 Tata Consultancy Services  SAP AG FI - Accounts Receivable

 Tata Consultancy Services Target Group Audience: Officers responsible for Accounts Receivable function in the organisation

 Tata Consultancy Services Course Objectives Create invoices on the basis of billing due list and pass Excise entries Pass accounting entries for bank and cash transactions Print stamped receipts Print OR View bank / cash book Analyse Customer Accounts At the conclusion of this course, you will be able to:

 Tata Consultancy Services Contents Customer Accounts Customer Master Account Display options Open Item Management Special GL Transactions - Down payments Document Types for Bank and Cash Down Payments from Customers Invoice preparation Billing as per billing due list Excise entries Clearing Down payments Incoming payments

 Tata Consultancy Services Contents (contd.) Other Receipts Miscellaneous Income - GL accounts Employees Printing Stamped Receipts GL Account Balances - Cash and Bank Line Layout Variants Find facility Sort facility Bank / Cash Book - Report

 Tata Consultancy Services Customer Master Maintained by Sales Department for all customers FI relevant data in customer master Reconciliation account - control account in GL for Sundry Debtors accounts.ie. Customer a/cs.

 Tata Consultancy Services Customer Accounts - Display options To display: Line items from previous year Line items from a period Debit or credit line items from a period All debit or credit line items All line items Place cursor on: Carry forward balance The required period The required period in the debits or credits column The debit or credit total The current account balance, the last entry in the Account balance column

 Tata Consultancy Services Open Item Management Vendor and Customer accounts are maintained under Open Item Management Open items represent transactions that are incomplete. For example, an unpaid invoice item is kept as an open item on the vendor account until it is paid. Open item management ensures that all items that have not yet been cleared are available in the system. Only after every open item in a document is cleared can a document be archived

 Tata Consultancy Services Open Item Management Open items can be cleared only if an offsetting item of the same amount can be matched to the open items. Open Items are shown separately in account display

 Tata Consultancy Services Special GL Transactions Down Payments are treated as special GL transactions Normal transactions hit “Sundry Debtors a/c” in GL while Down Payments hit “Credit Balances in Sundry Debtors a/c” Facilitates grouping them separately as assets and liabilities in Balance Sheet Options to view a customer account Only Down Payments Normal Transactions Both

 Tata Consultancy Services Document Types New Document Types have been defined for Bank and Cash accounts to ensure different numbering series for different bank accounts to facilitate bank and cash book maintenance

 Tata Consultancy Services Document Types DTBank/Cash GL A/cNumber Series B1 BoB B2ICICI-Ahd B3ICICI-Bby B4IDBI B5SBI C1Ahmedabad C2Bombay

 Tata Consultancy Services Down Payments from Customers Menu Path - A/cs -- Fin. A.c -- AR -- Posting -- Down Payment -- Down Payment ( Transaction Code - “F-29” ) Header level entries 1 - Document date 2 - Document type - e.g. B1,B2,C Customer account number 4 - Sp. GL Indicator - “A” 5 - Bank account number 6 - Amount received Values 1,2,4 & 5 can be defaulted for a session by “Hold Data” feature For Down Payments against Down Payment Requests, click on “Requests” button, and select the relevant down payment request For other Down Payments, enter details incl. sales order number (or Allocation field)

 Tata Consultancy Services Invoice preparation Menu Path - Logistics -- SD -- Billing -- Billing Document -- Billing Due List -- ( Transaction Code - “VF04” ) Select Bills based on Billing date from - to - Billing type Sold-to party Destination country Sort term Documents to be selected - Dlv - related (Delivery) Select the specific deliveries to be billed and save To view accounting entries for the invoice Billing Document -- Display Enter Billing Document No. Press ‘Accounting’ button

 Tata Consultancy Services Excise entries Transaction code - “J1II” Excise Invoice -- Create Enter Billing document and Posting Date Enter Excise group and Series group Press “Balances” button to view balance in RG23, PLA Press “Utilisation” button to select utilisation and save To view accounting entries - press “accounting’ button

 Tata Consultancy Services Down Payment - Clearing After creating invoice, down payments received against the same needs to be cleared Menu Path - A/cs -- Fin. A.c -- AR -- Posting -- Down Payment -- Clearing ( Transaction Code - “F-39” ) Enter Customer and Invoice against which DP is to be cleared Select Down payments and save To view the down payment document (allocation field), place cursor on the same and ‘ Environment -- Display Item’

 Tata Consultancy Services Incoming Payments Menu Path - A/cs -- Fin. A.c -- AR -- Posting -- Incoming Payment -- Post ( Transaction Code - “F-28” ) Header Level entries 1 - Document date 2 - Document type - e.g. B1,B2,C Bank account number 4 - Amount to be paid Values 1,2,3 can be defaulted for a session by “Hold Data” feature Document Header Text Optional field Will be printed in the Bank / Cash Book Will not be printed in the Stamped Receipt

 Tata Consultancy Services Incoming Payments Open Item Selection Customer Account No. Account Type (D for customer would default)  D - Customers, K - Vendors, S - G/L accounts Sp. GL Indi. - ‘A’ for Down payments Additional Selection - to narrow down selection of open items by : - Amount Document number Posting date

 Tata Consultancy Services Incoming Payments Open Item Selection Select the Invoice against which payment is received and save For part payment, “Goto - Partial payment Screen”, enter amount and save More than one invoice can be selected (both part and full) On selection of an invoice, down payments linked to that invoice (if any) would also get selected automatically

 Tata Consultancy Services Incoming Payments Cheque details to be entered before saving the transaction Press ‘More Data’ button Enter Cheque No. In Reference 1 fielde.g Cheque dateIn Reference 2 fielde.g BankIn Reference 3 fielde.g. BOB Data in the above fields will be printed in the stamped receipt will be printed in the bank book can be viewed in the account display of bank account

 Tata Consultancy Services Other Receipts Incoming Payment against FI Invoice Party defined as Customer in Master If not, route through One Time Customer Procedure - same as incoming payments Credit GL Income account directly Enter Header Details “Goto -- GL Item Fast entry”  Posting Key, GL Account, Amount, Text Posting Key - “50” for Credit entries in GL a/cs

 Tata Consultancy Services Other Receipts Travelling Advance to Employee Employees have been defined in the system as vendors with a different number range ( e.g. ‘205136’ - Mr. RR Shah) Entry Procedure Enter Header details “Goto -- Document Overview” Enter Posting Key - ‘35’ and Account No. Enter Line details - Amount and Text Line Text can be copied from previous line by entering ‘+’ or ‘++’ (with confirmation)

 Tata Consultancy Services Stamped Receipts Menu Path - System -- Services -- Reporting Enter Program - ‘ZFRCBRCT10’ Selection Criterion for printing Document Number Document Date Document Type

 Tata Consultancy Services Bank / Cash - GL account Menu Path - A/cs -- Fin. A.c -- GL -- Account -- Display Balances ( Transaction Code - “FS10” ) Display Options (same as page 7) Line Layout Variant button Choose ‘Standard-modified for E+L - Bank’ Cheque No, Ch. Date and Bank fields for details of cheques received Check Information button for cheque details of payments

 Tata Consultancy Services Bank / Cash - GL account ‘Edit -- Find’ facility - to narrow down the listing based on : - Document number Document type Posting key Document date Posting date Amount

 Tata Consultancy Services Bank / Cash - GL account ‘Edit -- Sort’ facility - to sort line items based on the following Sort criterion (Upto 3) : - Document date Posting date Document type Posting key Amount Document number Total for each sort criterion can be displayed

 Tata Consultancy Services Bank / Cash Book Report Menu Path - System -- Services -- Reporting Enter Program - ZFRCASBK10 - for Cash Book Enter Program - ZFRBANBK10 - for Bank Book Selection Criterion Month Year Output Bank book for the month GL a/c wise summary for the month