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SAP R/3 4.

7 March 2004 English

Accounts Receivable Accounting Invoice Posting, Customer Statement, and Clearing MY (J03)
Business Process Procedure

SAP AG Neurottstr. 16 69190 Walldorf Germany

SAP Best Practices

AR Invoice Posting, Customer Statement, and Clearing: BPP

Copyright
Copyright 2004 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, WINDOWS, NT, EXCEL, Word, PowerPoint and SQL Server are registered trademarks of Microsoft Corporation. IBM, DB2, DB2 Universal Database, OS/2, Parallel Sysplex, MVS/ESA, AIX, S/390, AS/400, OS/390, OS/400, iSeries, pSeries, xSeries, zSeries, z/OS, AFP, Intelligent Miner, WebSphere, Netfinity, Tivoli, Informix and Informix Dynamic Server are trademarks of IBM Corporation in USA and/or other countries. ORACLE is a registered trademark of ORACLE Corporation. UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. Citrix, the Citrix logo, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, MultiWin and other Citrix product names referenced herein are trademarks of Citrix Systems, Inc. HTML, DHTML, XML, XHTML are trademarks or registered trademarks of W3C, World Wide Web Consortium, Massachusetts Institute of Technology. JAVA is a registered trademark of Sun Microsystems, Inc. JAVASCRIPT is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. MarketSet and Enterprise Buyer are jointly owned trademarks of SAP AG and Commerce One. SAP, R/3, mySAP, mySAP.com, xApps, xApp, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves information purposes only. National product specifications may vary.

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SAP Best Practices

AR Invoice Posting, Customer Statement, and Clearing: BPP

Icons
Icon Meaning Caution Example Note Recommendation Syntax

Typographic Conventions
Type Style Example text Description Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths and options. Cross-references to other documentation. Example text EXAMPLE TEXT Emphasized words or phrases in body text, titles of graphics and tables. Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE. Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools. Keys on the keyboard, for example, function keys (such as F2) or the ENTER key. Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation. Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.

Example text

EXAMPLE TEXT

Example text <Example text>

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SAP Best Practices

AR Invoice Posting, Customer Statement, and Clearing: BPP

Abbreviations
R Required entry field (used in the end-user procedures) O Optional entry field (used in the end-user procedures) C Conditional field (used in the end-user procedures)

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SAP Best Practices

AR Invoice Posting, Customer Statement, and Clearing: BPP

Contents
Invoice Posting, Customer Statement, and Clearing............................................................................ 6 Posting an Invoice............................................................................................................................. 6 Customer Statement ......................................................................................................................... 7 Post Incoming Payments .................................................................................................................. 8 Clearing............................................................................................................................................. 9

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SAP Best Practices

AR Invoice Posting, Customer Statement, and Clearing: BPP

Invoice Posting, Customer Statement, and Clearing


Purpose
This document describes how invoices are posted, customer statements are prepared and printed, the incoming payments are posted, and then cleared to make sure that the customer account balance is zero. All the documents concerned are FI documents. You can use these standard financial accounting functions to enter business transactions in general ledgers. During this process, the system generates accounting documents and updates the transaction figures in the general ledgers.

Prerequisites
Document types (DR, DZ and DA) are defined in Customizing The currency and exchange rate are maintained in Customizing Document overview a line layout is defined in Customizing for this Accounts and, if necessary, posting keys must be defined for automatically created items: taxes on sales/purchases, cash discount, correction of tax on sales/purchases when cash discount is used, realized exchange rate differences, and payment differences Document number intervals are created and are assigned to the validity period and document types Tax codes for tax on sales/purchases are created in the tax procedure, and account determination is maintained

Result
Once the system has successfully checked all of the data entered, the document is saved and stored in the database. During this process, the system updates the document file, the customer account balance, and the G/L account balance.

Posting an Invoice
Use
This section describes the procedure for posting invoices without reference to SAP LO-SD.

Procedure
1. Access the transaction choosing one of the following navigation options: SAPR/3menu Transaction code 1. Enter the company code BP01. 2. On the Basic Data tab page in the Enter Customer Invoice: Company Code BP01 screen, enter the required data. Accounting Financial Accounting Accounts Receivable Document Entry Invoice FB70

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SAP Best Practices

AR Invoice Posting, Customer Statement, and Clearing: BPP

Field name

Description Customer Invoice date Posting date Reference Amount Currency Calculate tax G/L account Amount in document currency Tax code Profit center

R/O/C R R R R R R R R R R R

User action and values 2000 Todays date Todays date INV123 15000 MYR X 800000 15000 S0 1100

Comment Example Example Example Example Example

Example

3. Save your entries (ignore the warning). When you post the document, the system assigns a document number. Make a note of this number because you will need it for the following transactions.

Result
The document is posted to the database and the G/L account and customer transaction figures are updated.

Customer Statement
Use
You can use this function to create a customer statement for the customer invoice that has been posted in the earlier step.

Procedure
1. Access the transaction choosing one of the following navigation options: SAP R/3 menu Accounting Financial Accounting Accounts Receivable Periodic processing Print correspondence Periodic account statements F.27

Transaction code

2. Make sure that in the Customer Master, bank statement indicator in the Correspondence tab of the Company Code data, is set to 2.

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AR Invoice Posting, Customer Statement, and Clearing: BPP

3. On the Periodic Account Statements screen, enter the required data. Field name Description Company code Account type Account Indicator in master record Key dates for acct statement Correspondence (Output Control tab) 4. Choose Execute. 5. Make a note of the spool number for SAP08. 6. In the command line, enter transaction SP01. 7. In the Output controller: Spool request selection screen, enter the spool request number and choose the Execute button. 8. In the Output Controller: List of Spool Requests screen, select the line item with your spool number and choose the Print button to print directly. 9. Make a note of the account balance. R/O/C R R R R R R User action and values BP01 D 2000 2 Todays date SAP08 Example Example Example Comment

Result
The customer statement provides the open account balance.

Post Incoming Payments


Use
You can post the incoming payments for the customer.

Procedure
1. Access the transaction choosing one of the following navigation options: SAP R/3 menu Transaction code Accounting Financial Accounting Accounts Receivable Document entry Incoming payment F-28

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SAP Best Practices

AR Invoice Posting, Customer Statement, and Clearing: BPP

2. On the Post Incoming Payments: Header Data screen, make the following entries: Field name Description Document date Posting date Reference Account (Bank data) Amount (Bank data ) Account (Open item selection) 3. Choose Enter. 4. In the Post Incoming Payments: Process open items screen, in the MYR Gross column, deselect all the highlighted invoices, and ensure that the assigned amount in the Editing status tab is 0. R/O/C R R R R R R User action and values Todays date Todays date INV123 113109 Account balance from previous step 2000 Comment Example Example Example Example

If you want to clear customer invoices, do not deselect the invoices. 5. Place the cursor in Difference Postings value field and double-click to display the posted incoming payment. 6. Choose Save. You get the confirmation message on the status bar.

Result
The incoming payment is posted.

Clearing
Use
In this step, you can clear the customer open items.

Procedure
1. Access the transaction choosing one of the following navigation options: SAP R/3 menu Transaction code Accounting Financial Accounting Accounts Receivable Document entry Other Transfer with Clearing F-30

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AR Invoice Posting, Customer Statement, and Clearing: BPP

2. On the Post with Clearing: Header Data screen, make the following entries: Field name Description Document Date Company Code Posting Date Currency Reference R/O/C R R R R R User action and values Todays date BP01 Todays date MYR Clear 1 Example Example Comment Example

3. In the Transaction to be processed section, select Transfer posting with clearing. 4. Choose Choose open items. 5. On the Post with Clearing: Select open items screen, do the following: Field name Description Company code Account Account type Normal OI 6. Choose Process open items. 7. In the Post with Clearing: Process open items screen, in the MYR Gross column, select invoices and incoming payments. In the Editing status tab, in Assigned, ensure that the value is 0. Remove the defaulted cash discount amount if necessary. R/O/C R R R R User action and values BP01 2000 D Select Example Comment

If the items are selected by default, ignore step 7. 8. Choose Save You get the confirmation message on the status bar.

Result
The open items are now cleared.

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