display recurring entry document list - home, home€¦ · web viewrecurring entry functionality...

Work InstructionFunctional Area: Accounts Receivable Display Recurring Entry Document List

Purpose

Use this procedure to run a report to view the recurring documents that are in the system. This report can be run to see all recurring documents or it can be run based on the criteria that is selected.

Trigger

None

Prerequisites

A billing agreement has been established where the same entity (customer) will be billed for the same amount according to a periodic billing schedule. And as a result the recurring document is set up in the system.

Menu Path

Use the following menu path to begin this transaction:

Select Financial Account Financial Accounting Accounts Receivable Periodic processing Recurring entries Lists to go to the Recurring Entry Documents screen.

Transaction Code

F.15

Business Process Information

Recurring invoicing functionality is used to automatically post business transactions that are repeated regularly such as rent or insurance. To establish a recurring entry agreement in the system, a recurring entry document must first be defined. The recurring entry document represents details of the billing agreement such as billing amounts, general ledger/accounting information, payment terms, posting schedule, etc. The recurring entry document is defined in the system using transaction code FBD1. Recurring entry functionality can be used in the following SAP modules: Accounts Receivable (AR), Accounts Payable (AP) and General Ledger Accounting (GL).

One way the University will use this functionality is in the AR Depart for office space rental and salary and benefits consultant billing. For example, in the case of salary and benefits consultant billing, personnel in the Financial Services department will enter the recurring entry document based on data in the contracts for IPA agreements. These agreements are received by Financial Services from departments throughout the University for the salary and benefits of consultants that are paid through UC payroll. The University bills an agency in order to be reimbursed for the payroll expense. Recurring invoices will also be used to bill Practice Plan entities and other areas that rent office space from the University.

If there is a inquiry from either inside or outside of the University that requires a review of the recurring entry documents a report or list can be generated using transaction F.15. This reporting transaction can also be used to review which contracts are about to expire in the system, which documents have an upcoming invoice posting, etc.

The data maintenance of the recurring entry documents (creation, updates (changes), deletions, etc. will be centrally maintained at the Financial Services departments. Accordingly, this reporting transaction will


be centrally maintained at the Financial Services departments.

Helpful Hints

The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).

On certain screens you may have to scroll to view some data entry fields. If the selection criteria on this report is used repeatedly, it can be saved as a reporting variant

by entering the data on the Recurring Entry Documents screen and click .

Name your variant and enter a short description. Click to save the variant.

To access your variant at a later time click and choose your variant.


Procedure

1. Start the transaction using the menu path or transaction code.

Recurring Entry Documents

2. As required, complete/review the following fields:

Field R/O/C Description

Company code Optional Organizational unit within Financial Accounting

Example:UC

A single value or a range of values can be entered.

9/14/2017Ver:

33_AR_F.15_Disp Recur Entry Doc List_R1_CustBillThruPaym.udc© University of Cincinnati 3/13



Document number Optional The unique identification value assigned to a business event as it is processed in SAP. Cash management: Accounting document number(s) that should be deleted. This data is used to limit the data selection.

Example:1

This is the recurring entry SAP document number. A single value or a range of values can be entered.

Fiscal year Optional State of Ohio mandated fiscal year (accounting period) running from July 1st of one year to June 30th of the following year

Example:2005


Posting date Optional The date on which a transaction in SAP will be posted to the appropriate accounts; SAP will default this field to be the current date, but changes are allowed. For items to be posted in a future or past period, you must enter the posting date

Example:


Reference number Optional Indicator used to specify that the reference document field will be used as a criteria for selecting open items for payment

Example:


9/14/2017Ver:



Any of the fields in the Further selections section can be used to limit your search to only recurring documents that you want to see. It can be run for example by the person who entered the document, the start or end date of the document, or the document number.

To expand the selection criteria (to include fields on the document header), click .

If all data selection fields are left blank, the system will include all recurring entry documents on the reporting output.

3. Perform one of the following:If ThenYou want to control how the data is selected/read for the report to control runtime efficiency

Select to the left of Read items sequentially.

This option should only be selected if the report is running in ‘batch’. Typically, this report will be executed online, leave blank.



CPU date Optional Description of the CPU date

Example:


Entered by Optional Person entering the information

Example:

This field contains the SAP user ID. A single value or a range of values can be entered.

9/14/2017Ver:




Start date Optional Commencement date of activity or business event

Example:


End date Optional Key that identifies any constraints placed on the end date for an operation

Example:


Run schedule Optional A predetermined schedule for posting recurring entries

Example:


Deletion indicator Optional Description of the Deletion indicator.

Example:X - Yes


5.Select to the left of Documents from next run.


9/14/2017Ver:




Calculation period Conditional Period in which document is posted

Example:

Data in this field is required if the selection criteria above is activated.

7. Perform one of the following:If You Want To Then Go ToLimit the reporting output to recurring entry documents for specific customer account(s)

Select to the left of Customer accounts.

Step 8

Include the customer’s address information on the output of the report

Select to the left of Customer address output.

Step 8



Customer account Conditional Account assigned to each customer; Invoices to the customer and payments from the customer are recorded in this account. Each accounts receivable account is a sub-ledger account that rolls up to a general ledger reconciliation account

Example:

Data in this field is required if the ‘Customer accounts’ selection criteria above is activated.

9. Perform one of the following:If You Want To Then Go ToLimit the output of the report to specific vendor account(s) Select to the left of Vendor accounts. Step 10

Include the vendor’s address information on the output of the report

Select to the left of Vendor address output.

Step 10

9/14/2017Ver:





Vendor account Conditional Account assigned to each vendor; Invoices from the vendor and payments to the vendor are recorded in this account. Each accounts payable account is a sub-ledger account that rolls up to a general ledger reconciliation account.

Example:

Data in this field is required if the ‘Vendor accounts’ selection criteria above is activated.

11.Select to the left of Display G/L accounts.



G/L account Conditional Code identifying the account in the general ledger where this line item will post

Example:

Data in this field is required if the ‘G/L accounts’ selection criteria above is activated.

9/14/2017Ver:



Recurring Entry Documents

13. Perform one of the following:If You Want Then

The report to replace the general ledger account number with another account number defined in configuration

Select to the left of Alternative account number.

This functionality is not being used, leave blank.

The report separated by company code or another list separation criteria defined in configuration

Select to the left of List separation.


The report to include microfiche film relevant information on the top of every page Select to the left of Print microfiche line.

9/14/2017Ver:




To limit the report to only those recurring entry documents that have not yet been executed Select to the left of Non-filled documents.

This is a continuation of the previous screen after scrolling.



Additional header Optional Description of Additional header

Example:

15.Click .

9/14/2017Ver:



Recurring Entry Documents (2)

16. Perform one of the following:If You Want To ThenPrint a hard copy of the report Click or select menu path List Print.

Save the report to an computer or external disk

Click or select menu path List Save/Send File.

Enter a directory and file name.

Exit the report Click .

Review the displayed information.

17.Click until you return to the SAP Easy Access screen.

9/14/2017Ver:



18. You have completed this transaction.

9/14/2017Ver:



Result

You have run the Recurring Document List.

Comments

None

9/14/2017Ver:
