BUSINESS PROCESS PROCEDURE Accelerated SAP
Title: Process: T-Code:
Create Payment Advice Accounts Receivable FBE1
File Name: BPP Control Number:
FBE1.doc BF0153
Release: Responsibility:
R/3 4.6C -----
External References Links to External Documents External Reference Process Diagram Standard Operating Procedures Job Aids Reference Materials
Links
Version Number 1.0
Change Description Original document
Overview Trigger: Whether the payment advice is created automatically (via the lockbox program) or manually via transaction FBE1, a payment advice is used to clear a customer ‘s account. Business Process Description Overview
A payment advice note contains the incoming payment details required for allocating and clearing the relevant open item. Payment advice note headers contain the payment amount, payment date and other information about the payment. The advice items contain information on the paid items: the amount and any associated difference reason codes. They also contain information information used for identification purposes such as document number, reference number, billing document number, customer reference number and so on. Payment advice notes are used during payment clearing to search for and allocate open items automatically. Instead of having to enter selection criteria and then process the open items, all you have to do is specify specify the payment advice note number. The system uses uses the payment advice note to propose propose items for clearing, including any necessary difference postings and payments on account.
Input Open invoices and credits Payment data data such as customer account number, invo invoic ice e num numbe ber, r, pay payment am amount ount,, et etc. Steps 1. Enter payment advice data 2. Save payment advice document 3. Reference payment advice document in payment transactions: F-26 (Incoming Payments: Payments: Fast Entry), F-28 (Incoming Payments) or FLBP (Post
Last changed on: 11/16/2012
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Comments Dat Data may maybe be ent entere ered aut autom omat atic ical ally ly via via a prog progra ram m or manua anuall lly y. Details
Version: 1.0
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BUSINESS PROCESS PROCEDURE Accelerated SAP
Title: Process: T-Code:
Create Payment Advice Accounts Receivable FBE1
File Name: BPP Control Number:
FBE1.doc BF0153
Release: Responsibility:
R/3 4.6C -----
lockbox data). Output Creation of a customer payment advice note.
Comments
Steps 1. Payment advice data assigned document number 2.
Details
Tips and Tricks •
•
•
When saving a document if a yellow warning is displayed you can press the green check mark and proceed with your transaction. For today’s date, use the keystrokes F4 (brings up calendar) followed by F2 (defaults to today’s date) instead of using the drop-down calendar feature. On the fast entry screen, click on the screen template button and select the AR01 variant.
Procedural Steps Access transaction by: Via Menus
Accounting Financial Accounting Accounts Receivable Document entry Payment advice Create FBE1
Via Transaction Code
Last changed on: 11/16/2012
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Version: 1.0
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BUSINESS PROCESS PROCEDURE Accelerated SAP
Title: Process: T-Code:
Create Payment Advice Accounts Receivable FBE1
File Name: BPP Control Number:
FBE1.doc BF0153
Release: Responsibility:
1.2.
R/3 4.6C -----
On screen “Create Payment Advice: Initial Screen”, enter the following information. Click on the Enter
Field Name Company code
button to continue:
Description Four-character identifier of the company code.
R/O/D/N R
Account type
Shows the name of the account type
R
Account
The account number identifies the account to which the payment advice will be associated. The number assigned to the payment advice, either internally or externally.
R
Payment advice number
O
User Action and Values Enter in the company code “COPA” will always be the default.
Enter in ‘D’ for customer, K for vendor and S for General Ledger. Enter the customer number of the customer who has sent in the payment. You may enter in your own user-defined payment advice number, or leave it blank for the system to assign a number.
Comments You must pick the company code in which the customer account to receive the payment advice exists.
Use the drop down menu to view all customers The system will assign the number ‘04’ automatically to identify the payment advice as having been created manually (as opposed to being created through lockbox processing)
R = Required, O = Optional, D = Display, N = Not Required
Last changed on: 11/16/2012
Last changed by: -----
Version: 1.0
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BUSINESS PROCESS PROCEDURE Accelerated SAP
Title: Process: T-Code:
Create Payment Advice Accounts Receivable FBE1
File Name: BPP Control Number:
FBE1.doc BF0153
Release: Responsibility:
R/3 4.6C -----
On screen “Create Payment Advice: Header Data”, enter the information as specified below:
Field Name
Description
R/O/D/ N R
User Action and Values
Payment amount
Amount of the posting.
Cash discount
Total of cash discounts settled with payment. Document number of the payment
O
Date payment received
R
Enter deposit date or credit advice date.
Payment advice header text.
O
Reason code conversion used to convert an external, customer defined reason code
N
Enter an explanation or note that applies to the payment as a whole. W e are not using reason code conversions here at the Commonwealth
Payment doc. no.
Payment date
Adv. Head. Text Rsn code conv. Last changed on: 11/16/2012
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O
Enter amount of the check.
Enter the total amount of cash discount known. Enter the customer’s check number or transfer (EFT) number.
Version: 1.0
Comments The currency will default from the User Editing Options.
This is a valuable field for creating identifiable payment advice document #’s. If you don’t enter in a date in this field, it will default in today’s date.
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BUSINESS PROCESS PROCEDURE Accelerated SAP
Title: Process: T-Code:
Create Payment Advice Accounts Receivable FBE1
File Name: BPP Control Number:
FBE1.doc BF0153
Release: Responsibility:
Field Name
Hold pmnt adv.
Selection rule
Bank number Payee acct no. Acct at cust. Adv. Head. Text
Description regarding individual payment advice, to an internal R/3 reason code in the master records. Indicator that the payment advice is not to be deleted during payment Advice reorganization, even if the Minimum retention period of a Payment advice specified according to The payment advice type has already Been reached in the system. Selection rules govern how the payment processing transaction will search for open items (what field is used a s a reference). Selection rules usually list several possible fields to search with a ranking or pr iority as to which field is searched first. For example, a customer may reference document number ‘1800000091’ on the check. The selection rule will take the referenced document number and search the fields in the rule (i n the priority order) to find the open item supporting the check. If no selection rule is entered, the system will also use the SAP document number and no other checks. Bank number of the payee’s bank. Bank account number at the payee’s bank. This field contains our account number listed under at the customer or vendor. Payment advice header text that contains explanations or notes that apply to the payment advice as a whole and not to the particular payment advice items.
R/O/D/ N
R/3 4.6C ----User Action and Values
O
because we don’t send variance payment reason codes on the remittance documents. Check if applicable.
O
Enter the selection rule. Selection rule 1: 1. 2. 3. Selection rule 2: 1. 2.
Comments
We will use rule 2.
Reference field Assignment field Document number field Reference field Document number field
O O N
Enter the bank number. Enter the payee account number. This data is not stored nor it is needed.
O
Enter the text.
When the lockbox program runs, there will be hard coded information based on the receiving agency.
R = Required, O = Optional, D = Display, N = Not Required
Last changed on: 11/16/2012
Last changed by: -----
Version: 1.0
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BUSINESS PROCESS PROCEDURE Accelerated SAP
Title: Process: T-Code:
Create Payment Advice Accounts Receivable FBE1
File Name: BPP Control Number:
FBE1.doc BF0153
Release: Responsibility:
R/3 4.6C -----
Select either the ‘New Item’ button or the ‘Fast Entry’ button : If you selected the ‘New item’ button, you will arrive at the “Create Payment Advice: Line Item Data” screen. Enter the information as indicated below:
Last changed on: 11/16/2012
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Version: 1.0
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BUSINESS PROCESS PROCEDURE Accelerated SAP
Title: Process: T-Code:
Create Payment Advice Accounts Receivable FBE1
File Name: BPP Control Number:
FBE1.doc BF0153
Release: Responsibility:
Field Name Payment Amount Gross amount
Description Payment amount that was paid for this item in document currency. Gross amount of the item.
R/O/D/N R O
R/3 4.6C -----
User Action and Values Enter the amount the customer is paying for the item. Enter the amount paid for the document, including discount amount.
Discount amount
Cash discount amount in document currency.
O
Deduction amount
Payment difference between the document and the payment, which is not attributable to discount. Key that represents a reason for payment difference.
O
O
Enter in a reason code manually, or select one from the drop-down menu.
External reason code given by the business partner. This will be converted to an internal reason code according to the conversion of payment reason codes defined in the partner’s master record. SAP’s document number.
N
We are not using external reason code here at the Commonwealth because we don’t send variance payment reason codes on the remittance documents.
O
Enter SAP’s document number, if known. Enter customer number, if different.
Reason code
Ext. rs. Cde
Document number Alternate account
Customer account number assigned to document, if different than account number assigned to payment advice. Company code assigned to line item, if different from company code assigned to payment advice. Account type assigned to document, if different than account type assigned to payment advice.
O
Reference Invoice date Reference key 1 & 2
Legacy system document number Invoice date in the advice item Can contain additional reference numbers
O O O
Business area
Key to uniquely identify the business area.
O
Key to uniquely identify the delivery. Key to uniquely identify the purchase order number. Can contain additional reference numbers
O O
Explanatory text for the line item.
O
Alt. co. code
Alt. Account Type
Delivery Purch.order no. Allocation Text
Payment Can contain additional reference numbers reference R = Required, O = Optional, D = Display, N = Not Required
Only enter discount amount if it is a fixed discount amount rather than a cash discount percentage rate. Enter the amount of the discount.
N
Will not be changed, company code is always COPA
O
Enter type, if different: D – Customer K – Vendor S – G/L account Enter the legacy document number. Enter document/reference date. Can populate these fields with Ship-to account numbers or return authorization numbers. Select the drop down arrow to see a list of available choices. Enter the delivery number. Enter the purchase order number.
O
O
Comments
If no entry, will default to payment advice customer # .
If no entry, will default to payment account type
Can populate this field with customer’s purchase order number. Select the drop down arrow to see a list of available choices. Can populate this field with customer’s debit memo number.
1.4.1a If more line items are needed in this payment advice, select the ‘New item’ button and proceed again as above.
1.4.2
Last changed on: 11/16/2012
If you selected ‘Fast Entry’, you will arrive at the screen “Create Payment Advice: Fast Entry”. Enter information as indicated below:
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Version: 1.0
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BUSINESS PROCESS PROCEDURE Accelerated SAP
Title: Process: T-Code:
Create Payment Advice Accounts Receivable FBE1
File Name: BPP Control Number:
FBE1.doc BF0153
Release: Responsibility:
Field Name Document number
Description SAP’s assigned document number
R/O/D/N R*
Payment amount
Payment amount of the item.
R
Discount amount
Discount amount in document currency, if applicable.
O
R/3 4.6C -----
User Action and Values * You may utilize the SAP number as the identification of the open item for payment, or utilize other selection options such as Ref. Key 1 or 2, Allocation, SD document, etc. Enter the amount paid for the document.
Comments You reach these other option fields by clicking the Other selection button. The system will not allow you to create a payment advice without a payment amount.
Only enter discount amount if it is a fixed discount amount rather than a cash discount percentage rate.
R = Required, O = Optional, D = Display, N = Not Required
1.4.2a To enter the more detailed line item information, double-click on the item. This brings you into the detailed information entry screen for the line item called “Create Payment Advice: Line Item Data”. In this screen, enter in the following information for each entry: Last changed on: 11/16/2012
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Version: 1.0
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BUSINESS PROCESS PROCEDURE Accelerated SAP
Title: Process: T-Code:
Create Payment Advice Accounts Receivable FBE1
File Name: BPP Control Number:
FBE1.doc BF0153
Release: Responsibility:
Field Name Payment Amount Gross amount
Last changed on: 11/16/2012
Description Payment amount that was paid for this item in document currency. Gross amount of the item.
Last changed by: -----
R/O/D/N R O
R/3 4.6C -----
User Action and Values Enter the amount the customer is paying for the item. Enter the amount paid for the document, including discount amount.
Version: 1.0
Comments
Page: 9 of 13
BUSINESS PROCESS PROCEDURE Accelerated SAP
Title: Process: T-Code:
Create Payment Advice Accounts Receivable FBE1
File Name: BPP Control Number:
FBE1.doc BF0153
Release: Responsibility:
Field Name Discount amount
Description Cash discount amount in document currency.
Deduction amount
Payment difference between the document and the payment, which is not attributable to discount. Key that represents a reason for payment difference.
O
O
Enter in a reason code manually, or select one from the drop-down menu.
External reason code given by the business partner. This will be converted to an internal reason code according to the conversion of payment reason codes defined in the partner’s master record. SAP’s document number.
N
We are not using external reason code here at the Commonwealth because we don’t send variance payment reason codes on the remittance documents.
O
Enter SAP’s document number, if known. Enter customer number, if different.
Reason code
Ext. rs. Cde
Document number Alternate account
R/O/D/N O
R/3 4.6C -----
Customer account number assigned to document, if different than account number assigned to payment advice. Company code assigned to line item, if different from company code assigned to payment advice. Account type assigned to document, if different than account type assigned to payment advice.
O
Reference Invoice date Reference key 1 & 2
Legacy system document number Invoice date in the advice item Can contain additional reference numbers
O O O
Business area
Key to uniquely identify the business area.
O
Key to uniquely identify the delivery. Key to uniquely identify the purchase order number. Can contain additional reference numbers
O O
Explanatory text for the line item.
O
Alt. co. code
Alt. Account Type
Delivery Purch.order no. Allocation Text
Payment Can contain additional reference numbers reference R = Required, O = Optional, D = Display, N = Not Required
Last changed on: 11/16/2012
Last changed by: -----
User Action and Values Only enter discount amount if it is a fixed discount amount rather than a cash discount percentage rate. Enter the amount of the discount.
N
Will not be changed, company code is always COPA
O
Enter type, if different: D – Customer K – Vendor S – G/L account Enter the legacy document number. Enter document/reference date. Can populate these fields with Ship-to account numbers or return authorization numbers. Select the drop down arrow to see a list of available choices. Enter the delivery number. Enter the purchase order number.
O
O
Comments
If no entry, will default to payment advice customer # .
If no entry, will default to payment account type
Can populate this field with customer’s purchase order number. Select the drop down arrow to see a list of available choices. Can populate this field with customer’s debit memo number.
Version: 1.0
Page: 10 of 13
BUSINESS PROCESS PROCEDURE Accelerated SAP
Title: Process: T-Code:
Create Payment Advice Accounts Receivable FBE1
File Name: BPP Control Number:
FBE1.doc BF0153
Release: Responsibility:
R/3 4.6C -----
To review the payment advice prior to saving, click the ‘Document Overview’’ icon, or use the menu path ‘Goto’ ‘Pmnt advice overview‘ to go to the “Create Payment Advice: Overview” screen. Double-clicking on a payment item line allows you to view the detailed information screen for that line item. Once the payment advice is reviewed, it may be posted by clicking on the ‘Save’ icon or using the menu path ‘Payment Advice’ ‘Save’. The system will return a message at the bottom of the screen indicating that ‘Payment advice XX XXXXXX was created”.
Last changed on: 11/16/2012
Last changed by: -----
Version: 1.0
Page: 11 of 13
BUSINESS PROCESS PROCEDURE Accelerated SAP
Title: Process: T-Code:
Create Payment Advice Accounts Receivable FBE1
File Name: BPP Control Number:
FBE1.doc BF0153
Release: Responsibility:
R/3 4.6C -----
Cross Functional Dependencies: Team
Dependent tasks
Workflow Requirements: Trigger
Approval
Response
Unit Testing Conditions and Variations:
Last changed on: 11/16/2012
Last changed by: -----
Version: 1.0
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BUSINESS PROCESS PROCEDURE Accelerated SAP
Title: Process: T-Code:
Create Payment Advice Accounts Receivable FBE1
File Name: BPP Control Number:
FBE1.doc BF0153
Release: Responsibility:
R/3 4.6C -----
Test Case
Test Case Description: Setup Data: A check is received from an external customer to pay for two invoices. Object Value/Code 1 Customer acct. number 1000042 2 Invoice number & amt. 1800000852, 25.00 3 Invoice number & amt. 1800000853, 50.00 4 Check Number 123456 5 Check Amount 75.00 6 Bank Number 3456789012 7 Payee Acct. Number 987654
Description/Comments/Notes
Expected Results: 1 Payment advice for 75.00 will be created 2 Payment advice will reference 2 invoices 3 Customer check number, bank acct. number and bank nu mber will be in the payment advice. 4 Actual Results: 1 Payment advice # 04020125075222BG for 75.00 was created. 2 Payment advice references invoices 1800000852 a nd 1800000853. 3 Customer check number, acct. nu mber and bank number are referenced in the payment advice. 4 Confirmation Test Plan: 1 2 3 4 Test Case Created by : Test Completed by :
Last changed on: 11/16/2012
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Date: Date:
Version: 1.0
1/25/2002 1/25/2002
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