Download - SAP Account Receivables Manual
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Presented To: NHS
Prepared by: Twenty Third Century System (Pvt) Ltd
Version: Release, July 18, 2014
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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.
Menu Path Accounting → Financial Accounting → Accounts Receivable → Master
Records → Display
Transaction
code
FD03
Update the following fields:
Field Description Values
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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 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
Click on the Exit button or press Shift+F3 to return to the SAP Easy Access screen.
The system task is complete.
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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.
Menu Path Accounting → Financial Accounting → Accounts Receivable → Master
Records → Block/Unblock
Transaction
code
FD05
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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 the Enter button to confirm your entries and continue.
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
Click on the Exit button or press Shift+F3 to return to the SAP Easy Access screen.
The system task is complete.
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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.
Menu Path Accounting → Financial Accounting → Accounts Receivable → Master
Records → Mark for deletion
Transaction
code
FD06
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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 the Enter button to confirm your entries and continue.
Select the All areas check box. This process flags the Customer record for deletion.
Click on the Save button
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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
Click the Enter button to confirm your entries and continue.
Select the All areas check box to deselect. This process removes the flag for deletion.
Click on the Exit button or press Shift+F3 to return to the SAP Easy Access screen.
The system task is complete.
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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.
Menu Path Accounting → Financial Accounting → Accounts Receivable → Master
Records → Display changes
Transaction
code
FD04
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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 the Enter button to confirm your entries and continue.
Click on the Choose button or F2 to reveal the changes made on the selected field.
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Click the Enter button
Click on the Exit button or press Shift+F3 to return to the SAP Easy Access screen.
The system task is complete.
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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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Update the following fields:
Field Name Description Values
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).
Menu Path Accounting → Financial Accounting → Accounts Receivable →
Document
entry → Invoice
Transaction
code
FB70
Update the following fields for 1st line item
Field Name Description Values
Customer Customer number Example: 1
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Field Name Description Values
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
Field Name Description Values
GL Account GL account number Example:417100
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.
The system task is complete.
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
Menu Path Accounting → Financial Accounting → Accounts Receivable →
Document
entry → Credit memo
Transaction
code
FB75
Update the following fields:
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Field Name Description Values
Customer Customer number Example: 1
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
GL Account GL account number Example:417100
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.
Field Name Description Values
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.
Click on the Exit button or press Shift+F3 to return to the SAP Easy Access screen.
The system task is complete.
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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.
Menu Path Accounting → Financial Accounting → Accounts Receivable →
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.
Menu Path Accounting → Financial Accounting → Accounts Receivable →
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
Update the following fields:
Field Description Values
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.
The system task is complete.
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.
Menu Path Accounting → Financial Accounting → Accounts Receivable →
Document
Entry → Post Incoming Payments
Transaction
code
F-28
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Update the following fields
Field Name Description Values
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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Field Name Description Values
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.
The system task is complete
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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Menu Path Accounting → Financial Accounting → Accounts Receivable →
Document → Reset cleared items
Transaction
code
FBRA
Update the following fields:
Field Name Description Values
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.
Click on the Exit button to return to the SAP Easy Access screen.
The system task is complete.
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.
Menu Path Accounting → Financial Accounting → Accounts Receivable →
Document →
Reverse → Individual Reversal.
Transaction
code
FB08
Update the following fields:
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Field Name Description Values
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
Click on the Save button
The system will post a reversal document and a message will appear on the status bar
"Document 170000xxxx was posted in Company code XXXX.
Click on the Exit button to return to the SAP Easy Access screen.
The system task is complete.
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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.
Menu Path Accounting → Financial Accounting → Accounts Receivable →
Account→ Clear
Transaction
code
F-28
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Update the following required fields:
Field Name Description Values
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”
Click on the Exit button or press Shift+F3 to return to the SAP Easy Access screen.
The system task is complete
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.
Menu Path Accounting → Financial Accounting → Accounts Receivable →
Account → Display Balances.
Transaction
code
FD10N
Update the required and the optional fields.
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Field Name Description Values
Customer The Customer Number Example: 1
Company code Code identifying a separate legal entity Example: XXXX
Fiscal year Fiscal year number Example: 20XX
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.
Click on the Exit button to return to the SAP Easy Access screen.
The system task is complete.
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.
Menu Path Accounting → Financial Accounting → Accounts Receivable →
Account → Account Analysis.
Transaction
code
FD11
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Update the required and the optional fields.
Field Name Description Values
Customer The Customer Number Example: 1
Company code Code identifying a separate legal entity Example: XXXX
Fiscal year Fiscal year number Example: 20XX
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.
Click on the Exit button to return to the SAP Easy Access screen.
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The system task is complete.
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.
Menu Path Accounting → Financial Accounting → Accounts Receivable →
Account → Display/Change line items
Transaction
code
FBL5N
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Update the required and the optional fields.
Field Name Description Values
Customer The Customer Number Example: 1
Company code Code identifying a separate legal entity Example: XXXX
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
Click on the Exit button to return to the SAP Easy Access screen.
The system task is complete.