AC201_EN_Col92_FV_Part_A4 - dunning (第10页)

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AC201 Lesson: Check Management

Exercise 25: Check Management

Exercise Objectives

After completingthisexercise, youwillbeableto:

• Create a check manually

• Displaycheckinformationonlineandwiththecheckregister

• Void checks

Business Example

Internalauditorshavestatedthatavoidreasoncodemustbespecifiedforevery

check.

Staffaccountantswanttobeabletoviewcheckinformationtodeterminewhen

checks were cashed.

Task 1:

Fromtimetotime,vendorsdropbytheofficeandliketopickuptheirchecks. Post

aninvoicetoyourvendoraccountsothatyoucanimmediatelypaythembycheck.

1. Postaninvoicetoyourvendoraccountusingtheexpenseaccountforoffice

supplies, 476000, as the offset.

2. Createamanual checkto giveto your vendor.

Task 2:

Examine the check register.

1. Analyzethecheckregistertoreviewallofyourchecktransactions.

Task 3:

The check that youjust printedgot stuckintheprinter andwastornwhenyou

tried to pull it out.

1. Voidtheoriginalcheck(donotreversethepaymentdocument).

2. Tryitagain: Createanewcheckwithanewchecknumber.

3. Examinethecheckregistertoseethesenewtransactions.

4. Checkyourvendorlineitemstodisplaythecheckinformationonline.

Continued on next page

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Unit6: CountrySpecifics AC201

Task 4:

A longtime employee, who dabbles in forgery as a hobby, failed to get a

promotion. Inretaliation,theemployeestoleallofthechecksfromthecheckrun

andleftonanextendedvacation. Voidthechecksfromtheautomaticpaymentrun.

1. Examinethecheckregister andmakeanoteofthechecknumber(s)from

the payment run.

2. Createanewsessiontovoidthechecksandprintnewonesforyourvendors.

3. Gobacktothecheckregistertocheckthenewchecktransaction.

Task 5:

1. Namethethreedocumentsusedinthepaymentprocess:

Task 6:

What methods can you use to create checks?

1. Name two ways of creating a check. Can you name the check printing

program?

Task 7:

True or false?

1. Youcanvoidacheckwithoutreversingthepaymentdocument.

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

2. Youcanvoidacheckandreversethepaymentdocumentatthesametime.

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

3. You can void a check and reverse the payment document and the vendor

invoice all at the same time.

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

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AC201 Lesson: Check Management

Solution 25: Check Management

Task 1:

Fromtimetotime,vendorsdropbytheofficeandliketopickuptheirchecks. Post

aninvoicetoyourvendoraccountsothatyoucanimmediatelypaythembycheck.

1. Postaninvoicetoyourvendoraccountusingtheexpenseaccountforoffice

supplies, 476000, as the offset.

a) Pay a vendor with a manual check.

Post a vendor invoice.

On the SAP Easy Access screen, choose: Accounting →Financial

Accounting→AccountsPayable→DocumentEntry→Invoice

Whenprompted,enteryourcompanycodeAC##andchoose“Enter”.

Hint: Select thework templatesso thatthedocument entry

window fills the entire screen.

FieldNameorDataType Values

Basic Data

Vendor Vendor##

Invoice Date <Today's date>

Posting Date <Today's date>

Amount 5 000

Currency EUR

Calculate tax

Tax Code 0I

Items

G/L Account 476000

D/C Debit

AmountinDocumentCurrency 5 000

Tax Code 0I

Text BAR-B-Qequipment

Cost Center T-A20A##

Choose Document → Simulate.

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FieldNameorDataType	Values
Basic Data
Vendor	Vendor##
Invoice Date	<Today's date>
Posting Date	<Today's date>
Amount	5 000
Currency	EUR
Calculate tax
Tax Code	0I
Items
G/L Account	476000
D/C	Debit
AmountinDocumentCurrency	5 000
Tax Code	0I
Text	BAR-B-Qequipment
Cost Center	T-A20A##

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Unit6: CountrySpecifics AC201

Checkthedocument. Double-clickalineitemtovieworchangeline

item details.

Choose “Post” to save the document.

Documentnumber: _____________________________________

2. Createamanual checktogiveto yourvendor.

a) Post a manual payment.

On the SAP Easy Access screen, choose: Accounting → Financial

Accounting → Accounts Payable → Document Entry → Outgoing

Payment → Post + Print Forms.

Enter the following data:

FieldNameorDataType Values

Company Code AC##

Payment Meth. CorS,asappropriate

House Bank 1000

CheckLot Number 1

Printer for Forms LP01

Choose “Enter payments”.

FieldNameorDataType Values

Document Date <Today's date>

Posting Date <Today's date>

Amount 5 000

Vendor Vendor##

Choose “Process open items”.

Hint: Allopenitemsmighthavebeenselectedforprocessing.

Thereareseveralwaysofdeactivatingeachitem(exceptthe

offsetting 5 000 invoice):

• Double-clickthe(gross)amountofeachitem.

• Choose“SelectAll”(inthelowerpartofthescreen).

• Then choose “Deactivate Items” to deactivate all the

items.

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FieldNameorDataType	Values
Company Code	AC##
Payment Meth.	CorS,asappropriate
House Bank	1000
CheckLot Number	1
Printer for Forms	LP01

FieldNameorDataType	Values
Document Date	<Today's date>
Posting Date	<Today's date>
Amount	5 000
Vendor	Vendor##

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AC201 Lesson: Check Management

• Double-clicktheamountsfor theindividual itemsthat

you want to clear together.

• Choose “Editing Options” to edit other business

transactions.

• Then select “Selected ItemsInitially Inactive” so that

all theitemsaredeactivatedthenext timeyouprocess

the transaction.

Note: To clear the discount, type in 0 (zero) in the “Cash

Discnt” field or double-click it.

Choose “Save”.

On the International Payment Medium – Check (without check

management), double-click“check”todisplay the“OutputControl:

List of Spool Requests” screen.

Selectyourcheckandchoose“Displaycontents”(eyeglasses)toview

your check on the screen.

Task 2:

Examine the check register.

1. Analyzethecheckregistertoreviewallofyourchecktransactions.

a) Analyze the check register.

On the SAP Easy Access screen, choose: Accounting →Financial

Accounting→AccountsPayable→Environment→CheckInformation

→ Display → Check Register

Enter the following data:

FieldNameorDataType Values

PayingCompanyCode AC##

House Bank 1000

Writedownthechecknumber: ______________________________

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FieldNameorDataType	Values
PayingCompanyCode	AC##
House Bank	1000

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Unit6: CountrySpecifics AC201

Task 3:

Thecheck thatyoujust printedgot stuck intheprinter andwastornwhen you

tried to pull it out.

1. Voidtheoriginalcheck(donotreversethepaymentdocument).

a) Void the check and issue a new one.

Void the check.

On the SAP Easy Access screen, choose: Accounting → Financial

Accounting→AccountsPayable→Environment→CheckInformation

→ Void → Issued Checks

Enter the following data:

FieldNameorDataType Values

PayingCompanyCode AC##

House Bank 1000

Account ID 1000

Check Number Numberfrompreviousexercise

Void Reason Code 04–Rippedduringprinting

Choose “Void”.

Continued on next page

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FieldNameorDataType	Values
PayingCompanyCode	AC##
House Bank	1000
Account ID	1000
Check Number	Numberfrompreviousexercise
Void Reason Code	04–Rippedduringprinting

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AC201 Lesson: Check Management

2. Tryitagain: Createanewcheckwithanewchecknumber.

a) Issue a new check.

On the SAP Easy Access screen, choose: Accounting →Financial

Accounting→AccountsPayable→Environment→CheckInformation

→ Create → Manual Checks

Enter the following data:

FieldNameorDataType Values

PaymentDocumentNumber Number from previousexercise

appears by default

PayingCompanyCode AC##

Fiscal Year <Current year>

House Bank <1000>

Account ID 1000

Check Number Add 1 to thecheck number you

entered for the check you just

voided.

Choose Save.

3. Examinethecheckregistertoseethesenewtransactions.

a) Examineyourcheckregistertoseethechecktransaction.

On the SAP Easy Access screen, choose: Accounting →Financial

Accounting→AccountsPayable→Environment→CheckInformation

→ Display → Check Register

Enter the following data:

FieldNameorDataType Values

PayingCompanyCode AC##

House Bank 1000

Choose “Execute”.

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FieldNameorDataType	Values
PaymentDocumentNumber	Number from previousexercise appears by default
PayingCompanyCode	AC##
Fiscal Year	<Current year>
House Bank	<1000>
Account ID	1000
Check Number	Add 1 to thecheck number you entered for the check you just voided.

FieldNameorDataType	Values
PayingCompanyCode	AC##
House Bank	1000

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Unit6: CountrySpecifics AC201

4. Checkyourvendorlineitemstodisplaythecheckinformationonline.

a) Checkyourvendorlineitemstodisplaythecheckinformationonline.

Display the vendor line items:

On the SAP Easy Access screen, choose: Accounting → Financial

Accounting→AccountsPayable→Account→Display/ChangeLine

Items

FieldNameorDataType Values

Vendor Account Vendor##

Company Code AC##

Line item selection Select “All Items”.

Choose “Execute”.

Place your cursor on the payment document (line item with the

document type KZ).

Choose Environment → Check Information to examine the check

information-thatis,thechecknumber,issuingbank,andsoon.

Continued on next page

386

FieldNameorDataType	Values
Vendor Account	Vendor##
Company Code	AC##
Line item selection	Select “All Items”.

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AC201 Lesson: Check Management

Task 4:

A longtime employee, who dabbles in forgery as a hobby, failed to get a

promotion. Inretaliation,theemployeestoleallofthechecksfromthecheckrun

andleftonanextendedvacation. Voidthechecksfromtheautomaticpaymentrun.

1. Examinethecheckregisterandmakeanoteofthechecknumber(s)from

the payment run.

a) Voidandreprintyourchecksfromtheautomaticpaymentrun.

Examine the check register and make a note of the house bank, the

accountID,andthechecknumber(s)fromthepaymentrun.

On the SAP Easy Access screen, choose: Accounting →Financial

Accounting→AccountsPayable→Environment→CheckInformation

→ Display → Check Register

Enter the following data:

FieldNameorDataType Values

PayingCompanyCode AC##

Choose the “Further Selections” tab page.

FieldNameorDataType Values

ChecksfromPaymentRun <Dateofpaymentrun>

Identification ##

Choose “Execute”.

WritedownthehousebankandtheaccountID:

Bank

Account Number

Write down the check lot.

Firstcheck number Lastchecknumber

Continued on next page

387

FieldNameorDataType	Values
PayingCompanyCode	AC##

FieldNameorDataType	Values
ChecksfromPaymentRun	<Dateofpaymentrun>
Identification	##

Bank
Account Number

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Unit6: CountrySpecifics AC201

2. Createanewsessiontovoidthechecksandprintnewonesforyourvendors.

a) Createanewsessiontovoidthechecksandprintnewones.

MainSAP Menu: System →CreateSession

MainSAPMenu: System→Services→Reporting

FieldNameorDataType Values

Program RFFOUS_C

Choose “With Variant”.

FieldNameorDataType Values

Variant Group ## (provided the checks

wereissuedusingthehousebank,

1000,andaccountID1000)

Variant Group1##(providedthechecks

wereissuedusingthehousebank,

HB##,andaccountIDAC##)

Choose “Enter”.

FieldNameorDataType Values

Program Run Date Dateofpaymentrun

IdentificationFeature ##

Scroll to the bottom of the report.

FieldNameorDataType Values

Void the checks printed in the Select

paymentrunandreprintthem

CheckNumberFrom/To Enter thecheck lot.

Void Reason Code 07 - Stolen

Choose “Execute”.

Continued on next page

388

FieldNameorDataType	Values
Program	RFFOUS_C

FieldNameorDataType	Values
Variant	Group ## (provided the checks wereissuedusingthehousebank, 1000,andaccountID1000)
Variant	Group1##(providedthechecks wereissuedusingthehousebank, HB##,andaccountIDAC##)

FieldNameorDataType	Values
Program Run Date	Dateofpaymentrun
IdentificationFeature	##

FieldNameorDataType	Values
Void the checks printed in the paymentrunandreprintthem	Select
CheckNumberFrom/To	Enter thecheck lot.
Void Reason Code	07 - Stolen

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AC201 Lesson: Check Management

3. Gobacktothecheckregistertocheckthenewchecktransaction.

a) Gobacktothecheckregistertoexaminethechecktransaction.

Use the key combination ALT + TAB to go to the check register

session,orfollowthemenupathin1-4-1andtheselectioncriteria.

Choose “Execute” to display your check register. Notice the void

reason codesandthenew check numbers.

Task 5:

1. Namethethreedocumentsusedinthepaymentprocess:

a) Vendor invoice

b) Payment document

c) Checks

Task 6:

What methods can you use to create checks?

1. Name two ways of creating a check. Can you name the check printing

program?

a) Manual check

b) Automaticpaymentprogram: RFFOUS_CorRFFOD__S

Task 7:

True or false?

1. Youcanvoidacheckwithoutreversingthepaymentdocument.

Answer: True

2. Youcanvoidacheckandreversethepaymentdocumentatthesametime.

Answer: True

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Unit6: CountrySpecifics AC201

3. You can void a check and reverse the payment document and the vendor

invoice all at the same time.

Answer: False

Reversing the vendor invoice is a separate transaction from voiding the

check and reversingthepayment document.

Result

You have just:

• Analyzed the check register

• Created a check manually

• Voided and reprinted checks created manually and checks created in the

payment run

• Displayedthecheckinformationforyourvendor'slineitems

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AC201 Lesson: Check Management

Lesson Summary

You should now be able to:

• Explainthedocumentsinvolvedincheckprocessing

• Create a check manually

• Display check information

• Void checks

• Use void check reason codes

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Unit6: CountrySpecifics AC201

Lesson: Lockbox

Lesson Overview

Thislessonisonlyincludedin thestandardcourseincertain countries(United

States).

Lesson Objectives

After completingthislesson, you will beable to:

• Explain theflowofdata in the lockboxprocess

• Explain the components of the process

• Reviewtheconfigurationof lockboxprogram

Business Example

Managementexpectssalestodoubleinthenexttwoyearsfollowingthelaunchof

anewproduct. Inanticipationofincreasedcashreceipts,theywouldliketomove

frommanualcashreceiptsprocessingtoanautomatedfunction.

Figure 163: Overview

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AC201 Lesson: Lockbox

Alockboxisaservicethatbanksprovidetofacilitatetheorderlycollectionand

processing of incoming payments. Instead of sending their payments to your

office, customers mail their payments and payment advice notes directly to a

central bank location, usually apost officebox.

Banks receive the payments and create a data file from the payment advice

information and payment amounts. The checksarethen credited to your bank

account. Thefileissenttoyouatregularintervalssothatyoucanupdateyour

books.

Depending on the services your bank offers, the lockbox file contains the

followinginformation: CustomernameandcustomernumberintheSAPSystem,

customer MICR number (bank routing number and account number), check

amount,invoicenumber,paymentdate,paymentamounts/deductionsperinvoice,

and reasons for deductions.

Someadvantagestousingalockboxincludereducingin-house-processingtime,

increasing cashflowandreducingprocessingcosts.

Figure 164: Capital Flow

Customerssendtheirchecksandpaymentadvicenotestoyourlockbox.

The bankprocessesthechecks, credits the amountsto your bank account, and

sendsyouadetailedfileofthedataalongwithadailytotal.

Thelockboxfilesaretransmittedusingvariousmethodssuchastapes,diskettes,

and direct dial-in and download.

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Unit6: CountrySpecifics AC201

Thelockboximportprogrampostsageneralledgerentrytoupdatethecompany's

cashpositionandcreatesapaymentadvicefilefromthebankinput. Thepayment

advicenoteiscomparedwith thecustomer'sopenitemsinaccountsreceivable

accounting. Matching items are cleared. Any checks that could not be fully

processed by the lockbox import process are then manually processed in the

postprocessing transaction.

Figure 165: EDI/ANSI Lockbox Data Flow

Customerssendtheirpaymentstoalockbox. Thebankcollectsthedataandsends

an ANSI 823 message to the SAP user's EDI server. The server translates the

messageusingasstandardEDI interfaceintoanIDoc(intermediatedocument)

and sends it to the SAP server.

Once the message is received by the SAP server, the data is stored in the

FINSTA01 Lockbox table.

Atthesametime,aprogramislaunchedtoperformthefollowingtasks:

• Savethecheckinformationinbankstatementtables

• Create payment advice notes containing the check details, such as the

paymentamount,invoicenumbers,andcustomernumbers

Thelockboxprogramisexecutedandthepaymentadvicenotesareclearedagainst

opencustomeritems. Anychecksthatcouldnotbefullyprocessedbythelockbox

processcanbemanuallyprocessedusingthepostprocessingtransaction.

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AC201 Lesson: Lockbox

Figure 166: Lockbox File Formats

Thebank'sdatafileusuallyfollowsthestandardformatinthebankingindustry:

BAI or BAI2. TheBAI format providesbasicdata, suchas thecheck number,

checkamount, banknumber, andinvoicenumbers. Thisformatdoesnotbreak

downthecheckamountintoindividualamountsperinvoice.

TheBAI2formatprovidesmoredetaileddata,suchasthepaymentanddeduction

amountperinvoice,andareasoncodeforthededuction. Thisusuallyincreases

thesuccessratewhenclearinginvoicesautomatically. Duetotheadditionaldata

provided,banksusuallychargehigherfeesforproducingthisformat. Note: The

twoformatsmay varyslightlyfrom bank tobank.

MICRnumbersarestandardnumbersusedbybanks. MICRnumbersarelistedat

thebottomofthecheckandconsistoftwoparts: Thebankroutingnumber(transit

number), thatis, anumberthatidentifiesthebankuniquely,andthecustomer's

bank account number. Maintaining customer MICR information manually or

automatically enables incoming payments to be assigned more easily. This

informationisenteredinthecustomer'smasterrecordunderbankdetails.

ANSI x.12 formats are transferred from the EDI subsystem to the SAP IDoc

interface.

In the SAP System, these formats are stored in the ABAP Dictionary as table

structures

• BAI format: FLB01 - FLB09

• BAI2 format: FLB24 - FLB26

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Unit6: CountrySpecifics AC201

Figure 167: Lockbox Posting Entries

The lockbox import program is usually configured to post a cash receipt to an

incomingpaymentaccountandanaccountforunassignedcashreceipts. When

paymentadviceinformationisoffsetagainstopencustomeritems,theopenitem

andthepostingtotheaccountforunassignedcashreceiptsarecleared.

Unassignedchecksremainintheaccountforunassignedcashreceiptsandhaveto

beprocessedmanuallyinapostprocessingtransaction.

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AC201 Lesson: Lockbox

Figure 168: Processing of Payment Advice Notes

Apaymentadvicecontainsdetailedinformationaboutanincomingpayment. The

levelofdetailinapaymentadvicenotedependsontheinformationprovidedbythe

bank. Moredetailedbankinformationleadstoahigherrateofautomaticclearing.

Apaymentadvicenotecanincludethefollowinginformation: customer'sMICR

number (bank routing number and account number), check amount, invoice

number(s),paymentdate,paymentamounts/deductionsperinvoice,andreasons

for deductions.

The lockbox import program uses the data from the payment advice note to

automaticallysearchforandclearopencustomeritems. Thedocumentnumber

on the payment advice note is compared with the document number of the

customerfilecontainingtheopenitems. Thismeansthatitemscanonlybecleared

automaticallyifthedatainthepaymentadvicenoteiscorrect.

Once the check has been assigned or partially assigned, the payment advice

noteisdeletedfromthesystemafterithasbeenprocessed. Ifthecheckwasnot

processedorapaymentonaccount wasmade, thepaymentadvicenoteiskept

for further processing.

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Unit6: CountrySpecifics AC201

Figure 169: Postprocessing: Check Status

Thepostprocessingfunctionchecksthestatusof thechecksthat wereassigned

in thelockboxfunction. Youhavetomanuallycleareverycheck thatdoesnot

balanceopenitems,orthatwasnotassignedtoacustomeraccount. Checkscan

havefourstatuses: assigned,partiallyassigned,onaccount,andnotprocessed.

The lockbox overview screen shows the number of checks in each category.

Depending on the status of the check, the user decides what has to be done to

assign it.

Ifthebankenteredthewronginvoicenumber,forexample, thelockboximport

programpoststhepaymenton account. Whenyoupostprocessthecheck, you

call up thepayment advice note and correct thedocument number. When you

saveyourchanges,thepostprocessingfunctionclearstheopenitems,deletesthe

paymentadvicenote, andsetsthecheckstatustoassigned.

Checks that are only partially assigned may require further processing: For

example, you receive a check for five invoices, but one of the invoices was

enteredincorrectly. Thefirstfourinvoiceswouldthenbecleared. Thepayment

amountfor the fifthinvoicewould beplaced on account andwouldhaveto be

post processed to clear it.

Paymentsthatcannotbeidentifiedeitherfromthecustomer'sMICRnumberor

thedocumentnumberremainunprocessed. Oncethepaymentisresearchedand

thecustomerandinvoiceisidentified,itwouldbeappliedduringpostprocessing.

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AC201 Lesson: Lockbox

Figure 170: Control Parameters

YouspecifytheimportformatontheAutocashControlParametersscreen. SAP

supports the BAI, BAI2, and ANSI/IDoc (for customers using version 4.0)

formats. Youalso specify thetypeof postingsthelockbox program generates.

Thesecontrolparametersarerequiredtoimportthelockboxfilesentbythebank.

Thelockboxfileconsistsofindividualdatarecords. Thelockboxprimarilyuses

data record types 6 and 4:

• Type6datarecordscontainthebankMICRnumber,checknumber,amount,

andinvoicenumbersat the endof therecord.

• Type 4 records serve as an overflow record for additional invoicesbeing

paid by the same check.

• BAIformat: Specifythelengthofthedocumentnumbers(10inthestandard

SAPSystem)andthenumberofdocumentnumbersinrecordtypes6and4

oftheBAIfile. Yourbankmustconfirmthisformatinformation.

BAI2format: Youdonothavetospecifythelengthofthedocumentnumbersor

thenumberofdocumentnumbersindatarecordtypes6and4. Thisisbecausethe

BAI2fileisconstructedinsuchawaythateachdocumentnumberiscontained

inadifferenttype4datarecordwiththecorrespondingpaymentanddeduction

amounts. Yourbankmustconfirmthisformatinformation.

ANSI datadeliveredtotheIDocinterfacesupportsdatasegmentsforlockbox,

check, and remittanceinformation. Thisdata can beaccessedby meansof the

IDoctypeFINSTA01withthelogicalmessagetypeLOCKBX.

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Unit6: CountrySpecifics AC201

Figure 171: Posting Data

InthePostingDataforAutocashwithLockboxscreen,specifytheownerofthe

lockbox and thetypes of postings generated.

Youspecifythelockboxbankdata: Thecompanycodethatownsthelockbox,the

bankandaccountfromwhichthedataoriginates,andthegeneralledgeraccounts

for the postings.

Youspecifyadditionalpostingparameters: Thedocumenttypesthatareusedto

createthepostingdocuments, andthepostingkeys.

Figure 172: Lockbox Import Program

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AC201 Lesson: Lockbox

IntheMainLockboxProgramscreen,youspecifywherethelockboxdataisstored

andhowitistobeprocessed. Youspecifythedatafilename,thefileformatand

howthepaymentamountswillbeclearedagainsttheopenitems.

Invoicenumbers: Invoicenumberscanbedefinedasthedocumentnumberor

thereferencenumber. Dependingonhowyouhavedefinedthe“invoicenumbers”

for your company, you can choose how the system assigns open items: Via

documentnumber,referencenumber,documentnumberfirstandthentheinvoice

number, or vice versa.

Enhanced invoice checking: This function checks whether all of the invoice

numbersbelongtothesamecustomerorgroupofcustomers(corporategroup).

Additionalaccountassignments: Ifnecessary,youcanaddavaluedate,business

areaand/or profitcenter if you want toassign these valuestoall line itemsfor

bankaccountsandsub-accounts,foreverycheckinthelockboxfile.

Hint: When you run the lockbox program, the customer tolerances

establishedinFIarecheckedtodetermineifthedifference“istoolarge

forclearing”. Thesetolerancescontainasettingthatdetermineswhether

thesystemclearstheopenitemorplacesitonaccount.

Hint: If a payment in BAI2 or EDI format has a reason code that is

configuredforautomaticwrite-off, theitemisclearedandthepayment

difference is written off.

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Unit6: CountrySpecifics AC201

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AC201 Lesson: Lockbox

Exercise 26: Lockbox

Exercise Objectives

After completingthisexercise, youwillbeableto:

• Checkyourknowledgeofusingandconfiguringthelockbox

Business Example

Managementexpectssalestodoubleinthenexttwoyearsfollowingthelaunchof

anewproduct. Inanticipationofgreatercashreceipts,youwouldliketomove

fromprocessingcashreceiptsmanuallytoanautomatedsolution.

Task:

Reinforce your understanding of the lockbox.

1. What is a lockbox?

2. WhatarepaymentadvicenotesusedforinthelockboxprocessintheSAP

System?

3. List thefour statusesthat acheck can have.

4. Youhavetomaintaincustomerbankdetailsmanuallyinthemasterrecordto

ensurethatasmanyincomingpaymentsareassignedaspossible.

Determinewhetherthisstatementistrueorfalse.

□ True

□ False

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Unit6: CountrySpecifics AC201

Solution 26: Lockbox

Task:

Reinforce your understanding of the lockbox.

1. What is a lockbox?

Answer: Alockboxisaserviceprovidedbybankstospeedupthecollection

andprocessingofincomingpayments. Customerssendtheirpaymentsand

paymentadvicenotestothelockbox. Thebankthenprovidesyouadatafile

containingthepayer, payment amount, and(dependingontheagreement

with your bank) other details.

2. WhatarepaymentadvicenotesusedforinthelockboxprocessintheSAP

System?

Answer: A payment advice note contains detailed information on an

incomingpayment. Itmayincludethefollowinginformation: Customer's

MICRnumber(bankroutingnumberandaccountnumber),checkamount,

invoicenumber(s),paymentdate,paymentamounts/deductionsperinvoice,

and reasons for deductions.

Thelockbox program usestheinformation inthepayment advicenoteto

clear openitems onthe customer’saccount.

3. List thefour statusesthat a check canhave.

Answer: 1. Assigned:

Thecheckhasclearedallthespecifieddocuments.

No further processing is required.

2. Partially assigned (BAI2 orANSI x.12)

The check has cleared one or more of the specified documents and any

remaining difference was posted on account. Further processing/checks

may be required.

3. On account

ThecustomerwasidentifiedbytheMIRCnumber.

No documents were identified.

The full check amount is posted to the customer’s account for further

processing with a payment advice note.

4. Not processed

Thecustomercouldnotbeidentifiedbythebankinformationordocument

numbers.

Thecheckamountremainsinaclearingaccountforunassignedincoming

payments. Thecheckisprocessedfurtherafterthecustomerisidentified.

Continued on next page

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AC201 Lesson: Lockbox

4. Youhavetomaintaincustomerbankdetailsmanuallyinthemasterrecordto

ensurethatasmanyincomingpaymentsareassignedaspossible.

Answer: False

Whenyouconfigurethelockbox, you can create abatchinput session to

updatenewormissingbankdetailsinthecustomermasterrecords.

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Unit6: CountrySpecifics AC201

Lesson Summary

You should now be able to:

• Explain theflowofdata in the lockboxprocess

• Explain the components of the process

• Reviewtheconfigurationof lockboxprogram

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AC201 Unit Summary

Unit Summary

You should now be able to:

• Explainthedocumentsinvolvedincheckprocessing

• Create a check manually

• Display check information

• Void checks

• Use void check reason codes

• Explain theflowof datainthelockboxprocess

• Explain the components of the process

• Review the configurationof lockboxprogram

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UnitSummary AC201

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Unit 7

Appendix

Unit Overview

ThisappendixcontainsadditionalmaterialfortheAC201course. Thismaterial

isnotpartofthecourseitself. Theappendixcontainsinformationabout SEPA

paymentmethods(intheframeworkofpaymentprogramconfiguration),aswell

assupplementaryinformationabouttheSales/FinancialAccountinginterface.

Unit Objectives

After completing thisunit, you will beableto:

• Explaintheoptionsforpreventingtheautomaticgenerationofaccounting

documents

• DescribethedifferenttransferfieldsfromSalesandDistributiontoFinancial

Accounting (for example, for clearingpurposes)

• ExplainthetransferofpartnersfromSalesandDistributionintheframework

of branch/head office relationships

• Describetheeffectsofthenegativepostingparameters,thedocumenttype,

andvalue-datedcreditmemosinthebillingdocumenttype

• NametheformatsintheSingleEuroPaymentsArea

• Describethemost important Customizingsteps

Unit Contents

Lesson: Selected Interface Fields: Sales & Distribution / Financial

Accounting.......................................................................410

Lesson: SEPA Formats ........................................................418

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Unit7: Appendix AC201

Lesson: Selected Interface Fields: Sales & Distribution /

Financial Accounting

Lesson Overview

This lesson concentrates on selected interface fields between Sales and

DistributionandFinancialAccounting. Itdiscussestheoptionsforpreventingthe

automaticgenerationofaccountingdocumentsanddescribesthevarioustransfer

fieldsfromSalesandDistributiontoFinancialAccounting.

Lesson Objectives

After completingthislesson, you will beable to:

• Explaintheoptionsforpreventingtheautomaticgenerationofaccounting

documents

• DescribethedifferenttransferfieldsfromSalesandDistributiontoFinancial

Accounting(for example, for clearingpurposes)

• ExplainthetransferofpartnersfromSalesandDistributionintheframework

of branch/head office relationships

• Describetheeffectsofthenegativepostingparameters,thedocumenttype,

andvalue-datedcreditmemosinthebillingdocumenttype

Business Example

Insomecases,youwanttorunanadditionalcheckofthebillingdocumentbefore

the data is passed on to accounting.

Inaddition,youwanttopassonspecificinformationtoFinancialAccountingfor

assigninganddifferentiatingthetransactionswithinaccounting.

Figure 173: Connection to Financial Accounting

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AC201 Lesson: SelectedInterfaceFields: Sales&Distribution/FinancialAccounting

The system forwards billing data to Financial Accounting in invoices, credit

memos,anddebitmemosandpoststhisdatatotheaccountsdetermined.

The following billing data can be changed before the accounting document is

created:

• Billing date

• Pricing

• Account determination

• Message determination

Once the data has been transferred to Financial Accounting, you can only

influence the message determination.

Figure 174: Posting Block

TheaccountingdataisusuallytransferredtoFinancialAccountingautomatically.

However, you maywantto deactivate theautomatictransfer for certain billing

document types. In these cases, you can set a posting block for the billing

document type to prevent the transfer.

Onlyafter thebillingdocument hasbeen releasedexplicitlycantheassociated

accounting documents be generated.

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Unit7: Appendix AC201

To improve performance, for example, you could generate the sales billing

documents in a first step, print the invoice documents in a second step, and

perform thetransfer toaccountingin thefinalstep.

Hint: Eitheralltheaccountingdocumentsarecreatedornonearecreated.

That means when a posting block is set or account assignment errors

occur,noCOdocumentsarecreated. Theaccountingdocumentsarenot

createduntilallthedocumentshavebeenreleasedandtheerrorscorrected.

Figure 175: Reference Numbers / Assignment Numbers

TheReferenceNumberandAssignmentNumberfieldsintheaccountingdocument

canbefilledautomaticallywiththenumbersofsalesobjects.

Thereferencenumberiscontainedatheaderlevelintheaccountingdocumentand

is used for clearing purposes.

The assignment number is located at the customer line level and can be used

to sort line items.

You can define which numbers are transferred as reference and/or assignment

numbersin copycontrol for billing documents:

• A - Customer order number

• B - Sales order number

• C - Delivery number

• D - External delivery number

• E - Billing document number

• F-Externaldeliverynumber(ifany),elsedeliverynumber

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AC201 Lesson: SelectedInterfaceFields: Sales&Distribution/FinancialAccounting

Figure 176: Reference Numbers in Invoice Lists

The billing documentsthat you want to group together in theinvoice list must

alreadybebilledandforwardedtoFinancialAccounting. Thenumberdefinedas

thereferencenumberincopycontrolistransferredtoFinancialAccounting.

Whentheinvoicelistiscreated,theexistingreferencenumberintheindividual

billingdocumentsisoverwrittenbythenumberoftheinvoicelist.

As a result, you can also specify the invoice list number when you post the

payment receipt.

Figure 177: Transaction-Related Document Types

DocumentsinFinancialAccountingcanbedifferentiatedbydocumenttype. Itis

recorded in the document header.

Until now, the program assigned Financial Accounting document type RV to

all Sales and Distribution documents.

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Unit7: Appendix AC201

To enable more detailed analyses in Financial Accounting or control more

differentiated number assignment, you can use the Document Type field to

implementthetransferofdocumenttypesforeachbillingdocumenttype.

Ifyoudonotenteranassignmentinthisfield,documenttypeRVisstillusedin

the interface to Financial Accounting.

Figure 178: Branch/Head Office

Youcanmodelabranch/headofficerelationshipinmasterdatamaintenance.

YoucanmapthisrelationshipwiththepartnerfunctioninSalesandDistribution

orusingtheHeadOfficefieldintheaccountingsegmentofthecustomermaster

record.

Previously, the accounting segment had to be maintained completely for both

customers to enable this function. If the accounting data was missing for the

branch,thenbillingdocumentscouldbecreatedforthebranch,buttheycouldnot

be forwarded to Financial Accounting.

ThepartnerrolesinSalesandDistributionareusedinawidevarietyofways. For

example,thesold-topartycanalsobetheship-toparty.

Therefore,theuserdepartmentdoesnotwanttohavetomaintaintheaccounting

segmentforthebranchthatrepresentsthesold-topartyandisthereforeastrict

sales customer.

TheBranch/HeadOfficefieldinthebillingdocumenttypecontrolswhichpartner

rolesfromthebillingdocumentarepassedontoaccounting. Thevaluesdetermine

whetherthesold-topartyorthepayerissavedintheKUNNRfieldinthebilling

document header.

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AC201 Lesson: SelectedInterfaceFields: Sales&Distribution/FinancialAccounting

If a parameter is set to blank (no field entry), any relationship defined in the

HeadOfficefieldisignored inFinancial Accounting. Intheothersettings, the

mappingdefinedinFinancial Accountingtakespriorityoverthemappingwith

Sales partner roles.

Figure 179: Negative Postings

InthestandardSAPsystem,cancellationandcreditmemotransactionsareposted

totheoffsettingaccount ofthecustomerreceivables.

Therefore,thecorrespondingaccounthas“sales”onbothaccountsides. Thetotal

isgreaterthanzero, althoughnosalewasactuallymade.

Theuserdepartment wantstopostcredit memosandcancellationstothesame

accountsideasreceivables. Theaccountcanthereforehaveazerobalance. Asa

result, thetotal amountfor theaccount canalsobezero, whichmeansnosales

exist.

Ifyouwantthisconfiguration,youhavetosettheNegativePostingfieldforthe

correspondingbillingdocumenttypesforcreditmemosandcancellations.

ThisflagispassedontoFinancialAccountingthroughtheaccountinginterface.

Ultimately,however,thissettingmerelyresultsinadifferentdisplayoftheopen

items. Otherwise,theexistingworkflowsinFinancialAccountingarenotaffected.

Furthermore,notethatyouwillonlyachievethedesiredeffectinaccountingifthe

companycodeallowsnegativepostings(whichiscontrolledinTable001).

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Unit7: Appendix AC201

Figure 180: Value-Dated Credit Memos

Currently, when you create credit memo requests with reference to a billing

document, the billing dates (= baseline dates for payment) of the two billing

documents(customerbillingdocumentandcreditmemo)aredifferent. Asaresult,

reconciliationbetweenreceivablesandpayablesisnotpossible.

Youcanusetheperiodofthebaselinedateforpaymentofthebillingdocumentas

the basis for value-dating the credit memo.

Youcontroltheprocedureusedtovalue-datethecreditmemosintheValue-Dated

CreditMemo field in thebilling document types.

Iftheflagissettoblank,theprocedureremainsasitwas-thatis,thecreditmemo

isdueimmediatelyonthebillingdate. Thebaselinedateforpaymentisthebilling

dateofthecreditmemo. Thepayableisclearedduringthenextpaymentrunin

Financial Accounting.

IftheValue-DatedCreditMemofieldissetinthecreditmemobillingdocument

type, the reference billing document is not cleared, and the baseline date for

paymentoftheoriginalbillingdocumentliesafterthebillingdateof thecredit

memo, then field VALDT (value date) in the credit memo is filled with the

baselinedateforpaymentoftheoriginalbillingdocument.

Incontrast,ifthebaselinedateforpaymentofthereferencebillingdocumentlies

beforethecurrentbillingdateofthecreditmemo,thedocumentisnottransferred.

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AC201 Lesson: SelectedInterfaceFields: Sales&Distribution/FinancialAccounting

Lesson Summary

You should now be able to:

• Explaintheoptionsforpreventingtheautomaticgenerationofaccounting

documents

• DescribethedifferenttransferfieldsfromSalesandDistributiontoFinancial

Accounting (for example, for clearingpurposes)

• ExplainthetransferofpartnersfromSalesandDistributionintheframework

of branch/head office relationships

• Describetheeffectsofthenegativepostingparameters,thedocumenttype,

andvalue-datedcreditmemosinthebillingdocumenttype

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Unit7: Appendix AC201

Lesson: SEPA Formats

Lesson Overview

ThislessongivesyouanoverviewoftheconceptsbehindSEPA,theSingleEuro

PaymentsArea,aswellasitsformatsandthenecessaryconfigurationstepsinthe

system.

Lesson Objectives

After completingthislesson, you will beable to:

• NametheformatsintheSingleEuroPaymentsArea

• Describethemost importantCustomizingsteps

Business Example

YouhavetoimplementthenewSEPAcredittransfer,usingthePaymentMedium

Workbench.

Figure 181: SEPAata Glance – Background Information

SEPA: Single Euro Payments Area

SEPAwillintroduceseveralnewfeatures,suchastheSEPApaymentinstruments

- theSEPAcredit transfer andSEPAdirectdebit. TheSEPAcredittransferhas

beeninusesinceJanuary28,2008. TheSEPAdirectdebitwillbeimplemented

after adoption of the Payment Services Directive (PSD) in national law in the

participatingcountries, byNovember1,2009atthelatest.

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AC201 Lesson: SEPA Formats

OncethePSDhasbeenadoptedinnationallawbytheendof2009,agenerally

valid legal framework will be essential.

Newpaymentinfrastructureswillbeestablished(Europe-wideclearinghouses)

toprocessSEPAzonepaymentsmoreefficiently. Somemergersmayalsotake

place in this area.

A migration of national payment instruments is likely. Although no specific

migration date by which the national payment methods will expire has been

defined, only one payment scheme should still be valid by the end of 2010,

according to official statements.

ThenewpaymentinstrumentsarebasedonXMLstandards. Theyuseasubsetof

the ISO 20022 standard.

TomeettherequirementsoftheSEPA,companieshavetomaintainIBANsand

BICsfortheirSEPAdomesticpayments. Thiswillrequirechangestothemaster

data as well.

You use IBAN and BIC for cross-border payments. In future, however, these

numbers will also have to be used for domestic payments - at least for SEPA

domestic payments.

Figure 182: SEPA Payment Instruments and Formats

ThenewSEPApaymentinstruments(SEPAcredittransferandSEPAdirectdebit)

aresupportedinSAPsystemswithReleaseR/3Enterpriseandlater.

The tools for creating these formats in SAP systemsarethePayment Medium

Workbench(PMW)andtheDataMediumExchangeEngine(DMEE).ThePMW

controlsthespecifications,suchasthenotetopayee. TheDMEEestablishesthe

graphic definition of the format.

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