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Accounts Receivable

FI: Accounts Receivable

SAP-ERP

Accounts Receivable Version 1.0

Unit 3: SAP Documents

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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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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

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Sales and Distribution Process Flow

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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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Key Terms

SAP Sales and Distribution (SD)

Document

Overview

Header

Item

Document Flow

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Document Structure

Documents share a data structure consisting of the:

Overview Header Items

Overview DataOverview Data

Header DataHeader Data

Item DataItem Data Item DataItem Data

SAP Document

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Data Population DifferenceA/R Document Data Field SAP Integration

Reference Orders-Billing Document

Returns – Billing Document

Returns with reference to an order – The reference order Billing document

Check # (from customer remittance)

Reference Key Billing document

Payment Reference Billing Document

Invoice Reference Referenced invoices will copy all the information of the invoice

Reason Code Blank except when populated during cash application

Reference Key 1 Ship-to # via substitution

Returns – blank - if needed

Reference Key 2 Blank

Customer debit memo # (from customer remittance)

Reference Key 3 Requisition # via Substitution – If needed

Customer Payer# when creating over/ underpayment in cash application when an alternate payer is involved

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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

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Quotations

Quotation Types

ZCQ – Charge Quote ZNCQ – No charge Quote

EXPORT DOMESTIC ZBQTZFQTZPQTZVQT

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Sales Order Type

Sales Orders ZC – Charge order ZN – No charge Order ZCM - Credit Memo Request ZDM – Debit Memo RequestZRN - 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

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Document Types

Document types:

XR = Customer InvoiceXG = Customer Credit MemoXA = Customer Document

DZ = Customer Payment

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Document Types – Data Sources The data sources for document types will vary:

XR = Customer InvoiceXG = Customer Credit MemoXA = Customer Document

DZ = Customer Payment

A/R Direct Posting

Payments

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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

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Accounting DocumentsRelationship Browser Delivery

Billing Acct

Order Quote

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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

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Accounting DocumentsDocument Flow Delivery

Billing

Order Quote

Acct

1. To access the document flow, first double click on the Sales Order

2. Click Display Document Flow

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Document Flow Document Flow can be used to display each step in the

order processing life cycle

Delivery

Billing

Accounting

Order

Quote

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Demonstration 3.1

Observe as your instructor demonstrates:

Relationship Browser Document Flow

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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

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Access Document Flow from Customer Line Item Display

Use transaction FBL5N or Follow the menu path to display the Customer Line Item

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Access Document Flow from Customer Line Item Display

1) Enter the customer account or range of accounts and Company Code.

2) Click on Execute icon or (F8)

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Access Document Flow from Customer Line Item Display

3) Double Click on the Document Number (Invoice) to display the details

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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

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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

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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

IntegrationSAP SDModule

SAP A/R Module

SAP System

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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

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Questions and Answers