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Accounts Receivable
FI: Accounts Receivable
SAP-ERP
Accounts Receivable Version 1.0
Unit 4: Accounts Receivable Function
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Accounts Receivable
FI: Accounts Receivable
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
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Accounts Receivable
FI: Accounts Receivable
Unit Objectives
Set editing options - user defaults and line layouts
Perform account and line item management
Processing open items
Apply payments (Manual)
Handle bank rejected payments (NSFs)
After completing this unit, you will be able to...
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Accounts Receivable
FI: Accounts Receivable
Order to Cash Process
Order Placed Via PhoneMail, Fax
Order ProcessedPost Goods
Issued
AccountingDocument
AR
Credit Review
Delivery Creates
Billing Invoice
Payment Received
Collections Cleared
Order
Released
Order Blocked
Credit dept. Reviews Order
Refer to Credit Management Procedures
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Accounts Receivable
FI: Accounts Receivable
Key Terms
Assignment
Baseline Date
Document Type
Payment Reference
Posting Keys
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Accounts Receivable
FI: Accounts Receivable
Key Terms cont’d
Activate cash discount
Activate items
SD
Payment advice
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Accounts Receivable
FI: Accounts Receivable
Editing Options & Defaults (FB00) Editing Options
Open item processing line layout defaults
Credit Management line layout defaults
Functional open item processing defaults
Parameter IDs
Defaults values of fields that are often used
Line layout defaults & default variants via reports
Fields within the main report screen allows you to default certain line layouts and sorting defaults
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Accounts Receivable
FI: Accounts Receivable
Editing Options & Defaults (FB00)
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Accounts Receivable
FI: Accounts Receivable
Customer Line Item Management There are multiple transactions that facilitate customer
account management
These transactions focus on the following:
Displaying line item information (using line layouts)
Changing customer line items
Tagging items w/ reason codes
Utilizing text for messages
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Accounts Receivable
FI: Accounts Receivable
Open Item Management
Multiple line layouts of customer open items
Open items of an account can only be cleared with an identical offsetting amount to the account
Search capabilities:
Partial document search Document type search Due date search Documents by company code Document amount search
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Accounts Receivable
FI: Accounts Receivable
Display Customer Balances (FD10N)
A balance for one customer balance or multiple customers across multiple company codes can be viewed for a fiscal year.
•Double click on the period to see the individual documents that make up the balance.
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Accounts Receivable
FI: Accounts Receivable
Display Customer Line Items (FBL5N) The line items represent:
Customer invoices
Credit memos
All other postings made to change or correct the customer account
balance
Different line layouts can be utilized for account management of open items
The line layout functionality provides added filtering and sorting capabilities for arranging customer data on the SAP screens
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Accounts Receivable
FI: Accounts Receivable
Display Customer Line Items (FBL5N)
From the “Account” menu you can list the Customer Line Items:
Open Items
Cleared Items
All Items
You can also display the items for more than one customer account cross-company code.
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Accounts Receivable
FI: Accounts Receivable
Display Customer Line Items (FBL5N)
Select Radio button to view:• Open Items or• Cleared Items or• All Items
Click to see more field selections available
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Accounts Receivable
FI: Accounts Receivable
Display Customer Line Items (FBL5N)
Double click on the line item to display the document.
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Accounts Receivable
FI: Accounts Receivable
Change Customer Line Items (FB02)
Line items can be changed within the customer’s open item list
Mass changes to reason code, text, assignment, etc, can be done directly from the list by choosing certain items or all
Different line layouts can be utilized for account management of open items
Only a few fields can be changed
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Accounts Receivable
FI: Accounts Receivable
Processing Open Items
Processing open items involves selecting the items to be cleared
An open item can be processed via:
Clear Customer (F-32) Post w.clearing (F-30) Incoming payment (F-28) EFT Lockbox
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Accounts Receivable
FI: Accounts Receivable
Processing Open Items
There are three types of screen layouts for processing open items:
Standard
Residual
Partial payment
Difference posting in the payment information section
requires a reason code.
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Accounts Receivable
FI: Accounts Receivable
Clear Customer Line item (F-32)
Cash credit and credit memos can be used to offset deductions and or debit items
Clear customer is utilized to perform manual clearing of accounts receivable items
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Accounts Receivable
FI: Accounts Receivable
This process is used to clear open items automatically in Accounts Receivable
This method of clearing requires the system to find exact matches on dollar amounts & assignment fields
The open items are cleared when the system locates identical offsetting amounts within the same account with the same assignment & the total of all items with same amount & assignment = 0. A batch job runs nightly for automatic clearing
This process clears multiple debits and credits
Automatic Clearing
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Accounts Receivable
FI: Accounts Receivable
Post with Clearing (F-30)
This process can be utilized for :
Payment transfers Open item transfers Bad Debt Write off
Once all line items have been entered into a document, the document may be posted
When posted, the system automatically updates the
appropriate account balances Clear the items using processing open items
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Accounts Receivable
FI: Accounts Receivable
Post Payments Manually (F-28)
Payments are processed manually via post incoming payment function:
Payment is deposited into bank Payment advice is provided Payment is posted using incoming payment path
U.S. notesThis process is only used for wire transfers and bank
adjustments in Wyeth’s favorThe payment advice comes from the bank
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Accounts Receivable
FI: Accounts Receivable
Payment Application Process
Apply to open itemsApply to open items
Apply partial payment
Balancehandled?
Balancehandled?
Apply a fullpayment
Applypayment with
difference reason code specifying
overpayment
Refund?Refund?
Payment amount
Payment amount
Item cleared after appropriate resolution
(cr. memo / write-off)
Item cleared after appropriate resolution
(cr. memo / write-off)
Customer line item cleared
Customer line item cleared
Item cleared when all payments receivedand payment is due
Item cleared when all payments receivedand payment is due
Payment applicationstart
Payment applicationstart
Payment amount is greater than line item
Payment amount is less than amount of line item
No
YesChange
reason code (triggers AP
payment)
AP payment sent via AR check
run
AP payment sent via AR check
run
Payment equals line item amount
Customer makes additional payment
Deduction resolution required
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Accounts Receivable
FI: Accounts Receivable
Post Incoming Payments (F-28)
Customer number
GL account number could be the actual cash account or a holding account
Example: selecting open items by invoice number
Additional Selections helps to limit the open items presented
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Accounts Receivable
FI: Accounts Receivable
Post Incoming Payments – Partial Payment
Overview of customer open items after partial payment
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Accounts Receivable
FI: Accounts Receivable
Residual payment amount
Post Incoming Payments – Residual Payment
Reason code
Note: With residual payment, original invoice will be removed from open items list and new item for residual amount will be created
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Accounts Receivable
FI: Accounts Receivable
Manage Bank Return of Customer Payment
Customer paymentreturned
Customer paymentreturned
Open items on account?
Open items on account?
Transfer without Clearing F-21 and change doc type to DZ
Transfer without Clearing F-21 and change doc type to DZ
Post outgoing Payments F-31
Post outgoing Payments F-31
Payment amount debitedCredit dept. will pursue
customer payment
Payment amount debitedCredit dept. will pursue
customer payment
NoYes
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Accounts Receivable
FI: Accounts Receivable
Reset Cleared Items (FBRA)
Resetting cleared line items is required when a payment has been used to clear the wrong line items on an account
Resetting the cleared line items re-opens the line items and allows the payment to be applied to the correct line item
Line items can be reset during the period the payment was applied
Reversal and resetting correspondence can be processed while resetting cleared items
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Accounts Receivable
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Post without Clearing (F-21)
This process can be utilized for :
Transferring open items Transferring payment items Posting other receivables to an account without any open items
Once all line items have been entered into a document, the document may be posted
When posted, the system automatically updates the appropriate
account balances
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Accounts Receivable
FI: Accounts Receivable
Unit Recap
You should now be able to:
Set editing options - user defaults and line layouts
Understand & research customer open items
Apply credits against debits (posting on-account cash)
Handle bank rejected payments (NSFs)
Apply payments
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Accounts Receivable
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Questions and Answers