Cash and Liquidity Management (Processing Receivables and Payments) SAP Business ByDesign

Transcription

1 Cash and Liquidity Management (Processing Receivables and Payments) SAP Business ByDesign

2 Table of Content 1 About this Document Purpose Reference System and Model Company Master and Organizational Data Business Process Tasks Processing Full Incoming Payment by Check Create Customer Invoice Manually Receive Full Incoming Payment by Check Payment Management - Payment Monitor (Incoming Check) Create Check Deposit Assign Checks to Check Deposit Release Check Deposit Process Bank Statement Processing Partial Incoming Payment by Check Receive Partial Incoming Payment by Check Approve Payment Difference Clearing Dunning Check Aging List for Receivables Dunning Connected Scenarios July 28,

3 1 About this Document 1.1 Purpose The objective of this business scenario document is to give you hands-on experience of running the chosen business processes in a realistic business environment using the SAP Business ByDesign system. It allows you to quickly become familiar with this business scenario by guiding you through the steps that you need to carry out in the reference system. To obtain a better understanding of the business processes that make up this scenario, also refer to the Scenario Outline for this scenario. 1.2 Reference System and Model Company A reference system is a system that is preconfigured and loaded with fictitious users and sample data. The users and sample data are based on the model company Almika Inc.. By following the step-by-step instructions in this document, you can assume the identity of the Almika users and use the built-in sample data to carry out each of the business process tasks. This hands-on experience will help you to understand the relevance and benefits of this business scenario. To learn more about the model company that uses the business processes described in this document, read the Company Fact Sheet, which contains an overview of the reference company, its organizational set up, employees and their different roles and work centers, as well as a comprehensive list of the master data used in your system. You can find the Company Fact Sheet in the Help Center of your reference system. To access this document, choose Help Help Center and open the link under the heading Company- Specific Help. July 28,

4 2 Master and Organizational Data Each SAP Business ByDesign Reference System contains essential master and organizational data, which reflect the typical organizational structure of a mid-size company of a specific industry allow you to run the industry specific processes using the appropriate master data, for example, materials, vendors or customers. For this scenario, use the master data as described below. If you want to run the scenario with customer and project-specific values, you can copy master data with certain characteristics from the sample entries in the table and adapt this data. For an illustration of the organizational data as well as additional information (bill of material, logistics layout) about the reference company, refer to the Company Fact Sheet. Master / Org. Data Type Name and Value Usage Company Almika Inc. (1000) Customer Silverstar Wholesale Corp. (CP100110) Product ID Gas Boiler Combi 75 (P100401) Bank Account Dunning Bank of Cleveland ( ) US Dunning Strategy July 28,

5 3 Business Process Tasks 3.1 Processing Full Incoming Payment by Check Create Customer Invoice Manually What You Should Know Most of the customer invoices are posted automatically based on a sales or service order. In the Customer Invoicing work center, you can also enter a customer invoice manually. Logon ID (Role) SALES02P (Sales Representative / Kate Jacob) Customer Invoicing Common Tasks: New Manual Invoice New Manual Invoice Request screen Name Silverstar Wholesale Corp. (CP100110) Product ID Gas Boiler Combi 75 (P100401) Most of the fields are prefilled after entering the customer! Quantity 10 EA Amounts are calculated automatically. Click Check and then Release. Make a note of the Invoice ID:. July 28,

6 3.1.2 Receive Full Incoming Payment by Check What You Should Know An incoming check is received to clear the open customer invoice. You can enter an incoming check to clear the open receivables item manually. Logon ID (Role) FINANCIAL02 (Accountant / Iris Green) Payment Management Payment Monitor Payment Monitor view New Incoming Check screen Payer Payer Bank Document Description Check Number Payment Amount Open Items (Table) Silverstar Wholesale Corp. (CP100110) Select Payer Bank from the value help. <any text which describes the document / process> <any number> <Enter the open item amount as payment amount> Click on New Payment By Incoming Check. If no bank data were stored for the customer you need to manually enter the fields: Bank Account Number National Bank Code Bank Name Select the invoice you created before and which will be now paid with this incoming check. After entering the Payer, the system shows you all open items. You can also add or remove items from the payment by selecting/deselecting the item from the list. If you do any changes note that the payment amount is not calculated automatically by the system. You have to maintain it manually! Click Post. July 28,

7 To finally get the money from the customer, we have to present the incoming checks to our bank. This will be done with a check deposit and the corresponding form, the check deposit slip. Pop Up: Assign Checks to Deposit Incoming Check screen Payment Monitor view After posting the incoming check, the status changes to Ready For Deposit. Click Assign to Deposit to do so. In the dialog box, a list of check deposits in preparation are shown. You can select one of the existing deposits and click OK. (You can also create a new deposit directly from the pop up by clicking on New Check Deposit. Please assign the corresponding Bank Account ID and click Save OK.) You can see that the status of the check changes to Ready For Transfer. In addition you receive the message that the check is assigned to a deposit. Click Close. Click Go or Refresh and you will see the entered check in the Payment Monitor table. If you receive multiple checks and you like to enter the checks one after the other, ByD offers an additional fast entry function. You will find this function also in the Payment Monitor by clicking on New Payment By Multiple Checks. Furthermore ByD offers this input function for incoming checks also in the customer account. You can find the customer accounts in the Work Center Receivables, view Customers, subview Customer Accounts View. In the Customer Account Monitor you will find the function Pay Manually By under the area Trade Receivables. By clicking Pay Manually By Incoming Check you can also enter an incoming check payment directly for the selected customer. July 28,

8 3.2 Payment Management - Payment Monitor (Incoming Check) Create Check Deposit What You Should Know As already mentioned in the previous step all incoming checks need to be assigned to a check deposit. In order to do so, the accountant manually creates a check deposit in the Payment Management work center. Logon ID (Role) FINANCIAL02 (Accountant / Iris Green) Payment Management Deposits Check Deposits subview New Check Deposit screen Company ID 1000 Almika Inc. Click New Check Deposit. Bank Account ID Click Save and Close. Check Deposits subview Make a note of the Deposit ID:. Click Go or Refresh and you will see the created check deposit. July 28,

9 3.2.2 Assign Checks to Check Deposit What You Should Know In the Payment Monitor (Work Center Payment Management), you can assign incoming checks to a check deposit. This step is only necessary if the assignment to a deposit is not already done during the enter process (described in chapter Receive Full Incoming Payment by Check). Logon ID (Role) FINANCIAL02 (Accountant / Iris Green) Payment Management Payment Monitor Payment Monitor view Show Change show filter to: Payments Ready for Deposit If you do not see any items after changing the show filter, all incoming checks are already assigned to a deposit. In that case you have to repeat the use cases Create Customer Invoice Manually and Receive Full Incoming Payment by Check. Note that you do not assign the check to a check deposit like described in use case Receive Full Incoming Payment by Check. Pop-Up: Assign To Deposit Deposit ID Payment Monitor view <The deposit you just created> or <System proposal> Select the incoming checks you like to assign to a check deposit. Multi selection is possible. Click Actions for Checks Assign to Deposit. Click OK. Click Go or Refresh. The status from the incoming checks changed and the checks are assigned to a deposit. July 28,

10 3.2.3 Release Check Deposit Logon ID (Role) FINANCIAL02 (Accountant / Iris Green) Payment Management Deposits Check Deposit subview Deposit ID Check Deposits screen If it is not already selected switch to the Show filter Check Deposits in Preparation. Select the Deposit you created before and where you allocated the incoming checks. Click on Edit. Switch to Assigned Checks to review the assigned checks and to get an overview which checks are assigned. If everything is fine click Release and then Actions Print Deposit Slip to post and print the Deposit. Make a note of the Deposit ID and the total amount of the deposit:. Check Deposits subview Click Close. Click Go or Refresh. Status of the deposit changed to Released and you can find the deposit by changing the show filter to Released Check Deposits. Alternatively you can also release a check deposit directly from the check deposit table. Click on Action Release and Print Deposit Slip to release and print the check deposit with one click! July 28,

11 3.2.4 Process Bank Statement What You Should Know In the Liquidity Management work center, you can manually enter items from a paper bank statement into the system to reconcile the payment items. We receive now a bank statement which includes the presented check deposit. Logon ID (Role) FINANCIAL02 (Accountant / Iris Green) Liquidity Management Bank Statements Bank Statements view Bank Statement guided activity Step 1: Enter General Data Bank Account ID Click New Bank Statement. Statement Date <Today> As we created the check deposit with today s date we Posting Date <Today> also have to use the same date for the bank statement Opening Balance Closing Balance Step 2: Select Items Step 3: Create and Edit Items <system default> <Enter the opening balance plus the amount of the check deposit.> Click Next. Select the check deposit from the list and click Next and Check. Correct any error if necessary. Click Post Close. The bank statement is entered and the payment items are reconciled. The status of the incoming check is now confirmed. July 28,

12 3.3 Processing Partial Incoming Payment by Check Receive Partial Incoming Payment by Check What You Should Know An incoming check is received for an open customer invoice but the check amount is less than the invoice amount and the difference is agreed upon with the customer. You can enter the incoming check and clear the payment difference manually. Logon ID (Role) FINANCIAL02 (Accountant / Iris Green) Payment Management Payment Monitor Payment Monitor view New Incoming Check screen Payer Payer Bank Document Description Check Number Payment Amount Open Items (Table) Silverstar Wholesale Corp. (CP100110) Select Payer Bank from the value help. <any text which describes the document / process> <any number> <Any amount less than the open item amount, e.g. 100 less than the open item> Click on New Payment By Incoming Check. If no bank data were stored for the customer you need to manually enter the fields: Bank Account Number National Bank Code Bank Name Select an existing invoice or you have to create a new invoice like described in July 28,

13 Pop Up: Apply Discount or Credit Amount Payment Difference Reason < The amount of the payment difference, e.g. -100> chapter Agreed Settlement Click OK. Click Actions Apply Discount or Credit. Click Post. After posting the incoming check, the status changes to Ready For Deposit. Click Close. For Assigning Checks to Check Deposit /Releasing Check Deposit and Processing Bank Statement please refer to the process description in the chapter Processing Receivables and Payments: Payment Monitor (Incoming Check) Approve Payment Difference Clearing What You Should Know You only need to execute this activity if the payment deduction item amount exceeds the approval limit. In case the amount is below the limitation you can skip this step. Logon ID (Role) FINANCIAL01 (Chief Financial Officer / Edward Black) Managing My Area Approvals Approvals view Approvals Select the item to be approved and click Approve. The task is named Approve Under-/Overpayment by Customer Incoming Check*. July 28,

14 3.4 Dunning Check Aging List for Receivables What You Should Know The accountant checks the Aging List for Receivables and finds some overdue open items. Therefore, the dunning procedure is carried out. Logon ID (Role) FINANCIAL02 (Accountant / Iris Green) Receivables Reports List Reports: List Aging List for Receivables - Selection/Report screen Reports: List Accounts Receivable Open Items Selection/Report screen Search for the report Aging List for Receivables and click on the report name to start the report. Confirm the selected parameter values or you may redefine the Period fields. Click Go. View the result and then click Close to close the window. Search for the report Accounts Receivable - Open Items and click on the report name to start the report. Confirm the selected parameter values or you may redefine the parameters. Click Go. July 28,

15 View the result and then click Close to close the window Dunning Logon ID (Role) FINANCIAL02 (Accountant / Iris Green) Receivables Periodic Tasks Dunning Runs subview New Dunning Run view Description Company 1000 Dunning run <current date> Click New Dunning Run. Customer from / to ID <blank> Blank = all customers. Dunning Strategy Include Direct Debit Indicator Schedule Job screen Dunning Run screen Dunning Run subview US Dunning Strategy If you set this indicator, you can also dun customers who have direct debit as their form of payment! Click Activate Schedule. Start Immediately is selected. Click Save and Close. Click Close. Click Go or Refresh. You will now see the dunning run in the list. In the Execution Details area you get information about the status of July 28,

16 Dunning view Dunning Items the dunning run. After the dunning run is finalized (Status Finished / green status light) you can get detailed information via the Display Log. In the Dunning Items list you will find all new created dunning items. The new dunning items do have the status In Preparation. You can also find all dunning items created in the past switch the show filter to All Dunning Proposals and you will see all available dunning items. Dunning Proposal screen Dunning view Dunning Items Highlight the first dunning item with status In Preparation. Click Preview Dunning Letter to get a PDF Preview of the dunning letter. Check the Preview. Click Close to go back to the Dunning Items. Click Edit. You will now see the single invoices which will be dunned with this document. With the Actions button you can work on the single items. You can postpone or block items and unblock and propose items. Click Execute Dunning to print the dunning letter and finalize this dunning item. Click Close. You can also execute dunning items directly from the list by clicking on Actions Execute Dunning. July 28,

17 3.5 Connected Scenarios For more details please refer to the following document: Cash and Liquidity Management Processing Payables and Payments July 28,

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