BUSINESS PROCESS PROCEDURE

Accelerated SAP Title: Process: T-Code:

FBE1.doc BF0153

Create Payment Advice Accounts Receivable FBE1

Release: Responsibility: R/3 4.6C -----

File Name: BPP Control Number:

External References
Links to External Documents External Reference Process Diagram Standard Operating Procedures Job Aids Reference Materials

Links

Version Number 1.0

Change Description Original document

Overview
Trigger:
Whether the payment advice is created automatically (via the lockbox program) or manually via transaction FBE1, a payment advice is used to clear a customer s account.
Business Process Description Overview

A payment advice note contains the incoming payment details required for allocating and clearing the relevant open item. Payment advice note headers contain the payment amount, payment date and other information about the payment. The advice items contain information on the paid items: the amount and any associated difference reason codes. They also contain information used for identification purposes such as document number, reference number, billing document number, customer reference number and so on. Payment advice notes are used during payment clearing to search for and allocate open items automatically. Instead of having to enter selection criteria and then process the open items, all you have to do is specify the payment advice note number. The system uses the payment advice note to propose items for clearing, including any necessary difference postings and payments on account.

Input Open invoices and credits Payment data such as customer account number, invoice number, payment amount, etc. Steps 1. Enter payment advice data 2. Save payment advice document 3. Reference payment advice document in payment transactions: F-26 (Incoming Payments: Fast Entry), F-28 (Incoming Payments) or FLBP (Post Last changed on: 11/16/2012 Last changed by: -----

Comments Data maybe entered automatically via a program or manually. Details

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BUSINESS PROCESS PROCEDURE

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Create Payment Advice Accounts Receivable FBE1

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File Name: BPP Control Number: lockbox data).

Output Creation of a customer payment advice note. Steps 1. Payment advice data assigned document number 2.

Comments Details

Tips and Tricks

When saving a document if a yellow warning is displayed you can press the green check mark and proceed with your transaction. For todays date, use the keystrokes F4 (brings up calendar) followed by F2 (defaults to todays date) instead of using the drop-down calendar feature. On the fast entry screen, click on the screen template button and select the AR01 variant.

Procedural Steps
Access transaction by:
Via Menus Via Transaction Code Accounting Financial Accounting Accounts Receivable Document entry Payment advice Create FBE1

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1.2.

On screen Create Payment Advice: Initial Screen, enter the following information. Click on the Enter button to continue:

Field Name Company code

Description Four-character identifier of the company code.

R/O/D/N R

User Action and Values Enter in the company code COPA will always be the default.

Comments You must pick the company code in which the customer account to receive the payment advice exists. Use the drop down menu to view all customers The system will assign the number 04 automatically to identify the payment advice as having been created manually (as opposed to being created through lockbox processing)

Account type Account Payment advice number

Shows the name of the account type The account number identifies the account to which the payment advice will be associated. The number assigned to the payment advice, either internally or externally.

R R O

Enter in D for customer, K for vendor and S for General Ledger. Enter the customer number of the customer who has sent in the payment. You may enter in your own user-defined payment advice number, or leave it blank for the system to assign a number.

R = Required, O = Optional, D = Display, N = Not Required

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On screen Create Payment Advice: Header Data, enter the information as specified below:

Field Name Payment amount Cash discount Payment doc. no. Payment date

Description Amount of the posting. Total of cash discounts settled with payment. Document number of the payment

R/O/D/ N R O O

User Action and Values Enter amount of the check. Enter the total amount of cash discount known. Enter the customers check number or transfer (EFT) number. Enter deposit date or credit advice date.

Comments The currency will default from the User Editing Options. This is a valuable field for creating identifiable payment advice document #s. If you dont enter in a date in this field, it will default in todays date.

Date payment received

Adv. Head. Text Rsn code conv. Last changed on: 11/16/2012

Payment advice header text. Reason code conversion used to convert an external, customer defined reason code Last changed by: -----

O N

Enter an explanation or note that applies to the payment as a whole. We are not using reason code conversions here at the Commonwealth Version: 1.0 Page: 4 of 13

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FBE1.doc BF0153 Description regarding individual payment advice, to an internal R/3 reason code in the master records. Indicator that the payment advice is not to be deleted during payment Advice reorganization, even if the Minimum retention period of a Payment advice specified according to The payment advice type has already Been reached in the system. Selection rules govern how the payment processing transaction will search for open items (what field is used as a reference). Selection rules usually list several possible fields to search with a ranking or priority as to which field is searched first. For example, a customer may reference document number 1800000091 on the check. The selection rule will take the referenced document number and search the fields in the rule (in the priority order) to find the open item supporting the check. If no selection rule is entered, the system will also use the SAP document number and no other checks. Bank number of the payees bank. Bank account number at the payees bank. This field contains our account number listed under at the customer or vendor. Payment advice header text that contains explanations or notes that apply to the payment advice as a whole and not to the particular payment advice items.

Create Payment Advice Accounts Receivable FBE1

Release: Responsibility: R/O/D/ N R/3 4.6C ----User Action and Values because we dont send variance payment reason codes on the remittance documents. Check if applicable. Comments

File Name: BPP Control Number: Field Name

Hold pmnt adv.

Selection rule

Enter the selection rule. Selection rule 1: 1. 2. 3. Selection rule 2: 1. 2. Reference field Assignment field Document number field Reference field Document number field

We will use rule 2.

Bank number Payee acct no. Acct at cust. Adv. Head. Text

O O N O

Enter the bank number. Enter the payee account number. This data is not stored nor it is needed. Enter the text. When the lockbox program runs, there will be hard coded information based on the receiving agency.

R = Required, O = Optional, D = Display, N = Not Required

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Select either the New Item button or the Fast Entry button : If you selected the New item button, you will arrive at the Create Payment Advice: Line Item Data screen. Enter the information as indicated below:

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File Name: BPP Control Number: Field Name Payment Amount Gross amount

Description Payment amount that was paid for this item in document currency. Gross amount of the item.

User Action and Values Enter the amount the customer is paying for the item. Enter the amount paid for the document, including discount amount. Only enter discount amount if it is a fixed discount amount rather than a cash discount percentage rate. Enter the amount of the discount. Enter in a reason code manually, or select one from the drop-down menu. We are not using external reason code here at the Commonwealth because we dont send variance payment reason codes on the remittance documents. Enter SAPs document number, if known. Enter customer number, if different. Will not be changed, company code is always COPA Enter type, if different: D Customer K Vendor S G/L account Enter the legacy document number. Enter document/reference date. Can populate these fields with Ship-to account numbers or return authorization numbers. Select the drop down arrow to see a list of available choices. Enter the delivery number. Enter the purchase order number. Can populate this field with customers purchase order number. Select the drop down arrow to see a list of available choices. Can populate this field with customers debit memo number.

Discount amount Deduction amount Reason code Ext. rs. Cde

Cash discount amount in document currency. Payment difference between the document and the payment, which is not attributable to discount. Key that represents a reason for payment difference. External reason code given by the business partner. This will be converted to an internal reason code according to the conversion of payment reason codes defined in the partners master record. SAPs document number. Customer account number assigned to document, if different than account number assigned to payment advice. Company code assigned to line item, if different from company code assigned to payment advice. Account type assigned to document, if different than account type assigned to payment advice. Legacy system document number Invoice date in the advice item Can contain additional reference numbers Key to uniquely identify the business area. Key to uniquely identify the delivery. Key to uniquely identify the purchase order number. Can contain additional reference numbers Explanatory text for the line item.

O O O N

Document number Alternate account Alt. co. code Alt. Account Type Reference Invoice date Reference key 1 & 2 Business area Delivery Purch.order no. Allocation Text

O O N O

If no entry, will default to payment advice customer # . If no entry, will default to payment account type

O O O O O O O O O

Payment Can contain additional reference numbers reference R = Required, O = Optional, D = Display, N = Not Required

1.4.1a If more line items are needed in this payment advice, select the New item button and proceed again as above. 1.4.2 If you selected Fast Entry, you will arrive at the screen Create Payment Advice: Fast Entry. Enter information as indicated below:

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Field Name Document number

Description SAPs assigned document number

R/O/D/N R*

Payment amount

Payment amount of the item.

User Action and Values * You may utilize the SAP number as the identification of the open item for payment, or utilize other selection options such as Ref. Key 1 or 2, Allocation, SD document, etc. Enter the amount paid for the document.

Comments You reach these other option fields by clicking the Other selection button. The system will not allow you to create a payment advice without a payment amount.

Discount amount

Discount amount in document currency, if applicable.

Only enter discount amount if it is a fixed discount amount rather than a cash discount percentage rate.

R = Required, O = Optional, D = Display, N = Not Required

1.4.2a To enter the more detailed line item information, double-click on the item. This brings you into the detailed information entry screen for the line item called Create Payment Advice: Line Item Data. In this screen, enter in the following information for each entry:
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Field Name Payment Amount Gross amount

Description Payment amount that was paid for this item in document currency. Gross amount of the item.

R/O/D/N R O

User Action and Values Enter the amount the customer is paying for the item. Enter the amount paid for the document, including discount amount.

Comments

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File Name: BPP Control Number: Field Name Discount amount Deduction amount Reason code Ext. rs. Cde

Description Cash discount amount in document currency. Payment difference between the document and the payment, which is not attributable to discount. Key that represents a reason for payment difference. External reason code given by the business partner. This will be converted to an internal reason code according to the conversion of payment reason codes defined in the partners master record. SAPs document number. Customer account number assigned to document, if different than account number assigned to payment advice. Company code assigned to line item, if different from company code assigned to payment advice. Account type assigned to document, if different than account type assigned to payment advice. Legacy system document number Invoice date in the advice item Can contain additional reference numbers Key to uniquely identify the business area. Key to uniquely identify the delivery. Key to uniquely identify the purchase order number. Can contain additional reference numbers Explanatory text for the line item.

User Action and Values Only enter discount amount if it is a fixed discount amount rather than a cash discount percentage rate. Enter the amount of the discount. Enter in a reason code manually, or select one from the drop-down menu. We are not using external reason code here at the Commonwealth because we dont send variance payment reason codes on the remittance documents. Enter SAPs document number, if known. Enter customer number, if different. Will not be changed, company code is always COPA Enter type, if different: D Customer K Vendor S G/L account Enter the legacy document number. Enter document/reference date. Can populate these fields with Ship-to account numbers or return authorization numbers. Select the drop down arrow to see a list of available choices. Enter the delivery number. Enter the purchase order number. Can populate this field with customers purchase order number. Select the drop down arrow to see a list of available choices. Can populate this field with customers debit memo number.

Document number Alternate account Alt. co. code Alt. Account Type Reference Invoice date Reference key 1 & 2 Business area Delivery Purch.order no. Allocation Text

O O N O

If no entry, will default to payment advice customer # . If no entry, will default to payment account type

O O O O O O O O O

Payment Can contain additional reference numbers reference R = Required, O = Optional, D = Display, N = Not Required

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Create Payment Advice Accounts Receivable FBE1

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To review the payment advice prior to saving, click the Document Overview icon, or use the menu path Goto Pmnt advice overview to go to the Create Payment Advice: Overview screen. Double-clicking on a payment item line allows you to view the detailed information screen for that line item. Once the payment advice is reviewed, it may be posted by clicking on the Save icon or using the menu path Payment Advice Save. The system will return a message at the bottom of the screen indicating that Payment advice XX XXXXXX was created.

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Cross Functional Dependencies:

Team Dependent tasks

Workflow Requirements:
Trigger Approval Response

Unit Testing Conditions and Variations:

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Test Case
Test Case Description: Setup Data: A check is received from an external customer to pay for two invoices. Object Value/Code 1 Customer acct. number 1000042 2 Invoice number & amt. 1800000852, 25.00 3 Invoice number & amt. 1800000853, 50.00 4 Check Number 123456 5 Check Amount 75.00 6 Bank Number 3456789012 7 Payee Acct. Number 987654

Description/Comments/Notes

Expected Results: 1 Payment advice for 75.00 will be created 2 Payment advice will reference 2 invoices 3 Customer check number, bank acct. number and bank number will be in the payment advice. 4 Actual Results: 1 Payment advice # 04020125075222BG for 75.00 was created. 2 Payment advice references invoices 1800000852 and 1800000853. 3 Customer check number, acct. number and bank number are referenced in the payment advice. 4 Confirmation Test Plan: 1 2 3 4 Test Case Created by : Test Completed by : --------Date: Date: 1/25/2002 1/25/2002

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