SAP Account Receivables Manual

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Presented To: NHS

Prepared by: Twenty Third Century System (Pvt) Ltd

Version: Release, July 18, 2014

ASAP Focus Methodology – NHS SAP ERP Financial Accounting User Manual

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DISTRIBUTION LIST


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This document will be made available only to the parties listed below:

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TABLE OF CONTENTS

TABLE OF CONTENTS ................................................................................................................. 4

1. Master Data in Accounts Receivable ............................................................................. 5

1.1 Create Vendor Master Data ........................................................................................ 6

1.2 Change Customer Master Records .............................................................................. 10

1.3 Display Customer Master Records ................................................................................ 12

1.4 Block /Unblock Customer Master Record .................................................................... 15

1.4.1 THE UNBLOCKING: ........................................................................................................... 17

1.5 Set Deletion Indicator ..................................................................................................... 18

1.5.1 THE UNMARKING .............................................................................................................. 20

1.6 Display changes ................................................................................................................... 21

2. Accounting Transactions in Accounts Receivable ........................................................ 24

2.1 Park customer invoice .................................................................................................... 25

2.2 Post customer invoice ..................................................................................................... 27

2.3 Post Customer Credit Memo ......................................................................................... 29

2.4 Change Parked Document ........................................................................................... 33

2.5 Display Accounting Document ..................................................................................... 34

2.6 Post Incoming Payments ................................................................................................ 39

2.7 Reset Cleared Items ........................................................................................................ 43

2.8 Document Reversal (Individual Reversal) – FB08 ........................................................ 47

2.9 Clear Customer Account ............................................................................................... 50

3. Reports .................................................................................................................................. 53

3.1 Customer Balance Display ............................................................................................. 54

3.2 Customer Account Analysis ........................................................................................... 58

3.3 Display/ Change Line items ........................................................................................... 61


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1. Master Data in Accounts Receivable

Accounts Receivable records all accounting transactions for dealings with customers.

This unit will look at Financial accounting organizational elements and how they relate to

accounts receivable master data maintenance i.e. the creation, changing displaying,

blocking and marking for deletion of a customer.


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1.1 Create Vendor Master Data

One is required to create the new Customer master records which will be used for the

processing of customer (debtor) accounts. To process create Customer Master Data,

follow the menu path- double click the last level or make use of the command field and

enter the transaction code.

Menu Path Accounting → Financial Accounting → Accounts Receivable →

Master Records → Create

Transaction

code

FD01


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Update the required and optional fields by capturing the necessary data:

Field Name Description Values

Customer Code identifying the customer account.

This

number can be internally or externally

generated

by the system

Example: leave blank (

Allocated by

the System

Company

code

Code identifying a separate legal entity in

Example: XXXX


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Click Enter to confirm your entries and continue.

Enter Company in the Title field by selecting it from the drill down list.

Enter Customer name in the Name field.

Enter the First three characters of the customers’ name in the Search Term field.

Enter Street name in the field

Enter the Postal code of customer in the postal code filed.

Enter city of customer in the city field.

Enter SA in the country field

Click on the Display next tab page button or Tab.

Enter Vendor account number only if the Customer is also a vendor, or alternatively

leave the field blank.

Click on the Display next tab page button or Tab.

Enter ZW in the Bank Ctry (Country) field.

Click the options button in the bank and make a selection of the bank your customer

banks with from the produced list.

Account

group

Code used to determine the classification

of the

account

Example: Trade Debtors

Local


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Click on the Display next tab page button

Enter in the xxx Rec (Reconciliation) Account field.

Enter in the 001 Sort Key field.

Enter 0001 in the Terms payment field.

Enter C in the Payment methods field.

Click Enter button or press Enter on keyboard to confirm your entries and continue.

Click Save button or press F8.

Click Exit to return to the SAP Easy Access screen.


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The system displays the message “Customer number XXXXX was created in company

code XXXX”

1.2 Change Customer Master Records

The SAP ERP system allows one to revisit a created customer record and make some

changes. However, for any changes made, the system records such changes.

Customer data is required to be updated frequently so that data available for

customers is up to date and is correctly maintained centrally. Customer master

information may be required to change due to various reasons, for example:

Name and Address – Change in official address or communication.

Change in bank details of customers

Change in terms of payment

Menu Path Accounting → Financial Accounting → Accounts Receivable → Master

Records → Change

Transaction

code

FD02


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Update the following fields:

Field Description Values

Customer Code identifying the Customer account Example: customer

created in Exercise 1

Company

Code

Code identifying a separate legal entity

Example: XXXX

Click Enter to continue


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Change the information you want to change.

Click on the Save button or press Ctrl+S to update Customer master.

Click on the Exit button or press Shift+F3 to return to the SAP Easy Access screen.

The system task is complete.

1.3 Display Customer Master Records


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The process displays customer account details to resolve customer issues arising from

wrong/incorrect capturing of information. This will be achieved through comparison of

customer details in the system to those on hard copies.


Records → Display

Transaction

code

FD03




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Company

Code


Example: XXXX

Click the Enter button to confirm your entries and continue.

Click on any 1(one) of the 3 (three)

Tabs, each one in turn to view

maintained Customer data or use to move to next tab page.

To view Company code data Click button

Click on




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1.4 Block /Unblock Customer Master Record

This transaction allows one to block or unblock a customer record and when a

Customer master record is blocked one can not post any transactions to that.

Note: Only block an account if there are no more open items in the account. If an

account is blocked, you cannot clear any open items in it.


Records → Block/Unblock

Transaction

code

FD05


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Company

Code


Example: XXXX


Select Check box i.e. if one wants the block to affect all Company

code in which the Customer is found. Or Select Check box if

one wants to restrict the blocking to a specific Company Code.

Click on the Save button or press Ctrl+S to update Customer master.

Note: A message will be displays on the status bar that “Changes have been made”.


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1.4.1 THE UNBLOCKING:

Repeat steps I and 2 from the blocking exercise if you had exited from the transaction

Click the Enter button

Deselect Check box i.e. if one wants the block to affect all

Company code in which the

Customer is found. Or Select Check box if one wants to restrict

the blocking to a specific Company Code.

Click on the Save button




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1.5 Set Deletion Indicator

One cannot physically delete a Customer master directly. However, one can mark it for

deletion. After ensuring that no transaction is posted to this Customer account for a

period of one fiscal year, this record can be archived.


Records → Mark for deletion

Transaction

code

FD06


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Company

Code


Example: XXXX


Select the All areas check box. This process flags the Customer record for deletion.



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1.5.1 THE UNMARKING

Repeat steps I and 2 from the marking for deletion exercise if one had exited from the

transaction


Select the All areas check box to deselect. This process removes the flag for deletion.




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1.6 Display changes

A Customer master created earlier was changed, one is required to display these

changes and note which fields have been changed, who changed the entries and the

date and time they were changed.


Records → Display changes

Transaction

code

FD04


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Company

Code


Example: XXXX


Click on the Choose button or F2 to reveal the changes made on the selected field.


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Click the Enter button




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2. Accounting Transactions in Accounts Receivable

The unit will introduce one to accounting transactions in accounts receivable such as

parking, checking, approving, and reversing invoices. It will also help in understanding

how Accounts receivable records all accounting transactions for dealings with

customers.

An authorised user can reverse a posted document. If the user is determined that a

posted document is incorrect he will enter the Original SAP document number in the

‘reverse’ transaction and post. The system will generate a new document number for

the reversal entry. The user will record the reversal number on the original supporting

documents and note on them that the document was reversed. The reversal document

posts ‘opposite’ entries to the ledger Accounts receivables. Documents can be

displayed by authorized users at any time. Users use the Display Customer Document

transaction and enter the SAP document number. Users can also search for the specific

document using a number of search criteria including document date, type, user and

generally any other information on the original document. Users can display single

documents or document lists.


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2.1 Park customer invoice

Using this standard accounting function, one can enter Invoice in the system without

posting to the Accounts Receivable sub ledger. The parked Invoice is subjected to

checking, approval and posting to Accounts Receivable.

Menu Path Accounting → Financial Accounting → Accounts Receivable→

Document

Entry → Document Parking → Edit/Park AR invoice

Transaction

code

FV70


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Customer Customer number Example: 1

Invoice date Date of invoice Today’s date

Reference Customer invoice number Example:100

Posting date Date for posting to ledger Today’s date

Currency Invoice currency Example: USD

Amount Invoice amount XXXX

Text Invoice description Example: test

invoice

GL Account GL account number Example:417100

D/C Code identifying wether it’s a debit

or credit

Example: C

Tax Code identifying tax type and

percentage

Example: I0

Cost object Code identifying cost center Example: XXX

Click Enter

Click Simulate Simulation button enables the user to review the Invoice as if it

had been posted including any system generated postings. The system also validates

the posting data.


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Click Back

To park the invoice, click Save Parked Invoice

The message at the status bar informs you that “Invoice number 1700000xxxx was

PARKED"

Click on the Exit

The system task is complete

2.2 Post customer invoice


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This transaction creates postings in Accounts Receivable Sub Ledger and updates also

the relevant GL Accounts (e.g. reconciliation account).


Document

entry → Invoice

Transaction

code

FB70

Update the following fields for 1st line item




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Invoice date Date of invoice Today’s date

Reference Customer invoice number Example:xxx

Amount Invoice amount 800

Update the following fields for 2nd line item



D/C Code identifying wether it’s a debit or

credit

Example: C

Amount Amount to be posted for line item Example: 800

Text Description of line item Example: invoice

training

Click Simulate to replicate an overview of the document before posting. The

system will display the document overview.

Click Save to post the invoice.

The system will display the number of the document generated by this Invoice. Record

Document Number: issued by the system: 17000000xxxxx

Click on the Exit button to return to the SAP Easy Access screen.


2.3 Post Customer Credit Memo


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The SAP ERP system allows one to post a document with a complete opposite entries to

the original customer invoice. This function can be used when a customer returns goods

sold

Note: An Account that was once debited will be credited and the other once credited

will be debited


Document

entry → Credit memo

Transaction

code

FB75



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Document date Credit note date. Today’s date

Reference Credit note number Example: xxx

Posting date Date that the business transaction

occurred

Today’s date

Amount Amount to be posted XXXX


Amount Document

currency

Document currency. By default system

proposes the Company Code currency,

but a user can change it.

Example: 200

Click Enter

Click the Payment tab and update the following field.


Inv. Ref (Invoice) Number / description which refers to an original

invoice. Entering the original invoice will copy the

invoice details from the original invoice.

Imp Note:-This will facilitate in clearing the Customer

account at a later point in time.

Example: 0001

Inv. Ref (Fiscal

Year)

The fiscal year the invoice was created in Example: 20XX


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Click Enter

Click Simulate to simulate the posting. The system will display document

overview

Click Save to post the document.

The system displays the message “Document xxxxx was posted in company code XXXX”

The system will display the number of the document generated by this Invoice.




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2.4 Change Parked Document

The SAP ERP system allows users to change parked Customer documents since invoices

need to be verified for correctness before they are posted; therefore errors on

documents can be corrected before being posted.


Document entry → Document parking → Park/edit invoice

Transaction

code

FV70

Click on the button and the tree will be displayed.

Click on arrow

A listing of parked documents will be displayed, Double click on the document to be

changed/edited. The details of the parked document will be populated in the relevant

fields.

Enter any detail in the Reference field


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Click Save to record you changes

A message will appear on the status bar informing you what has happened to the

document you changed.

Click Exit until the SAP Easy Access screen is displayed.

System task complete

2.5 Display Accounting Document

Documents entered in the system can be viewed as and when they are required and

you are also able to make changes to the document. Please note that your changes will


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be limited to certain fields. The system offers you a function which allows you to search

for a document number in case you don’t know the number of the document you want

to display. You are required to display a Customers’ document and make some

changes to permitted fields.


Document → Display

Transaction

code

FB03

If you don’t know the document number, click button to search for

documents.


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The system will display a screen where you can enter your search criteria



Fiscal Year Fiscal year number Example: 20XX

Document type Code identifying the method that the

system uses to

process the transaction

Example: DR

Posting date Date that the business transaction

occurred

Today’s date

Click Execute to start searching

The system will display a list of documents that fulfils your criteria:


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To display your document, simply double click on it. The system will display the

document.

Click Exit

If you know the document number you can display the accounting document the

following way:

While on the display document initial screen, enter the Document number you have on

hand

Enter the Company Code XXXX.

Enter the Fiscal Year 20XX or leave field blank.

Click on the Enter button to proceed.

Click on the button to change your screen view.

Note: - the system will show you more fields not shown under entry view

Click on the menu Document → Display< >Change


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Click on the Document header button. Identify fields that can be changed

To store your changes in the document, click Save button.


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Analyse it and Click on button to leave the displayed document header sub screen.

To exit this transaction, click on the Exit button or press SHIFT-F3 until the SAP Easy

Access screen is displayed.


2.6 Post Incoming Payments

The SAP ERP system allows one to process customer payment and will match the two

documents i.e. the invoice and the incoming payment documents and at the same

time perform the (reconciling) clearing procedures. Processing of incoming payment

can also be done by normal parking and posting then executing a separate manual

clearing function at a later stage.

To process the incoming payment successfully using this transaction there must be an

invoice(s) on the customers account. However the post incoming payment will take

care of processing the incoming payment.


Document

Entry → Post Incoming Payments

Transaction

code

F-28


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Update the following fields


Document date The document date is the date on which

the

original document was issued.

Today’s date

Company code Number of the company code that the

Customer belongs to

Example XXXX

Currency Currency code. Example: USD


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Reference the document number of the customer Example: xxx

Account Bank Account number Example: 11XXX

Amount Incoming payment amount Example:XXX

Account-Customer A number that identifies the Customer in

the

system

Example: x

Click on the button.


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All open items are selected by default. To deselect the items first click the Select all

button

Then click Deactivate Items button. All the open items are now deactivated

(they are no longer highlighted in blue).

Now you need to choose and select the items you want to clear. Double click on the

SAR Gross field for each of those items to be cleared.

You will need to select one more document to balance this clearing. Scroll through the

remaining documents and select this document.

Note: The system will highlight these items in blue. When the value of the field not

assigned is equal 0 and you can clear open items. See screen below

You can check your document before postings. Select Document→Simulate


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To post your entries, click the Save button.

The message bar displays: “Document 1800xxxx was posted in company code XXXX”

Click on the Exit button return to the SAP Easy Access screen.


2.7 Reset Cleared Items

A posting with clearing had been made to a wrong Customer Account due to similarities

in names therefore the incoming payment document has to be reversed to enable the

correct transaction to take place.

Note: An Accounting Document that contains line items have cleared been can not be

reversed it requires that the cleared items be reset first.


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Document → Reset cleared items

Transaction

code

FBRA



Clearing

document

Number of the document to be reset Example: 180000xxx

Company code Code identifying a separate legal entity Example: XXXX

Fiscal year Fiscal year number Example: 20XX


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Click the Accounts button. The system will display all the accounts involved in

clearing operation:

Click the Continue button to continue.

Click the Items button to display documents cleared by the clearing operation:

Click on the Save button to post the resetting

A screen reversal of clearing Document will be displayed with 2 (two) options to select

from.

Only Resetting will remove the clearing from the document that was cleared and

changes the documents’ status from cleared item to open item

The clearing document also changes status to an open item and this has effect on the

overall Customer Account.

Resetting and reversing will reset the cleared line items and also reverses the clearing

document


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Click on Only Resetting button.

A message will appear on the status bar clearing xxx reset.

Note: If you choose Resetting and Reversal a pop up screen will appear requiring

completion (For you to complete this option you have to process another post with

clearing transaction)

Click on Resetting and Reversal.

Enter 01in the Reversal Reason field, and today’s date or leave it blank.

A message clearing xxx reset will appear.

Click the Continue button to continue


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A message will appear that document xxxx was posted in company code XXXX.



2.8 Document Reversal (Individual Reversal) – FB08


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Sometimes posted document contains incorrect information. This function allows you to

reverse an incorrect document. A document to be reversed cannot include already

cleared items. If you want to reverse document that was already cleared, you need to

reset all cleared items before posting a reversal.


Document →

Reverse → Individual Reversal.

Transaction

code

FB08



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Document no. The document that is to be reversed Example: 180000xxxx

Reversal Reason The reason the document will be reversed. Example: 01

Click the Display document before reversal button or press F5

Click the Back button or F3


The system will post a reversal document and a message will appear on the status bar

"Document 170000xxxx was posted in Company code XXXX.




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2.9 Clear Customer Account

Authorised Users can access Open item Customer Accounts and assign and clear debits

and credits. The user will use the Account Clear transaction; select the items to be

assigned to each other and then post. The system will record the clearing information

(document numbers, date) on the original document.

The function allows you to clear matching open items on Customer account. In this

exercise you need to clear two open items on the Customer account.


Account→ Clear

Transaction

code

F-28


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Update the following required fields:


Account Code identifying the Customer account Example: 1

Clearing date Date when you want the transaction to be

cleared. It is used later in a header of a

clearing document.

Example: today’s

date

Company code Number of the company code that the

Customer belongs to

Example: XXXX

Currency Currency code. Example: USD


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Note: You can clear also the transactions posted in different currencies. The system will

automatically calculate and post exchange rate differences.

Click the Enter button. The system will display open items that fulfil previously entered

criteria:

All open items are selected by default (later in this instruction how to change default

system settings). To deselect the items first click the Select all button.

Then click Deactivate Items button. All the open items are now deactivated

(they are no longer highlighted in blue).


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Now you need to choose and select the items you want to clear. Double click on the

SAR Gross field for each of those items to be cleared.

You will need to select one more document to balance this clearing. Scroll through the

remaining documents and select this document.

Note: The system will highlight these items in blue. When the value of the field not

assigned is equal 0 and you can clear open items. See screen below

You can check your document before postings. Select Document→Simulate.

To post your entries, click the Save button. No “real” posting took place, but the

system stored a clearing document.

The message bar displays: “Document 11XXXXxxxx was posted in company code XXXX”



3. Reports


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The unit will introduce how accounts receivable reports can be executed in the SAP ERP

system. Authorised Users can view the Customer Account details (line items posted)

using the Customer Account Line item display transaction, or by drilling down on the

account balance from the Display Customer Account balance transaction. Documents

update Customer Balances when posted. Authorised users can view

Customer Account Balances online using the Account Balance enquiry and entering the

Customer account number.

3.1 Customer Balance Display

The SAP system allows one to display the Account Balances of the customer at any

given time and this report also allows you to navigate backwards (drill down) to the


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individual document line items that make up the total in an of the columns you wish to

analyse.

Run the balances report.


Account → Display Balances.

Transaction

code

FD10N

Update the required and the optional fields.


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Customer The Customer Number Example: 1



Click Execute

A Report below will be displayed

Double click balance figure on period 5 under credit column. This function will allow

viewing individual document line items.


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Click on the Display Graphic button to display the graphic presentation of the

report.


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The report above can be printed sent by e-mail, downloaded to various PC

applications and can be displayed graphically.



3.2 Customer Account Analysis

This transaction allows one to carry out an in depth Customer account Analysis, such as

business volumes analysis, open items due date analysis.

Execute the report and carry out some analysis.


Account → Account Analysis.

Transaction

code

FD11


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Click Enter


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Click on the Open items net tab to view the open items analysis.

Double click on a figure under field line items which make up all

receivables will be displayed.



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3.3 Display/ Change Line items

The display/change line items of Customer transactional report offer a different view of

customer documents, also allow one to view and analyse the status of each customer

documents.


Account → Display/Change line items

Transaction

code

FBL5N


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Click on the Radio button.


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Click on the Check box.

Click on the Execute button to start the process. And the below report will be

displayed.

Double click on any one line item.

Each document is categorized depending on its current status:


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Customer Documents are also updated with Net Due date symbols and these are

derived from payment terms entered on the document during capturing.

The report displayed above can be printed sent by e-mail, downloaded to various


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PC applications



SAP Account Receivables Manual

Documents

display accounting document

change customer master

post customer invoice

accounting transactions

park customer invoice

post customer credit

change parked document

vendor master data