Payment Procedures Z Developments

BSNL
User Manual
Finance & Controlling (FICO)
Payment Procedures
Version:1
.1
01.07.2011
Version Control
Date
Versio
Author
Change Description
User Manual
FI : Accounts Payable
Module Name
Finance & Controlling
Business Process
Payment Procedures
n
01.02.20
10
01.07.20
11
1.0
1.1
Nidhi Tulshan
Jaswinder Kaur
Updated changes to Vendor Master

Creation Process
The document has been prepared to be used by the following stake-holders:
End Users Performing day to day transactions as per their Roles and
Authorizations in SAP System.
Core Team Directly involved in recording and accounting of costs related to
electricity.
Business Process Owners Respective Business Leaders, involved in validating
the process design.
Important Note:
The information in this document is only meant to be a reference for ERP Process configured
as per the Business Process approved by BSNL Management for Finance & Controlling
Module and is not a complete description of the SAP product and its functionalities. Its main
purpose is to serve as a reference Document for User Training and Support.
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User Manual
Module Name
Business Process
Payment Procedures
Course Overview
SAP Finance & Controlling module manages all the transactions related to
accounting of business transactions and controlling module is used for internal
reporting purposes. The unit explains the various steps to be followed after running
automatic payment program for generating the payment advice, RTGS and NEFT
form printout and generation of payment file to be sent to the bank for making
payment.
Target Audience
This course is intended for the following audiences:
Junior Accounts officer

Chief Accounts officers
Senior Management Accounting and Finance functions.
Course Prerequisites
Knowledge of navigating SAP systems

Basic knowledge of Finance & Controlling
Course Goals
This course will prepare you to:
Take Payment Advice Printout
RTGS & NEFT Printout
Automatic Bank Payment File Extraction
IFSC Details for RTGS/ NEFT Payments
Vendor Master Report
Upload Vendor CIN Details
Temporary Advance Status Report
Temporary Advance Status Details
Course Objectives
After
completing this course, you will be able to:

Take Payment Advice Printout
RTGS & NEFT Printout
Automatic Bank Payment File Extraction
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User Manual
Module Name
Business Process
Payment Procedures
IFSC Details for RTGS/ NEFT Payments

Vendor Master Report
Temporary Advance Status Report
Temporary Advance Status Details
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Module Name
Business Process
Payment Procedures
Important information to be noted:
All documents are to be created in reference to the preceding document.

All SAP Transactions can be executed either by navigating to the required
Transaction through the Menu Path or by simply entering the Transaction
Code for the respective Transaction in the Command Field.
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User Manual
Module Name
Business Process
Payment Procedures
Table of Contents
1. PAYMENT ADVICE PRINTOUT........................................8
2. RTGS AND NEFT PRINTOUT........................................15
3. AUTOMATIC BANK PAYMENT FILE EXTRACTION...........22
4. IFSC DETAILS FOR RTGS /NEFT PAYMENTS..................28
5. VENDOR MASTER REPORT......................................... 34
6. UPLOAD VENDOR CIN DETAILS...................................36
7. TEMPORARY ADVANCE STATUS REPORT......................42
8. TEMPORARY ADVANCE STATUS DETAILS.....................45
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User Manual
Module Name
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Payment Procedures
Input - Required Fields

Company Code
Vendor Account
Field Value / Comments

1021
1005107 and 1005108
For all above three scenarios, namely, Print Payment advice, RTGS and NEFT Form
printout & Automatic Bank Payment File Generation we will use same Automatic
Payment run made through Tcode F110 for two vendors
Run Date
: 08.08.2011
Identification: UMANL
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Payment Procedures
For the mentioned Run date and Identification , the proposal is run and payment
proposal is created
Payment Run done for generating payment advice , RTGS / NEFT form printout and
bank payment file
1 Payment Advice Printout

Once the payment is done either through manual payment or automatic payment
run , the printing of payment advice and sending same to vendor through mail will
be performed separately using below functionality .
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User Manual
Module Name
Business Process
Payment Procedures
To take the printout of the payment advice , go to Tcode ZFI048_1

Via Transaction Code
ZFI048_1
Update the following Required ( R ) and Optional ( O ) field

Field Name
Description
R/O
Automatic
Payment
Select the radio button if payment

advice is generated for automatic
payment run
Run date in automatic payment run
R
R
Values( Example
)
Selected for
Automatic
payment
08.08.2011
Identification specified in payment run

Identifying the company code
R
R
UMANL
1021
Payment Run
date
Identification
Company
Code
Click on Execute
On execution it will show the print preview of the payment advice generated for two
vendors as specified in the automatic payment run
First Page
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Payment Procedures
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Payment Procedures
Data in the payment advice

Field Name
Logo
Heading
Vendor
Name
Address
Description
Company Logo
Form Heading
Name of the vendor
Code
Vendor code
Values( Example )
BSNL Logo
Payment Advice
Tshering
Vendor Address
1005107
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Payment Procedures
Payment
Date
Reference
No
Payment
Mode
BSNL Bank
Details
Date of making
payment
Payment Document
number
Mode through which
payment is done
BSNL Bank through
which payment is
done
08.08.2011
Instrument
No
Description
Cheque No
Will be updated if payment is done through

cheque payment method
Invoice
Date
Invoice No
PO number
Bill Date
Date of the vendor bill number
Bill number
Purchase Order
number
Bill amount
Bill number entered while posting invoice

Purchase order for which invoice is posted
Amount of deduction
Total deduction amount calculated per invoice

( explanation in the annexure page )
Amount of the final payment
Invoice
amount
TDS/
Deduction
Payment
Amount
Amount in
words
Footer
Will be generated after payment run

RTGS
Text in the payment

advice
Final paid amount

Payment amount in
words
BSNL Company Code
name and Address
Amount of the vendor invoice
Final payment amount in words

Name and Address of the paying company
code
Second page
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Payment Procedures
Data in the Annexure

Field Name
Logo
Heading
Vendor
Account no
Invoice No
BSNL Ref
No
TDS
Deduction
Other
Description
Company Logo
Form Heading
Vendor Code
Values( Example )
BSNL Logo
Details of Deduction
1005107
Bill number
SAP Document
number
Amount of TDS
deducted per
invoice
Any credit memo
Bill number entered while posting invoice

1900000105
167899
4000
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Deduction
Reason for
deduction
User Manual
Module Name
Business Process
Payment Procedures
posted against
the invoice
Text for the
deduction in
case credit
memo is posted
Click on back button

In case you want to send the payment advice before doing payment run , the
system gives below error message
Therefore payment run is mandatory for sending the payment advice to vendors
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Module Name
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Payment Procedures
Once payment run is done , then for sending payment advice through mail to
vendors , put tick on
Click on execute
. On execution it gives below message based on the mail id of
the vendors existing in the vendor master
In case you want to send mail to both the vendors , then click on
otherwise
On clicking
, it will go back to the previous screen and allow user to
add mail address in the vendor master
After updating mail address in the vendor master go again to the Tcode ZFI048_1
and select the option to send mail to vendor . In that case system gives below
message
Click on
to send mail . System gives below message
Below screenshot of the PDF received by the vendor

Payment Advice.pdf
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Payment Procedures
Once mail is send , if user again wants to send mail to vendor then on execution
system gives below message
If you want to resend and select

, then again mail will be sent to
vendor but with word DUPLICATE at the header level
Attached the mail , received by the vendor
Payment
Advice_Duplicate Copy.pdf
Press Shift+F3 to return to the SAP Easy Access screen. The system task is complete
1. RTGS and NEFT printout

To take the printout of the RTGS and NEFT form , go to Tcode ZFI031
ZFI031

Field Name
Description
R/O
Payment Run
date
Identification
Company
Code
Office Address
Telephone
Number
Fax Number
Run date in automatic payment run
Values( Example
)
08.08.2011
Identification specified in payment run

R
R
UMANL
1021
Address of the company

Telephone No of the company
O
O
CP DELHI
9866899990
Fax Number of the company
012458765456
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Payment Procedures
Click on Execute
On execution it will show the print preview of the RTGS and NEFT form generated for
two vendors as specified in the automatic payment run
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Data in the payment advice

Field Name
Logo
Heading
Description
Company Logo
Company Name
Values( Example )
BSNL Logo
Office
Address
Tel No
Address given in first

screen
Tel No given in first
screen
Fax No given in first
screen
Details required in the
mandate form
CP DELHI
Fax No
Heading
line
9866899990
012458765456
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BSNL Bank
details
Vendor
Bank
details
Amount
Authorised
Signatory
User Manual
Module Name
Business Process
Payment Procedures
Bank to be identified
for payment
Account number and
account type of the
vendor bank account
as specified in the
vendor master
Total amount due
Signature of
authorized person
Here RTGS / NEFT depends upon the total

amount to be paid . If amount is more than
Rs. 2 Lakh then RTGS will come otherwise
NEFT will come
Corporation Bank
786543467789
Current Account
1709986
After printout of the form , the authorized
person can take printout
Before making payment run , the printout of the form cannot be taken .The Print
option will be deactivated
Therefore payment run is mandatory for generating the payment form

Once the payment run is done , The PRINT option will be activated and user can
take the printout of the form
After entering below details , click on Execute
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Payment Procedures
On execution , system gives below message box
Click on
option , the print preview of the form will appear . Here
select PRINT option and give printout
Once the payment run is done , then the above number will appear in the printout
form
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This is combination of Payment method : Run Date / Identification / Payment

document number / Company code
System gives message as

To take printout , go to SP01 , select Spool number and take printout.
After taking printout once , if user again wants to take printout , then printout can
be taken but the word DUPLICATE will come in the printout at header level
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Payment Procedures
2. Automatic Bank Payment File Extraction

To create the payment file to be send to the bank for making payment through RTGS
/ ECS , go to Tcode ZFI114
ZFI114

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Payment Procedures
Field Name
Description
R/O
Paying Company
Code
Run date
Values( Example
)
1021
Run date in automatic payment

run
Identification specified in payment
run
08.08.2011
UMANL
Identification
Click on Execute
On execution it will show the vendors selected for including in the payment file to
be sent to the bank for final payment
In case you want to generate the payment file before doing payment run , the
system gives below error message
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Payment Procedures
Therefore payment run is mandatory for generating the payment file

After doing payment run , on selecting the
, system
give details of the payment document number and the folder path where file is
generated
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Payment Procedures
Go to the folder path and check the payment file .
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Payment Procedures
After generating the payment file once , if user again wants to generate the file and
selects the below option
, system gives below message
Press
Below screen will come
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It shows that file already generated and gives the path where file is stored , user
name , date and the time
3. IFSC Details for RTGS /NEFT payments

The purpose of this development is to generate the single RTGS and NEFT form to
be sent to the bank for making vendor payments . Once the Automatic payment run
is done , then giving Run Date and ID , the RTGS / NEFT form can be generated and
print the same for sending the same to bank .
Give company code , Run Date and ID used for vendor payments , the RTGS / NEFT
payment form can be generated which will give vendor wise details to bank for
making payments . The user can take the printout of the same and send to bank for
further processing . Following details are available :
i) Vendor Name
ii) Vendor Account number
iii) Vendor IFS code
iv) Amount to be paid
v) BSNL Bank details
To create the payment file to be send to the bank for making payment through RTGS
/ ECS , go to Tcode ZFI170
ZFI170
Field Name
Description
R/O
Paying Company
Code
Run date
Values( Example
)
1021
Run date in automatic payment

run
Identification specified in payment
run
08.08.2011
UMANL
Identification
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Payment Procedures
Click on
In case you want to generate the IFSC Details for RTGS /NEFT payments before
doing payment run , the system gives below message
Click on
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Once the payment run is done and after entering below details , click on
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Here select PRINT option and give printout
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System gives message as

To take printout , go to SP01 , select Spool number and take printout.
After taking printout once , if user again wants to take printout , then printout can
be taken but the word DUPLICATE will come in the printout at header level
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Attached the PDF of the duplicate form
IFSC Details for

RTGS NEFT Payments.pdf
4. Vendor Master Report

The purpose of this development is to generate the list of the vendor details based
on the vendor number given or Vendor Account group .
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Payment Procedures
This list provides the complete list of the vendor details like name , bank details ,
PAN number , Excise details , CIN details
Based on the vendor Account number given or Vendor Account group given the
complete list of vendor details can be fetched . This list will give the following
details for the vendor :
i)
Vendor Name
ii)
Bank details
iii)
CIN Details
iv)
Excise details
v)
PAN number
User can download the same details in excel and keep same for record purpose
Go to Tcode ZFI172
ZFI172

Field Name
Description
R/O
Vendor
Account
Number
Vendor
Account
Group
Company
Code
Vendor Account Number
Vendor Account Group
Z001
Company Code
1021
Click on Execute
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Values( Example
)
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Module Name
Business Process
Payment Procedures
On execution it will show the vendor master report

5.
The purpose of this development is to upload the CIN details of the vendors once
the vendor master is created . The various details which can be uploaded includes
Excise details , service tax details , PAN details
Once the vendor master is created , the CIN details for multiple vendor master can
be uploaded using the BDC upload format . The BDC upload format is attached
herewith :
Vendor CIN details

upload format .xls
Instead of entering details for each vendor separately , the data can be mapped in
the attached excel format and using ZFI157 all vendor CIN details can be uploaded
in one go .
ZFI157

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Payment Procedures
Field Name
Description
R/O
File
Vendor CIN details excel
Mode
Processing mode
Values( Example
)
Vendor CIN
details excel
E
Click on Execute
Go to TCode XK03
Field Name
Description
R/O
Vendor
Company Code
Vendor
Company Code
R
R
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Values( Example
)
1005089
1021
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Business Process
Payment Procedures
Press Enter
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Click on
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Click on the tab
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Click on the tab
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6. Temporary Advance Status Report

The purpose of this development is to get both the current and detailed status of
the temporary advance and its settlement . The report can be fetched giving details
of the total advances which is approved and advances which are not approved .
Based on the different criteria such as Company code , employee vendor code ,
Request number the report for temporary advances which are approved and which
are pending can be fetched . Also the status report of the temporary advance
current detail and detailed view can be generated . Following details can be derived
from the report :
i)
ii)
iii)
iv)
v)
Approval status
Remarks given at different levels
Time and Date of action
Amount approved
Final SAP document generated
Go to Tcode ZFI070
ZFI070

Field Name
Description
R/O
Company Code
Business Area
Employee Vendor
Code
Date Range
Request No
Status

Identifying the business area
Employee Vendor Code
R
O
O
Date Range
Temporary Advance Request No.
Request Status
O
O
O
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Values( Example
)
1080
8001
98001234
T00000000053
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Business Process
Payment Procedures
Click on
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Temporary Advance Status Report gets displayed.

Click on the back
button
Enter the below details
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Click on
7. Temporary Advance Status Details

The purpose of this development is to check the status of both temporary advance
request number and its settlement . This is required for checking the current status
of any temporary advance applied by user .
Here giving the request number of temporary advance and making selection for
advance details / settlement details the detailed screen of the request / settlement
will appear which will give details of the current status , amount , approving level of
the request / settlement . This will help in tracking the status of the request /
settlement.
Go to Tcode ZFI174
ZFI174

Field Name
Description
R/O
Request No
Temporary Advance Request No.
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Values( Example
)
T00000000053
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Business Process
Payment Procedures
Click on
Click on the back
button
Enter the below details & click on

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BSNL

Finance & Controlling

Updated changes to Vendor Master

The document has been prepared to be used by the following stake-holders:

Finance & Controlling

Junior Accounts officer

Knowledge of navigating SAP systems

completing this course, you will be able to:

Finance & Controlling

IFSC Details for RTGS/ NEFT Payments

Finance & Controlling

Important information to be noted:

All documents are to be created in reference to the preceding document.

Finance & Controlling

Finance & Controlling

Input - Required Fields

Field Value / Comments

Finance & Controlling

1 Payment Advice Printout

Finance & Controlling

To take the printout of the payment advice , go to Tcode ZFI048_1

Update the following Required ( R ) and Optional ( O ) field

Select the radio button if payment

Identification specified in payment run

Finance & Controlling

Finance & Controlling

Data in the payment advice

Finance & Controlling

Will be updated if payment is done through

Date of the vendor bill number

Bill number entered while posting invoice

Total deduction amount calculated per invoice

Will be generated after payment run

Text in the payment

Final paid amount

Amount of the vendor invoice

Final payment amount in words

Finance & Controlling

Data in the Annexure

Bill number entered while posting invoice

Finance & Controlling

Click on back button

Finance & Controlling

to send mail . System gives below message

Below screenshot of the PDF received by the vendor

Finance & Controlling

If you want to resend and select

1. RTGS and NEFT printout

Update the following Required ( R ) and Optional ( O ) field

Run date in automatic payment run

Identification specified in payment run

Address of the company

Fax Number of the company

Finance & Controlling

Finance & Controlling

Finance & Controlling

Data in the payment advice

Address given in first

Finance & Controlling

Here RTGS / NEFT depends upon the total

Therefore payment run is mandatory for generating the payment form

Finance & Controlling