Payment/check lots are used in connection with payments initiated by business partners. Data from payments that have a common origin or that should be processed together are stored in one lot.
Payment/check lots are created manually if the payment information exists in written form. This is normally the case for check payments, although incoming bank transfers can also be entered manually.
Only payment lots are created automatically if the payments are transferred in the form of an electronic bank statement.
The general steps in payment lot processing are as follows:
Create the Payment Lot
The payment lot can be created manually or by a program (bank statement file upload).
Change the Payment Lot
Items can be inserted or deleted. Corrections to items are permitted.
Close the Payment Lot
Items can no longer be inserted or deleted; however, corrections to items are permitted.
Post the Payment Lot
The payment lot can only be posted after it has been closed. Upon posting, payments are transferred to the contract accounts and postings are made to the appropriate clearing account. Payment differences can be automatically posted to special profit and loss accounts.
Further or post processing is required if postings to a clarification account have been created or if postings were not possible (incorrect/missing customizing). You can further process the data as follows:
Trigger a repayment
Post to an Interim account (if contract account cannot be determined)
Post on account (if contract account can be determined, but the item to be cleared cannot)
SAP Easy Access Menu: Transaction FP05
Field Lot: Enter 1.
Menu bar Payment lot → Create
The payment lot comprises a header entry, one item for each payment and optionally several subitems for each payment.
The payment lot header contains data that applies to the entire lot, as well as data that is used as default values for the items.
The data that is valid for the entire lot is document type, search term, posting date, bank clearing account, company code for the bank posting, currency, value date and reconciliation key.
Default values for the items are the clearing reason (incoming payments) and the selection categories (G for business partner or K for contract account).
Selection information is used to identify the open items that have to be cleared with payments or to prepare the data for payments on account.
Information is always given in the form of the selection category (G for business partner or K for contract account) and the selection value (business partner number or contract account number).
Selection categories enable you to decide which fields are to be used to select open items via a screen variant.
Fields for selection categories can be defined in customizing and can be taken from the structure FKKOP (business partner item).
If you post a document manually, you can use the following fields to select open items:
Business Partner
Contract Account
Payment Method
Document Number
Document Number Reference
Due Date for Net Payment
Payment Form Number
Of all possible fields, the system displays only those that were specified as a selection category for your application in this activity.
In the payment lot list entry, partial amounts can also be allocated (for example, with a total payment of 500, you can allocate 200 to account 1 and 300 to account 2.
If you choose the Further Details button or double-click a selected line, the system displays the details screen for the selected item. You can then enter additional data for the payment.
On the detail screen, you can enter further specifications that are required for the allocation of payments or a subsequent clarification.
Selections within a line are linked by AND logic, while the different lines of the selections are linked by OR logic.
It's possible to transfer post payments to clearing accounts using a short account assignment for which a company code and general ledger account are defined in customizing. This type of posting is necessary if a payment was received by the wrong department.
A standing order is used when a business partner has instructed their bank to transfer a certain amount from their account every month to a public sector organization. If you set this indicator, the bank ID and note to payee information is transferred with the item. The system can learn, if an item is sent with the same, incorrect data each time (used in Germany).
The Refund Method field is used when a payment is received by mistake from someone who is an unknown business partner.
In the display for a payment lot item, you can now also reset the payment allocation or go to clarification processing if the case has not yet been reserved for other users.
[1] Receivable posting (tax not shown)
[2] Payment in FI-GL (incoming bank statement)
[3] Payment in FI-CA (payment lot processing)
Items from the bank clearing account are posted to payment usage or to the interim account. The document number is recorded in the associated items in the payment lot. The payment usage can include the following:
Clearing or partial clearing of open items
Expense or revenue (payment difference)
Creation of new debit entries (charges, interests)
Posting on account
Down payment
You can use Payment Advice Notes (PAN) to enter details on authorized payments. You can use the key created during the generation of a PAN as selection criteria for open items.
In addition to the business partner or the contract account, you can also use the PAN number as selection criteria when entering a payment lot. When the payment is posted, the system selects the open items of the business partner in the PAN. The system uses the entries in the PAN items to allocate clearing amounts to the selected items. Any amount differences that occur if the amount from the payment advice cannot be completely distributed (that is, if the open item amount is smaller) are combined into a posting on account.
You can use the RFKKAV00 report to transfer payment advice notes from a sequential file and generate one or more payment advice notes. It carries out the following activities:
Read the application server file specified, and check the data contained therein.
Create one or more payment advice notes, provided the data records are correct.
Close the payment advice notes, provided the corresponding indicator is set.
Defective data records are saved separately and can be transferred after correction.
Payment lots are created and processed automatically if the payments are transferred in the form of a bank statement file (usual case).
You can use transaction FPB7 to select payments, returns, and payment orders that are imported into the bank data memory. If necessary, the data can be transferred directly to a payment lot, payment order lot or returns lot. Alternatively, you can output selected data from the bank data memory in a file. In another step, you can then import the created files into payment lots, payment order lots or return lots.
You can do this using the RFKKZE00 (payments, payment orders) and RFKKRL00 (returns) reports. The system uses the business transaction and the amount +/- sign to decide the lot type to which a payment position is transferred.
You can use transaction FPB17 if you convert country-specific bank formats into the Multi Cash format. Data from the Multi Cash statement file and line item file are transferred to payment and returns lots.
In customizing, you can define the rules for the automatic analysis of note to payee texts for the automatic transfer of payment data to payment lots. Using the values determined, the system then determines the selection criteria for the assignment of payments to receivables.
In customizing, you can specify a check procedure for the interpretation of the note to payee (sample function module FKK_SAMPLE_SEL_TYPE_CHECK).
You can use transaction FP_NOTE_TEST to test the note to payee analysis.
You can use event 0950 for additional selections when payment data is transferred.