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Accounts Receivable Enduser Training Manual PDF
Accounts Receivable Enduser Training Manual PDF
SAP ACCOUNTS
RECEIVABLE
FI_03
2008
Version: 01
Contents
2: Curriculum ................................................................................................................6
2.1: Pre Requisite Training.................................................................................6
3: Business Processes Overview..................................................................................7
5.1: Unit 1: Finance Organizational Structures & Master Data in Accounts Receivable13
Exercise 1: Create Customer Master Record FD01 ......................................14
Exercise 2: Change Customer Master Records FD02 ...................................16
Exercise 3: Display Customer Master Record FD03 ......................................17
Exercise 4: Block /Unblock Customer Master RecordFD05 ...........................18
Exercise 5: Set Deletion Indicator FD06 .......................................................20
Exercise 6: Display Changes to Customer Master Record FD04...................22
5.2: Unit 2: Accounting Transactions in Accounts Receivable ....................................24
Exercise 7: Park Customer Invoice FV70......................................................25
Exercise 8: Post Customer Invoice FB70.....................................................27
Exercise 9: Post Customer Credit Memo FB75.............................................29
Exercise 10: Change Parked Document FV70..............................................31
Exercise 11: Display Accounting Document FB03 ........................................32
Exercise 12: Post Incoming Payments F-28 ....................................................34
Exercise 13: Reset Cleared Items - FBRA .......................................................36
Exercise 14: Document Reversal (Individual Reversal) FB08.......................38
Exercise15: Clear Customer Account F-32 ..................................................39
5.3: Unit 3: Customer Account Reports ......................................................................41
Exercise 16: Customer Balance Display FD10N ...........................................42
Duration
3 Day
Course Goals
At the completion of the course the delegates should be able to;
Target Audience
Finance staff : SAP End Users
Prerequisites
Essential
PC Literacy
SAP O1 SAP Basics and Navigation Course
Basic Knowledge of financial Accounting
Course Content
This course will focus on how SAP Accounts Receivable module manages customer
transactions and activities.
The starting point of the course will introduce the concept of Accounts Receivable
Customer Account Master Records creation and will give explanations with regards to
how it will relate to transactional processes. The course will also touch on the structures
of Customer master record and their significance to processes that are critical to invoice
posting, credit management and payment.
Master records fields and their impact on transactional processing will also be under
focus.
After the creation of the Customer Master records transactional processes will be
carried out in areas of: parking, posting, document changing, accounts clearing and
reporting.
The course material will aid in gaining knowledge and skills which will be of use in day
to day execution of transactions.
Course Content
FI_01 GL Accounting
FI_02 Accounts Payable
FI_03 Accounts Receivable
FI_04 Fixed Assets
FI_05 Funds Management
FI_06 Bank Accounting
FI_07 FI Executive & Management
Approval of new Customer Master Record processes create, change, delete. Use
and changes to Customers of Workflow for master data maintenance in phase 2
Customer Invoice Approval Invoices will be entered into the system prior to approval.
Approval of Customer Invoices will be made on-line
(Workflow for Phase 2)
Foreign Currencies Invoices can be entered using Foreign currencies
Exchange Rates Exchange rates will be maintained in SAP
Delete Customer Customers that qualify for deletion will be deleted using
Archiving
Block Customer Customers can be blocked for posting and payment
One time Customer Users have the option of using one time Customer
accounts accounts for processing
4.2 : Glossary
Terminology Meaning
Any queries:
Contact Telephone: 4000
E-mail: ithelpdesk@saudiairlines.com.sa
LAN : http://ahd.sv.net
The following Unit will focus on exercises that will help you learn how to apply the SAP
Accounts Receivable Business Tools to your Job.
If at anytime you have any questions, please feel free to stop the Trainer and ask
questions.
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
Accounts Receivable records all accounting transactions for dealings with customers.
Much of its data is obtained from Sales and Distribution to be available in the second
phase.
There are various methods of creating the customer master records but before its
creation there are requirements that need to be fulfilled first:
Preparation of the new Vendor master request form
Checking and verification of the form
Checking the existence of the Vendor master record in the system
You are required to create the new Customer master records which will be used for the
processing of SAUDIA (Saudi Airlines Business Units) Customer (Debtor) Accounts.
1. 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
FD01 :
2. Update the required and optional fields by capturing the necessary data:-
Account group Code used to determine the classification of the Example: Saudia Local Customers
account
4. Enter Company in the Title field by selecting it from the down list.
6. Enter the First three characters of the customers name in the Search Term
field.
12. Enter Vendor account number only if the Customer is also a vendor, or
alternatively leave the field blank.
13. Click on the Display next tab page button or Tab.
15. Click the options button in the bank and make a selection of the bank your
customer banks with from the produced list.
23. Enter SA01 in the dunning procedure field or click F4 for options and choose
from the list.
24. Click on the Enter button or press Enter on keyboard to confirm your
entries and continue.
26. Click on the Exit button or press Shift+F3 to return to the SAP Easy
Access screen.
The SAP ERP system allows you to revisit a created customer record and make some
changes; however, for any changes made, the system records such changes.
1. To change a Customer master follow the menu path or use transaction code
FD02:
8. Click on the Exit button or press Shift+F3 to return to the SAP Easy
Access screen.
You want to post a Customers invoice to a Customers account that was last posted to
several months back. With the details you have on hand you need to cross check with
the system record whether the Customer is the correct one.
1. To display a Customer master record follow the menu path or use transaction
code FD03:
7. Click on the Exit button or press Shift+F3 to return to the SAP Easy
Access screen.
This transaction allows you to block or unblock a customer record and when a
Customer master record is blocked you can not post any transactions to that.
Block a Customer master and then post a transaction to the blocked account
Unblock a customer.
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.
1. To block a Customer master follow the menu path or use transaction code
FD05:
4 Select Check box i.e. if you want the block to affect all
Company code in which the Customer is found. Or Select
Check box if you want to restrict the blocking to a
specific Company Code.
Note: A message will be displays on the status bar that Changes have been
made.
THE UNBLOCKING :
Repeat steps I and 2 from the blocking exercise if you had exited from the
transaction
6. Click on the Enter button or press Enter to unblock the Customer master
record.
9. Click on the Exit button or press Shift+F3 to return to the SAP Easy
Access screen.
You cannot physically delete a Customer master directly. However, you 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.
1. To mark Customer master for deletion follow the menu path or use transaction
code FD06 to complete the exercise;
4. Select the All areas check box. This process flags the Customer record for
deletion.
Repeat steps I and 2 from the marking for deletion exercise if you had exited
from the transaction
7. Click on the All areas check box to deselect. This process removes the flag for
Customer record deletion.
8. Click on the Save button or press Ctrl+S, to update the Customer master.
9. Click on the Exit button or press Shift+F3 to return to the SAP Easy
Access screen.
A Customer master created earlier was changed you are required to display these
changes and note which fields have been changed, who changed the entries, the date
and time they were changed.
1. To view Customer master data changes follow the Menu path or use transaction
code FD04 to complete the exercise:
8. Click on the Exit button or press Shift+F3 to return to the SAP Easy
Access screen.
The unit will introduce you 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.
Trainees will learn how to use general and simple accounts receivable transactions and
also be able to provide up to date information on customer accounts. Management of
customer accounts in terms of reconciliations will also be under focus.
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
All invoices in SAP AR will be corrected or adjusted only in SAP
Using this standard accounting function, you can enter Invoice in the system without
posting to the Accounts Receivable sub ledger. The PARKED Invoice is subsequently
subjected to checking, approval and posting to Accounts Receivable.
1. To park customer invoice follow the menu path or use transaction code FV70 to
complete the exercise:
7. The message at the status bar informs you that Invoice number 1700000xxxx
was PARKED"
8. Click on the Exit button or press Shift+F3 to return to the SAP Easy
Access screen.
You are going enter and post Customer invoice using the Customer you created in an
earlier exercise. This transaction creates postings in Accounts Receivable Sub Ledger
and updates also the relevant GL Accounts (e.g. reconciliation account).
1. To enter Customer invoice follow the menu path or use transaction code FB70 to
complete the exercise:
2. Update the following required and optional fields for 1st line item by clicking tab
button.
Field Name Description Values
Customer Code identifying the Customer account Example: customer created in
exercise 1
Invoice date Invoice date Example: todays date
Reference Additional document description Example: Invoice
Amount Invoice Amount Example: 500
3. Update the following required and Optional Fields for 2nd Line item
Field Name Description Values
GL Account Code of the account this is being charged or Debited Example: G/L related to you
D/C Code identifying whether line item is a debit or a Example: Credit
credit
Amount Amount to be posted for the line item Example: 500
Text Description of line item XXXXX
7. Click on the Exit button or press Shift+F3 to return to the SAP Easy
Access screen.
8. Please carry out all these steps once again in order to create another invoice for
the following exercises.
The SAP ERP system allows you 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
1. To post Customer credit memo follow the menu path or Use transaction codes
FV70 to complete the exercise:
2. On the main screen update the following required and optional fields:
6. Click the Simulate button to simulate the posting. The system will
display document overview.
8. The system will display the number of the document generated by this Invoice,
record this below.
9. Record the document generated by this Invoice, record this below.
10. Click on the Exit button or press Shift+F3 to return to the SAP Easy
Access screen.
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.
In this exercise you are going to change the customer invoice.
1. To change a parked document use the following menu path - double click the
last level or make use of the command field and enter the transaction code FV70
8. To exit this transaction, click on the Exit button or press SHIFT-F3 until the
SAP Easy Access screen is displayed.
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
be limited to certain fields.
The system offers you a function which allows you to search for a document number in
case you dont 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.
1. To display Accounting document follow the menu path or make use of the
transaction code FB03:
3. The system will display a screen where you can enter your search criteria:
7. To display your document, simply double click on it. The system will display the
document .
Repeat step 1 in the above exercise If you know the document number you can
display the accounting document the following way
Note:- the system will show you more fields not shown under entry view
10. Analyze it and Click on the Enter Continue/Confirm button to leave the
displayed document header sub screen.
11. To exit this transaction, click on the Exit button or press SHIFT-F3 until the
SAP Easy Access screen is displayed.
The SAP ERP system allows you 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
1. To post incoming payments follow the menu path or use transaction code F-28 to
complete the exercise:
Company code Number of the company code that the Example: 1100
Customer belongs to
Currency Currency code.. Example: SAR
Reference the document number of the customer Example : xxxxxx
Account Bank Account number Example :1230124
5. Then click Deactivate Items button. All the open items are now
deactivated (they are no longer highlighted in blue).
6. 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.
7. 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
10. The message bar displays: Document 1800xxxx was posted in company code
1100 record this number below.
Document Number:
__________________________________________________
11. Click on the Exit button or press Shift+F3 to return to the SAP Easy
Access screen.
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.
In this exercise youre going to display the clearing document and its line items, and
then reset the cleared document.
1. To reset cleared items follow the menu path or use transaction code FBRA to
complete the exercise:
3. Click the Accounts button. The system will display all the accounts
involved in clearing operation:
11. Enter 01in the Reversal Reason field, and todays date or leave it blank.
14. A message will appear that document 90000xxxx was posted in company code
1100.
15. Click on the Exit button or press Shift+F3 to return to the SAP Easy
Access screen.
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.
The resetting function has been carried out under the first part of Exercise 13.
1. To reverse a document, follow the menu path or Use transaction code FB08:
6. The system will post a reversal document and a message will appear on the
status bar "Document 170000xxxx was posted in Company code 1100.
7. Click on the Exit button or press Shift+F3 to return to the SAP Easy
Access screen.
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.
1. To clear open items on Customer account follow the menu path or use
transaction code F-32 to complete the exercise:
Note: You can clear also the transactions posted in different currencies.
The system will automatically calculate and post exchange rate
differences.
3. Click the Enter button. The system will display open items that fulfill
previously entered criteria:
4. 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.
5. Then click Deactivate Items button. All the open items are now
deactivated (they are no longer highlighted in blue).
7. 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
9. To post your entries, click the Save button. No real posting took place, but
the system stored a clearing document.
10. The message bar displays: Document 111000xxxx was posted in company
code 1100 record this number below.
Document Number:
__________________________________________________
11. Click on the Exit button or press Shift+F3 to return to the SAP Easy
Access screen.
The unit will introduce how accounts receivable reports can be executed in the SAP
ERP system, However, a more detailed course FI_06 on Financial Closing & Reporting
will help you have broader view in reporting.
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.
The SAP system allows you 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
individual document line items that make up the total in an of the columns you wish to
analyze.
1. To display Customer Account Balances follow the menu path or use transaction
code FD10N to complete the exercise:
7. Click on the Display Graphic button to display the graphic presentation of the
report The report above can be printed sent by e-mail, downloaded to various PC
applications and can be displayed graphically.
8. Click on the Exit button or press Shift+F3 to return to the SAP Easy
Access screen.
This transaction allows you to carry out an in depth Customer account Analysis, such
as business volumes analysis, open items due date analysis.
1. To execute Customer Account Analysis follow the menu path or use transaction
code FD11 to complete the exercise:
4. Click on the Open items net tab to view the open items analysis.
5. Double click on a figure under field line items which make up all
receivables will be displayed.
The display/change line items of Customer transactional report offers a different view of
customer documents, also allows you to view and analyze the status of each customer
documents.
1. To execute Display/Change line items follow the menu path or use transaction
code FBL5N: to complete the exercise:
2. Update the required and optional fields with the required data:
Field Name Description Values
Customer The Customer Number Example: Customer Number created in
the previous exercise
5. Click on the Execute button to start the process. And the below report will
be displayed.
8. Customer Documents are also updated with Net Due date symbols and these
are derived from payment terms entered on the document during capturing.