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FBCJ - Cash Journal Posting

Functionality Cash Journal allows you to post cash documents (like expenses, cash inflows etc.) in a simple way. Instead of typical accounting transactions for posting (e.g. FB50) you can use pre-defined business transactions. This function also allows you to print typical cash journal documents and cash report for a specified period. Scenario You want to process different transactions, relating to a cash journal. You can post different types of documents, using implemented transaction types. a) Expenses (E) b) Revenues (R) c) Cash transfer
Requirements

Defined cash journals per company code. Transferred opening balances for GL.

Menu Path
Transaction Code

Accounting Financial Accounting Banks Incomings FBCJ - Cash Journal


FBCJ

1.

Double click on FBCJ - Cash Journal.

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COST CENTER ACCOUNTING BANK ACCOUNTING Cash journal 001 company code 5200
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2.

Before you begin to enter a transaction, you need to select proper cash journal. Lets assume you want to post some transactions in the company code 5200. For this company code there are defined two cash journals:

3.

Click Change Cash Journal button to choose your cash journal for posting. The system will display cash journal initial data:

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4.

Update the following fields:


Field Name Company code Field Description Code identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes Required cash journal ID Values Example: 5200

Cash journal

Example: 002

5.

Click Enter Button.

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COST CENTER ACCOUNTING BANK ACCOUNTING Cash journal 002 company code 5200
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6.

Click Cash receipts tab. You can now enter a cash receipt transaction. Some transactions are pre-defined in the system, but you can also create a new one. To do so, simply type a name of your new transaction in the field Business transaction:
Field Name Business transaction Field Description Transaction code Values Example: CHECK

7.

Click Enter Button . The system did not find transaction CHECK in the database (since is not defined yet). So now it will allow you to create a new transaction:

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COST CENTER ACCOUNTING BANK ACCOUNTING New Business Transaction


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8.

Update the following fields:


Field Name G/L acct for offsetting pstg Field Description For every transaction you need to define a GL account (except if you choose Vendor or Customer posting). For the transaction CHECK enter your bank GL account the posting will be as follows: a) Dt cash journal, b) Ct this bank account Mark this radio button. As you can see, only transactions relevant for cash receipt are available for posting. Values Example: 114350

Receipt from the bank

9.

The new business transaction is completed. To save it in the database for future use, click Create button. Cash journal 002 company code 5200

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10.

Update the following fields:


Field Name Amount Recpt. Recipient Field Description Amount of the line item Name of the Receipt Recipient Values Example: 5000 Example: John Weber

11.

You can save your entry before postings. Click Save sel. Button

12.

There are now some money on our cash account and we can start to post expenses. Click Cash payments tab:

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13.

Update the following fields:


Field Name Business Transaction Field Description Business transaction code Values Example: STAMPS2

14.

Click Enter Button . This transaction is also not defined in the system, so you will be now asked to create it:

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15.

Update the following fields:


Field Name G/L acct for offsetting pstg Field Description For every transaction you need to define a GL account (except if you choose Vendor or Customer posting). For the transaction STAMPS2 enter your cost account the posting will be as follows: c) CT cash journal, d) Dt this cost account Mark this radio button. As you can see, only transactions relevant for cash payments are available for posting. Values Example: 450002

Expenses

16.

Click Create

to complete your entry.

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17.

Update the following fields:


Field Name Amount Cost Center Field Description Amount of the line item Cost Center number Values Example: 1000 Example: 5211000

18.

To save your entry, click Save sel.

button.

19.

Both transactions: cash receipt (5.000,-) and cash payment (1.000,-) are saved in the system. To post them, simply mark them by pressing Select all press Post selection button. Then

button. All selected items will be posted.

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20.

Cash journal also allows you to print a cash report. Click Print cash journal Button . The system will display a report of cash transactions for a specified period. Cash Journal

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FCH1 - Display Check Information

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This transaction allows you to display more detailed check information via the check number. From the check information display, you can request details on the check recipient and the check issuer as well as branch to display of the corresponding payment and invoice documents. Scenario You want to display previously posted check. Requirements Posted check payment

Menu Path

Accounting Financial Accounting Accounts Payable Environment Check information Display FCH1 - For check
FCH1

Transaction Code

21.

Double click on FCH1 - For check.

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22.

Update the following fields:


Field Name Paying company code Field Description In this field you find the company code that processes the payment transactions (possibly for other company codes too). Identification number for the house bank to which the transaction corresponds Code identifying the account to which the General Ledger account corresponds Enter the required check number Values Example: 5200

House bank

Example: CITI

Account ID

Example: OP001

Check number

Example: 1000000

Tip: If you dont know your check number, press Press [F4] or click the in the Check Number field

button

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23.

Click Enter Button

to confirm your entries.

Display Check Information

24.

Click Check recipient Button check was issued:

. The system will display for whom the

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COST CENTER ACCOUNTING BANK ACCOUNTING Check Recipient


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25.

Click Enter Button.

to close this screen.

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26.

Click Check issuer... Button the check transaction:

. You will see the user details that posted

27.

Click Enter Button.

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28.

Click Accompanying docs Button accounting document(s) regarding this posting:

. The system will display the

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29.

Double-click on line item 150000015

to display document details:

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COST CENTER ACCOUNTING BANK ACCOUNTING Display Document: Line Item 002
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30.

Click Back Button

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31.

Click Back Button

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32.

Click Payment document Button . The system will display an overview of the accounting document posted when the check was issued:

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33.

Click Back Button

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34.

You can also cash the check using this trnsaction. Click Change Button

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COST CENTER ACCOUNTING BANK ACCOUNTING Change Check Information / Cash Check
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35.

Click Enter Button

to confirm your entries.

36.

Update the following fields:


Field Name Check encashment Field Description Date on which the check was cashed at the bank by the payee. Values Example: 030702

37.

Click Enter Button

to confirm your entries.

38.

Click Save Button.

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Display Check Information

FCH2 - Display For Payment Document

Functionality This transaction allows you to display more detailed check information via the payment document number. From the check information display, you can request details on the check recipient and the check issuer as well as branch to display of the corresponding payment and invoice documents.

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You want to display the payment document that underlies previously posted check.
Requirements

A recorded check and a related posted payment document.

Menu Path

Accounting Financial Accounting Accounts Payable Environment Check information Display FCH2 - For payment document
FCH2

Transaction Code

39.

Double click on FCH2 - For payment document.

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COST CENTER ACCOUNTING BANK ACCOUNTING Payment Document Checks


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40.

Update the following fields:


Field Name Payment document no. Paying company code Field Description Payment document posted by a check transaction (e.g. F-58) In this field you find the company code that processes the payment transactions (possibly for other company codes too). Fiscal year number Values Example: 150000016 Example: 5200

Fiscal year

Enter value in Fiscal year. Example: 2002

41.

Click Enter Button details:

to confirm your entries. The system will display the check

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42.

Click Check recipient Button check was issued:

. The system will display for whom the

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COST CENTER ACCOUNTING BANK ACCOUNTING Check Recipient


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43.

Click Enter Button.

to close this screen.

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44.

Click Check issuer... Button the check transaction:

. You will see the user details that posted

45.

Click Enter Button. Display Check Information

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46.

Click Payment document Button . The system will display an overview of the accounting document posted when the check was issued:

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47.

Click Back Button

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48.

Click Exit

FCH3 - Void Checks

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The checks can be voided both before and after they have been printed. The transaction shows you how to void blank checks before posting a payment. Scenario One of the check forms was accidentally damaged before being used by SAP system for payment. You need to void this check.
Requirements

The relevant check lot must be maintained in the system.

Menu Path

Accounting Financial Accounting Accounts Payable Environment Check information Void FCH3 Unused checks
FCH3

Transaction Code

49.

Double click on FCH3 - Unused checks.

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COST CENTER ACCOUNTING BANK ACCOUNTING Void Checks Not Used


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50.

Update the following fields:


Field Name Paying company code Field Description The company code which processes the payment transactions Identification number for the house bank to which the transaction corresponds Bank account ID The check you want to void Values Example: 5200

House bank

Example: CITI

Account ID Check number from

Example: OP001 Example: 1000017

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51.

Press [F4] or click the

button in the Void reason code field

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Check void reason code (2) 11 Entries found

52.

Select 06 - Destroyed/unusable in list box.

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53.

Click Enter Button

to confirm your entries.

54.

To void the check, click Void Button

FCH5 - Create Manual Checks

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This functions allows you to link manually issued checks with the payment documents. In order to keep the use and management of manually created checks separate from those created automatically, a separate number range should be reserved for them. Scenario The automatic payment run was made without having the relevant check lot in the system. You have to enter the check details in the check register manually.
Requirements

You need to manually post a payment document before you can use this transaction.

Menu Path

Accounting Financial Accounting Accounts Payable Environment Check information Create FCH5 Manual checks
FCH5

Transaction Code 55.

Double click on FCH5 - Manual checks.

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56.

Update the following fields:


Field Name Payment document number Paying company code Field Description Number of payment document you want to create a check for The company code which processes the payment transactions Fiscal year number Identification number for the house bank to which the transaction corresponds Code identifying the account to which the General Ledger account corresponds The unique check number per company code, bank, and account number Values Example: 150000020 Example: 5200

Fiscal year House bank

Example: 2002 Enter value in House bank. Example: CITI Enter value in Account ID. Example: OP001 Example: 1000015

Account ID

Check number

57.

Click Enter Button

to confirm your entries.

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Create Check Information

58.

Update the following fields:


Field Name Amount paid Payee name Field Description Amount for which the check is written Name of the vendor being paid Values Example: 10000 Example: Enter Payee name here

59.

You can display, if you want, the payment document details. Click Payment document Button . Display Document: Overview

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60.

Click Back Button

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61.

Click Save Button.

to create the check data for the payment document.

62.

The message bar displays Check 5200 CITI OP001 1500000015 created manually.

FCH7 - Reprint Check

Functionality

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COST CENTER ACCOUNTING BANK ACCOUNTING This function allows you to reprint a check. The check is reprinted and a new number is assigned for in the system, according the check lot. Scenario A check form was jammed in the printer and you need to reprint the check.
Requirements A posted check. END USER TRAINING DOCUMENTS

Menu Path

Accounting Financial Accounting Accounts Payable Environment Check information Change FCH7 Reprint check
FCH7

Transaction Code 63.

Double click on FCH7 - Reprint check.

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64.

Update the following fields:


Field Name Paying company code Field Description In this field you find the company code that processes the payment transactions (possibly for other company codes too). Identification number for the house bank to which the transaction corresponds Account defined for a house bank Number of the check you want to reprint Description of the Check lot number. Values Example: 5200

House bank

Example: CITI

Account ID Check number Check lot number

Example: OP001 Example: 1000010 Enter value in Check lot number. Example: 1

65.

Press [F4] or click the

button in the Check Void Reason field

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66. 67.

Select 05 - Printed incorrectly in list box. Click Print immediately Button the printer: to send the printout directly to

68.

Click Enter Button

to confirm your entries.

69.

To reprint the check, select Check -> Reprint from the menu path

70.

The message bar displays Check number 1000010 voided, check 1000011 reprinted.

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FCH8 - Reverse Check Payment

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Functionality The system allows you to cancel a check and reverse a payment in a one transaction run. The check in question will be marked as void in the system, the payment document reversed and the invoices reopened for payment again. Scenario You have forgotten to block a check payment when processing the payment proposal, or if the wrong invoice was selected for the online check print.
Requirements A posted check and a payment.

Menu Path

Accounting Financial Accounting Accounts Payable Environment Check information Void FCH8 Cancel payment
FCH8

Transaction Code 71.

Double click on FCH8 - Cancel payment.

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72.

Update the following fields:


Field Name Paying company code Field Description The company code which processes the payment transactions Identification number for the house bank to which the transaction corresponds Bank account ID The unique check number per company code, bank, and account number Code identifying the reason for voiding a check number Reason for reversing a document. Values Example: 5200

House bank

Example: CITI

Account ID Check number

Example: OP001 Example: 1000018

Void reason code Reversal reason

Example: 07 Example: 03

73.

Click Enter Button

to confirm your entries.

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74.

Click Cancel payment Button

to cancel the check payment.

75.

The message bar displays Payment for check XXXXX was cancelled, reverse document XXXXXXX.

FCHN - Check Register

Functionality This program creates a list of all check information (prenumbered checks and manual checks) belonging to a paying company code, providing this is sufficient to fulfill the specified selection criteria. The list is sorted according to payment method and check number. Checks voided manually appear at the beginning and checks issued manually at the end of the list. Scenario You want to display the data regarding printed checks.
Requirements

Printed checks.

Menu Path

Accounting Financial Accounting Accounts Payable Environment Check information Display FCHN Check register
FCHN

Transaction Code

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76.

Double click on FCHN - Check register.

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77.

Update the following fields:


Field Name Paying company code House bank Account ID Field Description Description of the Paying company code. Enter here required bank ID This ID together with the ID for the house bank uniquely defines a bank account. Values Example: 5200 Example: CITI Example: OP001

78.

Click Enter Button

to confirm your entries.

79.

Click Execute button

to display your report.

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Note: The system will display a report that fulfills your criteria. You can export this report to MS Excel or MS Word. Check Register

Tip: You can double click on one of the line items to display the details regarding particular check. The system will automatically switch to the transaction FCH1

FCHT - Assignment to Payment


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Functionality This function allows you to allocate checks to different payment document. If the numbered checks are allocated to the wrong payments (for example, because the checks were fed into the printer in the wrong order), you can reallocate the checks to the correct payments before sending them out. Scenario A manual check was assigned to a wrong payment document. You need now to change the assignment.
Requirements

Posted checks with payment.

Menu Path

Accounting Financial Accounting Accounts Payable Environment Check information Change FCHT Assignment to payment
FCHT

Transaction Code

80.

Double click on FCHT - Assignment to payment.

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81.

Update the following fields:


Field Name House bank Field Description Identification number for the house bank to which the transaction corresponds This ID together with the ID for the house bank uniquely defines a bank account. A unique check number per company code, bank, and account number. You enter this check number in the check number file (under a so-called lot in which the check is contained). When the checks are used, the check information is stored in the payment transfer medium file. Identification number for the house bank to which the transaction corresponds Values Example: CITI

Account ID

Example: OP001

Check number

Example: 1000013

House bank

Example: CITI

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Field Name Account ID

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Field Description This ID together with the ID for the house bank uniquely defines a bank account. Second check number. This is the check number you want to relocate a payment document to.

Values

Example: OP001

Check number

Example: 1000011

82.

Click Enter Button

to confirm your entries.

83.

To change the allocation , click Change assignment Button

84.

The message bar displays Check info for 1000013 and 1000011 reallocated.

FF68 - Manual Check Deposit

Functionality This function allows you to enter the checks youve received. After the input is complete, you can access the additional functions to further process the entered checks. Additionally, you can enter several document numbers and different invoice amounts for one incoming check / memo record. This is useful if a customer pays several invoices with one check. The system highlights the account assignment field when you have entered several values in it. Scenario You need to post incoming checks
Requirements

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END USER TRAINING DOCUMENTS Configured house bank account(s), start variants.

Menu Path
Transaction Code 85.

Accounting Financial Accounting Banks Incomings Check Deposit FF68 - Manual Entry
FF68

Double click on FF68 Manual Entry

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86.

Before entering checks you need to define what entry variant youd like to use and how do you want to post process the checks. Select from the menu pathSettingsSpecifications. Specifications

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87.

Update the following fields:


Field Name Start variant Field Description The variant name you enter here specifies which account assignment variant the system is to begin with during memo record processing. You can change the variants at any time during memo record processing. Using this matchcode ID, the system searches for customers if you make an entry in the Customer matchcode field in memo record processing. Use this field to control whether postings via batch input are carried out online or as a background job. Values Example: Z001

Customer matchcode ID

Example: D

Processing type

Example: 2

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In the field Processing type you can also use key 4 Further processing online, instead of 2 Further processing as batch input (generate batch). In such case, after posting of checks, the system will not create batch input session, but will post the documents automatically. However, to complete the process you need to use the transaction code FEBA (Postprocess) to check the results of this automatic posting and eventually complete the postings.

88.

Click Transfer value date

89.

Click <checkbox> Int. bank determin. . Instead of entering full bank account number, you can now use short bank name, defined in the system (like CITI e.g.). Click Enter Button. enter checks: Now you need to enter other parameters before you begin to

90.

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91.

Update the following fields:


Field Name Company code House bank Account ID

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Field Description Values Example: 5200 Example: CITI Example: OP001

Enter desired CC number here Short key for a house bank This ID together with the ID for the house bank uniquely defines a bank account. Feature for differentiating check deposit lists. The group name is freely definable. Date the document was entered into the system Using the transaction you determine how and to which accounts the system is to post the payment. Date that the business transaction occurred Today's date Code identifying the type of currency used in a transaction or for all transactions pertaining to a specific account Name of batch input session to post to GL Accounts Name of batch input session to post to Customer Accounts

Group

Example: 22

Entry date Transaction

Example: 180702 Example: Z001

Posting date Value date Currency

Example: 180702 Example: 180702 Example: USD

Bank posting session Subledger session

Example: Bank Example: Customers

92.

Click Enter Button

to confirm your entries.

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93.

Update the following fields:


Field Name Amount Issuer Field Description Amount of the check The issuer of the check is used for specifying the customer if no other criterion is specified for it. The name entered here is then used as a match code for clearing in Accounts Receivable. This field can be printed on the list of checks received. Enter here the value of the field Search term from Customer Master. Check number Values Example: 120000 Example: NESTE SWAP

Check no.

Example: 7322113

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Field Name Reference doc no

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Field Description Enter a ref. Doc. Number (usually customer invoice). This field can be used for clearing the open items on the customer account. The invoice number is being copied to FI document from SD module when the posting is done.

Values

Example: invoice 2873/200

94.

Click Enter Button

to confirm your entries.

95.

Click Save Button

to save the list.

Edit Check Deposit List

96.

Click Save Button.

to post the checks.

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You choose posting through the batch input session, so now to do the postings, you need to process the two batch input sessions.

97.

Select from the main menu SystemServicesBatch InputSessions.

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98.

Select the session to be processed, e.g. mark BANK

session.

99.

To begin posting, click Process Button

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100.

Click <radio button> Display errors only

101.

Click Process Button

Information

102.

Click Exit batch input Button

If you select in your specifications Processing type 4 (on-line posting), the system will not create a batch input session. Youll need to process your checks using transaction FEBA Postprocess:

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When you enter the check data and save your statement, the system will display a report (log) presenting which items have been cleared automatically and what is the number of items that still need to be cleared manually. This report shows postings separately for GL account and for sub-ledger (AR). In the column Errors you can see how many transactions needs to be processed manually. In this example

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103.

Click Back Button

104.

Follow the menu path: Accounting Financial Accounting Banks Incomings Check Deposit FEBA - Postprocess

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105.

Choose from the menu Check deposit transaction .

106.

Click Enter Button to confirm your entries. The system will display a list of check transactions that need to be processed.

Note: The transactions (line items) marked with green ticks have been processed automatically system has found the relevant open items, based on reference document number and customer name and cleared them automatically. The transactions marked with red ticks need to be processed manually.

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107.

Double-click the required check statement, e.g. 021000089 40753699 USD.

108.

System will display a document overview:

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Bank Statement Overview

109.

To process this document, select from the menu path: Line itemsPost.

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COST CENTER ACCOUNTING BANK ACCOUNTING Post with Clearing: Select open items
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110.

Update the following fields:


Field Name Account Field Description Code identifying the Customer account Values Example: 10000076

111.

Click Process open items Button

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112.

Select the required open item and click Save Button

to post the document.

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113.

The message bar displays Document XXXXXXXXX was posted in company code 5200

FF_5 - Import Electronic Bank Statement

Functionality Using this function you can import bank statements into the system and then process them. This report can perform automatic postings or create batch input session. It posts to G/L accounts and to sub-ledger accounts.

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COST CENTER ACCOUNTING BANK ACCOUNTING You can specify whether both sessions should be created in one run or only the session for G/L accounting first. For incoming payments, the notes to payee lines of the account statement can be searched either for document numbers or reference document numbers by specifying the selection field (BELNR or XBELNR). Thus, the relevant information for clearing customer payments is obtained. If you do not specify a selection field, the note to payee fields are not interpreted and you need to clear open items manually (use transaction FEBA Postprocess) For outgoing payments, the system always searches for the document number. Scenario Youve received files that contain bank statement from your bank and now you want to use this information to post bank statement. Requirements Electronic bank statement.
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Menu Path
Transaction Code

Accounting Financial Accounting Banks Incomings Bank Statement FF_5 - Import


FF_5

114.

Double Click on FF_5 Import.

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115.

Click <checkbox> Import data

116.

Update the following fields:


Field Name Statement file Line item file BELNR number interval Field Description Enter full path & name of the file that contains document headers Enter full path & name of the file that contains information about line items. In this field you can specify search criteria for incoming payments. The account statement will be searched for FI document numbers. This information is necessary for clearing customer payments. Values Example: c:\temp\ebs\header.txt Example: c:\temp\ebs\items.txt Example: 180001053 180001057

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COST CENTER ACCOUNTING BANK ACCOUNTING


117.

Click Multiple selection Button range).

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to enter additional search criteria (number

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COST CENTER ACCOUNTING BANK ACCOUNTING Multiple Selection for BELNR number interval
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118.

Click Single vals

119.

Update the following fields:


Field Name BELNR number interval Field Description In this field you can specify search criteria for incoming payments. The account statement will be searched for FI document numbers. This information is necessary for clearing customer payments. Values Example: 10001306 10001309

120.

Click Copy Button

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121.

Click <checkbox> Print posting log

122.

Click <checkbox> Print statistics

123.

Click <checkbox> Print bank statement

124.

Click Execute button

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The system has displayed posting log. You can print the log or download it as a local file.

125.

Click Back

button.

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The system has displayed bank statement.

126.

Click Back

button.

After posting electronic bank statement use transaction FEBA Postprocess account statement to check have all the documents been posted and post / clear manually some documents, if necessary.

FI01 - Bank Master Record

Functionality

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COST CENTER ACCOUNTING BANK ACCOUNTING Bank Master Records are stored in the bank directory. Their details are stored also in Customer / Vendor Master Data and are used by payment program to prepare payment documents. You can create new Bank Master Record using transaction FI01 or you during maintaining Cust. / Vendor Master Data. Scenario You want to store in the system the details of a new bank. Requirements
No. END USER TRAINING DOCUMENTS

Menu Path
Transaction Code

Accounting Financial Accounting Banks Master Data Bank Master Record FI01 - Create
FI01

127.

Double click on FI01 Create.

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COST CENTER ACCOUNTING BANK ACCOUNTING Create bank: Initial screen


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128.

Update the following fields:


Field Name Bank country Bank key Field Description Enter country code here Bank key is the bank code. This field is country specific. Usually the bank key consists of first 8 digits of your full bank account number and is followed by hyphen Values Example: UUS Enter value in Bank key. Example: 083000108

129.

Click Enter Button

. The system will ask you to enter bank details:

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130.

Update the following fields:


Field Name Bank name Region Street City Branch Field Description Name of the bank Country specific field. Enter a state code here Street name City in which the bank is located Name identifying the branch of the bank, if the bank is part of a multibranch system Values Example: First Union Bank & Trust Example: IL Example: 500 Main Street Example: Chicago Example: Main Office

131. 132.

Click Enter Button

. to store bank details in the database. Page 82 of 114

Your entry is ready. Click Save Button

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FI03 - Bank Master Data - Display Bank

Functionality Bank Master Records are stored in the bank directory. Their details are stored also in Customer / Vendor Master Data and are used by payment program to prepare payment documents. You can create new Bank Master Record using transaction FI01 or you during maintaining Cust. / Vendor Master Data. Scenario You want to display bank master.
Requirements

Created previously bank master record.

Menu Path
Transaction Code

Accounting Financial Accounting Banks Master Data Bank Master Record FI03 Display.
FI03

133.

Double click on FI03 Display.

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134.

First you need to select the bank master you want display. Enter bank country (e.g. US) and press tab to switch to the field Bank key. Press [F4] or click the button in the Bank key field. The system will display a search screen. Enter your search criteria or just click Enter Button :

135.

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COST CENTER ACCOUNTING BANK ACCOUNTING Bank Address


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136.

The system will display a list of Bank Masters that fulfill your search criteria:

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COST CENTER ACCOUNTING BANK ACCOUNTING Bank data (1) 4 Entries found
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137.

Select the required bank master from the list double click on the field Name of Bank (e.g. US - 083000108 - First Union Bank & Trust).

138.

The selected bank master number will be entered to the field Bank key:

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139.

Click Enter Button

to confirm your entries.

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140.

The system displays bank details.

Tip: On this screen the following buttons are available: Change documents and Edit. You can use them to display bank master changes or edit bank master respectively.

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F110 - Automatic Payments - Create SWIFT file MT100 format

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Functionality The Accounts Payable personnel will prepare a payment proposal in SAP, edit it and take out a hard copy for approval and sign-off. The hard copy would be forwarded to an employee who has authority to carry out a payment run. The person who carries out the Payment run in SAP shall compare the details approved on the hard copy with the edited proposal pending in SAP and on his satisfaction about these being identical, shall carry out a payment run in SAP. The system will post documents recording debit of the Vendor and crediting the Bank subaccount. The system has been set up so as to produce DME data for download in the Printout & DME Variant maintenance. A payment advice & payment summary will be produced via the spool. Scenario Youve received a confirmed copy of payment proposal from AP Dept. You want now to create the DME file in SWIFT MT100 format, so you can process the payment electronically. Youre going also to post the payment proposal clear open items on Vendor accounts and post to the bank clearing account.
Requirements

A duly signed hard copy of payment proposal that corresponds with the payment proposal in SAP is handed over by Accounts Payable to the employee carrying out the Payment Run.

Menu Path
Transaction Code

Accounting Financial Accounting Banks Outgoings Automatic Payment F110 - Open Items
F110

141.

Double Click on F110 Open Items.

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142.

Update the following fields:


Field Name Run date Identification Field Description It is the date on which the program is to be carried out as planned Additional identification to distinguish between several runs with the same reconciliation key date Values Example: 111202 Example: cs1

143.

Click Enter Button

to confirm your entries.

144.

Click on Printout / data medium printing program RFFOAVIS_FPAYM.

and check the variant for the

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The variant for the program RFFOAVIS_FPAYM should pop up automatically. If its not the case, youll need to manually enter the proper variant, e.g. 0011 PAY_PMW for Sharq.

145.

Click on Status

tab screen.

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146.

Click Pmnt run Button

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COST CENTER ACCOUNTING BANK ACCOUNTING Schedule Payment


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147.

Select Start immediately

check-box.

148.

Select Create payment medium

check-box.

149.

Click Enter Button

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The system has started to process payment data. This process may take a few minutes, depending on the number of transactions to be processed. As a result, the system will produce payment documents and post the FI documents.

Tip: You can click Status Button

to refresh the screen.

150.

When the system displays as message that postings are completed, you can click Proposal Button to display payment proposal.

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COST CENTER ACCOUNTING BANK ACCOUNTING Job Log Entries for F110-20021211-CS1 -X
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151.

Click Back

button.

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152.

Now you can download the file with payment data. Select EnvironmentPayment medium DME Administration: from the menu path.

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COST CENTER ACCOUNTING BANK ACCOUNTING Data Medium Overview


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You can see the file data that has been created as a result of payment run.
153.

Click Display Button

to display the file.

154.

Click Cancel Button

155.

Select ExtrasDME attributes to display Reference number for this file, as on the screen below:

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COST CENTER ACCOUNTING BANK ACCOUNTING Data Medium Attributes


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156.

Click Back

button.

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If youre happy with the file content and format, you can download as Read only file to the secure Unix directory.
157.

Click on Download

Button.

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COST CENTER ACCOUNTING BANK ACCOUNTING File Name


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158.

Enter, if necessary, valid menu path and file name into the File name field and click on Enter Button .

159.

The message bar displays Download successfully completed

F110 - Payment run (check)

Functionality The Accounts Payable personnel will prepare a payment proposal in SAP, edit it and take out a hard copy print-out for approval and a sign-off. The hard copy would be forwarded to an employee who has authority to carry out a payment run. The person who carries out the Payment run in SAP shall compare the details approved on the hard copy with the edited proposal pending in SAP and on his satisfaction about these being identical, shall carry out a payment run in SAP. The system will post documents recording debit of the Vendor and crediting the Bank subaccount. Scenario You want to print the checks according to the previously prepared payment proposal. Requirements Check lots are maintained in the system

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COST CENTER ACCOUNTING BANK ACCOUNTING Menu Path


Transaction Code

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Accounting Treasury Cash Management Planning Payment Program F110 - Payment Proposal
F110

160.

Double Click F110 Payment Proposal:

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161.

Update the following fields:


Field Name Run date Field Description The run date is used for identifying the parameters. It is the date on which the program is to be carried out as planned. However, a program run at an earlier or later date is also possible. You can use the additional identification to distinguish between several runs with the same reconciliation key date. You can freely define the identification. Values Example: 14.07.2002

Identification

Example: MSH8

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The payment proposal was already created (it includes the invoices to be paid). You need to now create the payment documents and perform postings to update GL accounts and sub ledgers (AP and AR).

162.

Click Pmnt run Button

to begin processing.

Schedule Payment

163.

Mark radio button Start immediately and click Enter Button. perform postings.

The system will

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164.

Click Status Button

to refresh the screen.

Sometimes you need to press Status button several times, if there are lots of transactions to be processed.

165.

The first phase (posting documents) is done. To display / print the list of payment document select from the menu path: EditPaymentsPayment list....

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COST CENTER ACCOUNTING BANK ACCOUNTING List Variant


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166.

Select a variant Payment List and click Enter Button.

Payment list

167.

The system has displayed a list of documents included in the payment proposal. The list can be printed or stored as a local file.

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168.

Click Back

SAP R/3

169.

Click No Button

Automatic Payment Transactions: Status

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170.

Now you can print the checks. First, click <tab button> Printout/data medium .

Automatic Payment Transactions: Printout and DME

171.

In the field Variant enter the variants name PAYMENT ADVICE, in the same line wheres the program RFFOAVIS

Tip: You can also search for the variant. Press [F4] or click the Variant field

button in the

172.

Next, in the field Variant enter the variants name CHECK, in the same line wheres the program RFFOUS_C: Page 108 of 114

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Automatic Payment Transactions: Printout and DME

Sometimes you need to maintain the print variant. Keep the cursor in the field Variant (to select it for edition) and press the icon Maintain Variants The system will allow you to change variant parameters. .

173.

Click Back n

. The system will ask you to save the changes:

Exit editing

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174.

Click Yes Button

Automatic Payment Transactions: Status

175.

Once the variants were chosen, you can print the checks. Click Printout Button .

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COST CENTER ACCOUNTING BANK ACCOUNTING Schedule Print


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176.

Mark Start immediately radio button and update the following fields:
Field Name Job name Description Job name for the print job Values Example: F110-20020714-MSH8

177.

Click Enter Button.

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The print job was created and saved in the spool. The system created three print jobs:
a) payment summary b) payment advices, c) checks
178.

To print the checks, select from the menu path: SystemServicesOwn spool requests. (Transaction SP02)

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COST CENTER ACCOUNTING BANK ACCOUNTING Output Controller: List of Spool Requests
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179.

Mark the required print job, e.g. click 2733 checkbox

180.

You can display your print job before printing it. Click Display Button

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COST CENTER ACCOUNTING BANK ACCOUNTING Print Preview for LOCA Page 00001 of 00002
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181.

Click Back

182.

In the same way you can display other print jobs.

183.

Now you can print the checks. Make sure that the 2733 checkbox selected and press Print Directly icon.

is

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