AC240_EN_Col92_FV_Part_A4 (第5页) | ERP软件技术分享

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Unit4: IncomingPayments AC240

Solution 7: Clarification Processing

Task: Central Clarification Processing

Thecentralclarificationworkliststillcontainstwounclarifiedincomingpayments.

The unclarified payments that you have to process have the following name:

CA240-## (## = your group number).

1. Callthecentralclarificationworklistinadministratormodeandallocatethe

paymentforitem1oftheCA240-##paymentlot(##=yourgroupnumber).

Analyzetheextenttowhichtheselectionproposalssuggestedbythesystem

correspondtoinformationprovidedinthenotetopayeeoftheunclarified

incoming payment.

If the information is consistent, post the clarification. Note the

document number for the incoming payment: Document number:

_____________________.

a) Call the central clarification worklist.

FromtheSAPEasyAccessmenu, choose: Accounting→Financial

Accounting→ContractAccountsReceivableandPayable→Payments

→ClarificationActivities→PaymentAssignment(FPCPL).

Start the search by choosing Program → Execute as admin. or the

correspondingAdministratormode icon.

Selectitem1ofyourCA240-##clarificationworklistandchooseEdit

→ Clarify(SHIFT+F6)fromthemenubar.

Select the row in the selection proposals that corresponds to the

informationprovidedinthenotetopayeeoftheunclarifiedincoming

payment.

Hint: The note to payee information is available in the

“Payment to be clarified” area.

PosttheclarificationbychoosingEdit→Post(F6)fromthemenubar.

Result: Inthe“Worklist: PaymentLot”overview,theclarificationcase

is managed with the status “Completed”.

Double-clicktheclarificationcasethatyoujustcreatedsothatyoucan

note the document number. The clarification document number is

shownonthe“PaymentData”tabpageinthe“PostingDetails”area.

Document number: __________________.

Returntothe“Worklist: PaymentLot”overview(F3).

Continued on next page

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AC240 Lesson: Clarification Processing

2. Thecentralclarificationworkliststillcontainsitem2ofyourclarification

worklist.

The information in item 2, however, is insufficient for clarification.

Therefore, activate repayment for this item.

Whichrepayment request number isassigned?

Display the repayment request.

a) Selectitem2ofyourCA240-##clarificationworklistandchooseEdit

→Clarify(SHIFT+F6)fromthemenubar. Onthe“Clarification”tab

pageinthe“SpecialUsage”area,settherepaymentindicator.

PostthetransactionbychoosingEdit→Post(F6)fromthemenubar.

Result: Inthe“Worklist: PaymentLot”overview,theclarificationcase

ismanaged with thestatus “Completed”.

Double-click the clarification case that you just created so that you

cannotetherepaymentrequestnumber. Thenumberisshownonthe

“PaymentData”tabpageinthe“PostingDetails”area.

Repaymentrequestnumber: __________________.

Return to the SAP Easy Access menu and choose Accounting →

FinancialAccounting→ContractAccountsReceivableandPayable

→Payments→ Clarification Activities→ Overview of Repayment

Requests to view your request:

Field Name Value

Repayment request Yourrepaymentrequestnumber

Company Code C100

Not yet paid Set

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Field Name	Value
Repayment request	Yourrepaymentrequestnumber
Company Code	C100
Not yet paid	Set

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Unit4: IncomingPayments AC240

Lesson Summary

You should now be able to:

• Explaintheconceptofclarificationprocessingandtheoptionsavailableto

carry it out

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AC240 Lesson: Cash Desk/Cash Journal

Lesson: Cash Desk/Cash Journal

Lesson Overview

This lesson provides an overview of:

• The structure of the cash desk and the role-based authorization concept

(optional)

• The cash journal and its integrated functions for posting and evaluating

cask-desk postings

• Correspondence: receiptsandcashdeskwithdrawals

• Bar code functions

Lesson Objectives

After completingthislesson, youwillbeable to:

• Enterpaymentsinthecashdeskandexplainitsmainfeatures

Business Example

Figure 131: Cash Journal Functions

Thecashdeskfunctionalityincludesthemappingofacashdeskstructureanda

role-basedauthorizationconcept. Deposits,withdrawals,anddifferencescanbe

postedandtheproof ofpostingforthedocumentcanbedisplayedindetail. In

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Unit4: IncomingPayments AC240

contrast totheoriginal cashdeskfunctionality anditsevaluation options(only

viathepaymentlot),evaluationscannowbemadeinthecashjournalbasedon

paymenttypeandcurrency,cashdeskandcurrentorhistoricaldocuments.

When the cash desk is closed, the system compares the actual and the target

balancesin thecashdesksofthecash journal andindicatesanydifferences. A

currency sheet makes it easier to enter the actual cash desk balances. You can

entertheunitsofthecoinsandbillsinthecurrencysheet. Onceyouhavesaved

thisinformation,youcanprintcashdeskclosing. Itcanalsobeprintedatalater

date. Youcanopenandclosecashdesks,regardlessofwhetheracashdeskclosing

istobeexecutedforacashdesk. Cashdeskclosingdoesnothavetobeexecuted

foropeningandclosingcashdesks. However,ifcashdeskclosingiscarriedout

foracashdesk,thecashdeskisclosedautomatically. Ifyouwanttomakefurther

postings to thiscash desk, you must reopen it.

Figure 132: Cash Desk Structure

Thecashjournalcanmodelthecashdeskstructureofacompany. Thecashdesk

structureincludesthecashdesksintheindividualbranchofficesofacompany.

Thecashdesksinthebranchofficesformthemasterdataofthecashdeskstructure

andare, therefore, aprerequisiteforthecashjournal.

Thecompanycodeandthebankclearingaccount,aswellaslotsthathavealready

beencreatedaccordingtothepaymentcategory,areproposeddependingonthe

cash desk. If an open lot is not available, the system automatically creates a

correspondingpaymentlot. Thebranchandthecashdeskarethefirst5figures

of the name.

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AC240 Lesson: Cash Desk/Cash Journal

Figure 133: Role Concept

Roleconcept(optional–canbeactivated/deactivatedinCustomizing)

• Branch officemanager: Standard role21000058

• Cashierwithspecialtasks: Standardrole21000059

• Normal cashier: Standard role 21000060

Users are allocated to roles using the transaction PFAC_INS or in the

Customizingsettingsforresponsibilities. InCustomizing,activitiescanalso

beindividuallyallocatedtotherolesorconfiguredaccordingtothestandard

system. Theoverviewdisplayedaboverepresentsastandardallocation.

Activity per role

• Branch office manager

Allactivitiesforallcashdesksinthebranchoffice: enteringincomingand

outgoingpayments, postingdeposits, transferringresponsibilities, posting

differences, postingwithdrawals,historicalevaluationofallcashdesksin

theareaofresponsibility,andopening/closingcashdesks.

• Cashier with special tasks

All branch office manager activities except for closing cash desks in the

branch office

• Cashier

Entering incoming and outgoing payments in the cash desk and posting

deposits

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Unit4: IncomingPayments AC240

Figure 134: Individual Enhancements to Cash Journal

Bar code reader

For example, the customer data and the amount to be paid for each bar code

arestoredontheinvoice. A customer pays the invoiceand takes itto thecash

desk. Thecashierscansthebarcode,whichenterstherequireddatafortheinput

fields(suchasbusinesspartner, contractaccount, andamount)inthecashdesk

automatically.

Thereare5additionalcustomerfunctionsthatcanbeactivatedandusedforevent

6120.

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AC240 Lesson: Cash Desk/Cash Journal

Figure 135: Cash desk

The cash desk has been integrated into the cash journal. This means that all

incomingandoutgoingpaymentsarepostedusingthecashdesk. Youcannavigate

directlytothecashdeskfromthecashjournalandback. Thesystemtransfersthe

cashdeskallocatedtoanagentandotherallocations(madethesystemortheuser)

to the cash desk. When the Cash Journal transaction is activated, you cannot

directly call up the Cash Desk transaction.

Note: Evenifyouactivatethecashjournalatalaterstage,youcannotevaluate

thepostingsthatweremadeinthecash deskbeforetheactivation. Youshould

thereforeavoidchangingsettings(cashjournalactive/notactive)duringoperation.

Youcanallocatepaymentsdirectlytotheopenitemsofabusinesspartnerwithin

theCashDeskfunction. Youcanuseapaymentproposalfromclearingcontrolor

allocate the payment manually.

Paymentatcashdeskincludescash,checkorcreditcardpayments.

Afterthepostinghasbeencarriedout,youcanprintareceipt. Youcanselectthe

applicationformforprintingthereceiptintheactivityDefineApplicationForms

forCorrespondence (under BasicFunctionsfor Contract Accounts Receivable

and Payable).

If an overpayment is made in cash, the remaining amount is used to decide

whetherapostingonaccountistobemadeorwhetherthisamountistobepaidto

the customer.

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Unit4: IncomingPayments AC240

Figure136: ManualCashDeskPaymentswithBusinessPartner

The cash desk allows a user to enter payments manually or automatically.

Automaticassignmenttakesplacethesamewayitdoesfor payment/checklots

(specificationsforpostingandselectioncriteriaarealsobasedonpaymentlots).

Cash,card,andcheckpaymentsareallpermittedwithinthecashdesk.

Ifyoupost apaymentor check lot (regardlessof the type) using thecashdesk

transaction, you can only generate, post, and close the payment or check lot

(withinthistransaction);apaymentorchecklotthathasbeencreatedherecanbe

displayedonlyinthepaymentorchecklottransaction.

ThedefaultsettingsforthetransactionshownaboveareconfiguredinCustomizing

forpaymentprocessing. Expenseandrevenueaccountsforpostingofdifferences

are also defined in Customizing (in the automatic G/L account determination

section).

AsofSAPERP2005, youcanprocesspaymentsinthecashdeskusingseveral

payment categories. This means that a customer can make a payment with a

combinationofcash,checkpayment(s),paymentcard(s),andpostalorders.

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AC240 Lesson: Cash Desk/Cash Journal

Figure137: ManualCashDeskPaymentsWithoutBusinessPartner

AsofSAPERP2005,theinitialscreenisdividedintothreeparts:

• Header Data

Theheaderareacontainsthestaticdataofapayment,suchasthepayment

date and the company code. You can display or hide this screen area by

choosing the relevant pushbutton.

• Simpleselection/generalledgeraccountposting

Themiddleareacontainstwotabpages–oneforenteringpaymentselection

criteria and another for entering data about the general ledger account

postings.

Inbothcasesthecashdesksupportsmultipleentries.

• Details of payment category In the area for payment categories, there

isa separate tab page for each payment category: Cash Payment, Check

Payment, Credit Card Payment, and Postal Order. With the exception

of cash payments, multiple entries are possible. The system displays the

paymentcategoriesandamountsenteredinatotalstable.

You can create individual documents in the general ledger (FI-GL) and

paymentsonaccountbysettingthecorrespondingindicator.

Payment lots are still supported.

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Unit4: IncomingPayments AC240

Figure 138: Cash Journal - Post Deposit

AsofSAPERP2005,thescreenforpostingdepositshasbeenrevised. Thescreen

isdividedintotwoareas. Youcanhidetheheaderdata. Thefieldsrequiredfor

posting a deposit cannot be hidden.

Thecashdeskclearingaccountishiddenonthecashjournalscreens. Ifthesystem

canautomaticallydetermineauniquecashdeskclearingaccount,nocashdesk

clearingaccountisdisplayed. Ifthesystemcannotdetermineauniquecashdesk

clearing account, you can specify one.

Youcanreverseadepositwiththereversalofspecialpostingdocumentsfunction,

providedthishasnotalreadybeenfullyorpartiallywithdrawn.

Figure 139: Cash Journal - Post Withdrawals

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AC240 Lesson: Cash Desk/Cash Journal

Asof SAPERP2005, thescreenforpostingwithdrawalshasbeenrevised. As

when posting deposits, the interfacehas been divided into two areas. You can

hidetheheaderdata. Theareathatispermanentlyvisibleshowsthebalancefor

eachpaymentcategory. Youcanselectandactivatethebalancesforwithdrawals.

Youcan also post apartial withdrawal. Regardless of the settingsfor the cash

journal,thebalancesarenowdisplayedforeachpaymentcardandareprovided

for withdrawal. If you select and activate a cash balance and enter a partial

withdrawalamount, you canonlyposttheremainingamount asanewdeposit.

This doesnot changethe cash desk balance. However, performance isgreatly

improvedwhenthecurrentcashdeskbalanceiscalculated.

Itisadvisabletoposttheremainingamountofacashwithdrawalasanewdeposit

atregularintervalsor,forexample,beforeorafterclosingattheendoftheday.

The system postsa withdrawal document and, if necessary, a deposit for each

item activated.

Thecashdeskclearingaccountishiddenonthecashjournalscreens. Ifthesystem

canautomaticallydetermineauniquecashdeskclearingaccount, nocashdesk

clearingaccountisdisplayed. Ifthesystemcannotdetermineauniquecashdesk

clearing account, you can specify one.

You can reverse a withdrawal with the reversal of special posting documents

function.

Figure 140: Cash Journal - Post Differences

As of SAP ERP 2005, thescreen for posting differences has been revised. As

when posting deposits, the interfacehas been divided into two areas. You can

alsohidetheheaderdata. Theareathatispermanentlyvisibleshowsthebalance

for each payment category, provided you can post difference for all payment

categories. If a difference occurs in one or more balances, you can select and

activate itand enter therespectiveactual balance. For each activateditem, the

system posts one document for differences.

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Unit4: IncomingPayments AC240

Thecashdeskclearingaccountishiddenonthecashjournalscreens. Ifthesystem

canautomaticallydetermineauniquecashdeskclearingaccount,nocashdesk

clearingaccountisdisplayed. Ifthesystemcannotdetermineauniquecashdesk

clearing account, you can specify one.

You can reverse a difference with the reversal of special posting documents

function,providedthishasnotalreadybeenfullyorpartiallywithdrawn.

Figure 141: Payment on Installment Plan

If, during the clearing proposal, the allocated open item turns out to be an

installment plan item, you can display the installment plan and, if necessary,

changeit duringtheonlineprocessingoftheclearing proposal for clearingthe

source receivables.

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AC240 Lesson: Cash Desk/Cash Journal

Figure 142: Cash Desk Closing

You can execute day-end closing. When the cash desk is closed, the system

comparestheactualandthetargetbalancesinthecashdesksofthecashjournal

andhighlightsanydifferences. Acurrencysheetmakesiteasier toenteractual

cashdeskbalancesbyallowingyoutoentertheunitsofcoinsandbillsforeach

currency. Onceyouhavesaved,youcanprinttheday-endclosing.

Irrespectiveof whetheryoucarryout day-endclosing for acash desk, you can

stillopenandcloseit. Cashdeskclosingdoesnothavetobeexecutedforopening

andclosingcashdesks. However,ifcashdeskclosingishasbeencarriedoutfor

acashdesk, thecashdeskisclosedautomatically. If youwanttomakefurther

postingstothiscash desk, you haveto reopen it.

Youcanusetheoverview(menu: Payments→CashDesk)todisplaytheclosing

carriedoutinthecashjournalacrossallcashdesksandallbranches. Inthecash

journal you can only display cash desk closing for the current cash desk and

branch. Thetransactionenablesyoutodisplaythecashdeskclosingdependenton

the following selection criteria:

• Cash desk

• Branch

• Date of cash desk closing

• Closing carried out by

• Status of closing

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Unit4: IncomingPayments AC240

Figure 143: Cash Desk/Cash Journal: Customizing

If you want to use the cash journal in your company, you must carry out the

followingintheCustomizingmenuforcontractaccountsreceivableandpayable

under Business Transactions → Payments → Incoming/Outgoing Payment

Processing→ Cash Desk / Cash Journal:

• Preventthecash desk from beingcalled up directly by flagging the Cash

Journ. Act. indicator in the activity: Maintain Specifications for Cash

Journal.

• Make the basic settings and master data in the activities: Maintain

SpecificationsforCashJournalandDefineMasterDataforCashJournal.

WhendefiningDefaultValuesforPostingCashDeskDepositsandWithdrawals,

make sure that you maintain different bank clearing accounts for depositsand

withdrawals. However, you can enter the same G/L account for deposits and

withdrawals.

Youcanuseuserrolestocontroltheauthorizationsforpostingsandevaluationsin

thecashdesk. Inordertodothis,youmustactivatetheroleconceptbysettingthe

UseRolesindicatorintheMaintainSpecificationsforCashJournalactivityand

byallocatingrolestotheindividual users(cashiers).

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AC240 Lesson: Cash Desk/Cash Journal

Exercise 8: Cash Desk/Cash Journal

Exercise Objectives

After completingthisexercise, youwillbeableto:

• Use the cash desk to enter payments

Business Example

Youhavetoenterdeposits,withdrawals,andpaymentsofyourbusinesspartneron

adailybasis. Atday-endclosing,thecashdeskmustalsobeclosed.

Task 1: Cash Journal

Fortheexpectedday-to-dayactivities,yourequireanappropriateamountofcash.

1. Enterthecashdepositinyour cashdesk. Whenyoucall thecashjournal,

allocatebranchofficeWDFandcashdesk##. Usethefollowinginformation

to post the amount:

Field Name Value

Company Code C100

Currency EUR

CashDeskClearingAccount 113100

Amount 1000.00

Task 2: Cash Desk

1. Abusinesspartnerpaysanopeninvoiceincashtoyourcashdesk##. Enter

the incoming payment using thecash desk.

ChooseGoto→CashDesktoaccessthecashdeskandposttheincoming

payment.

Usethefollowinginformationtoposttheincomingpayment:

Field Name Value

Company Code C100

Posting Date Today’s date

Currency EUR

Value date Today’s date

Continued on next page

195

Field Name	Value
Company Code	C100
Currency	EUR
CashDeskClearingAccount	113100
Amount	1000.00

Field Name	Value
Company Code	C100
Posting Date	Today’s date
Currency	EUR
Value date	Today’s date

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Unit4: IncomingPayments AC240

Business Partner T-CA0710## (## = your group

number)

Amount 180.00

Inc.Cash Pymt Select

CashDeskClrgAct 113100

Paymentamount(Summaryarea) 180.00

Posttheincomingpaymentusingthe“PostOnline”variant. Inthepayment

proposal,selecttheopenitemintheamountofthepayment.

Providedthatthesystemdoesnotsuggestaclearingproposal,activatethe

openitemintheamountofthepaymentbydouble-clickingthegrossamount.

Generateareceipt. Switchtotheprintpreviewtodisplaythereceipt.

Task 3: Cash Desk Closing

1. Close cash desk ## by choosing Special Functions → Day-End Closing

→ Carry Out Cash Desk Closing.

Entertheactualcashdeskamountsusingthecurrencysheetforbankbillsso

thatnodifferencetothedebit amountsisreported.

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Business Partner	T-CA0710## (## = your group number)
Amount	180.00
Inc.Cash Pymt	Select
CashDeskClrgAct	113100
Paymentamount(Summaryarea)	180.00

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AC240 Lesson: Cash Desk/Cash Journal

Solution 8: Cash Desk/Cash Journal

Task 1: Cash Journal

Fortheexpectedday-to-dayactivities,yourequireanappropriateamountofcash.

1. Enterthecashdepositinyour cashdesk. Whenyoucall thecashjournal,

allocatebranchofficeWDFandcashdesk##. Usethefollowinginformation

to post the amount:

Field Name Value

Company Code C100

Currency EUR

CashDeskClearingAccount 113100

Amount 1000.00

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

Accounting→ContractAccountsReceivableandPayable→Payments

→Cash Journal →Cash Journal (FPCJ).

b) Fromthemenubar,chooseCaskDesk→Othercashdeskandchoose

caskdesk##(##=yourgroupnumber)inthebranchofficeWDF.

c) EnterandpostthedepositbychoosingCashDesk→Postdeposit(F8).

Use the following information:

Field Name Value

Company Code C100

Currency EUR

CashDeskClearingAccount 113100

Amount 1000.00

Postthedeposit. ConfirmthesubsequentmessagebypressingENTER

(continue).

Do not print any special documents.

RemainintheCaskJournaltransaction(FPCJ).

Continued on next page

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Field Name	Value
Company Code	C100
Currency	EUR
CashDeskClearingAccount	113100
Amount	1000.00

Field Name	Value
Company Code	C100
Currency	EUR
CashDeskClearingAccount	113100
Amount	1000.00

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Unit4: IncomingPayments AC240

Task 2: Cash Desk

1. Abusinesspartnerpaysanopeninvoiceincashtoyourcashdesk##. Enter

the incoming payment using the cash desk.

ChooseGoto→CashDesktoaccessthecashdeskandposttheincoming

payment.

Usethefollowinginformationtoposttheincomingpayment:

Field Name Value

Company Code C100

Posting Date Today’s date

Currency EUR

Value date Today’s date

Business Partner T-CA0710## (## = your group

number)

Amount 180.00

Inc.Cash Pymt Select

CashDeskClrgAct 113100

Paymentamount(Summaryarea) 180.00

Posttheincomingpaymentusingthe“PostOnline”variant. Inthepayment

proposal,selecttheopenitemintheamountofthepayment.

Providedthatthesystemdoesnotsuggestaclearingproposal,activatethe

openitemintheamountofthepaymentbydouble-clickingthegrossamount.

Continued on next page

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Field Name	Value
Company Code	C100
Posting Date	Today’s date
Currency	EUR
Value date	Today’s date
Business Partner	T-CA0710## (## = your group number)
Amount	180.00
Inc.Cash Pymt	Select
CashDeskClrgAct	113100
Paymentamount(Summaryarea)	180.00

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AC240 Lesson: Cash Desk/Cash Journal

Generateareceipt. Switchtotheprintpreviewtodisplaythereceipt.

a) Inthecashjournal,chooseGoto→CashDesktoentertheincoming

payment usingthefollowinginformation:

Field Name Value

Company Code C100

Posting Date Today’s date

Currency EUR

Value date Today’s date

Business Partner T-CA0710## (## = your group

number)

Amount 180.00

Inc.Cash Pymt Select

CashDeskClrgAct 113100

Payment amount (Summary 180.00

area)

b) Fromthemenubar,choosePayments→PostOnline(F6),checkthe

clearing proposal, and post the payment. Provided that the system

doesnotsuggestaclearingproposal,activatetheoldestopenitemby

double-clicking the "Gross amount" field. Then update the “Gross

Clearing” field by double-clicking it.

c) Post the document by choosing the menu option Document – Post

(CTRL+S).

d) Confirm thereceiptprintbychoosing“Yes”.

Provided that the “Application Form” field is empty, select the

“ZFI_CA_PAYMENT_RECEIPT_SAMPL_S” entryfromtheinput

help (F4).

Then choose the print icon Print Immediately on Defined Printer

(CTRL+P) to generate the receipt.

You can display your receipt by choosing System → Own Spool

Requests.

Return to the SAP Easy Access menu.

Continued on next page

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Field Name	Value
Company Code	C100
Posting Date	Today’s date
Currency	EUR
Value date	Today’s date
Business Partner	T-CA0710## (## = your group number)
Amount	180.00
Inc.Cash Pymt	Select
CashDeskClrgAct	113100
Payment amount (Summary area)	180.00

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Unit4: IncomingPayments AC240

Task 3: Cash Desk Closing

1. Close cash desk ## by choosing Special Functions → Day-End Closing

→ Carry Out Cash Desk Closing.

Entertheactualcashdeskamountsusingthecurrencysheetforbankbillsso

thatnodifferencetothedebit amountsisreported.

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

Accounting→ContractAccountsReceivableandPayable→Payments

→ CashJournal →CashJournal (FPCJ).

Closecashdesk##bychoosingSpecialFunctions→Day-EndClosing

→ Carry Out Cash Desk Closing.

Notethetargetbalanceshowninthe“CashPayment”row.

Selectthe“CashPayment”rowandenterthecurrentcashdeskbalance

bychoosingDay-EndClosing→EnterActualBalance.

Switchtothe“BkNotes”tabpageinthecurrencyunitsheet.

Enter the actual amounts so that there is no difference to the debit

amounts in the cash desk.

Confirmyourentriesonthecurrencyunitsheetbychoosing“Continue”

(or press ENTER).

Fromthemenubar,chooseDay-EndClosing→Closing.

Confirmtheprompt“ExecuteCashDeskClosing?”bychoosing“Yes”.

The cash desk has been closed successfully. The status changes to

“Closed with No Difference”.

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AC240 Lesson: Cash Desk/Cash Journal

Lesson Summary

You should now be able to:

• Enterpaymentsinthecashdeskandexplainitsmainfeatures

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UnitSummary AC240

Unit Summary

You should now be able to:

• Name the different payment types in Contract Accounts Receivable and

Payable

• Explain the lot object in Contract Accounts Receivable and Payable and

explain the procedure for generating and processing lots both manually

and automatically

• Explaintheconceptofclarificationprocessingandtheoptionsavailableto

carry it out

• Enterpaymentsinthecashdeskandexplainitsmainfeatures

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Unit 5

Payment Run

Unit Overview

Unit Objectives

After completing thisunit, you will beableto:

• Explaintheprerequisitesforthepaymentprogramandthepostinglogic

• Carryoutpostingsandrepaymentsusingthepaymentrun

• Make payments with credit cards

• Identifytheoptionsforcreatingandprocessingoutgoingchecks

Unit Contents

Lesson: Prerequisites of the Payment Run .................................204

Lesson: Payment Program....................................................210

Exercise 9: Payment Run Processing...................................221

Lesson: Payment Cards .......................................................229

Exercise 10: Payment by Credit Card...................................233

Lesson: Check Management..................................................242

Exercise 11: Manual Outgoing Checks..................................245

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Unit5: PaymentRun AC240

Lesson: Prerequisites of the Payment Run

Lesson Overview

This lesson provides an overview of:

• Thetypeofpaymentmethodsgenerallyusedbycompanies

• Setting up payment methodsin Customizing

• Derivingpaymentmethodsfrommasterdataordocuments

Lesson Objectives

After completingthislesson, you will beable to:

• Explaintheprerequisitesforthepaymentprogramandthepostinglogic

Business Example

Figure 144: Payment Methods in FI-CA: Self-Initiated

ThereareseveraltypesofpaymentmethodsinFI-CAthatareinitiatedinternally.

Thesepaymentmethodsaremainlyusedinconnectionwiththepaymentprogram

(see the next lesson for further details).

Incomingpayments: Thedifferencebetweendirectdebitauthorizationandadebit

memo(automaticdebit)isthatwithdirectdebitauthorization,customersissuethe

approvaltodebittheiraccount,andthenhavesixweeksinwhichtheycanreject

theposting. In thecaseof adebit memo, thecustomer informsthebankthatit

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AC240 Lesson: Prerequisites of the Payment Run

candebittheaccount. Thebankmustthenconfirmthatthecustomerhasgiven

consentandisnolongerabletoreverseorrejectthetransactiononceithasbeen

started (this is relevant for German law).

Hint: If an incoming payment method is valid (not locked), it is the

company'sresponsibilitytocollectthemoney. Forthisreasondunnings

do not include open items of this kind.

Figure 145: Payment Processing: Use

Figure 146: Payment Method Configuration

Byusingthepaymentmethod, it ispossible toensurethat itemswith payment

methods and items without payment methods are processed separately. The

paymentmethodofthedocumentisnotcomparedwiththepaymentmethodofthe

contractaccount. Byenteringapaymentmethodinanitem,youcanensurethat

anyminimumormaximumamountlimitsspecifiedforthisitemareignored(so

that,forexample,afterthecontractiscanceled,minimalamountsthatwouldnot

usuallyleadtoatransferoracollectioncanstillbepaidautomatically).

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Unit5: PaymentRun AC240

Paymentmethodclassificationspecifieswhetheracheckistobecreated,ifthe

payment is from a post officebank account, or if the payment method isto be

used for incoming payments.

Figure 147: Payment Program ControlData- MasterData

Theresponsiblecompanycodehasthesamefunctionasthepayingcompanycode

inFinancialAccounting(postingthebanklineitemresponsibleforhousebanks,

sender of payment orders, and so on).

Other entries relating to payment are determined separately for outgoing and

incoming payments within a contract account master record. In both cases

(incoming and outgoing):

• Abusinesspartnerbank(orthatof analternativebusinesspartner)canbe

specified for one or both cases.

• Paymentmethodsspecifiedcanbeoverwrittenbyentriesinthedocument.

A contract account can be locked for outgoing or incoming payments. As of

SAPECC6.0,EnhancementPackage4,youcanenterdefaultvaluesforpayment

locksfor theduration of alockin Customizing. Thesystemusesthespecified

valuesasthedefaultdateswhenyoucreateapaymentlockwithoutspecifyingthe

durationofitsvalidity. Furthermore,whendebitmemosfail,automaticdebitscan

beprevented untilaprocessinglockdateisreached.

If an alternativepayer is specified for acontract account, the contract account

itemsof abusinesspartnerareall paidtogether. Paymentmethods, banks, and

locksaredeterminedusingthisoffsettingcontractaccount.

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AC240 Lesson: Prerequisites of the Payment Run

Figure 148: Payment Control Data: Line Items

Aduedateisdeterminedbythreedates: thecashdiscountdate,thespecifieddue

date for net payment, and the deferral date.

Groupingensuresthatitemswiththesamegroupingtermarepaidtogether(the

groupingcriteriamust match). Youcanusethis, for example, if yousendyour

customer an invoice with multiple items, but all itemsareto becollectedwith

one amount.

ByselectingtheOnlyClearableindicatorwhenpostinganitem,youensurethat

itemscannotbepaidout(orcollected). Instead,theamounttobecollectedorpaid

outcanbeclearedonlywithotherdebitentries. Inevent0652,youcanoverride

theautomaticselectionofpartnerbankscreatedbythepaymentprogram. Inthe

standardsystem,thepartnerbankisselectedasaresultofthebankdetailsdefined

eitherinthecontractaccountorcontract(differentiatedbyincomingpaymentand

outgoingpayment). Youcanoverridethisbyexplicitlyspecifyingbankdetailsin

thelineitem. However, itisnot possible, forexample, toselect apartner bank

based onthe currency of the itemspaid ifthesebank details arenot enteredin

each of the items to be paid.

Usingevent0652, youcanset adifferent bankdetailsIDbasedontheitemsto

be paid, or prevent payment.

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Unit5: PaymentRun AC240

Figure 149: Payment: Posting (1)

[1] Debit position of a receivable

[2] Payment in FI-CA by the payment run

Figure 150: Payment: Posting (2)

[3] Incoming payments in General Ledger Accounting (posting the account

statement)

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AC240 Lesson: Prerequisites of the Payment Run

Lesson Summary

You should now be able to:

• Explaintheprerequisitesforthepaymentprogramandthepostinglogic

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Unit5: PaymentRun AC240

Lesson: Payment Program

Lesson Overview

ThislessongivesyouanoverviewofthepaymentprograminContractAccounts

Receivable and Payable. It describes the process for payment postings and

repayments processed by the payment run, and outlines which technical

prerequisites must be met.

Lesson Objectives

After completingthislesson, you will beable to:

• Carryoutpostingsandrepaymentsusingthepaymentrun

Business Example

Figure 151: Payment Program Processing

Theprocessflowofthepaymentprogramisasfollows: openitemsareselected;

open items are grouped for payment; items requiring special processing are

determined; payment methods and bank detailsare determined; thevalue date

determination and account determination take place; payments are posted and

payment media are created.

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AC240 Lesson: Payment Program

Ifdesired,youcanexecuteatestrunofthepaymentprogrampriortotheactual

payment run. The test run creates a payment list but does not create payment

documents.

Theresultsofthetestrunorpaymentrunarestoredinpaymenttables(DPAYH,

DPAYP).Thesetablescontainpaymentsaswellaspaymentexceptions.

Payment data and payment exceptions can be viewed in the payment list, but

they cannot be changed.

Payment mediaare created based on the payment data. Paymentmediacanbe

created in electronic form or as printouts.

Thepaymentrunprogramusesthetechniqueofparallelprocessing.

Youcanspecifyforeachitemindicatorforexceptions(inthepaymentprogram)

whetheranitemistobeplacedintheclarificationlist.

The data that controls the payment run is specified in the master data, the

document,Customizing,andthecurrentpaymentrunparameters.

Figure 152: Payment Program: Program Flow

Parallelprocessingdistributestheloadacrossseveralsystemsinordertoachieve

improvedperformance. Bychoosingsuitablesizesoftheselectedblocks,more

rapidaccessispossibleandlessmemoryisrequiredtoprocessthedata.

Thesystemallowsparallelprocessingbysplittingthedatasettobeprocessed. The

businesspartnerorthecombinationofbusinesspartnerandcontractaccountare

suitableinterval objects for parallel processing.

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Unit5: PaymentRun AC240

If an entry was made in the technical settings, the dispatcher for the payment

programcallsupthepaymentprogram. Eachprocessobtainsafreeintervalthat

is not yet in use. The worklist defined by this interval is processed in blocks.

Whentheintervalhasbeenprocessed,theprocessreceivesthenextintervaland

continuesuntilallintervalshavebeenconfirmedascompleted.

Afteranintervalhasbeenreservedforprocessing,theinformationintheworklist

istransferredtothemassselectionmodulesothattheitemsforabusinesspartner

(or acontract account) canberead moreefficiently.

Figure 153: Events in the Payment Program

By using specific events, you can influencethe flowof the payment program.

The exact specification of the program interfaces and detailed documentation

andnotesonimplementationcanbefoundinthesystem. Formoreinformation,

see the documentation for the corresponding sample function modules

FKK_SAMPLE_06xx (that is, the function modules specific to the payment

program are in 600).

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AC240 Lesson: Payment Program

Thefollowingeventsareavailablewithinthepaymentprogram:

• 0600Payment: Enter groupingcriteriaforitems

• 0601Payment: Deactivateitemsaftergrouping

• 0610Blockitems or initiatepartial payments

• 0615 Choose line items to be cleared

• 0620Createclearingdocumentlines(whenclearing)

• 0630 Additional data for payment (PAYH)

• 0640 Additional data on paid items (PAYP)

• 0650 Select house bank and account

• 0690 Delete payment data

Figure 154: Runtime ParametersinthePaymentProgram

Payment runs can be protected by freely definable authorization groups. An

accounting clerk may only process a payment run (change parameters, start a

payment run, andsoon) ifheor sheisauthorizedfor theactivityandhasbeen

added to the relevant authorization group.

Selection criteria according to businesspartner, contract account and dynamic

selectionsareavailableforuseinthetest-run phase.

AsofSAPECC6.0,EnhancementPackage4,youcannowalsousepreselections

formasterdatainthepaymentruntoselectbusinesspartnersorcontractaccounts.

Up to now, you could use these selections in the items list, for example (see

Periodic Processing → Evaluation of Open Items → Execute Evaluation).

To create preselections, on the SAP Easy Access screen, choose Technical

Preparations → Define Preselection and create aset of master data using any

masterrecordattributes,forexample,allbusinesspartnersinaparticularcity.

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Unit5: PaymentRun AC240

Selectionaccordingtocompanycodeismandatory. Thedefinedpaymentmethods

arecountry-specific. Forthisreason,itisonlypossibletoselectcompanycodes

withinacountrythathasthesamecurrencyineachpaymentrun.

Thepostingdateofthepaymentrunisappliedasthebaselinedatefordetermining

the due date, except in the following cases:

• Ifadeferraldatehasbeenenteredinanitem,itisalwaysusedtodetermine

the due date.

• Ifthecashdiscountdateispriortothepostingdate, thecashdiscountdue

dateisusedtodeterminetheduedate,andtheitemispaidminusthecash

discount.

• Ifthecashdiscountperiodhasexpired,theduedatefornetpaymentisused.

Hint: Theduedateforanitemthatisdeterminedinthismannermustfall

withintheduedateintervalenteredintheGeneralSelectionssectionof

thepaymentrunparametersfortheitemtobepaid.

You can restrict the payment run to one payment card type. You can then run

separate payment runs for each payment card type, even though the payment

methodcategoryof“cardpayment”isalwaysthesame.

Grouping of Open Items

• Business partner

• Alternative payer

• Payer's bank details

• Responsible company codepayment lock

• Contractaccountusingwhichpaymenttransactionsaremadeoroffset

• Payment method

• Currency key

• Grouping term for open item

• Free grouping of application area

Abusinesspartner’sitemsaregroupedtogetherintopayablegroups. Itemscan

only be grouped together if a business partner’s itemsare not restricted bythe

selection of a contract account.

Thecompanycoderesponsibleandtheaccountbeingoffsetaredeterminedusing

the assigned contract account in thedocument.

Theapplicationareacanenterdatainitsowngroupingfieldinthedesignatedevent

0600. Thisdatacould,forexample,includereferencedetailsfromthecontract.

Thiseventcanalsobeusedtoblockitemswhilethepaymentprogramisrunning.

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AC240 Lesson: Payment Program

Figure 155: Define Payment Method and Banks

Youcanspecifymultiplepaymentmethodsforoutgoingpaymentsinacontract

account’sor contractsobject’s master data. In thiscase, the checksoutlinedin

thefigureabovearecarriedoutforeachpaymentmethoduntilavalidpayment

method is found.

Ifpaymentoptimizationisnotrequired,thehousebankwiththehighestpriorityis

alwaysselected(seebankselectioninparametermaintenance).

Figure 156: Run Parameters: Selection of Banks

Thepaymentprogramwasimplementedasamassactivity.

Once open items have been grouped, the system determines the appropriate

payment method and selects a bank from the bank parameters entered in the

payment run.

Currently,itisonlypossibletoprioritizebanksforbankselectionoptimization.

Itisnot yetpossibletoenter availableamountsforeach of therespectivebank

accounts.

Youcanmaintainbankselectionforallcompanycodessimultaneously.

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Unit5: PaymentRun AC240

For cross-companycodepostings, thecompanycodebelonging tothecontract

account must also be the responsible company code for the company codes in

the line items.

Ifothercompanycodesarebilledusingthecontractaccount,incomingpayments

on receivables in these company codes are always posted to a company code

settlementaccountintheresponsiblecompanycodefirst. Thisprocedureisthe

same for outgoing payments.

Figure 157: Payment List

Extendedchecksforcreatingoutgoingpayments: Inadditiontosettingprocessing

locksonacontractaccountorcontractobject,andpaymentlocksonanaccount

or document, intheFI-CApaymentprogram, youcanalsoexcludeitemsfrom

payment. InCustomizing,youcandefinethenecessarypaymentlockreasonsto

exclude certain itemsfrom automaticpayment.

This type of payment lock is always applied to both incoming and outgoing

payments.

Itemsthatcannotbepaidautomaticallybasedontheiritemandcontractaccount

categories are excluded from further processing by the payment program and

appear intheexception listof thepaymentprogram.

Paymentlistandexceptionlist: Youcanusethelistviewerfunctionstoadjustthe

structureofthepaymentlistsothatitmeetsyourindividualrequirements. This

means that the display layout of the payment list report can be structured and

defined as required by individual users.

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AC240 Lesson: Payment Program

Figure 158: AdditionalFeatures ofthePayment Program

The activity log contains information about the activities executed (changing

parameters,scheduling,deletingdata)andbywhomandwhentheactivitieswere

executed.

The additional log clarifies the working method of the payment program. In

particular,informationisprovidedonhowtheitemshavebeengroupedandwhyit

wasnotpossibletomakeapayment. Theusercandefinewhatistobelogged.

Thecopytemplatecontainspredefinedparametersandcanbeusedtogeneratea

paymentrun. However,thetemplateitselfcannotbeexecutedasapaymentrun.

Acopytemplateisnotdeletediftheactualpaymentrunthatwasgeneratedusing

that copy template is deleted.

YoucandeletepaymentrundatabyusingreportRFKPYD00. Thereportdeletes

thedataintablesDPAYH,DPAYP,andDPAYGthatwasgeneratedbyapayment

run. Oncethedataisdeleted, it isno longerpossibletocreatepaymentmedia.

Before using this report, note the prerequisites listed in the documentation for

the report.

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Unit5: PaymentRun AC240

Figure 159: Creation of Payment Medium

When configuring the payment medium, you must take into account the

country-specificrequirementssuchasthecurrencyandenteringthenotetopayee.

YoucanchangethestructureofthenotetopayeeinCustomizing. Symbolssuch

as“&TABLE-FIELD&”canbeusedinthesamewayasinSAPscript. Inaddition,

you can edit or restructure the note to payee (free text field) in the technical

programming of the application area.

Ifyouusethepayment mediaformatsEDIFACT, S.W.I.F.T. (MT100, 101, 103,

104, 200, and 202) (customer developments), you can define correspondence

banks. Thismeansthatyoucanspecifyabankchainwithuptothreeintermediary

banks(correspondencebanks)inCustomizingforthetransferfromonebankto

another. You canspecifybothgeneralandrecipient-specific bank chains. You

specifyrecipient-specificbankchainsinthetransactionsforcreatingandchanging

businesspartnerdata(FPP1,FPP2)onthePaymentTransactionstabpage,inthe

Bank Chains area. The function module FI_PAYMENT_BANK_CHAIN_SET

determinesthebankchainsduringthepaymentmediacreationandplacesthemin

the corresponding structures.

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