SAP FI Accounts Receivable

Table of Contents

AR Overview Sub Processes

Master Data Credit Management Invoice Processing Cash Receipting / Payments Account Analysis / Reconciliation Periodic Processing Reporting

SAP Modules - Overview

Sales & Distribution Materials Mgmt.

SD

Financial Accounting

FI

MM

CO
Controlling Fixed Asset Mgmt.

Product Planning

PP

AM

Quality Mgmt. Plant Maint.

QM

SAP R/3
PM HR
Human Resources Office & Comm.

PS

OC

Project System

IS
Industry Solutions

FI Financial Accounting Modules

FI - Financial Accounting Modules
General Ledger Special Ledger Legal Consolidation Accounts Payable Accounts Receivable

LC TM

FI

Travel Management

Cash Management

Asset and Investment Management

Accounts Receivable Process Overview

Financial Accounting

Process decompositions are the starting point for our process documentation. They summarise what is involved in a the AR process at a high level

Accounts Receivable

Master Data / Credit Management

Invoice Processing

Cash Receipting / Payments

Account Analysis & Reconciliation

Periodic Processing

Reporting

Master Data
Maintenance
Creation 3 Levels
General Data (name, address) Company Data (reconciliation acct, payment term) Sales Data (SO currency, incoterms)

Change Block Delete

Account Groups Intercompany One-time customers

Master Data Activity Flow

Request to Create Customer Account

Change Customer Account Mantain Customer Account Block Customer Account

Mantained Customer Account

Mark Customer Account for Deletetion

Master Data: Structure

Client 230

General data
Address Control data Marketing Export data Contact persons

Customer Master

Company Code 9100 A Ltd

Company Code data

Account Management Payment Transactions Correspondence Insurance

Sales Organization 9100

Sales Area data

Sales Shipping Billing document Partner functions

Components of a Customer Master

Customer Master Data contains:
General data Does not depend on the company code or the sales and distribution organisation Applies to one business partner for all company codes, and in all sales areas, and includes:
Company name Address Telephone number

Data that is unique to a customer, and shared by all departments

Components of a Customer Master 2

Company

Code data

Company code data only applies to one company code (Legal business). This data is only relevant to Financial Accounting. If you edit a master record, you must specify the customer number and company code to access the screens containing company code data. You can only invoice a Payer (partner function) if you have entered data in the Financial Accounting view.

Components of a Customer Master 3

Sales and Distribution data The data for one customer can differ for each sales area. The sales area is a combination of Sales Organization, Distribution Channel and Division. Some data is only relevant to Sales and Distribution, and includes:
Pricing data Delivery priority Shipping conditions

If you edit a customer master record, you must enter the customer number and the sales area in order to access screens containing sales and distribution data. You can only process sales and distribution transactions, eg: a sales order, after entering the sales and distribution data for a customer.

Master Data: Partner Functions

Sold-to party*
Ship-to party*

Sales Territory

Partner functions

Payer*

Sales Agent

Contact persons

Bill-to party*

* mandatory functions

Master Data: Account Groups

Sold-to Customer Groups Implemented

0001 0002 0003

Sold to Ship to Payer Bill to One-Time Customer

0004 CPD
Ship-to Customer

One-time
Plant / Affiliate Swap Partner

ZAF1 ZSWP

Number Ranges for Account Groups

Internal Assignment: SAP assigns a unique number each time a master record is created External assignment:User creating the master record can enter their own unique number
Account Group
0001

Partner Function
Sold-to

Number Range
0010000000 001999999

Number Assignment
Internal

0002
0003 0004 CPD ZAF1

Ship-to
Bill-to Payer One-time Plant / Affiliate

0010000000 001999999
0010000000 001999999 0010000000 001999999 0020000000 002999999 0000000001 0000019999

Internal
Internal Internal Internal External

ZOTR
Z002 Z007 ZSWP

Sales Territory
International SH Sales Agent Swap Partner

A ZZZZZZZZZZ
0010000000 001999999 A ZZZZZZZZZZ 1000000000-1999999999

External
Internal External External

Master Data: Intercompany

Master Data: One-time Customer

We use One-time Customers Master Record to avoid large number of unnecessary master data Every time we enter a business transaction, the systems stores the specific Master Data information separately in the document

Managing Customer Master Data

Blocking / Unblocking
For processing at various levels:
Sales order processing Delivery processing Billing processing

Credit control reasons Requires validation

Block Customer Master record

New customer

Credit Control

Block / Unblock

Managing Customer Master Data (2)

Flag for deletion

For processing at various levels:
Sales order processing Delivery processing

Duplication of data Redundancy of use

Delete Customer Master record

Duplication of customer master

Redundant records

Flag for deletion

Deleting a Customer Master Record

Delete all areas or data for a specific CC

Prevents SAP from deleting the general data or company code and general data

Deleting a Customer Master Record

SAP Database
Block No longer used / created in duplication Extracted from database Flag Placed In a file Transferred to archive system

Customer master record

Pre-requisites for archiving a record:

The account cannot contain any transaction figures Transaction figures from prior years that have not been archived will prevent the system from deleting the account master record The account must be marked for deletion in its master record

Credit Management - Overview

Credit Management can minimize the credit risk by defining specific credit limits for your customers This is particularly useful if your customers are in financially unstable industries or companies, or if you conduct business with countries that are politically unstable You can specify your own automatic credit checks based on a variety of criteria You can also specify at which critical points in the sales and distribution cycle (for example, order entry, delivery, goods issue) the system carries out these checks

Credit Management

Credit Control Area

A hierarchical unit for managing customer credit limits A credit control area can include one or more company codes If a customer is created in several company codes that are assigned to different credit control areas, a separate credit limit is managed for the customer in each of the different credit control areas

9400 Latin America

9100 - Asia Pacific

9200 America

9300 Middle East

Global Credit Control

CHQ
Overall Credit Limit: Individual limit: $1,000,000 $450,000

Credit Control Areas

9400 Latin America Limit: $250,000

9100 Asia Pacific Limit: $150,000

9200 America Limit: $150,000

9300 Middle East Limit: $450,000

Company Codes

9400

9401

9402

9100

9200

9300

9301

Credit Management: Data Views

Central Data
Contains information for the current credit limit assigned and maximum permitted credit limits
Total amount Individual amount

Status
Credit limit data - Contains information relating to credit limits and percentage used:
Receivables Special liabilities Sales value

Internal data - Contains information relating to the customer risk category and blocking a customer for all transactions excluding billing

Credit Management - Exposure

Credit Exposure
The customer's credit exposure may not exceed their credit limit The credit exposure is the total combined value of the following documents:
Open orders Open deliveries Open billing documents Open items (accounts receivable)

Executing automatic credit check in sales order processing

Non-critical fields
Not re-executed for changes made to these fields e.g. Texts

Critical fields:
Re-executed for changes made to critical fields e.g. Payment terms, Price, quantity

Credit and Risk Management - Reports

Program RFDKLI10 RFDKLI20 RFDKLI30 RFDKLI40 RFDKLI41 Function Customers with missing credit data This report checks the data for the credit limit for completeness, and produces the corresponding error lists . These can be used to remaintain the corresponding definitions manually, or per Batch Input . Reorganization of credit limit for customers This report enables you to reorganize the credit limit information in the control areas . Short overview credit limit The report lists the central and control area-related data per customer. Overview credit limit The report provides you with an extensive overview of the customers credit situation. Credit master sheet The credit master sheet enables you to display and print out the customer master data for a single account, which is needed for the area of credit management. Early warning list The early warning list enables you to display and print out customers in credit management, who are viewed as critical customers in the area of credit checks in SD. Master data list The master data list enables you to display and print out customers credit cards. In particular, you can display information not contained in the standard system, for example, user-defined fields or external data, which you have created with specific add Mass change credit limit data This report allows quick mass change for master data in credit management . Change display, credit management With this report, you can display changes for credit management master data for all accounts . Checking blocked credit documents The report checks all blocked documents from credit view. The report is started in the background, and should run after the incoming payments programs. Reorganization credit data SD The report enables you to reorganize open credit, delivery and billing document values . It is used, for example, when updating errors occur. Checking sales documents which reach the credit horizon The report checks all sales documents, which reach the dynamic credit check horizon, as new. The report runs periodically, and should run at the start of a period. The period for the date of the next credit check is proposed from the current date, with Checking the credit documents from credit view Released documents are only checked if the validity period for the release has run out (number days). Simulation reorganization credit data SD

RFDKLI42

RFDKLI43

RFDKLI50 RFDKLIAB RVKRED06

RVKRED77

RVKRED08

RVKRED09 RVKRED88

Accounts Receivable Process Overview

Financial Accounting

Process decompositions are the starting point for our process documentation. They summarise what is involved in a the AR process at a high level

Accounts Receivable

Master Data / Credit Management

Invoice Processing

Cash Receipting / Payments

Account Analysis & Reconciliation

Periodic Processing

Reporting

Invoice Processing
SAP R/3 supports the following transactions: Sundry
Invoice Credit/Debit Notes Down Payment Bill of Exchange Receivable

Parked Documents Foreign Currency SD Billing Inter-company postings

Sundry Invoice Processing

Create an Account Assignment Model

Create A/R account posting

Create A/R Posting Fast Entry

Create A/R posting with reference

Post Manual Journal with Clearing

Create A/R invoice using a Sample Document

Create Intercompany A/R Posting

Create Recurring Document

Complete Posting??

No

Hold an incomplete document

Create/Display a Parked Document

Yes

Post/Release a Parked Document

Posted Entry

Posting a document

Document Simulation

After entering the document it is possible:

To post it immediately To park the document To hold the document

Payment Terms

Terms of payment are arrangements made with a Customer governing financial settlement with respect to goods supplied and services performed, e.g. cash on delivery, payment within 30 days. Within payment terms, cash discounts and periods allowed for payment are defined.

Document Creation with Reference

Document 13 000 00031 ______ ______ ______ ______

or

Sample Document 92 000 00044 ______ ______ ______ ______

Reference _______________ Doc. Number ?

Control Sequence____________ Generate Reverse Posting Enter G/L Account Items Do Not Propose Amounts Display Line Items

Document 13 000 00032 ______ ______ ______ ______

Special GL Transactions: Definition

Special GL Indicator Accounts defined for Special GL Transactions

Customers reconciliation accounts

Special GL Transactions allow the user to post the document to an alternative GL account instead of normal Customers reconciliation account, They are defined in Customizing for Customers and Customers reconciliation accounts.

Posting a Down Payment

Customers Account 10 1 10 GL Down Payments 10 1

Bank Account

The Customer pays A Ltd a down-payment: $10.000, The down payment is booked on Customers account with Special GL indicator The amount of $10.000,- is shown on Customers account, but on different GL Account, instead of Customers reconciliation account

Display of Special GL Transactions

To display the transaction posted with Special GL Indicator, mark the relevant field on the Line items display screen. Dynamic selections may be used to search for different GL indicators.

Effect of Creating a Billing Document

Sales Order Processing

Inventory Sourcing

Invoice Invoice

Customer Payment

Billing processing

Delivery & Shipping

Updating the document flow Creating documents in Financial Accounting Updating the billing status Updating the Sales Information System Updating the credit account Forwarding data to Profitability Analysis Printed document / EDI to customer

Billing Document

Credit and Debit Memo Requests

Billing doc.

Credit memo
request

Credit note

Billing block

Create

OK

credit memo after billing block has been removed

Billing doc.

Debit memo
request

Debit note

No

billing block Create debit memo

Inter-company Processing
AR header reference = AP header reference
Inter-coy Billing Invoice (IV)

SD Document 2000002244 HDR Ref: 2000002244

A Ltd.

AP

Inter-coy Billing Invoice (IV)

AR

SD Document 1000001144
HDR Ref: 1000001144

A1 Ltd

F110

FI Document 3000015244
AP

AR

HDR Ref: 2000002244

A2 Ltd.

FI Document 2000006344 HDR Ref: 1000001144

F110

AR header reference = AP header reference

Parked Documents
Enter an incomplete document Park document Line items Display/change/evaluate parked documents Documents Post parked documents

Complete and post later

No postings take place

Postings take place

MM

Customer

G/L account

Parked doc. vs. Held doc.

Parked document:
Assigned number (according to document type) Document is available for editing for many users (depending on the authorizations in the system)

Held document:
Internal document number (defined by the user) Document is available for editing only for the user who created it.

Processing of Parked Documents

Choose company code

The parked document may be:

Posted, Edited, Saved as completed, Deleted.

Posting in Foreign Currency

Local currency Document currency Group currency - Functional currency of the company code - Currency of the document - Alternative currency for group reporting

For every Company Code theres defined a company code currency, ie, every company code has a local currency. Every document, posted in different currency than company code currency, is processed as a foreign currency document. Accounting documents can be posted in a foreign currency The foreign currency is converted to local currency and both are stored in the document along with the exchange rate

Posting in Foreign Currency

1.

2.

3.

1. Exchange rate can be entered manually, 2. Or derived from Exchange Rates Table 3. System automatically translates the foreign currency into CC currency.

Accounts Receivable Process Overview

Process decompositions are the starting point for our process documentation. They summarise what is involved in a the AR process at a high level

Financial Accounting

Accounts Receivable

Master Data / Credit Management

Invoice Processing

Cash Receipting / Payments

Account Analysis & Reconciliation

Periodic Processing

Reporting

Cash Receipting / Payments

Business Transactions included in Process: Customer Payments
Manual Checks Clear Customer Accounts Post processing transactions

Inter-company Payments
Idocs

Manual Check Deposit - Activity Flow

Cheques with supporting documents

Group cheques by lots

Enter cheques list. (by customer) Reference invoices paid.

Print cheques list

Post

Check whether postings are correct ?

Check Deposit - Account Assignment

Check Deposit List

Customer Account

Postings

O.b.) 200,-

200,- (1

Incoming checks Account 1) 200,200,- (2 Bank Account 2) 200,-

Check Deposit - Initial Specification

House Bank ID

Customer Matchode

Postprocessing method: 2 - batch input 4 - direct posting (on-line)

Check Deposit - Posting

Posting

Processing type 2

Batch Input

Direct Posting

Processing type 4

Process

Process

Log

Log

Accounts Receivable Process Overview

Process decompositions are the starting point for our process documentation. They summarise what is involved in a the AR process at a high level

Financial Accounting

Accounts Receivable

Master Data / Credit Management

Invoice Processing

Cash Receipting / Payments

Account Analysis & Reconciliation

Periodic Processing

Reporting

Account Analysis / Reconciliation

Business Transactions included in Process:
Display Customers account balance and line items Clear outstanding items on Customers Post Customers documents with clearing Perform automatically clearing procedures Reverse documents

Display Account Balance

Account balance displays totals of transactions, per month as well as cumulative values The report may be printed or saved as a local file

Display Account Line items

Line items report displays particular transactions, It it possible to change the documents directly from this screen, The report may be printed or saved as a local file

Open Item Clearing

1 2

Clearing: Customer and Vendor

1 2 3

Customer invoice Customer invoice Customer payment

46,000 20,000 26,000

Customer 1 46,000

ABC Inc. 46,000 3 3

Customer 20,000

ABC Inc. 20,000 2

Bank 3 26,000

Reversal of Clearing

Display cleared items

Reversal of clearing

Reversal of documents that were cleared before is not possible, First the clearing operation must be reset.

Reverse a Customer document

Document entered incorrectly

Balance sheet Assets
Liabilities

Document corrected by Reversal:

Shared equity

Reverse with a standard reversal posting Reverse with a negative posting

Document re-entered correctly

Mass Reversal of Documents

Mass Reversal Procedure

Many documents may be reversed at the same time, Process may be scheduled to be performed in the background.

Accounts Receivable Process Overview

Financial Accounting

Process decompositions are the starting point for our process documentation. They summarise what is involved in a the AR process at a high level

Accounts Receivable

Master Data / Credit Management

Invoice Processing

Cash Receipting / Payments

Account Analysis & Reconciliation

Periodic Processing

Reporting

Period End Processing

Business Transactions included in Process:
Dunning

Dunning - Process Overview

Customer Open Items
Update

Dunning Program

Print Dunning Notices

Customer Master Record

Update

Dunning Proposal

Schedule Dunning Run Check / Edit Dunning Proposal

The dunning run creates a dunning proposal which can be edited, deleted, and recreated as often as necessary. If desired, the dunning run can directly and automatically be followed by the printing of dunning notices. The editing of the dunning proposal would therefore be skipped. As a general rule, receivables are due at the net due date.

Dunning Blocks

Dunning Block

0001
Customer Master

OR

Line Items

You can prevent customer invoice from dunning. There are two ways to to it:
You can enter a dunning block in the item (e.g. customer invoice); then the system puts this item on the blocked items list and this items is not included in the dunning notice. You can enter a dunning block in the customer master. In such case the system does issue a dunning notice at all for this account.

Dunning Levels
Dunning Levels

A Ltd dunning procedure has three dunning levels. The higher the dunning level the more insistent is the dunning text. Each item to be dunned gets a dunning level according to its days in arrears. From one dunning run to another the dunning level can only be raised by one, i.e. no dunning level can be skipped.

Print Dunning Notices

3 1
Schedule printout

2
Check Spool Request(s)

Print Notices

The print program for the dunning procedure:

generates dunning notices, enters the dun date and the dunning level into the dunned items (e.g. invoices) and customer master records.

If one-time customers are dunned, the dunning data is only updated in the items. Dunning notices are printed in a sequence defined by sort criteria.

Accounts Receivable Process Overview

Financial Accounting

Process decompositions are the starting point for our process documentation. They summarise what is involved in a the AR process at a high level

Accounts Receivable

Master Data / Credit Management

Invoice Processing

Cash Receipting / Payments

Account Analysis & Reconciliation

Periodic Processing

Reporting

Reporting

SAP system offers number of reports that help analyzing entered business transactions:

Open Items List Cleared Items List Account List Account Balance List Aged Open Items List

Customised Reports

Report can be:

Printed out directly to the printer, Saved as a local file (txt format, Excel file etc.) Sent by e-mail

Accessing Reports
1

SAP Menu

2 Transaction SA38

A user can run the required report in two ways:

Directly from The Report Tree, Using transaction SA38, provided that he/she knows the reports name

Accounts Receivable Evaluations

Evaluation Views
- Corporate group - Company code Currency analysis Due date analysis Overdue items - Business Area

Evaluation types

Variable