Describing FI-CA Payment Procedures

Objective

After completing this lesson, you will be able to explain FI-CA payment procedures

Payment Procedures

The image outlines payment processes initiated by either the customer or the company, listing types of payments and corresponding subsequent actions. The customer-initiated incoming payments include options like incoming check, incoming bank transfer, manual payment, payment card, or biller direct, leading to payment lot or check lot or cash journal. The company-initiated payments include both incoming and outgoing options like outgoing check,outgoing bank transfer, direct debit bank account, direct debit payment card, transfer posting, and clearing, leading to payment run or payment order lot.

When payment is initiated by the customer, the customer determines when to pay. Payments initiated by the customer can be processed by a payment lot or a check lot. Alternatively, payments can be handled through the cash journal.

The open item that corresponds to an incoming payment is found and cleared as much as possible (full payment, partial payment, or overpayment). Most of the open items are cleared automatically via the clearing procedure. If it's not possible to determine the open item to be paid automatically, you can assign payments manually to one or more open items.

Payments that are not assigned to an open item can be posted on an account or placed in the clarification worklist to be reviewed.

When payment is initiated by the company, the company determines when to collect or disburse payments to or from the business partner. Payments initiated by the company are processed by the payment program.

The payment program considers the open items due from all business partners or contract accounts that have been selected. It can be used to process both incoming payments (direct debit) and outgoing payments (bank transfer).

Payment card payments can be posted manually online and then processed as a customer-initiated payment method. Payment card payments can be posted by the payment program as a company-initiated payment method as well.

How to Enter and Post Payments in Payment Lot Processing

DemoStart Demo

Steps

  1. Demonstrate how to enter and post payments in the payment lot. Use the Payment Lots exercise as a guideline.

  2. Post receivables of EUR 200 and EUR 300 to your business partner number AC240-##A. Note the document number and the amounts for the follow up demo step.

    1. Choose Accounting → Financial Accounting → Contract Accounts Receivable and Payable → Document → Post (FPE1).

    2. Use the following data to enter the document:

      FieldValue
      Document DateToday’s date
      Posting DateToday’s date
      Reconcil. KeyProposed by system
      CurrencyEUR (proposed by parameter)
      Company Code1010 (proposed by parameter)
      TaxesCalculate automatically

    3. Enter additional data by choosing New business partner item.

    4. Confirm the Checking reconciliation key dialog box with Yes, if required.

      FieldValue
      Business Partn.AC240-##A
      Contract AcctAC240-##A
      Transac6000 / 0010

    5. Enter 200.00 in the Amount field.

    6. Select Enter.

      Result

      The reconciliation G/L Account 12100006 is displayed in the Account Assignment screen area.

    7. Choose Propose G/L item.

    8. Confirm the Information window with Enter.

      Result

      The revenue G/L Account 41000000 and the tax amount are displayed.

    9. Post your document by choosing Document → Post from the menu bar.

    10. Note the document number and the amount:______________________________________________.

    11. Repeat this demo step for the same business partner with an amount of EUR 300.

    12. Navigate back to the SAP Easy Access menu.

  3. Create a payment advice for business partner AC240–00A.

    1. On the SAP Easy Access menu, choose Accounting → Financial Accounting → Contract Accounts Receivable and Payable → Payments → Process Payment Advice Notes → From Customer.

    2. Enter GR00 as PayAdvNote.

    3. Choose Create.

    4. Enter the following header data:

      FieldValue
      Business Partn.AC240–00A
      Contract AcctAC240–00A
      CurrencyEUR (proposed by parameter)
      Selection Cat.B
      Total Amount500

    5. Enter the following data in the Items screen area:

      FieldValue
      Field ValueDocument number of the first posting (previous demo step)
      Payt Adv.Amt.Amount of the first posting (previous demo step)
      Field ValueDocument number of the second posting (previous demo step)
      Payt Adv.Amt.Amount of the second posting (previous demo step)

    6. Choose Save and close.

    7. Navigate back to the SAP Easy Access Menu.

  4. Create and post a payment lot by choosing transaction FP05.

    Enter/check the following header data of the payment lot:

    Field NameValues
    LotPA-## (## = your group number)
    Search TermPayment lot group 0##
    Document TypeYG (defaulted by the system)
    Posting DateToday’s date (defaulted by the system)
    Document DateToday’s date (defaulted by the system)
    Reconciliation KeyPA-## (defaulted by the system)
    CurrencyEUR
    Bank Clrg Acct11100025
    Value DateToday’s date
    Company Code1010
    Selection Cats.O (Delete the proposed Selection Cats. G, K, and B)
    Line LayoutYN1 (if not already entered as the default value)

    1. On the SAP Easy Access screen, choose Accounting → Financial Accounting → Contract Accounts Receivable and Payable → Payments → Payment Lot.

    2. Enter PA-## (## = your group number) as the Lot key.

    3. Choose Payment Lot → Create.

    4. Enter/check the values from the preceding table.

    5. Choose Edit → New Items (F5) from the menu bar to enter the first payment lot items according the following table:

      Field NameValues
      Payment AmountEUR 500.00
      Selection Value 1GR00

    6. Save your entries.

    7. Go back to the Payment Lot: Initial Screen.

    8. From the menu bar, choose Payment Lot → Close (SHIFT+F1).

    9. Confirm the All payments entered in full? prompt by choosing Yes.

    10. Post your payment lot by choosing Payment Lot → Post (SHIFT+F6).

    11. Confirm the Schedule Job window with OK.

    12. Confirm the information about the posting run by selecting Enter.

      Result

      The status of your posting run has changed to Postings made.

    13. Navigate to the document numbers created by choosing Goto → Payments List (SHIFT+F9).

    14. Double-click the EUR 500 payment amount to access the item details. On the Payment Data tab page, the number assigned to your accounting document is shown in the Posting Details area.

    15. Double-click the document number to display the posting details.

    16. Double-click the entry in the Cleared Items screen area, to display the cleared items of 200 EUR and 300 EUR.

    17. Navigate back to the SAP Easy Access menu.

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