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End-User Training Manual

Finance- Account Receivables

Version: 0

Date: 05 AUG, 2010


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Contents
1. CUSTOMER MASTER CREATION ................................................................................................... 4
ACCESS TRANSACTION BY: ............................................................................................................................ 4
2. MAKING CUSTOMER DOWN PAYMENT ....................................................................................... 9
ACCESS TRANSACTION BY: ............................................................................................................................ 9
3. SPECIAL GL TRANSACTIONS ........................................................................................................ 14
4. POSTING CUSTOMER INVOICE .................................................................................................... 14
ACCESS TRANSACTION BY: .......................................................................................................................... 15
5. CLEARING CUSTOMER DOWN PAYMENT ................................................................................. 17
ACCESS TRANSACTION BY: .......................................................................................................................... 17
6. INCOMING PAYMENT ..................................................................................................................... 21
ACCESS TRANSACTION BY: .......................................................................................................................... 21
7. CLEAR CUSTOMER ACCOUNT ..................................................................................................... 26
ACCESS TRANSACTION BY: .......................................................................................................................... 27
8. FB75 - POST CREDIT MEMO ........................................................................................................... 31
ACCESS TRANSACTION BY: .......................................................................................................................... 29
9. FBL5N - CUSTOMER LINE ITEMS DISPLAY................................................................................ 37
ACCESS TRANSACTION BY: .......................................................................................................................... 37
10. COMMISSION UPLOAD PROCESS................................................................................................. 40
ACCESS TRANSACTION BY: .......................................................................................................................... 40
11. CUSTOMER AGING REPORT .......................................................................................................... 41
ACCESS TRANSACTION BY: .......................................................................................................................... 41
12. LIST OF TAX CODES ........................................................................................................................ 44
ACCESS TRANSACTION BY: .......................................................................................................................... 44
13. TDS BY CUSTOMER............................................................................................................................ 44
ACCESS TRANSACTION BY:............................................................................................................................... 44
14. SETTING OF CUSTOMER BALANCE WITH VENDOR BALANCE .............................................. 51
ACCESS TRANSACTION BY:............................................................................................................................... 51
15. SETTING OF VENDOR BALANCE WITH CUSTOMER BALANCE .............................................. 55
ACCESS TRANSACTION BY: ..................................................................................................................... 55
16. TRANSFER OF CUSTOMER COMM TO VENDOR ACCOUNT .................................................... 60
ACCESS TRANSACTION BY:............................................................................................................................... 60
17. TRANSFER OF CUSTOMER DOC TO VENDOR THROUGH JV .................................................. 75
ACCESS TRANSACTION BY: ..................................................................................................................... 75
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18. FD10N CUSTOMER BALANCE DISPLAY ..................................................................................... 87


ACCESS TRANSACTION BY: ..................................................................................................................... 87
19. S_ALR_87012168 DUE DATE ANALYSIS OPEN ITEMS .............................................................. 89
ACCESS TRANSACTION BY: ..................................................................................................................... 89
20. S_ALR_87012172 CUSTOMER BALANCE IN LOCAL CURRENCY ........................................... 91
ACCESS TRANSACTION BY: ..................................................................................................................... 91
21. S_ALR_87012174 LIST OF CUSTOMER OPEN ITEMS ................................................................. 92
ACCESS TRANSACTION BY: ..................................................................................................................... 92
22. S_ACO_52000887 RECEIVABLES PROFIT CENTER ................................................................ 94
ACCESS TRANSACTION BY: ..................................................................................................................... 94

Accounts Receivable Overview

The Accounts Receivable module in SAP deals with management of Customers and
receivables. As an integrated function in SAP Financials, the Accounts receivable
module (AR) integrates with Sales & Distribution (SD) module and in a typical
telecom vertical also integrates with front end Billing systems and standard software
and applications Like IN and UTIBA.

The module covers the entire gamut of Business process functions and events
pertaining to revenue recognition, accounting for sales and cost of goods sold,
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customer collections, receivables management, subsequent adjustments through


debit and credit memos, customer ageing analysis, correspondence and reporting.

1. Customer Master Creation

Business Process Description Overview

This document describes the procedure for creating a Customer Master.


Every Custom er at MTS India will have its own master data. All these Customers would be required to be classified into groups
(Account groups) and each of these groups will have its own number range information and field status. At MTS there is also a
requirement of having one time Customers with whom business is done once or rarely. A separate Customer account group would
be maintained for one time

Input Required Fields


Field Value/Comments
Company Code SSTL
Account Group Z001 MTS Sold - to - Party, Select the appropriate account group from the
Give Details as explained below options available by pressing F4.

Output - Results Comments


Customer Created in SSTL

Procedural Steps

Access transaction by:


Via Menus Accounting > Financial Accounting > Accounts Receivable
> Master Records > Create
Via Transaction Code FD01
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Once you click on Create following window will appear

Give the account group and Company code and press enter. Following window will appear.
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Title Whether Mr., Mrs. Or R Select from the Dropdown as


Company applicable Company
Name Name of the Customer R Give the Concerned Customer
Name PQR
Search Term Term to be used to R Easy to remember term should be
search the Customer given for search purpose XYZ
Street/House Address of the Customer O Give the Customer Address - ABC
No.
Postal Code Area Code R Give the postal code applicable to
Customer - 834001
Country Country of Customer R Give the Country to which the
Customer belongs - IN
Region Which region the O Give the Region in the country to
Customer belongs to which the Customer Belongs - 34
Transportation Regional Zone to R Give the appropriate zone by
Zone determine the route selecting from the options available
by pressing F4, 0401

Now click on Company code data tab as highlighted in red above. Then following window
will appear.
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Give the recon account by selecting it as applicable by pressing F4

Now click on save.

Customer created can be changed and displayed using the Transaction Code- FD02 and
FD03 respectively.
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2. Making Customer Down Payment

Business Process Description Overview


This document describes the procedure for making customer down payment.

Input Required Fields


Field Value/Comments
Document Date 24.09.2010
Customer Account 1000169
Special G/L Indicator A
Bank Account 210572
Amount 10000

Output - Results Comments


Down Payment Made

Procedural Steps

Access transaction by:


Via Menus Accounting > Financial Accounting > Accounts Receivable
> Document Entry > Down Payment > Down Payment
Via Transaction Code F-29
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Once you click on the above screen following window will appear. Fill in the details as given
above and then save.
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Now click on enter and fill in the details as given in the below window for amount and give
the Tax Code as is required.
Enter Document Date, Company Code, currency, Account, Special G/L Indicator, Account
and Amount as specified above.
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Enter Amount, Tax Code (=Y1 for Payments), Business Place under Section Code, profit
Centre and Text as displayed above

Assignment field is mandatory to be filled.

Now save.

To view the document posted, click on Menu>Document>Display


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Click on Display,
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3. S pecial GL transactions

Special G/L transaction indicators( as circled in Red) for customer account type (indicated
by D in table below) are as follows:

4. Posting Customer Invoice

Business Process Description Overview


This document describes the procedure for posting custom er invoice.

Input Required Fields


Field Value/Comments
Customer 1000025
Invoice Date 19.05.2010
Amount 20000
G/L Account 105021, Account to be credited, select from the option by pressing F4
Tax code Y0
Profit center R00HO

Output - Results Comments


Customer Invoice Created

Procedural Steps
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Access transaction by:


Via Menus Accounting > Financial Accounting > Accounts Receivable
> Document Entry > Invoice
Via Transaction Code FB70

Once you click on FB70 following window will appear for filling in the details.
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Now click on save


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5. Clearing Customer Down Payment

Business Process Description Overview


This document describes the procedure for clearing customer down payment.

Input Required Fields


Field Value/Comments
Document Date 27.07.2010
Customer Account 1000169
Invoice Ref 90021146, Invoice against which down payment is to be settled.

Output - Results Comments


Down Payment cleared

Procedural Steps

Access transaction by:


Via Menus Accounting > Financial Accounting > Accounts Receivable
> Document Entry > Down Payment > Clearing
Via Transaction Code F-39
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Once you click on clearing following window will appear for clearing of down payment

Note: Kindly ensure that customer clearing is done with reference to document
number only.
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Now click on process down payments as highlighted above

Select the appropriate down payment and Goto Document on top file menu and click on
Simulate.
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Now click on save

Check the document that has been posted in FB03.


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6. Incoming Payment

Business Process Description Overview


This document describes the procedure for posting of customer incoming payment

Input Required Fields


Field Value/Comments
Document Date 27.07.2010
Customer Account 1000169
Bank Account 210002
Amount 10000
Profit Centre R00HO

Output - Results Comments


Incoming Payment Received

Procedural Steps

Access transaction by:


Via Menus Accounting > Financial Accounting > Accounts Receivable
> Document Entry > Incoming Payments
Via Transaction Code F-28
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Once you click on incoming payments following screen will open for receiving payment.

Fill in the details as mentioned above and then click on Process open items.
Ensure that Document Number option is selected from Additional Selection section, as
displayed above
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Let the invoice for which payment is to be received as marked as blue and make others as
black and then click on preview
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Go to document and then simulate


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Now click on save.

Note : If partial payment is received and then click on .

Enter the amount RS 5000


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And save.

7. Clear Customer Account

Business Process Description Overview


This document describes the procedure for clearing custom er account
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Input Required Fields


Field Value/Comments

Customer Account 1000025, Give the appropriate customer account which is to be cleared.

Output - Results Comments


Customer account cleared

Procedural Steps

Access transaction by:


Via Menus Accounting > Financial Accounting > Accounts Receivable
> Account > Clear
Via Transaction Code F-32

Once you click on Clear following window will appear.


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Give the Customer account no. and select the Document Number option from the Assitional
Selections section. Click on process open items as highlighted above. Following screen will
appear.
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Click enter button


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Note : for selecting and deactivating documents , select All button( as circled in Red)

Then first deactivate all documents, click

Now all documents will be in black color.

If you want to activate documents which needs to be cleared. Again select all and
then click on activate button.
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Now click on save button

Document is posted.

Note:- Reversing Document is same as in case that in the case with Accounts Payable.

8. FB75 - Post Credit Memo

Functionality

All invoices/ credit memos are issued through the SD (Sales and distribution)
module. However, in some cases, it is possible to post the customer credit memo
directly in Financial Accounting.

Input Required Fields


Field Value/Comments

Customer Account Give the appropriate customer account


Documents Date Update document date
Amount of credit Mem o Amount
GL acct GL account
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Output - Results Comments


Customer Credit Memo created.

Requirements

Posted Customer Invoice.

Menu Path Financial Accounting Accounts Receivable Document


entry FB75 - Credit memo
Transaction Code FB75
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1. Double click on FB75 - Credit memo.


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2. Update the following fields:

Field Name Field Description Values


Customer Number Customer Number 10000050
Document date Date the transaction occurred 05.08.2010
Amount Amount of the credit memo 10000
G/L acct Number of GL account 101300
Amount doc.curr. Amount of the line item INR
Profit Center Profit Center R00NR
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Click on the Payment tab:

3. You need to enter the accounting document of the original customer invoice, so
you can track the purpose of the issuing credit memo later and also the
payment terms get copied. Update the following field:

Field Name Field Description Values


Inv. Ref. Number of the Invoice the 1800000000
Transaction Belongs to

4. Click

Customer Credit Memo will be posted.


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9. FBL5N - Customer Line Items Display

Functionality

This transaction allows Customer Account Line Item Display.

Input Required Fields


Field Value/Comments
Company Code SSTL
Customer Account 1000110

Output Results Comments


Document will be displayed

Requirements

Customers with transaction data.

Procedural Steps

Access transaction by:

Menu Path Accounting Financial Accounting Accounts


Receivable Account FBL5N - Display/change line
items
Transaction Code FBL5N

5. Double click on FBL5N - Display/change line items.


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Customer Line Item Display

6. Update the following fields:

Field Name Field Description Values


Customer account Code identifying a customer 1000110
account
Company code Code identifying a separate SSTL
legal entity for which a separate
set of accounts is maintained
for external reporting purposes
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7. You can also display special GL transactions. Click Special G/L transactions
.
8. The same way you can request to display parked documents and noted items.
Click Parked items and Noted items

9. Click Execute :

Customer Line Item Display

Click on select layout and select layout /VINAY


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Following screen will pop up :


Text field contains Purchase order number and Sale Doc contains Sale order number.

This report can be exported to MS Excel or MS Word. Select from menu path List ->
Export -> Spreadsheet or Local file. The system will automatically open a requested
MS Office application or create a file in a required format.
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10. You can display document details you want to check. Simply double-click on the
document number (e.g. 90000768):

Display Document: Line Item 001

11. Some field in this document can be changed. To do so, click Display - Change
Button . Fields that can be changed are highlighted in red:
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Change Document: Line Item 001

12. To change the line item, update the following fields:

Field Name Field Description Values


Assignment Assignment Field Instrument no.
Text Additional document description Customer

13. Click Enter Button to confirm.

14. Click Save. to update the document.


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10. Commission upload process

Access transaction by:

Menu Path Custom transaction


Transaction Code ZFI_Cust_Comm

Upon entering the T-code ZFI_CUST_COMM, the following screen is displayed

Select relevant file, in the format attached and check the check box, if applicable, as shown
below:

Comm upload.xlsx

Kindly ensure that in the excel file, delete the header and save the file in the text
delimited format.
Upload the file in .txt format only.

Check the tab Transfer to customer account only if the commission amount needs
to be transferred to a customer account (In other words, where commission to be
paid through LAPU credit). In case you check the tab, the amount will automatically
get cleared from a vendor account and get transferred to the customer account with
the special GL L.

Transfer to customer account will happen only if a vendor account is mapped with a
corresponding customer account.
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11. Customer aging Report


Access transaction by:

Menu Path Custom transaction


Transaction Code ZFI_Cust_Agng
Upon entering the T-code ZFI_Cust_Agng, the following screen is displayed

Enter the first four parameters as specified above and press execute button (F8)
Kindly check the Output formats available and use the format appropriate to your use.

Report is displayed as below:


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Standard Customer Ageing report is available through the following T-code -


S_ALR_87012168. Following screen is displayed
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Following report is generated upon entering relevant input parameters


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12. List of Tax Codes for AR


Overview of Tax code:
Tax code is two digit code which contains percentage of tax and tax type (
i.e Input or Output tax). GL will be assigned to tax code where posting will
take place. This tax code will be assigned while making transactions related
to customer or vendor or GL.

Listing of tax codes used for AR:

Tax Tax
Language Procedure Code Description
EN ZTXIN1 B0 Provisional Service Tax Business Support Services
EN ZTXIN1 B1 Service Tax Payable Business Support Servicess
EN ZTXIN1 I0 Provisional Service Tax Rent of Immovable Property
EN ZTXIN1 I1 Service Tax Payable Rent of Immovable Property
EN ZTXIN1 J0 Output Tax 0%
EN ZTXIN1 R0 Provisional Service Tax Rent a Cab
EN ZTXIN1 R1 Service Tax Payable Rent a Cab
EN ZTXIN1 S0 Provisional Service Tax Business Auxiliary Service
EN ZTXIN1 S1 Service Tax Payable Business Auxiliary Services
EN ZTXIN1 V0 A/R VAT Output Tax
EN ZTXIN1 VA Output VAT at 5%
EN ZTXIN1 VB Output VAT at 4%
EN ZTXIN1 VC Output VAT at 12.5%
EN ZTXIN1 VD Output VAT at 1%
EN ZTXIN1 VE CST @ 1%
EN ZTXIN1 Y0 Provisional Service Tax Telecom Services
EN ZTXIN1 Y1 Final Tax code forTelecom Services

13. TDS By Customer


Scenario : At the time of invoice posting, we were not aware of TDS % to be
deducted by customer on payment. As we receive the payment, WHT code
needs to be activated in customer invoice so that TDS will be calculated
automatically while posting payment transactioin.
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Procedural Steps

1. First display the customer invoice through Tcode FB03.

Select Customer line item and double click on it, below screen will pop up,
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From menu, Select Document>Display>Change and click on

Below screen will pop up

Enter Withholding tax code 01

Click on
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And save the document .

Note : Document can be changed by using Tcode FB02.

2. Make Customer payment through T code - F-28.

Access transaction by:


Via Menus Accounting > Financial Accounting > Accounts Receivable
> Document Entry > Incoming Payments
Via Transaction Code F-28
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Fill in the details as mentioned above and then click on Process open items.
Ensure that Document Number option is selected from Additional Selection section,
as displayed above

Press Enter and following screen will pop up -


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Enter the invoice number for which payment received.

Click on
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Press save button .

Document will be posted.


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14. Setting off Customer balance with Vendor


balance

Scenario : Customer balance needs to be set off against Vendor balance.

Customer Invoice :1800000116


Vendor Invoice :1900002839

Prerequisite : Ensure that Vendor Clearing field is flagged up in Customer


master data and Customer Clearing field is flagged up in Vendor Master
data.

Procedural Steps

Access transaction by:


Via Menus Accounting > Financial Accounting > Accounts Receivable
> Account > Clear
Via Transaction Code F-32

Once you click on Clear following window will appear.


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Press Enter ;
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Enter Document Numbers

Vendor Doc :1900002839


Customer Doc: 1800000116

And Click on Process Open items


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Click on Save button.

Clearing document posted.


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Display of Clearing doc through FB03 :

15. Setting off vendor balance with customer


balance

Scenario : Vendor balance needs to be set off against Customer balance.

Vendor Document :1900002840


Customer Document :1800000117

Prerequisite : Ensure that Vendor Clearing field is flagged up in Customer


master data and Customer Clearing field is flagged up in Vendor Master
data.

Procedural Steps

Access transaction by:


Via Menus Accounting > Financial Accounting > Accounts Payable>
Account > Clear
Via Transaction Code F-44
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After click on above Transaction F-44, following screen will pop up


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Enter Vendor document number and Customer Doc no


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Click on process open items


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Click on Save button.

Display the document number through FB03 -


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16. Transfer of Customer comm. To Vendor account

Scenario : Commission of Customer needs to be transferred to Vendor


account.

1. Use T Code - FBL5N for displaying customers ledger amount ,which need to get
trasnferred from Customer to Vendor.
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Special GL Amount

Document Number
Special GL L - Represent the for commission payable.
Special GL H - Represent the for security deposit .

Enter T code F-04 in menu and fill follwing details :

Document date , Type SA , company code , currancy rate INR, fill the field
reference , Doc.Header Text & Clearing Text.
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Thick on this option

Click on the option - choose open items


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Fill the details in required field as :-


Account Type D for customer
Special GL Indicator L for commission payable & H for security deposit.
Accounts Customer Code
Select the documents number in addtitional selection .
Click on the Icon - Process Open Items
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Click on the Icon Select document number

Put the documents number ,which need to be transferred from customer to


Vendor. I have taken document number 9900018769 coming in customer
ledger
Click on the Icon - Process open Items
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Process Open Items

Click on Icon Document Overview


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Click on the Icon Document Overview

Put the posting key 31 for credit the vendor & vendor code
Press Enter
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Posting Key

Vendor code

Put * in amount filed , Bus. Place/ sectn DELH.


Put narrtion in assignement & Text field
Click on Simulate option
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Simulate

Fill details as entered in above screen.

Double Click on customer & Vendor code to update the narrtion


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Double click

Click on the back Icon after updating the Narration.


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Click on the save Icon to get the document number


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Click on save button

Note down the document number & get a print out of it for records.
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Go to other SAP window where customer ledger was opened .


Go to list option & click on the refresh button.
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Click on refresh button

After refeshing the customer leger , you will see that document number
9900018769 is removed from Open Items & it moves in vendor ledger. Let us
check.
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Use T code FBL1N for seeing the vendor ledger.


Here you will find the same enrty , now it can be paid to vendor.
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17. Transfer of Customer document to Vendor


account through JV

Expected Posting :

Clearing A/c Dr 50000


Customer A/c Cr 50000
Customer Clearing A/c Cr 50000
Vendor A/c Dr 50000

Go to Tcode FB01, Fill following details


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Gl Account : 800201 ( Customer Clearing account)

Press enter
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Fill above fields

Click on Option

Following screen will pop up, enter profit center


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Click on

Enter posting key and account details in Next line item


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Customer account: 10000169

Press Enter, following screen will pop up :

Enter following details


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Enter posting key and Account details in Next line item:

Press enter

Fill following fields


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Enter posting key and Account details in Next item line

Press enter, following screen will pop up


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Enter all fields as in above screen.

Simulate the document


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Click on save button.

Document posted.

Display the document . Please the below screen


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Customer Balance has been transferred to Vendor.

Now do the clearing through F-32( for customer) / F-44 ( for Vendor) as
explained earlier.

FD10N - Customer balance report

Enter Customer number ,Company code and fiscal year.


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Click on execute button

Below screen will pop up -


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S_ALR_87012168 - Due Date Analysis for Open Items

Enter customer number, company code and open item key date
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Click on execute button


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S_ALR_87012172 - Customer Balances in Local Currency

Enter Customer number, company code, fiscal year and period range

For special gl balances, please select

Click on execute
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S_ALR_87012174 - List of Customer Open Items

Enter customer number,company code


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Click on execute button


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s_ac0_52000887 - Receivables: profit centre

Enter Customer number, company code, Date range, Co Area and Hier
Profit Center
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Click on execute
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You can select Profit center and click on GL, following screen will pop up
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