Processing Security Deposits

Objective

After completing this lesson, you will be able to process a cash security deposit

Security Deposit Processing

Diagram shows the process of handling security deposits, from request to payment, interest calculation, invoicing, and final receivables. Intermediary steps include received security deposits and interest payables.

The cash security deposit is a cash payment at the beginning of a business relationship.

The cash security deposit can be cleared with the final invoice (industry solution Utilities).

The cash security deposit can be cleared or paid out as long as it is released.

The cash security deposit processing executes the following steps:

  1. The deposit is created manually or automatically (industry solution Utilities).
  2. The status is set to Requested after saving the deposit.
  3. The deposit request document is a statistical receivable.
  4. The deposit can no longer be used once it has been reversed.
  5. The deposit can be reversed as long as the request has not yet been cleared.
  6. The status changes to Paid or Partially Paid when you receive a payment, and this clears the request either completely or partially.
  7. The status changes to Released when the return date is reached or when an early manual release occurs.
  8. The status changes to Returned when the deposit payment is cleared either against a receivable (final invoice, account maintenance) or by a repayment.

You can use transaction FPSEC1 to create a cash security deposit.

You can use transaction FPSEC2 to change and release a cash security deposit.

You can use transaction FPD1 to display a statistical overview of all security deposits.

You can use event 0820 to create a payment form number automatically when you create a cash security deposit request.

You can use event 0860 to define follow-on actions for security deposits that meet certain criteria. For example, a clerk retrieves a noncash security deposit from storage if the return date is reached within the next week.

You can use event 1025 to automatically release and create cash security deposits when the payment method in the contract account changes.

For example, if a direct payer changes their payment method to bank collection, all of the cash security deposits in the contract account of the business partner are released automatically because there's no longer any reason to retain the security deposit.

If a business partner who has previously paid their receivables by bank collection becomes a direct payer, you can automatically request a cash security deposit.

A financial diagram depicting various account balances, including contract account, security deposits received, revenues, bank, bank clearing, receivables, and tax. The diagram is divided into a yellow upper section labeled FI-CA and a blue lower section, illustrating transactional values with corresponding numerical labels.

[1] Posting of the cash security deposit request (statistical receivable)

[2] Payment in FI-GL (incoming bank statement)

[3] Payment in FI-CA (payment lot processing)

When payment is allocated to the request for the cash security deposit, credit corresponding to the payment amount is posted to the contract account. The statistical request is cleared.

[4] Posting a final invoice in FI-CA and FI

The payable resulting from the payment of the cash security deposit will be settled against the invoice receivable amount (account maintenance). In this example, the remaining amount after settlement is EUR 66.

A flowchart displays the selection of different financial items leading to the calculation, debit, and credit of interest, followed by customer information simulation and interest notification. The highlighted item is Cash Security Deposit.

The way in which the interest key for a cash security deposit payment is determined differs from the standard way to calculate interest on items:

  • If an interest key is specified in a payment, this is the one that applies.

  • If no interest key is specified in a payment, the system tries to determine a key from the relevant security deposit. If no interest key can be found, no interest calculation takes place.

An interest lock at master data level is not considered when interest on cash security deposits is calculated.

You can display posted cash security deposit interest on the maintenance screen of the deposit. Choose Environment → Interest Calculation List to display an overview of the interest run.

Process a Security Deposit

ExerciseStart Exercise

Business Example

Your business partner has not yet paid their invoices.

You agree that your partner will pay a security deposit.

When terminating the business relationship with this business partner, you release the security deposit payment and clear it using open receivables.

Note

In this exercise, the value ## should be replaced with your group number.

Task 1: Create a Security Deposit Request

Steps

  1. Start the SAP Fiori Display Account Balance app (transaction FPL9).

    1. Choose the Information tile group.

    2. Choose the Display Account Balance tile.

  2. Display the account of business partner ac240-##i using the following data:

    Initial Data

    FieldValue
    Business Partnerac240-##i
    List TypeALLES All Items
    Line Layout013 Line Item Display

    1. On the initial screen, enter the values from the Initial Data table.

    2. Choose Continue to check the basic list.

      There are three overdue items 6000/0010 displayed.

    3. Choose Back twice.

  3. Start the SAP Fiori Create Security Deposit app (transaction FPSEC1).

    1. Choose the Processes tile group.

    2. Choose the Create Security Deposit tile.

  4. Create a security deposit request of EUR 500 for contract account ac240-##i.

    The security deposit is necessary due to the customer’s payment history.

    The security deposit started two months ago.

    1. On the initial screen, enter contract account ac240-##i.

    2. On the initial screen, select Cash Security Deposit.

    3. Select Enter.

      You access the Create Security Deposit screen.

    4. In the Request Amount field, enter 500.

    5. In the Reason for Request field, enter 0003 Payment History.

    6. In the Start Date field, enter the current date minus two months.

    7. Choose Save.

    8. Note the security deposit number.

    9. Choose Back.

Task 2: Pay the Security Deposit Request

Steps

  1. Go to the SAP S/4HANA system.

  2. Pay the security deposit request using the cash journal (transaction FPCJ).

    Header Data

    FieldValue
    Document Datecurrent date
    Posting Datecurrent date
    Reconciliation Keyproposed by the system
    Company Code1010
    CurrencyEUR

    Selection Data

    FieldValue
    Business Partnerac240-##i

    Cash Payment Data

    FieldValue
    Amount500
    Cash Depositselect
    Clearing Account10010000 Petty Cash
    Payment Amount500

    1. In the SAP Menu, choose Accounting → Financial Accounting → Contract Accounts Receivable and Payable → Payments → Cash Journal → Cash Journal.

    2. On the Cash Journal initial screen, the cash desk WDF## is displayed.

    3. Choose To Cash Desk.

      You access the Post Payment screen.

    4. In the Header area, enter the values from the Header Data table.

    5. On the Simple Selection tab, enter the values from the Selection Data table.

    6. On the Cash Payment tab, enter the values from the Cash Payment Data table.

    7. Choose Post Online.

      You access the Post Payment: Process Open Items screen.

    8. In the Gross Amount column, double-click the wrong amount 697,83.

    9. In the Gross Amount column, double-click the correct amount 500.

      In the Processing Status area, the status is green, and the difference is 0.

    10. Choose Post.

    11. In the Print dialog box, choose No.

    12. Choose Back.

Task 3: Check the Security Deposit

Steps

  1. Start the SAP Fiori Display Account Balance app (transaction FPL9).

    1. Choose the Information tile group.

    2. Choose the Display Account Balance tile.

  2. Display the account of business partner ac240-##i.

    What is the status of the security deposit?

    Which clearing restrictions does the payment have?

    Initial Data

    FieldValue
    Business Partnerac240-##i
    List TypeALLES All Items
    Line Layout01C Clearing Information

    1. On the initial screen, enter the values from the Initial Data table.

    2. Choose Continue to check the basic list.

      The security request item 0020/0020 is cleared and linked with the payment item.

      The security payment item 0020/0010 is displayed and linked to the request item.

    3. Position the cursor on the security request item 0020/0020.

    4. Choose Menu → Environment → Document → Cash Security Deposits.

      In the Display Security Deposit screen, the status 4 Paid is displayed.

    5. Choose Back.

    6. In the basic list, choose the Down Payments hotspot.

      The security payment item 0020/0010 is displayed.

    7. Double-click the item.

      You access the Document Item screen.

    8. Go to the Payment Data tab.

      The clearing restriction 2 Security Deposit is displayed.

    9. Choose Back three times.

Task 4: Release the Security Deposit

Steps

  1. Start the SAP Fiori Change Security Deposit app (transaction FPSEC2).

    1. Choose the Processes tile group.

    2. Choose the Change Security Deposit tile.

  2. Release the security deposit.

    What is the status of the security deposit now?

    1. On the initial screen, enter your security deposit number.

    2. Select Enter.

      You access the Change Security Deposit screen.

    3. Choose Release.

    4. In the Release Security Deposit dialog box, choose Yes.

    5. Select Enter again.

      In the Change Security Deposit screen, the status 97 Released is displayed.

    6. Choose Back twice.

Task 5: Clear the Security Deposit Payment

Steps

  1. Start the SAP Fiori Display Account Balance app (transaction FPL9).

    1. Choose the Information tile group.

    2. Choose the Display Account Balance tile.

  2. Display the account of business partner ac240-##i.

    What happened with the clearing restriction?

    Initial Data

    FieldValue
    Business Partnerac240-##i
    List TypeALLES All Items
    Line Layout01C Clearing Information

    1. On the initial screen, enter the values from the Initial Data table.

    2. Choose Continue to access the basic list.

    3. Double-click the security payment on account item 0020/0010.

      You access the Document Item screen.

    4. Go to the Payment Data tab.

      The clearing restriction 2 Security Deposit was deleted.

    5. Choose Back.

    6. Do not leave the basic list.

  3. Clear the security deposit payment with open receivables.

    What is the status of the security deposit now?

    1. You are still in the basic list.

    2. Choose Menu → Environment → Account → Account Maintenance.

      You access the Account Maintenance initial screen.

    3. On the initial screen, do not change the Selection Details area.

    4. On the initial screen, do not change the Posting Parameters area.

    5. On the initial screen, select Create Proposal.

    6. Choose Open Items.

      You access the Account Maintenance: Process Open Items screen.

      The security payment is used to partially clear the most overdue debit item.

      In the Processing Status area, the status is green, and the difference is 0.

    7. Choose Post to accept the clearing proposal.

      You come back to the basic list.

    8. Choose Refresh.

      The cleared security payment item 0020/0010 is displayed.

      The partially cleared debit item 6000/0010 is displayed.

      Both items are linked with the same clearing document number.

    9. Choose Back twice.

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