PROJECT A-SURE

User Training Manual

Financial Accounting
ACCOUNTS RECEIVABLE
DOWN PAYMENT / ADVANCE FROM CUSTOMERS

CUSTOMER: PTCL
IMPLEMENTATION PARTNER: SIEMENS PAKISTAN

Date: 17 November, 2007

Author(s): Siemens Pakistan Engineering Company Limited

Document Number
Document Number

Document Date

FI-AR-019.05/001

17 November, 2007

Version History
Version Number

17 November
2007

01 / 001

FIAR019.05/001

Version Date

Summary of Changes
NA

Ref: Minutes of Review

NA

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TABLE OF CONTENTS
1. SAP EASY ACCESS ................................................................................................. 7
1.1. REQUIRED USER INPUT ......................................................................................................... 7
1.2. SAP SCREEN SNAP .............................................................................................................. 7
1.3. DESCRIPTION ........................................................................................................................ 7

2. DOCUMENT DATE .................................................................................................... 8

2.1. REQUIRED USER INPUT ......................................................................................................... 8
2.2. SAP SCREEN SNAP .............................................................................................................. 8
2.3. DESCRIPTION ........................................................................................................................ 8

3. DOCUMENT TYPE ..................................................................................................... 9

3.1. REQUIRED USER INPUT ......................................................................................................... 9
3.2. SAP SCREEN SNAP .............................................................................................................. 9
3.3. DESCRIPTION ........................................................................................................................ 9

4. COMPANY CODE .................................................................................................... 10

4.1. REQUIRED USER INPUT ....................................................................................................... 10
4.2. SAP SCREEN SNAP ............................................................................................................ 10
4.3. DESCRIPTION ...................................................................................................................... 10

5. POSTING DATE ....................................................................................................... 11

5.1. REQUIRED USER INPUT ....................................................................................................... 11
5.2. SAP SCREEN SNAP ............................................................................................................ 11
5.3. DESCRIPTION ...................................................................................................................... 11

6. CURRENCY .............................................................................................................. 12
6.1. REQUIRED USER INPUT ....................................................................................................... 12
6.2. SAP SCREEN SNAP ............................................................................................................ 12
6.3. DESCRIPTION ...................................................................................................................... 12

7. DOCUMENT HEADER REFERENCE...................................................................... 13

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7.1. REQUIRED USER INPUT ....................................................................................................... 13

7.2. SAP SCREEN SNAP ............................................................................................................ 13
7.3. DESCRIPTION ...................................................................................................................... 13

8. DOCUMENT HEADER TEXT ................................................................................... 14

8.1. REQUIRED USER INPUT ....................................................................................................... 14
8.2. SAP SCREEN SNAP ............................................................................................................ 14
8.3. DESCRIPTION ...................................................................................................................... 14

9. CUSTOMER.............................................................................................................. 15
9.1. REQUIRED USER INPUT ....................................................................................................... 15
9.2. SAP SCREEN SNAP ............................................................................................................ 15
9.3. DESCRIPTION ...................................................................................................................... 15

10. SPECIAL GL INDICATOR ..................................................................................... 16

10.1. REQUIRED USER INPUT ..................................................................................................... 16
10.2. SAP SCREEN SNAP .......................................................................................................... 16
10.3. DESCRIPTION .................................................................................................................... 16

11. BANK ACCOUNT................................................................................................... 17

11.1. REQUIRED USER INPUT ..................................................................................................... 17
11.2. SAP SCREEN SNAP .......................................................................................................... 17
11.3. DESCRIPTION .................................................................................................................... 17

12. AMOUNT ................................................................................................................ 18

12.1. REQUIRED USER INPUT ..................................................................................................... 18
12.2. SAP SCREEN SNAP .......................................................................................................... 18
12.3. DESCRIPTION .................................................................................................................... 18

13. PROFIT CENTER ................................................................................................... 19

13.1. REQUIRED USER INPUT ..................................................................................................... 19
13.2. SAP SCREEN SNAP .......................................................................................................... 19
13.3. DESCRIPTION .................................................................................................................... 19

14. ASSIGNMENT ........................................................................................................ 20

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14.1. REQUIRED USER INPUT ..................................................................................................... 20

14.2. SAP SCREEN SNAP .......................................................................................................... 20
14.3. DESCRIPTION .................................................................................................................... 20

15. AMOUNT ................................................................................................................ 21

15.1. REQUIRED USER INPUT ..................................................................................................... 21
15.2. SAP SCREEN SNAP .......................................................................................................... 21
15.3. DESCRIPTION .................................................................................................................... 21

16. PROFIT CENTER ................................................................................................... 22

16.1. REQUIRED USER INPUT ..................................................................................................... 22
16.2. SAP SCREEN SNAP .......................................................................................................... 22
16.3. DESCRIPTION .................................................................................................................... 22

17. LINE ITEM TEXT - F4 HELP .................................................................................. 23

17.1. REQUIRED USER INPUT ..................................................................................................... 23
17.2. SAP SCREEN SNAP .......................................................................................................... 23
17.3. DESCRIPTION .................................................................................................................... 23

18. SELECTION OF SERVICES .................................................................................. 24

18.1. REQUIRED USER INPUT ..................................................................................................... 24
18.2. SAP SCREEN SNAP .......................................................................................................... 24
18.3. DESCRIPTION .................................................................................................................... 24

19. LINE ITEM TEXT .................................................................................................... 25

19.1. REQUIRED USER INPUT ..................................................................................................... 25
19.2. SAP SCREEN SNAP .......................................................................................................... 25
19.3. DESCRIPTION .................................................................................................................... 25

20. DOCUMENT OVERVIEW ....................................................................................... 26

20.1. REQUIRED USER INPUT ..................................................................................................... 26
20.2. SAP SCREEN SNAP .......................................................................................................... 26
20.3. DESCRIPTION .................................................................................................................... 26

21. SIMULATE .............................................................................................................. 27

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21.1. REQUIRED USER INPUT ..................................................................................................... 27

21.2. SAP SCREEN SNAP .......................................................................................................... 27
21.3. DESCRIPTION .................................................................................................................... 27

22. SAVE ...................................................................................................................... 28

22.1. REQUIRED USER INPUT ..................................................................................................... 28
22.2. SAP SCREEN SNAP .......................................................................................................... 28
22.3. DESCRIPTION .................................................................................................................... 28

23. DOCUMENT NUMBER .......................................................................................... 29

23.1. REQUIRED USER INPUT ..................................................................................................... 29
23.2. SAP SCREEN SNAP .......................................................................................................... 29
23.3. DESCRIPTION .................................................................................................................... 29

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1. SAP Easy Access

1.1. Required User Input
Enter transaction code "F-29" in the command line and press enter.

1.2. SAP Screen Snap

1.3. Description

Follow the menu path as shown in the screen snap and double click on "F-29 - Down Payment" OR Enter
transaction code "F-29" in the command line and press enter.

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2. Document Date
2.1. Required User Input
Enter document date then press tab.

2.2. SAP Screen Snap

2.3. Description

The document date is the date on which the original document was issued. The document date may not
be the same as the posting date on which G/L account balances or customer and vendor balances are
updated. The document date can be the issue date of an invoice or a payment, for example.

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3. Document type
3.1. Required User Input
Enter document type then press tab.

3.2. SAP Screen Snap

3.3. Description

The document type classifies the accounting documents. It is stored in the document header. Attributes
that control the entry of the document, or which are themselves noted in the document, are defined for
each document type.

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4. Company Code
4.1. Required User Input
Enter company code then press tab.

4.2. SAP Screen Snap

4.3. Description

The company code is an organizational unit within financial accounting. Enter "1100" for PTCL or "1300"
for Paknet.

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5. Posting Date
5.1. Required User Input
Enter posting date then press tab.

5.2. SAP Screen Snap

5.3. Description

Date which is used when storing the document in Financial Accounting or Controlling.

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6. Currency
6.1. Required User Input
Enter currency key then press tab.

6.2. SAP Screen Snap

6.3. Description

Currency Key represents the currency for amounts in the document.

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7. Document Header Reference

7.1. Required User Input
Enter document header reference then press tab.

7.2. SAP Screen Snap

7.3. Description

The reference document number can contain the document number of the customer/vendor. However it
may contain a different value. The reference document number is used as a search criterion when
displaying or changing documents. In correspondence, the reference document number is sometimes
printed in place of the document number.

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8. Document Header Text

8.1. Required User Input
Enter document header text then press tab.

8.2. SAP Screen Snap

8.3. Description

The document header text contains explanations or notes which apply to the document as a whole, that
is, not only for certain line items.

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9. Customer
9.1. Required User Input
Enter "8100001" then press tab.

9.2. SAP Screen Snap

9.3. Description

Number of the customer account number from which the transactions are processed. A customer account
number is a unique key used to clearly identify the customer within the SAP system.

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10.

Special GL Indicator

10.1.

Required User Input

Enter the Special G/L idicator 'A' for down payment or Advance.

10.2.

SAP Screen Snap

10.3.

Description

For all line items in customer or vendor accounts which are updated to an alternative reconciliation
account in the general ledger, the special G/L indicator determines which account is to be selected.

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11.

Bank Account

11.1.

Required User Input

Enter "4710063" then press tab.

11.2.

SAP Screen Snap

11.3.

Description

Enter GL account number of the bank account in which payment is deposited. Use relevant incoming
payment account to record all incoming payment transactions.

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12.

Amount

12.1.

Required User Input

Enter 5000 then press tab.

12.2.

SAP Screen Snap

12.3.

Description

During document entry, enter the amount manually. In the last line item, you can enter a "*" - the amount
of the final line item is then the balance of all the line items previously entered. Amounts you enter may be
changed automatically by the system if automatic postings are made during postings e.g. Tax
adjustments, Cash discount adjustments.

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13.

Profit Center

13.1.

Required User Input

Enter "201" as profit center, then press Enter.

13.2.

SAP Screen Snap

13.3.

Description

A profit center is a management-oriented organizational unit used for internal controlling purposes.
Dividing your company up into profit centers allows you to analyze areas of responsibility and to delegate
responsibility to decentralized units, thus treating them as "companies within the company".

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14.

Assignment

14.1.

Required User Input

Enter instrument number / reference.

14.2.

SAP Screen Snap

14.3.

Description

Enter instrument number e.g. cheque number in assignment field. This number will be used in automatic
bank reconciliation.

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15.

Amount

15.1.

Required User Input

Enter "*" then press tab.

15.2.

SAP Screen Snap

15.3.

Description

During document entry, enter the amount manually. In the last line item, you can enter a "*" - the amount
of the final line item is then the balance of all the line items previously entered. Amounts you enter may be
changed automatically by the system if automatic postings are made during postings e.g. Tax
adjustments, Cash discount adjustments.

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16.

Profit Center

16.1.

Required User Input

Enter "201" as profit center, then press Enter.

16.2.

SAP Screen Snap

16.3.

Description

A profit center is a management-oriented organizational unit used for internal controlling purposes.
Dividing your company up into profit centers allows you to analyze areas of responsibility and to delegate
responsibility to decentralized units, thus treating them as "companies within the company".

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17.

Line Item Text - F4 Help

17.1.

Required User Input

Click on drop down button.

17.2.

SAP Screen Snap

17.3.

Description

Click on drop down button or press F4 to search for list of services.

Line item text contains an explanatory text on the line item. Enter a text manually or transfer a standard
text. To transfer a standard text you enter the corresponding text variable with a prefixed equals sign
(=XXXX).

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18.

Selection of Services

18.1.

Required User Input

Click on "Continue" icon.

18.2.

SAP Screen Snap

18.3.

Description

Select the relevant service and click on "Continue" icon to proceed.

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19.

Line Item Text

19.1.

Required User Input

Keep pressing Enter.

19.2.

SAP Screen Snap

19.3.

Description

Keep pressing enter to change the code in text.

Line item text contains an explanatory text on the line item. Enter a text manually or transfer a standard
text. To transfer a standard text you enter the corresponding text variable with a prefixed equals sign
(=XXXX).

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20.

Document Overview

20.1.

Required User Input

Click on "Document Overview" icon.

20.2.

SAP Screen Snap

20.3.

Description

Click on "Document Overview" icon to display the document.

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21.

Simulate

21.1.

Required User Input

Choose "Simulate" from the document menu.

21.2.

SAP Screen Snap

21.3.

Description

To simulate the document click on Menu bar --> Document --> Simulate. It shows overview of accounting
document after execution of all Substitutions, execution of all validations and creation of automatically
created line Items.

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22.

Save

22.1.

Required User Input

Click on "Save" icon.

22.2.

SAP Screen Snap

22.3.

Description

Click on "Save" icon to post accounting entries.

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23.

Document Number

23.1.

Required User Input

Note the document number for future reference.

23.2.

SAP Screen Snap

23.3.

Description

Note down the document number created.

To display the posted document go to Menu Bar --> Document --> Display.

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