Process Flow (Order to Cash) Order to Cash supports the entire process chain for a typical sales process with a customer. The business process encompasses all steps from creating an order, and optionally, based on a quotation, creation of a delivery, to the billing procedure. During the sales order generation a credit check for the customer is executed and subsequent handling of blocked sales documents is demonstrated. An availability check is done followed by product allocation. Product allocations represent an ordered allocation of production for certain periods, so that a partial quantity can be delivered if not enough stock is available for further orders. Additionally, Service Charges are entered manually in the sales order, depending on the quantity of goods ordered. In delivery processing the delivery is created , the goods are picked , kitted, packed, shipped and the goods issue is posted. In the billing process that follows, an invoice is created and released to financial accounting. To complete the process, the customer c ustomer payment is posted to clear the accounts receivable. 1. Sales Quotation
d elivery block /Clear 2. Standard Order (Execute transaction VA01- Click on Sales tab:1 Clear delivery billing block) 3. Shipping 4. Delivery - (Execute transaction VL01N- Create Outbound Delivery with Order Reference. Note: You may get delivery block due to Credit Check Procedure to remove credit check block and release sales document: T code: VKM3 (sales document)Check the Cr.rep. Group and click the Flag button (release) and click save. You will get message document no:… released. Then Delivery Create: Overview screen will display. Go to Edit>Incompletion Log and complete the delivery.
5. Picking: (sending the Inbound I DOC which wh ich does the following Delivery-Picking/Post Goods Issue /Shipment) - VL02N. (Enter Delivery doc. Number, In the Change view Click Picking Tab enter picking quantity, and batch then executeIf you get a message that batch not in plant 1042 Procedure to get the correct Batch, go to T code: MMBE Enter material no: 00336 Plant: 1042 Storage location: 1042 Display version:01, then enter 1.You get stock over view in Company code/Plant/Storage location/Batch. 2. Select appropriate batch and go to T Code: there again go to picking tab ,there enter the selected batch and press Enter. 6. Posting Goods Issue (PGI)
Click Post goods issue Tab. Delivery will be saved
7. Billing (Execute transaction VF01- Create Billing Document) 8. Payment of Customer (FD10N for Review Customer Balance - Billing document is an open item (Execute transaction F-28 / F-32- F-02) Post Incoming Payments- Clearing Customer Accounts: F-32/ Clearing In coming Payments: F-28/ Clearing Open Items F-02)
Accounting Doc at the time Delivery
Accounting Doc when billing released to FI
Accounting Doc at the time Delivery
Accounting Doc when billing released to FI
2. Account Receivables: A. Create Customer Master – FD01
ou must assign each account to an account group. The account group ensures that only the relevant screens and fields are displayed an
Main Tabs in Customer Master General Data / Company Code data/Sales area data Under General Data Tabaddress/Control data/Payment transactions Under Company code TabA/C management/ Payment transactions/Correspondence General Data Tab Name – Required Search term –R Street/House no: -R Postal Code - R
Enter the Jurisdiction Code
Company Code Data Tab Recon. Account – R Sort key – O Indicator which defines how line items are to be sorted
Terms of payment – R Payment terms that may be applied to the promotion or price Payment methods – R Identifies the payment method set up for the vendor
Dunn. Procedure – O - The dunning procedure to be used Example: 0001 – Four-level dunn Dunn. Recipient – O - Account number of the customer who is to be the recipient of the dunnin Last dunned – O - Date on which the last dunning notice was made Dunning clerk – O - Identification code Dunning block –O - The reason for the dunning b lock Example: 3 – Damaged product
Done. B. A/R Transactions Create Customer Invoice - FB70 Periodic Account Statements - F.27 Maintain Correspondence Request - F.64 Post Incoming Payment - F-28 Clear Customer Account - F-32 Create Customer Credit Memo - FB75 Display Customer Balance - FD10N C. Lock Box Configuration and its Processing
Lockbox is a process provided by a bank where the customer remits his payment to a PO Box at your bank, the bank deposits the check in your account and enters the remittance data from the customer. Then the bank sends the data to you electronically for you to import and apply in SAP-AR. The structure that the bank uses is usually one of two formats. BAI will provide you the customer information and the check amount but no invoice remittance data. Usually cheaper and works well for a business where customers are paying only one invoice at a time. BAI-2 offers remittance data but the bank charges more for the service because they have to enter more info
When the bank sends the customer payment data you use Treasury function FLB2 to import and then process the payments. This process attempts to determine where to apply the payment and will post directly against an invoice, an account to a customer or if it can't even determine the customer it posts into a clearing account. In the customer master under general data in payment transactions Tab: the Bank routing no., Bank key, and bank a/c no: are required.
Whereas
under company code data in payment transaction tab: Details of lockbox are required. From this the program will come to know that for which lockbox the payment has come. Lock Box Configuration 1. These BAI &BAI2: files stores control data for the lockbox procedure, and this data is needed for importing lockbox fil 2. up Thecontrol format received will need to be mapped to reconcile with the SAP delivered data dictionary layout (Tables FLB01, 1. Setting parameters – OBAY Business Path: IMG Transactions 3.Bank BAI Accounting specifies length of the doc. Number (10) or the number of document numbers in record types 6 and 4. Payment4. Transactions Lockbox OBAY Batch Input session (with these files) creates Cash postings in GL and AR modules.
5. For GL posting you make settings to post one aggregate amount to the incoming cash account or one line per check. 6. Lockbox program first attempts to identify the customer with unique bank information in the customer master record m 7. Based on the file data Lockbox program will create a payment advice per check, and this will be used by the program to
2. Account determination and posting parameters – OBAX
1. Destination and Origin info. Is provided by the bank, and this info. Will be used Destination is Bank a/c (GL a/c) Origin is bank routing number a. GL posting (Dr. Bank a/c and Cr. Bak clearing a/c (for incoming check) b. A/R posting (Dr. Bank clearing a/c and Cr. Customer a/c
Double Click on DEST.
Fields to be filled in: 1. Company code that holds the lockbox. 2. In Bank (GL)a/c field: Enter GL Lockbox clearing a/c 3. Bank cl. a/c: Enter GL a/c which clears A/R a/c (represent all unapplied (lockbox) payme 4. Specify document types and posting keys for these postings.
Before proceeding to Step1 and step2 above, perform below Steps: Define House Bank (FI12), and setup Lockbox for the House Bank (OB10) Config- House Bank Lock Box for House Bank.doc
3. Lockbox Procedure: a. What Bank will doBank Receives the payments, create a data file of the customer remittance information and payment amounts, and deposit the checks into client bank account. On regular basis, Client Company receives this data file for processing to update in their accounts. b. What lockbox data file contain Depending upon the choice of services with the Bank, the lock box file will contain information viz., Customer name, Customer Number, Customer MICR number ( Bank routing and Account Number), Check amount, Invoice number, Payment date, Payment amounts and other information. c. Lockbox Data FlowCustomers sends their payments to a lockbox. Then bank collects the data and sends (either through EDI 820 and 823 formats) to R/3 users EDI server (standard Process). The server translates the message using as standard EDI interface into an IDOC (Intermediary documents) and sends it to the SAP Server. d. What happens in SAP server once the message is received and stored in SAP table, a program is clicked (RFEBLB30 or FLBP transaction) to check the information stored in bank statement tables and create payment advices with Payment amount, invoice numbers and customer number. The lockbox program uses detailed information from the payment advice to automatically search and match customer open items. The document number on the payment advice is matched
against the document number in the customer open item file. Therefore, accurate payment data is necessary for automatic clearing to take place. 1. Payment Advice Status a. If the checks were applied or partially applied, the advice is deleted from the system after processing. If the check was unprocessed or placed on account of customer, the advice is kept on file for further processing. b. The post process function entails reviewing the status of the checks applied through the lock box function. User must manually clear any checks that were on-account of customer or not applied to customer account. c. The Lockbox overview screen details the number of checks in each category. Depending on the status of the check, the user determines what needs to occur to apply checks. d. On account: If the bank keyed in the correct invoice number, the Lockbox Import Program posts the payment on account. In the post processing step, you access the payment advice and correct the document number and upon saving the changes, the post process function clears the open item, deletes the payment advice and sets the check status to applied. Partially Applied: Checks that are partially applied may require further processing. Ex: Check may have paid 5 invoices, but one was in correctly keyed. The first 4 invoices would clear. The payment amount for the 5th invoice would be put on-account and would have to be post processed to clear. Unprocessed: Any payment that could not be identified either by customer MICR number (check) or the document number would remain Unprocessed. Once the payment is researched and the customer and invoice is identified, it would be applied during post. e. The standards for lockbox transmission files are defined by the Bank Administration Institute (BAI). BAI and BAI2 formats differ in their level of information detail. BAI does not separate out the incoming check line items by invoice subtotal reference. Instead, one check total amount simply has all invoices listed underneath it. Thus, in BAI format files, the entire check amount must match perfectly (or within configured payment difference tolerances) the total amount for all invoices listed. Otherwise, the entire check will enter into “On account” or “Unprocessed” posting. Later AR clerks will have to perform manual application to clear payments against open items on the proper accounts. BAI2 splits the check total into separate invoice references and associated payment amounts. Thus, within a large batch, BAI2 format files will allow a “Partially applied” status in which some identifiable payments within the check total will be matched and cleared, others will land on account. f. EDI transfers structured data according to agreed message standards between computer systems by electronic means (based on Set of rules which are agreed upon). Lockbox related formats are EDI820 and 823 EDI 820 transactions can be an order to a financial institution to make a payment to a payee. It can also be a remittance advice identifying the detail needed to perform cash application to the payee’s accounts receivable system. The remittance advice can go directly from payer to payee, through a financial institution. EDI 820 formats will be used to send information to Vendor furnishing details of payment for his supplies. In fact EDI 820 is no t a lockbox format but can be used in place of lockbox for customer open item processing. This information however is not a real payment but only a remittance advice. EDI 823 formats contains information like Details of lockbox service provider (Bank). Total quantity of checks in each format transmission.
Total amount involved in total checks. Maximum quantity of checks in each lot/batch. Customer name, customer bank routing number, customer bank account number, check number and amount, number of invoices paid, amount per invoice, discounts for each invoice, deductions if any involved and credit memos etc. Information available in these formats are generally used for clearing customer open items. Following EDI configuration is required to read the data from corresponding format and process customer open items. IDOC type Message type Format Process code EDI 820
Pexer2002
REMADV
REMA
EDI 823
FINSTA01
LOCKBOX
LBX
EDI 820 will have one to one information, where as EDI 823 format will have several customer information in one format. Technical settings viz., Partner profiles, Basic type, Message type, function modules used in SAP are different between these two. g. BAI vs. EDI 1. BAI is file based, where as EDI is IDOC based. 2. BAI is a Batch process where as EDI is real time process (it can also be in batch) 3. EDI requires mapping tool, where as BAI not required. 4. The both formats will follow same transactions. FB01 > FBE1 > FB05 5. Additional advantages in EDI format (Data Accuracy, lower personnel needs, and faster information exchange) 4. Import the Lockbox file – FLB2 a. Bank will provide the lockbox file with the relevant payment information formatted in the BAI2 standard. Edit the file manually (with current date, time, Invoice number ect.), and save on the hard drive. b. Prerequisite: A customer invoice must be created. c. Execute the lockbox import program to upload the file and import it into the system. This action generates a posting where the customer invoices get cleared and your cash lockbox account gets debited. Path Accounting → Financial Accounting → Banks → Input → Lockbox → Import
Click Execute
D. Dunning Sending reminders for early payment for overdue line items Configuration Steps: a. Basic setting for Dunning Define Dunning Areas -OB61 - Optional Define Dunning Keys - OB17 Define Dunning Block Reasons - OB18 - Optional b. Dunning Procedure Define Dunning Procedures- FBMP Define Dunning Groupings - OBAQ -Optional Define Interest Rates- OB42- Optional c. Printout Assign Dunning form (T Code d. Dunning Run – F150
Basic setting for Dunning 1. Define Dunning Areas -OB61
Dunning Areas is an organizational unit within the company code. The dunning area can correspond, for example, to a profit center, a distribution channel, a sales organization or a business area. The individual dunning areas can use different procedures or the same dunning procedure. The dunning areas with the required dunning procedures are to be entered into the customer or vendor master record, otherwise, the system uses the standard dunning procedure. The dunning area is then entered in the line item.
Click new entries, and add new dunning areas – There may be more than one dunning area per Company Code.
You will get the warning message when you click OK button – Ignore it and save the settings. You have specified a dunning area for company code 9100. If you want to create dunning notices for this company code per dunning area, you must also specify the parameters for the company code when configuring the dunning program. 2. Define Dunning Keys - OB17
Dunning keyit is a 2 Character identifier 1. Determines that the item can only be dunned with restrictions or is to be displayed separately on the dunning notice. The keys are freely- definable.
2. Maximum level: Here we will mention the number (say 2) –that is the maximum number of times dunning notice can be sent 3. Highest level is 4 (that means you can send only 4 dunning notices) 4. Print setup: If we check this – Each line item will be printed separately, otherwise it will be grouped together.
3. Define Dunning Block Reasons – OB18 In this steps we will create dunning blocking reasons, which will defined at customer master or line item.
Dunning Procedure 1. Define Dunning Procedures- FBMP It is a pre-defined procedure specifying how customers or vendors are dunned. Besides the main configuration, there are five other segments to be configured for dunning as dunning procedures. In the main configuration screen we will define the following
Double click on Four-level dunning notice
Dunning Interval in days you must determine at which intervals the allocated accounts are to be dunned for every dunning procedure. During every dunning run, the system then checks whether the run date is at least this number of days since the date of the last dunning run. Number of dunning Levels highest dunning level, which is possible in a dunning procedure. The Dunning Procedure has Maximum 9 (Nine) Level of dunning excluding Legal notice. Total due items from dunning level Dunning level from which all due items are to be totaled. Minimum days in arrears Days in arrears after which a dunning notice will be sent Line item grace period Grace periods per line item that are taken into consideration during determination of the due date for the dunning run.
Interest indicator Interest calculation indicator for calc. of dunning interest. This indicator only becomes effective if there is no interest calculation indicator entered in the master record. Otherwise the indicator in the master record has priority. Click on Dunning Levels Tab Send dunning no tice although n o changes were made. A dunning proposal is regarded as changed if one of the following is true: - At least one item has reached another dunnin g level, - A new item was included in the d unning notice. - The dunn ing level of the account was changed This indicator is gen erally set for the highest dunning lev el..
Here we have to make the following decisions – Whether interest will be calculated at each dunning level – Whether dunning notices will be generated, where no changes are noticed since the last dunning notice. – Whether are the line items are required to be printed out (This is generally required for higher dunning levels in order to give the customer/vendor an overview of the whole account balance. Items blocked for dunning or where automatic debit is allowed, are not displayed.) – Payment deadline dates ((If a payment deadline for payment of the overdue items is to be entered in the dunning letter, you can enter the number of days here. This number is added to the date of issue of the dunning run and therefore gives the payment deadline.) Click on the Charges Tab Enter the currency and click OK
From Dunn Amt.: Total of all overdue items which are printed in a dunning notice. Dunning charge: It is fixed Dunning Charge in dunning currency can be printed on the notice. Dunning charge in percent: The percentage is multiplied by the total of all overdue items in a dunning notice. Click on Minimum Amounts Tab
Min. amount: Minimum amount of the overdue items which is necessary to set a dunning level. Minimum percentage : The minimum percentage is multiplied by the total of all open items on a particular account. A dunning notice is only created at this level if all the items due at this dunning level have reached at least the level determined by the multiplication. Note: Total of all the open items of a Customer account say - $2000 Minimum percentage rate used in editing at dunning level 1- 2% Amount due as per Minimum percentage rate – 2% of $2000 = $20 Whereas the actual total of open items, which are due, say -$15 (which is below the calculated amount – So system will not create the dunning notice. If the due amount is above $20, then the system will create dunning notice at that dunning level.) Min. Amt. for Interest: Minimum amount to be reached by interest in order to be identified at this level in dunning notices. Click on Dunning Text Tab Enter the Company Code, and Account Type Details in the popup window
F150_BE_DUNN_01Dunning Form F150_BE_DUNN_02 Dunning Form with Interest F150_BE_DUNN_10 Payment reminder
SAP Form Painter – SE71
Click Display
Keep the Cursor on Main Window row, and Click SAP Script – Dunning Notices
Text elements
1St.Dunning Notice
2 Nd. Dunning Notice
3Rd. Dunning Notice
4Th. Internal Dunning Letter
Dunning Run – F150
Setting Dunning Run Parameters: Enter the Run On date – 25.09.2009 Identification of the dunning run – PGIRUN Click the Parameter Tab and enter the following
Using table fields, you can further restrict your dunning run. You can use the fields from the following tables Enter the full names of the table fields (e.g. BSIDBELNR).
Click the Free selection Tab Click on Additional Log Tab
Save settings
Exclude Values: This has the effect that the following values are not taken into consideration during selection .
Now Click on
Tab
Fill the required fields and click the Schedule button
Click the Activity Log from Menu bar ExtrasActivity Log
Click History Tab from Menu Go toHistory
Click Execute:
________________________
E. Tax on Sales/purchase Configuration Steps
1. Check Calculation Procedure - OBYZ 2. Assign Country to Calculation Procedure - OBBG 3. Check and Change Settings for Tax Processing - OBCN 4. Specify Structure for Tax Jurisdiction Code - OBCO 5. Define Tax Jurisdiction - OBCP 6. Define Tax Codes for Sales and Purchases - FTXP 7. Define Tax Accounts –OB40 1. Check Calculation Procedure – OBYZ IMG -> Financial Accounting -> Financial accounting global setting -> Tax on sales/purchases - > Basic Setting -> Check calculation Procedure
Here we configure three sub actitivities-Condition Types, Access Sequence, and Procedures a. Double Click on Condition Types
Double click on AP1E
Field
Description
C Typ.
Condition Type
Access Seq.
Access Sequence
Purpose The condition type is used for different functions. In pricing, for example, the condition type lets you differentiate between different kinds of discount. In tax the condition type lets you differentiate between different kinds of taxes based upon tax % and tax type. With the access sequence you define The condition tables used to access the condition records The sequence of the condition tables Which field contents are the criteria for reading the tables.
C. Class
Condition Class
Cal. Type
Calculation Type
C. Category
Condition Category
Preliminary structuring of condition types e.g. in surcharges and discounts or prices. Determines how the system calculates prices, discounts, or surcharges in a condition A classification of conditions according to pre-defined categories (for example, all conditions that relate to freight costs).
b. Double Click on Access Sequence of the main screen - With the access sequence you define the condition tables used to access the condition records the sequence of the condition tables which field contents are the criteria for reading the tables
Select MWST, and double click the Fields folder on the left
Usage: A= Pricing, Application: TX=Taxes, Access sequence: MWST c. Double click on Procedures of the main screen Here we define the steps for determination of Tax from base amount and various dependencies.
Select the TAXUS and double click Control folder 2. Assign Country to Calculation Procedure – OBBG
3. Check and Change the Settings for Tax Processing – OBCN
In this activity we have make necessary specifications for posting taxes. In doing this we have specify the following indicators under the Process Key
Double click MW1 Process Key
Internal Process Key (Transaction Key) The internal processing keys are used by the system to determine accounts or posting keys for line items, which are created automatically. The processing keys are defined in the system and cannot be changed by the user. Posting Indicator Here we specify whether the Tax amount is posted separately or distributed to expense or revenue items. 4. Specify Structure for Tax Jurisdiction Code – OBCO
In this activity, you determine the structure of the tax jurisdiction code. This code is used for calculating taxes which are defined below the federal level (for example, US taxes, Canadian taxes). The tax jurisdiction code can be subdivided into a maximum of four levels (for example, state/county/city/district). This way the tax rate is defined per level and the tax value is calculated individually per level. In this activity you can also set whether taxes should be calculated - At the line item, or - At the "tax code/tax jurisdiction code" level.
Procedures Procedures are used in pricing in SD, output control ((printed confirmations, EDI messages, electronic mail), acct. det., Calculating taxes on sales/purchases, and for costing (Costing Sheet for Overheads calculation. LgLength of the state code, the county code, the city code, and a local code. Tx InDetermination of taxes line by line
5. Define Tax Jurisdictions – OBCP
DiN Indicates that tax on sales/purchases is not included in the base amount used for calculating cash discount. Note: If taxes are calculated using jurisdiction codes, the settings in the company code table do not have any effect. Base amount determination is controlled in the jurisdiction code definition. This type of tax calculation is used, for example, in the US.
TxN Indicates that the cash discount amount is deducted from the base amount used for calculating taxes on sales/purchases. 6. Define Tax Codes for Sales and Purchase - FXTP The tax jurisdiction code consists of up to four parts depending on the tax jurisdiction code structure for the relevant calculation procedure: the state code, the county code, the city code, and a local code component. The system uses these component parts to determine the tax rate for each tax authority. You have to define a separate tax code for sales/purchases for each country in which one of your company codes is located. Each Tax code contains one or more tax rates for the different tax types. If you have to report tax-exempt or non-taxable sales to the tax authorities, you need to define a tax rate with the value 0. In this activity, we will define. – Tax code , for a country and tax procedure – Type of tax , whether the defined tax code is a output tax or input tax – Tax rate for condition type
AccKY(MWS) The transaction keys are used to determine accoun ts or posting keys for line items, which are created automatically by the system.
TcodeOBCN
Condition Type The condition type is used for different functions. In pricing, differentiating Tax types ect. (T CodeOBQ3)
Double click on Tax Accounts from the main window After specifying the Chart of Accounts you get the following screen where you assign the GL Account for the posting of Tax amounts.
7. Define Tax Accounts – OB40 - In this activity, you specify the accounts to which the different tax types are to be posted. The system determines these accounts for automatic postings. - In this activity we have to assign GL account for each and every Transaction Key/ Account key that has been assigned at check calculation procedure.
Double click on MWS –Output Tax
Click on posting keys
Note: 1) Tax Code for sale or purchase will be defined at account master control data tab . Here we can define all tax code for input tax or output tax for tax procedure attached to country and company code or a single tax code. 2) Tax procedure is attached to country not company code, and company code is attached to country. Hence tax procedure indirectly attached to company code.
_________________________________ F. A/R - Interest Calculations This configuration allows you to charge interest on overdue customer accounts. Interest can be calculated by using the line items or overall account balances. SAP keep tracks of the date of the last interest run and stores it in the customer master record. 1. Create an Interest Indicator - OB46 (make it available to the interest run program) 2. Interest Terms - OB82 3. Define Reference Interest Rates – OBAC 4. Enter the Reference Interest Rates Value - OB83 (Assign the interest indicator to the reference interest rate) 5. Define Time Dependent Terms - OB81 6. Prepare Interest on Arrears Calculation - OBV1 (Determine the how and to which accounts the interest program will post.) 7. Reason Code for Overpayment/Underpayment – OBBE (With reason code, you can define whether the difference should be charged off to a G/L account or if residual posting should be made) Define Accounts for Overpayments/Underpayments – OBXL 8. Define Cash Discounts – OBXI 9. Define the Customer Tolerances - OBA3 ____________________ G. Electronic Incoming Payments from the Customer 1. Prepare POR Procedure (For Electronic Incoming Payments): In this step, you define information needed for the automatic posting of customer incoming payments with the POR procedure. To do this, you specify a company code, the document type, and the number of the incoming payments account and of the payment clearing account per POR subscriber number. 1. The POR subscriber number controls the company code and the posting data for the postings. 2. The customer ID number is only relevant for the bank POR procedure. Do not make an entry in this field for the post office POR procedure. 3. Company Code of POR Subscriber 4. You only need an entry in this field if you carry out the POR printing by means of SAP.
