User Manual FI04

Title: AP Outgoing Payments

Module Name : Account Payable Module

OVERVIEW

Payment procedures in Accounts Payable

The unit explains the various payment transactions involved in making vendor payments
The user need to identify the difference between a manual payment process and the
automatic payment run.

It will covers the following scenarios relating to vendor transactions :

Manual Outgoing Payment process

Automatic Outgoing payment process

Scenarios covered :

Course Transaction Code Description

FI04.01.01 F-53 Outgoing Payments

FI04.01.02 F-58 Post + Print Forms for Outgoing Payments
FI04.01.03 F110 Payments
FI04.01.04 F-37 Down Payment-Request
FI04.01.05 F-29 Post Down Payment
FI04.01.06 F-39 Down Payment -Clearing
FI04.01.07 ZBANKGUARANTEE Bank Guarantee
FI04.01.08 ZFIBGREPORT Bank Guarantee Report

Input - Required Fields Field Value / Comments

Company Code 1021
Vendor Account 1000054

Procedural Steps

FI04.01.01 Post Outgoing Payments

This functionality is used to process outgoing vendor payment but can only process
single vendor accounts at any given time.
A request has been made for the processing of an urgent payment which can not wait
for the normal payment run process. Invoices have been parked checked and approved
(posted) process the payment.
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

Via Menus Accounting → Financial Accounting → Accounts Payable→ Document

Entry → Other → Outgoing payment → F-53- post

Via Transaction Code F-53

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

Field Name Description R/O Values ( Example )

Document Date Date of the Invoice R Today’s Date
Company Code Code identifying the circle R 1021
Posting Date Date for Posting to Ledger R Today’ Date
Currency Invoice Currency R INR
Reference Vendor Invoice Number R PO 1234567

Update the following fields under bank data box

Field Name Description R/O Values ( Example )

Account Bank Account to be posted to R 2510100002
Amount Amount to be paid in total R 50000

Update the following fields under data box

Field Name Description R/O Values ( Example )

Account Vendor Account R 1000054
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

Click on the button

All open items are selected by default. To deselect the items first click the Select all

button. Then click Deactivate Items button. All the open items are now
deactivated
Now you need to choose and select the items you want to clear. Double click on the
INR Gross field for each of those items to be cleared.

The selected item will appear in Blue .

 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

Note : When the value of the field not assigned is equal 0 and you can clear open
items.

To check your document before postings. Select Document→Simulate

 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

To post your entries, click the Save button.

The message bar displays:

Press Shift+F3 to return to the SAP Easy Access screen. The system task is complete
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

FI04.01.02 Payment with Printout : Header Data

This functionality is used to process outgoing vendor payment alongwith printout option
but this can only process single vendor accounts at any given time.
A request has been made for the processing of an urgent payment which can not wait
for the normal payment run process. Invoices have been parked checked and approved
(posted) process the payment.
Via Menus Accounting → Financial Accounting → Accounts Payable→ Document Entry →
Outgoing Payment → F-58- Post + Print Forms

Via Transaction Code F-58

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

Field Name Description R/O Values ( Example )

Company Code identifying the circle R 1021
Code
Payment Method for making payment R C
Method
House Bank Bank for making payment R 21000
Check Lot Lot for issuing cheque R 1
Number
Printer for Printer details R LOCL
Forms

Click on

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

Field Name Description R/O Values ( Example )

Document Date of the Invoice R Today’s Date
Date
Company Code identifying the circle R 1021
Code
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

Posting Date Date for Posting to Ledger R Today’ Date

Currency Invoice Currency R INR
Reference Vendor Invoice Number R PO 1234569

Update the following fields under bank data box

Field Name Description R/O Values ( Example )

Amount Amount to be paid in total R 45000

Update the following fields under data box

Field Name Description R/O Values ( Example )

Vendor Vendor Account R 1000054
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

Click on

All open items are selected by default. To deselect the items first click the Select all

button. Then click Deactivate Items button. All the open items are now
deactivated
Now you need to choose and select the items you want to clear. Double click on the
INR Gross field for each of those items to be cleared.

The selected item will appear in Blue .

 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

Note : When the value of the field not assigned is equal 0 and you can clear open
items.

Click on Document – Simulate

 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

To post , click on button

 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

To view the document , go to Tcode FBO3

Press Shift+F3 to return to the SAP Easy Access screen.The system task is complete
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

FI04.01.03 Automatic Payment Run Process

This SAP functionality allows for the clearing of Vendors’ Account line items that are
due for payment. The process involves posting to relevant sub ledgers and the general
ledger but this happens through an automated process which involves selection of
Vendors with open items that are due, reviewing and editing payment proposal and
execution of the actual payment run.

Via Menus Accounting → Financial Accounting → Accounts Payable → Periodic

processing → F110– Payments.

Via Transaction Code F110

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

Field Name Description R/O Values ( Example )

Run Date The run date is used for identifying the R 05062010
parameters
Identification Freely definable the identification to R 1021
distinguish between several runs with
the same run date

a) Click on the tab

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

Field Name Description R/O Values( Example )

Posting Date Date which is used when entering the R 05062010
document in Financial Accounting
Docs entered This specifies the date up to which open R 05062010
up to items are taken into account during
processing
Company Company code which are to be processed R 1021
Codes
Payment Payment methods that should be used in R C
Methods the
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

payment run
Next P/Date The date when the next payment run is R 06062010
scheduled.
Vendor Vendor accounts to paid R 1000054

b) Click on the tab.

 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

Click in the check box

Click in the check box

Click in the check box

Enter the vendors codes

c) Click on the data medium tab.

Enter the value 1021 in the variant field against program

d) Click on tab , put tick on Created tab and click Continue

 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

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

Field Name Description R/O Values( Example )

Paying Code identifying the company code R 1021
Company Code making the payment
House Bank Bank from which payment to be made R 21000
Account Id Bank Account for making payment R 21101
Check Lot Check Lot from which cheque to be R 1
Number issued

Click on
Click on
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

Click on the Back button.

 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

Click Yes

Enter value in Meaning Tab 1021

Click on Save Button

Click on the Back button.

 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

A message will appear on the status bar

e) Click on Tab
A message will appear in the status box: Parameters have been entered

f) Click on the button.

g) Click in the and check box to

schedule your proposal.

A message will appear in the status box : Proposal is running

h) Click on the button repeatedly the prior message will be updated and
now reads Payment proposal has been created.

i) Click on the Display button to view the proposal log

Job log shows job finished and spool is generated for the payment advice
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

j) Click the Back button to return to the Status tab.

k) Click on the button to schedule the payment run. A pop up

screen will be displayed.

Click on and to schedule the payment

l) Click on the button repeatedly until the message “Payment run has
been carried out” and "Posting orders:1 generated, 1 completed"

m) Click on the Payments button to view log.

This screen indicates that the payment program ran successfully and Financial
Accounting documents created in company code 1100. The screen will list the accounts
cleared, the clearing documents and the related amounts.
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

Click the Back button to return to the Status tab

n) Click the Schedule Print button. Select the ‘Start Immediately’

option on the Schedule print popup box. Replace the (Question mark)? With A1
or any character you prefer.
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

Click the Enter icon. The payment media will now be created. SAP will return
you to the status screen.

A message will appear on the status bar :

o) To view the Job Log , go to Tcode SM37 and give your username and execute

The job will appear with the status finished in green implies that the job has been
correctly executed

Click in the Check box against your Job log then click button for
details of the job execution. The system will display the below screen showing you the
details of your job.
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

The Job log shows the number from which check number will be started and the
payment document generated

Click on the Back button

p) To view the Payment Advice , go to Tcode SP01

The user name and date created will come by default .

Click on Execute
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

It shows the list of spools generated , put tick against the spool and click on

It displays the Payment Advice

 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

Click on back button

q) To check for the Payment Document , go to Tcode FB03 and give the payment
document number and press enter
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

Press Shift+F3 to return to the SAP Easy Access screen. The system task is complete
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

FI04.01.04 Down Payment request

Down payment request function does not create posting but only stores information in
the systems that can be used later to post a “normal” down payment manually or using
the automatic payment program.
In this exercise you need to create a down payment request.

Via Menus Accounting → Financial Accounting → Accounts Payable → Document

entry → Down payment → F-47 –Request

Via Transaction Code F-47

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

Field Name Description R/O Values( Example )

Document Date of the document R 07062010
Date
Company Code identifying the circle R 1021
Code
Currency Document currency R INR
Reference Identification R Down Payment
Account Vendor code R 1000054
Tr. Sp. GL Special GL transaction code. You R A
determine the special G/L indicator for a
down payment request in this field with
which the corresponding down payment is
to be posted later.

Click on Enter Button

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

Field Name Description R/O Values( Example )

Amount Down Payment amount R 5000
Business TAN identification R 2101
Place
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

Section TAN identification R 2101

Due on Date of down payment R 07.06.2010
Text Text for identification O Down Payment

Click on button

Message bar displays posted

Press Shift+F3 to return to the SAP Easy Access screen.The system task is complete
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

FI04.01.05 Post Down Payment

A down payment is an advance payment for a service or goods and down Payment is a
function that allows you to post the document to an alternative GL account instead of
“normal” vendor’s reconciliation account.
In this exercise you need to post a vendor down payment

Via Menus Accounting → Financial Accounting → Accounts Payable → Document

entry → Down payment → F-48 –Down Payment

Via Transaction Code F-48

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

Field Name Description R/O Values( Example )

Document Date of the document R 07062010
Date
Company Code identifying the circle R 1021
Code
Currency Document currency R INR
Reference Identification R Down Payment
Account Vendor code R 1000054
Tr. Sp. GL Special GL transaction code. You R A
determine the special G/L indicator for a
down payment request in this field with
which the corresponding down payment is
to be posted later.
Bank Account Bank account number R 2510100002
Amount Down Payment Amount R 5000
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

Click on

Select the Down payment request number created in the previous exercise, by
selecting the row containing the document number 1700000083
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

Click on

Click on the Save button to post the down payment.

The message bar displays

Press Shift+F3 to return to the SAP Easy Access screen.The system task is complete
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

FI04.01.06 Down Payment - Clearing

This function allows you to post a clearing document manually. You can use it e.g. to
clear a down payment (posted with special GL transaction) with another vendor
document (e.g.vendor invoice).
In this exercise you need to clear vendor down payment with an invoice.

Note: Before proceeding to clear down payment you are required to post Vendor
Invoice (FB60) so that invoice and down payment can clear. In this example we
have posted INR 5000 for Down payment and invoice will also be posted with
same
amount.
We will use Document no 1900000190 for clearing purpose

Via Menus Accounting → Financial Accounting → Accounts Payable → Document

Entry → Down Payment → F-54 Down Payment Clearing

Via Transaction Code F-54

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

Field Name Description R/O Values( Example )

Document Date of the document R 07062010
Date
Company Code identifying the circle R 1021
Code
Currency Document currency R INR
Reference Identification R Down Payment
Doc Header Identification O Down Payment
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

Text Clearing
Account Vendor code R 1000054
Invoice Vendor invoice for clearing R 1900000190

Click on

Select the Down payment request number created in the previous exercise, by
selecting the row containing the document number 1500000083

Click on Enter button .The system will enter the amount in the field Transfer
posting.
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

Click the Save button to post a clearing document

Line item 002 is highlighted in blue. Some additional data must be entered. Double
click on this line.Enter Text describing the down payment
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

Click the Save button.

The message bar displays

Press Shift+F3 to return to the SAP Easy Access screen.The system task is complete
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

FI04.01.07 Bank Guarantee

The Bank guarantee issued to vendor needs to be maintained in the system . The bank
guarantee details such as amount , bank name , type of bank guarantee is updated in
system through the Z development. The following development is used for the same

Via Transaction Code ZBANKGUARANTEE

Choose the option from the

: In case BG issued to vendor

: In case BG received from customer

In case the BG is relevant for Real Estate , select the option
Update the following Required ( R ) and Optional ( O ) field in
options

Field Name Description R/O Values( Example )

BG Request To select whether BG is fresh or Extension R Fresh
Type ( select from Dropdown )
Type of BG The purpose for BG ( select from R Financial
Dropdown )
BG Number Number of BG R 8976546777
BG Bank Name of Bank issuing the BG R HDFC Bank
Name
BG Amount Amount of BG R 50000
BG Issue Date Date of BG issued R 07.06.2010
BG expiry Date of BG Expiring R 30.06.2011
Date
Other Details Any other information O BG for vendor
payments
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

Click Execute
On execution ,

Some fields will be updated automatically ( marked in red ) based on the BG details
entered above
Update the following Required ( R ) and Optional ( O ) field

Field Name Description R/O Values( Example )

Document Date of invoice posting R 07.06.2010
date
Company Code identifying the circle R 1021
Code
Reference BG identification O BG for vendor
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

Account Vendor code R 1000054

Click on button to save the BG document entry

The message bar displays

To check the document , go to Tcode FB03

Press Shift+F3 to return to the SAP Easy Access screen.The system task is complete
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

FI04.01.08 Bank Guarantee Report

The Bank Guarantee received from vendor is updated through above z transaction
code.The report is required where user can select the complete list of bank guarantee
received and also the detail of the bank guarantee

A report is developed which will give the complete details of the bank guarantees

Via Transaction Code ZFIBGREPORT

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

Field Name Description R/O Values( Example )

Company Code Code identifying the circle R 1021
BG Number Bank Guarantee number O 8976546777

Note :User can select the bank guarantee based on any selection field as given ,
only the field company code is mandatory

Click on Execution for getting the bank guarantee details

 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

It gives the list of complete Bank guarantee in company code 1021

You can also download the report in excel and save same on your desktop

Click on
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module

Click on , message appears

Go to Desktop and check the excel file

Press Shift+F3 to return to the SAP Easy Access screen.The system task is complete
 User Manual FI04
Title: AP Outgoing Payments
Module Name : Account Payable Module