AR AP Config

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TABLE OF CONTENTS
INTRODUCTION.........................................................................................................5
1) Accounts Receivable and Accounts Payable.....................................................6
1.1 Customer Accounts ...................................................................................6
1.1.1 Master Records ...................................................................................6
1.1.1.1 Define Account Groups with Screen Layout (Customers)...........6
1.1.1.2 Define Screen Layout per Company Code (Customers).......... 12
1.1.1.3 Define Screen Layout per Activity (Customers)......................... 13
1.1.1.4 Enter Accounting Clerk Identification Code for Customers...... 18
1.1.1.5 Define Industries ............................................................................. 20
1.1.1.6 Create Number Ranges for Customer Accounts ....................... 21
1.1.1.7 Assign Number Ranges to Customer Account Groups ............ 24
1.1.1 .8 Delete Customer Master Data (OBR2)........................................ 25
1.2 Vendor Accounts .................................................................................... 26
1.2.1 Master Records ...................................................................................... 26
1.2.1.1 Define Account Groups with Screen Layout (Vendors) ............ 26
1.2.1.2 Define Screen Layout per Company Code (Vendors).............. 30
1.2.1.3 Define Screen Layout per Activity (Vendors)............................. 32
1.2.1.4 Define Accounting Clerks .............................................................. 37
1.2.1.5 Create Number Ranges for Vendor Accounts ............................ 38
1.2.1.6 Assign Number Ranges to Vendor Account Groups................. 41
1.2.1.7 Delete Vendor Master Data (OBR2) ............................................ 42
1.3 Business Transactions.................................................................................. 43
1.3.1 Incoming Invoices/Credit Memos......................................................... 43
1.3.1.1 Maintain Terms of Payment.......................................................... 43
1.3.1.2 Define Terms of Payment for Installment Payments................. 48
1.3.1.3 Define Cash Discount Base for Incoming Invoices ................... 53
1.3.2 Outgoing Payments ............................................................................... 54
1.3.2.1 Outgoing Payments Global Settings ............................................ 54
1.3.2.1.1 Define Accounts for Cash Discount Taken.............................. 54
1.3.2.1.3 Define Accounts for Exchange Rate Differences (OB09) ..... 55
1.3.2.1.4 Define Accounts for Rounding Differences ............................. 59
1.3.2.1.5 Define Accounts for Bank Charges (Vendors)........................ 62
1.3.2.1.6 Define Payment Block Reasons ................................................ 63
1.3.2.1.7 Define Default Values for Payment Block................................ 64
1.3.2.2 Manual outgoing Payments ........................................................... 65
1.3.2.2.1 Define Tolerances (Vendors)..................................................... 65
1.3.2.2.2 Define Reason Codes (Manual Outgoing Payments)............ 68
1.3.2.2.3 Define Accounts for Payment Differences (Manual Outgoing
Payment) ................................................................................................. 72
1.3.2.3 Automatic Outgoing Payments ..................................................... 75
1.3.2.3.1 Set Up All Company Codes for Payment Transactions......... 75
1.3.2.3.2 Set Up Paying Company Codes for Payment Transactions. 77
1.3.2.3.3 Set Up Payment Methods per Country for Payment
Transactions............................................................................................ 83
1.3.2.3.4 Set Up Payment Methods per Company code for Payment
Transac tions............................................................................................ 89
1.3.2.3.5 Set Up Bank Determination for Payment Transactions......... 95
1.3.3 Outgoing Invoices/Credit Memos......................................................... 98

1.3.3.1 Maintain Terms of Payment.......................................................... 98
1.3.3.2 Define Cash Discount Base for Outgoing Invoices ................... 98
1.3.4 Incoming Payments ............................................................................... 99
1.3.4.1 Define Accounts for Cash Discount Granted.............................. 99
1.3.5 Down payment received from customer...........................................102
1.3.5.1 Define Reconciliation Accounts for Customer Down Payments
.................................................................................................................102
1.3.6 Down payment made to vendor .........................................................107
1.3.6.1 Define Alternative Reconciliation Account for Down Payments
made to Vendor....................................................................................107
1.3.7 Define Sort Method and Adjustment Accts for Regrouping
Receivables/Payables ...................................................................................112
1.3.8 Define Reply Addresses for Balance Confirmation .......................119
1.3.9 Interest Calculation ........................................................................121
1.3.9.1 Define Interest Calculation Types ..............................................121
1.3.9.2 Define Number Ranges for Interest Forms...............................123
1.3.9.3 Prepare Interest on Arrears Calculation ....................................124
1.3.9.4 Define Time-Based Terms...........................................................127
1.3.9.5 A/R: Calculation of Interest Account determination .................129
1.3.9.6 Define Interest Forms (with SAPScript).....................................130
1.3.9.7 Assign Forms for Interest Indicators ..........................................131
1.3.9.8 Define Sender Details for Interest Forms..................................132
1.3.10 Dunning............................................................................................135
1.3.10.1 Define Dunning Areas................................................................136
1.3.10.2 Define Dunning Keys .................................................................136
1.3.10.3 Define Dunnin g Block Reasons................................................137
1.3.10.4 Define Dunning Procedures ......................................................138

INTRODUCTION
The AR and AP module is a sub ledger to FI- GL for managing the balances
of Customers and Vendors. The AR and AP component stores all the
information and balance details for customer and vendor. Data is updated
from AR and AP in real time to the FI- GL module. Most of the Data in AP
module is obtained from the Materials Management (MM) module. Similarly
most of the Data in AR module is obtained from the Sales and Distribution
module.
Here we see the configuration for AR and AP and also cover the configuration
for Automatic payment program.

1) Accounts Receivable and Accounts Payable
1.1 Customer Accounts
1.1.1 Master Records
1.1.1.1 Define Account Groups with Screen Layout (Customers)
IMG àFinancial Accounting àAccounts Receivable and Accounts Payable

àCustomer Accounts à Master Data à Preparations for Creating Customer
Master Data à Define Account Groups with Screen Layout (Customers)
When creating a customer account, you must specify an account group.

You use the account group to determine:
Ø the interval for the account numbers
Ø whether the number is assigned internally by the system or externally

by the user (type of number assignment)
Ø whether it is a one-time account
Ø which fields are ready for input or must be filled when creating and
changing master records (field status)
Click on
Update the following: -

Click on Save
Double Click

Double Click

Click twice

Double Click

Double Click
Change Reconciliation account and sort key from Opt entry to Req. entry
Click on
Change Terms of payment from Opt. Entry to Req. entry

Click on Save
1.1.1.2 Define S creen Layout per Company Code (Customers)

Master Data à Define Screen Layout per Company Code (Customers)
Here in this step you specify, depending on the company code, which
company code-dependent master record fields

Ø are ready for input
Ø require an entry
Ø are hidden.
This specification is linked to the field status of the account group and a
specification for the transaction. By means of the link, you can see which
status the fields have on the entry screen for master data. In this case, the
fields take on the status which has the highest priority. Hiding a field has the
highest priority, followed by a display field, a required field and then an
optional field:
The entry under the company code * applies to the company codes which are
not explicitly entered in the table. You should not delete this entry.
Normally no configuration is required except in exceptional cases. For

example, if the company codes are in different countries or some company
codes do not use automatic payment processing for customers. If fields are to
have an alternative status depending on the company code, specify the
company code and determine the status of the fields.
We will not configure anything here since we do not want field status
differently based on company codes.
1.1.1.3 Define Screen Layout per Activity (Customers)

Master Data à Define Screen Layout per Activity (Customers)
In this activity you specify, depending on the transactions (display, create,

change) for customer master data, which master record fields

• are ready for input
• require an entry
• are hidden.
This specification is linked with the field status of the account group and the
company code-dependent specification. By means of the link, you can see
which status the fields have on the entry screen for master data. In this case,
the fields take on the status which has the highest priority. Hiding a field has
the highest priority, followed by a display field, a required field and then an
optional field:
This, particular configuration is required if the fields are to be filled when

creating and are not to be changed via the change transaction. This is
required for reconciliation account. The reconciliation account updated during
the create mode should not be changed later on in the change mode. This will
create a lot of problem. In the change mode the field should not be available
for change. It should be only in the display mode.
Let us configure that.
Double click

Double click
Double click
Change the reconciliation account from Req entry to display

Click on
Click
Double click

Double click
Double click and change reconciliation account from

optional entry to display

Click on
1.1.1.4 Enter Accounting Clerk Identification Code for Customers

Master Data à Enter Accounting Clerk Identification Code for Customers
In this step, you define the names of the accounting clerks under a name
identification code. You enter the identification code in the customer master
records which the accounting clerk supervises. You can use this information
for evaluations and for correspondence.

Click on
Update the following:-
Click on Save

1.1.1.5 Define Industries

Master Data à Define Industries
In this activity you define the industries you require. You can group together
your customers by industry. The industry field is located in the general area of
the customer’s master record. You specify what industry a business partner
belongs to by entering an industry key in its master record. You can use this
information for evaluations, for example, to create a customer list according to
industry.
We will not configure anything here. In case you want to configure click on
new entries, enter a 3 digit code and description.

1.1.1.6 Create Number Ranges for Customer Accounts

Master Data à Create Number Ranges for Customer Accounts
In this activity you create the number ranges for the customer accounts. To do
this, specify the following under a two-character key:
Ø A number interval from which the account number for the customer
accounts is to be selected
Ø The type of number assignment (internal or external number
assignment)
In this screen you will notice that there is no company code selection. The
customer number is created at a client level. This means that the same
customer number can be extended by more than one company code.
Click on

Click on

Click
Click on Save
To Transport
When we transport in the above manner all intervals for the selected number
range object are deleted in the target system first. After the import, only the

intervals you export are present. The number statuses are imported with their
values at the time of export.
Dependent tables are not transported or converted
It is advisable that the number ranges are manually maintained on the

respective system (quality, production).
1.1.1 .7 Assign Number Ranges to Customer Account Groups

Master Data à Assign Number Ranges to Customer Account Groups
In this step you assign the number ranges you created in the preceding step
to the account groups for customers. You can use one number range for
several account groups.
We will assign number range Z9 created to account Z910.

Click on Save
1.1.1.8 Delete Customer Master Data (OBR2)

àCustomer Accounts à Master Data à Delete Customer Master Data
(OBR2)
You can delete the master records for customers by using this program. This
program is to be used only during test phase.
The company code for which master records are to be deleted, should not be
flagged as productive. Only master records for accounts which do not have
any transaction data may be deleted.
The general customer master data is only deleted for customers who are not
also created as customers in Sales and Distribution.
You can use transaction code OBR2 in the main SAP Easy Access menu.

1.2 Vendor Accounts
1.2.1 Master Records
1.2.1.1 Define Account Groups with Screen Layout (Vendors)

àVendor Accounts à Master Data à Preparations for Creating Vendor
Master Data à Define Account Groups with Screen Layout (Vendors)
In this step you s pecify the account groups for vendors.
Via the account group you determine
• The interval for the account numbers
• Whether the number is assigned internally by the system or externally

by the user (type of number assignment)

• Whether it is a one-time account
• Which fields are ready for input or must be filled when creating and
changing master Data (field status)
Click on

Click on Save
Double Click
Double Click

Make Reconciliation account and sort key as Req. entry as follows
Click on
Make Terms of payment Req. entry

Click on Save
1.2.1.2 Define Screen Layout per Company Code (Vendors)

Master Data à Define Screen Layout per Company Code (Vendors)
Here you determine, depending on the company code, which company code-
dependent master record fields

• are hidden.
This specification is linked to the field status of the account group and a
specification for the transaction. By means of the link, you can see which
status the fields have on the entry screen for master data. In this case, the
fields take on the status which has the highest priority. Hiding a field has the
highest priority, followed by a display field, a required field and then an
optional field:
The entry under the company code * applies to the company codes which are
not explicitly entered in the table. You should not delete this entry.
Normally no configuration is required except in exceptional cases. For

example, if the company codes are in different countries or some company
codes do not use automatic payment processing for customers. If fields are to
have an alternative status depending on the company code, specify the
company code and determine the status of the fields.
We will not configure anything here since we do not want field status
differently based on company codes.

1.2.1.3 Define Screen Layout per Activity (Vendors)

Master Data à Define Screen Layout per Activity (Vendors)
In this activity you specify, depending on the transactions (display, create,

change) for customer master data, which master record fields
• are hidden.
This specification is linked with the field status of the account group and the
company code-dependent specification. By means of the link, you can see
which status the fields have on the entry screen for master data. In this case,
the fields take on the status which has the highest priority. Hiding a field has
the highest priority, followed by a display field, a required field and then an
optional field:
This configuration is required if the fields are to be filled when creating and
are not to be changed via the change transaction. This is required for
reconciliation account. The reconciliation account updated during the create
mode should not be changed later on in the change mode. This will create a
lot of problem. In the change mode the field should not be available for
change. It should be only in the display mode.
Let us configure that.

Double click
Double click
Double click

Change the Reconciliation account from Opt. Entry to Display

Click on
Similarly also make the Reconciliation account as display in Change Vendor

(centrally activity).
Double click

Double click
Double click
Change the Reconciliation account from Opt. entry to Display

Click on
1.2.1.4 Define Accounting Clerks

Master Data à Define Accounting Clerks
In this step, you define the names of the accounting clerks under a name
identification code. You enter the identification code in the vendor master
Data which the accounting clerk supervises. You can use this information for
evaluations and for correspondence.
Click on

Click on Save
1.2.1.5 Create Number Ranges for Vendor Accounts

Master Data à Create Number Ranges for Vendor Accounts
Here you create the number ranges for vendor accounts. You specify
whether the number range is internal or external. Internal number range
means the system allots the number automatically from the number range.
External number range means the system expects the user to allot the
number from the specified range.
In this screen you will notice that there is no company code selection. The
Vendor number is created at a client level. This means that the same vendor
number can be extended by more than one company code.

Click on

Click on
Click on
Click on Save
You get the following message

1.2.1.6 Assign Number Ranges to Vendor Account Groups

Master Data à Assign Number Ranges to Vendor Account Groups
Assign number range Z9 to account group Z910

Click on Save
1.2.1.7 Delete Vendor Master Data (OBR2)

àVendor Accounts à Master Dataà Delete Vendor Master Data
Here you can delete the master Data for vendors. You can use this program
in the test phase. The company code, for which master Data are to be
deleted, should not be flagged as productive. Only master Data for accounts
which do not have any transaction data may be deleted.
The general vendor master data is only deleted for vendors who are not also
created as vendors in Purchasing.

1.3 Business Transactions
1.3.1 Incoming Invoices/Credit Memos
1.3.1.1 Maintain Terms of Payment
IMG àFinancial Accounting àAccounts Receivable and Accounts Payable à

Business Transactions à Incoming Invoices/Credit Memos à Maintain Terms
of Payment
Here you can define rules which are stored under a four-character key called
as payment term. You assign this terms of payment to the vendors master
record. The payment term is proposed when entering a document to the
vendor account.
You can use the same key for the terms of payment for both customers and
vendors who have the same payment terms. SAP recommends, however, that

you use different terms of payment keys for customers and vendors and limit
the permitted account type correspondingly within the terms of payment.
Let us configure 2 payment terms.
1) Payable to vendor 60 days. If paid within 30 days 2 % cash discount

can be availed.
2) Receivable from customer within 45 days. If paid within 15 days 2 %
cash discount will be paid.
Generally document date is selected as the default baseline date. Document

date is the invoice date.
You configure both the payment terms for customers and vendor using
the same configuration path.

Click on

Click on Save
Let us configure another payment term.
Click
Now we will configure payment term for customer.

Click on

Click on Save
1.3.1.2 Define Terms of Payment for Installment Payments

Business Transactions à Incoming Invoices/Credit Memos à Define Terms
of Payment for Installment Payments
Here you can configure whether an invoice amount is to be divided into partial
amounts with different due dates. For this , you must specify the amount of the
holdback/retainage in percent and the terms of payment for each
holdback/retainage payment. If you then post an invoice with terms of
holdback/retainage paym ent, the system generates the corresponding
number of line items due to your specifications for the holdback/retainage .
We want to create a Installment payment key where 60 % of the amount is

payable to vendor within 90 days and the balance 40 % in 120 days.

Let us create 3 payment terms (keys ) using configuration path in step
1.3.1.1
The Installment payment tick is very important.
Click on Save
Click on

Click on Save
Click on

Click on Save
Now link all the 3 keys together using the above configuration path.
Click on

Take a drop down in field payment terms
Double Click Z912

Click on Save
1.3.1.3 Define Cash Discount Base for Incoming Invoices

Business Transactions à Incoming Invoices/Credit Memos à Define Cash
Discount Base for Incoming Invoices
Here we define whether the tax amount is taken into consideration in the base
amount for calculating the cash discount amount. This specification is per
company code.
We do not want the cash discount base to be net; hence we will not configure
this.

1.3.2 Outgoing Payments
1.3.2.1 Outgoing Payments Global Settings
1.3.2.1.1 Define Accounts for Cash Discount Taken

Business Transactions à Outgoing Payments à Outgoing Payments Global
Settings à Define Accounts for Cash Discount Taken
Here you define the account numbers of your cash discount received
accounts. The system posts the cash discount amount to these accounts
when c learing open items in vendors.
You can specify tax code also.

Click on Save
827110 is a cash discount received account
Click on Save
1.3.2.1.3 Define Accounts for Exchange Rate Differences (OB09)

Settings à Define Accounts for Exchange Rate Differences
The configuration procedure is same for both customer and vendor. Which
means you can use the same path to maintain the customer and vendor for
exchange rate differences.
Click on
Here you will enter the GL code for Accounts receivable or Accounts
Payable (the reconciliation account). You can enter different GL codes
for each currency code and currency type. Alternatively if you do not
want different GL codes for each currency you can keep them blank

119020 is the GL code for Account Receivables trade 3rd parties
Loss: Here you enter the GL code for exchange loss, which is realized
Gain: Here you enter the GL code for exchange gain, which is realized.
Val. loss 1: Here you enter the GL code for unrealized exchange Loss on
revaluation of open items i.e. accounts receivable and accounts payable
Val. gain 1: Here you enter the GL code for unrealized exchange gain on
revaluation of open items i.e. accounts receivable and accounts payable
Bal.sheet adj.1 : Here you enter the GL code to which the receivable and
payables adjustment is posted during foreign currency valuation of open
items.
The SAP System supports two valuation areas in parallel. This account is
used during valuation of the first valuation area.

The first valuation area reflects the local view of the Company code; the
second valuation area takes the corporate policy for the valuation into
consideration.
Click on
Similarly you can configure exchange rate difference for account

payable.
213320 is accounts payable trade third parties
Click on
Click on
Click

1.3.2.1.4 Define Accounts for Rounding Differences

Settings à Define Account for Rounding Differences
This configuration is valid for both customers and vendors.

Click on Save
Click on

Click on Save
Click on Save

1.3.2.1.5 Define Accounts for Bank Charges (Vendors)

Settings à Define Accounts for Bank Charges (Vendors)
Here you define the account numbers of your bank charges accounts. The
system posts the charges amount you specify for a bank item when settling
payment to these accounts. The bank charges accounts must be defined as
relevant to cash flow.
Double Click
Update following:-
Update following:-

470103 is Bank charges account
Click on Save
1.3.2.1.6 Define Payment Block Reasons

Business Transactions àOutgoing Payments à Outgoing Payments Global
Settings à Payment Block Reasons à Define Payment Block Reasons
Using payment blocking reasons, you can differentiate why invoices are to be
blocked for payment.
For each block indicator, you must decide whether:
• Changes are allowed in the payment proposal.
If the indicator is not set, the reason for blocking cannot be set nor
removed when a payment proposal is processed.
• Documents defined with the block key are also not to be cleared during
manual payment entry.
Payment blocking reasons are valid for all company codes. By using the
reasons for payment blocking, you can also prevent items from being
processed manually with the clearing procedures "Incoming payment" and
"Outgoing payment". You define a blocking reason to do this and mark it
accordingly. Such items can always be transferred or reversed.
You can configure Payment block reasons as required by you.

1.3.2.1.7 Define Default Values for Payment Block

Settings à Payment Block Reasons à Define Default Values for Payment
Block
Here you can change (based on the payment terms) the blocking key value
that is proposed as a default when entering postings to customer accounts
and vendor accounts.

1.3.2.2 Manual outgoing Payments
1.3.2.2.1 Define Tolerances (Vendors)

Business Transactions à Outgoing Payments àManual Outgoing Payments
à Define Tolerances (Vendors)
This configuration setting is valid for both customers and vendors.

Here you specify the tolerances for vendors. These tolerances are used for
dealing with differences in payment and residual items which can occur during
payment settlement. Specify the tolerances under one or more tolerance

groups. Allocate a tolerance group to each vendor via the master record. For
each tolerance group, specify the following:
• Tolerances up to which differences in payment are posted

automatically to expense or revenue accounts when clearing open
items
• The handling of the terms of payment for residual items, if they are to
be posted during clearing
When clearing, the lower limit for the customer specifications and employee
group specifications are taken. Employee tolerance is configured in the FI GL
module. The tolerance needs to be assigned to the vendor master.
We are configuring a blank tolerance group
The permitted payment difference configured for gain and loss is 100 INR or 5
% whichever is lower.

Click on

Click on Save
1.3.2.2.2 Define Reason Codes (Manual Outgoing Payments)
IMG à Financial Accounting àAccounts Receivable and Accounts Payable

à Business Transactions à Outgoing Payments à Manual Outgoing
Payments à Overpayment/Underpayment à Define Reason Codes (Manual
Outgoing Payments)

Here you define reason codes, per company code, for handling payment
differences in the form of
• Residual items
• Partial payments
• Postings on account
Reason codes helps in giving information in a structured manner, if the cash

discount period was exceeded or if cash discount was taken when net
payment was due, if the customer paid short and so on.
Per reason code, you determine:
• In which company code it is valid
• Which correspondence type (payment notice to the customer) is

connected to it
• Short text and long text of the reason code
There are 3 indicators available:-
Charge of difference via separate account:-

Indicator that payment differences with this reason code are charged off via a
separate G/L account. The account is specified in the configuration menu
depending on the reason code.
Indicator: Disputed item:-

Indicator which should cause a disputed item from payment differences with
this reason code during residual item formation. Disputed items do not raise
the total receivables for a customer in the framework of the credit
management program.
Indicator: Do not copy text:-

If you set this indicator, the text for the reason code is not copied into the
segment text of the residual item or the partial payment. Set the indicator if
you want to enter the segment text manually.
Indicator: Do not consider tol. limit for diff to payment advice note item

Click on

Click on Save
We will create one more reason code to be charged off to a different account
Click on

Click on
1.3.2.2.3 Define Accounts for Payment Differences (Manual Outgoing

Payment)
IMG à Financial Accounting àAccounts Receivable and Accounts Payable
à Business Transactions à Outgoing Payments à Manual Outgoing
Payments à Overpayment/Underpayment à Define Accounts for Payment
Differences (Manual Outgoing Payment)
Here you set the account determination for the reason codes for which
payment differences are charged off via a separate G/L account. You have
defined reason codes in the earlier step and determined whether an

outstanding receivable is to be set for the customer or whether the difference
is to be charged off for each reason code.

Click on
Click

Click on
1.3.2.3 Automatic Outgoing Payments
1.3.2.3.1 Set Up All Company Codes for Payment Transactions
IMG à Financial Accounting à Accounts Receivable and Accounts Payable

à Business Transactions à Outgoing Payments à Automatic Outgoing
Payments à Payment Method/Bank Selection for Payment Program à Set
Up All Company Codes for Payment Transactions

Here you make specifications for all company codes involved in payment
transactions.
For each company code, you make the following specifications:
• Paying company code
You assign a paying company code to each company code. This

means that you can have one company code process payment
transactions centrally for several company codes.
• Cash discount and tolerance
The payment program uses these entries to determine the cash

discount strategy for the company code.
• Special G/L transactions
Specify which special G/L transactions are to be settled for customers

and vendors.
F = Down payment request
P = Payment request
A = Down payment on current assets
Click on

Click on
1.3.2.3.2 Set Up Paying Company Codes for Payment Transactions

Up Paying Company Codes for Payment Transactions
Here you make the following specifications for the paying company codes:
Ø Data for controlling the payment program

Here we specify the minimum amount for which an incoming (100 INR)
or outgoing payment (1000 INR) is created.
If you do not want exchange rate difference to be generated when the
payment is in foreign currency you need to select the parameter.
If you want to make separate payment for each reference you need to
select the parameter.
Ø Specifications for paying with bills of exchange
You can show or hide the settings for paying with bills of exchange .
Ø Forms and sender details for advice notes and EDI accompanying
sheets
If you wish to print payment advice notes or an EDI accompanying

sheet, specify the form name. Specify also the SAPscript text modules
that contain details about the sender that are to be printed on the
payment advice note. You can go directly from this transaction to the
transaction for editing forms and text modules .
Click on and update the following fields:-

Click on
Take a drop down in the field Form for the payment advice

Click

Click

Click
Similarly take a a drop down or press function key F4 in the field

EDI accompanying sheet form
Select
Click on

Click on
1.3.2.3.3 Set Up Payment Methods per Country for Payment

Transactions

Up Payment Methods per Country for Payment Transactions
Here you specify which payment methods are to be used in each country.
The following parameters are entered:-
1) whether it is an outgoing payment or incoming payment
2) payment classification – check, bank transfer
3) What master data specification required – address required,
bank details required etc.
4) Document type is attached
5) The payment program name is attached.
6) Which currencies are to be permitted?
Ensure that the payment methods to be used for paying the open items of a
business partner have been entered in the appropriate customer or vendor
master record. To get a list of payment media programs, use transaction code
SA38 and enter RFFO*. Click on Utilities à Find program à Execute.
Click on and update the following

In case there in no entry found for country IN you will have to manually create
by clicking new entries
Click on
Click to scroll down

Click on

Click on

Click on
In case of Bank transfers (E - Banking) we will create payment method is T (E-

banking)
Click on

Click on to scroll down
Click on and click on
Click on

Click the Save button.
1.3.2.3.4 Set Up Payme nt Methods per Company code for Payment

Transactions

Up Payment Methods per Company Code for Payment Transactions
Here you specify which payment methods can be used per company code
and determine the conditions under which a payment method should be used.
ü Specifications for grouping items for payment (such as single payment

for marked items)
ü Specifications for foreign/foreign currency payments
If you specify that the payment method can also be used for foreign
currencies, all currencies are permitted.

ü Specifications for optimizing bank selection
You can optimize either by bank groups or by postal codes. If you

optimize by bank groups, money is transferred from the house bank to
the business partner's bank in the shortest possible time. For this to be
possible, you assign all banks in the master Data to a bank group
defined by you.
If you optimize by postal codes, the house bank selection is determined
by the business partner's domicile. If you select the "Optimization by
postal codes" field, you can go directly to the activity for assigning
house banks to an interval of postal codes.
ü Specifications for the form to be used for the payment medium
ü Specifications for issuing payment advice notes
Depending on the space available on the payment medium form for

information about the note to payee, you have the fo llowing options:
• If unlimited space is available, you do not need to print payment

advice notes (for checks, for example), but can do so if desired.
• If there is no space available, a payment advice note containing all the

information about the purpose of p ayment is always printed (for bills of
exchange , for example).
• If only limited space is available and there is therefore a risk that the
space will not be sufficient, you can choose from the following options:
v You can have the system create a payment advice note

containing the information about the note to payee.
If a payment advice note is to be created every time , select

"Always payment advice". The note to payee is then printed on
both the form (so far as the number of lines selected on the form
allow) and the payment advice note. If insufficient space is
available, a payment advice note indicator is printed on the
payment medium.
A payment advice note can only be created if the note to
payee information does not fit into the available space. Select
Payment advice after X lines.
v You can have the system distribute the items between several
forms. To do so, select No payment advice and Distribute
items, XX lines per payment.

v You can have the payment program determine another
payment method if insufficient space is available. To do so,
choose No payment advice and Payment method valid to xx
lines.
We are configuring payment method check for company code 9100, the
minimum amount for which a check should be raised is 1000 INR and the
maximum amount is 9999,999,999 INR. We have selected SAP standard
check layout form F110_PRENUM_CHECK. This need to be modified as
per the customer requirement and Z form needs to be attached here.
Since the check will contain all the information of payment details we have
selecte d the parameter under Note to payee lines on the form -as many as
required and Parameter - no Payment advice.
In case you get error while entering the maximum amount enter a lower figure
such as 9999999 and press enter. System will automatically set th e format
Click on

Click on
Click on

Click on
We will configure payment method T (eBanking Payment Method) similarly

will the following fields updated.

Click on
______________________________________________________________

1.3.2.3.5 Set Up Bank Determination for Payment Transactions

Up Bank Determination for Payment Transactions
Before you can configure this step you need a house bank to be
configured. You can refer the SAP Bank configuration manual.
Here you define the following:
ü Ranking order of banks
You specify which house banks are permitted and rank them in a list.
ü Bank accounts
For each house bank and payment method and currency, you specify
which bank account is to be used for payments.
ü Available amounts
For each account at a house bank, you enter the amounts that are
available for the payment run. You enter separate amounts for
incoming and outgoing payments. Specifying available amounts
enables you to control which bank account is to be used for payments.
You can specify the amounts depending on the value date at the bank.
ü Value date
You specify how many days elapse between the posting date of the
payment run and the value date at the bank, dependent on the
payment method, bank account, payment amount and currency.
You can have the system determine the value date, taking into account
the bank calendar and any individual arrangements made with the
bank. To do so, choose the activity Define value date rules
Select and double

click on

Click on and update the following
House banks are ranked for payment based on payment method and
currency. If there are more than one house bank, the second bank will be
ranked based on payment method and currency.
Whenever you want to make payment from the desired bank you need to
check the ranking of the house bank here and change the ranking to 1, which
is possible through transaction code S_ALR_87001487 - Bank selection for
payment program (which is available on the SAP Easy access menu)
Click on
Next step is to maintain bank GL sub-accounts for these house banks.
Bank sub accounts for our bank accounts are as follows:-

111411 ICICI check issued out
111412 ICICI outgoing w/tfr
Double click
Click on and update the following information:-

Click on
Double click on
And click on
Update the available amount for outgoing payment and the currency for the
house bank. The available amount for outgoing payment in this case we have
updated the maximum amount. The amount planned here is available for
outgoing payments. The amount is only used for payments with which the
bank debit entry is expected during the number of days displayed.
Click on

1.3.3 Outgoing Invoices/Credit Memos
1.3.3.1 Maintain Terms of Payment

Business Transactions à Outgoing Invoices/Credit Memos à Maintain Terms
of Payment
Click on
Click on
1.3.3.2 Define Cash Discount Base for Outgoing Invoices

Business Transactions à Outgoing Invoices/Credit Memos à Define Cash
Discount Base for Outgoing Invoices
Here you determine whether the tax amount is to be taken into consideration
in the base amount for calculating the cash discount amount. You make your
specifications per company code.
We do not want the cash discount base to be net.
1.3.4 Incoming Payments
1.3.4.1 Define Accounts for Cash Discount Granted

Business Transactions à Incoming Payments à Incoming Payments Global
Settings à Define Accounts for Cash Discount Granted

Click on

Click on

1.3.5 Down payment received from customer
1.3.5.1 Define Reconciliation Accounts for Customer Down Payments

Business Transactions à Down Payment Received à Define Reconciliation
Accounts for Customer Down Payments
Here you define an account in which the customer down payments or down
payment requests are managed in the general ledger. In the case of down
payments or down payment requests, the posting is automatically made to
this account instead of to the normal receivables account (reconciliation
account).
You can use the SAP standard Sp. G/L indicator
Double Click

Click on Save
Click on

Click on Save
Let us create a down payment request special gl indicator F

Double click

Click on
Click on

Click on
1.3.6 Down payment made to vendor
1.3.6.1 Define Alternative Reconciliation Account for Down Payments

made to Vendor

Business Transactions à Down Payment Made à Define Alternative
Reconciliation Account for Down Payments
Here you configure the special GL account for vendor down payments. The
down payment posting is then automatically made to this account instead of to
the normal payables account (reconciliation account).

Double Click

119820 is the Vendor down payment account
Click on Save
Click on

Click on Save
Let us configure a vendor down payment request F. This is required when you
want to make payment through automatic payment program. This will create a
noted item (statistical entry).
Double click

213320 – Account trade 3 rd parties (Reconciliation account)

119821 – Down payment request
Click on
Click on

Click on Save . A is the target special GL indicator
1.3.7 Define Sort Method and Adjustment Accts for Regrouping

Receivables/Payables

Business Transactions à Closing à Regroup à Define Sort Method and
Adjustment Accts for Regrouping Receivables/Payables
Here you define the periods for the remaining terms of receivables and
payables. For each period, you can specify whether transfer postings are to
be made for customer, vendor, or G/L accounts . This configuration also
regroups credit balance in Accounts Receivable and Debit balance in
Accounts Payable.
We are configuring for regrouping of AR and AP balances which are maturing

beyond 6 months.
119020 AR 3rd parties

119842 AR adjustment account regrouping
119843 Debit balance in AP
119060 A/R maturity > 6 months
213320 A/P 3 rd parties
213370 A/P maturity > 6 months
219942 A/P adjustment account regrouping
219943 Cr. Balance in AR
Click on
Click on Save
Select
Double Click
Click on

Click on Save
Click on
Click on

Click on Save
Click on

Click
Click on Save
Click on Save
Click on

Click on Save
Click thrice
Select
Double Click
Click on
Click on Save
Click on

Click on Save
Click
Click on
Click on Save
Click on

Click on Save
1.3.8 Define Reply Addresses for Balance Confirmation

Business Transactions à Closing à Count à Balance Confirmation
Correspondence à Define Reply Addresses for Balance Confirmation
In this step, you define the address to which the customers or vendors are to
send their reply for the balance confirmation. Since this address is often
different from the company code address, this specification is very important.
You can define several addresses under one ID for every company code.
Click on

Click

Click
Click on
1.3.9 Interest Calculation
1.3.9.1 Define Interest Calculation Types

Business Transactions à Interest Calculation à Interest Calculation Global
Settings à Define Interest Calculation Types
Here you create interest indicators and decide whether they are to be used for
the item interest calculation or account balance interest calculation.
The master record of an account must contain an interest indicator so that it is
taken into consideration during interest calculation.

Click on
Take a drop down in Int calc. type

Click on
1.3.9.2 Define Number Ranges for Interest Forms

Settings à Define Number Ranges for Interest Forms
Here you create number ranges for interest forms by specifying an interval of
numbers to assign to the interest forms. The number range key is assigned to
the interest indicator in the next step.
Once you post an interest document, the number of the form is stored in the
"Reference" field of the accounting document
Click on

Click on
Click
Click on
1.3.9.3 Prepare Interest on Arrears Calculation

Settings à Prepare Interest on Arrears Calculation
Here you make specifications for each interest indicator for the calculation of
interest on arrears.
We will select the following configuration:-
No open items – only items cleared with a payment

Calendar type – G (Gregorion)
Only calculate interest on debit items.
Interest should only be calculated if it exceeds 100 INR.
Attach the number range 92 here.
Payment terms (due immediately)
Click on



Click on
1.3.9.4 Define Time-Based Terms

Business Transactions à Interest Calculation à Interest Calculationà Define
Time-Based Terms
Here specify how the system determines an interest rate for each interest
indicator. You can make these settings based on the currency and a validity
date.
Each entry is assigned a term that determines the type of interest that is
calculated (debit or credit interest)
You also specify the interest rates that you want to use.
You can:
Specify a reference interest rate for which the interest rate is defined.
Specify the required interest rate directly in the Premium field without
specifying a reference interest rate.
Specify a reference interest rate and an interest rate in the Premium field. The
interest premium is added to the reference interest rate during interest
calculation.
You can specify an amount in the Amount from field.

Click on
Click on

1.3.9.5 A/R: Calculation of Interest Account determination

Business Transactions à Interest Calculation à Interest Postingà A/R:
Calculation of Interest on Arrears
Here you define the specifications for account determination posting for the
interest calculated as interest on arrears.
You can define a document type for posting the interest by clicking in the Goto
menu option. In the standard system, the document type DA is defined for
posting interest.

Relevant Business transaction is first one for us.
Click on
Click on
1.3.9.6 Define Interest Forms (with SAPScript)

Business Transactions à Interest Calculation à Printà Define Interest
Forms (with SAPScript)
The SAP standard sapscript form is F_DUZI_01. You can copy and modify
this form with the help of an ABAP SAP consultant.
We will use the standard form.

1.3.9.7 Assign Forms for Interest Indicators

Business Transactions à Interest Calculation à Printà Assign Forms for
Interest Indicators
Assign the form created in the earlier step to the interest indicator.
Click on

Click on
1.3.9.8 Define Sender Details for Interest Forms

Business Transactions à Interest Calculation à Printà Define Sender
Details for Interest Forms
Here you define which standard texts are used for the header, the footer, and
the sender address in the letter window for each company code.
Click on

Click on
Position cursor on and click on

Change from this to A Ltd., Linking Road, Bandra,
Mumbai – 400077
Click on
Further position the cursor on and click on

Change IDES Inc. to A Ltd.
Click on
1.3.10 Dunning
Sometime the customers may not pay on time. In this case you can send a
payment reminder or a dunning notice to remind them of their outstanding
debts. You can configure SAP system to dun the customers as well as
vendors. The system duns the open items from a customer or a vendor in
which the overdue item has created a debit balance.

1.3.10.1 Define Dunning Areas
Business Transactions à Dunningà Basic Settings for Dunningà Define
Dunning Areas
Dunning areas are used if several organizational units are responsible for
carrying out dunning within a company code. These organizational units are
represented by dunning areas in the SAP system. Dunning areas can
correspond to a division, a distribution channel, a sales organization or a
business area. The dunning procedure is controlled and the dunning notices
are sent separately per dunning area.
The use of dunning area is optional.
Click on
Click on
1.3.10.2 Define Dunning Keys

Dunning Keys

Here we can define dunning keys. We will use the SAP standard Dunning
keys which are as follows.
If you select Print sep, then the items are displayed separately.
1.3.10.3 Define Dunning Block Reasons

Dunning Block Reasons
Here you define the reasons for a dunning block under a key. The key can be
entered in a transaction line item or in the account of a customer. Blocked
items or accounts are not considered for the dunning run.
You can define your own dunning block reasons.

1.3.10.4 Define Dunning Procedures

Business Transactions à Dunningà Dunning Procedureà Define Dunning
Procedures
Here you enter the settings that control the dunning program
Dunning procedures are company code independent. They determine the

dunning interval, the grace periods for the due date determination, and the
number of dunning levels.
Click on
We are configuring the dunning program for items which are in arrears
for 15 days. We do not want any interest to be calculated.

Click on
You will get a message ‘
You can specify a fix charge or have the system calculate the charge on the
basis of percentage rate you specify.
We will not configure any dunning charges, nevertheless we see the config.
Screens.
Click on .

For dunning levels we assign the number of days in arrears so that the next
letter is printed which is worded differently.
Click on

Click
Click Environment à Company code data

Click on

Click on
Click twice
Click
Here you can update the minimum amount above which dunning notice
should be sent. We will not update the Minimum amount.
Click
Click on


Click
Click

Click
Click on
Customer master records:-
In the customer master you need update the following fields for dunning:-

Dunning procedure and dunning areas. If you need to block a customer from
dunning you need to put the dunning block.

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“SAP” is a trademark of SAP AG, Neurottstrasse 16, 69190 Walldorf,

Warning and Disclaimer

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1.1 Customer Accounts

1.1.1 Master Records

1.1.1.1 Define Account Groups with Screen Layout (Customers)

IMG àFinancial Accounting àAccounts Receivable and Accounts Payable

When creating a customer account, you must specify an account group.

Ø the interval for the account numbers

Ø whether the number is assigned internally by the system or externally

Ø whether it is a one-time account

Update the following: -

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Change Terms of payment from Opt. Entry to Req. entry

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1.1.1.2 Define S creen Layout per Company Code (Customers)

IMG àFinancial Accounting àAccounts Receivable and Accounts Payable

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Normally no configuration is required except in exceptional cases. For

1.1.1.3 Define Screen Layout per Activity (Customers)

IMG àFinancial Accounting àAccounts Receivable and Accounts Payable

In this activity you specify, depending on the transactions (display, create,

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This, particular configuration is required if the fields are to be filled when

Let us configure that.

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Change the reconciliation account from Req entry to display

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Double click and change reconciliation account from

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1.1.1.4 Enter Accounting Clerk Identification Code for Customers

IMG àFinancial Accounting àAccounts Receivable and Accounts Payable

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Update the following:-

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IMG àFinancial Accounting àAccounts Receivable and Accounts Payable

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IMG àFinancial Accounting àAccounts Receivable and Accounts Payable

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It is advisable that the number ranges are manually maintained on the

1.1.1 .7 Assign Number Ranges to Customer Account Groups

IMG àFinancial Accounting àAccounts Receivable and Accounts Payable

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1.1.1.8 Delete Customer Master Data (OBR2)

IMG àFinancial Accounting àAccounts Receivable and Accounts Payable

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1.2.1.1 Define Account Groups with Screen Layout (Vendors)