SM12 How to process a SAP business partner payment ......Once the required SAP Business Partner is selected from the search function, users are able to define the amount to pay and

Work Instruction: SM12 How to process a SAP business partner payment through the cash desk

Last Published 31 March 2015

NSW DEPARTMENT OF EDUCATION AND COMMUNITIES WWW.DEC.NSW.GOV.AU 1

Purpose

Use this procedure to process a SAP business partner payment through the Cash Desk.

Objective

Perform this procedure when a SAP business partner requests to make a payment for a single or group of invoices.

Prerequisites

SM01: Introduction to Student Management Release for Schools

SM02: Introduction to Student Administration - ebs4 Client

SM07: Managing Curriculum

Menu Path

Use the following menu path(s) to begin this transaction:

Log into ebs4 Client

Transaction Code

SALM_SM12_09

Helpful Hints

In order to process this transaction, SAP Business Partner details must exist in ebs4 for your school. Once the required SAP Business Partner is selected from the search function, users are able to define the amount to pay and invoice number, if available.

Users should note that for an SAP business partner payment to be processed, only one of either the External Invoice Number field or the Comments field need to be populated. The External Invoice Number field is most appropriately used when the business partner is requesting to pay for a single invoice and has the invoice number available. In contrast, the Comments field is best used when the business partner is requesting to pay multiple invoices together and/or does not have the invoice number present at the time of payment.




Procedure

1. Start the transaction by logging into ebs4 Client.

Home - \\Remote

How to process SAP business partner payments through the Cash Desk

Welcome to the 'How to process SAP business partner payments through the Cash Desk' simulation.

In this simulation, users will learn how to:

navigate to the Cash Desk

search for a SAP business partner

process a payment




Scenario

A school recently lent its school hall to SwimSafe, an organisation that conducts a safety course for students learning to swim. To hire the hall, SwimSafe pay the school $300 (inc. GST) for an eight-hour day. A representative from SwimSafe has arrived at the school to process a payment for their last invoice.

2. Click the Cash Desk icon from the Start Ribbon.

Cash Desk - \\Remote

3. Click the Finance Invoice icon from the Cash Desk ribbon.




Open Till - \\Remote

4. Click to open the till.

Note:

Before the Cash Desk can be used, a till session will need to be opened. Users will be prompted to open the till if this is required.





5. Click to start a Business Partner Number search.

Note:

The Business Partner Number is made available in this lookup function through an interface with SAP. Schools will need to contact SSC to enlist new Business Partners for their school so as they appear in ebs4 Client.




External Sponsor Search - \\Remote

6. Click the Organisation Code field to select it.

Note:

Users are able to use any of the fields above to conduct an External Sponsor Search.

7. As required, complete/review the following fields:

Field R/O/C Description


Required

Example: %

Note:

Users are able to use a '%' search if they wish to see all items listed with a valid entry for the specific search field.





8. Double-click the organisation that you wish to open.

In this example, select 'SWIMSAFE'.





9. Click the External Invoice Number field to select it.



Cash Desk - \\Remote Required

Example: 89767746

Note:

Users are required to enter information into either the External Invoice Number or the Comments field to continue with the transaction.

The Comments may be used when the payer wishes to pay multiple invoices together in one payment.




11. Click the Payment Amount field to select it.




Example: 300.00

13. Click anywhere on the screen to continue.

Note:

As an External Invoice Number has already been entered, users will not need to enter a comment in the Comments field.

Click anywhere on the screen to continue.


14. Click the Payments tab to select it.





15. Click the Payment Method field to select it.

Note:

The figure in the Amount field will automatically default to the payment amount entered in the Invoice tab.

16. Click to select a Payment Method from the drop-down list.





17. In this example, select 'Cash'.

Note:

Ebs4 Client provides users with a variety of Payment Methods. Despite this, users are advised to only process SAP Business Partner transactions as Cash or Cheque.





18. Click the Payer Name field to select it.




Example: Mr John Smith

20. Click the T Button.





21.

Click to save the transaction.

Note:

Once users have clicked the Save button, this till will 'pop' and users are able to enter the cash.

This transaction will also be recorded and a receipt will automatically be sent to the printer to be print.





22. Click anywhere on the screen to continue.

Note:

Once a transaction is complete, users will be brought back to the Invoice tab in order to process the next SAP Business Partner transaction.




End of simulation.




Result

You have successfully processed a SAP business partner payment through the Cash Desk.

Documents

SM12 How to process a SAP business partner payment ......Once the required SAP Business Partner is selected from the search function, users are able to define the amount to pay and