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Accounts Receivables
Accounts Receivables
Accounts Receivables
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Document Control
Approved By
The content of this document forms the basis and the guidelines for the
subsequent realization phase.
This document aims to describe the future business solution based on SAP
software. Both IT subjects and organizational issues that are required to
understand the situation are described in it.
Any additional explanations that are only relevant when the project is in progress
are given in the various project management plan documents, which the project
management team will provide on request.
The Business Blueprint Document is result of process map, based on the exchange
of AS-IS documents, workshops and discussions. These documents have been
submitted by PVCMT and will be used as reference in finalization this BBP
documents.
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Content
I. Introduction of Accounts Receivable
I. Account Receivable Org-Structure
II. KDS – Accounts Receivable
III. Customer Master Data
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Process Standards for Process flow Diagrams
Process done
Manual Process C On-Page connector
In SAP
Tentative/ To be
SAP Database Mobility Services
Finalised
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Accounts Receivable Organization Structure
PVCMT is proposed nine Profit center for Accounts receivables:
Profit Centers Profit Centers Description
100101 1001 Coolant Temperature sensor
100102 1001 Throttle body
100103 1001 Intake Throttle Valve
100204 1002 Fuel Delivery Module
100205 1002 Throttle body assembly
100206 1002 Fuel Rail Assembly
100306 1003 Water Pump
100307 1003 Water Solenoid Valve
100099 1000 Corporate
• Accordingly the customer payment is also required to be split among different bank accounts
used for all profit centers.
Proposed Solutions
• To achieve above objective for PVCMT, New GL functionality and Document splitting will be
activated which will enable:
• Splitting of receivable/customer credit lines profit center wise
• Splitting of receive bank account lines in accordance of customer cleared lines 7
• Trial balance and other report extraction at profit center level
Key Data Structure of AR
There are also three components of KDS in Accounts receivable:
• Customer Account Group
• Customer Payment Term
• Special GL Indicator use for Customer
Customer Accounts Group: Customer Accounts Group is classifying feature of customer master
record. PVCMT has advised to divide customers in different group with respective reconciliation
account on basis of their feature. It also determines the number range interval.
Beside this PVCMT is also advise that, if it uses single reconciliation account, multiple customer
account groups balance in finance can not be segregated in standard reporting.
Hence Standard practice is to have 1:1 ration among customer account group and reconciliation
account.
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Key Data Structure of AR
Customer Number Range
Number range is defined to manage customer master and segregate into different
customer account group. There are two types of number range in SAP:
• Internal Number Range
• External Number Range
External Number Range: External number range can be numerical and alpha. In
general, alpha-numeric object numbers can be defined for the external number range
set. To indentify character of any number, we define external number range.
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Key Data Structure of AR
Customer Payment Term:
Terms of Payment will be defined and updated in the Customer Master. It can also be updated at
the invoice line item level. Payment term controls, Payment method and number of days to
calculate due date of the payment.
PVCMT has been advised to use payment term functionality to address different scenarios on
basis of payment method, Payment time for example:
• Payment against PDC, or via Bank, Advance Payment etc.
Below is the proposed sample list of payment term for customer can be used.
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Key Data Structure of AR
Special posting keys/indicators defined in the system to regulate the postings pertaining
Customer/Vendor but to route to a different GL account from financial presentation point of view.
Special GL indicator define special posting on customer account and create specific indicator to
segregate advances/PDC from normal customer open lines.
Recon Account
Special GL Indicator Short Text
Type
1 Material Advance D
2 Service Advance D
3 Security Received D
4 Tooling Advance D
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Order to Cash Process- PFD
This blueprint, is going to address financial impact from Shipping department to Accounts
department in details.
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Accounts Receivables
The Customer master Following are some We need to perform SAP has provided
data is to ensure that examples of transactions some activities Period standard reports like :-
all the necessary details pertain to accounts end activities like :- Customer ledger
about the Customer is receivables: •Clear open entries Other AR related reports
captured to facilitate: •Opening and Closing to fulfill maximum
Outgoing Invoices posting periods requirements.
•Smooth transactions Customer Credit/Debit •Balance carry forward
pertaining to Financial Note etc. Customized reports
Accounting Incoming Payments can also be created as
Advance Payments per business
•Avoiding data
Receipt requirement.
redundancy and data
Foreign Currency
inaccuracy.
Valuation
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Customer Master Data
A Customer master record controls how the business transactions are recorded and processed in
the system.
User has to create a master record for each customer account. The customer master database
contains information about the parties that supply to an enterprise.
Each customer has a unique customer number assigned in the SAP system. customer numbers can
be either internal or external. Internal number means that the SAP system generates the number
itself. And external number means that you provide your own number to the SAP customer master
and the SAP system uses this number.
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Customer Master Data Create/Change – Process
In SAP S/4HANA, Business Partner is the leading object and single point of entry to maintain
Business Partner, Customer, and Vendor data.
As already mentioned, Customer Master Data is maintained under three different heads.
PVCMT follow a CLA (Hard copy) document on basis of approval from CFO/CEO to open any
customer, which contains all information's about customer i.e. address, Payment term, Security
Cheque, PDC/Non PDC and Credit Limit etc..
General data:
This is data that applies to all company code and sales organization in your company. The general
area includes, for example, the Customer's name, address, language, and telephone data etc..
This is data that is specific to an individual company code. Company code data includes, for
example, the reconciliation account number, terms of payment, and withholding tax etc..
This is data relevant to the sales organizations and distribution channels of your company. Data
that is stored in this area includes, for example, data on order processing, shipping, and billing
etc..
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Customer as Vendor - Description
CUSTOMER AS VENDOR – SOLUTION APPROACH
If a customer is also a vendor, or vice versa, you can clear/offset the customer and vendor open
items against each other. You can also select the vendor line items when you display the customer
line items for this account.
Before you can clear items between a vendor and customer account, you must:
• Create a customer master record for the vendor that is also a customer.
• Enter the vendor account number in the Vendor field in the control section of the general data in
the customer master record.
• Enter the customer account number in the Customer field in the control section of the general
data in the vendor master record.
• Choose clearing with vendor and clearing with customer in the company code data in both the
customer and vendor master records. In this way, each company code can decide separately
whether it wants to offset the customer against the vendor.
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Customer Master Data- ASIS/TOBE
ASIS TOBE
• Maintain document (Hardcopy) to open any • Process of approvals will remain same,
customer in ECC system. however an upload functionality will be
provided to open customer master.
• In ECC System customer master data • In S4HANA master data created through
created through transaction code transaction code BP, which is centrally manage
FD01/XD01. Business Partner, Customer and Vendor.
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Accounts Receivable- Transactional Data
The sales order or scheduling agreement forms the basis of the sales process. The SO/SA is a
document in SD and does not cause any postings in Financial Accounting.
After that a delivery document is created with reference to that sales order. This will create two
documents: a goods issue document is created in MM, and an accounting document is created in
FI so that the goods issue is posted automatically to the assigned G/L accounts simultaneously.
In SAP, dispatch department posts the Goods Issue document, based on the physical goods
dispatched. Subsequently, Billing is carried out on the basis of the Sales Order and
Goods Issue document.
The Billing process is the process where invoicing is done. The Billing document creates a FI
document.
In PVCMT we have identified below process for accounts receivables:
1. Advances
2. Sales Process
I. Domestic/Trading and Export
II. Scrap Sales
III. FOC Sales
IV. Asset Sales
V. Intra Plant Transfer
3. Debit/Credit Note
I. Sales Return
II. Price Difference
4. Payment Receipt
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Transactional Data – Customer Advance
In SAP, a special G/L indicator shall be created for down payments and will be
linked to the sundry debtors account and at the time of advance payment posting,
it shall be posted automatically as advance from customer account using the
special G/L indicator. After dispatch of goods, the advance from customers
account shall be cleared and the difference sent to customer open items.
There will be some Special GL indicators for advances to segregate advance for
• Material Advance
• Service Advance
• Security Advance
• Tooling Advance
1 Material Advance D
2 Service Advance D
3 Security Received D
4 Tooling Advance D
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Transactional Data – Customer Advance
Advances from customer will be handled via Special GL indicator only, wherein Customer
reconciliation GL will be linked with Advance reconciliation GL, which will enable to segregate the
Financial presentation of Advances and Receivables separately.
However Business will be able to have both of the lines in Customer Ledger.
These advances are later adjusted against the invoice raised to the customer. Advances can be
adjusted against more than one invoice at the time of clearing of the invoices against advances.
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Transactional Data – Customer Advance – Process Steps
Applic
Acti
Activity Departments ations T
vity Detailed Description
Description Involved Relate Code
No.
d
Advance payment is
Down payment
required from customer as
1 request being Sales Dept. SAP F-37
per SO. A request is being
created
generated in the system
The finance department will
Create down create the down payment
2 Accounts dept. SAP F-29
payment with respect to down
payment request
Billing being done in SD and
3 Billing Sales Dept. SAP VF01 an accounting document will
pass
Clear advance Advance adjusted against
4 Accounts dept SAP F-39
against invoice the invoice
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Transactional Data – Domestic/Trading and Export
When a billing document is generated in Sales and Distribution module, an accounting document is
posted automatically to the customer and sales revenue accounts based on account determination
set up in customizing.
All these process has been discussed in details in Sales & Distribution Module, however
accounting impact of the same is mentioned below.
In case of export sales in foreign currency, system itself hit the books of account in local currency
as per rates maintained by users.
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Transactional Data – Domestic/Trading and Export Sale
Export Sale:
At the time of export sale there is time gap between invoicing and payment receive, foreign gain and
loss will impact during time duration. Following are the accounting entries for capturing the currency
variation effect.
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(Note- Tax is not applicable in foreign invoice)
Transactional Data – Sales Invoice – Process Steps
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Transactional Data – Scrap Sales
This will be dealt in the same way as that of normal business transaction through the sales order
functionality. However, whether to create delivery or not depends upon the items to be sold as
scrap.
As Production scrap is a Valuated Inventory, hence while doing PGI, to reduce its value from
inventory (PGI Entry will be triggered), however as non Production scrap is not valuated, so at PGI
no accounting entry will be there.
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Transactional Data – FOC/Sample Sales
At the time of PGI, inventory GL will be credited with Standard price or Moving average price and
will be debited to P&L (COGS GL), however GST payable will be debited to FOC sale expense GL.
A separate document type will be created for FOC sale.
Sales Invoice
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Transactional Data – FOC Sales Process
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Transactional Data – Asset Sales
Asset can be directly sale through finance but when there is requirement to capture tax
after retirement of asset or invoice print out is required then asset should be sale with
sales order. This will be dealt in the same way as that of sale of scrap without
inventory.
A separate sales order will be created with a Non Valuated material which will not have
any financial impact. While creating material master data, select Account Assignment
Group as a Asset (AS)
There will be no accounting impact on PGI.
Pre-requisite: Prior to sale of asset from SD, Finance need to discard the asset from
asset block via T. Code-ABAON:
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Transactional Data- Stock Transfer
Stock Transfer Order will be used for Inventory wherein Transfer price is to be addressed, however
Inventory wherein Margins are not involved, can be routed via Material Movement (For detail MM BBP-
STO process an be referred).
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Transactional Data- Stock Transfer
Note- GST will be auto accounted, as and when inter states STO will be carried out.
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Transactional Data – Credit Note/ Debit Note
Customer Debit/Credit Notes are raised in following cases:
Sales Return (Excess Supply)
Price Difference (Debit/Credit)
Penalty/Cash Discount/Quality rejection
In case of sales return and Price difference(Debit/Credit) will be raised via SD module, for
detailed process please refer the respective BBP(SD).
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Transactional Data – Sales Return Process
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Transactional Data – Commercial Credit Note/ Debit Note
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Transactional Data – Payment Receipt
In SAP all the customer ledgers will be controlled via open item management, as and when
Business will receive the payment against the invoices, respective invoices will get cleared.
Payment wherein payment advice has been received or it is to be adjusted against respective
invoice, open invoices will get cleared(F-28), however payment received without payment
advice will be treated on account payment and clearing will happen manually.
Incoming payment can be cleared partially and residually depending on the situation.
In case of PVCMT, most of the payment is received against bill and part payment being adjusted
against open invoices.
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To be continue…..
Transactional Data – Payment Receipt – NON PDC
Non PDC Approach basically comprise collection against invoice on/before/after due dates of
invoices. With majority of customer PVCMT follows the same approach.
On receipt of credit in bank Account, PVCMT will knock off the invoices and pass the accounting
entry.
Partial Payment: This functionality in SAP is used when, payment against an invoice is
received incomplete and rest is expected to be received later.
Residual Payment: This functionality in SAP is used when, payment against an invoice is
received incomplete and rest is not expected to be received.
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Transactional Data – Payment via PDC
PVCMT uses PDC (payment method) for customer payment collection for a set of identified customers.
to be continue.. 42
Transactional Data – PDC Process
Accounting entries at different stages:
Invoicing (With Payment Term/Payment Method – PDC)
Indicator Main Ledger (Recon) Sub Ledger (If any) Amount
Debit Domestic Customer XYZ Customer 1000
Credit Sales Revenue 1000
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Transactional Data – Payment Receipt
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Period End Activities
Open Item Clearing:
It is recommended to PVCMT to clear their receivables invoice wise as SAP follows the same
clearing method in the system. In case of on account payments from customers, it is
recommended to clear the open items by FIFO method to avoid later reconciliation.
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Reports & Correspondence
An unrestricted display of the document created in SAP will be available for all the users in SAP.
There is a SAP standard layout structure which can be displayed / changed at the time of
displaying the line items. But however the user has to select at the time of displaying the line
items which he/she want to see apart from the standard headings like amount, date, document
types. Any additional selections which are entered by the user will be displayed.
Besides standard Customer Ledger (FBL5N/FBL5H) reports, below customized report will be
provided to PVCMT for analysis purpose:
Customer Aging (Profit Center/Plant Wise)
Besides that all debit/credit note print formats will be provided to enable user to extract the
same from SAP itself to avoid manual interventions.
FI Debit/Credit Note
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Finance – WRICEF(Customization) list
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Review & Sign off
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Thank You
SAP
Inputs Outputs
SAP FI AR BBP
Mawai PVCMT
Feedback
For any query , please feel free to reach us @
sonu.mishra@mawaimail.com 49