Processing Manual Payments


After completing this lesson, you will be able to:

  • Explain how to process manual payments

Payables Process

Meet Jennifer. She studied at the university until a short time ago and is now employed in the area of Payables Management​ of the Bike Company that uses SAP software. She wants to become a key user in this area. She has a good understanding of the financial processes, but she has never worked with SAP before.

Her department is responsible for the payment process. It is expected that she can explain the individual process steps of the payment run and the creation of the payment advice note.

In the Bike Company, open invoices are paid using the payment program. Jennifer will take over tasks within the payment process. First, however, she needs to understand the process flow of the payment process from the proposal list to the payment file. She needs to know when a payment advice is created.

In her daily work, Jennifer will make a very large number of payments. To do this, she needs to keep an eye on all numbers, supplier line items and supplier balances. In this lesson, we will focus on how to control the supplier balances and the supplier line items and, if necessary, how to make a manual payment in urgent cases.

Display Supplier Balances

If Jennifer wants to check a supplier by his account balances, she can use the Display Supplier Balances app to view the balances for the corresponding supplier, company code, and/or fiscal year.

Select the play button to learn how to view and compare supplier account balances with the Display Supplier Balances app. Filter balances by supplier, company code, and fiscal year. Export values to a CSV file.

Process a Manual Payment

Jennifer will also be dealing with payments that need to be paid immediately and will not be able to wait until the next automatic payment run. To do this, she must create a manual payment.

Select the play button to learn how to create outgoing payments for clearing invoices immediately in this informative video. Discover the step-by-step process and necessary parameters for manual payments.

Manage Supplier Line Items

To get an overview of the supplier line items of the corresponding supplier, Jennifer can use the Manage Supplier Line Items app.

Select the play button to learn how to view and manage your suppliers' open and cleared items with the Fiori Launchpad. Explore various selection options, filters, editing capabilities, and more. Enhance your supplier management workflow today!

Create Supplier Invoice

Using this app, you can create and verify supplier invoices in terms of their content, prices, and arithmetic. When you post the invoice, the invoice data is saved in the system. The system updates the data saved in the invoice documents in Materials Management and Financial Accounting.

The following section describes the meaning of the individual parameters for creating a new supplier invoice:

Transaction: Describes the type of transaction, for example, Invoice or Credit Memo.

Invoice Date: Specifies the day on which the invoice was created.

Posting Date: Specifies the item on which a payment item was posted to the account in posting-date-based perspective.

Invoicing Party: Indicates for whom the invoice was created.

Company Code: The company code is an organizational unit used in accounting. It is used to structure the business organization from a financial accounting perspective.

Gross Invoice Amount: Describes the total gross amount of the invoice.

Reference: Specifies the reference document number that can contain the document number of the supplier or a different entry.

Debit/Credit Indicator: Assigns it to a debit or credit account.

G/L Account: Assigns the G/L account to the invoice.

Amount: Describes the net invoice amount.

Tax Code: Specifies the amount of the tax percentages.

Cost Center: Specifies an organizational unit or department that is used to allocate the cost of a business activity to an existing budget.

Profit Center: Represents a company area for which a separate period-based profit is determined. It is used for evaluating and regulating the activities of the company area in a profit-oriented manner.

Tax Date: Represents the date for the taxes.

Tax Amount: Specifies the tax amount based on the tax code.

Payment Terms: Payment terms specify when a supplier must be paid for an invoice and define any discounts available for early payment.

Fixed Payment Terms: Indicator that the first or second cash discount term can be taken advantage of irrespective of whether the corresponding period has elapsed or not.

Payment Method: A payment method defines how payments are to be made (for example, by bank transfer, check, or SEPA direct debit).

Payment Reference: Identifies the reason for the payments.

Create Documents for Automatic Payments

In this exercise, you will create documents for the Automatic Payments process.

In this exercise, when you see the characters ###, replace the characters with the number of your user.

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