Step by Step

Process
- - Ashraf Afzal
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 Configuring check printing for ICICI Bank in SAP S/4HANA system involves several steps.
Please follow the steps below for a comprehensive guide.
1. Configuration in SPRO (Customizing)
# Step 1: Access SPRO
1. Open your SAP GUI.
2. Enter transaction code `SPRO` in the command field and press Enter.
3. Click on SAP Reference IMG to access the configuration menu.

# Step 2: Set Up Payment Methods

1. Navigate to Financial Accounting > Accounts Payable > Business Transactions >
Outgoing Payments > Check > Define Payment Methods for Bank Country
2. Choose your country (e.g., India) and define a payment method for checks (e.g., "C" for check).
3. In the configuration screen, set the following:
Payment method : C
Payment medium format : Specify your format (e.g., `CPI` for Check Print India)
Check the box for Print Conditions based on your organization's requirements.
2. Define Payment Medium Formats
# Step 1: Configure Payment Medium Format
1. Still in the SPRO screen, navigate to Financial Accounting > Accounts Payable >
Payment Transactions > Create Payment Medium Formats .
2. Select the appropriate format for check printing (for ICICI Bank, it could be `CPI`).
3. Set up a custom format by clicking on New Entries .
Format : Specify your custom format.
Country : IN
Payment Type : Check (C)

3. Define Check Layout

# Step 1: Modify Layout Control
1. Go back to the SPRO screen and navigate to Financial Accounting > Accounts Payable
> Payment Transactions > Check > Define Layout for Checks .
2. Here you can define the check forms for ICICI Bank by selecting your previously defined
payment method and adjusting the layout.

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 3. Maintain the layout using SAP Script or Smart Forms , based on your specific design
preferences.
For SAP Script: Use transaction code `SE71` (for SAPscript) or `SMARTFORMS` for Smart
Forms.
Enter the name of your form (e.g., `ICICI_CHECK`) and design the layout.
Ensure that you include necessary fields such as Company Name , Check Number ,
Account Number , Amount in words , Signature , etc.

4. Assign Check Form to Payment Method

1. Navigate back to the Define Payment Medium Formats section.
2. Locate the payment medium format you previously defined (e.g., `CPI`).
3. Assign your check form layout under the Check Form column.

5. Process Payment with Check Printing

# Step 1: Execute Payment Run
1. To create a payment, go to transaction code `F110`.
2. In the area titled Parameters , select your payment method (e.g., C for check).
3. Set the payment run date, and payment currency, and select the appropriate vendor accounts.
4. Click on the Execute button to process the payments.
# Step 2: Print Checks
1. After executing the payment run, a log (payment run log) will appear.
2. Select the completed run and choose Print . This will initialize the printing process.
3. You will be prompted to choose the print program. Select the appropriate program configured
for your bank checks (e.g., `RFFOAC_CHECK`).

6. Test Printing
Before using the system in the production environment, conduct a test printing of checks.
Create a few test vendors and perform a payment run to ensure all configurations work correctly.
Review the printed checks for accuracy in the information displayed (dates, amounts,
signatures).
Example Workflow
Example: Payment for Vendor XYZ
1. Select transaction code `F110`.
2. Define parameters:
Payment Method : C
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 Run Date : 2024 10 20
Company Code : 1000
3. Select the vendor account for XYZ and set the amount to be paid.
4. Execute the run.
5. After successful execution, select Print .
6. Confirm the use of the ICICI check format.

7. Manage Check Printing Settings

# Step 1: Maintain Printer Control Settings
1. Go to transaction code `SPAD` to manage your printers (spool administration).
2. Ensure that the printer configured for check printing is set up correctly.
Check Printer : Add a printer specifically for ICICI Bank checks.
Device Type : Ensure it matches the type of printer being used (e.g., a specific dot matrix
printer for checks).
3. Under the device attributes, configure:
Spool Parameters : Check page layout, orientation, etc.
Output Format : Set to match your configured print format.

# Step 2: Assign User to Printer

1. You may need to assign users or roles to the printer.
2. Create or modify printer access through user profiles in transaction `SU01`.
3. Navigate to the Profiles tab and ensure the appropriate output settings are selected, subject
to your organizational policy.

8. Handling Multiple Check Formats

# Step 1: Define Additional Check Forms
If you need to create checks for other banks or different formats:
1. Follow the same steps outlined in sections 2 and 3.
2. Create additional payment methods and layouts using the same principles.
3. Ensure that the formats comply with the specifications required by those banks.

9. Monitoring Payment Runs

# Step 1: Utilize Transaction Codes for Monitoring

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 1. You can monitor upcoming payment runs using transaction code `F110`. Use the Display Log
option to see past runs and errors.
2. Check for issues that might cause payment runs to fail, such as missing vendor data or bank
account information.

10. Testing and Validation

# Step 1: Conduct Thorough Testing
1. Simulate Transactions : Before going live, conduct thorough testing by creating a staging
environment matching production settings.
2. Test different scenarios such as:
Vendors with multiple payment methods.
Different amounts to validate format adjustments.
Failures or successful runs to ensure error handling works properly.

# Step 2: Validate Check Outputs

1. Verify that printed checks have all required information (e.g.,:
Company Logo
Vendor Details
Amount Due
Signature
MICR Code for bank processing.

11. Compliance and Security

# Step 1: Ensure Compliance with Bank Requirements
Contact ICICI Bank to obtain specific check printing requirements, such as formatting, MICR
codes, or any specific legal text that must appear on the checks.
Put mechanisms in place to audit check functions on a regular basis.
# Step 2: Security Measures
Controls should be in place to limit access to check printing functions.
Implement logging and monitoring to track who processes checks, especially when dealing with
sensitive payment information.

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 12. User Training
# Step 1: Train Users on Process
Conduct training sessions for end users who will handle check processing.
Include instructions on how to troubleshoot common issues, such as print failures or incorrect
data.

13. Troubleshooting Common Issues

# Common Problems and Solutions
Check Not Printing : Ensure that the correct payment method is assigned, and the printer is
properly configured.
Formatting Issues : Double check in the form design (SAPscript or SmartForms) that all
relevant fields are correctly positioned.
Missing Fields : Validate if the data is populated correctly for the relevant vendors.
Error in Payment Run Log : Analyze logs for specific error messages. Common checks include
verifying vendor bank details, account details, and ensuring there are available funds.

14. Documentation and Maintenance

# Step 1: Maintain Configuration Documents
Document all configurations thoroughly for compliance and future reference.
Maintain change logs for any modifications to configuration settings over time.

# Step 2: Perform Regular Reviews

Schedule periodic reviews of the configuration and processes to abide by changes in banking
regulations or internal policy changes.

15. Advanced Customization of Check Forms

Step 1: Using Smart Forms for Check Design
1. Access Smart Forms : Use transaction code `SMARTFORMS`.
2. Create New Smart Form :
- Enter a name for your check form (e.g., `Z_ICICI_CHECK`).
- Design the layout by dragging and dropping fields from the tool panel, including:
- Company Header
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 - Vendor Details
- Payment Amount (both numbers and words)
- Signature Field
- MICR Line
3. Insert Windows : Windows control what area of the form is printed. Classic checks use a
header, main area (body), and footer for signatory.
- Ensure that the windows are sized correctly to fit the check size.
4. Test the Form : Use the print preview option within Smart Forms to simulate how the check
will appear when printed.

Step 2: Formatting Considerations

- Micr Code : Ensure that the MICR font is set as per the bank's specifications. The string must
be defined correctly, and the font must be installed on the printer.
- Alignment : Align fields properly using position rules to avoid mishaps during printing.

16. Implementing Bank-Specific Requirements

Step 1: Customize Report for ICICI Bank
- Every bank has unique requirements for how check details should appear.
- Communicate with ICICI Bank to obtain standardized check layouts or examples, taking note of:
- Required Security Features : Watermarks or specific inks.
- Text and Logos : Ensure the correct representation of your organization’s logo and branding.

Step 2: Compliance Checks

- Regulatory Compliance : Stay updated on local regulations around check payments, ensuring
compliance with banking laws.

17. Automating the Payment Process

Step 1: Batch Payment Runs
- You can automate payments using batch jobs to streamline the payment processing.
- Use transaction code `SM37` to monitor job status regularly.

Step 2: Scripting for Automation

- Use ABAP scripts or functionalities that trigger checks to be printed automatically after certain
conditions are met (e.g., every month’s end).
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 - Work with SAP developers to build a background job for automatic payment processing.

18. Notifying Stakeholders

Step 1: Setting up Email Notifications
- Create notifications for successful or failed payment runs.
- Use transaction code `SCOT` to configure SAP Connect (email configuration).
- You can set email alerts using ABAP programs triggered post payment run completion.

Step 2: Reports for Finance Team

- Set up reporting tools within SAP using transaction codes like `SQR` or `SE16N` to generate
check payment reports for the finance team.

19. Using SAP Fiori Apps for Payments

Step 1: Utilize Fiori Application
- If your organization uses SAP Fiori, consider deploying Fiori applications designed for payment
processing.
- Use apps like Manage Automatic Payments to manage payment runs intuitively through a
web-based interface.

20. Enhancing User Experience

Step 1: User Training and Support
- Conduct workshops for key users to explain new functionalities, including the check creation
and printing process.
- Develop user manuals or quick reference guides that detail procedures and troubleshooting.

Step 2: Feedback Loop

- Create a process where users can provide feedback about the check printing process to foster
continuous improvement.

21. Auditing and Reporting

Step 1: Implementing a Tracking System

- Periodically assess and audit payment runs and check prints for accuracy, adherence to
process, and to catch any anomalies.

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 - Utilize transaction codes such as `FBL1N` for vendor line item display or `FB03` to display
financial documents.

22. Troubleshooting Detailed Steps

Common Issues and their Solutions
# Issue: Check Printing Alignment Problems
- Root Cause : Incorrect form design or printer settings.
- Solution : Revisit your Smart Forms or SAP Script layouts and ensure the print area matches
your printer's defined margin settings.

# Issue: Checks Are Printing Blank

- Root Cause : Issues in form processing or missing data.
- Solution : Check the association between payment medium formats and form layouts to ensure
they’re correctly linked.

# Issue: Errors in Payment Run Log

- Root Cause : Missing vendor payment data or incorrect configurations in FM.
- Solution : Double-check entries in the vendor master data and payment method assignments.

23. Final Review and Go-Live Preparation

Step 1: Conduct a Final Review
- Before going live, conduct a checkpoint session with key stakeholders, including finance, legal,
and IT teams, to review processes, compliance, and final checks.

Step 2: Go-Live Strategy

- Develop a phased go-live strategy starting with a small user group collecting feedback before
rolling out to all users.

24. Continuous Improvement Post-Go-Live

Step 1: Collect User Feedback
- After going live, collect user feedback to identify areas for improvement.
- Regularly review and adjust configurations based on user efficiency and satisfaction.

Step 2: Monitor for Regulatory Changes

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 - Stay updated on any changes in banking regulations that may impact your check printing
processes and make necessary adjustments.

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