S4F13_FI Additional Config
Short Description
S4F13_FI Additional Configuration...
Description
S4F13 Additional Financial Accounting Configuration in SAP S/4HANA
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EXERCISES AND SOLUTIONS
. Course Version: 05
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Contents Unit 1: 1 7 10 15 19 25 29 35 Unit 2: 38 41 46 52 55 57 60 Unit 3: 70 Unit 4: 79 82 89 93 99 Unit 5: 105 112 117
Automatic Payments Exercise 1: Define a House Bank Exercise 2: Modify Vendor Master Records Exercise 3: Enter Invoices for Automatic Payments Exercise 4: Create and Display a SEPA Mandate Exercise 5: Configure the Payment Program Exercise 6: Configure the Bank Selection Exercise 7: Run the Payment Proposal Exercise 8: Execute a Payment Run The Dunning Program Exercise 9: Modify a Customer Master Record Exercise 10: Modify Financial Accounting Documents for the Dunning Program Exercise 11: Set Up a New Dunning Procedure Exercise 12: Modify Dunning Program Parameters Exercise 13: Execute a Dunning Run Exercise 14: Edit a Dunning Proposal List Exercise 15: Print a Dunning Notice Correspondence Exercise 16: Create a Correspondence Special General Ledger Transactions Exercise 17: Enter a Guarantee Made Exercise 18: Post a Down Payment Request, a Received Down Payment, and a Customer Invoice, and Perform Clearing Exercise 19: Post a Customer Invoice and Enter an Individual Value Adjustment Exercise 20: Configure Special G/L Transactions Exercise 21: Perform an Integrated Down Payment Process Parking Documents Exercise 22: Hold and Park Documents Exercise 23: Process Parked Documents Exercise 24: Enter a Financial Document Using Parking and Workflow
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Unit 6:
Validations and Substitutions
122 127
Exercise 25: Create and Execute a Validation for a Line Item Exercise 26: Create and Execute a Substitution for a Line Item
132
Exercise 27: Use Rules and Sets to Create a Substitution
Unit 7: 138 142 Unit 8:
Data Archiving in FI Exercise 28: Maintain FI Customizing Basics for Archiving Exercise 29: Archive G/L Account Master Record Data Aging in FI No exercises
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Unit 1 Exercise 1 Define a House Bank
Business Example In your role as cash management associate, you must create a new bank, define it as a house bank, and open a current account in the new house bank. In this exercise, when the values include ##, replace the characters with the number that your instructor assigned you. 1. Use the data in the following table to manually create a bank master record for the new bank in the SAP bank directory. Field Name/Data Type
Value
Bank Country
DE
Bank Key
123456##
Bank Name
TA## Bank
Region
Your choice
Street
Your choice
City
Your choice
Bank Branch
Your choice
SWIFT/BIC
ACBKDE##
2. Add the bank you created to the bank hierarchy. 3. Use the data in the following table to define the new bank as a house bank in your company. Field Name/Data Type
Value
Company Code
TA##
House Bank
T-B##
Bank Country
DE
Bank Key
123456##
4. Use the data in the following table to create a current account in the house bank and link it to an existing G/L account. Ensure that you generate the IBAN. Field Name/Data Type
Value
Opening Date
Current Date
Company Code
TA##
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Unit 1: Automatic Payments
Field Name/Data Type
Value
Account Holder
Company Code TA##
Bank Country
DE
Bank Key
123456##
Currency
EUR
Account Number
11111##
Description
Current Account EUR
Account Type
01
IBAN
Generate IBAN button
IBAN Valid From
Current Date
Opening Date
Current Date
ID Category
Central System: House Bank Ac count
House Bank
TB##
House Bank Account ID
GIRO
G/L
11001000
5. Use the data in the following table to update the master record for the G/L account with the house bank and current account data:
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Field Name/Data Type
Value
Chart of Accounts
YCOA
G/L Account
11001000
Company Code
TA##
House Bank
TB##
Account ID
GIRO
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Unit 1 Solution 1 Define a House Bank
Business Example In your role as cash management associate, you must create a new bank, define it as a house bank, and open a current account in the new house bank. In this exercise, when the values include ##, replace the characters with the number that your instructor assigned you. 1. Use the data in the following table to manually create a bank master record for the new bank in the SAP bank directory. Field Name/Data Type
Value
Bank Country
DE
Bank Key
123456##
Bank Name
TA## Bank
Region
Your choice
Street
Your choice
City
Your choice
Bank Branch
Your choice
SWIFT/BIC
ACBKDE##
a) On the SAP Fiori initial screen, choose Bank Account Management → Manage Banks. b) On the Manage Banks screen, choose the Create Bank button. c) On the Create Bank — General Data — Control Data screen, enter the required data in the Bank Country, Bank Key, Bank Name, SWIFT/BIC, Bank Number fields. d) On the Create Bank — General Data — Address screen, enter the data in the Region, Street, City, Bank Branch fields. e) Choose Save. 2. Add the bank you created to the bank hierarchy. a) On the SAP Fiori initial screen, choose Manage Bank Accounts (Overview and Maintenance) and, on the top of the screen, choose Bank Hierarchy. b) In the Bank Account Hierarchy view, choose the Edit Bank Hierarchy button. c) In the right side of the screen, from the list, select a node under which you want to add a bank (BANK1 — 50070010).
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Unit 1: Automatic Payments
d) From the left side of the screen, choose the bank to be added (123456##) under the selected node and choose the Add Bank button. e) Choose Save. 3. Use the data in the following table to define the new bank as a house bank in your company. Field Name/Data Type
Value
Company Code
TA##
House Bank
T-B##
Bank Country
DE
Bank Key
123456##
a) On the SAP Fiori screen, choose Bank Account Management → Manage Banks. b) On the Manage Banks screen choose the bank previously created (123456##). c) Choose Edit and, in House Bank section, select the button Add (+). d) On the Create House Bank screen, enter the following data: Field Name/Data Type
Value
Company Code
TA##
House Bank
T-B##
e) Choose Save. The message “House Bank created” is displayed. 4. Use the data in the following table to create a current account in the house bank and link it to an existing G/L account. Ensure that you generate the IBAN.
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Field Name/Data Type
Value
Opening Date
Current Date
Company Code
TA##
Account Holder
Company Code TA##
Bank Country
DE
Bank Key
123456##
Currency
EUR
Account Number
11111##
Description
Current Account EUR
Account Type
01
IBAN
Generate IBAN button
IBAN Valid From
Current Date
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Solution 1: Define a House Bank
Field Name/Data Type
Value
Opening Date
Current Date
ID Category
Central System: House Bank Ac count
House Bank
TB##
House Bank Account ID
GIRO
G/L
11001000
a) On the SAP Fiori initial screen, from the main top menu, choose Bank Account Management (Overview and Maintenance) → Manage Bank Accounts. b) In the Active Accounts screen, choose House Bank Account List. c) On the House Bank Account List screen, choose New Bank Account. d) On the New Bank Account screen, enter the data provided for the following fields: Opening Date, Company Code, Account Holder, Bank Country, Bank Key, Currency, Account Number, Description, Account Type, IBAN . e) If Bank Key and Account Number is provided choose the IBAN button, then the IBAN will be generated. Confirm the IBAN generated or change it. f) Choose Save as Active. g) Choose Edit. h) Select the Connectivity Path tab and choose Edit. Choose Add and enter the following data: Field Name/Data Type
Value
House Bank Account ID
GIRO
GL Account
11001000
i) Choose Save as Active. The new account is displayed in the list. 5. Use the data in the following table to update the master record for the G/L account with the house bank and current account data: Field Name/Data Type
Value
Chart of Accounts
YCOA
G/L Account
11001000
Company Code
TA##
House Bank
TB##
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Unit 1: Automatic Payments
Field Name/Data Type
Value
Account ID
GIRO
a) On the SAP Fiori screen, choose General Ledger → Manage G/L Account Master Data. b) On the Search G/L Accounts screen, enter the G/L Account 11001000 that is to be changed and enter the Chart of Accounts YCOA. c) Choose Go and click on the displayed account number. d) Select the GL Account line. e) On the GL Account Master Data screen choose Edit. f) Select the Company Code line TA##. g) Select the Create/bank/interest tab. h) Enter the required data in the House Bank and Account ID fields. i) Choose OK and then choose Save. The mapping between G/L account and house bank master data needs to be defined as a 1:1 relation. For each house bank an individual G/L account should be created.
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Unit 1 Exercise 2 Modify Vendor Master Records
Business Example To avoid problems during the automatic payment run, you must verify and, if necessary, update the vendor master data. In this exercise, when the values include ##, replace the characters with the number that your instructor assigned you. 1. Update the general data in the vendor master record to ensure that your vendor details are complete. Use the data in the following table: Field Name/Data Type
Value
Business Partner
TAV##
Company Code
TA##
Name (first line)
TA## Real Estate Agency Hamburg
Street/House number
Main Street 199
Postal Code/City
20000 Hamburg
Country
DE
Language
Update to reflect the location of the training
2. Use the data in the following table to enter a new bank account number for a vendor and generate the IBAN. Field Name/Data Type
Value
Business Partner
TAV##
Company Code
TA##
ID
02
Country
DE
Bank Key
123456##
Bank Account
111111##
3. Enter the payment method T- SEPA Credit Transfer as another possible payment method at the company code level for your vendor master record. Do not deselect any other payment methods.
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Unit 1 Solution 2 Modify Vendor Master Records
Business Example To avoid problems during the automatic payment run, you must verify and, if necessary, update the vendor master data. In this exercise, when the values include ##, replace the characters with the number that your instructor assigned you. 1. Update the general data in the vendor master record to ensure that your vendor details are complete. Use the data in the following table: Field Name/Data Type
Value
Business Partner
TAV##
Company Code
TA##
Name (first line)
TA## Real Estate Agency Hamburg
Street/House number
Main Street 199
Postal Code/City
20000 Hamburg
Country
DE
Language
Update to reflect the location of the training
a) On the SAP Fiori screen, choose Accounts Payable/ Receivables → Maintain Business Partner. Note: If a different business partner should be analyzed, choose the Open BP button under Display – Change Organization. In the Open Business Partner screen enter the Business Partner code. b) On the Maintain Business Partner screen, enter the required data in the Business Partner — T-AV## and Display in BP Role — FI Vendor fields. c) On the Display Organization: T-AV##, role FI Vendor screen, choose the Switch between Display and Change button. d) Under the General Data area, select the Address tab page. Check whether the data provided in the above table is maintained in the BP master data. e) Under the Company code data area, select Payment transactions.
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Solution 2: Modify Vendor Master Records
2. Use the data in the following table to enter a new bank account number for a vendor and generate the IBAN. Field Name/Data Type
Value
Business Partner
TAV##
Company Code
TA##
ID
02
Country
DE
Bank Key
123456##
Bank Account
111111##
a) On the SAP Fiori screen, choose Accounts Payable/ Receivables → Maintain Business Partner. b) On the Maintain Business Partner screen, enter the required data in the Business Partner — T-AV## and Display in BP Role — FI Vendor fields. c) On the Display Organization: T-AV##, role FI Vendor screen, choose the Switch between Display and Change button. d) On the Change Organization: T-AV##, role FI Vendor — General Data — Payment Transactions screen, enter the required data in the Country, Bank Key, and Bank Account fields. e) To generate an IBAN, choose IBAN Maintained. f) Choose Save. 3. Enter the payment method T- SEPA Credit Transfer as another possible payment method at the company code level for your vendor master record. Do not deselect any other payment methods. a) On the Change Organization: T-AV##, role FI Vendor select Company Code button and Supplier: Payment Transactions tab, choose the Input Help button next to the Payment methods field. b) Select T - SEPA Credit Transfer and choose Enter. If the payment method is already maintained in BP master data, no action needs to be performed in this step. c) Choose Save.
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Unit 1 Exercise 3 Enter Invoices for Automatic Payments
Business Example In your role as accounting clerk, you must enter vendor invoices for the automatic payment run in your company. In this exercise, when the values include ##, replace the characters with the number that your instructor assigned you. 1. Use the data in the following table to create a vendor invoice. Field Name/Data Type
Value
Vendor
TAV##
Invoice date
Current date
Posting Date
Current date
Amount
2000
Currency
EUR
Tax code
V0 0% Input tax non taxable
G/L acct
61003000
D/C
Debit
Amount in doc. curr.
2000
Cost center
TA##1100
Pmt Method
T
Payment Term
0001
2. Use the data in the following table to create a vendor credit memo:
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Field Name/Data Type
Value
Vendor
TAV##
Invoice date
Current date minus two months
Posting Date
Current date minus two months
Amount
2500
Currency
EUR
Tax code
V0 0% Input tax non taxable
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Exercise 3: Enter Invoices for Automatic Payments
Field Name/Data Type
Value
G/L acct
61003000
D/C
Credit
Amount in doc. curr.
2500
Cost center
TA##1200
Pmt Method
T
Payment Term
0001
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Unit 1 Solution 3 Enter Invoices for Automatic Payments
Business Example In your role as accounting clerk, you must enter vendor invoices for the automatic payment run in your company. In this exercise, when the values include ##, replace the characters with the number that your instructor assigned you. 1. Use the data in the following table to create a vendor invoice. Field Name/Data Type
Value
Vendor
TAV##
Invoice date
Current date
Posting Date
Current date
Amount
2000
Currency
EUR
Tax code
V0 0% Input tax non taxable
G/L acct
61003000
D/C
Debit
Amount in doc. curr.
2000
Cost center
TA##1100
Pmt Method
T
Payment Term
0001
a) On the SAP Fiori screen, choose Accounts Payable/ Receivables → Create Incoming Invoice. b) On the Enter Vendor Invoice: Company Code TA## screen, enter the required data in the Vendor, Invoice Date, Posting Date, Amount, and Currency fields. c) Select the Calculate tax box and select the appropriate tax code. d) In the Items area, enter the required data in the G/L acct (G/L account), D/C (debit/ credit), Amount in doc. curr. (currency of the amount in the document), Tax code, and Cost center fields. e) On the Payment tab, enter the required data in the Payt Terms (payment term) and the Pmt Method (payment method) fields.
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Solution 3: Enter Invoices for Automatic Payments
f) Choose Simulate. g) Verify the document. To view or change the details in a line item, double-click the relevant line item. h) To save the document, choose Post
.
Document Reference: __________________________________________________ 2. Use the data in the following table to create a vendor credit memo: Field Name/Data Type
Value
Vendor
TAV##
Invoice date
Current date minus two months
Posting Date
Current date minus two months
Amount
2500
Currency
EUR
Tax code
V0 0% Input tax non taxable
G/L acct
61003000
D/C
Credit
Amount in doc. curr.
2500
Cost center
TA##1200
Pmt Method
T
Payment Term
0001
a) On the SAP Fiori screen, from the main top menu, choose Accounts Payable/ Receivables -> Create Incoming Invoice. b) On the Enter Vendor Invoice: Company Code TA## screen, choose Transaction Credit Memo. c) On the Enter Vendor Invoice: Company Code TA## screen, enter the required data in the Vendor, Invoice date, Posting Date, Amount, and Currency fields. d) Select the Calculate tax box and select the appropriate tax code. e) In the Items area, enter the required data in the G/L acct (G/L account), D/C (debit/ credit), Amount in doc. curr. (amount in document currency), Tax code, and Cost center fields. f) On the Payment tab, enter the required data in the Pmt Method (payment method) field. g) In the top of the screen, choose Simulate Document Posting button. h) Verify the document. To view or change the details in a line item, double-click the relevant line item.
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Unit 1: Automatic Payments
i) To save the document, choose Post
.
Document Number: __________________________________________________
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Unit 1 Exercise 4 Create and Display a SEPA Mandate
Business Example In order to receive direct debit payments from a customer, you must create a mandate. In this exercise, when the values include ##, replace the characters with the number that your instructor assigned you. 1. Use the data in the following table to create a mandate. Field Name/Data Type
Value
Business Partner
TAC##
Company Code
TA##
Correspondence Language
Update to reflect the location of the training
Creditor ID
DE98ZZZ09999999999
Status
Active
Valid from
01.01.YYYY (current year)
Valid to
31.12.YYYY (current year plus two years)
Payment type
N — Recurring use mandate
Location of Sig.
Update to reflect the location of the training
Signature Date
01.01.YY (current year)
2. Display and verify the mandate. 3. Alternatively, under SAP Fiori , you can use the Accounts Payable/ Receivables Create SEPA Mandate to create a SEPA Mandate. To update the mandate with the customer and company code data, choose the Supplement Data button. 4. To change the SEPA Mandate, under SAP Fiori , you can use the Accounts Payable/ Receivables Change SEPA Mandate application.
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Unit 1 Solution 4 Create and Display a SEPA Mandate
Business Example In order to receive direct debit payments from a customer, you must create a mandate. In this exercise, when the values include ##, replace the characters with the number that your instructor assigned you. 1. Use the data in the following table to create a mandate. Field Name/Data Type
Value
Business Partner
TAC##
Company Code
TA##
Correspondence Language
Update to reflect the location of the training
Creditor ID
DE98ZZZ09999999999
Status
Active
Valid from
01.01.YYYY (current year)
Valid to
31.12.YYYY (current year plus two years)
Payment type
N — Recurring use mandate
Location of Sig.
Update to reflect the location of the training
Signature Date
01.01.YY (current year)
a) On the SAP Fiori screen, choose Accounts Payable/ Receivables → Maintain Business Partner. Note: If a different business partner should be analyzed, choose the Open BP button under Display – Change Organization. In the Open Business Partner screen, enter the Business Partner code. b) On the Maintain Business Partner screen, enter the required data in the below fields:
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Field Name/Data Type
Value
Business Partner
TAC##
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Solution 4: Create and Display a SEPA Mandate
c) Choose Enter. d) Display the Business Partner in role FI Customer. e) On the Display Person: T-AC##, role FI Customer, choose the Switch between Display and Change button. f) On the Change Person: T-AC##, role FI Customer — General Data — Address screen, if required, update the Correspondence Language field in the Name section of the screen. g) On the Change Person: T-AC##, role FI Customer — General Data screen, choose the Payment Transactions tab. h) In the Bank Details area, select the line with bank details and choose FI SEPA Mandates button. The following information message will be displayed, No mandate for IBAN... Do you want to create a new mandate?. i) Choose Yes” and select company code TA##. The following information message will be displayed: Date for company code TA## transferred for the mandate recipient. j) In the Create Mandate: Default IDs dialog box, enter the required data in the Creditor ID field and choose Continue. The credit ID is automatically filled by the system based on the Customizing data. k) On the Create Mandate: Detail screen, on the Basic Data tab, enter the required data in the Status, Valid from, Valid to, Location of Sig. (location of signatory), and Signature Date fields. l) On the Payer tab, verify the customer data. m) On the Payment Recipient tab, verify the company code data. Note: Subsequent changes to the address and bank data do not automatically result in changes to the entries in the mandate. n) Choose the Check Mandate button. o) In the Information dialog box, choose Continue. p) On the Create Mandate: Detail screen, choose Continue. q) On the Change Person: T-AC##, role FI Customer — General Data screen, choose Save. Mandate Reference: __________________________________________________ 2. Display and verify the mandate. a) On the Change Organization: T-AC##, role FI Customer — General Data screen, choose the Payment Transactions tab. b) In the Bank Details area, select the line with bank details and choose the FI SEPA Mandates button.
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Unit 1: Automatic Payments
The following information message will be displayed, There are already mandate for IBAN... Do you want to change them or create new mandate? c) Choose Change. d) In the Mandates screen, select the line with the mandate and choose Print Mandate. e) Enter LP01 as Output Device. f) To display the mandate, in the Print: SEPA Mandates dialog box, choose Print Preview. g) Once you have verified the mandate, choose Exit. h) If asked, choose to save the customer master data. 3. Alternatively, under SAP Fiori , you can use the Accounts Payable/ Receivables Create SEPA Mandate to create a SEPA Mandate. To update the mandate with the customer and company code data, choose the Supplement Data button. 4. To change the SEPA Mandate, under SAP Fiori , you can use the Accounts Payable/ Receivables Change SEPA Mandate application.
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Unit 1 Exercise 5 Configure the Payment Program
Business Example To optimize the handling of your incoming and outgoing payments with the payment program, you must verify and, if necessary, update the settings in Customizing. In this exercise, when the values include ##, replace the characters with the number that your instructor assigned you. 1. Use the data in the following table to verify the general settings for your company code in the payment run configuration. Field Name/Data Type
Value
Sending company code
TA##
Paying company code
TA##
Tolerance days for payable
5
Outgoing pmnt with cash disc. from
2.0
Minimum amount for incoming payment
0.50
Minimum amount for outgoing payment
2.5
Form for the Payment Advice
SAPscript F110_D_AVIS
2. Use the following table to take note of, and compare, the settings selected for Germany (DE) with payment method S and with payment method T. Field Name/Data Type
Payment Method S
Payment Method T
Payment method for Payment method classification Allowed for personnel payments Street, P.O. box, or P.O. box pst code Bank details Account Number Required IBAN Required SWIFT Code Required Document type for payment Clearing document type
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Unit 1: Automatic Payments
Field Name/Data Type
Payment Method S
Payment Method T
Format 3. Use the following table to take note of, and compare, the settings selected for company code TA## with payment method S and with payment method T. Field Name/Data Type
Payment Method S
Payment Method T
Minimum amount Maximum amount Foreign business partner allowed Foreign currency allowed Cust/vendor bank abroad allowed? Payment per due date No optimization Optimize by bank group Optimize by postal code Form for the Payment Medium 4. Assign the selection variant V_SEPA_CT to the payment medium format SEPA_CT for your company code TA## and house bank T-B##.
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Unit 1 Solution 5 Configure the Payment Program
Business Example To optimize the handling of your incoming and outgoing payments with the payment program, you must verify and, if necessary, update the settings in Customizing. In this exercise, when the values include ##, replace the characters with the number that your instructor assigned you. 1. Use the data in the following table to verify the general settings for your company code in the payment run configuration. Field Name/Data Type
Value
Sending company code
TA##
Paying company code
TA##
Tolerance days for payable
5
Outgoing pmnt with cash disc. from
2.0
Minimum amount for incoming payment
0.50
Minimum amount for outgoing payment
2.5
Form for the Payment Advice
SAPscript F110_D_AVIS
a) On the SAP Easy Access screen, choose SPRO → SAP Reference IMG → Financial Accounting (New) → Accounts Receivable and Accounts Payable → Business Transactions → Outgoing Payments → Automatic Outgoing Payments → Payment Method/ Bank Selection for Payment Program → Set Up All Company Codes for Payment Transactions. b) On the Change View "Company Codes": Overview screen, double-click the required company code. Note: To go directly to a company code, at the bottom of the screen, choose Position and enter the company code TA##. c) On the Change View "Company Codes": Details screen, verify and, if necessary, update the data in the Sending company code, Paying company code, Tolerance days for payable, and Outgoing pmnt with cash disc. from (outgoing payment with cash discount from) fields. Choose Save. d) Choose Back twice.
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Unit 1: Automatic Payments
e) On the Customizing: Payment Method/ Bank Selection for Payment Program screen, choose Set Up Paying Company Codes for Payment Transactions. f) On the Change View "Paying Company Codes: Overview" screen, double-click the appropriate paying company code. g) On the Change View "Paying Company Codes": Details screen, verify and, if necessary, update the data in the Minimum amount for incoming payment and Minimum amount for outgoing payment fields. h) Choose Forms and verify the data in the Form for the Payment Advice field. i) Choose Save. j) To return to the Customizing: Payment Method/Bank Selection for Payment Program screen, choose Back twice. 2. Use the following table to take note of, and compare, the settings selected for Germany (DE) with payment method S and with payment method T. Field Name/Data Type
Payment Method S
Payment Method T
Payment method for Payment method classification Allowed for personnel payments Street, P.O. box, or P.O. box pst code Bank details Account Number Required IBAN Required SWIFT Code Required Document type for payment Clearing document type Format a) On the Customizing: Payment Method/Bank Selection for Payment Program screen, choose Set Up Payment Methods per Country for Payment Transactions. b) On the Change View "Payment Method/Country": Overview screen, choose payment method S for Germany. c) On the Change View "Payment Method/Country": Details screen, take note of the settings selected and choose Back. d) On the Change View "Payment Method/Country": Overview screen, choose payment method T for Germany. e) On the Change View "Payment Method/Country": Details screen, take note of the settings selected and choose Back twice.
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Solution 5: Configure the Payment Program
3. Use the following table to take note of, and compare, the settings selected for company code TA## with payment method S and with payment method T. Field Name/Data Type
Payment Method S
Payment Method T
Minimum amount Maximum amount Foreign business partner allowed Foreign currency allowed Cust/vendor bank abroad allowed? Payment per due date No optimization Optimize by bank group Optimize by postal code Form for the Payment Medium a) On the Customizing: Payment Method/Bank Selection for Payment Program screen, choose Set Up Payment Methods per Company Code for Payment Transactions. b) On the Change View "Maintenance of Company Code Data for a Payment Method": O screen, choose payment method S. c) On the Change View "Maintenance of Company Code Data for a Payment Method": D screen, take note of the settings selected. d) Choose Form Data and take note of the data in the Form for the Payment Medium field and choose Back. e) On the Change View "Maintenance of Company Code Data for a Payment Method": O screen, choose payment method T. f) On the Change View "Maintenance of Company Code Data for a Payment Method": D screen, take note of the settings selected. g) Choose Save. 4. Assign the selection variant V_SEPA_CT to the payment medium format SEPA_CT for your company code TA## and house bank T-B##. a) On the SAP Easy Access screen, choose Tools → Customizing → IMG → Execute Project. Note: You can also use transaction code SPRO. b) On the Customizing: Execute Project screen, choose SAP Reference IMG.
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Unit 1: Automatic Payments
c) On the Display IMG screen, choose Financial Accounting (New) → Accounts Receivable and Accounts Payable → Business Transactions → Outgoing Payments → Automatic Outgoing Payments → Payment Media → Make Settings for Payment Medium Formats from Payment Medium Workbench → Create/Assign Selection Variants. Note: You can also use transaction code OBPM4. d) On the Payment Medium: Selection Variants screen, double-click the payment medium format SEPA_CT. e) In the Paymt Medium Output Seperated With... area, scroll down to your company code TA## and house bank T-B##, enter the variant V_SEPA_CT. f) Choose Save.
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Unit 1 Exercise 6 Configure the Bank Selection
Business Example To ensure outgoing and incoming payments are posted to the correct bank account, you must configure the bank selection for automatic payments. In this exercise, when the values include ##, replace the characters with the number that your instructor assigned you. 1. Use the data in the following table to configure the bank determination settings for your company code. Field Name/Data Type
Value
Paying company code
TA##
Payment method/PM
T
House Bank
TB##
Ranking Order
1
Acct ID
GIRO
Bank subaccount
11001020
2. Use the data in the following table to plan the amounts for your house bank and the related bank account. Field Name/Data Type
For Payment Method T
House bank
TB##
Account ID
GIRO
Days
999
Currency
EUR
Available for outgoing payment
5,000,000.00
3. Use the data in the following table to revise the planned amounts for your house bank and the related bank account. Field Name/Data Type
Value
House bank
TB##
Account ID
GIRO
Currency
EUR
Days
2
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Unit 1: Automatic Payments
26
Field Name/Data Type
Value
Payment method
T
Amount Limit
3,000,000.00
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Unit 1 Solution 6 Configure the Bank Selection
Business Example To ensure outgoing and incoming payments are posted to the correct bank account, you must configure the bank selection for automatic payments. In this exercise, when the values include ##, replace the characters with the number that your instructor assigned you. 1. Use the data in the following table to configure the bank determination settings for your company code. Field Name/Data Type
Value
Paying company code
TA##
Payment method/PM
T
House Bank
TB##
Ranking Order
1
Acct ID
GIRO
Bank subaccount
11001020
a) On the SAP Easy Access screen, choose SPRO → SAP Reference IMG → Financial Accounting (New) → Accounts Receivable and Accounts Payable → Business Transactions → Outgoing Payments → Automatic Outgoing Payments → Payment Method/Bank Selection for Payment Program → Set Up Bank Determination for Payment Transactions. b) Select the row for the required paying company code. c) In the left pane, double-click Ranking Order. d) On the Change View "Ranking Order": Overview screen, for the required payment method (T), overwrite the value in the House Bk (house bank) field with the required data (T-B##). e) Choose Save. f) In the left pane, double-click Bank Accounts (Enhanced). g) On the Change View "Bank Accounts (Enhanced)": Overview screen, choose New Entries. h) On the New Entries: Overview of Added Entries screen, enter the required data in the House Bk (house bank), PM (payment method), Acct ID (account ID), and Bank subacct (bank subaccount) fields. i) Choose Save.
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Unit 1: Automatic Payments
2. Use the data in the following table to plan the amounts for your house bank and the related bank account. Field Name/Data Type
For Payment Method T
House bank
TB##
Account ID
GIRO
Days
999
Currency
EUR
Available for outgoing payment
5,000,000.00
a) On the New Entries: Overview of Added Entries screen, in the left pane, double-click Available Amounts. b) On the Change View "Available Amounts": Overview screen, choose New Entries. c) On the New Entries: Overview of Added Entries screen, enter the required data in the House Ba... (house bank), Accoun... (account ID), Days, Currency, and Available for outgoing... (available for outgoing payment) fields. d) Choose Save. 3. Use the data in the following table to revise the planned amounts for your house bank and the related bank account. Field Name/Data Type
Value
House bank
TB##
Account ID
GIRO
Currency
EUR
Days
2
Payment method
T
Amount Limit
3,000,000.00
a) On the New Entries: Overview of Added Entries screen, in the left pane, double-click the Value Date folder. b) On the Change View "Value Date": Overview screen, choose New Entries. c) On the New Entries: Overview of Added Entries screen, enter the required data in the Pmt me... (payment method), House... (house bank), Acc... (account ID), Amount Limit, and Days... (days) fields. d) Choose Save.
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Unit 1 Exercise 7 Run the Payment Proposal
Business Example As a member of the accounting department, you must ensure that a high volume of invoices are processed on time and in accordance with the payment methods specified by each vendor. In this exercise, when the values include ##, replace the characters with the number your instructor assigned you. 1. Use the data in the following table to consult the master record for vendor T-AV## and verify that the address information is complete and that no payment blocks apply. Field Name/Data Type
Value
Company Code
TA##
General data: Address Company code data: Payment transactions Payment block
Free for payment
Business Partner
T-AV##
Display in BP role
FI Vendor
2. Use the data in the following table to verify that the vendor account has a cumulative debit balance. Field Name/Data Type
Value
Supplier
TAV##
Company Code
TA##
Fiscal Year
Current fiscal year
3. Use the data in the following table to run the automatic payment run, to pay the open invoices for vendor accounts T-AV##. Field Name/Data Type
Value
Run Date
Current date
Identification
TA##
Posting Date
Current date
Docs entered up to
Current date
Company Code
TA##
Payment Method
T
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Unit 1: Automatic Payments
Field Name/Data Type
Value
Next Payment Date
Current date plus one month
Supplier
TAV##
Due date check for open items
Select
Selected Payment methods
Can be selected if “Attempted but Failed Payment Methods is not selected”.
Attempted but Failed Payment Methods
Can be select if “Selected Payment methods is not selected”.
Required Supplier
TAV##
4. Create the proposal run, scheduling it to run immediately. 5. Delete the proposal created. 6. Create a new vendor invoice in order to have a credit balance for your vendor. Use the following data: Field Name
Value
Vendor
TAV##
Invoice Date
current date
Document Date
current date
Amount
1000
Calculate tax
selected
VAT Code
1I (10% Input tax)
GL Account
61003000
Cost Center
TA##1100
Payment Method
T
Term of Payment
0001
7. Recreate the Payment Proposal.
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Unit 1 Solution 7 Run the Payment Proposal
Business Example As a member of the accounting department, you must ensure that a high volume of invoices are processed on time and in accordance with the payment methods specified by each vendor. In this exercise, when the values include ##, replace the characters with the number your instructor assigned you. 1. Use the data in the following table to consult the master record for vendor T-AV## and verify that the address information is complete and that no payment blocks apply. Field Name/Data Type
Value
Company Code
TA##
General data: Address Company code data: Payment transactions Payment block
Free for payment
Business Partner
T-AV##
Display in BP role
FI Vendor
a) On the SAP Fiori screen, choose Accounts Payable/ Receivables → Maintain Business Partner. Note: If a different business partner should be analyzed, choose the Open BP button under Display – Change Organization. In the Open Business Partner screen, enter the Business Partner code. b) On the Maintain Business Partner screen, enter the data provided in the table for the Business Partner and Display in BP role fields. c) Choose Enter. d) On the Display Organization: T-AV##, role FI Vendor— General Data — Address screen, verify that the street address, city, and country information is complete and choose Enter. e) On the Display Organization: T-AV##, role FI Vendor , choose the Switch between Display and Change button.
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Unit 1: Automatic Payments
f) On the Change Organization: T-AV##, role FI Vendor — Company Code — Payment Transactions screen, verify that the payment block indicates that the vendor is free for payment. g) Choose Save and exit the screen. 2. Use the data in the following table to verify that the vendor account has a cumulative debit balance. Field Name/Data Type
Value
Supplier
TAV##
Company Code
TA##
Fiscal Year
Current fiscal year
a) On the SAP Fiori screen, from the main top menu, choose Account Payable/ Receivables → Display Supplier Balances. b) On the Display Supplier Balances screen, enter the required data in the Supplier, Company code, and Fiscal Year fields. c) Choose Go. d) Verify that there is a cumulative debit balance for vendor T-AV## in the current period. 3. Use the data in the following table to run the automatic payment run, to pay the open invoices for vendor accounts T-AV##. Field Name/Data Type
Value
Run Date
Current date
Identification
TA##
Posting Date
Current date
Docs entered up to
Current date
Company Code
TA##
Payment Method
T
Next Payment Date
Current date plus one month
Supplier
TAV##
Due date check for open items
Select
Selected Payment methods
Can be selected if “Attempted but Failed Payment Methods is not selected”.
Attempted but Failed Payment Methods
Can be select if “Selected Payment methods is not selected”.
Required Supplier
TAV##
a) On the SAP Fiori screen, from the main top menu, choose Accounts Payable/ Receivables → Manage Automatic Payments.
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Solution 7: Run the Payment Proposal
b) On the Manage Automatic Payments screen, choose the Add button (+) at the right side of the screen and enter the required data in the Run Date and Identification fields. c) Choose Create. d) In the Payment Controls tab and enter the required data in the Company Code, Payment Methods, Supplier, Posting date (payment methods), Docs Entered Up To and Next Payment Date fields. e) Under Free selection section, certain field can be selected as selection criteria for current payment run. f) Choose the Additional Log tab, select the required logging types, and enter the required supplier. g) Choose Save and Back to return to the Manage Automatic Payments screen. h) Choose Go and in the Parameter Created tab the run is updated (X). i) If the Parameter Created needs to be changed, select the Parameter Created identification and in the next screen choose Edit. 4. Create the proposal run, scheduling it to run immediately. a) On the Manage Automatic Payments — Parameter Created tab, select the run previously created and choose Schedule — Proposal. b) In the Schedule Proposal dialog box, select Start Immediately and choose Schedule. c) The information message Proposal has been scheduled is displayed on the screen. d) The proposal created is updated in the Proposal Processed tab, after being transferred from the Parameter Created tab. e) Select the payment proposal created and choose the arrow under Revise column. f) In the new screen Revise Payment Proposals select tab Exception and double click on payment document. The supplier has a debit balance; the invoice is not paid. g) Chose Back until you reach the Proposal screen. 5. Delete the proposal created. a) In the Manage Automatic Payment screen select the proposal created and choose Delete. b) In the Confirm screen the Keep Parameters option is selected. Choose Continue. c) Choose Back. 6. Create a new vendor invoice in order to have a credit balance for your vendor. Use the following data: Field Name
Value
Vendor
TAV##
Invoice Date
current date
Document Date
current date
Amount
1000
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Unit 1: Automatic Payments
Field Name
Value
Calculate tax
selected
VAT Code
1I (10% Input tax)
GL Account
61003000
Cost Center
TA##1100
Payment Method
T
Term of Payment
0001
a) On the SAP Fiori screen, from the main top menu, choose Accounts Payable/ Receivables → Create Incoming Invoice. b) On Enter Vendor Invoices: Company Code TA## enter the data given in the table. c) Under the Payment tab enter the payment method and payment term. d) Choose Simulate in order to check the document. e) Choose Save. 7. Recreate the Payment Proposal. a) On the Manage Automatic Payments — Parameter Created tab, select the run previously created and choose Schedule — Proposal. b) In the Schedule Proposal dialog box, select Start Immediately and choose Schedule. c) The information message Proposal has been scheduled is displayed on the screen. d) The proposal created is updated in the Proposal Processed tab, after being transferred from the Parameter Processed tab. e) Select the payment proposal created and choose the arrow under the Revise column. f) In the new Revise Payment Proposals screen, select the Payments tab and select the document F11XXXXXXX in order to see the invoices included in the payment proposal.
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Unit 1 Exercise 8 Execute a Payment Run
Business Example Once you have approved the payment proposal, you must execute the payment run. You generate the DME file to send to the bank to process your payments. 1. Schedule a payment run to start immediately. 2. Download and display the Payment Medium File. 3. Display the payment run log. 4. Display the posted payment document and verify the reference text.
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Unit 1 Solution 8 Execute a Payment Run
Business Example Once you have approved the payment proposal, you must execute the payment run. You generate the DME file to send to the bank to process your payments. 1. Schedule a payment run to start immediately. a) On the SAP Fiori screen, from the main top menu, choose Accounts Payable/ Receivables → Manage Automatic Payments. b) On the Manage Automatic Payments — Proposal Processed screen, select the proposal run previously created and choose Schedule. c) In the Schedule Payment dialog box, select Start Immediately and select Schedule. The information message “Payment has been scheduled” is displayed on the screen. The payment run created is updated in the tab Payment Processed, being transferred from tab Proposal Processed tab. d) Choose the Payment Processed tab and check the log where the message Posting Orders: 1 generated, 1 completed is displayed. e) Select Open. f) In the new screen choose the Payments tab. The payment document is displayed. g) Take a note of the payment document number:___________________. h) Choose Home to return to initial screen. 2. Download and display the Payment Medium File. a) On the SAP Fiori initial screen, Accounts Payable/ Receivables → Manage Automatic Payments . b) On the Manage Automatic Payments screen, choose the Payment Processed tab and select the payment media file created under the Payment Media column. c) On the Manage Payment Media screen, select the payment file created and choose Download . The message 1 file downloaded will be displayed on the screen Download Success. d) At the bottom of the screen the message Do you want to open or save the Payment_Media...will be displayed. e) Choose Save → Save As and in the new screen choose Save. f) In the previous screen choose Open Folder then right-click on the previously created file and choose Open With → Internet Explorer. The file will be opened. g) Choose Home to return to the initial screen.
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Solution 8: Execute a Payment Run
3. Display the payment run log. a) On the Maintain Automatic Payments — Payment Processed tab, select the line with the payment run previously created and choose Log. 4. Display the posted payment document and verify the reference text. a) On the SAP Fiori screen, from the main top menu, choose Accounts Payable/ Receivables → Manage Journal Entries. b) On the Manage Journal Entries screen, enter the company code TA##, the payment document number, the current year, and choose Go. c) Select the document line and choose Manage Journal Entries and verify the text in the Header Text field. Result: In the Header Text field, the identification payment run is saved.
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Unit 2 Exercise 9 Modify a Customer Master Record
Business Example In your role as accounting clerk, you regularly send dunning notices to your customers. For this reason, you must maintain the dunning data in the customer master records. In this exercise, when the values include ##, replace the characters with the number that your instructor assigned you. 1. Use the data in the following table to maintain some of the key fields in the customer master record.
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Field Name/Data Type
Value
Business Partner
TAC##
Company Code
TA##
Correspondence Language
Update to reflect the location of the training
Dunning.Procedure
1001
Dunning clerk
AC
Dunning Block
E — Other reason
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Unit 2 Solution 9 Modify a Customer Master Record
Business Example In your role as accounting clerk, you regularly send dunning notices to your customers. For this reason, you must maintain the dunning data in the customer master records. In this exercise, when the values include ##, replace the characters with the number that your instructor assigned you. 1. Use the data in the following table to maintain some of the key fields in the customer master record. Field Name/Data Type
Value
Business Partner
TAC##
Company Code
TA##
Correspondence Language
Update to reflect the location of the training
Dunning.Procedure
1001
Dunning clerk
AC
Dunning Block
E — Other reason
a) On the SAP Fiori screen, choose Accounts Payable/ Receivable → Maintain Business Partner. Note: If a different business partner should be analyzed, choose the Open BP button under Display – Change Organization. In the Open Business Partner screen enter the Business Partner code. b) On the Display Person: T-AC## screen, enter the required data in the Business Partner and Display in BP role fields. c) Choose Enter. d) On the Display Person: T-AC##, role FI Customer screen, choose the Switch between Display and Change button. e) On the Change Person: T-AC##, role FI Customer — General Data screen, enter the required data in the Correspondence Language field.
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Unit 2: The Dunning Program
Note: If the dunning letter is not available in your language, the system creates the dunning letter in German (the original language of the SAPscript form). f) Choose Company Code Data and enter Company Code TA##. g) On the Change Person: T-AC##, role FI Customer — Company Code Data screen, choose the Customer: Correspondence tab and enter the required data in the Dunn.Procedure (dunning procedure), Dunning clerk, and Dunning Block fields. h) Choose Save.
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Unit 2 Exercise 10 Modify Financial Accounting Documents for the Dunning Program
Business Example In your role as accounting clerk, you regularly send dunning notices to your customers. For this reason, it is often necessary to modify a posted document by entering a dunning block. In this exercise, when the values include ##, replace the characters with the number that your instructor assigned you. 1. Use the data in the following table to create a credit memo document. Field Name/Data Type
Value
Customer
TAC##
Invoice date
Current date minus one month
Posting Date
Current date minus one month
Amount
EUR 200
Tax code
1O
G/L acct
41000000
D/C
Debit
Amount in doc.curr.
200
Profitability Segment/ Profit Center
YB600
2. Use the data in the following table to create a customer invoice. Field Name/Data Type
Value
Customer
TAC##
Invoice date
Current date minus one month
Posting Date
Current date minus one month
Amount
EUR 1000
Tax code
1O
G/L acct
41000000
D/C
Credit
Amount in doc.curr.
1000
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Unit 2: The Dunning Program
Field Name/Data Type
Value
Profitability Segment/ Profit Center
YB600
3. Use the data in the following table to enter a dunning block in a financial accounting document.
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Field Name/Data Type
Value
Customer
TAC##
Company Code
TA##
Amount (CoCd Cur.)
1,000.00
Status
Open Items
Open on Key Date
current date
Item type
Normal Item
Dunn. Block
B
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Unit 2 Solution 10 Modify Financial Accounting Documents for the Dunning Program
Business Example In your role as accounting clerk, you regularly send dunning notices to your customers. For this reason, it is often necessary to modify a posted document by entering a dunning block. In this exercise, when the values include ##, replace the characters with the number that your instructor assigned you. 1. Use the data in the following table to create a credit memo document. Field Name/Data Type
Value
Customer
TAC##
Invoice date
Current date minus one month
Posting Date
Current date minus one month
Amount
EUR 200
Tax code
1O
G/L acct
41000000
D/C
Debit
Amount in doc.curr.
200
Profitability Segment/ Profit Center
YB600
a) On the SAP Fiori screen, from the main top menu, choose Accounts Payable/ Receivable → Create Outgoing Invoice → Transaction: Credit Memo. b) On the Enter Customer Credit Memo: Company Code TA## screen, enter the required data in the Customer, Document date, Posting Date, Amount. c) Select Calculate tax and the required tax code. Hint: To acknowledge the warning message and proceed, choose Enter on your keyboard. d) Scroll down to the Items area of the screen and enter the required data in the G/L acct (general ledger account), D/C (debit/credit), and Amount in doc.curr. (amount in currency of the document) fields.
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43
Unit 2: The Dunning Program
e) Double-click on the G/L account line item and choose Profitability Segment — Enter Account Assignment. f) Scroll down to the Profit Center field, enter the value YB600, and choose Continue. g) Choose Back. h) On the Payment tab enter baseline date: the current date minus one month. i) Choose Post
. Stay on this screen for the next posting.
2. Use the data in the following table to create a customer invoice. Field Name/Data Type
Value
Customer
TAC##
Invoice date
Current date minus one month
Posting Date
Current date minus one month
Amount
EUR 1000
Tax code
1O
G/L acct
41000000
D/C
Credit
Amount in doc.curr.
1000
Profitability Segment/ Profit Center
YB600
a) On the Enter Customer Invoice: Company Code TA## screen, enter the required data in the Customer, Document date, Posting Date, and Amount fields. b) Select Calculate tax and the required tax code. Hint: To acknowledge the warning message and proceed, choose Enter on your keyboard. c) Scroll down to the Items area of the screen and enter the required data in the G/L acct (general ledger account), D/C (debit/credit), and Amount in doc.curr. (amount in currency of the document) fields. d) Double-click on the G/L account line item and choose Profitability Segment — Enter Account Assignment. e) Scroll down to the Profit Center field, enter the value YB600, and choose Continue. f) Choose Back. g) Choose Post
and exit the screen.
3. Use the data in the following table to enter a dunning block in a financial accounting document.
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Solution 10: Modify Financial Accounting Documents for the Dunning Program
Field Name/Data Type
Value
Customer
TAC##
Company Code
TA##
Amount (CoCd Cur.)
1,000.00
Status
Open Items
Open on Key Date
current date
Item type
Normal Item
Dunn. Block
B
a) On the SAP Fiori screen, choose Accounts Payable/ Receivable → Manage Customer Line Items. b) On the Manage Customer Line Items screen, enter the required data in the Customer account, Company code, Status, Open on Key Date, and Item type fields. The required data is provided in the table. c) Choose Go. d) Select the document with the required amount in the Amount (CoCd Cur.) (amount in company code currency) field. e) Choose the Block for Dunning button in the Items area. f) In the Reason for dunning block screen, enter the required data in the Dunn. Block field. g) Choose OK.
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Unit 2 Exercise 11 Set Up a New Dunning Procedure
Business Example Your company is introducing a new dunning procedure. You must create a new dunning procedure, reflecting the requirements stipulated by the customer and assign the new procedure to the customer. In this exercise, when the values include ##, replace the characters with the number your instructor assigned you. Create a New Dunning Procedure 1. Use the data in the following table to create a new dunning procedure based on the dunning procedure 1001. Field Name/Data Type
Value
Dunn.Procedure
GR##
Name
Four-level dunning, every week
Dunning Interval in Days
7
No. of dunning levels
4
Min.days in arrears (acct)
3
Line item grace periods
2
Standard transaction dunning
Select
Ref.Dunning Procedure for Texts
1001
2. Use the data in the following table to assign the minimum number of days in arrears as a prerequisite for reaching each of the four dunning levels. Dunning Level
Value
1
2
2
9
3
16
4
23
3. Set the print parameters to ensure that dunning is always carried out at dunning level 4, that all items are printed for dunning levels 3 and 4, and that a five-day payment deadline for paying overdue items is applied for dunning level 3.
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Exercise 11: Set Up a New Dunning Procedure
4. Use the data in the following table to set the fixed dunning charge for dunning levels 1, 2, and 3. Ensure that the charges are applied in EUR. Before setting the charges, you must delete the existing entries. Dunn.Level
From Dunn. Amt
Dunn.charge
1
5
2
2
10
5
3
20
10
5. Use the data in the following table to set the minimum amount required for dunning levels 1, 2, 3, and 4. Ensure that amounts are specified in EUR. Dun
Minimum amount
1
3
2
5
3
10
4
20
6. Use the data in the following table to verify the settings for dunning texts and save your dunning procedure. Field Name/Data Type
Value
Company Code
TA##
By dun. Lev
Select
Ref.CoCode
1010
Assign the New Dunning Procedure 1. Assign the dunning procedure GR## to your customer T-AC##. Use Company Code TA##.
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47
Unit 2 Solution 11 Set Up a New Dunning Procedure
Business Example Your company is introducing a new dunning procedure. You must create a new dunning procedure, reflecting the requirements stipulated by the customer and assign the new procedure to the customer. In this exercise, when the values include ##, replace the characters with the number your instructor assigned you. Create a New Dunning Procedure 1. Use the data in the following table to create a new dunning procedure based on the dunning procedure 1001. Field Name/Data Type
Value
Dunn.Procedure
GR##
Name
Four-level dunning, every week
Dunning Interval in Days
7
No. of dunning levels
4
Min.days in arrears (acct)
3
Line item grace periods
2
Standard transaction dunning
Select
Ref.Dunning Procedure for Texts
1001
a) On the SAP Fiori screen, choose Correspondence → Create Dunning Notices. b) On the Dunning screen, in the main menu at the top of the screen, choose Environment → Change configuration. c) On the Maintain Dunning Procedure: List screen, choose New procedure. d) On the Maintain Dunning Procedure: Overview screen, enter the required data in the Dunn.Procedure and Name fields. e) In the main menu at the top of the screen, choose Dunning Procedure → Copy. f) In the Copy Dunning Procedure dialog box, enter 1001 in the Dunning Proc. field and choose Continue. g) On the Maintain Dunning Procedure: Overview screen, enter the required data in the Dunning Interval in Days, No. of dunning levels, Min. days in arrears (acct), and Line item grace periods fields.
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Solution 11: Set Up a New Dunning Procedure
h) Select Standard transaction dunning and enter the required data in the Ref.Dunning Procedure for Texts field. i) Do not exit this screen. 2. Use the data in the following table to assign the minimum number of days in arrears as a prerequisite for reaching each of the four dunning levels. Dunning Level
Value
1
2
2
9
3
16
4
23
a) In the main menu at the top of the screen, choose Goto → Dunning levels. b) On the Maintain Dunning Procedure: Dunning levels screen, enter the required data in the Days in arrears/interest area for dunning level 1, 2, 3, and 4. c) Do not exit this screen. 3. Set the print parameters to ensure that dunning is always carried out at dunning level 4, that all items are printed for dunning levels 3 and 4, and that a five-day payment deadline for paying overdue items is applied for dunning level 3. a) In the Print parameters area, select Always dun? for dunning level 4, select Print all items for dunning levels 3 and 4, and enter 5 in the Payment deadline field for dunning level 3. b) Deselect Calculate interest. c) Do not exit this screen. 4. Use the data in the following table to set the fixed dunning charge for dunning levels 1, 2, and 3. Ensure that the charges are applied in EUR. Before setting the charges, you must delete the existing entries. Dunn.Level
From Dunn. Amt
Dunn.charge
1
5
2
2
10
5
3
20
10
a) In the main menu at the top of the screen, choose Goto → Dunning charges. b) In the Dunning Charges dialog box, enter EUR in the Currency field and choose Continue. c) On the Maintain Dunning Procedure: Charges screen, place the cursor in the first line. d) In the main menu at the top of the screen, choose Edit → Delete line. e) Repeat this step for the other entries.
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Unit 2: The Dunning Program
f) In the Charges area of the screen, enter the required data in the Dunn.Level (dunning level), From Dunn. Amt (from dunning amount), and Dunn.charge (dunning charge) fields for dunning levels 1, 2, and 3. g) Do not exit this screen. 5. Use the data in the following table to set the minimum amount required for dunning levels 1, 2, 3, and 4. Ensure that amounts are specified in EUR. Dun
Minimum amount
1
3
2
5
3
10
4
20
a) In the main menu at the top of the screen, choose Goto → Minimum amounts. b) In the Minimum Amounts dialog box, enter EUR in the Currency field and choose Continue. c) On the Maintain Dunning Procedure: Minimum amounts screen, enter the required data in the Dun (dunning level) and Minimum amnt (minimum amount) fields for dunning levels 1, 2, 3, and 4. d) Delete all values displayed in column Min. Amt. for Interest. e) Choose Back. f) Choose Save. g) Create a Customizing request and save the changes in this Customizing request. 6. Use the data in the following table to verify the settings for dunning texts and save your dunning procedure. Field Name/Data Type
Value
Company Code
TA##
By dun. Lev
Select
Ref.CoCode
1010
a) On the Maintain Dunning Procedure: Overview screen, in the main menu at the top of the screen, choose Environment → Company code data. b) On the Change View "Company Code Dunning Control": Overview screen, choose Position.... c) In the Another entry dialog box, enter TA## in the Company Code field and choose Continue. d) Choose Enter.
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Solution 11: Set Up a New Dunning Procedure
e) For TA##, verify that By dun.lev (by dunning level) is selected and that the data in the Ref.CoCode (reference company code) field is correct. f) Choose Back. g) On the Maintain Dunning Procedure: Overview screen, choose Save. h) Select the dunning procedure previously created; GR##. i) In the main menu at the top of the screen, choose Goto → Dunning texts. j) In the Company Code/Account T... dialog box, enter 1010 in the Company Code field. k) Verify that Customer is selected in the Account type area and choose Continue. Hint: As the values for the dunning procedure GR## and company code TA## are derived from dunning procedure 1001 and company code 1010, to change the dunning text specifications, select dunning procedure 1001 in relation to company code 1010. The dunning texts are displayed on the Maintain Dunning Procedure: Dunning texts screen. l) Choose Back. Assign the New Dunning Procedure 1. Assign the dunning procedure GR## to your customer T-AC##. Use Company Code TA##. a) On the SAP Fiori screen, choose Accounts Payable/ Receivable → Maintain Business Partner. b) In the Maintain Business Partner screen, enter TAC## in the Business Partner field and role FI Customer in the Display in BP role field. c) Choose Enter. d) On the Display Person: T-AC##, role FI Customer screen, choose Company Code Data. e) On the Display Person: T-AC##, role FI Customer screen, choose the Switch between Display and Change button. f) Enter Company Code TA## in company code field end press Enter. g) On the Change Person: T—AC##, role FI Customer — Company Code Data screen, choose the Customer: Correspondence tab and enter GR## in the Dunn. Procedure field. h) Choose Save.
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51
Unit 2 Exercise 12 Modify Dunning Program Parameters
Business Example In your role as collections officer, you must periodically send dunning notices to particular customers. To select the customers you want to dun, you must select the dunning parameters for the automated run. In this exercise, when the values include ##, replace the characters with the number that your instructor assigned you. 1. Use the data in the following table to ensure that there are at least two open items on your customer account T-AC##. Field Name/Data Type
Value
Customer
TAC##
Company Code
TA##
Status:
Open Items
Open at key date
Current date
Layout
SAP - Dunning data
Hint: Choose the SAP standard layout SAP – Dunning data to display the dunning details on the line item level. 2. Use the data in the following table to create a dunning run.
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Field Name/Data Type
Value
Run On
Current date + 10 days
Identification
TA##
Dunning date
Current date + 10 days
Docmnts posted up to
Current date + 10 days
Company Code
TA##
Customer
From TAC## to TAC##
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Unit 2 Solution 12 Modify Dunning Program Parameters
Business Example In your role as collections officer, you must periodically send dunning notices to particular customers. To select the customers you want to dun, you must select the dunning parameters for the automated run. In this exercise, when the values include ##, replace the characters with the number that your instructor assigned you. 1. Use the data in the following table to ensure that there are at least two open items on your customer account T-AC##. Field Name/Data Type
Value
Customer
TAC##
Company Code
TA##
Status:
Open Items
Open at key date
Current date
Layout
SAP - Dunning data
Hint: Choose the SAP standard layout SAP – Dunning data to display the dunning details on the line item level. a) On the SAP Fiori screen, from the main top menu, choose Accounts Payable/ Receivables → Manage Customer Line Items. b) On the Manage Customer Line Items screen, enter the required data in the relevant fields, as shown in the following table: Field Name/Data Type
Value
Customer
TAC##
Company Code
TA##
Status
Open Items
Open at key date
Current date
Item Type
Normal Items
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53
Unit 2: The Dunning Program
c) Choose Go. d) Choose Variants → SAP — Dunning Data. 2. Use the data in the following table to create a dunning run. Field Name/Data Type
Value
Run On
Current date + 10 days
Identification
TA##
Dunning date
Current date + 10 days
Docmnts posted up to
Current date + 10 days
Company Code
TA##
Customer
From TAC## to TAC##
a) On the SAP Fiori screen, from the main top menu, choose Correspondence → Create Dunning Notices. b) On the Dunning screen, enter the required data in the Run On and Identification fields. c) Choose Refresh
.
d) Choose the Parameter tab and enter the required data in the Dunning date, Docmnts posted up to (documents posted up to), Company Code, and Customer fields. e) Choose the Additional Log tab and enter the required data in the Customer fields. f) Choose Enter. Hint: To acknowledge any warning messages and proceed, choose Enter on your keyboard. g) Choose Save. h) Choose the Status tab. i) Do not exit this screen.
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Unit 2 Exercise 13 Execute a Dunning Run
Business Example After you have set the parameters for the dunning run, you want the system to select the relevant invoices for you to review before printing out and sending the dunning notices. 1. Execute the proposal run in the dunning program. Set the proposal run to start immediately for the automatic dunning run parameterized in exercise Modify Dunning Program Parameters.
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Unit 2 Solution 13 Execute a Dunning Run
Business Example After you have set the parameters for the dunning run, you want the system to select the relevant invoices for you to review before printing out and sending the dunning notices. 1. Execute the proposal run in the dunning program. Set the proposal run to start immediately for the automatic dunning run parameterized in exercise Modify Dunning Program Parameters. a) On the SAP Fiori screen, from the main top menu, choose Correspondence → Create Dunning Notice. b) On the Dunning screen, in the main menu at the top of the screen, choose Dunning notice menu → Schedule dunning run. c) Enter LP01 as Output Device and choose Continue. d) In the Schedule Selection and Print dialog box, select Start immediately. e) Choose Dispatch. f) On the Dunning screen, in the main menu at the top of the screen, choose Refresh until the message Dun.selection is complete is displayed in the Status area.
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Unit 2 Exercise 14 Edit a Dunning Proposal List
Business Example In your role as accounting clerk, you must verify the dunning proposal and, if necessary, edit the proposal. 1. Compare the information on the dunning proposal available in the dunning list with the information available in the dunning run log. Then, display the blocked account and items. Finally, display a sample printout of a dunning letter. 2. Edit the dunning proposal for customer T-AC##. Delete the dunning blocks on header and line items level and enter dunning level 1 for the open items. 3. Use the data in the following table to display a sample printout of a dunning letter, blocked accounts, and blocked items. Field Name/Data Type
Value
Start immediately
Select
Output Device
LP01
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Unit 2 Solution 14 Edit a Dunning Proposal List
Business Example In your role as accounting clerk, you must verify the dunning proposal and, if necessary, edit the proposal. 1. Compare the information on the dunning proposal available in the dunning list with the information available in the dunning run log. Then, display the blocked account and items. Finally, display a sample printout of a dunning letter. a) On the SAP Fiori screen, choose Correspondence → Create Dunning Notice. b) On the Dunning screen, choose Dunning list. c) To confirm the default program, in the Dunning List Variant dialog box, choose Continue. The resulting Dunning Proposal screen displays no customer and dunning information due to maintained dunning blocks on master record and items level. d) To return to the Dunning screen, choose Back. e) On the Dunning screen, choose Log. The resulting Job Log Entries screen displays the information to use the Exception List. f) Choose Back. g) Choose the Exception List button. Result: Account D T-AC## is blocked for dunning and Document ** has dunning block reason B. 2. Edit the dunning proposal for customer T-AC##. Delete the dunning blocks on header and line items level and enter dunning level 1 for the open items. a) To return to the Dunning screen, choose Back. b) Choose Dunning notice menu → Change . c) On the Dunning Proposal screen, choose Execute. d) Double-click the invoice for EUR 1,000 with the payment block B for customer TAC##. e) In the Dunning notice header area of the Change Dunning Notice dialog box, delete the entries “E” in the Dunn. Block column. f) In the Dunning line items area of the Change Dunning Notice dialog box, delete the entries in the Dunn. block field and enter 1 in the Dunn. level field for each line item. g) Choose Copy.
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Solution 14: Edit a Dunning Proposal List
h) Choose Save. i) To return to the Dunning screen, choose Back twice. 3. Use the data in the following table to display a sample printout of a dunning letter, blocked accounts, and blocked items. Field Name/Data Type
Value
Start immediately
Select
Output Device
LP01
a) To return to the Dunning screen, choose Back. b) On the Dunning screen, choose Sample printout. c) In the Schedule Sample Printout dialog box, select Start immediately and enter the required data in the Output Device field. d) To preview the sample printout, choose Display. e) To return to the Dunning screen, choose Back twice. f) To return to the Dunning screen, choose Back.
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Unit 2 Exercise 15 Print a Dunning Notice
Business Example Once you are satisfied that the dunning proposal is accurate, you must print the dunning notice. In this exercise, when the values include ##, replace the characters with the number that the instructor assigned to you. Print and Verify a Dunning Notice 1. Use the data in the following table to print the dunning notices to the spool. Use the printer name LP01 or the printer name provided by your instructor. Field Name/Data Type
Value
Start immediately
Select
Output Device
LP01
2. Use the data in the following table to verify that the dunning data for customer T-AC## is up to date in the customer line items and at the master record level. Field Name/Data Type
Value
Customer
TAC##
Company Code
TA##
Open on Key Date
Current date
Layout
SAP Dunning data
Status
Open Items
Open at Key Date
Current date
Item Type
Normal Items
Optional: Create a second dunning run Note: Optional: If time permits, complete this task. You have been in contact with your customer and know he is late with payment on one of the invoices. You want to set a dunning block within the dunning run so the invoice in question is not dunned. 1. Use the data in the following table to post two additional invoices.
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Exercise 15: Print a Dunning Notice
Field Name/Data Type
First Invoice Value
Customer
TAC##
Invoice date
Current date minus 6 months
Posting Date
Current date minus 6 months
Amount (first invoice)
200,000
Amount (second invoice)
40,000
Currency
EUR
Calculate tax
Select
Tax Code
1O
G/L acct
41000000
D/C
Credit
Amount in doc.curr. (first invoice)
200,000
Amount in doc.curr. (second invoice)
40,000
2. Delete the dunning block for your business partner TAC## on the Correspondence tab of the company code TA##. 3. Delete the dunning block for the customer invoice of EUR 1,000 of your business partner T-AC## in company code TA##. 4. Use the data in the following table to schedule the dunning program to run one month in the future. Field Name/Data Type
Value
Run On
Current date plus one month
Identification
TA##
Dunning date
Current date plus one month
Docmnts posted up to
Current date plus one month
Company Code
TA##
Customer
From TAC## to TAC##
5. Execute the proposal run in the dunning program. Set the proposal run to start immediately for the automatic dunning run parameterized in the exercise Modify Dunning Program Parameters. 6. Use the data in the following table to change the dunning proposal and block one of the invoices. Field Name/Data Type
Value
Run date
Accept the default values
Identification
Accept the default values
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61
Unit 2: The Dunning Program
Field Name/Data Type
Value
Dunn. Block
A
7. Check the customer's open line items and master data account and display the updated dunning information.
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Field Name/Data Type
Value
Customer account
TAC##
Company code
TA##
Status
Open Items
Open at key date
Current date
Item Type
Normal Items
Layout
SAP Dunning Data
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Unit 2 Solution 15 Print a Dunning Notice
Business Example Once you are satisfied that the dunning proposal is accurate, you must print the dunning notice. In this exercise, when the values include ##, replace the characters with the number that the instructor assigned to you. Print and Verify a Dunning Notice 1. Use the data in the following table to print the dunning notices to the spool. Use the printer name LP01 or the printer name provided by your instructor. Field Name/Data Type
Value
Start immediately
Select
Output Device
LP01
a) On the SAP Fiori screen, from the main top menu, choose Correspondence → Create Dunning Notice. b) On the Dunning screen, choose Dunning notice menu → Dunning printout. c) In the Schedule Print dialog box, select Start immediately and enter the required data in the Output Device field. d) Choose Print. e) Choose Enter on your keyboard until the message Dun. printout is complete is displayed. f) Choose Print Log to display further details. 2. Use the data in the following table to verify that the dunning data for customer T-AC## is up to date in the customer line items and at the master record level. Field Name/Data Type
Value
Customer
TAC##
Company Code
TA##
Open on Key Date
Current date
Layout
SAP Dunning data
Status
Open Items
Open at Key Date
Current date
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Unit 2: The Dunning Program
Field Name/Data Type
Value
Item Type
Normal Items
a) On the SAP Fiori screen, from the main top menu, choose Accounts Payable/ Receivable → Manage Customer Line Items. b) On the Manage Customer Line Items screen, enter the required data in the following fields: Customer, Company Code, Status, Open on Key Date, Item Type. The required data is provided in the table. c) Choose Go. d) To select the layout to be used to display the dunning information, choose Variants → SAP → Dunning Data. e) To display the dunning data in the customer line items, choose the required layout. f) Choose Back. g) On the SAP Fiori screen, choose Accounts Payable/ Receivable → Maintain Business Partner. Note: If a different business partner should be analyzed, choose the Open BP button under Display – Change Organization. In the Open Business Partner screen, enter the business partner code. h) On the Maintain Business Partner screen, enter the required data in the Business Partner — T-AC## and Display in BP role — FI Customer fields. i) Choose Enter. j) To display the dunning data at the master record level, choose the Customer: Correspondence tab in the customer's Company Code Data TA##. Optional: Create a second dunning run Note: Optional: If time permits, complete this task. You have been in contact with your customer and know he is late with payment on one of the invoices. You want to set a dunning block within the dunning run so the invoice in question is not dunned. 1. Use the data in the following table to post two additional invoices.
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Field Name/Data Type
First Invoice Value
Customer
TAC##
Invoice date
Current date minus 6 months
Posting Date
Current date minus 6 months
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Solution 15: Print a Dunning Notice
Field Name/Data Type
First Invoice Value
Amount (first invoice)
200,000
Amount (second invoice)
40,000
Currency
EUR
Calculate tax
Select
Tax Code
1O
G/L acct
41000000
D/C
Credit
Amount in doc.curr. (first invoice)
200,000
Amount in doc.curr. (second invoice)
40,000
a) On the SAP Fiori screen, from the main top menu, choose Accounts Payable/ Receivable → Create Outgoing Invoice. b) On the Enter Customer Invoice: Company Code TA## screen, enter the required data in the Customer, Invoice date, and Posting Date fields. c) Enter EUR 200,000 in the Amount fields. Hint: To acknowledge warning messages and proceed, choose Enter on your keyboard. d) Select Calculate tax and enter the required data in the Tax Code, G/L acct (general ledger account), D/C (debit or credit), and Amount in doc.curr. (amount in document) fields. The error message Account 41000000 requires an assignment to a CO object will be displayed on the screen. e) Double-click the GL Account line and choose Profitability Segment — Enter Account Assignment. f) Scroll down to the Profit Center field, enter YB600, and choose Continue. g) Choose Back. h) To save the document, choose Post. i) On the Enter Customer Invoice: Company Code TA## screen, enter the required data in the Customer, Invoice date, Posting Date, Amount, and Currency fields. j) Enter EUR 40,000 in the Amount fields. k) Select Calculate tax and enter the required data in the Tax Code, G/L acct (general ledger account), D/C (debit or credit), and Amount in doc.curr. (amount in document) fields.
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65
Unit 2: The Dunning Program
The error message Account 41000000 requires an assignment to a CO object is displayed on the screen. l) Double-click the GL Account line and choose Profitability Segment — Enter Account Assignment. m) Scroll down to the Profit Center field, enter YB600, and choose Continue. n) Choose Back. o) To save the document, choose Post. 2. Delete the dunning block for your business partner TAC## on the Correspondence tab of the company code TA##. a) On the SAP Fiori screen, from the main top menu, choose Accounts Payable/ Receivable → Maintain Business Partner. b) Enter Business Partner TAC## and press Enter. c) Display your Business Partner in role FI Customer. d) Choose the Company Code button. e) Choose the Customer: Correspondence tab page. f) Enter the company code TA## and press Enter. g) Choose the button Switch between Display and Change. h) Delete the Dunning Block on the Customer: Correspondence tab and choose Save. 3. Delete the dunning block for the customer invoice of EUR 1,000 of your business partner T-AC## in company code TA##. a) On the SAP Fiori screen, from the main top menu, choose Accounts Payable/ Receivable → Manage Customer Line Items. b) Enter the following data: Field Name/Data Type
Value
Customer
TAC##
Company Code
TA##
Status
Open Items
Open on Key Date
Current date
Item Type
Normal Items
c) Choose Go. d) Select the customer invoice of EUR 1,000 and choose Unblock for Dunning. e) Choose Back. 4. Use the data in the following table to schedule the dunning program to run one month in the future.
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Solution 15: Print a Dunning Notice
Field Name/Data Type
Value
Run On
Current date plus one month
Identification
TA##
Dunning date
Current date plus one month
Docmnts posted up to
Current date plus one month
Company Code
TA##
Customer
From TAC## to TAC##
a) On the SAP Fiori screen, from the main top menu, choose Correspondence → Create Dunning Notices. b) On the Dunning screen, enter the required data in the Run On and Identification fields. c) Choose Refresh
.
d) Choose the Parameter tab and enter the required data in the Dunning date, Docmnts posted up to (documents posted up to), Company Code, and Customer fields. e) Choose the Additional Log tab and enter the required data in the Customer fields. f) Choose Enter. Hint: To acknowledge warning messages and proceed, choose Enter on your keyboard. g) Choose Save. h) Choose the Status tab. i) Do not exit this screen. 5. Execute the proposal run in the dunning program. Set the proposal run to start immediately for the automatic dunning run parameterized in the exercise Modify Dunning Program Parameters. a) On the Dunning screen, in the main menu at the top of the screen, choose Dunning notice menu → Schedule . b) In the Schedule Selection and Print dialog box, select Start immediately. c) Choose Dispatch. d) On the Dunning screen, in the main menu at the top of the screen, choose Refresh until the message Dun. selection is complete is displayed in the Status area. 6. Use the data in the following table to change the dunning proposal and block one of the invoices. Field Name/Data Type
Value
Run date
Accept the default values
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67
Unit 2: The Dunning Program
Field Name/Data Type
Value
Identification
Accept the default values
Dunn. Block
A
a) On the Dunning screen, choose Change. b) Leave the default values in the Run date and Identification fields and choose Execute. c) Double-click the line for the EUR 40,000 invoice. d) In the Change Dunning Notice dialog box, enter the required data in the Dunn. Block field of the EUR 40,000 dunning line item. e) Choose Copy. f) Choose Save. g) To return to the Dunning screen, choose Back. h) To schedule the dunning notice printout, choose Dunning printout. i) In the Schedule Print dialog box, select Start immediately and choose Print. 7. Check the customer's open line items and master data account and display the updated dunning information. Field Name/Data Type
Value
Customer account
TAC##
Company code
TA##
Status
Open Items
Open at key date
Current date
Item Type
Normal Items
Layout
SAP Dunning Data
a) On the SAP Fiori screen, from the main top menu, choose Accounts Payable/ Receivables → Manage Customer Line Items. b) On the Manage Customer Line Items screen, enter the provided data in the following fields: Customer account, Company code, Status, Open at key date, and Item Type. c) Choose Go. d) To select the layout to be used to display the dunning information, choose Variants → SAP → Dunning Data. e) To display the dunning data in the customer line items, choose the required layout. f) On the SAP Fiori screen, choose Accounts Payable/ Receivables → Maintain Business Partner. g) On the Maintain Business Partner screen, enter the required data in Business Partner — T-AC## and Display in BP role — FI Customer fields.
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Solution 15: Print a Dunning Notice
h) Choose Enter. i) To display the dunning data at the master record level, choose the Customer: Correspondence tab in the customer's Company Code Data.
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69
Unit 3 Exercise 16 Create a Correspondence
Business Example Your company uses different types of correspondence daily. You want to automate your correspondence so that you can maintain individual correspondence and send a periodic account statement to your customers. In this exercise, when the values include ##, replace the characters with the number that your instructor assigned you. 1. Use the data in the following table to create a new correspondence type. Specify that it is mandatory to enter the account number when creating this correspondence and that the correspondence type must allow individual text entry. Use the information provided in the following table: Field Name/Data Type
Value
Correspondence
ZAP##
Correspond.type
Definable text for group ##
Acct required
Select
Indiv. text
Select
2. Use the data in the following table to assign a print program to correspondence type ZAP##. Enter the existing print report variant SAP10 and the standard text F140_IND_TEXT_01 in Customizing for company code TA## and assign the print program RFKORD40 to your correspondence type ZAP##. Field Name/Data Type
Value
Company Code
TA##
Correspondence
ZAP##
Name of the print program
RFKORD40
Name of variant
SAP10
Text
F140_IND_TEXT_01
3. Use the data in the following table to specify when the new correspondence type can be called up and ensure that individual text can be entered when documents are created and displayed.
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Field Name/Data Type
Value
Correspondence type
ZAP##
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Exercise 16: Create a Correspondence
Field Name/Data Type
Value
DocEnt
Select
DocDsp
Select
4. Use the data in the following table to post a credit memo and request correspondence in the same step. Field Name/Data Type
Value
Company Code
TA##
Customer
TAC##
Document date
Current date
Posting Date
Current date
Amount
100
Currency
EUR
Calculate tax
Select
Tax Code
1O
G/L Account
41000000
D/C
Debit
Amount in doc. curr.
100
Individual Text
&SGDH& and &MFG&
5. Use the data in the following table to request your individual correspondence when displaying the posted document. Field Name/Data Type
Value
Company Code
TA##
Fiscal Year
Current year
Document Number
Previously created credit memo
6. Create a correspondence requests for an internal documents. 7. Use the data in the following table to display the request of correspondence: Field Name/Data Type
Value
Company code
TA##
Document Number
Previously created credit memo
Fiscal year
20XX
8. Use the data in the following table to send the account statement to your customer at the end of the posting period.
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71
Unit 3: Correspondence
Field Name/Data Type
Value
Customer
TAC##
Company code
TA##
Account Statement
2 (monthly account statement)
Account type
D (Customer)
Account
TC##
Indicator in master record
2
Key dates for acct statements
Current date
Correspondence
SAP06
First, ensure that your customer T-AC## is included in the monthly run. Check the customer master data and make any necessary changes. Second, run the monthly account statement for your customer T-AC##.
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Unit 3 Solution 16 Create a Correspondence
Business Example Your company uses different types of correspondence daily. You want to automate your correspondence so that you can maintain individual correspondence and send a periodic account statement to your customers. In this exercise, when the values include ##, replace the characters with the number that your instructor assigned you. 1. Use the data in the following table to create a new correspondence type. Specify that it is mandatory to enter the account number when creating this correspondence and that the correspondence type must allow individual text entry. Use the information provided in the following table: Field Name/Data Type
Value
Correspondence
ZAP##
Correspond.type
Definable text for group ##
Acct required
Select
Indiv. text
Select
a) On the SAP Easy Access screen, go to Tools → Customizing → IMG → Execute Project. Note: You can also use transaction code SPRO. b) On the Customizing: Execute Project screen, choose SAP Reference IMG. c) On the Display IMG screen, go to Financial Accounting (New) → Financial Accounting Global Settings (New) → Correspondence → Define Correspondence Types. d) On the Change View "Correspondence Types": Overview screen, choose New Entries. e) On the New Entries: Details of Added Entries screen, enter the required data in the Correspondence and Correspond.type (correspondence type) fields and select Acct required and Indiv. text. f) Choose Save. g) In the Prompt for Workbench request dialog box, choose Create Request. h) In the Create Request dialog box, enter the required data in the Short Description field. i) Choose Save and Continue.
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73
Unit 3: Correspondence
2. Use the data in the following table to assign a print program to correspondence type ZAP##. Enter the existing print report variant SAP10 and the standard text F140_IND_TEXT_01 in Customizing for company code TA## and assign the print program RFKORD40 to your correspondence type ZAP##. Field Name/Data Type
Value
Company Code
TA##
Correspondence
ZAP##
Name of the print program
RFKORD40
Name of variant
SAP10
Text
F140_IND_TEXT_01
a) On the Display IMG screen, go to Financial Accounting (New) → Financial Accounting Global Settings (New) → Correspondence → Assign Programs for Correspondence Types. b) On the Change View "Allocate Program for Automatic Correspondence": Overview screen, choose New entries. c) On the New Entries: Details of Added Entries screen, enter the required data in the Company code, Correspondence, Name of the print program, Name of variant, and Text fields. d) Choose Save. 3. Use the data in the following table to specify when the new correspondence type can be called up and ensure that individual text can be entered when documents are created and displayed. Field Name/Data Type
Value
Correspondence type
ZAP##
DocEnt
Select
DocDsp
Select
a) On the Display IMG screen, go to Financial Accounting (New) → Financial Accounting Global Settings (New) → Correspondence → Determine Call-Up Functions.. b) On the Change View "Call Options of Correspondence Types": Overview screen, choose New Entries. c) On the New Entries: Overview of Added Entries screen, enter the required data in the CoCd (company code), Corr. (correspondence type) fields, and select DocEnt (document entry), and DocDsp (document display). d) Choose Save. 4. Use the data in the following table to post a credit memo and request correspondence in the same step.
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Solution 16: Create a Correspondence
Field Name/Data Type
Value
Company Code
TA##
Customer
TAC##
Document date
Current date
Posting Date
Current date
Amount
100
Currency
EUR
Calculate tax
Select
Tax Code
1O
G/L Account
41000000
D/C
Debit
Amount in doc. curr.
100
Individual Text
&SGDH& and &MFG&
a) On the SAP Fiori screen, from the main top menu, choose Accounts Payable/ Receivable → Create Outgoing Invoice → Transaction: Credit Memo. b) On the Enter Company Code dialog box, enter the required data in the Company Code field and choose Continue. c) On the Enter Customer Credit Memo: Company Code TA## screen, enter the required data in the Customer, Document date, Posting Date, Amount, and Currency fields. d) Select Calculate tax and enter the required data in the Tax Code, G/L acct (general ledger account), D/C (debit or credit), Amount in doc. curr. (amount in document), and Tax Code fields. The error message GL Account 41000000 requires an assignment to a CO object is displayed. e) Select the GL Account line and choose Profitability Segment — Enter Account Assignment. f) Scroll down to the Profit Center field, enter YB600, and choose Continue. g) Choose Back. h) On the Enter Customer Credit Memo: Company Code screen, choose Post
.
Document Number: ________________________________________________ 5. Use the data in the following table to request your individual correspondence when displaying the posted document. Field Name/Data Type
Value
Company Code
TA##
Fiscal Year
Current year
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Unit 3: Correspondence
Field Name/Data Type
Value
Document Number
Previously created credit memo
a) On the SAP Fiori screen, from the main top menu, choose Accounts Payable/ Receivables → Manage Journal Entries. b) In Manage Journal Entries, enter the document number you recorded in step 4 and enter the required data in the Company Code and Fiscal Year fields. c) Choose Go. d) Select the document number and select Manage Journal Entry. In Manage Journal Entry, choose Create Correspondence. e) In the Correspondence Type field, select Internal Document (SAP09). f) Select Preview to display the form. g) Select Print to send a Print Request. h) Alternatively, go to Correspondence → Create Correspondence. i) In the Create Correspondence screen, enter the Company Code TA## and choose Enter. j) In the Correspondence selection screen, choose the correspondence type SAP09 — Internal Document. k) Enter the following data: Field Name/Data Type
Value
Document Number
Previously created credit memo
Fiscal Year
Current year
l) Choose Preview. m) Exit your correspondence. 6. Create a correspondence requests for an internal documents. a) On the SAP Fiori screen, from the main top menu, choose Correspondence → Create Correspondence Requests for Internal Documents. b) In Internal Documents screen, enter the document number you recorded in step 4 and enter the required data in the Company Code and Fiscal Year c) Select the Standard Documents option. d) Choose Execute. The message “1 document was selected” will be displayed on the screen. e) Choose Continue and confirm any information message. 7. Use the data in the following table to display the request of correspondence:
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Solution 16: Create a Correspondence
Field Name/Data Type
Value
Company code
TA##
Document Number
Previously created credit memo
Fiscal year
20XX
a) On the SAP Fiori screen, from the main top menu, choose Correspondence → Maintain Correspondence . b) On the Maintain Correspondence Request screen, enter the required data in the Company code and User fields. c) Choose Execute. d) In the Maintain Correspondence Request screen area, select the correspondence previously created. e) Choose Print Preview button. f) In the Print ALV List dialog box, enter the required data in the Output device field. g) Choose Continue. 8. Use the data in the following table to send the account statement to your customer at the end of the posting period. Field Name/Data Type
Value
Customer
TAC##
Company code
TA##
Account Statement
2 (monthly account statement)
Account type
D (Customer)
Account
TC##
Indicator in master record
2
Key dates for acct statements
Current date
Correspondence
SAP06
First, ensure that your customer T-AC## is included in the monthly run. Check the customer master data and make any necessary changes. Second, run the monthly account statement for your customer T-AC##. a) On the SAP Fiori screen, go to Accounts Payable/ Receivable → Maintain Business Partner .
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Unit 3: Correspondence
Note: If a different business partner should be analyzed, choose the Open BP button under Display – Change Organization. In the Open Business Partner screen, enter the Business Partner code. b) In the Maintain Business Partner dialog box, enter the required data in the Business Partner — T-AC## and Display in BP role — FI Customer fields. c) Choose Enter. d) On the Display Person: T-AC##, role FI Customer screen, choose Company Code Data. e) On the Display Person: T-AC##, role FI Customer screen, choose Switch between Display and Change button. f) On the Change Person: T—AC##, role FI Customer — Company Code screen, select the Customer: Correspondence tab and verify or enter the required data in the Bank Statement field. g) Choose Save. h) On the SAP Fiori screen, from the main top menu, choose Correspondence → Create Periodic Account Statement. i) On the Periodic Account Statements screen, enter the required data in the Company code, Account type, Account, Indicator in master record, Key dates for acct statements (key dates for account statements), and Correspondence fields. j) Choose Execute. k) To confirm any information messages and queries about issuing the request, choose Continue or Yes. The account statements have been sent to the output controller. l) To call the output controller, go to Correspondence → Maintain Correspondence.. m) On the Maintain Correspondence Request screen, enter Company Code and User. n) In the Maintain Correspondence Request new screen, select the correspondence type to be displayed. o) Select your correspondence and choose Print Preview. p) Alternatively, you can choose Correspondence Print Spooler.
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Unit 4 Exercise 17 Enter a Guarantee Made
Business Example In the notes to the financial statements, you need to display the guarantees made. Enter a guarantee made to the SAP S/4HANA application. 1. Enter a guarantee made of 6,000 EUR, due in 12 months, on accounts receivable T-AC##. Your accounts receivable is in company code TA##. The entries must be made on the first of the current month. 2. Display the guarantees made in the line item list. 3. Reverse the statistical posting (guarantee of payment made).
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Unit 4 Solution 17 Enter a Guarantee Made
Business Example In the notes to the financial statements, you need to display the guarantees made. Enter a guarantee made to the SAP S/4HANA application. 1. Enter a guarantee made of 6,000 EUR, due in 12 months, on accounts receivable T-AC##. Your accounts receivable is in company code TA##. The entries must be made on the first of the current month. a) On the SAP Fiori screen, choose Accounts Payable/ Receivable → AR: Statistical Posting (F-38). b) On the Enter Statistical Posting: Header Data screen, enter the following values: Field Name or Data Type
Values
Document Date
First day of current month
Posting Date
First day of current month
Type
DA
Currency
EUR
Company Code
TA##
Posting Key
09
Special G/L ind
G
Account
TAC##
Amount
6,000
Due on
In 12 months
Text
Guarantee made according to Agreement
c) Choose Save. The system confirms the assigned document number. d) In the SAP Fiori screen, choose Accounts Payable/ Receivables → Manage Journal Entries to display the document. e) In the Manage Journal Entries screen, enter the following data:
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Field Name or Data Type
Values
Company Code
TA##
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Solution 17: Enter a Guarantee Made
Field Name or Data Type
Values
Journal Entry
document previously posted
Fiscal Year
20XX
Hint: The document is posted to the alternative reconciliation account 12411000. The offsetting account automatically posted to is the Clearing of Guarantees Made Account (12410000). 2. Display the guarantees made in the line item list. a) On the SAP Fiori screen, choose Accounts Payable/ Receivables → Manage Customer Line Items . Field Name or Data Type
Values
Customer
TAC#
Company Code
TA##
Status
All Items
Open on Key Date
current date
Item Type
Special G/L Transactions
b) Choose Go to display the list. 3. Reverse the statistical posting (guarantee of payment made). a) On the SAP Fiori screen, choose Accounts Payable/ Receivables → Manage Journal Entries . b) On the Manage Journal Entries screen, select the document and choose Reverse. c) On the Reverse Journal Entry screen, enter the following values: Field Name or Data Type
Values
Reversal Reason
01 — Reversal in current period
Posting Date
First day of current month
d) Choose OK.
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Unit 4 Exercise 18 Post a Down Payment Request, a Received Down Payment, and a Customer Invoice, and Perform Clearing
Business Example A down payment request is a statistical noted item that serves as a reminder to make a down payment. No transaction figures are updated for down payment requests. Down payment requests can be paid and dunned automatically, and the information required by the payment or dunning program to do so is readily available. A down payment made by the customer prior to the respective service being performed is payable and may, therefore, not change the receivables of the reconciliation account. The special general ledger account (alternative reconciliation account) for down payments made is displayed in the financial statements in the payables area. The down payment is no longer a down payment once an invoice has been generated. The amount must be posted to the account as payment. Enter a down payment request and post the received down payment request. Enter a corresponding customer invoice and then clear the down payment. Enter a customer down payment request in the system. 1. Enter a down payment request to the amount of EUR 11000 for customer account TAC## in company code TA##. The document date and posting date are today. The item is due immediately. 2. Display the down payment request in the line item list of your customer account TAC##.
Post a received down payment while taking into account the existing down payment request. Next, enter a customer invoice. The customer invoice should be cleared after posting it. 1. Post a received down payment to the amount of EUR 11000 to customer account T-AC## in company code TA##. Check whether there are any down payment requests in the SAP S/4HANA application. Post the cash receipt to bank clearing account 11001000. 2. Display the down payment in the line item list. 3. Post a customer invoice to the amount of EUR 33000 to the customer account T-AC## in company code TA##. Use payment term ZB00. Post to account 41000000 as the sales revenue account. 4. Clear the customer invoice and received down payment.
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Unit 4 Solution 18 Post a Down Payment Request, a Received Down Payment, and a Customer Invoice, and Perform Clearing
Business Example A down payment request is a statistical noted item that serves as a reminder to make a down payment. No transaction figures are updated for down payment requests. Down payment requests can be paid and dunned automatically, and the information required by the payment or dunning program to do so is readily available. A down payment made by the customer prior to the respective service being performed is payable and may, therefore, not change the receivables of the reconciliation account. The special general ledger account (alternative reconciliation account) for down payments made is displayed in the financial statements in the payables area. The down payment is no longer a down payment once an invoice has been generated. The amount must be posted to the account as payment. Enter a down payment request and post the received down payment request. Enter a corresponding customer invoice and then clear the down payment. Enter a customer down payment request in the system. 1. Enter a down payment request to the amount of EUR 11000 for customer account TAC## in company code TA##. The document date and posting date are today. The item is due immediately. a) On the SAP Fiori screen, go to Accounts Payable/ Receivables → Post Customer Down Payment Requests . b) On the Customer Down Payment Request: Header Data screen, enter the following data: Field Name or Data Type
Value
Document Date
Current date
Posting Date
Current date
Currency/Rate
EUR
Company Code
TA##
Account
TAC##
Trg.sp. G/L ind.
A
c) Choose Enter.
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Unit 4: Special General Ledger Transactions
d) On the Customer Down Payment Request Add Customer item screen, enter the following data: Field Name or Data Type
Value
Amount
11000
Tax
1O 10% Output tax
Calculate tax
Select
Due on
Current date
e) Choose Post to enter the document. 2. Display the down payment request in the line item list of your customer account TAC##. a) On the SAP Fiori screen, go to Accounts Payable/ Receivables → Manage Customer Line Items . b) On the Manage Customer Line Items screen, enter the following data: Field Name or Data Type
Value
Customer
TAC##
Company Code
TA##
Status
Open Items
Open at Key Date
Current date
c) On the Type screen area, enter the following data: Field Name or Data Type
Value
Normal Items
Do not select
Noted Items
Select
d) Choose the Go button. e) On the Manage Customer Line Items screen, select the document number. f) Choose the Manage Journal Entry button. g) On the Manage Journal Entry screen, verify the G/L acct field. h) Check the account description.
Post a received down payment while taking into account the existing down payment request. Next, enter a customer invoice. The customer invoice should be cleared after posting it. 1. Post a received down payment to the amount of EUR 11000 to customer account T-AC## in company code TA##. Check whether there are any down payment requests in the SAP S/4HANA application. Post the cash receipt to bank clearing account 11001000. a) On the SAP Fiori screen, go to Accounts Payable/ Receivables → Post Customer Down Payment .
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Solution 18: Post a Down Payment Request, a Received Down Payment, and a Customer Invoice, and Perform Clearing
b) On the Post Customer Down Payment: Header Data screen, enter the following data: Field Name or Data Type
Value
Document Date
Current date
Posting Date
Current date
Company Code
TA##
c) In the Customer screen area, enter the following data: Field Name or Data Type
Value
Customer Account
TAC##
Special G/L Indicator
A
d) In the Bank screen area, enter the following data: Field Name or Data Type
Value
Account
11001000
Amount
11000
e) Choose the Requests button to display the existing down payment requests. f) On the Post Customer Down Payment Choose Requests screen, choose the desired down payment request using the switch on the left panel. g) Choose the Create Down Payments button. h) Choose Post to enter the document. If the message Correct marked line items is displayed, double-click on the marked line and choose More Data. In the next screen enter the following data: Field Name or Data Type
Value
House Bank
BANK1
Account ID
GIRO
2. Display the down payment in the line item list. a) On the SAP Fiori screen, go to Accounts Payable/ Receivable → Manage Customer Line Items . b) On the Manage Customer Line Items screen, enter the following data: Field Name or Data Type
Value
Customer
TAC##
Company Code
TA##
Status
Open Items
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Unit 4: Special General Ledger Transactions
Field Name or Data Type
Value
Open at Key Date
Current date
c) In the Type screen area, enter the following data: Field Name or Data Type
Value
Special G/L transactions
Select
Normal items
Do not select
Noted items
Do not select
d) Choose the Go button. e) Return to the main menu. 3. Post a customer invoice to the amount of EUR 33000 to the customer account T-AC## in company code TA##. Use payment term ZB00. Post to account 41000000 as the sales revenue account. a) On the SAP Fiori screen, go to Accounts Payable/ Receivables → Create Outgoing Invoice . b) On the Enter Customer Invoice: Company Code TA## screen, enter the following data: Field Name or Data Type
Value
Company Code
TA##
Customer
TAC##
Invoice date
Current date
Posting Date
Current date
Amount
33000
Tax Code
1O 10% Output tax (Training)
Calculate tax
Select
Note: A system message is issued, indicating a down payment. c) Select the Payment tab. d) Enter ZB00 in the Payt Terms field. e) In the items table, enter the following data:
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Field Name or Data Type
Value
Account
41000000
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Solution 18: Post a Down Payment Request, a Received Down Payment, and a Customer Invoice, and Perform Clearing
Field Name or Data Type
Value
Amount in doc.curr.
*
The error message GL Account 41000000 requires an assignment to a CO object is displayed on the screen. f) Double-click GL Account line and select Profitability Segment — Enter Account Assignment. g) Scroll down to the Profit Center field, enter YB600, and choose Continue. h) Choose Back. i) Choose Simulate. j) Post the document. Note the document number because it is required as an invoice reference for clearing. 4. Clear the customer invoice and received down payment. a) On the SAP Fiori screen, go to Accounts Payable/ Receivables → Clear Incoming Payments . b) On the Clear Incoming Payments screen, enter the following data: Field Name or Data Type
Value
Customer
TAC##
Company Code
TA##
Line Item Type
Down Payments
c) Choose the Go button. d) Choose Down payment document and select Clear. e) In the next screen select the invoice document to be cleared and choose Clear. The invoice document will be transferred to the section Items to be Cleared. f) In Allocated amount enter the down payment amount 11000. The invoice amount 33000 is the default system value. g) Choose Simulate. If the message Correct marked line items is displayed, double-click on the marked line and choose More Data. In the next screen enter the following data: Field Name or Data Type
Value
House Bank
BANK1
Account ID
GIRO
h) Choose Post.
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Unit 4: Special General Ledger Transactions
Note: The down payment is cleared. In practice, it is the invoice number, order number, or delivery number. For training purposes, this is the financial document number of the outgoing invoice.
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Unit 4 Exercise 19 Post a Customer Invoice and Enter an Individual Value Adjustment
Business Example When you prepare balance statements for year-end closing, enter individual disputed or doubtful receivables as individual value adjustments. The special G/L procedure is suitable here, because the transaction is entered in the customer account as well as posted to the Individual Value Adjustments for Receivables special G/L account. Enter an invoice and adjust the individual value of a doubtful receivable. 1. Post a customer invoice to the amount of EUR 11000 (including tax) to customer account T-AC## in company code TA## (posting date and document date of 6 months ago). 2. Use the special general ledger transaction E to make an individual value adjustment of EUR 10000 for the entered invoice (due on the last day of the current period; account expenses from individual value adjustment: 62010000). 3. Clear the individual value adjustment after the key date for the financial statements. Reverse the document. 4. Display the line item list of your customer account.
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Unit 4 Solution 19 Post a Customer Invoice and Enter an Individual Value Adjustment
Business Example When you prepare balance statements for year-end closing, enter individual disputed or doubtful receivables as individual value adjustments. The special G/L procedure is suitable here, because the transaction is entered in the customer account as well as posted to the Individual Value Adjustments for Receivables special G/L account. Enter an invoice and adjust the individual value of a doubtful receivable. 1. Post a customer invoice to the amount of EUR 11000 (including tax) to customer account T-AC## in company code TA## (posting date and document date of 6 months ago). a) On the SAP Fiori screen, choose Accounts Payable/ Receivables → Create Outgoing Invoice . b) On the Enter Customer Invoice: Company Code TA## screen, enter the following data: Field Name or Data Type
Value
Customer
TAC##
Invoice date
Current date minus 6 months
Posting Date
Current date minus 6 months
Amount
11000 (including VAT)
Currency
EUR
Calculate Tax
Select
Tax code
1O 10% Output Tax (Training)
c) In the items table, enter the following data: Field Name or Data Type
Value
G/L account
41000000
D/C
Credit
Amount
*
The message GL Account 41000000 requires an assignment to a CO object will be displayed. d) Double-click the GL Account line and select Profitability Segment — Enter Account Assignment.
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Solution 19: Post a Customer Invoice and Enter an Individual Value Adjustment
e) Scroll down to the Profit Center field, enter YB600, and choose Continue. f) Choose Back. g) Choose Post. 2. Use the special general ledger transaction E to make an individual value adjustment of EUR 10000 for the entered invoice (due on the last day of the current period; account expenses from individual value adjustment: 62010000). a) On the SAP Fiori screen, choose Accounts Payable/ Receivables → AR: Transfer Without Clearing (F-21). b) On the Enter Transfer Posting: Header Data screen, enter the following data: Field Name or Data Type
Value
Document Date
Last day of the current period
Posting Date
Last day of the current period
Company Code
TA##
Currency
EUR
PstKy
19
Account (customer)
TAC##
SGL Ind
E (special general ledger indicator for individual value adjustment)
Hint: The reconciliation account of the customer is account 121000000. The item you posted during the previous transaction has also been posted to this account. With the individual value adjustment, you transfer the item from account 121000000 (domestic customer receivables) to account 12401000 (individual value adjustments for receivables. c) Choose Enter. d) On the Enter Customer document: Add Customer item screen, enter the following data: Field Name or Data Type
Value
Amount
10000
Due on
Last day of the current period
Text
Value adjustment
PstKy
40
Account
62010000 (expense from value adjustments for receivables)
e) Choose Enter.
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Unit 4: Special General Ledger Transactions
f) On the Enter Customer document: Add G/L account item screen, enter the following data: Field Name or Data Type
Value
Amount
*
Tax Code
A0 0% output tax non taxable
Value Date
Last day of the current period
g) Choose Post to post your document and make a note of the document number. 3. Clear the individual value adjustment after the key date for the financial statements. Reverse the document. a) On the SAP Fiori screen, choose Accounts Payable/ Receivables → Manage Journal Entries . b) Select your document number and choose Manage Journal Entry. c) Select document and choose Reverse and enter the following data in the next screen: Field Name or Data Type
Value
Reversal reason
01 — Reversal in current period
Posting date
Last day of the current period
4. Display the line item list of your customer account. a) On the SAP Fiori screen, choose Accounts Payable/ Receivables → Manage Customer Line Items . b) On the Manage Customer Line Items screen, enter the following data: Field Name or Data Type
Value
Customer account
TAC##
Company code
TA##
Status
All Items
Posting Date
From minus 6 months to last day of current month.
Item Type
select all items in the list
c) Choose the Go button. Note: Among the lines displayed, you will see the original document, the value adjustment, and the reversal of the value adjustment.
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Unit 4 Exercise 20 Configure Special G/L Transactions
Business Example You need to explain the configuration of special G/L transactions to a new colleague. Use the example of a guarantee of payment made and set up a new general ledger transaction (noted item). Configure a special general ledger transaction and set up a noted item special G/L transaction. View all of the Customizing settings required for the guarantee made transaction as an example of special general ledger transactions. 1. View the location for the accounts for automatic offsetting entries. 2. View the location of alternative reconciliation accounts. Set up a new special G/L transaction. Customers are slow to return the containers your company sends them, which is inconvenient and results in high costs. You now want to manage the containers in the system and send reminders when necessary. 1. Create a new general ledger account in your company code TA## as an alternative reconciliation account for container transactions (account number 124119##). 2. Create the noted item special general ledger indicator transaction (with a letter that has not been used) in Customizing. Set up a special G/L indicator and store account determination. Create this noted item using the name Container for the account type D (customers). The special G/L indicator may have been previously created in the system by the trainer or another participant in the training. If this is the case, this step should not be performed. After the G/L account previously created is assigned to the special G/L indicator “Y” and the posting has been done, the second trainee can proceed with this change. As an alternative the settings can be checked only (already performed as a demonstration by the trainer) and the trainee can post the noted item document with the settings already created in the system. 3. Enter a container noted item with special general ledger transaction on your customer account T-C## in company code TA##. 4. Display the transaction on your customer account.
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Unit 4 Solution 20 Configure Special G/L Transactions
Business Example You need to explain the configuration of special G/L transactions to a new colleague. Use the example of a guarantee of payment made and set up a new general ledger transaction (noted item). Configure a special general ledger transaction and set up a noted item special G/L transaction. View all of the Customizing settings required for the guarantee made transaction as an example of special general ledger transactions. 1. View the location for the accounts for automatic offsetting entries. a) Define accounts for automatic offsetting entries in Customizing for Financial Accounting (New) under Accounts Receivable and Accounts Payable → Business Transactions → Postings with Alternative Reconciliation Account → Other Special G/L Transactions → Define Accounts for Automatic Offsetting Entry. b) In the Chart of Accounts Entry dialog box, in the Chart of Accounts field, enter YCOA. Note: Entries for the account type and special G/L indicator can be found in the following table. The respective combinations are assigned to reconciliation accounts. The desired offsetting accounts are stored here together with the postings with special G/L indicators. These are fixed values. c) On the Configuration Accounting Maintain: Automatic posts – Accounts screen, check the following values (among others): DG
Customer
Guarantee made
12410000
KG
Vendor
Guarantee received
21720100
2. View the location of alternative reconciliation accounts. a) Go to Customizing for Financial Accounting (New) under General Ledger Accounting (New) → Accounts Receivable and Accounts Payable → Business Transactions → Postings with Alternative Reconciliation Account → Other Special G/L Transactions → Define Alternative Reconciliation Account for Customers. b) On the Maintain Accounting Configuration: Special G/L - List screen, double-click the following entries in the list to display the values:
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Field Name or Data Type
Value
Acct Type
D
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Solution 20: Configure Special G/L Transactions
Field Name or Data Type
Value
SGL Ind.
G
Note: You see a list of the reconciliation accounts and the assigned special G/L accounts. c) In the Chart of Accounts Entry dialog box, enter YCOA in the Chart of Accounts field. d) Choose the Continue button. Set up a new special G/L transaction. Customers are slow to return the containers your company sends them, which is inconvenient and results in high costs. You now want to manage the containers in the system and send reminders when necessary. 1. Create a new general ledger account in your company code TA## as an alternative reconciliation account for container transactions (account number 124119##). a) On the SAP Fiori screen, choose Master Data → Manage G/L Account Master Data . b) On the Search G/L Account screen, enter the following data: Field Name or Data Type
Value
G/L Account
12100000
Chart of Accounts
YCOA
c) Choose Go and select the GL Account displayed and use as reference. d) In the GL Account: 12100000 screen, choose Copy. e) In the Copy Account screen, enter the following data: Field Name or Data Type
Value
G/L Account
124119##
Description
Container
f) Enter Container as the G/L short text and long text. Note: The text "Container" may already be in the text fields as another student may have already created the general view of G/L Account 124119##. g) Save the new account. h) Confirm the information messages. i) Save your entries.
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Unit 4: Special General Ledger Transactions
2. Create the noted item special general ledger indicator transaction (with a letter that has not been used) in Customizing. Set up a special G/L indicator and store account determination. Create this noted item using the name Container for the account type D (customers). The special G/L indicator may have been previously created in the system by the trainer or another participant in the training. If this is the case, this step should not be performed. After the G/L account previously created is assigned to the special G/L indicator “Y” and the posting has been done, the second trainee can proceed with this change. As an alternative the settings can be checked only (already performed as a demonstration by the trainer) and the trainee can post the noted item document with the settings already created in the system. a) Go to Customizing for Financial Accounting (New) under General Ledger Accounting (New) → Accounts Receivable and Accounts Payable → Business Transactions → Postings with Alternative Reconciliation Account → Other Special G/L Transactions → Define Alternative Reconciliation Account for Customers. b) Choose the Create button. Note: Account type D is preassigned. c) In the Create New Indicator dialog box, enter the following data: Field Name or Data Type
Value
Special G/L indicator
Y
Name
Contain
Description
Container
d) Choose the Continue button. e) On the Maintain Accounting Configuration: Special G/L – Properties screen, enter the following data: Field Name or Data Type
Value
Noted item
Select
Posting Key - Debit 09
Container
Posting Key - Credit 19
Container
Note: The text is displayed whenever documents are entered for checking. f) Choose the Accounts button to save the account determination. g) Save the data. h) In the Chart of Accounts Entry dialog box, enter YCOA and choose the Continue button.
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Solution 20: Configure Special G/L Transactions
i) On the Maintain Accounting Configuration: Special G/L – Accounts screen, enter the following data: Field Name or Data Type
Value
Recon. Acct
12100000
Special G/L account
124119##
j) Save the data. 3. Enter a container noted item with special general ledger transaction on your customer account T-C## in company code TA##. a) On the SAP Fiori screen, choose Accounts Payable/ Receivables → AR: Noted Items (F-49) . b) On the Customer Noted Item: Header Data screen, enter the following data: Field Name or Data Type
Value
Posting Date
Current date
Document Date
Current date
Company Code
TA##
Currency/Rate
EUR
c) Under Line Item, enter the following data: Field Name or Data Type
Value
Posting Key
09
Special G/L ind
Y
Account (Customer)
TAC##
Due
Current date
Amount
2
Text
Any text of your choice
d) Post the item. 4. Display the transaction on your customer account. a) On the SAP Fiori screen, choose Accounts Payable/ Receivables → Manage Customer Line Items . b) On the Manage Customer Line Items screen, enter the following data: Field Name or Data Type
Value
Customer account
T–AC##
Company code
TA##
Status
Open Items
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Unit 4: Special General Ledger Transactions
Field Name or Data Type
Value
Open at key date
Current date
Item Type
Select Normal Items and Noted Items
c) Choose the Go button.
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Unit 4 Exercise 21 Perform an Integrated Down Payment Process
Business Example When a down payment is made for a purchase order, you must take it into account for the entire procurement process. Create a purchase order that includes down payment information. Post a down payment using the Down Payment Monitor. Enter the corresponding goods receipt in the system. Verify the logistics invoice, clear the down payment, and post the vendor invoice. 1. Create a purchase order for purchasing organization 1010, purchasing group 001, and company code TA##. The purchase order is carried out at vendor T-AV##. One TG0011 is ordered at a net price of EUR 550 (Hamburg plant and material store). The down payment is 10%. 2. Release the previously created purchase order. 3. Post the down payment using the Down Payment Monitor. 4. Post the goods receipt. The company has received the flat screens. Enter today’s date as the document and posting date. Note: Although in most cases, the goods and the invoice do not arrive on the same day, to make things easier, both events occur today in this exercise. 5. Carry out Logistics Invoice Verification. The invoice of the vendor has arrived. Enter the vendor invoice for the purchase order you have created. The amount is EUR 605, including 10% tax (tax code 1I). Enter today’s date as the document and posting date. Perform the down payment clearing in the same step.
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Unit 4 Solution 21 Perform an Integrated Down Payment Process
Business Example When a down payment is made for a purchase order, you must take it into account for the entire procurement process. Create a purchase order that includes down payment information. Post a down payment using the Down Payment Monitor. Enter the corresponding goods receipt in the system. Verify the logistics invoice, clear the down payment, and post the vendor invoice. 1. Create a purchase order for purchasing organization 1010, purchasing group 001, and company code TA##. The purchase order is carried out at vendor T-AV##. One TG0011 is ordered at a net price of EUR 550 (Hamburg plant and material store). The down payment is 10%. a) On the SAP Fiori screen, choose Logistics → Create Purchase Order (Advanced) . Note: If any documentation appears on the left side of the screen, close it. b) On the Create Purchase Order screen, enter TAV## in the Vendor field. c) Expand the Header and select the Org. Data tab. d) Enter the following data: Field Name or Data Type
Value
Purch. Org.
1010
Purch. Group
001
Company Code
TA##
e) Under Item Overview, enter the following data:
100
Field Name or Data Type
Value
Material
TG0001
PO quantity
1
Deliv. Date
System suggests a date of delivery
Net price
550
Currency
EUR
Plnt
TA## (Hamburg)
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Solution 21: Perform an Integrated Down Payment Process
Field Name or Data Type
Value
Stor.loc
101A (Material store)
f) Under Item, select the Invoice tab. g) On the Invoice tab, enter the following data: Field Name or Data Type
Value
DP Category
V Voluntary Down Payment (if necessary, press ENTER)
Down Payment %
10
DP Date
Current date
Tax Code
1I — 10% Input tax (Training)
h) Choose Enter. i) Save the purchase order. j) Note the document number. You will need this number for the following steps of the exercise. 2. Release the previously created purchase order. a) On the SAP Fiori screen, choose Logistics → Purchase Order Individual Release.. Select the Other Purchase Order Document button and enter your document number (unless it has already been entered by default). b) Choose Display/ Change. c) On the Release Standard PO 45XXXXXXXX screen, choose Header — Release Strategy, select Release, and save the document. The message Standard PO 4500000XXX changed is displayed. If you do not see the release option, make sure you are in change mode. 3. Post the down payment using the Down Payment Monitor. a) On the SAP Fiori screen, choose Logistics → Down-Payment Monitoring for PO. b) On the Down-Payment Monitoring for PO screen, enter the following data: Field Name or Data Type
Value
Purchasing Document
45XXXXXXX purchasing document previously created.
Vendor
TAV##
c) Choose the Execute button. d) On the Down-Payment Monitoring for PO screen, double-click the red traffic light. e) On Down Payment Request screen, choose Back. f) On the Down Payment Based on Purchase Orders screen, select Down pmnt.
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Unit 4: Special General Ledger Transactions
g) Choose Enter. h) On the Down Payment screen, double-click the Tax Code field and select V0 0% input tax non taxable. i) Choose the Execute button. Note: The dynpro of Vendor Down Payment is displayed. j) On the Post Vendor Down Payment: Header Data screen, enter the following data: Field Name or Data Type
Value
Document Date
Current date
Posting Date
Current date
Special G/L Ind
A
k) Choose Enter. l) Select the line referring to bank account, choose More Data, and choose Enter. In the new screen enter the following data: Field Name or Data Type
Value
House Bank
Bank1
Account ID
GIRO
m) Choose Post to enter the document, and choose Enter to acknowledge the warning message. 4. Post the goods receipt. The company has received the flat screens. Enter today’s date as the document and posting date. Note: Although in most cases, the goods and the invoice do not arrive on the same day, to make things easier, both events occur today in this exercise. a) On the SAP Fiori screen, choose Logistics → Post Good Receipt for Purchase Order. b) On the Goods Receipt Purchase Order screen, enter the following data:
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Field Name or Data Type
Value
Purchase Order
Your noted order number
Document Date
Current date
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Solution 21: Perform an Integrated Down Payment Process
Field Name or Data Type
Value
Posting Date
Current date
c) Choose Enter. Confirm any messages by choosing Enter. The goods receipt is displayed at the bottom of the Material tab page. d) Select Item OK. Note: The central area of the screen might have to be closed to view the checkbox to be checked. e) To enter the document, choose Post. Note down the number of the goods receipt document. 5. Carry out Logistics Invoice Verification. The invoice of the vendor has arrived. Enter the vendor invoice for the purchase order you have created. The amount is EUR 605, including 10% tax (tax code 1I). Enter today’s date as the document and posting date. Perform the down payment clearing in the same step. a) On the SAP Fiori screen, choose Logistics → Create Supplier Invoice (Advanced). b) On the Enter Incoming Invoice screen, enter the following data: Field Name or Data Type
Value
Invoice date
Current date
Posting Date
Current date
Amount
605
Currency
EUR
Calculate tax
Select
Tax Code
1I 10% Input Tax (Training)
Text
Goods
c) On the PO Reference tab, enter the purchase order number. d) Select Invoice item ok. Note: The purchase order is located on the PO reference tab page. It is a field on the left, in the middle of the screen. e) Choose Enter. The system issues the following messages: Down payment for purchase order 45XXXXXXXX 00010 exist and 55 EUR down payments on current assets exist. f) Close the message.
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Unit 4: Special General Ledger Transactions
g) Before posting, choose the Down Payment Clearing button. h) Manually enter the down payment amount in the Amount entered column. i) Choose the Copy button. j) Post the invoice. Write down the invoice receipt number.
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Unit 5 Exercise 22 Hold and Park Documents
Business Example Employees may be interrupted during the process of posting documents, leaving the documents incomplete and therefore unable to be posted. To prevent the entered data from being lost, the data can be saved without posting it using the Hold Document or Park Document functions. The complete entry or posting can be made later. You are entering a document when an urgent call from your boss interrupts you before you can finish the transaction, so you use the Hold Document function in the system to save the entered data before hurrying to the meeting. After returning to your desk, you complete the document and then post it. 1. Using the data provided in the following table, enter a customer invoice, and use the Hold Document function to save a temporary document as 1000##. Field Name or Data Type
Value
Customer
TAC##
Invoice date
Current date
Posting Date
Current date
Company Code
TA##
Amount
1100
Currency
EUR
Calculate tax
Select
Tax Code
1O 10% Output Tax (Training)
Text
Hold 1
2. Display the held document. 3. Call the document from the posting transaction and complete the held document before posting it. You have held another document. Due to new information, you want to delete this document instead of posting it. 1. Enter a document and hold it as described in the previous task. 2. Call the held document again and delete it.
Park a customer invoice on customer account T-AC## in company code TA##. 1. Enter a customer invoice. In SAP Fiori choose Accounts Payable/ Receivables → Create Outgoing Invoice. Enter the following data and choose Park Document:
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Unit 5: Parking Documents
Field Name or Data Type
Value
Customer
TAC##
Invoice date
Current date
Posting Date
Current date
Company Code
TA##
Amount
1100
Currency
EUR
Calculate tax
Select
Tax Code
1O 10% Output Tax (Training)
Text
Document parking 1
Write down the document number of the parked document after you choose the Post button. 2. Complete the parked document before posting it. Use the information provided in the following table:
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Field Name or Data Type
Value
Company Code
TA##
Document Number
Document Number previously created
Fiscal Year
20##
G/L acct
41000000
Amount in doc. curr.
*
Profit Center
YB600
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Unit 5 Solution 22 Hold and Park Documents
Business Example Employees may be interrupted during the process of posting documents, leaving the documents incomplete and therefore unable to be posted. To prevent the entered data from being lost, the data can be saved without posting it using the Hold Document or Park Document functions. The complete entry or posting can be made later. You are entering a document when an urgent call from your boss interrupts you before you can finish the transaction, so you use the Hold Document function in the system to save the entered data before hurrying to the meeting. After returning to your desk, you complete the document and then post it. 1. Using the data provided in the following table, enter a customer invoice, and use the Hold Document function to save a temporary document as 1000##. Field Name or Data Type
Value
Customer
TAC##
Invoice date
Current date
Posting Date
Current date
Company Code
TA##
Amount
1100
Currency
EUR
Calculate tax
Select
Tax Code
1O 10% Output Tax (Training)
Text
Hold 1
a) On the SAP Fiori screen, from the main top menu, choose Accounts Payable/ Receivables → Create Outgoing Invoice. b) On the Enter Customer Invoice: Company Code TA## screen, enter the data provided. c) Choose the Hold button. A dialog box prompts you to enter a value in the Temporary document number field. d) Enter the temporary document number as 1000##. e) Choose the Hold document button. f) Choose Enter. 2. Display the held document.
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Unit 5: Parking Documents
a) On the SAP Fiori screen, from the main top menu, choose Accounts Payable/ Receivables → Create Outgoing Invoice. b) On the Enter Customer Invoice: Company Code TA## screen, choose Tree On → Held Document. c) In the Held Document, choose document number 1000##. d) Double-click to continue to process the hold document. 3. Call the document from the posting transaction and complete the held document before posting it. a) In the items table, enter the following data: Field Name or Data Type
Value
G/L acct
41000000
Amount in doc. curr.
*
The message Account 41000000 requires and assignment to a CO object will be displayed on the screen. b) Double-click GL Account line and select Profitability Segment — Enter Account Assignment. c) Scroll down to the Profit Center field and enter value YB600 and choose Continue d) Choose Back. e) Choose Post to enter the document. The following message appears in the status bar: Document 18000000xx was posted in company code TA##. You have held another document. Due to new information, you want to delete this document instead of posting it. 1. Enter a document and hold it as described in the previous task. a) On the SAP Fiori screen, from the main top menu, choose Accounts Payable/ Receivables → Create Outgoing Invoice. b) On the Enter Customer Invoice: Company Code TA## screen, enter the following data:
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Field Name or Data Type
Value
Customer
TAC##
Invoice date
Current date
Posting Date
Current date
Company Code
TA##
Amount
1100
Currency
EUR
Calculate tax
Select
Tax Code
1O 10% Output Tax (Training)
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Solution 22: Hold and Park Documents
Field Name or Data Type
Value
Text
Hold 2
c) Choose the Hold button. d) In the Hold Document dialog box, enter 2000## in the Temporary document number field. e) Choose the Hold Document button. Note: Alternatively, choose Enter. 2. Call the held document again and delete it. a) On the SAP Fiori screen, from the main top menu, choose Accounts Payable/ Receivables → Create Outgoing Invoice. b) On the Enter Customer Invoice: Company Code TA## screen, choose the Tree on button. c) Expand the Held Documents folder and double-click your held document number. d) Right-click on held document Delete Held Document. e) Choose Continue. f) Choose the Refresh button. After the refresh, the deleted document is no longer displayed under Held Documents. g) Choose Exit.
Park a customer invoice on customer account T-AC## in company code TA##. 1. Enter a customer invoice. In SAP Fiori choose Accounts Payable/ Receivables → Create Outgoing Invoice. Enter the following data and choose Park Document: Field Name or Data Type
Value
Customer
TAC##
Invoice date
Current date
Posting Date
Current date
Company Code
TA##
Amount
1100
Currency
EUR
Calculate tax
Select
Tax Code
1O 10% Output Tax (Training)
Text
Document parking 1
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Unit 5: Parking Documents
Write down the document number of the parked document after you choose the Post button. a) On the SAP Fiori screen, from the main top menu, choose Parked Documents → Change Parked Journal Entries. b) On the Change Parked Document: Initial Screen screen, enter the following data: Field Name of Data Type
Value
Company Code
TA##
Document Number
Document Number previously created
Fiscal Year
20##
c) On the Park Customer Invoice screen, enter the data provided. d) Change the Amount from 1100 in 1000. e) Choose Save to park the document. The following message appears in the status bar: Preliminary posted document 18000000xy TA## was changed. Note the document number. 2. Complete the parked document before posting it. Use the information provided in the following table: Field Name or Data Type
Value
Company Code
TA##
Document Number
Document Number previously created
Fiscal Year
20##
G/L acct
41000000
Amount in doc. curr.
*
Profit Center
YB600
a) On the SAP Fiori screen, from the main top menu, choose Parked Documents → Post Park Journal Entry. b) On the Post Park Journal Entry screen, in the Company Code, Document Number, and Fiscal Year fields, enter the data provided. c) To complete your document, in the G/L acct and Amount in doc. curr. and Profit Center fields, enter the data provided. The error message Account 41000000 requires an assignment to a CO Object is displayed on the screen.
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Solution 22: Hold and Park Documents
d) Double-click GL Account line and select Profitability Segment → Enter Account Assignment. e) Scroll down to the Profit Center field, enter YB600, and choose Continue. f) Choose Back. g) Choose Post. The following message is displayed in the status bar: Document 18000000xx was posted in company code TA##.
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Unit 5 Exercise 23 Process Parked Documents
Business Example Parked documents can be processed further in several steps. In some cases, multiple users are responsible for further processing. You need to ensure that the parked documents are processed properly. Make changes to a parked document, post the document, and display the document changes. 1. Park a customer invoice with any data. 2. Change the document that you just parked. The posting date should be the current date plus 1. Enter Change in the text of the customer item. Save your document again in parked status. 3. Display the changes to your parked document. 4. Park a document (customer invoice) in your company code with any values. Park a document and then delete the parked document. 1. Park a document (customer invoice) in your company code with any data and then delete this parked document. 2. Display a deleted document after being parked. The user department wants to know whether deleting a parked document results in a gap in the document number range. Show that it does not.
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Unit 5 Solution 23 Process Parked Documents
Business Example Parked documents can be processed further in several steps. In some cases, multiple users are responsible for further processing. You need to ensure that the parked documents are processed properly. Make changes to a parked document, post the document, and display the document changes. 1. Park a customer invoice with any data. a) On the SAP Fiori screen, from the main top menu, choose Accounts Payable/ Receivables → Create Outgoing Invoice . b) On the Enter Customer Invoice: Company Code TA## screen, enter the following data: Field Name or Data Type
Value
Customer
TAC####
Invoice date
Current date
Posting Date
Current date
Company Code
TA##
Amount
1100
Currency
EUR
Calculate tax
Select
Tax Code
1O – 10% Output Tax (Training)
G/L acct
41000000
Amount in doc. curr.
*
The message Account 41000000 requires an assignment to a CO Object is displayed. c) Double click on GL Account line and select Profitability Segment — Enter Account Assignment. d) Scroll down to the Profit Center field, enter YB600, and choose Continue. e) Choose Back. f) Choose Park to enter the document. The status bar displays the following message: Document 18000000xy TA## was parked. Note the document number.
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Unit 5: Parking Documents
2. Change the document that you just parked. The posting date should be the current date plus 1. Enter Change in the text of the customer item. Save your document again in parked status. a) On the SAP Fiori screen, from the main top menu, choose Parked Documents → Change Parked Journal Entry. b) On the Change Parked Document: Initial Screen, enter the following data: Field Name or Data Type
Value
Company Code
TA##
Doc. Number
Document number created
Fiscal Year
Current year
c) Choose Enter. d) On the Edit Parked Customer Invoice 18000000xy TA## 20## screen, enter the following values: Field Name or Data Type
Value
Posting Date
Current date + 1 day
Text
Change
e) Choose Save parked document. The status bar displays the following message: Preliminary posted document 18000000xx TA## was changed. 3. Display the changes to your parked document. a) On the SAP Fiori screen, from the main top menu, choose Parked Documents → Parked Journal Entry Changes. b) On the Parked Document Changes: Initial Screen, enter the following data: Field Name or Data Type
Value
Company Code
TA##
Document number
18000000xx
Fiscal Year
Current year
Period of change From change date
Current date
Time
00:00:00
Changed By
User
c) Choose Enter. d) On the Parked Document: Changed Fields screen, you can view the changes made to the parked document. 4. Park a document (customer invoice) in your company code with any values.
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Solution 23: Process Parked Documents
a) On the SAP Fiori screen, from the main top menu, choose Accounts Payable/ Receivables → Create Outgoing Invoice . b) On the Enter Customer Invoice: Company Code TA## screen, enter the following data: Field Name or Data Type
Value
Customer
TAC##
Invoice date
Current date
Posting Date
Current date
Amount
1100
Currency
EUR
Calculate tax
Select
Tax Code
10 – 10% Output Tax (Training)
Text
Optional
G/L account
41000000
Amount in doc. curr.
*
The message Account 41000000 requires an assignment to a CO object is displayed on the screen. c) Double click the GL Account line and select Profitability Segment — Enter Account Assignment. d) Scroll down to the Profit Center field, enter YB600, and choose Continue. e) Choose Back. f) Choose Park. Park a document and then delete the parked document. 1. Park a document (customer invoice) in your company code with any data and then delete this parked document. a) Refer to the previous task to park a document. b) After parking a document, on the SAP Fiori screen, from the main top menu, choose Parked Documents → Change Parked Journal Entry. c) On the Change Parked Document: Initial Screen screen, enter the following data: Field Name or Data Type
Value
Company Code
TA##
Document number
18000000xx
Fiscal Year
Current year
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Unit 5: Parking Documents
d) Choose Enter. e) Expand the Tree On folder. f) Expand the Parked documents folder. g) Select the desired document. h) Right-click the document selected and choose Delete parked document. i) Confirm the message by choosing Yes. The status bar displays the following message: Parked document 18000000xx TA## 20xx deleted. 2. Display a deleted document after being parked. The user department wants to know whether deleting a parked document results in a gap in the document number range. Show that it does not. a) On the SAP Fiori screen, from the main top menu, choose Parked Documents → Display Parked Journal Entry. b) On the Display Parked Document: Initial Screen, enter the document number of the deleted document. c) Choose Enter. d) In the Document Header dialog box, notice the usual information. The Doc.status field is set to Z, and the text is Parked document that was deleted. The document does not contain any line items.
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Unit 5 Exercise 24 Enter a Financial Document Using Parking and Workflow
Business Example You want to use a workflow for document parking at your company. For documents over EUR 1000, the amount should be released by an authorized employee. First, make sure that workflow variant 0001 is defined for your company code. You then park the document, which starts a workflow. Next, another employee receives the parked document for further processing (to release the amount). You log on under a different user name and release the amount for your document. 1. Check whether workflow variant 0001 (SAP) is defined for company code TA##. 2. Maintain the release group in business partner master data. 3. Park a document for a vendor invoice in company code TA## (vendor T-AV## for EUR 1000). Use the workflow variant 0001. 4. Display the parked document. Where can you get information on the subject of workflow and what is the information available? 5. Look at the workflow and verify the users who are able to release your parked document. 6. Log on to the SAP GUI to system T41 and client 400 with the user name WF-FI-1 and password WELCOME. Release the document you parked yourself under a different user name. Look at the log for this and log the user WF-FI-1 off from the system.
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Unit 5 Solution 24 Enter a Financial Document Using Parking and Workflow
Business Example You want to use a workflow for document parking at your company. For documents over EUR 1000, the amount should be released by an authorized employee. First, make sure that workflow variant 0001 is defined for your company code. You then park the document, which starts a workflow. Next, another employee receives the parked document for further processing (to release the amount). You log on under a different user name and release the amount for your document. 1. Check whether workflow variant 0001 (SAP) is defined for company code TA##. a) Check the workflow variant in Customizing for Financial Accounting (New) under Financial Accounting Global Settings (New) → Global Parameters for Company Code → Enter Global Parameters. b) Select the row for company code TA##. c) Choose the Detail button. d) On the Change View “Company Code Global Data”: Details screen, under the Processing parameters screen area, enter 0001 (SAP) in the Workflow variant field. e) Save the entry. f) Return to the main menu. 2. Maintain the release group in business partner master data. a) In SAP Fiori choose Accounts Payable/ Receivables → Maintain Business Partner. b) In the Maintain Business Partner screen select the business partner T-AV##. c) In Display in BP role choose FI Vendor. d) Select Switch Between Display and Change (make sure you are in change mode). e) In the Company Code area select company code TA##. f) In the tab Supplier: Account Management area choose 0001 in the Release Group field. g) Choose Save and select Home to return to the SAP Fiori initial screen. 3. Park a document for a vendor invoice in company code TA## (vendor T-AV## for EUR 1000). Use the workflow variant 0001. a) On the SAP Fiori screen, go to Accounts Payable/ Receivable → Create Incoming Invoice. b) On the Enter Vendor Invoice: Company Code TA## screen, enter the following data:
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Solution 24: Enter a Financial Document Using Parking and Workflow
Field Name or Data Type
Value
Vendor
TAV##
Invoice date
Current date
Posting Date
Current date
Company Code
TA##
Amount
1.000
Currency
EUR
Calculate tax
Select
Tax Code
1I 10% Input Tax (Training)
Text
Invoice parking
G/L acct
61003000
D/C
D
Amount in doc. curr.
*
Cost Center
TA##1100
c) Choose Park. The following message is displayed in the status bar: Document 19000000xx TA## was parked. d) Note the document number. 4. Display the parked document. Where can you get information on the subject of workflow and what is the information available? a) On the SAP Fiori screen, from the main top menu, choose Parked Documents → Display Parked Journal Entry. Hint: On the Display Document: Initial Screen, enter the following data: Field Name or Data Type
Value
Document Number
Document number parked
Company Code
TA##
Fiscal Year
Current year
Choose the Document List button. b) On the Display Parked Vendor Invoice screen, select the Workflow tab. You can find information about workflow control here. A release is required and the approval path 0005 is shown. 5. Look at the workflow and verify the users who are able to release your parked document.
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Unit 5: Parking Documents
a) On the SAP Fiori screen, choose Accounts Payable / Receivables → Business Workplace. b) On the Business Workplace screen, choose Outbox → Started workflows. c) In the right pane, choose the transaction by clicking the work item title. d) Choose the Display Workflow Log pushbutton. The amount still has to be released. e) On the Workflow Log screen, choose Agents — Possible Agents to display additional information. The information message All users can process this task is displayed on the screen. f) Return to the main menu. 6. Log on to the SAP GUI to system T41 and client 400 with the user name WF-FI-1 and password WELCOME. Release the document you parked yourself under a different user name. Look at the log for this and log the user WF-FI-1 off from the system. a) Log on to the system with user name WF-FI-1. b) Enter the following data: Field Name or Data Type
Value
System
T41
Client
400
User
WFFI1
Password
WELCOME
Language
Local Language
c) In the License Information for Multiple Logon dialog box, choose Continue with this logon without ending existing logons. Note: Using worklist in the office area, you can find a list of documents available for processing. d) On the SAP Easy Access screen, choose Business Workplace or use transaction SBWP. e) On the Business Workplace of WF-FI-1 screen, choose Inbox → Workflow. f) In the right pane, select your document which you want to process. Select the document posted by you under the user S4F13-##. g) Choose the Execute pushbutton. The document is displayed. h) On the Release Parked Vendor Invoice screen, verify the document. Note: The document is OK and can be posted.
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Solution 24: Enter a Financial Document Using Parking and Workflow
i) Choose the Release pushbutton to release the document. The amount release process is now finished.
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Unit 6 Exercise 25 Create and Execute a Validation for a Line Item
Business Example After consulting the head of the cost center, the head of accounts payable wants to ensure that certain travel expenses are assigned to the appropriate travel cost center. For your vendor invoice, ensure that only the cost center (TA##1100) is entered for the travel expenses (account 61003000 or 61004000). If you assign an incorrect cost center, you will receive an error message as follows: ‘Gr.##: Assign only cost center TA##1100 for account 61003000 or 61004000. Simulate the validation before you activate it. 1. For the FI application area and callup point 2 line item, create validation G##-VAL with the description Travel costs. 2. Insert the step ‘Account/cost center combination check’. 3. Use the formula editor to define the prerequisite and check for the new step. 4. Define the required message with number 2## (where ## = your group number). 5. Save the validation G##-VAL. 6. Simulate your validation and check whether the expected result appears. 7. Activate the validation for company code TA## and callup point 2. 8. Post a vendor invoice. 9. Deactivate the validation for company code TA## and callup point 2.
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Unit 6 Solution 25 Create and Execute a Validation for a Line Item
Business Example After consulting the head of the cost center, the head of accounts payable wants to ensure that certain travel expenses are assigned to the appropriate travel cost center. For your vendor invoice, ensure that only the cost center (TA##1100) is entered for the travel expenses (account 61003000 or 61004000). If you assign an incorrect cost center, you will receive an error message as follows: ‘Gr.##: Assign only cost center TA##1100 for account 61003000 or 61004000. Simulate the validation before you activate it. 1. For the FI application area and callup point 2 line item, create validation G##-VAL with the description Travel costs. a) On the SAP Easy Access screen, go to Tools → Customizing → IMG → Execute Project. b) On the Customizing: Execute Project screen, choose the SAP Reference IMG button. c) On the Display IMG screen, choose Financial Accounting (New) under Financial Accounting Global Settings (New) → Tools → Validation/Substitution → Validation in Accounting Documents. d) On the Change View “Validation of Accounting Documents”: Overview screen, go to Environment → Validation. e) In the left hand tree structure, choose Line Item. f) Choose the Validation button. g) On the Create Validation: New validation (Header data) screen, enter G##VAL in the Validation name field with the description Travel costs. h) Choose the Step button. 2. Insert the step ‘Account/cost center combination check’. a) Enter step description Account/cost center check in the Validation Step field. b) Choose ENTER. c) In the left pane, choose Financial Accounting → Line Item → Step 001 Prerequisite. d) In the right pane, double-click structure BSEG and scroll down to find the BSEGHKONT (G/L) field. Note: If required, you can display technical names by choosing Settings → Technical Names. 3. Use the formula editor to define the prerequisite and check for the new step.
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Unit 6: Validations and Substitutions
a) Double-click the BSEG-HKONT (G/L) field to select it. b) Choose the = button. c) Choose Constant. d) In the Enter Constants: dialog box, enter account 61003000 and choose Continue. e) Choose OR. f) Double-click the BSEG-HKONT (G/L) field. g) Choose =. h) Choose Constant. i) In the Enter constants dialog box, enter 61004000 in the G/L field and choose Continue. j) In the left pane, choose Check under step 001 of your validation. k) In the right pane, double-click structure BSEG and scroll down to find the BSEG-KOSTL (Cost Center) field. l) Double-click the BSEG-KOSTL (Cost Center) field to edit it. m) Choose =. n) Choose Constant. o) Enter cost center TA##1100 and choose Continue. 4. Define the required message with number 2## (where ## = your group number). a) In the left pane, choose Message under step 001 of your validation. b) Go to Environment → Maintain messages. c) On the Maintain Messages: Class Z1 screen, scroll through the message table to find message number 2##. d) Double-click the message number to enter your message. e) Enter message Gr.##: Assign only cost center TA##1100 for account 61003000 or 61004000. f) Save your message and choose Back. g) On the Create Validation: G##-VAL – Step 001 – Message screen, enter 2## in the Message number field. h) In the Message variables area, enter BSEG (HKONT) in the field next to 1. 5. Save the validation G##-VAL. a) In the left pane, select the validation G##-VAL. b) Choose Save. 6. Simulate your validation and check whether the expected result appears. a) In the left pane, select your validation and choose Validation → Simulate.
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Solution 25: Create and Execute a Validation for a Line Item
b) On the Simulation: Validation G##-VAL – Data input screen, enter account 61003000 or 61004000 in the G/L field and an incorrect cost center, such as TA##1200 in the Cost Center field. c) Choose Execute. Note: Check whether a message has been issued. d) Exit the simulation and return to your validation maintenance. 7. Activate the validation for company code TA## and callup point 2. a) Exit the validation (choose Back three times) and return to the Change View “Validation of Accounting Documents”: Overview screen. b) On the Change View “Validation of Accounting Documents”: Overview change the validation OC-GESB with new validation created G##-VAL c) On the Change View “Validation of Accounting Documents”: Overview screen, enter the following data: Field Name or Data Type
Value
Activtn Level
1
d) Save your entries. 8. Post a vendor invoice. a) On the SAP Fiori screen, choose Accounts Payable/ Receivables → Create Incoming Invoice. b) Choose the Company Code button. c) Enter TA## in the Company Code field, if the corresponding dialog box appears. d) On the Enter Vendor Invoice: Company Code TA## screen, enter the following data on the Basic data tab page: Field Name or Data Type
Value
Vendor
TAV##
Invoice date
Yesterday’s date
Posting Date
Current date
Amount
400
Currency
EUR
Tax Code
V0 ((0% input tax no taxable)
Text
Travel costs
e) Make sure the Calculate tax checkbox is selected. f) Choose the Tree On button.
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Unit 6: Validations and Substitutions
g) Choose Screen variant for items → Z_WITH COST CENTER in the left pane. h) Choose the Tree Off button. i) On the Enter Vendor Invoice: Company Code TA## screen, enter the following data: Field Name or Data Type
Value
G/L Acct
Either 61003000 or 61004000
D/C
Debit
Amount in doc. curr.
400 or *
Tax Code
V0 (0% input tax no taxable)
Cost Center
TA##1200
j) Choose Enter. k) Examine the message that is output. l) Correct your entry and enter the correct cost center TA##1100. m) Choose Post. 9. Deactivate the validation for company code TA## and callup point 2. a) On the Change View “Validation of Accounting Documents”: Overview chose the line with validation G##-VAL and delete the entry 1 from the Activnt level field. b) Save your changes. The validation will not be active for future posting.
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Unit 6 Exercise 26 Create and Execute a Substitution for a Line Item
Business Example During document entry, the system sometimes automatically determines values for fields, such as the business area or the profit center, due to an assigned cost center or internal order. For downstream components, as well as FI, it is sometimes necessary or desirable to execute additional substitutions during document entry. The Profit Center field is used as a sample substitution with a constant. The Assignment field, whose content other fields determine, is presented as a sample substitution with field field assignment.
Hint: The sign ## is a wildcard for your group number.
Create and execute substitutions. For your customer invoice, you must ensure that the profit center YB600 is substituted when a certain revenue account (41000000 or 41001000) [BSEG-HKONT], is entered. Simulate the substitution before activating it. 1. For the FI application area and line item (callup point 2), create substitution G##SUB1 with the description Profit center substitution. 2. Insert step Profit Center
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