F110

1

TXTAutomatic payments

F110

NAMEAccounts Payable

AccessEnter transaction code F110 or follow the menu path:Accounting >> Financial Accounting >> Accounts Payable >> Periodic Processing >> Payments

OVERVIEW:

Invoices will be paid using the automatic payment program in SAP. All three countries will execute the payment run for electronic bank transfers (for domestic and foreign payments) and by Arabia for check payment (using SAP check management functionality) on a periodic basis. Payment methods will differ from company and from country.

Note: Turkey and Israel will use localisation programs for their check payments.

Payments will be generated when the due date is picked up on the invoice. A payment proposal will be created which can be edited (for example, you can block individual invoices). Once the payment proposal is completed, the payment run will take place.

The payment run will create the postings that will clear the open items of the vendor account and post this to the general ledger in a clearing account. When the postings have appeared on the bank statement, they will then be moved from the clearing account to the bank account in the general ledger. Discounts and exchange rate differences will be posted automatically if applicable via automatic account determination.

Nr.Task Details /Screen NaME: Automatic Payment Transaction: Status

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Complete the following Required fields:

1. Enter Todays Date in Run Date field.

2. Enter an identification code in the Identification field.

The system displays the status message: No parameters entered as yet. Click the Parameter tab to proceed to the Automatic Payment Run: Parameters screen.

Nr.Task Details /Screen NaME: Automatic Payment Transactions: Parameters

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Use this screen to enter information on the company code, the payment method, payment date and the vendors.

Complete the following Required fields:

1. The Run Date defaults in the Posting Date field.2. The Run Date defaults in the Docs entered up to field.

3. Enter the Company Codes in the Company Codes field.

4. Enter the Payment Methods in the Pmnt Meths field.

Note: The payment methods are dependent on the on the company codes entered in the Company Codes field.

5. Enter the Next Payment Date in the Next p/date field. This is usually a date in the future

Note: The next payment date allows for the payment of any invoices that must be paid before the next payment run will take place.

6. Enter the range of Vendor Codes in the Vendor and To fields.

Click the Additional Log tab to proceed to the Automatic Payment Run: Additional Log screen.

NrTask Details /Screen NaME: Automatic Payment Transactions: Additional Log

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Use this screen to enter logging criteria for the payment run. The log allows you to track individual payments that are included in the proposal. If you do not enter information in this screen and a payment to a vendor is not made, you will not be able to track the error.

Complete the following Optional fields:

1. Select the checkbox Due date check.2. Select the checkbox Payment method selection in all cases.3. Select the checkbox Line Items of the payment documents.4. Enter the vendor code range that was entered in the Parameters tab in the Vendors (from/to) field.

NrTask Details /Screen NaME: Automatic Payment Transactions: Printout and DME

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Complete the following Required actions:

1. Select the required printout and DME code for the payment method entered in the Parameters tab.

2. Click to save the payment run details. The system displays the following message: Details have been saved for the run on XX.XX.XX XXXX.3. Click to return to the Automatic Payment Transactions: Status screen.

NrTask Details /Screen NaME: Automatic Payment Transactions: Status

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The system displays the following Status message: Parameters have been entered.


1. Click to proceed to the Schedule Proposal Dialogue box.

2. Todays date defaults in the Start Date field.

3. Select the Start immediately checkbox.

Note: It is possible to schedule the payment proposal in the background.

4. Click to return to the Automatic Payment Transactions: Status screen.

The system displays the following Status message: Proposal is ready to be created.5. Click to update the status of the payment proposal.

The system displays the following Status message: Payment proposal has been created.

6. Click to proceed to the Display Payment Proposal: Payments screen. You must check the payment proposal to identify the reasons why a payment will not be made. For example, manual block in the invoice.

Complete the following Optional actions:

1. To print the payment proposal follow the menu path Edit >> Proposal >> Proposal List... to proceed to the List Variant dialogue box. Click to proceed to the Payment list screen.

2. To delete the payment run parameters follow the menu path Edit >> Parameters >> Delete.

3. To delete the payment proposal follow the menu path Edit >> Proposal >> Delete. If an invoice is blocked, it can be removed from the payment run at the payment proposal stage. For example, you can place a manual payment block on an invoice (payment block A).

NrTask Details /Screen NaME: Display Payment Proposal: Payments

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This screen displays the vendors that have been included in the payment run. The following information is displayed:

Vendor

Payment Method

House Bank

Currency

Amount.

Complete the following Optional actions:

1. Double-click a vendor to display the line items (invoices and credit memos) that will be processed in the payment run. You will proceed to the Display Payment Proposal: Open Items screen. The Display Payment Proposal: Open Items screen displays the invoices, credit memos and amounts to be processed in the payment run for the selected vendor.

Note: Select a line item and click to display payment information on the selected line item (for example, payment method, house bank, due date, payee and bank details).2. Click to return to the Display Payment Proposal: Payments screen.

3. Click to return to the Automatic Payment Proposal: Status screen.

4. If you want to make changes to the payment proposal then click . The Accounting clerk dialogue box appears. Enter all accounting clerk in the Selected accounting clerk field. Click to proceed to the Edit Payment Proposal: Payments screen and proceed with step 7If you do not want to make changes to the payment proposal and want to schedule the payment run then click and proceed with step 8Note: The Payment volumes area displays information on the outgoing payments and incoming payments

Once a payment proposal has been created the selected open line items are locked into the proposal. If for any reason the company does not continue with the payment proposal, the proposal must be deleted before the items can be paid in another proposal and run.

NrTask Details /Screen NaME: Display Payment Proposal: Payments

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This screen displays the vendors which have been included in the payment run. You can place a manual block on an invoice.

1. Double-click a vendor to display the line items (invoices and credit memos) which will be processed in the payment run. You will proceed to the Edit Payment Proposal: Open Items screen. The Edit Payment Proposal: Open Items screen displays the invoices, credit memos and amounts to be processed in the payment run

2. Double-click on an invoice to place a manual payment block on it. You will proceed to the Change Line Items dialogue box

3. Enter a payment block in the Payment Block field. For example: A, Blocked for Payment.4. Click to return to the Edit Payment Proposal: Open Items screen

5. Click to return to the Edit Payment Proposal: Payments screen

Note: The invoice you have blocked for payment now displays Exceptions in the Discount field.

6. Click to save the changes made to the invoice. The system displays the following message: Changes have been saved7. Click to return to the Automatic Payment Transactions: Status screen.

8. The system displays the following Status message: Proposal is ready to be edited.9. Click to display the proposal log. You will proceed to the Job Log Entries for F110-XXXXXXXX-XXXX -X screen. The Job Log Entries for F110-XXXXXXXX-XXXX -X screen displays the postings that will be made from the vendor accounts to general ledger account. For Example: 13100144, Standard Chartered Current Account. If the payment run is not made, you can track the errors in the Job Log screen.

10. Click to return to the Automatic Payment Transactions: Status screen

11. Click to proceed to the Schedule Payment dialogue box.

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1. Select the Start immediately checkbox to schedule the payment run immediately.

2. Click to return to the Automatic Payment Transactions: Status screen. The system displays the following message: Proposal run has been scheduled3. The system displays the following Status message: Payment run is ready to be started4. Click to update the status of the payment proposal. The system displays the following Status message: Payment run has been carried out5. Click to update the status of the payment proposal. The system displays the following Status message: Posting orders: X generated, X completed.Note: Ensure that the posting orders numbers correspond, for example, 1 generated, 1 completed and not 1 generated, 0 completed.

You must now schedule the printing of the payment run. You will not print off any supporting documentation if the payment run is for electronic bank transfers.

Click to schedule the printing of the payment run. You will proceed to the Schedule Print dialogue box.

Complete the following field in the Schedule Print dialogue box

Change the job name from F110-XXXXXXXX-XXXX-? to F110-XXXXXXXX-XXXX-1

Click to return to the Automatic Payment Transactions: Status screen. The system displays the following message: Print job F110-XXXXXXXX-XXXX-X has been scheduled.Click to display the payment run log. You will proceed to the Job Log Entries for F110-XXXXXXXX-XXXX screen. The payment document number (20XXXXXXXX) is displayed in the payment log run.

9Click to exit the transaction.

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Documents

F110