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General Ledger

F-04 - Post GL document with clearing

TOPIC OBJECTIVES

Business Process Procedure Overview


Background
This function allows you to post an accounting document and in the same
transaction run clear the open items on an other GL, Vendor or Customer account.

Scenario
You have received a document from the bank that payment was sent to the vendor.
You need to post this document. The vendor open items were already clear by
automatic payment program. You need to clear now the GL bank clearing account.

Prerequisites
Open items on bank clearing account.

PROCEDURAL STEPS

Menu Path Accounting → Financial Accounting → General Ledger →


Document Entry → F-04 - Post with Clearing
Transaction Code F-04

Last changed on: 10/11/10 Work Instruction


SAP 4.6C
Version: Final Page: 1 of 8
General Ledger

Perform the following steps of how to Post with Clearing using the information below:

Menu path: Accounting → Financial Accounting → General Ledger → Document Entry → F-04
- Post with Clearing

SAP Easy Access

1. Double click on F-04 - Post with Clearing.

Last changed on: 10/11/10 Work Instruction


SAP 4.6C
Version: Final Page: 2 of 8
General Ledger

Post with Clearing: Header Data

2. Update the following required and optional fields:

Field Name Description Values


Document date Date the transaction occurred Example: 300602
Type Document type Example: SA
Company code Code identifying a separate Example: 5200
legal entity for which a separate
set of accounts is maintained
for external reporting purposes
Posting date Date that the business Example: 300602
transaction occurred
Currency/rate Code identifying the currency Example: USD
used in the transaction
Reference Document description Example: ref

Last changed on: 10/11/10 Work Instruction


SAP 4.6C
Version: Final Page: 3 of 8
General Ledger

Field Name Description Values


PstKy Two-digit numeric key that Example: 40
determines the way line items
are posted. This key
determines several factors
including the:
- Account type
- Type of posting (debit or
credit)
Account Code identifying the General Example: 114000
Ledger, Vendor, or Customer
account

Post with Clearing: Add G/L account item

Last changed on: 10/11/10 Work Instruction


SAP 4.6C
Version: Final Page: 4 of 8
General Ledger

3. Update the following required and optional fields:

Field Name Description Values


Amount Amount of the line item Example: 22000

4. Click Enter Button to confirm your entries.

5. Now you need to clear the open items. Click Choose open items Button
.

Post with Clearing: Select open items

Last changed on: 10/11/10 Work Instruction


SAP 4.6C
Version: Final Page: 5 of 8
General Ledger

6. Update the following required and optional fields:

Field Name Description Values


Company code Code identifying a separate Example: 5200
legal entity for which a separate
set of accounts is maintained
for external reporting purposes
Account Code identifying the General Example: 114005
Ledger, Vendor, or Customer
account you want to clear

7. Click Enter Button to confirm your entries. The system will display the list of
open items on the account you want to clear:

Post with Clearing: Process open items

Last changed on: 10/11/10 Work Instruction


SAP 4.6C
Version: Final Page: 6 of 8
General Ledger

There are two different options available for clearing:


a) Partial Payment,
b) Residual

a) When you post a transaction as a partial payment, the system does not mark the open
items you selected as cleared. After posting both items are displayed on an account as not
cleared.

b) You can also post a new item as a residual item. The original documents are cleared
automatically. For instance, if you had an open item on a GL account 100.00 USD and
you posted another item 20.00 USD using the residual item option, the system would clear
both items and would post a new document – 80.00 USD.

8. Double click on the item to be cleared ($22.000,-). It will be highlighted in blue:

Post with Clearing: Process open items

Last changed on: 10/11/10 Work Instruction


SAP 4.6C
Version: Final Page: 7 of 8
General Ledger

9.You can simulate the document before posting. Select


DocumentSimulate.

Post with Clearing: Display Overview

10. Click Save Button. to post your document.

11. The message bar displays “Document 10001215 was posted in company code 5200”

Last changed on: 10/11/10 Work Instruction


SAP 4.6C
Version: Final Page: 8 of 8