Day: December 20, 2012

Automatic Clearing F-13

Posted on by Jayanth Maydipalle

Cashier’s office runs this procedures every afternoon after 4 p.m to clear the day’s payments and their associated invoices.

1. Get Started

  • SAP menu path: Role ZSBM=>Accounts Receivable => Periodic Processing => F.13 – Automatic clearing
  • SAP fast path: /nF.13

2. Automatic Clearing….(SAPF124)

    1. Click on Get variant button (to right of Execute) to open the Variant window, shown below.
  1. Select the AR-Clearing Variant by clicking on it and then clicking on the Green Check Result: A General selections screen displays, as shown below.

  1. Change Clearing date field (shown above) to current date
  2. Click on Execute A message reminds you that “this is a production run”.
  3. Click Enter or press Return to confirm.

Sponsor Research Aging by Invoice – ZAGE

Posted on by Jayanth Maydipalle

To print invoice aging reports by sponsor code, follow the steps below:

1. Get Started

  • User menu path: ZSBM => Accounts Receivable => Periodic processing => Info system => ZAGE – Sponsor Research Aging by Invoice
  • SAP Fast Path:On command line, enter: /nZAGE

2. Sponsor Research Aging by Invoice

  1. Enter imvoice selection data:

    Customers (default is all sponsor research customers)

    Sponsor codes (enter sponsor code range to query)

    For example 002000 – 999999 for industrial sponsors

    Company code (default = CUR)

    Aging as of? (enter current date)

  2. Enter printer selection data

    Process in background? (leave blank to view on your screen)

    Print Options

    ??Printer Destination (??)

    ??Send to printer immediately vs. Hold in print queue

  3. Click on to run report. – A sample report page is shown below.

Clear Customer Account : Partial Payment (more than 2 open line items) F-32

Posted on by Jayanth Maydipalle

Clear Customer Account: Process open items

To apply a partial payment when there are more than 2 open line items (see sample screen above),

    1. Deselect open items that are not to be cleared by double clicking on them (so that they display in black, as shown below).

You need to research the problem of what invoice is to be paid before running this procedure. You also need to know invoice date and WBS element.

In the Editing status box, the Not assigned amount shows the difference between the invoice and the payment, as shown below.

  1. From Edit menu, select Distribute by Age.In the Editing Status box, the Not assigned amount becomes zero, as shown below.

  1. Click on SaveThe Clear Customer: Display Overview screen appears, as shown below.

  1. Click on the first line item.The screen Clear Customer: Correct Customer Item appears, as shown below.

    1. Fill in these fields as indicated:
      • Bline date (change to date of invoice to which partial payment will be applied)
      • Dunning area (SR)
      • Assignment (WBS element)
      • Text (“Balance on invoice # 9xxxxxxx”)
    2. Click on Document Overview button.A message states that net due date is in the past.
    3. or Enter to continue.The Clear Customer: Display Overview reappears, as shown above in step C. Your line item text appears (not shown).
  1. Click on the second line item (shown in step C).The Clear Customer: Correct Customer Item screen appears, as shown below.

  1. Fill in these fields as indicated:
    • Assignment (WBS element)
    • Text (“Balance on invoice # 9xxxxxxx”)
  2. Click on Document Overview button.A message states that terms of payment changed.
  3. or Enter to continue.The Clear Customer: Display Overview screen reappears, as shown in step C. Your line item text displays (not shown).
  4. Save to Save.Result: A message displays “Document 1xxxxxxxx was posted in company code CUR”.

Clear Customer Account: Partial Payment (only 2 open line items) F-32

Posted on by Jayanth Maydipalle

Clear Customer Account: Process open items

To apply a partial payment when there are only 2 open line items (see sample screen above),

    1. Click on Charge off difference button (shown above).

The Clear Customer: Display Overview screen displays, as shown below.

  1. At bottom of screen, fill in these fields:
    • Post Key (use 04; but if customer has overpaid, use 14)
    • Account (enter 10-digit sponsor research customer number)
  2. or Enter
    The Clear Customer : Add Customer Item screen displays, as shown below.
  3. Fill in these fields as indicated:
    • Amount (Difference between partial payment and invoice)
    • Bline date (change to date of invoice to which partial payment will be applied)
    • Dunning area (SR)
    • Assignment (WBS element)
    • Text (“Balance on invoice # 9xxxxxxx”)
  4. Click on Document Overview button.A message states that due date is in the past.
  5. or Enter to continue.The Clear Customer: Display Overview reappears, as shown below. The line item you entered displays.

  6. From Document menu, select Similate.A second line item displays, as shown below.

  7. Double click on the second line item.The Clear Customer: Correct Customer Item screen displays, as shown below.

  8. Fill in these fields as indicated:
    • Assignment (WBS element)
    • Text (“Balance on inv# 9xxxxxxx”)
  9. Click on Document Overview button.
  10. If a message states that “Terms of payment have changed”, press or Enter to continue.
  11. Save to Save.

Display MIT Customer Line Items – ZFBL5N

Posted on by Jayanth Maydipalle

To display line items from a customer record, follow the steps below:

  1. Get started (SAP menu path, fast path)
  2. Customer line item display: initial screen
  3. Customer line item display: line items
    • Additional columns
    • Customer transaction
    • FI invoice

1. Get started

  • User menu path:

    Role ZSBM => Accounts Receivable=> Account => ZFBL5N – MIT Customer Line Items

  • SAP Fast Path: /nZFBL5N

2. Customer line item display: initial screen

  1. Customer account: (enter 10-digit sponsor research customer number; see table below)
    Group Int/Ext From To Size Type of record
    SPON Internal 8000000000 8999999999 10 New sponsors
    SPOX External 9930000000 9949999999 10 Existing sponsors
    GEN Internal 7000000000 7999999999 10 General A/R customers
  2. Line Item Selection: select Open items, Cleared items or All items
  3. Click on Execute Any line items matching the selection criteria are listed, as shown below.

3. Customer line item display: line items

  1. You can display additional fields/columns to the right by clicking on the arrows under the screen title.
  2. Double click on one of the line items to display the customer transaction, which is the debit or customer invoice (see below for an example).

  1. Click the overview overview button button to display the FI invoice, i.e. the customer debit and the WBS credit (revenue) line items, as shown below.

Clear Customer Account F-32

Posted on by Jayanth Maydipalle

You can use this transaction to clear partial payments from sponsor research customer accounts, as described below. Under normal circumstances, when there is a complete payment (dollar-for-dollar match between customer/sponsor payment and invoice), the customer account is cleared by a program (F.13) run nightly by the Cashier’s Office.

Some situations that might require clearing via F-32, even though invoice and payment dollars match. They include the following: the payment was originally posted to the wrong customer number, or posted directly to GL 800600; the payment comes before the invoice has been run; or the Cashier’s Office forgets to run the program, so that the invoice and payment are not caught on the correct date. Such problems can be found by reviewing the monthly aging report, ZAGE.

Note that prior to running F-32, you need to associate the payment with an invoice (via invoice # or date or other information). To use F-32, you need to know the invoice date (to use as baseline date) and WBS element, which you can find out using ZFBL5N – MIT Customer Line Items.

  1. Get started (SAP menu path, fast path)
  2. Clear customer: header data
  3. Clear customer: process open items (partial payment: only 2 open items, more than two open items)

1. Get Started

  • SAP menu path: Role ZSBM=>Accounts Receivable => Account => F-32 Clear
  • SAP fast path: /nF-32

2. Clear customer: header data

  1. Account: (Enter 10-digit customer ID number; see table below)
    Acct group From To Size Type of record
    SPOL 8000000000 8099999999 10 Letter of credit sponsors
    SPON 8100000000 8999999999 10 New sponsors (since 9/97)
    SPOX 9930000000 9949999999 10 Existing (pre-SAP) sponsors
  2. Company Code (default is CUR for MIT)
  3. Clearing date: (use default, which is today’s date)
  4. Click on
    Result: The Clear customer: process open items screen displays.

3. Clear customer: process open items

Type of payment Under these conditions
Partial payment if only 2 open line items
Partial payment if more than 2 open line items

Note: Under normal circumstances, dollar matches between payments and invoices are cleared by a program run nightly by the Cashier’s Office.

What is Clearing in SAP?

Posted on by Jayanth Maydipalle

‘Clearing’ in SAP refers to squaring-off open debit entries with that of open credit entries. Clearing is allowed in GL accounts maintained on an ‘open item’ basis and in all customer/vendor accounts. The clearing can either be manual or automatic. In the case of manual clearing, you will view the open items and select the matching items for clearing. In the case of automatic clearing, a program determines what items need to be cleared based on certain pre-determined open item selection criteria and proposes assignments before clearing these assigned items. Whatever the type of clearing, the system creates a clearing document with the details and enters the ‘clearing number’ against each of the cleared open items. The clearing number is derived from the document number of the clearing document.

You will also be able to do a ‘partial clearing’ when you are unable to match open items exactly; in this case, the balance amount not cleared is posted as a new open item. You may also configure clearing tolerance and also define rules on how to tackle the situation where the net amount after clearing is not zero (such as, writing off, posting the difference to a separate ‘clearing difference’ account, etc.).

In the case of customers who are also vendors, you will be able to clear between these two provided it is duly configured in the relevant master data (by entering the customer number in the vendor master record and the vendor number in the customer master record).

 

The clearing between the customer and vendor can happen by following the below settings
1. The customer number must be entered in the corresponding vendor master record
a. FK02->General Data -> Control
In the ‘Account control’ tab, in the ‘Customer’ field, enter the customer number

b.In the Company Code Data –> Payment Transaction Accounting, select the checkbox – ‘Clrg with Cust’

note:If you do not fill ‘Customer’ field ,the ‘Clrg with Cust’ field can not display.

 

2. The vendor number must be entered in the corresponding customer master record
a. FD02->General Data -> Control
In the ‘Account control’ tab, in the ‘Vender’ field, enter the vendor number

b. In the Company Code Data –> Payment Transaction Accounting, select the checkbox – ‘Clearing with vendor’

 

3. For testing, create a vendor invoice through FB60 and customer invoice through FB70. Note that customer and vendor are properly selected.

 

4. To see the vendor/customer balance both together use FBL1N/FBL5N, when you execute FBL1N select customer check box, when you execute FBL5N select vendor check box along with open item/cleared item check box

 

5. For clearing the open items. Use the TCode F-32. On clicking the ‘Process open Items’, the vendor invoice (KR) and customer invoice (DR) are shown automatically. It will generate the FI document with proper entry.

 

Note: Partial / Residual payment between customer and vendor is also possible

CIN -SAP T CODES

Posted on by Jayanth Maydipalle
Transaction Action
J1I2 Prepare a sales tax register
J1I3 Create outgoing excise invoices in batches
J1I5 Update the RG 1 and Part I registers
J1IEX Incoming Excise Invoices (central transaction)
J1IEX_C Capture an incoming excise invoice (excise clerk)
J1IEX_P Post an incoming excise invoice (excise supervisor)
J1IF01 Create a subcontracting challan
J1IF11 Change a subcontracting challan
J1IF12 Display a subcontracting challan
J1IF13 Complete, reverse, or recredit a subcontracting challan
J1IFQ Reconcile quantities for subcontracting challans
J1IFR List subcontracting challans
J1IH Make a CENVAT adjustment posting
J1IIN Create an outgoing excise invoice
J1IJ Assign excise invoices to a delivery for sales from depots
J1INJV Adjust withholding tax Item
J1INREP Reprint a withholding tax certificate for a vendor
J1IQ Year-End Income Tax Depreciation Report
J1IR Download register data
J1IS Process an excise invoice (outgoing) for other movements
J1IU Process exemption forms
J1IW Verify and post an incoming excise invoice
J1IX Create an incoming excise invoice (without reference to purchase order)
J2I8 Transfer excise duty to CENVAT account
J2IU Remit excise duty fortnightly
J2I9 Monthly CENVAT return
J1IG Excise invoice entry at depot
J1IGA Create additional excise entry at depot
J2I5 Extract data for excise registers
J2I6 Print excise registers