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SAP R/3

March 2004

English

Accounts Receivable

AccountingDown Payment Request,Posting, Clearing MY(J03)

SAP AGNeurottstr. 1669190 Walldorf

Business Process Procedure

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Germany

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SAP Best Practices AR Down Payment Request, Posting, Clearing: BPP

Copyright

© Copyright 2004 SAP AG. All rights reserved.

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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include fieldnames, screen titles, pushbuttons as well as menu names, paths andoptions.

Cross-references to other documentation.

Example text Emphasized words or phrases in body text, titles of graphics and tables.EXAMPLE TEXT Names of elements in the system. These include report names,

program names, transaction codes, table names, and individual keywords of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.

Example text Screen output. This includes file and directory names and their paths,messages, source code, names of variables and parameters as well asnames of installation, upgrade and database tools.

EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or theENTER key.

Example text Exact user entry. These are words or characters that you enter in the

system exactly as they appear in the documentation. <Example text> Variable user entry. Pointed brackets indicate that you replace these

words and characters with appropriate entries.

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Abbreviations

R Required entry field

(used in the end-user procedures)

O Optional entry field


C Conditional field


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Contents

Down Payment Request, Posting, Clearing .........................................................................................7

Posting a Down Payment Request...................................................................................................7

Posting a Down Payment.................................................................................................................8

Posting an Invoice ..........................................................................................................................10

Clearing ..........................................................................................................................................11

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Down Payment Request, Posting, Clearing

PurposeDown payment requests and down payments are special general ledger transactions. Thesetransactions are not posted to the G/L account defined in the customer master record but to analternative G/L account.

Prerequisites

Alternative reconciliation accounts for posting the down payment requests and the down payments.

Process Flow

• Down payment request

• Down payment

• Invoice

• Down payment clearing

• Payment and clearing

Result

Unlike partial payments, down payments are reported separately in the balance sheet.

Posting a Down Payment Request

Use

Down payment requests are statistical (noted) items that do not affect the balance sheet. They canbe taken into consideration in the dunning program and in the payment program.

Prerequisites

Customizing for special general ledger transaction A with alternative general ledger account 196000.

Procedure

1. Access the transaction choosing one of the following navigation options:

SAP R/3 menu Accounting Financial Accounting Accounts Receivable Document Entry Down Payment Request

Transaction code F-37

2. On the Down Payment Request: Header Datascreen, make the following entries:

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Fieldname

Description R/O/C User action and values Comment

Document Date R Today’s date Example

Company Code R BP01

Currency R MYR

Reference R Down payment request Example

Account R 2000 Example

Target Special g/l ind. R A Down payment

3. Choose New Item.

4. On the Customer Down Payment Request: Add Customer Itemscreen, enter the required data.

FieldName


Amount R 1000 Example

Calculate Tax X

Tax Code R S0

Due On R Date in the future

5. Save your entries.

Result

The system posts the down payment request to account 196000 (not part of the double-entrybookkeeping).

Posting a Down Payment

Use

You can post down payments either manually or automatically (payment program SAPF110, directdebit payment method). The manual posting process is described in the following.

Prerequisites

Customizing for special general ledger transaction A with alternative general ledger account 170000.

Procedure


SAP R/3 menu Accounting Financial Accounting Accounts Receivable Document Entry Down Payment Down Payment


© SAP AG of 11

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2. On the Post Customer Down Payment: Header Datascreen, make the following entries:

Fieldname



Company Code R BP01

Currency R MYR

Reference R Down payment Example

Customer: Account R 2000 Example

Special G/L Indicator R A

Bank: Account R 113109


Value Date R Current date Example

3. Choose Requests.

4. In the Post Customer Down Payment: Choose Requestsscreen, select the required item. Saveyour entries.

If you post a down payment without a request, proceed as described in steps 1 and 2.

Instead of Requests, choose New Item.

5. On the Post Customer Down Payment: Add Customer Itemscreen, enter the required data.

Fieldname



Tax Code R S0 Example

Due On R Date in the future


Result

The document posts the bank account 113109 (Customer incoming payments) on the debit side andthe customer with the alternative reconciliation account 170000 on the credit side.

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Posting an Invoice

Procedure


SAP R/3 menu Accounting Financial Accounting Accounts Receivable Document Entry Invoice

Transaction code FB70

2. On the Enter Customer Invoice screen, make the following entries:

FieldName


Customer R 2000 Example

Invoice Date R Today’s date Example

Reference R Inv 3456 Example


Currency R MYR

Calculate Tax O X

G/L Account R 800000

Amount in DocumentCurrency

R 10000

Tax Code R S0

Profit Center O 11003. Save your entries.

Result

The system outputs the message 1,000.00- MYR Down payment exist for further postings to account2000.

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Clearing

Use

After you have issued the final invoice, you can clear the down payment with the invoice. You carryout a transfer posting to the normal reconciliation account 140000.

Procedure


SAP R/3 menu Accounting Financial Accounting Accounts Receivable Document Entry Down Payment Clearing


2. On the Clear Customer Down Payment: Header Datascreen, make the following entries:

Fieldname



Company Code R BP01

Currency R MYR

Reference R Clearing down payment Example

Account R 2000 Example

Invoice Reference R Document number of theinvoice

3. Choose Process Down Payments and select the corresponding down payment.

4. Choose Save.

Enter a text for the marked line item.


Result

The down payment is cleared and the balance of account 170000 is zero again. The system posts anew item in the customer account and in account 140000. The new item can now be handled as apayment on account, and included and cleared when another incoming payment is received (or

collected by the payment program).

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j03_ar_bpp_01_en_my

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