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File Name:
Responsibility:
Title:
Organization/Area:
265127538.doc
Accounts Payable Clerk
Release:
Status:
R/3 4.6C
Overview
Trigger:
To execute the payments program and print checks for the payment run. (This BPP will consist of three
steps: the first step details the procedures for executing the payment program, the second step which
begins from 1.19 defines how to exclude an invoice from the payment program and lastly the third step
from 2.1 describes how to process a lease payment.)
Business Process Description Overview
Before you can use the payment program, you need to define your house banks and the accounts at your banks, the required payment
methods and the payment forms. The standard system already contains payment methods and payment forms. You can transfer them
and adapt them to meet your requirements.
Via payment program configuration, you control:
What is to be paid? To do this, you specify rules according to which the open items to be paid are selected and grouped for
payment.
When payment is carried out. Basically, the due date of the open items determines when payment is carried out. However, you can
specify the payment deadline in more detail via configuration.
To whom the payment is made. You determine the payee(s).
How the payment is made. You determine rules that are used to select a payment method.
From where the payment is made. You determine rules that are used to select a bank and a Bank account for the payment.
Exclude an invoice from the payment program. Vendor invoices may be blocked at several levels. The invoice may be blocked at the
vendor master record level, the invoice document level, or through the payment proposal. Blocking the vendor invoice will result in a valid
open item that will be blocked for payment in a payment run. The following process description details the procedure for
blocking/unblocking invoices through the payment proposal.
Regardless of whether the lease is treated as a capital lease or an operating lease, you are required to pay the periodic lease payments
required by the lessor (vendor). In the case of a capital lease, the corresponding liabilities are created within the frame-work of the
opening posting. The contra account for the posting to the vendor is the asset control account.
For leased assets that are not capitalized, you need to create an appropriate recurring document.
Run Date
Identification
Company Code(s)
Payment Method
Next Posting Date
Vendor Number (s)
Program Variants
Payment Block
Output - Results
Message That Your Payment Identification has
Comments
Details have been saved for the run on <Run Date> <Identification>
File Name:
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Title:
Organization/Area:
265127538.doc
Accounts Payable Clerk
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Status:
R/3 4.6C
been saved.
Blocking invoices from being processed in the
payment program.
Unblocking invoices to ensure processing in the
payment program.
Same as executing a payment program
Use the standard system delivered payment methods and payment forms. Transfer them and adapt
them to meet your requirements.
The system, by default, shows the last successful payment run that was executed. Enter the information for a new payment in run including a future date and a unique identifier to override this default
and create a new run to execute.
File Name:
Responsibility:
Title:
Organization/Area:
265127538.doc
Accounts Payable Clerk
Release:
Status:
R/3 4.6C
Procedure Steps
1.1.
Via Menus
1.2.
Field Name
Run Date
Identification
Description
Date on which the payments process
is to be run.
User-definable identifier for the
payment run.
R/O/C
R
R
Comments
1.4.
On screen Automatic Payment Transactions: Parameters screen, enter the information as specified
in the fields in the table below:
<<<<< Insert screen here>>>
Field Name
Company
Codes
Payment
Method(s)
Next Posting
Date
Vendor
Number (s)
Customer
Number (s)
Rate Type for
Conversion
Description
Company(ies) for which the program is
to be run.
Payment method(s) to be included in
the payment run.
Date of the next expected payment
program run.
Vendor(s) to be included in the
payment program run.
Customer(s) to be included in the
payment run.
To translate payments amounts from
foreign currency to local currency
during a payment run.
R/O/C
R
Comments
R
R
R
O
O
File Name:
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265127538.doc
Accounts Payable Clerk
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1.5.
1.6.
R/3 4.6C
1.7.
1.8.
1.9.
1.10.
1.11.
1.13.
1.14.
Continue to press ENTER or the STATUS button to monitor the status of the payment proposal.
File Name:
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265127538.doc
Accounts Payable Clerk
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R/3 4.6C
1.15.
When the status displays Payment Proposal has been created, the proposal is completed.
1.16.
Once the payment proposal is run, all vendor accounts included in the proposal are locked. That is,
until the payment process is completed for this proposal, the vendor will be excluded from any other
payment proposal runs.
1.17.
Schedule Payments
At this point in the payment process, the system has created and posted a payment document
(general ledger entry) for each of the payments in the run.
1.17.4 The output of the payment run may be reviewed by choosing:
EDIT PAYMENT PAYMENT LIST, from the main status screen.
Financial document numbers will be displayed on the listing.
A payment list variant must first be created before the payment list can be executed. To
create the list variant, enter transaction code SE38 and enter RFCHKN00 in the program
box and choose Variants in the sub-objects box follow by choosing the Variants button at
the top of the screen. At the ABAP: Variants Initial Screen, enter the name of the variant
and choose the create button. Enter the house bank information and check off Items paid
in the Output Control section to get a list of all checks paid as a result of the payment run.
Click on the Attributes button and enter a description for the variant follow by Save. The
payment list variant has now been defined.
1.18.
Print Checks
1.18.1 To review the status of the print process, click the Pushbutton PAYMENTS.
1.18.2 A pop-up window will be displayed with a listing of both the payment run and the print
jobs.
File Name:
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265127538.doc
Accounts Payable Clerk
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Status:
R/3 4.6C
1.18.3 Select the print job by double clicking on the job name.
1.18.4 Review the print log for any errors.
1.18.5 If the job has run completely, the check print and the payment advices have been sent
automatically to the system spool file.
Note
The print log will list the spool request names for both the payment summary list and the check print.
Take note of the names for use in reviewing the spool file.
1.18.6 Review the check and payment advice forms by choosing:
System Services Output Controller (Transaction SP01).
1.18.7 The spool request screen will default with your user ID and the current date.
1.18.8 Press Execute button.
1.18.9 The screen will display at least 2 spool requests related to the payment process:
1) the payment summary listing and
2) the check prints.
Both may be reviewed by clicking on the selected spool request and clicking the
Pushbutton DISPLAY.
1.18.10 To print spool request, click the pushbutton PRINT.
Note
Depending on the information in the Print Program variant for the program RFFOUS_C, both the
payment summary listing and the check forms may be printed automatically once the print job is
completed.
File Name:
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1.19.
Title:
Organization/Area:
265127538.doc
Accounts Payable Clerk
Release:
Status:
R/3 4.6C
Procedural Steps
1.19.1 Access transaction by:
Via Menus
Via Transaction Code
Note: The prerequisite to blocking/unblocking invoices with this procedure is that a payment proposal has
been run. Once complete, the payment proposal items may be edited.
1.19.2On the Automatic Payment Transactions screen, enter information in the fields as specified in
the below table:
Field Name
Run Date
Identification
Description
The date on which the program is to
be carried out as planned.
The name of the payment proposal
R/O/C
R
R
Comments
1.19.3 After selecting Edit Proposal Edit, a popup box should appear requesting accounting clerk
information. You can divide the task of editing the payment proposal between various clerks,
enabling several clerks to edit large payment runs at the same time. If this functionality is not
utilized, select All accounting clerks and press the green check mark.
1.19.4 On screen Edit Payment Proposal: Payments screen, double click those line items listed as
Exceptions.
File Name:
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Title:
Organization/Area:
265127538.doc
Accounts Payable Clerk
Release:
Status:
R/3 4.6C
1.19.5 In the Edit Payment Proposal: Open Items screen, select the vendor payment item to be
edited by double-clicking on the item. A Change Line Items popup window will be displayed
with additional line item information, including the Payment Block field.
1.19.6 To block the invoice, enter the appropriate blocking code--Press F4 for listing. To unblock the
invoice, the payment block code should be blank. See table below.
Field Name
Payment Block
Description
R/O/C
R
Comments
2.19.6 Click the icon to return to the open item screen. Click the Save icon to save the new
information. Use the green arrow to return to the Automatic Payment Transactions screen. The
payment run procedure may continue and will reflect the revised block/unblock information.
File Name:
Responsibility:
Title:
Organization/Area:
265127538.doc
Accounts Payable Clerk
Release:
Status:
R/3 4.6C
Procedural Steps
2.1.
Via Menus
Via Transaction Code
2.2.
Check whether you have carried out the appropriate acquisition postings for all leased assets that
require capitalization (See BPP file EAS03C46.DOC Display Acquisition of Leased Assets).
2.3.
For all leased assets that are handled as operating leases, check whether you have created the
appropriate recurring documents.
2.4.
Start the payment program in Financial Accounting. (See the documentation for the FI BPP
EF110A46.DOC Create Automatic Payments).
2.5.
On screen Automatic Payment Transactions, enter the information in the table below:
<<< Screen print goes here >>>
Field Name
Run date
Description
Date the payment program is to be run.
Identification
R/O/C
R
R
Comments
2.6.
On screen Automatic Payment Transactions, you will receive a status message stating:
Parameters have been entered
Payment proposal has been created.
2.7.