SAP R/3 March 2004 English

Accounts Receivable Accounting Down Payment Request, Posting, Clearing MY (J03)

Business Process Procedure

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Germany

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AR Down Payment Request, Posting, 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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AR Down Payment Request, Posting, 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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Abbreviations
R O C Required entry field (used in the end-user procedures) Optional entry field (used in the end-user procedures) Conditional field (used in the end-user procedures)

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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

Purpose
Down payment requests and down payments are special general ledger transactions. These transactions are not posted to the G/L account defined in the customer master record but to an alternative 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 can be 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 Transaction code Accounting Financial Accounting Accounts Receivable Document Entry Down Payment Request F-37

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

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Field name

Description Document Date Company Code Currency Reference Account Target Special g/l ind.

R/O/C R R R R R R

User action and values Todays date BP01 MYR Down payment request 2000 A

Comment Example

Example Example Down payment

3. Choose New Item. 4. On the Customer Down Payment Request: Add Customer Item screen, enter the required data. Field Name Description Amount Calculate Tax Tax Code Due On 5. Save your entries. R R R/O/C R User action and values 1000 X S0 Date in the future Comment Example

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

Posting a Down Payment

Use
You can post down payments either manually or automatically (payment program SAPF110, direct debit 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
1. Access the transaction choosing one of the following navigation options: SAP R/3 menu Transaction code Accounting Financial Accounting Accounts Receivable Document Entry Down Payment Down Payment F-29

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2. On the Post Customer Down Payment: Header Data screen, make the following entries: Field name Description Document Date Company Code Currency Reference Customer: Account Special G/L Indicator Bank: Account Amount Value Date 3. Choose Requests. 4. In the Post Customer Down Payment: Choose Requests screen, select the required item. Save your entries. R/O/C R R R R R R R R R User action and values Todays date BP01 MYR Down payment 2000 A 113109 1000 Current date Example Example Example Example Comment Example

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 Item screen, enter the required data. Field name Description Amount Tax Code Due On 6. Save your entries. R/O/C R R R User action and values 1000 S0 Date in the future Comment Example Example

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

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Posting an Invoice
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 Invoice FB70

2. On the Enter Customer Invoice screen, make the following entries: Field Name Description Customer Invoice Date Reference Amount Currency Calculate Tax G/L Account Amount in Document Currency Tax Code Profit Center 3. Save your entries. R/O/C R R R R R O R R R O User action and values 2000 Todays date Inv 3456 10000 MYR X 800000 10000 S0 1100 Comment Example Example Example Example

Result
The system outputs the message 1,000.00- MYR Down payment exist for further postings to account 2000.

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

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 Down Payment Clearing F-39

2. On the Clear Customer Down Payment: Header Data screen, make the following entries: Field name Description Document Date Company Code Currency Reference Account Invoice Reference R/O/C R R R R R R User action and values Todays date BP01 MYR Clearing down payment 2000 Document number of the invoice Example Example Comment Example

3. Choose Process Down Payments and select the corresponding down payment. 4. Choose Save. Enter a text for the marked line item. 5. Save your entries.

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

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