccounting.

Pro FormaInvoice

An invoice created on paper for exported goods toprovide the customs authorities with evidence of thecost of the goods.


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Accounts Receivable Terminology(continued)

SAP Term Definition

Chart ofAccounts

The directory of all the valid General Ledger (G/L)accounts. Maxim uses X standard chart of accounts,called XXXX for all valid company codes. A G/Laccount can be defined for a company code only if itis already defined in the chart of accounts.

Company

Code

Independent accounting unit; in most cases is a legal

entity.

Clearing

Document

Document created to clear open items in an account.


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Accounts Receivable Terminology (continued)

SAP Term Definition

CustomerMasterRecord

Record used to track and maintain

information regarding a customer andcontrol how data is posted and processedfor a customer.

Baseline

Date

Date used to control aging of receivables.

PaymentTerms

Arrangements with partners regarding

amount of time to pay and any discountsthat are available.


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Accounts Receivable Terminology (continued)

SAP Term Definition

Open Item An invoice or credit memo which still has

not been paid or cleared.

ClearedItem

Item that is no longer open because it hasbeen paid or closed.


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The Benefits of an Integrated System

Master Data Records can beaccessed by other end-users

working within differentmodules immediately afterdata is entered into SAP.

Invalid or incorrectinformation entered into SAPwill have the sameimmediate effect as validinformation

Backing out of information

becomes more complex andwidespread in an integratedenvironment

SDSDMMMM

PMPMHRHR

COCOAMAM

PSPSWFWF

ISIS

FIFI

PPPP

QMQM SAP ECCSAP ECCSAP ECC


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Master Data

Master Data: Static data which represents things,rather than events (which is transaction data).

Master Data

Master Data: Material master,vendor master

General Ledger Master Record

Vendor Master Record

Customer Master Record


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Master Data Types

All SAP end-users useMaster Data in someway

The types of MasterData you use dependon the transactions you

are responsible forcompleting

Some of the types ofAR Master Data used at

Maxim include:

Vendor

Master

Material

Master

GeneralLedger

Accounts

Customer

Master


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Provides consistentand accurate, up-to

date information

Benefits of using Master Data

Data is centrally

located

Data is entered oncein the SAP system

Eliminates dataredundancy

Increases dataintegrity

Data is accessed byall parts of the

business, whichsupports integratedbusiness processes

Master Data typicallyremains unchangedover a reasonably

long period of time

Each piece of MasterData is stored as a

record in SAPMaster DataMaster DataMaster Data

Provides consistentand accurate, up-to

date information

Increases dataintegrity


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Master Data vs. Transactional Data

Master Datais data that remains relatively

staticstaticregardless of what other functions maybe performed in the SAP system

For example: Material Master or Vendor Master

information Addresses, Telephone Numbers,Units of Measure, Units of Issue


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Master Data vs. Transactional Data (continued)

Transactional Datais data that is relativelydynamicdynamic, and changes according to the

transaction and business process beingperformed

For example: The quantity of goods received on a

Goods Receipt, the processing date of atransaction, the dollar amount of a PurchaseOrder.


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Customer Master Records

General Data (Client Level)

Company Code Data Sales Data

Address and Communication Account Control

Bank Details

Account Management Payment Data Automatic Payment Transactions

Sales Order Data Pricing/Statistics Shipping, Delivery and Billing Data Payment Terms Partner Functions

Customer Master Records are organized into data screens (views)that contain information specific to the different functions in a company

Three types of data can be maintained in the Customer Master Record: General Data

Company Code Data

Sales Data


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Sold-to Party: KMG

Address

Partner Functions

Banking Data

Customer Master

Address

Banking Data

Partner Functions

Customer Master Records Master record that serves as a

central data repository for allinformation regarding Maximsbusiness partners

Organized according to partnerfunctions:

Ship-to: Customer whoreceives the goods/services

Sold-to: Customer who

places the order for thegood/services

Bill-to: Customer whoreceives the invoice for the

goods/services Payer: Customer who pays

for the goods/services


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Proposing Order Data from Master Data Data from master

records isautomatically copied

into sales documents

Certain data fields (forexample, payment

terms) are copiedfrom the relevantpartner functions (forexample, payer)

Customer-materialinfo master data takesprecedence overmaterial master data

Sold-to party: ABCSold-to party: ABC

Pricing

IncotermsShipping conditions

Terms of paymentsCredit limit check

Ship-to addressGoods receiving hoursTax

Payer: LMNPayer: LMN

Ship-to: XYZShip-to: XYZ


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Display Customer Master Record

Information needed for Display Customer:

Customer NumberCompany Code


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Demo 1.1: Display Customer FD03

Display Customer.

Use the work instruction step titled:FD03 Display Customer toperform this transaction. This is a

demonstration

only. Watch as the

instructor shows youhow to complete the

task in SAP.


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Knowledge Check Accounts ReceivableOverview

1. True or False. A Customer Master Record

serves as a central data repository for allinformation regarding Maxims business

partners.

TRUE


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Module Summary You should be able to:

Describe the overall Receivables process utilized

by MaximDescribe the benefits of using SAP in the

Receivables process

Identify the critical terms used in ReceivablesprocessingDiscuss the difference between master data and

transactional data

List advantages of using Master DataDiscuss the benefits of using an integrated system


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Module Summary (continued)

You should be able to:Compare the key changes in the SAP Accounts

Receivable process from current processIdentify critical terms used in Receivables

processing

Describe the inputs to and outputs fromReceivables with other SAP modulesDisplay a Customer Master Record


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Incoming PaymentsIncoming Payments

and Credit Memosand Credit MemosModule 2Module 2


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Course Map





SummarySummary

BillingBilling



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5151

Lockbox Customer Payments

The Lockbox functionality allows for a bank to send customer paymentdata in a file that is in turn imported to process customer payments.

This process attempts to determine where to apply the payment andwill post directly against an invoice or customer account. If SAP can't

determine the customer, it posts to a specific clearing account in orderto be resolved.


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5252

Incoming Payments/Cash Application

Payments may be manually

entered from (not currentprocess):

- Checks- Bank Statements

Electronic payments (such aswire, EDI, credit card, lockbox)will also post in SAP

Payments can be posted infull, partial, or residual

Write-offs and adjustments willalso take place in SAP

The Incoming Payments/Cash Application processfocuses on the posting of customer payments in SAP.


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Demo 2.1: Create Customer Invoice FB70

Create Customer Invoice.

Use the work instruction step titled:FB70 Create Customer Invoice toperform this transaction. This is a

demonstration

only. Watch as theinstructor shows youhow to complete the

task in SAP.


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Exercise 2.1: Create Customer Invoice FB70


Use the work instruction titled:FD10N Display CustomerBalance to perform this

transaction.

This is anindependent

exercise. Complete

the exercise prior tomoving to the next

module.


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5555

Credit Memos

A Credit Memo is a posting that reduces thebalance of receivables or payables

A customer may be issued aA customer may be issued a

credit memo for reasonscredit memo for reasons

such as inadequate goods,such as inadequate goods,

overpayment, etc.overpayment, etc.


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Demo 2.2: Create Customer Credit Memo FB75

Create Customer Credit Memo.

Use the work instruction step titled:FB75 Create Customer CreditMemo to perform this transaction. This is a

demonstration


task in SAP.


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C t A t Cl i


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5858

Customer Account Clearing

Clearing is the process of converting open itemsto closed items

Clearing matches open items with documents thatoffset the open item

M l Cl i (F 32)


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5959

Manual Clearing (F-32)

This transaction is used to clear transactionson a customers accounts receivable balanceaccording customers payment advice

No header information can be changed on thistransaction such as

Currency

Posting Date

Use this transaction when:The cash application user needs to clear checks

placed on an account against an invoice

To clear credit memos against deductions on anA/R account

Manual Clearing


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Open items are in fact unfinished transactions.For example, a customer invoice that has

not been settled remains in the customeraccount as an open item until it is paid.

Customer

2,000.003,000.00

5,000.00

Can be cleared

Manual Clearing

Invoice 1

Invoice 2

Payment forInvoices 1 and 2

D 2 3 Cl C t F 32


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Demo 2.3: Clear Customer F-32

Clear Customer.

Use the work instruction step titled:F-32 Clear Customer to performthis transaction. This is a

demonstration


task in SAP.

E i 2 3 Cl C t F 32


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Exercise 2.3: Clear Customer F-32

Clear Customer.

Use the work instruction titled: F-32Clear Customer to perform thistransaction.


exercise. Complete


module.

D 2 4 C t C t I i


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Demo 2.4: Create Customer Invoice FB70 (for UK process)


Use the work instruction step titled:FB70 Create Customer Invoice toperform this transaction. This is a

demonstration


task in SAP.

E i 2 4 C t C t I i


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Exercise 2.4: Create Customer Invoice -FB70 (for UK process)


Use the work instruction titled:FB70 Create Customer Invoice toperform this transaction.


exercise. Complete


module.

Demo 2 5: Post Incoming Payment F 28


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Demo 2.5: Post Incoming Payment F-28(UK process only)

Post Incoming Payment.

Use the work instruction step titled:F-28 Post Incoming Payment toperform this transaction. This is a

demonstration


task in SAP.

Exercise 2 5: Post Incoming Payment F 28


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Exercise 2.5: Post Incoming Payment F-28(UK process only)

Post Incoming Payment.

Use the work instruction titled: F-28Post Incoming Payment to performthis transaction.


exercise. Complete


module.

Knowledge Check Incoming Payments


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Knowledge Check Incoming Payments

and Credit Memos

1. True or False. Payments can be posted in full,partial, or residual.

TRUE

2. True or False. Clearing matches open items

with documents that offset the open item.TRUE


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Module Summary You should be able to:

Describe how Maxim will process Incoming

PaymentsProcess Incoming Payments and Credit Memos to

Customer Accounts

Manually Clear a Customer Account


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BillingBillingModule 3Module 3


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Course Map





SummarySummary

BillingBilling



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Business Process


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7373

Business Process

In SAP, the term Billing is used broadly to describeInvoices, Credit Memo, Debit Memo or Cancellationdocuments

Billing occurs at the final stage of the Sales andDistribution module

Billing documents will interface to the Finance module

to produce Accounting documents Billing document is organized into header and line

items

As an example, the header level contains Finance fields such as

the Payer, Billing date, Terms of Payment and Documentcurrency

The item level contains the Material, Billed quantity, Weightsand Pricing Elements


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Types of Billing Document


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7575

yp g

Delivery RelatedBilling

Order RelatedBilling

Billing RelatedBilling

Order

Delivery

Invoice

1

Credit Memo

Request

Credit

Memo

2A

Order RelatedBilling

Debit MemoRequest

DebitMemo

2B

InvoiceCancellation

DocumentX3


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Order Related Billing


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7878

Order Related Billing

A Credit or Debit Note Request can be raisedfor in-store credits e.g. product damaged instore, etc. Consequently, the Billingdocument will be created based oninformation from the Credit or Debit Note(Sales Order) document

Credit Note

Request

Credit Note

(Billing Document)


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Manual Invoice Creation


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8181

Although billing in SAP is automated process, invoices can be created

manually.


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Exercise 3.1: Create Billing Document


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VF01

Create Billing Document.

Use the work instruction titled:VF01 Create Billing Document toperform this transaction.


exercise. Complete

the exercise prior tomoving to the nextmodule.


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Exercise 3.2: Log of Collective Run


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V.21 (UK process only)

Log of Collective Run.

Use the work instruction titled:

V.21 Log of Collective Run toperform this transaction. This is an

independent

exercise. Complete

the exercise prior tomoving to the nextmodule.


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Demo 3.4: Output from Billing VF31


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Print/Re-Print Billing Document.

Use the work instruction step titled:VF31 Output from Billing toperform this transaction. This is a

demonstration


task in SAP.


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Demo 3.5: List of Billing Documents VF05


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List of Billing Documents.

Use the work instruction step titled:VF05 List of Billing Documents toperform this transaction. This is a

demonstration


task in SAP.


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Billing Due List: VF04

When processing the billing due list you do not


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When processing the billing due list, you do notneed to enter the individual documents to beinvoiced

Instead, the system lists the documents to beinvoiced on the basis of the selection criteriayou enter

It can also combine several deliveries in one invoice

Note:AR can use the Billing Due List to look at what

shipments have not been invoiced.

Billing Due List: VF04 (Continued)

You can run the Billing Due List by any


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9696

You can run the Billing Due List by anycombination of the following selection criteria:

Billing Date(s)

Billing Type(s)Sales Document Number(s)Sales Organization

Distribution Channel(s)Division(s)Shipping Point(s)

Sold-To Party(s)


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Example of Billing Due List

Th Billi D Li t


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9898

The Billing Due Listcontains all items (salesdocuments) that are readyfor billing.

You can select individualsales documents from thelist or process the entirelist.


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Exercise 3.6: Maintain Billing Due List

VF04


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VF04

Maintain Billing Due List.

Use the work instruction titled:

VF04 Maintain Billing Due List toperform this transaction. This is an

independent

exercise. Complete


module.


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Exercise 3.7: Cancel Billing Document

VF11


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VF11

Cancel Billing Document.

Use the work instruction titled:VF11 Cancel Billing Document toperform this transaction.


exercise. Complete


module.

Knowledge Check Billing

1. True or False Billing Document is a generic


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1. True or False. Billing Document is a genericterm for invoices, credit and debit memos, andcancellation documents.

TRUE

2. True or False. There are two types of billing:

Order-Related and Delivery Related.TRUE


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Course Map


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SummarySummary

BillingBilling


Module Objectives

U l ti f thi d l ill b


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Describe the integration between Sales andAccounts Receivable

Display a Sales Order

Review a List of Blocked SD DocumentsRelease a Blocked SD DocumentsCreate a Credit Memo Request


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Credit Memo Requests

A credit memo request is a sales document used in complaintsprocessing to request credit for a customer


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117117

processing to request credit for a customer.

Use: If the price calculated for the customer was too high (forexample, with the wrong scaled prices or because a discount wasforgotten), you can create a credit memo request. The credit memorequest can be automatically blocked for checking. Once it has beenapproved, you can remove the block.The system uses the credit memo request to create a credit memo.

Structure: A credit memo request is another type of salesdocument like a standard order. A credit memo request starts thebilling process.


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Module Summary

You should be able to:


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Describe the integration between Sales andAccounts Receivable

Display a Sales OrderReview a List of Blocked SD DocumentsRelease a Blocked SD Documents

Create a Credit Memo Request


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AccountAccountMaintenanceMaintenance

Module 5Module 5

Course Map

A t R i bl


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SummarySummary

BillingBilling



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Exercise 5.2: Display Customer Line Items

FBL5N Display Customer Line Items.


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sp ay Custo e e te s

Use the work instruction titled:FBL5N Display Customer LineItems to perform this transaction.


exercise. Complete

the exercise prior to

moving to the nextmodule.


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Reset Clearing

Although clearing is an automated process, there are someinstances in which manual clearing may be performed (i.e. in thecase of a Transfer Posting of closed receivable line items).


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133133

However, before manual clearing can be performed, the clearingvariant must be reset. This will break the link between the cleareddebits and credits, opening them up again so that they can be re-cleared against other items.


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Exercise 5.4: Reset Clearing FBRA

Reset Clearing.


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Use the work instruction titled:FBRA Reset Clearing to performthis transaction.


exercise. Complete

the exercise prior to

moving to the nextmodule.


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SummarySummary

Course Map

Accounts Receivable

Accounts Receivable


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SummarySummary

BillingBilling



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Remember to practice!!

SAP Sandbox Clients will be availablef ll i thi l


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following this class

Your SAP Sandbox ID and passwordYour log-on I.D.s

Password: initpass

Help Desk: Use your local number

PROCEED

TO

SANDBOX

Post Go-Live Support

Access SAP Maxim Help for context-sensitivework instructions


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work instructions.

Use Maxim Help before utilizing the other helpoptions.

MAXIMERP-Help Web site

Key Users Technical Support

Date post:	03-Apr-2018
Category:	Documents
Author:	reymond-agustin
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